Transcript Slide 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
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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
Leaders
 Look after young people and deliver
the Scouting balanced programme
Managers
 Line manage volunteers and look after
the Leadership and Management issues
Executives
 ??
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
• 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!
• 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
Scouting exists to actively engage and
support young people in their personal
development, empowering them to make a
positive contribution to society
• 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
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
Policy,
Organisation and
Rules (POR)
Look on scouts.org.uk
for latest version
Our only rule book!
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
• 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
 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
 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)
• 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)
a. 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.
b. 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.
c. 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.
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
•
•
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•
•
•
•
•
• 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)
• 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
Group Executive Committee Structure
Ex Officio Members
Group Chairman, GSL, AGSL, Secretary, Treasurer, Section Leaders*
Elected
Members
Nominated
Members
Co-opted
Members
Right of
Attendance
Between 4 and 6
members elected
by the Group Scout
Council at the AGM.
Up to the number
elected. Nominated
by GSL at the AGM.
Annually co-opted
by the Executive.
Cannot exceed
the number of
elected members.
District
Commissioner
and District
Chairman.
Group Executive Committee
* As from the 2011 Group AGM, Section Leaders are only members
of the Group Executive if they choose to opt-in (2011 POR change).
District Executive Committee Structure
Ex Officio Members
Chairman, District Commissioner, Secretary, Treasurer,
District Scout Network Leader, District Explorer Scout Commissioner
Elected
Members
Nominated
Members
Co-opted
Members
Right of
Attendance
members elected
by the District Scout
Council at the AGM.
Up to the number
elected. Nominated
by DC at the AGM.
Annually co-opted
by the Executive.
Cannot exceed
the number of
elected members.
County
Commissioner
and County
Chairman.
District Executive Committee
“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
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
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
Charity Commission
• Website http://www.charitycommission.gov.uk
Charity Commission Publications
Charity Commission Website
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
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
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.
• 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
• 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
• 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)
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
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.
The Group Scout Leader is the District representative in the
Group (not the Groups representative at the District)
(POR – The Appointments Process)
Group Scout Leader
Group Leaders Meeting
(Group Scouters Meeting)
Section Leaders
• Beaver Leaders
• Cub Leaders
• Scout Leaders
Group Chairman
Executive Committee
• Sub Committees
• Working Parties
• Project Teams
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
• 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
• Appoint and manage the operation of any subCommittees, 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
• 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.
District Commissioner
District Leaders Meetings
District Chairman
Executive Committee
ADCs, DESC, DSNL, etc.
• Sub Committees
• Explorer Leaders
• Working Parties
• Network Leaders
• Project Teams
Group Scout Leaders
• Beaver Leaders
• Cub Leaders
• Scout Leaders
• Support the Group/District/County
• Look after the finances, fundraising,
buildings, equipment, assets, etc.
• Not to “do” the Scouting
• Lead by the Chairman, working in
partnership with (and to support) the
GSL/DC/CC
Potential Task Areas
Not Definitive
Regular
Executive Meetings
Delegation /
Sub Groups
Health and Safety
Premises
Finances
Group Development
Equipment
Risk Assessment
Grounds Maintenance
Regular Accounting
and Auditing
Assist in formulating
Group Development
Plan
Fit for Purpose?
Fire Safety
Perimeter Fencing
Insurance, Buildings,
Contents, Equipment
Assist in Leader /
Helper Recruitment
Properly stored
and maintained
Asbestos Survey
Building Maintenance
Annual Report
and Accounts
Ensure Leaders
and all Helpers are
‘Fit & Proper’
Registered and
Insured
Food Safety &
Kitchen Areas
Security
(Intruder Alarm)
Reserves Policy
Vetting, Induction,
Criminal Records
Checks
Minibus?
First Aid
Electrical Testing
Fundraising
Assist in negotiating
any Agreements
Canoes?
Utilities
Subscriptions
Climbing Gear?
•
•
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•
•
•
•
Needs to organised
Requires a range of skills
Pro-active approach
It is a Team effort
Ability to delegate (and know that it will get done)
Forward looking (not just reactive)
Things don’t just happen at meetings! The jobs are
done between meetings.
Group
Executive
Committee
Available on
scouts.org.uk
• 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
• Don’t try to do everything at once – prioritise
• Have a Development Plan (produced in
conjunction with the Leaders)
• Chairman
• Secretary
• Treasurer
• Member (or supporter)
• Chairman
• Chair meetings (everyone involved, times, etc.)
• Lead key decisions, Communications
• Secretary
• Agendas, Minutes of meetings, Keep records
• Census, prepare Annual Report
• Treasurer
• Look after all funds
• Account for funds and prepare Annual Accounts
• Member (or supporter)
• Be involved and ask constructive questions
• Undertake/lead specific tasks and actions
 Collective accountability for the Charity
Chairman
Treasurer
Secretary
Member
All available on
scouts.org.uk
All available on scouts.org.uk
or under Executive Support on malvernscouts.org.uk
• Split into groups based on the specific roles
• Have a discussion in the groups about that
role
• How can you help and support each other
in your roles?
• A Growing Movement

• A Youth Led Movement
Improved
• A Sound Movement

• A more Relevant and Focussed Movement 
• A Diverse Movement
Improved
Scouting Video
Vision 2018
The video “2018” is available for download from
Scouts.org.uk or via YouTube
• Plan well beforehand and let all know the focus
• Don’t go over and over the same ground
• Make sure that all key topics are covered every year
• Potential areas to be covered?
• Only members can vote
• Decisions are made by a majority of votes cast by
those present at the meeting
• No Chairman’s casting vote
• The Group / District / County Scout Council must
make a resolution defining the quorum for
meetings of the Scout Council, Executive
Committee and any Sub-Committees
• How do you recruit members?
 Rarely at meetings (like AGMs)
 Primarily through one to one discussion
 Often through attracting people back into Scouting
• Recent statistics on recruitment:
• Approx 47% coming up through Scouting
• Approx 47% parents/guardians
• Approx 6% ‘off the street’
• 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!
• May start ‘helping the Group’ by sitting on Committee,
but move on to other roles.
• What do you need to do to motivate and engage them
(and thus retain them)?
• Strongly encouraged
• Main role is to support ‘shaped by young people in
partnership with adults’ – input required
• Ideally aged 18 to 25 (Trustees)
• Can be under 18 (Non-Trustees)
• Typically one or two per Executive Committee
(Group / District / County)
• Must be held within 6 months of the end of your
financial year
• Very early, approach existing and new members to be
on the Executive Committee for the coming year
• Allow time for Treasurer to prepare annual accounts &
them to be independently examined
• Secretary / Chairman / Treasurer / GSL prepare the
annual report
• Executive Committee review the annual report and
annual accounts and sign them off
• Schedule the AGM and invite the whole Scout Council
• Table written reports – distribute beforehand if possible
• Keep to the point – short, sharp clear & managed
• Ensure that Officers and Committee Members are asked
and agree well beforehand
• NO any other business
• Advertise (must include all the Scout Council)
• Ask young people to participate / get involved
• Combine with another event, e.g. barbecue,
presentation evening or awards ceremony
• All the Group Scout Council, including the DC and District
Chairman, must be invited
• Nomination forms for new members (& vote if necessary)
• AGM accepts the annual report and accounts (previously
agreed by the Group Executive) – then submits them to
the District and the Charity Commission
• Chairman nominated by the GSL
• Section Leaders are only members of the Group
Executive if they opt in and it is recorded at the AGM
• All Executive Members must complete an AA Form and,
by definition, have an annual review date
• Group Scout Council (voting rights)
•
Comprising:
– All Leaders, Section Assistants, Skills Instructors & Helpers
–
–
–
–
–
–
–
–
Parents/Guardians of all young members
Executive Members, Group Advisors & Administrators
Examiner/Scrutinizer, President/Vice Presidents
Any sponsoring authority
Patrol Leaders
Explorer Leaders – if included in the units partnership agreement
Members of any Group Active Support
Representatives from the Scout District
+ Guests (non-voting)
• Apologies (& Attendance)
• To agree minutes of previous AGM
• To receive & consider the Annual Report
• To receive & consider the Financial Report
• To reappoint any President/Vice Presidents
• To approve the GSL’s nomination for Group
Chairman
• To elect the other officers (Secretary & Treasurer)
• To elect members to the Executive
• The GSL to announce their nominations for the
Executive
• To co-opt members onto the Executive
• To appoint an independent examiner for the coming
year
• To formally record those Section Leaders who have
opted to be members of the Executive
• Any resolutions
• Close the meeting
• The * Scout Council resolve to adopt the standard
Group / District Constitution found in The Scout
Association’s Policy, Organisation and Rules with
immediate effect. This resolution takes precedence
over any previous constitution.
• The quorum for meetings of the Executive
Committee shall be half the normal members (i.e.
ex-officio, elected, nominated and co-opted) which
must include either the Chairman or the GSL /
Commissioner.
• Reference and administration details
• List the Trustees (and dates)
• Other key individuals in the Charity
• Structure, governance and management
• Ref to constitution, key policies and procedures
• Risk and internal controls
• Objectives and key activities
• Achievements and performance
• Finance Review - Reserves and Investment policy*
• Future plans
• Declaration (Approval by the Executive)
 Form LT700001 or free text can be used
 If in doubt look at CC15b (Section H is a checklist)
• Report the gross turnover for all the activities of
the charity, including:
• All sections (inc Active Support)
• All activities, camps, etc.
• All fundraising, donations and rental income
• All expenditure
• All material assets need to be included in the
report, including:
• Buildings (latest / insurance valuation)
• Equipment (as per register and insurance
valuation)
 Soon adds up
• Under £100k, simple receipts and payments
accounts
– Form LT700002/3, Excel, Word or free text
can be used
• Over £100k, accrual accounts must be used
– Form LT700004 or free text can be used
• Independent scrutiny
• Keep them simple and make sure you
understand them!
• Executive agree and sign them off (as Trustees)
 If in doubt look at CC15b
Reserves – a Policy on reserves stating the level of reserves
held and why they are held must be included in Annual Report
a. Where material funds have been designated, the reserves
policy statement should quantify and explain the purposes of
these designations, and where set aside for future
expenditure, the likely timing of the expenditure. Where no
reserves policy is in place, a statement should be made to
that effect.
b. Where any fund is materially in deficit, the circumstances
giving rise to the deficit and details of the steps being taken
to eliminate the deficit.
The Annual Report should provide the following additional
financial review information about the charity, including a
review of the financial position of the charity and its
subsidiaries, and a statement of the principal financial
management policies in force during the year:
a. Principal funding sources and how expenditure in the year
under review has supported the key objectives of the
charity.
b. Where investments are held, the investment policy,
reserves policy and objectives, including the extent to
which social, ethical or environmental considerations are
taken into account.
• If a registered Charity, you must submit your
approved Annual Report and Accounts to the
Charity Commission
Can be done on-line or via mail
Normally done by the Treasurer or
Secretary
• Good practice for Exempted Charities
• Results available on-line for all registered
charities (inc. list of Trustees)
+ Provide copies to your District / County
Groups – POR 3.49 and 3.50 - extract
• Each Section must itself administer sums allocated to
it by the Group Executive Committee
• The Group Treasurer should make the necessary
records and pay the money into the Group bank
account(s) as soon as practicable.
• Each Section must keep a proper cash account which
must be produced, together with supporting vouchers
and the cash balance, to the Group Treasurer at least
once in each period of three months.
• All monies received by or on behalf of the
Group / District / County either directly or via
supporters, must be paid into bank account(s)
held in the name of the Group / District /
County
– Groups POR – 3.50
– District POR 4.60 and 4.61
– County POR 5.48 and 5.49
a. Each Section or Group Scout Active Support
Unit must itself administer sums allocated to it
by the Group Executive Committee.
b. Subscriptions paid by or on behalf of
Members of each Sections or Group Scout
Active Support Unit members must be handed
to the Group Treasurer or their nominee as
soon as possible after receipt.
c. The Group Treasurer should make the
necessary records and pay the money into the
Group bank account(s) as soon as practicable.
d. Each Section and Group Scout Active Support
Unit must keep a proper cash account which
must be produced, together with supporting
vouchers and the cash balance, to the Group
Treasurer at least once in each period of three
months.
a. All monies received by or on behalf of the
Group either directly or via supporters, must be
paid into a bank account held in the name of
the Group. This account may, alternatively, be
a National Savings account or a building society
account.
b. The account(s) will be operated by the Group
Treasurer and other persons authorised by the
Group Executive Committee.
c. A minimum of two signatories must be required
for any withdrawals.
d. Under no circumstances must any monies
received by a Section or supporter on behalf of the
Group be paid into a private bank account.
e. Cash received at a specific activity may only be
used to defray expenses of that same specific
activity if the Group Executive Committee has so
authorised beforehand and if a proper account of
the receipts and payments is kept.
f. Funds not immediately required must be transferred
into a suitable investment account held in the name
of the Group.
g. Group funds must be invested as specified by the
Trustee Act 2000.
h. Group funds may be invested in one of the special
schemes run by Headquarters.
i. The bank(s) at which the Group account(s) are held
must be instructed to certify the balance(s) at the end
of the financial period direct to the scrutineer,
independent examiner or auditor as appropriate.
• Always include your Charity Number on
anything that refers to funds, e.g. accounts,
letters, cheques, minutes, reports, etc.
 Straight forward if a Registered Charity
 Have to get agreement of your ‘parent’
charity if operating as an exempt charity
• Charity number must be on all fundraising, e.g.
raffle tickets, programmes, gift aid, subscription
letters, etc.
• AGM – appoint Executive & roles for the year
• Typically about 3 ‘normal business meetings’ per
year
+ Meeting to draft budget for the following year
and set subscriptions ahead of Census
+ Meeting ahead of the AGM to plan details, decide
who is going to do what role and agree &
approve the Annual Report and Accounts
• Next AGM
• Build a real team spirit
• Typical stages of team building:
 Forming
 Storming
 Norming
 Performing
+ Make sure everyone can have their say
+ Common aims and objectives
 Driven by the Chairman
• Location and time
• Furniture and room arrangements
• Timing:
• Advanced notice of the meeting & agenda
• During the meeting itself
• Catering
• Agenda
• Management of the meeting
• 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…. (or pre-manage)
• 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
 Safety
 Trustee responsibilities
Potential Task Areas
Not Definitive
Regular
Executive Meetings
Delegation /
Sub Groups
Health and Safety
Premises
Finances
Group Development
Equipment
Risk Assessment
Grounds Maintenance
Regular Accounting
and Auditing
Assist in formulating
Group Development
Plan
Fit for Purpose?
Fire Safety
Perimeter Fencing
Insurance, Buildings,
Contents, Equipment
Assist in Leader /
Helper Recruitment
Properly stored
and maintained
Asbestos Survey
Building Maintenance
Annual Report
and Accounts
Ensure Leaders
and all Helpers are
‘Fit & Proper’
Registered and
Insured
Food Safety &
Kitchen Areas
Security
(Intruder Alarm)
Reserves Policy
Vetting, Induction,
Criminal Records
Checks
Minibus?
First Aid
Electrical Testing
Fundraising
Assist in negotiating
any Agreements
Canoes?
Utilities
Subscriptions
Climbing Gear?
• Summary of the meeting (not a verbatim record of
what everyone said)
• Record key decisions and basic rationale for them
• Record all actions (what they are, who is going to do
it and by when)
• Good idea for Chairman to review the draft minutes
before they are issued
• Get the draft minutes out as soon as possible after
the meeting so that people know their actions and
can comment early on any disagreements with them
• Approve the minutes at your next meeting
• Recorded in your ‘minutes book’ for records
It is the responsibility of all those involved in Scouting
to seek, so far is reasonably practicable, to ensure
that all activities are conducted in a safe manner
without risk to the health of participants
 Executive Committees are responsible for
providing a safe environment in which
regular Scouting can take place (e.g.
meeting places), meetings & public events
 Leaders are responsible for the safe delivery
of an adventurous programme within those
meeting places and on outside visits,
camps, etc.
• www.scouts.org.uk/safety
Scout Headquarters, grounds, campsites,
activity centres and some rented premises:
• Fire
• Gas (including camping appliances)
• Electricity
• Water
• Asbestos
• General hazards
 Safety on the agenda at Executive Meetings
Adventurous Activities
• Generally very good safety record
• Follow rules, for example:
• Correct Permits
• Scout Lead / Externally Lead Activities
• Right equipment and ratios
 Normal leaders, if you are not happy,
don’t let the activity proceed
Normal Activities
• Where more accidents are happening
• Make sure:
1. InTouch fully in place
2. Leader in charge of each activity is
always 100% clear
3. Executives understand their
responsibilities for buildings, sites,
equipment, etc.
• It is not possible to give an absolute ruling on what
should be reported. If in doubt, telephone The Scout
Information Centre on 0845 300 1818 and seek
advice
• However, as a general guide - Minor injuries (cuts,
grazes) which are dealt with by first aid and which
require no further medical intervention do not need
to be reported. However, if a minor injury
deteriorates and it is discovered that Parents /
Guardians have taken the young person for further
treatment the incident reporting procedure should
be followed.
• Any injury or illness which requires medical
intervention by a Doctor, Dentist or at a hospital
should be notified to Scout Insurance Services
irrespective of any subsequent diagnosis. For
example, if a young person is taken to hospital with a
suspected broken arm but it turns out to be only
badly bruised, the incident should still be reported.
• Incidents should also be reported where emergency
services have been contacted, irrespective of whether
anyone was injured.
Near Misses
• New simple, on-line near miss ‘form’
available on the scouts.org.uk
• Not yet clear how the information will be
collated and feedback by Headquarters
• Important to capture the information – so
please make sure you use the form!
• Proactive approach, including reporting potential
problems
• Looking at all users of the premises
• Simple, regular risk assessments
• Doing something about the residual risks
– Who
– By when
– Sign off
• Part of the normal business of Executive Committees
Adult Support (John Day)
 Training, courses, validation, awards
Programmes & International (Ann Clark)
 Balanced Programme, Sections (Beavers
through Network), International visits
Activities (Rob Williams)
 Permits, assessors, advisors, Kinver
campsite, Activate and Active Support
Scouting Video Take a closer look
The video “Take a closer look” is available for download via
YouTube or Scouts.org.uk – ref:
UKScoutAssociation’s Channel –
YouTube#p u 7 m1RxuaNu-E
• FS330077 – The Group Executive Committee
• FS330030 – Chairman of the Executive Committee
• BS310022 - A Guide for the Group Chairman
• FS330032 – Secretary of the Executive Committee
• BS310020 - A Guide for the Group Secretary
• FS330034 – Treasurer of the Executive Committee
• BS310021 - A Guide for the Group Treasurer
• FS330101 – Executive Committee Member
• BS310023 - A Guide for the Group Supporter
•
•
•
•
A Guide to Supporting Young People on Committees
FS320010 – Managing a Safe Scout Premises
Safety Checklist for Executive Committees
Various Charity Commission publications, including
CC3 – The Essential Trustee
• POR – The Scout Association - Policy, Organisation
and Rules
• etc.
• Further information:
Information Centre
[email protected]
0845 300 1818
Together WE CAN DO IT
in your Group, District and County
Thank You