Bylaws continued 1st Glen Cairn Scout Troop Home Page
A. Introduction 1
B. Location and Times 4
C. Leaders - 5
D. Group Committee Members/phone numbers 5
E. Group Committee Job Descriptions 6
F. Operating Policy 8
G. Draft Policies (Training/Coed/Out-of-Region Events) 18
I. Proposed Budget Template 20
A. Introduction
Welcome to Scouting in Glen Cairn. We appreciate the fact that you are volunteering your time to provide Scouting to young people in this area. In order to assist you, we have produced this package which is distributed to all leaders every fall.
First, some basics. Scouting is a program for youth ranging in age from 5 - 26. Each age range has a different level, Beavers (5-7), Cubs (8-10), Scouts (11-14), Venturers (14-17) and Rovers (17-26). Individual meeting nights of a certain level are known as sections. The 1st Glen Cairn Scout Group is a large, active organization (apprx.175 youth and 45 adults as of March,1999) currently comprised of seven sections covering three levels. More specifically, there are:
4 - Beaver Colonies [Colony A, Colony B, Colony C and Colony D]
2 - Cub Packs [Pack A - Thunderbird, Pack B - Zulu]
1 - Scout Troop [Troop A]
The umbrella under which all of these separate sections operate, is the 1st Glen Cairn Scouts Group, which has been a member in good standing of Scouts Canada since 1960. The Lions Club of Kanata-Hazeldean holds a Charter (think of it as a franchise) with Scouts Canada to provide the Scouting Program in Glen Cairn. The 1st Glen Cairn Scout Group, is managed and administered by the Group Committee, which does so on behalf of the Partner, the Lions Club.
Group Committee is made up of 14 or so positions, half of which are senior section leaders who represent each of the seven sections. Up to eight other members are elected scouters, and the Partner appoints a representative. All members are volunteers. Group Committee meets monthly, on the first Thursday of the month, and all leaders and parents are welcome to attend.
Elected members of Group Committee each have different functions. The elected positions are, Chairperson, Vice-Chairperson, Treasurer, Secretary, Equipment Manager, Accommodations Co-ordinator, Special Events & Publicity Coordinator. Each position is described in Section 4 - Group Committee Job Descriptions.
In addition to the main Group Committee, there are scouters councils, which are comprised of all registered leaders in that level. Chaired by a leader selected by the council (preferably not the senior section leader), each council meets 2 - 4 times a year to coordinate and plan common program activities for that level, and to serve as a forum for sharing ideas. There is also a Finance sub-committee which develops the Group annual budget.
Uniforms
Leaders are expected to wear the full Scouts Canada uniform at all official functions. Group will pay for the cost of the uniform, in two annual installments, 50% for the first year as a registered leader, and 50% for the second year. Leaders should also purchase the appropriate leader's handbook, which is also paid by Group. These items may be acquired at the Scout Shop on Baseline Road.
Leader training
Scouts Canada provides comprehensive training for adult leaders. All registered leaders in Glen Cairn are expected to make full use of this training. This training has three levels: Gateway (an orientation course for all new leaders), Woodbadge I (How to be a leader) and Woodbadge II (How to run a section). Group Committee encourages and will pay for training of all leaders up to the Woodbadge I level. Woodbadge II training is available, at full funding, with the prior consent of the Group Chairperson or vice-Chair.
Advancement
As the old expression goes, "a change is as good as a rest". It is not unusual for leaders who have been in the same position for three years or more, to begin to grow tired of their role with Scouting. If you find yourself in that position, or just feel that you need a change, please feel free to discuss this with the Group Chairperson. Many different roles exist within the Group, and a refreshing change may await you.
Scouts Canada Organization
1st Glen Cairn Group is one of 15 groups which make up the Carleton Area, which covers Kanata and points west in Ottawa-Carleton. Headed by an Area Commissioner, the Carleton Area provides critical support to leaders and groups through a network of Support Scouters, who are experienced scouters assigned to assist sections and groups in providing the proper Scouting program.
In addition, many special events are organized on an Area basis. 1st Glen Cairn has a long history of active involvement with Scouting at the Area level, and you are encouraged to support the Area.
In turn, Carleton Area is one of several areas which now comprise the new Voyageur Region as of 1998. The Region (largest in Canada) provides, amongst other things, Training, and other support to Areas, Groups, Sections and Scouters. B. Locations and Times
Colony A Tuesday 6:15 p.m. - 7:15 p.m. St. Martin de Porres School
Colony B** Wednesday 6:30 p.m. - 7:30 p.m. St. Martin de Porres School
Colony C Wednesday 6:30 p.m. - 7:30 p.m. Glencairn United Church
Colony D* Monday 6:30 p.m. - 7:30 p.m. Holy Redeemer Church
Pack A Wednesday 6:30 p.m. - 8:10 p.m. John Young School
Pack B* Monday 6:30 p.m. - 8:15 p.m. St. Martin de Porres School
Troop A* Tuesday 7:30 p.m. - 9:00 p.m. St. Martin de Porres School
* Designated Coed sections
** New Coed as of 1996.
Group Committee 7:30 p.m. - 9:30 p.m. Glen Cairn Public Library (Normally)
1st Thursday every month E. Group Committee Job Descriptions
Chairperson
- Responsible for chairing all Group Committee meetings.
- Responsible for relations with the Partner, other Groups, Scouts Canada, Girl Guides of Canada, and other outside organizations.
- Responsible for reviewing proposed Group and section fundraising activities, ensuring that they comply with Group, Partner, and Scouts Canada policies.
- Responsible for Honours and Awards.
- Responsible for the recruiting, retention or removal of adult scouters.
- Member of the Group Finance sub-committee.
Vice-Chairperson
- May from time to time assume some or all of the responsibilities of the Chairperson.
- Responsible for growth and advancement issues, including the development of new sections, leader training and development, and the NEAR program.
- Responsible for advising the Chairperson on leader development issues.
- Member of the Group Finance sub-committee.
Treasurer
- Responsible for the control of Group Committee funds, and the proper maintenance of accounts.
- Responsible for the annual review of section accounts.
- Responsible for the presentation of account books for all accounts for an annual audit by the Partner.
- Responsible for the collecting of monthly financial status reports from all sections.
- Responsible for obtaining and renewing the appropriate licences or permits for Group fundraising activities, where required.
- Chairperson of the Group Finance sub-committee.
Secretary
- Responsible for the recording, production and distribution of minutes and agenda for Group Committee Meetings.
- Responsible for the completion of all registration documents for submission to Scouts Canada.
Equipment Manager
- Responsible for the allocation of Group owned equipment.
- Responsible for the maintenance of Group owned equipment.
- Responsible for the compilation of an equipment inventory list.
- Responsible for creating an equipment addition or replacement list for submission to Group for approval.
- Responsible for the purchase of approved equipment addition or replacement.
- Accountable for funds allocated to Equipment and Equipment Maintenance budget.
Accommodation Co-ordinator
- Responsible for the booking of appropriate facilities for section and Group regular meetings.
- Responsible for the booking of appropriate facilities for section and Group special events.
- Responsible for the booking of transportation for sections attending Area, Region or National events.
Special Events Co-ordinator/Publicity Co-ordinator
- Responsible for the submission of photos and print articles concerning Group activities to the appropriate print media.
- Responsible for the co-ordination of relations with all media.
- Responsible for advising sections and Group on communications issues.
- Responsible for co-ordinating Group level special events
- Responsible for co-ordinating group involvement in Area or Region special events, excluding events restricted to one level.
- Responsible for producing and updating a group calender of events.
F. Operating Policies
NAME/CHARTER/PARTNER
1. Components of Scouts Canada in the Glen Cairn Community of the City of Kanata are organized as, and constitute, the 1st Glen Cairn Scout Group. It is comprised of sections - Beaver Colonies, Cub Packs, Scout Troops, Venture Companies and Rover Crews - registered and operating in Glen Cairn, all Scouters (adult leaders) and youth members registered in those sections, and all duly elected officials of group or section committees.
2. The 1st Glen Cairn Scout Group operates under the authority of Scouts Canada Group Charter No: 681 issued 19th December 1967 and renewed annually to the end of September.
3. The Sponsoring Body (the Partner) is the Kanata - Hazeldean Lions Club.
PURPOSE OF OPERATING POLICIES
4. The purpose of these operating policies is to set out the policies and procedures governing the operations of 1st Glen Cairn Scout Group, that is to say, the control and supervision of activities conducted by and under the auspices of Scouts Canada in Glen Cairn.
5. These policies are intended to elaborate on but not supersede or replace "By-laws Policies & Procedures Scouts Canada" dated December 1991. That publication takes precedence in case of dispute or need for clarification. It is hereinafter referred to as "BP&P". These policies are also subject to whatever Area, Regional, or Provincial Scouts Canada by-laws which may from time to time be put into effect.
AIM OF SCOUTS CANADA
6. It is intended that all 1st Glen Cairn scouting activities be consistent with the Aim of Scouts Canada:
"The Aim of Scouts Canada is to help youth and young adults to develop their character as resourceful and responsible members of the community by providing opportunities and guidance for their mental, physical, social and spiritual development."
AUTHORITY
7. Responsibility for the supervision and co-ordination of 1st Glen Cairn scouting activities on behalf of the Partner is vested in a committee called the 1st Glen Cairn Scout Group Committee (hereinafter referred to as Group Committee).
8. The Scouters in each section are responsible for the planning and implementation of programs within approved Scouts Canada and Group Committee policies and guidelines.
GROUP COMMITTEE
9. 1st Glen Cairn Scout Group Committee is organized as follows:-
a) the senior Scouter (or his/her representative) in each section;
b) elected officials as follows:-
(1) Chairperson - [Partner Relations/Honours and Awards];
(2) Vice-Chairperson - [Leader Development/Training];
(3) Secretary;
(4) Treasurer;
(5) Special Events Co-ordinator;
(6) Equipment Manager;
(7) Accommodation Co-ordinator;
(8) Publicity Co-ordinator;
(9) Partner Representative (ex-officio);
Note: All other Scouters and parents are encouraged to attend in a non-voting capacity.
10. The Group Committee shall also have the following permanent sub-committees:
a) Colony Scouter's Council
This council is comprised of all beaver section leaders, and is chaired by a section Scouter chosen by the council. An elected member of Group Committee to be named annually, is a member of this council, and serves as a resource. The council mandate is limited to the planning and co-ordination of common Colony section activities and programs, and should serve as an open forum for sharing program ideas.
b) Pack Scouter's Council
This council is comprised of all cub section leaders and is chaired by a section Scouter chosen by the council. An elected member of Group Committee, to be named annually, is a member of this council, and serves as a resource. The council mandate is limited to the planning and co-ordination of common Pack activities and programs, and should serve as an open forum for sharing program ideas.
c) Troop Scouter's Council (proposed)
This council is comprised of all scout section leaders and is chaired by a section Scouter chosen by the council. An elected member of Group Committee, to be named annually, is a member of this council, and serves as a resource. The council mandate is limited to the planning and co-ordination of common Troop activities and programs, and should serve as an open forum for sharing program ideas.
d) Finance Committee
This sub-committee is comprised of the Chairperson, Vice-Chairperson and Treasurer and chaired by the Treasurer. Its mandate is the development and updating of the Group Committee annual budget, for presentation to the full Group Committee.
11. The life of the Group Committee normally runs from 1st October to 30th September, however members may continue to serve at the discretion of the Partner.
12. The following is a summary of functions which are the responsibility of Group Committee:-
a) Monitoring and assisting in section activities to ensure proper implementation of the Scouting programme;
b) Facilitating communication between Partner, Sections and Scouts Canada;
c) Setting policies for community scouting activities;
d) Controlling finances including fund-raising and audit;
e) Controlling registration and membership;
f) Controlling equipment and supplies;
g) Co-ordinating publicity and community relations;
h) Booking and allocating facilities.
13. Group Committee meetings will normally be held on a monthly basis at the call of the Chairperson. The following rules will apply:-
a) A quorum consisting of representatives of one third of the registered sections and three of the elected officials will be required.
b) Each member of Group Committee, (or their representative) as in paragraph 9 above will have one vote. A simple majority will be required to reach a decision. Ties will be broken by a vote cast by the Chairperson who will not otherwise vote.
c) Minutes will be maintained to record decisions taken and consensus reached.
d) Reports including financial statements will be presented by section representatives on their activities.
e) Reports will be presented by elected officials on their areas of responsibility.
The type and format of reports under d) and e) shall be at the discretion of Group Committee.
MEMBERSHIP/REGISTRATION
14. Registrants are accepted on the priority basis set out below and a waiting list will be maintained by the Registrar for youth members who cannot be placed:-
a) Youth members of parents or guardians who are, or have volunteered to become Scouters.
b) Youth members registered previously in 1st Glen Cairn Scout Group sections;
c) Youth members transferring from other Scout Groups;
d) New registrants from Glen Cairn.
e) New registrants from outside Glen Cairn
15. To register, a youth member should have reached the minimum age for his/her section on or before December 31st of the current registration year. As a guideline, the minimum ages suggested are as follows:-
a) Beavers - 5 years
b) Cubs - 8 years
c) Scouts - 11 years
d) Venturers - 14 years
e) Rovers - 17 years
"The final consideration shall be what is in the best interests of the child or youth concerned and this should be determined in consultation with the child or youth, parents or guardians and others, as necessary." (Quoted from "BP&P")
It is the policy of the 1st Glen Cairn Group, that the final decision for the level of placement for the child, shall rest with the receiving section Scouter.
16. Registration fees for youth members will be set by the Group Committee and will include the fee set by Scout Headquarters plus an amount retained by Group Committee.
17. Registration fees for Scouters will be the amount set by Scout Headquarters and will be paid by the Group Committee.
18. Scouters and youth members must be registered with Scout Headquarters before participating in Scouts Canada activities. However, nothing in this paragraph should be construed to limit the occasional involvement of guests of a section, as long as any such guest generally conforms to Scouts Canada regulations.
19. Returning youth members, including those who are advancing to the next section, should be pre-registered for the next scouting year by their Scouters before they disperse for the summer; post-dated cheques for 1st October will be requested from parents/guardians. New registrants, (including transferees and returning youth members who missed pre-registration) will be registered on Registration Night (which will normally be arranged by Group Committee during the first week of September).
20. Usually, reimbursement of registration fees for youth members who withdraw or are dismissed will be granted only to the amount reimbursed by Scout H.Q. Prior to deposit at Scout H.Q., full reimbursement may be effected. Further reimbursement may be given at the discretion of Group Committee.
21. Consideration will be given to financial assistance or subsidization to those unable to fund registration, uniform and other financial requirements, if in the opinion of the section senior Scouter, such a case exists. Such requests for subsidization will be dealt with the utmost of sensitivity, and discussions within Group Committee on specific cases should be limited. It is the responsibility of the section senior Scouter to inform the Chairperson of the number and level of subsidization required. In cases where the Partner's support is sought, it shall be the duty of the Chairperson to approach the Partner.
ADVANCEMENT
22. A combined Swim-Up and Going-Up ceremony will normally be held in the Spring of each year for all sections in 1st Glen Cairn, by arrangement of Group Committee.
23. Youth members who Swim-up or Go-Up in the Spring will normally remain with their old section until the end of the scouting year.
FINANCES
24. Group Committee will maintain a central fund to support scouting activities. A bank account, with the Treasurer and at least two other elected officials as co-signors; will be maintained. All cheques must be signed by two co-signors. Appropriate accounting documents will be maintained by the Treasurer.
25. An audit of the accounts of the past year (1st October - 30th September) will be conducted in October every year by the Partner.
26. Sections may also maintain limited funds for ongoing expenses provided that someone is designated to manage funds and co-signors are appointed to sign cheques. Monthly financial statements in a format approved by Group Committee will be rendered monthly. These section funds will also be audited annually between June and August for the preceding year. (1st October to 30th September).
27. Each section is entitled to an annual start-up fee in an amount approved by Group Committee. However, it should be emphasized that the majority of funds within 1st Glen Cairn Group, remain within the central fund described in paragraph
26. It is the responsibility of the Treasurer to ensure that sections have enough funding for day-to-day operations, and the responsibility of senior section Scouters to inform the Treasurer of any unexpected funding needs.
28. The Group budget will be produced and approved by Group Committee annually for the operating year, (1st October to 30 September) at the first meeting in November.
EQUIPMENT
29. Equipment and supplies are assigned to the care of an Equipment Manager for use on a co-ordinated basis by all sections. Not included in this category are items such as ropes, totems, games and expendable supplies used at regular meetings.
30. Access to the stores will be limited and controlled. Issue and receipt will be documented.
31. Purchases of new equipment must be approved by Group Committee.
32. The Equipment Manager is authorized to spend up to the amount specified by Group Committee for repairs and maintenance without further reference to Group Committee.
33. Loans of equipment to persons or organizations not belonging to Scouts Canada or Girl Guides of Canada must be approved by Group Committee.
FUND-RAISING
34. The objective of fund-raising is to augment funds available from annual registration fees in order to meet either on-going requirements or specifically identified financial needs.
35. All fund-raising must first be approved by Group Committee. Sections may undertake their own limited fund-raising but the Chairperson of Group Committee must be advised. It is the responsibility of the Chairperson to ensure that the Partner is aware of all fund-raising, and that specific fund-raising does not conflict with the aims and goals of the Partner.
PUBLICITY
36. Publicity will be co-ordinated by Group Committee and coverage of section activities will be provided where possible on request. Section Scouters are encouraged to provide material to the Publicity Co-ordinator for publication in the media.
Bylaws continued
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