Scouts Queensland holds a substantial portfolio of leases and licences for Scout Dens, Campsites, and Activity Centres throughout Queensland. The majority of these tenure arrangements are with local government authorities, including a range of councils across the state. Additional leases and licences are held with Queensland Government agencies, primarily through the Department of Natural Resources, Mines, Manufacturing and Regional and Rural Development (DNRMMRRD).

Scouts Queensland also maintains a smaller number of tenure agreements with other entities, including statutory authorities such as Seqwater and community organisations such as Girl Guides Queensland.

Lease and licence terms vary depending on the site and tenure arrangement and may be categorised as:

·       Short-term: 1–5 years

·       Medium-term: 6–10 years

·       Long-term: 11–30 years

These agreements provide the foundation for the ongoing operation of Scouting facilities and activities across Queensland and require active management to ensure continuity of tenure and compliance with lease obligations.

The lease renewal process can be complex and time-consuming, requiring review and approval through multiple stages involving the Lessor, the Scouts Queensland Facilities and Risk Team, the relevant Group or Formation, Branch Management, and the Branch Executive Committee.

Depending on the type of tenure arrangement, the responsiveness of stakeholders, and any negotiations regarding lease terms and conditions, the renewal process may take anywhere from three to six months, and in some cases several years to complete.

To minimise the risk of tenure lapsing and to allow sufficient time to address unforeseen requirements, lease renewal discussions should commence well in advance of the lease expiry date. As a general guide, the process should be initiated no less than 6–12 months prior to expiry, with longer lead times recommended for complex tenure arrangements or leases managed by government agencies.

Note: This stage may not apply to all tenure arrangements. For example, leases administered by the Department of Natural Resources, Mines, Manufacturing and Regional and Rural Development (DNRMMRRD) may follow a different renewal process.

Note: Some lessors, including the Department of Natural Resources, Mines, Manufacturing and Regional and Rural Development (DNRMMRRD), may commence the lease renewal process at this stage by issuing a draft lease or renewal documentation for review.

As all leases and licences are held in the name of The Scout Association of Australia Queensland Branch Incorporated, lease documentation must be approved and executed in accordance with Scouts Queensland's governance requirements. This includes approval by the Branch Executive Committee (BEC) and execution by the authorised office bearers of the Association.

It is important that Formation Leaders, Group Leaders, and Management Committees understand the obligations associated with their lease or licence agreement. Compliance with the terms and conditions of the tenure arrangement is essential to maintaining a positive relationship with the lessor and ensuring the ongoing use of the site by Scouts Queensland.

While requirements vary between leases, the following areas should be carefully reviewed and monitored:

• Maintenance Responsibilities – including buildings, grounds, vegetation management, fencing, and any shared-use areas.
• Fire Safety and Compliance Requirements – including bushfire management, fire protection measures, emergency planning, and statutory compliance obligations.
• Building and Improvement Works – requirements for obtaining lessor approval before undertaking construction, alterations, installations, or site improvements.
• Camping and Overnight Use – restrictions or approval requirements relating to overnight stays, camping activities, and accommodation use.
• Third-Party Hire and Use – conditions governing facility hire, sub-leasing, licences, and use by external organisations or community groups.
• Reporting and Documentation Obligations – including membership data, development plans, annual reports, financial information, or other documentation required by the lessor.
• Site-Specific Conditions – special requirements relating to heritage-listed assets, environmental values, cultural heritage, waterways, easements, or other site-specific constraints.
• Neighbour and Community Expectations – compliance with any Good Neighbour Guidelines, noise restrictions, parking requirements, and community engagement obligations.
• Incident and Damage Reporting – timely reporting of incidents, hazards, property damage, and other matters as required by the lease and Scouts Queensland policies.
• Fees and Charges – payment of rent, rates, utilities, statutory charges, and any other costs associated with the tenure arrangement.
• Insurance Requirements – ensuring appropriate insurance arrangements are maintained and that any lease-specific insurance obligations are met.

Where there is uncertainty regarding a lease obligation or condition, advice should be sought from the Facilities and Risk Team before any action is taken.