1. EFFECTIVE EXECUTIVE COMMITTEES
Richard Wade

2. What is the primary responsibility of an Executive Committee?
The Executive Committee exists to support the Group Scout Leader, District Commissioner or County Commissioner in meeting the responsibilities of their appointment.
Members of the Executive Committee are the charity trustees of the Scout Group / District / County
Highlight that when an Executive Committee is carrying out these responsibilities effectively, they are fulfilling the overall purpose of the committee, which is:
* To help the Group Scout Leader or District/County Commissioner to meet the responsibilities of their appointment; and
* To be responsible for the administrative side of scouting to enable the Group/District/County to function effectively.
KEY MESSAGE: Carrying out their responsibilities effectively means that leaders will have more time to develop and deliver a balanced programme of activities to young people and that managers will have more time to manage and develop scouting.

3. Responsibilities of the Group Executive Committee
Act collectively as Charity Trustees
Comply with POR
Protect and Maintain Property and Equipment
Manage the Group Finances
Insurance
Provide Sufficient Resources for the Group
Develop Local Scouting
Responsibilities of the Group Executive Committee – Part 1
Acting as Charity Trustees is a key aspect of the role, we will spend some time looking at the detail of this later in the session.
Complying with POR, making sure the Executive Committee is acting in line with the key policies and rules outlined.
Protect and Maintain Property and Equipment, this can mean looking after a headquarters that the Group owns, or premises that are rented, it also means looking at acquiring or selling any property. Equipment ranges from tents and camp stoves to minibuses to tables and chairs.
Manage the Group Finances, the financial side of running the Group is the responsibility of the executive committee. They need to make sure that the Group has enough money to function, that a budget is in place and is being used appropriately, keep accurate records of the income/expenses/banking, and be prepared to report on this whenever requested. This is the responsibility of the whole executive committee not just the treasurer! Ignorance is not always bliss so make sure everyone makes it their responsibility to ask about the finances.
Insurance, making sure the insurance is adequate is vitally important to run scouting safely. Unity Insurance Services can advise further on this.
Provide sufficient resources for Scouting to Operate. This includes, but is not limited to, supporting recruitment, other adult support and fundraising activities. Fundraising is vital in financing the Group. The Executive Committee’s role in fundraising need not be one where they take part in fundraising activities, but they must facilitate fundraising in their role. Exec members can help generate names, conduct an induction, and place adverts for new volunteers.
Develop Local Scouting, have a development plan and know what you can do to achieve your goals, support districts and counties with their development plans to further support growth and development.
Safety, As a member of the Executive Committee you have a responsibility to make safety an agenda item at all Executive meetings and ensure that all relevant safety information is communicate effectively. They also should review the incidents and accidents occurring in the Group to ensure that trends have been identified and controls adjusted as appropriate, by those responsible for them.
Ensure that a positive image of Scouting exists in the local community by promoting the Group at events and taking opportunities to interact with the local community.
Sub-Committees, Appoint and manage any sub-committees including appointing a Chair to lead these sub-committees.
Risk Management & Safety Policy
Promote a positive local image of Scouting
Sub-Committees

4. Responsibilities of the Group Executive Committee
Act collectively as Charity Trustees
Involving Young People in Decision Making
Appoint Administrators, Advisers and
Co-opted members
Approve Annual Report and Accounts
Present Annual Report and Accounts
Maintain appropriate confidentiality
Responsibilities of the Group Executive Committee – Part 2
Involving Young People - Ensure that Young People are meaningfully involved in decision making at all levels within the Group. Make sure the level of involvement is appropriate for the age group.
Appoint administrators, advisers and co-opted members of the Executive Committee – these decisions will need collective agreement and minuted.
Approve the annual Report and Accounts - after their examination by an appropriate auditor, independent examiner or scrutineer. This forms part of the annual duties of the Committee related to the Annual General Meeting, the annual report and accounts are a summary of the Charity’s work in that year. If appropriate, i.e. If a registered charity; submit these accounts and reports to the Charity Commission.
Present the Annual Report and Accounts to the Scout Council at the Annual General Meeting.
Maintain appropriate confidentiality - don’t discuss committee business outside of meetings or with others not on the committee. This doesn’t mean that you can’t report wrongdoing.
Opening/Closing of Sections - The opening, closure and amalgamation of Sections in the Group as necessary
Act as a responsible employer - If the Group employs anyone (cleaning and maintenance staff, secretary, LDO) they are officially considered to be employed by the Executive Committee. In their role as an employer the Committee must act responsibly, following Scouting values and complying with legislation.
Agree employee line management arrangements - If the Group employs anyone, they need to make sure that they understand who is responsible for line managing them and communicate this to the line manager and employee.
Opening/Closing:
Sections
Act as a responsible employer
Agree employee line management arrangements

5. Charity Trustees
“Trustees have and must accept ultimate responsibility for directing the affairs of a charity, and ensuring that it is solvent, well-run, and delivering the charitable outcomes for the benefit of the public for which it has been set up.”
Charity Commission
Remind participants of the introductory exercise where you asked them to raise their hands if they were trustees. Acting as a charity trustee is a key part of the role and responsibilities of being an Executive Committee Member.
Each Scout Group, District and County is an autonomous organisation - an individual charity which operates under the umbrella of The Scout Association. As each Scout Group, District and County is a charity it needs a governing body by law - commonly known as the board of trustees. In Scouting we call this board of trustees Executive Committee members.
Highlight that ALL VOTING MEMBERS OF THE EXECUTIVE COMMITTEE ARE TRUSTEES.
Use the Charity Commission definition. Do people agree with this definition of trustees as the same as executive committee members? Liken the definition to school governors and chairs of the parish council / rotary club.

6. Six Main Duties
The previous slides give a definition of what a trustee is, but what does that mean in practice for Executive Committee members in Scouting? What are the responsibilities and duties of a charity trustee?
The Charity Commission for England and Wales explains a trustee’s role as 6 main duties:
Carrying out the purpose - Trustees must ensure that the charity is carrying out the purposes for which it is set up and no other purpose. This means that trustees must ensure they understand the charity’s purpose as set out in it’s governing document, are planning what the charity will do and what they want it to achieve, are able to explain how all of the charity’s activities are intended to further or support its purposes and understand the benefit the charity provides by carrying out its purposes.
Compliance - Trustees must make sure that the charity complies with its governing document (POR in this case), and that they comply with charity law requirements and any other laws that apply to the charity. Trustees should take reasonable steps to find out about their legal requirements, for example by reading relevant guidance or taking appropriate advice when they need to.
Acting in the charity’s best interests – Trustees must decide and do what they think will best enable the charity to carry out its purposes. As a collective, they must make balanced and adequately informed decisions and avoid putting themselves in a position where their duty to the charity conflicts with their personal interests or loyalty to any other person or body. Trustees shouldn’t receive any benefit from the charity unless it is properly authorised and is clearly in the charity’s interests.
Accountability – Trustees must comply with statutory accounting and reporting requirements. They should also be able to demonstrate that the charity is complying with the law, is well run and is effective. Trustees should ensure accountability within the charity, particularly when they delegate responsibility for particular tasks or decisions to others.
Prudence - Trustees must act responsibly, reasonably and honestly. Prudence is about exercising sound judgement, and trustees must make sure the charity’s assets are only used to support or carry out its purposes. Trustees must avoid exposing the charity’s assets, beneficiaries or reputation to undue risk, and must take special care when investing or borrowing.
Acting with reasonable care and skill – Trustees must use reasonable care and skill in their work, making use of your skills and experience and taking appropriate advice when necessary. Trustees should give enough time, thought and energy to their role, for example by preparing for, attending, and actively participating in all trustees meetings.
By following these duties an Executive Committee is fulfilling their duties as charity trustees.

7. Someone cannot be a Trustee if…
The person is under 18 years of age
The person is banned from being a trustee under the Criminal Justice and Court Services Act 2000
The person is an undischarged bankrupt
The person has been convicted of an offence involving dishonesty or deception
The person is disqualified from being a Company Director
There are certain people who are legally barred from becoming a trustee by the Charity Commission

8. Group Executive Committee
Ex-officio Members (by right of appointment)
GSL/AGSL, Chairman, Secretary, Treasurer, ESL, Sponsoring Authority and Section Leaders
Nominated Members
GSL nominations approved at AGM
(No more than may be elected)
Elected Members
Usually between 4 and 6 people elected at AGM
Co-opted Members
Co-opted by the Exec. Committee
(No more than may be elected)
Slide 17
Group
Leading from the task on the previous slide explain that:
Ex-officio members are members of the Executive Committee by the virtue of their appointment (this includes the Chair, Treasurer and Secretary of the Executive Committee)
Confusion may arise on this issue: This may seem a bit confusing as you probably know that the Chair is nominated by the GSL, and the Secretary and Treasurer are elected at the AGM. But these appointments are ex-officio appointments because of the role that they hold - no matter how they are appointed to that role.
There may also be confusion relating to the position of Section Leaders on the Executive Committee - you may need to use the next slide in the presentation to clarify the issue.
Elected members are chosen to represent the interests of the Group Scout Council (which will talk about it in more detail later). This is why there should be more of them than nominated and co-opted members; think of your elected members as the base of your Executive Committee. The elected members should represent the needs of the sections, e.g. Parents/assistant leaders.
When asking for elected members it can be beneficial to remind those you are asking that they are there to represent the young people in the Group. You can compare the role to that of a parent governor in a school in order to better explain the expectations to parents.
Nominated members
The Group Scout Leader nominates them, and so they should think carefully about their selection.
Nominated members might come from local community groups, local religious leaders, members of local government; as they can help to develop Scouting by bringing in a community centred view external to Scouting.
Co-opted members can be selected by the Executive Committee either for the whole year, or for a period of time relating to a specific project.
This might be a solicitor for legal help, an architect to help with the building of a new Group headquarters, or a young person (18-25) there to represent the views of the youth members in the Group.
Also:
The DC and District Chair can attend Executive Committee meetings, but can’t vote.
The Executive Committee should not be more than people to function effectively, more than this and it will become too difficult to manage.
Remember that the Chair is nominated by the GSL, they need to be able to work through any conflicts effectively and find a constructive way of relating to each other to ensure the Executive Committee runs effectively.
DC and District Chairman have right of attendance

9. A note about Section Leaders
In 2011 the rules surrounding the status of Section Leaders as ex-officio members of the Executive Committee were changed
Section Leaders now have to declare their intention to be an Ex-officio member of the Executive Committee at the AGM or before in writing
If questions arise, highlight to participants that this only applies to Section Leaders and not Assistant Section Leaders.
If you want Assistant Section Leaders to sit on the Executive Committee, they will usually fall into the elected members category.
There is a new form available for Section Leaders to use to express their wish to be a member of the executive committee.

10. 1. Are Section Leaders Automatically Members of the Group Executive?
Yes
Yes, if they formally opt in No
2. Which of these are NOT Ex-Officio Members of the Group Executive?
District Commissioner
Group Scout Leader
Chairman

11. 3. What Role do Section Leaders have on the Executive?
Represent their Section
Represent Scouting
Be a Trustee of the Group/Charity
4. What Role do Parents have on the Executive?
Represent their Section
Represent Young People
Be a Trustee of the Group/Charity

12. 5. Which of the Following Shows the Correct Structure of a Group Executive?
Ex-Officio
Chairman, Secretary, Treasurer, GSL, ESL* & Section Leaders*
Nominated Members
GSL nominations approved at AGM
(<= Elected)
Elected Members
Elected at AGM
(Usually less than 6)
Co-Opted Members
By Executive Committee based on skills
Ex-Officio
Chairman, Secretary, Treasurer & GSL
Leaders
At least one from each Section
Parent Reps
At least one from each section
Others
Anyone else asked to be part of the Exec
Ex-Officio
Chairman, Secretary, Treasurer & GSL
Nominated Members
GSL nominations approved at AGM
Elected Members
Elected at AGM
Co-Opted Members
By Executive Committee based on skills

13. 6. Who nominates the Chair?
District Commissioner
Executive
Group Scout Leader
7. Do you need a constitution?
No, POR rules 3.23/24 covers everything we need
Yes, instead of POR rules 3.23/24
Yes, to give specifics in support of POR rules 3.23/24

14. 8. Who Is Responsible for Financial Decisions?
Treasurer
Everyone on the Executive
Group Scout Leader
9. What format do accounts need to be in?
Depending Income (Income & Expenditure/SORP)
Any as long as they are clear
SORP

15. 10. Which should not be on the Executives agenda?
Financial budgets and forecasts
Finances – Account balances and agreeing spending
Section Reports
11. Who Cannot be a Trustee?
Anyone under 18
An undischarged bankrupt (include IVA)
Anyone disqualified from being a Company Director

16. 12. Can Young People be Invited to Attend an Executive to Help with #youthshaped?
Yes, for that particular agenda item
Yes, for the whole meeting No
13. What Reserves Should the Group Have?
Approx. 3 months costs unless designated
Approx. 12 months costs unless designated
As much as it wants

17. 14. Do you have to be Registered with the Charity Commission?
Yes, always
Yes, under particular circumstances
No, just use the District, County or National number
15. Should you be Registered for Gift Aid?
Yes, always
Yes, under particular circumstances
No, its too much hassle

18. 16. Do all Executive members need to be on Compass?No
Not sure
Yes
17. Can you have multiple bank accounts?
Yes, all income and expenditure must be combined
Yes, but we keep subs separate No

19. 18. When Must You Have Completed Your AGM?
We don’t bother – nobody comes anyway
Before the District AGM
Within 6 months of the end of the financial year
19. Who Approves the Annual Report and Accounts Before Submission to the AGM?
The Whole Executive
The Group Scout Leader
The Chairman, Secretary, Treasurer and GSL

20. 20. Can You Run an AGM without Approved Reports and Accounts?
Yes No
It Depends
21. Is the Appointment of Chairman Voted on at the AGM?
No, its down to the GSL
No, but the AGM can reject the appointment
Yes

21. 22. Can an Executive run without a Chairman, Secretary and/or Treasurer?
It depends No
Yes
23. When Should an EGM be Called?
When the Group Scout Council wants one
If there is a resignation of an ex-officio
If there is an “issue” which must be discussed

22. 24. My Group Executive is correctly established, working to the rules, has everything in place, and is effective?
Yes
Partially No

23. Further support Other Executive Committee Members
The Scout Information Centre
Factsheets and Guides from The Scout Association
The Charity Commission
NCVO
Small Charities Coalition
Finish by highlighting that the Charity Commission provide a range of useful resources to support them in their role. Explain that they:
are the independent charity regulator for the national government framework,
work with charities to ensure that they are accountable, well run and meet their legal obligations,
offer information and advice to charities on legal requirements and best practice to help them operate as effectively as possible and to prevent problems occurring.
Also highlight that The Scout Association:
provides written resources and guidance for Executive Committees,
provides help and support for Executive Committee related queries.