THE CONSTITUTION

OF

5TH RISCA SCOUT GROUP

Dated 19^th June 2018 and replacing any prior constitutions held in the name of 5th Risca Scout Group

Part 1: Context

1.1 The Purpose of Scouting

Scouting in the UK is organised through The Scout Association. The Scout Association has a clear purpose:

To help young people achieve their full physical, intellectual, social and spiritual potential as individuals, as responsible citizens and as members of their local, national and international communities.

The Scout Association’s method of meeting the purpose of Scouting is through the balanced programme.

1.2 The Scout Method

Scouting uses a Method, which is young people, in partnership with adults:

• enjoying what they are doing;
• learning by doing;
• participating in varied and progressive activities;
• making choices for themselves;
• taking responsibility for their own actions;
• working in groups;
• taking increasing responsibility for others;
• taking part in activities outdoors;
• sharing in prayer and worship;
• making and living out their Promise.

1.3   The Balanced Programme  

The balanced programme provides a framework for the progression of training, activities and awards that covers everything that young people do in Scouting from the ages of 6 to 25. It involves helping young people to grow through six tailored programme zones:

• Community;
• Global;
• Beliefs and Attitudes;
• Outdoor and Adventure;
• Creative Expression;
• Fit for life;  

The Programme is everything we do as Scouts – it includes the activities and the badges, the challenges and awards.

1.4 Key Policies

The Scout Association has adopted key policies relating to:

• Child Protection
• Anti‐Bullying
• Safety
• Equal Opportunities
• Religion
• Development.

These can be found in the latest edition of the Policy, Organisation & Rules of The Scout Association.

1.5 Structure of the Scout Association

Scouting in the United Kingdom is organised in Scout Groups, Scout Districts, Scout Counties/Areas and Country Headquarters. These units of Scouting provide:

• Support;
• Channels for communication;
• Opportunities for youth Members and adults to make decisions and take responsibility;
• Functional units through which the design and delivery of the youth programme can be best achieved.

The Scout Group is the local organisation for Scouting. It combines together the different sections and comprises of one or more of any or all of the following:

• a Beaver Scout Colony;
• a Cub Scout Pack
• a Scout Troop.

A group can also consist of any number of sections in the different age groups. All sections in a Scout Group provide co‐educational Scouting.

Additionally, a Group may also include one or more Group Scout Active Support Units. An Explorer Scout Unit may also be attached to a Scout Group.

1.6 Registration of Scout Groups

A Scout Group cannot exist unless it has a current registration with the Scout Association. 5th Risca Scout Group was initially registered with the Scout Association on 7th July 1945 under group registration number 23912 as 5th Risca (St Marys) Scout Group, and then subsequently varied its registration on 6th February 1970 as 5th Risca Scout Group.

Registration is renewed annually by completing and submitting an annual registration and census return as directed by Headquarters. Registration renewal also requires the payment of the Headquarters Membership Subscription and any District, Area and National Membership Subscriptions payable.

The registration, suspension, and alteration or cancellation of Group Registration are matters for the appropriate District Commissioner and District Executive Committee.

Charity Law does not permit a Scout Group to transfer from the Scout Association to any other body whether calling itself a Scout organisation or by any other name.

1.7 Our Aim

The aim of 5th Risca Scout Group is to provide exciting and adventurous Scouting to children in the Risca, Pontymister and Ty Sign areas from age 6 to 14 in accordance with the Policies, Organisation and Rules of The Scout Association.

Part 2: Management of 5th Risca Scout Group

5th Risca Scout Group is an autonomous organisation holding its property and equipment and admitting young people to membership of 5th Risca Scout Group subject to the policy and rules of The Scout Association.

5th Risca Scout Group is a not‐for‐profit organisation and is a Registered Educational Charity. 5th Risca Scout Group is led by a Group Scout Leader and managed by a Group Executive Committee. They are accountable to the Group Scout Council for the satisfactory running of the Group. The Group Scout Leader is assisted and supported by the Group Leadership Team and Group Supporters in the delivery of the balanced programme for young people within the Group.

Part 3: The Group Scout Council

The Group Scout Council is the electoral body, which supports Scouting in 5th Risca Scout Group. It is the body to which the Group Executive Committee is accountable.

3.1 Membership

Membership of the Group Scout Council is open to:

• All appointed Leaders in the Group;
• Colony, Pack and Troop Assistants;
• Occasional Helpers
• Group Scout Active Support members;
• Skills Instructors;
• Administrators;
• Advisers;
• Patrol Leaders;
• Parents of Beaver Scouts, Cub Scouts and Scouts;
• Any other supporters including former Scouts and their parents who may be admitted by the Group Scout Leader or the Group Executive Committee;

The District Commissioner and District Chair are ex‐officio 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.

3.2 Meetings

The Group Scout Council must hold an Annual General Meeting within six months of 31st December (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.

The quorum for meetings of the Group Scout Council is 10, which must include the Group Scout Leader or Group Chair plus 2 other members of the Group Executive Committee. Postal, electronic or proxy voting will count as attendance at the meeting.

28 days notice should normally be given before a meeting of the Group Scout Council is held, except in exceptional circumstances where there are urgent matters to be put to the Group Scout Council and approval has been given by the District Commissioner for a meeting of the Group Scout Council to be held with less than 28 days notice. Notice should be in writing, including electronic means, and should be publicised on recognised public social media platforms held in the name of 5th Risca Scout Group.

3.3 Appointments and Elections

The positions of Group Chair, Group Secretary and Group Treasurer cannot be held by an appointed Scouter.

Members of the Group Council wishing to stand for election to the Group Executive Committee should make their intention known to the Group Scout Leader or Group Chair at least 21 days before the date of the meeting at which the election will take place. Only if no one has notified the Group Scout Leader or Group Chair in this way that they wish to stand for election to a particular position will people be allowed to put themselves forward at the meeting itself for that position.

Those already holding a non-executive appointment in Scouting (whether at 5^th Risca Scout Group or elsewhere) will only be able to stand for election or re-election to the Group Executive Committee on the approval of their line manager, who should take the individual’s personal responsibility, qualifications, abilities, experience and capacity to undertake the role of a charity trustee into account when making their decision.

The Group Executive may appoint a returning officer from its membership to oversee any written votes, or to implement, monitor and maintain any suitable electronic means of allowing members of the Group Council to place their vote.

No individual can hold more than one nominated, elected or co‐opted position on the Group Executive Committee.

Appointments on the Group Executive Committee may be terminated by:

• The resignation of the holder;
• The cancellation of an appointment in the case of an ex-officio member (such as during an Appointment Review)
• The unanimous resolution of all other members of the Group Executive Committee;
• The expiry of the period of the appointment;
• Confirmation by Headquarters of the termination of the appointment in the event of the cancellation of the registration of the Group.

Any person who is subject to suspension by The Scout Association shall not be entitled to attend meetings of the Group Executive Committee during the period of suspension, and they shall not have an entitlement to vote during that period.

All persons becoming members of the Group Executive Committee must complete the Scout Association’s appointments process which includes enquiries which The Scout Association deem fit for such a role.

Part 4: The Group Executive Committee

4.1 The Responsibilities of the Group Executive Committee

The Group Executive Committee supports the Group Scout Leader and ensures the effective administration of the Scout Group. The Group Scout Leader nominates the Group Chair and the relationship should be one of partnership and mutual support.   The Group Executive Committee aims to make sure that the Scout Group has the facilities and resources needed to deliver good Scouting in the Group.

4.2 Responsibility

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 and this constitution
• 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. 
• Manage and implement the Safety Policy locally
• Ensure that a positive image of Scouting exists in the local community.
• Appoint and manage the operation of any sub-Committees, including appointing Chairmen 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. (See Rule 13.3) 
• Maintain confidentiality with regard to appropriate Executive Committee business. 
• Where staff are employed, act as a responsible employer in accordance with Scouting’s values and relevant legislation. 
• Ensure line management responsibilities for  employed staff are clearly established and communicated.

4.3 Membership

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 (i.e. individuals holding a Beaver Scout Leader, Cub Scout Leader or Scout Leader role) subject to that Section Leader expressly indicating to the AGM (in writing or orally at the meeting) that they are willing to perform such a function.
• The Explorer Scout Leader (if stated in a Partnership Agreement and subject to that Explorer Scout Leader expressly indicating to the AGM (in writing or orally at the meeting) that they are willing to perform such a function);

Nominated Members

• The Group Chair
• Up to three other persons nominated by the Group Scout Leader.

The nominations must be approved at the Group Annual General Meeting.

Elected Members

• The Group Secretary
• The Group Treasurer
• In addition to these, a number of people corresponding to the number of active colonies, packs, and troops in the Group. Ideally these people should be parents; one from each section of the Group.

Elections will take place at the Group’s Annual General Meeting.

Co‐opted Members

• Persons co‐opted annually by the Group Executive Committee.

Honorary Members

• Persons who through service to 5th Risca Scout Group are deemed worthy of this recognition.
• Proposed and seconded by members of the Group Executive Committee and approved by the Group Scout Council.
• Position to be held for a fixed term; no longer than 5 years.

The number of nominated, co‐opted, and honorary members together must not exceed the number of elected members.

4.4 Meetings

The Group Executive Committee should formally meet at least four times during each calendar year (not including the AGM of the Group Scout Council). The quorum for meetings of the Group Executive Committee is three voting members, one of whom must be the Group Scout Leader or Group Chair. When a Section Leader is unable to attend a Group Executive Committee meeting, with the approval of the Group Scout Leader they may, in exceptional circumstances, be represented by and voted on behalf by an Assistant Leader from their section.

4.5 Procedure for Meetings

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to. If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. 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.

4.6 Right of Attendance

The District Commissioner and the District Chair will be provided with notice of all meetings of the Group Executive Committee and have the right of attendance at meetings of the Group Executive Committee.

4.7 Sub‐Committees

The Group Executive Committee may establish any sub‐committees that it deems necessary. 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, in addition to the ex‐officio members. No Section Leader or Assistant Leader may serve on such a fundraising sub‐Committee.

4.8 Conducting meetings via electronic means

Meetings of the Group Executive Committee and it’s sub-committees may be conducted via any electronic means deemed suitable by the Group Executive Committee (such as, but not limited to, video conferencing or other autonymous online conferencing facility), provided that the method is accessible to all members who would have otherwise attended a conventional face-to-face meeting. Decisions made in any such meetings shall hold the same weight as if conducted via conventional means.

Additionally, decisions of the Group Executive Committee may be conducted or voted upon using closed Social Media methods deemed suitable by the Group Executive Committee (such as, but not limited to, Facebook groups or Facebook messenger), provided that a quorum of the Executive Committee has indicated their vote using that method, and that the method is open to all those holding membership of the Group Executive Committee. Decisions made using such methods hold the same weight as if conducted via conventional means, however must be noted at the next meeting of the Group Executive Committee and must be minuted as such.

4.9 Charitable Status

As 5th Risca Scout Group is an educational charity, the following members of the Group Executive Committee are the charity trustees:

• Nominated members
• Elected members
• Co‐opted members
• Ex‐officio members will be asked at the Annual General Meeting whether they wish to and are able to take on this responsibility. If they are not present at the meeting, they are able to submit their decision in writing.

Before becoming members of the Group Executive Committee, prospective members must be made aware of the qualifications for becoming and the responsibilities of being a charity trustee. 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.  

Part 5: Finance

5.1 Budgeting and Expenditure

The Group Executive Committee must ensure that proper financial planning and budgetary control is operated within the Group. Changes to subscriptions charged by Sections of their members require the approval of the Group Executive Committee. All expenditure not specifically delegated to the Sections must be approved by the Group Executive Committee to ensure that the Group can meet any liability so incurred, and that any such expenditure is being made in the best interests of the Group.

When entering into any financial or contractual obligation or commitment with another party, the persons concerned should make it clear to the other party that they are acting on behalf of the Group and not in a personal capacity, and the address of the Group Secretary should be used for all correspondence.

5.2 Authority for emergency expenditure

In extraordinary circumstances, the Group Scout Leader and Group Chair together have the authority to make an emergency expenditure decision outside of a meeting of the Group Executive Committee. This must be a joint decision, and must be done after consultation with the Group Treasurer. Any such emergency expenditure will be brought to the attention of the Group Executive Committee at its next meeting, together with an explanation as to the extraordinary circumstances which meant that the expenditure had to be made prior to the approval of the Group Executive Committee. Expenditure of this type shall be in exceptional circumstances only.

5.3 Funds administered by Sections

Each Section must itself administer sums collected through subscriptions, charged for section activities, and/or allocated to it by the Group Executive Committee. All funds administered by sections remain the assets of 5th Risca Scout Group and must be consolidated into the Group accounts at the end of the financial year. Each Section must keep a proper cash account which must be produced, together with supporting vouchers and the cash balance, to the Group Treasurer at least once in each period of three months. If agreed by the Group Executive Committee, sections may hold their own bank accounts subject to same rules as the main Group account, see below.

5.4 Bank Accounts

All monies received by or on behalf of the Group either directly or via supporters, must be paid into a bank account held in the name of the Group. This account may, alternatively, be a National Savings account or a building society account.

The Group bank account(s) will be operated by the Group Treasurer and other persons authorised by the Group Executive Committee.

The Section bank accounts (when held) will be operated by the Section Leader, other leader if designated to administer the sections accounts, and the Group Treasurer.

A minimum of two signatories must be required for any withdrawals.

Under no circumstances must any monies received by a Section or supporter on behalf of the Group be paid into a private bank account.

Cash received at a specific activity may only be used to defray expenses of that same specific activity if the Group Executive Committee has so authorised beforehand and if a proper account of the receipts and payments is kept.

The bank(s) at which the Group account(s) are held must be instructed to certify the balance(s) at the end of the financial period direct to the scrutineer, independent examiner or auditor as appropriate.

5.5 Books of Account

As a separate educational charity, 5th Risca Scout Group is under a statutory obligation to keep proper books of account. A statement of accounts must be prepared annually and be scrutinised, independently examined or audited as appropriate in accordance with the rules of the Scout Association. This statement must account for all monies received or paid on behalf of the Group, including all Sections and Committees. Signed copies of the annual report and accounts must be sent to the District Treasurer within the 14 days following the Group's Annual General Meeting at which the annual report and accounts were received and considered. A copy of the annual report and accounts must also be sent to the Charity Commissioners within ten months of the financial year end. Statements of account and all existing accounting records must be preserved for at least six years from the end of the financial year in which they are made, or for such longer period as may be required by H.M. Revenue and Customs.

Part 6: Intellectual Property

Any work carried out by members of the Group Scout Council and on it’s behalf, remains the intellectual property of 5th Risca Group Scout Council. As such, all electronic documents must be adequately stored and protected in a manner deemed suitable by the Group Executive Committee. All content posted publicly on recognised Social Media Networks held clearly in the name of 5th Risca Scout Group become the intellectual property of 5th Risca Scout Group. The Group Chair and Group Scout Leader shall always have the most current passwords to any Social Media or other online accounts held in the name of 5th Risca Scout Group, and any access delegated to others shall be at the discretion of the Group Scout Leader. 

Part 7: This Constitution

All changes to this constitution must be approved by a meeting of the Group Scout Council. Minor changes can be provisionally approved by the Group Executive Committee, and brought into effect pending full approval the Group Scout Council. In event of a significant change being needed before the next Annual General Meeting of the Group Scout Council, then an Extraordinary meeting of the Council should be sought.

This document is based on the Scout Association’s “Policy, Organisation and Rules” (P.O.R.). Where the two differ, this constitution has jurisdiction over 5th Risca Scout Group. When P.O.R. is updated, the relevant changes will be reviewed by the Group Scout Leader, and appropriate changes proposed to 5th Risca Scout Group’s constitution if necessary.

For any matter not covered in this constitution, reference should be made to P.O.R. The rules or recommendation made therein will then apply to 5th Risca Scout Group until consideration by the Group Executive Committee and/or the constitution is amended.

Signed by

On the authority of the Group Scout Council by resolution.