Troop 175 is chartered by Warrenton United Methodist Church, Warrenton, Virginia

Transcription

1 Boy Scout Troop 175 Policies and Procedures Troop 175 is chartered by Warrenton United Methodist Church, Warrenton, Virginia Piedmont District National Capital Area Council 14 March 2017

2 Table of Contents Article I. Charter and Bylaws...4 Article II. Rules and Regulations...4 Article III. Troop Policies and Procedures...4 Article IV. Troop Leadership...4 Adult Leadership Organization...4 Scoutmaster...4 Troop Committee...5 Merit Badge Counselors...7 Scout Leadership Organization...8 Article V. Meetings...9 Committee Meetings...9 Troop Meetings...9 Patrol Meetings Patrol Leaders Council Article VI. Troop Finances General Income Dues Fund Raising Contributions Expenditures Patrol Expenses Audits Article VII. Troop Program General Outdoor Program High Adventure Program Citizenship Program Discipline Article VIII. Health and Safety General Youth Protection Training First Aid/CPR Training Health Forms Medication Article IX. Transportation Local Tour Permits When Required Procedures for Submission Trip Leader Duties, Responsibilities and Authorities Transportation Coordinator (committee) Uniformed Trip Leader Medical Form Coordinator (committee) Driver Duties and Responsibilities Transportation Procedures Sign-ups Vehicle Assignments

3 Leaving Troop Events Early/Arriving Late Article X. Adult Leader Training General Supplemental Training Roundtables Resources Article XI. Junior Leader Training General How Conducted Resources Article XII. Advancement General: Four Step Process Conduct of Boards of Review Courts of Honor Article XIII. Uniforming General Standard (Class A) Uniform (Field Uniform) Field (Class B) Uniform (Activity Uniform) Experienced Uniforms Article XIV. Attendance and Dues General Attendance Dues How conducted Article XV. Membership Fees General Joining Fee Annual Renewal Fee Article XVI. Communications Troop Internet Site Submission Privacy Policy Use of Troop Roster & Troop Calendar Article XVII. Troop Equipment General Inventory Requirements Equipment Purchasing Approvals Required Authority to Purchase Checkout Procedures Article XVIII. Record Keeping

4 Article I. Charter and Bylaws Boy Scout Troop 175 is chartered by the Warrenton United Methodist Church Troop 175 is chartered within the National Council of the Boy Scouts of America, which itself is a Corporation that has been chartered by the Congress of the United States. In this regard, the Charter and Bylaws of the Boy Scouts of America are the Charter and Bylaws of Troop 175. The Charter and Bylaws are published in BSA Publication No , a copy of which is maintained by Troop 175. Article II. Rules and Regulations The Rules and Regulations of the Boy Scouts of America are the Rules and Regulations of Troop 175. The Rules and Regulations are published in BSA Publication No , a copy of which is maintained by Troop 175. Article III. Troop Policies and Procedures The following Articles contain the Policies and Procedures of Troop 175. These policies and procedures are intended to ensure the smooth functioning of the troop, and not place extraordinary administrative burdens on the volunteers and Scouts who comprise the troop leadership. These policies and procedures embody the methods that the troop leadership has elected to follow in performing the program and administrative functions necessary to operate the troop. These policies and procedures can be changed upon the recommendation and approval of the Troop Committee at a regularly scheduled Committee meeting when a quorum exists. Article IV. Troop Leadership Adult Leadership Organization Scoutmaster These are the minimum requirements for becoming a Scoutmaster or Assistant Scoutmaster: For Scoutmaster: be at least 21 years of age (18 years for Assistant Scoutmaster). Be an American citizen. Agree to live by the Scout Oath and Law. Be approved by the Troop Committee and by the Troop s Chartered Organization. Additionally, Scoutmaster should care about young people, be willing to teach boys how to be leaders, and serve as a role model for young people. The Scoutmaster and Assistant Scoutmaster will refer to The Scoutmaster Handbook and the Troop Committee Guidebook for information regarding their positions. The following Assistant Scoutmaster Positions are desired: Assistant Scoutmaster General Program Assistant Scoutmaster New Scouts 4

5 Additional positions may be assigned to Assistant Scoutmaster by the Scoutmaster as needed. Examples include: Assistant Scoutmaster X Patrol (where X is one of the named patrols). Assistant Scoutmaster Camping and Backpacking. Assistant Scoutmaster Order of the Arrow. Duties of the Assistant Scoutmaster General Program include the following: Assist and support the Scoutmaster, Patrol Leader Council and Troop Committee in developing and implementing a quality program. Help mentor the Troop s youth leaders in their various responsibilities in the Troop. Assist the Scoutmaster in helping Scouts meet advancement goals. Meet regularly with the Scoutmaster to assess the Troop s program, discuss current issues and problems and plan for upcoming events. Support the Scoutmaster in recruiting new Scouts and adults and otherwise help maintain the Troop s viability. Duties of the Assistant Scoutmaster New Scouts include the following: Be responsible to the Scoutmaster for new Scouts. Work with the Troop Guide and counsel him on the performance of his duties. Work with Den Chiefs and Arrow of Light Den Leaders of Cub Scout Packs related to the Troop. Attend functions planned by the Scouts in the New Scout Patrols, with at least one other adult. Attend training courses and roundtables. Meet with parents of new Scouts and explain their role in the support of their son(s). Act as an instructor for Scout skills, if necessary. Keep records of advancement through First Class rank using the First Class Tracking Sheet found in the Scoutmaster Handbook. Troop Committee The troop committee is comprised of registered adult volunteers. The troop committee will consist of not less than five members who hold the following positions: Committee Chairman Charter Organization Representative Treasurer Secretary Advancement Fundraising Transportation and Safety There is no limit to the number of members serving on the troop committee. The duties and responsibilities of the committee are contained in the Troop Committee Guidebook, [a BSA publication] a copy of which will be maintained by the Troop and available to all members. The troop committee is the troop's board of directors and supports the scouts and the troop program. The troop committee does the following: 5

6 Ensures that quality adult leadership is recruited and trained. In case the Scoutmaster is absent, a qualified assistant Scoutmaster is assigned. If the Scoutmaster is unable to serve, a replacement is recruited. Provides adequate meeting facilities. Advises the Scoutmaster on policies relating to Boy Scouting and the chartered organization. Supports leaders in carrying out the program. Is responsible for finances, adequate funds, and disbursements in line with the approved budget plan. Obtains, maintains, and properly cares for troop property. Ensures the troop has an outdoor program (minimum 10 days and nights per year). Serves on boards of review and courts of honor. Supports the Scoutmaster in working with individual boys and problems that may affect the overall program. Provides for the special needs and assistance some boys may require. Helps with the Friends of Scouting campaign. CHAIRPERSON Duties: Organize the committee to see that all functions are delegated, coordinated and completed. Maintain a close relationship with the chartered organization representative and the Scoutmaster. Interpret national and local policies to the troop. Prepare 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. Select and approve troop leaders including the Scoutmaster. Arrange for charter review and recharter annually. SECRETARY Duties: Keep minutes of meetings and send out committee meeting notices. Handle troop correspondence. Maintain updated lists for all scouts and families. At each committee meeting, report the minutes of the previous meeting. TREASURER (FINANCE/RECORDS) Duties: Handle all troop funds. Pay bills on authorization of the troop committee. Maintain checking and savings accounts. Supervise money-earning projects, including obtaining proper authorizations. Lead in the preparation of the annual troop budget. Report to the troop committee at each meeting. ADVANCEMENT Duties: Encourage Scouts to advance in rank. 6

7 Arrange and organize scout Boards of Review. Work with the troop scribe to maintain all Scout advancement records. Arrange and organize quarterly troop courts of honor. Develop and maintain a merit badge counselor list. Recruit merit badge counselors as needed. File and update scout merit badges and advancements with the council service center. Work with the troop librarian to build and maintain a troop library of merit badge pamphlets and other advancement literature. Report to the troop committee at each meeting. CHAPLAIN Duties: Provide a spiritual tone for troop meetings and activities. Give guidance to the chaplain aide. Promote regular participation of each member in the activities of the religious organization of his choice. Encourage Boy Scouts to earn their appropriate religious emblems. Report to the Troop Committee at each meeting. TRAINING Duties: Ensure troop leaders and committee members have opportunities for training. Maintain an inventory of up-to-date training materials, videotapes, and other training resources. Work with the district training team to schedule Fast Start training for all new leaders. Be responsible for BSA Youth Protection training within the troop. Encourage periodic junior leader training within the troop and at the council and national levels. Report to the troop committee at each meeting. EQUIPMENT COORDINATOR Duties: Supervise and help the troop procure camping equipment. Work with the quartermaster on inventory and proper storage and maintenance of all troop equipment. Make periodic safety checks on all troop camping gear, and encourage troops in the safe use of all camping equipment. Report to the troop committee at each meeting. Merit Badge Counselors Merit Badge Counselors are adult volunteers who register at the Piedmont District level to help teach specific merit badge(s). They may elect to serve only the Troop, or be available districtwide. Merit Badge Counselors must possess a technical grasp of the merit badge subject(s) and also have a solid understanding of the needs, interests and abilities of Scouts. Merit Badge Counselors will not have private one-on-one contact with a Scout. Scouts will attend merit badge sessions with another Scout, a relative, or a friend or have line of sight to other 7

8 scouts/adults. Merit badge group activities must meet the same two-deep leadership requirements expected in all Scouting activities. Merit badge counselors are approved by our District, Piedmont, not our troop. There are a number of things which you must do to become a merit badge counselor. You must fill out an adult leader application and a Merit Badge Counselor form. You must also complete the online training course entitled Youth Protection Training at: Once the course is completed please print out the certificate to turn in. The new Adult Application Registration form and Merit Badge Counselor Information form can now be filled out online. After filling out the Adult Application Registration form online. Pages 4 (Disclosure form) and 5 (Adult Registration) have to be printed out signed and them scanned back in and ed to The Piedmont District Merit Badge Coordinator. The adult leader application can be obtained at The Merit Badge Counselor Information form no longer has to be signed; the applicant can type their name in the signature space and to The Piedmont District Merit Badge Coordinator. This form can be obtained at: The Youth Protection Certificate needs to be turned in to The Piedmont District Merit Badge Coordinator. You should receive an from The Piedmont District Merit Badge Coordinator once you are approved. Please make a copy of these forms to turn into the troop so you can be added to the troop list of merit badge counselors once you receive your approval. After you are approved and added to the troop computer as a merit badge counselor then you can begin to work with the scouts but not until then. Scout Leadership Organization The Troop Scout Leadership will consist, as a minimum, of the following: Senior Patrol Leader (SPL) Assistant Senior Patrol Leader (ASPL) Patrol Leader (for each patrol in the troop) Assistant Patrol Leader (for each patrol in the troop) Troop Guide Quartermaster 8

9 Additional leadership positions will be filled as required, and are listed in the Junior Leader Handbook. The duties and responsibilities of the Scout Leadership are also detailed in the Junior Leader Handbook. Article V. Meetings Committee Meetings Committee Meetings will convene the first Thursday of every month at 7:00 P.M. at the Warrenton United Methodist Church. The Committee Meeting will be chaired by the Committee Chairman, or, in his/her absence, a designated representative. The Committee Chairman or Secretary will prepare and distribute the Agenda for the meeting via to all committee members and Scoutmaster. The Scoutmaster is expected to attend Committee meetings and other registered adult leaders may also attend. This is an open meeting and parents are encouraged to participate. The Committee meetings will address, as appropriate, the following subject areas: Selection of adult leaders for the Troop Community service projects Transportation issues for outings Fundraising activities Special needs and assistance for individual Scouts Advancement Charter renewal process Friends of Scouting Campaign The Committee meetings will be valid only when a quorum exists at the commencement of the meeting. A quorum shall be the presence of five registered committee members. Troop Meetings Troop Meetings will convene every Monday at 7:00 P.M. at the Warrenton United Methodist Church, except the week of and week after Goshen Summer Camp, Fauquier County Spring Break, and, the week between Christmas and New Year's Day, and Federal Holidays observed on Mondays. The Senior Patrol Leader or his designated representative will run troop Meetings. As a minimum, two adult leaders or one adult leader and a parent or guardian of a participant, one of whom must be at least 21 years of age, are required to be present. If the requirement for adult leadership cannot be met, then the meeting will be cancelled for that week. If Fauquier County Public Schools are closed due to inclement weather during a regular meeting night, then that Troop meeting will be cancelled. If the school cancellation was directly associated with something that did not impact the Warrenton area directly, the adult Troop leadership will make the decision whether to meet or not and a note will be sent out to all scouts and parents as soon as possible. Formatted: Highlight Comment [JT1]: Addendum #1 Formatted: Highlight Typical meeting Agenda items include: Patrol Corners, Dues Collection, program, and closing circle. 7:00-7:30 is primarily used for Merit Badge and Advancement activities, Scoutmaster Conferences, and Boards of Review. 9

10 Patrol Meetings Patrol Meetings will normally occur during the Patrol Corners portion of the Troop Meeting. Additional patrol meetings may be scheduled as required to prepare for special events by the Patrol Leader. Patrol meetings do not require the presence of an adult, but the requirement for two registered adults or one registered adult leader and a parent or guardian of a participant, one of whom must be at least 21 years of age, applies when adults participate in patrol meetings. Patrol Leaders Council The following Scout leaders comprise the Patrol Leaders Council: Senior Patrol Leader Assistant Senior Patrol Leader Patrol Leader (for each patrol in the troop) Troop Guide Troop Scribe The Patrol Leaders Council plans and runs the troop s program and activities. The Patrol Leaders Council also gives long-range direction with an annual program planning conference that lays out the troop s calendar for the coming year. The Patrol Leaders Council meets monthly on the 1 st Wednesday of each month at a designated location. The Senior Patrol Leader will designate in advance an Assistant Senior Patrol leader or other Scout to run the Patrol Leaders Council in his absence. If not an Assistant Senior Patrol Leader, this Scout will not be a member of the Patrol Leaders Council, but can be a Junior Assistant Scoutmaster or other older Scout. Additional help may also be obtained from the Assistant Scoutmaster. The Troop Scribe will attend the Patrol Leaders Council as a non-voting member to record minutes of the meeting. Article VI. Troop Finances General The Treasurer, a registered adult member of the troop committee, will administer all troop finances to support the Scouting program. The troop committee as a body makes all decisions on dispositions of funds. The committee s decisions will be decided by a simple majority of those members present at the committee meeting and recorded by the Secretary. Annually, the Treasurer prepares a draft budget for the Troop Committee, which then reviews it and discusses it, recommends any changes to it, and then approves it. Once approved, the budget is presented to the Scouts and their parents and/or guardians. Account The checking account is maintained at Oak View National Bank. This is a standard checking account without interest, and no fee to maintain. The Charter Organization Representative, and Committee Chairman have signatory Authority on the account. 10

11 Income The following are ways which the troop generates income: Dues The primary source of Troop income will be from dues paid weekly by the Scouts. The dues amount is $1.00 per week. See Article XIV, Attendance and Dues, for additional information. Fund Raising The secondary source of Troop income will be through various fund-raising projects. Fundraising projects must be carefully planned to ensure maximum participation by the Scouts and to be consistent with the values of Scouting. Refer to the Scoutmaster Handbook and the Troop Committee Guidebook for details. The troop committee must formally approve fund-raising projects, and a Unit Money-Earning Application must be submitted through the District to the National Capital Area Council not later than three weeks prior to the start of the project. Christmas Tree-Lot The troops primary fundraiser is the selling of Christmas trees in coordination with four other troops. The Tree Lot Committee establishes set-up, sales dates, and lot tear down dates. Each troop will be assigned sales dates to provide personnel to support the effort. Scouts who participate in one set-up or tear down, and two sales shifts will receive a discount towards Goshen camp or other troop approved activities. The discount will be determined by the Troop Committee based on sales and proceeds received by the troop. Popcorn The troop also participates in the BSA Popcorn Sales program. The Unit Kernel will coordinate troop selling of popcorn, and administer the program for the troop. Procedures for establishing seller account and prizes will be administered by Trails End Popcorn. Contributions Troop 175 is a non-profit organization affiliated with the Boy Scouts of America and may accept tax-deductible contributions made by individuals. The Treasurer will prepare a receipt and/or a letter validating the contribution and certifying that the contributor received no in kind goods or services. Expenditures The primary expenditures for the troop will be those that pay for troop administration and the conduct of its program. These include, but are not limited to, charter renewal expenses, awards and recognition, leader manuals, training fees, and Court of Honor expenses. The secondary expenditures for the troop will be those that pay for support to the troop program by funding items such as youth training fees, adult leader summer camp fees, and troop camping equipment. 11

12 Patrol Expenses The patrols may request funds through the Patrol Leaders Council for items such as material to make a patrol flag, and other patrol-specific items. The Scouts attending an outing will normally share outing expenses such as food and entrance fees. The Patrol Leader will maintain a record of expenses and will coordinate reimbursement from the participants. Audits The Troop Committee may engage a disinterested person certified to conduct financial audits, such as a Certified Public Accountant to conduct an audit of the troop s financial records. The troop will pay the expense for the audit, and the report will be made available to all members of the Troop and the Chartered Organization. Article VII. Troop Program General The Patrol Leaders Council, with the assistance of the Scoutmaster and the troop committee, will determine the Troop s program at their monthly meetings. All troop and patrol activities must be properly supervised. Proper supervision consists of, as a minimum, one registered adult leader and one parent of a Scout participating in the activity, one of whom must be 21 years of age or older. A recommended ratio is one registered adult leader to eight Scouts participating. However, the minimum requirement is still in effect regardless of the number of Scouts participating. Outdoor Program The goal of the troop s outdoor program is to offer a minimum of one outdoor activity per month throughout the calendar year. The troop s size and composition may dictate multiple activities in the month, but all Scouts will have the opportunity to participate in at least one of them. The troop will participate in a long-term (minimum 6-7 days) summer camp at Goshen Scout Reservation. All Scouts are encouraged to attend this summer camp due to the numerous opportunities to work on merit badges and advancement. High Adventure Program This program is oriented to the older and more experienced Scouts. The program includes such activities as Philmont, Sea Base, and Northern Tier. Additional high adventure opportunities are available at Council summer camp locations, such as Lenhok sin and Summit. A good guideline for the planning and preparation for high adventure activities is two years prior to the anticipated trip, with conditioning outings scheduled to ensure Scouts and leaders are physically and mentally prepared for the challenge. Citizenship Program The troop will participate in various community service projects as determined by the Patrol Leaders Council, the Scoutmaster, and the Troop Committee. The following are examples of past participation: Adopt-a-highway Scouting for Food 12

13 Cleanup of the Church grounds Information on community service projects may be found in the Scoutmaster Handbook. Discipline The troop Code of Behavior is the Scout Oath and Law. When a Scout oversteps the boundaries of that code, the Patrol Leaders Council has the initial responsibility to let the boy know We don t do that here or That is not acceptable behavior for a Scout. Serious or recurring negative activity may involve two or more of the Adult Leaders in a firm, fair manner. A Scout who continually disrupts meetings or whose actions endanger himself or others during Scouting activities will be sent home. The parent or guardian will be contacted, informed of the situation, and will be consulted on ways that the family and the troop can work together to better integrate the Scout into the Troop program. The Scoutmaster or Assistant Scoutmaster in charge of a troop activity has the ultimate say in whether a Scout may stay or be sent home. Physical discipline of Scouts will not be tolerated nor employed. Physical discipline is defined as spanking, shaking, slapping, or other forms of corporal punishment. Also, boy-on-boy initiations or hazing is not permitted. Article VIII. Health and Safety General All events planned and performed by the troop and patrols will be in accordance with the health and safety regulations of the Boy Scouts of America. The Boy Scouts of America has consolidated these rules, policies, and procedures in the Guide to Safe Scouting, publication number The troop will provide a current copy to each Scoutmaster and Assistant Scoutmaster. Youth Protection Training The troop will enforce the Youth Protection Training as part of their training program. The troop will ensure that all uniformed adult leaders are trained on Boy Scouts of America Youth Protection, and one or more of them may conduct the Youth Protection meeting for the rest of the troop. First Aid/CPR Training All adult leaders are encouraged to receive periodic training in first aid and cardiopulmonary resuscitation (CPR) from the American Red Cross. The troop will help defray the costs of leader first aid and CPR training by reimbursing the leader for one-half of the fee charged for the training. The leader will present his/her training card and a receipt to the Troop Committee for reimbursement. 13

14 Health Forms All Scouts and leaders will have the appropriate health form on file prior to an event. The Guide to Safe Scouting applies; copies of the appropriate health forms are attached at the end of these policies and procedures. Medication The taking of prescription medication is the responsibility of the individual taking the medication and/or that individual s parent or guardian. An adult leader, after obtaining all the necessary information, can agree to accept the responsibility of making sure a Scout takes the necessary medication at the appropriate time, but BSA policy does not mandate nor necessarily encourage the adult leader to do so. Some simple rules apply to all the troop activities. Please be sure you and your son understand these for the protection of all. 1. ALL SCOUTS ARE REQUIRED TO HAVE RAIN GEAR FOR ALL OUTDOOR ACTIVITES. 2. No gym shoes during cold weather. Waterproof boots are required from Oct. 1 through June Physical games only with Scoutmaster approval. 4. If a scout brings home a discipline note, the parents must discuss the reason for the note with the adult committee chairperson before the scout will be permitted to return to the troop meeting or events. 5. Flammable fuel equipment to be used only under direct adult supervision. 6. Axes and saws to be used in designated areas only. 7. No riding on the outside of any vehicle. This included in the back of pickup trucks. Sons with fathers are not exempt of this rule. All scouts must have a seat belt and must be worn. No exceptions to these rules. 8. Waterways are always off limits. 9. No fireworks, firearms or any weapons at any event. 10. No alcohol or illegal drugs. Article IX. Transportation Local Tour Permits Local Tour Permit applications are contained in the Guide to Safe Scouting. 14

15 When Required Times when a tour and activity plan must be submitted for council review include the following: Trips of 500 miles or more; or Trips outside of council borders (exception: not to your council-owned property); or Trips to Florida Sea Base, Northern Tier, Philmont Scout Ranch, Summit Bechtel Reserve, national Scout jamboree, National Order of the Arrow Conference, or a regionally sponsored event; or When conducting any of the following activities outside of council or district events: Aquatics activities (swimming, boating, floating, scuba, etc.) Climbing and rappelling Orientation flights (process flying plan) Shooting sports Any activities involving motorized vehicles as part of the program (snowmobiles, boating, etc.); or Regardless, the tour and activity plan is an excellent tool that should be included in preparation for all activities, even those not requiring it. It guides a tour leader through itineraries, travel arrangements, two-deep leadership, supervision qualifications, and transportation. Procedures for Submission Tour Permits can be approved by the District Executive, or sent to the National Capital Area Council Marriott Scout Service Center, Program Department, via mail, in person, or by FAX (301) for approval. Trip Leader Duties, Responsibilities and Authorities Trip leaders must have a current copy of Guide to Safe Scouting with them during the trip. They are responsible for following the policies and procedures as established by the Guide. The trip leader will ensure all Scouts have properly completed Medical Forms (as appropriate). The troop policy is that during travel to and from the activity, the uniform will be the Class A. The trip leader has the ultimate say on whether or not individual Scouts may attend the event. Transportation Coordinator (committee) 1. Coordinate availability of departure and arrival locations. If using the church, check the church calendar to ensure major events are not planned (i.e. weddings, special event, etc). If there is a conflict, work with the Uniformed Troop Leader (UTL) to find alternate locations. Also, trips planned to depart or return on Sunday should keep in mind the church service schedule. 2. Receive the signup list from the UTL with the partially completed trip permit 15

16 3. Complete and file the appropriate trip permit. The Troop Committee (TC) will fill out the driver information (2 nd page) and sign as committee member. The trip permit should be filed no later than 2 weeks before the departure, and will be mailed/faxed back to the UTL. 4. If required, schedule transportation and ensure contracts are reviewed and approved by the committee before committing funds. a. If scheduling bus, rental vehicle or airline transportation at least three quotes will be obtained and presented to the committee for approval. Once approved, the TC will arrange for payment, and make deposits as needed. Normally, payment and deposits will be made by check from the troop treasurer with committee concurrence. b. Provide directions/maps as necessary to carrier, or scouts to ensure everyone can find the departure and arrival locations c. If requested by the UTL, arrange to rent or borrow trailer/roof mounted carriers etc. 5. Call and confirm all drivers and vehicle accommodations 1 week before departure a. If insufficient seats are available, work with the UTL to solicit additional parent drivers. If an adequate number of seats can t be found, contact the UTL to decide which scouts will need to drop off the list, then work with the UTL to notify their parents 6. Receive emergency contact information from the UTL 7. Prepare the driver responsibilities packet and distribute to all drivers at departure. a. Ensure each driver has the emergency contact information b. Ensure the emergency contacts have access to a current scout roster, and a list of scouts/adults of the trip 8. On day of departure, meet the group and ensure all drivers understand their responsibilities on the trip. Work with the UTL to develop a list of scouts in each vehicle and provide the list to the UTL before departure. For very small numbers of scouts, the formal list may not be needed 9. If requested by the UTL, meet the group at the return point and ensure scouts are supervised until all are picked up by their parents. a. Scouts should not be picked up by anyone other than their parents unless prior approval and arrangements are made with the parents Uniformed Trip Leader 1. Schedule the event on the troop calendar as early as possible by notifying the appropriate uniformed leader and committee member (those responsible for maintaining the official troop calendar). Also notify the troop webmaster so the on-line calendar can be updated. 2. Develop the program for the event and make reservations as necessary. Uniformed leaders are responsible for the scouting program; however if needed the TC can provide assistance with making reservations (i.e. airlines, bus, campground, outfitters etc). If help is needed, work with the TC as soon as possible. 3. If you plan to get to the event by any method other than parent/leader vehicles, notify the TC as soon as possible (~2 months notice is desired) 4. Establish departure and return location and time. Notify the TC no later than 1 week before departure (~2 months before if commercial carrier is used). If possible, this info should be included on the signup sheet. a. If using a commercial bus or airline, the TC has the responsibility to arrange the location and will provide information to the UTL 16

17 5. Solicit parents and leaders to sign up as drivers, and identify the volunteers along with the type of vehicle, number of seatbelts (count the driver) and any special considerations. USE THE SIGNUP SHEET. a. If parents only intend to take their own scouts, or are unable/unwilling to take additional equipment like chuck boxes and backpacks, they need to note it on the signup form. b. Parents who intend to arrive late or leave early should not transport scouts other than their own children. c. If we don t have enough drivers, preference will be given to the 1 st to sign up, and those whose parents are driving. The TC will contact parents to solicit additional drivers 6. Collect a list of scouts, leaders and parents that plan to attend the event. Be sure to count yourself and all scouts. We need to know the total number of seatbelts needed for the trip 7. Any scout who wishes to sign up for an event AFTER the list closes out will be put on a standby list. Scouts on the standby list will be confirmed on the trip only if: a. The UTL agrees the event can accommodate another scout b. The parents agree to provide transportation, or a scout signed up for the trip cancels 8. No less than 2 weeks before the event, provide the list to the TC a. Do not add people to the list after the 2-week deadline. b. If notified of driver cancellations, or a vehicle change contact the TC 9. Fill out and sign the appropriate trip permit form and provide to the Transportation Coordinator no less than 2 weeks before departure (with the list of attendees and drivers) 10. Identify equipment space requirements to TC. If seats must be reserved to hold equipment, the TC will need to know ASAP a. If a trailer, roof rack or other accommodations are needed notify the TC 11. If an inadequate number of seats are available, work with the TC to determine which scouts must drop off the list and notify their parents 12. Identify at least 1 reliable emergency contact for each trip and get a reliable phone number where they can be reached. If possible, find a second contact. Provide the names and numbers to the TC 13. Return the medical packet to the committee after each trip. a. The forms contain private data and should be safeguarded at all times. 14. If any incidents (accidents, injury, illness, lost scouts etc) occur on the trip, notify the emergency contact, the TC and parents of the affected scouts immediately after seeking appropriate emergency care. 15. Upon return, ensure all scouts are supervised until they are all picked up by their parents. a. Scouts should not be picked up by anyone other than their parents unless prior approval and arrangements are made with the parents b. If desired, the TC can meet the group and assist. Coordinate with TC prior to departure if assistance is needed. Medical Form Coordinator (committee) 1. Maintain scout medical records and emergency contact information in at least 2 copies. a. The records should be placed in separate packets for ease of use on trips 2. Provide a complete packet to the UTL before the trip 17

18 Driver Duties and Responsibilities Individual drivers will be given a Troop 175 Driver Responsibilities List, a copy of which can be found at the end of these policies and procedures. Drivers will adhere to the instructions contained on the list, and will travel in a group of two or more vehicles. Transportation Procedures Sign-ups Scouts will sign-up for a trip by putting their name on a sign-up list posted on the Scoutmaster table on Monday nights. Drivers may sign-up for a trip by putting their name on the sign-up list. Drivers will list available seats that the Transportation Committee Member may plan to use in assigning Scouts to vehicles. Drivers must ensure their available spaces are seats with seat belts. Vehicle Assignments The Transportation Committee Member will assign Scouts to vehicles. The driver and trip leader will ensure only those Scouts listed on the driver s list are traveling with the driver. Leaving Troop Events Early/Arriving Late Normally, Scouts and leaders will not depart a troop event early or arrive late. However, extenuating circumstances such as athletic events, church functions, and other activities may require a Scout and/or a leader to arrive late or depart early. The following policies apply: Leaders who must depart early or arrive late will coordinate with the trip leader and ensure he/she knows their travel plans. The trip leader must ensure two-deep adult leadership is maintained throughout the trip. If the early departure by a leader violates the two-deep policy, then the entire activity must be curtailed and all must return early. Scouts may depart early and/or arrive late only with the express permission of the trip leader and with written permission from the Scout s parent/guardian. Scouts may travel with leaders who must depart early and/or arrive late only if the leader is their parent/guardian, or with written permission from the Scout s parent/guardian. Otherwise the only way a Scout departs early or arrives late to a function is when they are accompanied by their parent/guardian. The trip leader may, at his/her discretion, deny permission for a Scout or a leader to attend an activity if the Scout s or the leader s early departure or late arrival will adversely impact the overall activity. 18

19 Article X. Adult Leader Training General All registered adults should complete Fast Start training as soon as possible after signing up. Fast Start training is a video that provides general information on the Scouting program. The troop will maintain list of those registered adults who have received the training. This should be followed with New Leader Essentials training, also a video that provides additional general information on the Scouting program. This video is maintained and presented by the District several times each year. All adult leaders (Scoutmaster and Assistant Scoutmaster) should attend Scout Leader Specific training within one year of volunteering as an adult leader. Committee members are encouraged to attend Troop Committee training which provides specific information regarding the role of the troop committee and specific job descriptions for committee members. Committee members, especially the Committee Chairman, Advancements, and Treasurer, are also encouraged to attend Scout Leader Specific training, as this will help them understand the overall Boy Scout program. Information regarding District training venues can be obtained from the District Executive or the District Training Chair. In addition, it can be found on the Piedmont District website at: Troop 175 believes in having all leaders trained for their positions and Boy Scouts requires specific training for positions. To become a leader in Troop 175 all applicants must do the following: Fill out a Boy Scout Leader Application. All areas must be filled out completely and the application must be signed. BSA will do a background check on all applicants. Pay all applicable fees All applicants must have completed Youth Protection Training (YPT) which is only good for 2 years. This is done online. 1. Go to and create a user name and password. 2. Under training click on E-Learning. 3. Click the Boy/Varsity Scout tab. 4. Look for the Youth Protection Training and take the training. Remember to print out the certificate once you take the training. Future troop committee members must also take Troop Committee Challenge: 1. Go to and log in using the user name and password that you created for youth protection training. 2. Under training click on E-Learning. 3. Click the Boy/Varsity Scout tab. 4. Look for Troop Committee Challenge Training and take the training. Remember to print out the certificate once you take the training. Future Scoutmasters and Assistant Scoutmaster must take the following trainings: 1. Scoutmaster and Assistant Scoutmaster Specific Training 19

20 2. Introduction to Outdoor Leader Skills This training is done at a 3 day training course which is held the 1st weekend in May for the Piedmont District. Information about the course can be obtained from the Piedmont District website or troop leadership. This training is known as Leader Specific Training (LST), and is required for any adult leader who wishes to attend Goshen scout camp. Once you have been registered at our council which is the National Capital Area Council then you will be assigned a BSA ID number. You must then log back into and enter your BSA ID number into your profile. This is how council and national track your training. If you do not enter your BSA ID number they will declare you not a trained leader and will not re-charter you at yearly renewal time. Supplemental Training The National Capital Area Council offers supplemental training on a periodic basis. This training, called The University of Scouting, is offered on a weekend and allows leaders to receive more in-depth training in specialized areas such as troop budget procedures, recruitment, charter renewal procedures, and program helps. Wood Badge is an advanced training course for adult leaders. It is offered as a weeklong course, or on three alternating weekends. A number of training courses is conducted at the Philmont Training Center in New Mexico. Roundtables Roundtables are held on the second Tuesday of the month at the District level. Roundtables bring together Scout leaders from all troops in the District to share ideas, successes, and solutions to problems. Each meeting is also an opportunity for enjoying fellowship, fun, and food with others who are committed to Scouting s aims and ideals. Resources The Troop will provide training and leadership resources to the adult leadership. These will include: Scoutmaster Handbook Guide to Safe Scouting Troop Committee Guidebook Fast Start Article XI. Junior Leader Training General The Troop will hold elections for Senior Patrol Leader every 12 months. The patrols will hold elections for Patrol Leader every 6 months. Junior Leader Training will be conducted as soon as practicable after the election. The goal is to conduct Junior Leader Training within two weeks following the elections. 20

21 How Conducted Junior Leader Training will be conducted over a weekend and led by the Scoutmaster and/or Assistant Scoutmaster. The training will generally follow the Boy Scout training program, but will be tailored to the Scouts needs and the available time. Resources The troop will provide each member of the Patrol Leaders Council with a Junior Leader Handbook. Additional resources are the adult leadership. Article XII. Advancement General: Four Step Process The Troop Advancement Program follows the four steps to advancement: (1) A Scout Learns; (2) A Scout is tested; (3) A Scout is reviewed; (4) A Scout is recognized. The troop will offer robust advancement opportunities to Scouts, but will not force or coerce a Scout to advance. Scouts advancing in rank will be recognized following successful completion of the Board of Review. The Scoutmaster will present the badge of rank at the first available troop meeting. Conduct of Boards of Review The Troop Boards of Review will be comprised of a minimum of three adults, of which two must be Committee members. The BoR panel is never more than six adults. All Boards of Review are to be scheduled by the advancing Scout by placing his name on the sign-up sheet on the Scoutmaster table. The Advancement Chairman or Committee Chairman will schedule the Board of Review and advise the scout on which committee members to solicit to sit on these boards. If the proper adults are present at a troop meeting and are available to sit on a board, a Board of Review may be conducted. If the troop does not have the proper number of adults present at a meeting, the BoR will be rescheduled. Eagle Boards of Review will continue to be scheduled by the Eagle Coordinator. Courts of Honor The troop will hold four Courts of Honor each year on a quarterly basis: March, June, September, and December. The troop s Advancement Chair is responsible for planning and executing the quarterly court of honor. In addition, the Advancement Chair is responsible for ensuring scout records of achievement are properly recorded with the local BSA Council and the required awards are purchased and prepared for the quarterly court of honor. The Patrol Leaders Council and the troop committee will work together to ensure the Courts of Honor are well planned and advertised. 21

22 Article XIII. Uniforming General The troop will be uniformed in accordance with the Rules and Regulations of the Boy Scouts of America. Insignia worn by all troop members will be in accordance with the BSA Insignia Guide, Publication No. 3066A. All adult leaders are encouraged to set the example by wearing complete uniforms to all troop meetings and other functions as appropriate. No alterations of, or additions to, the official uniform may be made by any Scout, leader, or Scouting official without permission from the National Executive Board of the Boy Scouts of America. In accordance with the provisions of the Boy Scouts of America congressional charter, any imitation of United States Army, Navy, Air Force, or Marine Corps uniforms is prohibited. This extends to the wear of camouflage clothing, to include pants, shirts, and hats at any troop activity or meeting. Adult leaders on active duty with the military may wear their uniform to a troop meeting if it would cause undue tardiness to change to civilian clothing prior to attendance at the troop meeting. Standard (Class A) Uniform (Field Uniform) The standard, or Class A uniform, is the standard Boy Scout uniform consisting of: Scout long-sleeved or short-sleeved shirt (tucked into pants) Scout belt and buckle BSA cap BSA Approved neckerchief Neckerchief slide Scout pants or shorts Scout socks or knee socks Field (Class B) Uniform (Activity Uniform) During the summer months and active outdoor events, Scouts may wear the field, or Class B uniform. The Scoutmaster or Trip Leader will announce when the Class-B uniform is in effect. The Class B uniform consists of: BSA T-shirt Scout pants or shorts Experienced Uniforms The troop will operate an Experienced Uniform Program to assist parents in reducing uniform costs. An Experienced Uniform is a Scout shirt, pants, or shorts that no longer fits the original owner, but is still in good condition (no tears or stains, all buttons on, clean and pressed). The Troop will accept uniforms from donor families and place them in the donor area for anyone to use. 22

23 Article XIV. Attendance and Dues General An indicator of a Scout s enthusiasm (Scout Spirit) can be determined by the Scout s attendance at meetings and events, and remaining current on dues. Attendance A Scout is considered to be an active member if he attends and participates in 75% of the troop s weekly meetings and at least 50% of the troop s outings and activities. Dues A Scout is considered to be an active member if he is no more than five weeks in arrears on dues. Dues are currently set at $1.00 each week. Scouts remain responsible for weekly dues whether or not they are present at the meeting. How conducted The Patrol Leader is responsible in collection of dues during Troop meetings. Scouts who are in arrears will be required to bring their dues payments up to date when renewing their annual membership. If a scout is five or more weeks in arrears on dues, merit badges and rank advances will be delayed until the dues are brought current. Article XV. Membership Fees General Scouts joining Troop 175 for the first time will pay the joining fee. This fee covers the cost of troop-specific uniform items, and basic membership. Adult volunteer BSA membership fees will be paid by the troop. Note that Troop 175 and other entities within the Boy Scouts of America want to encourage all boys in the appropriate age range to join and participate in the Scouting program regardless of their ability to pay. Scholarships are available and needs should be made known to the Scoutmaster or member of the troop Committee. Joining Fee For new troop members with a current Boy Scout registration who are transferring into the troop, the joining fee is $1. For other new troop members, the joining fee is $40. The troop s annual charter period is January 1st through December 31 st of each year. The fee covers the following expenses: Membership in the Boy Scouts of America (new registration or transfer) until Charter Renewal. Subscription to Boys Life until Charter Renewal Troop neckerchief Unit numerals for the Class-A uniform 23