{"alias":"contentPage","byline":null,"standfirst":null,"content":{"layouts":[{"type":"sidebar","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Cp\u003EWhen a major piece of work or a complex issue needs to be tackled, a large committee will not always produce the best result. This is an opportunity to form a sub-committee, which reports to the Group Trustee Board. The full rules relating to sub-committees and how they are formed can be found in POR.\u003C/p\u003E\n\u003Cp\u003EA sub-committee has the advantage of being:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Esmall enough to meet more frequently than large groups and to function more quickly\u003C/li\u003E\n\u003Cli\u003Eable to look at some issues in greater detail\u003C/li\u003E\n\u003Cli\u003Eable to draft in those with special knowledge or skills.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThere are however some key issues to bear in mind when setting up a sub-committee. They need:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ea Chair who would normally be a member of the main Trustee Board\u003C/li\u003E\n\u003Cli\u003Ea clear remit and job to do\u003C/li\u003E\n\u003Cli\u003Ea clear definition of the limits of authority and who they report to.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ETry to include a range of people on any committee and make it specific to their role to serve on it. Leaders in the Scout Group often have more than enough to do, so look elsewhere for people who are not so committed.\u003C/p\u003E\n\u003Cp\u003EThe Group Trustee Board may establish any number of sub-committees to manage the work that it deems necessary. Taking on such responsibilities will help free up the time of section leaders to let them do what they are good at \u2013 running their sections. Obviously, the more people who are involved in helping out the Group, the more that will get done.\u003C/p\u003E\n\u003Cp\u003EAny sub-committee will require a separate Chair. Having a separate team for these duties lifts a huge weight from the leaders, and having a separate Chair ensures that they are organised and focused. It is normal for the Chair of a sub-committee to be drawn from members of the Group Trustee Board. If this was not the case there would be no clear line of report. The Group Scout Leader and Group Chair are ex-officio members of any sub-committees set up in this way.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003ESub-committee Chair\u003C/h3\u003E\n\u003Cp\u003EChairing a sub-committee is no different to any other meeting. There are key three stages:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Epreparing for meetings\u003C/li\u003E\n\u003Cli\u003Eat a meeting\u003C/li\u003E\n\u003Cli\u003Eafter and in-between meetings.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThe key messages are that you need to be well prepared, involve those who are part of your team and ensure that the task moves forward. Remember that people will lose interest if they are not involved or if they don\u2019t believe that you are all making progress.\u003C/p\u003E\n\u003Cp\u003EIt\u0027s up to the Group Trustee Board to set clear objectives for any sub-committee. If you are asked to be a Chair for a sub-committee, ensure that you are given clear and achievable aims. For example:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EHow long will the sub-committee last \u2013 is it responsible for the management of a single event or more long-term objectives?\u003C/li\u003E\n\u003Cli\u003EWhat budget has the Trustee Board allocated to the sub-committee?\u003C/li\u003E\n\u003Cli\u003EIs the sub-committee expected to generate funds for the Group, and if so, how much?\u003C/li\u003E\n\u003Cli\u003EHow regularly will the activities of the sub-committee need to be reported to the Group Trustee Board?\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ECheck with your Group Chair or Group Scout Leader (GSL) to see if any guidelines exist for any sub-committees you become involved in. If not, it may be worth the sub-committee Chair and GSL or Group Chair drawing one up. This will help ensure that all parties are aware of the expectations, main tasks and key criteria of the sub-committee. Regular reports to the Group Trustee Board will allow them to keep track of the progress of the sub-committee, ascertain whether any additional support is required, and review the sub-committee\u2019s key targets.\u003C/p\u003E\n\u003Cp\u003ETaking these steps early on will help make any sub-committee more effective and focused.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003ESub-committees\u003C/h3\u003E\n\u003Cp\u003ESub-committees can be set up for a wide range of purposes such as a new headquarters project, celebratory Group camp or organising a family social evening. These can be formed and dissolved as and when they are deemed necessary by the Group Trustee Board.\u003C/p\u003E\n\u003Cp\u003EBelow are a few examples of some typical sub-committees. They are provided to outline some of the common tasks and responsibilities associated with sub-committees; they might help you find an area that you could further support the Group, or provide guidance for a sub-committee you are currently involved in. Sub-committee members do not need to be on the Trustee Board but they could be. Typical sub-committees might be:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EFundraising sub-committee\u003C/li\u003E\n\u003Cli\u003ECommunications sub-committee\u003C/li\u003E\n\u003Cli\u003EGroup Headquarters sub-committee\u003C/li\u003E\n\u003Cli\u003ESocial sub-committee\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EOther sub-committees may be established to do specific short or long term tasks.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":false,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EAll Scout Groups need funds to provide their wide variety of activities and events, purchase equipment, provide badges and so on. Some establish a sub-committee or small working group to help them do this, usually under the direction and guidance of the Group Treasurer.\u003C/p\u003E\n\u003Cp\u003ESome of the sub-committee\u2019s main tasks could include:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Eto raise funds for the Group\u003C/li\u003E\n\u003Cli\u003Eto co-ordinate all required fundraising activities for the Group\u003C/li\u003E\n\u003Cli\u003Eto be the main point of contact for the Group regarding any Group fundraising requirements, internally and externally\u003C/li\u003E\n\u003Cli\u003Eto communicate effectively, as a sub-committee, and with the Group Trustee Board.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EAny fundraising committee must include at least two members of the Group Trustee Board, in addition to the ex-officio members. No Section Leader or Assistant Leader may serve on such a fundraising sub-committee.\u003C/p\u003E\n\u003Cp\u003EThere are a number of ways that a fundraising sub-committee can help raise funds for the Group. For example they can ensure that the Group is using the Gift Aid scheme for membership subscription payments, organise a fundraising campaign, plan a specific fundraising event, encourage online donations or develop links with local businesses/individuals. For any fundraising scheme you will have to think very carefully about:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ewhat you want to do\u003C/li\u003E\n\u003Cli\u003Ewhy you want to do it\u003C/li\u003E\n\u003Cli\u003Ewhat you need the money for\u003C/li\u003E\n\u003Cli\u003Ewhat the benefits will be.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EA successful or repeatable fundraising scheme can be extremely valuable for a Group. It brings all kinds of direct and indirect benefits. However, for every successful scheme that attracts new supporters, another could fall flat, get rained off or have the sponsor pull out at the last moment. You must always evaluate the fundraising potential against the risk of losing money. A well-run event can make money, take your message out to a wider public, involve existing supporters and bring in new supporters. But many absorb a great deal of energy for very small returns.\u003C/p\u003E","label":"Fundraising sub-committee"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EThe Group Trustee Board may feel that a communications sub-committee is worthwhile for your Group. Such a sub-committee can help provide an achievable plan to enable the Group to communicate effectively at all levels with parents, young people, other members in the Scouts, the media and members of the public.\u003C/p\u003E\n\u003Cp\u003ESome of the sub-committee\u2019s main tasks might be to:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Eprovide and maintain a useful and informative website\u003C/li\u003E\n\u003Cli\u003Eprovide a newsletter of Group activities available to all\u003C/li\u003E\n\u003Cli\u003Emaintain and improve the image and profile of the Group\u003C/li\u003E\n\u003Cli\u003Edevelop and enhance communication throughout the Group\u003C/li\u003E\n\u003Cli\u003Ebe the main point of contact for the Group regarding communication and media issues.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ELocal media and press publicity can be very influential for members of the public. The best way to generate positive coverage for your Scout Group is to contact your County Communications Manager (Assistant Regional Commissioner (Communications) in Scotland) who will be happy to help you. This relationship could be managed by one designated person, who could be a member of the sub-committee.\u003C/p\u003E\n\u003Cp\u003EThere are a number of other roles that could be delegated to individuals with the required skills and commitment. For example a Group Communications Manager could maintain contact with local newspapers and other media, your Group may have a Group magazine editor to work with the Group Secretary to promote the activities within the Group, or you may need a website/social media manager to be responsible for all the Group\u2019s online presence.\u003C/p\u003E\n\u003Cp\u003EThere are thousands of charities in the UK. It\u2019s therefore vital for the Scouts to stand out from the crowd. To help achieve this, we need to make sure any materials a Group produces promote the #SkillsForLife young people local will develop while with the Scouts. They need to follow the Scouts\u2019 brand guidelines and visual identity including colour pallet, fonts and design.\u003C/p\u003E\n\u003Cp\u003ETo help, the Scouts has a brand centre which can be used to help create on-brand materials without expense or expertise.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003Ca href=\u0022https://www.scouts.org.uk/volunteers/growing-scouts/\u0022\u003EFind out more about these support materials.\u003C/a\u003E\u003C/p\u003E\n\u003Cp\u003ELet\u2019s show how we help young people develop #SkillsForLife in a uniformed way so that we attract more volunteers and increase our funding. When we speak with one voice and present a consistent image of the Scouts, we can build recognition and support locally and nationally.\u003C/p\u003E","label":"Communications sub-committee"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EMost Groups need to look after the premises which they use, whether it is their own property or a room or building that they share. Group supporters are a valuable source of help for building maintenance, painting, cleaning and general duties to make sure that premises remain fit for purpose. The Group Trustee Board could ask a volunteer to act as a headquarters/maintenance manager or they may decide a headquarters/maintenance sub-committee is necessary.\u003C/p\u003E\n\u003Cp\u003EThe sub-committee or manager will help co-ordinate this role in order to improve and maintain the condition of the premises the Scout Group uses and ensure compliance with health and safety requirements and any other regulation appertaining to the use of the premises.\u003C/p\u003E","label":"Maintenance"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003EScout Groups need equipment to run an exciting programme of activities for their young people. Equipment costs money, and each item will represent a good deal of hard work in fundraising. It follows, therefore, that everybody in the Group needs to look after the equipment.\u003C/p\u003E\n\u003Cp\u003EThe care and control of the equipment could be the responsibility of a Trustee Board member who has taken on the responsibility of Quartermaster. The Quartermaster should work closely with the adults in the Group and also with the Group Treasurer, who is responsible for the inventory and insurance of the equipment.\u003C/p\u003E\n\u003Cp\u003EHaving someone to deal with the day-to-day upkeep, repair and booking in and out of equipment will really help to ensure equipment is looked after and available for use when needed.\u003C/p\u003E\n\u003Cp\u003EThe key elements of the role could be to:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Eoperate the booking arrangements for equipment\u003C/li\u003E\n\u003Cli\u003Econtrol the issue and return of equipment\u003C/li\u003E\n\u003Cli\u003Echeck the condition of equipment\u003C/li\u003E\n\u003Cli\u003Emaintain the equipment\u003C/li\u003E\n\u003Cli\u003Egive advice about the need for refurbishment or replacement of equipment\u003C/li\u003E\n\u003Cli\u003Eadvise the Group Treasurer of the need to modify the inventory.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIt\u0027s a role that requires a good deal of patience and flexibility. Remember that the equipment is there to be used; working with the leader team will help make sure this happens.\u003C/p\u003E","label":"Equipment"},{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cspan\u003ESome Groups have their own minibus, trailers or other items that need looking after, and often Groups arrange transport to take members to activities. A Trustee can help support and advise the Group Treasurer in order to keep on top of the maintenance and care of any motor vehicles belonging to the Group. This will ensure that all vehicles are properly registered, licensed and insured as necessary, and that all requirements as to their condition, testing and the licence requirements for drivers, as well as any other matters are fulfilled. Taking on this role could be a good way of taking the load off the section leaders.\u003C/span\u003E\u003C/p\u003E","label":"Transport"}]}]},{"items":[{"type":"Promo","cta":"Read POR rule 5.4","body":"","link":null,"colour":"#f1f1f1","title":"Relevant rules in Policy, Organisation and Rules","image":null,"imageFocus":"","imageId":0,"imageKey":"00000000-0000-0000-0000-000000000000","imageCrop":"","gridType":"card","gtmId":"","gtmClass":""}]}],"config":null}]},"searchDescription":"","pageType":null,"location":null,"browserTitle":"","versionDate":"10 August 2023","reviewDate":"03/05/2023","redirectUrl":"","id":76036,"nodeName":"Group sub-committees","title":"Group sub-committees","type":"contentPage","image":null,"assets":null,"headerOptions":{"headerTitle":"Group sub-committees","headerSubTitle":"","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[]},"subHeader":"","silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC83NjAzNiJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/trustee-boards/group-sub-committees/"}