Building a Better Scout Group - Best Practice.
Suggested basic steps to get up and running and have an understanding of what should be happening in all the various sections & committees (with new GLs in mind).
Do this in conjunction with your District Leaders
New to the GL role ? lets get the basics going to Build a Better Scout Group & work through all the steps over the next few months. Collect details from the following.
Group Council meeting. All leaders, PLs etc Intersection activities, Group activities, District, Region options. Ideally monthly as there is lots to discuss.
Group Committee meeting. Chair, treasurer, secretary, hall hire, GL etc & maybe 1 invited leader each time. Discuss Group & family activities, fundraising, promotions, membership & Annual fees. Impress on every parent that they need to help out with some activity every term. Send out the "WhatCan I do to help" list.
District Section meetings. Seeonee etc District activities, hikes, camps, leadership courses. Samples
Planning In the Group made Easy. 3 year planning NSW Form M7
Patrol & Unit meetings. What do we want to do. Agenda & minutes samples
Term programs decided & printed and issued to all members. Program shows dates & activities for Record Book. Update books twice a term. Terrain or s/sheet updated. Program shows patrol meetings and Unit council dates, also Milestone Challenges, OAS, SIA etc. GL makes a summary of the various Section activities from the programs so everyone can see what is happening each week. Samples attached
Record books and Terrain Used to engage the scouts with their activities
Operoo or Permission "forms" Issued at the start of the term. To be accepted/declined within 2 weeks of issue. This gives the leaders and PLs time to plan their hikes, camps etc (food, transport), not at the last minute.
Terrain Scouts Australia Program Resources
Congratulations, the sections are up & running & everyone knows what is going on in the Group for the next 3-12 months STEP 5
Scoutlink. NSW. Group details & Trainee Leaders modules completed etc
On Demand Training for trainees, existing leaders, adult helpers, committee members. use Scoutlink etc to keep in touch with member training.
The sections now have interesting & exciting activities and the youth are telling all their mates & inviting them to come along. Don't let them down. Meet the parents, send a welcome email, invite them to be at the hall for 4-6 nights & invite the family to the investiture.
New chum's form, Welcome email
New chum form completed on night 1. Basic details for GL.
Welcome email sent to parents.
Week 1 & 2 visits, week 3 talk re intro to scouting with parents, Invoice issued, week 4-5 invested.
Parent & Youth initial Interviews Introduction to scouting
Interviewing parents & children
Suggested jobs on the committee
Interviewing new leaders & training Step 1, 2, 3 & ongoing training
20+ Promotions for the Group. See this website "Promotions" tab
Do some promotions every year
Leader Support Guides. See Scouts NSW
REPEAT THE ABOVE EACH TERM
Membership fees billed annually. Sample spreadsheet
It is important to decide on the fee structure by 30th November. This will allow timely billing of the fee invoices early in the following year.
Advantages of a printed program
PLs & members can see the program, who is on duty & leading activities
New members are fascinated by the variety of activities & tell friends
Easy access for parents to plan their family activities
Members can use it when updating their account in Terrain
Useful when preparing permission forms
Can be put in a school newsletter
Can be stuck on the hall/den notice board
Can be stuck on the fridge or in bedrooms
Can be added to websites
Can be used when discussing the program at Councils (Unit, leaders, committee etc )
Can be sent to new members, others Units and District leaders
Gives the members/leaders satisfaction in seeing how their planning comes together
District leaders can see what the Units are up to & plan visits accordingly
Is a template for new leaders either joining or taking over the Unit
Great for handouts on promotion days
See Scout Shop and pr.scouts.com.au
Operoo. Create an Event and mail all members
or Issue a permission form
GLs Log onto Scoutlink. State database
Scouts Australia On Demand Training
Queries to State office Training