Effective Executive Committees

Role of the Committee

• Support the Group/District/County • 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 • Share out the work – sub-committees, working groups, teams, etc.

• Be organised - meetings, minutes, actions • Be appropriately responsive & proactive

Potential Task Areas Not Definitive

Regular Executive Meetings Delegation / Sub Groups

Health and Safety

Risk Assessment Fire Safety Asbestos Survey Food Safety & Kitchen Areas First Aid

Premises

Grounds Maintenance Perimeter Fencing Regular Accounting and Auditing Insurance, Buildings, Contents, Equipment Building Maintenance Security (Intruder Alarm) Electrical Testing

Finances

Annual Report and Accounts Reserves Policy Fundraising

Group Development

Assist in formulating Group Development Plan Assist in Leader / Helper Recruitment Ensure Leaders and all Helpers are ‘Fit & Proper’ Vetting, Induction, Criminal Records Checks Assist in negotiating any Agreements Utilities Subscriptions

Equipment

Fit for Purpose?

Properly stored and maintained Registered and Insured Minibus?

Canoes?

Climbing Gear?

Engaging, Motivating and Retaining Executive Members

• How do you recruit members?

 Rarely at meetings (like AGMs)   Primarily through one to one discussion/comms Often through attracting people back into Scouting • 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)?

How does your role contribute to the Executive?

• Chairman • Secretary • Treasurer • Member

Normally in this Session:

• Split into groups based on the specific roles • Discussion in groups about that role • How to help and support each other in your roles

New Guides ….

Treasurer and Member due to be added later - although we have not seen much progress in last 12 months

Effective Meetings and AGMS

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?

Who is invited to a Group AGM?

Email: [email protected]

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Who is Invited to a Group AGM?

       Leaders & Helpers Parents/Guardians Executive Members Examiner/Scrutinizer President/Vice Presidents Representatives from District/County Guests

Who is Invited to a Group AGM?

(short version)

  Group Scout Council (voting rights) Guests and Visitors (no voting rights)

What are the essential requirements of an AGM?

Must be held within 6 months of the end of your financial year Must be appropriately advertised to the Scout Council

Essential requirements of a Group AGM 1

• • • • • • Apologies To agree minutes of previous AGM Adopt the Annual Report Adopt the Financial Report To reappoint any President/Vice Presidents To approve the GSL’s nomination for Group Chairman

Essential requirements of a Group AGM 2

• • • • • • To elect Secretary, Treasurer and any other position To appoint an independent examiner for the year To formally record those Section Leaders who have opted to be members of the Executive The GSL to announce their nominations for the Executive To elect members to the Executive To co-opt members onto the Executive

How do we make AGMs more exciting?

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 Hold it with another event, e.g. barbecue, presentation evening or awards ceremony

Executive Committees ….

How to run effective executive meetings………………

• What makes a good executive meeting?

• How to get full benefit from the Executive Committee?

Who is attends a Group Executive Committee?

Email: [email protected]

Who attends a Group Executive Meeting?

• Officers (Chairman, Secretary, Treasurer) • GSL and AGSL • Executive Members • Section Leaders (from now on, only if they have opted in) • Representatives from the District

Executive Meeting Organisation?

• Location • Furniture and room arrangements • Timing • Catering • Agenda • Management of the meeting

Agenda

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

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

Questions?