Annual Occupier’s Statement

Annual Occupier’s Statement

Introduction

Scout Dens are community assets that support youth adventure and local programs. With regular use comes a responsibility to ensure fire safety systems are inspected, maintained, and legally compliant. In Queensland, buildings with prescribed fire safety installations must have annual maintenance and require a signed Occupier’s Statement declaring compliance with relevant Australian Standards or manufacturer instructions. 

Why this matters in Scouting

Scout Dens and Scout facilities are community assets used for youth programs, meetings, training, and events. As the occupiers and stewards of these buildings, Scout volunteers help ensure:
  1. Our venues are safe for young people and the public
  2. Fire safety systems are working and legally maintained
  3. Scouts Queensland meets its duty of care and legal obligations
  4. We protect the reputation of Scouting by being compliant and responsible facility custodians
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Keeping this process simple and annual means more time for adventure, less time for paperwork.

What is an “Occupier’s Statement”?

The Occupier’s Statement is a yearly declaration that confirms all fire safety installations in your Scout building have been inspected and maintained properly.
It must:
  1. Cover a 12-month period
  2. Confirm maintenance was done to the relevant Australian Standard or manufacturer instructions
  3. Be kept with your Den’s maintenance records
  4. Be produced, if audited, by Queensland Fire and Rescue Service or local government
  5. Include evidence of any defect rectification notices and proof of repairs if they occurred in that year

Info
Queensland Fire provide a template form, which includes items like alarms, exit signs, emergency lighting, fire doors, hydrants, extinguishers, etc.
See: Occupiers Statement Template Form (External link to QFS Site)

Who can prepare it?

You have two valid options each year:

Option A — A licensed fire maintenance contractor (recommended)

  1. A QBCC-licensed fire contractor can inspect your fire systems as part of their annual facility service visit
  2. They can complete and sign the Occupier’s Statement for you
  3. This is common practice for leased or public buildings and ensures compliance without requiring volunteers to interpret legislation
  4. This can align with other routine inspections like pest/termite, electrical safety, or related site safety audit

Option B — A competent and experienced Scout adult volunteer

  1. Only suitable if they understand fire systems and the listed standards
  2. Handwritten completion should be avoided if it causes fatigue or error — digital forms are preferred
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If uncertain, always defer to a licensed contractor

What standards apply?

Maintenance must comply with one or more of the following (depending on the installation present):
  1. AS 1851 (2012) – Routine service of fire protection systems and equipment
  2. Manufacturer’s instructions – e.g., alarm panel manual or extinguisher servicing guide
  3. Building classification fire requirements under the Building Act or Certificate of Classification
  4. Any Critical Defect Notices must be attached with proof of rectification

Step-by-step instructions (simple)

If using a contractor:

  1. Book your annual fire inspection (many do this alongside general facilities inspections)
  2. Ask them to complete the Occupier’s Statement form during their visit
  3. Check they are QBCC licensed for the systems inspected
  4. Ensure any defects found are documented, repaired, and evidence attached
  5. Save a copy with your Den maintenance records

If completing as a volunteer:

  1. Delete any fire installations not present in your building
  2. Confirm maintenance was performed to the relevant standard
  3. Fill and sign the form digitally
  4. Attach copies of any critical defect notices and proof of rectification
  5. File the document with your Den’s maintenance folder

Where to send the completed statement

Once completed each year, email the form to the Facilities & Risk Team at the Scouts Queensland State Office: facilities@scoutsqld.com.au 
This ensures:
  1. Central compliance tracking
  2. State-level support if defects require funding or coordination
  3. Records are available if the venue is audited

Record keeping tips

✔ Keep a digital copy in your Group’s Den Maintenance Folder
✔ Save all attachments showing defect rectification
✔ Note the inspection date, contractor name, licence number
✔ No handwriting if avoidable — digital = accurate, fast, low fatigue
✔ If overwhelmed, ask for help — State team can support if needed

Conclusion

Alert
You’re not expected to be a legislation expert—just the champion of safety for your Den. 
Each year, ensure fire safety systems are inspected and maintained in line with the relevant standard. If you’re unsure, engage a licensed contractor to complete the Occupier’s Statement during routine facility inspections. Always attach copies of any critical defect notices and evidence of rectification if they occurred. Save the completed form with your Group’s Den records and email it to the Facilities & Risk Team at the State Office. 
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Then you can get back to what matters most—delivering an awesome youth program and enjoying Scouting