This document is the Constitution of Axe Scout District – effective from its adoption by Axe District Scout Council, approved by delegated authority to the District Executive Committee on 14th January 2016. It is broadly based on the generic Constitution of the Scout District (Policy, Organisation and Rules (POR)*, May 2015 edition (Rule 4.25)) with District variances shown in italics.
The Purpose of Axe Scout District
Scouting exists to actively engage and support young people in their personal development, empowering them to make a positive contribution to society (POR Chapter 1). The purpose of Axe Scout District is to support and encourage the development of Scouting in the District (as per our entry at the Charity Commission website) and to provide opportunities for young people from the District to participate in developmental activities elsewhere within the United Kingdom, Europe and the rest of the World.
a. The District Scout Council (POR 4.25 e)
i. The District Scout Council is the electoral body, which supports Scouting in the District. It is the body to which the District Executive Committee is accountable.
ii. Automatic membership of the District Scout Council is open to:
- • Commissioners;
- • District and Group Active Support Managers;
- • Scouters;
- • Administrators;
- • Section Assistants;
- • Skills Instructors;
- • Advisers;
- • all Explorer Scouts;
- • all members of the District Scout Network;
- • a representative of the Troop Leadership Forum, selected from amongst the membership of the Forum;
- • representatives of each District Explorer Scout Unit, selected from amongst the membership of each Explorer Scout Unit;
- • a representative of the District Scout Network, selected from amongst the membership of District Scout Network;
- • Members and Associate Members of the Movement registered in the Scout District and including Members of District Scout Active Support Units;
- • all parents of Explorer Scouts;
- • the District President and District Vice President(s) are ex-officio members of the District Scout Council;
- • the County Commissioner and County Chairman are ex-officio members of the District Scout Council.
iii. Membership of the District Scout Council is also open to:
- • persons elected or reselected annually by the District Scout Council on the recommendation of the District Commissioner and the District Executive Committee;
iv. Membership of the District Scout Council ceases upon:
- • the resignation of the member;
- • the dissolution of the Council;
- • the termination of membership by Headquarters following a recommendation by the County Executive Committee.
v. The District Scout Council must hold an Annual General Meeting within six months of the financial year end to:
- • receive and consider the Annual Report of the District Executive Committee, including the annual statement of accounts;
- • approve the District Commissioner’s nomination of the District Chairman and nominated members of the District Executive Committee;
- • elect a District Secretary unless the District Secretary is employed by the District Executive Committee;
- • elect a District Treasurer;
- • elect certain members of the District Executive Committee;
- • elect Group Scouters to represent the District on the County Scout Council;
- • approve the District Chairman’s nomination for District President and District Vice President(s), as appropriate;
- • formally adopt the District Constitution and subsequent revisions as advised to the District Scout Council;
- • appoint an auditor or independent examiner or scrutineer as required.
b. The District Executive Committee (POR 4.25 f)
i. The Executive Committee exists to support the District Commissioner in meeting the responsibilities of their appointment.
ii. Members of the Executive Committee must act collectively as charity Trustees of the Scout District, and in the best interests of its members to:
- • Comply with the Policy, Organisation and Rules of The Scout Association;
- • Protect and maintain any property and equipment owned by and/or used by the District;
- • Manage the District finances;
- • Provide insurance for people, property and equipment;
- • Provide sufficient resources for Scouting to operate. This includes, but is not limited to, supporting recruitment, other adult support, and fundraising activities;
- • Promote and support the development of Scouting in the local area;
- • Manage and implement the Safety Policy locally;
- • Ensure that a positive image of Scouting exists in the local community;
- • Approve the District Chairman’s nomination for District Vice Chairman;
- • Appoint and manage the operation of any sub-Committees, including appointing Chairmen to lead the sub- Committees;
- • Ensure that Young People are meaningfully involved in decision making at all levels within the District;
- • The opening, closure and amalgamation of Groups, Explorer Scout Units, Scout Network and Scout Active Support Units in the District as necessary;
- • Appoint and manage the operation of an Appointments Advisory Committee, including appointing an Appointments Committee Chairman to lead it;
- • Supervise the administration of Groups, particularly in relation to finance and the trusteeship of property.
The Executive Committee must also:
- • Appoint Administrators, Advisers, and Co-opted members of the Executive Committee, as defined in POR: The appointments Process, 1. Definitions;
- • Approve the Annual Report and Annual Accounts after their examination by an appropriate auditor, independent examiner or scrutineer;
- • Present the Annual Report and Annual Accounts to the Scout Council at the Annual General Meeting; file a copy with the County Executive Committee; and if a registered charity, to submit them to the appropriate charity regulator. (See POR 13.3);
- • Advise the District Scout Council of the date of the AGM at least 6 months prior to it taking place;
- • Ensure all documents requiring approval at the AGM are circulated to the District Scout Council Members at least 7 days prior to the AGM;
- • Maintain confidentiality with regard to appropriate Executive Committee business;
- • Where staff are employed, act as a responsible employer in accordance with Scouting’s values and relevant legislation;
- • Ensure line management responsibilities for employed staff are clearly established and communicated;
- • Manage Property and Equipment (POR 13.2 a-e only);
- • The District Secretary must ensure that all statutory duties and obligations imposed by the Charities Acts are fulfilled. (POR 13.3b);
- • Manage Land (POR 13.4);
- • Support the District Commissioner in the formation of District Scout Active Support Units, as per POR 4.11;
- • Support the District Commissioner in the formation and management of Explorer Scout Support Units, as per POR 4.23 and District Scout Networks as per POR 4.24.
iii. The District Executive Committee consists of:
- • The District Chairman;
- • The District Commissioner;
- • Deputy District Commissioners;
- • The District Secretary;
- • The District Treasurer;
- • The District Explorer Scout Commissioner;
- • The District Scout Network Commissioner;
- • The District Youth Commissioner.
- • At least two young people between the age of 18 and 25 years old as full voting members whether they are elected, nominated or co-opted (POR 4.25 c).
- • persons elected at the District Annual General Meeting;
- • these should normally be 4 to 6 in number;
- • the actual number must be the subject of a resolution by the District Scout Council;
- • with effect from the 2016 District Annual General Meeting, newly elected members are elected for a maximum term of three years. These members may serve a maximum of two consecutive terms, before leaving the committee. They are then eligible to stand for re-election at the following year’s AGM;
- • should any elected member resign before completing their three year term the vacancy may be filled by election to complete that three year term.
- • persons nominated by the District Commissioner;
- • the nominations must be approved at the District Annual General Meeting;
- • persons nominated need not be members of the District Scout Council and their number must not exceed that of the elected members.
- • persons co-opted annually by the District Executive Committee;
- • the number of co-opted members must not exceed the number of members who may be elected;
- • if there are not two members by other means who are between the ages of 18-25 then one or two Young Persons as appropriate of that age are also to be co-opted.
Right of Attendance
- • The County Commissioner and the County Chairman have the right of attendance at meetings of the District Executive Committee.
iv. Additional Requirements for sub- Committees:
- • sub-Committees consist of members nominated by the Committee;
- • The District Commissioner and the District Chairman will be ex-officio members of any sub-Committee of the District Executive Committee;
- • Any fundraising committee must include at least two members of the District Executive Committee No Section Leader or Assistant Leader should serve on such a fundraising sub-Committee.
v. Additional Requirements for Charity Trustees:
- • All members of the District Executive Committee are Charity Trustees of the Scout District;
- • Only persons aged 18 and over may be full voting members of the District Executive Committee because of their status as Charity Trustees (however the views of young people in the District must be taken into consideration);
- • Certain people are disqualified from being Charity Trustees by virtue of the Charities Acts. (POR 13.1);
- • Charity Trustees are responsible for ensuring compliance with all relevant legislation including the Data Protection Act.
c. The District Team Meeting (POR 4.25 h)
i. The District Team, comprising Deputy District Commissioner(s), District Explorer Scout Commissioner, District Scout Network Commissioner, all Assistant District Commissioners, District Scouters and District Scout Active Support Managers, meet as frequently as necessary under the chairmanship of the District Commissioner.
ii. The purpose of the District Team Meeting is to:
- • review the progress, standards and effectiveness of programmes of Groups, Explorer Scout Units and District Scout Network in the District;
- • plan a programme of visits to Scout Groups, Explorer Scout Units and District Scout Network;
- • give support and encouragement to Leaders;
- • plan the support of adults undertaking Adult Training;
- • plan any programme of District events deemed to be necessary to supplement Scouting in the Groups, Explorer Scout Units and District Scout Network;
- • secure the support of District Scout Active Support Units in the work of the District;
- • keep the District Executive Committee advised of the financial requirements of the training programme in the District, including Explorer Scout Units and District Scout Network.
d. Conduct of Meetings in the Scout District (POR 4.25 i)
i. In meetings of the District Scout Council and the District Executive Committee only the members specified may vote.
ii. Decisions are made by a majority of votes of those present at the meeting. In the event of an equal number of votes being cast on either side in any issue the chairman does not have a casting vote and the matter is taken not to have been carried.
iii. The District Scout Council must make a resolution defining a quorum for meetings of the Council and the District Executive Committee and its sub-Committees.**
e. How to change this Constitution
Changes to this document must be requested in writing to the Chairman of Axe Scout District Executive Committee for submission to and approval by Axe District Scout Council. Unless there are exceptional circumstances this approval will be sought at the following Annual General Meeting.
This is the end of the Constitution.
** As agreed by resolution of the District Scout Council on 8th September 2016: The quorum for meetings of the District Scout Council shall be 15. The quorum for the District Executive Committee shall be 6. The quorum for all sub-Committees shall be set by the sub-Committee chairman and endorsed by the District Executive Committee.