Executive Training

1. Executive Training Worcester District – 30th November 2013 Welcome!

2. Executive Training Worcester District – 30th November 2013 Presented by: Derek Barnes – County Commissioner

3. Domestic Announcements

4. Programme 1 • Introductions and background • The purpose of Executive Committees • Membership of Executive Committees • Responsibilities of Executive Committees • Group / District Structure • Effective Executive Committees • Roles • Short Questions and Answers

5. Programme 2 • Vision • Effective Meetings and AGMs • Supporting Young People • AGMs and Annual Requirements • Funds and Bank Accounts • Effective Meetings • Safety in Scouting • Question and Answer session • Slides at: http://www.malvernscouts.org.uk/?q=node/620 • or on malvernscouts.org.uk • Executive Support / Worcester - Nov 13

6. IntroductionS

7. Key types of Roles in Scouting Leaders • Look after young people and deliver the Scouting balanced programme Managers • Line manage volunteers and look after the Leadership and Management issues Executives • ??

8. Key types of Roles in Scouting Leaders • Look after young people and deliver the Scouting balanced programme Managers • Line manage volunteers and look after the Leadership and Management issues Executives • Governance, all assets, fundraising, safety and support

9. Purpose of these sessions • Effective Executive Committees are essential for the successful delivery of Scouting within Groups, Districts and Counties • Understand the essentials of your role of Charity Trustee and what governance entails • 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 • Aim you towards the perfect way of working!

10. Assumptions • You have a role on an Executive Committee (Group, District or County) • Could be Chairman, Secretary, Treasurer or Member (Supporter) • Includes Group Scout Leaders and any Section Leaders who have opted to be on their Group Executive (change January 2011) • You have completed Module 1 (Getting started) and know a bit about Scouting

11. The Purpose of Scouting Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society

12. Integrity - We act with integrity; we are honest, trustworthy and loyal Respect - We have self-respect and respect for others Care- We support others and take care of the world in which we live Belief - We explore our faiths, beliefs and attitudes Cooperation - We make a positive difference; we cooperate with others and make friends The Values of Scouting

13. Scouting takes place when young people, in partnership with adults, work together based upon the values of Scouting and: Enjoy what they are doing and have fun Take part in activities indoors and outdoors Learn by doing Share in spiritual reflection Take responsibility and make choices Undertake new and challenging activities Make and live by their Promise The Scout Method

14. Policy, Organisation and Rules (POR) Look on scouts.org.uk for latest version Our only rule book!

15. What is the purpose of an Executive Committee?

16. Executive Committee • Overall purpose: • To help the Group Scout Leader / Commissioner meet the responsibilities of their role • To be responsible for the governance and administrative aspects to enable Scouting to function properly and effectively • Leaders & Managers have the time to develop and deliver a balanced programme of activities

17. Executive Committee (POR) • Charity Trustees (of Group / District / etc.) including reporting and governance • Maintaining property and equipment • Raising funds & administering the finances • Insurance, security, safety, etc. • Ensuring a good public profile for Scouting • Recruiting volunteers, including leaders • Ensure the culture of safety in Scouting • Effective working with other organisations • Appointment of volunteers • Development of Scouting in the local area

18. 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 Excepted Charity rules What is an Executive Committee?

19. A constitution is a set of fundamental principles according to which the charity is operated and runs Each Group / District / County needs a written constitution Recommend adopting The Scout Association constitution (as laid out in POR). [If in doubt, you can do this via a motion at your AGM – see later.] In the absence of anything else formally adopted, The Scout Association Constitution applies Following slides assume The Scout Association Constitution (or something similar) Constitution

20. 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) What is an Executive Committee

21. 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.

22. Who are the members of the Group Scout Council?

23. All Leaders, Section Assistants, Skills Instructors & Helpers Parents/Guardians of all young members Executive Members, Group Advisors & Administrators Examiner/Scrutineer, President/Vice Presidents Members of any Group Active Support Any sponsoring authority Other supporters by agreement Patrol Leaders Explorer Leaders (if included in the units partnership agreement) Representatives from the Scout District Membership of the Group Scout Council

24. Elect and approve the nominations for membership of the Executive Committee Receive the annual report and accounts of the Executive Committee Appoint an appropriate independent scrutineer for the accounts Hold an Annual General Meeting (and any Extraordinary General Meetings if needed) Responsibilities of the Group Scout Council

25. Ex Officio Members because of their role Elected Volunteer and voted in at AGM / EGM Nominated Put forward by the GSL / DC / CC at AGM / EGM Co-Opted Brought in to fill skill gaps Right of attendance Commissioner and Chairman of overseeing level Types of Membership of the Executive Committee

26. 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).

27. 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.

28. Charity Trustees

29. Charity Trustees “Trustees have and must accept ultimate responsibility for directing the affairs of a charity, and ensuring that it is solvent, well-run, and delivering the charitable outcomes for the benefit of the public for which it has been set up” The Charity Commission

30. Obligations and Responsibilities Under the Governance and Equality Act 2010, Charity Trustees 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

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

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

33. Charity Commission Publications

34. Charity Commission Website

37. When to Register as a Charity - 1 All Scout Units are independent charities. However, those based in England and Wales may not be required to register with the Charity Commission as they have been ‘excepted’ by a ruling of the Charity Commission whereby they only have to register if their total turnover is more than £100,000 per annum or if they have a permanent endowment (a fairly rare restricted interest in land/building, investment, cash or other asset which cannot be spent as ‘income’ or sold to raise cash for the charity). Source – scouts.org.uk Link: https://members.scouts.org.uk/supportresources/1578/registering-as-a-charity?moduleID=10&cat=262

38. When to Register as a Charity - 2 It is no longer necessary for Scout Units to register merely because they may hold an interest in land. However, even such excepted and unregistered charities will still remain subject to general charity law and the rules of the Charity Commission which may investigate matters where there is proper cause for concern. Source – scouts.org.uk Link: https://members.scouts.org.uk/supportresources/1578/registering-as-a-charity?moduleID=10&cat=262

39. Trustees • Cannot be / have been: • Under 18 • Convicted of an offence (dishonesty or deception) • Un-discharged bankrupt • Disqualified from acting as Company Director • Failed to make payments under a court order • Received an adverse CRB Disclosure • Removed from being a Trustee or barred by the Charity Commission • Trustees sign to say that none of the above apply • Charity Commission pub CC30 provides more info.

40. Covered as part of the subscription fee to The Scout Association (only paid by full members) 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; ex officio, elected, nominated and co-opted members Criminal actions are not covered Trustee Indemnity Insurance

41. Registered members will have filled in a registration form such as the Adult Application (AA) Form [or Change Role (CR) Form to add an additional role] The AA Form (and CR Form) contain the charity Trustee declaration which Trustees need to sign to confirm that they are eligible to take on the responsibility Section Leaders opting in should be listed as Executive Members For registered charities, you will also be listed on the Charity Commission website – see later How do you know you are a Registered Member 1

42. You will have had a satisfactory DBS (CRB) check Will have been issued with a Scout Association membership number (and possibly certificate of appointment) Will appear on the Membership System (MMS - often referred to as My Backpack) Should receive periodic communications from The Scout Association (although these can be turned off) How do you know you are a Registered Member 2

43. We e-mailed Scouting Times to all adults registered with The Scout Association in Hereford & Worcester with a valid e-mail address at the start of September

44. Responsibilities of the Group Executive The Group Scout Leader is the District representative in the Group (not the Groups representative at the District) (POR – The Appointments Process) 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.

45. Simple Group Structure Group Scout Leader Group Chairman Group Leaders Meeting (Group Scouters Meeting) Executive Committee • Section Leaders • Beaver Leaders • Cub Leaders • Scout Leaders • Sub Committees • Working Parties • Project Teams

46. Responsibilities of the Group Executive: (POR 3.23b) part 1 of 3 Members of the Executive Committee must act collectively as charity Trustees of the Scout Group, and in the best interests of its members to: Comply with the Policy, Organisation and Rules of The Scout Association Protect and maintain any property and equipment owned by and/or used by the Group Manage the Group finances Provide insurance for people, property and equipment

47. Responsibilities of the Group Executive: (POR 3.23b) part 2 of 3 Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities Promote and support the development of Scouting in the local area Manage and implement the Safety Policy locally Ensure that a positive image of Scouting exists in the local community

48. Responsibilities of the Group Executive: (POR 3.23b) part 3 of 3 Appoint and manage the operation of any sub-Committees, including appointing Chairmen to lead the sub-Committees Ensure that Young People are meaningfully involved in decision making at all levels within the Group The opening, closure and amalgamation of Sections in the Group as necessary

49. The Group Executive must also: (POR 3.23b) Appoint Administrators, Advisers, and Co-opted members of the Executive Committee. Approve the Annual Report and Annual Accounts after their examination by an appropriate auditor, independent examiner or scrutineer. Present the Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting; file a copy with the District Executive Committee; and if a registered charity, appropriate charity regulator. Maintain confidentiality with regard to appropriate Executive Committee business. Appropriately look after any employed staff.

50. Simple District Structure District Commissioner District Chairman District Leaders Meetings Executive Committee • ADCs, DESC, DSNL, etc. • Explorer Leaders • Network Leaders • Group Scout Leaders • Beaver Leaders • Cub Leaders • Scout Leaders • Sub Committees • Working Parties • Project Teams