Section 4 MANAGING THE SCOUT GROUP AND DISTRICT

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1 The handbook Scouting essentials gives excellent advice on general administration of a Section within a Scout Group, and each Section s essentials handbook has further notes on administration specific to that Section. This part of BGA essentials is intended to provide an overview of managing the entire Scout Group or, where appropriate, the Scout District. A Scout Group can comprise of one or more of any or all of the following: a Beaver Scout Colony; a Cub Scout Pack or a Scout Troop. The Scout Group is rightly regarded as the family within which a young person starts their Scouting and grows to understand and appreciate their relationship to other persons both inside and outside Scouting. Young members need to feel confident and happy about progressing from one Section to another, and a family spirit within the Group can help with this. Every Scout Group is an autonomous organisation holding its property and equipment and admitting young people to membership of the Scout Association subject to the policy and rules of The Scout Association. The Scout Group is managed by the Group Scout Leader and the Group Executive Committee. These individuals are accountable to the Group Council for the satisfactory running of the Group. The Group Scout Leader is assisted and supported by the Scouters in the Group in the delivery of the progressive training scheme the Sectional Programmes for young people within the Group. The Group Scout Leader s responsibility is therefore to knit together this team of adults made up of Scouters (Warranted Leaders), Helpers and Administrators. A Group Scout Leader cannot hold any other Warrant with the Group and consequently relatively few BGA Groups have a GSL. All BGA Groups without a GSL have a nominated Group Contact who, if Waranted, would undertake the role of Scouter-in-charge and, as such, act as coordinator for the Sections and their Leaders to ensure that both youngsters and adults benefit from strong links and support between the Sections. Although the vital force in Scouting is the men and women who give up some of their spare time to provide Scouting activities in Beaver Scout Colonies, Cub Scout Packs, Scout Troops and Explorer Scout Units, they need support. To enable Scouting to succeed there is a very real need for good financial support, efficient administration and arrangements to ensure that property, money, facilities and equipment are properly cared for. The Group Executive, (often refered to as the parent s commitee ), provides the essential support which makes resources available and relieves Leaders of some essential administrative tasks. The Group Executive is normally appointed (authorised) by the Annual General Meeting of the Group Council to undertake the day to day management of the Group. P.O.R. Rule 3.23 details membership of this Group Council. The size of the Group Executive Committee will be determined by the size of the Group itself, and should be established in a written Group Constitution (see below). The Group Executive Committee should be large enough to afford a fair representation of the whole Group and to share the work-load, but small enough to enable effective discussion and decision-making to take place. The Group Scout Leader and Section Leaders are usually ex-officio members of a Group Executive, but to allow or encourage all Leaders and Helpers to be members of the Group Executive only adds to their work-load and time commitments. Best to appoint other adults to the administrative and support roles (for which they may be best suited) and allow Leaders and Helpers to focus on their Sectional roles. Group Honorary Presidents The Scout Association has issued Guidelines for the appointment of Honorary Presidents for Scout Groups (Factsheet FS330080) which can be downloaded from Scoutbase. Important points are that the role is honorary, the individual should have no executive function or role; appointments should not be made for life, but rather for a period of three to five years; the role could include the promotion of Scouting in the wider community and developing relationships with other institutions and associations. Please read the Factsheet it provides sound advice!

2 If a Group decides to appoint an Honorary President, please advise the County Secretary with details of the individual so that the appointment can be entered on HQ membership database. This is the only means by which the Honorary President s appointment can be officially recognised by The Scout Association, and the only means of providing the Honorary President with mailings. Group Administration The Group Chairman, nominated by the Group Scout Leader and approved by the Group Council at the Annual General Meeting, leads the administrative and support team. The Group Treasurer is the Group s financial advisor and, as well as maintaining records of income and expenditure which comply with legal requirements, can also advise Scouters (and Patrol Leaders) on budgeting and Sectional accounts. The Group Secretary is responsible for keeping minutes of Group Council and Group Executive meetings and the decisions taken. The role of Group Secretary is a significant one, offering advice and knowledge of administrative matters in the Scout Movement and ensuring that necessary paperwork is dealt with. Completion of the annual census and reregistration return is just one task which should be undertaken by the Group Secretary, thus allowing the GSL and Scouters to get on with the business of Leadership in the Group and Sections. Defining responsibilities and agreeing roles. As with any other position in Scouting, Administrators should be briefed on taking up their posts as to what the job willinvolve; it s always best to have mutual agreement and understanding from the outset. BGA s County Training Manager can advise on matters of adult support and training. A Constitution for the Scout Group. A written constitution for the Scout Group establishes the roles and responsibilities for the Group Executive Committee, define its membership and method of appointment to the various offices and sets down the decisionmaking processes and conduct of meetings. An ideal constitution for a Scout Group is given in P.O.R. Rule 3.23, but a Group Constitution should be tailored for the Group s specific circumstances at the same time recognising the requirements of The Scout Association. Please contact the BGA County Secretary if you need advice in drawing up a constitution for your Group we have a sample BGA Group Constitution to hand!. Certain UK-based Scout Groups must be registered as a Charity and therefore must have a written constitution. BGA Groups are not subject to the UK Charity Act although the terms and standards of the Act should be regarded as the standard for BGAs. GSLs, Group Contacts and Group Executives of BGAs should ensure that they are aware of and comply with the legal requirements of the Host Country where the Group is based. Some BGA Groups have Group Presidents, appointed principally to encourage the wellbeing of Scouting in the local community. The role and appointment procedure for Group Presidents is currently under review at Scout Association Headquarters (October 2004); guidelines on such appointments can be obtained from the County Secretary. Meetings! Meetings can prove to be either a blessing when they are constructive with positive outcomes, or a curse when they waste people s time and achieve nothing! Scouting principles emphasise teamwork and meetings can provide an opportunity to demonstrate effective teamwork. The Section essentials handbooks explain the principle of self review in relation to Section activities and suggest that these reviews may be done in association with other Leaders in the Section a meeting! Similar meetings / forums are suggested as opportunities for Sixers or Patrol Leaders to discuss activities and future plans within the Section so that all can participate in and contribute to decision-making. The Group Scouter s meetingis the opportunity for all Leaders from all Sections to meet to discuss Group and inter-sectional matters and to decide on topics of common

3 interest. This should include the progress and continuity of the young persons in the Group, after all, it is for these that Scouting exists! The Group Scouters meeting is also an ideal opportunity for Leaders to present and discuss plans and budget requirements for their Sections, and for all Leaders to agree on major equipment requirements for the Group (tents, canoes etc.) The Group Executive can then consider these requirements in assessing a budget for the Group as a whole, and planning fund-raising activities. Group Executive meetings should be held on a regular (not necessarily frequent!) basis. The Group Executive committee has a wide range of responsibilities and may find it more convenient to delegate some of its functions to small working-groups or sub-committees; for example, to oversee fund-raising, property maintenance or other special projects. There is no need for members of these sub- Committees to be members of the Group Executive except for the fund-raising sub- Committee but they are responsible to the Group Executive Committee and must make any recommendations through the Group Executive Committee. The Group Annual General Meeting. The Group Council must hold an Annual General Meeting within six months of the financial year end, to: Approve the Annual Report of the Group Executive Committee, and the annual statement of accounts; Approve or otherwise the Group Scout Leader s nomination of the Group Chairman and other nominated members of the Group Executive Committee; Elect a Group Secretary and Group Treasurer; Elect certain members of the Group Executive Committee Appoint an Auditor or independent examiner or scrutineer as appropriate. AGMs do not have to be overly formal, but do provide the opportunity for the Group to publicise itself in the wider community, to display progress in the Sections and to acknowledge the work of adults who support Scouting in the Group in their many roles. A few thoughts and recommendations on meetings for your consideration! Is the meeting really necessary? What are the objectives of the meeting? How will you determine whether these objectives have been met? Who should attend? If a meeting is necessary, then: Records Ensure that all attendees know what is to be discussed and why, and know what preparation they must do, Give as much notice as possible, including the time that the meeting will start (whether all attendees are there or not!), and the time it will finish. Ensure that a meeting place and facilities are provided Issue an agenda with a logical sequence of items, and a time set for each. Allocate time on the basis of importance, not just urgency! If necessary, appoint a secretary. Start the meeting on time. Allow everybody to contribute to discussions (and discourage any individual from monopolising the platform ) Stick to the agenda, close each item with a summary and decide actions. Summarise salient points, state what was decided, record actions and the persons responsible in each case. Issue minutes or notes of the meeting as soon as possible after the meeting. Close the meeting on time or sooner! Most people are happy when a meeting finishes earlier than expected! Each Section should keep records of its members. Scouting essentials and the various Section essentials detail the records which should be kept for the Section and for the Group. Group records should include a diary of events so that all members are aware of the activities of the other Sections it may avoid arguments where two Sections want to use the camping equipment on the same weekend! Membership and progress records are important for the Group Secretary who has to complete the annual Census and re-

4 registration returns which also require submission of membership lists to HQ. Every Scout Group must maintain adequate insurance cover for property and equipment, motor vehicles, marine, boating, aviation and air activity risks (see POR Rule 8.1). Inventories of equipment are essential so that the Group Executive can arrange appropriate insurance cover. If inventories show the date when the item was purchased it could indicate when replacement should be considered. If a Group does not have a permanent headquarters, equipment is often stored at a number of locations including Leader s homes. The nature of BGAs is such that Leaders frequently leave at very short notice; detailed inventories showing the location of items may prevent the Group losing track of its equipment in such circumstances. Managing Group finances It s not possible to operate a Scout Group or, indeed, a Section within a Group, without handling money in some way. The Scout Association has a number of rules which are there to protect both the members funds and those individuals who are entrusted with their care. These rules meet the requirements of the Charities Acts for England and Wales. (See P.O.R. Rules 3.48 to 3.61) Although these rules may require some modification for BGA Groups who are not subject to these Charities Acts, the general principles apply, and some important points should be noted: Statements of accounts must be prepared annually and must be independently examined. The annual statement of accounts must account for all monies received or paid on behalf of the Group or any of its Sections, Committees etc. All monies received by or on behalf of the Group must be paid into a bank account in the name of the Group. The account should be operated by the Group Treasurer and other persons authorised by the Group Executive. A minimum of two signatures must be required for any withdrawals. (For BGAs, with a relatively transient Adult membership, it is advisable to have a number of authorised signatories to choose from and to keep this list up-todate with the Bank. The Group account must, however, be controlled by the Group Treasurer) Individual Sections must not operate separate bank accounts, but should keep a proper cash account which should be produced, with vouchers etc. to the Group Treasurer at least once every three months. In no circumstances must any monies received by a Section or supporter on behalf of the Group be paid into a private bank account Scout Group funds are usually limited and hard-earned. Treasurers may feel inclined to guard the Group s funds and release them reluctantly! Nevertheless, funds are there to be used responsibly for the benefit of Scouting, and sound budgeting will help to make the most of financial resources and at the same time meet the Group s financial commitments such as rent, services and Scout Association Membership Subscriptions! Every Scout Group is obliged to keep financial accounts and to have these audited annually. Presentation of the audited accounts at the Group s Annual General Meeting alows the Leaders and Group Executive to report to the Group Council, parents and supporters on their responsible use of funds raised in support of Scouting. Accounts need not be complex; all that is required is simple statements of receipts and payments for each of the Group s Sections, summarised in a Group income and expenditure report together with details of other Group receipts and payments. The report should also show details of the Group s assets (monetary and non-monetary, e.g. equipment, badges, buildings etc. The Scout Association has produced specimen Annual Report and Accounts which comply with the requirements of the Charities Acts (England and Wales) and are to be recommended for use by BGAs. Reference to the Reports and Accounts (Single-fund) is included in Appendix 3; this type of report and accounts should suffice for most BGAs. The specimen format gives a choice of Scrutineer or Independent Examiner. These

5 definitions relate to requirements of the Charities Acts and, although the wording should be changed to meet your local requirements, a Scrutineer s report to the Group Trustees would be sufficient for most BGAs. The full range of specimen Reports and Accounts is available via Scoutbase, together with guidance notes. Please contact the County Secretary if you need advice. It must be acknowledged that the Charities Acts do not apply to BGAs but the general principles of accountability and responsibility for reporting remain, and The Scout Association s Rules as defined in P.O.R. apply equally to BGAs as to UK-based Groups. There will, of course, be local laws in your host-country possibly including Charities regulations and you must ensure that your Group s accounts (and activities) comply with these laws. Insurance All members of The Scout Association are insured while on approved Scout Activities. Every member is covered by the Association s Personal Accident and Medical Expenses Policy and by the Liability Insurance Policy. Insurance cover is provided to all those (adults and young persons) who are declared as members in the Group s annual Census and re-registration return (and for whom a membership subscription has been paid) plus those young persons who have been invested during the year and adults who have been appointed since the last census. It is important to ensure that individual details are provided with the census return as underdeclaration of membership may cause difficulties if an accident occurs. Although the Personal Accident and Medical Expenses Policy insurance provides cover for individual members, adults should consider their own circumstances with care as the cover is limited and individuals may wish to take out additional insurance. The Association s Liability Insurance Policy provides substantial legal liability protection for Leaders and other persons authorised to be in charge of (or to assist with) a Scout activity. This means that they are protected against claims made by Members under their control, by parents or carers, or by third parties. The insurance cover extends only within the law of the land and does not cover: Reckless or grossly irresponsible behaviour Criminal activity. It is essential, therefore, that any activities which are undertaken by members of any Section do so within the Rules and guidelines of The Scout Association as stated in P.O.R. and advised by current Factsheets issued by The Association. Please contact the County Secretary if you have any questions. The Association s insurance does not include cover for buildings, equipment or personal effects. Due to regulatory requirements, it might be necessary for these to be arranged locally but Scout Association Insurance Services will be happy to advise. BGA County arranges annual insurance for non-member children under 18 years of age who are not Members of the Scout Association but take part in some meetings or activities because they accompany their parents who are Leaders, Section Assistants or Helpers. Regrettably, accidents do happen which result in injury, sometimes serious. All accidents involving injury, loss or damage should be reported promptly to Scout Insurance Services who will then issue the necessary instructions and forms. If an accident should occur, please also contact the County Secretary, County Commissioner or The International Office at Scout Association Headquarters. BGA Districts Although, in BGA, every Country is a Scout District, very few have a formal District structure. In BGA, the number of Groups in each District, local geographical considerations and the Association s own requirements limit the authority which can be delegated at such distance. If BGA Groups and Explorer Scout Units (where appropriate) feel that they would benefit from a formal District structure, please contact BGA County Secretary in the first instance, for advice. Planning for growth and development Section 7 of Scouting essentials has some 20 pages of ideas and recommendations on How

6 to maintain and increase your Membership ; it is difficult to add to this in our own handbook. Local circumstances differ throughout BGAs, but experience indicates that the greatest problem is that of maintaining a sufficient numbers of adults. There are minimum standards relating to the number of Leaders required for each Section (see P.O.R. Rules 3.7, 3.8 and 3.9). If the Group loses its Warranted Leaders it can no longer operate; Section Assistants are not a substitute for Warranted Leaders! Groups should therefore give attention to the challenge of attracting and retaining adults in the Group.