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					Effective Executive Committees

             Matthew Hayday
            Assistant Secretary

  matthew.hayday@scout.org.uk 020 8433 7271
  The Scout Group/District
• Led by Group Scout Leader/District
  Commissioner
• Managed by Group/District Executive
  Committee
• Accountable to Group/District Scout
  Council
        Executive Committee
• At Group Level - Exists to manage the Scout Group,
  support the GSL and is responsible for:

  –   Maintenance of property and equipment
  –   Raising of funds and finance admin
  –   Insurance
  –   Public occasions
  –   Assisting GSL with recruitment of leaders and other adult
      support
       Executive Committee
• At District Level - Exists to manage the Scout
  District, support the DC and is responsible for:

   – Promoting the development of Scouting and arranging co-
     operation with other organisations
      •   Raising of funds and finance admin (including Explorer Units)
      •   District Appointment sub-Committee
      •   Supervising the administration of Groups
      •   Attending to District admin:
           – Leader appointments
           – Appointment of section assistants, skills instructors, Administrators
             and Advisers.
           – Registrations and membership
Your experience of Exec Committees

Good              Bad            Ideas
Some possible sub structures…
• Not everything needs to be done by the
  Exec Committee
• Reduce the length of meetings
• Exec Committee receives sub
  committee reports but retains overall
  responsibility
    Finance sub Committee
• Chaired by Treasurer
• Doesn’t have to have Scouters as members
• Deals with the detail of the District’s/Group’s
  finances
• Provides support to Groups/Sections for
  budgeting
• Applications to Trusts
• Could also incorporate fundraising
Development sub Committee

• District level sub committee
• Support Groups with recruitment and
  retention
• Leader succession planning
• Active recruitment of youth members
• Look at Groups across District as a whole
  – location of Groups
  – spread of meeting nights
    Members of the Group Exec
•   Ex officio Members
     –   Group Chairman
     –   Group Secretary
     –   Group Treasurer
     –   Group Scout Leader
     –   Assistant Group Scout Leader
     –   All Section Leaders
•   Nominated Members
     –   Nominated by GSL
     –   Nominations approved at AGM
     –   Must not exceed number of elected members
•   Elected Members
     –   Elected at AGM
     –   Usually between four and six – actual number agreed by resolution of Scout Council
•   Co-opted Members
     –   Persons co-opted annually by the Exec
     –   Must not exceed number of elected members
•   Right of Attendance
     –   DC and District Chairman have right of attendance
    Members of the District Exec
•   Ex officio Members
     –   District   Chairman
     –   District   Secretary
     –   District   Treasurer
     –   District   Commissioner
     –   District   Scout Network Leader
     –   District   Explorer Scout Commissioner
•   Nominated Members
     –   Nominated by DC
     –   Nominations approved at AGM
     –   Must be members of District Scout Council and not exceed number of elected members
•   Elected Members
     –   Elected at AGM
     –   Usually between four and six – actual number agreed by resolution of District Scout Council
•   Co-opted Members
     –   Persons co-opted annually by the Exec
     –   Must not exceed number of elected members
•   Right of Attendance
     –   CC and County Chairman have right of attendance
      What is a Trustee?
• Charity Trustees are the people who
  serve on the governing body of a
  charity
• In Scouting – Executive Committee
  members
What must a Trustee do?
           Compliance
• Ensure compliance with:
  – charity law
  – the Charity Commission
  – governing document
  – other legislation or regulators
• Act with integrity
       Duty of Prudence
• Ensure that the charity is solvent
• Use charitable funds in furtherance of
  charity’s objects
• Avoid undue risks
• Take special care when investing or
  borrowing
         Duty of Care
• Use reasonable care and skill in work as
  Trustees
• Consider getting external professional
  advice material risks or where in breach
  of duties
What Trustees must do – POR
• If there is a fundraising committee two
  members of the Exec must be members
• Presentation of Annual Report and
  Accounts to AGM of District Scout
  Council
• Appointment sub-Committee
                   Chairman
• Chair Scout Group Council and Group Executive Committee
• Work closely with and support the GSL in maintaining effective
  communication
• Work with the GSL to encourage development of Scouting within the
  Group and as part of the Community.
• Ensure all members of the Group Executive are fully briefed on the
  requirements of their roles.
• Ensure that the Group Executive Committee acts within the legislation
  acceptable to Charity Trustees.
• Ensure annual general meeting takes place within 6 months of the end
  of the financial year
• Maintain effective communication with the District Chairman
• Promote Scouting and be a liaison with outside bodies
             Group Treasurer
• Act as Treasurer to the Scout Group Council and Group Executive
  Committee
• Work closely with and support the Scout Group Chairman
• Set the Annual Budget for the Scout Group
• Provide sound administration in respect of the obligations according to
  POR, including: insurance, fundraising, maintenance of Group property
• Ensure completion of the Annual Scout Group Accounts
• Receive all monies on behalf of the Scout Group, to keep account of all
  funds and
• payout on the authorisation of the Group Executive Committee
• Receive individual Group membership subscription fees and forward
  them to the District Treasurer
• Maintain effective communication with the District Treasurer
• Work with the Group Executive Committee to attract funding / grants /
  income to the Group
            District Treasurer
• Act as treasurer to the District Scout Council and District Executive
  Committee
• Work closely with and support the District Chairperson maintaining
  effective communication
• Set the Annual Budget for the Scout District
• Work with Group Treasurers and ensure the completion of the District
  Annual accounts including the receipt and monitoring of financial
  statements from each Scout Group
• Ensure the completion of the District Annual accounts
• Maintain such records and lists of members and associate members
• Maintain effective communication with the District Chairman and other
  members of the Executive Committee
• Receive all monies on behalf of the District, to keep account of all
  funds and to pay out on authorisation from the District Executive
  Committee
                       Secretary
•   Act as Secretary to the Scout Group Council and Group Executive Committee
•   Work closely with and support the Group Chairman
•   Provide sound administration in respect of the obligations according to POR
•   Ensure completion of the Group Annual Census return
•   Maintain records and lists of members and associate members
•   Ensure documents relating to the ownership of property and equipment and all
    other legal and official documents are kept in a safe and secure place, including
    back up of all files stored electronically
•   Maintain effective communication with the District Secretary
•   Work alongside the Group Executive Committee in producing the Scout Group
    Annual Report
     – District Secretary –
          • Work with Group Secretaries and ensure the completion of the District
            Annual Census return
          • Secretary to Appointment sub Committee
 Splitting the role of the District
             Secretary
• District Secretary is a large role and to make it more
  manageable it could be split as follows:
   – District Secretary
      • Minutes and organisation of exec, council and AGM
      • General Correspondence
   – District Appointments Secretary
      • Secretary to Appointments sub Committee
      • Responsible for records and training requirements
   – District Administrator
      • Directory
      • Distribute newsletter via email or post
      • Events co-ordination
       Running better meetings
• Get the basics right
   –   Minutes of previous meeting should be circulated within two weeks
   –   Chair to approve Minutes before circulation
   –   agree the agenda and send out in advance of the meeting
   –   Chair to decide how each item should be handled e.g. briefing,
       decision, options appraisal, gathering views, etc.
   –   Stay within remit and avoid repetition
   –   Time each item
   –   Summarise discussion or decisions at the end of each item
   –   Make sure everyone is clear about their actions and when they are
       expected to deliver
   –   Agree the date, time and venue for the next meeting
   –   Thank everyone for their time
       An exciting AGM?
Good           Bad        Ideas
                The AGM
• Business that must be undertaken:

  – approve the Annual Report of the Group Executive
    Committee, including the annual statement of accounts
  – approve the Group Scout Leader's nomination of the Group
    Chairman and nominated members of the Group Executive
    Committee
  – elect a Group Secretary and Group Treasurer;
  – elect certain members of the Group Executive Committee
  – appoint an auditor or independent examiner or scrutineer as
    required
  Some AGM suggestions…
• Don’t hold an AGM on its own
• Combine it with a social event, workshop,
  presentation evening, etc.
• Get as much of the preparation as possible
  done in advance for the key business
• Don’t let the meeting drag on - 30 mins max
• Don’t take any other business at the AGM
     Further information
• The Secretary’s Directorate
• Adult Support
• Policy, Organisation and Rules
• Fact sheets, Scoutbase
• The Charity Commission,
  www.charity-commission.gov.uk
Any questions?

				
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