There’s a whole range of ways you can get involved in the Group and any of the leaders or committee would pleased to talk with you if you’d like to know more.

Uniformed Section Leaders i.e. Beavers, Cubs and Scouts

• Lead activities on meeting nights
• Organise Camps and other outdoor activities
• Prepare termly activities program by week and pass to Web Master.
• Prepare Section reports for the AGM assisted by assistant Section Leaders
• Prepare parental support rotas
• Keep parents informed of planned section activities.

The Executive Committee

The Scout Group is managed by the Executive Committee which is made up of member parents and Scout Leaders. The Committee is involved with all fundraising and social aspects of the Group and provides assistance to the Scout Leaders. There are key functions within the Committee: Chair, Group Secretary, Group Treasurer and Membership Secretary as well as positions for Committee Members. These roles are nominated each year at the AGM and any member parent is welcome to join the Committee. The only role not voted for at the AGM is that of the Chair. This role is in the gift of the Group Scout Leader to appoint.

Committee

• Represent parents of Beavers/Cubs/Scouts
• Ensure Group is run within the ‘rules’ of the Scout Association
• Ensure Group is financially solvent
• Ensure group is run to benefit the young people in the group
• Encourage participation of
• Keep up profile of Uniformed members in local community
• Represent local community
• Raise funds for group
• Approve use of group funds and significant expenditures

The committee meets about 4 times per year, usually to co-ordinate activities around events:-

• Annual planning which is usually around February to set a dates/ coordinate calendars
• AGM around May/June
• Family Camp in Mid September
• Family Night in November

Each meeting takes about 2 hours

Chairman

• Makes sure meetings take place
• Chair Meetings
• Pursue attendance at meetings
• Prepare meeting agendas (in Conjunction with Secretary)
• Plugs ‘gaps’ where required

Secretary

• Keeps notes of meetings
• Maintains records of meetings i.e. agendas/ minutes
• Maintains Group Materials which may be of historical interest e.g photographs and artefacts of any notable activity.
• Send out letters to parents be e-mail and hard copy as necessary

Web Master

• Keeps web site up to date with dates of meetings/special events.
• Post activity programs for each section
• Ensures Web site is in accordance with Scout Association guidelines and advice
• Posts copies of all general correspondence sent to parents.

Time requirement is quite variable but would be ~ 2 hours per month

Treasurer

• Maintains record of all monies received by and leaving group funds
• Allocates allowances to uniformed section leaders
• Pays expenses of uniformed leaders incurred in duties and activities
• Arranges annual Audit of Group Acconts
• Prepares financial report for AGM each year
• Pursues tax rebates under Charitable Status

Once again probably averages 3 hours per month but comes in ‘lumps’ at the end of our financial year

Fund Raiser

• Takes lead in any Group fund-raising activities. This does not include subscriptions.
• The main fund raising activities are Church Fetes, Bagshot Village Days and Family Night.
• Contacting national and local potential donors of prizes etc. By letter , e-mail or telephone
• Contacting Bagshot village businesses to solicit support for Group and prizes for raffles etc.
• Colllecting donated prizes or delegating this to other committee members.
• Maintains record of donors contact details and support given.
• Prepares and sends thank you letters to donors.

Overall this probably takes somewhere around 40 hours per year mainly around Family Night time in October to January. It is expected that other committee members who contribute significantly to this effort.

Special Events Coordinator

The aim is to avoid overloading individual committee or uniformed members in activities that occur on a less frequent or irregular basis e.g. Supporting SHARE, Windlesham Pram Race, Litter Picking activities, WINGS. It is expected that the SEC would solicit help from other committee members and parents as required.
The annual Family Camp would probably be coordinated by this role however it would be limited to making sure that:-

• Equipment and Transport is being arranged by QM’s
• Camp activities are being arranged by uniformed leaders
• Everyone on camp over age of 16 has a valid CRB or equivalent
• Someone is organising delivery of food.
• Someone is handling deposits, fees and expenditures.

Time requirement would be about 20-30 hours per year.

Membership Secretary

• Maintain manifest of all Group members
• Maintain the waiting list
• Maintain badge status of individual children in the group.
• Provides Welcome packs for Parents of new Scubs
• Maintain record of CRB status of all group members and parents. This would entail keeping a record of all Disclosure Numbers and expiry dates.
• Point out to Section Leaders any gaps in CRB coverage among group, committee members and parents/ guardians.

Time involvement would be about 1 hour per week spread pretty evenly.