Transcript Slide 1

Module 09 of the series
for Group Leaders
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09 About this self tutoring module
This interactive module
is based on the New
Zealand publication
called “ An Operating
Guide for Managing a
Scout Group”.
There are 9 of these interactive
modules in the series and they may
be downloaded free of charge from
this website:
region1.scouts.org.nz/
It is designed for Group Leaders
who are unable to attend a
training course, or who prefer to
learn at their own pace at home.
Note:
Click the BACK and NEXT buttons
to navigate through the module.
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09 Protecting Scout Assets
Some of these topics have been
explained or touched upon in earlier
modules, but it’s worth mentioning
them again.
As you review the information in this
module reflect on what is happening
in your Group and think about any
changes that might be beneficial.
Group Leaders are in many ways the
‘Gatekeepers’ of the Movement
because they are working at the coal
face of Scouting.
The topics are:
1. Brand image
2. Financial procedures
3. Property management
4. Equipment management
5. Graffiti Control
6. Group Insurance
7. Equipment Insurance
8. Risk Management system
There is no one better placed to
encourage observance of the rules and
procedures designed to keep our
members and assets safe.
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09 Brand Image
SCOUTS has developed a solid brand over
the last 100 years and is serious about
protecting it and the images that support it.
If in doubt about how to use the
branding appropriately, contact your
Zone Leader and seek guidance.
The current brand images were updated and
launched in March 2009 using the
‘ADVENTURE PLUS’ tagline, ‘SCOUTS New
Zealand’ and the ‘World Scout Logo’.
A document called “Brand Guidelines” is
available from the Regional Service Centre
and the SCOUTS Web Site. It sets out how
the brand, logos and other images are used
in books, newsletters, correspondence, slide
shows, business cards, signs and press
releases etc. (Remember to logon)
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Uniforms are part of the brand
image and should be worn correctly
so that our members always look
smart in public.
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09 Protecting Group Finances
Finance is probably the asset that
causes the most concern for the
Movement.
Groups and leaders can be very casual in
the way they handle finances and often
leave room for treasurers and leaders
who are under some financial stress to
“borrow” Group funds. Needless to say
this always leads to ‘tears’ and in most
cases the involvement of the Police.
SCOUTS New Zealand have very good
‘Fact Sheets’ on managing funds (Fact
Sheet 1205 Security of Cheques, and Fact
Sheet 1220 Managing of Bank Accounts).
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These are available on the web site
under ‘Resources’ and is recommended
reading for Zone Leaders and Group
Leaders. Ignore the advice given in the
fact sheets at your peril.
A point worth considering is to make
the Group bank account a ‘Business
Account’ so that the treasurer can set
up payments online, and the Group
Leader can then go online and approve
them.
While you are at it, allow all leaders
and Committee members access in
‘View Only’ mode so finances are
totally transparent.
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09 Protecting Group Finances
Some of the key requirements for handling
SCOUTS funds are listed below:
1. All bank accounts are to be named in
the format: “The Scout Association of
New Zealand XXXXXXX Group”.
2. All cheques must be signed by two
signatories. No exceptions.
3. All funds received must be receipted
and banked.
4. Annual accounts showing the Group
financial position as at the 30th
September each year must be
completed, checked by a qualified
person and a copy given to the Zone
Treasurer or the Zone Leader no later
than 1st December each year.
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5. The pre-signing of cheques is not to
occur under any circumstances.
6. Separate accounts for Kea, Cub
Scout and Venturer sections are to
be sub accounts of the main Group
Bank Account and the Group
Treasurer must be one of the
signatories. Usually two leaders in
the section are also given signing
authority.
Warning: A Scout Group cannot legally
loan money to a leader or other member
of SCOUTS.
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09 Protecting Buildings and Halls
Buildings and the signage displayed on them
are in effect our shop window.
Regrettably, many of the Scout owned
buildings are now becoming very old and
shabby and do not reflect well upon the
Movement. Group Leaders with old and
shabby buildings situated on Local Body
reserves will find they quickly get on to a first
name basis with the Local Council Property
Manager, especially when leases are due for
renewal. Needless to say, the Property
Managers do not like shabby halls on council
reserves and have the authority to request us
to remove the unsightly hall from their land.
SCOUTS have a standard for hall
signage. Most Regional Service
Centres have an arrangement with
a local signwriter to produce signs
of about 1500mm x 1000m on
Alucobond Sheet as shown below.
The price range varies between
$200 and $300 per sign.
(You may need up to $15,000 to demolish a hall).
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09 Graffiti Control
We need to be proactive and remove
graffiti immediately, wash or repaint the
buildings and signs, preferably the same
day. Also keep the lawns mown.
Ideally a person on the Group Committee
should be appointed to manage the
building and to co-opt people to assist
when needed. Some Councils have a
team paid to paint out Graffiti so you may
choose to use them.
Consider planting hedge like plants
trimmed to 1.6m high or a climbing rose
along the sides of the hall to make the
walls unappealing to vandals.
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Sets of wide steps up and into a porch
at the hall are a perfect place for local
youth to congregate and get in to
mischief. Eliminate the ‘gathering
space’ with a security gate,
particularly if the space is covered by
a veranda , and it will usually
minimise the vandalism.
Note: Where our halls are in public
view, the ‘anti graffiti’ painters will
usually repaint it immediately. If the
hall is on a reserve and out of site, it
will seldom get painted promptly, if at
all.
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09 Property Maintenance
An approach that seems to work well is
to select two families who are prepared
to share the mowing of the lawns,
washing the paint and signs and
replacing light bulbs etc. These families
are then offered a discount on their fees,
usually the same fee as paid by leaders
for their children.
The older halls do not usually need a
“Warrant of Fitness” unless having a
specified system, e.g. Fire Alarm, or have
undergone recent alterations requiring a
building permit, but any new halls built
need to have an annual ‘Warrant of
Fitness’ which is required by the local
council.
Families suffering from economic stress
often respond positively to an approach
like this as it’s a ‘win win’ situation for all
parties. It works particularly well for
parents with bigger families.
If your hall periodically hosts 100 +
people, you will need to complete a
formal evacuation plan and register it
with the NZ Fire Service. (See their web
site for more details). Your Zone Leader
can get help to complete this.
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09 Protecting Equipment
The amount of equipment held by SCOUTS
is amazing. Most Groups have a range of
camping equipment including at least 4 or
5 tents and a myriad of pots, pans, cooking
utensils, barbeques and water containers
etc.
Others have sailing cutters and canoes
along with sails, oars, paddles and
lifejackets. The potential for this equipment
to go missing is quite high, but past Group
Leaders were generally the people who
raised the funds to purchase the gear and
they tended to keep a close and possessive
eye on it.
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A list of all assets of the Group should
be attached to the annual accounts
with the date of purchase if known
and the purchase price.
It’s prudent to review the age of the
equipment each year and prompt the
committee to make plans for replacing
items nearing the end of their life
cycle.
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09 Group Insurance
Groups must not let insurance policies
lapse. Scout Halls are usually located on
reserves or on isolated areas away from
dwellings and as such are vulnerable to
breaking and entering and arson attacks.
Most Scout Halls are currently insured
either with an insurance broker (Jardine
Lloyd Thompson Ltd) who has an
arrangement with the National Office,
or with a scheme managed by the
Regional Scout Office based in Auckland
and with NZI. Both are similarly priced
and competitive.
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New halls are generally insured for
replacement value, but old halls that
SCOUTS would not normally replace are
usually insured for a fixed sum
(Indemnity). The cost of demolishing a hall
damaged by arson may be around $15,000
(2014 terms) so insurance for at least
$30,000 or so on very old halls is essential
in order to cover equipment lost as well.
Each year it’s getting more difficult and more
expensive to arrange insurance cover for Scout
Halls. Be aware that before long SCOUTS will
have to find ways of making halls more secure
and less prone to arson and burglary as full
insurance cover may become a luxury.
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09 Equipment Insurance
Sailing cutters, Sunburst yachts, kayaks,
patrol boats, trailers and related items are
insured under a marine policy.
Some policies have exclusions for insurance
cover on boats when they are racing.
New camping equipment should be insured
for the first five years or so.
Contacts for insurance quotes:
Jardine Lloyd Thompson Ltd - phone 03 366 4866
Scout Service Centre Auckland – phone 09 827 5519
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09 Risk Management System
Training on the Scout Risk Management
System is carried out during the Initial
Training all Leaders are required to
undertake.
The Group Leader checks and approves
each Activity Intention Sheet, seeking
guidance from experienced leaders and
advisors when needed.
The training includes the following:
1. Awareness of the risks applicable in
Scouting.
2. The Activity Intention Form. (AIS)
3. The RAMS form.
4. An incident reporting form.
For adventurous activities with
significant risk factors, the AIS is
forwarded to the Zone Leader for a
double check and approval.
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Activities taking place in another Zone
need to be forwarded to the Zone
Leader for that Zone five days prior to
the event taking place.
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09 Check your understanding
Click what you believe is the correct statement
1. Can Scouts do online
payments from their bank
accounts?
No they cannot because they need two
signatures and this cannot be achieved online.
Yes they can if they change the account to a
business account with a payment approval step.
2. Can a Group modify a Scout
Logo for their Group?
No they cannot. The logos and banners must not
be changed or amended.
Yes they can.
3.
Is Insurance for Scout halls
now optional?
All Scout owned halls must be insured for either
full or indemnity cover.
Yes it is optional due to the high cost.
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09 This module is complete
Congratulations. You have completed
the Group Leaders training module 9
Please click on this link and advise the Zone Training Leader.
The modules in this series are:
• GLs Support – 1. Scouts is a value based organisation
• GLs Support - 2. The Group, the committee, the AGM and you
• GLs Support - 3. Recruiting and inducting adult volunteers
• GLs Support - 4. Supporting your Group team
• GLs Support - 5. Leading by example
• GLs Support - 6. You are not alone
• GLs Support - 7. Communicating effectively
• GLs Support - 8. Planning and development
• GLs Support - 9. Protecting SCOUTS assets
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EXIT
Correct !!!
Well done, you understand SCOUTS approach on this.
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Sorry !!!
This is not the best answer.
A bank business account has a two step approval
process that is the electronic equivalent of the two
signatures. Note however, that not all banks offer
this facility to SCOUTS.
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Sorry !!!
Scouts are very protective of their brand and
public image.
Do not change a logo or the colours when
using SCOUTS branding.
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Sorry !!!
SCOUTS property must be insured for either
indemnity insurance of about $15,000 or more to
cover removal of the building and reinstatement of
the site in the event of an earthquake or fire, or for
a sum that will cover replacement of the building if it
is damaged.
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