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
ScoutHub. NSW. Group details & Trainee Leaders modules completed etc
On Demand Training for trainees, existing leaders, adult helpers, committee members. use ScoutHub 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 Trial membership, welcome email & tracking onboarding
Welcome email sent to parents (can be on ScoutHub)
Week 1 & 2 visits, week 3 talk re intro to scouting with youth & parents,
Register & Pay as "New Member" and 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
Also NSW site Do some promotions every year
Leader Support Guides. See Scouts NSW
REPEAT THE ABOVE EACH TERM
Membership fees billed with State. January & July
It is important to decide on the fee structure by 30th November so that invitations to renew will be correct and Payment Classes updated.
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 Records books or 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 with Unit, leaders, committee etc
Can be sent to new members, Units and District leaders
Gives the members 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 email all members
or Issue a permission form
GLs Log onto ScoutHub. State database
Scouts Australia for On Demand Training
Queries to State office Training