Group Committee Role Descriptions

Defining the responsibilities of Group Committee members

By Scouter Liam Morland, June 2002

A Group Committee is responsible for the operation of all sections of a Scout Group. Below are descriptions of the various positions on the Group Committee. People are far more likely to volunteer for a well-defined commitment. Customize these to meet the local needs of your group.

Group Scoutmaster (GSM)

The Group Scoutmaster is responsible for supporting the section Scouters to ensure that the group has a quality Scout program. The GSM is responsible for the "big picture", rather then the details of each section program. The GSM is a registered Scouter. A Police Record Check and interview are needed when first registered (1 hr).

• Provide mentoring and advice for the section Scouters.
• Be aware of training opportunities and other resources, and suggest these to the section Scouters.
• Encourage the volunteers and ensure that they are recognized for their work, using the Honours and Awards system as appropriate.
• Ensure that the programs of the group's sections fit together as parts of a single progressive Scout program.
• Coordinate linking between sections, both inside and outside of the group (e.g linking senior Scouts to an outside Venturer Company).
• Help with any section if needed.
• Be the primary contact person for the group. People seeking information will be given your phone number and email address (ten 5 minute calls in September; five in January).
• Ensure that relevant information is rapidly disseminated to the members of the group.
• Working with the section Scouters, identify the group's needs and communicate these to the Service Team or appropriate Commissioner.
• Represent the group at Service Team meetings.

Group Committee Chair (GCC)

The Group Committee Chair is responsible for the administration of the Group. Duties consist mainly of chairing Group Committee meetings and delegating to ensure that the administrative work of the group is done. The GCC is assisted by the Past Chair, who is available to provide advice. The GCC is a registered Scouter. A Police Record Check and interview are needed when first registered (1 hr).

• Attend Council meetings (2 hr, 4 times per year).
• Ensure that the Volunteer Screening Process is conducted without delay following the recruitment of a new volunteer.
• Sign documents as needed (e.g. camp forms; 1 min every month or two).
• Be aware of where the sections are camping or travelling in case of emergency (Scouters will inform you).
• Six times a year:
  • Call Group Committee meetings and set the agenda (10 min).
  • Attend and chair Group Committee meetings (2 hr).
  • Co-sign cheques with the Treasurer (usually at Group Committee meetings).
• September:
  • Ensure that Registration Night is organized (1-3 hr, depending on how much you delegate).
  • Be present at Registration Night (2 hr).
  • Ensure that the Charter and registrations are submitted on time and kept up-to-date (1-8 hr, depending on how much you delegate).
  • Liaise with the sponsor (1 min for signature on the Charter form).
• October:
  • Make sure that Apple Day is organized (1-8 hr, depending on how much you delegate).
• February:
  • Make sure that BP Banquet is organized (1-2 hr, depending on how much you delegate).
  • Attend the Annual Baden-Powell Banquet (2 hr).

Group Committee Secretary (GCS)

The Group Committee Secretary is responsible for keeping the minutes of Group Committee meetings. The GCS is a registered Scouter. A Police Record Check and interview are needed when first registered (1 hr).

• Attend Group Committee meetings (2 hr six times a year).
• Write up and distribute via email the minutes of meetings.

Group Committee Treasurer (GCT)

The Group Committee Treasurer is responsible for keeping track of the group's finances. The GCT is a registered Scouter. A Police Record Check and interview are needed when first registered (1 hr).

• Attend Group Committee meetings (2 hr six times a year).
• Maintain up-to-date records of the group's money.
• Review and keep on file the financial records provided by each section.
• Write and co-sign cheques with the Chair (usually at Group Committee meetings).

Group Committee Past Chair (GCP)

The most recent past chair willing and able to serve shall be an adviser to the Group Committee.

• Attend Group Committee meetings (2 hr six times a year).
• Be available to provide advice by email or telephone.

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These roles are helpful, but not crucial.

Historian

The Historian is responsible for preserving the history of the group.

• Attend Group Committee meetings (2 hr six times a year).
• Maintain a scrapbook of photographs and writings about the current activities of the group.
• Maintain a record of the role played by all Scouters in the group. Make these records available to writers of honours and awards applications.

Quartermaster

The Quartermaster is responsible for the group's equipment.

• Attend Group Committee meetings (2 hr six times a year).
• Take an annual inventory of the group's equipment.
• Do or arrange for any needed maintenance or purchases.