Group Support
Scout Groups are the delivery arm of the Scout Movement, based within the community. The structure and function of a Scout Group is outlined in Part G Scout Groups in the Rule Book. The following pages provide additional resources to assist Group Leaders and committees manage their Groups
Managing Meeting
Group committee meetings follow conventional procedure for meeting. The following attachment provides advice on:
Examples of an agenda and minutes are provided as a guide but maybe be adapted to suit local conditions.
Grants for Groups
Scout Groups sometimes find it difficult to raise money to continue doing their work. Fortunately many organisations provide funds that enable community groups to do their work.
In order to find and secure funding through grants it is important to identify your funding needs and research grants to find the most suitable for your purposes.
- Grant Essential information – all the bits and bobs you need to complete your grant applications.
- Available grants – a summary of some suitable grants, plus links to other grant information.
How to Get a Grant
There are some things that you can do to improve your chances of securing funding.
- Decide what you want to do – have a clear project plan.
- Identify sources of funding – check the Internet, local community newspapers and magazines, and the national press for advertised grants.
- Target your application – check what type of submission is required, talk to the funding agency for more information, read the guidelines thoroughly and strictly adhere to the deadlines.
- Research your submission – assess community needs, locate data and information to support your request, get accurate costings, and canvass local community and political support for your project.
- Take care with presentation – be clear and concise, avoid using jargon, and structure your submission so it’s easy to follow.
- Follow-up and support your submission – make sure it has been received and record all contact with the funding body.
Grant queries
Email your queries to uni@scouts.org.nz
Financial Reporting
Financial and End of Year Reporting for Scout Groups
A key resource for all Group Leaders, Chairpersons and Treasurers is, Managing Group Finance.
The following template will assist treasurers in their task:
* Group Cashbook, and
* Invoice format for treasurers
The Scout Association of New Zealand’s financial year ends on the 30th September, and all Group accounts need to be prepared to this date.
Scout Groups are required to hold an Annual General Meeting (AGM) within three months of the end of the Financial Year (which effectively means before the end of Term Four). Groups must invite the Zone Leader, all Adult Leaders within the Group and all Parents / Guardians of Youth members to this meeting. Notice of such a meeting must be in writing and be made at least 14 days prior to the meeting.
At this meeting the Group Treasurer will present the Financial Accounts for the Group, the Group Leader and Section Leaders will present their reports and a Group Committee will also be elected.
End of Year Financial Accounts
This will include:
- Statement of Financial Performance (Profit and Loss Statement)
- Statement of Financial Position (Balance Sheet)
- List of Assets ( Inventory )
- Either an Audit Report or Statement of Review by a suitably qualified person*
*The Association’s Rules allow for Groups to have their Accounts Reviewed (as opposed to formally Audited). Audits are carried out by Chartered Accountants, and are a complete financial analysis of the Group’s affairs. The biggest problem for Groups in getting an audit done is the cost and obtaining the services of a Chartered Accountant to carry out the audit.
Alternatively, the other option is to have a Review. This is where a “suitably qualified” person looks over the Group’s accounts to determine that all of the required statements balance and all financial activities have been accounted for. Although a review costs significantly less than an audit, or may be carried out at no charge, it does not go into the same depth of analysis.
Although the “suitably qualified” person does not have to be a Chartered Accountant, it must be someone who has a fundamental understanding of accounting practices and therefore shouldn’t be “the guy next door”. There should be some terms of reference for items to be covered in the review.
A copy of the above information must be presented to the Zone Leader. In addition please include the following:
- Photocopy of the most recent Bank statement from each Account the Group has (including any Section Accounts, Special Purpose Accounts (i.e Jamboree or Building Fund) and Investment or Term Deposit Accounts)
- Details of current Insurance Covers i.e. Buildings, Contents. Marine.
Annual Report
At a Groups AGM, each Section and the Group Leader should present a written report to the meeting on what has been achieved in the preceding year. Ideally these reports should include photos of some of the events and activities that the Section has done throughout the year.
Not only does this provide a summary to all other sections and members of the Group, it also serves as a historical document which the Group can look back on in years to come.