To provide for the collection and preservation of scouting memorabilia of all kinds, The Victorian Scout Heritage Centre has been established.
It is located in a cottage in Como Park above the Yarra River in the City of Stonnington.
The Stonnington City Council, which has always supported Scouting, gave the Victorian Scout Heritage Centre the use of Como Cottage in the corner of Como Park, which is about four kilometres from the centre of Melbourne. The cottage had been moved about 200 metres from the bank of the River Yarra to its present site in about 1907 to house the caretaker of the park. Development of the park freed the cottage for the archives and it was appropriately renamed "Sithin Brownsea" which is Old English for "since Brownsea".
B-P published his Aids to Scouting for the British Army in 1899 and there is little doubt that the germ of the idea of Scouting for Boys came to him during the siege of Mafeking in 1899-1900, when the boys of that town did such a fine job, under their "Patrol Leader," Corporal Goodyear.
A few years later, after he had returned to England a hero, and had become Inspector General of Cavalry, he was asked if he could adapt Aids to
Scouting for boy training.
Encouraged by the support he received for the idea, our Founder mapped out a scheme, and, in 1907, he held a trial camp at Brownsea Island in Dorset. Scouting for Boys was published in 1908 in six fortnightly-parts at four-pence a copy. This brought the book to the customers - the boys - who purchased 16,000 in a fortnight. Scouting had started!
Spontaneously, small groups of boys formed themselves into gangs (patrols), elected a leader, and later took the initiative of asking local men to become Scoutmasters. And so the Movement commenced in Victoria as it did in other places.
It is very difficult to name the first Troop to start in Victoria, but towards the end of 1908, Troops existed in Malvern, Carlton, Albert Park, Brighton, Caulfield (its Scout Master was E.G. Lister), Hawksburn, Ivanhoe, Camberwell, South Melbourne, Toorak, and the YMCA. From 1909 onwards, scouting spread.
The Victorian Scout Heritage Centre houses a very valuable collection, which has been catalogued by computer and is administered by an archivist and a committee.
In 1973 a New Design was introduced for Scouting in Australia and in the process the Victorian Headquarters of Scouting received a facelift. The late Dick Milne, a member of the Victorian Training Team since the days of the first Jamboree held in Australia in 1934, happened to see a load of papers and books which had been consigned to the rubbish tip.
Amongst this material were the Registration Books from the earliest years of Scouts in Victoria. He rescued them and took them to his home. This was the foundation of the Victorian Scout Heritage Centre.
Records kept in the time book show that members of the Victorian Scout Heritage Centre have spent over 20,000 hours working at the Centre, but this does not include what must be at least an equal time spent by them in working at home.
Cataloguing was commenced on cards, but when the first thousand items had been produced, a computer was obtained and, with the special programs and procedures developed, many thousands of entries have been made which cover every item of the collection. There are twenty categories, including books, periodicals and the many varieties of memorabilia. At the same time, items such as scout magazines are being indexed and included in the computer files. With detailed entries for the collections of membership lists, awards, badges, scarves, pennants and photographs, as well as material filed by subject in 475 files in a set of filing cabinets, searches are made for information to answer the wide range of requests that are received. The first two of the fourteen Registration Books are now included, and facilitate those searching for details of some thousands of members.
Information of all kinds is collected and put into the files to be available in the future. This is an urgent matter, as those who have this knowledge have to be found and asked. They never have it written down anywhere and think that no one is interested in such things. When they come to the Centre their memories are "jogged" and this is the time to record their reminiscences.
With each year that passes, it becomes more important than ever to collect and preserve historical material such as books, magazines, reports, photographs, memorabilia and membership records. If you have any such items, or know of any ex-leader or scout who may be able to help, please advise the Victorian Scout Heritage Centre c/o Branch Headquarters.
The National Executive Council of the Scout Association of Australia issues the publication The Scout Association of Australia, Policy and Rules, 1996. (Abbreviated to APR in this manual.)
The Scout Association of Australia, Policy and Rules, 1996 was adopted by the National Council of The Scout Association of Australia in accordance with the Royal Charter, as a statement of policy and practice for the conduct of Scouting in Australia and is binding on all formations, members and supporters of the Movement.
As each Branch of the Movement within Australia functions in accordance with its Constitution and By-laws, it became the responsibility of each Branch to formulate those rules necessary to conduct the Organization requirements of its members.
A document was produced to complement the National Policy and Rules with the Organization rules required to manage the Victorian Branch. See page .
Branch Policy is determined by resolution from time to time by the Branch Executive Committee. Current Branch policy on the subjects listed below is set out in the following documents.
Policy &
Rules
P. 2.9.4 Health Smoking Current issue of Branch Info Book
Alcohol
Drugs
P.3.15 Administration of Youth Current issue of Branch Info Book
and Adult Members
P.4.3 District and Alternative Current issue of Branch Info Book
Support Structure
P.5.4 Young People as Current issue of Branch Info Book Instructors/Helpers
P 5.5 Procedures for Management Personnel Committee Handbook
of Adults (a copy is available for inspection by application to the Committee)
P.7.3 Rules for conducting of Activities Current issue of Branch Info Book
P.8 Finance, Property, Branch Leader Manual
Legal Protection
Insurance Current issue of Branch Info Book
P.9.3 Public Statements Current issue of Branch Info Book
R.3.5.5 Conflict Solving District Personnel Committee Manual (a copy is available for inspection by application to the Committee)
R.12.2.6. Accidents Current issue of Branch Info Book
“Emergency and Incidents”
R.13.5 Recognition of Good Service Branch Leader Manual
of Adult Leaders Guidelines for “Drafting Recommendations for Good Service Awards”
The Victorian Branch is administered by a decentralized structure through a Region, District, and Group format based on geographical locality. The Branch Executive Committee may alter these geographical localities from time to time.
The present structure consists of the following Regions and Districts,
Region Districts
Eastern Cardinia, East Gippsland, Strzelecki, Mt Baw Baw, South Gippsland, Wellington
Geelong Barwon, Geelong Peninsula, Geelong Rivers, Otway Plains
Hoadley Brimbank, Djerriwarrh, Hume, Kariwara, Macedon Ranges, Merri Plains, Moonee Valley, Moreland, Werribee Plains
Independent Bendigo, Golden Eureka, Kulin, Pyrenees, Sunraysia
Districts
North West Mallee, Northern, Wimmera
Northern Alpine Gateway, Greater Shepparton, Murray Valley, River Gums, Tilba Tilba, Upper Murray
South Metro Bayside, Casey, Frankston, Glen Eira, Glen Waverley, Greater Dandenong, Kingston, Mornington Peninsula, Mount Waverley, Stonnington
The Branch Executive Committee under the provisions of Clause 24 (v) of The Scout Association of Australia, Victorian Branch by-laws is empowered to make and vary and repeal orders for the regulation of the affairs of the Branch or for the Groups or bodies of Scouts for the time being controlled by the Branch or any of them. It is similarly empowered to make by-laws under provisions of APR, P 3.1(2).
Such by-laws and any subsequent amendment thereof must be submitted to the Branch Executive Committee for approval and shall not be effective until approval is given.
BY-LAWS OF THE..........REGION
1. BOUNDARIES
The geographical locality to be administered by the Region Association shall be..........
This geographical locality may be altered by the Branch Executive Committee from time to time.
2. REGION ASSOCIATION
To provide support and accountability of the Districts to their communities, a Region Association may be formed, which has broad community representation. Region Association shall have By-laws approved by the Branch to regulate its operation and shall meet at least annually to receive a report from the Region Executive Committee and the Region Commissioner.
2.1 Membership
(1) The Region President, (where such a position exists).
(2) All Commissioners Certificated and working within the Region.
(3) The Region Vice-Presidents (if any), the Region Chairperson, Region Treasurer, Region Secretary, and Region Vice-Chairperson (if any), and any Life Member of the Region, except where any of these offices are held by paid officers or servants of the Scout Association of Australia working within the Region.
(4) The Chairperson of each District Association within the Region, together with two other representatives appointed annually by the District Association, of whom one shall be an Adult Leader other than a Commissioner and one shall not be an Adult Leader.
(5) Other persons elected annually by the Region Association itself including representatives of bodies with which it is desired to maintain co-operation -e.g. Region Rover Council, Guides Victoria, local education authorities, religious bodies, other organizations and the Baden Powell Guild of Australia.
2.2 Functions
(i) To promote the welfare of the Movement in the Region, and to arrange for the harmonious co-operation between the District Associations and with other organizations.
(ii) To act in conjunction with the Region Commissioner in all matters connected with Region finance and property and in the appointment and retirement of the Region Treasurer and Region Secretary.
(iii) To appoint an Executive Committee, with such sub-committees, of which members need not be members of the Region Association, as may be found desirable for special duties.
(iv) When required by Branch Headquarters, collect each year from all District Associations and Groups within those Associations, Census Returns and properly audited statements of receipts and expenditure and return them promptly to Branch Headquarters.
(v) To prepare a statement of Income and Expenditure and a Balance Sheet, duly audited, in respect of each financial year for submission to the Annual Meeting of the Region Association each year, and to forward to Branch Headquarters a copy of such Statement and Balance Sheet duly certified by the Region Secretary and Region Treasurer to be correct copy and in accordance with directions issued from time to time by Branch Headquarters.
2.3 Annual Meeting
2.3.1 The Annual Meeting of the Region Association shall be held each year in the month of July. Fourteen days notice of this meeting shall be given by written notice handed to or posted to the last known address of each member of the Region Association.
2.3.2 The business of the Annual Meeting shall include:
(i) Adoption of the Annual Report, audited accounts and presentation of a schedule of Region Association Property. (Copies to be forwarded to Branch Executive Committee within one month)
(ii) Appointment of a Chairperson, Secretary, and Treasurer (No person to hold more than one position)
(iii) Appointment of members of the Region Executive Committee, Standing Committees and other committees deemed necessary.
(iv) Election of new, associate and co-opted members.
(v) Appointment of two delegates to the Branch Association.
(vi) The appointment of Auditor, who shall be a person certified to carry out such duties.
2.4 Special Meetings
The Meeting of the Region Association shall be called on the authority of the Branch Executive Committee, Region Commissioner, region Association, the President or Chairman of the Region Association or on the signed request by at least ten members of the Region Association. Within seven days of receipt of such direction or request, the Region Secretary shall call a special meeting by written notice handed personally to or posted to the last known address of each member of the Region Association giving not less than seven days' notice of the meeting. The purpose for which a special meeting is called shall be specified in the notice convening the meeting and no other business shall be transacted at such meeting.
2.5 Quorum
At the meeting of the Region Association, ten members present shall form a quorum.
2.6 Voting
2.6.1 Voting at Region Association meetings shall be confined to members of the present Region Council.
2.6.2 Each member of the Region Association shall have a deliberate vote except the Chairperson who shall have a casting vote only.
2.6.3 All matters to be determined at meetings of the Region Association shall be determined by a simple majority of the members present and voting.
2.7 Membership of Associate Members
No person shall be admitted to associate membership during the period of 28 days preceding the Annual Meeting of the Region Council.
2.8 Membership of Co-opted Members
The membership of members co-opted for special duties shall cease immediately prior to the next Annual Meeting after their appointment.
3. REGION EXECUTIVE COMMITTEE
3.1 The Region Executive Committee may consist of:
(i) The Region Commissioner;
(ii) The Region President;
(iii) Chairperson, Secretary, Treasurer and Chairpersons of appointed sub-committees;
(iv) Representative from each District Association within the Region;
(v) Up to ten persons from the members of the Region Association. Five to be uniformed members, five to be lay persons;
(vi) Co-opted members. Limited to half the number of present Region Executive Committee members; and
(vii) Representative from the Region Rover Council.
3.2 Quorum
Half of the members of the Region Executive Committee shall form a quorum for a meeting.
4. MEETINGS
The Region Executive Committee should meet monthly. Not less than seven days' notice shall be given of regular meetings and not less than three days' notice of special meetings.
A special meeting shall be called on the authority of the President, Chairman or Region Commissioner or on the written request of at least five members of the Region Executive Committee. The purpose for which a special meeting is called shall be specified in the notice convening the meeting and no other business shall be transacted at such meeting.
4.1. Voting
4.1.1 Each member of the Region Executive Committee shall have a deliberative vote except the Chairman who shall have a casting vote only.
4.1.2 All matters to be determined at meetings shall be determined by a simple majority of members present and voting.
5. SUB-COMMITTEES
5.1 The Region Executive Committee may appoint sub-committees for special purposes associated with the objects or functions of the Region Association and may delegate any of its powers to such sub-committees as it may prescribe. E.g. Finance, Property, Boating.
5.2 Region Personnel Committee
A Region Personnel Committee may be appointed in accordance with the Branch District Personnel Committee Handbook, to carry out the duties defined therein, to effectively develop, monitor and review adult leadership within the Region.
6. POWERS AND FUNCTIONS OF THE REGION EXECUTIVE COMMITTEE
The Region Executive Committee shall, between meetings of the Region Association, exercise all the powers and functions and carry out the objects of the Region Association, with the exception of the powers specifically reserved to the Region Association.
7. FINANCE
7.1 All moneys received shall be paid to the Hon. Treasurer or Hon. Secretary of the Region Association.
7.2 All funds of the Region Association shall be paid to the credit of the Region Association’s bank account as early as practicable and in any case within seven days of receipt and the accounts shall be operated upon by the signatures of members of the Region Executive Committee being not fewer than two as the Region Executive Committee shall determine. The bank account shall be in the name of The Scout Association of Australia, Region Association and specify the account when more than one account is being operated.
7.3 The bank account of any Sub-Committee shall be in the name of The Scout Association of Australia ................
Region Association (Sub Committees name).
7.4 Any method of raising finance must conform to the policy of The Scout Association of Australia -Victorian Branch.
8. CONTRACTING AND BORROWING POWERS
The Region Executive Committee may contract and may borrow upon such terms and conditions as the Region Executive Committee may from time to time by resolution approve, and may give such security as may be approved by the Region Executive Committee PROVIDED ALWAYS that the prior consent of The Branch Executive Committee of the Scout Association of Australia - Victorian Branch, shall have been obtained to:
8.1 any borrowing transaction and to the terms and conditions of any security proposed to be given; and
8.2 the incurring of any debt or liability in an amount which by itself, or when combined with any related transactions, would exceed the reasonably projected current year income of the Region Association.
9. PROPERTY
All Region Association property shall be held in the name of the Scout Association of Australia, Victorian Branch Council.
10. DISAGREEMENTS
Where the Region Executive Committee and the Region Commissioner are unable to agree in any case, the matter must be immediately referred to the Branch Executive Committee.
11. SUSPENSIONS
The Branch Executive Committee or Chief Commissioner may at any time suspend the operations of the Region Association/Region Executive Committee pending investigation. In the event of suspension the Region Association/Region Executive Committee will take no part in Scouting Activities. On completion of investigation, the Branch Executive Committee will either lift the suspension or de-register the Region Association/Region Executive Committee. In the event of de-registration the Region Association/Region Executive Committee will immediately cease to operate and hand all records in its possession to the Branch Executive Committee.
12. INTERPRETATION
These By-laws shall be read in conjunction with and be subject to The Scout Association of Australia, Victorian Branch Act of Incorporation and Constitution and Organization Rules of the Scout Association of Australia Policy and Rules 1996.
13. AMENDMENTS
These By-laws may be amended only by the Branch Executive Committee.
14. ADOPTION
Adopted at a General Meeting of the........................Region Association
held on the..............day of...................20….
Signed....................... President or Chairman
Signed....................... Honorary Secretary
Signed........................ Region Commissioner
Approved by the Branch Executive Committee
Signed...........................
Date...............................
Responsible to the Branch Chief Commissioner.
The Scout Region in the Victorian Branch is the geographically localised part of the Branch (State) Headquarters organization, made up of up to ten Scout Districts.
Consistent with the Adults in Scouting Strategy, the appointment of a Region Commissioner will be, by mutual agreement, for a period of three years, renewable by mutual agreement.
The functions of the Region Commissioner are, generally, to be responsible to the Chief Commissioner for the welfare, progress, and training of the members of the Branch in that Region and for the maintenance of the Policy and Rules of the Association, and in particular the appointment of office bearers and members of the Region Association and Executive Committee.
Inspiration and Personal Leadership. To inspire and enthuse scouting in the Region, particularly the District Commissioners.
Youth Program and General Support. To provide support through consultation and advice to Scout Districts within the Region boundaries in general and to District Commissioners in particular in the following areas:
a. The definition of performance standards to be achieved by the District (as
in “Let's Make a Group Plan”, for Scout Groups).
b. The preparation of plans to meet the Branch’s, Districts’ and
Groups’ objectives.
c. Youth Program and Training activities, and maintain close liaison with the
Region Rover Council.
d. Marketing and Promotion of the Scout Movement, including personal and visible
support to Scout Districts and their members.
e. Development and growth of Scouting within the Region, so that every young
person has the opportunity to participate in the Scout Program.
f. Support and monitor the progress of Scout Districts in the Region through
development planning, including goal setting and review, through on-going consultation.
This includes adequate staffing of Districts and training as leaders of adults.
g. Strongly encourage Scout Groups within the Region to develop complete Groups
with the five sections and ensure that all members are properly registered.
Numbers in each section should be that the section can operate effectively to
the benefit of its members.
Adults in Scouting
a. To implement staffing and personnel practices and relevant administration
that conform to the Adults in scouting strategy, formally adopted by The Scout
Association of Australia and its Victorian Branch.
b. To support and oversee the implementation of the Adult Code of Conduct and
the Duty of Care policy within the Region.
c. To secure the services of persons suitable for appointment as Commissioners
and to deal with their selection, training, appointment and performance review.
d. To oversee the implementation of the training and development of adults in
particular, the on-going and on-the-job training of District Commissioners,
as a personal responsibility
e. To promote the organization and effective working of District Association
Executive bodies and receives from Districts, within two months of the end of
their Scout year, copies of their annual report, including membership census
and audited accounts, with a schedule of District property.
f. To ensure that a Management Committee is established for any Region camp or
activity site.
Problem Solving
a. To investigate and settle disputes between members of the Movement as required.
b. To give decisions and, where appropriate, to report to the Chief Commissioner
on all matters referred to him/her, as directed in the APR, in particular in
any case of disagreement between a District Commissioner and District Executive.
Effective Communication
a. Co-operate, and maintain good relations with other Youth Organisations in
the Community, particularly Guides Australia and with community leaders generally.
b. To be responsible for the functions of the District Commissioner, in any District
where a vacancy occurs, until such time as the appointment of a new District
Commissioner can be recommended to the Chief Commissioner.
Review and Recognize Performance
a. Together with the District Commissioner, assess the performance of the District.
b. To discuss with the Chief Commissioner, the recommendations of the District
Commissioner concerned, on the registration of the Scout Groups within each
District, including the de-registration of Scout Groups, when the performance
standards for the delivery of Scouting are not or cannot in a reasonable time
be met by a Scout Group.
c. To deal with Decorations and Awards according to Branch procedures.
THE SCOUT ASSOCIATION OF AUSTRALIA
VICTORIAN BRANCH
Incorporated in the State of Victoria by The Boy Scouts Association Act, 1932 (No.4092) as amended by the Scout Association Act, 1983 (No.9878)
INTRODUCTION
The Branch Executive Committee under the provisions of Clause 24 (v) of The Scout Association of Australia, Victorian Branch by-laws is empowered to make and vary and repeal orders for the regulation of the affairs of the Branch or for the Groups or bodies of Scouts for the time being controlled by the Branch or any of them. It is similarly empowered to make by-laws under provisions of APR R 3.1(2)
For guidance and direction of District Associations, the model form of the By-laws are set hereunder. Where local conditions warrant minor alteration in these By-laws a District Association may adopt such variations by submitting the By-laws through the Region Council (where such Region Council exists) to the Branch Executive Committee for approval but such variations shall not alter the general structure or tenor of the standard By-laws, and in any case, will not be approved by the Branch Executive Committee unless good reason can be shown for departure from the model form draft.
Such by-laws and any subsequent amendment thereof must be submitted through the Region Executive (where such Region Executive exists) to the Branch Executive Committee for approval and shall not be effective until such approval is given.
BY-LAWS OF THE...........................DISTRICT ASSOCIATION................................REGION
1. BOUNDARIES
The boundaries of the territory to be administered by the District Association shall be.............
These boundaries may be altered by the Branch Executive Committee from time to time on the recommendation of the Region Commissioner.
2. DISTRICT ASSOCIATION
To provide accountability of the District to the community, a District Association shall be formed, which has broad community representation. The District Association shall have By-laws approved by the Branch to regulate its operation and shall meet at least annually to receive a report from the District Executive Committee and the District Commissioner. APR 3.3
2.1 President Appointment
2.1.1 The District Association Executive Committee shall determine annually not less than 28 days before the date set for the Annual Meeting of the District Association, whether the office of President shall be appointed.
2.2 Annual Meeting
2.2.1 The Annual Meeting of the District Association shall be held each year in the month of May. Fourteen days notice of this meeting shall be given by written notice handed to or posted to the last known address of each member of the District Association.
2.2.2 The business of the Annual Meeting shall include:
(i) Adoption of the Annual Report, audited accounts and presentation of a schedule of District Association Property. Copies to be forwarded to Secretary, Region Executive Committee within three months).
(ii) Appointment of a Chairperson, Secretary, and Treasurer (no person to hold more than one position).
(iii) Appointment of members of the District Executive Committee, Standing Committees and other committees deemed necessary.
(iv) Election of new, associate and co-opted members.
(v) Appointment of two delegates to the Region Executive Committee.
(vi) The appointment of Auditor, who shall be a person certified to carry out such duties.(vii) Appoint three custodians for the District who will normally be the District Commissioner, Secretary and Treasurer
2.3 Special Meetings
The Meeting of the District Association shall be called on the authority of the Branch Executive Committee, Region Commissioner, Region Association, the President or Chairman of the District Association, the District Commissioner, or on the signed request by at least ten members of the District Association. Within seven days of receipt of such direction or request, the District Secretary shall call a special meeting by written notice handed personally to or posted to the last known address of each member of the District Association giving not less than seven days' notice of the meeting. The purpose for which a special meeting is called shall be specified in the notice convening the meeting and no other business shall be transacted at such meeting.
2.4 Quorum
At the meeting of the District Association, ten members present shall form a quorum.
2.5 Voting
2.5.1 Each member of the District Association shall have a deliberative vote except the Chairman who shall have a casting vote only.
2.5.2 All matters to be determined at meetings of the District Association shall be determined by a simple majority of the members present and voting.
2.6 Membership of Associate Members
No person shall be admitted to associate membership during the period of 28 days preceding the Annual Meeting of the District Association.
2.7 Membership of Co-opted Members
The membership of members co-opted for special duties shall cease immediately prior to the next Annual Meeting after their appointment.
3. DISTRICT EXECUTIVE COMMITTEE
3.1 The District Executive Committee shall consist of:-
(i) The District Commissioner
(ii) The District President (if such a position exists)
(iii) Chairperson, Secretary, Treasurer and Chairpersons of appointed sub-committees.
(iv) Up to ten persons from the members of the District Association. Five to be uniformed members, five to be lay persons.
(v) Co-opted members. Limited to half the number of present District Executive Committee members.
3.2 Quorum
Half the members of the District Executive Committee shall form a quorum for a
meeting.
4. MEETINGS
The District Association Executive Committee should meet monthly. Not less than seven days notice shall be given of regular meetings and not less than three days' notice of special meetings.
A special meeting shall be called on the authority of the President, Chairman or District Commissioner or on the written request of at least five members of the District Association Executive Committee. The purpose for which a special meeting is called shall be specified in the notice convening the meeting and no other business shall be transacted at such meeting.
4.1. Voting
4.1.1 Each member of the District Association Executive Committee shall have a deliberative vote except the Chairman who shall have a casting vote only.
All matters to be determined at meetings shall be determined by a simple majority of members present and voting.
5. SUB-COMMITTEES
5.1 The District Association Executive Committee may appoint sub-committees for special purposes associated with the objects or functions of the District Association and may delegate any of its powers to such sub-committees as it may prescribe. E.g. Finance, Property, Boating.
5.2 District Personnel Committee
A District Personnel Committee shall be appointed in accordance with the Victorian Branch, District Personnel Committee Handbook, to carry out the duties defined therein, to effectively develop, monitor and review adult leadership within the District.
6. FUNCTIONS OF THE DISTRICT EXECUTIVE COMMITTEE
6.1 Those functions described in APR 3.4.
6.2 To deal, as laid down, with matters allotted to it.
6.3 And in particular
(1) Appointment of Leaders.
Through the District Personnel Committee it should satisfy itself that each existing Management is a fit person in character and by example to be entrusted with the care of young people, in particular;
(a) Required qualifications to carry out the recommended position.
(b) A full appreciation of the Aims and Principles of the Scout Movement.
(c) Personal standing and character with a good moral influence and sufficient steadfastness of purpose to lead with energy and perseverance.
(d) Acceptance of the principle of obligatory training to obtain a Certificate of Adult Leadership within 12 months of acceptance as a leader and to complete training to Wood Badge within three years.
7. FINANCE
7.1 All moneys received shall be paid to the Hon. Treasurer or Hon. Secretary of the District Association.
7.2 All funds of the District Association shall be paid to the credit of the District Association's bank account as early as practicable and in any case within seven days of receipt and the accounts shall be operated upon by the signatures of members of the District Association being not fewer than two as the District Association shall determine. The bank account shall be in the name of The Scout Association of Australia, ................ District Association and specify the account when more than one account is being operated.
7.3 The bank account of any Sub-Committee shall be in the name of The Scout Association of Australia ................. District Association (Sub Committee’s name).
7.4 Any method of raising finance must conform to the policy of The Scout Association of Australia, Victorian Branch.
8. CONTRACTING AND BORROWING POWERS
The District Executive Committee may contract and may borrow upon such terms and conditions as the District Executive Committee may from time to time by resolution approve, and may give such security as may be approved by the District Executive Committee PROVIDED ALWAYS that the prior consent of The Branch Executive Committee of the Scout Association of Australia ............. Victorian Branch, shall have been obtained to:
8.1 any borrowing transaction and to the terms and conditions of any security proposed to be given; and
8.2 the incurring of any debt or liability in an amount which by itself or when combined with any related transactions would exceed the reasonably projected current year income of the District Association.
9. PROPERTY
All District Association property must be held in the name of The Scout Association of Australia, Victorian Branch.
10. DISAGREEMENTS
Where the District Association and the District Commissioner are unable to agree in any case, the matter must be immediately referred to the Region Commissioner.
11. SUSPENSIONS
The Branch Executive Committee or Region Commissioner may at any time suspend the operations of the District Association/District Executive Committee pending investigation. In the event of suspension the District Association/District Executive Committee will take no part in Scouting Activities. On completion of investigation by the Branch Executive Committee will either lift the suspension or de-register the District Association/District Executive Committee. In the event of de-registration the District Association/District Executive Committee will immediately cease to operate and hand all records in its possession to the Region Commissioner.
12. INTERPRETATION
These By-laws shall be read in conjunction with and be subject to The Scout Association of Australia, Victorian Branch Act of Incorporation, Constitution and Organization Rules and the Australian Policy and Rules of The Scout Association of Australia.
13. AMENDMENTS
These By-laws may be amended only by the Branch Executive Committee on the recommendation of the Region Executive Committee.
14. ADOPTION
Adopted at a General Meeting of the..................District Association
held on the............................day of 20…..
Signed..........................President or Chairman
Signed...........................Honorary Secretary
Signed...........................District Commissioner
Approved by the Region Executive Committee
Signed..............................
Date..............................
Approved by the Branch Executive Committee
Signed...........................
Date............................
Responsible to Region Commissioner
Broad Objectives
a. To maintain and oversee the improvement within the District.
b. To promote and co-operate Scouting activities within the District by means
of District staff
c. To provide support for the Group Leader and be aware of recruitment and selection
of Leaders.
d. To ensure the welfare, progress and training of the Movement and the maintenance
of the policies and rules of the Association.
e. To monitor the retention and advancement of Youth Members and Adult Leaders.
Functions
a. Provide support through consultation and advice to Scout Groups within the District in general, and to Group Leaders in particular, in the following areas:-
(1) The definition of performance standards in the achievement of the Group.
(2) The preparation of plans to meet the Group’s objectives.
(3) Staffing and personnel practices.
(4) Growth of the Movement.
(5). Youth program and training activities.
(6) Property and administration.
(7) Training of Leaders, including Advanced Training to Wood Badge.
(8) Personnel administration.
(9) Marketing and promotion of the Scout Movement.
(10) Appointment of the Office Bearers and Members of the District Association
and District Executive Committee.
b. Encourage the development of Scout Groups within the District so that every
young person who seeks membership has the opportunity to participate in the
Scout Movement.
c. Encourage Groups within the District to develop complete Groups.
d. To generally oversee the operation of the Scout Groups, ensure the Group Committee
endorses the Group plans and receives reports on their achievements.
e. Together with the Group Leader, assess the performance of the Group
f. To recommend the registration of Scout Groups within the District.
g. To recommend the de-registration of Scout Groups within the District when
the performance standards for the delivery of Scouting are not or cannot in
a reasonable time be met by the Group.
h. To investigate and settle disputes between members of the Movement as required.
i. To ensure a management committee is established for each camp or activity
site within a District and act as an ex-officio member of such committee.
j. To co-operate with and maintain good relations with other youth organizations
in the community, particularly Guides Australia, and with the Baden-Powell Scout
Guild and community leaders generally.
k. Ensure that all Group Committees attend to the appointment of a Group Leader
as a matter of the highest priority.
L. Ensure a Personal Leader Adviser (PLA) is appointed in accordance with APR
for each new Group Leader.
m. To visit Groups and advise how to conduct them on the lines laid down in Scouting
for Boys, APR, and current Leader and Scouting Handbooks.
n. To deal, as laid down, with all matters allotted to him/her under Policy &
Rules and in particular, with: -
(1) Adult membership.
(2) Honorary ranks.
(3) Group registration.
(4) Membership of Scouts.
(5) Decorations and Awards.
o. To exercise control over all visiting Joey Scouts, Cub Scouts, Scouts and
Venturer Scouts whether camping or not and, in the case of Rovers, to act for
the Branch Chief Commissioner in any situation requiring any immediate action.
If necessary the circumstances will be reported to the appropriate Commissioner
or Rover Council.
p. Report to the Region Commissioner on all matters pertaining to the outcome
of development, progress membership (Youth and Leader), standards, training
(Youth Members and Leaders) and future objectives of the District.
q. Attend Region meetings as required. Attend Group Committee meetings as requested.
Visit District and Group activities whenever possible, with the intention of
staying in touch, developing greater awareness of the District and its activities,
and encouraging communication and ensuring District support for the Groups.
r. Chair the District Council and attend the District Executive as part of the
management team.
s. Develop with the District staff and Group Leaders, a District development
plan.
Requirements
a. Have sound understanding and strong commitment to the implicit and explicit
philosophy and objectives of Scouting with a clear understanding of its distinctiveness
from other youth organizations
b. Enthusiasm and ability to motivate others, youth members and adults.
c. Ability to communicate with all levels in Scouting and community.
d. Be able to carry out investigations, write reports and recommendations.
e. If not already held, be prepared to complete a Leader of Adults Wood Badge
within twelve months of appointment.
Qualifications. (Australian Policy & Rules R4.4)
The Group Leader must be able to encourage the development of a complete Group, i.e., Joey Scouts, Cub Scouts, Scouts, Venturer Scouts and Rovers, and be able to carry out the functions allocated to the job.
The Group Leader does not hold any other appointment or perform any other function in the Group. If the job is done properly, it is as much as can be expected from any person in normal circumstances on a spare-time basis. There is simply not enough time for a Group Leader to do more than the Group Leader's job.
Should there be no Group Leader, the District Association and the District Commissioner select whoever of the Leaders in charge of a Section is best qualified by character, age and experience. If the Group consists of more than one Section, the District must consult the Group Council about the appointment. This is to ensure, as far as possible, that harmonious relations are maintained in the Group Council where the acceptance of a Group Leader by all Sections in the Group is vital to the success of his or her leadership.
Functions of the Group Leader. In general, these are matters that must be carried out by the Group Leader rather than any other member of the Group.
a. To develop in due course, a complete Group. The Scout method provides for training commencing with a youth of six years, and does not end until he/she becomes 26 years of age. This is done in five distinct stages, and the corresponding five Sections of the Group are all necessary for the complete training of its youth members.
b. To exercise general supervision over all Sections of the Group. The Group Leader must delegate the fullest amount of responsibility to the Leader in charge of each Section. It is very important that the Group Leader knows what is going on in the Section and the standard of training, which is being achieved, and that he/she gives enough directions to the Leaders to enable them to carry out the policy desired for the whole Group.
c. To act as chairman of the Group Council. The Group Council is the regular meeting of all certificated Leaders of the Group. It is at this meeting that the Section Leaders report to the Group Leader and advise of the needs of their Section and the progress of each individual in it. The Group Leader is then in a position to make requests of the Section Leaders, co-ordinate their activities, and liaise with the Group Committee.
d. To appoint the formation of a Group Committee. This is the body that makes it possible for the Leaders to do their job in the Group without having to spend the majority of their time providing facilities.
e. To deal with matters relating to membership. Both the youth members and the Leaders in a Group are continually changing, and the Group Leader must plan well ahead to decide in advance who and how many persons will come into the Group, what Leaders are required to operate each Section and how many assistants they need. The Venturer Scout Unit and Rover Crew, however, have the right to determine their own membership.
f. To ensure the continued progress of the individual. The success of Scout training is due, to a great extent, in the fact that it treats each person as an individual and makes provision for individual progress in the things which the Movement teaches. This progress is dependent on both the person's mental and physical development. While the Section Leaders should know the position of each youth member, it finally falls to the Group Leader to judge whether the person's progress is adequate and at what stage he/she should move from one Section to the next. Naturally this is best achieved by a harmonious decision between Section and Group Leader. The Group Leader should set out to know each member of the Group by name, background, interests, etc., so that a satisfactory judgement can be made.
g. To recruit and develop Section Leaders.. To ensure the training and development of all leaders in the Group and, in conjunction with Group Committee, to ensure recruitment of suitable Leaders.
And when they came to a place called Gilwell, a certain young Group Leader came unto the older one of his kind saying, “What shall I do to become an ace Group Leader?” And the old one said to him, “Take unto yourself a Group Leaders Wood Badge course; honour your Commissioner; attend Group Council, Group Committee and District Meetings; and set a good example. Thou shalt not let thy youth down and all that stuff.”
The young man said unto him, “All these things I have done, but my Group’s growth is weak.” The old man said unto him, “If thou wilt be successful, wake up to thyself and stop playing to the gallery and weep not for there is only one answer: enthusiasm and hard work.” But when the young man heard this he went away sorrowing, for he loved not to toil.
There it is, the key to success, difficult as it may sound -- work and enthusiasm and plenty of it. Nobody has achieved success without these ingredients. The following hints may help to ease the burden.
a. Know where your Group is heading. You can only do this by programming ahead,
and encouraging all Section Leaders to do the same.
b. A poorly organized set up is no inducement to would-be Leaders and helpers.
Hundreds of Leaders have been lost to the Movement because the Group Leader
is not doing his/her part.
c. Foster a good tradition in your Group. This will make youth members of the
future eager to emulate and even to do better than the Group’s previous
and current members.
d. The Movement requires mature men and women, not narrow-minded people who blame
their lack of success on others.
e. A quote from Baden-Powell – “When things go wrong, don't look
to the youth, but to yourself to find what is wrong. There is no teaching to
compare with example.”
f. Don't make promises about what you and the Group are going to do unless you
can be sure of what you say.
g. Never threaten to resign - unless you mean it.
h. You can always learn from others. Get out occasionally and see how others
do things. You'll find we have a great bunch of Leaders in Scouting who are
always prepared to help.
i. Insist on smartness of uniform and punctuality.
j. Should you have specialist skills in some youth training aspect (e.g. First
Aid, pioneering, or mapping) ensure you do not push Section Leaders to the side.
The best way is to be "invited" to join in the program of training, and to ask
what is required of you and carry it out to the letter. You should ensure you
work towards developing rapport with Youth Members and Leaders.
k. Be sure to give praise and thanks when things go right. Accept the blame when
things go wrong.
l. The age to resign is when you think you have nothing further to learn, and
nothing further to impart.
As soon as the Y1 form is completed, commence a Group Leader’s Record Card for the new member (use a book if you prefer). The Group Leader, who should also retain this record after the member has left the Group, should keep the name and personal particulars of every member in the Group. Make sure you enter the member's registration number when the Membership Certificate is returned.
This register should contain at least the following information:-
Full name.
Address
telephone number.
Parents' first names
occupations.
Date of joining
Date of advancement to various Sections
Date of birth
Religion (Denomination)
Registration number
The Section Leader will also have his/her own Record Card/History Sheet.
THE SCOUT ASSOCIATION OF AUSTRALIA
VICTORIAN BRANCH
Incorporated in the State of Victoria by The Boy Scouts Association Act, 1932 (No.4092) as amended by the Scout Association Act, 1983 (No.9878)
GROUP COMMITTEE BY-LAWS
INTRODUCTION
The Branch Executive Committee under the provisions of Clause 24 (v) of The Scout Association of Australia, Victorian Branch by-laws is empowered to make and vary and repeal orders for the regulation of the affairs of the Branch or for the Groups or bodies of Scouts for the time being controlled by the Branch or any of them. It is similarly empowered to make by-laws under provisions of APR R 3.1(2)
For guidance and direction of Group Committees, the model form of the BY-laws are set hereunder. Where local conditions warrant minor alteration in these By-laws a Group Committee may adopt such variations before submitting the By-laws through the District Association to the Branch Executive Committee for approval but such variations shall not alter the general structure or tenor of the standard By-laws, and in any case, will not be approved by the Branch Executive Committee unless good reason can be shown for departure from the model form draft.
Such by-laws and any subsequent amendment thereof must be submitted through the District Association to the Branch Executive Committee for approval and shall not be effective until approval is given.
BY-LAWS OF THE...........................GROUP COMMITTEE
DISTRICT.....................REGION.................
1. THE SCOUT GROUP
Group Committee Members are expected, as soon as practical after appointment, acquaint themselves with Section “R3 Support for Groups” of the Australian Policy and Rules.
2. MEMBERSHIP
2.1 Each Group shall have a Group Committee established and operating in accordance with Branch procedures to provide such support and resources as the Group may require.
2.2 The persons appointed shall be representatives of parents of Scouts, former Scouts, prominent members of the Community, Sponsoring Authority in the case of sponsored Groups, and others interested in the Group.
2.3 No Certificated Leader other than the Group Leader, or in the case of a Certificated Assistant Group Leader, shall be a member of the Group Committee.
2.4 Members of the Group Committee shall be appointed by the Group Leader for twelve months and shall be eligible for re-appointment at the next Annual General Meeting of the Group.
2.5 The Group Committee is not responsible for the training of uniformed members, this is the responsibility of the Group Leader.
3. FUNCTIONS
Functions of the Group Committee shall include -
3.1 Ensure the Group has adequate funding to enable it to provide high quality programs to the members at an acceptable cost.
3.2 Ensure proper records are kept and all funds are accounted for in accordance with Branch procedures and statutory requirements.
3.3 Arrange and provide suitable accommodation to enable the Group to carry out its training program.
3.4 Provide and maintain equipment requires by the Sections of the Group in liaison with the Group Council through the Group Leader.
3.5 Assist the Group Leader to recruit, retain and support Leaders for all Sections of the Group.
3 6 Recommend the appointment of a Group Leader to the District Commissioner who shall be the senior Leader of the Group, and carry out the functions prescribed in Australian Policy and Rules, R4.4.
3.7 Ensure that all persons in direct contact with the youth members of the Group are of exemplary character and are fit and proper persons to carry out their role of leading young people.
3.8 Assist the Group Leader with the implementation of the Group plan and receive reports on progress.
3.9 Establish and maintain good relationships with other community organisations and community leaders generally.
3.10 Convene an Annual General Meeting at which the audited financial accounts of the Group and the annual report of the Group Leader and Group Committee are presented.
3.11 To transmit annually to the District Association an audited statement of accounts and such information as it may require prior to the District Annual General Meeting. The audited financial accounts should include a complete schedule of all Group assets including both real estate and other.
4. MEETINGS
4.1 The Annual Meeting of the Group shall be held each year in the month of either March or April. Fourteen days notice of this meeting shall be given by written notice delivered to or posted to the last known address of each member of the Group.
The business of the Annual Meeting of the Group shall be:
4.1.1 Adoption of the Annual Report and Audited Accounts.
4.1.2 Announce the appointment of the Group Committee for the ensuring year by the Group Leader.
4.1.3 Appointment of the following Office Bearers - President/Chairperson, Hon. Secretary, Hon. Treasurer.
4.1.4 Appointment of an Auditor, who shall be a person qualified to carry out such duties.
4.1.5 Appointment of two delegates to the District Association.
5. ORDINARY MEETINGS
Ordinary meetings of the Group Committee shall be held monthly.
6. SPECIAL MEETINGS
A Special Meeting of the Group Committee shall be called on the authority of the President or on the signed request of at least five members of the Group Committee.
Within seven days of receipt of such direction or request, the Hon. Secretary shall call a Special Meeting by written notice handed personally to or posted to the last known address of each member of the Group Committee giving not less than seven days notice of the Meeting. The purpose for which the Meeting is called shall be specified in the notice convening the Meeting and no other business shall be transacted at such Meeting.
7. QUORUM
At any Meeting of the Group Committee half of the appointed members shall form a Quorum.
8. VOTING
8.1 Voting at meetings of the Group Committee shall be confined to those members appointed to the Group Committee by the Group Leader and listed in the Minute Book.
8.2 Each member of the Group Committee shall have a deliberative vote except the Chairperson who shall have a casting vote only.
8.3 All matters to be determined at Meetings of the Group Committee shall be determined by a simple majority of the members present and voting.
9. SUB-COMMITTEES
9.1 The Group Committee may appoint from its own members, Sub-Committees for any special purposes as may be deemed necessary and may, with the approval of the Group Leader co-opt other persons as members of any Sub-Committee. Such co-opted persons will not, by virtue of being co-opted, become members of the Group Committee.
9.2 In particular Ladies' Auxiliaries or similar bodies shall be Sub-Committees of the Group Committee and shall operate in accordance with these Rules.
9.3 All funds raised by such Sub-Committees shall be paid to the Group Committee to be used at the Group Committee's discretion.
10. FINANCE
10.1 All moneys received shall be paid to the Hon. Treasurer or Hon. Secretary of the Group Committee.
10.2 All funds of the Group Committee shall be paid to the credit of the Group Committee's bank account as early as practicable and in any case within seven days of receipt and the accounts shall be operated upon by the signatures of members of the Group Committee being not fewer than two as the Group Committee shall determine. The bank account shall be in the name of The Scout Association of Australia .................Group and specify the account when more than one account is being operated.
10.3 The bank account of any Sub-Committee including any Ladies' Auxiliary or similar Body shall be in the name of The Scout Association of Australia.................Group, [name of committee]
10.4 Any method of raising finance must conform to the policy and directives of The Scout Association of Australia -Victorian Branch.
10.5 The Group Financial year is from 1st January to 31st December each year.
11. CONTRACTING AND BORROWING POWERS
The Group Committee may contract and may borrow upon such terms and conditions as the Group Committee may from time to time by resolution approve, and may give such security as may be approved by the Group Committee PROVIDED ALWAYS that the prior consent of The Branch Executive Committee of the Scout Association of Australia - Victorian Branch, shall have been obtained to:
11.1 any borrowing transaction and to the terms and conditions of any security proposed to be given; and
11.2 the incurring of any debt or liability in an amount which by itself or when combined with any related transactions would exceed the reasonably projected current year income of the Group.
12. PROPERTY
All Group property must be held in the name The Scout Association of Australia, Victoria Branch [Group].
13. DUTIES OF OFFICERS
13.1 The President/Chairperson
The President/Chairperson will preside at all meetings of the Group Committee.
13.2 The Honorary Secretary
The Honorary Secretary shall act as Secretary to the Group Committee, and shall call Meetings of the Group Committee and of such Sub-Committees as the Group Committee may direct and shall give notice thereof in accordance with these Rules. He/she shall receive and reply to all correspondence, keep accurate Minutes and records of all Meetings of the Group Committee and of meetings of such Sub-Committees as the Group Committee may direct. He/she shall carry out such other duties as may be assigned to him/her by the President and the Group Leader. He/she may also receive monies payable to The Group or The Association and may pay the same to the Hon. Treasurer. He/she shall retain all books, correspondence and records of the Group Committee pertaining to the Hon. Secretary's office until such time as he/she retires or is requested in writing by the Group Leader, President of the Group Committee, District Association Secretary, Region Secretary or Executive Director of the Branch to hand them over.
13.3 The Honorary Treasurer
The Honorary Treasurer shall receive monies payable to the Group Committee and ensure that they are promptly banked accounted for, pay out monies on behalf of the Group Committee, keep an accurate account of all funds of the Group Committee and prepare and submit to each monthly meeting of the Group Committee a statement of receipts and expenditure. He/she shall prepare an annual statement of receipts and expenditure and a balance sheet for submission to the Auditor and to the annual meeting of the Group Committee. He/she shall retain in his/her possession all receipt butts, books of accounts, cheque books, and copies of annual statements and balance sheets pertaining to his/her office until such time as he/she retires or is requested, in writing by the Group Leader, President of the Group Committee, District Association Secretary, Region Secretary or Executive Director of the Branch to hand them over.
13.4 Auditor
13.4.1 The Auditor may examine the Group Committee books of account and vouchers at any time and do so when called upon by the District Association, Group Leader, President/Chairperson of the Group Committee or the Group Committee.
13.4.2 The Auditor shall report upon completion of the examination of the Balance Sheet and Financial Statements to the Annual Meeting or upon the examination of the books of accounts and vouchers to any meeting called especially in consequence of any requested investigation of accounts.13.5 Property Custodians
13.5.1 The Group Committee shall at the first meeting after its inaugural meeting in the case of a newly formed Group Committee or after receipt of these rules in the case of established Groups, appoint as custodians for and on behalf of The Scout Association of Australia - Victorian Branch, the Group Leader for the time being, the President/Chairperson of the Group Committee for the time being and Honorary Secretary for the time being.
13.5.2 In the event of the Group ceasing to function it will be the responsibility of the custodians to see that all moneys, equipment and other property of the Group are accounted for and handed over to the District Association custodians, to be held by them or disposed of in accordance with the procedure laid down in the APR Rule R3.4(5) after consultations in the case of a Sponsoring Authority.
14. ADOPTION
Adopted at a Meeting of the........................Group Committee held
on the ........ day of..............20.......
President/Chairman:................
Hon. Secretary:........................
Group Leader:................
Sponsoring Authority (if Applicable)...................
Approved by the...................District Association.
Signed.............
Date ...............
Although Friendship with God is in the main an individual responsibility, those who hold leadership positions have a responsibility to encourage the spiritual development of the young people in their charge. Group Leaders have a supervisory role to ensure that Leaders offer to the young people in the Movement, an appropriate emphasis on spiritual development. There is a number of ways the Group Leader can encourage this:-
a. Establish a firm friendship with each Leader; be aware of their personal position
on their spiritual development
b. Ascertain that each Leader has an understanding of the Association's policy
on religion and spiritual development, and translate that policy to their young
people in acceptable and readily understood ways.
c. Ensure that Leaders create and encourage a suitable and healthy environment
in which young people will feel comfortable to discuss their Duty to their God
individually and within the wider life of the Section.
d. Re-enforce the value of the personal example of each Leader, as this can have
a significant impact on the thinking and lifestyle of young people, as they
are encouraged to love and serve their God in their individual lives and within
their Sections.
e. The Group Leader should consider establishing and encouraging traditions within
the Group through:-
(1) Appropriate prayers at each meeting of the Section, with the young people
participating in meaningful ways.
(2) Prayers at Group Committee, Group Council, AGM’s, Investitures, Going-up
Ceremonies, etc.
(3) Daily prayers and Grace at camps and Pack Holidays. Scouts' Own should be
part of the program of activities, not held in competition with religious observances.
(4) Participation in World Scout Day and other services.
(5) Attendance as a Group at the annual St. George's Day service or other such
services.
(6) Arrangement of Church Parades to different Churches and their religious services
within the community.
(7) Arrangement of suitable visits to the Group by Church or similar representatives
to give young people an awareness of social and spiritual needs in the local
community, as well as at a world level, e.g. - Bible Society, World Vision,
City Mission, St. Vincent de Paul Society, Brotherhood of St. Lawrence, Salvation
Army, Jewish synagogue, Chinese, Buddhist temples, etc.
(8) Encouragement of Clergy to be Chaplains at Group, District or Region Level.
The Scout Association relies very heavily on effective communications. Because the members are voluntary, this can be difficult; however, the following points can make things easier:-
a. When you write a communication, eradicate all the guff. Be Short, Clear
and say what you really mean.
b. Address your communication direct to the person for whom it is intended and
use the quickest possible method of getting it to that person, rather than the
most convenient.
c. When you receive a communication that the sender reasonably expects that you
will pass on, don't waste time deciding on what its priority should be. The
sender has usually indicated that already. Without knowing it, we often act
as a filter deciding when and who should get information, which is often in
direct contradiction of the communication involved.
d. We are not a secret society; we do not control the faithful by feeding them
only the information that we believe is good for them.
So what does it mean to be a good communicator? All you need is the will to pass on information as soon as you get it. Keep the ball rolling; don't just put a block in front of it; don't put your own interpretation on it, just simply pass it on now.
A handy aid is a "Letterbox" at the hall with a slot for each Section, Group Committee and Group Leader.
Its purpose is to formalise much of the information that has to be provided to the District Commissioner. This may create more time at monthly Group Leaders Councils for other constructive discussion. Generally the Group Leader will complete it and hand it to the District Commissioner at the Monthly Group Leader’s Council. If the District Commissioner has any comment on content, this can be done later after the meeting. Even if the Group Leader is unable to attend, someone should attend, hand in the report and represent the Group. Verbal reports at the Group Leader’s Council meeting should cover brief details on success of recent events, information on future events, assistance needed by way of Instructors or Examiners, proposed Leader training, proposed Certificate of Adult Leadership changes and any problems.
a. Statistical information required is straight forward, i.e. 'New In' refers to Y1’s received for Youth Members and Y1’s lodged for Leaders, Instructors and Adult Helpers.
Note that Group Leaders must have Y1/Transfer forms before these youth members actually start attending. A list of names should be attached of those who leave or transfer. This will enable the District Commissioner to keep records of District and Region up-to-date and also help save wastage.
b. Registrations and A1 Clearances
The Group Leader must have the Y1 signed by Parent/Guardian of any youth member under 18 before, or at the time of starting, in the case of Rovers aged 18, they are to sign their own.
(1) The actual registration is to be effected with Region Office in time to enable the section to have the membership certificate and present it at the time of investiture of Youth Member, not weeks later.
(2) Y1 forms should be received by Branch/Region Offices within two weeks of new members attending their first activity, whether it is an indoor or an outdoor event.
(3) (a) Associate Venturer Scouts have been introduced into the Venturer Scout Section program. The “Associates” program offers two forms
of membership:-
(i) Associate Venturer Scouts in a “regular” Venturer Scout Unit.
(ii) Associate Venturer Scouts in “external” or “outreach” programs.
(b) Victorian guidelines have been written for both of these programs and are
available from Assistant Region Commissioners (Venturer Scouts)
or the Branch
Commissioner for Venturer Scouts.
(c) Registration is for a 6month period. At the end of this 6 month period t he Associated Venturer must decide whether to register as a full
Venturer Scout or cease participating in venture Activities and leave the Unit.
(d) Procedures for registering Associate Venturer Scouts is defined under Youth Administration.
c. Leader Training and Certificate of Adult Leadership. When a proposed Leader completes an A1 form he/she accepts that Training is an integral part of their role. For youth members to get value from time given, the person must be well trained and the sooner training to and including Basic training is completed the better. All Leaders should complete this level within first 3 months, then move on to achieving their Wood Badge in the next 12 months. A Leader's time of service to the Movement commences from the date of A1 Clearance.
d. Finances.
(1) The accounts book for Sections and Committees, which is produced, printed by National Headquarters and sold at Snowgum stores can be used by all Sections and Committees.
(2) All moneys handled must be accounted for; including money collected from youth members and held on their behalf for some special purpose. Avoid holding cash and bank it as soon as possible.
(3) Signatories: - Many can be authorised to sign, but every account must be established so that no less than two have to sign withdrawals.
(4) Account books are to be subjected annually to Formal Audit by a qualified Auditor, arranged by Group Treasurer and Group Leader, as the financial year ends on 31st December each year.
(5) Moneys handled on behalf of the Association require care, as these are Trust Funds. Investments, other than with Banks, require approval of District.
e. Meetings. Self-explanatory, however, in accepting your role as Group Leader you also accept to contribute constructively to the various meetings which are required to ensure youth members receive the best possible level.
f. Unemployment. Group Committees have the responsibility to leave no stone unturned in their efforts to ensure our members gain suitable employment. If difficulties are encountered, then District, Region, or Branch is to be approached for assistance.
g. Public Relations. The future growth of Scouting rests mainly with you and your group. If you ensure your Sections are seen to be doing worthwhile activities/service, etc. you will have achieved the best Public Relations possible, youth will also be proud to invite or want friends to attend. Public Relations start with the halls and their surrounds and your relationships with neighbours, council’s etc. You have the responsibility not someone else.
h. Program. At your Group Council in December, you should use the Branch/Region and District Calendars for the coming year as a framework upon which to build both the Section and overall Group programs, taking care to avoid clashes of events especially youth related activities, as a clash robs youth of a chance of participation. Section programs must include activities/involvement with other Sections of your Group and other Groups. This is necessary to ensure excellent relationships and an understanding of each others’ operations. In this way, each Section accepts a responsibility to do everything possible to ensure youth move from Section to Section with no fuss and fall out is minimised.
The outdoors is an integral part of Scouting and every opportunity to “go bush” (safely) should be encouraged. Service and the Good Turn are also an integral part of Scouting and programs must include this aspect to ensure youth gains an awareness of community needs.
A Group Leader is first and foremost a leader of a Team, a mentor, a friend to the leaders, lay members and youth members within his/her Group. However, it must be understood that Group Leaders must be aware of, consent to, and control the involvement of all Adults who participate in anyway with the young people, whether these be Certificated Leaders, Trainees undergoing pre-training, instructors, examiners or helpers.
The Group Leader therefore, is responsible for the quality control of the adults involved in giving Scouting to our Youth.
No doubt as a Group Leader you will eventually be confronted by an adult who is not providing quality leadership or is perhaps incompatible with you. Notwithstanding any possible unpleasantness, Group Leaders must not shrink from initiating early action, firstly aimed at correcting the problem, and should this not work, have the person removed from their Group.
Do not take any steps before due consideration.
Obviously the earlier the problem is tackled the better. Group Leaders must discuss the problem with the District Commissioner and the District Personnel Committee, and arrive at a plan of action that will achieve the desired result with the minimum of disruption to the Group and scouting generally, and, if possible, to the person and their family. Should there be any likelihood of ramifications coming from the proposed action by the Group Leader and District Commissioner, then both the Region and Branch Headquarters should be involved before contemplated actions are taken.
A Group Leader has the right to deny access to the Group, and its Sections, of any Leader, Trainee Leader, etc. This, of course, effectively puts the responsibility of what to do with the Leader concerned on to the District Commissioner. Perhaps a transfer may solve the problem if it is handled in the right way. Group Leaders and District Commissioners must be aware of what an emotive problem this can become. If handled poorly, issues like this can cause a great deal of heartache for all and can virtually divide a Group, and cause a lot of unwanted publicity. Branch Headquarters appoints certificated Leaders and, therefore, Branch Headquarters can only effect cancellation of a Certificate of Appointment. Obviously if Certificate cancellation is the proposed or probable course of action, then Region/Branch must be involved prior to action.
As has been stated elsewhere, Group Leader’s devotion to the creation of a family team spirit involving leaders, partners/spouses will minimise the occurrence of this type of difficulty and when it does happen, the effect will be reduced.
THE SCOUT ASSOCIATION OF AUSTRALIA
VICTORIAN BRANCH
YOUTH PROTECTION PROGRAM
By the
BRANCH PERSONNEL COMMITTEE
As amended 20 January 2000
1. The Aims & Principles of The Scout Association are set out in Policy Organisation and Rules: -
1.1. (i) The Aim of The Scout Association of Australia is to encourage the physical,
intellectual, emotional, mental, social and spiritual development of young people
so that they may take a constructive place in society as responsible citizens
and as members of their local, national and international communities.
(ii). The Principles of Scouting, as identified by the Founder, are that Scouts
should serve God, act in consideration of the needs of others and develop and
use their abilities to the betterment of themselves and their families, and
the community in which they live.
Consistent with those objectives and with a growing community awareness of the
existence of child abuse within society, the Association has developed the program
described in this document, to help protect youth members against such abuse
and to provide assistance if and when a case of child abuse is suspected or
reported. The program builds upon pre-existing Scout procedures and practices,
so that what follows contains much that will be familiar to many readers .Like all human programs this one will benefit from regular constructive review.
To assist in this, suggestions and criticisms are invited - they can be directed
to the Chairman, Branch Personnel Committee, The Victorian Scout Centre, PO
Box 190, Carlton South 3053.
2. Guiding Policy
The Victorian Branch of the Association has enunciated the following policies: -
2.1 Youth Protection Program
This policy is being implemented on the basis of an on-going and extensive awareness programme throughout the Branch. It will impact at both the adult and youth level and requires the strict adherence to the Code of Conduct for adults in Scouting.
2.2. Policy Statement on Child Molestation
2.2.1 Definitions
For the purpose of this Statement: -
"Adult” includes any person of or over the age of 18 years who is a member of the Association, or currently seeking to become a member, or who takes part in activities of youth members in any capacity. The term is not restricted to uniformed personnel or to those holding officially recognised positions in echelons of the Association.
"Child" includes any person under the age of 18 years at the relevant time.
“Youth Member” includes any child who is or was a member of the Association or who is or was attending Association activities.
2.2.2 The Association and all adults have an obligation to protect children against molestation or abuse, including sexual abuse by adults.
2.2.3 The Association and all adult members of the Association will endeavour to ensure that this obligation is observed particularly in respect of members of the Association or people reasonably regarded as closely linked to the Association.
2.2.4 Should adults form a belief, by indicators shown by a youth member, such as physical signs or changes in behaviour or is confided in, that abuse had taken place outside Scouting, the guidelines as set out in paragraph 2.3 are to be followed.
2.2.5 It is important to put the rights of children, first, whilst recognising the rights of others (including the presumption of innocence, rights under the laws of defamation, and the rules of natural justice). This policy is intended to provide guidance on how the obligations can be met and the rights of individuals balanced, if and when they conflict.
2.3 Recognising that accusations or suggestions of improper conduct are easily made and that the reputations of innocent people can unjustifiably suffer long term detriment as a result, and also recognising that few people have ready knowledge and experience to equip them to investigate and finally determine any such allegation, the following guidelines are laid down for all adult members of the Association: -
2.3.1 Any report or allegation of child molestation or abuse made against an adult is to be consciously and deliberately assessed by a member becoming aware of it.
2.3.2 If it is not reasonably regarded as being without any foundation the member is to:
2.3.2.1 Report it to his or her Region Commissioner or to a higher echelon of the Association for assessment of any action that should be taken in pursuit of the obligation referred to at paragraph 2.3;2.3.2.2. Report it to appropriate law enforcement authorities
(Unless the case obviously does not warrant this step).
2.3.3. In assessing what action, if any, should be taken, District, Region or Branch Personnel will have regard to: -
2.3.3.1. The paramount need to protect the child concerned and other children
2.3.3.2. The fact that neither the Association or its members can usurp the role of a court in determining guilt or innocence
2.3.3.3. The rights and duties pertaining to various offices and bodies within the Association in ensuring that Scouting provides to children quality programs, under soundly trained and accredited leaders - including the rights and obligations to redeploy personnel from time to time; and
2.3.3.4. The necessity for consultation (if practicable) with an individual who may be redeployed for any reason, and for genuine consideration of what that individual says before any decision is made.
2.4. In the absence of a court verdict, the Association will not make a determination on the truth or otherwise of criminal allegations, but ultimately the Association has the right, as well as the obligation, to insist that any particular person will not take part in Association activities, so long as principles of fairness and reasonableness are followed in reaching such a decision. The decision will be based on a determination of the best interests of the individuals concerned, the Association, and the community at large.
2.5 The Association will not deliberately conceal credible allegations of child molestation or abuse, or any other criminal behaviour, from law enforcement authorities in preventing, investigating and detecting any such matters.3. Personnel Selection
It is not intended to describe here all aspects of personnel selection by the Association, but it is pointed out that, as a long-standing and basic routine, all adult leader candidates voluntarily undergo a criminal history check by the Victoria Police. This is now extended to other people who serve on District Personnel Committees.
The mere existence of a previous conviction for an offence, or of having previously been charged with an offence, does not disqualify a person from holding a position within the Association. Rather, an intelligent judgement is made, if such a matter is made known, on how the matter is currently relevant - this involves considering the age of the matter and events since then, the seriousness of the matter and (of particular relevance here) the nature of the offence alleged.
A good indication that a person has, as an adult, been a participant in abuse of one or more children, contrary to community standards, will render that person ineligible for any role in Scouting.
Those responsible for appointing adults to positions in the Association are not to differentiate between positions, when this area is under consideration, as experience indicates that inappropriate people can readily move from one position to another once inside the organisation, so as to negate attempts to restrict them to so-called "safe" or "non-youth-contact" positions.
4. Personnel Training
The issue of child abuse and youth protection is to be considered for inclusion at the time any training course is being planned, and when any special conference of adult members of the Association is being arranged. In particular, the topic will be opened at each Introduction to Scouting training course.
Region and District Commissioners are encouraged to have the topic, and this document, discussed at least once each year at leaders' meetings, so that all leaders become aware of the Association's approved policies, practices and protective steps, and can contribute to their on-going enhancement.
5. Code of Conduct for Adults in Scouting
The Victorian Branch has approved the following Code of Conduct for Adults in Scouting: -
The basis of adult conduct is the Scout Promise and the Scout Law.
The purpose of Scouting is to encourage the physical, intellectual, emotional, social and spiritual development of young people. This is achieved by the example and guidance of dedicated men and women who help the youth members in the fulfillment of the Scout Promise and Law, so that they become constructive and responsible citizens.
It is expected that this Code of Conduct will be strictly observed by all adults, uniformed and layside, who work within the Scout Association, recognizing that at all times they should act responsibly and exercise a “duty of care” to the youth members.
The fundamental principles, upon which stands our Code of Conduct, are-
Adults in Scouting respect the dignity of themselves and others.
Adults in Scouting demonstrate a high degree of personal responsibility, recognizing at all times that their words and actions are an example to other members of the Movement.
Adults in Scouting act at all times in a manner consistent with basic Scouting principles, thereby setting a personal and appropriate example for all to follow.
Adults in Scouting do not, within the Movement, promote their own beliefs, behaviours or practices where these are incompatible with basic Scouting principles.
Adults in Scouting act with consideration, good judgement and high moral ideals in all their interpersonal relationships, both inside and outside Scouting.
Adults in Scouting respect the absolute right of each individual to personal privacy at all times. They take special care where sleeping, changing of clothing; bathing and ablutions are associated with any Scouting activity.
Adults in Scouting avoid unaccompanied and unobserved activities with youth members wherever possible. Remember “in sight - out of hearing”.
Adults in Scouting for their own protection, should avoid potentially compromising situations by ensuring, where reasonably possible, that at least two adults are in attendance whilst supervising and/or accompanying youth members. It is recognized that, in certain circumstances, it may be necessary for a leader or adult whilst acting responsibly and exercising “duty of care”, to be alone with a youth member.
Adults in Scouting realize that bullying, physical or verbal abuse, neglect or any other type of abuse, represents totally unacceptable conduct by any member of the Movement.
Note. All Adults are required to abide by the policies of Scouts Australia.
It is recognised (as stated above) that, in certain circumstances, it may be necessary for a Leader or adult, whilst acting responsibly and exercising their "duty of care", to be alone with a youth member. However, adults in Scouting should avoid potentially compromising situations by ensuring, where possible, that at least two adults are in attendance whilst supervising and/or accompanying youth members.
A copy of the Code of Conduct has been printed on the reverse of the "Authority to Act as a Leader" certificate, which is presented to each newly inducted adult leader.
A copy will also be provided to each Group in a form suitable for public display. Groups are encouraged to have the Code displayed in each Scout hall (or other meeting place) where leaders, especially will see it.
6. Child Abuse Panels
The Victorian Branch has resolved to establish a Child Abuse Panel.
This body will consist of experts from a range of appropriate disciplines who can act individually or collectively as a resource and reference point for any member of the Association, whether adult, youth member or family member, on child abuse issues.
The Panel can provide guidance, counselling or information to help people confronted by doubts, suspicions, allegations, or actual cases, concerning child abuse. It will wish to be approached where Leaders, Group Leaders or District Commissioners do not know what to do about any such situation they have encountered.
The Association has produced an excellent booklet titled as above.
A copy of this booklet is provided to each family by the relevant Group Leader at the time each newly-inducted youth member receives his or her certificate of membership (or sooner).
CHAPTER 2
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BRANCH |
REGION |
DISTRICT |
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The Branch is incorporated in the State of Victoria by The Boy Scouts Association Act, 1932 (No.4092) as amended by the Scout Association Ac2.1t, 1983 (No. 9878). |
The Region boundaries and the name of the Region are determined from time to time by the Branch Executive Committee. |
The District boundaries and the name of the District are determined from time to time by the Branch Executive Committee. In general, boundaries are based on Local Government Municipal boundaries.
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Branch Council The management of the affairs of the Branch is vested in a Branch Council, which operates in accordance with a Constitution and the Acts mentioned above. |
Region Association The management of the affairs of the Region is vested in the Region Association, which operates in accordance with By-laws approved by the Branch Council.
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District Association The management of the affairs of the District is vested in the District Association, which operates in accordance with By-Laws approved by the Branch Council.
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Powers The Branch Council may appoint a Branch Executive Committee and other Committees, and officers, as prescribed by its Constitution and the Acts mentioned above. |
Powers The Region Association may appoint an Executive Committee and other Committees, and Officers as prescribed by the By-laws. |
Powers The District Association may appoint an Executive Committee and other Committees, and Officers as prescribed by the By-Laws.
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President The President of the Branch is appointed by the Branch Council, which also decides the period of appointment.
The President may wear the uniform and badges of a Commissioner. |
President A President may be appointed by the Branch Executive Committee after consultation with the Region Commissioner.
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President A President may be appointed by the District Association at its Annual Meeting.
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Chief Scout The Chief Scout of Victoria is nominated by the Branch Executive Committee through the National Executive Committee to the Chief Scout of Australia, and is invited by the Chief Scout of Australia to accept the appointment. The Chief Scout of Victoria may wear the uniform and badges of a Commissioner. |
No appointment. |
No appointment. |
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Chief Commissioner
The Chief Commissioner of the Branch (“the Chief Commissioner") is appointed by the Chief Scout of Australia on the recommendation of the Branch Executive Committee through the Chief Scout of Victoria. |
Region Commissioner A Region Commissioner (“the Region Commissioner”) is appointed for each Region by the Chief Commissioner to carry out specific functions in that Region, as determined by the Chief Commissioner from time to time. (See Functions of the Region Commissioner (Para 223 Chapter 2) |
DistrictCommissioner A District Commissioner ("the District Commissioner") is appointed for each District by the Chief Commissioner on the recommendation of the relevant Region Commissioner, to carry out the functions of a District Commissioner as set out in National Policy & Rules (R3.5). |
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Vacancy When the position of a Region Commissioner is vacant, the functions of the Region Commissioner may be performed by a deputy nominated by the Chief Commissioner. |
Vacancy When the position of a District Commissioner is vacant, the functions of the District Commissioner may be performed by a deputy nominated by the relevant Region Commissioner.
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Branch Commissioner Branch Commissioners may be appointed by the Chief Commissioner to carry out specific duties determined by the Chief Commissioner from time to time.
These Commissioners are part of the working team of the Chief Commissioner to whom they are responsible. |
Assistant Region Commissioner Assistant Region Commissioners may be appointed in each Region by the Chief Commissioner on the recommendation of the Region Commissioner to carry out duties at Region level determined by the Chief Commissioner from time to time. In general, the duties will correspond to those of a specific Branch Commissioner.
These Commissioners are part of the working team of the Region Commissioner to whom they are responsible.
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District Leaders District Leaders may be appointed in each District by the Chief Commissioner on recommendation of the District Commissioner to carry out duties at District Level determined by the Chief Commissioner from time to time. In general, the duties will correspond to those of a specific Branch Commissioner.
These District Leaders are part of the working team of the District Commissioner to whom they are responsible. |
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Adult Trainers and Assessors Trainers and Assessors working in the Branch are appointed by the Chief Commissioner of Australia on the recommendation of the National Commissioner Adult Training and Development and Branch Chief Commissioner in accordance with National procedures. (P&R.R 11.6, R 11.5) Trainers and Assessors are responsible to the Branch Chief Commissioner through the Branch Commissioner for Adult Training and Development.
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Region Adult Trainers and Assessors Trainers and Assessors attached to a Region are responsible to the Chief Commissioner through the Region Commissioner and Branch Commissioner for Adult Training and Development.
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District Personnel District Adult Training Personnel may be appointed by the Chief Commissioner on the recommendation of the District Commissioner in consultation with the Region Commissioner normally as a District Leader, Adult Training, Support in accordance with Branch procedures.
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Certificated Adult Membership for specific duties (formerly non-warranted rank) Persons may be appointed by the Chief Commissioner to Certificated Adult Membership to carry out duties at Branch level. The duties must be specified in a duty statement before the appointment is made.
The procedure to be observed, and the precautions to be adopted, in particular, in regard to general qualifications, appointments, suspensions, and retirements for these specific Appointments by the Chief Commissioner are the same as for a Group Section Leader.
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Certificated Adult Membership for specific duties (formerly non-warranted rank) Persons may be appointed by the Chief Commissioner on the recommendation of the Region Commissioner to Certificated Adult Membership to carry out duties at Region level. The duties must be specified in the duty statement before the appointment is made.
The Chief Commissioner may on the recommendation of the Region Commissioner, also appoint the Region Chairperson, Treasurer or Secretary as Certificated Adult Members.
The procedure to be observed, and the precautions to be adopted, in particular, in regard to general qualifications, appointments, suspensions, and retirements are the same as for the appointment of a Group Section Leader. |
Certificated Adult Membership for Specific duties. (formerly non warranted rank) Persons may be appointed by the Chief Commissioner on the recommendation of the District Commissioner through the Region Commissioner to Certificated Adult Membership to carry out duties at District level. The duties must be specified in a duty statement before the appointment is made.
The Chief Commissioner may on the recommendation of the District Commissioner through the Region Commissioner, also appoint the District Chairperson, Treasurer or Secretary as Certificated Adult Member.
The procedure to be observed, and the precautions to be adopted, in particular, in regard to general qualifications, appointments, suspensions, and retirements are the same as for the appointment of a Group Section Leader. |
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Honorary Appointments
The Chief Commissioner may confer the corresponding Honorary Rank on a person who has ceased to hold a Certificate of Adult Leadership who does not have any other rank in the Movement.
Such appointment is subject to review on each anniversary of the appointment. |
Honorary Appointments The Chief Commissioner may, on the recommendation of the Region Commissioner, confer the corresponding Honorary Rank on a person who has ceased to hold a Certificate of Adult Leadership as a Leader who does not have any other rank in the Movement.
Such appointment is subject to review on each anniversary of the appointment. |
Honorary Appointments
The Chief Commissioner may, on the recommendation of the Region Commissioner, confer the corresponding Honorary Rank on a person who has ceased to hold a Certificate of Adult Leadership as a leader who does not have any other rank in the Movement.
Such appointment is subject to review on each anniversary of the appointment. |
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Branch Rover Council
The affairs of the Rover Section in the Branch are conducted by the Branch Rover Council in accordance with the policies set out in the Branch Rover Council Policy Book, approved by the Chief Commissioner.
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Region Rover Council The affairs of the Rover Section in the Region are conducted by the Region Council in accordance with the policies set out in the Branch Rover Council Policy Book, approved by the Chief Commissioner.
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Branch Activity Units
The Chief Commissioner may form Branch Activity Units.
Branch Activity Units will be managed by a Branch Activity Leader appointed by the Chief Commissioner on the recommendation of the Branch Commissioner responsible for the relevant Branch Activity.
A Branch Activity Leader must not hold another Certificate of Adult Leadership unless approved by the Chief Commissioner.
In cases where the proposed appointee has no previous Certificate of Adult Leadership service, the application procedures required for the Certificate of Adult Leadership of a Group Section Leader must be followed. |
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