Internal Building Works Approval Process

Internal Building Works Approval Process

Introduction

When your Scout group plans any project involving construction, repairs, or upgrades that cost more than $5,000, require development or building works approval OR involve structural work (regardless of cost), you must follow the Scouts Queensland F14 approval process. This is our internal safety and governance check that confirms the project is needed, affordable, safe, and approved by the right people. You don’t need to be a building expert — just follow the steps in order and save the documents as you go.

F14 has two key stages:
  1. Part A — Approval in Principle (Permission to plan and seek funding)

  1. Part B — Final Approval (Permission to start the work with a licensed contractor)

Info
These steps align to normal Scouting committee approvals and protect your group from safety, legal, and budget issues. 

Projects Planning and Initiation Phase

Step 1 — Meet with Your Group Support Committee

  1. Discuss the idea and confirm the project is needed.
  2. Check if the project is:
    1. Over $5,000, 
    2. Requires either development or building works approval; OR
    3. Structural (e.g., extensions, ramps, retaining walls, re-stumping, drainage changes, wastewater, major repairs)
If yes, start the F14 process.

Step 2 — Contact the Landowner if the site is leased/tenured

Ask for written approval to do the work (a simple letter or email is fine)
Attach this approval to your F14-A form.
Circle the land type on the form: Freehold, Lease, or Trustee

Alert
Note: that even if an F14 is not required, you still may need Landowner approval, see the knowledgebase article for more detail: https://helpdesk.scoutsqld.com.au/portal/en/kb/articles/landowner-consent


Step 3 — Prepare and Attach Your Quotes & Budget

Create a clear budget that includes:
  1. Expected costs (materials, hire, contractors)
  2. Preferred contractor listed for each part
  3. Funding you already have (bank statement proof)
  4. Grants or donations you hope to receive
Idea
Budget rule:
Your total funding must cover the full project cost. If it doesn’t, you’ll need more fundraising or a grant plan before approval can be finalised.

Step 4 — Attach Basic Plans or Mark “To Be Forwarded”

  1. If you already have drawings, attach them
  2. If not, tick/mark To Be Forwarded — this just means plans will be supplied later
Idea
Plans don’t need to be complicated at this stage — sketches, standard drawings, or trade diagrams are acceptable for Part A.

Step 5 — Get Signatures for F14-A

These must be signed/or approved by:
✔ Committee Chair or Secretary
✔ Group Leader
✔ District Commissioner (if you have a district)
✔ Region Commissioner
✔ State Office approvers (General Manager and Chief Commissioner)
Idea
Approval can be an email, rather than a physical signature on the form

This gives approval for:
  1. The project need
  2. That your group is viable
  3. That your group has no debt or unpaid formation fees
Info
Comments may be added— this is normal and part of improving the project early. 

Step 6 — Submit Part A to Scouts Queensland Facilities

Send your F14-A package to the State Facilities team for review and approval.
After approval, you will receive formal notification, which allows you to:
  1. Continue planning
  2. Seek grants or donations
  3. Confirm contractor availability
  4. Prepare for Part B
AlertIMPORTANT: Remember that when applying for funding through a grant you must also liaise with grants@scoutsqld.com.au 

Final Approval, Funding and Execution

The F14A it intended to provide in-principal approval, and support project planning and development. Once a project receives funding and is ready to proceed you need to complete the F14B part of the process 

Step 7 — Confirm Contractor Licence & Insurance

Your preferred contractor must provide:
  1. Their QBCC licence number
  2. A copy of their insurance certificate
  3. Confirmation their quote is current and for full completion
Idea
Its also a good idea to talk to your builder early about inspections and certification evidence that you will need later
. 

Step 8 — Attach Detailed Plans, Budget, DA & Contract for F14-B

This must now include:
  1. Your preferred contractor
  2. Current quote confirmation
  3. Landowner approval letter
  4. Full detailed building plans and written specs
  5. Development (DA) approval from Council if needed
  6. Building contract (must list The Scout Association of Australia, Queensland Branch Inc. as the owner, and be unsigned)
  7. Updated bank statement proving funds
  8. Grant or donation confirmation (if applicable)
Info
Much of this information may have been provided in the F14A, if so just check that it is still current
Alert
Important: If submitting Part B in a new year, ensure your latest Property and Financial Returns have been lodged and marked complete.

Step 9 — Final Approval Signatures at Branch HQ

These will be signed by:
✔ General Manager or Branch Executive
✔ Chief Commissioner

You will then receive:
  1. Your signed building contract
  2. Confirmation that the project is ready to proceed

In Simple Terms:

F14 Stage

What You Do

Who Provides Technical Docs

Part A — Approval In-Principle

Describe the need, attach quotes, budget, bank proof, landowner consent, sketches

You may attach sketches, but certifier plans come later

Part B — Final Approval

Confirm contractor licence & insurance, attach full plans, DA approval, budget, and signed contract

All certifier forms, design certs, and inspections are requested from professionals


Once F14-B is approved, you are cleared to:
  1. Start the work safely, legally, and with a licensed contractor
  2. Continue collecting evidence progressively
  3. Request inspections at the right stages

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