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									                        West Lancashire County Scout Council
 Terms of Reference – General Purposes CommitteeMajor Events Group                                         Formatted: Font: 14 pt, Bold, Underline

                                                                                                           Formatted: Font: 12 pt
                                                                                                           Formatted: Font: 12 pt

Members:                The Chair of the Major Events Group (MEG) is appointed on behalf of the            Formatted: Font: Not Bold
                        County Executive by the County Commissioner.
                        The current Chair is Dick Griffiths, ACC(Expeditions).
                        The number and appointment of Members of MEG is determined by the                  Formatted: Font: Not Bold
                        Chair, in consultation with the County Commissioner. They will have a
                        personal wide experience of organising and being responsible for major
                        and overseas events
                        The current Members are Steve Morton (ACC (International)
                                    Paul Stanford (Chair, World Scout Youth Events Committee)
                                    Peter Sturgess (County Organising Commissioner)
                                    Paul Williams (Chief Leader, Peru 2012)Chair appointed annually
                        by County Executive and ratified by County AGM
                        Advisors for Assets, Insurance, Structures, Safety in Scouting, Fire Safety, IT,
                        Administration and Archives
                        Representative from Activity Centres’ Management Board

Co-opted Members:       The Committee has the authority to co-opt as required to reflect areas of
                        responsibility at any given time

Right of Attendance:    County Commissioner
                        County Chairman
                        Any Chairman of a subsidiary group [who has an item of business included
                        on the agenda]

Invited to Attend:      Chief Leaders / Organisers of Major Events as required for agenda                  Formatted: Font: Not Bold
                        items.Principal Officer & others as required

[At least 50% of the Members and Co-opted Members must be Members of the County Scout Council]

Quorum:                   The Quorum for MEG the shall be Chair plus 2 Members. General Purposes
Committee would be decided annually by a resolution at the County Annual General Meeting. In the
event that attendance at a meeting does not constitute a quorum, then the meeting should continue
but decisions of policy should be referred to the next meeting where a quorum can provide approval

Remit:                                                                                                     Formatted: Font: Calibri, 12 pt

The remit of MEGThe sub-Committee is responsible to the County Executive for:                              Formatted: Font: Calibri, 12 pt, Not Bold

Page 1 of 4                          Version 21                      Approved Dec 2008
                            West Lancashire County Scout Council
     Terms of Reference – General Purposes CommitteeMajor Events Group                                    Formatted: Font: 14 pt, Bold, Underline

is to:-                                                                                                   Formatted                                      ...
                                                                                                          Formatted: Font: Calibri, 5 pt
      1. To act as the single contact point within the Scout County to monitor and ensure that the
                                                                                                          Formatted: Font: Calibri
         financial and reputational integrity of the Scout County is protected, and that Major Events
                                                                                                          Formatted: Bullets and Numbering
         are operated to the best possible standards of quality and safety.
                                                                                                          Formatted                                      ...
      2. To provide event organisers / leaders / organising committees with clear guidelines with
                                                                                                          Formatted: Font: Calibri
         respect to best practice processes and procedures that should be
         followed.                                                                                        Formatted: Font: Calibri, 12 pt
      3. To offer specialist advice in the proposal submission, planning and                              Formatted: Font: Calibri
         execution of a Major Event.                                                                      Formatted: Font: Calibri, 12 pt
      4. To ensure that all County sponsored overseas events conform to British                           Formatted: Font: Calibri
         Standard 8848 (Specification for the provision of visits, fieldwork,                             Formatted: Numbered + Level: 1 +
         expeditions and adventurous activities, outside the United Kingdom).                             Numbering Style: 1, 2, 3, … + Start at: 1 +
                                                                                                          Alignment: Left + Aligned at: 0.25" + Indent
                                                                                                          at: 0.5", Widow/Orphan control, Tab stops:
Major Event Criteria / Definition          A Major Event is a County event that:-                         Not at 0.39" + 0.78" + 1.17" + 1.56" +
                                                                                                          1.94" + 2.33" + 2.72" + 3.11" + 3.5" +
                                                                                                          3.89" + 4.28" + 4.67"
         Involves 80 or more participants or
                                                                                                          Formatted: Font: Calibri, Italic
         Has a budget of at least £15,000 or
                                                                                                          Formatted: Font: Calibri
         Provides a potential reputational risk to the Scout County.
                                                                                                          Formatted: Font: Calibri, 12 pt
                                                                                                          Formatted                                      ...
The protocol only applies to events organised by the Scout County (i.e. not Districts), but MEG is able   Formatted                                      ...
to offer advice to the Districts. Neither does it apply to County Section events that are run on a        Formatted: Font: Calibri, 5 pt
stable annual basis to a set pattern, e.g. County Rally, County Explorer Scout Camp, Ardennes             Formatted: Font: Calibri
Adventure, Snow & Ice, etc. should these events incur significant changes of ethos, staffing or
                                                                                                          Formatted: Bullets and Numbering
budgets, then MEG should be made aware of, and monitor, the changes. However, because of
                                                                                                          Formatted                                      ...
increased financial and reputational risks ALL County sponsored overseas events come within the
                                                                                                          Formatted: Font: Calibri, 5 pt
MEG remit for ensuring conformity with BS8848 protocols.
                                                                                                          Formatted                                      ...

                                                                                                          Formatted: Centered, Indent: Left: 0.25"
High Level Process       Organisers of major events should be aware of the following process:-            Formatted: Font: Calibri
                                                                                                          Formatted                                      ...
1.  Organisers of proposed events should obtain outline approval from MEG who will assess the
                                                                                                          Formatted                                      ...
    events feasibility. MEG will appoint a Responsible Commissioner who will support the
                                                                                                          Formatted: Font: Calibri, 5 pt
    evolution of that event and represent that event at meetings of the County Team.
                                                                                                          Formatted: Font: Calibri
2. All Major Events require the express permission and support of the County Scout Council,
    through the County Commissioner and the County Team, before they can be included in the               Formatted: Bullets and Numbering

    Scout County programme.                                                                               Formatted                                      ...
3. An event timeline / project plan should be produced to ensure that adequate planning and               Formatted                                      ...
    preparations can be made to enable the event to succeed. This timeline / project plan should          Formatted: Font: Calibri

    be regularly reviewed by MEG. MEG has no responsibility for the governance or management              Formatted: Bullets and Numbering

    of the Major Event: this line is to the County Team and the County Commissioner, via the              Formatted                                      ...
    appointed Responsible Commissioner.
4. The role of MEG is to provide help and support throughout the life of the event, monitoring the        Formatted                                      ...
    various arrangements and providing advice and reports to the County Executive as appropriate.         Formatted: Font: Calibri, 12 pt

  1. MEG will document and maintain access, via the County website, to all protocols and                  Formatted                                      ...
                                                                                                          Formatted: Bullets and Numbering

Page 2 of 4                               Version 21                    Approved Dec 2008
                          West Lancashire County Scout Council
     Terms of Reference – General Purposes CommitteeMajor Events Group                                  Formatted: Font: 14 pt, Bold, Underline

                policies affecting Major Events and the County’s conformity with BS8848.undertaking
                as requested by the County Executive, those projects and pieces of work that do not
                fit comfortably within the remit of other County Sub – Committees and set up
                standing and ad hoc working groups as requested by the Executive
                                                                                                        Formatted: English (Australia)
2.being the responsible body for operating the County’s Asset Management Procedures and carrying        Formatted: Bullets and Numbering
     out audits within a time scale requested by the County Scout Council

3.being the main point of contact for County Insurance matters, ensuring that adequate insurance is
     in place on a “best value” basis and that a re-valuation takes place every 3 years as a minimum.

4.identifying, developing and raising awareness of issues concerning statutory compliance and           Formatted: Bullets and Numbering
     facilitating the development of the County’s resources to meet these relevant recognised
     regulatory standards.

5.     monitoring initiatives concerned with the County’s IT development

6.leading the County’s Safety in Scouting strategies and bringing important matters to the attention    Formatted: Bullets and Numbering
      of the County Chairman

7.overseeing the County’s administrative / archive procedures.

8.preparing and presenting annual budget proposals for those areas within the GPC remit

The sub-Committee is authorised by the County Executive to make decisions on the following:

1.Developing any initiatives covered in the above areas of remit.
2.5. Operational issues that support & protect the best interests of West Lancashire County Scout       Formatted: Bullets and Numbering
     Council. Examples of these would be in matters of Insurance, I.T., Archiving, Safety Procedures,
     Building Regulations and compliance to a wide and varied spread of legislation.

                                                                                                        Formatted: Font: 12 pt
The sub-Committee has members who are responsible for the following budgets:
          Asset Management

All sub-Committee members are responsible for adhering to the financial procedures as determined
by the County Scout CouncilThrough the Chair, MEG is responsible for:-
                                                                                                        Formatted: Font: 5 pt

Page 3 of 4                            Version 21                    Approved Dec 2008
                           West Lancashire County Scout Council
  Terms of Reference – General Purposes CommitteeMajor Events Group                                   Formatted: Font: 14 pt, Bold, Underline

    1. Major Events Fund.            This fund exists to provide start-up funding for Major Events,   Formatted: Bullets and Numbering
        and to receive repayment of those start-up funds and any undistributed surpluses.
    1. Major Events Budget                   This small budget covers the cost of the conformity
        evaluations and reviews against BS8848 and ancillary expenses.
    2.3.        Advising Leaders/Managers of Major Events on the budgetary control requirements of    Formatted: Bullets and Numbering
        their Event.

1.Meetings                                                                                            Formatted: Bullets and Numbering
                                                                                                      Formatted: Font: 12 pt
1.The MEG sub-committee will normally meet at least termly, and at such other times as business       Formatted: Bullets and Numbering
dictates.4 times a year.

Minutes & Agenda                                                                                      Formatted: Font: 12 pt

Minutes of meetings of MEG shall be agreed with the Members and the County Commissioner, and
shared with the County Team.The sub-Committee must ensure that agendas, papers & minutes are copied   Formatted: Font: 11 pt
into the County Office so they can form part of the County Archive.

Page 4 of 4                               Version 21                  Approved Dec 2008

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