1. GENERAL. BOY SCOUTS OF AMERICA TROOP 840 Grafton, Wisconsin Sponsored by Rose-Harms American Legion Post 355

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1 1. GENERAL 1.1 Introduction Troop 840 is a unit of the (BSA), Bay Lakes Council, Kettle Country District and chartered by Rose-Harms American legion Post 355, Grafton, WI. The Troop will operate in accordance with the policies of the BSA and its chartering organization. Troop 840 and the exist to provide boys an effective program designed to build desirable qualities of character, to train in the responsibilities of participating citizenship, and to enhance the development of physical, mental, and emotional fitness. Troop 840 enables these objectives through a program of outdoor activities and community service. 1.2 Purpose of These Bylaws, Policy & Procedures Troop 840 Bylaws, Policies & Procedures establishes troop policies, procedures, and guidelines as expressed in the Boy Scout Handbook and other official (BSA) publications. Some information contained herein is in addition, and supplemental to, the charter and bylaws of the BSA and is intended to provide guidelines for Troop operations. 1.3 Bylaws, Policy & Procedure Modifications These policies and procedures may be modified at any time, provided a copy of the proposed change is submitted to the Committee Chairperson before the scheduled meeting is held, and a quorum of the Troop Committee is present and agrees to the change. A notice of change, addition, or deletion to any part of this document will be provided to each registered, active member of the Troop. A quorum of the Troop Committee is determined by the presence of at least four (4) committee members, three (3) of which must be currently serving in a Committee position as defined in section 2.2. The Troop Committee cannot conduct an official meeting without the Committee Chairperson or his/her designated alternate. All Troop business requires a simple majority vote of those in attendance except where otherwise required. BSA Troop 840 Policy & Procedure Guide Page 1

2 2. THE TROOP COMMITTEE 2.1 Formation and Responsibilities The Troop Committee is comprised from registered adult leaders and parents of active registered Scouts. The Committee shall meet as necessary to discuss, plan, establish and/or implement general Troop policies, goals, budgets, programs, activity objectives, etc. The following committee positions must be filled by adults registered with the local BSA council. Committee Chairperson Advancement Chair Treasurer Secretary Equipment Coordinator Training Coordinator Scoutmasters Emeritus Committee Members at large The Scoutmaster, and Assistant Scoutmasters (ASM) not holding official committee positions, are not part of the troop committee and do not vote. However, the Scoutmaster will attend committee meetings. In the event the Scoutmaster cannot attend a committee meeting, he assigns one of the ASMs to attend in his place. All Committee members will be registered with the BSA and complete all training for their position as required by BSA. The Committee shall function in accordance with the National Committee and the established guidelines of the BSA. The Committee will meet every two months except as coordinated by the Committee Chair. Some responsibilities of the committee are Oversee the program of the troop; Plan and Assist the troop in fund raising; Keep troop financial records; Provide for special needs and assistance for individual Scouts; Disburse funds for troop activities and equipment purchases; Provide Long Range Planning for the Troop; Inventory and maintain troop equipment; Maintain Scout attendance and advancement records; Serve on boards of review and at honor courts; Develop community service projects; Conduct the Charter renewal process. BSA Troop 840 Policy & Procedure Guide Page 2

3 Committee members are elected to their position by a vote of the then current committee members. Prospective members of the committee can be volunteers for membership or those requested to become a member by the current committee. Any member of the Troop Committee who wishes to step down from his/her position shall give a minimum notice of one month of such intent, except in the event of emergency circumstances. A member of the Troop Committee may be relieved of his/her duties by a 2/3rds vote of the Troop Committee in attendance provided the subject member is notified of the meeting and the proposed action. 2.2 Committee Position Descriptions Troop Committee Chairman The troop committee chair is selected by members of the committee but is then duly appointed by the chartered organization and registered as an adult leader of the BSA. The troop committee chair supervises the unit committee and unit leaders Troop Treasurer The Troop Treasurer is a member of the Troop Committee. A checking account will be established with a recognized local banking institution. All expenditures will be reported to, and then documented by the Treasurer. Reimbursement requests must be accompanied by a dated receipt or other suitable documentation of Troop-related expense. The Troop Treasurer will maintain financial records and submit reports to the Troop Committee detailing all income, expenses, and account balances. All financial records of the Troop will be retained for at least three membership years. At each Troop Committee meeting, the Troop Treasurer or appointed representative will provide a written report of the treasury balance and all transactions since the last report. With approval of the Troop Committee, the Troop may establish an account at the local Boy Scouts of America headquarters (the Trading Post account). Designated members of the Troop Committee may charge purchases for any official Troop supplies, provided that they submit the receipt to the Treasurer by the next Troop Committee meeting Troop Secretary The troop secretary is appointed by the committee chairman to keep minutes and records, send notices, and handle publicity for the troop Troop Advancement Chair The troop advancement chair is appointed by the committee chairman to ensure that the unit has at least monthly boards of review, quarterly courts of honor, and that the unit has goals of helping each Scout advance a rank each year and for new Scouts to reach First Class rank during their first year. The advancement coordinator is also responsible for record keeping and submitting advancement reports. BSA Troop 840 Policy & Procedure Guide Page 3

4 2.2.3 Troop Equipment Coordinator The troop equipment coordinator is appointed by the committee chairman to work with the youth Quartermaster and is responsible for inventory, storage, and maintenance of unit equipment Troop Training coordinator The troop training chair is appointed by the committee chairman to ensure training opportunities are available, maintain training records and materials, and is responsible for adult leader BSA Youth Protection training Troop Committee Members at Large Troop committee members at large are those adults that can provide experience, skills, etc., and thus be a distinct asset to the operations of the troop, but do not hold a specific committee position Scoutmasters Emeritus Past Scoutmasters of the Troop, with their consent, are automatically members of the troop committee.the purpose of their membership being the maintenance of continuity of troop operations using their experience. BSA Troop 840 Policy & Procedure Guide Page 4

5 3 THE TROOP 3.1 Troop Membership Membership is open to all boys meeting the published entrance requirements of the BSA as detailed on the membership application. To sustain membership, scouts are expected to take an active role and participate in Troop activities. Scouts with extenuating circumstances should contact the Scoutmaster and/or the Troop Committee. A Scout may voluntarily withdraw from the Troop at any time in order to pursue other interests. A departing scout should notify the Scoutmaster/Troop Committee. It is preferred that the scout indicate his reasons for wanting to leave the Troop. A final Scoutmaster's Conference may be conducted with the Scout prior to his leaving the Troop. All registered members of Troop 840 (scouts and parents) accept and agree to adhere to these policies and procedures. 3.2 Registration Registration requirements shall be in compliance with the policies and procedures required by the Boy Scouts of America, and the local council and district where applicable. Troop registration fees shall be determined annually by the Troop Committee. BSA Troop 840 Policy & Procedure Guide Page 5

6 3.3 TROOP STRUCTURE General Troop Structure The structure of the Troop and its patrols will follow the convention of a large troop as defined in the official Boy Scout handbook Scoutmaster The Scoutmaster is the primary interface to the Scout leadership in the troop. The Scoutmaster s duties include program planning with the PLC and attending monthly committee meetings. The Scoutmaster guides the Senior Patrol Leader (SPL) and develops the leadership skills of the SPL, ASPL, and other scout level leadership positions. The Scoutmaster has full responsibility for all program decisions of the troop. The BSA Troop 840 Policy & Procedure Guide Page 6

7 Assistant Scoutmasters operate under the direction of the Scoutmaster. They are to train and guide boy leaders and use the methods of Scouting to achieve the Aims of Scouting Patrols Each patrol will (usually) consist of a maximum of 8-10 scouts. All scouts will be assigned to a patrol according to the general Troop structure described above. As the Troop grows and additional patrols are formed, the members of the new patrol(s) will select the patrol emblem of their choice and announce their selection to the Troop. As the Troop membership changes, the size and/or number of patrols will be modified as needed Troop Positions Based on the Troop and patrol size, and the current needs of the Troop, one or more of the following positions will be filled by active scouts. Based on the Troop and patrol size, there may be multiple scouts holding a position. The troop Patrol Leaders Council (PLC) shall consist of the Senior Patrol Leader, Assistant Senior Patrol Leader(s), Patrol Leaders, and (if these positions are filled) the Scribe. Junior Assistant Scoutmaster Scribe Quartermaster Troop Historian Troop Librarian Troop Guide Instructor Den Chief Bugler Leave No Trace Trainer Troop Chaplain Aide Troop Webmaster Troop Scout Leadership Requirements for each position are.. Troop elections will be held annually in the month of November, but at least 2 weeks before the troop s annual planning outing. Any required appointments to positions will be made within one week following any troop elections. Senior Patrol Leader Requirements The SPL is the troop leader. He works with the Scoutmaster and runs the PLC. Ascends from the ASPL position In charge of ASPL, Patrol Leaders Scoutmaster s Approval required Minimum Rank: Star Term limit: 1 year Always shows Scout spirit BSA Troop 840 Policy & Procedure Guide Page 7

8 Always wears full uniform in professional manner Runs all troop meetings, events, activities, and the annual program planning conference Runs the Leadership Team meeting Appoints other troop junior leaders with the advice and counsel of the Scoutmaster Assigns duties and responsibilities to junior leaders Provides leadership to other junior leaders Assists the Scoutmaster with junior leader training Assistant Senior Patrol Leader Requirements In charge of the other troop officers, stands in for SPL Served at least one creditable term as Patrol Leader, or Elected by the troop members for a 1 year term Scoutmaster s Recommendation required Minimum Rank: First Class Must become Star scout by end of ASPL term Ascends to SPL at the end of term with Scoutmaster s approval and if Star rank is achieved The ASPL serves as a member of the Patrol Leaders Council ( PLC ) Patrol Leader/assistant patrol Leader Works with Assistant Patrol Leader who will function as Patrol leader in his absence. Represent Patrol at PLC meetings Report back to Patrol on responsibilities for Troop meetings and outings. Plan and lead Patrol meetings and outings. Help any members of the Patrol with advancement through First Class, either by teaching the required skills or by setting up situations for meeting the requirements. Always shows Scout spirit Always wears the full uniform in a professional manner Junior Assistant Scoutmaster Always shows Scout spirit Always wears full uniform in professional manner Must show outstanding leadership skills Lends support to all patrol leaders Follows guidance of Scoutmaster and Assistant Scoutmasters BSA Troop 840 Policy & Procedure Guide Page 8

9 Scribe Always shows Scout spirit Always wears full uniform in professional manner The troop secretary Keeps notes from Leadership Team meetings Quartermaster Always shows Scout spirit Always wears full uniform in professional manner He is the supply and equipment boss He will assist the adult leader quartermaster He works with the patrols as they check out equipment Monitors the quality of the troop equipment Troop Historian Always shows Scout spirit Always wears full uniform in professional manner Collects and takes photographs at events and outings Keeps news stories and keeps memorabilia about our troop Makes materials available for Scouting activities Troop Librarian Always shows Scout spirit Always wears full uniform in professional manner Oversees all troop reading materials Collects material that might help troop on outings Check out Merit Badge books Suggests new or replacement materials Troop Guide Always shows Scout spirit Always wears full uniform in professional manner Guide is a MENTOR to new scouts Provides coaching and support to the new Scouts Works with new scouts on advancement Guide is part of the Leadership Team BSA Troop 840 Policy & Procedure Guide Page 9

10 Instructor Always shows Scout spirit Always wears full uniform in professional manner Instructor is an older Scout Must be proficient in Scouting skills Must be proficient in teaching Scouting skills Den Chief Bugler Leave No Trace Trainer Order of the Arrow Representative Always shows Scout spirit Always wears full uniform in professional manner Serves as a communication link for our Troop Promotes Order of the Arrow Assists with leadership skills Troop Webmaster ensures the website is as youth-run as possible maintains the website as needed sets a good example correctly wears the Scout uniform correctly shows Scout spirit The selection of scouts to fill these positions will be performed by the Scoutmaster and other adult leaders, with input from the SPL and ASPL. An announcement will be made prior to the annual troop Planning outing (generally first week of December). 3.4 Junior Leader Training The troop will enable scouts to perform the duties of their position by conducting Junior Leader Training. (JLT) in two major parts. First session is a Scoutmaster conference with each new Scout Leader about the responsibilities and expectations of his new leadership position. This is an informal session to introduce the Scout to resources BSA Troop 840 Policy & Procedure Guide Page 10

11 available to him to be successful. Second session is an all day, formal team building training session involving all newly selected Troop Leaders and others at the discretion of the Scoutmaster. This formal JLT session will be held shortly after each Leadership Election. Training dates will be scheduled during the annual planning session and posted on the Troop calendar. Each Scout elected to a position must attend the training session or complete a Scoutmaster approved substitute training session on his own within 1 month of the troop conducted training. If a Scout is unable to complete this training requirement, the Scoutmaster may appoint another trained Scout to fulfill that office. The Scoutmaster or Assistant Scoutmasters will conduct additional informal one-on-one training/mentoring sessions throughout a Scout s leadership tenure. These periodic meetings will focus on how well a Scout is performing his duties and discuss available program resources. The troop, will offer, and will pay for, the Assistant Senior Patrol attendance at National Youth Leadership Training course to prepare him for his year as Senior Patrol Leader. If it is requested and approved, the troop committee can also authorize payment for a second, but specific, Troop 840 scout to attend the National Youth Leadership Training course. 3.5 Uniforms All Scouts must have at least a Class A uniform. The Class A uniform is worn at Court of Honor, and other activities as directed by the Scoutmaster. The Class B uniform is acceptable for all other scouting activities. The Class C uniform can be worn when allowed or directed by the Scoutmaster. Guidelines for the scout uniform, including placement of patches, badges, etc. should be followed. These guidelines can be found in the official Boy Scout handbook. Class A Uniform Mandatory Items for the Class A Uniform Khaki Boy Scout shirt with proper insignia Troop 840 Neckerchief Neckerchief slide any variety Optional Uniform Items Olive Boy Scout pants Olive Boy Scout shorts Hat: Troop 840 cap, official Boy Scout (baseball) hat, campaign hat, or other that includes the BSA insignia. BSA Troop 840 Policy & Procedure Guide Page 11

12 Class B Uniform Troop 840 polo shirt Class C Uniform Troop, BSA camp, council, or other BSA T-shirt, sweatshirt, etc. 4 TROOP OPERATIONS 4.1 Meetings During the scouting year, weekly Troop meetings will be held at the Rose-Harms American legion Post 355 except when other special activities are scheduled or the legion hall is unavailable.. Special Troop meetings and activities will be held as decided by the Patrol Leaders Council (PLC) in accordance with the annual Troop program. 4.2 Attendance Scouts achieving 60% attendance (or greater) of all scheduled Troop meetings and activities will be considered active and thus eligible for the Troop 840 Scout of the Year Award, rank advancement to Star, Life and Eagle, etc. Each day of an outing will be considered a part of the total for meetings and activities. Scouts may be placed on inactive status if they have excessive absences. While a Scout is inactive, he forfeits his position in the Troop to any boy that may be on a waiting list. Scouts may take a leave of absence, with the prior approval of the Scoutmaster and the Patrol Leaders Council. 4.3 Return To Active Status To return to active status, a Scout must have the approval of the Scoutmaster. 4.4 Parent Participation Each parent is strongly encouraged to participate in Troop activities and (optionally) become a registered adult leader. BSA Troop 840 Policy & Procedure Guide Page 12

13 Parents are expected to volunteer to coordinate Troop fundraising activities, assist Scouts in purchasing Troop provisions for campouts, provide transportation and adult supervision on campouts, serve as merit badge counselors, etc. Some of the necessary adult positions are : Assistant Scoutmaster Merit Badge Counselors Outing Coordinators Scout position mentors Patrol advisors 4.5 Advancement and Awards Advancement is one of the major areas of activity of the scouting program. Advancement is the process where the Scout progresses from a beginning rank of Scout to (potentially) the rank of Eagle. It involves the Scouts in scout spirit, scout skills, and participation in Troop, home, and community activities. Advancement is used to help the boy grow and presents him with progressively tougher challenges. It fulfills the aims of the Scouting movement to help boys develop into men of good character, who are physically, mentally, and spiritually strong and aware of their rights and responsibilities as self-reliant and participating citizens. All advancement will be in accordance with the guidelines of the. Advancement to the next rank will be preceded by a Scoutmaster Conference and a Board of Review. The Board of Review participants will consist of three or more Troop Committee members that do not hold the office of Scoutmaster and the Scout pursuing the rank. The Scoutmaster will present advancements and awards during Troop meetings so that Scouts are recognized for their achievements in a timely fashion; the Scouts will also be recognized at the annual Court of Honor for all the achievements they ve completed in that scouting year. Patches and advancement insignia for all Scouts and Adult Leaders will be purchased with Troop funds. 4.6 Discipline All scouts are expected to act as good Scouts by following the Scout Oath, Scout Law and these policies and procedures. Moreover, parents are expected to act as good role models. As an agreement between the Scout, his parents and the Troop, each Scout and a parent (or guardian) is expected to read and sign (annually during re-charter) the Troop 840 Code of Conduct. Boys that fail to act as good Scouts during any Troop activity may be asked to leave the activity. Continued misconduct or serious infractions will result in the suspension of the Scout from all activities until the Troop Committee can review the Scout's record for the purpose of determining the appropriate action to be taken. Discipline problems will be handled in the following manner: First Offense: the Scout will be counseled by the Scoutmaster, and his parent(s) may be notified of the problem for their awareness. BSA Troop 840 Policy & Procedure Guide Page 13

14 Second Offense: the Scout s parent(s) will be notified by the Scoutmaster, and the Troop Committee will review the issue and the boy s history with a consideration regarding his eligibility for future Troop events. Third Offense: the Troop Committee will hear all relevant facts about the issue along with counseling recommendations from the Scoutmaster. The scout and his parent(s) will meet with the Scoutmaster to discuss next steps. A discussion will take place with the district/council representatives and disciplinary penalties may be applied as deemed appropriate by the BSA Guide to Safe Scouting. Note: depending on the nature and severity of any scout issue, parent notification, Troop Committee involvement and/or district/council involvement may not follow the first, second, third offense sequence. 4.7 Insurance Bay Lakes Council provides BSA Unit Accident Insurance coverage for all members and those participating in scheduled Troop activities. Exceptions and limitations of insurance coverage are detailed in the Description of Coverage that accompanies the policy. BSA Troop 840 Policy & Procedure Guide Page 14

15 5. TROOP FINANCES 5.1 Budget The Troop s fiscal calendar corresponds to the troop charter year (Feb. 1 through Jan. 31). The Troop will adopt a budget plan no later January 31 of the upcoming troop charter year. The Troop budget will identify expected expenditures and set targets for treasury balance. The adopted budget plan will be detailed in the minutes of the Troop Committee Meeting, and is available for review by members of the Troop by contacting the Troop Treasurer or the Committee Chairperson. 5.2 Fundraising Fundraising is a necessary part of troop operations. Fundraising activities are planned by the Troop Committee in order to acquire the funds necessary to purchase new Troop equipment and meet the operating expenses of the troop. Generally, one primary fund raising activity will be conducted annually, with supplementary fundraisers conducted as necessary for specific purposes. Since all boys benefit from the use of Troop equipment and expendable camping materials, all scouts are expected to actively participate in fundraising activities. Each scout or scout family may be given a specific goal for each fundraising activity, but they will not be penalized for not achieving that goal nor will they be required to make a minimum dollar value contribution to the troop. For Scouts who join later in the year, the goal may be prorated according to the number of months remaining in the scouting year. Some fundraising activities may include the provision that a portion of the profits (the scout commission ) generated by a scout be placed in a individual scout account. Scouts may then pay for all or part of their camping activity fees (e.g. campouts, summer camp) or for scouting related camping gear, with their scout account funds. The commission rate for each dollar of Troop profit generated above the quota will be established by the Troop Committee as part of the annual budget process. When a scout leaves the Troop for any reason, any balance in his scout account shall be transferred to the Troop s general operating account. At no time will funds ever be given directly to a boy from the Troop account, as this would violate the Troop s taxation status. BSA Troop 840 Policy & Procedure Guide Page 15

16 5.2 Troop Outings/Activities Sign-ups and Fees Sign-ups for regular troop outings and activities should begin as early as 2 months prior to the outing/activity, and will be closed 2 weeks prior to the outing/activity so plans can finalized. Fees for troop outings will vary based on the outing and planned activity expenses. A portion of regular outing/activity cost will be covered by troop general funds. An outing/activity fee will be based on the expected per capita cost of the outing and the targeted troop general fund portion. Currently that targeted general fund portion is 40%. Troop general funds (except for reimbursement for transportation costs) will not be used for support of the cost of long term camping activities (e.g. summer camp, high adventure treks) since those activities may not be open to all members of the troop. Those activities are intended to be fully paid for by the participants. Fees for regular scheduled outings/activities are due at least one (1) week prior to the outing/activity. Scouts who do not submit their fees on time will not be eligible to attend the outing/activity. Exceptions to the fee deadline will be determined on a case by case basis at the discretion of the Scoutmaster. Fees are non-refundable when late cancellations occur after reservations, camp provisions and other perishable supplies are purchased for the campout. Exceptions to the cancellation policy will be determined by the Troop Committee or Scoutmaster on a case by case basis. Registration/sign-up requirements for long term camping activities (summer camp, high adventure treks, etc.) will be determined by the troop coordinator for that camping activity. Similarly, the dates for required deposits for participation in the activity will be established by the coordinator. To be included in the plan will be a date beyond which the registration deposit is non-refundable. 5.3 Outing Adult Leadership Cost Reimbursement The troop will reimburse adults for the cost of gas used in transporting scouts to outings/activities. (including long term camping activities) when that transportation is part of the outing plan. 5.3 Campership Funds The troop will maintain two separate funds for specific purposes. The Isham Memorial Fund (set up in memory of Eric Isham troop Sr. Patrol Leader in 1994 and initiated by his father. The Isham fund is intended to be used for helping out in payments toward summer camp for scouts that might not otherwise be able to afford summer camp. Recipients and funding amounts are to be initially approved by Scoutmaster and Troop Committee Chairman. Following discussion with the family, the Scoutmaster can then apply funds from this part of the Troop treasury. The Studelska Memorial Fund (set-up in memory of Nicholas Studelska Eagle Scout from the troop in1972 and initiated by his parents and brothers. The Studelska fund has two purposes. BSA Troop 840 Policy & Procedure Guide Page 16

17 a. It is intended that this fund be used for helping out in payments toward high adventure trips for scouts that might not otherwise be able to afford a specific high adventure trip. Recipients and funding amounts are to be initially approved by Scoutmaster and Troop Committee Chairman. Following discussion with the family, the Scoutmaster can then apply funds from this part of the Troop treasury. b. It is also intended that this fund be used to help maintain the Eagle projects of Troop 840 Eagle scouts. 5.5 Eagle Scout Project Funds Eagle Scout projects will not utilize Troop funds. Funds raising and funds application guidelines and rules are established by the 5.6 Campout Supervision Adult supervision is required on all campouts. To adhere to the two-deep leadership requirement that is part of the National BSA policy, a minimum of two adults must attend each campout to ensure that there is no safety issue should a scout or adult require medical or disciplinary attention; adult coverage needs to be commensurate with the number of scouts attending the campout. If there aren t enough adults available to stay on the campout for the entire duration of the trip, then the outing will be cancelled or postponed to a different date when adequate supervision is available. 5.7 Inventory The Troop equipment inventory list will be maintained and the location of all items recorded by the Equipment Coordinator and the Quartermaster. In the event that BSA Troop 840 is dissolved, disposition of all inventory shall be the responsibility of the chartering organization.. Scouts shall be responsible for the replacement cost of any Troop equipment that is damaged or lost due to their negligence as determined by the Scoutmaster or his designee.. BSA Troop 840 Policy & Procedure Guide Page 17

18 Appendix A. Revision History Original Draft: October 2013 First Discussion Draft : February 2014 This discussion draft : May 2017 This published version : November 2017 BSA Troop 840 Policy & Procedure Guide Page 18