This constitution describes the role, membership and operation of the Scout Council, and the Trustee Board.
The Scout Council will re-adopt their constitution at each Annual General Meeting.
|1||The Scout Council – membership|
|1.1||The Scout Council is the body which has charity governance responsibility for Scouting in the Group.
The Trustee Board is accountable to the Scout Council.
|1.2||Membership of the Scout Council does not provide membership of the Scouts.|
|1.3||There are four categories of membership of each Scout Council:
|1.4||A Secretary must ensure that nominated Scout Council Members are recorded in the minutes of the Scout Council meeting which is normally the Annual General Meeting.
Nominated Scout Council members must not be recorded on The Scout Association’s membership system.
Ex officio Scout Council members must not be recorded as Scout Council Members on The Scout Association’s membership system.
|2||Group Scout Council membership|
|2.1||The ex officio members of the Group Scout Council are:
We do not have any nominated members at present. However, for reference the nominated members of the Group Scout Council are other supporters of the Group appointed by the Group Scout Council on the recommendation of the Group Scout Leader and the Group Trustee Board. The number of nominated members must not exceed the number of ex officio members.
A nominated member of the Group Scout Council must be appointed for a fixed period not exceeding three years. Subsequent reappointments are permitted.
|2.2||The County Commissioner has a right of attendance at all Group Scout Council meetings in the County.|
|3||Scout Council – Annual General Meeting|
|3.1||Each Scout Council must hold an Annual General Meeting within six months of the end of the charity’s financial year.|
|3.2||The Annual General Meeting must:
|3.3||Following each Annual General Meeting, the Secretary must ensure that:
|3.4||It is good practice for the Trustee Board to verify the draft Minutes of the Annual General Meeting at their first meeting following the Annual General Meeting, even though the minutes cannot be formally approved until the charity’s next Annual General Meeting.|
|3.5||Governance roles must be distinct to help manage conflict of interest. This means that the roles of Chair and Treasurer must not be combined in any way.|
|4||Trustee Board – purpose|
|4.1||The Trustee Board is a team of volunteers who work together, as charity Trustees, to make sure the Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.
Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.
|4.2||The Trustee Board must act in the charity’s best interests, acting with reasonable care and skill and take steps to be confident that:
|4.3||The Trustee Board members must themselves collectively:
|4.4||A Trustee Board may create sub-committees to manage the work it deems necessary ensuring that:
Members of sub-committees are not Trustees unless they are members of the Trustee Board.
|5||Trustee Board – membership|
|5.1||Subject to the conflict of interest rules (see Chapter 16 and the definition of ‘conflict of interest in the Definitions chapter), a Trustee may be a member of more than one Trustee Board.|
|5.2||Ex officio, nominated, elected and co-opted members of the Trustee Board are charity Trustees of the Group.
People invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.
|5.3||Certain people are disqualified from being charity trustees by virtue of the Charities Acts. (See rule 184.108.40.206)|
|5.4||Some Groups, Districts and Counties may also need to register as a charity. (See Rule 13.1.2).|
|5.5||All Trustees must complete training as specified in Rule 16.2.1 and the Roles Table.|
|5.6||At County and District, all Trustee Boards and any sub-committees should, wherever possible, have as full voting members at least two people aged between their 18th and 25th birthdays.
Groups are encouraged to follow this good practice wherever possible.
|6||The Group Trustee Board|
|7||Trustee Board – Conduct of meetings|
|7.1||Only members of a Trustee Board (as defined above) may vote in meetings of the Trustee Board.|
|7.2||At its Annual General Meeting, the Scout Council must make a resolution defining a quorum for meetings of the Scout Council and the Trustee Board and its sub-Committees.|
|7.3||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.|
|7.4||In order to discharge their responsibilities, the Trustee Board may meet by telephone and/or video conference as well as face to face when agreed by the appropriate Chair. This includes ‘hybrid’ meetings, where some members join by telephone or video.|
|7.5||Electronic voting (such as email) is allowed for decision making of the Trustee Board when deemed appropriate by the Chair (for example, where a pressing matter arises between meetings). In such instances at least 75% of its members must approve the decision, and the outcome of the voting must be reported and recorded in the minutes at the next Trustee Board meeting.|
7th Farnham (Elstead) Scout Group
Scout Association Group Reg No. 10010541
The Youth Centre
Surrey, GU8 6DG
Beavers (Fridays – 17:30 to 18:45)
Cubs (Fridays – 18:15 to 19:45)
Scouts (Thursdays – 19:00 to 20:45)
Explorers (Thursdays – 19:30 to 21:30)