1 Boy Scout Troop Committee Challenge

2 Agenda Introductions Mission, Aims & Methods of Scouting Structure of Scouting Organization (Putting the Pieces Together) Role of the Troop Committee A Game With a Purpose Let Me Tell You What I Do Suggestions Based on Experience Case Studies Closing –Troop Committee Guidebook –Training Evaluation –Certificates

3 Introductions Your Name Your Position Your Unit Your Town Prior BSA Training How Much BSA and Other Youth Organization Experience

4 Mission, Aims & Methods The mission of the Boy Scouts of America is to prepare young people to make ethical choices over their lifetimes by instilling in them the values of the Scout Oath and Law Three Aims –Participating Citizenship –Growth in moral strength & character –Development of physical, mental & emotional fitness Eight Methods –Ideals, patrols, outdoors, advancement, adult association, personal growth, leadership development, uniform

5 Putting the Pieces Together Who has piece number 1? Please read what is on the back of your piece. Everybody in sequence read what is on the back of your puzzle piece and put the puzzle together

6 Role of the Troop Committee “The troop committee, which is the troop’s board of directors, supports the troop’s adult leaders in delivering a quality program to the troop’s scouts.” Committee can include parents, members of the chartered organization, or people recruited from the community at large. –Most active committee members are parents –The scoutmaster and the assistant scoutmasters are not technically committee members It is not the committee’s job to run the program, rather support the program planned by the scouts working with their adult leaders The committee is composed of individuals with specific assignments. What are these positions? Read your green card out loud to the group.

7 A Game With A Purpose To better understand the roles of the individual members of the committee, we have a board game to play Game Procedure –Select a game piece and place it at the trailhead. –Guess a number between 1 & 10, this determines who goes first. –Take a card and read it to the player to your left. If the player answers correctly, he/she moves her piece the number of spaces indicated. There is no penalty for an incorrect answer. –Give the used card to player with that game piece –If you land on an arrow, move to the end of the bridge. –You may not stop on an occupied space. Move ahead to the next unoccupied space. –If you land on “take a break” draw a card, read it aloud, and do what it says. –It is not necessary to reach the end of the trail with an exact number. The first player to land on or pass the end of the trail wins the game.

8 Suggestions Based on Experience Most committees operate by consensus Formal votes are rare Prepared agendas make for efficient meetings Scoutmasters & Asst. Scoutmasters technically are not part of the committee –Do not exclude these people from discussions –You could lose good volunteers if they feel their views are not being considered –These are the people doing most of the work

9 Suggestions Based on Experience Treasurer –Safeguards Use a dual signature checking account for troop funds –Put at least three names on the signature card with the bank (treasurer, committee chair, scoutmaster, or others) Treasurer should not be part of the same household as the scoutmaster or committee chair Establish some kind of approval procedure for major outlays –Recipients of reimbursements should not be approving their own expenses –Consider establishing accounts for individual scouts to credit the scouts with results from fund raising activities Having boys be at least partially responsible for their scouting careers emphasizes thrift and responsibility Establish policies regarding such accounts –What happens to the money when a boy drops out or moves out of the area? –Treasurer should Deposit cash receipts promptly –Less chance of loss of cash and checks –Less chance of bounced checks and closed accounts Have a receipt book available that makes copies to account for currency received Take lead in establishing financial policies –Camperships? –Outings to be self financing or subsidized out of general treasury? Take lead in establishing an annual budget Provide monthly reports to the committee –Make “Friends of Scouting” a separate committee position –Have specific adults responsible for unit fund raising events and activities, just like for an outing

10 Suggestions Based on Experience Outdoor/Activities Coordinator –This is potentially a very big job –Consider subdividing between camping activities and other activities –Tour permits should be the responsibility of individual “trek leaders” –Transportation coordinator should be a separate position Compile and maintain records on vehicles, insurance, and drivers Assist trek and activity leaders in arranging transportation when requested Establish a policy and procedure for program planning and event approval –Scouts should participate fully in the planning process –Committee should review and approve plans

11 Suggestions Based on Experience Advancement Coordinator –Should be repository for all non financial records and forms –Keeps records on adults as well as scouts –Should receive from scoutmaster and committee chair all membership application forms for new members and submit them to council office This keeps the advancement coordinator informed as to who is a member –Troopmaster software is recommended –Consider making merit badge counselor list a separate responsibility Consider having a separate Eagle Coordinator to assist scouts after they achieve Life rank

12 Suggestions Based on Experience Equipment coordinator –Should not do the job of the quartermaster –Arrange for storage of equipment –Assist quartermaster to: Develop policies regarding common equipment –Standardize stoves? Fuel type? –Should the unit own tents? –Cooking Gear? –Patrol Boxes? Develop policies regarding use and maintenance of equipment Enforce these policies Develop budget for equipment purchases Select vendors and make purchases Ensure equipment is safe to use

13 Suggestions Based on Experience Chartered Organization Representative –Not clear if this person is a member of the committee –A potentially very powerful position –Voting member of the council committee –Has authority to suspend or remove members from the unit, both adult and youth This must be handled through the committee, but the COR is the only one with this authority If a member is removed from the unit, this is not the same as removal from scouting altogether. Such a person’s registration continues for the balance of the year. If they are not able to register in a different unit, their membership in BSA will expire Only the local council or the national council have the authority to remove a member from scouting altogether

14 Training Coordinator –Needs to understand the different levels of training –Monitor Smoke Signals on line for upcoming training events –Create and maintain records of training, working with Advancement Coordinator –Establish reimbursement policy –Work with Scoutmaster to ensure that JLT opportunities are made available to youth Suggestions Based on Experience

15 Committee Chair –Recruits and appoints specific individuals to specific responsibilities –Monitors performance of all adults –Presides at committee meetings –Approves all adult membership applications –Handles re-chartering Suggestions Based on Experience

16 Forms You Need to Understand Recharter package – chair Unit Fund Raising Application – treasurer or designated activity leader Adult Volunteer Application – chair, COR Tour Permits – Everybody Medical Forms (I,II, & III) - everybody Merit Badge Counselor Form Permission Slips – Create your own

17 People who can help you –Your unit commissioner –District Executive Troop Committee Guidebook Resources

18 Case Studies

19 Keys to Successful Committee Operations Regular open meetings –Use agendas to control discussion Specific duties to specific individuals Spread the load Effective leadership by the chair

20 Closing Training Evaluation Certificates