Constitution

The Trustee Board is accountable to the Scout Council.

1. Ex officio
2. Nominated
3. Right of attendance

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.

1. all adult members of the Group – see Group roles listed in the Chapter 16 Roles Table
2. all Patrol Leaders of the Troop(s) in the Group
3. parents or carers of Beavers, Cubs and Scouts
4. Explorers
5. parents and carers of Explorers
6. the District Commissioner
7. the District Trustee Board Chair

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.

1. Undertake governance oversight

• adopt (or re-adopt) the constitution of the charity (See rule 5.3).
• note the dates of charity’s financial year
• agree the number of members that may be elected to the Trustee Board
• agree the quorum for each of:
  • meetings of the Scout Council
  • meetings of the Trustee Board
  • meetings of any sub-Committees

1. Review the previous year

• receive and consider the Trustees’ Annual Report and the annual statement of accounts prepared by the Trustee Board.
• The accounts must have completed their examination by an appropriate auditor, independent examiner, or scrutineer.
• The Trustees’ Annual Report and Accounts presented to the Scout Council must include the formal report prepared by the auditor, independent examiner, or scrutineer.

1. Make appointments

• approve the Group Scout Leader’s nomination of the Chair of the Trustee Board
• approve the Group Scout Leader’s nomination of members of the Trustee Board
• elect a Secretary
• elect a Treasurer to the Trustee Board
• if applicable, elect Trustees to the Trustee Board
• if applicable, approve the appointment (or re-appointment) of any Presidents or Vice Presidents

1. all nominated or elected Trustees are recorded on the membership system, as required by Rule 16.1.3
2. the Trustee Annual Report and Accounts are filed as described in Rule 5.5

Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.

1. The charity is:

• well managed
• carrying out its purposes for the public benefit
• complying with the charity’s governing document and the law
• managing the charity’s resources responsibly

1. the charity is operating compliant with POR, including effective management of the Key Policies listed in chapter 2 – The Equal Opportunities Policy, Privacy and Data Protection Policy, Religious Policy, Safeguarding Policy, Safety Policy, Vetting Policy, Youth Member Anti-bullying Policy.
2. young people are meaningfully involved in decision making at all levels
3. there are sufficient resources (funds, people, property and equipment) available to meet the planned work of the Group including delivery of the high quality programme and resource requirements of the training programme (Rule 4.2.2)
4. the Scouts has a positive image in the local community

1. develop and maintain a risk register, including putting in place appropriate mitigations
2. ensure that the charity’s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the charity
3. maintain and manage:

• a reserves policy for the charity (including a plan for use of reserves outside the ‘minimum’)
• an investment policy for the charity
• a public benefit statement for the charity

1. ensure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the charity is properly protected and maintained
2. promote and support the development of Scouting in the local area.
3. ensure the appointment and management and operation of any sub-committees, including appointing a Chair to lead the sub-committee
4. ensure that effective administration is in place to support the work of the Trustee Board
5. appoint any Administrators, Advisers and co-opted members of the Trustee Board
6. ensure transparency of operation, including:

• prepare and approve the Annual Accounts and arrange their examination by an auditor, independent examiner or scrutineer as appropriate and as appointed by the Scout Council at their Annual General Meeting
• prepare and approve the Trustees’ Annual Report (which must include the Annual Accounts)
• present the approved Trustees’ Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting (AGM)
• following the AGM, ensure that a copy of the Trustee Annual Report and Accounts is sent to the District or County Trustee Board administration and, if a registered charity, is filed with the appropriate charity regulator (if the regulator’s rules require it).

1. take responsibility for adherence to Data Protection Legislation recognising that, dependent on circumstances, it will at different times act as a Data Controller and as a Data Processor
2. individually and collectively maintain confidentiality regarding appropriate Trustee Board business

1. where staff are employed:

• act as a responsible employer in accordance with Scouting’s values and relevant legislation
• ensure that effective line management is in place for each employed staff member and that these are clearly established and communicated
• ensure that appropriate specific personnel insurance is in place

1. the purpose of each sub-committee is clear and has been agreed by the Trustee Board
2. each sub-committee of the Trustee Board consists of members approved by the Trustee Board
3. the Chair of the Trustee Board is an ex officio member of each sub-committee
4. the Group Scout Leader is an ex officio member of each sub-committee

Members of sub-committees are not Trustees unless they are members of the Trustee Board.

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.

Groups are encouraged to follow this good practice wherever possible.

1. The ex officio members of a Group Trustee Board are:

• The Group Chair
• The Group Secretary (if appointed as a Trustee)
• The Group Treasurer
• The Group Scout Leader
• The Deputy Group Scout Leader
• All persons with a Section Leader role in a Beaver, Cub or Scout section in the Group, subject to that Section Leader stating to the AGM (in writing or orally at the meeting) that they are willing to be an ex officio member of the Group Trustee Board. (See also the introduction to Rule 4.6.)
• The Explorer Leader, subject to that Explorer Leader expressly indicating to the AGM (in writing or orally at the meeting) that they are willing to perform such a function.

1. The elected members of a Group Trustee Board are persons elected by the Group Scout Council at the Group Annual General Meeting. The actual number of persons elected must be the subject of a resolution by the Group Scout Council at their AGM. There must be a maximum of six elected members.
2. The nominated members of a Group Trustee Board are persons nominated by the Group Scout Leader, in consultation with the Group Chair. The nominations must be approved at the Group Annual General Meeting. The number of nominated members must not exceed the actual number of elected members.
3. The co-opted members of a Group Trustee Board are persons co-opted annually by the Group Trustee Board. The number of co-opted members must not exceed the actual number of elected members.
4. The District Commissioner, the District Chair and the County Commissioner each have the right of attendance at meetings of each of the Group Trustee Boards in the Districts or in the County.