12th New Westminster Scouts - User contributions [en]

Forms

2025-12-05T00:29:37Z

Tashalory:

==Expense Claim Form==
We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts. The form can be downloaded in Excel format by clicking [[Media:Expense claim form - v1.6.xlsx |here]].
 
 
Please fill out the expense form using one line per receipt, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached. The Treasurer will mail a cheque or have it available at the next Group Committee meeting.
 
 

==Income Report Form==
To submit your Section's cash income (excluding any payments using the Square system), please fill out an income report form, which can be downloaded
[[Media:Income Report form - v1.6.xlsx | here]].

For income like camp fees, Apple Day revenue, or the year-end reconciliation of a Section's petty cash, please fill out an income report form and submit it, complete with all cash and cheques, to the Treasurer at a Group Committee meeting or contact the Treasurer to arrange for an alternative way to submit. Rather than retyping all the names of the kids/etc. into the spreadsheet, simply attach the ScoutsTracker event list to show where the fees are coming from.

==Adventure Application Form==
The Adventure Application Form replaces the Camping and Outdoor Activity Application form (COAA). An AAF needs to be completed for any activity that takes the Section away from their regular meeting place. The adjacent park to a meeting place is considered part of the regular meeting place.
 
 
The AAF is intended to assist the Scouters to consider important things associated with the Adventure including an Emergency Plan (first aid, allergies, route to nearest hospital, etc.), Planning (age appropriate, meals, equipment, transportation, etc.), Communication (parents briefed, etc.) and Training (Scouter skill, etc.) to ensure that the Scouters are fully prepared to do the activity.
 
 
The AAF is required for:
* all camps,
* hikes,
* bike trips,
* canoe trips,
* [[Jamboree on the Trail]],
* [[Coho Night Hike]],
* [[Beaveree]],
* [[Cuboree]],
* a sleepover at the Planetarium,
* outings like laser tag, rock climbing,
* [[The Great Canadian Shoreline Cleanup]],
* parades like Hyack Parade, [[Remembrance Day]] parade, [[Santa Claus Parade]],
* the Beaver sleepover at the Science World,
* etc.
An AAF is not required for non-camping and outdoor activities such as:
* a tour of a building,
* fundraisers like Apple Day, popcorn sales, or [[Bottle Drive|bottle drives]],
* going swimming at a pool where there is a lifeguard,
* the [[Kub Kar Rally]] at a mall, the New Westminster Quay or the Area Rally.
Even though an AAF is not required for some activities, Scouters should definitely have an Emergency Response Plan in place. This is especially important if attending events where a youth could get lost. The AAF is certainly a tool that can be used for this purpose if desired.
 
 
The AAF is filled out using ScoutsTracker by the Scouter-in-Charge of the Adventure. The completed form must be approved by the Group Commissioner and a copy retained by the Scouter-in-Charge, along with all other paperwork for the course of the activity. For all-Section or multi-Section camps or Adventures, we typically have one Scouter-in-Charge of the whole Adventure, but individual Sections will each need to complete an AAF with the Section Scouter signing the Section AAF listed as the Scouter-in-Charge of that Section.
 
 
When using ScoutsTracker to submit an AAF, it MUST be submitted at least the day before the event. ScoutsTracker will not allow it to be submitted on the day of the event.
 
 
When an AAF is submitted for approval, it is that version that gets approved. If an event is changed after it is submitted, this information is not part of the approved AAF unless the AAF itself is re-submitted.
 
 
To complete an AAF, first completely set up the Event in ScoutsTracker including:
* "Plan – General Details" includes details about the Event including dates, location, description, Scouters notes, transportation plan, and any attachments like packing lists, etc.
** Fill out the section for Transportation Plan (e.g. "Parents will be dropping off at 6:45p.m. on Friday and picking up on Sunday at 11:00a.m. Scouters will not be transporting youth other than their own unless they are 2 deep.")
* "Plan – Program" includes information on the program area, what badges will be worked on, etc.
* "Plan – Participants" includes information regarding sign-ups, defining the cost for attendees, allowing “Other Participants”, etc.
** Enable sign-up so parents can indicate if their kids (and themselves) are going.
** If parents are attending the Event, they should be listed as “Other Participants”. Note that only the Parents who are “Active” will appear on the list of Other Participants who are allowed to attend the Event. If the Parent is not shown (i.e. they have not completed their screening), contact the Registrar to confirm their training. There is no functionality in ScoutsTracker to differentiate the Other Participants with a “Parent Overnight” or “Parent Helper” role so we are restricting it to only show Other Participants who are active in a “Parent Overnight” role.
** Check “Allow Guests” so a camp fee can be assigned for "Other Participants" attending.
* "Plan – Risk Management" includes information on the Risk Category, the required safety qualifications, an Emergency Response Plan, names the Scouter-in-Charge, etc.
** Set the Risk Category of the Event (1/2/3).
** Set the safety qualifications for the Event (e.g. two Scouters with SFA).
** Develop an “Emergency Response Plan” and add it to the Event as an attachment. The size and complexity of the Emergency Response Plan is related to the complexity of the Adventure. At a minimum, include a Google map showing the route to the nearest hospital, how to contact emergency services, how to contact parents in case of emergency, etc. We are in the process of developing examples.
** Assign a Scouter-in-Charge.

Once the Event is completely planned, an AAF can be created by following the link to the "Adventure Application Form" in "Plan – Risk Management" section.
* In the Event, select AAF>New to set up a new AAF. This generates an AAF for the event.
* Review the AAF in detail to see that everything is covered.
* Check the appropriate checkboxes.
* Review each item of the AAF in detail.
* Select “Include Emergency List” if you want to have contact phone numbers listed on the AAF (this is a good idea).
* Continue to update the details of the AAF until you are completely satisfied.
* When you are finished, click on “submit” and it will be emailed to the Group Commissioner for review. After it is approved by the Group Commissioner, a copy is emailed to the Scouter-in-Charge and a copy is also automatically sent to the Scout Canada for filing.

Notes:
* You can add a document to the Event and make it only visible to the Scouters and be included in the AAF. Events can have other attachments like packing lists that are visible to everyone and do not appear on the AAF.
* If something is not applicable, don't tick it off.
* The Scouter-in-Charge needs to have the Scouts Canada Participant Enrollment forms for all youth, Scouters and parents attending. This is available from myscouts by going to your Section and clicking on the “Quick Reports” tab and then the “Member Details Report”. Note that the Member Details Report is generated by Section and cannot be created for the whole Group in one shot.
* Signed [[:File:hold_harmless_individual.pdf | Hold Harmless]] forms for any youth attending who are not registered with Scouts Canada (e.g. younger siblings or friends) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* Any forms specific to the camp/activity (e.g. registration forms for a Jamboree) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* [https://www.scouts.ca/f/7134 Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* If required, an AAF can be updated after it has been approved by the Group Commissioner. This requires that a second AAF be generated and approved and the Event will end up with two approved AAFs.
 

ADDITIONAL NOTES
* I haven’t figured out where to have ‘other youth attending”, i.e. younger siblings. The AAF has a section for this, but the Event doesn’t appear to allow it. The [[:File:hold_harmless_individual.pdf | Hold Harmless]] and [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] forms should be scanned and attached to the event.

 
For Camps where our youth go with a different Group, the AAF form is completed by the Scouter-in-Charge of the Adventure. For example, if several of our youth attend a Venturer Camp with another Group because we don’t have the leadership available to go, we should provide the myscouts printout (registration and medical information) to the Scouter-in-Charge in the other Group. Our Section leadership should meet and feel comfortable with the other Group leadership team going to the event. For Skeeter in 2016, we provided a [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] filled out for each youth attending and the Group that took our youth was happy with this.

==Waivers==
There are lots of great places to take Sections out for fun events like indoor rock climbing, archery, rafting, lazer tag, etc.
 
 
Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts. If a waiver needs to be signed, it can only be signed by the parent of the youth.
 
 
If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
 
 
Historically as scouts we were not able to have parents sign third party venue waivers so arrangements were made with some companies to accept the Scouts Canada forms and have an agreement between them. A large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore did not require us to sign the waiver. The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here]. This list is out of date an should now only be used a reference for ideas of places to go.
 
 
There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc. The Group Commissioner now has the authority to sign contacts up to $5,000.
 
 
Note that there are some activites that are specifically banned .
The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
* 1. On- and off-road motorized vehicle rallies and speed races
* 2. Power-boat races or speed rallies
* 3. Parachuting, parasailing, base jumping, hang gliding, and similar activities
* 4. Flying ultralight and experimental aircraft and similar activities
* 5. Bungee jumping
* 6. Paint ball or other activities where a projectile is aimed at a person
* 7. Trampolining
 
 
==Driving Youth==
Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

File:Income Report form - v1.6.xlsx

2025-12-05T00:28:49Z

Tashalory:

Income Report form - v1.6

Forms

2025-12-05T00:25:20Z

Tashalory: /* Expense Claim Form */

==Expense Claim Form==
We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts. The form can be downloaded in Excel format by clicking [[Media:Expense claim form - v1.6.xlsx |here]].
 
 
Please fill out the expense form using one line per receipt, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached. The Treasurer will mail a cheque or have it available at the next Group Committee meeting.
 
 

==Adventure Application Form==
The Adventure Application Form replaces the Camping and Outdoor Activity Application form (COAA). An AAF needs to be completed for any activity that takes the Section away from their regular meeting place. The adjacent park to a meeting place is considered part of the regular meeting place.
 
 
The AAF is intended to assist the Scouters to consider important things associated with the Adventure including an Emergency Plan (first aid, allergies, route to nearest hospital, etc.), Planning (age appropriate, meals, equipment, transportation, etc.), Communication (parents briefed, etc.) and Training (Scouter skill, etc.) to ensure that the Scouters are fully prepared to do the activity.
 
 
The AAF is required for:
* all camps,
* hikes,
* bike trips,
* canoe trips,
* [[Jamboree on the Trail]],
* [[Coho Night Hike]],
* [[Beaveree]],
* [[Cuboree]],
* a sleepover at the Planetarium,
* outings like laser tag, rock climbing,
* [[The Great Canadian Shoreline Cleanup]],
* parades like Hyack Parade, [[Remembrance Day]] parade, [[Santa Claus Parade]],
* the Beaver sleepover at the Science World,
* etc.
An AAF is not required for non-camping and outdoor activities such as:
* a tour of a building,
* fundraisers like Apple Day, popcorn sales, or [[Bottle Drive|bottle drives]],
* going swimming at a pool where there is a lifeguard,
* the [[Kub Kar Rally]] at a mall, the New Westminster Quay or the Area Rally.
Even though an AAF is not required for some activities, Scouters should definitely have an Emergency Response Plan in place. This is especially important if attending events where a youth could get lost. The AAF is certainly a tool that can be used for this purpose if desired.
 
 
The AAF is filled out using ScoutsTracker by the Scouter-in-Charge of the Adventure. The completed form must be approved by the Group Commissioner and a copy retained by the Scouter-in-Charge, along with all other paperwork for the course of the activity. For all-Section or multi-Section camps or Adventures, we typically have one Scouter-in-Charge of the whole Adventure, but individual Sections will each need to complete an AAF with the Section Scouter signing the Section AAF listed as the Scouter-in-Charge of that Section.
 
 
When using ScoutsTracker to submit an AAF, it MUST be submitted at least the day before the event. ScoutsTracker will not allow it to be submitted on the day of the event.
 
 
When an AAF is submitted for approval, it is that version that gets approved. If an event is changed after it is submitted, this information is not part of the approved AAF unless the AAF itself is re-submitted.
 
 
To complete an AAF, first completely set up the Event in ScoutsTracker including:
* "Plan – General Details" includes details about the Event including dates, location, description, Scouters notes, transportation plan, and any attachments like packing lists, etc.
** Fill out the section for Transportation Plan (e.g. "Parents will be dropping off at 6:45p.m. on Friday and picking up on Sunday at 11:00a.m. Scouters will not be transporting youth other than their own unless they are 2 deep.")
* "Plan – Program" includes information on the program area, what badges will be worked on, etc.
* "Plan – Participants" includes information regarding sign-ups, defining the cost for attendees, allowing “Other Participants”, etc.
** Enable sign-up so parents can indicate if their kids (and themselves) are going.
** If parents are attending the Event, they should be listed as “Other Participants”. Note that only the Parents who are “Active” will appear on the list of Other Participants who are allowed to attend the Event. If the Parent is not shown (i.e. they have not completed their screening), contact the Registrar to confirm their training. There is no functionality in ScoutsTracker to differentiate the Other Participants with a “Parent Overnight” or “Parent Helper” role so we are restricting it to only show Other Participants who are active in a “Parent Overnight” role.
** Check “Allow Guests” so a camp fee can be assigned for "Other Participants" attending.
* "Plan – Risk Management" includes information on the Risk Category, the required safety qualifications, an Emergency Response Plan, names the Scouter-in-Charge, etc.
** Set the Risk Category of the Event (1/2/3).
** Set the safety qualifications for the Event (e.g. two Scouters with SFA).
** Develop an “Emergency Response Plan” and add it to the Event as an attachment. The size and complexity of the Emergency Response Plan is related to the complexity of the Adventure. At a minimum, include a Google map showing the route to the nearest hospital, how to contact emergency services, how to contact parents in case of emergency, etc. We are in the process of developing examples.
** Assign a Scouter-in-Charge.

Once the Event is completely planned, an AAF can be created by following the link to the "Adventure Application Form" in "Plan – Risk Management" section.
* In the Event, select AAF>New to set up a new AAF. This generates an AAF for the event.
* Review the AAF in detail to see that everything is covered.
* Check the appropriate checkboxes.
* Review each item of the AAF in detail.
* Select “Include Emergency List” if you want to have contact phone numbers listed on the AAF (this is a good idea).
* Continue to update the details of the AAF until you are completely satisfied.
* When you are finished, click on “submit” and it will be emailed to the Group Commissioner for review. After it is approved by the Group Commissioner, a copy is emailed to the Scouter-in-Charge and a copy is also automatically sent to the Scout Canada for filing.

Notes:
* You can add a document to the Event and make it only visible to the Scouters and be included in the AAF. Events can have other attachments like packing lists that are visible to everyone and do not appear on the AAF.
* If something is not applicable, don't tick it off.
* The Scouter-in-Charge needs to have the Scouts Canada Participant Enrollment forms for all youth, Scouters and parents attending. This is available from myscouts by going to your Section and clicking on the “Quick Reports” tab and then the “Member Details Report”. Note that the Member Details Report is generated by Section and cannot be created for the whole Group in one shot.
* Signed [[:File:hold_harmless_individual.pdf | Hold Harmless]] forms for any youth attending who are not registered with Scouts Canada (e.g. younger siblings or friends) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* Any forms specific to the camp/activity (e.g. registration forms for a Jamboree) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* [https://www.scouts.ca/f/7134 Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* If required, an AAF can be updated after it has been approved by the Group Commissioner. This requires that a second AAF be generated and approved and the Event will end up with two approved AAFs.
 

ADDITIONAL NOTES
* I haven’t figured out where to have ‘other youth attending”, i.e. younger siblings. The AAF has a section for this, but the Event doesn’t appear to allow it. The [[:File:hold_harmless_individual.pdf | Hold Harmless]] and [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] forms should be scanned and attached to the event.

 
For Camps where our youth go with a different Group, the AAF form is completed by the Scouter-in-Charge of the Adventure. For example, if several of our youth attend a Venturer Camp with another Group because we don’t have the leadership available to go, we should provide the myscouts printout (registration and medical information) to the Scouter-in-Charge in the other Group. Our Section leadership should meet and feel comfortable with the other Group leadership team going to the event. For Skeeter in 2016, we provided a [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] filled out for each youth attending and the Group that took our youth was happy with this.

==Waivers==
There are lots of great places to take Sections out for fun events like indoor rock climbing, archery, rafting, lazer tag, etc.
 
 
Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts. If a waiver needs to be signed, it can only be signed by the parent of the youth.
 
 
If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
 
 
Historically as scouts we were not able to have parents sign third party venue waivers so arrangements were made with some companies to accept the Scouts Canada forms and have an agreement between them. A large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore did not require us to sign the waiver. The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here]. This list is out of date an should now only be used a reference for ideas of places to go.
 
 
There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc. The Group Commissioner now has the authority to sign contacts up to $5,000.
 
 
Note that there are some activites that are specifically banned .
The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
* 1. On- and off-road motorized vehicle rallies and speed races
* 2. Power-boat races or speed rallies
* 3. Parachuting, parasailing, base jumping, hang gliding, and similar activities
* 4. Flying ultralight and experimental aircraft and similar activities
* 5. Bungee jumping
* 6. Paint ball or other activities where a projectile is aimed at a person
* 7. Trampolining
 
 
==Driving Youth==
Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

Forms

2025-12-05T00:22:31Z

Tashalory: /* Expense Claim Form */

==Expense Claim Form==
We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts. The form can be downloaded in Excel format by clicking here: [[File:Expense claim form - v1.6.xlsx]]
 
 
Please fill out the expense form using one line per receipt, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached. The Treasurer will mail a cheque or have it available at the next Group Committee meeting.
 
 

==Adventure Application Form==
The Adventure Application Form replaces the Camping and Outdoor Activity Application form (COAA). An AAF needs to be completed for any activity that takes the Section away from their regular meeting place. The adjacent park to a meeting place is considered part of the regular meeting place.
 
 
The AAF is intended to assist the Scouters to consider important things associated with the Adventure including an Emergency Plan (first aid, allergies, route to nearest hospital, etc.), Planning (age appropriate, meals, equipment, transportation, etc.), Communication (parents briefed, etc.) and Training (Scouter skill, etc.) to ensure that the Scouters are fully prepared to do the activity.
 
 
The AAF is required for:
* all camps,
* hikes,
* bike trips,
* canoe trips,
* [[Jamboree on the Trail]],
* [[Coho Night Hike]],
* [[Beaveree]],
* [[Cuboree]],
* a sleepover at the Planetarium,
* outings like laser tag, rock climbing,
* [[The Great Canadian Shoreline Cleanup]],
* parades like Hyack Parade, [[Remembrance Day]] parade, [[Santa Claus Parade]],
* the Beaver sleepover at the Science World,
* etc.
An AAF is not required for non-camping and outdoor activities such as:
* a tour of a building,
* fundraisers like Apple Day, popcorn sales, or [[Bottle Drive|bottle drives]],
* going swimming at a pool where there is a lifeguard,
* the [[Kub Kar Rally]] at a mall, the New Westminster Quay or the Area Rally.
Even though an AAF is not required for some activities, Scouters should definitely have an Emergency Response Plan in place. This is especially important if attending events where a youth could get lost. The AAF is certainly a tool that can be used for this purpose if desired.
 
 
The AAF is filled out using ScoutsTracker by the Scouter-in-Charge of the Adventure. The completed form must be approved by the Group Commissioner and a copy retained by the Scouter-in-Charge, along with all other paperwork for the course of the activity. For all-Section or multi-Section camps or Adventures, we typically have one Scouter-in-Charge of the whole Adventure, but individual Sections will each need to complete an AAF with the Section Scouter signing the Section AAF listed as the Scouter-in-Charge of that Section.
 
 
When using ScoutsTracker to submit an AAF, it MUST be submitted at least the day before the event. ScoutsTracker will not allow it to be submitted on the day of the event.
 
 
When an AAF is submitted for approval, it is that version that gets approved. If an event is changed after it is submitted, this information is not part of the approved AAF unless the AAF itself is re-submitted.
 
 
To complete an AAF, first completely set up the Event in ScoutsTracker including:
* "Plan – General Details" includes details about the Event including dates, location, description, Scouters notes, transportation plan, and any attachments like packing lists, etc.
** Fill out the section for Transportation Plan (e.g. "Parents will be dropping off at 6:45p.m. on Friday and picking up on Sunday at 11:00a.m. Scouters will not be transporting youth other than their own unless they are 2 deep.")
* "Plan – Program" includes information on the program area, what badges will be worked on, etc.
* "Plan – Participants" includes information regarding sign-ups, defining the cost for attendees, allowing “Other Participants”, etc.
** Enable sign-up so parents can indicate if their kids (and themselves) are going.
** If parents are attending the Event, they should be listed as “Other Participants”. Note that only the Parents who are “Active” will appear on the list of Other Participants who are allowed to attend the Event. If the Parent is not shown (i.e. they have not completed their screening), contact the Registrar to confirm their training. There is no functionality in ScoutsTracker to differentiate the Other Participants with a “Parent Overnight” or “Parent Helper” role so we are restricting it to only show Other Participants who are active in a “Parent Overnight” role.
** Check “Allow Guests” so a camp fee can be assigned for "Other Participants" attending.
* "Plan – Risk Management" includes information on the Risk Category, the required safety qualifications, an Emergency Response Plan, names the Scouter-in-Charge, etc.
** Set the Risk Category of the Event (1/2/3).
** Set the safety qualifications for the Event (e.g. two Scouters with SFA).
** Develop an “Emergency Response Plan” and add it to the Event as an attachment. The size and complexity of the Emergency Response Plan is related to the complexity of the Adventure. At a minimum, include a Google map showing the route to the nearest hospital, how to contact emergency services, how to contact parents in case of emergency, etc. We are in the process of developing examples.
** Assign a Scouter-in-Charge.

Once the Event is completely planned, an AAF can be created by following the link to the "Adventure Application Form" in "Plan – Risk Management" section.
* In the Event, select AAF>New to set up a new AAF. This generates an AAF for the event.
* Review the AAF in detail to see that everything is covered.
* Check the appropriate checkboxes.
* Review each item of the AAF in detail.
* Select “Include Emergency List” if you want to have contact phone numbers listed on the AAF (this is a good idea).
* Continue to update the details of the AAF until you are completely satisfied.
* When you are finished, click on “submit” and it will be emailed to the Group Commissioner for review. After it is approved by the Group Commissioner, a copy is emailed to the Scouter-in-Charge and a copy is also automatically sent to the Scout Canada for filing.

Notes:
* You can add a document to the Event and make it only visible to the Scouters and be included in the AAF. Events can have other attachments like packing lists that are visible to everyone and do not appear on the AAF.
* If something is not applicable, don't tick it off.
* The Scouter-in-Charge needs to have the Scouts Canada Participant Enrollment forms for all youth, Scouters and parents attending. This is available from myscouts by going to your Section and clicking on the “Quick Reports” tab and then the “Member Details Report”. Note that the Member Details Report is generated by Section and cannot be created for the whole Group in one shot.
* Signed [[:File:hold_harmless_individual.pdf | Hold Harmless]] forms for any youth attending who are not registered with Scouts Canada (e.g. younger siblings or friends) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* Any forms specific to the camp/activity (e.g. registration forms for a Jamboree) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* [https://www.scouts.ca/f/7134 Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* If required, an AAF can be updated after it has been approved by the Group Commissioner. This requires that a second AAF be generated and approved and the Event will end up with two approved AAFs.
 

ADDITIONAL NOTES
* I haven’t figured out where to have ‘other youth attending”, i.e. younger siblings. The AAF has a section for this, but the Event doesn’t appear to allow it. The [[:File:hold_harmless_individual.pdf | Hold Harmless]] and [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] forms should be scanned and attached to the event.

 
For Camps where our youth go with a different Group, the AAF form is completed by the Scouter-in-Charge of the Adventure. For example, if several of our youth attend a Venturer Camp with another Group because we don’t have the leadership available to go, we should provide the myscouts printout (registration and medical information) to the Scouter-in-Charge in the other Group. Our Section leadership should meet and feel comfortable with the other Group leadership team going to the event. For Skeeter in 2016, we provided a [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] filled out for each youth attending and the Group that took our youth was happy with this.

==Waivers==
There are lots of great places to take Sections out for fun events like indoor rock climbing, archery, rafting, lazer tag, etc.
 
 
Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts. If a waiver needs to be signed, it can only be signed by the parent of the youth.
 
 
If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
 
 
Historically as scouts we were not able to have parents sign third party venue waivers so arrangements were made with some companies to accept the Scouts Canada forms and have an agreement between them. A large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore did not require us to sign the waiver. The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here]. This list is out of date an should now only be used a reference for ideas of places to go.
 
 
There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc. The Group Commissioner now has the authority to sign contacts up to $5,000.
 
 
Note that there are some activites that are specifically banned .
The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
* 1. On- and off-road motorized vehicle rallies and speed races
* 2. Power-boat races or speed rallies
* 3. Parachuting, parasailing, base jumping, hang gliding, and similar activities
* 4. Flying ultralight and experimental aircraft and similar activities
* 5. Bungee jumping
* 6. Paint ball or other activities where a projectile is aimed at a person
* 7. Trampolining
 
 
==Driving Youth==
Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

File:Expense claim form - v1.6.xlsx

2025-12-05T00:17:24Z

Tashalory:

Expense claim form - v1.6

Square Online Payments

2025-09-17T19:02:18Z

Tashalory: /* Tracking Payments */

=Receiving Payments through Square=

Our group uses Square to collect payments online. Square generates online payment links which we can provide to parents when they need to make a payment. Square accepts most major credit card brands and Google Pay. 

We mainly use Square links to collect activity fees, donations, and payments for uniforms. 

Square links may be used for any activity fee. These links are specific to one event, and should not be re-used for any other payments. Links for donations and uniform purchases may be re-used whenever they are needed. 

=Processing Fee =

Square charges a processing fee of around 3% for every payment received. Processing fees are not part of any Section’s budget, but please keep the extra cost in mind when you are deciding on pricing for a camp.

=Creating Payment Links=

All payment links are created by the Treasurer. To request a payment link, please send an e-mail to treasurer@newwestscouts.ca with the following information:

* Date(s) of the event
* Short description (optional)
* Cost for participants
* Cost for parents and/or siblings, if they’re allowed to attend
* Which Sections are attending (e.g. specify Colony A, B and C for multiple Sections)

=Tracking Payments=
Every camp fee and uniform we sell through Square will ask the parent to input their child's name. This is very important for us to keep track of payments.

'''When you sell a camp fee or uniform, please be careful to only use the payment link provided by the Treasurer.''' If you try to generate your own link, or sell the item via the Square Point of Sale app, it will skip the participant name field, and we won't know who it is for. Unfortunately, Square will let you complete this transaction without any warning that there is information missing.

==Monthly Reconciliation==
Starting in September 2025, the Treasurer will send a monthly spreadsheet of received payments to Contact Scouters. This spreadsheet will allow you to filter out only payments that belong to your own Section, and will have payments listed by event and participant name.

Contact Scouters are responsible for reconciling payments on the spreadsheet. Please compare the listed payments with your Section's attendance tracking, and flag any incorrect items. Once complete, please reply to the Treasurer to confirm that all payments are reconciled.
 

==Square Online Dashboard==

Another way to track payments is through the Square Dashboard. If you are new to Square, please contact the Treasurer to have an account set up, then proceed to [https://app.squareup.com/login this page] to log in. 

Unfortunately, there is no way to filter by Section on the Square Dashboard, so you will need to look through payments from every Section to find what you are looking for. 

To view item sales in Square Online, go to "Payments & invoices" in the left-hand sidebar, then choose "Transactions".

On this page, you can see a reverse-chronological listing of the latest Square transactions (beware, one transaction may contain multiple items). Click on any transaction for more details, which should include the participant name. At the top of the screen, you can also select a custom date range of sales to show.

To download a list of sales, go to 'Export' in the top right corner, then choose one of the options -- 'Items Detail CSV' is usually best. You will need to click the button once to generate the file, and a second time to download it. This file will show all item sales for the date range which is currently selected. 
[[File:Square online.jpg|1000px|frameless|center]]

Square Online Payments

2025-09-17T05:39:11Z

Tashalory: /* Square Online Dashboard */

=Receiving Payments through Square=

Our group uses Square to collect payments online. Square generates online payment links which we can provide to parents when they need to make a payment. Square accepts most major credit card brands and Google Pay. 

We mainly use Square links to collect activity fees, donations, and payments for uniforms. 

Square links may be used for any activity fee. These links are specific to one event, and should not be re-used for any other payments. Links for donations and uniform purchases may be re-used whenever they are needed. 

=Processing Fee =

Square charges a processing fee of around 3% for every payment received. Processing fees are not part of any Section’s budget, but please keep the extra cost in mind when you are deciding on pricing for a camp.

=Creating Payment Links=

All payment links are created by the Treasurer. To request a payment link, please send an e-mail to treasurer@newwestscouts.ca with the following information:

* Date(s) of the event
* Short description (optional)
* Cost for participants
* Cost for parents and/or siblings, if they’re allowed to attend
* Which Sections are attending (e.g. specify Colony A, B and C for multiple Sections)

=Tracking Payments=

==Monthly Reconciliation==
Starting in September 2025, the Treasurer will send a monthly spreadsheet of received payments to Contact Scouters. This spreadsheet will allow you to filter out only payments that belong to your own Section, and will have payments listed by event and participant name.

Contact Scouters are responsible for reconciling payments on the spreadsheet. Please compare the listed payments with your Section's attendance tracking, and flag any incorrect items. Once complete, please reply to the Treasurer to confirm that all payments are reconciled.
 

==Square Online Dashboard==

Another way to track payments is through the Square Dashboard. If you are new to Square, please contact the Treasurer to have an account set up, then proceed to [https://app.squareup.com/login this page] to log in. 

Unfortunately, there is no way to filter by Section on the Square Dashboard, so you will need to look through payments from every Section to find what you are looking for. 

To view item sales in Square Online, go to "Payments & invoices" in the left-hand sidebar, then choose "Transactions".

On this page, you can see a reverse-chronological listing of the latest Square transactions (beware, one transaction may contain multiple items). Click on any transaction for more details, which should include the participant name. At the top of the screen, you can also select a custom date range of sales to show.

To download a list of sales, go to 'Export' in the top right corner, then choose one of the options -- 'Items Detail CSV' is usually best. You will need to click the button once to generate the file, and a second time to download it. This file will show all item sales for the date range which is currently selected. 
[[File:Square online.jpg|1000px|frameless|center]]

File:Square online.jpg

2025-09-17T05:35:25Z

Tashalory:

A screenshot of the Square dashboard.

Square Online Payments

2025-09-17T05:09:18Z

Tashalory: /* Monthly Reconciliation */

=Receiving Payments through Square=

Our group uses Square to collect payments online. Square generates online payment links which we can provide to parents when they need to make a payment. Square accepts most major credit card brands and Google Pay. 

We mainly use Square links to collect activity fees, donations, and payments for uniforms. 

Square links may be used for any activity fee. These links are specific to one event, and should not be re-used for any other payments. Links for donations and uniform purchases may be re-used whenever they are needed. 

=Processing Fee =

Square charges a processing fee of around 3% for every payment received. Processing fees are not part of any Section’s budget, but please keep the extra cost in mind when you are deciding on pricing for a camp.

=Creating Payment Links=

All payment links are created by the Treasurer. To request a payment link, please send an e-mail to treasurer@newwestscouts.ca with the following information:

* Date(s) of the event
* Short description (optional)
* Cost for participants
* Cost for parents and/or siblings, if they’re allowed to attend
* Which Sections are attending (e.g. specify Colony A, B and C for multiple Sections)

=Tracking Payments=

==Monthly Reconciliation==
Starting in September 2025, the Treasurer will send a monthly spreadsheet of received payments to Contact Scouters. This spreadsheet will allow you to filter out only payments that belong to your own Section, and will have payments listed by event and participant name.

Contact Scouters are responsible for reconciling payments on the spreadsheet. Please compare the listed payments with your Section's attendance tracking, and flag any incorrect items. Once complete, please reply to the Treasurer to confirm that all payments are reconciled.
 

==Square Online Dashboard==

Another way to track payments is through the Square Dashboard. If you are new to Square, please contact the Treasurer to have an account set up, then proceed to [https://app.squareup.com/login this page] to log in. 

Unfortunately, there is no way to filter by Section on the Square Dashboard, so you will need to look through payments from every Section to find what you are looking for. 

To view item sales in Square Online, go to "Payments & invoices" in the left-hand sidebar, then choose "Transactions".

On this page, you can see a reverse-chronological listing of the latest Square transactions (beware, one transaction may contain multiple items). Click on any transaction for more details, which should include the participant name. At the top of the screen, you can also select a custom date range of sales to show.

To download a list of sales, go to 'Export' in the top right corner, then choose one of the options -- 'Items Detail CSV' is usually best. You will need to click the button once to generate the file, and a second time to download it. This file will show all item sales for the date range which is currently selected.

Square Online Payments

2025-09-17T05:08:28Z

Tashalory: /* Tracking Payments */

=Receiving Payments through Square=

Our group uses Square to collect payments online. Square generates online payment links which we can provide to parents when they need to make a payment. Square accepts most major credit card brands and Google Pay. 

We mainly use Square links to collect activity fees, donations, and payments for uniforms. 

Square links may be used for any activity fee. These links are specific to one event, and should not be re-used for any other payments. Links for donations and uniform purchases may be re-used whenever they are needed. 

=Processing Fee =

Square charges a processing fee of around 3% for every payment received. Processing fees are not part of any Section’s budget, but please keep the extra cost in mind when you are deciding on pricing for a camp.

=Creating Payment Links=

All payment links are created by the Treasurer. To request a payment link, please send an e-mail to treasurer@newwestscouts.ca with the following information:

* Date(s) of the event
* Short description (optional)
* Cost for participants
* Cost for parents and/or siblings, if they’re allowed to attend
* Which Sections are attending (e.g. specify Colony A, B and C for multiple Sections)

=Tracking Payments=

==Monthly Reconciliation==
All Square links require parents to enter their child’s name to help us keep payments organized. Additionally, each payment is categorized to a Section. 

Starting in September 2025, the Treasurer will send a monthly spreadsheet of received payments to Contact Scouters. This spreadsheet will allow you to filter out only payments that belong to your own Section, and will have payments listed by event and participant name.

Contact Scouters are responsible for reconciling payments on the spreadsheet. Please compare the listed payments with your Section's attendance tracking, and flag any incorrect items. Once complete, please reply to the Treasurer to confirm that all payments are reconciled.
 

==Square Online Dashboard==

Another way to track payments is through the Square Dashboard. If you are new to Square, please contact the Treasurer to have an account set up, then proceed to [https://app.squareup.com/login this page] to log in. 

Unfortunately, there is no way to filter by Section on the Square Dashboard, so you will need to look through payments from every Section to find what you are looking for. 

To view item sales in Square Online, go to "Payments & invoices" in the left-hand sidebar, then choose "Transactions".

On this page, you can see a reverse-chronological listing of the latest Square transactions (beware, one transaction may contain multiple items). Click on any transaction for more details, which should include the participant name. At the top of the screen, you can also select a custom date range of sales to show.

To download a list of sales, go to 'Export' in the top right corner, then choose one of the options -- 'Items Detail CSV' is usually best. You will need to click the button once to generate the file, and a second time to download it. This file will show all item sales for the date range which is currently selected.

Group Financials

2025-09-11T23:13:05Z

Tashalory: /* Submitting Section Expenses & Income */

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|-
! Expense !! Budget Item
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Program
|-
| Registration fee for Beaveree || Beavers Program
|-
| Groceries for Scouts year-end camp || Scouts Program
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally
|-
| Vest and hat for a new Beaver participant || Youth Uniforms
|}

=Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]]. 

=== Payment Methods ===
Sections will typically receive income either in cash, by cheque or through the Square online payment system. 
Cheques should be made payable to “Scouts Canada – 12th New Westminster Group”. 
Most camp fees are paid through Square. However, Sections are not required to use Square, and may choose to have all camp fees paid in cash if they prefer. For more information about Square, please read [[Square_Online_Payments|this wiki page]].

Square Online Payments

2025-09-11T23:09:59Z

Tashalory: /* Creating Payment Links */

Group Financials

2025-09-02T21:17:01Z

Tashalory: /* Payment Methods */

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|-
! Expense !! Budget Item
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Program
|-
| Registration fee for Beaveree || Beavers Program
|-
| Groceries for Scouts year-end camp || Scouts Program
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally
|-
| Vest and hat for a new Beaver participant || Youth Uniforms
|}

=Submitting Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]]. 

=== Payment Methods ===
Sections will typically receive income either in cash, by cheque or through the Square online payment system. 
Cheques should be made payable to “Scouts Canada – 12th New Westminster Group”. 
Most camp fees are paid through Square. However, Sections are not required to use Square, and may choose to have all camp fees paid in cash if they prefer. For more information about Square, please read [[Square_Online_Payments|this wiki page]].

Group Financials

2025-08-26T20:25:20Z

Tashalory: /* Budget Tracking */

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|-
! Expense !! Budget Item
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Program
|-
| Registration fee for Beaveree || Beavers Program
|-
| Groceries for Scouts year-end camp || Scouts Program
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally
|-
| Vest and hat for a new Beaver participant || Youth Uniforms
|}

=Submitting Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]]. 

=== Payment Methods ===
Payment methods
Sections will typically receive income either in cash, by cheque or through the Square online payment system. 
Cheques should be made payable to “Scouts Canada – 12th New Westminster Group”. 
Most camp fees are paid through Square. However, Sections are not required to use Square, and may choose to have all camp fees paid in cash if they prefer. For more information about Square, please read [[Square_Online_Payments|this wiki page]].

Group Financials

2025-08-26T20:23:21Z

Tashalory: /* Section Budgets */

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|-
! Expense !! Category
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Section budget
|-
| Registration fee for Beaveree || Beavers Section budget
|-
| Groceries for Scouts year-end camp || Scouts Section budget
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps budget
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally budget
|-
| Vest and hat for a new Beaver participant || Youth Uniforms budget
|}

=Submitting Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]]. 

=== Payment Methods ===
Payment methods
Sections will typically receive income either in cash, by cheque or through the Square online payment system. 
Cheques should be made payable to “Scouts Canada – 12th New Westminster Group”. 
Most camp fees are paid through Square. However, Sections are not required to use Square, and may choose to have all camp fees paid in cash if they prefer. For more information about Square, please read [[Square_Online_Payments|this wiki page]].

Square Online Payments

2025-08-26T19:59:35Z

Tashalory:

Square Online Payments

2025-08-26T19:51:17Z

Tashalory:

Square Online Payments

2025-08-26T19:40:17Z

Tashalory: Created page with "=Receiving Payments through Square= Our group uses Square to collect payments online. Square generates online payment links which we can provide to parents when they need to..."

Group Financials

2025-08-26T19:35:00Z

Tashalory:

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example of income used to offset a larger expense. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|-
! Expense !! Category
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Section budget
|-
| Registration fee for Beaveree || Beavers Section budget
|-
| Groceries for Scouts year-end camp || Scouts Section budget
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps budget
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally budget
|-
| Vest and hat for a new Beaver participant || Youth Uniforms budget
|}

=Submitting Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]]. 

=== Payment Methods ===
Payment methods
Sections will typically receive income either in cash, by cheque or through the Square online payment system. 
Cheques should be made payable to “Scouts Canada – 12th New Westminster Group”. 
Most camp fees are paid through Square. However, Sections are not required to use Square, and may choose to have all camp fees paid in cash if they prefer. For more information about Square, please read [[Square_Online_Payments|this wiki page]].

Group Financials

2025-08-26T19:31:45Z

Tashalory:

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example of income used to offset a larger expense. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|-
! Expense !! Category
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Section budget
|-
| Registration fee for Beaveree || Beavers Section budget
|-
| Groceries for Scouts year-end camp || Scouts Section budget
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps budget
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally budget
|-
| Vest and hat for a new Beaver participant || Youth Uniforms budget
|}

=Submitting Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]]. 

=== Payment Methods ===
Payment methods
Sections will typically receive income either in cash, by cheque or through the Square online payment system. 
Cheques should be made payable to “Scouts Canada – 12th New Westminster Group”. 
Most camp fees are paid through Square. However, Sections are not required to use Square, and may choose to have all camp fees paid in cash if they prefer. For more information about Square, please read [[Square|this wiki page]].

Group Financials

2025-08-26T19:28:36Z

Tashalory:

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the [[Meetings#Annual_General_Meeting|Annual General Meeting]] in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==
Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example of income used to offset a larger expense. 

== Budget Tracking ==
Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets. 
Here are a few examples of expenses and their correct allocation: 
{| class="wikitable"
|+ Caption text
|-
! Expense !! Category
|-
| Crayons and paper for a colouring activity during a weekly Pack meeting || Cubs Section budget
|-
| Registration fee for Beaveree || Beavers Section budget
|-
| Groceries for Scouts year-end camp || Scouts Section budget
|-
| Groceries for Whonnock All-Sections camp || All-Section Camps budget
|-
| Scout Truck kits for Kub Kar Rally || Kub Kar Rally budget
|-
| Vest and hat for a new Beaver participant || Youth Uniforms budget
|}

=Submitting Section Expenses & Income=
==Expenses==
Minor expenses, such as supplies for weekly meetings, may be reimbursed from dues. Any expense that cannot be covered by dues should be submitted to the Treasurer for reimbursement. 

Please submit your expenses promptly as you make them -- this helps us track how the Group is doing compared to our budget. 

When submitting an expense, please fill out an [[Forms#Expense_Claim_Form|expense claims form]] and include all receipts. You can submit expenses by e-mail to treasurer@newwestscouts.ca, or in person at GC meetings. All reimbursements will be paid out by cheque. 

==Income==

A Section’s income is usually made up of weekly dues ($1-2 per participant, per weekly meeting) and fees for larger activities such as camps.
Weekly dues may be kept throughout the year and used to reimburse minor expenses. At the end of the year, dues should be counted and submitted to the Treasurer, so that no Section carries dues forward into the new year. 

Cash and cheques for activity fees should be given to the Treasurer within one month. 

Please fill out the [[Forms#Expense_Claim_Form|income report spreadsheet]] when submitting any income to the Treasurer. In this spreadsheet, you can list the events and participants for which income was received. 

Income received during fundraising events should be reported separately from any Section income. For more information on Fundraising events, please see [[Fundraisers|this wiki page]].

Group Financials

2025-08-26T19:20:08Z

Tashalory:

Group Financials

2025-08-26T19:15:42Z

Tashalory:

Group Financials

2025-08-26T19:09:49Z

Tashalory: Created page with "= Group Budget = At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters f..."

= Group Budget =

At the beginning of each Scouting year (September or October) a budget is set for the entire Group for the year. The Group budget is mailed to all Scouters for comments and edits. Once finalized, it is presented at the AGM in early November. 

As part of the Group budget, each Section has an allowance to spend on their program for the year. 

== Section Budgets ==

Each Section is allocated a yearly budget based on the number of youth registered in that Section. For Beavers, Cubs and Scouts, the yearly budget is $95 per participant; for Venturers and Rovers, it is $125 per participant. 

The Section budget represents a maximum net expense, meaning that Sections may spend more than their budget, as long as they can offset that additional expense with an income. Charging a fee to attend a Section camp is a typical example of income used to offset a larger expense. 

== Budget Tracking ==

Sections are encouraged to track their income and expenses in a spreadsheet throughout the year. 

The Section budget is intended to cover expenses for weekly meetings, and camps within the Section. All-Sections camps and events, as well as uniform costs, are not included in Section budgets.

Forms

2024-12-31T01:03:18Z

Tashalory: /* Expense Claim Form */

==Expense Claim Form==
We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts. The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.5.xlsx|here]].
 
 
For expenses, fill out page 1 of the expense form, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached. The Treasurer will mail a cheque or have it available at the next Group Committee meeting. Please submit the original receipts and expense form to Treasurer.
 
 
For income like camp fees, Apple Day revenue, or the year-end reconciliation of a Section's petty cash, fill out page 2 of the expense form and submit it, complete with all cash and cheques, to the Treasurer at a Group Committee meeting or contact the Treasurer to arrange for an alternative way to submit. Rather than retyping all the names of the kids/etc. into the spreadsheet, simply attach the ScoutsTracker event list to show where the fees are coming from.

==Adventure Application Form==
The Adventure Application Form replaces the Camping and Outdoor Activity Application form (COAA). An AAF needs to be completed for any activity that takes the Section away from their regular meeting place. The adjacent park to a meeting place is considered part of the regular meeting place.
 
 
The AAF is intended to assist the Scouters to consider important things associated with the Adventure including an Emergency Plan (first aid, allergies, route to nearest hospital, etc.), Planning (age appropriate, meals, equipment, transportation, etc.), Communication (parents briefed, etc.) and Training (Scouter skill, etc.) to ensure that the Scouters are fully prepared to do the activity.
 
 
The AAF is required for:
* all camps,
* hikes,
* bike trips,
* canoe trips,
* [[Jamboree on the Trail]],
* [[Coho Night Hike]],
* [[Beaveree]],
* [[Cuboree]],
* a sleepover at the Planetarium,
* outings like laser tag, rock climbing,
* [[The Great Canadian Shoreline Cleanup]],
* parades like Hyack Parade, [[Remembrance Day]] parade, [[Santa Claus Parade]],
* the Beaver sleepover at the Science World,
* etc.
An AAF is not required for non-camping and outdoor activities such as:
* a tour of a building,
* fundraisers like Apple Day, popcorn sales, or [[Bottle Drive|bottle drives]],
* going swimming at a pool where there is a lifeguard,
* the [[Kub Kar Rally]] at a mall, the New Westminster Quay or the Area Rally.
Even though an AAF is not required for some activities, Scouters should definitely have an Emergency Response Plan in place. This is especially important if attending events where a youth could get lost. The AAF is certainly a tool that can be used for this purpose if desired.
 
 
The AAF is filled out using ScoutsTracker by the Scouter-in-Charge of the Adventure. The completed form must be approved by the Group Commissioner and a copy retained by the Scouter-in-Charge, along with all other paperwork for the course of the activity. For all-Section or multi-Section camps or Adventures, we typically have one Scouter-in-Charge of the whole Adventure, but individual Sections will each need to complete an AAF with the Section Scouter signing the Section AAF listed as the Scouter-in-Charge of that Section.
 
 
When using ScoutsTracker to submit an AAF, it MUST be submitted at least the day before the event. ScoutsTracker will not allow it to be submitted on the day of the event.
 
 
When an AAF is submitted for approval, it is that version that gets approved. If an event is changed after it is submitted, this information is not part of the approved AAF unless the AAF itself is re-submitted.
 
 
To complete an AAF, first completely set up the Event in ScoutsTracker including:
* "Plan – General Details" includes details about the Event including dates, location, description, Scouters notes, transportation plan, and any attachments like packing lists, etc.
** Fill out the section for Transportation Plan (e.g. "Parents will be dropping off at 6:45p.m. on Friday and picking up on Sunday at 11:00a.m. Scouters will not be transporting youth other than their own unless they are 2 deep.")
* "Plan – Program" includes information on the program area, what badges will be worked on, etc.
* "Plan – Participants" includes information regarding sign-ups, defining the cost for attendees, allowing “Other Participants”, etc.
** Enable sign-up so parents can indicate if their kids (and themselves) are going.
** If parents are attending the Event, they should be listed as “Other Participants”. Note that only the Parents who are “Active” will appear on the list of Other Participants who are allowed to attend the Event. If the Parent is not shown (i.e. they have not completed their screening), contact the Registrar to confirm their training. There is no functionality in ScoutsTracker to differentiate the Other Participants with a “Parent Overnight” or “Parent Helper” role so we are restricting it to only show Other Participants who are active in a “Parent Overnight” role.
** Check “Allow Guests” so a camp fee can be assigned for "Other Participants" attending.
* "Plan – Risk Management" includes information on the Risk Category, the required safety qualifications, an Emergency Response Plan, names the Scouter-in-Charge, etc.
** Set the Risk Category of the Event (1/2/3).
** Set the safety qualifications for the Event (e.g. two Scouters with SFA).
** Develop an “Emergency Response Plan” and add it to the Event as an attachment. The size and complexity of the Emergency Response Plan is related to the complexity of the Adventure. At a minimum, include a Google map showing the route to the nearest hospital, how to contact emergency services, how to contact parents in case of emergency, etc. We are in the process of developing examples.
** Assign a Scouter-in-Charge.

Once the Event is completely planned, an AAF can be created by following the link to the "Adventure Application Form" in "Plan – Risk Management" section.
* In the Event, select AAF>New to set up a new AAF. This generates an AAF for the event.
* Review the AAF in detail to see that everything is covered.
* Check the appropriate checkboxes.
* Review each item of the AAF in detail.
* Select “Include Emergency List” if you want to have contact phone numbers listed on the AAF (this is a good idea).
* Continue to update the details of the AAF until you are completely satisfied.
* When you are finished, click on “submit” and it will be emailed to the Group Commissioner for review. After it is approved by the Group Commissioner, a copy is emailed to the Scouter-in-Charge and a copy is also automatically sent to the Scout Canada for filing.

Notes:
* You can add a document to the Event and make it only visible to the Scouters and be included in the AAF. Events can have other attachments like packing lists that are visible to everyone and do not appear on the AAF.
* If something is not applicable, don't tick it off.
* The Scouter-in-Charge needs to have the Scouts Canada Participant Enrollment forms for all youth, Scouters and parents attending. This is available from myscouts by going to your Section and clicking on the “Quick Reports” tab and then the “Member Details Report”. Note that the Member Details Report is generated by Section and cannot be created for the whole Group in one shot.
* Signed [[:File:hold_harmless_individual.pdf | Hold Harmless]] forms for any youth attending who are not registered with Scouts Canada (e.g. younger siblings or friends) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* Any forms specific to the camp/activity (e.g. registration forms for a Jamboree) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* [https://www.scouts.ca/f/7134 Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* If required, an AAF can be updated after it has been approved by the Group Commissioner. This requires that a second AAF be generated and approved and the Event will end up with two approved AAFs.
 

ADDITIONAL NOTES
* I haven’t figured out where to have ‘other youth attending”, i.e. younger siblings. The AAF has a section for this, but the Event doesn’t appear to allow it. The [[:File:hold_harmless_individual.pdf | Hold Harmless]] and [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] forms should be scanned and attached to the event.

 
For Camps where our youth go with a different Group, the AAF form is completed by the Scouter-in-Charge of the Adventure. For example, if several of our youth attend a Venturer Camp with another Group because we don’t have the leadership available to go, we should provide the myscouts printout (registration and medical information) to the Scouter-in-Charge in the other Group. Our Section leadership should meet and feel comfortable with the other Group leadership team going to the event. For Skeeter in 2016, we provided a [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] filled out for each youth attending and the Group that took our youth was happy with this.

==Waivers==
There are lots of great places to take Sections out for fun events like indoor rock climbing, archery, rafting, lazer tag, etc.
 
 
Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts. If a waiver needs to be signed, it can only be signed by the parent of the youth.
 
 
If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
 
 
Historically as scouts we were not able to have parents sign third party venue waivers so arrangements were made with some companies to accept the Scouts Canada forms and have an agreement between them. A large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore did not require us to sign the waiver. The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here]. This list is out of date an should now only be used a reference for ideas of places to go.
 
 
There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc. The Group Commissioner now has the authority to sign contacts up to $5,000.
 
 
Note that there are some activites that are specifically banned .
The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
* 1. On- and off-road motorized vehicle rallies and speed races
* 2. Power-boat races or speed rallies
* 3. Parachuting, parasailing, base jumping, hang gliding, and similar activities
* 4. Flying ultralight and experimental aircraft and similar activities
* 5. Bungee jumping
* 6. Paint ball or other activities where a projectile is aimed at a person
* 7. Trampolining
 
 
==Driving Youth==
Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

Forms

2024-12-31T01:02:49Z

Tashalory: /* Expense Claim Form */

==Expense Claim Form==
We have created an expense claim form to make the Treasurer's job easier and ensure that expenses are allocated to the appropriate accounts. The form can be downloaded in excel form by clicking [[Media:Expense claim form - v1.4.xlsx|here]]. [[Media:Expense claim form - v1.5.xlsx|here]]
 
 
For expenses, fill out page 1 of the expense form, and code each item appropriately. Submit the form, complete with all receipts, to the Treasurer at a Group Committee meeting, or by email to treasurer@newwestscouts.ca with all the receipts scanned and attached. The Treasurer will mail a cheque or have it available at the next Group Committee meeting. Please submit the original receipts and expense form to Treasurer.
 
 
For income like camp fees, Apple Day revenue, or the year-end reconciliation of a Section's petty cash, fill out page 2 of the expense form and submit it, complete with all cash and cheques, to the Treasurer at a Group Committee meeting or contact the Treasurer to arrange for an alternative way to submit. Rather than retyping all the names of the kids/etc. into the spreadsheet, simply attach the ScoutsTracker event list to show where the fees are coming from.

==Adventure Application Form==
The Adventure Application Form replaces the Camping and Outdoor Activity Application form (COAA). An AAF needs to be completed for any activity that takes the Section away from their regular meeting place. The adjacent park to a meeting place is considered part of the regular meeting place.
 
 
The AAF is intended to assist the Scouters to consider important things associated with the Adventure including an Emergency Plan (first aid, allergies, route to nearest hospital, etc.), Planning (age appropriate, meals, equipment, transportation, etc.), Communication (parents briefed, etc.) and Training (Scouter skill, etc.) to ensure that the Scouters are fully prepared to do the activity.
 
 
The AAF is required for:
* all camps,
* hikes,
* bike trips,
* canoe trips,
* [[Jamboree on the Trail]],
* [[Coho Night Hike]],
* [[Beaveree]],
* [[Cuboree]],
* a sleepover at the Planetarium,
* outings like laser tag, rock climbing,
* [[The Great Canadian Shoreline Cleanup]],
* parades like Hyack Parade, [[Remembrance Day]] parade, [[Santa Claus Parade]],
* the Beaver sleepover at the Science World,
* etc.
An AAF is not required for non-camping and outdoor activities such as:
* a tour of a building,
* fundraisers like Apple Day, popcorn sales, or [[Bottle Drive|bottle drives]],
* going swimming at a pool where there is a lifeguard,
* the [[Kub Kar Rally]] at a mall, the New Westminster Quay or the Area Rally.
Even though an AAF is not required for some activities, Scouters should definitely have an Emergency Response Plan in place. This is especially important if attending events where a youth could get lost. The AAF is certainly a tool that can be used for this purpose if desired.
 
 
The AAF is filled out using ScoutsTracker by the Scouter-in-Charge of the Adventure. The completed form must be approved by the Group Commissioner and a copy retained by the Scouter-in-Charge, along with all other paperwork for the course of the activity. For all-Section or multi-Section camps or Adventures, we typically have one Scouter-in-Charge of the whole Adventure, but individual Sections will each need to complete an AAF with the Section Scouter signing the Section AAF listed as the Scouter-in-Charge of that Section.
 
 
When using ScoutsTracker to submit an AAF, it MUST be submitted at least the day before the event. ScoutsTracker will not allow it to be submitted on the day of the event.
 
 
When an AAF is submitted for approval, it is that version that gets approved. If an event is changed after it is submitted, this information is not part of the approved AAF unless the AAF itself is re-submitted.
 
 
To complete an AAF, first completely set up the Event in ScoutsTracker including:
* "Plan – General Details" includes details about the Event including dates, location, description, Scouters notes, transportation plan, and any attachments like packing lists, etc.
** Fill out the section for Transportation Plan (e.g. "Parents will be dropping off at 6:45p.m. on Friday and picking up on Sunday at 11:00a.m. Scouters will not be transporting youth other than their own unless they are 2 deep.")
* "Plan – Program" includes information on the program area, what badges will be worked on, etc.
* "Plan – Participants" includes information regarding sign-ups, defining the cost for attendees, allowing “Other Participants”, etc.
** Enable sign-up so parents can indicate if their kids (and themselves) are going.
** If parents are attending the Event, they should be listed as “Other Participants”. Note that only the Parents who are “Active” will appear on the list of Other Participants who are allowed to attend the Event. If the Parent is not shown (i.e. they have not completed their screening), contact the Registrar to confirm their training. There is no functionality in ScoutsTracker to differentiate the Other Participants with a “Parent Overnight” or “Parent Helper” role so we are restricting it to only show Other Participants who are active in a “Parent Overnight” role.
** Check “Allow Guests” so a camp fee can be assigned for "Other Participants" attending.
* "Plan – Risk Management" includes information on the Risk Category, the required safety qualifications, an Emergency Response Plan, names the Scouter-in-Charge, etc.
** Set the Risk Category of the Event (1/2/3).
** Set the safety qualifications for the Event (e.g. two Scouters with SFA).
** Develop an “Emergency Response Plan” and add it to the Event as an attachment. The size and complexity of the Emergency Response Plan is related to the complexity of the Adventure. At a minimum, include a Google map showing the route to the nearest hospital, how to contact emergency services, how to contact parents in case of emergency, etc. We are in the process of developing examples.
** Assign a Scouter-in-Charge.

Once the Event is completely planned, an AAF can be created by following the link to the "Adventure Application Form" in "Plan – Risk Management" section.
* In the Event, select AAF>New to set up a new AAF. This generates an AAF for the event.
* Review the AAF in detail to see that everything is covered.
* Check the appropriate checkboxes.
* Review each item of the AAF in detail.
* Select “Include Emergency List” if you want to have contact phone numbers listed on the AAF (this is a good idea).
* Continue to update the details of the AAF until you are completely satisfied.
* When you are finished, click on “submit” and it will be emailed to the Group Commissioner for review. After it is approved by the Group Commissioner, a copy is emailed to the Scouter-in-Charge and a copy is also automatically sent to the Scout Canada for filing.

Notes:
* You can add a document to the Event and make it only visible to the Scouters and be included in the AAF. Events can have other attachments like packing lists that are visible to everyone and do not appear on the AAF.
* If something is not applicable, don't tick it off.
* The Scouter-in-Charge needs to have the Scouts Canada Participant Enrollment forms for all youth, Scouters and parents attending. This is available from myscouts by going to your Section and clicking on the “Quick Reports” tab and then the “Member Details Report”. Note that the Member Details Report is generated by Section and cannot be created for the whole Group in one shot.
* Signed [[:File:hold_harmless_individual.pdf | Hold Harmless]] forms for any youth attending who are not registered with Scouts Canada (e.g. younger siblings or friends) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* Any forms specific to the camp/activity (e.g. registration forms for a Jamboree) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* [https://www.scouts.ca/f/7134 Parent Consent Forms] for Category 3 activities (any camp that is 3 nights or longer, event that involves things like archery or a rifle range, or is out of Country) should be scanned and added to the Event as visible only to Scouters and included with the AAF.
* If required, an AAF can be updated after it has been approved by the Group Commissioner. This requires that a second AAF be generated and approved and the Event will end up with two approved AAFs.
 

ADDITIONAL NOTES
* I haven’t figured out where to have ‘other youth attending”, i.e. younger siblings. The AAF has a section for this, but the Event doesn’t appear to allow it. The [[:File:hold_harmless_individual.pdf | Hold Harmless]] and [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] forms should be scanned and attached to the event.

 
For Camps where our youth go with a different Group, the AAF form is completed by the Scouter-in-Charge of the Adventure. For example, if several of our youth attend a Venturer Camp with another Group because we don’t have the leadership available to go, we should provide the myscouts printout (registration and medical information) to the Scouter-in-Charge in the other Group. Our Section leadership should meet and feel comfortable with the other Group leadership team going to the event. For Skeeter in 2016, we provided a [[:File:Physical-fitness-form_non-members.pdf | Physical Fitness Certificate for Non Members]] filled out for each youth attending and the Group that took our youth was happy with this.

==Waivers==
There are lots of great places to take Sections out for fun events like indoor rock climbing, archery, rafting, lazer tag, etc.
 
 
Waivers are a real sticking point with Scouts Canada and Scouters cannot sign a waiver on behalf of Scouts. If a waiver needs to be signed, it can only be signed by the parent of the youth.
 
 
If proof of insurance is required, forward the request to the Group Commissioner who will get Michelle Yu at the Scout Office to provide it directly to the facility requesting it.
 
 
Historically as scouts we were not able to have parents sign third party venue waivers so arrangements were made with some companies to accept the Scouts Canada forms and have an agreement between them. A large number of places have signed the Scouts Canada Indemnification Agreement and these places therefore did not require us to sign the waiver. The list organizations can be found [http://pac.scouts.ca/sites/default/files/files/BCY-IA.pdf here]. This list is out of date an should now only be used a reference for ideas of places to go.
 
 
There are some events/places that require a wavier or indemnification agreements like parades, use of the mall space for the Kub Kar rally or Apple Day, etc. The Group Commissioner now has the authority to sign contacts up to $5,000.
 
 
Note that there are some activites that are specifically banned .
The following activities are prohibited (https://www.scouts.ca/resources/bpp/policies/prohibited-activities-standards.html):
* 1. On- and off-road motorized vehicle rallies and speed races
* 2. Power-boat races or speed rallies
* 3. Parachuting, parasailing, base jumping, hang gliding, and similar activities
* 4. Flying ultralight and experimental aircraft and similar activities
* 5. Bungee jumping
* 6. Paint ball or other activities where a projectile is aimed at a person
* 7. Trampolining
 
 
==Driving Youth==
Scouters should also read Scouts Canada Transportation Standards regarding driving youth to and from events. In general, volunteers who drive Scouting members do so at their own risk and must, at all times, comply with the 2-deep Scouter rule.

File:Expense claim form - v1.5.xlsx

2024-12-31T01:00:49Z

Tashalory:

Expense Claims Form