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 are still considered public buildings and structures, which means Queensland and Australian building laws apply to any work we do on them.
In the past, it may have been enough to gather a working bee or call on willing volunteers to deliver a major upgrade or repair. That spirit of teamwork is still at the heart of Scouting and it’s one of our greatest strengths.
However, building, repair, and improvement work today must also meet safety and compliance rules, even when organised by volunteers. These rules help protect:
- Scouts using the space
- Volunteers delivering the work
- The community who trust us to care for the facility
This guide explains the process, and is intended to supports leaders who may have no construction or compliance experience. You are not expected to be a technical expert — just someone who can follow a clear plan, ask the right people for help, and collect the required evidence as the project moves forward.
IMPORTANT: Remember that when applying for funding through a grant you must liaise with grants@scoutsqld.com.au 
By understanding the steps early, you can avoid project delays, unexpected costs, and safety risks, while keeping your focus where it belongs — on delivering safe, fun, and inclusive adventures for young people.
INITIATION — Before the Project Starts
Goal: Confirm the project is allowed and understand responsibilities.
Confirm the Need
- Identify the problem or improvement (e.g., new ramp, drainage, kitchen upgrade).
- Decide if it’s building work. Most construction tasks ARE building work unless very minor.
Get Landowner Consent
- If the land is leased, licensed, or owned by council/state, you must get written approval.t.
- Without consent, the project may stop or extra costs may apply.
For more information on Landowner Consent see the knowledgebase article: https://helpdesk.scoutsqld.com.au/portal/en/kb/articles/landowner-consent
Check if a Licensed Contractor is Needed
- In Queensland, anyone doing regulated building work must hold a QBCC licence (builder, plumber, electrician, fire trades, etc).
- Scout leaders are must not certify compliance themselves, unless they have relevant certification and/or qualifications.
Engage the Facilities Team Early
- The State Facilities/Risk team can help confirm approval pathways and required evidence.
- Early engagement avoids missing key steps.
PLANNING — Approvals & Paperwork You Must Arrange
Regulatory Approvals (Do First)
You or your contractor may need:
- Planning / Development Approval → permission to change or build on land.
- Building Works Approval → council or state consent to physically construct or repair.
Contractor Rules to Confirm
Make sure your builder/tradesperson is:
- Licensed with QBCC
- Experienced and safe
- Approved by the landowner if required
For more information on contractor selection see the practical guide on engaging contractors : https://helpdesk.scoutsqld.com.au/portal/en/kb/articles/engaging-contractors
Required Documents (What You Need to Have Ready)
Before any building or upgrade project begins, make sure the following key documents are created or requested. These can live in a project folder (digital or printed):
Scope of Works (Written Plan)
- A clear, detailed description of everything you plan to build, fix, or upgrade.
- This can be in dot points — it does not need to be paragraphs.
- It must explain each part of the work well enough that someone with no prior knowledge could read it and understand what will happen.
Project Budget
- A simple table or list showing all expected costs.
- Include preferred contractors or suppliers beside each part of the job.
- List every expense you can predict so funding and approvals can be checked early.
Drawings or Design Documents
- These show what is being built or changed (e.g., ramps, retaining walls, drainage, plumbing changes, electrical upgrades).
- The amount of detail needed depends on the size and risk of the job:
- Small projects may only need standard building drawings or sketches
- Larger or complex projects may need engineer or certifier-issued plans
Design Certificates (You Don’t Write These — You Ask for Them)
- For works that require a building works approval you will need design certificate for your project.
- Your builder, licensed trade, or certifier can provide design or compliance certificates that prove the plans meet building rules.
- These confirm things like structure, accessibility, electrical safety, fire safety, drainage, and wastewater systems.
Helpful Reminder for Leaders
You’re not expected to be an expert in building compliance. Most of these technical documents (plans, inspections, certificates) can be supplied by licensed professionals on request — your job is simply to:
✔ Know what to ask for✔ Save the documents when received, and share with the facilities team✔ Follow the steps in order✔ Keep Scouts out of the building/New work until occupancy approval is issued
If you prepare these documents early, your project can run safely, be approved faster, and avoid surprise costs.
Internal Building Works Approval Process (F14 Pathway)
For any Scout project that involves construction, major repairs, or upgrades, you must use the F14 approval process if:
- The work will cost more than $5,000
- Requires a development or building works approval, or
- The project involves structural work (e.g., extensions, ramps, drainage, re-stumping) — even if it costs less.
F14 is an internal Scouts Queensland check to make sure the project is:
✔ Needed✔ Safe✔ Affordable✔ Approved by the right people
You don’t need technical building knowledge — your role is to follow the steps in order and save the required documents provided by licensed professionals (contractors and certifiers).
F14 has 2 stages:
Part A – Approval In-Principle→ Allows you to plan the project and apply for grants or fundraising.Part B – Final Approval→ Gives permission for building work to begin, delivered by a QBCC licensed contractor, with signed contracts and detailed plans attached.
This process protects Scout groups from safety, legal, and budget risks while keeping volunteer leaders focused on delivery, not technical compliance.
For more information see the following knowledgebase article: https://helpdesk.scoutsqld.com.au/portal/en/kb/articles/internal-building-works-approval-process
IMPORTANT: Remember that when applying for funding through a grant you must liaise with grants@scoutsqld.com.au EXECUTION — Works Begin On-Site
Goal: Build safely and collect evidence while the project happens.
Before Works Commence
Confirm written landowner consent is saved in your project folder.
- Confirm contractor licences and insurance if required.
- Obtain copies of contractor’s safety documents, SWMS, Risk Assessments, stc
- Hold a short kick-off meeting: scope, timeline, safety, inspections.
Evidence to Gather During Works
Collect these as the work progresses:
- Photos of each stage (before, during, finished areas)
- Copies of inspection forms given by the certifier/trades
- Provide updates to stakeholders, including the Facility Team
MONITORING & CONTROL — Inspections and Evidence
Depending on the size and complexity of the project there can be a significant amount of compliance paperwork required. You don’t fill these out yourself — but should request and save them and provide copies to the Facilities and Risk Team:
Form / Certificate | What it means | When you need it |
Form 11 – Interim/Final Occupancy | The building is safe to use | Before Scouts re-enter or use a
new/modified building |
Form 12 – Aspect Inspection | Specific parts checked (structure, access, fire safety, etc) | At key compliance points |
Form 16 – Stage Inspection (Interim
allowed) | Each stage meets approved design | During progress |
Form 21 / 43 / 43 Interim / 43 Final | Final sign-off that work is complete and compliant | Project end |
Forms 30 / 61 / 62 / 43 (QBCC Trades) | Licensed trades confirm their work complies under an active licence | At handover |
These forms prove the contractor and certifier confirmed compliance, not you. A licensed and qualified builder will be very sue to this level of documentation.
Key Legal Rule: A building must not be occupied or used without a certificate of occupancy. This includes returning to a hall after upgrades or damage. (See Building Act 1975)
CLOSE-OUT — Project Handover & Final Check
Goal: Finish clean, paid, and documented.
Request & Save These Final Items
From your contractor/certifier ask for:
- Final invoices & receipts (confirming payment)
- Manuals & warranties
- Serial numbers for installed appliances/equipment
- Testing compliance certificates
- Final QBCC aspect certificates
- Photos of completed works
It is a good practice to prepare a project completion folder, this would include:
1. Landowner consent
2. Contractor licence evidence
3. Inspection & occupancy forms
4. Design & as-built drawings
5. Testing certificates
6. Warranties and manuals
7. Paid invoices
8. Photos
Common Risks & How to Avoid Them
Risk | How to avoid it |
Project delays | Communicate regularly with your contractors, ask them to provide regular updates on their program, |
Extra compliance cost | Confirm approvals and licences before works begin |
Compliance Issue | Collect evidence progressively, not after completion |
Hall closed by landowner | NEVER start building work without written consent |
Unsafe building use | Do not let Scouts use the building until Form 11 occupancy approval is issued |
Simple Checklist for Leaders
✔ Do we have written landowner consent?✔ Is the contractor QBCC licensed?✔ Have we asked for certifier inspections?✔ Do we have Form 11 before anyone uses the building again?✔ Are invoices paid and saved?✔ Do you have copies of sign off/certification documents?
Final Thoughts:
You don’t need to be a construction expert — you just need to know who to ask and what to save. If you follow this guide in order, your project will stay safe, legal, and stress-free.
Related Articles
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 ...Maintenance Planning
Introduction Scouts Queensland has a 'duty of care' and is responsible for ensuring that buildings are fit-for-purpose and maintained in accordance with all relevant regulations, and community standards. Under QBSI 5.3.1 Scout Groups, Districts, ...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 ...Ensuring you have the best electricity rate
Introduction Managing electricity costs is a significant operational expense for Scout formations. Taking a proactive and structured approach to electricity procurement can unlock meaningful savings. Regularly reviewing energy plans ensures Scout ...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 ...