SCOUTS New Zealand

2019 Workplan
 
 
 
September 2018

1
SCOUTS New Zealand

2019 Work Plan (​Version 1.3​)

2019 Budget and Proposed Work Plan

This work plan details how the National Scout Centre plans to support the movement for the 2019 year.
(Our planning and financial year runs from 1 October 2018 to 30 September 2019. For simplicity we use Health & Safety System.
2019 to refer to the 2019 ​fiscal year.)
Learning Management System
Over the past year, it has become clear that there are areas the movement has under-invested in. This
is the unintended consequence of not raising the fee to keep scouts as affordable as possible. Information Technology System

This document provides an overview as to where and how the organisation is going to invest in itself. As
any builder will tell you: it is hard to build a house if the foundation is not solid. For 2019 we are
intentionally investing in two areas: infrastructure and programme. Our theory of growth

Budget Our theory of growth is straight forward. We think growth happens in the following way.
We all have to live within our resources, the national office is no exception. 2018 saw significant cost
reductions to bring our expenses in line with revenue. We said farewell to two executive leadership Great programme + great leaders = organic growth.
team memebers, and did not replace people as they left. These changes have reduced our payroll costs
from $2.1M in October 2017 to $1.5m in October 2018.
The focus for 2019 is to continue to invest time, energy and capital into creating a world leading
As staffing makes up 70% of the National Association’s budget we are not looking to add staff this year. programmer while also investing in modernizing and updating our training so as to enable leaders to
We will continue to review the best way to deliver our services to the movement. We plan to consult on deliver youth centered scouting programme.
and implement a new regional support arrangements this year.
We look forward to a compelling 2019.
The 2019 budget sets the parameters for the national office work within. The budget information
included in this document provides a high-level set of assumptions that create a fiscal envelope to begin
to allocate resource. A more detailed budget is attached as an appendix.

Infrastructure
Areas for investment in this include:

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SCOUTS New Zealand

2019 Work Plan (​Version 1.3​)

Budget Operating Assumptions

This section details the operating assumptions, including internal and external revenue projections, staffing levels, and other major expenditure that inform the 2018 to 19 Work Plan for the national team. Based on
the learnings from 2017-18 fee increase, the budget will be set based on 14,000 young people participating in scouting.

General Assumptions Revenue Assumptions Expenditure Assumptions

The work plan and supporting budget are built on the following
general assumptions:
● Youth membership will average 14,000 young people during
the 2019 calendar year.
● Property sales will ​not ​fund operating expenses of the
National Office.
● The National Office will work to a $3.0 million budget
(approximately) in 2018/19
● Staff costs will sit around $1.55 million and cover about 19.4
​ his excludes employees in
full-time equivalents (FTEs). [​NB T
Scouts Direct, Blue Skies, and Motu Moana or those
employed by other scouting related trusts.]
The work plan and supporting budget are built on the following
specific assumptions for revenue:
● The national fee for 2019 will be $210 per youth member.
This means membership will cover approximately $2.4 million
towards the running of the movement. (This is about 80% of
the budget).
● Revenue from Grants will contribute about $325k or
approximately 11% towards the running costs of the
organisation.
● Entrepreneurial Activity (Scouts Direct and other items) will
contribute $202k towards the running of the organisation.
● There is ​no​ revenue expectation from the National Event.
The work plan and supporting budget are built on the following
specific assumptions for expenditure:
● The number of employees in the National Office will remain
the same. We are not looking to remove any more staff, nor
are we looking to add new staff. We may shift roles around
the organisation depending on operational needs or to
support the implementation of our Better Prepared Strategy.
The National Office will invest, over time, in moving its
remuneration practices to be consistent with the nonprofit
sector. This means having fewer and better staff than in past
years.

A draft high-level budget is available to provide details about how and what the budget will look like.

Investing our Working Capital

For 2018-19 fiscal year, we are projecting about $400,000 in working capital that can be reinvested back into the movement. This is money outside of property sales. (Property sales will be invested back into the
movement through a contestable business case process.) We are interested in your feedback about where you think the areas the movement should be investing in. This will impact the number and types of projects
the national office commits to.

Hardship funding - Groups Hardship funding - Individuals Asbestos Testing or Mitigation

As a movement, we can invest in opening new groups. This
investment might look like a three-year fee abatement programme
which would make scouts more affordable to communities that we
have not traditionally been in. The focus would be on South and
West Auckland. An investment of $10,000 per term for a total of
investment of $40,000 in 2018-19.
We know some individuals are struggling to afford scouting
especially with more fee increases to come. We propose investing in
inclusion funding for individuals in the amount of $10,000 per term.
This could provide $20 indirect subsidy for up to 500 young people
per term.
New asbestos regulations require that all halls have asbestos
management plans in place. Our current approach requires that no
work is undertaken unless asbestos testing has taken place. We
could invest in the pro-active testing of halls, or we could help pay for
immediate mitigation of asbestos that is an immediate risk to those
using the hall. The costs to test each hall is about $1,500.

Startup fund for new National Schools Investing in Christchurch

For $20,000 we could fund the start-up of two new national schools. There is an outstanding commitment to helping invest in Christchurch
Possible candidates could include Bush-craft / Tramping school on to rebuild scout halls. This takes the form of tagged funding for
the south island or digital film school. specific groups..

Your feedback will inform the final list of funding priorities that will go to the National Board for approval. Importantly the National Board makes the final decision on funding priorities.

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SCOUTS New Zealand
2019 Work Plan (​Version 1.3​)
Proposed Work plan
Office of Chief Executive 
Purpose: This team works as a secretariat to the National Board and National Council, it manages key administrative processes on behalf of members including membership applications, group applications, and
provides visible leadership (in conjunction with the National Commissioner) internally and externally.
Business as Usual Activity
Task
Board Secretariat
Volunteer Support
Data
Internal Leadership
External Leadership
Project Work
Q1: October to December
Support for the subcommittee and
board meetings.
Pilot new warrant process
Improve data quality in OSM
Continue to clean up data in National
Database
Talk about Child Protection and
Health and Safety at every
opportunity.
Attend three zone or regional events
per quarter.
Build key relationships across the
youth development sector. Three
stakeholders meetings per quarter.
Build key relationships with the
government. 2 Ministerial meetings
per quarter.
Q2: January to March
Support for the subcommittee and
board meetings.
Support board election.
Support Annual General Meeting
Extend new warrant process
nationally
Improve data quality in OSM
Run regional training workshops
on OSM in all regions.
Continue to clean up data in
National Database
Talk about Child Protection and
Health and Safety at every
opportunity.
Attend three zone or regional
events per quarter.
Build key relationships across the
youth development sector. Three
meetings per quarter
Build key relationships with the
government. 2 Ministerial
meetings per quarter.
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Q3: April to June
Support for the subcommittee and
board meetings.
Support national council elections.
Refine warranting process
Improve data quality in OSM
Run regional training workshops
on OSM in all regions.
Continue to clean up data in
National Database
Talk about Child Protection and
Health and Safety at every
opportunity.
Attend three zone or regional
events per quarter.
Build key relationships across the
youth development sector. Three
stakeholder meetings per quarter
Build key relationships with the
government. 2 Ministerial
meetings per quarter.
Q4: July to September
Support for the subcommittee
and board meetings.
Support National Council
Meetings.
Improve data quality in OSM
Run regional training
workshops on OSM in all
regions.
Continue to clean up data in
National Database
Prepare a business case to link
OSM and National Database
Talk about Child Protection and The movement has more
Health and Safety at every
opportunity.
Attend three zone or regional
events per quarter.
Build key relationships across
the youth development sector.
Three stakeholder meetings
per quarter.
Build key relationships with the
government. 2 Ministerial
meetings per quarter.
Outcome
An effective and supported
governance and board
process.
Volunteers are welcomed to
the organisation in a timely
and consistent manner
When know who are
members are, what role they
have agreed to do, and when
their police check expires.
opportunity to engage with the
national office.
Scouts are positioned as a
leader in the youth
development sector in New
Zealand.
SCOUTS New Zealand

2019 Work Plan (​Version 1.3​)

Task Q1: October to December Q2: January to March Q3: April to June Q4: July to September Outcome

Volunteer Induction Investigate the regional induction Implement a new and

process consistent volunteer induction
system.

Regional Support Change Consult on new regional support Implement new regional support
process structure structure

Resourcing Profile

FY17-18 Staffing Level FY18-19 Staffing Level Team Budget Notes

3.0 FTE 3.0 FTE

Chief Financial Officer 

Purpose: ​This team looks after the financial wellbeing of the organisation. Projects include financial reporting for the SCOUT Association and Movement, supporting regions to develop property and asset
management plans, asbestos testing as is appropriate.

Business As Usual Activity

Task Q1: October to December Q2: January to March Q3: April to June Q4: July to September Outcome

Financial Reporting: SCOUT Obtain an unqualified Audit report for Fulfill constitutional obligations.
Association SCOUTS New Zealand 2018 year-end
accounts.

Management Reporting: SCOUT Provide 3 monthly management reports Provide 3 monthly management Provide 3 monthly management Provide 3 monthly management Gives confidence to the Board
Association within 5 working days of month-end. reports within 5 working days of reports within 5 working days of reports within 5 working days of that management is operating in
month-end. month-end. month-end. a fiscally prudent manner.
Provide an Annual Budget.

Financial Reporting: SCOUT Submit Consolidated Group 2018 Maintain Charitable Status.
Movement year-end accounts with the Charities
Commission.

Asbestos Management Programme Develop 2019 testing work plan Test about 28 properties. Test about 28 properties. Test about 28 properties. First year of a four year cycle to
manage to identify and remove
asbestos from all SCOUT New
Zealand buildings.

Grant writing Submit 19 applications. Submit 19 applications. Submit 19 applications. Submit 19 applications. Deliver $225k in grant funding.

Project Work

Task Q1: October to December Q2: January to March Q3: April to June Q4: July to September Outcome

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SCOUTS New Zealand
2019 Work Plan (​Version 1.3​)
Purchase and relocation of National
Office
Property Disposals
Integrate the Regional Financial
function into the National Scout
Centre.
Integrate Blue Skies and Motu
Moana campsite financial functions
into National Scout Centre.
Resourcing Profile
FY17-18 Staffing Level
5.6 FTE
Programme and Change 
Purpose: This team looks after the implementation of the youth programme and adult development of the organisation. In addition, this team manages communication within the movement and externally within the
sector and community. Projects include developing a revised youth programme and implementing an adult development framework, introducing Te Reo Maori into our publications and culture, publishing the Annual
Report, and refreshing the members' website.
Business as Usual Activity
Task
National Leader support
National Programme
Development
Internal Communication
External Communication
Websites/social media
Bicultural & Diversity inclusion
Consider options for new national office
Disposal of Duncan Tce.
Integrate the Upper North Island Region.
Integrate Blue Skies.
FY18-19 Staffing Level
5.6 FTE
Q1: October to December
Review succession plans of leads &
assistants/advisors
Publish 2019 National Programmes &
renewed template
Regional & National News x 3 each
Share best practice stories (what good
looks like)
Scout & About x 1
Design & draft Annual Report
Media release of key events: Venture
Create good news stories
Maintain currency and information
Continue Kaumatua partnership
Develop options paper for board
Integrate Central North Island Region
Team Budget
Q2: January to March
Review deliverables
Regional & National News x 3 each
Share best practice stories (what
good looks like)
Scout & About x 1
Finalise & Publish Annual Report
Media release of key events:
Founders Day
Create good news stories
Maintain currency and information
Review documentation for Te Reo
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Pending board approval, complete the
purchase of a 150-250 square meter
commercial property in the greater
Wellington area.
Disposal of Normanby subdivision.
Integrate Upper South Island Region
Q3: April to June
Review roles and warrants
National Programme planning
workshop 1
Regional & National News x 3 each
Share best practice stories (what
good looks like)
Scout & About x 1
Media release of key events: ANZAC
& Bravo
Create good news stories
Maintain currency and information
Review members website
Board Sign off of Commitment to
Integrate Lower South Island
Region
Integrate Motu Moana Campsite
Notes
There is not forecasted change in FTE for
Q4: July to September
National Programme 2
National Programmes available
Regional & National News x 3
each
Share best practice stories (what
good looks like)
Scout & About x 1
Media release of key events: Scarf
Day
Create good news stories
Maintain currency and information
Update members website
The national training room is
Reduce national cost by $60,000
p/a with the effective deployment
of capital.
Deliver $800k gross in property
sales.
Recoup human resource into the
front facing regional activity.
Setting the financial platform for
long-term financial sustainability.
Outcome
Refreshed team with clear
succession plan and deliverables
Relevant programmes aligned
with Youth Prog
Informed and connected
movement (young people and
adult volunteers)
Better informed parents, alumni
and community stakeholders
Informed & resourced movement
& community
Supports the Inclusive Growth
SCOUTS New Zealand
2019 Work Plan (​Version 1.3​)
Project Work
Task
Youth Development Policy
Implementation
Adult Development Policy
Implementation
Change Communications
Resourcing Profile
FY17-18 Staffing Level
2.8 FTE
Regional Development Managers 
Purpose: ​This team looks after the volunteer side of the organisations.
Business As Usual Activity
Task
Volunteer Management
Complaints / Issues Resolution
Maori inclusion
Develop a Commitment to Maori and
the Treaty Policy
Q1: October to December Q2: January to March
Leader Handbook design & content. Better World Badges section of
Core Prog development & Adventure awards
Skills YP workshop
Partnership with Whitireia/WelTec Develop Section specific content &
Implement 2 online modules collateral
Finalise Getting Connected & Essentials AD workshop
Call for service to lead change Support ADP and YPD project teams
communication function. with internal communications
FY18-19 Staffing Level
2.8 FTE
0.8 FTE through Internship Arrangement. Which means
we engage, induct, create a work programme for 2-3
interns every quarter
Q1: October to December Q2: January to March
LNI - Work with Zone leaders to identify South Island Group Leaders forum
successes for their roles LNI - Identify and build a Regional
Training Team
Consultation on draft Complaints Policy. LNI - ZL Workshop on issue
Approval and implementation of revised resolution
Complaints Policy Regional Workshops on preparing
Zones to deal with complaints
resolution
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Maori and the Treaty Policy blessed as Marae. priority of Better Prepared
Q3: April to June Q4: July to September Outcome
Pilot Programme begins Engage movement Movement is prepared for new
YP workshop YP workshop youth programme
Develop Section specific content & Complete section specific content Adult volunteers are engaged
collateral AD workshop and able to support the new
Training team development Youth Development Programme
AD workshop
Support ADP and YPD project teams Support ADP and YPD project Adult volunteers are well aware
with internal communications teams with internal of the change and feel equipped
communications to support a great youth-led
programme.
Team Budget Notes
Q3: April to June Q4: July to September Outcome
LNI - Work with the Zone Leaders to LNI - all zones to have full zone
identify potential zone position holders teams
Regional Workshops on preparing
Zones to deal with complaints
resolution
SCOUTS New Zealand
2019 Work Plan (​Version 1.3​)
Regional Engagement
(Forums and Councils)
Capacity Building Workshops
Project Work
Task
Regional Property Strategies
Child Protection: Benchmarking
Portfolios
Task
Child Protection
Health and Safety
National Schools
Risk
Resourcing Profile
FY17-18 Staffing Level
Regional Development Manager - 5.0 FTE
Regional Development Officer - 1.0 FTE
UNI Roadshow UNI Forum UNI Regional Council South Island Roadshow CNI Regional Council
UNI Regional Council UNI Regional Council CNI Regional Council UNI Regional Council
CNI Regional Council (including Zone CNI Regional Council USI Regional Council CNI Regional Conference
Teams) USI Regional Council LSI Regional Council USI Regional Council
CNI Regional Training seminar LSI Regional Council National Leadership Conference LSI Regional Council
USI Regional Council South Island Leadership Team LNI RWAA meeting National Leadership Conference
LSI Regional Council Weekend LNI Regional Forum LNI RWAA meeting
LNI Regional Council LNI RWAA meeting LNI SAPD LNI Regional Council
LNI RWAA meeting LNI Regional Council
UNI GL Meeting UNI GL Meeting UNI GL Meeting UNI GL Meeting
SAPD South Island (Christchurch) UNI Zone Training Leaders Dinner CNI SAPD Course LNI GL Day
LNI Zone Leader Workshop LNI GL Day
Q1: October to December Q2: January to March Q3: April to June Q4: July to September Outcome
Christchurch Detailed Engineering Christchurch Property Strategy Lower South Island Regional Property Upper South Island Regional
Evaluations (DEE) Complete complete Strategy Complete Property Strategy complete
LNI - Continue with Zone audits LNI - Identify all unused property LNI property strategy complete
including property
Benchmarking with Child Protection
Australia.
Q1: October to December Q2: January to March Q3: April to June Q4: July to September Outcome
Child Protection Training Rolled out
nationally.
Implementation of electronic Risk Vault Health and Safety Management Health and Safety management
Assessment and Activity Intention Forms system tested at Venture* system implemented
Develop a new National School - Promotional campaign for all schools Start new school Hold a National Schools Directors Run a successful new National
possibly an Electronics and Robotics Visit Flying and canoe schools Visit Aviation and Caving schools meeting School
School Visit Photography School Have more youth attend the
National Schools
Review of current risk processes and Implementation of revised risk Implementation of revised risk Monitoring new risk processes
procedures processes and procedures processes and procedures and procedures
FY18-19 Staffing Level Team Budget Notes
Regional Development Manager 4.0 FTE
Regional Development Officer - 1.0 FTE
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SCOUTS New Zealand

2019 Work Plan (​Version 1.3​)

Regional Coordinators - 2.06 FTE Regional Coordinators - 2.06

Additional Volunteer Lead workstreams 

Task Q1: October to December Q2: January to March Q3: April to June Q4: July to September Outcome

Digital Infrastructure GSUITE Rollout to National Volunteers FMIS Evaluation Provision email address for all
Adoption of Google Drive for file storage volunteers

OneBank Board Agreement to shift to one bank Migration SYF to one bank Migration National office to one bank Migrate zones and groups to One
Select an FMIS to support one bank Bank
solution.

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