Local Scouts governance
Information for Group Lead Volunteers
Group constitution requirement
Summarising POR 5.3 https://www.scouts.org.uk/por/5-local-governance-and-finance-of-groups-districts-counties/#5.3Every charity must have an agreed constitution. Although every charity can agree its own constitution, it is very strongly encouraged that each Group adopt the constitution that is shown in POR Chapter 5.4 .
The model constitution describes the role, membership and operation of the Scout Council, and the Trustee Board. In the interest of openness, especially for new members of the Scout Council, the Scout Council should re-adopt their charity’s constitution at each Annual General Meeting. This must be recorded in the minutes of the Annual General Meeting.
RECOMMENDED
A Group which adopts unchanged the model constitution in POR 5.4 should record in their Annual General Meeting minutes that 'POR 5.4 is fully adopted as its constitution'. It is NOT necessary to create separate copies of this section of POR.
NOT RECOMMENDED
A Group which adopts the model constitution in POR 5.4 but makes a local amendment to the model constitution must record in the minutes of their Annual General Meeting:
the adoption of the model constitution in POR 5.4 as the basis of their constitution.
It is NOT necessary to create separate copies of this section of POR.the specifics of the local amendment(s) that it has adopted.
clear reasoning for the local amendment.
Suggested meeting schedule
Summarising Opening and Support https://www.scouts.org.uk/volunteers/growing-scouts/starting-a-new-section/stage-5-opening-and-support/Letting people know about meetings in advance – and communicating what they might expect to discuss at each one – will be key to making sure everyone has a chance to contribute.
Regular meetings help us make sure everyone gets to make an impact, that information is shared and that plans are in place. It is good practice to agree the dates for the year ahead at the September Trustee meeting.
This is a suggested meeting schedule:
Trustee meetings – September, December, March, June
Section meetings – October, January, April, July
Leadership team meetings – November, February, May
Leadership Team meetings
Leadership team meetings are a great opportunity for section team leads and GLVs to come together to review the programme, make plans and take the group forward.
In a leadership meeting, you might go over:
Group feedback and updates from the GLV
Sections' reports – chatting through the last and next three months
Any opportunities for the sections or the whole group to link together
How you can bring more young people and/or adults into Scouts
How the actions of the sections and group can be even more shaped by young people
Section meetings
Section meetings are an opportunity to get together as a section to discuss a variety of things – and make a variety of decisions – together.
They’re usually attended by the section’s:
Leaders
Assistant leaders
Section assistants
Young leaders who want to come along
In a section meeting, you might go over:
The last three months, including the best bits and the challenges
The activities you have planned, or would like to plan in the future
Any upcoming camps
Who’s doing what in all of these areas
Trustee Board meetings
Trustee Board meetings are an opportunity to discuss the group’s needs, including how the group is governed and run and how fundraising is managed.
They’re usually attended by the Group’s:
Section Team Leads
Chairman
Treasurer
Group Lead Volunteer
Parent representatives from each section
Young leaders, if possible.
In an executive meeting, you might go over the:
Group Lead Volunteer report – getting an update on learning, chatting through the last and next three months or looking at what sort of opportunities are arising
Treasurer report – looking at the health of your current finances and costs coming in and out
Section Team Leader’s report – chatting through the last and next three months, flagging if and when any young people moving on and going over any future support needed
Young leader’s report – looking at how youth-shaped the group is being at the moment and how it could do even better
Parent rep’s report – looking through feedback from member’s parents
Health and safety of the group
For more information, take a look at our Trustee Board Meeting agenda prompts.
Review this information alongside updated digital system and volunteers systems to ensure you understand the most recent guidance.
https://www.scouts.org.uk/volunteers/volunteer-experience/