Executive Committee roles

Since April 2023, Executive Committees are known as Trustee Boards. 'Executive Committee' and associated wording will still be visible on Compass and the website as we move to our new way of volunteering. To learn more about what we are doing to improve how we volunteer at Scouts, visit the Volunteer Experience webpages.

Members in Scotland will transition their Executive Committees to Trustee Boards on a later timeframe than others in the UK. Please wait to hear locally for when Scotland will start to adopt Trustee Board changes.

Outline: The Chair will lead the Executive Committee, ensuring that it fulfils its responsibilities within the Group, District or County/Area/Region. The Chair will work closely with the Group Scout Leader/ relevant Commissioner to achieve the purpose of The Scout Association through the development of local Scouting, in accordance with the Policy, Organisation and Rules of The Scout Association.

Responsible for: Executive Committee Members.

Responsible to: The relevant Scout Council.

Appointment requirements: Must successfully complete the appointment process (including acceptable personal enquiries and acceptance of The Scout Association's policies). It expected that whilst volunteering for this role you will undertake regulated activity.

The responsibilities of the 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 Executive Committee members 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.
For District and County/Area/Regional Chair, acting as the final appeal point for appointment disagreements between the Appointments Advisory Committee and District or County/Area/Region Commissioner.

General Executive Committee responsibilities:

To be a full and active participant in Executive Committee meetings and activities.
To uphold the responsibilities of a 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 aims of the Group, District or County/Area/Region

Skills for a Chair:

Strong leadership skills
Strong communication and inter-personal skills
Ability to work as part of a team
Able to think creatively and solve problems
Able to motivate others and encourage participation
Able to handle and resolve conflict effectively
Willing to speak one’s mind and listen to the views of others.
Able to maintain independent and objective judgement
Willing to actively design and contribute to the strategic vision of the Group, District or County/Area/Region
Willingness to take decisions which will further the work of the Group, District or County/Area/Region

Other tasks agreed with the Line Manager

Outline: The Treasurer will provide sound financial administration, support and information to the Executive Committee and Group, District or County/Area/Region in accordance with the Policy, Organisation and Rules of The Scout Association.

Responsible to: The relevant Scout Council.

Appointment requirements: Requirements: Must successfully complete the appointment process (including acceptable personal enquiries and acceptance of The Scout Association's policies). It's expected that whilst volunteering for this role you will undertake regulated activity.

The Responsibilities of the 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.

General Executive Committee Responsibilities:

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 aims of the Group, District or County/Area/Region.

Skills for a Treasurer:

Strong organisational skills
Strong communication skills
Ability to work as part of a team
Able to think creatively and solve problems
Previous experience of financial management or the role of a Charity Treasurer
Able to analyse financial information effectively
Good IT skills
Ability to summarise financial information for different audiences
Willing to speak one’s mind and listen to the views of others.
Able to maintain independent and objective judgement

Other tasks agreed with the Line Manager

Outline: The Secretary will support the Chair of the Executive Committee to ensure the smooth functioning and sound administration of the Scout Group, District or County/Area/Region in accordance with the Policy, Organisation and Rules of The Scout Association.

Responsible to: The relevant Scout Council.

Appointment Requirements: Must successfully complete the appointment process (including acceptable personal enquiries and acceptance of The Scout Association's policies). It's expected that whilst volunteering for this role you will undertake regulated activity.

The responsibilities of the 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.

General Executive Committee Responsibilities:

To be a full and active participant in Executive Committee meetings and activities.
To uphold the responsibilities of a 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.

Skills for a Secretary:

Strong organisational skills
Strong communication skills
Ability to work as part of a team
Able to think creatively and solve problems
Good IT skills
Ability to summarise information for different audiences
Willing to speak one’s mind and listen to the views of others.
Able to maintain independent and objective judgement

Other tasks agreed with the Line Manager