{"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/"}