Who's doing what?

This might sound a little odd, but is everyone in the process clear about what their role is? For example:

• The District Commissioner and District Chair should be regularly speaking to GSL’s and Group Chairs, understanding the local picture, what Groups needs are, looking at how the District can support them, and encouraging Groups to apply for help.
• Is the District Secretary (or another member) primed to receive any applications that come in, and do they know what to do with them? Have all the decisions been clearly recorded?
• Is the District Treasurer (along with another trustee) in a position to release the funds to the Groups in a timely manner?
• If you have set up a subcommittee, are terms of reference set and understood by all?
• Who will inform an applicant if they are successful?
• Who will inform them if they are not?
• Who will handle any appeals?

One further consideration is how to take account of any potential conflict of interest. Due to the nature of Scouting, there are many people who ably support Groups, and sit as District trustees at the same time. It is imperative that if a Group has applied for support from the District, and a member of that Group sits on the District Executive, that they declare a conflict of interest and have no involvement in the decision of whether to provide a grant to that group. Similar steps should be taken for any other potential conflicts of interest that arise.