The following policies were adopted (motions moved and passed) at Group Committee Meetings but have not yet been incorporated into the 1st Glen Cairn Bylaws.
REGISTRATION
MEMBERSHIP/REGISTRATION
Passed May 11, ‘00
UNIFORM
Uniform Policy
Passed Aug. 25 '99
Necker Cost
Passed Dec. 9, ‘99
Necker Replacement
Passed Oct. 14, ‘99
TRAINING
STiNC - Scouters' Conference
Passed Aug. 25 '99
First Aid
Passed Aug. 25 '99
CJ '01
C.J. Fund
Passed Nov 11, '99
CJ'01 Youth Elegibility
Passed Feb. 10, '00
HUMAN RESOURCES
Volunteer Screening
1. The person making the initial recruitment contact should be familiar with the "Requirements for Membership", job description, and purpose and process of the screening process.
2. The recruiter should know a little bit about and have a good feeling towards the candidate.
3. If the candidate confirms an interest in becoming a member, the initial recruiter will provide the candidate with the info sheets "Requirements for Membership" and Job description, answer any questions and explain the screening process. If the candidate is still interested he/she will be invited to complete an "Application for Adult Membership" which is returned to the Group Chair.
4. The Group Chair and one other member of the Group Committee will interview the candidate.
5. The Chair will check the references provided.
6. The Chair / delegate will forward on to Scouts Canada - identification and consent obtained from the candidate to obtain a "Police Records Check".
7. Following only encouraging results of #'s 1-5, the candidate will begin a three month orientation and probation period, under the supervision / guidance of an appointed Scouter.
8. The candidate will be offered training courses to help him/her better communicate with the youth. Training is part of the screening process wherein the trainers may identify set attitudes inconsistent with Scouting's Mission and Principals or attitudes that put youth at risk.
9. The candidate is invested only after a return of a clear "Police Record Check" and a
positive recommendation of the supervising Scouter.
10. There is ongoing and year end evaluation of all Scouters by the Contact / Section Leaders with any concerns reported immediately to the Group Chair.
Passed May 11, ‘00
Leader Selection & Appointment
Passed March 9, 2000
One Beaver Leader for each 5 Beavers, + an additional Leader + a Contact Leader;
One Cub Leader for each 6 cubs + an additional Leader + an Akela;
One Scout Leader for each 6 Scouts + an additional Leader + a Troop Scouter.
Eight members of Group Committee with the following general responsibilities:
Chair - Planning & Quality Management & Risk Management & Recruitment
Secretary - Minutes & Registrar & Nomination Chair
Treasurer - Group & Section Financial Records
Group Commissioner - Program & Training & Awards
Special Events & Fundraising - Scoutrees, Food Drive, Lightbulb ...
Public Relations & Communications (incl Web Page & E-mail)
Quarter Master
Sponsor Rep.
Group Committee may consider funding additional registrants where special circumstances warrant (ie succession planning).
Passed Apr. 13, '00
Passed Apr. 13, '00
Group Commissioner
Passed March 9, 2000
Group Committee Job Description for Support Scouter
Group Scouter and Group Commissioner
As a valued member and under the guidance of Group Committee, a support Scouter, acting in accordance with BP & P, 1st Glen Cairn Policy &Procedures, and Risk Management, will oversee and assist section Scouters, as assigned, to ensure a safe and productive program is being provided within Scouting Principles.
Glen Cairn's Job Description
1.Responsible to evaluate the operation of the programs are in accordance with the Mission, Principles, Program Objectives, Operation Policies, Procedures and Regulation of Scouts Canada and in keeping with the goals and ideals of the sponsor / partner.
2. Responsible to ensure that due emphasis is given to the religious aspects of Scouting in the conduct and life of the group / section.
3. Responsible to encourage recruitment of members and help the Group Committee recruit Scouters who are acceptable to the sponsor / partner and to Scouts Canada.
4. Responsible to encourage Scouters in their personal development outlining opportunities for training available to them.
5. Responsible with Group to maintain a program of growth for the group/ sections.
6. Responsible to ensure that the program resources and personnel, as required are available. Examples of this are:
-instructors, resource persons, examiners, and facilities;
- equipment and transport for camps and other events.
7.Responsible where necessary to assist Scouters in the operation of the group / section.
8. Responsible to assist Scouters in preparation of camps, other special events and budgets.
9. Responsible when mandated ,to assume direction of the section.
10. Responsible to promote harmonious relationships within the group/ section and any institutions or organizations in contact with or affecting the group / section.
11. To provide for the annual review of Section Scouters and to ensure that appropriate recognition for service is provided.
Guide to Selective Recruitment
Position: Group Scouter and Group Commissioner Scouters who are members of Group Committee and oversee and assist all the various Section Leaders are called Group / Support Scouters and Group Commissioner.
Accountable to:
Sponsor / group committee and District Commissioner.
Average Time Required:
14 hours per month, approximately of which 6 hrs are spent visiting section meeting and 2 hours are allocated to each of: Group Committee Meeting; District Council / Scouter's Club meeting; Facilitating Joint Section / Group Special Activities; and personal assistance to Scouters as required. Additional time may be required for training and attendance at special events.
Major Area of Responsibility:
As a valued member and under the guidance of Group Committee, a support Scouter, acting in accordance with BP & P, 1st Glen Cairn Policy & Procedures, and Risk Management, will oversee and assist section Scouters, as assigned, to ensure a safe and productive program is being provided and within Scouting Principles.
Duties and Responsibilities of the Position:
Ensure the health and safety of all members. This is a primary concern.
Help each scouting youth have an adventurous personal growth experience in his / her Section.
Maintain good relationships with parents and encourage their co-operation and involvement within the group.
Work closely and co-operatively with other members of the group committee and share the responsibilities of managing the sections.
Support and participate when appropriate in special meetings, trips, camps and outdoor experiences.
Encourage and recruit both youth and adult volunteers.
Know and use the resource material available, including handbooks and By-Laws, Policies and Procedures.
Maintain good relationships with leaders and other group committee Scouters.
Attend the District Council / Scouter's Club meetings when appropriate.
Meet specific requirements of the sponsor / partner, where applicable.
Take training for the position.
Participate in district/area/regional events as appropriate.
Fulfill specific responsibilities of position (see group committee handbook / job description).
Qualifications
Prepared to accept, and demonstrate personal values compatible with Scout Canada's Mission, Principles and Practices. Prepared to advocate each Section's program goals. Willingness to work as a member of a management team. Prepared to promote Scouting's policies and procedures. Willingness to participate in training necessary to be effective in the position. Preparedness to commit time to be a quality member of the Scouting Movement. Possess some administrative /management skills. Willing to accept the responsibilities and duties of the position and be a role model of appropriate Leader behaviour. Willing to wear the official Scouter uniform. Willing to participate in and support, Scouts Canada's volunteer screening measures.
Passed April 12, 2001
Scouting Auxilary
Passed Apr. 13, '00
FINANCIAL RESOURCES
Banking
Passed Oct. 14, ‘99
Group Financial Accounts
The first shall be termed the "OPERATIONAL ACCOUNT". It shall be funded by the parent registration fee for the youth. The account shall cover the expenses involved in the operation cost of 1st Glen Cairn and the registration fee for the youth and leaders as well as the leaders' uniform and training. The registration fees shall be set so as to cover the expected operational cost and maintain a balance of $1,500.
Further it is proposed that scarfs would be bought by Group in the Spring and made available for purchase at registration. Money should be set aside exclusive of the $1,500 balance for known and expected future purchase of operational supplies required, ie shoulder flashes, and Glen cairn badge.
The second account shall be termed the "CAPITAL EXPENDITURES ACCOUNT" and shall be funded by the proceeds of Group Sponsored Fundraising ventures. The funds would be used to purchase capital program equipment and finance group sponsored special events. The account shall maintain a minimum balance of $1,500.
Each of the two accounts would be self sufficient in that they would generate enough revenue to support their needs. Money will not be permanently be transferred from one account to the other.
If it appears a hardship at the beginning to set up the minimum balances of $1,500 for each account a strategy shall be instituted to achieve this over a number of years to prevent any hardship.
Sections are encouraged to set a minimum balance to maintain in their accounts at year end for their operation needs exclusive of funds set aside for special events.
(This policy proposal does not change or effect section financing for their supplies, outings and expenditures as laid out in the Section financing policy which states these are funded through dues, event fees and Section proceeds from fundraising.)
Passed April 12,2001
Section Financial Report
Passed March 9, 2000
Semi-Annual Audit
Passed March 9, 2000
Group Expenditures
Passed Dec. 9, ‘99
Requisitioning Equipment
Passed April 12, 2001
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