Hawke Organisation Structure

We are a volunteer organisation

All leaders at Hawke are volunteers. All leaders at zone events are volunteers. Most training events are also run by volunteers. 

Our Group is Hawke. We are divided into sections (eg keas, cubs, scouts, venturers)

Our Zone is Moana Rua (Covering central / west Auckland, and includes land scouts and air scouts)

We are also part of UNI SS (All sea scout groups from the Upper North Island region)

Term Fees

Approximately half of our term fees are paid to the national office. In return, that national office provides support, services, training and the mahitahi system we use to manage events and risk management. It's important that departing members retire before week 4 to avoid paying a full term fee.

The remainder of the term fee covers some budget for small activities, like cooking nights, arts and crafts etc. Some budget is for badges and books. And the remainder pays for the other outgoings such as rates, electricity, and maintenance of our hall. 

Hawke Structure

- The group leader and assistant group leader work as a team to support the other leaders, to help with group events, promote training options, manage membership applications and generally be the first port of call for many hall management and boat maintenance items.

- Section leaders are the primary people responsible for section communications, loading a program and events onto mahi tahi. 

- Other leaders in a section may take on key roles for achievements (badges), communications, running nights, etc. 

- Adult helpers are police checked and provide additional help on nights and at camps. All families should have 1 police checked adult, especially if they want to stay at camps 

- The committee meets monthly and makes big decisions about asset management.

- Treasurer and bookkeeper - Running our accounts and term fee invoicing (multiple volunteers)

- Quartermaster is responsible for the camping gear

- Boat master is responsible for boats and trailers.

Section Management

Some sections work more collaboratively with all parents involved, and some work more with delegation from the core leadership team. How a section runs, and what activities they do, is up to the section to decide. 

A section should run a planning night near the end of each term to decide what their next term plan is, and who can volunteer to help achieve that. Planning nights are often informal, social, and a chance for adults to connect without youth running around.

Any event or section night needs at least 2 leaders, otherwise it cannot go ahead. Even if you feel you are just an adult helper, please can you step up to a leader status role, so that we can help nights proceed. It would be unfortunate to cancel a night when there is 1 leader and 3 able helpers.

Sections will often participate in Zone events where the same age group connects with others from across Auckland. These events are often hosted at Motu Moana Camp, or at other group scout dens.

Training Options for Adults 

There are some amazing training opportunities for adults through scouts. Please don't think of training as a chore. It can be great fun to connect with other parents who have an interest in outdoor pursuits. Learn first aid, survival, tramping and  camping skills, mental well being etc. Most importantly learn how to keep our youth safe and run an engaging program. It can feel like a big step to attend your first training event, until you arrive and discover everyone is just like you. Generally adults have found the training is enjoyable and rewarding.

We like all sections to load their term programs in mahitahi, and record attendance.  This helps our leadership and scouts NZ know what's happening in our group.  Attendance is important for membership invoicing, and considering achievements towards badges.

Event Invite Reponses via Mahi Tahi

Events need to be managed in mahitahi. It may feel effortful at first, but the process enforces the scouts rules that require 2 organizers, emergency contacts, risk mitigation, and escalation approval. The process also ensures that families agree to event risks and are given the opportunity to provide medical history. All the information in one place helps us in emergency situations (which can happen). Mahitahi means working together. This process requires parents to actively read emails and accept/decline invitations to participate. Please answer as early as you can and don’t leave an invite unanswered, as this helps us decide if events can proceed. You can always change your mind.

How can you help?

There are many more ways to help. You don’t need to be a leader. Ask your leaders how you can help on any given night. Or tidy the resource cupboard, clean the kitchen,  put out rubbish bins, come to a working bee and do some mahi. 

If you would like to become a more active adult helper or upgrade your status to leader, please chat to your section leaders or group leaders. 

Formal and Informal Communications 

Dealing with 20 to 30 youth can be challenging. Leaders can answer questions in person or you can ask other parents on WhatsApp. However,  important communications should be via email or mahitahi. Canceling membership should be via email, so that we have a record of the request, and can update the database, and avoid invoicing you. These important steps won’t likely happen with face to face chats. Accepting or declining events, medical notes etc, must be via mahitahi. Our leaders do not have perfect memories for what was discussed in person.