Executive Committee
The Group Executive Committee meets around approx 6 times a year and is made up of a Chair, Secretary, Treasurer, Section Leaders, Fundraising Committee rep and Section parent reps. The committee is an integral part of our Group and extends support to the Group Scout Leader in meeting the responsibilities of their appointment and that of the Charity Commission. The committee is responsible for:
- The maintenance of the Group’s property and equipment
- The raising of funds and the administration of the Group’s finance
- The insurance of person, property and equipment
- Assisting with the recruitment of leaders and other adult support
- Organising social events
Roles
Chair
- Objectively and impartially chairing and facilitating Executive Committee meetings.
- Acting as the Chair of the relevant Scout Council.
- Planning the annual cycle of Executive Committee meetings and setting the agenda for Executive Committee meetings.
- Monitoring that decisions and actions agreed at Executive Committee meetings are implemented.
- Working closely with the GSL / relevant Commissioner to ensure there are long term and short term goals and the role the Executive Committee can play in helping to achieve these.
- Providing direction for the Executive Committee.
- Ensuring that all members of the Executive Committee have been briefed and inducted into their roles, receive appropriate training, and are aware of their status as charity trustees.
- Addressing and resolving conflicts that arise. Membership and attendance of any working groups or sub-Committees set up by the Executive Committee, where appropriate.
Treasurer
- Manage and monitor the financial activities of the Group and its Sections, District or County/Area/Region and Executive Committee.
- Act as Treasurer for the relevant Scout Council. Prepare and present financial reports and accounts to the Executive Committee.
- Leading the Executive Committee in the creation of budgets and financial planning and monitoring of these.
- Ensuring that all financial reports, annual statements of account and supporting documents (including receipts, cheque books and bank statements) are maintained accurately and in accordance with legal regulations.
- Ensuring that the Group, District or County/Area/Region is financially able to function, has appropriate reserves and accounting procedures and controls in place.
- Prepare the Annual Statement of Accounts for independent examination and approval by the Executive Committee and presenting these at the Annual General Meeting. Administering the process of Independent Examination of the Annual Statement of Accounts in accordance with Policy, Organisation and Rules.
- Membership and attendance of any finance working groups or sub-Committees set by the Executive Committee where appropriate.
Secretary
- Provide administrative support to the running of the Executive Committee.
- Act as Secretary for the relevant Scout Council.
- Work with the Chair of the Executive Committee to set meeting agendas and arrange meeting logistics for the Executive Committee.
- Taking accurate and accessible minutes of Executive Committee meetings.
- Distributing agendas, minutes and supporting documents for Executive Committee meetings.
- Maintaining accurate records for the administration of the Group, District or County/Area/Region; including meeting minutes, census details, ownership of property and equipment, insurance and financial information.
- Ensuring the safety and security of records maintained by the Executive Committee, complying with appropriate legal requirements.
- Communicating with the Executive Committee and relevant Scout Council.
- Support the completion of the Annual Census return.
- Preparing the appropriate administration for the Annual General Meeting, including collating the Annual Report and Accounts for the Annual General Meeting
Committee Member
- To be a full and active participant in Executive Committee meetings and activities.
- To uphold the responsibilities of an Executive Committee as outlined in The Scout Association’s Policy Organisation and Rules.
- Willingness and eligibility to act as a Charity Trustee for the Group, District or County/Area/Region.*
- Contribute to the strategic aims and future development of the Group, District or County/Area/Region.
- An understanding of their own role, and the role of others on the Executive Committee.
- A commitment to understanding and forming opinions on the key discussion points and responsibilities of the Executive Committee.
- Willingness to complete various tasks which support the work of the Executive Committee and the aims of the Group, District or County/Area/Region
Parent Representatives
We are currently seeking parents to represent each of the sections. being a parent rep you would:
We are currently seeking parents to represent each of the sections. being a parent rep you would:
- Play an important part in helping the committee provide good scouting for our young people
- Be the voice of your Section parents at executive meetings
- Offer opinions and advice on topics that affect the Group
- Help the Group develop as it grows