Group Commissioner

The following is a list of some of the things that the Group Commissioner needs to ensure gets completed throughout the year. The Group events are on this page and the Section-specific Events are listed separately.

Ongoing

• On a regular basis, review myscouts records for duplicated records, errors in data, etc.
• Push Scouters to complete their Training (Scouting Fundamentals/Respect in Sport/Woodbadge/etc.)
• Review first-aid training for all Scouters and ensure that at least two Scouters per Section have SFA. Enter any training expiry dates in both myscouts and Scoutstracker.
• Review myscouts service records for 5, 10, 15, 20, etc. years of service, print out certificates, purchase pins from the Scout Shop, and advise Sean Munro (DCC - Recognition) of the presentation date. The 10 year certificate and medal is provided by Scouts. The Group is on the hook for the rest.
• Receive awards/medals, present to Scouters, and advise Sean Munro (DCC - Recognition) of the presentation date.
• Write commendations to thank all Scouters on a regular basis.
• Ongoing recruitment of volunteers. Have regular conversations with parents (particularly in Beavers) about volunteering to be a Scouter. This involves getting commitment from the Scouter and the entire on-boarding process (registration, interview, training, orientation, etc.)
• Attend community events like the Family Day Event at the Anvil Centre.
• Host monthly Group Committee meetings.
• On about a bi-monthly basis, meet with the assigned Group Support Scouter for our Group. This person is assigned by the Fraser Valley Council to provide support for the Group and can assist with finding resources as required.
• Encourage bi-monthly or quarterly individual Section planning meetings.
• Approval of volunteers on myscouts.

August

• Confirm the school gym bookings for September-June with the School District 40 (Leah Hoeve at facilityrentals@sd40.bc.ca) and ensure the invoice is paid. Review their proposed dates in detail as we don’t have access to the gym on Pro D days, spring break, December, June, etc.
• Get Michelle Yu at the Scout Office to send a copy of the Scouts insurance to the School District.
• Contact the two churches (Knox Presbyterian Church and Queens Avenue United Church) to see if anything needs to be signed.
  • If the facility keys need to be passed onto new Scouters, facilitate that transfer and keep track of the serial numbers.
• Book space at Knox Presbyterian Church for our Group Committee meetings on the second Thursday of each month, September through May.
• Decide on a location for the The Great Canadian Shoreline Cleanup and contact the appropriate City.
• Contact the two malls and the City about Fall Apple Day which usually happens in late September or early October.
• Renew the vehicle insurance for both trailers (cargo and canoe). A letter from Doug Smith at the Scout office in Calgary can be provided to tell the broker that the Group Commissioner is authorized to renew it on behalf of Scouts.
• Update the various Group email addresses (xxx@newwestscouts.ca) with new/moved Scouters.
• Encourage each Section to update their Section details for youth and Scouters in ScoutTracker before they start sending emails from that system. This involves importing youth/Scouters from myscouts, confirming all records, pushing invitations out to the parents, etc.
• Contact the Council or National Popcorn coordinator and place an order for "Show & Sell" popcorn.
• Ensure that the storage locker and the trailer parking spot rental is paid.
• Send thank-yous to each Scouter and confirm that they are returning as a Scouter.

August Events

• none.

September

• Meet with each Section and create/update a meeting space Risk Assessment for each facility.
• Do a Group Health Assessment and review it with the Group Committee.
• Create/update a vision for the Group. This should be done in a Group Committee meeting.
• Renew ScoutsTracker licenses.
• Start organizing the Fall all-Section camp.
• Organize the The Great Canadian Shoreline Cleanup.
• Decide on and purchase the Popcorn top seller prize.
• Hold Popcorn kickoff events in each Section and distribute the forms and envelopes.
• Ensure that all Beaver parents are set up with a "Parent Overnight" role and encourage (shove) them to do their training before their first camp. This can be started as soon as they join in the summer. Alternatively, organize a parent night where everyone watch the video and fills in the forms.
• In conjunction with the Treasurer, prepare the Group budget.

September Events

• Individual Section kickoff camps.
• The Great Canadian Shoreline Cleanup.

October

• Finalize organizing the Fall all-Section camp.
• Remind youth and Scouters about Popcorn sales.
• Ensure Halloween Party is organized.
• Order participant badges after Apple Day.
• Ensure Remembrance Day details are distributed.
• Order badges after fall all-Section camp.
• Collect the Popcorn order forms at the Halloween Party.
• Contact Rob Rathbun at the Society of the Officers of the Honorable Guard (SOHG) regarding gravestone cleaning.

October Events

• Fall Apple Day.
• Fall all-Section Camp.
• Halloween Party.

November

• Place Group order for Popcorn.
• Book the Knox Church hall to sort the Popcorn.
• Finalize the Group Budget.
• Provide financial statement to someone... it used to go to Area. Confirm the deadline.
• Ensure Gaming Grant Application is submitted. Confirm deadline.
• Start organizing the Christmas Party.
• Start organizing the Santa Claus Parade.
• Start organizing the Bottle Drive.
• Start organizing the Mount Seymour Camp.

November Events

• Gravestone cleaning at Fraser Cemetery before Remembrance Day.
• Attend Remembrance Day service at the Armories and march to the Cenotaph.
• Group Annual General Meeting.

December

• Pick up the Popcorn.
• Finish organizing the Christmas Party.
• Finish organizing the Santa Claus Parade.
• Finish organizing the Bottle Drive.

December Events

• Popcorn sorting.
• Christmas Party.
• Santa Claus Parade.

January

• Distribute information about Coho Night Hike.
• Finish organizing the Mount Seymour Camp.
• Start organizing the Kub Kar Rally.
• Send out invitations for Hyack Camp.

January Events

• Bottle Drive.
• Mount Seymour Camp (Winter all-Section camp).

February

• Ensure someone or a senior Section (Scouts/Venturers) provides one or two stations for Coho Night Hike.
• Order badges after Coho Night Hike.
• Finish organizing the Kub Kar Rally.
• Start planning Hyack Camp.

February Events

• Coho Night Hike.
• Kub Kar Rally.

March

• Contact the two malls and the City about Spring Apple Day which usually happens in May or early June.
• Register for Hyack Parade.
• Continue planning Hyack Camp.

April

• Confirm details of Spring Apple Day.
• Ensure that Hyack Parade is organized.
• Continue planning Hyack Camp.
• Order participant badges after Apple Day.
• Ensure someone or a senior Section (Scouts/Venturers) provides a station for Cuboree.

April Events

• Spring Apple Day.

May

• Ensure someone or a senior Section (Scouts/Venturers) provides a station for Beaveree.
• Ensure that the All-Section year-end Barbeque is organized.
• Finish planning Hyack Camp.

May Events

• Swim Up / Leap Up / Climb Up / Swagger Up.
• Jamboree on the Trail.
• Organize our table at the Queens Park Garage Sale, a fundraiser for Jamborees.
• Hyack Parade.
• Hyack Camp.

June

• Contact the School Board and book the two gyms for next year.
• Send thank-yous to each Scouter and confirm that they are returning as a Scouter. Follow up and repeat this in August.

June Events

• All-Section year-end Barbeque.

July

• Review expected new membership in all Sections and review if we have enough neckers and 12th New Westminster insignia. Order more from Zone West if required.

July Events

• Some sort of Troop camping Adventure or Pacific/Canadian Jamboree.