4th Grand Falls Fundraising Policy

At the 4th Grand Falls Scout Group we participate in five different types of fundraisers:

  1. Group – Group fundraisers go towards our Group Committee to be dispersed to the sections as needed to run their programs. Participation in Group fundraisers usually entitles you to a discount on registration.  Examples include Apple Day Stores and Phone Books.
  2. Section – Section specific fundraisers go directly to a specific section to support their program or help them fundraise for a specific goal. Examples include Wake-A-Thon and Haunted Trail.
  3. Activity Account – Activity Account fundraisers go towards the youths’ Activity Accounts. These accounts are not tied to a specific trip or event and can be rolled over year to year for as long as they are a member with our group.  Examples include Recycling, Veggie Sale, Online Auction, Scout Popcorn, etc.
  4. Jamboree – Jamboree or trip-specific fundraisers go towards a youth’s participation in a specific trip or event. If the youth withdraws from the trip, their collected fundraising will go to the trip’s general fund.  It cannot be transferred to their Activity Account and cannot go towards a different trip or event.  Reason being that donors sponsored a specific trip, and we do not have the right to use their money for anything other than that trip.  Examples include Bake Sales, Grocery Bagging, Business Donations, etc.
  5. 3rd Party – On occasion we are given permission by Council to directly fundraise for 3rd party community groups or other charities. Example would be helping with the Legion’s Poppy Campaign.

With the exception of “3rd party” fundraisers and recycling, Group Committee asks that a minimum of 10% off all fundraising profits be used for program support.

VERY IMPORTANT – If you are collecting donations or fundraising in any way on behalf of Scouts Canada, the 4th Grand Falls Scout Group, or “Your Youth’s Scout Trip”, the funds MUST go through our group.  For example, if your youth decides to set up a babysitting service and advertises that the funds will be used to help him pay for his trip, those funds MUST go through our account.  If you even mention the word “Scout” or “Jamboree” it MUST go through our account.  The reason being that it can be argued that the only reason the customer donated was because it was going towards Scouts Canada.  Whether or not this is the case, it is certainly the perception.   Another example would be collecting beer bottles for your youth’s Scout trip and returning them to the store for cash (always better to take them to a store as you’ll get 10 cents instead of 5 cents at the depot).  Make sure you bring the cash in to your section lead to be deposited to your youth’s account.  Do not hang on to it.

So to be clear, YOU ARE NOT PERMITTED TO RAISE FUNDS FOR YOUR YOUTHS’ TRIPS AND HANG ON TO THE MONEY YOURSELF.  The money **MUST** be handed over to the Scout Group to be added to your Activity Account.

Also, it is always mandatory to be in full uniform when collecting money on behalf of Scouts Canada.  This does not apply for service projects like recycling, trash clean-up, phone book delivery, etc.

Below are the detailed rules/policies associated with “Activity Account Fundraisers” and also our current rules/policies for the “Adventure 2019” fundraisers.

Individual Activity Accounts

Certain fundraisers through the year will go directly into each youth’s “Activity Account”, allowing them to fundraise in earnest from Beaver Scouts and onward and avoid a last minute scramble.  Eligible fundraisers include Apple Day (door-to-door only), Scout Popcorn, Veggie Sales, Online Auction and Recycling.  Rules for each fundraiser vary and will always be posted before the fundraiser begins.  Any youth that truly “Does Their Best” each year will have no problem at all attending the big camps when the get to Scouts and beyond.

The rules/policies for Activity Accounts and associated fundraisers are established by the Group Committee.  All Activity Account fundraisers must first be approved by Group Committee in order to prevent fundraising burn-out from our members, families, Scouters and the general community.

Frequently Asked Questions about Activity Accounts

Who do I ask about the balance of my youth’s Activity Account?

  • You simply login at gfwscouting.ca/aa  If this is your first time logging in, just follow the instructions to link your youths’ account.  If you have any trouble, contact Scouter Jason (jason@gfwscouting.ca)

Is the account transferable?

  • Yes, but only within a family.  A youth’s Activity Account is transferable to their immediate family, but to no other members.  That means if you have two youth involved in Scouting, your youth can transfer between accounts.

What can the money be spent on?

  • Youth could draw upon their Activity Accounts to cover the costs of any official Scouting Activity approved by the 4th Grand Falls Scout Group.  It can also be used to cover uniform costs as needed.

Can the money be withdrawn?

  • No, the money cannot be withdrawn for any other purpose.  Donors contributed to our Scouting group, and therefore all donations belong to the 4th Grand Falls Scout Group.

What if the child leaves Scouting?

  • If a youth leaves the movement, our Group Committee will hold their Activity Account in trust for one Scouting year.  If they do not return by September 30th of the following year the funds in the Activity Account will be returned to the general account and spent at the Group Committee’s discretion.

Jamboree/Trip-Specific Fundraising

Fundraisers that are directly associated with a trip/event will have all funds raised dedicated to those trips.  Funds may not be transferred to youths’ Activity Accounts and may not be used for a different trip/event.  Youth that cancel their participation in the trip after registering are donating all their fundraising to the trip general fund.

The rules/policies for Jamboree/Trip-Specific fundraisers will be the responsibility of the Expedition Leadership Team for that event.

Donation Distribution

For individual-based fundraisers (such as Apple Day streets, selling things door-to-door, business donations, etc), each youth will receive everything they themselves earn (based on profits only).  For group-based fundraisers (bake sales, car wash, selling at a mall/tradeshow booth, talent show, etc), each youth that participates will receive a share of the funds raised based on their participation.  For example, a youth that spends two hours at a fundraiser will receive twice as much as a youth who spends one hour at a fundraiser.  Keep in mind that a minimum of 10% of donations needs to be dedicated to supporting our Scouting program.

Additional helpers – For some fundraisers it will be possible for parents, siblings, friends, family, etc to help out.  When this is the case, their hours count towards the youth’s total hours.  For Scouters with youth attending the trip, their hours go towards their youth.  Scouters without youth attending the trip will contribute to the trip general fund. 

Funds Only for Youth Members (5-26) – Only youth members are permitted to raise funds for their trip.  Adults can raise funds for their youth, but may not raise funds for themselves.  Some trips may allow for adult participation, but it would be at their own cost.

Surplus Fundraising

In the event that your youth raises more through fundraising than they owe for the trip, the surplus will be distributed as follows:

  1. TRANSFER TO SIBLINGS – If you have multiple youth attending, any surplus from one youth will be used first to offset the trip costs of their siblings also attending the trip.
  2. REFUND DEPOSITS – Parents will be refunded any deposits they paid out of pocket. This does not include deposits that were paid from fundraising or through their Activity Accounts.  Deposits will be refunded by cheque at least one week before the departure date.
  3. SPENDING MONEY – The Expedition Leadership Team (youth members leading the trip) will set a spending money cap (CJ’13 the cap was $160, for Expedition Europe it was $450). Youth will be entitled to use up to this amount of fundraising money as spending money.  They will receive their spending money on the trip.
  4. ACTIVITY ACCOUNT REFUNDS – If the youth had to use any funds from their Activity Account to pay for the trip deposits, those funds can be returned. The funds will be transferred back to their Activity Accounts within two months from our return from the trip.
  5. GENERAL FUND – If there are still funds remaining, they will be transferred to the trip general fund. The general fund is used to offset trip costs, manage surprise expenses, and keep the cost per person down as low as possible.  If there is a surplus in the General Fund after the trip, the Expedition Leadership Team will determine how the funds are to be used.

Exceptions to the Rules…

There are always exceptions… but those exceptions will be clearly explained in writing before the fundraiser.


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2017/18 Troop Code of Conduct

Participation in Scouting should be rewarding and fun for all. Every member, regardless of position, has the right to be treated with RESPECT and DIGNITY by their fellow Scouts and Scouters. To ensure all Scouts and Scouters have an enjoyable Scouting experience it is imperative that a specific level of conduct and discipline be maintained. All Scouts and Scouters made the following promise, on their honour, and are expected to keep it: 

The Scout Promise 

“On my honour, I promise to do my best, to do my duty to God and the queen, to help other people at all times, and to carry out the spirit of the Scout Law” 

The Scout Law 

“A Scout is honest & trustworthy, kind and cheerful, considerate & clean, and wise in the use of all resources” 

The small number beside each rule shows the minimum consequence for breaking that rule. 

SPECIFIC REQUIREMENTS 

  • No member has the right to negatively affect the experience of another member. 
  • Members must be kind to one another 
    • No violence of any kind will be tolerated (ie: hitting, pushing, tripping) 3 
    • No bullying of any kind will be tolerated 3 
    • Scouts must share with their fellow Scouts 1 
  • Members must treat each other with respect 
    • Absolutely no lying (“A Scout is Honest & Trustworthy”) 1 
    • Theft of any kind will not be tolerated (“A Scout is Honest & Trustworthy”) 2 
    • No disrespectful language (swearing, name calling, etc) 1 
    • No bragging or showing off in a way that belittles another member 1 
    • No interrupting another member while they are speaking 1 
    • Relationships that develop between members are to remain discreet, and will not interfere with any troop activities. 1 
    • For overnight outings, every possible consideration must be made to allow for private changing areas for all members.  In co-ed camping situations a private changing area must be provided unless impossible for safety reasons.  No member is permitted to ever undress in front of another member, regardless of gender.  Members in a relationship may NOT sleep beside one another. 3 
    • No discrimination of any kind between members based on gender, race, religion, sexual orientation, etc. 3 
    • Scouts are not permitted to go through other member’s personal belongings without consent. 2 
    • Negative peer pressure is not permitted 2 
  • Members must treat the environment, property and equipment with respect 
    • Members must properly clean and maintain all Scouting equipment 1 
    • Members must treat our meeting space (wherever that may be) with care & respect – we strive to always leave our meeting space in better condition than we found it (indoors or outdoors) 1 
    • Littering is never acceptable 1 
  • Scouts must show respect for the Scouting Movement 
    • All members must wear complete uniforms at all Scout meetings, outings and events (at camps uniforms are only required on the last day) unless an exception is approved by the Troop Leadership Team.  Note: For most regular meetings an informal uniform is acceptable.  Formal uniform is required for all ceremonies, badge presentations, etc.  Members will be informed before the meeting/outing which uniform is required. 1 
    • All members must be respectful during all formal ceremonies. Absolutely no talking or misbehaving while in formal horseshoe formation 1 
  • Miscellaneous 
    • No outside food or drink (including gum) is permitted at any Scout meeting held indoors with the exception that water in a refillable container with lid is always permitted. 1 
    • When meeting at the church, all members must obey the rental rules established by the church. 1 

The Troop Leadership Team, on behalf of all the members in the troop, has agreed on the following consequences for violations of the above: 

  1. Public Apology: The offending member must apologize in a sincere manner to any individuals that were negatively affected by their actions. 
  1. Sitting Out: The offending member will be asked to sit out of one or more activities 
  1. Verbal warning given. Parents/Guardians will be notified of the inappropriate behavior at the end of the meeting. 
  1. Parents or guardians called during a Troop activity and asked to take their Scout home. 
  1. Suspension. The offending member will be requested not to attend up to three subsequent meetings/events (serious incidents could require suspensions as long as 90 days pending a full investigation by Scouts Canada and/or the RCMP.) 
  1. Expulsion. A member who repeatedly violates the troop code of conduct, and shows no indication of correcting their actions may, as a final option face expulsion from the group. Membership fees, dues and fundraising will not be refunded. 

IMPORTANT NOTES:  

  • Certain violations, such as violence, threats or bullying, will require immediate suspension as per Scouts Canada policy. 
  • If a member’s behaviour requires level three consequences, they will not be permitted to attend any activity outside Grand Falls-Windsor until they attend two consecutive Scout functions with no further Code of Conduct violations. 
  • If a member’s behaviour requires level four consequences or higher, they will not be permitted to attend any activity outside Grand Falls-Windsor until Troop Leadership Team is satisfied that their negative behaviour will not be repeated. 
  • All violations resulting in level two or higher must be recorded in the Troop Log. 
  • Members will not be permitted to attend an outdoor event if they do not have a whistle and a filled water bottle or hydration pack. 
  • Cell phones, video games, MP3 players, iPods, etc may not be used at any Scouting meeting, outing or event unless the youth has a valid technology permit or unless an exception is approved by the Troop Leadership Team.  

 


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Running Your Own Fundraiser

Woah!  Pretty scary title!  Seriously though, it’s not at all as scary as it may seem!  The absolute best way to help your youth get to the 2019 World Jamboree or to Europe is by planning and running your own fundraiser.  First off, if you are running it, you know you’ll participate, so there is that 😉  In addition though, we would like to offer you a little more incentive…

If you completely plan and administer a new fundraiser (one we haven’t done in at least two years) you will keep 5% of the total proceeds for your youths trip fundraising!  

So whatever we raise, minus the cost of the fundrasier gives us the profit.  5% of the profit will be donated to the youths’ section for program delivery, 5% will go directly to your youths’ trip fundraising, and the remaining 90% will go to the youths who actually raise the money.  If your fundraiser profits $2,000, you will earn a minimum of $100 PLUS whatever your youth raises on their own!  Really adds up quick!

So how do you run your own fundraiser?  Well it’s surprisingly easy!

  1. Send me a quick email or speak to me about your fundraiser with as many details as you have so far.  I will work with you to determine costs, timing, etc and get the neccesary approval.
  2. You come up with order forms (if needed) and post details about your fundraiser on our group fundraising page.  You will also need to send me an email that I can forward off to all the parents.
  3. You collect and count the money, and ensure all the money and receipts make it to me as soon as possible after you receive it.  If it makes more sence, participants can pay me directly providing it can be done at regular Scout or Cub meetings.
  4. I will update the youths accounts with their share.

That’s it!  So what are you waiting for??  If every parent does one fundraiser, we’re up to close to THIRTY fundraisers!  We’ll get all our kids to Europe or WJ no problem!

Happy fundraising 😀


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