Effective Executives- General Resource Links

This training sheet is for members of Scout Group and Scout District Executive committees. Executive Committees are a very important part of Scouting. Their role is defined in the ‘Governing Document’ and the rules about how they work are in POR.

The full committee members are also the Trustees of the Group or District. Committees can also have advisers who are not trustees but their status should be made clear for all. This short presentation is non-technical in approach and language. We recommend that some of the Executive also do the Scouts Administrator training or a trustee training course.

The purpose of this sheet is to enable you to…… – Define what makes an Effective Executive – Say who is and who is not a trustee – List some features of being a trustee – Say something about responsibilities and liabilities – Know where to find support and resources

In Scouts we can ask “what is our key focus”. Of course we expect the answer to be based on what the movement is trying to achieve – the development of young people. However if we ask what is most important to the administration of the Scout Group or District the answer should be “The Executive”. That’s because all structures need a solid foundation – and that is the role of the Executive Committee.

What is a committee and what are the characteristics of an outstanding committee and committee member?

Most of us will have had experience of a few committees. Hopefully that has enabled us to really understand what a committee is. It will be things like…… Shared focus, prepared to cooperate, preparing an agenda, inviting all members, observing protocols, disciplined, recording decisions,

We could ask… why shouldn’t we leave all the decisions to the GSL; it would save hours of discussion.

Actually GSLs don’t necessarily know everything! – the sense of trust in a charity is about involvement, cooperation and sharing responsibility.

What if it goes wrong? It’s often said that a camel is a horse designed by a committee! Hopefully Scouting committees do not fail in their purpose like that. Unfortunately, evidence shows that, across the County, things do go wrong but not often. The trustees could be personally liable for any resulting losses but the most likely consequence is that we don’t achieve, we get smaller instead of getting bigger, people give up, fewer people have to do more jobs until it becomes unviable. Corners can get cut and even safety can get compromised. It is just a bad way to be. Reputation gets damaged. And the few really bad cases are really bad for everyone; it is all shared. If it is not working, good people leave; they usually make a quiet exit!

Getting it right There are some clear things that we can do. It is best that we understand the role we are getting into; thankfully Scouts has produced good fact sheets and model role descriptions. Having defined the role it is best to get the people who are able to do the job; understanding the role, being prepared to train, having time, can contribute in a committee, are trust worthy and trusting. Committees need to spread the load and so delegate tasks for the committee; and perhaps have sub-committees or give limited, specified powers to someone. Recording and communicating decisions is really important, else we can have the same meeting run month after month. There is an appointment process. Reading the Charity Commission’s booklet CC3 gives very basic training; also a self-declaration of non-disqualification should be signed every year.

Are all the Exec Trustees? .. Perhaps… Perhaps not POR or your constitution defines how you elect the committee. There are people described as “ex officio” – that is because of their role. They are usually the honorary officers (Chair person, Secretary and Treasurer) and the GSL or Commissioner. Others join by nomination or election. Once on the committee everyone is equal. Being ex officio only refers to how you join the committee. The committee may invite others so that it has a better knowledge of the group, where you operate and how to run. Sometimes the additional person is co-opted as a Trustee, otherwise they can just be advisers. It is the trustees who make the decision at the meetings and therefore others attending the meeting must not vote. Just to make sure everyone understands the particular responsibilities of Trustees, we highly recommend that the last item on the agenda of every meeting is to review the meetings decisions with only the trustees present. This need not take long but it does ensure that everyone knows who the trustees are.

Recruiting Trustees In Scouts any person elected as a trustee, who does not already have an appointment, must apply using the form AA. Before application the line manager must advise about the role and training to be undertaken. The AAC is not usually involved. New enquiries and CRB are required after 5 years. People must not have been disqualified from being trustees. Scouts asks all trustees to sign a declaration annually.

Responsibilities and liability

Trustee Responsibilities are the same for all trustees. They must act collectively in accordance with their governing document. They are “Trusted” to do that. For Scouts this is in accordance with their constitution or the Royal Charter and POR. Trustees must try earnestly to achieve the purpose of the charity. They must safeguard the charities funds, assets and reputation from all private and personal interests. So individuals must avoid conflicts of interest by declaring them and not influencing any decision related to it. Safeguarding includes risk assessment of activities and facilities and of course Child Safeguarding. It means that they must get expert help when they themselves do not have the experience to tackle a particular matter; perhaps they will train to obtain that expertise. Trustees must ensure that they spend their funds and resources on purposes consistent with the charity’s objects. If funds are raised for a particular project they are restricted to that use. Trustees must ensure that they observe the law. Charity Commission guidance and POR help with this.

Some members of the Executive have particular roles and tasks; this does not mean that they alone have that particular responsibility; responsibility in a charity is always shared. You must be prepared to question what others do or advise if you have doubts. That’s not easy, you are all volunteers in the role, but it is something you must do. Just keep a balanced perspective and keep smiling.

The main liability is that if they do not act responsibly, prudently and within their powers and duties they will be liable for the consequences; this could include wrong use of funds, the consequences of an accident or litigation. There are some safeguards, such as insurance, but the liabilities cannot be ignored. While not technically a liability, the most common consequence is failure of the charity to be effective and so see it close; no one wants to be notable for that!

Resources and Sources of Help

There are many sources of help for Scout Executives. Many are from the Scout Association. These include:  POR, support fact sheets from the Gilwell Info centre,  your GSL & DC and other local resources.  your local CVS; these have help, information, resources and training.  The Volunteer Centre.  There are some excellent books and the Charity Commission has good publications. The Commission can be phoned or written to for advice.  Links to some resources are given at the end.

Training for the rest of the Committee People should be competent at what they do! Training can be achieved in a number of ways. For example, Hampshire Scouts provides a number of Administrator Training session; Fact Sheets are available from Gilwell so that individuals can read up about the roles and rules. It is important that Skills and Training is included in the Executive’s agenda at least once per year. A simple ‘Skills & Training’ sheet is available on the resource page.

• The Exec has an important role in the effectiveness and future of the group • Exec members are only there to work together • There are some specific responsibilities on Trustees • Effective committee members..... • understand their role, prepare for meetings, listen and speak, are trusting, trustworthy and fair-minded • and are also confident, independently minded, prepared to question and ensure rules are followed. • Being trained is important • Resources and help are available

That said we must always remember the purpose of Scouts given in POR:

The purpose of Scouting is to contribute to the development of young people in achieving their full physical, intellectual, social and spiritual potentials, as individuals, as responsible citizens and as members of their local, national and international communities.

The method is through adventure and fun though which young people enjoy and grow. All the adult volunteers must also enjoy their giving their contribution.

If you are in doubt about your role on the Executive just ask. If feel that the committee it is not working as it should, or you have concerns about decisions or any actions of any member help is available. As appropriate, this would be available through the Group Scout Leader, the District Commissioner or District Secretary or through the County Office.

Address & Contact Resources are available at www.Scouts-Hants.org.uk/executive Hampshire Scouts © developed by P O’Beirne 2012