Group Committee Role Descriptions

Group Committee Role Descriptions

The Roles on the Group Committee are as follows. Detailed descriptions of the roles can be found at http://wiki.scouts.ca/en/Group_Committee, http://www.scouts.ca/vstk/pdf/support/Group-Committee-Handbook.pdf and http://www.scouts.ca/bpp/en/section-4000.pdf. The descriptions included here are shortened versions and are specific to our Group.

The specific roles of the Group commissioner, Administrator, Registrar, and Secretary are a bit fluid. The following is a list of some of the things that need to be done. Who does what doesn't really matter.. as long as it gets done.

Group Commissioner

gc(at)newwestscouts.ca

The Group Commissioner is recognized as the principle point of contact for the Group and assumes the leadership of the Group Committee. The Group Commissioner may delegate the responsibility for chairing the Group Committee meetings to the Group Administrator but still retains the responsibility of accountability to the Council Commissioner for the Group’s overall well-being.

A page that discusses this role in detail and detailed activities that should be done month by month can be found here.

Time required: 12 to 100 hours per month (on average)

Primary responsibilities:

• Be the principle point of contact for the Group and assumes the leadership of the Group Committee and is accountable to the Council Commissioner for the Group’s overall well-being.
• Provide an essential link between Sections, other Groups and the Council.
• Ensure the delivery of Scouts Canada’s programs in accordance with its Mission and Principles, which meet Scouts Canada’s Program Standards.
• Ensure compliance with all Policies and Procedures of Scouts Canada.
• Recruit and orient new Section Scouters and members of the Group Committee.
• Provide assistance and leadership to the Group in the development of quality program plans on a regular basis (as per Scouts Canada’s Program Standards).
• Approve Section programs and outdoor activities (e.g. Adventure Application Form (AAF) forms).
• Regularly meet with Scouters to monitor progress in achieving Program Quality Standards and Awards, and provide assistance where possible.
• Ensure all guidelines, practices and procedures pertaining to risk management and the safety of members, are strictly adhered to.
• Identify/engage external resources as required so that annual Group initiatives and goals can be achieved.
• Provide support in the preparation of camps or special events.
• When necessary, assume direction of a Section.
• Prepare and conduct Program Review for Sections and the Group.
• Ensure The Canadian Path is implemented in all Sections.
• Run all Group Committee meetings.
• Ensure insurance for the trailers is renewed in a timely fashion.
• In larger Groups, a Group Administrator may be recruited to take care of many of the administrative responsibilities of the Group Commissioner.
• Ensure that an Annual General Meeting is held (in the fall).
• Review and provide Group Financial statement to the Council and BC Yukon Scout office (fall).
• Submit Charter Renewal application to the council (in June).

Group Administrator

Effectively administer the non-program activities that are related to the business component and the well-being of the Group as directed by the Group Commissioner.

Time required: 8 to 10 hours per month (on average)

Primary responsibilities:

• Assume, at the request of the Group Commissioner, the chair of the Group Committee meetings.
• In conjunction with the Group Commissioner ensure compliance with all Policies and Procedures of Scouts Canada.
• Create/provide opportunities for growth within the Group.
• Assist the Group Commissioner to recruit and orient Section Scouters and other adults to assist in the management of the Group on the Group Committee as required (i.e. Treasurer, Registrar, Secretary, Quartermaster, etc.).
• Provide monthly reports on the Administrative status of the Group to the Group Commissioner.
• Be familiar with and support the Group Commissioner in the explanation of the Administrative policies and procedures to the Group.
• Work closely with the Group Secretary to ensure that the minutes and records of the Group are recorded and maintained.
• Provide assistance and leadership to the Section Scouters in the development of Section budgets.
• Coach/Mentor and assist the administrative members of the Group Committee in achieving competency and ensuring that all reporting and activities are consistent with Scouts Canada’s Mission, Policies and Practices.
• Prepare for, and participate in, the Group Annual Review, paying particular attention to all non-program related activities such as the Group financial statements in conjunction with the Group Treasurer.
• Identify/engage external resources as required so that annual Group initiatives and goals can be achieved.
• Provide support to the Group Commissioner as required in the preparation of camps and special events.
• Attend all Group Committee meetings.

Group Treasurer

Time required: 4- 6 hours per month (on average)

Primary responsibilities:

• Encourages and supports participation in all of Scouts Canada’s official fundraisers.
• In conjunction with Group Committee members, ensure financial compliance with Scouts Canada’s Policies and Procedures.
• Effectively record, maintain, plan and explain all financial matters pertaining to the Group.
• Be one of the principal signing officers for the Group.
• Prepare, in conjunction with the Group Committee, the financial records for the Group Annual Review.
• Regularly report the financial status of the Group to Group Commissioner (at monthly Group Committee meetings).
• Produce the audited financial report for release (fall).
• Provide assistance and leadership to the Section Scouters in the development of Section budgets.
• Take the lead in the development of fundraising goals, action plans and the implementation of these goals and plans.
• Be the principal point of contact on matters of fundraising for the Group.
• Coach/Mentor and assist the members of the Group in attaining competency in their financial management.
• Prepare and submit the Gaming Grant application.
• Attend all Group Committee meetings.

Group Quartermaster

Effectively organize, manage and maintain the equipment, gear and supplier on behalf of the Group Committee.

Primary responsibilities:

• Organize and maintain the Group’s equipment.
• Develop and maintain an inventory of what equipment the Group has, determine in conjunction with the Group what is surplus, label new equipment, and maintain the equipment.
• Regularly review the gear and when required, make recommendations to the Group committee for purchase of new equipment.
• Maintain the storage locker.
• Attend all Group Committee meetings.

Group Secretary

Effectively record and maintain minutes as well as compose other correspondence as required by the Group Committee.

Time required: 4 to 6 hours per month (on average)

Primary responsibilities:

• Take and distribute the Group Committee minutes.
• Effectively record and maintain minutes as well as compose other correspondence as required by the Group Committee.
• Sent out thankyou notes as required.
• Attend all Group Committee meetings.
• Assist with any number of other things like booking buses for camps, booking campsites on behalf of Sections, etc.

Group Registrar

registrar(at)newwestscouts.ca

Anything to do with youth and Scouter registration and training.

Time required: 4 – 6 hours per month (on average). NOTE: Heavier time commitment during registration period.

Primary responsibilities:

• Organize a pre-registration program in the spring for returning members as well as the fall registration program.
• Ensure new Scouters complete all the required training to become Active. Sometimes this takes a lot of following up. Assist Scouters to add references if required.
• Answer registration enquiries from Section Scouters , members and the general public.
• Provide Section Member Details Report to the Sections as required. Only the Contact Section Scouter can run this report for the their Sections.
• Respond to all new registrations and welcome them to the Group with a standard welcome letter and provide the parents with details about the Section Contact Scouters.
• Maintain a list of training taken by Section Scouters. Includes things like Woodbadge, First Aid, Foodsafe, etc. Also track Police Record Check expiry date.
• Maintain a list of all youth in the Group. Report to the Group Commissioner regularly on the membership status of the Group.
• Assist with registration by Home Schooling or 3rd Parties funding for by reaching out to West Registration to get a Code to register. Not many Groups seem to do this.
• Recognition for Scouters is important. Regular Recognition reports can be run to see who has not been thanked for a while. Commendations are currently only sent to the recipient. A report would be good to track who is thanked.
• Track years of service and recognize starting at the 5th year and in increments of 5 years. Purchase pins, print out, frame, and present certificates as required. Send Sean Munro a note to confirm when a Scouter reaches 5 year to ensure the myscouts records are up to date.
• Attend all Group Committee meetings.
• Myscouts
  • Ensure Group Contact, Section Contact, Section Capacities, and the Group Fee are set for the Group and each Section in myscouts.
  • Liaise with Section Scouters to ensure that maximum youth and adult numbers for each Section are realistic and set in myscouts.
  • Enter Interviews in myscouts. The Group Commissioner can do this also.
  • Ensure all youth are registered in the correct Section and move them to a new Section as required in myscouts.
  • Maintain the myscouts Waitlist and Pending list for all Sections.
  • Transfer Scouters between Sections as appropriate. Monitor if Scouters have only done Woodbadge for a specific Section and not done Woodbadge for the Canadian Path.
  • Activate new Scouters in myscouts when they have completed their training. This might have to be done by the Group Commissioner.
  • Add a volunteer role for youth/Scouters as required.
  • Identify problems with registrations where parents accidentally registered in the wrong Section, registered the youth as a Scouter, the duplicated profiles, etc. Work with West Registration to sort this out.
• ScoutsTracker
  • Ensure all youth are registered in the correct Section and move them to a new Section as required in ScoutsTracker.
  • Assist the Section Contact Scouters with ScoutsTracker as required. This could include importing new youth/Scouters, moving youth/Scouters, etc. as required.

Group Fundraising Coordinator

Encourages and supports participation in all of Scouts Canada’s official fundraisers.

Time Required: 10 hours per month plus weekend events as required, etc.

Primary responsibilities:

• Organize our fundraising efforts Popcorn sales (every fall), Apple Day (spring and fall), Bottle Drive (early January), possible Pizza sales, and other opportunities as applicable.
• Option to engage others to take on specific activities like Popcorn sales.
• Assist the Scout Section with fundraising opportunities relating to fundraising required for Pacific Jamborees or Canadian Jamborees.
• Attend all Group Committee meetings.

Group Communications Coordinator

This position requires working to develop, implement and maintain a Group communications strategy

Time Required: 4-6 hours per month.

Primary responsibilities:

• To develop and maintain a Group Website
• Produce for release written material upon the direction of the Group Commissioner with the intention of providing a common message to all Sections about events.
• Assist Section Scouters with Section communications and post items to their Sections of the Group Website.
• Attend all Group Committee meetings.

Section Scouters

This position requires working as part of a leadership team conducting Colony, Pack, Troop, etc. programs in accordance with guidelines in program handbooks and By-Law, Policies and Procedures.

Each Section will have at least two registered Scouters, both of whom are 18 years of age or older and one who is responsible for the Section and the leadership team. The Section Contact Scouter will be registered as the contact person.

Time Required: 10-14 hours per month for planning and meetings, plus one weekend outing every two months. Additional time may be required for training, sharing sessions, and Group Committee meetings.

Section Contact Scouter Primary responsibilities:

• Key contact for the Section
• Responsible for the leadership team.
• Coordinate the activities of the Section and delegate organizational responsibilities to other Section Scouters as required.
• Attend as many Section meetings and outings possible.
• Attend all Group Committee meetings or ensure delegate attends.
• Host Section planning sessions with other Sections Scouters to create meeting plans, short term, and long term goals.

Section Scouter primary responsibilities:

• Be an active member of the Section leadership team.
• Attend as many Section meetings and outings possible.
• Attend Group Committee meetings as often as possible.

Section Leadership Team responsibilities:

• Provide exciting weekly meetings, including overnight camping experiences.
• Ensure that the health and safety of all members is maintained continually. This is a primary concern.
• Help all members to have a challenging personal growth experience.
• Participate in planning meetings.
• Develop close working relationships with other members of the leadership team and share the responsibilities of operating the Section.
• Help carry out the weekly program.
• Support and participate in special meetings, including day trips, as well as camping experiences.
• Know and use resource materials available, including handbooks.
• Maintain good relationships with parents/guardians, and encourage activities, which involve parents/guardians.
• Encourage recruitment of members, and help the Group Committee recruit other Scouters.
• Maintain good relationships with Scouters in other Sections and attend the Group Committee and Council meetings/training (e.g. mug-ups) as available.
• Take training, including special interest and outdoor activity skills instruction as available.

Member at Large

Primary responsibilities:

• General assistance where required.