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Below is a copy of the current constitution.

Association of Scout and Guide Centres (ASGC)

Constitution 2008

Purpose

The purpose of the Association of Scout and Guide Centres is to promote a safe and healthy working environment for staff, volunteers and visitors and to encourage the provision of activities and facilities that develop young people and support the youth programme of The Scout Association and GirlguidingUK.

Methods

To achieve the aim the Association of Scout and Guide Centres will: Provide support to campsites and activity centres to ensure they meet the minimum requirements for membership. Provide a forum for members to exchange views, share advice and gain support from others with a similar involvement. Take an active part in advising and improving elements of which the ASGC has first hand knowledge, to the betterment of all concerned. Promote the policies and programmes of The Scout Association and GirlguidingUK. Promote opportunities for improving standards and facilities and provide training opportunities. Feed back trends and developing situations observed at participating sites to the Scout and Guide Association Headquarters and those who require such knowledge in order to assist with the formation of programme and training policies. Make available relevant information from Scout and Guide Headquarters. Arrange an annual conference.

Membership

Membership of the Association of Scout and Guide Centres (ASGC) is open to all Scout and Guide Association Campsites and Activity Centres. Benefits are available to all those involved with the member centre. [A membership subscription and declaration will be required from each campsite or activity centre to become a member yearly].

Minimum membership requirements

Within twelve months of application for membership campsites and activity centres will be required to demonstrate that they undertake to provide suitable and appropriate: Child protection policies and guidelines for site users. Safety policies and guidelines for staff, volunteers and visitors. Contracts of employment for paid staff and compliance with other current employment legislation. Operating procedures for activities in accordance with the rules and polices of The Scout Association, GirlguidingUKand NGBs as appropriate. Access for those with disabilities to facilities and activities wherever practicable. Opportunities for young people (aged 18 –25) to be involved in the decision-making processes of the campsite or activity centre  

Management Committee

The ASGC Management Committee exists to support the delivery of the methods detailed in achieving the ASGC purpose.

Membership of the Management Committee

The management committee consists of:

  • Chairman
  • Secretary
  • Treasurer

Working group – Elected

  • A representative (Management Committee)
  • A representative (Paid staff)
  • A representative (Volunteer staff)
  • Health & Safety co-ordinator
  • Human Resources co-ordinator
  • ICT co-ordinator
  • Newsletter co-ordinator
  • Training co-ordinator
  • Young person (aged 18 –25)

Invited to attend

  • A representative of GirlguidingUK.
  • A representative of The Scout Association

A committee member can hold more than one position within the management committee except for the Chairman, Secretary and treasurer.

Committee matters

  • ASGC members will elect a working group of up to eight members to fill the above positions all of whom are connected with a member centre. They will take on roles as defined by the committee requirements (ref: asgc-cr)
  • Management Committee elected members will serve 1 year, retiring on rotation at the AGM. The Committee may co-opt up to 4 people who generally either replace members who have resigned or provide specialist knowledge. Co-opted members have to stand for re-election at the next AGM for a further year. No elected member may stand for re-election without a break of at least twelve months unless there are no nominations. In this case they may serve one additional year.
  • The Chairman of the Management Committee is appointed by the elected working group and serves an unfixed term. They may continue in their position until a time mutually agreed between them and the rest of the management committee however their position is reviewed prior to the AGM by the elected members and they can appoint a new Chairman at this time.
  •  The Secretary and Treasurer of the Management Committee are appointed by the Chairman and serve an unfixed term. They may continue in their position until a time mutually agreed between them and the Chairman however their positions are reviewed prior to the AGM by the elected members and they can request the Chairman appoint either a new Secretary or Treasurer at this time.

The accounting year will be from 1st January to 31st December. A provisional statement of accounts will also be presented at each year’s AGM. The Management Committee will meet twice per year. Dates and venues are agreed by the new management committee after the AGM. Members are expected to attend regularly however if they are unable to then a summary of their work should be submitted to the Secretary. Other meetings may take place on specific issues as required preferably by conference call.

Voting procedure

AGM/EGM Each site will have one vote for any proposition made and duly seconded. Decisions are made by a majority of votes from sites that are paid members (one vote per site) represented at the meeting.  In the event of an equal number of votes being cast on either side in any issue the Chairman does not have a casting vote and the matter is taken not to have been carried. Ballot papers will be used when voting on matters deemed necessary by the Chairman.  Ballot officers will normally be the representatives of The Scout Association and GirlguidingUK. Management Committee For a meeting to be quorate 3 committee members must be represented. Decisions are made by a majority of votes from those present at the meeting.  In the event of an equal number of votes being cast on either side in any issue the Chairman does not have a casting vote and the matter is taken not to have been carried.

Other

In the event of the closure of the ASGC, all funds held will be equally distributed between those sites which are paid up members in the year of closure, on a date agreed by the Management Committee. Postage, telephone and travel expenses will be paid to Management Committee members for work done when involved in ASGC business as agreed prior with the treasurer. Changes in the constitution may only be made at an AGM/EGM with prior notice of any proposed changes given to members, by post, fax or email at least four  weeks prior to the AGM/EGM.  Those who cannot attend the conference may vote by post, fax or email. This vote must be with the Secretary no later than two weeks before the AGM/EGM.

December 2007

 

ASGC Committee Requirements – (asgc-cr)

The following details the committee requirements within the ASGC. They act as a guide to anyone intending on taking up a position within the ASGC or for members to see who is responsible if they have a query.

Chairman

To liaise with the committee members of the ASGC and support them in their roles. To oversee and attend all meetings/conferences of the ASGC. To attend all meetings/conferences as requested by the Scout & Guide Associations and provide presentations about the ASGC if required. To be responsible for promoting/advertising the ASGC where ever possible. (1) (2) (3) (4)

Secretary

To take minutes of each meeting of the ASGC including the AGM and to be sent out within 4 weeks of the meeting taking place to all members of the ASGC. If the secretary cannot attend a meeting alternative arrangements must be made by the secretary. To be responsible for the distribution of all information received from the Scout & Guide Associations. To be responsible for ensuring that yearly the minimum membership requirements are met for each centre and records kept for membership of each centre. (1) (2) (3)

Treasurer

To be responsible for all income and expenditure of the ASGC. This will include membership subscriptions, conference, committee member expenses and bank accounts. To keep a record of all paid members of the ASGC. The treasurer will have knowledge of Sage Accounting Software and be able to produce and have the accounts of the ASGC verified and to distribute them to all members within 3 months of year end. Additionally a statement of accounts will be provided at the conference and each meeting.. (1) (3)

Rep of Mgt committee

To assist and ensure that yearly the minimum membership requirements are met for each centre. To assist in any other job deemed necessary by the chairman. (1) (2)

Rep of Paid staff

To assist and ensure that yearly the minimum membership requirements are met for each centre. To assist in any other job deemed necessary by the chairman. (1) (2)

Rep of volunteer staff

To assist and ensure that yearly the minimum membership requirements are met for each centre. To assist in any other job deemed necessary by the chairman. (1) (2)

Health & Safety Co-ordinator

To keep abreast of changes in Health & Safety issues and to keep members of the ASGC informed. (1) (2)

Human Resources Co-ordinator

To monitor the HR sector and inform membership of any changes. (1) (2)

ICT Co-ordinator

To manage and maintain the ASGC website. This will include keeping the members section up to date and ensure any forms/documents from the ASGC required by the members can be downloaded. To manage and maintain the ASGC e-mail system so e-mails can be sent out as requested and incoming e-mails are redirected to the correct people. To work closely with the chairman & newsletter co-ordinator to actively promote/advertise the ASGC wherever possible. (1) (2) (4)

News Letter Co-ordinator

To produce a newsletter to be sent out to all members of the ASGC via e-mail at least 6 times per year. This will be carried out in conjunction with the website/ICT. To work closely with the chairman & ICT co-ordinator to actively promote/advertise the ASGC wherever possible. (1) (2) (4)

Training Co-ordinator

To produce a continual list of all training available to ASGC members and distribute as required. To actively seek training opportunities for any members of the ASGC as requested. (1) (2

Young Member (18-25)

To provide feedback from members of both the Scout & Guide Associations so the members of the ASGC can see trends of young people. (1) (2)

Rep of Guide Association

To provide information from the Guide Association to the ASGC committee and to take back information from the ASGC committee/members to the Guide Association. (1) (3)

Rep of Scout Association

To provide information from the Scout Association to the ASGC committee and to take back information from the ASGC committee/members to the Scout Association. (1) (3) (1) Committee meeting of the ASGC (2 meetings per year) (2) ASGC working group (3) ASGC Conference sub committee (4) ASGC Promotion sub committee

Notes

If there is insufficient members of the committee to fill all roles the job responsibilities will be evenly distributed between the remaining elected members. The main committee meetings will be held in February and September. February’s meeting will be held at the host centre of the ASGC yearly conference. During the months of May – September inclusive the work of the ASGC will be kept to a minimum due to members work commitments.

December 2007