The Group Committee

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The Group Committee is an essential part of all Scout Groups and assist the Group Leader to keep the Group running and funded. It consists of parents of youth members, former members of Scouts Australia, or other interested members of the community, elected at each AGM of the Group. 

The role of the Group Committee is:

• To assist in planning a balanced program of outdoor fun activities, to help with fundraising and management of the Group, and helping to enable youth to enjoy the activities.
• To be responsible for the recruitment of suitable persons of warranted rank within the Group and to assist the Group Leader in recruitment of leaders for the Group.
• To assist the Leaders with finance, public relations and publicity.
• To maintain the Group's Hall/equipment and to raise funds for equipment, partly from fees but also from other fundraising activities in which all parents and carers are called to assist.
• To administer in consultation with the Group Council all monies received by the Group.
• Obtain adult help for the Group.

The Group Committee is not responsible in any way for the training of the Youth Members. This is the role of the Leaders of the Group.

The Group Leader is the uniformed head of the Group, and represents the uniformed sections on the Group Committee.

Current Committee Members (2009/2010)

Committee Meeting Time

The Committee meets on the 1st Monday of each month starting 7.30PM at the Western Suburbs Leagues Club (not including during school holidays). We would like to thank Wests for making a meeting room available to us.

Position Descriptions, Roles and Responsibilities

1. To support and assist the Group Leader in running the Group as laid down in Policy and Rules.
2. To chair meetings of the Group Committee, after preparation of an agenda in consultation with the Group Committee Secretary.
3. To give a lead to the other Committee members by personal example, and motivate and enthuse them with specific objectives.
4. To ensure that the Group Committee co-operates with the District Association and appoints delegates to District as required.
5. Be a Delegate to District and liaise with the District Association/Executive and its Chairman and refer to them for advice as necessary.
6. Provide a written annual report.
7. Manage the Group Committee so as to achieve the goals and responsibilities of the Group Committee.
8. With the Group Leader develop appropriate procedures for running the Group, including hall hire rates and guidelines.

Reports to Group Leader.

NB. If unable to attend a meeting, he/she must ensure GL and Vice-President are told and are briefed.

Group Secretary

1. Ensure the Group Chairman is kept fully informed on all correspondence pertaining to the Group.
2. Ensure notices of regular meetings of the Group Committee are sent out in sufficient time, giving date, time and place of meeting.
3. Prepare, in consultation with the GL and Group Chairman, an agenda for each meeting.
4. Keep minutes of all meetings of the Group Committee.
5. Despatch a copy of the minutes, with appropriate action points highlighted for attention, to each Group Committee member.
6. Assist the Chairman with the preparation of the Annual Meeting and Annual Report.
7. Maintain an accurate record of the expenditure of Petty Cash allocated for postage, etc.
8. Undertake other secretarial duties of a Group nature as may be required from time to time.
9. Liaise with the District Association/Executive Secretary and refer to him/her for advice as necessary.
10. Maintain suitable records, files and correspondence relating to Group affairs.
11. Prepare, review and maintain records relating to Hall hire.
12. Attend Group Committee meetings.
13. Assist in preparation for and management of the AGM in April each year.
14. Be an active member of the Group Committee.
15. Support the Group President and Group Committee to achieve its goals and manage its responsibilities.

Reports to Group President.

Group Treasurer

1. Operate and maintain accounts of Group Committee including sub committees including receipt of money, issuing receipts, banking, presenting accounts for payment to Group Committee meetings. Ensure accounts also include in the name 'The Scout Association of Australia" and require two signatories to operate all accounts.
2. Arrange annual audit of all accounts of Group, i.e. Group Committee, Group Council, Sections, Sixes, Patrols, Units, etc., and presentation of statements of each account in the required format through Group Leader to District.
3. Ensure that all accounts are operated as per Scout Association rules.
4. Oversee the operation of Section accounts only insofar as the way in which the books and accounts are being maintained, arrange assistance if desired/required.
5. Ensure that budget is produced which includes input from Group Committee and Group Council.
6. Review bank account signatories annually and change as necessary.
7. Arrange collection of Group levies (Fees) reporting position monthly to Chairman and Group Leader.
8. Attend Group Committee meetings.
9. Prepare monthly accounting statements for presentation at Group Committee meetings.
10. Prepare annual statements and reports for Branch in preparation for AGM.
11. Support the Group President and Group Committee to achieve its goals and manage its responsibilities.

Reports to Group President

Group Fund Raising CoOrdinator

1. Plans and implements Group fund raising activities on an annual basis.
2. Organises fund raising certificate and other relevent permissions for the groups fund raising activities.
3. Ensure that all fund raising activities are operated as per Scout Association rules.
4. CoOrdinates fund raising activities in the group to minimise impact on parents and supporters
5. Provides recognition and appropriate certificates of appreciation to donors.

Group Publicity Officer

1. Plans and Manages Group publicity events.
2. Helps manage the 1st Leumeah web site.
3. Encourages each youth section to celebrate success by publicising that success in the community..

1. Prepare and maintain a list of all equipment owned by the Group.
2. Periodically check the equipment to ensure that it is in good repair and suitable for the purpose for which it was bought. Ensure stowage is not a fire/accident hazard.
3. Check all buildings regularly for repairs, fire hazards, etc. Ensure that vandal/burglar proofing is adequate at all times.
4. Recommend to Group Committee any repair needs or renewal requirements and manage those authorised repairs.
5. Towards close of financial year give an updated building contents and equipment list to Group Secretary for inclusion in annual returns. This list should have replacement value against each item, or group items. (Note: The building value (for insurance purposes) is provided to the Group annually by the NSW Branch of Scouts Australia.
6. Prepare report for annual general meeting and Group Committee meetings.
7. Organise Working Bees, when required.
8. Arrange six monthly safety inspections.
9. Attend Group Committee meetings.
10. Assist Group President and Group Leader to achieve Group goals and manage its responsibilities.

Reports to Group President

Job Week Co-ordinator

1. Obtain a current list of youth members from the Group Leader
2. Prepare and distribute the Job Week Cards to the Leaders of each Section. (Scouts Australia sends out the cards to each Group for Job Week each year).
3. Collect and count the Job Week money and make arrangements with the Treasurer to bank the money.
4. Different awards are given for various amounts of money raised. Obtain the required awards from Region office. Distribute awards to Section Leaders.

Reports to Group Leader