EXECUTIVE ROLE Chairman

1. EXECUTIVE ROLEChairman Paul StennettChairman Essex County Scout Council

2. Group Chairman Beaver Scout Leader BSL Cub Scout Leader CSL Scout Leader SL Explorer Leader EL (If stated in partnership agreement) Group Secretary Group Treasurer Assistant Beaver Scout Leader ABSL Assistant Cub Scout Leader ACSL Assistant Scout Leader ASL Members Nominated by the Group Scout Leader Group Fellowship Appointed Helpers Appointed Helpers Appointed Helpers Members elected by the Group Council Specialist Skills Instructors Beaver Scouts* Sixers*; Cub Scouts* Patrol Leaders; Scouts* Members co-opted by the Group Scout Leader Parents Sub-committee Chairmen will be drawn from members of the Executive Committee Notes: Members of the Group Executive Committee are shown in a box thus In a sponsored Group a place is reserved on the Group Executive Committee for their nominee Public Relations Officer Group Quartermaster Everyone apart from the young people marked * are members of the Group Council Group Magazine Editor Headquarters Manager THE SCOUT GROUP STRUCTURE Group Scout Leader GSL

3. Responsible for: the Group Executive, including the Group Secretary and Treasurer. Responsible to: As chairperson of the trustee body, the Group Executive, the Group Chairperson is responsible to the District Scout Council. Main contacts: Members of the Group Executive, District Chairman, Group Scout Leader, Group Scouters. Appointment Requirements: To understand and accept the Scout Association’s policies, have a satisfactory CRB clearance and to complete the appropriate training modules. GROUP EXECUTIVE CHAIRMAN

4. Chair the Scout Group (District Scout) Council. Chair the Scout Group (District Scout) Executive Committee. Work closely with and support the GSL (District Commissioner) maintaining effective communication. Work with the GSL (District Commissioner) to encourage development of Scouting within the Group (District) as part of the community. Ensure all members of the Group (District) Executive are fully briefed on the requirements. To ensure that the Group (District) Executive Committee acts within the legislation acceptable to Charity Trusties. CHAIRMAN’S MAIN TASKS

5. CHAIRMAN’S MAIN TASKS……Cont’d • Ensure that an annual general meeting takes place within 6 months of the end of the financial year. • Be a full and active member of the Group (District) Executive Committee. • Promote scouting and be a liaison with outside bodies. • Maintain effective communication with the District (County) Chairman. • To prepare formal agreements between District Executive Committee and sponsoring authorities.

6. Maintenance of the Group’s property and equipment. Raising of funds, and administration of the Group’s finances. Insurance of persons, property and equipment. Group public relations, and Assisting with the recruitment of Leaders and other adult support. See Chapter 3 POR GROUP COMMITTEE’S RESPONSIBILITIES

7. Buildings Insurance, maintenance, Construction (Design & Management) - Regulations for new builds and demolition. Health and Safety Site security and dangers - Electrical testing (PAT and 16th Edition), Management of Asbestos Regulations. Vehicles , Trailers Vessels and Aircraft Insurance, registration, taxation, testing and roadworthiness. Safe Custody of Documents Property deeds, declarations of Trust, Stock & Share Certificates, registration documents, sponsorship documents, vehicle documents, insurance policies. Register of such documents, with details of their location and any expiry date. GROUP COMMITTEE’S RESPONSIBILITIES

8. Promoting the development of scouting in the District. Raising of funds for the administration of the District’s finances and property, including Explorer Scout Units. Appointing a District Appointments sub- committee. Appointing other sub-committees as the Committee may require. Supervising the administration of groups. Attending to District administration. See Chapter 4 of POR DISTRICT COMMITTEE RESPONSIBILITIES

9. Considering all new appointments, changes and reviews. Approving the registration of new Groups within the District [POR rule 3.17]. Closing a Group or a Section within a Group [POR rule 3.21]. Approving the opening of a new Section within a Group [POR rule 3.19(C]. DISTRICT COMMITTEE’S ROLE

10. DATE, TIME & LOCATION APOLOGIES MINUTES OF PREVIOUS MEETING MATTERS ARISING FINANCIAL REPORT GSL REPORT NOTIFIED MATTERS ANY OTHER BUSINESS DATE AND TIME OF NEXT MEETING THE MEETING AGENDA

11. WELCOME QUORUM ? - 1/3 of trustees – minimum APOLOGIES MINUTES MATTERS ARISING Chair sign and date minutes – always have hard copy FINANCIAL REPORT Disbursements, expenditure (GSL’s bids), annual budget Other formal agenda items (include sub-committee & section reports) Committee members’ points Any Other business (There shouldn’t be any – in advance) THE MEETING

12. Held within 6 months of the end of the financial year. Approve the Annual report of the Group Executive, including annual statement of accounts. Approve GSL’s nomination of Group Chair and nominated members of the Group Executive. Elect a Group Secretary and Treasurer. Elect certain members of the Group Executive (parent Section representatives). Appoint an Auditor, Independent Examiner (over £10k) or Scrutineer (under £10k). THE ANNUAL GENERAL MEETING

13. Agree date and location – remember age of children and whether during school term. Who to invite - DC, Chaplain, Sponsor representative, Guest Speaker, local dignitaries, head teacher, doctor etc. Decide with GSL, suitable programme involving youngsters, to tempt parents. Organise presentations/displays etc ? Budget for refreshments, report prints etc What posts to fill - Remember to identify and lobby BEFORE MEETING STARTS. THE AGM PREPARATION

14. The formal bit How long 10 minutes, half an hour ? Where Social gathering - Why not ? When Time and day – weekend or evening ? Have you enough volunteers ? Do they always turn up after the meeting when you are on the wine or coffee? Lobby beforehand ? Plan ahead. ANNUAL GENERAL MEETING - thoughts

15. The GSL and Executive Officers need to talk, or at least communicate with each other, and be open and honest; i.e. how much money is in the bank, budget requirements etc ? Planning cannot happen without communication. Problems cannot be resolved without communication. Consistent messages to Leaders, Young People, Parents, Community, etc. Clear of each others roles – importance of understanding role description. Knowing who to go to and for what. Communication

16. Planning • Common aims for all Members. • Simple development plan provides goals. • Financial planning - need to budget to meet needs of Group, Leaders, Young People and the programme. • Membership Fee. • Fundraising. • External factors – thinking ahead.

17. Meetings • Pre-prepared agenda combining items from GSL and Chairman. • Use timed agendas. • How often should we meet and when ? • Themed meetings can provide more focus e.g. Annual Budget (Membership Fee setting) meeting. • Feedback to Executive from Leaders meetings. • Don’t forget sub-Committee meetings. • Any other business - advised before the meeting. • AGM – compulsory, but not compulsory to be boring !

18. Supporting • The Executive Committee exists to support Scouting - primarily the young people that enjoy an everyday adventure. • Also supports valuable adult volunteers – how can you make it easier ? • What support do you need as an Executive Committee or member ? • Support is there if you ask…