Troop 401
Policies and
Procedures
Merrimack, NH
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Troop 401, chartered by St. James United Methodist Church,
will follow the guidelines of National Boy Scouts of America Troop
Committee Guidebook and The Scoutmaster Handbook and
Daniel Webster Council.
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Version/Revision Number |
Date Adopted by Committee |
Changes Made |
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1.0 |
14-September-1999 |
Original Document |
|
1.1 |
9-May-2002 |
Original Document |
|
1.2 |
17-April-2007 |
Original Document |
|
|
|
|
Table of Contents
Troop 401 Mission Statement............................................................................................................................................................ 3
Troop Committee Makeup and Charge........................................................................................................................................ 3
Troop Committee Job Descriptions............................................................................................................................................. 4
Charter representative.................................................................................................................................................................... 4
Committee Chairperson..................................................................................................................................................................... 4
Secretary.................................................................................................................................................................................................... 4
Treasurer.................................................................................................................................................................................................... 5
Publicity / Public Relations............................................................................................................................................................. 5
Advancement........................................................................................................................................................................................... 5
Outdoor/Activities............................................................................................................................................................................... 5
TROOP WEBMASTER …………………………………………………………………………………………….…………..6
Fundraising................................................................................................................................................................................................ 6
Training........................................................................................................................................................................................................... 6
Finances........................................................................................................................................................................................................... 6
Dues................................................................................................................................................................................................................. 6
Expenditures............................................................................................................................................................................................. 6
Adult Registrations............................................................................................................................................................................ 7
Fundraising................................................................................................................................................................................................ 9
Scout Accounts...................................................................................................................................................................................... 9
Troop Operation..................................................................................................................................................................................... 10
Meetings..................................................................................................................................................................................................... 10
Honor Patrol.......................................................................................................................................................................................... 10
Uniforms.................................................................................................................................................................................................... 10
Membership and Registration..................................................................................................................................................... 10
Leave of Absence................................................................................................................................................................................... 10
Community Service Activities...................................................................................................................................................... 11
Awards....................................................................................................................................................................................................... 11
Code of Conduct Preamble.............................................................................................................................................................. 11
Scout Oath:.............................................................................................................................................................................................. 11
Scout Law:................................................................................................................................................................................................ 12
Progressive Discipline........................................................................................................................................................................ 12
First Offense.............................................................................................................................................................................................. 13
Second Offense......................................................................................................................................................................................... 13
Third Offense............................................................................................................................................................................................ 14
Leadership................................................................................................................................................................................................. 14
Scoutmaster........................................................................................................................................................................................... 15
Assistant Scoutmasters................................................................................................................................................................ 15
References................................................................................................................................................................................................. 15
Code of Conduct Agreement (Scout’s copy)........................................................................................................................ 16
Code of Conduct Agreement (Troop’s copy)........................................................................................................................ 17
Following the BSA Guidelines, we will ensure a safe and wholesome environment exists so that the Scouting Program will foster personal growth. The Troop Committee will create the foundation and give the support needed for the programs presented by the Boy Scouts of Troop 401. To this end, we will enable the Troop to earn the Quality Unit Award.
The Troop Committee will be defined as:
Charter Representative
Committee Chair
Secretary
Treasurer
Scoutmaster
Advancement Chair
Outdoor/Camping Program Chair
Fundraising Chair
Publicity
Troop Webmaster
Assistant Scoutmasters
and any other adult Scouter registered with Troop 401.
To conduct Troop business that requires a vote, a quorum is required. A quorum is defined to be a simple majority of the following key Troop Committee positions:
Charter Representative
Committee Chair
Secretary
Treasurer
Advancement Chair
Troop Webmaster
Fundraising Chair
Outdoor/Camping Program Chair
Troop business that requires a vote is defined to be:
Financial matters,
Fundraising activities,
Troop Activities calendar,
Disciplinary issues,
Changes to this (Troop 401 Policies and Procedures) document,
Any other issues arising out of emergencies.
The Troop Committee is responsible for:
1. Carrying out the policies and regulations of the Boy Scouts of America
2. Recruiting a Scoutmaster.
3. Ensuring that quality adult leadership is recruited and trained.
4. Providing adequate meeting facilities.
5. Advising the Scoutmaster on policies relating to Boy Scouting and the chartered organization.
6. Providing an adequate camping and outdoor program (minimum 10 days and nights per year).
7. Finances, adequate funds, and disbursements in line with the approved budget plan.
8. Assisting the Scoutmaster with handling boy behavior problems.
9. In case the Scoutmaster is absent or unable to serve, a qualified substitute is assigned.
10. Serving on Boards of Review and Courts of Honor.
11. Obtaining, maintaining and properly caring for Troop property.
All Committee members will be Fast Start trained when they join the Troop Committee. It is strongly recommended that each Committee member attend the Indoor Mafeking Training (Boy Scout Basic Leader Training) session; attendance at the Outdoor session is highly recommended.
· Act as liaison between the St. James Church officials and the Troop Committee.
· Act as liaison between Troop 401 and any other Scout unit at St. James Church.
· Supervise selection of Troop Committee Chairman.
· With assistance from Troop Committee Chairman, select Scoutmaster and obtain approval from the Troop Committee.
· Report any issues the Troop has to the Church Committee and/or Trustees.
· Report any issues the Church has to the Troop Committee
· Attend St. James Church Trustee meetings whenever possible
· Attend Troop Committee meetings.
· Support the policies of the Boy Scouts of America.
· Organize the Committee to see that all functions are delegated, coordinated and completed.
· Maintain a close relationship with the chartered organization representatives and the Scoutmaster.
· See that Troop leaders and Committee members have training opportunities.
· Interpret national and local policies to the Troop.
· Work closely with the Scoutmaster in preparing Troop Committee meeting agendas.
· Call, preside over and promote attendance at monthly Troop Committee meetings and any special meetings that may be called.
· Ensure Troop representation at monthly roundtables.
· Secure top-notch, trained individuals for camp leadership.
· Recharter the Troop annually.
· Work with the Scoutmaster and Troop Committee to suggest modifications, additions and deletions to the Troop Policies and Procedures document.
· Develop and maintain strong Pack/Troop relationships between Troop 401, Pack 401 as well as other Troops and Packs in the Town.
· Conduct a Troop resource survey on an as needed basis.
· Attend District Roundtable, when possible.
· With assistance from the Charter Representative, select Scoutmaster and obtain approval from the Troop Committee.
· Handle correspondence for the Troop.
· Keep minutes of Troop Committee meetings.
· Working with the Troop Publicity Chair, submit articles to the local news media.
· Handle all Troop funds.
· Pay bills on recommendation of the Scoutmaster and authorization of the Troop Committee.
· Maintain checking and savings accounts.
· Work with the Fundraising Committee to record Scouts’ fundraising earnings in a timely fashion.
· Train and supervise the Troop scribe in record keeping
· Receive Troop income each week from the Troop scribe.
· Help the Troop Committee and Scoutmaster to establish a sound financial program for the Troop with a Troop budget plan.
· Provide monthly financial reports at the Committee meetings.
· Make use of the news media in publicizing Troop events in a timely fashion.
· Submit articles to Scouting newspapers such as The Scouter and the District Newsletter
· Prepare a family newsletter of Troop events and activities to be published monthly.
Troop Webmaster
· Maintain the Troops website, to include the Troop Calendar and information useful to the members of Troop 401, as well as useful and interesting for Scouter everywhere.
· Keep forms, permission slips, event instructions and driving directions updated on the website and inform the troop email groups of the updates.
· This individual will also be the “owner” of the email groups.
· Have a working knowledge of the Boy Scout advancement plans.
· Encourage Scouts to advance in rank.
· Arrange and conduct monthly Troop boards of review for both Scouts who are advancing as well as for Scouts who are not actively advancing.
· Conduct frequent courts of honor, at least quarterly.
· Develop and maintain a Merit Badge Counselor list.
· Make a prompt report on the correct form to the Daniel Webster Council Service Center when a Troop Board of Review is held. Secure badges and certificates.
· Work with the Troop librarian to build and maintain a Troop library of Merit Badge pamphlets.
· Provide an advancement list to the Scoutmaster, Publicity Chairperson and Troop Webmaster.
· Attend District Roundtable, when possible.
· Maintain the Troop database and distribute the information as necessary.
· Secure permission and/or make reservations for all activities.
· Serve as transportation coordinator.
· Promote the National Camping Award.
· Promote, through family meetings, attendance at Troop campouts, camporees and summer camp to reach the goal of an outing per month.
· Collect and maintain medical forms.
· Prepare and collect permission slips.
· Attend District Roundtable, when possible.
· Recruit Scout and parent assistance as needed.
· Fill out and submit necessary paperwork to support the fundraisers.
· Keep an accurate log of the Scouts attending the fundraiser to ensure that proper amounts earned are credited to the Scouts’ account.
· Acquire the necessary equipment to support the fundraiser.
· Research new fundraising ideas to present to the Troop Committee.
· Be responsible for publicity for active fundraisers.
Ø The Troop will pay for all registered Leaders and Committee members to attend required training. This applies to tuition and training material; food expenses are not included (i.e. Outdoor Leader Training session). The Troop Leader can choose to be reimbursed for the required training by submitting to the Troop Committee, a copy of the training card or certificate, as proof of attendance.
Each Scout will be responsible for Troop dues in the amount of $1 per week for the period of September through and including June. Dues are used to cover the cost of registration, Boy's Life magazine subscription and achievement awards. Scouts are responsible for weekly payment of dues irrespective of their attendance; this includes Scouts on formal Leave of Absence. Scouts who fall behind in dues obligation by more than four (4) weeks will be notified that their obligation will be met by taking that amount from their Scout Account unless payment is made by the next Troop meeting. Until such time that payment is made, that Scout will not be allowed to participate in any outings.
The Troop Committee will vote on an annual budget in July to operate from September to August. Each event's chairperson will be responsible for knowing and keeping the event within the budgeted amount. The Troop Committee must approve any expenditure exceeding the budgeted amount.
The Troop will pay the annual Rechartering registration fees for the following adults:
· Scoutmaster
· Assistant Scoutmaster(s)
· Troop Committee Chair
· Charter Representative
· Troop Advancement Chair(s)
· Troop Committee Treasurer
· Troop Committee Secretary
· Troop Committee Activities/Outdoor Coordinator
· Troop Committee Fundraising Chair(s)
· Troop Committee Publicity Chair
· Troop Committee Webmaster
All other Troop Committee members without specific Troop tasks or Committee positions will be responsible for the annual rechartering fee, which will be collected in November, in advance of District Rechartering.
· The Troop participates in a variety of fundraising activities to subsidize its activities. It is the Troop committee’s function to assist and help organize these fundraising activities and maximize the profits of each event. Each Scout is expected to participate in two (2) Troop sponsored fundraisers. Participation in the remaining fundraisers is strongly encouraged. Funds that are received by a Scout in the form of an outright donation will have 100% of that amount deposited into the Troop General Fund.
· The Troop Committee will make the final decision how the proceeds of each fundraiser will be distributed.
· Examples of Distribution: but not limited to.
100% of the proceeds to the Scouts / Scouter Accounts.
100% of the proceeds to the Troop General Funds.
1/3 of the proceeds to the Troop General Funds, 2/3 to the Scout / Scouter Accounts.
2/3 of the proceeds to the Troop General Funds, 1/3 to the Scout / Scouter Accounts.
5% of the total proceeds, with a maximum of $20.00 to the Scout / Scouter Accounts.
Each Scout may establish an account to be managed by the Troop Treasurer for the purpose of holding their share of fundraising profits. This account will be used only for payment of Scout activities and Scout equipment bought by the Scout. The Troop Committee will have final decision on requests made by a Scout. A receipt for the item purchased must be turned in to the Troop Committee for approval. When a parent of a Scout participates in a fundraiser, then the proceeds will go into their son’s Scout Account.
If a scouter participates in a troop fundraiser and does not have a Scout in the Troop, they may establish a Scouter Account. This is to be used only for scout related expenditures.
The Troop will pay for a new Eagle Scout and his sponsor/advisor or the Scoutmaster, to attend the annual District Eagle Banquet. The banquet is scheduled on the second Tuesday of February.
The Troop will plan to meet weekly as per the approved calendar starting in September and continuing through June. The Troop will meet through the summer for informal activities. There will be no meetings during school vacations. Troop Committee meetings and Troop Leaders' meetings will be held monthly and will be scheduled for the year at the Troop Planning meeting held in the summer.
There will be one Patrol per month receiving recognition by the Scoutmaster as Unit Honor Patrol. Criteria for selection are:
1. Demonstration of Scout Spirit.
2. Consistent attendance of the majority of the Patrol’s members.
3. Patrol meetings at least once per month.
4. Submission of an article for inclusion in the Troop Newsletter.
5. Advancement earned by patrol members.
The recognized Unit Honor Patrol will be presented a distinctive neckerchief to be worn by the Patrol Leader or his designate if he cannot be present at a meeting. There will be a wall plaque with the Patrol’s name displayed for that month. There will be a yearly Honor Patrol plaque to recognize the Patrol who has earned the monthly award most often during the Scouting year.
Each Scout will be responsible for wearing the appropriate uniform at all Scout functions. The Class A Uniform is; official Scout shirt with all patches, approved pants, a neckerchief to be worn under the collar of the shirt, a slide, badges and awards correctly placed. Optional uniform accessories: official Scout hat, temporary patch and holder and belt. Class B uniform will be Troop T-shirt and approved pants. Approved pants are: Official Scout pants, Official Scout shorts, dark blue jean pants, dark blue jean shorts, dark blue pants, dark blue shorts, khaki pants or khaki shorts. Non-scout related hats will not be allowed.
Boys are eligible to join Troop 401 providing they meet the following criteria:
· Be a boy in the sixth to twelfth grade.
· Be a boy who has completed the fifth grade, or has earned the Arrow of Light Award or be 11 years of age but not yet 18 years old.
The fee to join the Troop at any time during the year will be the fee that is published in the Daniel Webster Council Registration fee schedule and Boy's Life subscription.
Scouts who engage in outside activities which preclude them from attending regularly scheduled Troop meetings, activities, etc. for an extended period of time will be required to submit a Leave of Absence letter to both his Patrol Leader and the Scoutmaster. This Leave of Absence request, if approved by the Scoutmaster, would remove the requirement to attend regularly scheduled activities only; dues payments are not excused during this period. The Scout who applies for and is approved for, a Leave of Absence is encouraged to attend whatever meetings he can to keep informed. Scouts should also be checking in with their patrol leader to gain information on upcoming events. Additionally, the Patrol Leader should maintain contact with any Scouts in his patrol who are on Leave of Absence. Scouts will be restricted to no more than two (2) Leaves of per Scout year.
The Troop will engage in community service activities. The Troop is committed to a service activity for its Charter Organization. It will be the responsibility of the Troop Committee or its designee to actively seek other community service projects for the purpose of providing opportunity for advancing Scouts to log service hours.
All achievement awards will be supplied by the Troop.
As the Troop has grown, the opportunity for disruptive behavior has also grown. Many boys have committed their time and energies to furthering their Scouting knowledge and skills only to find themselves disillusioned and thwarted by some young men who cannot or will not live up to the Scout Law.
Recognizing the fact that each boy is an individual, with differing levels of understanding of expected behavior; the following Code of Conduct has been adopted. Within the structure of the following Code, each boy will be given the opportunity to learn and grow in his understanding of cooperation and acceptable behavior for his own level of maturity and the betterment of the Troop as a whole.
Everyone in the Troop will honor the following Code of Conduct. All the adult leaders will have Youth Protection training and will follow the Youth Protection Policies. There will always be at least 2 adults at all scout functions.
If any Scout is disciplined at any of the Troop or patrol activities, the following discipline procedure will go into effect. If a Scout needs to be disciplined, there will be at least 2 adults present. At no time will a Scout be verbally or physically threatened by anyone.
On my honor, I will do my best, To do my duty to God and my country and to obey the Scout Law: To help other people at all times; To keep myself physically strong, mentally awake, and morally straight.
A Scout is TRUSTWORTHY.
A Scout tells the truth. He keeps his promises. Honesty is part of his code of conduct. People can always depend on him.
A Scout is LOYAL.
A Scout is true to his family, friends, Scout Leaders, school, nation, and world community.
A Scout is HELPFUL.
A Scout is concerned about other people. He willingly volunteers to help others without expecting payment or reward.
A Scout is FRIENDLY.
A Scout is a friend to all. He is a brother to other scouts. He seeks to understand others. He respects those with ideas and customs that are different from his own.
A Scout is COURTEOUS.
A Scout is polite to everyone regardless of age or position. He knows that good manners make it easier for people to get along together.
A Scout is KIND.
A Scout understands there is strength in being gentle. He treats others as he wants to be treated. He does not harm or kill anything without reason.
A Scout is OBEDIENT.
A Scout follows the rules of his family, school, and Troop. He obeys the laws of his community and country. If he thinks laws are unfair, he tries to have them changed in an orderly manner rather than disobeying them.
A Scout is CHEERFUL.
A Scout looks for the bright side of life. He cheerfully does tasks that come his way. He tries to make others happy.
A Scout is THRIFTY.
A Scout works to pay his way and to help others. He saves for the future. He protects and conserves natural resources. He carefully uses his time and property.
A Scout is BRAVE.
A Scout can face danger even when he is afraid. He has the courage to stand up for what he thinks is right even if others laugh at him or threaten him.
A Scout is CLEAN.
A Scout keeps his mind fit and clean. He goes around with those who believe in living by these same ideals. He helps keep his home and community clean.
A Scout is REVERENT.
A Scout is reverent toward God. He is faithful in his religious duties. He respects the beliefs of others.
Any Scout found to be:
· disruptive to the group,
· insubordinate to leadership,
· using foul language either to a leader, adult, or another Scout,
· committing acts of physical violence or aggression in any manner,
· using unnecessary roughness during Scouting activities or games,
· willfully breaking the Scout Law or
· absent without an excuse for three (3) Troop meetings,
will be reported to the Scoutmaster immediately or as soon as practical. However, at the discretion of the Scoutmaster and Troop Committee Chairman, a Scout may be disallowed from attending Scouting events such as campouts, Troop outings, Patrol activities, etc. for a period of time commensurate with the severity of the infraction.
The Scoutmaster and Committee Chairman will meet with the Scout immediately or as soon as practical, to discuss the situation. At this time, the Scout is to be told of the accusations of misconduct and will provide the Scoutmaster and Committee Chairman his account of the event(s).
If the Scoutmaster and Committee Chairman believe there is substance to the accusation made regarding the Scout's conduct, the Scout will be offered the opportunity to apologize to the offended party, take ownership for his misconduct, and acknowledge that there will not be a reoccurrence of this problem. The Scout will be made aware at this time, that further misconduct will lead to further disciplinary action.
The Scoutmaster, upon determining that the misconduct on the part of the Scout has occurred, will:
1. Contact the parent(s)of the Scout and verbally make them aware of the situation.
2. Ensure that they understand that further misconduct will lead to further disciplinary action.
The Scoutmaster and/or Committee Chairman will make a note in the Scout's permanent records, a description of the infraction and date of occurrence, the date and the synopsis of the conversation held, and the resolution of the situation.
In case of a second situation arising, Step 1 above is to be followed.
The Scoutmaster, upon determining that the misconduct on the part of the Scout occurred, will contact the parent(s) of the Scout and request a meeting between the Scoutmaster, the Committee Chairman, at least one of the Scout's parents and the Scout. The purpose of this meeting is to discuss the findings of the Scoutmaster regarding the conduct of the Scout. The Scout and his parents are to be made aware of the expectations of the Boy Scouts of America, this Code of Conduct, and the Scout's desire to remain with Troop 401.
An agreement will be reached with the Scout and his parents, such that further misconduct on the part of the Scout will lead to further disciplinary action, up to and including, a request that the Scout leaves the Troop.
The Scoutmaster and/or Committee Chairman will make an entry into the Scout's permanent records with the following information:
· The conduct prompting the meeting,
· The proposed course of action on the part of the Scout to prevent the reoccurrence of the misconduct,
· The acknowledgement that further misconduct will lead to potential dismissal from the Troop.
Acknowledgement of the meeting and its outcome will be documented, in duplicate, signed and dated by all participants before adjourning. One copy will be kept with the Scout's permanent records. The Scout will keep the other copy.
In case of a third situation arising, Step 2 above is to be followed.
The Scoutmaster and the Committee Chairman will meet with the Scout and his parent(s) to discuss and verify the accusations of misconduct.
Upon determination and verification of actual misconduct, the Committee will formally request the Scout leaves Troop 401 and return any Troop 401 materials in his possession. The Scoutmaster may assist the Scout and his parents in locating another Troop.
If a Scout has had a discipline issue in which step 1 (warning) and step 2 (parent informed/disciplinary action initiated) of this policy has been implemented. Then, there is not another incident of the same nature for a least a year from the start of the disciplinary action, then the next issue starts back at step 1, not step 3 (leaving Troop 401).
All leaders will be registered with Boy Scouts of America and will attend Boy Scout Leader Basic Training and be trained in Youth Protection. The leaders (Scoutmaster and Assistant Scoutmasters) will wear the Adult Leader uniform.
· Provides Junior Leader Training on a regular basis.
· Meet regularly with the Patrol Leader’s Council for training and coordination in planning Troop activities.
· Attend all Troop meetings or where necessary arrange for a qualified adult substitute.
· Work with and through responsible adults to bring Scouting to boys.
· Help boys grow by encouraging them to learn for themselves.
· Guide boys in planning the Troop program.
· Attend Troop Committee meetings and work with the Troop Committee on:
1. program ideas.
2. selecting and recruiting adult leaders.
3. establishing a budget plan.
· Complete Scoutmaster Fast Start Training and Boy Scout Leader Basic Training.
· Conduct Scoutmaster conferences.
· See that Boy Scouts receive a quality, year-round program, including at least 10 days and nights of camping each year.
· Delegate responsibility to other adults and groups (assistants, Troop Committee) so that they have a real part in Troop Operations.
· Conducting the annual Troop program planning conference.
· Work with charter representative to conduct a service project for the charter organization.
· Establish a good rapport with the unit commissioner from the district.
· Attend District Roundtable, when possible.
· Assist Scoutmaster as needed. Be ready to take over the leadership of the Troop, if necessary.
· Complete Scoutmaster Fast Start Training and Boy Scout Leader Basic Training.
· Participate in Troop meetings.
· At least one Assistant Scoutmaster must completes Youth Protection Training at District level and train all the Leaders in the Troop.
· Supervise and help procure camp equipment.
· Work with quartermaster on inventory, storage and proper maintenance of Troop equipment.
· Attend District Roundtable, in the absence of the Scoutmaster
· The Scoutmaster Handbook
· The Troop Committee Guidebook
· Advancement Policies and Procedures Committee Guidebook
As a member of BSA Troop 401, I, ___________________________________________
(print Scout name)
· will abide by the Boy Scout Oath and Scout Law; I will respect all authority, adult and boy leader alike.
· will not abuse my position of authority as a leader or be disrespectful to those under me.
· will not haze or harass anyone in my patrol, Troop, or any other Scouts.
· will not commit acts of violence or aggression of any kind against anyone, nor will I use unnecessary roughness during Scouting activities or games.
______________________________________________________________
Scout Signature Date
______________________________________________________________
Parent Signature Date
______________________________________________________________
Scoutmaster or Committee Chairman Signature Date
As a member of BSA Troop 401, I, ___________________________________________
(print Scout name)
· will abide by the Boy Scout Oath and Scout Law; I will respect all authority, adult and boy leader alike.
· will not abuse my position of authority as a leader or be disrespectful to those under me.
· will not haze or harass anyone in my patrol, Troop, or any other Scouts.
· will not commit acts of violence or aggression of any kind against anyone, nor will I use unnecessary roughness during Scouting activities or games.
______________________________________________________________
Scout Signature Date
______________________________________________________________
Parent Signature Date
______________________________________________________________
Scoutmaster or Committee Chairman Signature Date