Constitution of UNE-TL

Constitution



União Nacional dos Escuteiros de Timor-Leste (UNE-TL)


Chapter - 1

Name, Domicile and Recognition


Article 1 - The National Scout Association

The official name of the association shall be:

União Nacional dos Escuteiros de Timor-Leste

Article 2 - The Head Office

The Head Office or the National Headquarters of the association shall be located in Dili, the capital city of Timor-Leste.

Article 3 - The Patron

The patron of the association shall be the president of the República Democratíca de Timor-Leste (RDTL)


Article 4 - The Emblem

The emblem of the association consists of:

The Five-Pointed Star, which represents the “Light of the Nation,” that guides the association

The White Fluer-de-liz, represents Peace through the world-wide Scout Movement

The Map of Timor-Leste, represents the place where the association resides.

The Kaibauk, a golden headdress, represents the wealth of the association.

The Belak, a traditional ornament, represents the rich historical background of Timor-Leste.

The White Round Rope and the Reef Knot, represents unity and brotherhood of all Scouts, with a clean heart


Article 5 - Language

The official languages of the association shall be Portuguese and Tetum.





Article 6 - Recognition

6.1 Government of Timor-Leste

The União Nacional dos Escuteiros de Timor-Leste is the only Scout organization recognized by the government of Timor-Leste.

6.2 World Organization of the Scout Movement

The União Nacional dos Escuteiros de Timor-Leste is the only national Scout organization in Timor-Leste, to be affiliated with the World Organization of the Scout Movement, as member.


Chapter - II

Definition, Purpose, and Principles


Article 7 - Definition

The União Nacional dos Escuteiros de Timor-Leste is a voluntary, non-political, non-governmental educational organization for young people open to all without distinction of origin, race or creed in accordance with the Purpose, Principle and Methods of the Scout Movement.

Article 8 - Purpose

The purpose of the association is to contribute to the development of young people in achieving their full physical, intellectual, social, spiritual and emotional potentials as individuals as responsible citizens and as members of their local, national and international community.

Article 9 - Principles

The principles are the fundamental law and beliefs, which must be observed when achieving the purpose. They represent a code of conduct, which characterizes all members of the Movement. Scouting is based upon three broad principles, which represent its fundamental law and beliefs. They are referred as:
· Duty to God and Country
· Duty to the Country and to others
· Duty to self
The first principle, duty to God, refers to a person’s adherence to spiritual principles, loyalty to the religion that expresses them and acceptance of the duties resulting there from.
The second principle, duty to the Country and to others, refers to the loyalty to one’s Country in harmony with the promotion of local, national and international peace, understanding and cooperation; it refers also to a person’s participation in the development of society with recognition and respect for the dignity of one’s fellow-man and for the integrity of the natural world.
The third principle, duty to self, refers to the responsibility for the development of oneself.


Article 10 - The Scout Method

The Scout method is defined as “a system of progressive self-education through:

· Adherence to Promise and Law

· Learning by doing

· Membership of small groups (for example the patrol), involving, under adult guidance, progressive discovery and acceptance of responsibility and training towards self-government directed towards the development of character, and the acquisition of competence, self-reliance, dependability and capacities both to cooperate and to lead.

· Progressive and stimulating programmes of various activities based on the interest of young people including games, useful skills and services to the community, taking place largely in an outdoor setting in contact with nature.

· Symbolic Framework refers to all those elements with a meaning (symbols), e.g. the name of a section (Cub Scout, Scout, Rover), and identification marks, such as the uniform, badges, songs, stories and ceremonies. All these elements help to form a setting, an atmosphere, which bears the values and proposal of the Movement, and makes them more accessible to the young people in a way that abstract explanations could never do.

Article 11 - The Scout Promise, Law and Motto

11.1 The Scout Promise
All youth members and Scout Leaders make the personal commitment of the Scout Promise, with the following formula:
On my honor, I promise that I will do my best
To do my duty to God and my country, Timor-Leste;
To help other people at all times; and
To obey the Scout Law.

11.2 - The Scout Law

A Scout’s honor is to be trusted.

A Scout is loyal.

A Scout is useful and practices every day a Good Deed.

A Scout is a friend to all and a brother to every other Scout.

A Scout is courteous and respectful.

A Scout is a friend to plants and animals.

A Scout is obedient.

A Scout is always in a good mood.

A Scout is thrifty, economic and respects other people’s possessions

A Scout is clean in thought, word and deed.
11.3 - The Scout Motto

Be Prepared (Siempre Alerta para Servir)

Article 12 - Membership of the Association

12.1 The membership of the association is voluntary, open to all those living in Timor-Leste, who adheres to the purpose and principles of the association.


12.2 The following shall be the members of the association, namely:
a) Regular Members
(i) Youth members, for whom the educational programme is provided, who make the Scout Promise, pay the membership fee and are members of a registered Group, - Lobitos (ages 6 to10), Exploradores (ages11 to15), Pioneiros (ages16 to17), Caminheiros (ages18 to 25)
(ii) Adult Leaders, who make the Scout Promise, pay the membership fee and as a member of a registered Group deliver the youth programme, or provide direct management support at national or local levels. These adults have a vote in the policy-making bodies of the Association.
b) Associate members (non-voting) - Individuals or groups who adheres to the purpose and principles of the association, and pays the membership fee, as determined by the National Executive Committee.
c) Honorary members (non-voting) – eminent members of society willing to support the association, who are nominated by the National Executive Committee and approved by the National Scout Assembly.
d) Ex-officio members (non-voting) - Persons holding non-executive honorary ranks or member of Committees of Regional or National levels, as a result of the official position an individual hold in government or otherwise,

Article 13 - Foreign Nationals as Members

13.1 Foreign members should be admitted as Scout members of the association provided such persons subscribes the Scout Promise as mentioned in Article 10.1 and 10.

13.2 Foreign nationals who wish to form their own Scout unit affiliated to the association of the country of their origin, and wear their own national Scout uniform in Timor-Leste may do so with the approval of the National Scout Executive Committee of the Scout Association.


Chapter IV

Organs of the Association


Article 14 - National Scout Assembly

14.1 There shall be a National Scout Assembly consisting of the following:

a) The President of the association who will also be the chairman of the National Scout Assembly
b) Two vice-Presidents
c) The Chief Commissioner
d) The International Commissioner
e) The Treasurer
f) The Adult Resources Commissioner
g) The Youth Programme Commissioner
h) The Chief Scout Executive ( who shall also be the Secretary of the Assembly)
i) A National Spiritual Leader
j) The Regional Commissioners one per region;
k) In addition to the Regional Commissioner, every region shall be represented by one representative for every two hundred registered young and adult member.
l) One representative of each active Scout Group to be elected by the Group Assembly;)
m) Two representatives (non-voting) of the Honorary Members of the association to be nominated by the National Chief Commissioner (one female and one male representative);
n) Two representatives (non-voting) of the Associate Members to be nominated by the National Chief Commissioner (one female and one male representative);
o) Two representatives from among the young members who are not above twenty-six years of age.
p) Three co-opted members selected by the National Executive Committee
q) The highest religious official of the spiritual leader in Timor-Leste and the representative of the government department / ministry dealing with Youth matters of the República Democrática of Timor-Leste.

14.2 Functions of the National Scout Assembly:

The functions of the National Scout Assembly shall be :

a) Promote the Movement in the country and to arrange harmoniously among the regional associations and like cooperation minded organizations for the purpose in consonance with the principles and policies of the association.

b) To lay down the rules of the National Association, its branch associations and make amendments and alterations thereto.

c) To take decisions on matters of Policy, By-laws, Registration Cancellation and Suspension, etc. and to ensure adherence to the provisions of Policy, Organization and Rules by the branch associations.

d) To formulate the regulations relating to the disciplinary proceedings and actions against the members of the association.

e) To elect the members of the National Scout Executive Committee from amongst its members.

f) To elect / appoint office bearers of the National Association.

g) To consider and approve the budget of the National Association.

h) To appoint auditors.

i) To pass audited accounts at its Annual General Meeting which shall be normally held in the month of January every year.

j) To fill the vacancies in the National Scout Assembly from time to time.

k) To receive and approve the Annual Reports at its General Meeting.

l) To determine the membership of any person in case of dispute.

m) To make, amend and alter the Constitution, rules and regulations of the association.

14.3 Terms of the Members of the National Scout Assembly:

a. The term of the members of the National Scout Assembly shall be three years.

b. Member of the Assembly shall cease to be its member, on the following grounds:

i. if he/she is found to be of unsound mind or convicted by Court of Law for any criminal offense.

ii. if he/she resigns from his/her office by notice in writing to the association.

iii. No members shall serve the National Scout Assembly for more than two continuous terms


14.4 Meetings of the National Scout Assembly

a) The Assembly shall meet at least once a year at the place summoned by the President or the Chief Commissioner of the Association.

b) Notice of every ordinary annual meeting of the National Scout Assembly specifying the place, date, time and the Agenda of the meeting shall be sent by registered post to every member of the Assembly at least 30 days before the meeting.

c) An extraordinary meeting may be called when required by the President, Chief Commissioner of the Association or by the request of two-thirds of the members of the National Scout Assembly, 15 days notice in writing or by the quickest means available specifying the place, date, time and the Agenda of the meeting.
14.5 : Quorum

a) Two-thirds of the total membership of the Assembly shall constitute quorum for a meeting of the National Scout Assembly.

b) If within half an hour after the time fixed for the meeting there is no quorum, the meeting may be held. Where upon one-third of the members of the Assembly shall form the quorum. In such meeting, decisions on constitutional matters cannot be taken.

Article 15 : National Scout Executive Committee

15.1 The association is administered by the National Scout Executive Committee which consists of the following:

a. Chief Commissioner

b. Regional Commissioners

c. The Treasurer

d. The National Spiritual Leader

e. The International Commissioner

f. The Adult Resources Commissioner

g. The Youth Programme Commissioner

h. The Chief Scout Executive (Secretary)

15.2 Term

The term for the members of National Scout Executive Committee shall be three years. No member shall serve the Committee more than two continuous terms.

15.3 Meetings of the National Scout Executive Committee

The Committee must meet at least once in 6 months. Minimum 3 week notice is compulsory.

15.4 Quorum

Seven members of the Committee shall form the quorum for its meeting

Article 16 - National Headquarters

The National Headquarters shall be the central secretariat of the Association located in Dili, the Capital of Timor-Leste and shall be responsible for taking administrative actions and implementing the decisions of the National Scout Executive Committee and the Chief Commissioner of the association. It shall comprise of Chief Scout Executive and such staff, which the Scout Association may require.


Chapter V

REGIONAL STRUCTURE

Article 17 - Regional Associations

17.1 The whole country will be divided in regions for effective operations of the association..

17.2 The creation of every regional Scout Association is subject to the approval of the National Scout Assembly and the region shall frame its own by-laws consistent to the Constitution and By-Laws of União Nacional dos Escuteiros de Timor-Leste. .

17.3 To safeguard, protect and administer the properties and assets of a region, the regional assembly concerned shall constitute and appoint a Board of Trustees, which will include one representative from the National Association. In the event that the regional association becomes ineffective, the National Association shall administer the properties and assets of such regional association until the regional association is re-constituted.

Article 18 - Group Organizations

a. A Scout Group consist of a combination of at least two of these units: Lobitos, Exploradores, Pioneiros, Caminheiros.

b. Irrespective of the number of sections, a group shall always have a group council.

c. All groups shall be registered with the respective Region. Member of the unregistered groups shall not be entitled to wear uniform and badges and shall not represent themselves as members of the association.

d. A group shall be allotted a number at the time of registration for the purpose of its identity.

e. Each Scout Group is led by a Group Scout Leader who ensures coordination between the sections and continuity of youth programme. He or she may have the help of unit leaders in the group and of the group committee, which includes parents.


Chapter VI

Miscellaneous Provisions


Article 19 - Religious Policy

19.1 Belief in God is a fundamental principle of the Association and it is expected of every Scout to put into daily practice the precepts of the Religion to which he/she belongs while respecting the faith of others

19.2 Timor-Leste is predominantly Catholic and therefore the Scout Groups should develop the spiritual dimension with an emphasis on Catholic religion in consultation with the Catholic authority.

19.3 In the same spirit as article 19.2, where a Scout Group is composed of a majority of members from one particular religion, the concerned Group/Unit leaders may arrange observance and instructions in consultation with the appropriate religious authority.
19.4 Where a group or unit consists of Scouts of various religions it shall be ensured that each one attends the services of his/her own choice (unless an ecumenical service has been agreed by all parties).

Article 20 - Political Policy

The Scout Association shall not be connected with nor shall it endorse any political body. Members of the association in uniform or any member representing the Movement must not take part in political meetings or activities.

Article 21 - Financial Policy

21.1 The association is a voluntary body and depends on public support, government grants, fund raising from enterprises and dues, donations and subscriptions collected from its members.


21.2 The annual receipts of the Association are:

• The registration fee and membership subscription

• The gifts and contributions from partners and philanthropists

• The subsidies or grants from the Government, Public and Private Enterprises.

21.3 Members of the Association shall not organize fund raising activities through any method that would encourage young people in the practice of gambling or which is contrary to the law of Timor-Leste

21.4 The finances of the association shall be ruled by generally accepted accounting principles.

21.5 The annual accounts of the association need to be inspected and checked at the end of the financial year by an Audit Commission of three persons or external auditors appointed by the National Scout Assembly.

21.6 The audit Commission inspects the financial records and annual accounts of UNE-TL and certifies their correctness in a report to the National Scout Assembly.

21.7 Whilst serving on the Audit Commission, no members can hold any other office at national level

Article 22 - External Relations and General Policy

22.1 The Association is an autonomous body not conducted by any Government Department or any of its institutions.

22.2 The Association shall maintain friendly relations with other National organizations of non-political character having similar aims and objectives for the welfare of the youth.

Article 23 Amendments to this Constitution

This Constitution may be amended by the National Scout Assembly at a meeting by a two-third majority of vote casted and shall then be submitted to the World Scout Committee for approval before coming into effect. The National Headquarters should communicate text of proposed amendments to all National Scout Assembly members at least three months (90 days) in advance from the time of the meeting.


Article 24 Affectivity

This Constitution shall be effective upon ratification by two-thirds votes casted in the National Scout Assembly, and after the approval of the World Scout Committee.









BY-LAWS



Chapter I

NATIONAL SCOUT ASSEMBLY


1. Chairman of a National Scout Assembly meeting

The President of the Association or in his absence one of the Vice-President, preferably senior by age, shall take the chair at every meeting. If neither the President or the Vice-Presidents are present within 30 minutes after the time fixed for a meeting the members present shall select one from among themselves to take the chair.

2. Voting procedure
a) Every question submitted to a meeting shall be normally decided by a show-of –hands unless a secret ballot is demanded by at least 50% of those present and voting;
b) Every member of the Assembly present shall have one vote. Voting by proxy shall not be permitted, except as otherwise provided for in this Constitution. Resolutions shall be taken by a simple majority of the members present and voting. In the event of a tie the motion is defeated.

3. Adjustment of the Meeting

The Chairman of the meeting may, with the consent of the members, adjourn it for a short period and if necessary may shift it to another venue.

4. Nomination

No candidate shall be proposed for election unless the consent of the
candidate to be nominated has been obtained by the proposer.

5. Trustees

a) The Chief Commissioner, The Treasurer and the Chief Scout Executive of the Association shall be the trustees of the movable and the immovable property of the association.

b) The trustees shall have the power to sign, execute, deliver or take in possession all legal instruments, securities, bonds, title deeds, etc. for and on behalf of the Association and ensure their safe custody.

c) In case of vacancy caused by resignation or death of any trustee, the Chairman may appoint any member of the Association until the next National Scout Assembly meeting wherein the vacancy shall be filled.

d) The appointment of the trustees or any change in the office of the trustees as stated above shall be communicated to the authorities concerned by the Chief Scout Executive.

6. Appointment of office bearers

a) The Presidents and Vice-Presidents shall be elected for each term by the National Scout Assembly from amongst the members of the association.

b) The Chief Commissioner shall be elected for each term by the National Scout Assembly from amongst the members of the association.

c) The Treasurer shall be elected by the National Scout Assembly for each term, from amongst the members of the association.

d) The International Commissioner shall be elected by the National Scout Assembly and subsequently formally appointed by the Chief Commissioner

e) The National Adult Resources and Youth Programme Commissioner shall be elected by the National Scout Assembly on the basis on the qualifications laid down in the rules and subsequently formally appointed by the Chief Commissioner.

f) The Chief Scout Executive shall be elected by the National Scout Assembly in accordance with the qualifications laid down in the rules and subsequently formally appointed by the Chief Commissioner.

7. Functions of office bearers

7.1 The President:

a) Preside over the meetings of National Scout Assembly.

b) Promote the Scout Movement in the Country.

7.2 The Vice Presidents:

The Vice Presidents shall perform such duties as may be assigned by the President.

7.3 The Chief Commissioner:

a) Preside over the meetings of the National Scout Executive Committee.

b) Formally appoints the Officers of the Association who have been elected by the National Scout Assembly or the National Scout Executive as the case may be, by presenting them with their warrant of appointment at an appointment ceremony

c) Summon emergent meeting of the National Scout Assembly or the National Scout Executive Committee for any special purpose (s) as and when required.

d) Approve and sign the warrants and letters of various appointments as prescribed.

e) Shall be responsible to the National Scout Assembly for the welfare and progress of the association.

f) Act in conjunction with the National Scout Assembly in all matters including administration, finance property and in the appointment and retirement of the office bearers.

g) Secure the services of persons suitable for the welfare and promotion of Scout Movement in various capacities and appoint them in the ranks of commissioner with their job descriptions as per the rules.

h) Delegate such of this powers to other Commissioners/Chief Scout Executive or so as he may deem fit.

i) Give decisions on matters referred to him by the regional associations.

j) Deal matters relating to awards.
k) Approve and sign the certificates and honorable charges etc.

l) Approve the delegations attending foreign events.

m) Appoint Committees and task forces, as may be required.

7.4 The International Commissioner:

a) The function of the International Commissioner is to develop link with other National Scout Associations and to maintain regular contact with the World Organization of the Scout Movement.

b) The responsibilities of the International Commissioner also includes promoting activities that lead to a great international understanding among other members of the Movement.

c) Issue “Letter of Introduction” to the members of the association traveling outside the country.

d) Select the delegations attending international events.

e) The International Commissioner is the principle point of contact in communications among National Scout Associations and the World Scout Bureau.

7.5 The Treasurer:

The National Treasurer is responsible for all financial affairs of the association:

a) This includes preparing an annual budget for the association; managing the financial accounts; including bank accounts and investments; producing the annual statement of accounts and having these audited; presentation of the audit accounts to the Finance Sub-Committee and National Scout Assembly for adoption, and fund raising.

b) Raise funds through annual subscription by members, donations from individuals, companies or government; and through special fund raising activities.

c) All funds received should be handled carefully and should be deposited in the bank account. The signatures of two persons should be required to authorize the spending of funds belonging to the association.

d) Get the financial accounts of the association audited by an independent person or company annually.

e) To work with the Finance Committee in carrying out responsibilities associated with the finances of the association.

7.6 The Adult Resources Commissioner:

The Adult Resources Commissioner shall:-

a) Plan, implement and co-ordinate at national level the Adult Resources Management i.e. the recruitment, training and appraisal system.

b) Establish National Adult Resources Policy consistent with World Adult Resources Policy.

c) Ensure that the Adult Resources Policy of his association reflects the general policies of the association, particularly in regard to programme matters;

d) Recommend to his association the appointments of Leader of Adults in various functions;

e) Provide support for the Recruitment Training and Decision for future for the Trainers, Commissioners other functions of his association through the supply of handbooks, training aids, and other materials, and through regular communication with them;

g) Plan and provide training to adult leaders;

h) Study the techniques employed in the recruitment, training of adults and appraisal both inside and outside Scouting, particularly in other youth organizations in his country, cooperating with them where appropriate;

i) Evaluate, on a continuing basis, the effectiveness of Adults in Scouting, periodically with regards to the benefit gained by the young people at unit level.

7.7 The Youth Programme Commissioner:

The duties of the Youth Programme Commissioner are to:

a) Develop a Programme Policy consistent with World Programme Policy.

b) Plan and coordinate at national level all aspects of Youth Programme in the national association.

c) Create an awareness, among leaders at all levels of the association, of what the Youth Programme is and of its importance.

d) Evaluate regularly and further develop the Youth Programme to meet the changing needs of young people and their society.

e) Produce handbooks for youth members and adult leaders in all age sectors.

f) Ensure that the programme is delivered at a satisfactory quality level in each local unit of the association.

g) Integrate specialized dimensions, such as environmental education, community involvement, Scouting for young people with special needs etc. into Youth Programme.

h) Provide leadership to the National Programme Committee and responsibility for the training and development of its members.

i) Strengthen the unity in Scouting through Youth Programme by close cooperation with other National Programme Commissioners and with the World Scout Bureau.

7.8 The Chief Scout Executive:

The Chief Scout Executive is responsible for all administrative matters in the association. Specific responsibilities for the administrative functions includes:

a) Serves as Secretary to the National Scout Assembly and to the National Scout Executive Committee

b) Organizing an annual meeting of the National Scout Assembly of the association in accordance with the Constitution of the association.

c) Production of the annual report to the National Scout Assembly.

d) Prepare, in consultation with the President/ Chief Commissioner, agenda’s and minutes of meeting of the National Scout Executive Committee and the National Scout Assembly.

e) Preparing and keeping up to date a reference document on “Policies Organization and Rules” of the association.

f) Public relations with the view to enhance the image of the association and encouraging growth.

g) Producing regular newsletters, magazines, reports, etc. for the internal and external public.

h) All matters related to property and liability insurance.

i) Shall be in-charge of the day-to-day administration and shall be responsible for the secretarial work of the National Association.

j) Delegate some of his responsibilities as he may deem fit to the members of the staff.

Chapter II

NATIONAL SCOUT EXECUTIVE COMMITTEE


1. Functions of the National Scout Executive Committee

The Committee shall:

a) Act on behalf of the National Scout Assembly between its meetings; to give effect to its decisions, recommendations and policies.

b) To promote the Scout Movement throughout Timor-Leste by means of visits, correspondence, technical and personal support or other appropriate actions.

c) Approve the annual accounts and annual report for submission to the Assembly at its Annual General Meeting.

d) Have powers to appoint any sub-committee to deal with any particular matter as and when necessary.

e) In case of a vacancy on account of death or resignation or any other reason, co-opt any member of the Committee till the next General Meeting of the National Scout Assembly.

f) Consider and approve the recommendations of various sub committees.

2. Sub-Committees

a) There may be the following Sub-Committees to assist the National Scout Executive Committee and the National Scout Assembly in the concerned areas:

(i) Youth Programme Sub-Committee

(ii) Adult Resources Sub-Committee
(iii) Finance Sub-Committee

(iv) Public Relations Sub-Committee

(v) Awards Sub-Committee

(vi) Rules Sub-Committee

(vii) Planning Sub-Committee

b) The terms of the Sub-Committees will be 3 years consistent with the National Scout Assembly.

c) In addition to the above other Sub-Committees shall be appointed by the National Scout Executive Committee for the specific purpose and short term.

3. Appointment of members to the sub-committee :
a) The Chairman of each subcommittee shall be appointed by the National Executive Committee in consultation with the Commissioner concerned
b) Other members on each committee shall be appointed by the National Executive Committee on recommendation of the concerned committee chairman.
c) The Chief Scout Executive of the association or his representative shall be an ex officio member on each committee having equivalent status as all other members of the committees.
d) All such committees should be responsible and all recommendations shall be made to the National Scout Executive Committee for the final decision .

4. Membership and Quorum:

There may be 7-10 members in each committee. Minimum of four members present in any Sub-Committee meeting will form the quorum.

5. Organization and functions of sub-committees

5.1 Finance sub-committee

A. The Finance Committee shall consist of the following:

a) Chairman of the committee appointed by the National Executive Committee
b) The Treasurer
c) The Chief Scout Executive

d) At least four members nominated by the National Scout Executive Committee and

e) 2 experts (if necessary) to be nominated by the National Scout Executive Committee.

B. Functions of the finance sub-committee,

The finance sub-committee shall:

a) From time to time, consider matters relating to finance and property of the association, including finding ways and means to enhance its finances.

b) Scrutinize and recommend the annual budget of the association for approval to the National Scout Executive Committee.

c) Review and recommend the audited statement of accounts for approval to the National Scout Executive Committee.

d) Be empowered to co-opt any person who is not member of the association for special assistance and advice.

e) Through the treasurer, place before every meeting of National Scout Assembly, a report on financial status of the association.

C. Operation of Accounts :

All funds shall be kept in scheduled banks under the advice of the Finance Sub Committee and the accounts shall be operated by the office bearers in the following manner:

a) The Chief Commissioner, The Treasurer and the Chief Scout Executive shall be the three verified signatories, however, option shall be given to the bank that any two signatures shall be valid or operation of accounts.

b) In the absence of any one of them by such other persons as may be nominated by the National Scout Executive Committee.

5.2 National Adult Resources Sub-Committee

A. There shall be an Adult Resources Sub-Committee comprising of the following:
a) Chairman of the committee appointed by the National Executive Committee

b) The Adult Resources Commissioner

c) The Programme Commissioner

d) One member to be nominated by each Regional Association who may be involved in Adult Resources Management at regional level.

e) The sub-committee may co-opt any member of the Training Team with the concurrence of the regional association.

f) The Chief Scout Executive or his representatives as an ex-officio member.

B. Function of National Adult Resources sub-committee shall:

a) Prepare and amend the National Adult Resources policy consistent to World Adult Resources policy for the approval of National Scout Assembly.

b) Prepare and update on the recruitment training and appraisal system for all functions in the Association.

c) From time to time review the progress of the association in term of Adult Resources Management and plan for future.





5.3 Youth Programme Sub-Committee

A. The Youth Programme Sub-Committee shall consist of the following:
a) Chairman of the committee appointed by the National Executive Committee
b) The Programme Commissioner
c) The Adult Resources Commissioner
d) One member from the programme committee to be nominated by each Regional Association.
e) The sub-committee may co-opt any 2 members as an expert/resource person in the field.
f) If any of the (age) section is not represented at least 1 member shall be nominated from that section.
g) The Chief Scout Executive or his representative as an ex-officio member.

B. Functions of the Programme Sub-Committee

a) Assist the National Programme Commissioner in developing a National programme Policy consistent with World Programme Policy.

b) Time to time review the Youth Programme of the Association and if necessary suggest changes in accordance to meet the changing needs of the young people and the society.

c) Suggest the integration of specialized dimensions such as environmental education, community involvement, Scouting with handicapped etc. into the Youth programme.

d) Wherever necessary suggest the National Scout Executive Committee to appoint a special committee for specialized subjects.

e) Suggest/monitor special projects to be launched by the association based on National priorities and social needs.

f) Advise special recognition, badges, and awards for young people and adult leaders to the National Scout Assembly through Rules Sub-Committee.

5.4 Public Relations Sub-Committee

A. The Public Relations Sub-Committee shall consist of the following:
a) Chairman of the committee appointed by the National Executive Committee.

b) The Public Relations Commissioner

c) One member nominated by each Regional Association

d) The sub-committee may co-opt any 2 members as experts/resource person on the committee.

e) The Chief Scout Executive or his representative as an ex-officio member.

B. Functions of the PR Sub-Committee

a) To advise and make recommendations to the National Scout Executive Committee on matters of Public Relations and communications value.
b) To advise and make recommendations to the National Scout Executive Committee pertaining to the relationships with civic, educational, religious, social welfare, youth instructions and kindred organizations.
c) To study and carry out the projects to build positive image in the local and national community.
d) To develop PR tools for the association.

5.5 Award Sub-Committee
A. The Award Sub-Committee shall consist of the following:
a) Chairman of the committee appointed by the National Executive Committee.

b) One representative of each region nominated by the regional association.

c) The National Adult Resources and Programme Commissioners.

d) The Chief Scout Executive or his representative.

e) 4 other members nominated by the National Scout Assembly amongst the members on recommendation of National Scout Executive Committee and the Chairman.

B. Functions of the Award Committee. The functions of the Award Committee shall be:

a) To collect information about the young and adult members of the association about their outstanding performance in various fields.

b) As per the criteria of the association recommend to the National Scout Executive Committee suitable awards to recognize the individuals contribution to the movement.

c) Whenever necessary analyze and recommend necessary amendments in the criteria of awards to the National Scout Executive Committee through Rules Committee.

5.6 Rules Sub-Committee
A. The Rules Sub-Committee shall consist of the following:
a) Chairman of the committee appointed by the National Executive Committee.

b) The Chief Scout Executive and Assistant Chief Scout Executive.

c) The Treasurer.

d) The International Commissioner.

e) The National Adult Resources and Programme Commissioner.

f) The Committee has the right to co-opt experts resource persons to a maximum of 4.
B. Functions of the Rules Committee: The Committee shall

a) Time to time review the policies and rules of the association and recommend changes to the National Scout Executive Committee.

5.7 Planning Sub-Committee

A. The Planning Sub-Committee shall consist of the following:
a) Chairman of the committee appointed by the National Executive Committee.

b) The Programme and Adult Resources Commissioner

c) At least four members nominated by the National Scout Executive Committee

d) The Sub-Committee may co-opt any two members for technical assistance.

B. Functions of the Planning Committee

a) Consolidate the District and Regional Plan based on which develop a long term National Plan in consonance with the priorities and targets of the association.

b) Monitor and periodically review the implementation of the plan.


Chapter III

NATIONAL HEADQUARTERS

1. The professional staff in the National Headquarters are appointed by the National Scout Executive committee on the recommendation of the Chief Scout Executive

2. The functions of the National Headquarters shall be:

a) To serve the Association in meeting its aims and purpose
b) To ensure that Scouting remain non-military, non-political.

c) To ensure that the regional associations carry on Scouting according to the principles led down in the constitution of the association.

d) To formulate and ensure the execution of development plans of the association as decided by the National Scout Assembly and National Scout Executive Committee.

e) To publish Scout literature.

f) To maintain documentation centre where all necessary records shall be preserved.

g) Analyze the areas of development of Scouting in the country and report to the National Scout Executive Committee.

h) Co-ordinate with other local, national and international agencies who can contribute to the purpose of the Scout Movement.

i) To circulate the regional associations the information and literature.

j) To co-ordinate the branch office to achieve the National Scout Target.

k) To deal with matters relating to World Scouting.


Chapter IV

REGIONAL ASSOCIATIONS
1. Registration

a) Every regional Scout association shall pay an annual registration and individual membership fee as prescribed by the National Scout Assembly from time to time for every uniformed member of the association in accordance with its membership

b) The National Association shall confirm the registration of the regional association by issuing a “Charter” indicating the registration number, date of issue and validity.

c) Every registered regional association shall collect census of its members as on 31st December every year and communicate the same to the National Headquarters by 31st January at the latest.

2. Membership

The following should be the members of the regional association namely:

a) Regular Members – Lobitos, Exploradores, Pioneiros, Caminheiros and adult leaders (Dirigentes), who are the members of a registered group and pays the membership fee.

b) Scout Leaders who holds valid authorization certificates (warrant).

c) Associate Members – individuals or groups who adheres to the purpose and principles of the association, and pays the membership fee, as determined by the National Scout Excecutive Committe.

d) Honorary Members – imminent members of society willing to support the association, who are nominated by the National Scout Excecutive Committe and approved by the National Scout Assembly.

e) e). Ex-officio Members – members of committees, as a result of the official position an individual hold in government or otherwise

f) Patrons, Life Members or nominated members as may be approved by the Regional Scout Assembly.

3. The Regional Scout Assembly

There shall be a Regional Scout Assembly in each region which may consist of the following namely:

a) The President
b) Two Vice Presidents
c) The Regional commissioner
d) The assistant regional commissioner
e) The treasure
f) Regional Scout executive
g) All the adult leaders active in the region
h) One legal adviser of the Association
i) Two representatives (non-voting) of the Honorary Members of the association closely related to the Region, to be nominated by the Regional Commissioner (one female and one male representative)
j) Two representatives (non-voting) of the Associate Members of the association closely related to the Region, to be nominated by the Regional Commissioner (one female and one male representative)
k) Four Co-opted Members (non-voting) selected by the Regional Executive Committee
l) The regional representatives of spiritual leader and the regional representative of Government of the RDTL dialling with youth matters

4. Functions of the Regional Scout Assembly

4.1 The Regional Scout Assembly shall:

a) Act in conjunction with the Regional Commissioner of the region for the development of Scouting in region and in all matters connected with the financial properties, appointments and retirement of the office bearers in accordance with the rules/service rules.

b) Elect/nominate members to the regional committee and subcommittees.

c) Safeguard the properties and assets of the regional association.

d) Consider recommendations for the improvement related to Programme and Adult Resources, Management, Finance etc.

e) Appoint auditors for the purpose of auditing the accounts of the regional association.

f) Approve audited statement of accounts, budget and annual report.

g) Nominate members to the National Assembly.

h) Formulate the regulations related to the disciplinary proceedings and actions against the members of the regional association.

4.2 Meetings of the Regional Scout Assembly

a) The Regional Scout Assembly shall meet at least once a year at any place as announced by the Regional Commissioner.

b) Notice of every meeting of the Regional Scout Assembly, exclusive of the day for which the meeting is called, specifying therein the place, day and hour of meeting, and the nature of the business to be transacted, shall be sent by registered post to every member of Regional Scout Assembly, at least thirty days prior to the meeting.

c) Matters of urgent nature, determined by the Regional Commissioner, may be referred to the members of Regional Scout Assembly by correspondence for their decision. A simple majority shall be necessary to authorize the Regional Headquarters to implement the decisions on behalf of the Regional Scout Assembly.

d) An extraordinary meeting may be called when required by the President of the region or the Regional commissioner with seven days notice in writing or by the quickest means available to deal with the specific issues.



4.3 Quorum

a) One third of the total membership of the Regional Scout Assembly shall constitute quorum for a meeting.
b) If there is no quorum within half an hour after the time fixed for the meeting, the meeting shall adjourned for one hour and thereafter the meeting shall again be held whereupon 1/5th members will form the quorum.

4.4 Chairman of a meeting

The President, in his absence, the Vice-President or the Regional Commissioner of the Regional Scout Assembly shall take the chair at every meeting. If neither the President nor the Regional Commissioner of the Regional Scout Assembly is present within thirty minutes after the time fixed for such meeting, the Assistant Regional Commissioner shall take the chair, and in the absence of the Assistant Regional Commissioner also, the members present shall elect on from among themselves to take the chair.

4.5 Voting Procedure

a) Every question submitted to a meeting shall be normally decided by a show of hands unless a secret ballot is demanded by at least 50% of those present and voting.

b) If the members of the Regional Scout Assembly are unable to agree in any case, the matter’s shall be referred to the Regional Commissioner whose decision shall be final.

4.6 Adjournment

The Chairman of the meeting may, with the consent of the members, adjourn it for a short periods and if necessary to another venue.

4.7 Nomination

No person shall be proposed for election unless the consent of the person to be nominated has been previously obtained by the proposer.

5. APPOINTMENT OF OFFICE BEARERS

5.1 The Honorary President

A distinguished person from the region who support Scouting shall be invited to accept the office of the President of the Region.

5.2 The Vice President

A similar distinguished person from the regional who support Scouting shall be invited to accept the office of the Vice President of the Region.

5.3 Regional Commissioner

a) There shall be a Regional Commissioner who shall be elected amongst members of the Regional Assembly. The Regional Commissioner shall be a person resident within the area of the Region and shall hold office for a period of three years (term consistent with the Regional Assembly).

b) On receipt of intimation of election of Regional Commissioner, the National Headquarters will issue a warrant signed by the Chief Commissioner of the National Scout Association and the President of the Region.


c) In the event of the office of the Regional Commissioner fall vacant before the expiry of his term, the Assistant Regional Commissioner shall act as Regional Commissioner until the election of the new Regional Commissioner and shall convene the meeting of the Regional Assembly to elect the Regional Commissioner within a period of sixty days from the date of occurrence of the vacancy.

5.4 Assistant Regional Commissioner

Assistant Regional Commissioner shall be appointed by the Regional Commissioner in consultation with the Regional Committee. This appointment shall be made for the assistance of the Regional Commissioner.

5.5. Treasurer

There shall be a Treasurer of the Regional Association elected by the Regional Scout Assembly from amongst the member for a period of three years. He can be re-elected on the expiry of his tenure.

5.6 Regional Scout Executive

There shall be a Regional Scout Executive appointed by the Regional Committee on the recommendation of the Regional Commissioner. He shall be responsible to the Regional Scout Committee and the Regional Commissioner for day to day administration and secretarial work of the Regional Association.

6. FUNCTIONS OF OFFICE BEARERS

6.1 The Honorary President

The Honorary President shall:

a) Preside over the meetings of the Regional Scout Assembly

b) Promote the Scout Movement in the region

6.2 Honorary Vice-President

The Honorary Vice-President shall:

a) In the absence of the President presides the Regional Scout Assembly meetings.

b) Execute the responsibilities delegated to him by the President.

6.3 Regional Commissioner

a) Be responsible to the Regional Executive Committee and Regional Assembly for the welfare and progress of Scouting in the Region.

b) Ensure over all planning and development of the Scouting in the region in accordance with the rules and instructions of the Chief Commissioner.

c) Be responsible for the finance control and organization of the Movement in conformity with the Constitution and may delegate his powers to the Treasurer, Assistant Regional Commissioner or the Regional Scout Executive.

d) Make recommendations to the Regional Executive Committee for appointment and retirement of the employees of the association.

e) Promote the Movement in the region and deal with all matters arising there from.

f) Summon and preside over the meetings of the Regional Scout Assembly with the consent of the President.

g) Chair the meeting of the Regional Executive Committee.

h) Secure the services of persons in various capacities suitable for the welfare and promotion of Scout Movement and appoint them in the ranks of Commissioners with their job descriptions.

6.4 Assistant Regional Commissioner

a) To be responsible for the responsibilities delegated by the Regional Commissioner.

b) To be responsible for general duty in a specific area of the region and or

c) To be responsible for special area e.g. Cub Scouts, Scouts, Senior Scouts, Special Scouting, Training etc.

6.5 Regional Treasurer

The Regional Treasurer shall:

a) Be the custodian of the accounts of the Regional Association and responsible for proper accounting of income and expenditure of the funds of the Regional Association.

b) If required and detailed by the Regional Scout Assembly be the convener of the Finance Committee of the Regional Association.

c) Advise the Regional Scout Assembly and the Regional Commissioner on all financial matters.

d) Prepare yearly budgetary estimates of the Regional Association and present the same to the Regional Scout Assembly in a meeting fixed for this purpose.

e) Be responsible to get the accounts of the Regional Association audited by the Chartered Accountant every year.

f) In consultation with the Regional Commissioner, invest the funds of the regional association so as to derive maximum dividend.

g) Operate accounts of the regional association according to the Financial Rules of the associations and

h) Ensure that all disbursements are made in accordance with the financial procedures as prescribed by the Association.

6.6 Regional Scout Executive

The Regional Scout Executive shall:

a) Act as Secretary of the Regional Scout Assembly and its Executive Committee.

b) Be in charge of the Regional Headquarters.

c) Assist the Regional Commissioner in smooth functioning of the Movement in the region.

d) Be responsible for the implementation of the decisions of the Regional Assembly, the Executive Committee and other Sub-Committees thereof.
e) Deal with the work connected with the meetings, proceedings and activities of the Regional Scout Assembly, Committee and other committees thereof.

f) Be in charge of all correspondence with the National Headquarters, and other Regional associations, Government Departments, Non-Government Organizations, Donors and Commissioners.

g) Perform such other duties as may be assigned to him by the Regional Commissioner.

h) Be responsible for maintaining books of accounts (cash book, ledger, journal and subsidiary books, stock register of Scout shop and general inventory) and shall be drawing and disbursing officer of the Regional Headquarters.

i) Act as one of the Trustees of the Regional Association.

j) Prepare annual report of the Regional Association and

k) Collect annual census of the Regional Association and ensure its timely submission to the National Headquarters.

7. Regional Executive Committee

7.1 There shall be Regional Executive Committee of the Regional Scout Assembly to manage its affairs and shall comprise of the following:

a) The Regional Commissioner

b) The Regional Treasurer

c) The Regional Scout Executive

d) The Regional Adult Resources Commissioner

e) The Regional Youth Programme Commissioner

f) Five members to be elected by the Regional Scout Assembly from amongst its members and

g) One member from the Training Team of the region

7.2 Functions of the Regional Committee

a) Have powers to appoint sub-committees to deal with any particular matter as and when necessary.

b) Approve the annual report, budget estimates, audited statements of accounts for submission to the Regional Scout Assembly at its General Meeting.

c) Transact and deal with day-to-day business of the Regional Scout Assembly.

d) Act in conjunction with the Regional Commissioner in all matters relating to finance and property.

e) Have powers to nominate Regional Scout Assembly members on the National Assembly in case of vacancy for the unexpired period.

f) Fill casual vacancies of the Regional Association as and when required by them.


7.3 Quorum

One third of the members of the regional executive committee shall form the quorum for its meeting.

7.4 Term

The term of the members of regional executive committee shall be three years. No member shall serve for more than two continuous terms.


Chapter V

GROUP ORGANIZATIONS


1. Registration Procedure:

1.1 Registration

a) Application forms duly filled in triplicate, for registration of a group shall be presented by the prospective Scouter in charge to the regional Scout Executive immediately after the group is formed.

b) Registration forms shall be presented by the Group Scout Leader concerned.

c) The Regional Scout Executive shall ensure that the group is properly conducted and that suitable and trained Scouters are available.

d) The registration shall be confirmed by the Regional Scouts Commissioner on the recommendation of the Regional Scout Executive and one copy of the application form shall be sent to the concerned group, national headquarters and one copy shall be retained by the Regional Scout Executive.

1.2 Registration, renewal, membership and subscription fee:

The Regional Scout Association shall charge the registration fee/annual renewal fee/annual membership subscription fee as laid down by the Regional Assembly from time to time.

1.3 Suspension:

a) The Regional Scouts Commissioner may suspend a group if in his opinion its activities are prejudicial to the interest of Scouting.

b) Suspension will be regarded as temporary measure and will be followed as soon as possible by an inquiry by the Regional Scouts Commissioner or by a person authorized by him in his behalf.

c) During suspension all activities of the group shall cease and except otherwise provided by the terms of suspension, all Scout Leaders, Scouts of the group shall stand automatically suspended. No member of the group shall wear uniform or badge during suspension.

d) As a result of inquiry the suspension shall be withdrawn if no charge is proved. If the charges are proved, registration shall be cancelled and warrants of Scout Leaders withdrawn.



1.4 Cancellation:

The group registration may be cancelled by the Regional Scout Commissioner on the recommendation of the Regional Scout Executive having reflected adversely upon the character or suitability of any person or group concerned after providing opportunity of hearing such person or group. The scout leader affected or the controlling authority shall be provided fair opportunity to be heard by the Regional Scout Commissioner. The person or group affected under this rule may refer an appeal to the regional headquarters.

2. Group Assembly

a) Where the group consists of two or more sections, the Scouters of the actions will meet regularly to discuss matters affecting the group and such body may be called the Group Assembly. The Group Scout Leader will be the chairman of the Group Assembly.

b) The functions of a group assembly shall be;

• To deal with the enrollment of members of all sections.

• To ensure the advancement of members in the badge system.

• To improve the standard of training of Scout Leaders.

• To chalk out the programme of activities and training and

• To co-opt Senior Sixer, Senior Patrol Leaders as its member if necessary.

3. Group Committee:

3.1 The group committee shall be the managing body of the Scout Group to ensure effective development and over all welfare of the group. It shall comprise of the following:

a) Chairman (to be nominated or elected by the Group Committee for one year)

b) Group Scout leader

c) Unit leaders of all sections

d) The Group Secretary

e) The Group Treasurer

f) Two Public Representatives

g) Two Representatives of Parents recommended by Group Scout Leader.

3.2 Functions of the Group Committee:

The functions of the Group Committee shall be:

a) To be responsible for maintaining group properties.

b) To deal with fund raising

c) To acquire services of persons useful for Badge system

d) To deal with public relations, camping grounds and other facilities required by the group.

e) To ensure promotion and effective working of the group

f) To hold annual general meeting
g) To consider annual report of the group and audited accounts and

h) To assess training and programme developments of the group.

3.3 Term

The term of the Group Committee shall be one year.

4. Group Scout Leader

a) A group Scout Leader shall be responsible for the co-ordination of the activities of all sections of the group, where the group consists of more than one section.

b) In case no person is available to act as Group Scout Leader, the Regional Scout Commissioner, may appoint one of the Scouter of the group to act as Group Scout Leader in-charge. No appointment letter (warrant) will be issued in such cases.

c) Applications for appointment letters (warrants) for Group Scout Leaders will be made after the controlling authority nominates a suitable qualified Scout Leader.

d) The Regional Scout Commissioner shall in every case, satisfy himself that the applicant is trained and would make himself available for any further training.

5. Unit Leaders

a. The adult in charge of Cub Scout, Scout, Senior Scout Unit will be called Unit Leader.

b. The Unit Leader and his/her Assistant Leader shall be appointed with warrant, on the recommendation of the Group Leader by the Regional Scout Commissioner.

c. The following qualifications may be required for appointment as Unit Leader and Assistant Unit Leader, namely:

· must have attended and qualified introductory Basic Course for Unit Leaders in the respective section

· must have a knowledge of the Purpose and Principles of the Association, its organization and particularly the Scout Method as described in “Policy, Organization and Rules”

· must apply for a appointment letter (warrant) as Unit Leader or Assistant Unit Leader immediately after appointment and should not be less than eighteen years of age.

Chapter VI

MISCELLANEOUS

1. Amendments

a) These By-laws may, at any time or time to time be altered or amended on the recommendation of National Scout Executive Committee by a resolution of two-third of the members of the National Scout Assembly, for which thirty days notice should be given to all members of the National Scout Assembly.

b) The proposed amendment in these rules shall be circulated along with the agenda, which shall accompany the notice. No alteration or amendment shall be made at an emergent meeting.