This page provides useful information and guidance for Group Leaders, Site Managers, Wardens, Cleaners and Hall Hire Coordinators.
On this page:
Cleaning of Scout Halls
The following information describes the requirements for routine cleaning of Scout Halls as determined by the Group Leader, in consultation with the relevant Section Leaders during development of the COVID-19 Safety Plan for Scout Hall. Other Scouts properties, such as Scout Campsites and Activity Centres, determine their own their own cleaning procedures during development of their COVID-19 Safety Plan For Scout Campsites and Activity Centres.
The cleaning requirements for Scout Halls are based on risk factors such as the volume usage of the hall and the time elapsed between use by different ‘groups’. Where Scout properties are hired out to other parties, cleaning should be discussed with the tenant directly to ensure clarity of responsibilities (this also is a step in developing the COVID-19 Safety Plan).
Scouting sections and other users of the hall manage hand hygiene and cleaning of certain surfaces during their meetings (as per their respective COVID-19 Safety Plan) to reduce the risk of transmission amongst attendees. In addition, routine cleaning of the Scout hall takes place to reduce the possibility of spread from one group of hall users to another group.
- Cleaning is to take place before and after every meeting to help prevent spread from one group of participants to another.
- Handrail, switches, door knobs and other high use surfaces should be wiped clean with a detergent solution. Take care when cleaning on or around electrical equipment/fittings – isolate electrical equipment and turn off power source if possible before cleaning
- Cleaning with detergent and water is usually sufficient for routine cleaning however when there has been a high volume of people touching the surface, follow up by disinfection using a dilute bleach solution or other hospital grade disinfectant. Note: Disinfectants require sufficient contact time to be effective at killing viruses. If no time is specified, the disinfectant should be left for ten minutes before removing. Ensure disinfectants are stored where no small children are likely to access them.
- Floors, bathrooms and kitchens should also be cleaned frequently depending on use (at a minimum weekly).
- Cleaning products should be stored safely in containers that are intended for the purpose and properly labelled.
- Safety Data Sheets for Cleaning products should be displayed. Cleaners should follow manufacturer’s instructions when using the product e.g. wear gloves and wash hands after cleaning.
- A cleaning sign-off sheet should be displayed to record cleaning completion and frequency.
- If there are additional cleaning costs, consider how you will cover these and possibly share costs with hirers (more guidance will be provided separately about liaising with hirers about COVID-19 plans).
- Cleaning and disinfection must also be undertaken after a person with a confirmed or suspected case of COVID-19. More information can be provided to you when you report the matter using the Scouts NSW WHS incident report form.
- Safe Work Australia has issued a useful one page CHECKLIST: Cleaning and a printable pack on cleaning during COVID-19.
Hirers of our Scout Halls are now able to return, however managing the risks associated with COVID-19 and a COVID Safety Plan will be key factor in managing hall hiring arrangements.
It is important to read the Guidelines for Hall Hires information pack here to understand and communicate the expectations for hirers.
Please contact your Hall Hire Officer for more information.
Scouts properties must use electronic check-in methods such as a QR code to record attendance by members, parents, hall-hirers, guests, tradespeople etc. The free NSW Government QR code strongly encouraged because it enables direct retrieval of information by health authorities. A QR code is required for each Scouts property.
QR codes for hirer of Scout Halls - The Group Leader (or their delegate) is responsible for obtaining the QR code. Hirers of Scout Halls will also use this QR code unless they have their own means of electronic check-in. Either option is acceptable however the Scouts Hall Hire Coordinator should invite the hall hirers to use the QR code set up by Scouts. The Hall Hire Guidelines COVID-19 document has been updated and can be used for this purpose. If a person registers using both QR codes at the same time it is better than not registering at all.
QR codes for Scout Camps and Activity Centres – The Camp or Centre Manager (or their delegate) is responsible for setting up the QR code. On a larger site that has totally segregated areas, you can have multiple QR codes however try to display the QR code images in appropriate areas to minimise confusion. If a person registers using both QR codes at the same time it is better than not registering at all.
Details about obtaining a QR code are available on the Scouting Activities page.
Scout Camps and Activity Centres
Scout Camps and Activity Centres with an approved COVID-19 Safety plan may run daytime activities and accept overnight guests under the relevant conditions of their plan and the current public health orders regarding physical distancing. Members and guests need to check in in arrival and check out when departing, with a QR code. See the section on QR Codes for details.
Overnight stay represents a higher risk of spread due to the extended length of time people spend in close proximity to one another.
Scout Camps and Activity Centres will need to develop a cancellation/changes policy due to COVID-19.
Scout Camps and Activity Centres that are operating in a restricted capacity and have COVID-safety plans approved by Scouts NSW (as of 8 February) are:
- Alpine Activity Centre
- Air Activities Centre (day time only)
- Baden Powell Scout Centre
- Berrima Scout Camp
- Bundilla Scout Camp
- Camp Coutts
- Camp Eagle Eye
- Camp Kuring-Gai
- Camp Kurrajong
- Camp Nelson
- Camp Windeyer
- Cataract Scout Park
- Glenfield Scout Activity Centre
- Glenrock Scout Centre
- Heathcote Scout Camp
- Ingleside Scout Camp
- Kooranowa Scout Camp
- Lostock Scout Camp
- Lynchwood Scout Camp
- Mt. Keira Scout Camp
- Myuna Bay Scout Camp
- Scout Camp Kariong
- Sugee Bag Scout Camp
- Water Activities Centre
Scout Hall and Property Support
General Scout Property Enquiries
Is there someone within our Property team who can help me with a questions(s) re: property or property related services?
At Scouts NSW, all members of the Property team can assist with any general or COVID 19 related questions regarding your property, or property related services.
If you have questions after discussing with your District Commissioner, Region Property or Region representatives, please contact any member of our Property team at anytime.
Those team members are below, and all numbers listed will be redirected to their location:
Scouts NSW State Office Property Team Contacts
Direct all Email to: email@example.com
Brian Warters – Property Officer – 9735 9032
Bruce Retallick – Property Manager – 9735 9022
Brett Clarke – Head of Property – 9735 9039
Will the grants programs to which we have applied in past years, assisting and making possible many of our property improvements, continue? Or will there be pressure on NSW government budgets that the grants programs in the future may not continue?
Scouts NSW are not aware of any changes to the Grants Program, and at this stage it is a business as usual in respect of applying for acceptance into relevant Grants programs.
The popular Community Building Partnership Grants (CBPG) will open on 4 May 2020.
Crown Lands COVID-19 Relief
Our Scout Hall/location is under Crown Land Management; due to the COVID 19 impacts and closures, are we able to receive any assistance re rental payments, licence fees?
Scouts NSW has already engaged with Crown Lands through the Minister’s office to seek relief to our rental payment arrangements with the Crown for those 38 properties currently under licence or other arrangement, and where the location is not a Crown Reserve (in which case no payments are made to the Crown).
The outcome of those discussions will be communicated once finalised.
Loss of Income/Revenue: Due to the closures and/or measures related to COVID 19, we have had our bookings, income and/or usage suspended or shut down. Is there an assistance or relief for our Group for the loss in income?
With regard to losses regarding bookings, income, revenues, then please see the attached specific Crown Lands claim link to outline and make a claim for losses due to COVID 19 and NSW Health regulations.
As each claim is specific and may need detail known only to you, your Group or the Region, then the quickest way is for you to lodge the claim directly.
Whilst the Property team will assist by following up and liaising with Crown Lands upon receipt of claims, it is important that you as the representative of your business, outline your hardship claim.
Reference information needed to complete the Claims form
- Financial impact – Profit and Loss, Income/Bookings cancellations
- Re the relevant CLM (Crown Lands Manager): Type in Scouts Australia NSW Branch
- Re the areas on Insurance: Answer NO, there has been no insurance claim for financial hardship
- Now, to lodge your claim for Crown Lands locations please complete the form via the following link: Crown Lands claim form
Local Council COVID-19 Relief
We are aware that many local Councils are offering COVID-19 relief to many Community Groups, and/or Not for Profit groups such as Scouts NSW.
Councils across NSW may now offer differing forms of relief, which may include waived annual lease fees, levies, permit fees and water relief for a number of months as per the recent passage of legislation.
Local Government COVID 19 Regulation – April 2020 reference was just enacted in NSW Parliament and relevant sections have been highlighted, which spells out that Councils may waive these certain fees, levies etc. See attached resource here.
Due to the number of Councils affected which Scouts NSW has locations, all requests of Councils to seek relief should be co-ordinated through your Region Office as directed. Region Office Managers and Region Property Managers as directed by the Region Commissioner will coordinate Council requests for waivers, relief and other mitigating measures where available
We have provided a standard letter of address to your Region Office to assist in consistency with communication; and to standardise communication to your Council. We offer to assist, though appreciate that many Regions may already have templates prepared.
The State Property and Support office will continue to monitor, review and process local Council invoices as they are received and any credits, waivers, refunds etc. received will be processed for Groups if they are received.
If Groups receive any direct communication from Council, please forward a copy to the State Property team via: firstname.lastname@example.org
Council - Sites Managed by State Office COVID-19 Relief
The State Property team has issued letters, similar to the above, to those affected Councils seeking rental relief and waiver of fees, licence costs and other costs as they apply and will manage with State Finance this process.
Energy and Gas Utilities COVID-19 Relief
Who can I contact for assistance regarding the payment of property related energy/utility invoices? Is there any relief or waiver of energy, gas or utilities bills?
As various Energy and Utility providers across NSW deliver the electricity and gas services to our Scouting locations, you should contact your current provider.
There have been no announcements specific to COVID 19 impact from any of the providers, though the majority have on their websites, relevant link(s) to seek payment deferral or assistance.
To help, we have listed these below, though if your specific provider is not of this listing of the major 4-5 providers, we encourage you to access your specific provider’s website.
See the list below for some helpful links:
Energy Australia www.energyaustralia.com.au/covid-19
Origin Energy https://www.originenergy.com.au/coronavirus.html
Red Energy https://www.redenergy.com.au/assistance