victorian rover council policy book
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8/12/2019 Victorian Rover Council Policy Book
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THE
VICTORIAN ROVER
COUNCIL
POLICY BOOK
August 2016
Published by the Victorian Rover Council
August 2016
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T BLE OF CONTENTS
Within the Victorian Rover Council Policy Book, there areeleven sections. These Sections are:
Awards
State
Crews
MiscellaneousMotorsport
Regions
Rover Advisors
Sub-Committees
Training
VictoriaDuty Statements
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THE
VICTORIAN BRANCH ROVER COUNCIL
Policy Book
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THE
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Policy Book
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Victorian Rover Council Policy Book
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SUB COMMITTEE / EVENTS
As Treasurer or Chairman of a Victorian Rover Council Sub-Committee (be it Surfmoot, MARB or
Mudbash etc.) you are jointly accountable to the V.R.C for the finances of the Sub- Committee and its
associated activities. Further, as you will be handling Scout Association (public) monies, by law you have
a fiduciary duty to act with care, honesty, diligence and in a proper manner in the best interests of the
Association, including avoiding any conflict of interest. It is very important to appreciate and understand
these duties, as failure to comply with them can result in personal liability and possible criminal
proceedings (e.g. fraud and theft).
It is a requirement that at all times a member of the VRC Commissioner team remains a signatory on all
VRC Sub-Committee accounts. Ordinarily, this would be the VRC Honorary Treasurer or the State
Commissioner-Rovers, however for clarity, the team includes the VRC Honorary Treasurer, State
Commissioner Rovers or one of the Assistant State Commissioner Rovers.
No change of signatory forms should be lodged for any VRC Sub-Committees without the approval of
the State Commissioner Rovers or VRC Honorary Treasurer. This is essential so that VRC remains in
control of its financial records, and can prepare financial reports for audit and administer the accounts
should there be a circumstance where signatories become unavailable.
Ordinarily, the other signatories on the accounts will be some combination of the Advisors to the Sub-
Committee, the Sub-Ccommittee Chairman and the Sub- Committee Treasurer.
In order to assist you discharge your accountability and financial responsibilities, set out below are
V.R.C’s minimum expectations / requirements, which MUST be complied with:
1. A separate cheque account must be opened in the name of “The Scout Association of Australia –
Victorian Rover Council (followed by the designated Sub-Committee name)”. This will be a joint two
signatory account with at least the Treasurer and Chairman as signatories.
2.
All Sub-Committee finances are to be transacted through the above cheque account.
3. Safe custody of monies must be maintained. Steps to protect and promptly bank cash funds must be
taken and access to funds controlled through the Treasurer.
4. An annual budget must be submitted to and be approved by the V.R.C The following records must
be maintained by the Treasurer:
• Receipt Book, Cheque Book, Deposit Book, Cash Book
• Petty Cash Book, Invoice Folder
• Bank Statements, Cheque Register
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B 6 1
Finances
"#$#% &'()(*+, -).+ / 01 2
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5. All monies received must be recorded in a duplicate receipt book and banked within seven days of
receipt.
All monies paid out (other than petty cash) must be by cheque or EFT where this facility exists.
6. Record all monies received as a record for banking purposes.
Record all monies received and expenditures in a cash book, in date and cheque number / receipt
number order. Columns should correspond to the account for posting.
Record all petty cash advances and payments in date order (to be supported by receipts).
7. Records (either an invoice, receipt or hand written (signed) explanation) supporting each payment
must be kept, ideally in cheque number order. The use of cheque requisition forms is encouraged
(which show date, cheque no., amount, payee, reason, account for posting and signatories).
8. Statements issued by the bank (usually monthly) evidencing deposits, withdrawals and bank charges.
Listing of cheque books on issue (i.e. by cheque number) and a listing of authorised signatories.
9. Accounts must be prepared on a cash (not accrual) basis.
10. A reconciliation of the cash at bank (as per the bank statement) and the cash book balance should be
performed monthly and any discrepancies accounted for. A written record must be filed with the
Bank Statements.
11. All Sub-Committee members should be made aware by the Chairman of the potential for financial
mismanagement and adopt ways to minimise this risk. For example, do not sign open cheques, cross
all cheques as “not negotiable”, only pay against invoiced amounts, handle finances (particularly
receipts) only through the Treasurer, insist on regular written financial reports (receipts &
expenditures, bank balance and actual to budget), inspect the bank statements and financial records
regularly.
12. All requests for payment or reimbursement for goods and/or services provided for Rover purposes
must be supported by a receipt, where payment has already been made, or by an invoice from the
supplier.
13. Payments will not be made without supporting documentation
14. On presentation of invoices/receipts, Treasurers should make payment within seven (7) days, either
by cheque or to a nominated bank account, where this facility exists.
15. Date for finalisation and hand over of financial statements and records will be agreed in advance
between the Sub-Committee Chairman and Treasurer and the V.R.C Chairman and V.R.C Treasurer.
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Victorian Rover Council Policy Book
B 6 1
Finances
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16. Both the Sub-Committee Chairman and Treasurer will be required to jointly sign-off in writing on the
truth and accuracy of the financial statements and compliance with the above expectations /
requirements.
17. It is important that you comply with the above requirements not only for the proper discharge of
your duties but because all V.R.C Sub-Committee accounts will be subject to annual audit by the
V.R.C Treasurer. Any financial discrepancies and breaches of the above requirements etc arising from
the audit will be referred to the V.R.C Office Bearers Steering Committee. Appropriate action
recommendations will then be made to the V.R.C
18. Should you require clarification or any assistance, please contact the V.R.C Treasurer.
ACCOUNTS REGION ROVER COUNCILS
1. Region Rover Councils should close their books on 30th June of each year and submit audited
statements to the August meeting of the Victorian Rover Council.
2. Where a Region Rover Council does not have its own auditor, the books should be presented to
the Treasurer of the Victorian Rover Council for audit no later than July 31
ACTIVITY COMMITTEE BUDGETS
1. That all V.R.C Activity Committees whose activities have financial implications for the V.R.C itself
be required to submit detailed budgets to the V.R.C not less than one month prior to the
required approval date.
2. When presenting budgets to the Victorian Rover Council for approval, Activity Committees must
have a Committee member, preferably the Chairperson, present to speak to the budget and
answer questions in relation to that budget.
3. Failure to do so will result in consideration of the budget automatically being deferred to the next
meeting unless the V.R.C authorises the V.R.C Office Bearers to approve the budget at their nextmeeting.
4. This should only be done when a full month delay in approving the budget could seriously
jeopardise the success of the activity resulting in a significant financial loss to the V.R.C
5. Where a float is required to pay deposits and confirm bookings, these may be requested and
approved with the initial tabling of the budget provided a repayment to the V.R.C of the full
amount of the float is then included as an expense item in the budget.
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Victorian Rover Council Policy Book
B 8 1
Election of VRC Office Bearers
B-8-1 Election of VRC Office Bearers Page 1 of 1
Created: 25/05/2016201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
The elections of the Victorian Rover Council Office Bearers shall be held annually at the May meeting,
with the successful candidates taking office from July 1st.
The following conditions will apply to VRC elections.
"# All non-appointed Office Bearer positions will be open for election, however the incumbent Office
Bearers will continue in office until June 30th.
$# Nominations for the position of VRC Chairman will open in March and close in April. All nominations
must be accepted or declined by the end of the April meeting.
%# Nominations for the position of VRC Training Officer will open at the March VRC meeting, and close
at the May meeting of the Rover Training Support Team. The Rover Training Support Team willnominate a candidate to be confirmed by a vote of the VRC at the May meeting. As with the
Chairmen of Mafeking Rover Park and Rover Scout Motorsport, this is to ensure that the VRC
appoints a Rover with the appropriate skills to the position.
&# Nominations for all other positions will open in March and close immediately before the election for
that position.
'# Rovers nominated for a position at a meeting at which they are not present must have previously
accepted the nomination in writing.
(#
When the Chairman of the meeting is not seeking reelection to the Office Bearers Group, they maychoose to act as Returning Officer. Otherwise, the principal advisor will take the chair and act as
Returning Officer.
)# All voting shall be by secret ballot. Where there are three or more candidates, preferential voting will
be used. No candidate will be elected without obtaining at least 50% of the vote.
*# Candidates must be registered Victorian Rovers and eligible to remain so for the entire term.
+# Any VRC Project Officers will not be required to stand for re-election to that position.
",# In the case of casual vacancies, a candidate will be nominated by the Office Bearers Group to be
confirmed by a vote of the VRC.
-. Where a casual vacancy exists in the position of Training Officer, the Rover Training Support
Team will nominate a replacement candidate.
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Victorian Rover Council Policy Book
B-9-0
VRC Roles, Functions, Composition Operating Procedures
B-9-0 VRC Roles, Functions, Composition & Operating Procedures Page 1 of 1
Created on: 27/04/2016 Approved on: xx xxx 201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
The affairs of the Rover Section in the Victoria are conducted by the
Victorian Rover Council which has the following functions:
1. To make recommendations to the National Rover Council.
2. To make decisions about the rules and methods by which it governs, administers and
implements its operations, but in those matters which may affect the General Principles
of the Movement, other Sections of the Movement or existing relations with other
organisations approval of the State Chief Commissioner is required.
3. To coordinate the activities and functions of the Region Rover Councils.
4. To promote Victorian Rover Activities.
5. To determine the standards for Rovering in the State.
6.
To encourage the development of Rovering within the State.
The Victorian Rover Council shall consist of:
1. Two delegates elected from each Region Rover Council.
2. Rover Commissioner (Region) where they have been appointed, or a person acting in that
role, or an additional elected experienced Rover where an Rover Commissioner (Region)
has not been appointed.
3. The Region Rover Council Chairmen.
4. The State Commissioner for Rovers.
5.
The Assistant State Commissioners for Rovers.6. The Office Bearers elected by the Victorian Rover Council itself.
7. The Chairmen (or representative) from each V.R.C. Sub Committee.
Voting Rights at V.R.C. meetings:
1. Two Region delegates or their proxies have the right to vote on all matters brought
before the V.R.C., including elections for V.R.C. Office Bearer positions.
2. V.R.C. Office Bearers, whether elected or appointed do not have voting rights except
where the subject relates to their own portfolio.
3.
Where a vote is tied, the V.R.C. Chairman will have a casting vote.4. Representatives of V.R.C. Sub Committees do not have voting rights except where the
subject relates to their own portfolio
5. Rover Commissioners (Region) do not have voting rights except where they have been
nominated as region proxy by their region chairman.
6. The State Commissioner (Rovers) and Assistant State Commissioners (Rovers) do not
have voting rights.
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Victorian Rover Council Policy Book
S 3 0
FIRST AID KITS
R-3-0 First Aid Kits Page 1 of 2
Created on: (27/07/2016) Approved on: xx xxx 201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
POLICY
A first aid kit conforming to the latest version of the “Victorian Rovers First Aid Kit Guidelines”, aspublished by the Victorian Rovers Risk Management Committee is to be available at properties operated
by the Victorian Rover Council and it’s subcommittees, including but not limited to:
o The Victorian Rover Centre
o Mafeking Rover Park
o W.F. Waters Ski Lodge
o Bogong Rover Chalet
Events run by the Victorian Rover Council and it’s subcommittees, including but not limited to:
o Mudbash
o Surfmoot
o MARB
o Rover Scout Motorsport sanctioned events
o Rover Dinner
o Training courses run by the Victorian Rover Training Support Team
At any other event/property as appropriate, at the discretion of the Victorian Rovers Risk Management
Committee.In addition, the aforementioned properties operated by the Victorian Rover Council and it’s
subcommittees are to have available on site a serviced and working defibrillator, the location of which is
clearly marked and easily accessed by all users of the property.*
At high-risk events such as working bees, or any other events deemed high-risk by the Victorian Rovers
Risk Management Committee, a first aid officer is to be appointed for the duration of the activity.
The first aid officer must be a person who:
o Is willing and able to provide first aid at any time for the duration of the activity
o Would normally have completed a Level 2 First aid course (HLTAID003 Provide First Aid or
equivalent) in the previous 3 years.
o Is familiar with the site and area within which they may be required to provide first aid
o Has an understanding of any site-specific requirements for obtaining advanced life support
o Has the resources required to obtain advanced life support (i.e phone with reception, etc)
*It is recognised that as the W.F. Waters Ski lodge is located within one minute walk of the Baw Baw Ski
Resort medical centre, it is exempted from the need to have a defibrillator located within the building, so
long as access to the medical centre defibrillator unit is available.
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Victorian Rover Council Policy Book
SB 12 0
Responsible Committee Conduct Guidelines.
SB-12-0 Responsible Committee Guidelines Conduct Guidelines Page 1 of 1
Created: Legacy Policy Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
Responsible Committee Conduct Guidelines.
1. Operating event committees are recommended to have a separate area to relax that is separate
by a significant distance of the headquarters office.
2. Any committee members that are rostered on for duty are not to be intoxicated.
3. There must be adequate rest periods between shifts for all members rostered on duty.
4. A member has the right to declare that they are unable to work due to fatigue. It is the
responsibility for the Rover in Charge to re-assign duties as appropriate.
5.
The Rover in Charge may delegate their duties to another member if they are unavailable due tobeing off-duty. Once the duty is delegated the delegated member is now the Rover in Charge.
6. The Rover in Charge must ensure that the delegated responsibility to the member they have
chosen for the rostered shift is capable and able to undertake the expectations of that role.
7. Event Committees may set their internal guidelines to meet the requirements.
8. Event Committees are responsible for the safety of everyone attending and working on an event.
NOTES
The above guidelines are the responsibility of the Rover in Charge to enforce, in the case whereby thereis a breach; the Rover Adviser shall enforce them. In an extreme case, it is to be enforced by the Branch
Commissioner / Assistant Branch Commissioners.
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THE
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THE
VICTORIAN BRANCH ROVER COUNCIL
Policy Book
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Victorian Rover Council Policy Book
V 3 1
Appointment Process For Contingent Leaders To Interstate Rover
Events
V-3-1 Appointment Process For Contingent Leaders To Interstate Rover Events Page 1 of 1
Created: 23/09/2015201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
APPIONTMENT OF CONTINGENT LEADERS
The following process outlines the appointment method of a Contingent Leader to an interstate rover
event;
1. Applicants submit an expression of interest in being appointed as a contingent leader to a
specific interstate rover event to the VRC Chairman. The expression of interest is to outline; key
information about the event, state why they are suitable for the position and any previous
relevant experience.
2. The VRC chairman presents any nominations to a meeting of region chairs, who then select an
applicant to be recommended for appointment as a contingent leader.
3. The VRC Chairman then puts the recommendation to appoint the applicant as a contingent leader
to the Victorian Rover Council as a decision to be ratified.
4. Upon the decision being ratified, the successful applicant is appointed to the position of
contingent leader for a specific event.
NOTES
The position of Victorian Contingent Leader to a National Rover Moot is appointed via an alternative
process, as it is a National event and is therefore exempt from this policy.
In the event of an urgent need to quickly appoint a contingent leader, the VRC Chairman will use their
discretion to do so, in consultation with the region chair of the rover who is to be appointed as the
contingent leader for an interstate rover event.
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The Rover Section maintains a higher profile by making public comment on issues of public
concern, subject to the approval of the Chief Commissioner and Branch procedure.
However Victorian Rovers, when representing the Branch Rover Council or BRC Subcommittees,
must not make comment to the media without the prior consent and approval of the Branch Rover
Council. Where time constraints require it, approval may be given by the BRC Chairman. Such
approvals must be reported to the next meeting of the BRC.
Comment to the media includes
Distribution of Press Releases
Radio Interviews
Television Interviews
Social Media
Print MediaPublic events and private functions.
It will be the responsibility of the BRC Marketing officer to report to the BRC on any media contact
in the month prior.
Important Contact details
BRC Agenda Item Submissions [email protected]
Branch Rover Council Chairman [email protected]
Branch Commissioner- Rover Scouts [email protected]
Branch Rover Council- Marketing Officer [email protected]
Scouts Victorian Marketing and Communications officer [email protected]
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V 12 0
Rover Risk Management Committee
V-12-0 Rover Risk Management Committee Page 1 of 2
Created on: (29/11/2009) Approved on: xx xxx 201x Review by: 2015
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
OBJECTIVES
1.
To ensure Victorian Branch Rover Events are adhering to Scout Safe guidelines as defined byScouts Australia, Victorian Branch.
2. To independently critically review, assess and assist events in managing risk, including physical,
financial and legal.
3. Delegated authority to set, define, manage and maintain Risk Management policies for Victorian
Branch Rover Council and all its sub committees.
4. To hold regular minuted meetings (or when appropriate) to review and ensure guidelines are
being met, and to provide evidence that the Rover Section is self-managing its Risk Management
processes in diligent and effective way.
COMPOSITION
1. Core (permanent) committee shall be made up of:
• BRC Chairman
• BRC Deputy Chairman
• BRC Assistant Chairman
• Branch Commissioners
• Honorary Treasurer
2. Any Rover who has experience or wishes to assist in the actions of Rover Risk Management
3. Other persons with experience or knowledge deemed appropriate by the BRC or RRMC in
regards to the Risk management generally, or in relation to a specific risk or incident may be
appointed to the committee as required.
4. Other members of the BRC Sub Committees shall be invited on an as needed basis.
FUNCTION
1. To maintain a central Risk Register of risks and ensure that the outcomes of each risk are being
acted upon. Motorsport is excluded from the central Risk Register as Rover Scout Motorsport
manages this in accordance with CAMS guidelines.
2. Motorsport is specifically excluded from range of control due to CAMS processes taking
precedence; RRM may however wish to review these processes to ensure that the CAMS
processes are being undertaken.
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Rover Risk Management Committee
V-12-0 Rover Risk Management Committee Page 2 of 2
Created on: (29/11/2009) Approved on: xx xxx 201x Review by: 2015
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
MINIMUM REQUIREMENTS FOR EVENTS
1. Targeted Risk Assessments (TRAs) for Activities held on site and off site.
2. Emergency Management Plan
3. Ensuring committee is aware of plans and TRAs to ensure they are being met.
4. Event specific Risk Registers to be maintained however TRA details to be included in Central Risk
Register to prevent specific items being revisited.
MINIMUM REQUIRMENTS FOR ASSETS
1. Ensuring relevant permits and approvals are sought for properties and facilities on site, e.g.
kitchens, buildings, activity areas.
2. Emergency Management Plans for hirers of assets.
3. Maintenance of an MSDS library and Safe Work Method Statements.
4.
Appropriate methods for protection of assets due to fire risk (this may include removal of historicinformation for the duration of the fire season before a pending incident, removal of fuels around
properties within boundaries of the law).
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V 13 0
Asset Bushfire Safety
V-13-0 Asset Bushfire Safety Page 1 of 1
Created on: 29/11/2009 Approved on: xx xxx 201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
BACKROUND
The aim of this policy is to define the requirements for assets operated under the Scouts
Australia(Victorian Branch) Rover Council to ensure that hirers and users of the assets are
adequately warned and prepared of fire danger. This policy has been devised based upon
recommendations and Information as provided by the Victorian Government for high risk areas
which includes the areas that Victorian Rovers assets are operated in, these assets include:
· Mafeking Rover Park
· W.F. Waters Ski Lodge (Mt Baw Baw Village)
· Bogong Rover Chalet (Bogong High Plains)
POLICY
1. All Asset Management Groups must define a Fire Danger Management Plan to meet the
requirements of this policy; the plan shall also identify existing Management Group policies and
procedures such as Department of Sustainability & Environment (DSE) or Parks Victoria.
2. Specifically for the assets W.F. Waters Ski Lodge & Bogong Rover Chalet:
• In the case whereby Parks Victoria or the Department of Sustainability & Environment closes a
park due to fire danger. The requirements and regulations of those authorities shall override
any conflicting policies or requirements as devised by this policy or Management Plans by theasset management groups.
3. Upon declaration of a catastrophic fire danger day for the state or area encompassing an asset,
bookings shall be cancelled. The Asset Management Group shall inform the hirer of the
cancellation immediately upon receipt of the declaration of the catastrophic danger.
• In the case whereby the hirer is already on site, the leader in charge of the booking may decide
to evacuate the asset if there is enough time to do so before the predicted weather conditions
affect the area. For example, declarations generally occur by 4pm the day prior to a
catastrophic day.
4. Asset Fire Danger Management Plans, shall define the following:
• Management Group actions on Catastrophic fire danger days (e.g. closure of areas controlled
by DSE/Parks Victoria)
• Methods of informing possible hirers including backup methods whereby a member with
delegated responsibility is unable to inform the hirer.
• Method of ensuring the hirer has been contacted by the asset management group. For
example, informing the chairman of the asset when the hirer has been contacted.
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Asset Bushfire Safety
V-13-0 Asset Bushfire Safety Page 1 of 1
Created on: 29/11/2009 Approved on: xx xxx 201x Review by: 2018
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vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
5.
Asset Fire Danger Management Fact Sheets• Fact sheets are to be devised by the Asset Management Group defining actions that shall be
undertaken during a catastrophic fire danger period and their obligations asa hirer.
•
Asset Fire Danger Management plan fact sheet shall be provided to all hirers during the fire
danger period for the area as defined by the Country Fire Authority.
• Hirers of any asset must provide a list of names and emergency contact details to the asset
bookings officer during the fire danger period.
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V 14 0
Major Events Hiring Victorian Rover Assets
V-14-0 Major Events Hiring Victorian Rover Assets Page 1 of 3
Created on: (29/11/2009) Approved on: xx xxx 201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
BACKROUND
This policy has been devised to assist with the processes to ensure adequate communication
between stakeholders for a large booking to be held at any Scouts Australia (Victorian Branch)
Branch Rover Council asset. Most importantly this process is designed to ensure that the
structure of the event is within the best interests of Scouting as a whole and the section of
Rovering within Victoria.
DEFINITION OF A MAJOR EVENT
1. Any activity or event whereby an organization, group or entity applies to hire an asset with
participants over 50 people. Activation of this policy is the responsibility of the Asset Chair,
Advisor or Assistant Branch Commissioner (Rovers & Activities).2. Events operated by Scouts Australia Entities are not considered by this policy, usual hire
processes of the asset would apply.
PROCESS
The centre of the process is the creation of a “Hire Coordination Group” (HCG), which is made up
of the following parties:
• Branch Commissioner (Rovers)
• Branch Commissioner (Police Liaison)
• Rover Risk Management Representative
•
Asset Chairman
• Asset Hire Coordinator
• BRC Chairman
Each of the above members shall have the following roles:
• Branch Commissioner (Rovers)
o To coordinate the group and to ensure that the correct information is flowing between
parties in the group and to the Chief Commissioner.
• Asset Chairman
o To ensure the asset committee is kept completely up-to-date with the progress of the
hire and that the asset is meeting the needs and requirements of the hirer.
o
To ensure the asset committee is in regular contact with external stakeholders such as
the local community & local municipality to ensure that all stakeholders are informed
and agreed processes are being undertaken.
• Asset Advisor
o To ensure that all aspects of the hire is understood by the Asset Chair and to maintain
role as Advisor to the Asset.
• BRC Chairman
o To represent the BRC and to ensure the body is operating in an efficient way.
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Major Events Hiring Victorian Rover Assets
V-14-0 Major Events Hiring Victorian Rover Assets Page 2 of 3
Created on: (29/11/2009) Approved on: xx xxx 201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
AUTHORISATION
Before the hire may occur, the following parties must sign off on the hire:
• Asset Chairman
• Asset Advisor
• Branch Commissioner (Rovers)
MEETINGS
Meetings of the Hire Coordination Group shall occur at a minimum every month, with higher
frequencies as the event is closer and more details are needed to be discussed. All parties must
attend to ensure that every aspect of the hire is covered.
COMMUNICATION
The diagram below covers to which party each representative provides feedback from and to
from the Hire Coordination Group.
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Victorian Rover Council Policy Book
V 14 0
Major Events Hiring Victorian Rover Assets
V-14-0 Major Events Hiring Victorian Rover Assets Page 3 of 3
Created on: (29/11/2009) Approved on: xx xxx 201x Review by: 2018
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
KEY CONSIDERATIONS Below is a non-exhaustive list of items that may be needed to considered by the HCG before
approving a hire of a venue:
• Event Participant Ethos and ability to uphold scouting principles
• Hirer ability to meet requirements of pricing and hire agreement
• Security of the site with the particular group of participants
• Emergency Management and ability to provide a safe and controlled environment for
participants.
LIFETIME
•
The inception of the HCG is only to be formed at the initial proposal stage of a possiblehire.
• The group shall be terminated upon approval of the hire.
• The asset committee shall continue the negotiation process for hire once the HCG has
given approval.
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THE
VICTORIAN BRANCH ROVER COUNCIL
Policy Book
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Victorian Rover Council Policy Book
DS 7 0
Duty Statement for VRC Membership Development Officer
DS-7-0 Duty Statement for VRC Membership Development Officer Page 1 of 1
Created on: (16/05/2016) Approved on: xx xxx 201x Review by: 2019
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
ELIGIBILITY
1.
The position shall be open only to current invested Rovers who are eligible to remain a currentinvested Rover for the duration of the term.
2. Nominees for the position should be experienced Rovers with an understanding of the way that
both the Venturer Scout and Rover Scout sections operate, at both a local and state level.
3. Nominees must have completed the Training Requirements for the relevant position as stated in
Policy: “T-4-0 Training Requirements for Positions”
DUTIES AND RESPONSIBILITIES
The VRC Membership Development Officer is responsible for the coordination of activities which
contribute to the recruitment and retention of Rovers within Victoria.
Specifically, the VRC Membership Development Officer should:
1. Develop high-level recruitment and retention strategies for various audiences, including:
a. Members of youth sections (particularly Venturer Scouts);
b. Young Leaders who are not also Rover Scouts; and
c. Young people that are not current members of Scouting.
2. Lead practical initiatives which support the recruitment and retention of members by:
a. Providing information, support, and resources that enable recruitment and retention at the
Crew and Region level; and
b. Developing programs, activities, and events which contribute to recruitment and retention
at a State level.3. Be the primary link between the Venturer Scout Section and the Rover Scout Section by:
a. Serving as a member of the Victorian Venturer Council; and
b. Ensuring that the Rover Scout Section is represented on relevant Venturer Scout
committees and organising teams (including major events such as Anything Goes, Hoadley
Hide, Victorian Gathering, etc.)
4. Participate as a member of the Membership Team by:
a. Contributing to the strategic marketing and communications direction of the Rover Scout
section in Victoria; and
b. Working with the Marketing and Communications Officer, IT Officer, and Deputy Chair to
coordinate and manage cross-portfolio project teams.5. Participate as an active and engaged member of the Victorian Rover Council Office Bearer team
by:
a. Attending Victorian Rover Council and VRC Office Bearer meetings, and producing
relevant agenda items and reports, etc; and
b. Producing an Annual Report by 30 June detailing the work done over the course of the
previous year which is relevant to these duties.
NOT S
1. The election of the VRC Membership Development Officer will be conducted following the steps
and procedures set out in Policy: “B-8-0 Election of VRC Office Bearers”.
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Victorian Rover Council Policy Book
DS 8 0
Duty Statement for VRC Marketing and Communications Officer
DS-8-0 Duty Statement for VRC Marketing and Communications Officer Page 1 of 1
Created on: (16/05/2016) on: xx xxx 201x Review by: 2019
This is a Controlled Document. Hard copies of this document are considered uncontrolled. Current Policies are posted on
vicrovers.com.au. It is your responsibility to ensure you are using a current version of this policy
ELIGIBILITY
1.
The position shall be open only to current invested Rovers who are eligible to remain a currentinvested Rover for the duration of the term.
2. Nominees for the position should have relevant skills, and be experienced Rovers with an
understanding of the way that the Rover Scout section operates at both a local and state level.
3. Nominees must have completed the Training Requirements for the relevant position as stated in
Policy: “T-4-0 Training Requirements for Positions”
DUTIES AND RESPONSIBILITIES
The VRC Marketing and Communications Officer is responsible for internal and external marketing and
communications regarding the Rover Scout section in Victoria.
Specifically, the VRC Marketing and Communications Officer should:
1. Contribute to a well-informed Rover Scout section in Victoria by:
a. Administering relevant social media channels and the weekly e-newsletter; and
b. Assisting Rover subcommittees and events to develop relevant marketing and
communications materials.
2. Create consistency in marketing and communications messages at a state and national level by:
a. Representing the Rover Scout section at State-level marketing meetings; and
b. Representing Victoria in the NRC Marketing and PR Working Group and establishing
consistency between NRC marketing objectives and our own.
3.
Managing the promotion of Rovering within Scouting and the wider community by:a. Ensuring the Rover section is represented in Australian Scout magazine, including by
producing content and acting as a reference point for other Rovers who may contribute;
b. Arranging for the production of relevant marketing and communication materials, and
c. Supporting Crews to engage in positive public relations by providing resources, templates
and guidelines.
4. Lead and participate in the work of the Marketing Team by:
a. Developing the strategic marketing and communications direction of the Rover Scout
section in Victoria; and
b. Working with the Membership Development Officer, IT Officer, and Deputy Chair to
coordinate and manage cross-portfolio project teams; andc. Recruiting additional non-voting members with relevant skills and experience as required.
5. Participate as an active and engaged member of the Victorian Rover Council Office Bearer team
by:
a. Attending Victorian Rover Council and VRC Office Bearer meetings, and producing
relevant agenda items and reports, etc; and
b. Producing an Annual Report by 30 June detailing the work done over the course of the
previous year which is relevant to these duties.
NOTES 1. The election of the VRC Marketing and Communications Officer will be conducted following the
steps and procedures set out in Policy: “B-8-0 Election of VRC Office Bearers”
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