5 July 2020

The Constitution of Dringhouses (PC) Scout Group

Version

Author/ Editor

Release Date

0.1

Annie Bennett

18th June 2020

1.0

Annie Bennett

30th June 2020

Proposed 14th June 2020, revised 30th June for adoption 4th July 2020

Guiding Principles

The constitution is based on the ideal Constitution as outlined in The Scout Association’s Policy, Organisation and Rules (POR) with changes made only to take into account issues specific to Dringhouses (Parish Church) Scout Group hereinafter referred to as Dringhouses Scouts.

Any future material changes or additions made by the Scout Association in POR will be reviewed and adopted unless deemed unnecessary

The Group Chair, in close consultation with the Group Scout Leader (GSL), prior to the Annual General Meeting (AGM) each year will review the Constitution and any proposed changes will be put before that meeting for adoption

The Group will be run in accordance with the Scout Association’s Policy Organisation and Rules.

a)   The Group Scout Council

The Group Scout Council is the electoral body, which supports Scouting in the Scout Group. It is the body to which the Group Executive Committee is accountable

  1. Membership of the Group Scout Council is open to:
  • Scouters (adult members of the Group with leader and manager roles)
  • Group Scout Active Support members (including the Group Scout Active Support Manager and Group Scout Active Support Co-ordinators – if appointed)
  • Colony, Pack and Troop Assistants
  • Skills Instructors
  • Administrators
  • Advisers
  • Patrol Leaders
  • All parents or guardians of Beaver Scouts, Cub Scouts, Scouts and Explorer Scouts
  • The Sponsoring Authority or its nominee (St Edward the Confessor Church, Dringhouses)
  • Any other supporters including former Scouts and their parents who may be admitted by the Group Scout Leader, the Group Executive Committee or the Group Scout Council
  • Explorer Scout Leaders as stated in the Partnership Agreement
  1. The District Commissioner and District Chair are ex-officio (by virtue of their positions) members of the Group Scout Council
  • Membership of the Group Scout Council ceases upon
  • The resignation of the member
  • The dissolution of the Council
  • The termination of membership by Headquarters following a recommendation by the Group Executive Committee
  1. The Group Scout Council must hold an Annual General Meeting within six months of the financial year end to
  • Receive and consider the Annual Report of the Group Executive Committee, including the annual statement of accounts
  • Approve the Group Scout Leader’s nomination of the Group Chair and nominated members of the Group Executive Committee
  • Elect a Group Secretary and Group Treasurer
  • Elect certain members of the Group Executive Committee
  • Appoint an auditor or independent examiner or scrutineer as required

b)   The Group Executive Committee

  1. The Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment
  2. Members of the Executive Committee must act collectively as charity Trustees of the Scout Group, and in the best interests of its members to
  • Comply with the Policy, Organisation and Rules of The Scout Association
  • Develop, publish and act in accordance with local policy set by the group, including manage and implement the Safety Policy locally. These policies will not in any way contradict POR.  Such policies to be reviewed annually
  • Protect and maintain any property and equipment owned by and/or used by the Group
  • Manage the Group finances
  • Provide insurance for people, property and equipment
  • Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities
  • Promote and support the development of Scouting in the local area
  • Ensure that a positive image of Scouting exists in the local community
  • Appoint and manage the operation of any Sub-Committees, including appointing a Chair to lead the sub-Committees
  • Ensure that Young People are meaningfully involved in decision making at all levels within the Group
  • The opening, closure and amalgamation of Sections in the Group as necessary

The Executive Committee must also:

  • Appoint Administrators, Advisers, and Co-opted members of the Executive Committee
  • Approve the Annual Report and Annual Accounts after their examination by an appropriate auditor, independent examiner or scrutineer
  • Present the Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting; file a copy with the District Executive Committee; and if a registered charity, to the appropriate charity regulator if the regulator’s rules require it
  • Maintain confidentiality with regard to appropriate Executive Committee business
  • Where staff or contractors are employed, act as a responsible employer in accordance with Scouting’s values and relevant legislation
  • Ensure line management responsibilities for any employed staff are clearly established and communicated
  • The Group Executive Committee comprises:

Ex-officio Members: Persons entitled to be members because of their role in the Group

  • The Group Chair
  • The Group Secretary (Elected at AGM)
  • The Group Treasurer (Elected at AGM)
  • The Group Scout Leader
  • Assistant Group Scout Leader(s)
  • Group Scout Active Support Manager
  • The Group President and Vice President
  • The Sponsoring Authority or its Nominee

Holders of the following appointments must expressly indicate at the AGM (in writing or orally at the meeting) that they are willing to serve on the Group Executive Committee

  • All Section Leaders (i.e. individuals holding a Beaver Scout Leader, Cub Scout Leader or Scout Leader role)
  • Explorer Scout Leader(s) (as stated in the Partnership Agreement)

Elected Members: Persons elected at the Group AGM, (these will not exceed six in number)

  • Parent Rep for Beavers
  • Parent Rep for Cubs
  • Parent Rep for Scouts
  • Parent Rep for Explorers

Nominated Members: Additional persons nominated by the Group Scout Leader to the following posts:

  • Quartermaster
  • Training Manager
  • Safety Officer
  • Keeper of the Fabric

The nominations must be approved at the Group Annual General Meeting; the number of nominated members must not exceed the number of elected members

Co-opted Members:  Persons may be co-opted annually by the Group Executive Committee and have full voting rights provided they opt in to become trustees.  The number of co-opted members must not exceed the number of elected members

  • None
  1. Right of Attendance
  • The District Commissioner and the District Chair have the right of attendance at meetings of the Group Executive Committee
  1. Additional Requirements for sub-Committees:
  • Sub-Committees consist of members nominated by the Committee
  • The Group Scout Leader and the Group Chair will be ex-officio members of any sub-committee of the Group Executive Committee
  • Any fundraising committee must include at least two members of the Group Executive Committee. No Section Leader or Assistant Leader may serve on such a fundraising subcommittee, but may participate or provide information should they wish
  1. Additional Requirements for Charity Trustees:
  • All ex-officio, elected, nominated and co-opted members of the Group Executive Committee are Charity Trustees of the Scout Group, which is a registered charity
  • Only persons aged 18 and over may be full voting members of the Group Executive Committee because of their status as Charity Trustees (however the views of young people in the Group must be taken into consideration)
  • Certain people are disqualified from being Charity Trustees by virtue of the Charities Acts
  • Charity Trustees are responsible for ensuring compliance with all relevant legislation including the Data Protection Act 2018

c)    The Management Team Meetings

  1. Membership of the Management Team Meeting consists of the Group Scout Leader as chair, all Assistant Group Scout Leaders, the Group Scout Active Support Manager and the Group Chair.
  2. The role of the Management Team Meeting is to:
  • Strategically plan for the sections including, but not limited to
  1. Section sizes
  2. Leader numbers and positions
  3. Equipment requirements
  4. Whole Group Events
  5. Training Compliance (conformance to the requirements of the adult training scheme)
  6. Balance of programme (as delivered to young people in each section)
  • To keep the Group Executive Committee advised of the financial and other resource requirements of the training programme
  • The Management Team Meetings will be convened at least once per term or more frequently if circumstances require it

d)   Section Leaders’ Meetings

  1. Membership of the Section Leaders’ Meeting consists of the Group Scout Leader as chair, all Assistant Group Scout Leaders, all Section Leaders, including Explorer Scout Section Leaders if stated in the partnership agreement.
  2. The role of the Section Leader’ Meetings is to:
  • Promote liaison between the sections and specifically to aid:
    • Moving up between sections
    • Link-up activities between sections
  • To keep the Management Team advised of the financial and other resource requirements to support the application of the adult training scheme.
  • The Section Leaders’ Meetings will be convened at least once per term or more frequently if circumstances require it

e)    The Group Scouters’ Meeting

  1. Membership of the Group Scouters’ Meeting consists of the Group Scout Leader as chair, all Section Leaders and Assistant Leaders and the Group Scout Active Support Manager. Explorer Scout Leaders may be included if stated in the partnership agreement
  2. The role of the Group Scouters’ Meeting is to:
  • Consider the well-being and development of each Member of the Group
  • Ensure the progress of each Member through the programme
  • Plan and co-ordinate all the Group’s activities
  • To keep the Group Executive Committee advised of the financial and other resource requirements to support the application of the adult training scheme
  • The Group Scouters’ Meeting will be convened one per year, or more frequently if circumstances require it.

f)     Conduct of Meetings

  1. Only members as defined above may vote in meetings of the Group Scout Council and the Group Executive Committee
  2. Decisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the chair does not have a casting vote and the matter is taken not to have been carried
  • The Group Scout Council set the definition of a quorum for meetings of the Group Scout Council shall be 17 and the Group Executive Committee shall be 7 and its sub-Committees 3.
  1. Meetings, including the AGM will be face to face where possible, with the option of members participating online or by phone via a suitable platform
  2. “Virtual” meetings may be used under exceptional circumstances provided adequate notice is given. This will be two weeks for all meetings with the exception of the AGM, which will be a minimum of 4 weeks.
  3. Where a virtual meeting is undertaken adequate provision will be made for participants who are not able to join to make written submissions