19th Purley Group Constitution

The following represents the Constitution for the 19th Purley Scout  Group (“the Group”).  This Constitution forms the primary document of governance of the group which is a registered as a charity (charity no 303609).   The purpose of  the charity is to promote and develop Croydon Scouting. 

Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.  

The 19th Purley are part of the Croydon District Scout Council which  is registered with the Scout Association (registration no 10001094).  The District  Scout Council is constituted in accordance with the rules of The Scout Association to provide Scouting in the District.  Under these rules the District is supported by the  Scout County of Greater London South West.  

The Scout Association is incorporated by Royal Charter.  The Charter of the Scout  Association provides for the making of Bye-Laws approved by His Majesty in Council which, in turn, authorises the making of the rules referred to above (known as “Policy, Organisation and Rules” or P.O.R).  

The Charity Trustees of the Group are the Group Executive Committee and members are appointed in accordance with the rules laid down in P.O.R.  

The Group has a responsibly to ensure that the rules of The Scout Association are adhered to.  In the event of any conflict between this document and P.O.R then the latter takes precedence.  

P.O.R (rule 4,25c) states that “all elected and constitutional bodies of The Scout Association at Headquarters, County and District should have, as full voting members, at least two young people between the age of 18 and 25 years old”.  As a  matter of best practice, the Group will endeavour to meet this requirement.  

In addition, and in accordance with P.O.R (rule 4.25d) the Group will endeavour to ensure that any sub-Committees, working parties or organising committees contain  at least one young person between the age of 18 and 25 years.

To ensure best practice is followed any such committee or working party will require approval from the Group Executive Committee.  It should be noted that all committees and working parties are the responsibility of and accountable to the Group Executive Committee.  

The 19th Purley is the electoral body which provides Scouting in the Croydon District.  It is the body to which the Group Executive Committee is accountable.  

The Group Executive Committee meets once a year at the Annual General Meeting.  In exceptional circumstances an Extraordinary General Meeting can be held with a  minimum of 28 days notice.  

The quorum for meetings of the Group is 70.  

Membership of the 19th Purley is open to the following members of  the Group: • Leaders; • Section Assistants; • Advisors; • all parents/carers; • individuals elected or reselected annually by the Group on the  recommendation of the Executive. 

Membership of the Group ceases upon: • the resignation of the member; • the dissolution of the Council; • the termination of membership by Headquarters following a recommendation by the County Executive Committee. 

The Group must hold an Annual General Meeting within six months of the financial year end to: • receive and consider the Annual Report and Annual Accounts of the Group; • approve the Group Scout Leader’s nomination of the Chair and nominated members of the Executive Committee; • elect a Secretary; • elect a Treasurer; • elect members to serve on the Executive Committee; • appoint an auditor or independent examiner or scrutiniser as required. 

The Executive Committee exists to support the Group Scout Leader in meeting the responsibilities of the appointment and to provide support for the Group.  

The Executive Committee will meet six times a year on a regular basis – with the provision for ad hoc meetings, as and when circumstances require.  

In addition to holding face to face meetings (and subject to prior agreement and approval) the Executive Committee (and its sub-committees, working parties or organising committees) can hold their meetings (and discharge their duties) using telephone or video conferencing facilities.  

The Group is registered as an educational charity.  Unless stated otherwise all members of the Executive Committee over the age of 18 are considered to be the Charity Trustees of the Scout District.  

Charity Trustees are responsible for ensuring good governance and that the charity complies with all relevant rules and legislation relating to safety,  safeguarding and data protection.  

All members of the Executive Committee must be suitable individuals in accordance with the requirements of the Charities Act.  In addition, they must be registered on Compass and complete a criminal records disclosure (CRB) check.  

Members of the Executive Committee will be required to undertake the appropriate training and complete (and sign) an annual Trustee Declaration.  

In keeping with the requirements of P.O.R the Group will endeavour to ensure that at least two young people between the age of 18 and 25 years are full voting members of the Executive Committee.  

Uniformed individuals who are members by virtue of their appointments remain on the Executive Committee for the duration of their appointments. 

Members who hold specific roles are elected or re-elected at the Annual General  Meeting of the 19th Purley.  

Nominated members serve for a period of one year and are ratified annually at the Annual General Meeting of the 19th Purley. 

Elected members serve for a period of one year and are elected or re-elected at the Annual General Meeting of the 19th Purley.  

Co-opted members serve for a period of one year and are ratified annually at the Annual General Meeting of the 19th Purley.  

Any vacancies on the Executive Committee can be filled by the Group Scout Leader in consultation with the Chair.  All appointments must be approved by the Executive Committee and reported at the next Annual General Meeting of the 19th Purley. 

In the event of a resignation from the Executive Committee the vacancy can be filled as detailed above.   

All members of the Executive Committee aged 18 and over are entitled to vote  (however where appropriate the views of young people in the Group must be taken into consideration).

The quorum for meetings of the Executive Committee is 6. 

The Executive Committee consists of: Ex officio members • The Chair; • The Secretary; • The Treasurer; • The Group Scout Leader; • The fundraising committee member; • Uniformed leader representation. 

Nominated members • persons nominated by the Group Scout Leader. • the nominations must be approved at the Annual General Meeting. • persons nominated need not be members of the Group and their number must not exceed that of the elected members. 

Elected members • persons elected at the Annual General meeting. • these should normally be four to six in number. • persons elected must be members of the Group. 

Co-opted members • persons co-opted annually by the Executive Committee. • the number of co-opted members must not exceed the number of elected  members. 

Right of Attendance • The District Commissioner has right of attendance at meetings of the  Executive Committee. 

Invited • The Group Scout Leader and Chair may invite any member of the District  Team, County Team, Regional or Headquarters staff to report to the  Executive Committee.

In exceptional circumstances the Group Scout Leader and Chair can request the attendance of any member of the District Scout Council at a meeting of the Executive Committee. • The Group Scout Leader and Chair may invite a representative from any recognised organisation to address or report to the Executive Committee.  • Those invited are not entitled to vote and are not responsible as trustees.  

The Executive Committee is responsible for: • Complying with the Policy, Organisation and Rules of The Scout Association • Supporting the promotion and development of Scouting within the London  Borough of Croydon. • Management of the Group finances including the preparation of the Annual  Accounts. • Preparing policies and strategies (including risk management) to ensure good governance. • Management of the property and equipment owned or leased by the Group. • Providing the relevant insurance for individuals, property and equipment for which the Group has responsibility. • Providing sufficient resources for Scouting to operate effectively in the Group.  This includes, but is not limited to recruitment and fundraising activities. • Appointing and managing the operation of any sub-committees, working parties and organising committees including the appointment of a Chair to lead these Committees. • Ensuring that Young People are meaningfully involved in any decision making at all levels within the Group.  

The Executive Committee must also: • Appoint Administrators, Advisors and Co-opted members of the Executive Committee. • Approve the Annual Report and Annual Accounts after examination by an appropriate auditor, independent examiner or scruitneer • Present the Annual Report and Annual Accounts to the Annual General  Meeting. • File a copy of the Annual Reports and Annual Accounts with the District Executive Committee and the Charity Commissioners • Maintain confidentiallty with regards to approporiate Executive Committee business.

In meetings of the 19th Purley and Executive Committee only the members specified may vote.  

Decisions are made by a majority of votes of those present at the meeting.  In the  event of an equal number of votes being cast on either side in any issue the Chair does not have a casting vote and the matter is taken not to have been carried.  

In exceptional circumstances an electronic vote may be held for business relating to  the Executive Committee.  In this event there must be a 75% majority to carry a motion.  All voting members will be contacted via e-mail with details of the matter to be voted on.  Members will then have a given period (normally 5 days) in which to cast their vote electronically or otherwise.  

The vote will work in exactly the same way as those held at a normal meeting.  The only exception being that a nil response from a voting member will be treated as a vote in favour.  Members will normally be informed of the result of the vote via e-mail within 2 days of the closing date.   

The 19th Purley must approve a resolution defining a quorum for  meetings of the Executive Committee and its sub-committees.  

Meetings of the Executive Committee should have an agenda which must include  reports on finance, appointments, safety and where necessary safeguarding issues.  In addition, reports (written or verbal) should be submitted by the Chairs of any subcommittees.  

For meetings of the Executive Committee the agenda and any other relevant  documentation should be circulated no later than 7 days before the meeting.  

Where possible the minutes from the Executive Committee meeting should be circulated no later than 14 days after the meeting. 

For the Annual General Meeting of the 19th Purley the agenda,  Annual Report and Annual Accounts should be available no later than 21 days before the meeting.  

Where possible the minutes from the Annual General Meeting should be available no later than 14 days after the meeting. They will be approved at the next meeting of the Executive Committee. 

In the event of an Extraordinary General Meeting of the 19th Purley a minimum of 28 days notice must be given.  The notice must be accompanied by an agenda, the reason(s) for calling the meeting and details of any motions to be considered or voted on.  

Where possible the minutes from the Extraordinary General Meeting should be available no later than 14 days after the meeting.  They will be approved and where appropriate acted upon at the next meeting of the Executive Committee.