Group Constitution and Policies – 2017

The Constitution and Policies of the Macclesfield Parish Church Scout and Guide Group (MPCSG)

Revision date:  May 2017 v1.1  (FINAL)

Section 1 – Group Constitution

The Group Constitution document outlines the structure of the Scout and Guide Group, it’s organisation and any specific local policies.     It complements existing content of Scouting’s P.O.R. and the Girlguiding Manual.    In the event of any contradiction between these documents, the national organisation rules take precedent.

1.1 The Macclesfield Parish Church Scout and Guide Group incorporates:

Scout Association:  6th Macclesfield Beaver Scouts, Cub Scouts, Scouts
Girlguiding UK:       2nd Macclesfield Rainbow Guides, Brownie Guides, Guides and Seniors
Scout Active Support team

1.2 For section and association events, each section should use the section titles above, or the group name.   The group name may be abbreviated to “Macc Parish” where required.

1.3 For Group activities and concerns, all sections should work in conjunction with the Group Scout Leader and the Group Executive Committee.

1.4 The Group Executive Committee.   

1.4.1      The Executive Committee is the electoral body which supports Scouting and Guiding in the Group, and comprises the registered Group Trustees.    Group Trustees are registered with the Charities Commission and are responsible for the overall management of the Group.   Trustees are legally required to ensure that good practice is followed; Trustees who act in breach of their legal duties can be held responsible for consequences that flow from such a breach and for any loss the charity incurs as a result.    Further details can be found on the Charities Commission Website.

1.4.2 All members of the Group Executive Committee must be aged 18 or over and have a valid disclosure and barring service (DBS) clearance.

1.4.3. Trustees must complete any required training for the Scout Association and/or Guide Association as defined in Scouting’s P.O.R. and/or The Guiding Manual

1.4.4   The Group Executive committee is led by the Group Chairman and consists of the following members:

  • The Group Chairman
  • The Group Treasurer
  • The Group Secretary
  • The Group Scout Leader
  • The Assistant Group Scout Leader (representing the leadership of the Scouting section leaders)
  • The Assistant Group Guide Leader (representing the leadership of the Guiding section leaders)

1.4.5 Section leaders and other members of the Group Steering Committee may also sit on the Executive committee if expressly requested either orally or in writing and agreed at the AGM; however they must adhere to the Executive Committee requirements outlined in this document.

1.4.6 The Group Scout Leader may also nominate additional trustees orally in writing and these must be agreed at the AGM.   The number of nominated members must not exceed the number of elected members.

1.4.7 The Group Executive Committee can also co-opt members to the Executive orally or in writing, and these must be agreed at the AGM.   The number of co-opted members must not exceed the number of elected members.

1.4.8 With the exception of the Group Scout Leader, Trustee appointments are made annually by election at the Group Annual General Meeting.  Each requires a nomination and a seconder, as well as a majority vote.

1.4.9 Membership of the Trustees Committee ceases upon:

  • Resignation of the member
  • Dissolution of the council
  • Termination of membership by headquarters following a recommendation by the Group Executive Committee
  • Termination of membership by headquarters for any other reason

1.4.10 In the event of a headquarters membership suspension; membership of the Group Executive Committee is suspended; and re-instated only when headquarters suspension is lifted.

1.4.11  Scout and Guide association Commissioners and District Chairpersons have right of attendance at any meeting of the Group Executive.

1.4.12 Meetings of the Group Executive Committee can be called at any time, no less than three times yearly. They are led by the Group Chairman, and arranged by the Group Secretary.

 

1.5 The Group Council.

1.5.1      The Group Council is the body which supports Scouting and Guiding in the Group, and holds the Group Trustees and Group Scout Leader accountable for actions taken in the group.
1.5.2 Membership of the Group Council is open to:

  • Group Trustees
  • Section Leaders and their assistants
  • Group Active Support Members
  • Skills instructors and advisors
  • Administrators
  • Youth members
  • Parents (represented by section parent representatives)
  • A representative of Macclesfield Parish Church
  • Explorer scout leaders where a partnership agreement exists

1.5.3 The Scout and Guide District Commissioners and District Chairpersons are ex-officio members of the Group Council.

1.5.4 Membership of the Group Steering Committee ceases upon:

  • Resignation of the member
  • Dissolution of the council
  • Termination of membership by headquarters following a recommendation by the Group Executive Committee
  • Termination of membership by headquarters for any other reason

1.5.5 In the event of a headquarters membership suspension; membership of the Group Council is suspended; and re-instated only when headquarters suspension is lifted.

1.5.6 Meetings of the Group Council can be called at any time, no less than twice yearly. They are led by the Group Chairman, and arranged by the Group Secretary.

 

1.6 Additional committees

1.6.1 The Group Executive Committee may appoint additional sub committees where needed, for example where additional fundraising or projects are identified.

1.6.2 The Group Scout Leader and Group Chairman are ex-officio members of any sub-committee

1.6.3 Any fundraising committee must include two members of the Group Executive Committee in addition to ex-officio members.   No section leader or assistant section leader may server on a fundraising committee.

 

1.7 Section Leaders Meetings

1.7.1 Section Leaders meetings are chaired by the nominated leader of the section and are open to all section leaders, assistants and section volunteers.

17.2. Section meetings take place once a term as a minimum.     Minutes of meetings are sent to the Group secretary for filing.

 

PART 2

GROUP SPECIFIC POLICIES

2.0 Complaints process

2.0.1  The Group Scout Leader is responsible for following up any complaints relating to the group or its sections.

2.0.2 All complaints are handled in confidence; however Scouting or Guiding Commissioners will be contacted where appropriate for assistance and guidance.

2.0.3 Any issues relating to safeguarding will be handled according to the processes of the Scout Association or GirlGuidingUK.

2.0.4 Where a complaint is made against the Group Scout Leader, the Group Chairman takes responsibility for follow up.

 

2.1 Group Financial management

2.1.1 All financial activities of all sections are managed through the Group Treasurer

2.1.2 All expenditure over £50 requires approval from the Group Treasurer and the Group Scout Leader.

2.1.3  All income and expenditure must be documented on the appropriate forms provided by the Group Treasurer.

2.1.4 Any sponsored event forms must include the Group name, registered charity number, and provide opportunity for gift aid declaration.   A standard template is available from the treasurer for this purpose.

 

2.2 Building custodianship

2.2.1 All sections are responsible for the general upkeep and cleanliness of the hall, and will ensure the hall is left in a sound condition at the end of each meeting.

2.2.2 Any safety concerns or maintenance issues must be reported to the Group Scout Leader and Building Manager immediately by phone or email.

 

2.3 Photograph, Internet and Social Media Policy

2.3.1 Photographs of the young people may be taken during events and activities for publicity and training documentation purposes.

2.3.2 Photographs may be used in the press, on the website and/or on social media sites providing that individuals are not identified by full name.

2.3.3 Parents may opt out of the photograph policy by written notice to the section leader, who has a duty to inform others in the group of the opt out.

2.3.4 Photograph opt out may not be possible to control at large scale events or in public locations.

2.3.5 Content posted on social media groups and the website will be removed on request from parents/guardians.

2.3.6 Parent email addresses will be added periodically to the news mailing list for the group.   Removal from the group will be actioned on request.

 

 

This constitution and policy document is dated 17th June 2017 and was ratified and adopted at the Group A.G.M.

 

Date of next review: June 2018