Victorian Rover Council Policy Book

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



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



THE

VICTORIAN BRANCH ROVER COUNCIL

Policy Book

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THE


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Victorian Rover Council Policy Book

B 6 1

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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




B 6 1

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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.




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.




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.




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



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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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



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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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



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.



THE


Policy Book

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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



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




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.




V 12 0

Rover Risk Management Committee

V-12-0 Rover Risk Management Committee Page 2 of 2




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).




V 13 0

Asset Bushfire Safety

V-13-0 Asset Bushfire Safety Page 1 of 1




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.




V 13 0

Asset Bushfire Safety

V-13-0 Asset Bushfire Safety Page 1 of 1




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.




V 14 0

Major Events Hiring Victorian Rover Assets

V-14-0 Major Events Hiring Victorian Rover Assets Page 1 of 3




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:


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.




V 14 0






AUTHORISATION

Before the hire may occur, the following parties must sign off on the hire:

• Asset Chairman

• Asset Advisor


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.




V 14 0






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.



THE


Policy Book

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DS 7 0

Duty Statement for VRC Membership Development Officer

DS-7-0 Duty Statement for VRC Membership Development Officer Page 1 of 1




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”.




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



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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Victorian Rover Council

The Scout Association of Australia Victoria

Branch

Published August 2016

Documents

Victorian Rover Council Policy Book