Job Specifications
of
2nd Baulkham Hills
Scout Group
PO Box
327
Baulkham Hills,
NSW, 1755
Created October 2007
Revised January 2008
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Version History
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Release date
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Version
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1/11 2007
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Ver. 1.0
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Initial Release
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About this manual
This manual is
still in development. It forms part of the Group Procedures Manual.
Any person who
becomes aware of an inaccuracy of deficiency in this manual may develop a
section for submission to the principal or may put forward that section for
review.
This manual
remains the property of 2nd Baulkham Hills Scout Group, and copies
must not be circulated without permission.
Table of Contents
Group Committee Executive 4
The Group
Chairman 4
The Group
Secretary 5
The Group
Treasurer 6
Group Trustee /
Hall Maintance 10
Group Trustee /
Quarter Master 14
Other
Positions 7
Job Spec -
Fund Raising Sub Committee 7
Job Spec -
Group News Letter 8
Job Spec -
Hall Booking Officer 9
Job Spec -
Job Week Coordinator 11
Job Spec -
Kitchen 12
Job Spec -
Parent Helper 13
Job Spec -
Quarter Master Team - Gas Bottles and Gas Equipment 15
Job Spec -
Quarter Master Team - Water Craft (Canoes) 16
Job Spec - Recruiting 17
Job Spec -
Scout Transport Coordinator 18
Occasional
Tasks 19
Job Spec -
Jamboree Committee TBA 19
\
The Group Chairperson
is elected to act as head of the Group Committee
Duties
- Work closely with and support the Group
Leader.
- Convene the Group Committee, a team of
non-Leaders who provide sound administrative and financial support to the
Group.
- Oversee all activities of committee
members and sub committees of the group committee.
- Maintain and develop the Group as part of
the community.
- Prepare the annual report.
Access
The Group Chair Person
will keep a complete set of keys to the hall
The Group Secretary is
elected to act as Secretary of the Group Committee
Duties
- Provide sound administrative support to
the Group.
- Make information received available to
members of the Group.
- Keep minutes of group committee meetings.
- Keep records that the Group Leader and
Group Chairman require.
- Assist with preparation of the Annual
report.
Budget
Budget is as allowed by the group committee
The Group Treasurer is elected to advise
the Group Committee on financial control and expenditure and to coordinate the
Group’s budget.
Duties
- Comply with the rules of Scouts Australia
and the laws of the land relating to finance.
- Produce an annual budget following
consultation with the Group Council and the Group Committee.
- Monitor the Group’s income and expenditure
against the approved budget.
- Receive and account for all monies in the Group
(including Sections).
- Pay out only as authorized by the Group
Committee.
- Ensure that ‘cash floats’ held by others
are properly accounted for.
- Ensure that accumulated funds are invested
wisely.
- Ensure that proper inventories and
insurance of Group property and equipment are maintained.
The Group Hall and equipment
is for our children to use. It is important to keep the hall in good condition
and repair, to help teach respect of property.
Duties
Tasks would include
but not be limited to:-
- Ensure that the hall is in suitable
condition for use by our children and renters of the hall.
- Ensure that the grounds around the hall
are tidy and safe for use by our children.
Access
- Access key is issued to the Group Trustee
Team
- This task can be handled by a team if so
desired
Budget
- Any requests for work or construction is to be approved by the Group Committee.
- Any major Maintance shall be approved by
Group committee before commencement
- All expenses will be reimbursed by the group (after approval
for major works.)
Note
This is a Group Committee position
The group owns a large
amount of equipment for our children to use on Camps, Outings and other activities
It is important to
keep tabs of this equipment and to ensure that it is in good repair for use and
to help teach respect of property
Duties
Tasks would include
but not be limited to:-
- Check equipment out before camps (meeting
night or departure night)
- Check all equipment is returned after
camps
- Ensure good repair of all equipment
- Undertake annual valuation of equipment
for annual insurance purposes (Feb-March)
- Registration of trailer/s
Access
- Equipment may be stored in the
- Garage
- Shipping container.
- Patrol dens
- Various Hall cupboards
- Leaders room
- Or off site
- Access key is held by QM, Group Leader,
Scouter and Group President
Team
- 3 to 5 people working together (including
Water Craft and Gas equipment) will make this task easier.
Budget
- Any requests for new equipment are to be
approved by the Group Committee.
- Any major Maintance shall be approved by
Group committee before commencement
- All expenses will be reimbursed by the group (after approval
for major works.)
Note
This is a Group Committee position
The group usually runs
several fundraising events through the year to help offset the cost of running
the different youth sections and the hall and maintaining the equipment.
Duties
Tasks would include
but not be limited to:-
- Coordinate the organization of fundraising
events
- Assist with Job week activity planning
- Report to the Group Committee
Access and Storage
- Hall key is held by Group Leader, Scouters
and Group President
- Fete and BBQ supplies are kept in the
cupboards in the passage to the stairs
Team
- This would be suitable for at least 2
people
Budget
- It is hoped that all fundraising activities will be profitable
- All expenses will be reimbursed by the group or from the
profits of the activity
Note
This is a Group Committee position
Fundraising activities could include:
- Scout Job Week
- School Fetes
- Sales from Fundraising catalogues
- Special sales opportunities offered to
Scout Groups
- Sponsored events: walks ,swims ,silences
- Quiz nights or games nights
- Social events: Dances ,Dinners ,BBQ ,
Trivia night
Within the Group,
Communications is important.
One method of this is
to produce a monthly or Term Group News Letter.
A Group newsletter
needs an active Editor who ‘chases a story’. The Editor would be responsible to
the Group Leader and the Group Committee and will need to establish working
relationships throughout the Group.
The Editor does
not need to write the whole newsletter. Everyone in the Group with something to
say will need to do their share.
The
Editor will need to be able to bring it all together in an interesting way and
encourage, or cajole, contributions.
Remember
contributions can come from the youth members themselves. After all they are
taking part in the activities.
Duties
Tasks would include
but not be limited to:-
- Liaise with
- Section Leaders
- Group Leader
- Group Committee
for
- articles about activities,
- info about forth coming events
- other articles of interest
- Print news letter and pass to section
leaders for distribution
Team
- This task can be handled more than one if
desired
Budget
- All expenses will be reimbursed by the group (after approval
for major works.)
Note
This is a Committee position
The group makes the
hall available for use to the community in certain situations. This is also one
of the methods we use to raise money for the group.
Duties
Tasks would include
but not be limited to:-
- Ensure that the building is kept clean
- Liaise with permanent hall booking people.
- Liaise with treasurer that payment are
being made
- Liaise with potential casual hall booking
persons
- Collect booking fee and Bond
- Control the arrangements for opening and locking up the
premises
- Ensure that hall is clean after use and
return Bond
- Monitor the use of electricity, gas, water and other
consumables
- Inspect the building and identify where repairs are needed
- Make arrangements for repairs and pest control to be carried
out - Maintance person
- Identify long term needs for the building - Group Committee
- Liaise with the Leaders about booking to prevent clashes of
hall usage
Access
- Hall key is issued to the Hall Booking
Officer
Note
This is a Committee position
Refer to Hall Bookings Procedure
This is one of the fundraising
events through the year to help offset the cost of running the different youth
sections and the hall and maintaining the equipment.
It is a traditional
event, which the public is aware of and may be supported with advertising from
Branch.
Duties
Tasks would include
but not be limited to:-
- Assist with Job week activity planning
- Receive Job Week Cards
- Issue Cards to Cubs and Scouts
- Collect and account for all cards
- Deposit money with Treasurer
- Return all cards to Region / Branch
Note
This is a Group Committee position
This job is effectively only for a few
weeks around Job Week
The Group Hall is for
our children to use. It is important to keep the hall in good condition and
repair, to help teach respect of property.
Duties
Tasks would include
but not be limited to:-
- Ensure that we have all of the supplies
for a kitchen
- Ensure that other users of the kitchen
have left it tidy
- Ensure that Scout Camp Cooking equipment
is removed from the kitchen and returned to the Scout patrol
Access
- Access key is held by QM, Group Leader,
Scouter and Group President
Budget
- Any requests for new equipment are to be
approved by the Group Committee.
- Any major Maintance shall be approved by
Group committee before commencement
- All expenses will be reimbursed by the group (after approval
for major works.)
Note,
This is a Parent
Helper position
To run a Pack or Troop
night requires many hands to help. Apart from leader and assistant leaders and
special event personal, it is often helpful to have another parent to keep and
eye on activities or prepare equipment for the next event etc.
Duties
Tasks would include
but not be limited to:-
- As requested by leader or assistant
leader.
Team
- It would be desirable to have at least one
parent helper per night although two is sometimes better
Note,
This is a Parent
Helper position
The section leader will approach all parents as required
Due to the scout
associations duty of care rule, the parent helper is not able to run the
evenings events by them selves.
The group owns a large
amount of gas equipment for our children to use on Camps, Outings and other
activities
By maintaining all of
the gas bottles, gas lamps, BBQ’s and stoves between camps there is no last
minute panic when packing for camp.
Duties
Tasks would include
but not be limited to:-
- Have the gas
bottles refilled or swapped after camps (if required)
- Replace any
broken Lantern glasses if cracked or missing
- Ensure that
there are adequate mantles in stock to take to camp
- Ensure that
all gas burners are working
- Report to the
Group Quarter Master
Access
- Gas equipment
is stored in the garage.
- Access is on
cub or scout meeting night or by arrangement.
- Access key is held by QM, Group Leader,
Scouter and Group President
Budget
- Purchase / Maintance requests to be
directed to the QM
- Any major Maintance shall be approved by
Group committee before commencement
- All expenses will be reimbursed by the
group
Note,
This is a Parent
Helper position
The group owns several
canoes and other water craft, which need to be maintained at the current scout
association safety level.
This may be managed by
one parent but may require two or more to carry out any major work
Duties
Tasks would include
but not be limited to:-
- Ensure good repair of Canoes
- Ensure that all scout association safety
requirements are met, ie attached bailing bucket, floatation etc
- Arrange annual re-certification of Canoes
(annually in August)
- Report to the QM
Access
- Canoes are stored in the shipping
container.
- Access key is held by QM, Group Leader,
Scouter and Group President
- Canoe racks for the trailer are stored in
or on the container.
Budget
- Any major work should be approved before
commencement
- Any major Maintance shall be approved by
Group committee before commencement
- All expenses will be reimbursed by the
group (after approval for major works)
Note,
This is a Parent
Helper position
Duties
Tasks would include
but not be limited to:-
- Assist the Group Leader and Group
Committee in youth and leader recruiting activities as required. , such as
- Banners at Group activities
- Signs at or near schools
- Adverts in school news letters
- etc
Team
- This task may be handled by more than one
if required
Budget
- All expenses will be reimbursed by the group (after approval
for major works.)
Note
This is a Group Committee position
To assist the Scout
Troop when they arrange to go away for the week end, it is helpful to have a
person de
Duties
Tasks would include
but not be limited to:-
- Talk to the leaders and
- Determine the number of children
attending
- Determine transport requirements, cars,
trailers, 4wd etc
- Determine departure time
- Talk to parents
- Determine who is driving for each end of
the activity
- Allocate children per vehicle
- Determine transport cost and method of
distribution
Budget
- Transport cost are shared between all
drivers and paid by the parent for each child attending.
Note,
This is a Parent
Helper position
Duties
Tasks would
include but not be limited to:-
- Assist the Group Leader and Group
Committee in youth and leader recruiting activities as required. , such as
- Banners at Group activities
- Signs at or near schools
- Adverts in school news letters
- etc
Team
- This task may be handled by more than one
if required
Budget
- All expenses will be reimbursed by the group (after approval
for major works.)
Note