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Encompass Issue 52 – May 2013 - Kawana Scouts

Encompass Issue 52 – May 2013 - Kawana Scouts

Encompass Issue 52 – May 2013 - Kawana Scouts

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THE OFFICE OF THE CHIEF COMMISSIONERMEMORANDUMGROUP SUPPORT COMMITTEE RULESIn March 2010, the former Chief Commissioner of Queensland sent a memorandum to all Group Leaders and Leaders-in-Charge advisingof the updated process for Group Commiee Rules. I would now like to remind Groups of this process. Please note that these rules havenow been renamed to Group Support Commiee Rules as per issue 8 sent in October 2012.All Groups must adopt the Group Support Commiee Rules at an Annual Report Presentaon (previously called Annual General Meeng)which must be held by 31 <strong>May</strong> each year. Groups must also complete secon 3.3.1 in relaon to quorums for Special Meengs. TheseRules are important to ensure all Groups are holding appropriate Annual Report Presentaons and so that Group Support Commieesand Group Support Execuve Commiees know how to conduct their roles and responsibilies appropriately.Once these rules are adopted at the meeng they must be signed by the Group Secretary, Chairman and Group Leader. Aer signing thedocument it is to be forwarded to the District Commissioner (if applicable) and Region Commissioner for their recommendaon. TheRules must then be sent to the Branch Headquarters for the Chief Commissioner’s final approval. On receipt of the completed Rules, acopy will be sent to the Group along with an Annual Approval Sheet which must be kept with the Group’s records.At all subsequent Annual Report Presentaons, Groups must connue to table the Group Support Commiee Rules, but it is not necessaryfor a full set of rules to be re-signed and submied to Branch each year. Instead the Group Secretary, Chairman and Group Leadermust instead sign the Annual Approval Sheet to record that the rules have been adopted.If a new issue of the Group Support Commiee Rules are published, Groups must adopt them at the next Annual Report Presentaon andresubmit them to Branch for approval. A copy will be returned to the Group for their records. A notaon should be made against the AnnualApproval Sheet to show when a new issue of the Rules have been adopted. Please note this is a new procedure. If you have previouslyresubmied the Rules we apologise if they were returned to you. Groups must keep a copy of the original approved Rules along withthe latest version of the Rules with their records so that they can be referred to when needed.Should you have any ideas or suggesons for these Rules, please discuss them with your Region Commissioners so that further discussionscan be held at future Region Commissioners Conferences.GENERAL MANAGERMEMORANDUMPROPERTY AND FACILITIES AUDITThe Branch currently has records for each building used by Scoung in Queensland. However with changes in legislaon and new addi-onal quesons from insurers we are requesng each Formaon to complete a property and facilies audit for each of their buildings.The informaon collected with this audit will not only assist with the future negoaons for the Branch’s insurance policies but will helpidenfy the areas of improvement needed. There may be opportunies for grant funding and the reducon of costs in areas where benefitscan be gained from a coordinated approach.The audit is designed to be completed once for each building that is on the site. Complete the audit online at hps://www.surveymonkey.com/s/8LC6PDN. If you are unable to complete online a copy of the audit in PDF format can be obtained from theQueensland Branch website or request a copy from the Queensland Scout Centre.Your assistance with this maer is greatly appreciated. It is requested that the survey be completed by 31 <strong>May</strong> <strong>2013</strong>.Yours Sincerely,Ian LightbodyGENERAL MANAGER31

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