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Effective Executive Committees

Effective Executive Committees . Role of the Committee. Support the Group/District Look after the finances, fundraising, buildings, equipment, assets, etc. Not to “do” the scouting. How can you be effective?. Have a good skill mix on the committee

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Effective Executive Committees

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  1. Effective Executive Committees

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

  3. 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

  4. Engaging, Motivating and Retaining Executive Members How do you recruit members? Rarely at meetings (like AGMs) Primarily through one to one discussion/comms 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)?

  5. How does your role contribute to the Executive? Chairman Secretary Treasurer Member

  6. Normally in this Session: Split into groups based on the specific roles Discussion in groups about that role

  7. New Guides …. Treasurer and Member due to be added later

  8. Effective Meetings and AGMS

  9. How to run effective and “exciting” AGMs………………. How can you engage people in the process? Can people “enjoy” the AGM? When do you need to hold an AGM?

  10. Who is invited to an AGM? Email: executive.committee@scout.org.uk

  11. ?

  12. Who is Invited to AGM? Leaders & Helpers Parents/Guardians Executive Members Examiner/Scrutinizer President/Vice Presidents Representatives from District/County Guests

  13. What are the essential requirements of an AGM? Must be held within 6 months of the end of your financial year

  14. Essential requirements of a Group AGM 1 To agree minutes of previous AGM Apologies Adopt the annual report Adopt the financial report To reappoint any President/Vice Presidents To approve the GSL nomination for Group Chairman

  15. Essential requirements of a Group AGM 2 To elect Secretary, Treasurer and any other position To appoint an independent examiner for the year The GSL to announce their nominations To elect members to the Executive To co-opt members to the Executive

  16. How do we make AGMs more exciting?

  17. Making AGMs more exciting? Table reports Keep to the point NO any other business Combine with another event Advertise Ensure that officers are asked beforehand Ask young people to participate

  18. Executive Committees ….

  19. How to run effective executive meetings……………… What makes a good executive meeting? How to get full benefit from the Executive Committee?

  20. Who is attends an Executive Committee? Email: executive.committee@scout.org.uk

  21. ?

  22. Who attends a Group Executive Meeting? Officers (Chairman, Secretary, Treasurer) Section Leaders GSL and AGSL Executive Members Representative from District

  23. Executive Meeting Organisation? Location Furniture and room arrangements Timing Catering Agenda Management of the meeting

  24. Agenda Send out Early Briefing papers and updates on actions with agenda GSL / Section Leader / Finance / Building Previous meeting actions Only talk about “open” actions Clear topics for discussions Send out any supporting information No AOB….

  25. Meetings Brevity is a virtue Keep to agenda and time Avoid long discussions on scouting activities Scouting is for Scouters Topics should be: Fundraising and financial position Build maintenance and equipment needs Recruitment & Numbers Trustee responsibilities

  26. Questions?

  27. The Malverns District Registered Charity Number 1030019 www.malvernscouts.org.uk

  28. www.malvernscouts.org.ukincludes: District Directory District Events Calendar Warren Oak bookings Member Support Leader Support Executive Support AGMs, Minutes, Reports, etc. Loads of support information www.malvernscouts.org.uk

  29. The Malverns District Covers Upton, Ledbury, Colwall, Cradley, Leigh and Malvern 10 Groups, 5 Explorer Units, County Network and local Scout Active Support Unit, plus BP Guild Approximately 700 uniformed members Annual events include: St George’s Day Camps Activities/competitions mostly by Sections www.malvernscouts.org.uk

  30. Census, Subscriptions, Membership, etc. Information to Groups in December each year Annual Census – 31st January each year Annual return in February each year: Health check & Development plan Membership lists (InTouch & District Directory) Census return Subscriptions (for 2010 £28/head – Headquarters, County & District) paid in March each year www.malvernscouts.org.uk

  31. Healthcheck Example

  32. The Malverns District www.malvernscouts.org.uk

  33. Recruitment Posters – Available A3 & A4 sizes – Don’t delay, start now

  34. A5 Recruitment Handouts

  35. Gold Scout Mate Badge

  36. Warren Oak Campsite District campsite at Warren Oak, Staplow, north of Ledbury, offers year round use. Warren Oak is a large 15 acre camp site comprising a large area of grass land separated into a number of fields with a central group of buildings including a toilet block, holiday centre, stores and support buildings. Key site maintenance from Active Support

  37. The Malverns District Appointments Secretary – Pauline Richardson Welcome Packs Forms and CRB checks Appointments administration ADC Adult Support (Local Training Manager) – Ken Allcock Training materials & records Training Courses & Validation Appointment of Training Advisors www.malvernscouts.org.uk

  38. Summary of Appointments & Review Process in The Malverns The following slides present a simple overview of these processes in The Malverns

  39. Person interested in becoming Leader or Occasional Helper Line Manager explains the role, reasonability and obligations to them Line Manager ensures that they get a Welcome Pack including AA or OH (available from District Appointments Secretary + Forms on-line) Individual fills in AA or OH DC, DESC, ADC or GSL checks the identity with the individual and checks the rest of the forms Forms passed to District Appointment’s Secretary with key information including Line Manager and role

  40. District Appointments Secretary checks form and information received (appointment, line manager, role, Group, etc.) District Appointments Secretary adds individual to HQ database (In due course this will trigger an HQ Welcome Pack) Occasional Helper (OH Form) Leader (AA Form) Module 1 completed as soon as possible and, ideally 1st Response and Child Protection. Other training encouraged. Appointment Process on following charts HQ checks Leader expected to complete their training for role within 3 years of appointment Appointment comes through and presented

  41. Leader (AA Form) District Appointments Secretary informs Local Training Manager and GSL / Line Manager References taken up as appropriate Initial Training Ideally Modules 1and 3 or 4 via Line Manager or Training Advisor if appointed Individual invited to an Appointments Advisory Committee Meeting

  42. Individual, HQ & Line Manager / GSL informed of results of Appointments Advisory Committee Local Training Manager appoints Training Advisor HQ issue Appointment Training Continues (Normally complete within 3 years) Presented to Individual Appointment Review – typically every 2 to 5 years

  43. Manager completes Form and returns to Appointment Secretary Appointment Advisory Committee and Commissioner consider review and decide action. Results recorded on Form and person’s record Renew appointment Cancel appointment Change appointment The Review Process... Approx 3 months before expiry Appointment Secretary sends Review Form to volunteer’s manager and informs adult Manager holds review meeting with adult

  44. Appointment Review District Appointments Secretary sees the date coming Approx 3 to 6 months prior to the review date sends an assessment form to the Line Manager CRB status checked and re-done if necessary Training information gathered (including first aid and child safeguarding) Line Manager has review with individual & completes assessment Initial Assessment Completed Individual may be invited to Appointments Advisory Committee Meeting Individual, HQ & Line Manager / GSL informed of results from Appointments Advisory Committee

  45. InTouch Scout Active Support in The Malverns needs you for: • Fun• Assistance with Scouting events• Assistance at Warren Oak Contact Mike or Liz SneathTel 01584 881666

  46. Advanced NoticeDistrict Camp 2011at Warren Oak29th April to 1st May(optional 2nd May)Camp in Groups – Activities in Sections1st May - Beavers visit& St George’s Service

  47. Want to know more …. www.malvernscouts.org.uk has the information Please use itJust ask if you would like an account!

  48. Questions?

  49. WE CAN DO IT in The MALVERNS

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