Finance, funding and the budget

The approach to funding trips to a jamboree varies considerably from Troop to Troop.  Some parents opt to fund the cost themselves where they find they do not have the time to commit to fundraising.  Other Troops choose to fundraise and nearly always achieve the goal and while doing so, the parents, leaders and Scouts tend to become friends and more supportive of the Troop.  This also provides a great recruitment opportunity and encourages retention in the Troop.


Getting a job

One way that some Scouts fund the fee for the Jamboree is to get a newspaper delivery round or pamphlet delivery round and parents often help their Scout do the deliveries.  This of course will only work in the suburbs, but it is in fact the most effective way of raising the funds and it teaches the Scout about real life, earning their way and watching the savings grow.

Grants

Getting grants for Jamboree fees is not easy, although it is possible to get grants or sponsorship for camping gear, uniform items and sometimes travel.  In short, don’t expect to get a grant to fund the fees.  Scouts tend to value things they have had to earn and training Scouts in life skills is of course one of the basic values of Scouting.

Allocating the funds raised

There are many ways Troops can raise funds and in some respects, that’s the easy part.  The trap Troops can fall into is failing to determine how to allocate the funds raised.  This has the potential to cause major divisions amongst the parents and leaders if it’s not sorted out and understood by everyone involved before fund raising starts.

Always understand that any funds raised under the name of Scouts New Zealand need to be fully accounted for as this is Scouts New Zealand funds to be used for the purpose fundraised: the funds do not belong to the individual Scouts.

Allocation method

Comment

Pool all the funds raised and divide by the number going. This method involves the whole troop helping with fund raising regardless of whether or not all the members are intending to go to the Jamboree. It’s consistent with the Scout Law requiring Scouts to help others. If someone pulls out, the funds stay in the pool and the others benefit, or the Troop invites someone else to attend in their place. Any surplus stays in the pool for the next Jamboree.
Funds raised are allocated to those attending the ‘working bee’. This method is quite popular but requires a serious amount of paperwork. The Troop really needs a person just focused on tracking who attended the fund-raising activities and for how long etc. If a person drops out of Jamboree, the funds could be used for their other future scout activities.

Funding Leaders

The funding of Jamboree costs for leaders should considered.

The Jamboree Troop youth members with the assistance of the Scout Groups involved, should fund the fees for the leaders and other adults going to the Jamboree.  This includes adults from the Group going as Staff at the Jamboree – these are all adults supporting the youth from your Troop.

The leaders are giving up family time to attend and generally look after the children of other families.  It’s reasonable to ask the leaders to contribute the cost of the meals, but on the other hand, having the Jamboree Troop pay for the meals as well, is in a way a thank you to the leaders for all the work they have done preparing the Scouts for attending the Jamboree.

Funding method
The fairest way of funding the leaders attending with the Troop is to increase the fees for the Scouts so that their contribution meets the cost of the leaders attending.

The number of leaders needed
Some thought needs to be given to the number of leaders being taken to the Jamboree. The Jamboree Leadership Team specifies the number of leaders required and for the 22nd Jamboree this will be 1 Leader per Patrol plus 1 Troop Leader.  Ideally the troop size should be 6 Patrols, with 7 leaders, however Troops can register with 4 patrols, but this is conditional that troops may merge with other Patrols who will be either International or within New Zealand.

The Jamboree always needs Programme and other support staff and this is a good option if there are extra leaders wishing to attend.

Training the Patrol Leaders
Many Troops incorrectly assume they need to take one adult per patrol plus kitchen and admin staff. Consider however that training the Patrol Leaders to actually lead their Patrols and report directly to the Troop Scout Leader is not just an option – it is the very basis of the Scout section. The outcome of this is that you will be able to minimize the number of adults and have them deal with the QM and support tasks and yet still be available to accompany the patrols on the programme activities where needed. It’s worth not just thinking about, but putting into action – now.

The Scout Leaders job is to train Patrol Leaders


Pocket money

Scouts may need a limited amount of pocket money at the Jamboree. The amount can vary considerably and is often funded by Grandparents and family members by way of a Christmas present.

The pocket money is paid to the Jamboree Troop Treasurer who then issues the money each day as required by the Scouts. A rule of thumb amount is probably $5 – $10 per day, which amounts to about $50 to $100 for the event. The Treasurer may advise Scouts on how much to spend, but remember it’s the Scout’s money, and if they ignore the advice and run out of funds, it’s also a learning experience.

It is interesting to see that some Scouts spend a little each day and then use the remaining funds to buy something worthwhile. Others will attempt to cajole the Treasurer to give them more than the $5 – $10 per day early in the event and risk running out of funds.


Budget

Creating the Troop Jamboree budget is something that has to be done very early in the project and often before the Jamboree fee is known.

Make sure that the person appointed as the Troop Jamboree Treasurer has budgeting skills, or find someone to help the team create the budget. This is critical. Don’t overlook the importance of getting the budget format and items listed correctly. Your best guess will have to do for the initial budget, especially for transport and food as you cannot know for sure what to allow for when you are working on the budget up to 18 months before the event.

The initial Budget
The Jamboree Leadership team is estimating the Jamboree fee between $800 and $950. For Leaders/staff attending between $150 and $300.

The budget is not set in concrete
Budgets are flexible until approved, so don’t be alarmed if you have to keep changing it early on in the project. However, by at least 9 months out from the event you should be able to approve the budget and stick to it unless extraordinary cost increases are encountered.

Contingency
You MUST add a 10% contingency sum to the total of the budget to allow for unexpected costs (flying someone ill home, high winds destroying a tent, blowout on the Troop trailer tyres etc). Don’t get into the mind set of spending part of the contingency before you leave for the event.

The contingency is for emergencies and the Troop Jamboree Treasurer must have this sum readily available to cover emergency expenses should they occur.

All going well, you should be able to refund the contingency sum to the parents once the Troop has returned.

A sample budget format can be found in the Time To Plan Document, page 9.


Treasurer

The Treasurer need not be someone going to the Jamboree.  However, it is essential that at least two if not all three of the signatories to the Scout Jamboree bank account attend the event so there is no issue about accessing funds when needed.  Do not make the Jamboree account a sub account of a Scout Group bank account.  The signatories for the Jamboree account are unlikely to be the same as for the main Group account.

The rules for managing the Jamboree bank account and the funds are the same as for a Scout Group.

  • All cash received is receipted and banked, all payments are made by way of a cheque or direct payment.
  • No claim will be paid unless it was pre-approved and is supported by receipts.
  • There is a clear understanding by all leaders, the treasurer and parents before the event, about the method of dispersal of surplus funds at the end of the event.
  • The final accounts will be reviewed by the Group Treasurer or other competent person and lodged with the Scout Group Treasurer, or Treasurers if more than one group is involved.
  • It is strongly recommended that if funds are available to be paid back to the parents, that this is done before School starts.

Accessing cash

The Jamboree site is not near a township, so you will need to plan for that and also allow for public holidays when the banks will be shut.  ATMs should still be available.