t b: e, ou gsl your virtual... · unit. as always, there is a list of useful documents and where to...

1 Your Virtual Induction GSL Support unit B: the executive, the AGM and you

unit B: the executive,

the AGM and you

scouts.org.uk/gslsupport


Introduction Welcome to Unit B of Your Virtual Induction. This unit will help you to understand the role, responsibilities and composition of the Group Executive Committee. The role of the Group Scout Council and trusteeship will also be explained. Ideas for running effective meetings and annual general meetings (AGMs) can also be found in this unit. As always, there is a list of useful documents and where to find them. It is useful to familiarise yourself with Chapter 3, Rule 23 of Policy, Organisation and Rules (POR) while working through this unit. It would be a good idea to share parts, or all of this, unit with your Group Chair, to help promote a good working relationship and understanding of the others role.

What does the Executive Committee do?The Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment and to take responsibility for the administrative side of Scouting to enable the Group to function effectively.

To fulfil this purpose, POR states the following seven responsibilities of the Group Executive Committee:

• Acting as a charity trustees

• Maintaining any property and/or equipment owned by the Group

• Raising funds for the Group (including through Gift Aid)

• Administering the Group finances

• Making sure that people, property and equipment are adequately insured

• Ensuring that local Scouting is well regarded by the local public

• Ensuring that local Scouting has sufficient adult volunteers.

Acting as charity trusteesEvery Scout Group is an autonomous organisation (individual charity) operating under the umbrella organisation of The Scout Association, and so requires a Board of Trustees by law. The first responsibility of all members of the Executive Committee is to act as trustees of the Scout Group. This is an important part of the role and all Executive members should be made aware of this. Remember that you are a trustee whether or not your Group is registered with the Charity Commission, or, in Scotland, the Office of the Scottish Charity Regulator (OSCR). Charity trustees are responsible for ensuring that the business of the charity is carried out according to its own rules and within the relevant rules. (Charity law in Scotland is different to England and Wales. Refer to Scottish HQ/Scottish Variations from POR for the most up-to-date regulations.)

As trustees, The Charity Commission and OSCR place these responsibilities on Executive Committee members:

• Accept responsibility for the running of the charity

• Act with integrity and with the best interests of the charity in mind

• Ensure compliance with the guidance of The charity commission and POR

• Act with care and make reasonable decisions

• Use personal skills and experience

• Seek professional advice when necessary

• Act honestly

• Ensure the charity is solvent

• Use funds only to further the work of the charity

• Avoid any undue risk.


Trustees can, in some circumstances, be liable for any financial losses incurred by the charity and must therefore consider their decisions carefully. However, as long as the trustees act reasonably, work within the governing document (in our case, POR) and take proper and appropriate advice when required to do so, either by law or, on occasions when additional advice is needed, then they are very unlikely to be held liable. The Scout Association provides automatic cover to insure all Scout trustees across the UK against such liability: it’s called ‘Trustee Indemnity Insurance’. Speak to Unity Insurance for further advice at www.scouts.org.uk/insurance

There are certain groups of people unable to act as charity trustees according to The Charity Commission. For this reason, a charity trustee declaration is included on the Adult Application (AA) Form or Change of Role (CR) Form. All Executive Committee members must complete and sign either the AA or CR form to make sure they have signed this declaration. For more information, visit member resources at www.scouts.org.uk/memberresources

The Scout Group and the Executive Committee Who belongs to the Executive Committee?The Executive Committee has four types of members, as explained below. The tables provided give you the opportunity to think of the make-up of your Group Executive Committee.

Ex officio members There are several members of the Group Executive Committee who are classed as ex officio members due to the role that they hold. They do not have to be nominated or voted onto the committee because their role means that they already have a place.

The Group Scout Leader

The Group Chair

The Group Secretary

The Group Treasurer

The Assistant Group Scout Leader

Section Leaders

(If they have expressed in person or in writing that they are prepared to be a member of the Executive Committee at the AGM)

The Scout Active Support Unit Manager

The Explorer Scout Leader

(if stated in a partnership agreement)

The sponsoring authority or its nominee (as specified in the sponsorship agreement)

Nominated members People nominated annually by the Group Scout Leader and approved at the Group AGM. These need not be members of the Group Scout Council and their number must not exceed that of the elected members.

www.scouts.org.uk/insurance

www.scouts.org.uk/memberresources


Elected membersElected members represent the interests of the Group Scout Council and are required to be members of the council. These should normally be four to six in number. It is desirable to have representatives for each of the sections on the elected members.

Co-opted membersPeople co-opted annually by the Group Executive Committee. The number of co-opted members must not exceed the total of elected members.

The District Commissioner and District Chair have the right of attendance at all meetings of the Group Executive Committee. Ideally, between the nominated members, elected members and co-opted members, the Group Executive should include a parent of at least one member of each of the sections in the Group.

The Group Scout CouncilThe Executive Committee carries out their responsibilities on behalf of Group Scout Council, the electoral body that supports Scouting in the Group. It is the body to which the Group Executive Committee is accountable. Membership of the Group Scout Council is open to:

• Scouters

• Group Scout Active Support members

• Colony, Pack and Troop Assistants

• Skills Instructors

• Administrators

• Advisers

• Patrol Leaders

• All parents of Beaver Scouts, Cub Scouts and Scouts

• The Sponsoring Authority or its nominee

• Any other supporters who may be admitted by the Group Scout Leader, Executive or Council

• Explorer Scout Leaders (if stated in a Partnership Agreement)

• The District Commissioner (ex officio)

• The District Chair (ex officio).

A partnership agreement can exist between an Explorer Scout Unit and a Scout Group and the District to share facilities and equipment as needed.

The Group Scout Council is responsible for holding the Group AGM, which is explained later in this unit.


Key roles on the Executive Committee The roles of Chair, Treasurer and Secretary are vital to the smooth running of the Executive Committee. By choosing people with appropriate skills sets you can build an effective Executive Committee. (Remember that Section Leaders cannot hold these roles.)

Group ChairA good Chair needs to be: organised; able to dedicate the time required to the role, both inside and outside of meetings; a strong an excellent communicator; and confident and effective in managing time and people. An effective Chair controls the Executive Committee meetings using their skills and liaises with those outside of the Executive Committee, including the District Chair and members of the community. They will need to be keen and enthusiastic, a leader by example and someone with whom you can work well alongside, otherwise it will be a long year!

Official duties for the Group Chair:• To be Chair of the Group Scout Council and the Group Executive Committee and to promote effective

communication and working.

• To work closely with the Group Scout Leader in encouraging the development of Scouting in the Group and as part of the community.

• To ensure that all members of the Group Executive Committee are fully briefed on the requirements of their role.

• To maintain effective communication with the District Chair.

• The Group Chair is an ex officio member of all councils, committees and sub-committees in the Group.

Group SecretaryIt is important for the Group Secretary to have, or develop, good administration skills. Good written and verbal communication skills are also important, as the Secretary is often the first point of contact parents and members of the public have with the Group.

An ability to take meaningful notes of the Executive meetings and AGM is crucial, when it comes to the submission of accounts and reports to The Charity Commission or OSCR. These organisations want to see evidence through these reports as to how monies have been spent. Experience in these areas is excellent preparation for a prospective secretary.

Official duties for the Group Secretary• Act as Secretary of the Group Scout Council and the Group Executive Committee.

• Work closely with, and support, the Group Chair.

• Provide sound administration according to obligations of POR, including inventories of Group equipment.

FS330037: Role Description for a Group ChairFS330077: The Group ExecutiveBS310022: A Guide for the Group Chair

F


• Ensure completion of the Group Annual Census return.

• Maintain records and lists of members and associate members as required for the effective administration of the Scout Group.

• 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, ensuring there is a full recovery of all files stored electronically.

• Maintain effective communication with the District Secretary.

Group TreasurerThe Group Treasurer is required to handle the financial management, administration and reporting for the Scout Group. Anyone who usually works in a financial environment, with figures, money, book-keeping or wages will have the skills to be a Group Treasurer, as well as anyone who runs a business or charity. Challenging parts of the role include the correct presentation of accounts, budget setting, receiving and allocating funds; and reporting regularly to the committee. There is a range of support provided to help with this, from Scout Association factsheets to the advice of a Group or District Treasurer. They don’t necessarily have to be a very active part of the Group; just keeping the accounts could be the only thing they do. Think about approaching a local accountancy firm to see if someone would like to volunteer.

Official duties for the Group Treasurer• Advise the Group Executive Committee on all matters affecting financial control and expenditure and to draw

up an annual budget.

• Work closely with, and support, the Group Chair.

• Receive all monies on behalf of the Scout Group, to keep account of all funds and to pay out money upon authorisation, as specified by the Group Executive Committee.

• Ensure completion of the Annual Scout Group Accounts in accordance with the guidelines laid down by The Charity Commission or OSCR.

• Maintain effective communication with the District Treasurer.

Please note: In Scotland, refer to Scottish Headquarters for the requirements of the Charities Accounts (Scotland) Regulations 2006 and specimen Annual Report and Accounts.

FS 330064: Role Description for a Group SecretaryBS310020: A Guide for the Group Secretary

F

FS330065: Role Description for a Group TreasurerBS310021: A Guide for the Group TreasurerLT700000 - 2005 Accounting and Audit Requirements LT700001 - Specimen Trustees Annual ReportLT700002 - Specimen Receipts and Payments (Single Fund)LT700003 - Specimen Receipts and Payments (Multi Fund)LT700004 - Specimen Accruals AccountsLT700005 - Scrutineer’s Report to the TrusteesLT700006 - Independent Examiner’s Report to the Trustees

F


SupportersThere is a range of other tasks and interests of the Group that you might chose for other members of the Executive Committee to take on. This may involve representing a Section, raising the local media presence of the Group, or working on headquarters maintenance. Supporters should have an interest in the areas they represent and the development of the Scout Group and actively contribute to the work of the Executive Committee.

Meetings The Executive Committee carries out its duties by holding meetings. It is important that these meetings are run effectively and help the Executive Committee in meeting their responsibilities. It is very important to clearly define the difference between matters discussed by leaders and matters discussed by the Executive Committee. Whether the Cub Scouts should have orange or lemon squash at the Cub Scout fun day is really a matter for leaders, whereas whether there is enough cash in the budget for refreshments is a decision for the Executive Committee. The ability of the Group Chair to chair the meeting effectively is key. They need to understand their role and place within the Group and they need to be able to keep the meeting in order.

Work through the Chair’s self-test document with the Group Chair – it gives some tips and ideas of how to run meetings effectively. Here are some more:

• The GSL and Group Chair should prepare the agenda in consultation.

• When preparing the agenda the previous minutes should be consulted for items to be followed up under the agenda point: Matters arising from the last minutes. Major discussion points should have their own place on the agenda.

• Minutes should be taken and kept as an accurate record of what has been discussed. This is how the Executive Committee shows that it has acted in accordance with POR and in satisfying its duty as trustees, avoiding any complications with liability claims.

• Make sure that the minutes are circulated quickly after the meeting, with names against action points. This will enable people to carry out their agreed action before the next meeting. If you are only sending out the minutes with the next agenda, chances are that people may have forgotten what they agreed to do, they will then send their apologies to the meeting rather than turn up and admitting that they had forgotten. That is a meeting wasted.

• People volunteer their time and it is important not to waste it. Start the meeting on time. Stick to the point. Do not allow one person’s opinion to dominate the meeting, and finish at the time agreed. You will find that people are more likely to volunteer if they know that all meetings are finished in two hours or under.

• If necessary, hold a separate meeting to discuss specific projects or topics.

• Circulating the year’s meeting dates in advance means that space is allocated in the diaries of very busy people. Do not cancel a meeting unless you really have to and, if you do, give people as much notice as possible. However, don’t have a meeting if there is nothing to discuss.

• Sometimes there will be uncomfortable discussions that happen or need to happen. Using a neutral meeting place means that everyone can come and go and not have to live with memories of a bad meeting in their living room. Use the Group’s meeting place or find a local venue that is prepared to donate a function room once or twice a term. Be careful though – trustee and business matters should not be discussed in the lounge bar of the local pub. These are confidential matters that should not be discussed in such a way. You could always adjourn to a less formal location afterwards.

You can find the Chair’s self-test in the Additional Resources section of www.scouts.org.uk/gslsupport

www.scouts.org.uk/gslsupport


Annual General MeetingsThe AGM is the official meeting of the Group Scout Council, it must be held within six months of the end of the financial year and cover the following compulsory business:

• Elect and approve the nominations for the membership of the Executive Committee

• Receive and approve the annual report and accounts of the Executive Committee

• Approve the Group Scout Leader’s nomination of the Group Chair and nominated members of the Group Executive Committee

• Elect a Group Secretary and a Group Treasurer

• Elect members to the Group Executive Committee

• Appoint the appropriate person to carry out checks into the accounting (a scrutineer, examiner or auditor as appropriate).

With ample planning and some thought we can use the AGM as a great promotional exercise and social activity as well as complying with the legal requirements. Use these tips to help.

Setting diary datesGet the date in the diary well in advance and publicise it well. Think about when you are having it. It has to be within six months of the end of financial year, depending on when that is for your Group. With a March year end, would a mid-September AGM be a great welcome back for the term? If the year’s end is December, how about a late May barbecue or family camp with the AGM thrown in? Set the date to suit you; don’t be afraid to change it.

InvitationsNotify the District and County, they may like to send someone along. As soon as the date is set, invite local officials, the Mayor (Provost in Scotland), local councillors and your local parliamentary representative. Do you have any celebrities living locally? They may get hundreds of invitations to things, but they may just turn up if you ask them. Nearer the time, formally invite the Group Scout Council. How about running a competition within the Group to design the invitation? There are probably older Scouts or Explorers who would do a great job of getting something printable for you from the efforts of the younger members. Do any of your sections meet in a school? Invite the headteacher and the caretaker. The local faith leaders and heads of other youth groups may be good additions to your invitation list; telling the community about the good activities you are doing is an important aspect of the AGM.

Share it outThink about the logistics of the evening. Is the access to your headquarters obvious? Often we are tucked round the back of buildings, and down footpaths. Whether you are easy to find or not, ask a couple of people wearing uniform to greet and direct visitors. Use people who are keen and enthusiastic, a couple of bouncing Beavers with the appropriate adult supervision would set a great example. Make sure you have asked someone to provide refreshments and discuss in advance what that will be. Cheese and wine or tea and biscuits? Make sure there will be plenty of people there before and after to get the chairs out and tidy up afterwards. Share out the responsibilities, otherwise you may find that you are trying to do it all yourself.

Format and agendaThere is nothing to say that this has to be a very formal evening. Some of the most successful AGMs are held at camps and barbecues. Make sure you have enough time to get through the formal part of the meeting. There are some AGM ideas at the end of this unit as well as a possible template for an agenda.


AdministrationMake sure you have copies of the agenda, and the minutes from last year’s meeting to hand out. You will also need an annual report and accounts pack. See the Administration, accounts and insurance section of Member Resources at www.scouts.org.uk/supportresources

This is the requirement to satisfy The Charity Commission that we are administering our charity’s money wisely. You will need signed copies for the District, County, your relevant headquarters and charity commissioners. Make sure any documents relating to elections or nominations have been provided, such as a list of candidates nominated to the Executive Committee. Have extra copies of the report to hand out at the AGM and leave locally. How about putting a copy in the doctors’ waiting room, the library, hairdressers, local churches and schools?

On the nightReserve seats at the front for the VIPs. Make sure everything you need is to hand. Are you presenting prizes or thank you gifts? Are there any long-service or other awards to present?

Formal mattersMake sure that the formal parts of the meeting are carried out, and minuted accurately. Follow the agenda. And then relax.

Setting the scene• Why not run a video or slideshow of photos as people are arriving? This will allow you to welcome people as

they arrive, give them a chance to read the report and see what their young people have been up to over the last year. You will need to supply or borrow a laptop, data projector and screen to do this.

• A professional start looks good. District and County may already have DVDs that have been prepared for other events (it’s worth asking).

• Have a ‘Plan B’ covering all eventualities. Include a contingency plan in case guest speakers are unable to make it at the last minute.

• Keep the meeting as short as possible and the social part as long as you need.

• Make the event a social and sociable one.

• Make sure that all leaders are present and circulating to chat with parents and VIPs.


Sample agenda for Group AGMBefore start: DVD of year’s highlights (photos and video)

Key business1. Introduction from the Chair of the meeting (Group President or Chair). Introduce key people, don’t assume everyone knows everyone else. Housekeeping arrangements.2. Agree minutes of previous AGM.3. Apologies for absence.4. Receive and adopt the Annual Report for the previous financial year (just ended).5. Receive and adopt the Financial Statements for the previous financial year (just ended).

Elections and appointments6. Reappoint or elect key appointments in the Group Scout Council (Chair, Secretary, Treasurer, etc).7. Accept the opting-in of any section leaders to the Executive Committee.8. Appoint the Independent Examiner for the coming year.9. Elect members to the Executive Committee.

Extras (where applicable)10. Elect representatives to external organisations.11. Presentation of awards.12. Guest speaker.

Conclusion13. Vote of thanks.14. Close of meeting.

Social event


Some ideas for AGMs with a differenceInclude the young peopleA short presentation by Beavers, Cubs or Scouts is a good thing to include, but keep it short. Don’t allow every Beaver, Cub and Scout to do something; otherwise you will be challenging your audience.

PrizesEveryone likes to see their son or daughter receive a prize. Approach a local business for a small amount of money to sponsor your annual Group awards. Think up some snazzy titles or topics for them: most activity badges earned; most nights away in the year; best attendance; most cakes baked. The only limit is your imagination.

Family competitionHold the AGM before, during or after a quiz night, beetle drive, rounders match, sports day or race evening. Just make sure that there is adequate time to do both.

Barbecue or partyInvite everyone to a social event and throw in the AGM for good measure.

Family campNot only is family camp a great adult recruitment tool, you could always slip the AGM in on Sunday morning after breakfast. Everyone has had such a great weekend, they may just volunteer. For help and advice with involving parents in camps and residential experiences go to www.scouts.org.uk/recruiting parents

Guest speakerInvite a really inspirational speaker who people would be interested to come and hear.

Ask aroundThere may be other Groups in your District and County who already have an AGM with a difference. You may be one of those Groups. If so, share the information of what works for you by raising it on the agenda at the next District GSL’s meeting.

www.scouts.org.uk/recruiting


NotesAlthough in some parts of the British Isles, Scout Counties are known as Areas or Islands – and in one case Bailiwick – for ease of reading this resource simply refers to County/Counties. In Scotland there is no direct equivalent to County or Area. In Scotland Scouting is organised into Districts and Regions, each with distinct responsibilities. Some County functions are the responsibility of Scottish Regions, whilst others lie with Scottish Districts. The focus of responsibility is outlined in Scottish Variations from POR.

References to Charity Commission/Commissioners apply to England and Wales only. For requirements in Scotland/Northern Ireland refer to the respective Country Headquarters.

Further supportSupport is always available from the Scout Information Centre; they can be contacted by phone, email or by post:

t: 0845 300 1818 e: [email protected]: The Information Centre

Gilwell Park Chingford London E4 7QW

For insurance enquiries, please contact Unity Insurance Services at www.scouts.org.uk/insurance

Support is also available from the Regional Development Service (England), who can be contacted through the Information Centre or by email:

e: [email protected]

In Northern Ireland, Scotland and Wales contact the Country Headquarters at:

e: [email protected]: [email protected]: [email protected]


mailto:[email protected]

www.scouts.org.uk/insurance



scouts-scotland.org.uk



t b: e, ou gsl your virtual... · unit. as always, there is a list of useful documents and where to...

Documents