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 Girlguiding UK.
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 Girlguiding UK.
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, Girlguiding UK and 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 Girlguiding UK.
§
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 Girlguiding UK.
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.
