EFFECTIVE EXECUTIVE COMMITTEES Richard Wade What is the

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EFFECTIVE EXECUTIVE COMMITTEES Richard Wade

EFFECTIVE EXECUTIVE COMMITTEES Richard Wade

What is the primary responsibility of an Executive Committee? The Executive Committee exists to

What is the primary responsibility of an Executive Committee? The Executive Committee exists to support the Group Scout Leader, District Commissioner or County Commissioner in meeting the responsibilities of their appointment. Members of the Executive Committee are the charity trustees of the Scout Group / District / County MAKE A DIFFERENCE: BE A TRUSTEE

Responsibilities of the Group Executive Committee Act collectively as Charity Trustees Comply with POR

Responsibilities of the Group Executive Committee Act collectively as Charity Trustees Comply with POR Protect and Maintain Property and Equipment Manage the Group Finances Insurance Provide Sufficient Resources for the Group Develop Local Scouting Risk Management & Safety Policy Promote a positive local image of Scouting Sub-Committees MAKE A DIFFERENCE: BE A TRUSTEE

Responsibilities of the Group Executive Committee Involving Young People in Decision Making Act collectively

Responsibilities of the Group Executive Committee Involving Young People in Decision Making Act collectively as Charity Trustees Appoint Administrators, Advisers and Co-opted members Approve Annual Report and Accounts Present Annual Report and Accounts Maintain appropriate confidentiality Opening/Closing: Act as a responsible employer Agree employee line management arrangements Sections MAKE A DIFFERENCE: BE A TRUSTEE

Charity Trustees “Trustees have and must accept ultimate responsibility for directing the affairs of

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. ” Charity Commission MAKE A DIFFERENCE: BE A TRUSTEE

Six Main Duties MAKE A DIFFERENCE: BE A TRUSTEE

Six Main Duties MAKE A DIFFERENCE: BE A TRUSTEE

Someone cannot be a Trustee if… • The person is under 18 years of

Someone cannot be a Trustee if… • The person is under 18 years of age • The person is banned from being a trustee under the Criminal Justice and Court Services Act 2000 • The person is an undischarged bankrupt • The person has been convicted of an offence involving dishonesty or deception • The person is disqualified from being a Company Director MAKE A DIFFERENCE: BE A TRUSTEE

Group Executive Committee Ex-officio Members (by right of appointment) GSL/AGSL, Chairman, Secretary, Treasurer, ESL,

Group Executive Committee Ex-officio Members (by right of appointment) GSL/AGSL, Chairman, Secretary, Treasurer, ESL, Sponsoring Authority and Section Leaders Nominated Members Elected Members Co-opted Members GSL nominations approved at AGM (No more than may be elected) Usually between 4 and 6 people elected at AGM Co-opted by the Exec. Committee (No more than may be elected) DC and District Chairman have right of attendance MAKE A DIFFERENCE: BE A TRUSTEE

A note about Section Leaders • In 2011 the rules surrounding the status of

A note about Section Leaders • In 2011 the rules surrounding the status of Section Leaders as exofficio members of the Executive Committee were changed • Section Leaders now have to declare their intention to be an Exofficio member of the Executive Committee at the AGM or before in writing MAKE A DIFFERENCE: BE A TRUSTEE

1. Are Section Leaders Automatically Members of the Group Executive? Yes, if they formally

1. Are Section Leaders Automatically Members of the Group Executive? Yes, if they formally opt in No 2. Which of these are NOT Ex-Officio Members of the Group Executive? District Commissioner Group Scout Leader Chairman

3. What Role do Section Leaders have on the Executive? Represent their Section Represent

3. What Role do Section Leaders have on the Executive? Represent their Section Represent Scouting Be a Trustee of the Group/Charity 4. What Role do Parents have on the Executive? Represent their Section Represent Young People Be a Trustee of the Group/Charity

5. Which of the Following Shows the Correct Structure of a Group Executive? Ex-Officio

5. Which of the Following Shows the Correct Structure of a Group Executive? Ex-Officio Chairman, Secretary, Treasurer, GSL, ESL* & Section Leaders* Nominated Members GSL nominations approved at AGM (<= Elected) Elected Members Elected at AGM (Usually less than 6) Ex-Officio Chairman, Secretary, Treasurer & GSL Co-Opted Members By Executive Committee based on skills (<= Elected) Leaders At least one from each Section Parent Reps At least one from each section Ex-Officio Chairman, Secretary, Treasurer & GSL Nominated Members GSL nominations approved at AGM Elected Members Elected at AGM Co-Opted Members By Executive Committee based on skills Others Anyone else asked to be part of the Exec

6. Who nominates the Chair? District Commissioner Executive Group Scout Leader 7. Do you

6. Who nominates the Chair? District Commissioner Executive Group Scout Leader 7. Do you need a constitution? No, POR rules 3. 23/24 covers everything we need Yes, instead of POR rules 3. 23/24 Yes, to give specifics in support of POR rules 3. 23/24

8. Who Is Responsible for Financial Decisions? Treasurer Everyone on the Executive Group Scout

8. Who Is Responsible for Financial Decisions? Treasurer Everyone on the Executive Group Scout Leader 9. What format do accounts need to be in? Depending Income (Income & Expenditure/SORP) Any as long as they are clear SORP

10. Which should not be on the Executives agenda? Financial budgets and forecasts Finances

10. Which should not be on the Executives agenda? Financial budgets and forecasts Finances – Account balances and agreeing spending Section Reports 11. Who Cannot be a Trustee? Anyone under 18 An undischarged bankrupt (include IVA) Anyone disqualified from being a Company Director

12. Can Young People be Invited to Attend an Executive to Help with #youthshaped?

12. Can Young People be Invited to Attend an Executive to Help with #youthshaped? Yes, for that particular agenda item Yes, for the whole meeting No 13. What Reserves Should the Group Have? Approx. 3 months costs unless designated Approx. 12 months costs unless designated As much as it wants

14. Do you have to be Registered with the Charity Commission? Yes, always Yes,

14. Do you have to be Registered with the Charity Commission? Yes, always Yes, under particular circumstances No, just use the District, County or National number 15. Should you be Registered for Gift Aid? Yes, always Yes, under particular circumstances No, its too much hassle

16. Do all Executive members need to be on Compass? No Not sure Yes

16. Do all Executive members need to be on Compass? No Not sure Yes 17. Can you have multiple bank accounts? Yes, all income and expenditure must be combined Yes, but we keep subs separate No

18. When Must You Have Completed Your AGM? We don’t bother – nobody comes

18. When Must You Have Completed Your AGM? We don’t bother – nobody comes anyway Before the District AGM Within 6 months of the end of the financial year 19. Who Approves the Annual Report and Accounts Before Submission to the AGM? The Whole Executive The Group Scout Leader The Chairman, Secretary, Treasurer and GSL

20. Can You Run an AGM without Approved Reports and Accounts? Yes No It

20. Can You Run an AGM without Approved Reports and Accounts? Yes No It Depends 21. Is the Appointment of Chairman Voted on at the AGM? No, its down to the GSL No, but the AGM can reject the appointment Yes

22. Can an Executive run without a Chairman, Secretary and/or Treasurer? It depends No

22. Can an Executive run without a Chairman, Secretary and/or Treasurer? It depends No Yes 23. When Should an EGM be Called? When the Group Scout Council wants one If there is a resignation of an ex-officio If there is an “issue” which must be discussed

24. My Group Executive is correctly established, working to the rules, has everything in

24. My Group Executive is correctly established, working to the rules, has everything in place, and is effective? Yes Partially No

Further support • Other Executive Committee Members • The Scout Information Centre • Factsheets

Further support • Other Executive Committee Members • The Scout Information Centre • Factsheets and Guides from The Scout Association • The Charity Commission • NCVO • Small Charities Coalition MAKE A DIFFERENCE: BE A TRUSTEE

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