Engaging Contractors
Introduction
Engaging a contractor to work at a Scout hall, den, campsite or activity location might feel routine — but there are important safety, legal and licensing responsibilities that apply, even for small jobs and even though leaders are volunteers.
This guide explains what to look for, what to ask, and when to stop and seek help, using clear and practical steps that fit the Scout environment.
Why Contractor Selection Matters
Choosing who does work on a Scout property is more than a practical decision — it is a safety, legal and governance responsibility.
When contractors work on Scout dens, campsites or activity centers Scouts Queensland is Legally Responsible if:
- An unlicensed person is engaged to do licensed work
- A contractor works unsafely and someone is injured
- Known risks are ignored or not managed
This responsibility does not disappear because the job is small, urgent, or done “as a favour”.
Engaging the wrong contractor can lead to:
- Insurance claims being reduced or rejected
- Regulatory action, fines, or improvement notices
- Work needing to be redone at additional cost
- Legal disputes where Scouts Queensland has limited protection
- Loss of trust with parents, community partners, or landowners
In many cases, these outcomes occur after the work is finished — when it is too late to fix the decision.
Who Is Responsible for Safety?
The Contractor
The contractor is responsible for:
- Keeping their workers safe
- Holding the correct licences (where required)
- Having valid insurance
- Using safe work practices and equipment
- Managing risks such as heights, electricity, machinery and chemicals
Scouts / The Site Representative
As the formation using the site, we must:
Engage suitable and competent contractors
Share known site hazards (public access, uneven ground, asbestos registers, etc.)
Stop work if something looks unsafe or non-compliant
Ensure incidents are reported correctly
Workplace safety is always a shared responsibility.
What do you need to do?
When first looking to engage a contractor, following a few simple steps can make a big difference. Taking a moment to check licences, insurance, and experience, and to clearly discuss the scope of work and safety expectations, helps avoid problems before they start. These early checks protect Scouts, volunteers, and the public, and ensure the work can proceed safely, legally, and with confidence.
Step 1: Initial Checks:
Before agreeing to any work, ask for:
✅ Basic Checks
- Business name and ABN
- Proof of Public Liability Insurance
- Proof of Workers Compensation Insurance
- Relevant licences, normally a QBCC License will be the minimum requirement, but additional licenses may also be required depending on type of work
⚠️ Red flags:
- “I don’t need insurance”
- “Licences don’t apply to this kind of job”
- “I’ll just help you out as a favour”
If in doubt — pause and ask for advice.
Step 2: Understand When a Licence Is Required (Very Important)
In Queensland, some work must legally be done by a licensed person, regardless of cost.
Work That Always Requires a Licence:
- Electrical work (any value)
- Plumbing and drainage (any value)
- Gas fitting
- Fire protection systems
- Termite management (chemical)
- Asbestos-related work
- Structural or building work over $3,300
Even if the job is “small” or “cheap”, licensed work must still be licensed. We would strongly encourage all work to be done by a suitably licensed and qualified contractor irrespective of cost.
Licensed contractors demonstrate:
- They’ve met regulated qualifications and experience standards
- They’ll be subject to QBCC oversight
- Their work is covered by legal protections and warranties
- They are more likely to follow safety and building standards
Hiring unlicensed workers for tasks that require a licence can lead to:
- Void insurance or warranties
- Expose Scouts Queensland to legal penalties
- Prevent costs from being recovered if something goes wrong
Step 3: Ask Simple, Safety-Focused Questions
A suitable contractor should be able to clearly explain:
- What work they will do (scope of work)
- What risks are involved
- How those risks will be managed
For higher-risk tasks, they may need to provide:
- Safe Work Method Statements (SWMS)
- (required for things like working at heights or structural work)
- Details of safety controls (harnesses, barriers, signage, PPE)
If they can’t explain this in plain language, stop and reassess.
Step 4: Use a Written Agreement (Even for Small Jobs)
For any building work (especially where QBCC licensing applies), you should have a written agreement that clarifies:
- Scope of work
- Costs and payment schedule
- Start and completion dates
- Insurance and licence details
- Who is responsible for permits and compliance
As a guide works over $3,300 should have a written agreement. The contractor should supply this, and there are many standard template contracts available free of charge.
Noting that all construction contracts need to be sent to the State Office for review and approval.
Step 5: While the Work Is Happening — Stay Alert
Watch for warning signs such as:
- Poor housekeeping (tools everywhere, trip hazards)
- Unsafe behaviour (no harnesses, unsafe ladders, missing PPE)
- No fencing or signage where the public could enter
- Dismissing safety concerns or instructions
If something feels unsafe or wrong, ask the contractor to stop work immediately.
You are allowed and expected to do this.
Step 6: If Something Goes Wrong
All incidents must be reported, including:
- Injuries
- Near misses
- Dangerous situations (even if no one was hurt)
Some incidents must be reported to the WHS Regulator, such as:
- Serious injuries or illness
- Falls from height
- Electrical shocks
- Structural failures
If you are unsure contact facilities@scoutsqld.com.au or your Region / District Leader.
What You Should Never Do
❌ Let work start “just quickly” without checks
❌ Assume licences or insurance are optional
❌ Ignore unsafe behaviour because the job is nearly finished
❌ Allow Scouts or youth members near active work zones
Quick Checklist for Leaders
Before work starts:
☐ Contractor is licensed
☐ Insurance sighted
☐ Scope of work is clear
☐ Safety risks discussed
☐ Public and youth access controlled
If you can’t tick these off — stop and ask for help.
Final Reminder
You are not expected to be an expert in construction, workplace health and safety, or licensing requirements — especially as a volunteer.
What is expected is that you take a thoughtful and responsible approach when work is being planned or carried out on Scout property.
Being willing to ask questions, even if they feel basic, to make sure the work is appropriate and safe. It also means being confident to pause or stop work if something doesn’t seem right, regardless of how small the job may appear or how close it is to being finished.
Finally, it means knowing when to seek advice early, rather than trying to solve complex issues on your own.
That’s exactly why the Facilities and Risk Team exists — to support leaders and volunteers before problems arise. If you are unsure at any stage, reach out to facilities@scoutsqld.com.au.
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