Executive Training

1. Executive Training Welcome! Ross – 2nd November 2011

2. Domestic Announcements

3. Programme • Introductions and background • The Key Role of Executive Committees • Effective Executive Committees • Good practice for Meetings and AGMs • How Scouting works around here • Question and Answer session • Slides at: http://www.malvernscouts.org.uk/?q=node/449 • or Executive Support / Ross - November 2011 on malvernscouts.org.uk

4. IntroductionS

5. Purpose of Today • Effective Executive Committees are essential for the successful delivery of Scouting within Groups, Districts and Counties • Understand the essentials of the role of Charity Trustee • Our aim is to make you aware of the key issues and better equip you to be able to undertake the roles • Point you in the direction of where to find further information and support

6. Purpose of Scouting The purpose of Scouting is to contribute to the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local, national and international communities.

7. The Scouting Method Young people, in partnership with adults: • enjoying what they are doing; • learning by doing; • participating in varied and progressive activities; • making choices for themselves; • taking responsibility for their own actions; • working in groups; • taking increasing responsibility for others; • taking part in activities outdoors; • sharing in prayer and worship; • making and living out their Promise.

8. Scouting provides Fun Challenge &Adventure Module 1 – Scouting Essentials See Module 1 (DVD) for more information for young people and Adults

9. Policy, Organisation and Rules • Look on Scouts.org.uk or ScoutBase.org.uk for latest version • Latest version at: http://www.scouts.org.uk/supportresources/71

10. Scouting is: • Fun • Challenge • Adventure For Young People & Adults

11. The Scout Association Improved Focus on Executives includes… • Data on membership database leading to improved communications • Appointment cards for Executive members (known by Headquarters and on The Association’s MSS database) • Executive specific inserts for planned HQ welcome packs on way • Executive support materials being improved and updated

12. What is the purpose of an Executive Committee?

13. Two Quick Questions for starters… On Post-It notes, write the key words relating to:- The attributes of an Effective Executive Committee Member The attributes of an Effective Executive Committee We’ll put them up and compare

14. Email: executive.committee@scout.org.uk

15. What is an Executive Committee POR definition Scout Groups Chapter 3 (rules 3.22 – 3.24) Scout Districts Chapter 4 (rules 4.22 – 4.26) Scout Counties Chapter 5 (rule 5.14 – 5.17)

16. Rule 3.22 Management of the Scout Group Every Scout Group is an autonomous organisation holding its property and equipment and admitting young people to membership of the Scout Group subject to the policy and rules of The Scout Association. A Scout Group is led by a Group Scout Leader and managed by a Group Executive Committee. They are accountable to the Group Scout Council for the satisfactory running of the Group. The Group Scout Leader is assisted and supported by the Group Scouters in the delivery of the Balanced Programme for young people within the Group.

17. What is an Executive Committee What it does… • Group • Maintenance of Property and Equipment • Raising Funds and Finance Admin • Insurance, property, safety, etc. • Public Occasions • Assisting GSL in Adult Recruitment • Assisting GSL inother Adult Support • Group Administration • Anything else that helps the Group Function

18. What it does… District Promotion and Development of Scouting Co-operative working with other organisations Maintenance of Property and Equipment Raising Funds and Finance Admin (inc Explorer Scouts, District Network & campsites) District Appointments Advisory Committee Supervising the administration of Groups District Administration Anything else that helps the District Function

19. What it does… County Promotion and Development of Scouting Co-operative working with other organisations Maintenance of Property and Equipment Raising Funds and Finance Admin (inc Network & campsites) County Appointments Advisory Committee Supervising the administration of Districts County Administration Anything else that helps the County Function

20. What is an Executive Committee? Governance & Trusteeship Scouting operates as a Charitable Concern Required to meet Governance standards as laid out by The Charity Commission Scouting Executive Committees are Charity Governing Boards under Charity Commission Rules Note: Applies whether individually registered as a Charity or operating under the Exempt Charity rules

21. Group Executive Committee Structure Group Executive Committee Ex Officio Members Group Chairman, GSL, AGSL, Secretary Treasurer, Section Leaders* Elected Members Between 4 and 6 members elected by the Group Scout Council at the AGM. Nominated Members Up to the number elected. Nominated by GSL at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance District Commissioner and District Chairman. * As from the 2011 Group AGM, Section Leaders are only members of the Group Executive if they choose to opt-in (2011 POR change).

22. District Executive Committee Structure District Executive Committee Ex Officio Members Chairman, District Commissioner, Secretary Treasurer, District Scout Network Leader, District Explorer Scout Commissioner Elected Members members elected by the District Scout Council at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance County Commissioner and County Chairman. Nominated Members Up to the number elected. Nominated by DC at the AGM.

23. County Executive Committee Structure County Executive Committee Ex Officio Members Chairman, County Commissioner, Secretary Treasurer, County Scout Network Leader Elected Members members elected by the District Scout Council at the AGM. Co-opted Members Annually co-opted by the Executive. Cannot exceed the number of elected members. Right of Attendance Regional Commissioner. Nominated Members Up to the number elected. Nominated by CC at the AGM.

24. Obligations and Responsibilities Under the Trustee Act 2000, Charity Trustees (Executive Members) have the following obligations: • Powers of investment • Powers of delegation • Powers of appointment • To ensure the appropriate safeguards for the operation of the above powers, including a duty to take proper advice in relation to investments and statutory duty of care

25. Obligations and Responsibilities Responsibilities of Trustees (Executive members) : • Accept Responsibility for the operation of the Group/District/County • Ensure Compliance (Charity Comm. & POR) • Act with Integrity • Duty of Prudence • Duty of Care

26. Charity Commission Website http://www.charitycommission.gov.uk

27. Charity Commission Publications

28. Charity Commission Website

29. Trustee Indemnity Insurance Covered as part of the subscription fee to Headquarters Are you a registered member (to be covered)? Broadly speaking covers personal liability, providing individuals have endeavored to follow POR, Charity Law, etc. Who’s covered; elected, nominated and co-opted members Criminal actions are not covered

30. How to know you a registered member? Registered members will have filled in a registration form such as the Adult Application (AA) Form They will have had a satisfactory CRB check Will have been issued with a Scout Association membership number (and possibly certificate of appointment) Will appear on the Membership Services System (MSS - often referred to as My Backpack) Could receive periodic communications from The Scout Association (although these can be turned off)

31. Responsibilities of the Executive Rule 4.25f(i) defines the responsibilities of the District Executive Committee as follows: “The District Executive Committee exists to support the District Commissioner in meeting the responsibilities of the appointment and to provide support for Scout Groups, Explorer Scout Units and any District Scout Network in the District.” Rule 3.23b defines the responsibilities of the Group Executive Committee as follows: The Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment.

32. The DC is the County representative in the District (not the Districts representative at County) Similarly; the GSL is the District representative in the Group (not the Groups representative at the District)

33. Responsibilities of the Group Executive: (POR 3.23b) the maintenance of the Group’s property and equipment; the raising of funds and the administration of the Group’s finance; the insurance of persons, property and equipment; Group public occasions; assisting with the recruitment of Leaders and other adult support.

35. Group Executive: Needs to organised Requires a range of skills Pro-active approach It is a Team effort Ability to delegate (and know that it will get done) Forward looking (not just reactive) Things don’t just happen at meetings!

36. What are your Executive Committee issues? Look back at post it notes from today’s introduction Do they cover all the key points? Do you need to make any changes?

44. Scouting Video thinkUknow The video “Think you know Scouting” is available for download in the Scouts Brand Centre at www.scouts.org.uk/brand in the videos section.

45. Scouting’s Vision Towards 2018 • Scouting in 2018 will: • Make a positive impact on our communities • Prepare young people to be active citizens • Embrace and contribute to social change • Scouting in 2018 will be: • Shaped by young people in partnership with adults • Enjoyed by more young people and more adult volunteers • As diverse as the communities in which we live • Members of Scouting in 2018 will feel: • Empowered • Valued • Proud

46. Effective Executive Committees

47. Role of the Committee Support the Group/District/County Look after the finances, fundraising, buildings, equipment, assets, etc. Not to “do” the scouting

49. How can you be effective? Have a good skill mix on the committee Share out the work – sub-committees, working groups, teams, etc. Be organised - meetings, minutes, actions Be appropriately responsive & proactive

50. Engaging, Motivating and Retaining Executive Members How do you recruit members? Rarely at meetings (like AGMs) Primarily through one to one discussion/comms Often through attracting people back into Scouting What do they want to get out of the role? Support for Scouting Fun, comradeship, sense of well being/doing? Very good on CVs and when looking for a job! What do you need to do to motivate and engage them (and thus retain them)?