{"number":"5","url":"/por/5d-constitutions-for-scottish-groups-districts-regions/","content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Cp\u003E(see Chapter 5c for constitutions for other Groups, Districts, Counties)\u003C/p\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"rules":[{"number":"5d.1","body":"","content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EIntroduction to the Constitution for a Group (Scotland)\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003EThis introduction is not part of the model constitution for a Group but includes important points of context.\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe Group constitution must always be used in the context of the rules in POR Chapter\u202F5b \u2013 these POR Rules must not be amended.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIn accordance with POR 5b.3.1.5, any amendments or differences to the model constitution at POR 5d.1 below (and noting (a) above) must be agreed at the AGM and fully recorded in the minutes of the AGM. \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIn the interest of openness, especially for new members of the Group Scout Council, the Group Scout Council must re-adopt their constitution at each Annual General Meeting (AGM).\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5d.1.1.1 Compliance\u003C/strong\u003E\u003Cbr\u003EAll Scout Groups must adhere to the current edition of Policy Organisation and Rules of The Scout Association.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5d.1.1.2 Charitable objects\u003C/strong\u003E\u003Cbr\u003E[POR 1.1]\u0026nbsp;\u003Cbr\u003EOur purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.2 Group Scout Council\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.2.1\u003C/strong\u003E\u003Cbr\u003EThe Group Scout Council has a governance role for the Group (whether or not it is a charity in law) and, in particular, appoints the Group Trustee Board. The Trustee Board is responsible for the governance of the Group \u00A0and is accountable to the Group Scout Council.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.2.2\u003C/strong\u003E\u003Cbr\u003EThe Group Scout Council has no Trustee responsibilities.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.2.3\u003C/strong\u003E\u003Cbr\u003EMembership of the Scout Council does not provide membership of Scouts.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.3 Group Scout Council Membership\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.3.1\u003C/strong\u003E\u003Cbr\u003EThe ex-officio members of the Group Scout Council are:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EAll adult members of the Group \u2013 see Group roles listed in the POR Chapter 16 Teams Table\u00A0\u003C/li\u003E\n\u003Cli\u003Eall Young Leaders who are members of a Section Team of one of the Group\u2019s sections\u00A0\u003C/li\u003E\n\u003Cli\u003EAll Patrol Leaders of the Troop(s) in the Group\u00A0\u003C/li\u003E\n\u003Cli\u003EAll parents or carers of Squirrels, Beavers, Cubs and Scouts in the Group\u00A0\u003C/li\u003E\n\u003Cli\u003Eall Explorers of an Explorer Unit partnered with the Group, if so specified in a Partnership Agreement between the Unit, the Group and the District\u003C/li\u003E\n\u003Cli\u003Eall members of the Explorer Section Team of an Explorer Unit partnered with the Group, if so specified in a Partnership Agreement between the Unit, the Group and the District\u003C/li\u003E\n\u003Cli\u003Eall parents or carers of Explorers of an Explorer Unit partnered with the Group, if so specified in a Partnership Agreement between the Unit, the Group and the District\u003C/li\u003E\n\u003Cli\u003EThe Sponsoring Authority, where there is one, or its nominee\u00A0\u003C/li\u003E\n\u003Cli\u003EThe District Lead Volunteer\u00A0\u003C/li\u003E\n\u003Cli\u003EThe District Trustee Board Chair\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.3.2\u003C/strong\u003E\u003Cbr\u003EThe Group Scout Council may appoint some members, on the recommendation of the Group Trustee Board. See POR 5b.3.2.8.\u00A0\u003C/p\u003E\n\u003Cp\u003EAppointed members of the Group Scout Council are other supporters of the Group appointed by the Group Scout Council on the recommendation of the Group Trustee Board for a fixed period not exceeding three years. \u00A0\u00A0\u003C/p\u003E\n\u003Cp\u003EA Group Scout Council does not need to have any appointed members.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.3.3\u003C/strong\u003E\u003Cbr\u003EThe Group Scout Council may appoint some community members. See POR 5b.3.2.9. \u00A0\u00A0\u003C/p\u003E\n\u003Cp\u003ECommunity members of a Group Scout Council are initially appointed for a term of one year, though they may be renewed annually at the AGM.\u00A0\u003C/p\u003E\n\u003Cp\u003EA Group Scout Council does not need to have any community members.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.3.4\u003C/strong\u003E\u003Cbr\u003EThe total number of appointed and community members of a Group Scout Council must not exceed the number of ex officio members\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.3.5\u003C/strong\u003E\u003Cbr\u003EThe Regional Lead Volunteer has a right of attendance at all Group Scout Council meetings in the Region.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.3.6\u003C/strong\u003E\u003Cbr\u003EMembership of the Group Scout Council ends when the:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Emember resigns\u00A0\u003C/li\u003E\n\u003Cli\u003Emember no longer qualifies as a member of the Group Scout Council\u00A0\u003C/li\u003E\n\u003Cli\u003EGroup Scout Council is dissolved\u00A0\u003C/li\u003E\n\u003Cli\u003Emember\u2019s membership is terminated by UK Headquarters following a recommendation by the Group Trustee Board\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.4 Annual General Meeting\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.1\u003Cbr\u003E\u003C/strong\u003ETo support the planning and delivery of a Group AGM there is a downloadable \u2018\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/annual-general-meetings/\u0022 title=\u0022Annual General Meetings\u0022\u003Escript\u003C/a\u003E\u2019 (including agenda and script templates and a suggested planning timetable).\u003Cstrong\u003E\u003Cbr\u003E\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.2\u003C/strong\u003E\u003Cbr\u003EThe Group Scout Council must hold an Annual General Meeting within six months of the end of the Group\u2019s financial year.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.3\u003C/strong\u003E\u003Cbr\u003EThe Annual General Meeting must:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EUndertake governance oversight\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EApprove the minutes of the previous Annual General Meeting\u003C/li\u003E\n\u003Cli\u003EAdopt (or re-adopt) the constitution of the Scout Group\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003ENote the dates of the Group\u2019s financial year\u003C/li\u003E\n\u003Cli\u003EApprove appointed and community members of the Group Scout Council (if any)\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EAgreeing the maximum total number of members of the Group Trustee Board (this is one number representing the total of ex officio, appointed and co-opted Trustees)\u003C/li\u003E\n\u003Cli\u003EAgree the quorum for meetings of the Group Scout Council\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EReview the previous year\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EReceive and consider the Trustees\u2019 Annual Report, including the annual statement of accounts prepared by the Trustee Board\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe accounts must have been examined by an appropriate auditor or independent examiner\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe Trustees\u2019 Annual Report and Accounts presented to the Scout Council must include the formal report prepared by the auditor or independent examiner\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EMake appointments\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EApprove the appointment of the Chair of the Group Trustee Board\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of the Treasurer of the Group Trustee Board\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of members of the Group Trustee Board\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003EVacancies for appointed Trustees (including Chair and Treasurer) only occur at the end of their period of appointment. For example, a Group Chair may have been appointed for three years and so does not need to be re-appointed or re-selected after years one and two.\u003C/p\u003E\n\u003Cp\u003EThe proposal from the Trustee Board is received by the Group Scout Council at their AGM. The proposal from the Trustee Board does not require seconding by a member of the Group Scout Council. The action of the Group Scout Council is to approve or not approve the proposed names from the Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003C/li\u003E\n\u003Cli\u003E\n\u003Cp\u003EApprove the appointment of any Group Presidents or Group Vice Presidents\u0026nbsp;\u003C/p\u003E\n\u003C/li\u003E\n\u003Cli\u003E\n\u003Cp\u003EAppoint (or re-appoint) an auditor or independent examiner (see POR 5e.3.1.1)\u003C/p\u003E\n\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.4\u003C/strong\u003E\u003Cbr\u003EFollowing each Annual General Meeting, all appointed Trustees must be recorded on the membership system and the Trustees\u2019 Annual Report and Accounts must be filed as required (POR 5e.2.1.2.and POR 5e.2.1.3)\u003C/p\u003E\n\u003Cp\u003EAs per OSCR\u2019s regulations (Charities (Regulation and Administration) (Scotland) Act 2023), all registered charities must also provide all trustee details to OSCR for publication unless granted an exemption by OSCR directly.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.5\u003C/strong\u003E\u003Cbr\u003EGroup Trustee Board administration must ensure that appointed Group Scout Council Members are recorded locally in the minutes of the Group Scout Council meeting which appoints them (normally the AGM). Group Scout Council members (whether ex\u202Fofficio or appointed or community) must not be recorded as Scout Council Members on The Scout Association\u2019s membership system.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.6\u003C/strong\u003E\u003Cbr\u003EThe Group Trustee Board will verify the draft Minutes of the Annual General Meeting at their first meeting following the Annual General Meeting. These Minutes cannot be formally approved until the Group\u2019s next Annual General Meeting.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.7\u003C/strong\u003E\u003Cbr\u003EGovernance roles must be distinct to help manage conflict of interest. The roles of Chair and Treasurer must not be combined in any way.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.4.8\u003C/strong\u003E\u003Cbr\u003EApart from the AGM the Group Scout Council will only be required to meet under the circumstances of an Extraordinary General Meeting. The notice of the AGM and any EGM shall be sent at least four weeks in advance to all those eligible to attend. This notice may be sent by written or electronic means.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.5 The Group Trustee Board - Purpose\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.5.1\u003C/strong\u003E\u003Cbr\u003EThe Group Trustee Board is a team of volunteers who work together, as Trustees, to make sure Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.5.2\u003C/strong\u003E\u003Cbr\u003EEffective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.5.3\u003C/strong\u003E\u003Cbr\u003EMembers of the Group Trustee Board must act collectively as Charity Trustees (if the Scout Group is a registered charity) or with the same duties and responsibilities as Charity Trustees (if they are not registered) and in the best interest of the charity and its members to:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EEnsure the Group is well managed, carrying out its purposes for the public benefit, complying with the Group\u2019s governing document and the law and managing the Group\u2019s resources responsibly.\u00A0\u003C/li\u003E\n\u003Cli\u003EComply with Policy Organisation and Rules of the Scout Association, including effective management of the Key Policies listed in POR Chapter 2a \u2013 The Equal Opportunities Policy, Privacy and Data Protection Policy, Religious Policy, Safeguarding Policy, Safety Policy, Vetting Policy, Youth Member Anti-Bullying Policy\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that young people are meaningfully involved in decision making at all levels of the Group\u00A0\u003C/li\u003E\n\u003Cli\u003EProvide sufficient resources (funds, people, property and equipment) to meet the planned work of the Group including delivery of the high-quality programme\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that a positive image of Scouts exists in the local community\u00A0\u003C/li\u003E\n\u003Cli\u003EDevelop and maintain a risk register, including putting in place appropriate mitigations\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that the Group\u2019s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the Group\u00A0\u003C/li\u003E\n\u003Cli\u003EMaintain and manage a reserves policy for the Group (including a plan for use of reserves outside of the minimum), an investment policy for the Group and a public benefit statement for the Group\u003C/li\u003E\n\u003Cli\u003EEnsure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the Group is properly protected and maintained\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that where the Group is partnered with an Explorer Unit and the operational financing is undertaken by the Group, this arrangement must be documented in the Partnership Agreement, and the finance arrangements must follow this guidance\u003C/li\u003E\n\u003Cli\u003EPromote and support the development of Scouts in the local area\u00A0\u003C/li\u003E\n\u003Cli\u003EManage the Group\u2019s finances including the raising of funds and ensure that the assets are to be applied solely for the purposes, management and administration of Scouts.\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint and manage the operation of any sub-teams of the Trustee Board created in line with POR 5d.1.5.4, including appointing a Chair to lead the sub-teams. This sub-team Chair role title is Sub-Team Leader (see the Teams Table in POR Chapter 16).\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that effective administration is in place to support the work of the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint any Co-opted members of the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EPrepare and approve the Trustees\u2019 Annual Report and Annual Accounts after their examination by an appropriate auditor or independent examiner and as appointed by the Scout Council at their Annual General Meeting\u00A0\u003C/li\u003E\n\u003Cli\u003EPresent the Annual Report and Annual Accounts to the Group Scout Council at their Annual General Meeting\u003Cbr\u003EFile a copy the Annual Report and Annual Accounts with the District Trustee Board and, if a registered charity, with the Office of the Scottish Charity Regulator (OSCR, see POR 5e.2.1.2 and POR 5e.2.1.3)\u003Cbr\u003ETake responsibility for adherence to Data Protection Legislation recognising that, depending on circumstances, it will at times act as a Data Controller and as a Data Processor, including the Trustee Board responsibilities listed at POR 2a.3.2.1.\u003C/li\u003E\n\u003Cli\u003EMaintain confidentiality with regard to appropriate Trustee Board business\u00A0\u003C/li\u003E\n\u003Cli\u003EApply a transparent selection process to recommend to the Group Scout Council appropriate members of the Group Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EWhere staff are employed, act as a responsible employer in accordance with the Scouts\u2019 values and relevant legislation, ensure effective line management responsibilities for employed staff are clearly established and communicated and ensure that appropriate specific employee insurance is in place (POR 5g.4.1.2(j))\u003C/li\u003E\n\u003Cli\u003EProvide support to the Group Lead Volunteer, when required, to assist the opening, change, merging or closing of sections in the Group as necessary\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.5.4\u003C/strong\u003E\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe Group Trustee Board may create sub-teams it deems necessary to support its governance function (see POR 5d.1.5.3(l)). The Group Trustee Board must ensure that for any sub-team it appoints:\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eits purpose is governance-focused and not operational\u003C/li\u003E\n\u003Cli\u003Eits members are agreed and approved by the Group Trustee Board\u003C/li\u003E\n\u003Cli\u003Ethe Regional Chair has right of attendance\u003C/li\u003E\n\u003Cli\u003Ethe Regional Lead Volunteer has right of attendance\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003ESub-team members are not Trustees of the Group unless they are already members of the Group Trustee Board.\u003C/li\u003E\n\u003Cli\u003EAll sub-team members must be recorded on the membership system.\u003C/li\u003E\n\u003Cli\u003EIf a sub-team consists entirely of non-Trustee members it is good practice for at least one member of the sub-team to have completed the Being a Trustee in Scouts learning.\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.6 Membership of the Group Trustee Board\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.1\u003C/strong\u003E\u003Cbr\u003ESubject to conflict of interest rules, a Trustee may be a member of more than one Trustee Board. \u0026nbsp;\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EEx officio, appointed and co-opted members of the Group Trustee Board are charity Trustees (if the Scout Group is a registered charity) or have the same duties and responsibilities as charity Trustees (if the Scout Group is not a registered charity). \u0026nbsp;\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EPeople invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.2\u003C/strong\u003E\u003Cbr\u003ECertain people are disqualified from being charity Trustees by virtue of the Charities and Trustee Investment (Scotland) Act 2005.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.3\u003C/strong\u003E\u003Cbr\u003EAll Trustees must complete learning as specified in Policy, Organisation and Rules.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.4\u003C/strong\u003E\u003Cbr\u003EThe Group Trustee Board consists of:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe Group Chair\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe Group Treasurer\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe Group Lead Volunteer\u0026nbsp;\u003Cbr\u003EWhere there are joint role holders, only one of them may be an ex officio member of the Group Trustee Board. \u0026nbsp;This should be decided in consultation with the Group Lead Volunteers and the Group Chair. \u0026nbsp;\u003Cbr\u003EHowever, each role holder of any of the above roles must be eligible to be a Trustee (as specified in POR 16.1.3.1(d) and (e))\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EA maximum of nine further appointed or co-opted Trustees. \u0026nbsp;A Group Trustee Board should consist of between 5 and 12 Trustees.\u0026nbsp;\u003Cbr\u003EThe selection process for appointed Trustees must follow POR 5b.3.3.5(b) and POR 5b.3.3.6. \u0026nbsp;\u0026nbsp;\u003Cbr\u003ECo-opted members are persons co-opted annually by the Group Trustee Board. They are not appointed by the Group Scout Council at its AGM. The number of co-opted members must not exceed the actual number of appointed Trustees, excluding Chair and Treasurer. \u0026nbsp;\u003Cbr\u003EIf a co-option is required mid-year because of a vacancy arising (see POR 5d.1.6.8), then this rule may be broken, provided that the total number of Trustees remains no greater than the total number of Trustees permitted by Scout Council resolution at the AGM.\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.5\u003C/strong\u003E\u003Cbr\u003EThe District Lead Volunteer, District Chair and the Regional Lead Volunteer each have a right of attendance at all Group Trustee Boards.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.6\u003C/strong\u003E\u003Cbr\u003EThe Sponsoring Authority or its nominee, has a right of attendance at a Group Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.7\u003C/strong\u003E\u003Cbr\u003EEach Group Trustee Board requires effective administration. The administration can be provided by one or more persons as appropriate to the Group. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThe administration role(s) are \u2018operational\u2019 role(s) and will typically be member(s) of the Group Leadership Team or one of its sub-teams. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EA Trustee Board member should not take minutes at a Trustee Board meeting, as it makes it difficult for them to properly contribute to the meeting and meet their trustee responsibilities. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMore information is available about \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/tools-to-support-trustee-boards/\u0022 title=\u0022Tools to support Trustee Boards\u0022\u003Etools to support Trustee Boards\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.8\u003C/strong\u003E\u003Cbr\u003EIf a Group Trustee Board Chair, or Treasurer resigns, filling the vacancy as soon as possible should be prioritised. All actions must be taken by a majority vote of the Trustees, with vacancies of the role of Chair being discussed with the Group Lead Volunteer. These appointments are short term until the next annual general meeting.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThe Trustees must either:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EAppoint a current Trustee to the role, or\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003ECo-opt a Trustee to take the role, subject to the provisions in the Group\u2019s constitution for co-opting Trustees\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003EThere is no role of acting Chair or acting Treasurer\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.6.9\u003C/strong\u003E\u003Cbr\u003EIn extreme circumstances, the Group Lead Volunteer may act as Chair for a short period of time.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.7 Group Scout Council \u2013 Conduct of meetings\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.1\u003C/strong\u003E\u003Cbr\u003EThe Group Scout Council meets at their AGM (POR 5b.3.2). \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.2\u003C/strong\u003E\u003Cbr\u003EIt would be unusual for there to be additional meetings of the Group Scout Council. This is because the primary task of the Group Scout Council is to appoint the Group Trustee Board. If members resign from the Group Trustee Board, POR 16.9.2.2 must be followed, thus rendering an additional meeting of the Group Scout Council unnecessary.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.3\u003C/strong\u003E\u003Cbr\u003EA Group Scout Council meeting should normally be convened with at least four weeks\u2019 notice. A meeting may be convened on shorter or no notice with the agreement of at least three quarters of the members of the Group Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.4\u003C/strong\u003E\u003Cbr\u003EThe Group Chair chairs meetings of the Group Scout Council meetings. If the Group Chair is unable to be present, the Group Chair may appoint a delegate to chair a meeting of the Group Scout Council subject to such appointment being approved at the start of the meeting by a majority of the Group Scout Council members present.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.5\u003C/strong\u003E\u003Cbr\u003EOnly Group Scout Council members, as defined in POR 5d.1.3, may vote in Group Scout Council meetings. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.6\u003C/strong\u003E\u003Cbr\u003EThe quorum for a Group Scout Council meeting is agreed by the Group Scout Council at their AGM (POR 5b.1.4.2(a)).\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf there is no quorum present at a meeting of the Group Scout Council, the meeting must be closed and reconvened at the earliest available opportunity.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.7\u003C/strong\u003E\u003Cbr\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side, the Chair does not have a casting vote and the matter is taken not to have been carried. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.8\u003C/strong\u003E\u003Cbr\u003ETo discharge their responsibilities, the Group Scout Council may meet by video conference as well as, or instead of, face to face when agreed by the Group Chair. The Group Scout Council must not \u2018meet\u2019 using any indirect process, such as email.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EAt any meeting which is not fully in person, there must be an online poll or other electronic method of counting votes.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.9\u003C/strong\u003E\u003Cbr\u003EAll meetings of the Group Scout Council, whether face-to-face or otherwise, must be properly recorded and minuted.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.7.10\u003C/strong\u003E\u003Cbr\u003EMinutes of Scout Council meetings, approved by the Chair and reviewed by the Trustee Board should be circulated to all members in advance of the next meeting. All minutes to be retained and safely kept.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.1.8 Group Trustee Board \u2013 Conduct of Meetings\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.1\u003C/strong\u003E\u003Cbr\u003EMeetings of the Group Trustee Board should be convened with at least two weeks\u2019 notice, though it is good practice to schedule meeting dates well in advance. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMeetings may be convened on shorter notice, using the guidance of POR 5d.1.8.2 to agree the date of the additional meeting.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.2\u003C/strong\u003E\u003Cbr\u003EOnly members of a Group Trustee Board as defined in POR 5b.3.3 may vote in meetings of the Group Trustee Board. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETrustees (including ex officio Trustees) must have a full appointment as a Trustee before they can vote at, or influence discussion at, a Trustee Board meeting. They can be invited to attend Trustee Board meetings while they have a provisional appointment but may not influence decision making or take part in any voting.\u003C/p\u003E\n\u003Cp\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the Chair does not have a casting vote and the matter is deemed not to have been carried.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.3\u003C/strong\u003E\u003Cbr\u003EThe quorum for a Group Trustee Board meeting is one third of the Trustees (ex officio plus appointed plus co-opted) [round down if necessary] plus one. So, a Trustee Board with 10 members would have a quorum of four. And a Trustee Board with six members would have a quorum of three.\u003C/p\u003E\n\u003Cp\u003EFor any sub-teams of the Group Trustee Board, the quorum must be set by the Group Trustee Board, based on the size of the sub-team and the complexity of its task(s).\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.4\u003C/strong\u003E\u003Cbr\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the Chair does not have a casting vote and the matter is deemed not to have been carried.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.5\u003C/strong\u003E\u003Cbr\u003EThe Group Trustee Board can meet by telephone conference or video conference as well as face to face in order to discharge their responsibilities when agreed by the appropriate Chair.\u003C/p\u003E\n\u003Cp\u003EThis includes \u0027hybrid\u0027 meetings, where some Trustees are present at an agreed location while others participate remotely via phone or video.\u003C/p\u003E\n\u003Cp\u003EWhether hybrid or in person, it is important that all persons present at a meeting are able to:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ebe seen\u003C/li\u003E\n\u003Cli\u003Eask questions\u003C/li\u003E\n\u003Cli\u003Ejoin in the debate\u003C/li\u003E\n\u003Cli\u003Esee, share and display documents such as resolutions\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.6\u003C/strong\u003E\u003Cbr\u003EMinutes, approved by the Chair should be circulated to all members of the Trustee Board as soon as possible. All minutes to be retained and safely kept.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.1.8.7\u003C/strong\u003E\u003Cbr\u003EWhere urgent matters arise between scheduled meetings of the Group Trustee Board and if it is not feasible to convene a meeting of the Trustee Board, electronic voting (such as email) may be used for decision making provided the Group Chair deems it appropriate.\u003C/p\u003E\n\u003Cp\u003EDigital applications other than email are not normally appropriate to be used for such decision making. This includes WhatsApp, Doodle and similar tools, which should only be considered in exceptional circumstances and with the agreement of the Group Chair.\u003C/p\u003E\n\u003Cp\u003EFor such decisions taken between meetings, a minimum of 75% [round down if necessary] of the total number of Trustees must approve the matter. The results of the vote must be reported to, and recorded in the minutes of, the next Group Trustee Board meeting.\u003C/p\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"deprecated":false,"url":"/por/5d-constitutions-for-scottish-groups-districts-regions/5d1-constitution-for-a-group-scotland/","id":85581,"nodeName":"5d.1 Constitution for a Group (Scotland)","title":"Constitution for a Group (Scotland) ","type":"pORRule","image":null,"assets":null,"headerOptions":{"headerTitle":"Constitution for a Group (Scotland) ","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NTU4MSJ9","canonicalUrl":"https://www.scouts.org.uk/por/5d-constitutions-for-scottish-groups-districts-regions/5d1-constitution-for-a-group-scotland/"},{"number":"5d.2","body":"","content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EIntroduction to the Constitution for a District (Scotland)\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003EThis introduction is not part of the model constitution for a District but includes important points of context.\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe District constitution must always be used in the context of the rules in POR Chapter\u202F5b \u2013 these POR Rules must not be amended.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIn accordance with POR 5b.3.1.5, any amendments or differences to the model constitution at POR 5d.2 below (and noting (a) above) must be agreed at the AGM and fully recorded in the minutes of the AGM. \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIn the interest of openness, especially for new members of the District Scout Council, the District Scout Council must re-adopt their constitution at each Annual General Meeting (AGM).\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5d.2.1.1 Compliance\u003C/strong\u003E\u003Cbr\u003EAll Scout Districts must adhere to the current edition of Policy, Organisation and Rules of The Scout Association.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5d.2.1.2 Charitable objects\u003C/strong\u003E\u003Cbr\u003E[POR 1.1]\u0026nbsp;\u003Cbr\u003EOur purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.2 The District Scout Council\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.2.1\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council has a governance role for the District (whether or not it is a charity in law) and, in particular, appoints the District Trustee Board. \u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.2.2\u003C/strong\u003E\u003Cbr\u003EThe geographical boundaries of the District are agreed between the District Scout Council and the Regional Scout Council. The Trustee Board is responsible for the governance of the charity and is accountable to the Scout Council.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.2.3\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council has no Trustee responsibilities.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.2.4\u003C/strong\u003E\u003Cbr\u003EMembership of the Scout Council does not provide membership of Scouts.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.3 District Scout Council Membership\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.3.1\u003C/strong\u003E\u003Cbr\u003EThe ex-officio members of the District Scout Council are:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eall adult members with a role in one of the District\u2019s teams or sub-teams - see District roles listed in the POR Chapter 16 Teams Table\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EAll adults with the following appointments in the Scout Groups in the District\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EGroup Lead Volunteers and Group Leadership Team Members\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003ESection Team Leaders and Team Members \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EGroup Trustee Board members (Chairs, Treasurers, Trustees)\u0026nbsp;\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EAll Explorer Scouts (including Young Leaders) in the District\u003C/li\u003E\n\u003Cli\u003EAll members of the District Scout Network\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EAll parents of Explorer Scouts (including Young Leaders)\u003C/li\u003E\n\u003Cli\u003EThe Regional Lead Volunteer\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe Regional Trustee Board Chair\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.3.2\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council may appoint some members, on the recommendation of the District Lead Volunteer and the District Trustee Board. See POR 5b.3.2.8.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EAppointed members of the District Scout Council are other supporters of the District appointed by the District Scout Council on the recommendation of the District Trustee Board for a fixed period not exceeding three years.\u003C/p\u003E\n\u003Cp\u003EA District Scout Council does not need to have any appointed members. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.3.3\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council may appoint some community members. See POR 5b.3.2.9. Community members of a District Scout Council are initially appointed for a term of one year, though they may be renewed annually at the AGM.\u003C/p\u003E\n\u003Cp\u003EA District Scout Council does not need to have any community members.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.3.4\u003C/strong\u003E\u003Cbr\u003EThe total number of appointed and community members of a District Scout Council must not exceed the number of ex officio members\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.3.5\u003C/strong\u003E\u003Cbr\u003EThe Chief Volunteer of Scotland has a right of attendance at all District Scout Council meetings in the Country.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.3.6\u003C/strong\u003E\u003Cbr\u003EMembership of the District Scout Council ends when the:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Emember resigns\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Emember no longer qualifies as a member of the District Scout Council\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EDistrict Scout Council is dissolved\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003Emember\u2019s membership is terminated by UK Headquarters following a recommendation by the District Trustee Board\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.4 Annual General Meeting\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.1\u003Cbr\u003E\u003C/strong\u003ETo support the planning and delivery of a District AGM there is a downloadable \u2018\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/annual-general-meetings/\u0022 title=\u0022Annual General Meetings\u0022\u003Escript\u003C/a\u003E\u2019 (including agenda and script templates and a suggested planning timetable).\u003Cstrong\u003E\u003Cbr\u003E\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.2\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council must hold an Annual General Meeting within six months of the end of the Scout District\u2019s financial year.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.3\u003C/strong\u003E\u003Cbr\u003EThe Annual General Meeting must:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EUndertake governance oversight\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EApprove the minutes of the previous Annual General Meeting\u003C/li\u003E\n\u003Cli\u003EAdopt (or re-adopt) the constitution of the Scout District\u00A0\u003C/li\u003E\n\u003Cli\u003ENote the dates of the Scout District\u2019s financial year\u00A0\u003C/li\u003E\n\u003Cli\u003EApprove appointed and community members of the District Scout Council (if any)\u00A0\u003C/li\u003E\n\u003Cli\u003EAgreeing the maximum total number of members of the District Trustee Board (this is one number representing the total of ex officio, appointed and co-opted Trustees)\u003C/li\u003E\n\u003Cli\u003EAgree the quorum for meetings of the District Scout Council\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EReview the previous year\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EReceive and consider the Trustees\u2019 Annual Report, including the annual statement of accounts prepared by the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EThe accounts must have been examined by an appropriate auditor or independent examiner\u00A0\u003C/li\u003E\n\u003Cli\u003EThe Trustees\u2019 Annual Report and Accounts presented to the Scout Council must include the formal report prepared by the auditor or independent examiner\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EMake appointments\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EApprove the appointment of the Chair of the District Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of the Treasurer of the District Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of members of the District Trustee Board\u003Cbr\u003EVacancies for appointed Trustees (including Chair and Treasurer) only occur at the end of their period of appointment. For example, a District Chair may have been appointed for three years and so does not need to be re-appointed or re-selected after years one and two.\u003Cbr\u003EThe proposal from the Trustee Board is received by the District Scout Council at their AGM. The proposal from the Trustee Board does not require seconding by a member of the District Scout Council. The action of the District Scout Council is to approve or not approve the proposed names from the Trustee Board.\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of any District Presidents or District Vice Presidents\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint (or re-appoint) an auditor or independent examiner (see POR 5e.3.1.1)\u003C/li\u003E\n\u003Cli\u003ENominate two representatives of the District Scout Council, in addition to those ex-officio members detailed in POR 5d.3.3.1(b), to represent the District on the Regional Scout Council\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.4\u003C/strong\u003E\u003Cbr\u003EFollowing each Annual General Meeting, all appointed Trustees must be recorded on the membership system and the Trustees\u2019 Annual Report and Accounts must be filed as required (POR 5e.2.1.2.and POR 5e.2.1.3)\u003C/p\u003E\n\u003Cp\u003EAs per OSCR\u2019s regulations (Charities (Regulation and Administration) (Scotland) Act 2023), all registered charities must also provide all Trustee details to OSCR for publication unless granted an exemption by OSCR directly.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.5\u003C/strong\u003E\u003Cbr\u003EDistrict Trustee Board administration must ensure that appointed District Scout Council Members are recorded locally in the minutes of the District Scout Council meeting which appoints them (normally the AGM). District Scout Council members (whether ex\u202Fofficio or appointed or community) must not be recorded as Scout Council Members on The Scout Association\u2019s membership system.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.6\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board will verify the draft Minutes of the Annual General Meeting at their first meeting following the Annual General Meeting. These Minutes cannot be formally approved until the Scout District\u2019s next Annual General Meeting.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.4.7\u003C/strong\u003E\u003Cbr\u003EGovernance roles must be distinct to help manage conflict of interest. The roles of Chair and Treasurer must not be combined in any way.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.5 The District Trustee Board - purpose\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.1\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board is a team of volunteers who work together, as Trustees, to make sure Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.2\u003C/strong\u003E\u003Cbr\u003EEffective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.3\u003C/strong\u003E\u003Cbr\u003EMembers of the District Trustee Board must act collectively as Charity Trustees (if the Scout District is a registered charity) or with the same duties and responsibilities as Charity Trustees (if they are not registered) and in the best interests of the charity and its members to:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EEnsure the District is well managed, carrying out its purposes for the public benefit, complying with the charity\u2019s governing document and the law and managing the charity\u2019s resources responsibly.\u00A0\u003C/li\u003E\n\u003Cli\u003EComply with Policy Organisation and Rules of the Scout Association, including effective management of the Key Policies listed in POR Chapter 2a \u2013 The Equal Opportunities Policy, Privacy and Data Protection Policy, Religious Policy, Safeguarding Policy, Safety Policy, Vetting Policy, Youth Member Anti-Bullying Policy\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that young people are meaningfully involved in decision making at all levels of the District\u00A0\u003C/li\u003E\n\u003Cli\u003EProvide sufficient resources (funds, people, property and equipment) to meet the planned work of the District including delivery of the high-quality programme and resource requirements of the training programme\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that a positive image of Scouts exists in the local community\u00A0\u003C/li\u003E\n\u003Cli\u003EDevelop and maintain a risk register, including putting in place appropriate mitigations\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that the District\u2019s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the District \u00A0\u003C/li\u003E\n\u003Cli\u003EMaintain and manage a reserves policy for the District (including a plan for use of reserves outside of the minimum), an investment policy for the charity and a public benefit statement for the District\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the District is properly protected and maintained \u00A0\u003C/li\u003E\n\u003Cli\u003EPromote and support the development of Scouts in the local area\u00A0\u003C/li\u003E\n\u003Cli\u003EManage the District\u2019s finances including the raising of funds and ensure that the assets are to be applied solely for the purposes, management and administration of Scouts.\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint and manage the operation of any sub-teams of the Trustee Board created in line with POR 5d.2.5.4, including appointing a Chair to lead each sub-team. This sub-team Chair role title is Sub-Team Leader (see the Teams Table in POR Chapter 16).\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that effective administration is in place to support the work of the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint any Co-opted members of the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EPrepare and approve the Trustees\u2019 Annual Report and Annual Accounts after their examination by an appropriate auditor or independent examiner and as appointed by the Scout Council at their Annual General Meeting\u00A0\u003C/li\u003E\n\u003Cli\u003EPresent the Annual Report and Annual Accounts to the District Scout Council at their Annual General Meeting.\u003Cbr\u003EFile a copy the Annual Report and Annual Accounts with the Regional Trustee Board and, if a registered charity, with the Office of the Scottish Charity Regulator (OSCR, see POR 5e.2.1.2 and POR 5e.2.1.3)\u003Cbr\u003ETake responsibility for adherence to Data Protection Legislation recognising that, depending on circumstances, it will at times act as a Data Controller and as a Data Processor, including the Trustee Board responsibilities listed at POR 2a.3.2.1\u003C/li\u003E\n\u003Cli\u003EMaintain confidentiality with regard to appropriate Trustee Board business\u00A0\u003C/li\u003E\n\u003Cli\u003EApply a transparent selection process to recommend to the District Scout Council appropriate members of the District Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EWhere staff are employed, act as a responsible employer in accordance with Scouts values and relevant legislation, ensure effective line management responsibilities for employed staff are clearly established and communicated and ensure that appropriate specific employee insurance is in place (POR 5g.4.1.2(j))\u003C/li\u003E\n\u003Cli\u003EProvide support to the District Lead Volunteer, when required, to assist the opening, change, merging or closing of Groups, Explorer Scout Units and Scout Networks in the District as necessary\u00A0\u003C/li\u003E\n\u003Cli\u003ECreate a support network amongst Scout Groups, particularly in relation to finance and the Trusteeship of property.\u00A0\u003C/li\u003E\n\u003Cli\u003EComply with legislation applicable to charities in Scotland\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.4\u003C/strong\u003E\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe District Trustee Board may create sub-teams it deems necessary to support its governance function (see POR 5d.2.5.3(l)). The District Trustee Board must ensure that for any sub-team it appoints:\u00A0\u003Cbr\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eits purpose is governance-focused and not operational\u003C/li\u003E\n\u003Cli\u003Eits members are agreed and approved by the District Trustee Board\u003C/li\u003E\n\u003Cli\u003Ethe District Chair has right of attendance\u003C/li\u003E\n\u003Cli\u003Ethe District Lead Volunteer has right of attendance\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003ESub-team members are not Trustees of the District unless they are already members of the District Trustee Board.\u003C/li\u003E\n\u003Cli\u003EAll sub-team members must be recorded on the membership system.\u003C/li\u003E\n\u003Cli\u003EIf a sub-team consists entirely of non-Trustee members it is good practice for at least one member of the sub-team to have completed the Being a Trustee in Scouts learning.\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.5\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board may enact and from time to time alter such Bylaws as it may consider appropriate for the regulation of its procedures and the powers and procedures of its sub-teams, provided that any changes in the Bylaws shall be reported to the next Annual General Meeting of the District Scout Council.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.6\u003C/strong\u003E\u003Cbr\u003EAll ex officio, appointed and co-opted members of the District Trustee Board shall serve as charity Trustees for the District Scout Council, and in that capacity, they shall have the fullest powers to administer and manage the District Scout Council\u2019s affairs in furtherance of its charitable purposes providing that the assets are to be applied solely for the purposes, management and administration of Scouts. In particular, but without limitation, the District Trustee Board shall have power, subject to appropriate disclosure in the next Annual Report to:\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Elend and to borrow\u00A0\u003C/li\u003E\n\u003Cli\u003Einvest widely\u00A0\u003C/li\u003E\n\u003Cli\u003Eraise funds by levying a subscription on members of the Scouts in the District\u003C/li\u003E\n\u003Cli\u003Eaward grants, including grants to one or more of their members\u00A0\u003C/li\u003E\n\u003Cli\u003Eengage one or more of their members or their relations, either directly or through a connected company or firm, to provide services on a commercial basis which they are suitably qualified to provide to grant honoraria, including honoraria to one or more of their members\u00A0\u003C/li\u003E\n\u003Cli\u003Ereimburse one or more of their members from the District Scout Council\u2019s funds for all or part of any expenses reasonably incurred in the course of their duties.\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.5.7\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board meetings should be held at least four times per year and distributed equally across the year.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.6 Membership of the District Trustee Board\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.1\u003C/strong\u003E\u003Cbr\u003ESubject to conflict of interest rules, a Trustee may be a member of more than one Trustee Board. Ex officio, appointed and co-opted members of the District Trustee Board are charity Trustees (if the Scout District is a registered charity) or have the same duties and responsibilities as Charity Trustees if they are not. People invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.2\u003C/strong\u003E\u003Cbr\u003ECertain people are disqualified from being charity Trustees by virtue of the Charities and Trustee Investment (Scotland) Act 2005.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.3\u003C/strong\u003E\u003Cbr\u003EAll Trustees must complete learning as specified in Policy, Organisation and Rules.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.4\u003C/strong\u003E\u003Cbr\u003EAt District, all Trustee Boards and any sub-teams should, wherever possible, have as full voting members at least two people aged between their 18\u1D57\u02B0 and 25\u1D57\u02B0 birthdays.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.5\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board consists of:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe District Chair\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe District Treasurer\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe District Lead Volunteer (ex-officio)\u003Cbr\u003EWhere there are joint role holders, only one of them may be an ex officio member of the District Trustee Board. \u0026nbsp;This should be decided in consultation with the District Lead Volunteers and the District Chair.\u003Cbr\u003EHowever, each role holder of any of the above roles must be eligible to be a Trustee (as specified in POR 16.1.3.1(d) and (e))\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe District Youth Lead (ex-officio)\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EA maximum of eight further appointed or co-opted Trustees. \u0026nbsp;A District Trustee Board should consist between 5 and 12 Trustees.\u0026nbsp;\u003Cbr\u003EThe selection process for appointed Trustees must follow POR 5b.3.3.5(b) and POR 5b.3.3.6. \u0026nbsp;\u0026nbsp;\u003Cbr\u003ECo-opted members are persons co-opted annually by the District Trustee Board. They are not appointed by the District Scout Council at its AGM. The number of co-opted members must not exceed the actual number of appointed Trustees, excluding Chair and Treasurer. \u0026nbsp;\u003Cbr\u003EIf a co-option is required mid-year because of a vacancy arising (POR 5d.2.6.8), then this rule may be broken, provided that the total number of Trustees remains no greater than the total number of Trustees permitted by Scout Council resolution at the AGM.\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.6\u003C/strong\u003E\u003Cbr\u003EThe Regional Lead Volunteer and the Regional Chair each have the right of attendance at a District Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.7\u003C/strong\u003E\u003Cbr\u003EEach District Trustee Board requires effective administration. The administration can be provided by one or more persons as appropriate to the District. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EThe administration role(s) are \u2018operational\u2019 role(s) and will typically be member(s) of the District Support Team or one of its sub-teams. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EA Trustee Board member should not take minutes at a Trustee Board meeting, as it makes it difficult for them to properly contribute to the meeting and meet their trustee responsibilities. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMore information is available about \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/tools-to-support-trustee-boards/\u0022 title=\u0022Tools to support Trustee Boards\u0022\u003Etools to support Trustee Boards\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.8\u003C/strong\u003E\u003Cbr\u003EIf a District Trustee Board Chair or Treasurer resigns, filling the vacancy as soon as possible should be prioritised. All actions must be taken by a majority vote of the Trustees, with vacancies of the role of Chair being discussed with the District Lead Volunteer. These appointments are short term until the next annual general meeting. The Trustees must either:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EAppoint a current Trustee to the role, or\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003ECo-opt a Trustee to take the role, subject to the provisions in the District\u2019s constitution for co-opting Trustees\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.6.9\u003C/strong\u003E\u003Cbr\u003EThere is no role of acting Chair or acting Treasurer.\u003C/p\u003E\n\u003Cp\u003EIn extreme circumstances, the District Lead Volunteer may act as Chair for a short period of time.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.7 District Scout Council - Conduct of meetings \u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.1\u003C/strong\u003E\u003Cbr\u003EThe District Scout Council meets at their AGM (see POR 5d.2.4). \u0026nbsp;\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.2\u003C/strong\u003E\u003Cbr\u003EIt would be unusual for there to be additional meetings of the District Scout Council. This is because the primary task of the District Scout Council is to appoint the District Trustee Board. If members resign from the District Trustee Board, POR 16.9.2.2 describes the process to adopt until the next District AGM, thus rendering an additional District Scout Council meeting unnecessary.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.3\u003C/strong\u003E\u003Cbr\u003EA District Scout Council meeting should normally be convened with at least four weeks\u2019 notice. A meeting may be convened on shorter or no notice with the agreement of at least three quarters of the members of the District Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.4\u003C/strong\u003E\u003Cbr\u003EThe President (if one has been appointed and if they are present and wishes to take the chair) shall preside at meetings of the District Scout Council. Otherwise, the District Chair shall preside or, in their absence, the meeting shall elect a chair, subject to such appointment being approved at the start of the meeting by a majority of the District Scout Council members present.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.5\u003C/strong\u003E\u003Cbr\u003EOnly District Scout Council members, as defined in POR 5b.3.2.5, may vote in District Scout Council meetings. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.6\u003C/strong\u003E\u003Cbr\u003EThe quorum for a District Scout Council meeting is agreed by the District Scout Council at their AGM (POR 5d.2.4.2).\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf there is no quorum present at a meeting of the District Scout Council, the meeting must be closed and reconvened at the earliest opportunity.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.7\u003C/strong\u003E\u003Cbr\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side, the Chair does not have a casting vote and the matter is taken not to have been carried. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.8\u003C/strong\u003E\u003Cbr\u003ETo discharge their responsibilities, the District Scout Council may meet by video conference as well as (or instead of) face to face when agreed by the District Chair. The District Scout Council must not \u2018meet\u2019 using any indirect process, such as email.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EAt any meeting which is not fully in person, there must be an online poll or other electronic method of counting votes.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.9\u003C/strong\u003E\u003Cbr\u003EAll meetings of the District Scout Council, whether face-to-face or otherwise, must be properly recorded and minuted.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.7.10\u003C/strong\u003E\u003Cbr\u003EMinutes of Scout Council meetings, approved by the Chair and reviewed by the Trustee Board should be circulated to all members in advance of the next meeting. All minutes to be retained and safely kept.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.2.8 District Trustee Board \u2013 Conduct of Meetings\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.8.1\u003Cbr\u003E\u003C/strong\u003EMeetings of the District Trustee Board should be convened with at least two weeks\u2019 notice, though it is good practice to schedule meeting dates well in advance. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMeetings may be convened on shorter notice, using the guidance of POR 5d.2.8.6 to agree the date of the additional meeting.\u003Cstrong\u003E\u003Cbr\u003E\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.8.2\u003C/strong\u003E\u003Cbr\u003EOnly members of a District Trustee Board as defined in POR 5b.3.3 may vote in meetings of the District Trustee Board. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETrustees (including ex officio Trustees) must have a full appointment as a Trustee before they can vote at, or influence discussion at, a Trustee Board meeting. They can be invited to attend Trustee Board meetings while they have a provisional appointment but may not influence decision making or take part in any voting.\u003C/p\u003E\n\u003Cp\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the Chair does not have a casting vote and the matter is deemed not to have been carried.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.8.3\u003C/strong\u003E\u003Cbr\u003EThe quorum for a District Trustee Board meeting is one third of the Trustees (ex officio plus appointed plus co-opted) [round down if necessary] plus one. So, a Trustee Board with 10 members would have a quorum of four. And a Trustee Board with six members would have a quorum of three.\u003C/p\u003E\n\u003Cp\u003EFor any sub-teams of the District Trustee Board, the quorum must be set by the District Trustee Board, based on the size of the sub-team and the complexity of its task(s).\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.8.4\u003C/strong\u003E\u003Cbr\u003EThe District Trustee Board can meet by telephone conference or video conference as well as face to face in order to discharge their responsibilities when agreed by the District Chair.\u003C/p\u003E\n\u003Cp\u003EThis includes \u0027hybrid\u0027 meetings, where some Trustees are present at an agreed location while others participate remotely via phone or video.\u003C/p\u003E\n\u003Cp\u003EWhether hybrid or in person, it is important that all persons present at a meeting are able to:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ebe seen\u003C/li\u003E\n\u003Cli\u003Eask questions\u003C/li\u003E\n\u003Cli\u003Ejoin in the debate\u003C/li\u003E\n\u003Cli\u003Esee, share and display documents such as resolutions\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.8.5\u003C/strong\u003E\u003Cbr\u003EMinutes, approved by the Chair should be circulated to all members of the Trustee Board as soon as possible. All minutes to be retained and safely kept.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.2.8.6\u003C/strong\u003E\u003Cbr\u003EWhere urgent matters arise between scheduled meetings of the District Trustee Board and if it is not feasible to convene a meeting of the Trustee Board, electronic voting (such as email) may be used for decision making provided the District Chair deems it appropriate.\u003C/p\u003E\n\u003Cp\u003EDigital applications other than email are not normally appropriate to be used for such decision making. This includes WhatsApp, Doodle and similar tools, which should only be considered in exceptional circumstances and with the agreement of the District Chair.\u003C/p\u003E\n\u003Cp\u003EFor such decisions taken between meetings, a minimum of 75% [round down if necessary] of the total number of Trustees must approve the matter. The results of the vote must be reported to, and recorded in the minutes of, the next District Trustee Board meeting.\u003C/p\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"deprecated":false,"url":"/por/5d-constitutions-for-scottish-groups-districts-regions/5d2-constitution-for-a-district-scotland/","id":85582,"nodeName":"5d.2 Constitution for a District (Scotland)","title":"Constitution for a District (Scotland) ","type":"pORRule","image":null,"assets":null,"headerOptions":{"headerTitle":"Constitution for a District (Scotland) ","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NTU4MiJ9","canonicalUrl":"https://www.scouts.org.uk/por/5d-constitutions-for-scottish-groups-districts-regions/5d2-constitution-for-a-district-scotland/"},{"number":"5d.3","body":"","content":{"layouts":[{"type":"singleColumn","areas":[{"items":[{"gridType":"RichTextBlock","content":"\u003Ch4\u003EIntroduction to the Constitution for a Region (Scotland)\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003EThis introduction is not part of the model constitution for a Region but includes important points of context.\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe Region constitution must always be used in the context of the rules in POR Chapter\u202F5b \u2013 these POR Rules must not be amended.\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIn accordance with POR 5b.3.1.5, any amendments or differences to the model constitution at POR 5d.3 below (and noting (a) above) must be agreed at the AGM and fully recorded in the minutes of the AGM. \u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EIn the interest of openness, especially for new members of the Region Scout Council, the Region Scout Council must re-adopt their constitution at each Annual General Meeting (AGM).\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5d.3.1.1 Compliance\u003C/strong\u003E\u003Cbr\u003EAll Scout Regions must adhere to the current edition of Policy Organisation and Rules of The Scout Association, which now fully incorporates Scottish Variations for POR.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Cp\u003E\u003Cstrong\u003E5d.3.1.2 Charitable objects\u003C/strong\u003E\u003Cbr\u003E[POR 1.1]\u0026nbsp;\u003Cbr\u003EOur purpose is to actively engage and support young people in their personal development, empowering them to make a positive contribution to society.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.2 The Regional Scout Council\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.2.1\u003C/strong\u003E\u003Cbr\u003EThe Regional Scout Council has a governance role for the Region (whether or not it is a charity in law) and, in particular, appoints the Regional Trustee Board. Its geographical boundaries agreed between the Regional Scout Council and the Scottish Scout Council. The Trustee Board is responsible for the governance of the Region and is accountable to the Scout Council.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.2.2\u003C/strong\u003E\u003Cbr\u003EThe Regional Scout Council has no Trustee responsibilities.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.2.3\u003C/strong\u003E\u003Cbr\u003EMembership of the Scout Council does not provide membership of Scouts.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.3 Regional Scout Council Membership\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.3.1\u003C/strong\u003E\u003Cbr\u003EThe ex-officio members of the Regional Scout Council are:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EAll adult members with a Regional role \u2013 see Regional roles in the Chapter\u202F16 Teams Table of POR\u00A0\u003C/li\u003E\n\u003Cli\u003EAll adults with the following appointments in the Scout Districts in the Region\u00A0\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EDistrict Lead Volunteers and District Leadership Team Members\u003C/li\u003E\n\u003Cli\u003EDistrict Trustee Board Chairs, Treasurers and Trustees\u003C/li\u003E\n\u003Cli\u003EDistrict Youth Leads\u00A0\u003C/li\u003E\n\u003Cli\u003EDistrict representatives (2 per District) selected by their respective District Scout Councils at their AGM (POR 5b.3.2.6(f))\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EThe Chief Volunteer of Scotland\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.3.2\u003C/strong\u003E\u003Cbr\u003EThe appointed members of the Regional Scout Council are other supporters of the Region appointed by the Regional Scout Council on the recommendation of the Regional Trustee Board for a period not exceeding three years.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.3.3\u003C/strong\u003E\u003Cbr\u003EThe Regional Scout Council may include representatives from Girlguiding, religious bodies, schools, local authorities or other youth organisations where it is desired to maintain co-operation. They are not required to be members of Scouts.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.3.4\u003C/strong\u003E\u003Cbr\u003EMembership of the Regional Scout Council ends when the:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Emember resigns\u003C/li\u003E\n\u003Cli\u003Emember no longer qualifies as a member of the Scout Council\u003C/li\u003E\n\u003Cli\u003EScout Council is dissolved\u003C/li\u003E\n\u003Cli\u003Emember\u2019s membership is terminated by UK Headquarters following a recommendation by the Regional Trustee Board\u003C/li\u003E\n\u003C/ol\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.4 Annual General Meeting\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.1\u003Cbr\u003E\u003C/strong\u003ETo support the planning and delivery of a Region AGM there is a downloadable \u2018\u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/annual-general-meetings/\u0022 title=\u0022Annual General Meetings\u0022\u003Escript\u003C/a\u003E\u2019 (including agenda and script templates and a suggested planning timetable).\u003Cstrong\u003E\u003Cbr\u003E\u003C/strong\u003E\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.2\u003C/strong\u003E\u003Cbr\u003EThe Regional Scout Council must hold an Annual General Meeting within six months of the end of the Scout Region\u2019s financial year.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.3\u003C/strong\u003E\u003Cbr\u003EThe Annual General Meeting must:\u0026nbsp;\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EUndertake governance oversight\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EApprove the minutes of the previous Annual General Meeting\u003C/li\u003E\n\u003Cli\u003EAdopt (or re-adopt) the constitution of the Scout Region\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003ENote the dates of the Scout Region\u2019s financial year\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EApprove appointed and community members of the Regional Scout Council (if any)\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EAgreeing the maximum total number of members of the Rergional Trustee Board (this is one number representing the total of ex officio, appointed and co-opted Trustees)\u003C/li\u003E\n\u003Cli\u003EAgree the quorum for future meetings of the Regional Scout Council\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EReview the previous year\u0026nbsp;\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EReceive and consider the Trustees\u2019 Annual Report, including the annual statement of accounts prepared by the Trustee Board\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe accounts must have been examined by an appropriate auditor or independent examiner\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EThe Trustees\u2019 Annual Report and Accounts presented to the Scout Council must include the formal report prepared by the auditor or independent examiner\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EMake appointments\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EApprove the appointment of the Chair of the Regional Trustee Board\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of the Treasurer of the Regional Trustee Board\u003C/li\u003E\n\u003Cli\u003EApprove the appointment of members of the Regional Trustee Board\u003Cbr\u003E\u003Cbr\u003EVacancies for appointed Trustees only occur at the end of their period of appointment. For example, a Regional Chair may have been appointed for three years and so does not need to be re-appointed or re-selected after years one and two.\u003Cbr\u003EThe proposal from the Trustee Board is received by the Regional Scout Council at their AGM. The proposal from the Trustee Board does not require seconding by a member of the Regional Scout Council. The action of the Regional Scout Council is to approve or not approve the proposed names from the Trustee Board.\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003EApprove the appointment (or reappointment) of any Regional Presidents or Regional Vice Presidents\u003C/li\u003E\n\u003Cli\u003EAppoint (or re-appoint) an auditor or independent examiner as required (see POR 5e.3.1.1)\u003C/li\u003E\n\u003Cli\u003EElect representatives of the Regional Scout Council to be nominated members of the Council of The Scout Association (see POR 6.5.1.2 for quota)\u0026nbsp;\u003C/li\u003E\n\u003Cli\u003EElect representatives of the Regional Scout Council to be nominated youth members of the Council of The Scout Association (see POR 6.5.1.3 for quota)\u0026nbsp;\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.4\u003C/strong\u003E\u003Cbr\u003EAll adult members in the Region are ex-officio members of the Scottish Scout Council so no nomination of such is required at the Regional Annual General Meeting.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.5\u003C/strong\u003E\u003Cbr\u003EFollowing each Annual General Meeting, all appointed Trustees must be recorded on the membership system and the Trustees\u2019 Annual Report and Accounts must be filed as required (POR 5e.2.1.2.and POR 5e.2.1.3).\u003C/p\u003E\n\u003Cp\u003EAs per OSCR\u2019s regulations (Charities (Regulation and Administration) (Scotland) Act 2023), all registered charities must also provide all trustee details to OSCR for publication unless granted an exemption by OSCR directly.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.6\u003C/strong\u003E\u003Cbr\u003ERegional Trustee Board administration must ensure that appointed or community members of the Regional Scout Council are recorded locally in the minutes of the Regional Scout Council meeting which appoints them (normally the AGM). Regional Scout Council members (whether ex\u202Fofficio or appointed or community) must not be recorded as Scout Council Members on The Scout Association\u2019s membership system.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.7\u003C/strong\u003E\u003Cbr\u003EThe Regional Trustee Board will verify the draft Minutes of the Annual General Meeting at their first meeting following the Annual General Meeting. These Minutes cannot be formally approved until the Scout Region\u2019s next Annual General Meeting.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.4.8\u003C/strong\u003E\u003Cbr\u003EGovernance roles must be distinct to help manage conflict of interest. The roles of Chair and Treasurer must not be combined in any way.\u0026nbsp;\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.5 The Regional Trustee Board - purpose\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.5.1\u003C/strong\u003E\u003Cbr\u003EThe Regional Trustee Board is a team of volunteers who work together, as Trustees, to make sure Scouts is run safely and legally. At the heart of their role is a focus on strategy, performance and assurance. Effective Trustee support helps other volunteers run the Scout programme that gives young people skills for life.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.5.2\u003C/strong\u003E\u003Cbr\u003EMembers of the Regional Trustee Board must act collectively as Charity Trustees (if the Scout Region is a registered charity) or with the same duties and responsibilities as Charity Trustees (if they are not registered) and in the best interests of the charity and its members to:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EEnsure the Region is well managed, carrying out its purposes for the public benefit, complying with the Region\u2019s governing document and the law and managing the Region\u2019s resources responsibly.\u003C/li\u003E\n\u003Cli\u003EComply with Policy, Organisation and Rules of The Scout Association, including effective management of the Key Policies listed in POR Chapter 2a \u2013 The Equal Opportunities Policy, Data Protection, Religious Policy, Safeguarding Policy, Safety Policy, Vetting Policy, Anti-bullying and Harassment Policy\u003C/li\u003E\n\u003Cli\u003EEnsure that young people are meaningfully involved in decision making at all levels of the Region\u00A0\u003C/li\u003E\n\u003Cli\u003EProvide sufficient resources (funds, people, property and equipment) to meet the planned work of the Region including delivery of the high-quality programme and resource requirements of the training programme\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that a positive image of Scouts exists in the local community\u00A0\u003C/li\u003E\n\u003Cli\u003EDevelop and maintain a risk register, including putting in place appropriate mitigations \u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that the Region\u2019s finances are properly managed, including development and maintenance of appropriate budgets to support the work of the Region\u003C/li\u003E\n\u003Cli\u003EMaintain and manage a reserves policy for the Region (including a plan for use of reserves outside of the minimum), an investment policy for the Region and a public benefit statement for the Region\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that people, property and equipment are appropriately insured, and that any property and equipment owned or used by the Region is properly protected and maintained\u00A0\u003C/li\u003E\n\u003Cli\u003EPromote and support the development of Scouts in the local area\u00A0\u003C/li\u003E\n\u003Cli\u003EManage the Region\u2019s finances including the raising of funds and ensure that the assets are to be applied solely for the purposes, management and administration of Scouts.\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint and manage the operation of any sub-teams of the Trustee Board created in line with POR 5d.3.5.3, including appointing a Chair to lead each sub-team. This sub-team Chair role title is Sub-Team Leader (see the Teams Table in POR Chapter 16).\u00A0\u003C/li\u003E\n\u003Cli\u003EEnsure that effective administration is in place to support the work of the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EAppoint any Co-opted members of the Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EPrepare and approve the Trustees\u2019 Annual Report and Annual Accounts after their examination by an appropriate auditor or independent examiner and as appointed by the Scout Council at their Annual General Meeting\u00A0\u003C/li\u003E\n\u003Cli\u003EPresent the Annual Report and Annual Accounts to the Regional Scout Council at their Annual General Meeting\u003Cbr\u003EFile a copy the Annual Report and Annual Accounts with the Scouts Scotland Trustee Board and, if a registered charity, with the Office of the Scottish Charity Regulator (OSCR, see POR 5e.2.1.2 and POR 5e.2.1.3)\u003Cbr\u003ETake responsibility for adherence to Data Protection Legislation recognising that, depending on circumstances, it will at times act as a Data Controller and as a Data Processor, including the Trustee Board responsibilities listed at POR 2a.3.2.1\u003C/li\u003E\n\u003Cli\u003EMaintain confidentiality with regard to appropriate Trustee Board business\u00A0\u003C/li\u003E\n\u003Cli\u003EApply a transparent selection process to recommend to the Regional Scout Council appropriate members of the Regional Trustee Board\u00A0\u003C/li\u003E\n\u003Cli\u003EWhere staff are employed, act as a responsible employer in accordance with the Scouts\u2019 values and relevant legislation, ensure effective line management responsibilities for employed staff are clearly established and communicated and ensure that appropriate specific employee insurance is in place (POR 5g.4.1.2(j))\u003C/li\u003E\n\u003Cli\u003EProvide support to the Regional Commissioner (Regional Lead Volunteer), when required, to assist the opening, change, merging or closing of Districts in the Region as necessary\u00A0\u003C/li\u003E\n\u003Cli\u003ECreate a support network amongst Scout Districts, particularly in relation to finance and the Trusteeship of property.\u00A0\u003C/li\u003E\n\u003Cli\u003EComply with legislation applicable to charities in Scotland\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.5.3\u003C/strong\u003E\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe Regional Trustee Board may create sub-teams it deems necessary to support its governance function (see POR 5d.3.5.2(l)). The Regional Trustee Board must ensure that for any sub-team it appoints:\u00A0\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eits purpose is governance-focused and not operational\u003C/li\u003E\n\u003Cli\u003Eits members are agreed and approved by the Regional Trustee Board\u003C/li\u003E\n\u003Cli\u003Ethe Regional Chair has right of attendance\u003C/li\u003E\n\u003Cli\u003Ethe Regional Lead Volunteer has right of attendance\u003C/li\u003E\n\u003C/ol\u003E\n\u003C/li\u003E\n\u003Cli\u003ESub-team members are not Trustees of the Region unless they are already members of the Regional Trustee Board.\u003C/li\u003E\n\u003Cli\u003EAll sub-team members must be recorded on the membership system.\u003C/li\u003E\n\u003Cli\u003EIf a sub-team consists entirely of non-Trustee members it is good practice for at least one member of the sub-team to have completed the Being a Trustee in Scouts learning.\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.5.4\u003C/strong\u003E\u003Cbr\u003EThe Regional Trustee Board may enact and from time to time alter such Bylaws as it may consider appropriate for the regulation of its procedures and the powers and procedures of its sub-teams, provided that any changes in the Bylaws shall be reported to the next Annual General Meeting of the Regional Scout Council.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.5.5\u003C/strong\u003E\u003Cbr\u003EAll ex officio, appointed and co-opted members of the Regional Trustee Board shall serve as charity Trustees for the Regional Scout Council, and in that capacity, they shall have the fullest powers to administer and manage the Regional Scout Council\u2019s affairs in furtherance of its charitable purposes providing that the assets are to be applied solely for the purposes, management and administration of Scouts. In particular, but without limitation, the Regional Trustee Board shall have power, subject to appropriate disclosure in the next Annual Report:\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003Eto lend and to borrow\u00A0\u003C/li\u003E\n\u003Cli\u003Eto invest widely\u00A0\u003C/li\u003E\n\u003Cli\u003Eto raise funds by levying a subscription on members of the Scouts in the Region\u003C/li\u003E\n\u003Cli\u003Eto award grants, including grants to one or more of their members\u00A0\u003C/li\u003E\n\u003Cli\u003Eto engage one or more of their members or their relations, either directly or through a connected company or firm, to provide services on a commercial basis which they are suitably qualified to provide to grant honoraria, including honoraria to one or more of their members\u00A0\u003C/li\u003E\n\u003Cli\u003Eto reimburse one or more of their members from the Regional Scout Council\u2019s funds for all or part of any expenses reasonably incurred in the course of their duties.\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.5.6\u003C/strong\u003E\u003Cbr\u003EThe Regional Trustee Board meetings should be held at least four times per year and distributed equally across the year.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.6 Membership of the Regional Trustee Board\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.1\u003C/strong\u003E\u003Cbr\u003ESubject to conflict of interest rules, a Trustee may be a member of more than one Trustee Board.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.2\u003C/strong\u003E\u003Cbr\u003EEx officio, appointed and co-opted members of the Regional Trustee Board are charity Trustees (if the Scout Region is a registered charity) or have the same duties and responsibilities as Charity Trustees if they are not. People invited to attend, or with right of attendance, may be present at the meeting but are not charity Trustees and have no voting rights.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.3\u003C/strong\u003E\u003Cbr\u003ECertain people are disqualified from being charity Trustees by virtue of the Charities and Trustee Investment (Scotland) Act 2005.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.4\u003C/strong\u003E\u003Cbr\u003EAll Trustees must complete learning as specified in Policy, Organisation and Rules.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.5\u003C/strong\u003E\u003Cbr\u003EAt Region, all Trustee Boards and any sub-teams should, wherever possible, have as full voting members at least two people aged between their 18\u1D57\u02B0 and 25\u1D57\u02B0 birthdays.\u00A0\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.6\u003C/strong\u003E\u003Cbr\u003EThe Regional Trustee Board consists of:\u00A0\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EThe Regional Chair\u00A0\u003C/li\u003E\n\u003Cli\u003EThe Regional Treasurer\u00A0\u003C/li\u003E\n\u003Cli\u003EThe Regional Lead Volunteer (ex-officio)\u00A0\u003Cbr\u003EWhere there are joint role holders, only one of them may be an ex officio member of the Regional Trustee Board. \u00A0This should be decided in consultation with the Regional Lead Volunteers and the Regional Chair. \u00A0\u003Cbr\u003EHowever, each role holder of any of the above roles must be eligible to be a Trustee (as specified in POR 16.1.3.1(d) and (e) of POR Chapter 16)\u00A0\u003C/li\u003E\n\u003Cli\u003EThe Regional Youth Lead (ex-officio)\u00A0\u003C/li\u003E\n\u003Cli\u003EA maximum of eight further appointed or co-opted Trustees. \u00A0A Regional Trustee Board should consist of between five and twelve Trustees.\u00A0\u003Cbr\u003EThe selection process for appointed Trustees must follow POR 5b.3.3.5(b) and POR 5b.3.3.6. \u00A0\u00A0\u003Cbr\u003ECo-opted members are persons co-opted annually by the Regional Trustee Board. \u00A0They are not appointed by the Regional Scout Council at its AGM. \u00A0The number of co-opted members must not exceed the actual number of appointed Trustees, excluding Chair and Treasurer. \u00A0\u003Cbr\u003EIf a co-option is required mid-year because of a vacancy arising (see POR 5d.3.6.9), then this rule may be broken, provided that the total number of Trustees remains no greater than the total number of \u00A0Trustees permitted by Scout Council resolution at the AGM.\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.7\u003C/strong\u003E\u003Cbr\u003EThe Chief Volunteer of Scotland and the Scouts Scotland Chair each have the right of attendance at meetings of the Regional Trustee Board.\u003C/p\u003E\n\u003Cp\u003EEach Regional Trustee Board requires effective administration. The administration can be provided by one or more persons as appropriate to the Region. \u00A0\u003C/p\u003E\n\u003Cp\u003EThe administration role(s) are \u2018operational\u2019 role(s) and will typically be member(s) of the Regional Support Team or one of its sub-teams. \u00A0\u003C/p\u003E\n\u003Cp\u003EA Trustee Board member should not take minutes at a Trustee Board meeting, as it makes it difficult for them to properly contribute to the meeting and meet their trustee responsibilities. \u00A0\u003C/p\u003E\n\u003Cp\u003EMore information is available about \u003Ca href=\u0022/volunteers/running-things-locally/trustee-boards/tools-to-support-trustee-boards/\u0022 title=\u0022Tools to support Trustee Boards\u0022\u003Etools to support Trustee Boards\u003C/a\u003E.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.8\u003C/strong\u003E\u003Cbr\u003EThe Region\u2019s nominated members of the Council of The Scout Association must be invited to attend meetings of the Regional Trustee Board. \u00A0\u003C/p\u003E\n\u003Cp\u003EIf a Regional Trustee Board Chair or Treasurer resigns, filling the vacancy as soon as possible should be prioritised. \u00A0All actions must be taken by a majority vote of the Trustees, with vacancies of the role of Chair also being discussed with the Regional Lead Volunteer. These appointments are short-term until the next annual general meeting. The Trustees must either:\u003C/p\u003E\n\u003Col style=\u0022list-style-type: lower-alpha;\u0022\u003E\n\u003Cli\u003EAppoint a current Trustee to the role, or\u00A0\u003C/li\u003E\n\u003Cli\u003ECo-opt a Trustee to take the role, subject to the provisions in the Region\u2019s constitution for co-opting Trustees\u00A0\u003C/li\u003E\n\u003C/ol\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.6.9\u003C/strong\u003E\u003Cbr\u003EThere is no role of acting Chair or acting Treasurer. In extreme circumstances, the Regional Lead Volunteer may act as Chair for a short period of time.\u00A0\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.7 Regional Scout Council - Conduct of meetings\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.1\u003C/strong\u003E\u003Cbr\u003EThe Regional Scout Council meets at their AGM (POR 5d.3.4). \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.2\u003C/strong\u003E\u003Cbr\u003EIt would be unusual for there to be additional meetings of the Regional Scout Council. This is because the primary task of the Regional Scout Council is to appoint the Regional Trustee Board. If members resign from the Regional Trustee Board, POR 16.9.2 describes the process to adopt until the next Regional AGM, thus rendering an additional Regional Scout Council meeting unnecessary.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.3\u003C/strong\u003E\u003Cbr\u003EA Regional Scout Council meeting should normally be convened with at least four weeks\u2019 notice. A meeting may be convened on shorter or no notice with the agreement of at least three quarters of the members of the Regional Trustee Board.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.4\u003C/strong\u003E\u003Cbr\u003EThe President (if one has been appointed and if they are present and wishes to take the chair) shall preside at meetings of the Regional Scout Council. Otherwise, the Regional Chair shall preside or, in their absence, the meeting shall elect a chair subject to such appointment being approved at the start of the meeting by a majority of the Regional Scout Council members present.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.5\u003C/strong\u003E\u003Cbr\u003EOnly Regional Scout Council members, as defined in POR 5b.3.2.7, may vote in Regional Scout Council meetings. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.6\u003C/strong\u003E\u003Cbr\u003EThe quorum for a Regional Scout Council meeting is agreed by the Regional Scout Council at their AGM (POR 5b.3.2).\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EIf there is no quorum present at a meeting of the Regional Scout Council, the meeting must be closed and reconvened at the earliest available appropriate date.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.7\u003C/strong\u003E\u003Cbr\u003EDecisions are made by a majority of votes cast by those present at the meeting. \u0026nbsp;In the event of an equal number of votes being cast on either side, the meeting Chair does not have a casting vote and the matter is taken not to have been carried. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETo discharge their responsibilities, the Regional Scout Council may meet by telephone or video conference as well as (or instead of) face to face when agreed by the Regional Chair. \u0026nbsp;The Regional Scout Council must not \u2018meet\u2019 using any indirect process, such as email.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.8\u003C/strong\u003E\u003Cbr\u003EAt any meeting which is not fully face-to-face, there must be an online poll or other electronic method of counting votes.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.9\u003C/strong\u003E\u003Cbr\u003EAll meetings of the Regional Scout Council (whether face-to-face or otherwise) must be properly recorded and minuted.\u0026nbsp;\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.7.10\u003C/strong\u003E\u003Cbr\u003EMinutes of Scout Council meetings, approved by the Chair and reviewed by the Trustee Board should be circulated to all members in advance of the next meeting. All minutes to be retained and safely kept.\u003C/p\u003E","gtmId":"","gtmClass":""},{"gridType":"RichTextBlock","content":"\u003Ch4\u003E5d.3.8 Regional Trustee Board \u2013 Conduct of Meetings\u0026nbsp;\u003C/h4\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.8.1\u003Cbr\u003E\u003C/strong\u003EMeetings of the Regional Trustee Board should be convened with at least two weeks\u2019 notice, though it is good practice to schedule meeting dates well in advance. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003EMeetings may be convened on shorter notice, using the guidance of POR 5d.2.8.6 to agree the date of the additional meeting.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.8.2\u003Cbr\u003E\u003C/strong\u003EOnly members of a Regional Trustee Board as defined in POR 5b.3.3 may vote in meetings of the Regional Trustee Board. \u0026nbsp;\u003C/p\u003E\n\u003Cp\u003ETrustees (including ex officio Trustees) must have a full appointment as a Trustee before they can vote at, or influence discussion at, a Trustee Board meeting. They can be invited to attend Trustee Board meetings while they have a provisional appointment but may not influence decision making or take part in any voting.\u003C/p\u003E\n\u003Cp\u003EDecisions are made by a majority of votes cast by those present at the meeting. In the event of an equal number of votes being cast on either side the Chair does not have a casting vote and the matter is deemed not to have been carried.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.8.3\u003C/strong\u003E\u003Cbr\u003EThe quorum for a Regional Trustee Board meeting is one third of the Trustees (ex officio plus appointed plus co-opted) [round down if necessary] plus one. So, a Trustee Board with 10 members would have a quorum of four. And a Trustee Board with six members would have a quorum of three.\u003C/p\u003E\n\u003Cp\u003EFor any sub-teams of the Regional Trustee Board, the quorum must be set by the Regional Trustee Board, based on the size of the sub-team and the complexity of its task(s).\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.8.4\u003C/strong\u003E\u003Cbr\u003EThe Regional Trustee Board can meet by telephone conference or video conference as well as face to face in order to discharge their responsibilities when agreed by the Regional Chair.\u003C/p\u003E\n\u003Cp\u003EThis includes \u0027hybrid\u0027 meetings, where some Trustees are present at an agreed location while others participate remotely via phone or video.\u003C/p\u003E\n\u003Cp\u003EWhether hybrid or in person, it is important that all persons present at a meeting are able to:\u003C/p\u003E\n\u003Cul\u003E\n\u003Cli\u003Ebe seen\u003C/li\u003E\n\u003Cli\u003Eask questions\u003C/li\u003E\n\u003Cli\u003Ejoin in the debate\u003C/li\u003E\n\u003Cli\u003Esee, share and display documents such as resolutions\u003C/li\u003E\n\u003C/ul\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.8.5\u003C/strong\u003E\u003Cbr\u003EMinutes, approved by the Chair should be circulated to all members of the Trustee Board as soon as possible. All minutes to be retained and safely kept.\u003C/p\u003E\n\u003Cp\u003E\u003Cstrong\u003E5d.3.8.6\u003C/strong\u003E\u003Cbr\u003EWhere urgent matters arise between scheduled meetings of the Regional Trustee Board and if it is not feasible to convene a meeting of the Trustee Board, electronic voting (such as email) may be used for decision making provided the Regional Chair deems it appropriate.\u003C/p\u003E\n\u003Cp\u003EDigital applications other than email are not normally appropriate to be used for such decision making. This includes WhatsApp, Doodle and similar tools, which should only be considered in exceptional circumstances and with the agreement of the Regional Chair.\u003C/p\u003E\n\u003Cp\u003EFor such decisions taken between meetings, a minimum of 75% [round down if necessary] of the total number of Trustees must approve the matter. The results of the vote must be reported to, and recorded in the minutes of, the next Regional Trustee Board meeting.\u003C/p\u003E","gtmId":"","gtmClass":""}]}],"config":null}]},"deprecated":false,"url":"/por/5d-constitutions-for-scottish-groups-districts-regions/5d3-constitution-for-a-region-scotland/","id":85583,"nodeName":"5d.3 Constitution for a Region (Scotland)","title":"Constitution for a Region (Scotland)","type":"pORRule","image":null,"assets":null,"headerOptions":{"headerTitle":"Constitution for a Region (Scotland)","headerSubTitle":null,"headerCta":null,"headerCtaText":null,"headerCtaLink":null,"headerBackgroundColour":null,"showSEOImage":false,"headerBackgroundImage":null,"quickLinks":null},"searchDescription":"","subHeader":"","browserTitle":null,"silktide":"eyJjbXMiOiJVbWJyYWNvIiwiZWRpdG9yVXJsIjoiaHR0cHM6Ly9wcm9kLWNtcy5zY291dHMub3JnLnVrLy91bWJyYWNvIy9jb250ZW50L2NvbnRlbnQvZWRpdC84NTU4MyJ9","canonicalUrl":"https://www.scouts.org.uk/por/5d-constitutions-for-scottish-groups-districts-regions/5d3-constitution-for-a-region-scotland/"}],"id":85580,"nodeName":"5d. 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