Chapter 3 The Group

Chapter Contents Rule 3.32 This rule is intentionally left blank Rule 3.1 Membership of the Scout Group Rule 3.33 This rule is intentionally left blank Rule 3.2 Admission to membership Rule 3.34 This rule is intentionally left blank Rule 3.3 Forfeit of membership Rule 3.35 The Appointment of Young Leaders Rule 3.4 Transfer of membership Rule 3.36 This rule is intentionally left blank Rule 3.5 Annual Census Rule 3.37 This rule is intentionally left blank Rule 3.6 Mixed Membership Rule 3.38 This rule is intentionally left blank Rule 3.7 The Beaver Scout Colony Rule 3.39 This rule is intentionally left blank Rule 3.8 The Pack Rule 3.40 This rule is intentionally left blank Rule 3.9 The Scout Troop Rule 3.41 Limitation on the number of Appointments held Rule 3.10 The Group Unit Rule 3.42 Responsibilities of Appointments Rule 3.11 Section Flexibility Rule 3.43 The Training of Adults Rule 3.12 Joint Units Rule 3.44 Adult Responsibility for the Programme Types of Scout Group Rule 3.45 Young People’s Responsibility for Rule 3.13 The Open Scout Group the Programme Rule 3.14 The Sponsored Scout Group Awards and Badges Rule 3.15 Joint Scout/Guide Groups Rule 3.46 Partnership Awards Rule 3.16 Partnerships with Explorer Scout Rule 3.47 Members with Special Needs Units Rule 3.48 Finance and the Scout Group Rule 3.17 The Formation and Registration of Scout Groups Rule 3.49 Funds Administered by Sections and the Group Active Support Unit Rule 3.18 Annual Renewal of Registration Rule 3.50 Bank Accounts Rule 3.19 Changes in Registration Rule 3.51 Disposal of Group Assets at Rule 3.20 Suspension of Registration Amalgamation Rule 3.21 Cancellation of Registration and the Rule 3.52 Disposal of Group Assets at Closure of Sections within a Group Closure Rule 3.22 Management of the Scout Group Rule 3.53 Preservation of Books of Accounts Rule 3.23 The Constitution of the Scout Rule 3.54 Payment of the Membership Group Subscription Rule 3.24 Administrators and Advisers Rule 3.55 Fundraising Rule 3.25 Minimum Age for Appointments Rule 3.56 Joint Fundraising Projects Rule 3.26 The Appointment of Adults Rule 3.57 Fundraising and the Law Rule 3.27 This rule is intentionally left blank Rule 3.58 Betting, Gaming and Lotteries Rule 3.28 This rule is intentionally left blank Rule 3.59 Appeals for Funds Rule 3.29 This rule is intentionally left blank Rule 3.60 Professional Fundraisers Rule 3.30 This rule is intentionally left blank Rule 3.61 Grant Aid and Loans Rule 3.31 This rule is intentionally left blank

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Scouting in the United Kingdom is organised in j. There is no maximum age limit for Scout Groups, Scout Districts, Scout Counties membership but all adult appointments are and Country Headquarters. These ‘units’ of subject to a minimum age limit of 18. Scouting provide: k. There are membership options for adults not  support; holding appointments to become Members  channels for communication; or Associate Members on ceasing to hold an appointment.  opportunities for youth Members and adults to make decisions and take responsibility; l. Members or Associate Members do not  functional units through which the design have any rights, actual or implied, to take and delivery of the youth programme can be part in the national management of The best achieved. Scout Association or the World Organisation of the Scout Movement. A Scout Group comprises one or more of any or all of the following: a Beaver Scout Colony; a Members Cub Scout Pack or a Scout Troop. Additionally, m. The following are required to be Members a Group may also include one or more Group and pay the Headquarters Membership Scout Active Support Units. An Explorer Scout Subscription annually: Unit may also be attached to a Scout Group (see Rule 3.16).  Beaver Scouts, Cub Scouts, Scouts;  those adults with an appointment as a Rule 3.1 Membership of the Scout Group Leader, Manager or Supporter as a. No individual aged 18 or over may be described in POR: The Appointment permitted to undertake any responsibilities Process; or involvement within Scouting until the  Associate Members; and appropriate enquiries have been made.  other adults who opt to be Members. b. There are two types of membership - Members and Associate Members. n. Members must also pay any County, District and Group Membership Subscription c. British Subjects who are prepared to follow determined locally. the Association's principles by making the o. Young people become Members of the Promise may become Members or Scout Movement by making the Promise Associate Members of the Scout Movement appropriate to their Section. (subject to the Rules contained within Policy, Organisation and Rules). p. Adults become Members by making the Promise and completing a Members' d. Foreign residents in the United Kingdom, Declaration. with the approval of an appropriate q. Members of the Movement may: Commissioner, may become Members or Associate Members.  wear the approved uniform (see Chapter 10); e. When an individual becomes a Member that person becomes a member of a Group,  wear the World Membership badge; District and County (as appropriate). They  receive benefits provided by any Group, also become a Member of The , and County to which the Association and of the World Organisation Member belongs and of The Scout of the Scout Movement. Association and the World Organisation of the Scout Movement; f. When an individual becomes an Associate Member that person becomes a member of  wear the World Membership lapel a Group, District and County (as badge. appropriate). They also become a Member of . Associate Members r. The following are required to be Associate g. Membership of Beaver Scout Colonies, Cub Members and pay the Headquarters Scout Packs and Scout Troops is open to Membership Subscription annually: males and females unless otherwise stipulated.  Members of the Group Scout Active Support Unit (other than the Group h. Adult membership whether by appointment Scout Active Support Manager who or otherwise, is open equally to men and must be a Member); women.  Section Assistants; i. The minimum age limit for membership is  Group Skills Instructors holding 5¾ years. Certificates of Appointment;

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 Group Advisers; b. A list of the names and addresses of Members in the Group at the date of the  Other adults who opt to be Associate annual census must be collected by the Members. Group and passed to the District Secretary Associate Members must also pay any who in turn will pass a copy to the County County, District and Group Membership Secretary. Subscription determined locally. Rule 3.6 Mixed Membership s. Adults become Associate Members of the Scout Movement by completing an a. This rule is left intentionally blank. Associate Members' Declaration. b. This rule is left intentionally blank. t. Associate Members are not required to c. This rule is left intentionally blank. make the Promise. u. Associate Members of the Movement may: d. This rule is left intentionally blank.  wear the approved uniform (see e. This rule is left intentionally blank. Chapter 10); f. All Scout Groups, Explorer Scout Units and  receive benefits provided by any Group, Scout Networks are required to be open to District, and County to which the male and female membership except in Member belongs. special situations. Single sex Sections may exist within a Scout Group provided that Note: Group Chairmen, Secretaries, Treasurers membership is available for both sexes and other Group trustees are not required to be across all Sections within that Group. Associate Members but are encouraged to become Members or Associate Members. g. Special situations are defined as being where: Rule 3.2 Admission to membership  there are cultural or religious a. The decision to admit anyone to requirements for single sex working; membership of a Scout Group rests with the Group subject, in the case of  Scouting is offered in a single sex a Sponsored Scout Group, to any institution (e.g. school, young offenders recruitment policy defined in any institute) through a closed Scout Group); sponsorship agreement.  a specialist single sex provision is b. The Group Scout Leader will generally required to meet a clearly identified delegate responsibility for admissions to the educational need (e.g. Scouting for Leader in charge of the Section concerned. young mothers). The decision whether Groups may become Rule 3.3 Forfeit of membership an exception to the policy is made by the a. Beaver Scouts, Cub Scouts and Scouts District Commissioner in consultation with forfeit membership if they leave the Group. the County Commissioner.

Rule 3.4 Transfer of membership Rule 3.7 The Beaver Scout Colony a. If a Member leaves a Group due to moving to another locality, the Group Scout Leader Size of Colony should inform the District Secretary of the a. The recommended maximum size for a District into which the Member is moving. Colony is 24 Beaver Scouts. b. If the address of the District Secretary is not b. This number may be exceeded with the known, the information should be forwarded agreement of the Group Scout Leader. to Headquarters. c. Notification should also be sent to When deciding on the Colony size, Leaders Headquarters in respect of Beaver Scouts, should take into account the leadership Cub Scouts and Scouts who are going to available and the capacity of the meeting live abroad. venue and whether it might be more effective to run more than one Colony. Rule 3.5 Annual Census Leadership a. The number of Members and Associate c. The operation of the Colony must be Members must be returned in an annual overseen by a Leader. census of the Group.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 3 d. The Leader must plan to ensure that at least l. The District Commissioner, with the District two adults (aged 18 or over) are present at Team, is required where necessary to assist the Colony meeting, at least one of whom Colonies to reach the minimum standards should hold a Leader, Manager or Supporter detailed above. Appointment. m. If a Colony fails to reach the minimum e. In the event of a Leader, Manager or standard for 2 consecutive years, the District Supporter not being able to attend the Commissioner, with the approval of the Colony meeting, it is possible on occasions District Executive Committee, may close it. If for another adult, with youth leadership it fails to reach the minimum standard for 3 experience, to take their place at the consecutive years, it must be closed. meeting or similar event, as long as the Group Scout Leader is consulted and Rule 3.8 The Cub Scout Pack supports the arrangement. Such adults must have satisfactorily completed the Personal Size of Pack Enquiry process and would normally have a. The recommended maximum size for a completed Getting Started or the equivalent. Pack is 36 Cub Scouts. f. Other than two adults being present there is b. This number may be exceeded with the no minimum ratio of adults to Beaver Scouts agreement of the Group Scout Leader. set for regular indoor Colony meetings, but Leaders should arrange for sufficient adults When deciding on the Pack size, Leaders (aged 18 or over) to ensure a safe meeting should take into account the leadership environment for the operation of the Colony, available and the capacity of the meeting which may vary depending on the venue and whether it might be more programme. effective to run more than one Pack. It is good practice to have a mixed Leadership leadership team. c. The operation of a Pack must be overseen g. The recommended minimum ratio for both by a Leader. outdoor activities held away from the usual d. The Leader must plan to ensure that at least meeting place and residential experiences is two adults (aged 18 or over) are present at 1 adult to 6 Beaver Scouts plus the Leader the Pack meeting, at least one of whom in charge. should hold a Leader, Manager or Supporter Age Range, Uniform and Programme appointment. h. The core age range of the Beaver Scout e. In the event of the Leader not being able to Colony is from 6 years to 8 years. A young attend the Pack meeting, it is possible on person may join at 5¾ years and remain occasions for another adult, with youth until 8½ years (see also Rule 3.11b). leadership experience, to take their place at the meeting or similar event, as long as the i. Beaver Scouts wear the approved uniform Group Scout Leader is consulted and with distinguishing badges and scarves as supports the arrangement. Such adults must described in Chapter 10. have satisfactorily completed the Personal Enquiry process and would normally have j. All Beaver Scouts should be offered a completed Getting Started or the equivalent. Balanced Programme, run in accordance with the Association’s official publications for f. Other than two adults being present there is the Section. no minimum ratio of adults to Cub Scouts Minimum Standards set for regular indoor Pack meetings, but Leaders should arrange for sufficient adults k. The minimum standard for a Beaver Scout (aged 18 or over) to ensure a safe meeting Colony is: environment for the operation of the Pack,  Operation overseen by a Leader (Rule which may vary depending on the 3.7c) programme. Two adults present (Rule 3.7d)  It is good practice to have a mixed  The delivery of an appropriate Balanced leadership team. Programme (Rule 3.7j)  The opportunity for each Beaver Scout g. The recommended minimum ratio for both to attend a nights away experience outdoor activities held away from the usual every year meeting place and residential experiences is 1 adult to 8 Cub Scouts plus the Leader in charge.

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Age Range, Uniform and Programme c. The Leader must plan to ensure at least two adults (aged 18 or over) are present at h. The core age range of the Cub Scout Pack Troop activities, at least one of whom should is from 8 years to 10½ years. A young hold a Leader, Manager or Supporter person may join at 7½ years and remain in appointment (not necessarily with the the Pack until their 11th birthday (see also Section concerned). Rule 3.11b). d. In the event of a Leader, Manager or i. Cub Scouts wear the approved uniform with Supporter not being able to attend a Troop distinguishing badges and scarves as activity, it is possible on occasions for described in Chapter 10. another adult, with youth leadership j. All Cub Scouts should be offered a experience, to take their place at the Balanced Programme run in accordance meeting or similar event, as long as the with the Association’s official publications for Group Scout Leader is consulted and the Section. supports the arrangement. Such adults must have satisfactorily completed the Personal k. All Cub Scouts should have the opportunity Enquiry process and would normally have to attend a nights away experience every completed Getting Started or the equivalent. year. e. Other than two adults being present there is Minimum Standards no minimum ratio of adults to Scouts set for l. The minimum standard for a Cub Scout regular indoor Troop meetings, but for all Pack is: activities Leaders should assess the risk and arrange for sufficient adults (aged 18 or  Operation overseen by a Leader.(Rule over) to ensure a safe environment for the 3.8c) operation of the Troop, which may vary  Two adults present (Rule 3.8d) depending on the programme being delivered.  The delivery of an appropriate Balanced Programme (Rule 3.8j) It is good practice to have a mixed leadership team.  The opportunity for each Cub Scout to attend a nights away experience every f. For a nights away event led by a Nights year (Rule 3.8k) Away Permit holder, the recommended minimum ratio is 1 adult to 12 Scouts. m. The District Commissioner, with the District However, a Troop’s Leader must plan to Team is required where necessary to assist ensure that as a minimum, at least two Packs to reach the minimum standards adults are present overnight. Only in the detailed above. event of an emergency should an adult be n. If a Pack fails to reach the minimum alone overnight with young people on a standard for 2 consecutive years, the District residential experience. (For daytime ratios at Commissioner, with the approval of the nights away events see 3.9c, 3.9e & 3.9g) District Executive Committee, may close it. If g. For all Scouting activities, Leaders should it fails to reach the minimum standard for 3 carry out a risk assessment as stated in consecutive years, it must be closed. Rule 9.4. This risk assessment cannot override the minimum requirements stated Rule 3.9 The Scout Troop in 3.9c and 3.9f or those required by the Size of Troop activity rules in chapter 9. a. There is no recommended maximum size for Age Range, Uniform and Programme a Troop. h. The core age range of the Scout Troop is When deciding on the Troop size, Leaders from 10½ years to 14 years. A young person should take into account the leadership may join at 10 years and remain until 14½ available and the capacity of the meeting years (see also Rule 3.11b). venue and whether it might be more i. Scouts wear the approved Scout, effective to run more than one Troop. or uniform as appropriate with Leadership distinguishing badges and scarves as described in Chapter 10. b. The operation of the Troop must be overseen by a Leader. j. All Scouts should be offered a Balanced Programme run in accordance with the Association’s official publications for the Section.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 5 k. Every member of the Troop must have the f. The Group Scout Active Support Manager is opportunity of attending at least one nights responsible for determining the composition, away experience every year. organisation, programme and administration of the Unit in accordance with the service Minimum Standards agreement, agreed annually with the Group l. The minimum standard for a Scout Troop is: Scout Leader or nominee.  operation overseen by a Leader. (Rule g. The Group Scout Active Support Unit is led 3.9b). by the Group Active Support Manager who is responsible for ensuring that the Unit  two adults present (Rule 3.9c). meets its service agreement. One or more  the delivery of an appropriate Balanced Group Scout Active Support Co-ordinators Programme (Rule 3.9i). may be appointed to assist in the running of the Unit..  The opportunity for every Scout to attend at least one nights away h. The following minimum standards are laid experience each year (Rule 3.9j). down for a Group Scout Active Support Unit: m. The District Commissioner, with the District  Leadership – there should be an Team, is required where necessary to assist appointed Group Scout Active Support Troops to reach the minimum standards Manager. detailed above.  Activity – the Group Scout Active n. If a Troop fails to reach the minimum Support Unit should provide active standard for 2 consecutive years, the District support to Scouting in the group, as Commissioner, with the approval of the detailed in the service agreement District Executive Committee, may close it. If it fails to reach the minimum standard for 3 i. The Group Scout Leader and the District years, it must be closed. Commissioner, with the District Team, are required to assist Group Scout Active Support Units to reach the required Rule 3.10 The Group Scout Active Support standards. Unit j. If a Group Active Support Unit fails to reach a. The Group Scout Leader, in consultation the minimum standards for two consecutive with the Group Executive Committee, may years it may be closed by the District form a Group Scout Active Support Unit.. Commissioner with the approval of the b. The purpose of the Group Scout Active District Executive Committee. Support Unit is to provide a body through k. If a Group Active Support Unit fails to reach which adults provide active support to the minimum standard for three years it Scouting in the Group. must be closed. c. Further details of the Scout Active Support method of operation are available from the Rule 3.11 Section Flexibility Scout Information Centre. a. Integrated Sections d. Subject in all cases to a satisfactory Personal Enquiry (see Rule 3.26), i. An Integrated Section may consist of Beaver membership of the Group Scout Active Scouts and/or Cub Scouts and/or Scouts, Support Unit is open to any person over the who work together as one Section. age of 18 years, including: Note: an integrated Beaver Scout / Cub  those holding appointments, who will be Scout section should not meet for more than expected to give priority to the duties of two hours. their appointments; ii. An Integrated Section may only be  Scout Network members will be established with the prior approval of the expected to give priority to the duties of their District Commissioner. appointments. iii. Members of Integrated Sections take part in e. The Group Scout Active Support Manager a Balanced Programme, make the Promise must be a Member, all other members of the and wear the uniform appropriate to their Group Scout Active Support Unit must be at Sectional age group. least Associate Members. They may also become Members by making the Scout iv. The operation of Integrated Sections must Promise. follow the guidelines available from the Scout Information Centre.

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c. Examples of approved organisations include b. Flexibility for Individual Members religious bodies, schools, industrial or commercial firms, residents' and community When necessary, due to a young person’s associations and formations of Her special needs, the District Commissioner Majesty's Forces. may, on the recommendation of the d. In the case of a Sponsored Scout Group Assistant County Commissioner (Special which is sponsored by a university, college Needs) or County Adviser, permit a young or school, membership of the Group must person to be in a Section outside of the be voluntary for the students or pupils of the normal age range. This permission should Sponsoring Organisation. be logged on a simple form and be subject e. Sponsored Scout Groups may have a policy to annual review. of unrestricted or restricted recruitment as A factsheet and supporting forms are available defined in a formal agreement between the from the Scout Information Centre. District Executive Committee and the Sponsoring Authority. Rule 3.12 Joint Units f. No restriction on recruitment may be made a. A Joint Unit may consist of Rainbow Guides which contravenes the provisions of any and Beaver Scouts; or Brownie Guides and law. Cub Scouts; or Guides and Scouts who work together in one Unit. As a single Unit, g. The organisation which sponsors the Group they share leadership and facilities. shall appoint a person or committee to act as the Sponsoring Authority. The District b. A Joint Unit is open to Members of either Commissioner must be informed of this Association. The age group for a Joint Unit appointment. should be in accordance with Policy, Organisation and Rules and The Guiding h. In the event of a disagreement between the Manual, although local Commissioners may Sponsoring Authority and the Group Scout authorise some flexibility to assist in local Leader, the matter must be referred to the circumstances. District Commissioner. (See Chapter 15 for further information) c. Members wear the relevant Scout Association or UK uniform as Rule 3.15 Joint Scout/Guide Groups appropriate. a. Joint Scout and Guide/Guide and Scout d. All other requirements and Rules of each Groups are recognised and supported by Association apply. The Scout Association and Girlguiding UK. Types of Scout Group b. Joint Groups should be registered with each A Scout Group may be registered as an Open Association simultaneously and be fully Scout Group, a Sponsored Scout Group, or a integrated into the normal District, Division Joint Group. and County structures. c. The registration of existing and new Joint Rule 3.13 The Open Scout Group Groups require the approval of the relevant a. An Open Scout Group has no formal Commissioners of both Associations. relationship with any other organisation and has a policy of unrestricted recruitment. d. The detailed operating arrangements for Joint Groups are a matter for local Rule 3.14 The Sponsored Scout Group agreement. a. Guidance on sponsoring agreements, e. Each unit within the Group should follow the responsibilities of sponsoring authorities and relevant Association's member programme agreements with regard to property and for the Section. equipment are contained within the factsheet Community Sponsorship available from the Scout Information Centre. Rule 3.16 Partnerships with Explorer Scout Units b. A Sponsored Scout Group can be a. Explorer Scout Units are part of a District sponsored by an organisation approved by provision. Headquarters. The Group will have a policy of recruitment defined in a formal agreement b. Explorer Scout Units may be attached to a with the Sponsoring Authority. Scout Group but are not a formal part of the Group.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 7 c. An Explorer Scout Unit and a Scout Group  the prospective Group Scout Leader (or wishing to work together should enter into a Section Leader in the case of a Group Partnership Agreement. consisting of a single Section): d. The purpose of the Partnership Agreement - accepts the Association's policies, is to help an Explorer Scout Unit and Scout rules and procedures; Group to understand the operational - undertakes to form a Group Scout relationship between the two. Council and a Group Executive Committee as soon as possible but e. Whilst many links will be informal, it is in any case not later than three important to have a formal Partnership months after the date of registration; Agreement to ensure that links are - will give due emphasis to the key maintained and obvious to both parties. policies of the Association (see f. The District Explorer Scout Commissioner Chapter 2); should ensure that: - will initiate a programme of training  the Partnership Agreement sets out in accordance with the training clearly the links between the Unit and policy of the Association; the Group and arrangements on liaison, - will comply, as appropriate, with the the use of equipment, facilities and provisions of all rules and guidance resources. relating to Sponsored Scout Groups.  the Agreement is reviewed regularly to c. If the District Commissioner and the District ensure its continuing appropriateness in Executive Committee refuse to recommend changing circumstances. the registration of a Group, the District Commissioner must send a full report on the g. Partnership Agreements are not intended to matter to the appropriate Country be legally binding documents. Each Headquarters, through the County Agreement should include the following Commissioner. sentence: ‘This document is not intended to create legal relations’. d. If registration is recommended, Headquarters will issue a Certificate of h. The Agreement should be signed by the Registration and send this via the District District Explorer Scout Commissioner, the Secretary to the prospective Group Scout Explorer Scout Leader and the Group Scout Leader (or Section Leader in the case of a Leader. Group consisting of a single Section). Further information and examples of Partnership e. Notification of registration will be sent by Agreements can be obtained from the Scout Headquarters to the County Secretary and Information Centre. Country Headquarters if appropriate. f. Groups in which the Scout Troop is a Sea or Rule 3.17 The Formation and Registration of Air Scout Troop may adopt the title Sea Scout Groups Scout Group or Air Scout Group as a. Application for the registration of a Scout appropriate. Group must be made to the District Commissioner by: Rule 3.18 Annual Renewal of Registration  the prospective Group Scout Leader, in a. Registration is valid only until the 31 March the case of an Open Scout Group; of the calendar year following the issue of  the organisation which proposes to act the Certificate of Registration. as sponsor, in the case of a Sponsored b. Registration must be renewed annually by Scout Group; completing and submitting an annual  the prospective Section Leader in the registration and census return as directed by case of a Group which will consist of a Headquarters. single Section. c. Registration renewal also requires the b. The District Commissioner and the District payment of the Headquarters Membership Executive Committee must be satisfied that: Subscription and any District, and County  registration is desirable; Membership Subscriptions payable.  the proposed Group will be run properly;  suitable Leaders can be found;

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Rule 3.19 Changes in Registration k. The County Secretary must report the a. If it is required to change the registration of circumstances as soon as possible to the a Group or to amalgamate with another County Executive Committee. Group, Form C2 must be submitted to l. The District Commissioner should consult Headquarters by the District Secretary. their Country Headquarters as to how best b. Changes in the composition of a Group to resolve the underlying problem which led made by the addition or loss of Sections do to the suspension. not necessitate a change of registration. Rule 3.21 Cancellation of Registration and c. Such changes are made with the approval the Closure of Sections within a Group of the District Commissioner after a. The registration of a Scout Group may be consultation with the District Executive cancelled by Headquarters: Committee and the Sponsoring Authority, if appropriate.  on the recommendation of the District Commissioner and the District Executive Rule 3.20 Suspension of Registration Committee, following a meeting specially convened; a. Suspension of registration is a purely temporary measure. At such a meeting, the Scouters concerned, the Group Chairman and the b. A Group may have its registration Sponsoring Authority, if any, are entitled suspended by the District Commissioner, or to be heard; the District Executive Committee. The suspension must be approved by the County  if registration is not renewed at the time Commissioner or County Executive. of the required annual renewal of registration; c. In exceptional circumstances Headquarters  if the registration of the District is may suspend the registration of a Group. cancelled. This must be done in consultation with the County Commissioner. b. When the registration of a Scout Group is cancelled the Scout Group ceases to exist d. Suspension of registration may also be a and action must be taken as described in consequence of the suspension of the Chapter 13 to deal with its property and District. assets. e. In such a case the County Commissioner c. Any Section within a Group may be closed may direct that Groups will not be by the District Commissioner and the District suspended but attached to a neighbouring SV Executive Committee acting together, District or to the County as appropriate. following consultation with the Sponsoring f. In the event of suspension all Group Authority, if any. activities must cease and all Group Scouters d. The membership of each Member of the are automatically suspended as if each were closed Section will cease automatically, individually suspended. unless membership of another Section or g. During suspension no member of the Group Group is arranged as directed by the District may wear uniform or badges. Commissioner. h. If the Group Executive Committee is e. A Scout Group cannot exist unless it has a included in the suspension, this must be current registration with Headquarters. specified and the District Executive f. Charity law does not permit a Scout Group Committee will be responsible for the to transfer from The Scout Association to administration of Group property and any other body whether calling itself a Scout finance during the period of suspension. organisation or by any other name. i. The Group Scout Council will be included in g. Individual or several Members of a Group the suspension only if there are special may leave and join any other organisation reasons and then only with the approval of they wish. The Group itself and all its assets the County Commissioner. remain part of The Scout Association whose j. A District Commissioner or District Executive parent body is incorporated by Royal Committee who suspends a Group must Charter. report the matter with full details to the h. In the event of all the Members leaving, the County Commissioner. They must also District will close the Group and cancel its notify the County Secretary, the Sponsoring registration. Authority and the appropriate Country Headquarters.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 9 i. In the event that not all the Members leave,  Explorer Scout Leaders (if stated in a it will be a decision for the District Partnership Agreement); Commissioner and District Executive ii. The District Commissioner and District Committee as to whether to close the Group Chairman are ex-officio members of the or try to keep it running with a reduced Group Scout Council. membership. iii. Membership of the Group Scout Council ceases upon: Rule 3.22 Management of the Scout Group a. Every Scout Group is an autonomous  the resignation of the member; organisation holding its property and  the dissolution of the Council; equipment and admitting young people to  the termination of membership by membership of the Scout Group subject to Headquarters following a the policy and rules of The Scout recommendation by the Group Association. Executive Committee. b. A Scout Group is led by a Group Scout iv. The Group Scout Council must hold an Leader and managed by a Group Executive Annual General Meeting within six months of Committee. They are accountable to the the financial year end to: Group Scout Council for the satisfactory  receive and consider the Annual Report running of the Group. of the Group Executive Committee, c. The Group Scout Leader is assisted and including the annual statement of supported by the Group Scouters in the accounts; delivery of the Balanced Programme for  approve the Group Scout Leader's young people within the Group. nomination of the Group Chairman and nominated members of the Group Rule 3.23 The Constitution of the Scout Executive Committee; Group  elect a Group Secretary and Group In the absence of an existing formally adopted Treasurer; Constitution to the contrary, the following represents an ideal Constitution and will apply  elect certain members of the Group where the circumstances and the support allow. Executive Committee; a. The Group Scout Council  appoint an auditor or independent examiner or scrutineer as required. The Group Scout Council is the electoral body, which supports Scouting in the Scout Group. It is b. The Group Executive Committee the body to which the Group Executive i. The Group Executive Committee exists to Committee is accountable. support the Group Scout Leader in meeting i. Membership of the Group Scout Council is the responsibilities of their appointment. open to: The Committee is responsible for:  Scouters;  the maintenance of the Group’s property  Group Scout Active Support members and equipment; (including the Group Scout Active  the raising of funds and the Support Manager and Group Scout administration of the Group’s finance; Active Support Co-ordinators – if  the insurance of persons, property and appointed); equipment;  Colony, Pack and Troop Assistants ;  Group public occasions;  Skills Instructors;  assisting with the recruitment of Leaders  Administrators; and other adult support.  Advisers; ii. The Group Executive Committee consists of:  Patrol Leaders; Ex-officio Members  all parents of Beaver Scouts, Cub  The Group Chairman; Scouts and Scouts;  The Group Secretary;  the Sponsoring Authority or its nominee;  The Group Treasurer;  any other supporters including former  The Group Scout Leader; Scouts and their parents who may be admitted by the Group Scout Leader,  The Assistant Group Scout Leader; the Group Executive Committee or the Group Scout Council;

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 The Explorer Scout Leader (if stated in a v. The Group Scout Leader and the Group Partnership Agreement and subject to Chairman will be ex-officio members of any that Explorer Scout Leader expressly sub-Committee of the Group Executive indicating to the AGM (in writing or orally Committee. at the meeting) that they are willing to vi. Any fundraising committee must include at perform such a function); least two members of the Group Executive  The Sponsoring Authority or its Committee, in addition to the ex-officio nominee; members. No Section Leader or Assistant  All Section Leaders (i.e. individuals Leader may serve on such a fundraising sub-Committee. holding a Beaver Scout Leader, Cub Scout Leader or Scout Leader role) vii. A Scout Group is an educational charity. subject to that Section Leader expressly Members of the Group Executive Committee are the charity trustees of the Scout indicating to the AGM (in writing or SV Group. orally at the meeting) that they are willing to perform such a function. viii. Only persons aged 18 and over may be full voting members of the Group Executive Committee because of their status as charity Nominated Members trustees.  persons nominated by the Group Scout ix. Certain people are disqualified from being Leader; charity trustees by virtue of the Charities  the nominations must be approved at Acts. SV the Group Annual General Meeting; x. Charity trustees are responsible for  the number of nominated members complying with all the legislation applicable must not exceed the number of elected to charities. members. xi. Some Groups may also need to register as Elected Members a charity. Scout Groups registered as a  persons elected at the Group Annual charity in England and Wales will be General Meeting; required to make an annual return to the Charity Commission. See Rule 13.3. SV  these should normally be four to six in number; c. The Group Scouters' Meeting  the actual number must be the subject i. Membership of the Group Scouters' Meeting of a resolution by the Group Scout consists of the Group Scout Leader as Council. chairman, all Section Leaders and Assistant Co-opted Members Leaders and the Group Scout Active  persons co-opted annually by the Group Support Manager. Explorer Scout Leaders Executive Committee may be included if stated in the partnership agreement.  the number of co-opted members must not exceed the number of elected ii. The role of the Group Scouters' Meeting is members. to: Right of Attendance  consider the well-being and  the District Commissioner and the development of each Member of the District Chairman have the right of Group; attendance at meetings of the Group  ensure the progress of each Member Executive Committee. through the programme; iii. Ideally, between the nominated members,  plan and co-ordinate all the Group's elected members and co-opted members, activities; the Group Executive should include a parent  to keep the Group Executive Committee of at least one Member of each of the advised of the financial and other Sections in the Group. resource requirements of the training programme. iv. The Group Executive Committee may establish any sub-Committees that it deems necessary. d. Conduct of Meetings i. Only members as defined above may vote in meetings of the Group Scout Council and the Group Executive Committee.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 11 ii. Decisions are made by a majority of votes Rule 3.25 Minimum Age for Appointments cast by those present at the meeting. In the a. To hold a adult appointment in a Scout event of an equal number of votes being Group a person must have reached the age cast on either side the chairman does not of 18. have a casting vote and the matter is taken not to have been carried. Rule 3.26 The Appointment of Adults iii. The Group Scout Council must make a a. No person aged 18 or over may be resolution defining a quorum for meetings of the Group Scout Council and the Group permitted to undertake any responsibilities Executive Committee and its sub- or involvement within Scouting until the appropriate enquiries have been made. Committees. The enquiries must include a Personal Rule 3.24 Administrators and Advisers Enquiry (see Introduction) to Headquarters as described below, in the case of a person a. The Group Chairman and the Group Scout SV Leader must be able to work in partnership. who: b. To assist the formation of this partnership  wishes to become a Member or the Group Chairman is nominated by the Associate Member; or Group Scout Leader. The appointment  may have unsupervised access to should not be held by a Scouter. young people; or c. The appointment of the Group Chairman is  will have involvement with the handling approved by the Group Scout Council at its or management of funds; or Annual General Meeting.  will be assisting with overnight activities d. Every effort should be made to find a Group (including Nights Away); or Chairman. Only in extreme circumstances  may be helping out once a month or may the Group Scout Leader act as Group more, Chairman for a short period. Personal Enquiries must be repeated for all e. The Group Secretary and Group Treasurer adults in the above categories every five are elected by the Group Scout Council at years. Where possible this should be the Annual General Meeting every year. carried out at appointment review. Neither appointment may be held by a Scouter. b. An enquiry is not necessary if the individual is simply moving from one appointment to f. No individual should hold more than one of another within England and Wales; or within the appointments of Group Chairman, Northern Ireland; or within Scotland, Secretary or Treasurer. provided the procedures have been followed g. Other Administrators and Advisers may be for the initial appointment, that they have a appointed by the Group Executive valid disclosure and the person's service Committee with the approval of the Group has been continuous. However, depending Scout Leader as per POR: The Appointment on the result of previous enquiries a further Process. Personal Enquiry may be required h. Administrators and Advisers appointments c. The District Secretary must forward the may be terminated by: Personal Enquiry to Headquarters without delay, following its completion by the adult  the resignation of the holder; concerned.  the unanimous resolution of all other members of the Group Executive d. When completing a Personal Enquiry the Committee; fullest possible information about the individual must be given.  the expiry of the period of the appointment; e. The full rules for the appointment of adults  confirmation by Headquarters of the can be found in POR: The Appointment termination of the appointment in the Process. event of the cancellation of the f. Parents and occasional helpers who are registration of the Group. required to undergo a Personal Enquiry (see i. The appointment and termination of all 3.26 a.) must complete an Occasional Helper form (available from the Information Group Administrators and Advisers SV appointments must be reported to the Centre). District Secretary who should maintain a record of such appointments.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 12 g. Section Leaders should ensure parents and Rule 3.36 This rule is intentionally left blank occasional helpers who are involved more than once a month are aware of the Rule 3.37 This rule is left intentionally blank appointment opportunities available to them. Rule 3.38 This rule is left intentionally blank Rule 3.27 This rule is intentionally left blank Rule 3.39 This rule is left intentionally blank Rule 3.28 This rule is intentionally left blank Rule 3.40 This rule is left intentionally blank Rule 3.29 This rule is intentionally left blank Rule 3.41 Limitation on the number of Rule 3.30 This rule is intentionally left blank Appointments held a. No Manager, Leader or Supporter may hold Rule 3.31 This rule is intentionally left blank more than one appointment unless able to carry out all the duties of more than one Rule 3.32 This rule is intentionally left blank appointment satisfactorily. b. The District Commissioner must give Rule 3.33 This rule is intentionally left blank approval for any person to hold more than one appointment and, if the appointments Rule 3.34 This rule is intentionally left blank are to be held in more than one District or County, the approval of all the Rule 3.35 The Appointment of Young Leaders Commissioners concerned must be obtained. Young Leaders (Explorer Scouts) c. The Group Scout Leader may not hold any a. Explorer Scouts may become Young other appointment in the Scout Group other Leaders in the Beaver Scout, Cub Scout than Training Adviser. and Scout Sections. Rule 3.42 Responsibilities of Appointments b. Young Leaders should undertake in the Scout Group appropriate training as described in the Young Leaders’ Scheme. a. The Group Scout Leader c. A young person under the age of 18 years i. The Group Scout Leader is responsible to working with another Section must not have the District Commissioner for: unsupervised access to youth Members.  the development of Scouting in the d. All Young Leaders are members of a Young Group's catchment area; Leaders’ Explorer Scout Unit (see also  promoting and maintaining the Policy of Chapter 4). the Association; e. Members of Girlguiding UK and other young  ensuring that all adults working within people undertaking the Service Section of the Scout Group (including members of The Duke of Edinburgh’s Award may work any Group Scout Active Support Unit) with the Beaver Scout, Cub Scout or Scout are ‘fit and proper’ persons to carry out Sections, with the agreement of the Section the tasks given them; Leader, for a fixed period of time.  the continuity and development of  These young people should also training in Sections of the Group; complete training similar to Young  ensuring all adults in the Group are Leaders. appropriately trained;  These young people are not Young  maintaining effective communication Leaders and therefore not members of a with the District Commissioner, District Young Leaders’ Explorer Scout Unit and Explorer Scout Commissioner, Scout do not have access to the wider Active Support Units, the local authority Explorer Scout provision. youth service, and other organisations whose advice and support could assist the Group;  acting as Chairman of the Group Scouters' Meeting;  encouraging co-operation among the Scouters of the Group;

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 nominating the Group Chairman. The f. The Cub Scout Leader Group Scout Leader may not hold this i. The Cub Scout Leader is responsible for appointment, nor may a Scouter be planning and implementing a Balanced nominated; Programme for the Cub Scout Pack, subject  matters relating to the admission and to the general supervision of the Group membership of Beaver Scouts, Cub Scout Leader and with the assistance of Scouts, Scouts and members of the Assistant Cub Scout Leaders, Pack Scout Active Support Unit in the Group; Assistants and Skills Instructors.  agreeing the service agreement of any ii. It is a Leader's responsibility actively to Group Scout Active Support Units and encourage effective transfer between the reviewing them annually; Sections.  building and maintaining a good relationship with the Group's immediate g. Assistant Cub Scout Leader community; i. The responsibilities of an Assistant Cub  building and maintaining a good Scout Leader are specified by the Cub relationship with the Sponsoring Scout Leader, who should have regard to Authority in the case of a Sponsored the desirability of developing the Assistant’s Scout Group and with any community leadership potential. represented by the Sponsoring Authority; h. The Scout Leader  all other matters specified in these Rules i. The Scout Leader is responsible, in for Group Scout Leaders. conjunction with the Troop Leadership Forum, for planning and implementing a b. The Assistant Group Scout Leader Balanced Programme for the Scout Troop, subject to the general supervision of the i. An Assistant Group Scout Leader may be Group Scout Leader and with the assistance appointed, with responsibilities as defined by of Assistant Scout Leaders, Troop the Group Scout Leader. Assistants and Skills Instructors. ii. The Group Scout Leader should have ii. It is a Leader's responsibility actively to regard to the desirability of developing the encourage transfer between Sections and to Assistant's leadership potential. maintain links with local Explorer Scout Leaders. c. Group Scout Leader (Acting) i. If a Group Scout Leader appointment is or i. Assistant Scout Leader becomes vacant the District Commissioner i. The responsibilities of an Assistant Scout will appoint an Group Scout Leader (Acting) Leader are specified by the Scout Leader, as a temporary measure or will perform who should have regard to the desirability of these duties himself. developing the Assistants leadership ii. The District Commissioner must give priority potential. to filling the vacancy as soon as possible. Rule 3.43 The Training of Adults d. The Beaver Scout Leader a. The acceptance of an appointment involves i. The Beaver Scout Leader is responsible for an obligation to undertake training planning and implementing a Balanced appropriate to that appointment. Programme for the Beaver Scout Colony, b. For roles that require a Wood Badge a subject to the general supervision of the Training Adviser will be assigned to the adult Group Scout Leader and with the assistance to draw up a Personal Learning Plan, of Assistant Beaver Scout Leaders, Colony support the adult through the scheme and Assistants and Skills Instructors. validate the necessary modules. ii. It is a Leader's responsibility actively to c. During the Provisional Appointment period, encourage transfer between the Sections. the Getting Started modules should be completed. These comprise of: e. Assistant Beaver Scout Leader  Module 1 – Essential Information i. The responsibilities of an Assistant Beaver Scout Leader are specified by the Beaver  Module 2 – Personal Learning Plan Scout Leader, who should have regard to and either: the desirability of developing the Assistants  Module 3 – Tools for the Job (Section leadership potential. Leaders)

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or Rule 3.45 Young People’s Responsibility for  Module 4 – Tools for the Job (Managers) the Programme a. Progressive responsibility for planning and d. Once the Appointment Certificate has been decision-making is an important element of issued the adult should complete the the Programme. necessary modules for their role, as outlined on their ‘Personal Learning Plan’. b. Effective operation of the Pack Leadership Forum, the Patrol System and Troop e. Training is not necessary for any module if Leadership Forum are essential. the adult can demonstrate their prior knowledge and ability to the Training Awards and Badges Adviser. Requirements of Section awards and badges f. Validation is necessary for all modules are found in the Sectional handbooks as are the identified on the Personal Learning Plan. requirements for other Challenges, Badges and Validation is the process of demonstrating to Awards. the Training Adviser that the adult can put the objectives of the module into practice in Rule 3.46 Partnership Awards their Scouting role. a. These Awards may be worn by any member of the Group who has worked on the g. Following the successful validation of the Partnership Award including adults. modules on the Personal Learning Plan, a Wood Badge can be awarded. b. The International Partnership Award, the Environment Partnership Award and the h. Following the award of a Wood Badge, the Faith Partnership Award aim to encourage adult must complete a minimum of five friendships and develop links, either hours Ongoing learning per year, averaged internally or externally to the Group. over the length of the appointment. c. Further details of the Awards are contained i. It is the responsibility of the adult’s line in the Sectional handbooks. manager to monitor completion of Ongoing learning. Rule 3.47 Members with Special Needs Ongoing learning is defined as any learning a. It is important that young people are seen as achieved by the adult that can be applied to individuals and that they are regarded their Scouting role. equally whatever their abilities or disabilities. j. In exceptional circumstances, Headquarters b. Some young people have special needs and may prescribe the Ongoing learning require extra resources in terms of requirements during a certain year (or years) appropriate programme and equipment to for all or certain roles. enable them to develop their full potential. For more information about Adult Training see c. Leaders with members with special needs the publication ‘The Scout Association’s Adult can request support and guidance from a Training Scheme’ available from the Scout network of Commissioners and Advisers Information Centre. within the Districts, Counties, Countries and at Headquarters. Rule 3.44 Adult Responsibility for the Programme Rule 3.48 Finance and the Scout Group a. Section Leaders, working with Assistant Certain Rules in this Section do not apply, Leaders and Section Assistants, are without modification, in parts of the British Isles responsible for the detailed programme of outside England and Wales. SV individual Colonies, Packs, and Troops. a. Every Scout Group is a separate b. Leaders should take account of the special educational charity and is under a statutory needs of individual Members, the Balanced obligation to keep proper books of account. Programme, Activity and other badges where appropriate, and the Section's b. The Charities Acts apply directly only in method as outlined in current Section England and Wales, but similar legislation Handbooks. applies elsewhere in the British Isles. c. Attention must be paid to the requirements c. The Group Executive Committee must of safety and to any Rules governing ensure that proper financial planning and activities. budgetary control is operated within the Group.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 15 d. The Group Scouters’ Meeting must be o. A permanent endowment is an asset, e.g. a consulted on the financial planning of the property held by the Group, which may not Group’s activities. be sold or disposed of. e. All expenditure not specifically delegated to p. The particulars of the trustees in whom such the Group Scouters’ Meeting or Section assets are vested also must be shown. Leaders must be approved by the Group q. The annual statement of accounts may be in Executive Committee to ensure that the the format of one of four model annual Group can meet any liability so incurred. statements available from the Scout f. When entering into any financial or Information Centre. These models are contractual obligation or commitment with suitable for: another party, the persons concerned  receipts and payments accounts for a should make it clear to the other party that single fund unit ie where there are no they are acting on behalf of the Group and special funds whose use is restricted; not in a personal capacity.  receipts and payments accounts for a g. A statement of accounts must be prepared multi fund unit ie where there are special annually and be scrutinised, independently funds in addition to a general fund; examined or audited as appropriate in  accruals (SOFA) accounts for a single accordance with these Rules. fund unit; h. The Group must ensure that signed copies  accruals (SOFA) accounts for a multi of the annual report and accounts are sent fund unit. to the District Treasurer within the 14 days following the Group's Annual General r. The appropriate model will depend upon the Meeting at which the annual report and gross income in the financial year and accounts were received and considered. whether the Group has any special funds whose use is restricted to particular i. If called upon to do so, the Group Treasurer purposes rather than the general purposes must also send a copy of the latest of the Scout Group. statement of accounts to the County Treasurer or Headquarters. s. At each Annual General Meeting of the Group Scout Council an auditor, j. If the Group is a registered charity a copy of independent examiner or scrutineer, as the annual report and accounts must also be appropriate must be appointed. sent to the Charity Commission within ten months of the financial year end. t. Each Group can decide if they need an auditor, independent examiner or scrutineer, k. The annual statement of accounts must by reference to the factsheet Guidance on account for all monies received or paid on Accounting and Auditing Requirements. behalf of the Group, including all Sections, Committees and the Group Scout Active u. The auditor, independent examiner, or Support Unit. scrutineer must carry out an external examination of the accounts in accordance l. If the gross income or expenditure is above with the requirements of the Charities Act the limits laid down in the factsheet 1993. Guidance on Accounting and Auditing Requirements the statement of accounts v. A report to the trustees (the Group must be in the form of a Statement of Executive) must be completed in Financial Activities (SOFA) with balance accordance with one of the models in the sheet. The factsheet is available from the specimen accounts referred to in the Scout Information Centre. factsheet Guidance on Accounting and Auditing Requirements as appropriate to a m. If the gross income or total income is less scrutineer, an independent examiner or an than the limits laid down in the factsheet an auditor. annual receipts and payments account together with a statement of assets and w. A scrutineer, or independent examiner is liabilities may be prepared instead. required to carry out the work programme defined in the factsheet Guidance on n. If the Group is a Registered Charity, the Accounting and Auditing Requirements. annual report and accounts must include its charity number, particulars of any land Rule 3.49 Funds administered by Sections occupied and assets, which form part of a and the Group Scout Active Support Unit permanent endowment together with details a. Each Section or Group Scout Active Support of any receipts or payments forming part of Unit must itself administer sums allocated to such an endowment. it by the Group Executive Committee.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 16 b. Subscriptions paid by or on behalf of Group b. The statement, together with all Group Scout Active Support Unit members must be assets, supported by all books of account handed to the Group Treasurer or their and vouchers, must be handed to the nominee as soon as possible after receipt. Treasurer of the Group formed by the amalgamation. c. The Group Treasurer should make the necessary records and pay the money into c. If the Group Treasurer considers it the Group bank account(s) as soon as necessary, after consultation with the Group practicable. Executive Committee, he may ask the District Executive Committee to appoint an d. Each Section and Group Scout Active appropriate person to examine the accounts. Support Unit must keep a proper cash account which must be produced, together Rule 3.52 Disposal of Group Assets at with supporting vouchers and the cash Closure balance, to the Group Treasurer at least once in each period of three months. a. If a Group ceases to exist, the Group Treasurer must prepare a statement of Rule 3.50 Bank Accounts account at the effective date of closure. a. All monies received by or on behalf of the b. The statement, together with all Group Group either directly or via supporters, must assets, must be handed to the District be paid into a bank account held in the Treasurer as soon as possible after the name of the Group. This account may, closure date and must be supported by all alternatively, be a National Savings account books of accounts and vouchers. or a building society account. c. The District Treasurer will ensure that the b. The account(s) will be operated by the statement of account is properly scrutinised, Group Treasurer and other persons independently examined or audited as authorised by the Group Executive appropriate. Committee. d. Subject to Rule 13.7, any assets remaining c. A minimum of two signatories must be after the closure of a Group will required for any withdrawals. automatically pass to the District Scout Council which shall use or dispose of these d. Under no circumstances must any monies SV assets at its absolute discretion. received by a Section or supporter on behalf of the Group be paid into a private bank e. If there is any reasonable prospect of the account. Group being revived the District Scout Council may delay the disposal of these e. Cash received at a specific activity may only assets for such a period as it thinks proper be used to defray expenses of that same with a view to returning them to the revived specific activity if the Group Executive Group. Committee has so authorised beforehand and if a proper account of the receipts and f. If the District Executive Committee wishes payments is kept. the assets to pass to some other beneficiary, in the absence of some pre- f. Funds not immediately required must be existing agreement, the District Treasurer transferred into a suitable investment must forward a copy of the financial account held in the name of the Group. statement to the County Headquarters with g. Group funds must be invested as specified the proposals of the Executive Committee by the Trustee Act 2000. SV requesting instructions. h. Group funds may be invested in one of the g. The District Executive Committee is special schemes run by Headquarters. responsible for preserving the statements of account and all accounting records of the i. The bank(s) at which the Group account(s) Group. are held must be instructed to certify the balance(s) at the end of the financial period Rule 3.53 Preservation of Books of Account direct to the scrutineer, independent examiner or auditor as appropriate. a. Statements of account and all existing accounting records must be preserved for at Rule 3.51 Disposal of Group Assets at least six years from the end of the financial Amalgamation year in which they are made, or for such longer period as may be required by H.M. a. If two or more Scout Groups amalgamate, Revenue and Customs. the retiring Treasurers must prepare a statement of account at the date of the amalgamation.

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Rule 3.54 Payment of the Membership e. Fundraising conducted on behalf of Subscription Scouting may be by any means not a. In order to meet the costs of Headquarters forbidden by law, and which is acceptable to services to the Movement and the costs of the local community, provided that: organising and administering the  the proceeds of the activity go wholly to Association, and to meet the Association's the work of the Group or, in the case of obligations to World Scouting, the Board of joint activities with other organisations, Trustees of the Association requires that part of the proceeds allotted to the Members to pay a Headquarters Group is wholly applied to the work of Membership Subscription. SV the Group; b. The amount of the Membership Subscription  it does not encourage the habit of is decided annually by the Board of gambling. SV Trustees. f. Public collections of money are allowed c. In addition, to meet local costs, the local provided that the legislation regarding age, Scout County and the local Scout District action and location of collectors is complied may charge a membership subscription. with. d. Every Scout Group is responsible for the g. Collections may take place even though collection and payment of the Headquarters, there is no visible reciprocal effort for the Membership Subscriptions and any County donation. Stickers and flags are appropriate. and District Subscriptions in accordance It is considered that value for the donation with the numbers returned on the annual has already been given to society by the census return. work of the Scout Movement in and for the community. e. Payments should be remitted to the District Treasurer not later than the date annually Rule 3.56 Joint Fundraising Projects notified locally. a. Joint fundraising projects with other f. Membership subscriptions may be collected charitable organisations are permitted from Members or their parents by a method provided that the part of the proceeds decided by the Group Executive Committee. allotted to the other organisation is used g. The Group is encouraged to use the Gift Aid wholly for purposes other than those of scheme for subscription payments. private gain. h. The amount of the Headquarters b. Country Headquarters should be consulted Membership Subscription decided by the if there is the slightest doubt as to the bona Board of Trustees applies to the whole of fides of the other organisation in respect of the United Kingdom. the purposes of the fundraising activity. i. The Board of Trustees will decide what Rule 3.57 Fundraising and the Law proportion, if any, is to be retained by the a. All fundraising undertaken on behalf of the Country Councils of Northern Ireland, Movement must be carried out as prescribed Scotland and Wales towards the costs of by the law. This will include those their own Country Headquarters services. regulations governing house to house collections, street collections, lotteries, Rule 3.55 Fundraising gaming, children and young persons. Details a. In order to maintain its work and to generate may be obtained from the following all that is needed to implement its training Factsheets: programme, the Scout Movement has to  FS190020 Public Collections support itself financially.  FS190025 Lotteries and Gaming. b. Scout Groups are expected to generate sufficient funds to carry out their own Rule 3.58 Lotteries and Gaming programme of activities. a. If a Group considers raising funds by means governed by any legislation as detailed at c. Fundraising carried out on behalf of Rule 3.57, the proposed activity must have Scouting must be conducted in accordance the recorded approval of the Group with the principles embodied in the Scout Executive Committee and Sponsoring Promise and Law. Authority, if any, and of the District d. Within the provisions of this policy the Chairman. methods of fundraising may be chosen so long as they are consistent with the Movement's reputation and good standing.

The Scout Association - Policy, Organisation and Rules – January 2011 Chapter 3 Page 18 b. Regard must be paid to the views of parents d. Applications for grants or loans from and to local public opinion. Activities sources other than those referred to above affected by this legislation include raffles, must have the approval of the District whist drives and similar methods of Chairman and of the County Commissioner fundraising involving participation on if the latter so directs. payment of stakes. c. The promoter of any fundraising activity governed by legislation should be a member of the Group Executive Committee. d. Scout Groups in the areas adjacent should be informed of the proposed activity. The fundraising activity should as far as practicable be carried out within the Group’s catchment area. e. Any advertising material used must conform with the requirements of the Acts and must not contain any matter which is not in strict conformity with the standards of the Movement. f. If the Group is a registered charity, this fact must be stated in any advertising material.

Rule 3.59 Appeals for Funds a. Groups may not issue general appeals for funds. b. In exceptional circumstances approval may be sought from the District Executive Committee. The District Executive Committee must consult the County Commissioner and Country Headquarters before giving approval. c. Any permitted appeal must not exceed the boundaries of the District in which the Group is located.

Rule 3.60 Professional Fundraisers a. Groups may not appoint a professional fundraiser without the approval of the District and County Executive Committees who will ensure that the requirements of the legislation are fully complied with.

Rule 3.61 Grant Aid and Loans a. Provided that a Group raises a proportion of its own funds, it may accept financial assistance in the form of grant aid or loans. b. Application for grants or loans from Local Authorities must be approved by the District Chairman and the County Commissioner before submission. c. Applications for grants or loans from Headquarters must have the approval of the District Chairman and the County Commissioner.

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