THE BOYS' BRIGADE QUEENSLAND

Purpose Statement: The purpose of The Boys' Brigade in Australia is to provide, in cooperation with the local church, a supportive Christian community for boys and young men to assist in their Christian growth, balanced personal development, and leadership training, and to assist the church reaching out into the community.

OPERATIONAL GUIDELINES

This document should be read in conjunction with The Boys’ Brigade Queensland Constitution
(as amended 12 March 2000)

CONTENTS:

1. Structure of the Boys’ Brigade Queensland Council

2. Directorate and Committee Structure

3. Roles and Responsibilities of the Office Bearers

4. Guidelines for the Queensland Constitution

5. Operational Guidelines Amendments

ISSUE 1 27/8/2000

SECTION 1 - QLD COUNCIL STRUCTURE

The Queensland Council (consisting of all registered Officers) has ultimate responsibility for the oversight and development of the ministry and operations of the Boys’ Brigade in Queensland.

The principle areas of focus for the Council are:

Delivery of training programs for Officers and Boys

Establishment of new Companies

Support and development of existing Companies

Promotion of the Movement in the community and the churches

The Council elects the Office Bearers who together form the State Executive. This group has responsibility to carry out the ongoing management of the Boys’ Brigade on behalf of the Council. The work of the State Executive is divided into Directorates with a committee structure to assist in the day-to-day management of each portfolio. Certain responsibilities are delegated to the State Executive Officer. The roles and responsibilities of each Office Bearer are detailed in Section 3 of this document.

The Executive Officer as a paid servant of the Movement reports to the State Executive.

THE BOYS' BRIGADE QUEENSLAND - OPERATIONAL GUIDELINES

SECTION 2 - DIRECTORATE & COMMITTEE STRUCTURE

The Directorate structures detailed in this Section are designed to meet the organisational requirements for the operations and ministry of the Boys’ Brigade Queensland. The Operations, Training and Development portfolios are the main focus of the ministry with the Finance and Property portfolios supporting the efficient delivery of the services. The diagrams indicate suggested structures for each Directorate, recognising that each Director may choose to vary the structure to best suit individual abilities and skills of committee members appointed. Committees or Task Groups are appointed as appropriate to carry out the functions listed under each heading.

DIRECTORATES

Each Director is responsible for fulfilling the aims and goals of the Directorate. Directorate functions detailed in this document are not a complete list but do cover the minimum work required for the proper functioning of BB Queensland.

The Directors will determine the staffing of the Directorates. The number of Committees and the membership requirements will always be determined by the tasks and the specific responsibilities required of the Directorate and the needs of the portfolio.

As the work of the Directorates interlocks to a degree, it is expected that there will be considerable liaison between the Directors in the delivery of programs and support for the Companies. However each Directorate shall be staffed by a variety of personnel with a majority being drawn from the membership of the Movement. Therefore a Director or committee member would not normally serve on another Directorate committee. This guideline may temporarily be set aside for a specific period due to the skills and abilities of one Director meeting a need (eg. Short term vacancy) in another Directorate. This situation would be monitored by the State Executive.

Directors are to present their Directorate structures and prospective membership to the State Executive annually along with a budget to assist in the orderly management of the finances.

In fine-tuning the organisational structure, the Council may decide to vary the specific focus or responsibilities of a Directorate, but only after a consultation process involving the Director concerned and his/her committee members. Such a move would ideally be recommended to the Council following the agreement of the State Executive and may require amendments to these guidelines and the Constitution.

COMMITTEES

Committees are appointed, as determined by the Directors, to cover the detailed planning and delivery of the programs in accordance with the aims and goals of the Directorates. These include the staging of state events and the support of Officers and Companies in the ongoing provision of resources.

The number of committee members needed will be determined by the specific abilities of the members and the needs of the portfolio. A minimum of three members is recommended. To have balanced representation on the committees, membership should be ideally drawn from a number of Companies spread across Queensland and also across the Battalions and Group Councils. Retired Officers and personnel outside the Movement with specific skills could also serve on Directorate Committees, but should not make up the majority of the Committee membership. The use of modern communication should allow country Officers to participate in these committees.

Committees would be given clear goals and duties to be carried out each year and would be accountable to the Director for fulfilling these duties. Committees are to consult regularly and report at least monthly to their Directors on progress of their work.

Committee members are appointed annually by the State Executive on the recommendation of the Directors.

Directors are to present their committee/task groups structure and prospective membership to State Executive for approval within 3 months of elections ( Clause 10a)

TASK GROUPS

Directors may choose to appoint a task group for a specified time frame. Having completed their task, the group would present a report to the Director and then be disbanded.

Groups would be appointed for two main reasons:

To carry out a specific task or tasks

To complete the same or similar task each year (eg. Organizing a camp/special event)

Task groups have the same operational and reporting guidelines as for committees.

BOARDS

Boards are established as reference groups with specific expertise amongst the membership. The main role of these boards will be to assist Directors and the Brigade at state level to carry out the Ministry of BB in a lawful and effective manner.

Boards would meet only occasionally as requested but members would be people who are known to the Movement and who are available to give of their time and expertise on such areas as regulatory matters.

Two boards have been mentioned in these guidelines. These are:

Legal Advisory Board

Financial Advisory Board

EDAGIRB Pty Ltd

Edagirb P/L is a registered company that has been set up by The Boys’ Brigade Queensland to facilitate the ownership of all property in the name of the Brigade at state level. The Board of Directors is made up of current and former members of the Brigade. The board, whilst it may act in its own right, does so under the direction of the Queensland Council and the State Executive.

DEVELOPMENT DIRECTORATE

ROLE: Manage the programs of extension and promotions to the churches and community

 

Development Director

Internal Development/Communication				Extension		External Communication
BB News Bulletin BB QLD Web Publications Liaison through V/Pres to Battalions/GC’s Liaison with BBA and BB International as needed Liaison with Stedfast Association Liaison/Joint Control (GB) of the Massed Band				Development & Implementation of New Company Extension Plan		Liaison with Denominational leadership Communicate with Denominations eg. newsletter Communicate with local churches eg. newsletter Communicate with Christian Schools eg. newsletter Communicate with former BB members eg. newsletter Liaison with GB as needed Liaison with Youth Advisory Council, QYA, MYO, etc., as needed Liaise with media as required

OPERATIONS DIRECTORATE

ROLE: Support Companies in their work by the provision of programs, resources and activities 

 TRAINING DIRECTORATE

ROLE: Deliver appropriate training to equip Officers, Leaders and Boys to carry out the Ministry of the Boys’ Brigade within the church and the community

PROPERTY DIRECTORATE

ROLE: Provide direction and strategies for the efficient maintenance and upkeep of all properties operated by The Boys’ Brigade Queensland.

FINANCE DIRECTORATE

ROLE: Management of the financial operations of The Boys’ Brigade Queensland at State level

EXECUTIVE OFFICER

BATTALIONS & GROUP COUNCILS 

SECTION 3 - ROLES and RESPONSIBILITIES OF OFFICE BEARERS

The guidelines in this section list, but not limit, the roles and responsibilities of the Office Bearers of the Queensland Council.

PRESIDENT

The President’s role is to manage the organisation at State level and to maintain oversight of the Directors.

The President has responsibility for: Representing the Movement at official functions

Raising the profile of the Boys’ Brigade within the community and the Christian churches

Providing encouragement to Officers and Boys

Presiding at Queensland Council and State Executive meetings

Oversight and management of the employment conditions of all paid staff

DEPUTY PRESIDENTS

The role of the Deputy Presidents is to work closely with and through Battalions/ Group Councils, fostering relationships and acting as channels for feedback to the State Executive. Ideally one Deputy President will focus on Companies and Battalions/ Group Councils in the South East corner of Queensland while the other will focus on the regional and rural Companies. Such division of duties shall be by mutual agreement between the President and the Deputy Presidents. Suitable Officers could be called upon to assist the Deputy Presidents is these duties.

One of the Deputy Presidents will deputise for the President when necessary.

 CHAPLAIN

The main role of the State Chaplain is to be an encourager to the Officers and Boys in the Movement and member churches.

Some specific roles include:

Working with, supporting and encouraging the Office Bearers in their roles

Support individual Boys, Companies and churches as the opportunities arise

Acting as an ambassador for the Movement promoting the Brigade in church community

Development Director

Role: The Development Director shall lead the Directorate team and manage the programs of extension and promotions to the churches and community.

Specific responsibilities include:

Develop and maintain a program for ongoing communication within various levels of the organisation

Develop and oversee a plan for ongoing extension of the Movement

Develop and maintain a program of relationship with churches, community and other organisations

Operations Director

Role: The Operations Director shall lead the Operations Directorate and support Companies in their work by the provision of programs, resources and activities.

Specific responsibilities include:

Oversight of the work of committees for Anchor Boys, No.1 Section and No.2 Section

Monitoring the operation of the Awards Schemes

Responsibility for the running of activities at State level such as No 1 Sect. Camps, Soapbox Derby, Craft Competition.

Oversight of the work of the D of E Award Area Committee

Liaison with Deputy Presidents and Battalion / Group Council Presidents to assist in maintaining Company health

Determine the skills and accreditation needs for Officers

Liaise with the national Operations Director on national policy matters affecting Operations activities

Work with the Legal Advisory Board to ensure Brigade operations are conducted at best practice within the legal and legislative environment

Property Director

Role: The Property Director shall lead the Property Directorate and provide direction and strategies for the efficient maintenance and upkeep of all properties operated by The Boys’ Brigade Queensland.

Specific responsibilities include:

Ensuring appropriate Health, Safety and Environment requirements are met

Preparation and oversight of the property maintenance budget

Oversight of maintenance program for all properties

Training Director

Role: The Training Director shall lead the Training Directorate and deliver appropriate training to equip Officers, Leaders and Boys to carry out the Ministry of The Boys’ Brigade within the church and the community .

Specific responsibilities include:

Development of training packages as needed by the Movement

Monitoring of accreditation requirements for Officers

Delivery of training packages as needed for new Officers, and continuing Officers

Delivery of training packages for Boys as required

Oversight of Leadership training for Boys

Liaison with other Directors to determine training needs

Maintenance of database for training qualification/accreditation of Officers

Database for Officers undergoing training

Database of external resources for training eg. SU, OAC

Liaising with the national Training Director in the development of national training programs and resources

Finance Director

Role: The Finance Director shall lead the Finance Directorate and provide management of the financial operations of The Boys’ Brigade Queensland at State level.

Specific responsibilities include:

Monitoring on the status of the finances and regularly reporting to the Council and State Executive

Advise on legal matters pertaining to finance

Advise on legislative requirements pertaining to finance

Preparation and oversight of the annual budget

Oversight of the major funding development initiatives

Chair the meetings of the Finance Advisory Board

Work with the Financial Advisory Board to ensure best practice is identified and continuously improved

Boys' Brigade Australia Representitives

These appointments are to be made from the membership of the State Executive. Care should be exercised by the State Executive to ensure that the representatives have the appropriate skills and a good working knowledge of the Movement at Company level. It would be ideal for the representatives to be serving Officers or be able to freely consult with Companies so that current attitudes and thinking will be represented at Australian level. ( Clause 6d)

The number of representatives is determined by a formula based on membership that is laid down in the Boys’ Brigade Australia constitution.

SECTION 4 - GUIDELINES FOR THE CONSTITUTION

The guidelines in this section should be used to interpret the Constitution of the Boys’ Brigade Queensland. While in most cases restrictiveness has been left out of the Constitution to provide flexibility, this must be seen to be within the limits of common sense and proper and efficient functioning of the Movement.

Election of Office Bearers

Companies that are up to date with their subscriptions can exercise one vote in Council elections. State Executive members cannot vote in these elections unless they are holding a direct or proxy Company vote. ( Clause 6)

Term of Office

The Council determines the term of office for the Office Bearers. Currently the term is for one year (between Council AGMs).

Casual Vacancies

When a casual vacancy exists on the State Executive, this position can be filled by a State Executive appointee for the remainder of the original term. This appointment is required to be ratified by the Council at the earliest opportunity. ( Clause 8)

SECTION 5 - AMENDMENTS TO OPERATIONAL GUIDELINES

Amendments to this document must be approved by simply majority of the Queensland Council at a duly constituted meeting with the amendments being advertised as business-on-notice. ( Clause 10.b)

Table of Amendments

Issue	Date	Amendments
Issue 1	27/8/2000	New issue approved by Qld Council 27/8/00