Landowner Consent

Landowner Consent

Introduction

Scouts Queensland delivers youth programs from a vast statewide network of facilities. Around 21% of sites are freehold, owned outright by the Association. The remaining properties operate under leases, licences, permits, or use agreements. This covers approximately 56% of all Queensland Local Government Areas, the Queensland State Government, administered through the Department of Natural Resources and Mines, Manufacturing and Regional and Rural Development and other major external landowners, including entities such as Transport and Main Roads, Seqwater, Queensland Rail, Port of Brisbane, Girl Guides Queensland, YMCA, and similar partners. Our facilities enable adventure, inclusion, leadership, learning, and community connection.
As custodians of these public facilities, Scouts Queensland must always seek and receive formal landowner consent before commencing any improvement, maintenance, or building work. Many of our tenure agreements include Prescribed Approval obligations, meaning the lessor or landowner must grant written permission prior to works starting. This consent is not optional — it is a contractual, governance, safety, and insurance prerequisite.

Understanding Approval: Freehold vs Leased

Quote
“But we built the hall…”
Many Scout halls were constructed through fundraising and volunteer labour, however this does not automatically confirm ownership.
  1. On freehold land, Scouts Queensland is the landowner and approval is granted internally via the Association’s building works approval pathway (e.g., F14A/F14B or equivalent).
  2. On all other tenure types, the external landowner legally owns the land and all permanent improvements, regardless of how the building was originally funded or constructed. In leased facilities, project obligations always revert to the conditions written into the tenure agreement.
Info
If you want copies of any tenure agreement, please contact the Facilities team at facilities@scoutsqld.com.au 

What is Required for Landowner Approval

To support assessment, submissions must provide clear scope and sufficient project detail, typically including:
  1. A summary of the proposed work (purpose, need, and outcomes)
  2. At least one quotation from a reputable, QBCC-licensed contractor or licensed trade
  3. A site or aerial plan (can be hand-drawn) showing boundaries, existing structures, trees/vegetation, and the works location
  4. Key specifications or design references (materials, dimensions, slabs/footings, services, or compliance standards)
  5. Confirmation that works do not negatively impact neighbouring properties or landowner assets
Warning
Important: Applications missing required attachments or information are deemed incomplete and will not progress until all evidence is provided.

Common Landowner Approval Requirements

Most leases, licences, permits, or use agreements include a contractual obligation to obtain written landowner or lessor approval before any improvement, maintenance, or building work is undertaken. Approval requirements and consent pathways differ between landowners, and early confirmation is essential to avoid scope, budget, or scheduling impacts.
Scouts Queensland facilities must remain:
  1. Safe, compliant, and insured
  2. Project delivery through licensed and competent contractors
  3. In alignment with Australian Standards and all applicable legislation, including (where relevant) the National Construction Code (NCC), Building Code of Australia (BCA), NCC/BCA, and applicable Australian Standards
  4. Completed by qualified and QBCC-licensed tradespeople
These principles apply regardless of whether the works involve new builds, refurbishments, structural remediation, accessibility upgrades, fire safety, wastewater, drainage, solar, kitchens, or other facility improvements.

While each landowner may specify a different process, the assessing officer will always require clear, detailed and well-scoped project information to understand what is being proposed. To support a successful approval outcome, Formations should anticipate that submissions will commonly include:
  1. A concise summary of the proposed works, outlining purpose and need
  2. At least one formal quotation from a reputable, QBCC-licensed contractor or licensed trade
  3. A current site or facility plan, showing the location of proposed works in relation to existing buildings, infrastructure, boundaries, access paths, or activity areas
  4. Details of any specifications or design standards, including materials, dimensions, compliance requirements, or relevant engineering/architectural references
  5. Supporting diagrams, sketches or photos where useful to clarify context
  6. Confirmation that the works do not negatively impact neighbouring properties, shared access areas, or landowner infrastructure

Common External Landowner Consent Pathways: 

Common landowner approval pathways are listed as follows. If your formation’s landowner is not listed contact the Facilities team at facilities@scoutsqld.com.au to confirm you sites specific requirements

Department of Natural Resources and Mines, Manufacturing and Regional and Rural Development (Department of Resources)

Landowner approval is managed through their relevant regional office. Each will have their own contact but an application can be initiated by sending project and site information through to: SLAMlodgement@nrmmrrd.qld.gov.au
The lead time will depend on the assessing officer, but formations should allow at least four weeks

Brisbane City Council (BCC)

Consent is lodged as an Application for Works (AFW) through their online portal https://services.brisbane.qld.gov.au/online-services/laws-and-permits/application-works-leased-site
Allow a minimum of four weeks for assessment

City of Moreton Bay (CMB)

Consent is lodged as an Improvement Works Application (IWA) through their online portal: https://www.moretonbay.qld.gov.au/Services/Community-Support/Community-Leasing/Community-Leasing-Improvement-Works-Applications
  1. Go to 'Enquiries'
  2. Find 'Community - Council Support of Community Groups' and click 'Start' to begin the process.
Allow a minimum of six weeks for assessment

Gold Coast Council (GCC)

Consent is lodged as a works application through their online portal:  The GCC approval https://www.goldcoast.qld.gov.au/Services/Venues-facilities/Community-leasing/Submit-works-request, 
Allow a minimum of four weeks for assessment

Project Completion & Handover Evidence

Most landowners also require project completion documentation from contractors or certifiers, which may include:
  1. Occupancy or Interim Occupancy Certificates (Form 11)
  2. Aspect or compliance inspection certificates (Form 12, 16, 21, 43, 30, 61, 62 as relevant to licence class)
  3. Certificates of Testing and Compliance (electrical, plumbing, fire, drainage, wastewater, solar, pumps, appliances, etc.)
  4. Design certifications and as-constructed drawings
  5. Warranties, manuals, serial numbers of installed equipment
  6. Final invoices/receipts and photos of completed works
Idea
Volunteer leaders are not expected to be technical experts, but must ensure project scopes allow contractors to provide these items on request and progressively.

Consequences of NOT Obtaining Landowner Approval

Failure to obtain written consent before works may lead to:
  1. Lease non-compliance or termination
  2. Insurance denial or liability exposure
  3. Directions to remove, rectify, or secure works at the Formation’s cost
  4. Loss of trust with landowners
  5. Interruption to Scouting delivery

Quick Compliance Checklist

Requirement

Must be done before works?

Written landowner/lessor consent

✔

Licensed & competent QBCC trades engaged

✔

Standards & legislative compliance confirmed

✔

Major works or site constraints reviewed

✔

Completion evidence supplied

After approval/works


Conclusion

Scouting depends on a statewide network of safe, compliant, and well-maintained spaces. Respecting landowner approval processes ensures our facilities remain insured, sustainable, legally compliant, and fit for future generations. Early engagement with the Facilities team ensures landowner conditions, licensing, insurance, budget allowances, and handover evidence are embedded into project scope and delivery — avoiding rework and protecting Scouting statewide.




    • Related Articles

    • Project Delivery

      Introduction Scout dens, campsites, and activity centres are more than meeting places - they are trusted community facilities where young people learn, explore, lead, and belong. Even though these spaces are created and cared for by volunteers, they ...

    • 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 ...

    • Den Hire

      Introduction Scout dens, camps, and activity centres are community facilities cared for by Scout formations. We don’t operate them for profit first — we manage them for youth programs, safety, community trust, and being good neighbours. Hiring out a ...

    • Boundary Fences

      Introduction Dividing fences are a common source of neighbour disagreement, particularly where repairs, replacement costs, or fence design are involved. Disputes often arise when one neighbour has specific requirements, such as securing pets, ...

    • Group Personal Accident: Instructions on lodging a claim

      Introduction As described in QBSI 5.6.6, Scouts Queensland maintains a Personal Accident Insurance Policy. This policy provides a level of coverage for all officially registered and financial volunteers and members, providing support as part of an ...