Purpose of the Leadership team and Trustees
A number of changes have been made to bring Scouting Groups, Districts and Counties up to date with Charity regulations and best practices.
Some changes are in response to the Great Orme tragedy, to improve the organisation’s ability to demonstrate there is a robust and reasonable structure for risk governance in Scouting, and some changes will lead to better integration of Scouting data and processes to make life easier for adult volunteers all round.
The overarching principle is delivery of a safe, quality programme for young people, and the changes are to improve, encourage and support the volunteer experience and culture.
We shall ensure that:
- The views and ideas of young people shape decisions in the Group and its Sections.
- Section Teams help young people and volunteers feel welcome and included and make changes (when necessary) so the environment and activities are accessible for everyone.
- The demographics of young people and adults represent their local area.
To help develop our volunteers, we shall:
- Share skills between Sections.
- Make sure volunteers in the Group’s teams fulfil their safety and safeguarding responsibilities, including keeping up-to-date with changes and learning.
- Make sure the Group Leadership Team runs smoothly.
- Work with the District 14-24 Team to make sure there are Young Leaders in all the Group’s Section Teams.
- Help Section Teams work well, using tools to measure quality where needed.
- Champion Our Volunteering Culture, so Team Members are aware of it, reflect on it, commit to it, and apply it.
- Support all volunteers to grow and gain the skills they need (or would like).
- Make sure all teams in the Group follow our approach to equity, diversity and inclusion, safer volunteer recruitment, joining, reviews, and processes for leaving Scouts.
- Make sure volunteers are doing what’s expected of them, including getting learning done and completing their criminal record checks.
To engage with the community, we shall:
- Create and look after relationships outside of Scouts to help deliver the programme and recruit adults and young people. This could include local community leaders, other youth groups, volunteer recruitment agencies, and local media and social media outlets.
- Plan and run fundraising events when they’re needed.
- Work with District Teams to open new Sections and support the inclusive growth of Scouts.
To effectively manage incidents, we shall:
- Make sure all incidents are reported in the right way.
- Handle Subject Access Requests and personal data breaches.
- Follow the Complaints Policy to stop complaints escalating (where possible).
- Work with other volunteers to respond to safety, safeguarding, and data incidents, and complaints (where needed).
|To run the Group effectively, we shall put processes into place covering:
- Governance administration for the Trustee Board, to include meeting preparation, minute taking and AGM organisation.
- Sections Teams, to make sure they’re briefing helpers on the practical aspects of safety and safeguarding. This includes giving them a copy of the Yellow Card, confirming they’ve read and understood it, and checking they know who to speak to in case of any concerns.
- The payment of invoices and volunteer expenses.
- Enquiries from new volunteers and new members, waiting lists, and the movement of young people between Sections.
- Equipment owned by the Group.
- Meeting places (whether they’re rented, leased, or owned).
- Supplies of uniform, including badges and clothing.
- First aid kits and accident forms for all Sections and meeting places.
- Membership system records for volunteers and young people, making sure they’re correct and up to date.
- Group social media platforms.
- Group website and emails.
- If there are staff in the Group, make sure they’re properly managed and recognised. This includes following employment law and acting as a responsible employer in line with Scout values.
Trustees
Roles and responsibilities of the Trustees
| Function/Role | Chair | Treasurer | Trustee: Safety | Trustee: Safeguarding | Trustee: Privacy | Trustee: Explorers | Section Team Leaders | Group Lead Volunteer |
|---|---|---|---|---|---|---|---|---|
| Manage Money | Y | Y | Y | Y | Y | Y | Y | Y |
| Follow Policy & Legislation | Y | Y | Y | Y | Y | Y | Y | Y |
| Annual Report & Statement of accounts | Y | Y | ||||||
| Have Statement Audited | Y | |||||||
| Hold AGM | Y | |||||||
| Buildings, insurance, property | ? | ? | Y | |||||
| Maintain a Risk Register | Y | Y | Y | Y | ||||
| Help Charity operate well now + future | Y | Y | Y | Y | Y | Y | Y | Y |
| Work with Lead Volunteers to achieve charity aims | Y | Y | Y | Y | Y | |||
| Chair tasks | Y | |||||||
| Treasurer Tasks | Y |
Group Leadership Team
Roles and responsibilities of Lead Volunteers
| Function/Role | Section Team Leaders | Group Secretary | Group Lead Volunteer |
|---|---|---|---|
| Support Sections | Y | Y | |
| Develop Volunteers (all) | Y | Y | |
| Develop Volunteers (other) | Y | ||
| Engage with the Community | Y | Y | Y |
| Open new Provision | Y | ||
| Manage Incidents | Y | Y | |
| Oversee Section Safety | Y | ||
| Oversee Payments | Y | ||
| Group Equipment | Y | ||
| Meeting Places | Y | ||
| Uniform | Y | ||
| First Aid + Accident form | Y | ||
| Membership records | Y | ||
| Social Media, website, emails | Y | Y | |
| Governance Admin for Trustee Board | Y | Y |