Executive Workshop The Secretary

1. Executive WorkshopThe Secretary

2. What we are going to try look at • Detail role description and responsibilities • Prepare agendas, venues and facilities for meetings, including the AGM, in conjunction with the Chairman & GSL/DC • Produce minutes of meetings • Understand their role in completing the annual census return • Deal with correspondence coming into the Group/District as required • Maintain a corporate standard in line with County Policy in relation to all letters and other paperwork sent from or within the Group/District • Understand the restrictions placed by the Data Protection Act on the keeping of records in Scouting • Undertake responsibility for CRB completion as required by the GSL/DC

3. Key Tasks of Role • Provide sound administration support to the Group/District • Make available to members of the Group/District information received into the Group/District • Keep in contact with the District/County Secretary • Keep such records as the GSL/DC and the Group/District Chairman require

4. Key Colleagues • The Group / District Chairman • The Group / District Treasurer • The Group Scout Leader (GSL) / District Commissioner (DC) • The District/County Secretary

5. Executive Meetings - before • Agree agenda with Chairperson (GSL/DC) • Collect other items for agenda from committee members • Circulate agenda and any other relevant papers about 2 weeks prior to the meeting • Consider the venue • Arrive at meeting in good time • Have extra copies of agenda/relevant papers

6. Executive Meetings - during Your role is to make notes at the meeting • List attendees and any apologies • Agree previous minutes – Chairman to sign(?) Record • The topic being discussed • The key facts or issues • Key points of discussion • Decision reached or ongoing action • Action points by whom and by when • Date and time of next meeting You may need to summarise discussions from your notes

7. Executive Meetings – after • Make sure you are clear on all points • Agree any further meeting with Chairperson • Write the minutes within a few days of the meeting • Agree minutes with Chairperson • Circulate within 2 weeks of meeting • Action any points relevant to yourself • Contact anyone else with action points

8. Annual General Meeting A once a year meeting of the Group/District Scout Council • Reviews the past year • Establishes Executive members for the next 12 months An Annual report is written • Report of Group/District achievements by Chair and GSL • Reviews of Sections • Years accounts explained by Treasurer • Approve the GSL/DC nomination of Chairman and nominated members of Executive • Election of Secretary and Treasurer • Appointment of auditor

9. Secretary’s role at AGM Preparing for the meeting • Outside speaker or guest(s) to be invited • Any long held traditions to be included • Reports and accounts circulated in writing During the meeting • Taking notes After the meeting • Write the minutes within a few days

10. AGM agenda • Welcome – Chairman • Apologies for absence • Approval of minutes from last AGM • Approval of annual report and accounts • Approval of GSL/DC nomination for Chair (this item is chaired by the GSL/DC or Group/District President) • Approval of the GSL/DC nomination of members to the Group/District Executive • Election of Secretary • Election of Treasurer • Election of members of the Group/District Scout Council to the Group/District Executive • Appointment of Auditor/Scrutineer

11. AGM agenda (2) Options 11a. Guest Speaker 11b. Presentation by the Scout Troop 11c. Discussion – should we build our own HQ 12. Close of meeting Meeting will be followed by refreshments during which Leaders and Members of the Executive will be available for any questions.

12. The Group Scout Council Members • All Section Leaders • Section Assistants/Supporters • Others working with young people • Young Leaders • Parents • Patrol Leaders and Explorer Scouts • Former Scouts and their parents • All who support the Group

13. Other tasks • Group correspondence • Distribute information as required • Maintain the Group diary • Group Newsletter • Keep records as required by the GSL/DC/Chairman • Keep safe legal documents and any relating to property and equipment, and all other official documents or those of an historical importance • Membership subscriptions • CRB completions

14. Data Protection Act All personal data • Processed fairly and lawfully • Obtained for a specified and lawful purpose • Adequate, relevant and not excessive • Accurate and up to date • Kept only for as long as required for the purpose for which it was obtained • Processed in accordance with the rights of the subject • Be kept secure proportionally to the level of harm that could result if unauthorised access occurs • Not transmitted outside the European Economic Area without consent of the subject

15. DPA – sensitive personal data Explicit consent must be obtained to hold this data • Racial or ethnic origin • Political opinions • Religious beliefs • Trade union membership • Physical or mental health • Sexual life • Offences or alleged offences

16. Annual Census • Carried out each year in January • Establishes number of young people and adults in TSA • Numbers identified in census are the basis of the renewal of the Group’s registration and payment of the annual membership subscription • Must be accurate • Liaise with GSL and Section Leaders • Return must be made on time • Now completed on line