Terms of Reference and Guidance for Applications:

Background:

Ron Fox, who passed away in 2018, was a Scout Leader in the former Clapham District (now part of Lambeth), a District Commissioner and Chairman for the former Lewisham North District, and Chairman of the Lewisham Development Project.  Ron left a £318,000 legacy to be used for the benefit of Lewisham Scouting. 

Following a District-wide consultation and recommendations by a Working Group, the District Executive Committee decided to use the money primarily to develop Scouting in Lewisham and help young people to have opportunities to enhance their Scouting experience and to establish a panel to consider applications and distribute grants

Terms of reference:

  1. The Fund is managed by an Awards Panel which is a sub-committee of the District Executive Committee. The size of the pot will be established by the DEC (based on the income received by the fund) but the allocation of the money will be delegated to the panel.
  2. The fund is to be used to provide grants for financial support to assist Scout Groups and Explorer Units in the Scout District of Lewisham
  3. Applications for support for relevant projects will also be considered for Frylands Wood Activity Centre and Hammerwood Camp Site while both these assets remain within the management and/or ownership of Lewisham District Scout Council or Scout Groups registered in Lewisham Scout District.
  4. The fund is to be used to develop, promote growth and assist with the experience of Scouting for the young people in the Scout District of Lewisham.
  5. The money in the fund will be invested in a low to medium risk account or accounts and the interest received will fund grants for successful applications.
  6. The Award Panel will normally meet to consider applications four times a year, ideally in January, April, July and October. Any changes of meeting months will be published on the District website. In the event of no applications being made, a decision not to meet may be taken.

    Applications for consideration must be submitted to the panel chair by the 1st day of the meeting months mentioned above to allow panel members to have time to read and consider all applications.  In exceptional circumstances, the panel may agree to consider urgent applications outside of the usual submission dates.

    Equally, if an urgent application for funds is received, the panel may  consider holding an additional meeting. 
  7. Applications from Groups are made by completing the form made available by the Awards Panel and indicate the sum applied for.

    Where there is an application to purchase an item or items, supporting documentation should be attached to the application such as the costs of items to be purchased and where possible, photographs.

    The application must be signed and approved by either the Group Scout Leader or the Group Chair. In the absence of a Group Scout leader or Chair, the District Commissioner may consider an application and if agreed they will be the appointed approver of the application before submission to the awards panel.
  8. If an application is for part funding for a specific project, the applicant must provide full details of any  funding applied for or proposed to be applied for from any other funders.  and details of any self-fundraising for the project.
  9. Applications submitted by Groups will only be considered by the panel if the Group has sent their up-to-date and approved accounts to the District Secretary in accordance with POR.  This is because the panel must consider whether an application is appropriate should the Group have a significant surplus of monies.   However, a Group may make a case for a grant even if the accounts show a surplus. This might be because the surplus  is either ring-fenced or designated for specific purposes.  Explorer Units must also have submitted up-to-date  income and expenditure accounts with the District Treasurer.
  10. The Fund will provide awards to support the development of existing Groups subject to sufficient income from investments being available.  This might involve supporting an application for a small start-up grant to open a new section within an existing Group or include funding to support the development of Scouting in diverse areas of the District and areas of deprivation.
  11. Successful applicants will be notified after the panel has met and the funds provided as soon as they are needed preferably by electronic transfer.  Please see the application form.

Guidance for Applications:

12. Subject to sufficient funds being available grants will be made available to Scout Groups or for District projects where:

  • In the opinion of the Awards Panel they will promote the development of Scouting.
  • The grant is used for the purposes of allowing more young people to access to Scouting and recruiting additional adult leaders and supporters.

The Panel will consider applications such as (but not limited to):

  • A District recruiting initiative whereby Groups would be able to apply for funding to support local recruitment activities.
  • One-off ideas to benefit the whole District e.g., the pizza oven at Frylands is a way to promote healthy eating and hygiene and the creation of a wet room at Frylands Wood.
  • Create a facility in Ron’s name for young people to use such as an all-weather archery range shelter at Frylands Wood.
  • To promote scouting within diverse communities across the borough.  Any application in this category may need to be an initiative managed by the District Team or a specific team appointed by the DC.
  • Where appropriate, applications to support the cost of leader training will be considered especially where the skills gained will assist in developing the Group or Unit and provide support for young people to take part in additional activities e.g. gaining permits This could be for adventurous activities such as hill-walking or Nights Away Permit training.
  • Funding to pay someone to do some development work.  This would be to resolve a specific issue with recruitment of adults or youth members in a Group or an area in the borough that might include several Groups.  Such a grant might be limited to £500 for an agreed number of hours of dedicated time.
  • Investing some money to pay for someone’s time to rejuvenate a struggling Group or deprived area.   Such a grant might be limited to £500 for an agreed number of hours of dedicated time.
  • An application by the District Management Team for a grant to assist with training leaders to learn additional skills to support young people. For example; a networking or training day for leaders at Frylands Wood or elsewhere.  This would not take the place of the Give-It-a-Go day but compliment it by providing some technical training for leaders.
  • Applications for financial support where family hardship is known by the Group Scout Leader will be considered on a case-by-case basis. This support could be where a Group may not have its own funds available to help with hardship such as for subs/membership fees and/or uniform. Groups are best placed to consider whether a youth member needs financial support because they know their members.  Likewise, support could be given to an adult leader in similar circumstances for help with purchasing a uniform where a Group is not in a financial position to provide that support.

13. At the conclusion of any project funded by the Fund, copies of receipts are to be sent to the Panel Chair together with a short report of the outcome of the project and where appropriate accompanied by photographs.  The report and photographs (subject to any Scout policy approvals) may be published on the District Website.

Additional Funding Initiatives:

14. ‘Fox Trophy Award’:

An award to the winning Fox Trophy winners will be granted each year.  The award is to be used by the winning Group to develop and recruit youth members and adult leaders.  The amount is to be determined by the Awards Panel each year.

15. ‘Ron Fox Special Achievement Award’.

A Group or Explorer Unit may submit a written citation to the panel if they feel one of their members deserves this special award by achieving something exceptional during the year.   For example (not limited to these examples):

  • Where a youth member has willingly helped another member with difficulties throughout the year.
  • Where a youth member has  been especially helpful to the leaders and thinking of others.
  • Where the youth member has been particularly brave in adverse circumstances either personally or in their family.
  • Where a youth member has carried out some notable charitable work not necessarily as a Scout.

The amount of the award is to be decided by the panel and is to be used for the purposes of supporting the youth member’s section with learning additional skills or badgework.

A special presentation will be made to the youth member by a panel member.

16. ‘’Ron Fox Community Award’’

This award is for a Group or Explorer Unit that has completed an environmental project or a community service.  The amount awarded is to be decided by the panel.  The award is to be used for the purposes of development within the Group or Explorer Unit.  This could be to recruit additional members or leaders.