Illaroo Scout Group Parent Information


Welcome to the Parent information section for Illaroo Scout Group. This section provides details on the different components of the group including applicable links to other sites. If you still have questions or require further clarification please refer to the other Scouting web sites or discuss with one of our Leaders. 

Scouting  (very brief history)

What is a Scout Group?

Parent Involvement

Becoming a Leader


·       Fundraising

·       Joining Fees

·       Term Fees

·       Methods of Paying Fees

·       Non-Payment of Fees 

·       Activity / Camp Costs

·       Explanation of Costs

Need to take some time off?


Joining – how does it happen!

Joining Paperwork

Term Programs

Activity Notification Forms (E1 Form)

Mobile Phones and Electronic Devices

Injuries / incidents while on Scouting activities

Social Media Guidelines

Who are we?



Links to other Scout Websites and information

Scouts Australia

Scouts NSW Branch

South Coast and Tableland Region

If you find a discrepancy between the above web sites and Illaroo web site, then take the above website as being correct and contact one of our Illaroo Leaders for further clarification (and to point out discrepancy).



When Lord Robert Baden – Powell (or BP) returned from the Boer War, he found the youth of the British Isles playing games taken from a handbook he had written for army scouts.  BP was persuaded to rewrite his book and named it “Scouting for Boys”, and the Scouting movement began.  Scouting has spread around the world and is currently active in over 216 countries with more than 26,000,000 members.

Scouting is not affiliated with any particular religion, nor is membership of a church a prerequisite to joining the Scouting movement.

Originally a “boys only” organisation, the Scout Movement eventually expanded its program to include girls.                                                                                    

Our aim is to encourage the physical, mental, social and spiritual development of our young people so that they may take a constructive place in society as responsible citizens.

We achieve this through:

·        Voluntary membership of a uniformed group, which, guided by adults becomes increasingly self-governing in its successive age groups.

·        Committed to a code of living expressed in the Promise and Law.

·        The provision of a wide range of attractive, constructive and challenging activities, including opportunities for adventure and exploration both indoors and outdoors.

·        The provision of opportunities for leadership and responsibility.

·        Learning by doing.

·        Encouragement of activity in small groups.

·        An award scheme that encourages participation in a full range of activities and provides recognition of individual achievements.

Scouting is a formula that has survived for100 years!  The principles of Scouting are proving to be just as relevant today as they were when Scouting began in 1907.                                        

What is a Scout Group?

Scout Groups are formed and maintained by the community because parents believe in the benefits and teachings that Scouting has to offer and want to make it available to their children.

A full Scout Group consists of five Sections called:

Joey Mob (6-8yrs)

Cub Scout Pack (8-11yrs)

Scout Troop (11-15yrs)

Venturer Unit (15-18yrs)

Rover Crew (18-26yrs) (Shoalhaven Crew – no Illaroo).

Each Mob, Pack, Troop, or Unit is managed by a qualified Leader who is helped by qualified Assistant Leaders.  In the Joey Scout and Cub Scout sections, parents are encouraged to become Parent Helpers to support the Leader.  The Group as a whole is managed and guided by the Group Leader.  The Group Leader is supported by a committee of parents, ex-Scouts, and community members.


Parent Involvement

Scouting is a voluntary organisation and we rely heavily on parent support.  If you are not prepared to give this support, perhaps you should reconsider your decision to have your family join Scouts. The level of support given will depend on the individual circumstances of each family.

Regular help is needed for:

·        Special Skill: If you have a skill that maybe of interest to the youth members that you may be able to run on one or two nights a year (ie wood working, mechanic, stamp collector, cooking etc). Leaders are always after different programming ideas and assistance to run of a night time. Or you may know someone else to has a unique skill.

·        Transport: Occasionally the Scouts will need to be transported to the activities included in our programs.

·        Hall Maintenance:  It is important that the place in which our children gather is clean, hygienic and safe.  Assistance will be required for mowing lawns, the regular maintenance tasks with perhaps an annual working bee for the larger jobs.

·        Parent Roster:  Leaders can always do with an extra pair of hands, eyes and ears.

·        Fundraising: Organising or assisting at fundraising activities.

·        Group Committee: The really hard work of building the Scout Hall and providing most major resources has already been done by past committee members.

Current parent committee members attend monthly meetings to assist the Group Leader in the management of     the Group’s resources and may also be involved in planning social events for the group.  It is expected that every family will be represented at least once on the Group Committee during their child’s time in Scouts.

Becoming a Leader

Leader: Leadership is not for everyone, but if it interests you, please speak to any one of the Leaders.  They will tell you that they get just as much fun out of it as the kids, and a very real sense of achievement by doing something worthwhile for our young people and the community. 

Associate Leader:  An Associate Leader is a parent helper who has undertaken a subset of the same training courses as the Leaders, and wears the Scout uniform.



A Scout Group is entirely self-funded. The expenses of a Scout group are various, including the cost of maintaining camping and other equipment in first class and safe condition, purchase of new equipment, hall maintenance, electricity, insurance, badges etc.  Leaders must ensure their qualifications are current in the activities in which they lead the youth, and these training costs are met by the Group. Note: the term ‘Scout’ below refers to youth members of any of the Scouting sections.


·       Fundraising


o   The cost of purchasing capital items or major events is assisted by fundraising.  Fundraising is co-ordinated by a member of the Group Committee, and all sections help to raise funds to fund a successful Group.

o   Once invested each member of the movement is registered with Scouts Australia, NSW Branch and is covered by insurance upon payment of the necessary fees.

o   There is a discount for multiple children from one family


·       Joining Fees

                             o   Joining Fee is a once off fee of $50 (NSW Branch cost of $35, group $15)

 o   Joining fee and first term fee are due prior to investment


·       Term Fees

                            o   Term Fees: First child $85, Subsequent children $75 (as of 2018 term 2) 

o   Fees are to be paid direct into the Group bank account

o   Group Treasurer or Leaders may send out a reminder email but it remains the parents responsibility to make payments.

o   Payment is required in the first 3 weeks of each term. Members not up to date with the fees will be resigned from the group if not rectified by the end of that quarter, as the group can not afford to be paying State and other outgoing member costs with no input fees

o   If you have difficulty in paying please email, or discuss with leaders or the treasurer and we can work out some sort of payment plan over the entire term.

o  Our group is charged the State Fee based on who is registered in our group the first day of each quarter (ie Jan, Apr, Jul, Oct). If we are not notified by parent / guardian that a member is not returning prior to each of these dates, then the state fee will be required to be paid to cover any State fee costs to the group, even if your child is not longer attending.

o  If a member would like a term off, but intends returning, we will still need the State Fee to be covered for each Term. Even if a member is resigned and returns 6 months later, State will still charge us their fee to the group for those missing terms. We can suspend the group component of the fees for members taking a complete term off but the group can not afford to cover the blood sucking State fees.

o   So, please keep your fees up to date and if your child does not intend returning, could you please let us know prior to the end of that quarter so we can all save.


·       Methods of Paying Fees

 Bank Transfer

o   Illaroo Scout Group bank details for direct deposit (Westpac Bank)

BSB 032691 Account No 481152

Surname & Purpose as the Reference (SmithT2Fees or SmithCamp)

* If paying cash direct into bank, make sure they put your reference in (prefer Child's Scout number - ask Leaders if you don't know it) as well or send an email otherwise we won't know who payment is from

o   For minor payments for Camp etc preferred method is cash to the Leaders


Active Kids Voucher (while Valid) Term 1 & 2 only

To use the active kids voucher for Scouts it must use be fully submitted by 27 Jun or else Scouts NSW won’t accept it (Scouting accounting issues after that).  Hence it can only be used for term 1 or 2 or term 3 if paying early prior to 27 Jun.

Here is a link to the scout Active Kids Voucher info site which has info and other links.

Please remember there are 2 steps. 

  1. Apply for the active kids rebate (through the Service NSW online portal link).
  2. When you get their voucher number emailed back to you, return to the Scout activekids site click on ‘I am a current member of Scouts NSW’, and fill in the details and enter the voucher number


·       Non-Payment of Fees


o   Fees are required to keep our group running. Those with outstanding fees at the end of a quarter will resigned.

o   Any member not financial and therefore resigned may be excluded from attending activities, primarily as they will have no insurance coverage.

o   To streamline our fee payments to State, if members are non-financial and do not attend for 4 consecutive weeks without notification then we will automatically assume they are no longer interested (ie they quit) and de-register them. If they return you will need to re-pay outstanding fees.

o   For those that are non- financial (unless with pre-organised partial payments) after week 5 of term then the that child will not be able to attend as we will assume there is no intent to pay and we need coverage for running costs and insurance as above.


·        Activity / Camp Costs


o   Some activities such as camps and commercial activities incur extra costs. These costs are kept to a minimum required and are sometimes are subsidised from section funds. These costs may go direct to other organisations / companies, camping fees, food, to other scout areas for equipment use and other general activity costs.

o   Preference for these activities costs is for cash direct to the Leaders (receipts are available if requested). Higher cost activities can be done via direct deposit


·      Explanation of Costs


o   The primary reason cost are kept down is that Scout Leaders and most people involved in Scouting are volunteers. You will pay more than this for a term of other activities such as weekly half an hour swimming or piano lessons etc.

o   Of the fees you pay, it is broken down to the following areas.

-  Scouts NSW component: a large portion is sent to Scouts NSW to cover registration, insurance (medical and assets - big cost), administration fees, staff fees (State office). Our group gets charged for this fee based on the numbers we have in the group regardless of them attending each week or not. When Scouts just quit without telling us or just take a term off we still have to pay until they are de-registered.

-  Group component: a portion goes to cover our group costs such as utilities cost, badges, scarves, new equipment, Leader registration and training costs, hall maintenance.

-   Section component: this smallest component goes towards each section to cover weekly section costs. For example purchasing items needed for activities/games, section badges, supplement camp food costs if needed, and towards activities when sufficient funds available.

o   We want to be as reasonable as possible with payments but also need to look after Group interests. If you have any other suggestions on how we could better manage this we are willing to listen. 

Need to take some time off?


  • Youth members can take 'time off' Scouts if needed.

  • With advanced notice the group component of fees can be waivered for that period (a complete term) however the state fees component will still need to be paid. If leaving for longer than 2 terms, members will be resigned
  • If members are non-financial and do not attend for 4 consecutive weeks without notification then we will automatically assume they are no longer interested (ie they quit) and de-register them. Outstanding fees will be required as above if they wish to return.


 The current Scout uniform is a shirt with the sectional colour shoulders, plain dark blue shorts or long pants (can be purchased from local shops – not jeans) and a group scarf (the group scarf will be supplied by the Scout Group at the investment of the new Scout).  From the night that he or she is invested, your child will be expected to wear full uniform unless advised otherwise.  Uniforms are available from the Scout Shop at Port Kembla. Telephone 4274 – 1193 or Fax 4274 – 6334.  From time to time we have second hand uniforms available or we may be able to source them from another Group. Please ask your Leaders regarding this.

Joining – how does it happen!


·        Determine what section is suitable for your child

·        Your Child may join at any time of the year if they are the correct age.

·       If the night, or group, does not suit you or your child there are a number of other Scout groups in the Nowra area

·      Contact the Leader for that section or just turn up to their next meeting at the hall (see their term program under the 'Programs' tab of this website) or email This email address is being protected from spambots. You need JavaScript enabled to view it. for advise.

·     Please note that if sections are full there may be a waiting list (but this is pretty rare). Members linking from younger groups (ie Joeys to Cubs) will have priority along with any child whose parent wishes to join up as a full time Leader.

·     So that the leaders have emergency contact information, we need you to complete the Y1 youth application form within the first week or two of attending and prior to attending scouting activities external to the hall.

·        After the initial six week trial, a child who decides he or she would like to become a Scout will be invested as a member.  Joining and Term fees will be required at this time and your already completed Y1 form will be endorsed a d sent to the NSW Branch Office.

·        You will need to purchase a uniform (Section Shirt) at this time. Recommend getting one a bit large. The Scarf, woggle and badges will be provided by the group at investiture. Plain dark blue shorts / pants are required but these can be from any standard shop.

·        Your section Leader will advise you on the investment ceremony. Family members are welcome to attend this ceremony.

Joining Paperwork

What paperwork is required to join?

Application form Y1

New youth members are required to complete a Youth Membership Application Form (Y1) to join Scouts NSW.

 Step 1:

Complete the online Youth membership Application Form (Y1) at

 Step 2:

When prompted to select a Scout Group, select  1st Illaroo

You will receive a PDF copy of your completed Y1 Form via email and a copy will also be sent to the Group Leader for endorsement.

  •  Manual Y1 form - The Y1 form is also able to be downloaded (or copy received from Leaders) and filled in manually, then returned to section leader. However the online version is the preferred method.


  • So that the leaders have emergency contact information, we need you to complete the Y1 youth application form within the first week or two of attending and prior to attending scouting activities external to the hall. If you have any difficulties with filling in the Y1 form please discuss this with your sectional leaders or via the Illaroo email This email address is being protected from spambots. You need JavaScript enabled to view it.. The Y1 form won’t be endorsed or forward to region office until parents confirm their child is continuing and fees are paid.

Step 3: - CareMonkey activation

 Several weeks later, after your child is invested and fully registered you will receive an email from 'CareMonkey' for you to complete other general and medical details. All sections use CareMonkey for activity notes so it is important to do this so you will obtain those notes and can approve (or not approve) your child attending the activities.

  • CareMonkey web application is a secure site which grants access to only those leaders and staff who require it for applicable activity. It is the same secure application that is used by many schools to manage students’ details and their activity notes.

Term Programs

 ·        Each section produce a term program. A copy of these term programs are normally available on the Illaroo Group Website. Note that these programs can change a short notice. 

Activity Notification Forms (CareMonkey and E1 Form)


·        For activities outside of the Hall, an Activity Notification Form is required.

·        CareMonkey web application is the primary method for writing and sending Activity notes.  Leaders will write these up for each applicable activity. Notes are automatically resend at set periods until you respond (either yes or no). If you do respond but later change your mind before the cut off date then you can log back in and change the selection.

·      The old E1 form may need to be used for some activities or by new members awaiting CareMonkey access. However to do an E1 it requires the Leaders to write up a complete second form which is not desirable (time consuming) so will only do them where absolutely necessary.

 ·    Other notes - some region or State run events may have a separate application form altogether that your leaders will provide separate details on as required.

Mobile Phones and Electronic Devices


  •        Items such as mobile phones, electronic devices (such as tablets, ipods etc) should not be brought along to Scouting activities. 

  •        If these items are brought to a camp or meeting the leaders/group will not accept any responsibilities for loss or damage.

  •        Leaders normally carry mobile phones which can be used in case of emergencies.


Injuries / incidents while on Scouting activities


·        Scouts Australia have their own insurance for Scouting activities. Only out of pocket expenses are covered. Full details can be found on the official Scout Websites.

·         The ‘HS-5 Incident, Accident, Near Miss Form’ form needs to be completed for all types of incidents/accidents/near misses which may need to be notified to Workcover NSW and/or require compensation under our personal accident insurance policy. As a rule of thumb, if medical treatment, dentistry, ambulance travel or hospitalisation is required, this form must be completed and emailed/lodged at the State, Region & Group Offices within 48 hours of the incident where reasonably practicable.

·        Leaders will complete these in consultation with injured member / parent. If the full extent of injury is not known until after the event then in these cases contact the Leader asap to inform them of the incident.


Social Media Guidelines

Please refer to Scouts Australia and Scouts NSW websites:

NSW Scouts Social Media Guidelines

Scouts Australia Brand Manual, Digital Guidelines & Logos



Who are we?


Group Leader (some times referred to as Leader-In-Charge) – Overall responsible for running the group, makes sure paperwork is done, link between section leaders and group committee.

Joey Scout Leader – plans, organises and runs Joey section program with assistant leader(s) and parent helpers.

Cub Scout Leader – plans, organises and runs Cub section program with assistant leaders and parent helpers on request.

Scout Leader – plans, organises and runs Scout section program with assistant leaders.

Venturer Scout Leader – oversees and assists with the management of the Venturer Unit.

Committee Chairperson – Convenes and coordinates group committee activities.

Committee Secretary – Collects and distributes mail, deals with correspondence

Committee Treasurer – Oversees collection of fees, pays bills, oversees group and section funds.