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Upholland Scouts Constitution

14 March 2022

  UPHOLLAND SCOUTS

CONSTITUTION

  1. TERMS
    1. This is the constitution of the First Upholland Scout Group (henceforth called the Group) formed in 1918. The Group is part of the Scout Association and works within the Association’s Policy, Organisation and Rules. Any conflict between this constitution and the Policy, Organisation and Rules shall be construed in favour of the Policy, Organisation and Rules.
  1. The Group is part of the Ormskirk District in the scout County of West Lancashire. Reference to district or county roles is to these areas.
  • MANAGEMENT OF THE GROUP: MANAGEMENT COMMITTEES
  • The Group Scout CouncilThe 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.
  • Membership of the Group Council is open to:
  • Scouters;
  • Colony, Pack and Troop Assistants;
  • Skills Instructors;
  • Administrators;
  • Advisers;
  • Patrol Leaders;
  • all parents of Beaver Scouts, Cub Scouts and Scouts;
  • Members of the Covenant Council of UpHolland, as the Group’s sponsoring body, or;
  • 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 Council.
  • The District Commissioner and District Chairman are ex officio members of the Group Council.
  • Membership of the Group Council ceases upon:
  • the resignation of the member;
  • the dissolution of the Council, or;
  • the termination of membership by Headquarters following a recommendation by the Group Executive Committee.
  • The Group Council must hold an Annual General Meeting within six months of the financial year end to:
  • approve 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.
  • The Group Executive CommitteeThe Group Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of their appointment. The Committee is responsible for:
  • the maintenance and management of the Group’s property and equipment;
  • the raising of funds and the administration of the Group’s finance;
  • the insurance of persons, property and equipment;
  • Group public occasions;
  • assisting with the recruitment of Leaders and other adult support.
  • The Group Executive Committee consists of:
    • Ex officio members
  • The Group Chair;
  • The Group Secretary;
  • The Group Treasurer;
  • The Group Scout Leader;
  • The Assistant Group Scout Leader;
  • All Section Leaders and Section Assistants;
  • The Group Quartermaster
  • A nominee from the UpHolland Covenant Council, as the Sponsoring Authority.
    • Nominated Members
  • persons nominated by the Group Scout Leader. The nominations must be approved at the Group Annual General Meeting and the number of nominated members must not exceed the number of elected members
    • Elected Members
  • persons elected at the Group Annual General Meeting
    • Co-opted Members
  • persons co-opted annually by the Group Executive Committee
  • the number of co-opted members must not exceed the number of elected members.
  • Right of Attendance
    • the District Commissioner and the District Chairman have the right of attendance at meetings of the Group Executive Committee.
    • any member of the Group Scout Council has the right of attendance at meetings of the Groups Executive Committee, although they have no voting rights.
  • The Group Executive Committee may establish any sub-Committees that it deems necessary.
  • The Group Scout Leader and the Group Chairman will be ex officio members of any sub-Committee of the Group Executive Committee.
  • Any fund raising committee must include at least two members of the Group Executive Committee, in addition to the ex officio members.
  • A Scout Group is an educational charity. Members of the Group Executive Committee are the charity trustees of the Scout Group. All members of the Group Executive Committee must be eligible to be charity trustees.
  • Only persons aged 18 and over may be full voting members of the Group Executive Committee because of their status as charity trustees.
  • Certain people are disqualified from being charity trustees by virtue of the Charities Acts. Charity trustees are responsible for complying with all the legislation applicable to charities.
  • The Executive Committee will meet at least four times each year, but may meet more often at the discretion of the Group Chair in consultation with the Group Scout Leader. One of these occasions may be the Annual Group Scout Council meeting.
  • The Group Scouters’ Meeting
    • Membership of the Group Scouters’ Meeting consists of the Group Scout Leader as Chair, all Section Leaders, Assistant Leaders, Helpers, Skills Instructors and Young Leaders within the Group.
  • 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 of the training programme.
  • CONDUCT OF MEETINGS
    • Only members as defined for each committee may vote in the respective meetings. Only eligible members in attendance at meetings will be eligible to vote at that meeting.
  • 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 of that meeting does not have a casting vote and the matter is taken not to have been carried.
  • RESOLVING DISPUTES
    • Any disputes within the group, or complaints against any adult or youth member of the group will be resolved in accordance with the Scout Association’s Complaints Procedure in Policy, Organisation and Rules.
  • KEY ROLES
    • Group Chair

The Group Chair is the Chair of the Group’s Executive Committee. His/Her role is

  • to assist the Group Scout Leader in the effective operation of the Scout Group, by leading and supporting Group administrators in accordance with the Policy, Organisation and Rules of The Scout Association
  • to support the Group Scout Leader in the management of the Group and its sections
  • to Chair the Group Scout Council and ensure
  • to Chair the Group Executive Committee, ensure the committee complies with the legislation relevant to charity trustees and ensure the committee meets on a regular basis
  • to undertake any other work agreed with the Executive Committee or the Group Scout Leader
  • the Group chair may not be a current Warranted Leader
  • Group Treasurer

The role of the Group Treasurer is to:

  • act as Treasurer to the Group Scout Council and the Group Executive Committee
  • provide sound administration in respect of the obligations according to the Scout Association’s Policy, Organisation and Rules, including: insurance, fundraising, maintenance of Group Property, with support from the Group Quartermaster where appropriate.
  • ensure completion of the Annual Scout Group Accounts in accordance with the guidelines laid down by the Charity Commission
  • receive all monies on behalf of the Scout Group, to keep account of all funds and payout on the authorisation of the Group Executive Committee
  • Be a full and active member of the Group Executive Committee
  • the Group Treasurer may not be a current Warranted Leader
  • Group Secretary

The role of the Group Secretary is to:

  • act as Secretary to the Group Scout Council and Group Executive Committee
  • Provide sound administration in respect of the obligations according to POR, including: inventories of Group equipment.
  • Ensure completion of the Group Annual Census return
  • Ensure documents relating to the ownership of property and equipment and all other legal and official documents are kept in a safe and secure place, ensuring there is a full recovery of all files stored electronically
  • Be a full and active member of the Group Executive Committee
  • the Group secretary may not be a current Warranted Leader

Constitution agreed by the Annual General Meeting of the Group on Friday 28 June 2019

Chris Skinkis

………………………………………………. Philip Winstanley Group Chairman

    J D Lechmere  

…… …………………………………………..John Lechmere    Group Secretary