{"subTitle":"A guide for the Group Chair and Group Secretary","backgroundImage":{"url":null,"caption":null,"type":null,"size":0,"width":0,"height":0,"altText":null},"backgroundColour":null,"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Cp\u003EMany Group Chairs will be used to preparing for meetings \u2013 through their personal, professional or Scouting experiences. However, the following advice may put a new perspective.\u003C/p\u003E\n\u003Cp\u003EThere are four key steps to follow when preparing for a meeting:\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EGroup Chair and Secretary to agree the agenda\u003C/h3\u003E\n\u003Cp\u003EPreparing the agenda should start with a look at the previous meeting\u2019s minutes to review the content and to identify any new issues. There may be some routine items (such as preparing for the Annual General Meeting) that are needed, depending on the time of year.\u003C/p\u003E\n\u003Cp\u003EIt\u0027s important that all Trustees know when the meeting is and inform the Group Secretary (by a specified date, normally at least two weeks before the meeting) of any agenda items they wish to raise. You may decide once you are in full possession of the facts that there is no need for a meeting. If this is the case, then alerting people and rearranging the meeting is the best use of everyone\u2019s time.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EWhen planning the agenda you need to consider:\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe information that members will need in order to come to the meeting prepared. Discussion can focus on the issues, if members start with a common understanding. A full explanation either as part of the agenda or in a supporting paper is essential.\u003C/li\u003E\n\u003Cli\u003EThe venue of the meeting. Doing some advance thinking about the meeting venue is worthwhile. Are all Trustees able to access the room? Is the venue accessible to those who may need to use public transport? Is the start time suitable for those who may need to travel home from work? The meeting is more likely to be a success if everyone is comfortable, the room is an appropriate temperature and there is sufficient space. Meeting round a table is preferable as it gives everyone somewhere to put their papers and people can gain eye contact with the Chair.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":false,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EGroup Trustee Board\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EMeeting agenda for Wednesday 4 September 2019\u003C/strong\u003E\u003Cbr /\u003E\u003Cstrong\u003ELocation: Village hall\u003C/strong\u003E\u003Cbr /\u003E\u003Cstrong\u003ETime: 7.30pm, to finish by 9.30pm\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E1. Welcome and introductions\u003C/strong\u003E\u003Cspan\u003E\u00A0\u003C/span\u003E(led by Group Chair)\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E2. Apologies for absence\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E3. Declaration of interests\u003C/strong\u003E\u003Cspan\u003E\u00A0\u003C/span\u003E\u2013 Minutes of the previous meeting\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E4. Review of action points from the previous meeting\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5. Financial report (led by the Group Treasurer)\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ECurrent balances\u003C/li\u003E\n\u003Cli\u003EReview of Group budget (copy enclosed)\u003C/li\u003E\n\u003Cli\u003EPayment of membership subscriptions to the District\u003C/li\u003E\n\u003Cli\u003ERenewal of equipment insurance\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E6. Safety Updates\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EReview of the fire risk assessment and evacuation plans\u003C/li\u003E\n\u003Cli\u003ESchedule for portable appliance testing of electrical equipment\u003C/li\u003E\n\u003Cli\u003EReview of recent accident/near-miss reports\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E7. Fundraising sub-committee report (led by Chair of the Fundraising sub-committee)\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E8. Review of the web campaign for funds for Headquarters repairs\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E9. Update on funds for new tents and equipment for the Cub Pack\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E10. Update on future plans\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EDistrict fun day\u003C/li\u003E\n\u003Cli\u003EGroup sports day\u003C/li\u003E\n\u003Cli\u003EVillage fete\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E11. Group Scout Leaders\u2019 report\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EIncluding details on:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EReport on sections \u2013 activities, aims and achievements.\u003C/li\u003E\n\u003Cli\u003EReport on any Group activities and review the Group Development plan.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E12. Recruitment and retention issues (led by the Scout Troop Leader, GSL and Group\u003Cspan\u003E\u00A0\u003C/span\u003E\u003C/strong\u003E\u003Cstrong\u003EChair)\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EReport to be led by the Scout Troop Leader, GSL and Group Chair\u003C/li\u003E\n\u003Cli\u003EYouth and adult membership\u003C/li\u003E\n\u003Cli\u003EJoining list figures\u003C/li\u003E\n\u003Cli\u003EWant to join enquiries \u2013 appointment of Membership enquiries role followed by a\u003Cbr /\u003Egeneral discussion\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E13. Future meetings\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EAgree meeting dates for the next 12 months \u2013 please bring your diaries!\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E14. Any other business\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EPlease advise the Secretary at least 48 hours before the start of the meeting of any other business, so that appropriate time can be reserved.\u003C/li\u003E\n\u003C/ul\u003E","label":"Sample agenda for a Group Trustee Board meeting"}]},{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EThe Secretary to make the arrangements\u003C/h3\u003E\n\u003Cp\u003EWhether the venue is to be the Group Headquarters, or another venue, there are things to do.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EBook the date and time\u003C/li\u003E\n\u003Cli\u003ECheck that the facilities will be available (eg kitchen facilities if you plan to provide refreshment)\u003C/li\u003E\n\u003Cli\u003ECheck how to gain access (eg who will let you in or where to collect the key)\u003C/li\u003E\n\u003Cli\u003EMake arrangements with anyone who you need to help you set up the room (eg to arrange the furniture).\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EGood venues get booked up quickly and so you may find it easier to set meeting dates well in advance and to book everything for a year at a time.\u003C/p\u003E\n\u003Ch3\u003EReceive and send out the papers\u003C/h3\u003E\n\u003Cp\u003EThe Group Secretary should send the papers to everyone attending. This includes the Chair so they will know what information has been sent.\u003C/p\u003E\n\u003Cp\u003EMake sure the agenda and any papers are sent out in good time. People need to read them, digest the information and to think about the issues. About two weeks before the meeting makes sense. Sending out the papers too far in advance of a meeting usually means that the situation changes, late items crop up but are too late to be included. This means that people will not be prepared to discuss them at the meeting. Remember that some people are prone to losing things that come out too early.\u003C/p\u003E\n\u003Cp\u003EArranging the most suitable way to send the meeting papers (eg paper copies or by email) means people are more likely to read them.\u003C/p\u003E\n\u003Cp\u003EOnly send the details (and any minutes) to those who are members of the Trustee Board. The Chair and Secretary should agree if others should receive them on a regular basis or if there are special reasons for someone to receive a one-off copy\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EThe Chair to decide how to tackle each item\u003C/h3\u003E\n\u003Cp\u003EThe Chair is a key influence on the direction of the meeting and the items discussed. The effectiveness of the meeting will depend on how people understand the agenda issues, how they introduce each topic and who they choose to lead a discussion.\u003C/p\u003E\n\u003Cp\u003EWhile the Chair should try not to prejudge the outcome of an issue being discussed, they can have a clear idea of what is needed and steer the conversation. Consider if they are seeking:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ea briefing for the Trustees\u003C/li\u003E\n\u003Cli\u003Ea decision\u003C/li\u003E\n\u003Cli\u003Ea range of options for further investigation\u003C/li\u003E\n\u003Cli\u003Eviews and/or ideas.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EThe Chair also need to ensure the meeting is a good use of the Trustees time, by:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Eensuring that issues discussed are part of the Trustee Board\u0027s remit\u003C/li\u003E\n\u003Cli\u003Emaking sure that all members are in agreement or have been an active part of the discussion\u003C/li\u003E\n\u003Cli\u003Enot returning to issues already dealt with or discussed.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIt helps if to time the agenda and allocate a portion of time to each item. This will let the Chair monitor progress and ensure that the matters of real substance are fully covered.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"sections":[{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EOn arrival\u003C/h3\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Cp\u003E\u003Cspan\u003EThe Group Secretary needs to check that everything is arranged and set up the things they have responsibility for. Remember to make sure that all newcomers will be able to park their car and find the meeting room.\u003C/span\u003E\u003C/p\u003E\n\u003Cp\u003EThe Group Chair needs to check with the Group Secretary that everything is in order. Arriving in good time allows the Chair to confirm that things have been set up as planned. If they have agreed the arrangement beforehand with the Group Secretary and they have then set the meeting up, please remember that they need and will welcome their support.\u003C/p\u003E\n\u003Cp\u003EBeing punctual allows you to compose yourself and be there to welcome people to the meeting, especially those new to the Group Trustee Board.\u003C/p\u003E\n\u003Ch3\u003EBefore the meeting starts\u003C/h3\u003E\n\u003Cp\u003EFor the Group Chair this is a time when they need to be fully aware of what they need to do and not be distracted. They may need to speak to some Trustees before the meeting gets underway. Some people will use the opportunity of meeting to deal with issues unconnected to the meeting. The Chair, on the other hand, will wish to get themselves fully prepared for their role during the meeting itself.\u003C/p\u003E\n\u003Cp\u003EDon\u2019t be afraid to make a simple note and arrange to contact people on another occasion. It\u2019s all too easy to be distracted from the meeting, especially when you are new.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003ERunning the meeting\u003C/h3\u003E\n\u003Ch4\u003EFacilitating the meeting as Chair\u003C/h4\u003E\n\u003Cp\u003EIt makes sense to accept apologies for absence and to agree the minutes of the previous meeting first.\u003C/p\u003E\n\u003Cp\u003ETry not to be drawn into discussion on \u2018matters arising from the minutes\u2019. Any previously discussed item that is likely to require further discussion has its own place on the agenda.\u003C/p\u003E\n\u003Cp\u003EIntroduce each item clearly, making it plain that the previous item is finished, and ensure that everyone knows:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ewhy the item is on the agenda\u003C/li\u003E\n\u003Cli\u003Ethe background, including any supporting papers\u003C/li\u003E\n\u003Cli\u003Ewhat it is hoped to achieve.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EDiscourage \u2018tabled papers\u2019 as they cause a lull in the meeting while people read them. People digest information at different speeds, making tabled papers an inefficient use of time. Similarly, people read at different rates, so the discussion can easily start with some members not up to speed.\u003C/p\u003E\n\u003Cp\u003ENext, ask the person directly involved with the issue to speak. Then ensure that everyone who wishes to speak on the topic has the opportunity. Allowing everyone to comment in turn, before allowing people to respond again, is a good rule of thumb, although it can also be helpful to ensure that questions are answered as you proceed.\u003C/p\u003E\n\u003Cp\u003EOne of the Chair\u0027s biggest challenges will be to keep speakers to the point and to discourage repetition. Make a point of noting when people return to an issue already discussed and move the conversation on.\u003C/p\u003E\n\u003Cp\u003EPart of your job is to summarise the discussion. This is necessary in order to bring a phase of a discussion to an end.\u003C/p\u003E\n\u003Cp\u003ESummarising is a way of drawing a line under the issue and ensuring that the topic moves forward before a decision is made.\u003C/p\u003E\n\u003Cp\u003EMost decisions can be achieved by consensus but occasionally a formal vote may need to be taken. Ensure that you\u0027re familiar with the rules about the conduct of meetings, as defined in POR. There are specific rules about what happens, for example, in the event of a tied vote.\u003C/p\u003E\n\u003Cp\u003EIt\u0027s essential that at the end of the discussion the Group Secretary can make a clear record. It needs to be clear:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ewhat has been decided\u003C/li\u003E\n\u003Cli\u003Ewho needs to take action\u003C/li\u003E\n\u003Cli\u003Ewhen the action will happen.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ETry, where possible, to avoid any un-planned \u2018Any Other Business\u2019 in the meeting. Any other topics for discussion should be sent to the Secretary in advance of the meeting so that you can plan a suitable length of time to discuss the matters raised.\u003C/p\u003E\n\u003Ch4\u003ESupporting the meeting as Secretary\u003C/h4\u003E\n\u003Cp\u003ESome people will, inevitably, have forgotten their papers so be prepared and have a few spare sets available. Remember to have a set for yourself.\u003C/p\u003E\n\u003Cp\u003EYou will need a record of who is present and of any apologies for absence received. It helps to have a list of names against which those attending just initial their name. You can also use the same list to record apologies.\u003C/p\u003E\n\u003Cp\u003EAt the start of the meeting when the minutes of previous meetings are agreed remember to have the record copy available for the Chair to sign and date.\u003C/p\u003E\n\u003Cp\u003EYour role is to record what happens during the meeting. This does not mean everything that is said, but the key facts. You should record:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ethe topic being discussed\u003C/li\u003E\n\u003Cli\u003Ethe key facts or issues (you can refer to papers presented without having to record all the detail, so long as a copy is kept on file)\u003C/li\u003E\n\u003Cli\u003Ethe key points from any discussion\u003C/li\u003E\n\u003Cli\u003Ethe decision reached or the matter reported\u003C/li\u003E\n\u003Cli\u003Ewhat action is to be taken by whom and by when.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EIf you\u0027re not sure what has been agreed at any stage ask the Chair to restate or clarify the position. Similarly, they may ask you to remind the Trustee Board what has been agreed so far. There are likely to be some items on the agenda on which you will need to report. This will happen when you were responsible for actions from the last meeting.\u003C/p\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":false,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EOngoing review of the web campaign for funds for Headquarters 4 September 2019\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E1.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/strong\u003EAn online campaign has been set up on the Group website\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E2.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/strong\u003EThe web team is monitoring responses and has made some text changes based on\u003Cbr\u003Efeedback\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E3.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/strong\u003EExpenses so far amount to: Web development: \u00A310\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E4.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/strong\u003EAmount raised so far is \u00A3567, over 50% of the way towards the target of \u00A31000\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/strong\u003EIt was suggested that an email reminder to the Group might prompt a fresh response\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EAction: to email all contacts before the Trustee Board Meeting\u003Cspan\u003E on\u003C/span\u003E\u003C/strong\u003E\u003Cstrong\u003E 6 November\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E6.\u003Cspan\u003E\u0026nbsp;\u003C/span\u003E\u003C/strong\u003EThe situation will be reviewed at the next meeting on the 06/11/19\u003C/p\u003E\n\u003Cp\u003EGillian Walker (Chair of the Fundraising sub-Committee)\u003C/p\u003E","label":"Example report - Fundraising Sub-committee"}]},{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EClosing the meeting\u003C/h3\u003E\n\u003Cp\u003EThank everyone for their contributions to the meeting and send them away feeling positive about the outcomes. Make sure that you have a clear understanding of all that has been agreed. Check that you have a copy of any papers that were brought to the meeting by others.\u003C/p\u003E\n\u003Cp\u003EIt makes good sense to ensure that the date, time and venue of the next meeting is clear. Having Trustee Board meeting dates for the year ahead allows people to plan their time, know their commitments and gets the meetings booked. Having meeting dates planned also benefits the Group, as it helps avoid activities and events clashing.\u003C/p\u003E\n\u003Cp\u003EMaking changes to a planned programme (if a meeting needs to be rescheduled or cancelled) is much easier than trying to find a date that a group of busy people can make at relatively short notice.\u003C/p\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EBefore going home\u003C/h3\u003E\n\u003Cp\u003EBefore leaving, the Group Chair and Group Secretary need to speak to several people:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThose who helped to set up the meeting\u003C/li\u003E\n\u003Cli\u003EThe host for the meeting, (the caretaker or key holder responsible for a meeting room) \u2013 to thank them for their help\u003C/li\u003E\n\u003Cli\u003Enewcomers to the meeting \u2013 to listen to their feedback and answer their questions\u003C/li\u003E\n\u003Cli\u003EEach other, to agree the work that needs to take place, and to confirm when to discuss the draft minutes.\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\u003C/div\u003E","gtmId":"","gtmClass":""},{"gridType":"accordion","gtmId":"","gtmClass":"","showExpand":false,"items":[{"gridType":"accordionItem","gtmId":"","gtmClass":"","body":"\u003Cp\u003E\u003Cstrong\u003EMinutes of the meeting held on Wednesday 4 September 2019\u003C/strong\u003E\u003Cbr\u003E\u003Cstrong\u003Eat 7.30pm in the Village hall\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EPresent:\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EDerek Thompson (Group Chair, chairing the meeting), Nigel Brittain (Group Secretary), Sally Smith (Group Treasurer), Sam Mason (GSL), Graham Brown (ESL), Daragh Green (Scout Leader), Mike Evans, James Fairbrother, Gillian Walker (Chair of the Fundraising sub-Committee)\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E1. Welcome and introductions for newcomers\u003C/strong\u003E\u003Cbr\u003EGraham Brown, the Explorer Scout Leader (of the Unit attached to the Scout Group) was welcomed to the meeting and introduced.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E2. Apologies for absence were received from:\u003C/strong\u003E\u003Cbr\u003EVikram Sandhu, Roger Craybourne\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E3. The Minutes of the previous meeting were accepted as an accurate record\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E4. Reviewing the actions from the last meeting\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5. Financial report (Led by the Group Treasurer)\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EA: Current balances\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ECurrent account: \u00A3550\u003C/li\u003E\n\u003Cli\u003EDeposit account: \u00A31789\u003C/li\u003E\n\u003Cli\u003EHigh interest account: \u00A34530\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EB: Review of Group budget\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe Treasurer reported that the Group Budget was consistent with expectations,\u0026nbsp;although the rising price in fuel might make an impact in the next year\u2019s budget.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EC: Payment of membership subscriptions to the District\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe amount payable will be \u00A3780.40 (after deducting the prompt payment\u0026nbsp;rebate). It was agreed that the Treasurer will transfer these funds as requested by the\u0026nbsp;District.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003ED: Renewal of equipment insurance\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EThe cheapest of the quotes received was from the existing insurer at \u00A3199.\u003C/li\u003E\n\u003Cli\u003EThe Treasurer was authorised to pay the premium.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E6) Fundraising sub-committee report (Led by the Chair of the Fundraising sub-committee)\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EA: Review of the web campaign for funds for Headquarters:\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EIt reported that the web campaign had begun and 50% of the projected funds had\u0026nbsp;been received. A full report will follow at the next meeting.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EB: Update on funds for new tents and equipment for the Cub Pack\u003C/strong\u003E\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EIt reported that \u00A31000 had been raised and was available to spend.\u003C/li\u003E\n\u003Cli\u003EIt was agreed that the Group Treasurer would work with the Cub Scout Leader to\u0026nbsp;organise the purchase of equipment.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003EC: Future plans\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EIt was agreed that the Group sports day would happen at the village fete.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E7. Safety updates\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EA: Review of the fire risk assessment and evacuation plans\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe Trustee Board were satisfied that the fire risk assessment and evacuation plans were sufficient for the current state of the building. The section leaders reported no problems with the fore evacuation plans at their most recent fire drill. The fire risk assessment and evaluation plans were adopted, with a review due a year from now.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EB: Schedule for portable appliance testing of electrical equipment\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe Chair reported that the scheduled PAT testing will take place over the coming\u0026nbsp;weekend. Results will be reported at the next meeting.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003EC: Review of recent accident/near-miss reports\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe two accident reports considered were both for minor injuries requiring basic first aid. These reports did not raise any issues that required further action from the Trustee Board.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E8) Future Meetings\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003EThe following meeting dates were agreed:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EWednesday 6 November 2019\u003C/li\u003E\n\u003Cli\u003EWednesday 8 January 2020\u003C/li\u003E\n\u003Cli\u003EWednesday 4 March 2020\u003C/li\u003E\n\u003C/ul\u003E","label":"Example - Group Trustee Board Minutes"}]}]}],"config":null}]},"prev":null,"next":{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/","title":"After and in between meetings"},"allParts":[{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/","title":"At the meeting"},{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/","title":"After and in between meetings"}],"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/","id":76039,"nodeName":"At the meeting","title":"At the meeting","type":"codexPart","image":null,"assets":null,"headerOptions":{"headerTitle":"At the meeting","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC83NjAzOSJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/"},{"content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EEvaluation\u003C/h3\u003E\n\u003Cp\u003ETaking the time to review the meetings is good practice. Consider:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Edid the meeting go according to plan?\u003C/li\u003E\n\u003Cli\u003Edid everyone feel that they were able to contribute and that their contribution was valued?\u003C/li\u003E\n\u003Cli\u003Ewere the outcomes clear and achieved?\u003C/li\u003E\n\u003Cli\u003Eare those with actions fully aware they have them?\u003C/li\u003E\n\u003Cli\u003Ewhat will you do differently next time?\u003C/li\u003E\n\u003C/ul\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EThe minutes\u003C/h3\u003E\n\u003Cp\u003EIt\u0027s the Group Secretary\u2019s job to produce the minutes, but these need to be agreed with the Group Chair before they are circulated.\u00A0\u003C/p\u003E\n\u003Cp\u003EPrepare the draft minutes while the meeting is still fresh in your mind. You will probably have made notes but the support of your recent memory could be invaluable. Minutes should be no longer than necessary and include:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ethe topic being discussed\u003C/li\u003E\n\u003Cli\u003Ethe key facts or issues\u003C/li\u003E\n\u003Cli\u003Ethe key points from any discussion\u003C/li\u003E\n\u003Cli\u003Ethe decision reached or the matter reported\u003C/li\u003E\n\u003Cli\u003Ewhat action is to be taken, by whom and when.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EMinutes should be circulated as soon as practical following the meeting and certainly within two weeks. The Group Secretary should check if people prefer receiving them by email. The closer to the meeting the minutes are received, the more likely it is that people will complete their actions.\u003C/p\u003E\n\u003Ch3\u003ETaking action\u003C/h3\u003E\n\u003Cp\u003EPreparing the minutes will create the action list. Be prepared to place the items in order of priority and then work methodically through the list.\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003ESome things may need direct action from you which means you can control the timing\u003C/li\u003E\n\u003Cli\u003ESome things may need action by others who were not at the meeting and they need to be informed\u003C/li\u003E\n\u003Cli\u003ESome things require you to involve others and so you may need to be flexible when it comes to timing.\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003EYou may need to take some action even before the minutes are prepared. It makes sense to note these items at the time they are decided.\u003C/p\u003E\n\u003C/div\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Ch3\u003EFollow up\u003C/h3\u003E\n\u003Cp\u003EThe work between meetings is vital to making sure the meetings produce effective outcomes. We have already stressed the importance of the relationships between the:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003EGroup Chair\u003C/li\u003E\n\u003Cli\u003EGroup Secretary\u003C/li\u003E\n\u003Cli\u003EGroup Treasurer\u003C/li\u003E\n\u003Cli\u003EGroup Scout Leader\u003C/li\u003E\n\u003Cli\u003EGroup Trustees\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003ERegular contact to keep them updated is essential. It may best to make contact with them individually but it can also be useful on occasions to meet as a group.\u003C/p\u003E\n\u003Cp\u003EThose who have actions from the Group Trustee Board meeting need support as well. Regular informal contact (by phone, email or in person) to ask how they are getting on provides them with the opportunity to raise any problems, issues or concerns \u2013 and to receive positive feedback. They may wish to seek clarification about what they agreed to do. You, on the other hand, will want to be sure that they understand what they agreed to do and, most importantly, when it was agreed to be done by.\u003C/p\u003E\n\u003Cdiv class=\u0022col-12 col-sm-12 offset-sm-0 col-md-8 offset-md-0 pr-md-4 col-lg-8 offset-lg-0 col-xl-6 offset-xl-1\u0022\u003E\n\u003Cdiv class=\u0022content-root\u0022\u003E\n\u003Cp\u003EEach individual is different. Some will view a telephone call to check progress as \u2018nagging\u2019 whilst others will welcome the reminder. Be sensitive to people\u2019s feelings and communicate with them in a suitable way. It\u0027s sensible to impress upon them your need to be kept informed so that you are able to track progress, keep things coordinated and arrange for help if problems arise.\u003C/p\u003E\n\u003C/div\u003E\n\u003C/div\u003E\n\u003C/div\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"prev":{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/","title":"At the meeting"},"next":null,"allParts":[{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/at-the-meeting/","title":"At the meeting"},{"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/","title":"After and in between meetings"}],"link":"/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/","id":76040,"nodeName":"After and in between meetings","title":"After and in between meetings","type":"codexPart","image":null,"assets":null,"headerOptions":{"headerTitle":"After and in between meetings","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC83NjA0MCJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/after-and-in-between-meetings/"}],"id":76037,"nodeName":"Running a great Group Trustee Board Meeting","title":"Running a great Group Trustee Board Meeting","type":"codex","image":null,"assets":null,"headerOptions":{"headerTitle":"Running a great Group Trustee Board Meeting","headerSubTitle":"A guide for the Group Chair and Group Secretary","headerCta":"","headerCtaText":"","headerCtaLink":"","headerBackgroundColour":"","showSEOImage":false,"headerBackgroundImage":null,"quickLinks":[]},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC83NjAzNyJ9","canonicalUrl":"https://www.scouts.org.uk/volunteers/running-things-locally/trustee-boards/running-a-great-group-trustee-board-meeting/"}