Troop 89 Downers Grove, IL. Organization and Policy Manual

Transcription

1 Troop 89 Downers Grove, IL. Organization and Policy Manual Last Updated November

2 Last Updated November

3 INTRODUCTION The purpose of this manual is to explain the organizational structure and operating policies of Troop 89. Troop 89 is located in Downers Grove Illinois, in the Tall Grass district of the Pathway to Adventure Council, Boy Scouts of America (BSA). Troop 89 is chartered by St. Mary of Gostyn Parish. This manual has been put together for both parents and scouts to better understand the organization and guidelines of the troop so new members may become quickly involved and existing members have a reference guide. The first section of the manual titled Troop Organization Information is intended to give you an overview of the troop, the BSA, and the way we operate. The second part titled Troop Policy Information lays out the policies and ground rules for Troop 89. If you should have any questions or comments, please notify the scoutmaster or a member of the troop committee and we will be glad to discuss them with you. Last Updated November

4 Troop Organization Information Troop Overview A. The troop consists of registered Scouts and registered Adult Leaders (Scouters). B. Joining the Troop Scouts a. To be eligible to join the troop a boy must be at least 11 years of age but not over 18, or have completed his Arrow of Light award in Webelos Scouts, or have completed the fifth grade in school. b. Scouts may transfer from another troop in which they were already registered c. All scouts (including scouts transferring from another troop) must complete and sign a youth application for membership in the BSA and Troop 89, his parent or guardian must approve of the terms, sign the application and pay the registration fee. d. Registration fees include registration in the BSA and Troop 89, a Scout handbook, a troop neckerchief, and a subscription to Boy s Life magazine. e. A BSA Medical formis required to join. C. Joining the Troop Adult a. Adults may join the troop new or transfer from another troop as well. To be a registered Scouter one must be over 18. b. All adults (including adults transferring from another troop) must complete and sign an adult application for membership in the BSA and Troop 89 and pay the registration fee.. c. All adults may need to submit a vehicle information sheet for any personal vehicle(s) that will be used to transport scouts. d. Before newly registered adults with Troop 89 will be allowed to participate in troop functions they must complete the following minimum trainings: Youth Protection Training through the council and Protecting God s Children through the Joliet Diocese of the Catholic Church. Information on these trainings can be obtained through the troop training coordinator or the troop website. e. A BSA Medical form is required to join. D. Youth Involvement a. A scout may get involved in the troop in many ways aside from their everyday participation. There are many leadership positions available to both new and experienced scouts which will encourage interaction with the troop and leadership growth. Scouts in leadership positions may participate in the patrol leaders council. Last Updated November

5 E. Youth Participation Elected Positions a. SPL Senior Patrol Leader i. A senior patrol leader is elected by the Scouts of the troop at annual elections. The SPL is the youth leader of the troop. To be eligible for this position within the troop, a scout must be at least First Class and 13 years old. A previous leadership position with the troop is preferred but not required. b. ASPL Assistant Senior Patrol Leader i. The assistant patrol leader(s) are elected at annual elections. The ASPL assists the SPL in his leadership of the general troop and is in charge when the SPL is absent. To be eligible for this position a scout must be at least First Class and 13 years old. A previous leadership position with the troop is preferred but not required. c. Troop Guide i. The troop guide is a scout who is proficient in scouting and leadership skills. The troop guide may work actively with new scouts to introduce them to the program, set a good example, assist new scouts in advancement and make them feel comfortable in the troop. The troop guide reports to the SPL and ASPL. d. PL Patrol Leader i. Each patrol within the troop will have a patrol leader. The patrol leader is elected by the members of his patrol at semiannual elections. The patrol leader is in charge of the scouts in his patrol and is responsible for keeping his patrol informed and representing his patrol at patrol leaders council meetings. To be eligible for this position a scout must be at least Second Class. e. APL Assistant Patrol Leader i. Each patrol within the troop will have an assistant patrol leader. The APL is elected by the members of his patrol at semiannual elections and is in charge when the patrol leader is absent. The APL is responsible for assisting the patrol leader in keeping his patrol informed and representing his patrol at patrol leaders council meetings. To be eligible for this position a scout must be at least Tenderfoot. F. Youth Participation Appointed Positions. All positions in this section are voluntary and appointed by the SPL with scoutmaster approval. There are no rank requirements for these positions. a. Troop Quartermaster i. The troop quartermaster keeps track of the troop equipment and sees that it is in good working order. The quartermaster reports to the ASPL. b. Troop Librarian Last Updated November

6 i. The troop librarian takes care of troop literature including the troop merit badge book library. The librarian reports to the ASPL. c. Chaplain Aide i. The chaplain aide works with the troop chaplain to meet the religious needs of the scouts in the troop. The chaplain aide reports to the ASPL and works with the chaplain. d. Instructor i. The instructor teaches scouting skills to other troop members. He must be proficient in scout skills and attend a majority of troop events. The instructor reports to the ASPL e. Den Chief i. The den chief works with the Cub Scouts, Webelos and den leaders in the Cub Scout pack. The den chief encourages Cub Scouts to join a Boy Scout troop upon graduation and must know the purposes of Cub Scouting. The den chief reports to the Den Leader in the pack and the ASPL. f. Order of the Arrow (OA) Troop Representative i. The OA troop representative is a liaison between the local OA lodge and his troop. The OA troop representative is appointed by the SPL with scoutmaster approval. To be eligible for this position a scout must be an OA member in good standing. The OA troop representative reports to the ASPL. g. JASM Junior Assistant Scoutmaster i. The Junior Assistant Scoutmaster serves as an assistant scoutmaster in youth capacity. To be eligible for this position a scout must be at least 16 years old but not yet 18 and must be an Eagle Scout. A JASM is appointed by the scoutmaster because of the leadership and responsibility he has demonstrated. Last Updated November

7 G. Adult Involvement a. Adults are encouraged to become involved in the troop along with their scout. Adults attend campouts, act as merit badge counselors, become involved with the operation of the troop via the troop committee, take on leadership roles in the troop, and act as fundraising chairs for the troop s fundraisers. Parents should assist in providing a good program for their scouts by serving in some function listed above or by volunteering to drive to troop outings, or to camp overnight to support the scoutmaster. Studies show that boys who get the most from the scouting program are those whose parents also become involved. H. Adult Participation Adult Positions a. Scoutmaster i. The scoutmaster oversees the troop operation. The scoutmaster promotes learning, advancement, and growth in his scouts. He advises the SPL in planning and conducting troop meetings and patrol leaders council meetings. The scoutmaster assigns tasks to his assistants to ensure proper functioning of the troop. The scoutmaster attends troop committee meetings to report on the function of the troop but is not a member of the troop committee. The scoutmaster will attend, or designate another qualified adult in his stead, all campouts and activities. b. ASM - Assistant Scoutmaster i. The ASM assists the scoutmaster at meetings and troop outings or functions. An ASM is in charge in the event the scoutmaster is not present. Assistant scoutmasters are appointed by the scoutmaster. c. Patrol Advisor i. A patrol advisor works closely with an assigned patrol. They are responsible for guiding their assigned patrol while developing scouting skills and helping to create patrol spirit. The patrol advisor is also responsible for reporting any patrol needs to the scoutmaster. The patrol advisor is appointed by and reports to the scoutmaster. I. Camping Overview a. Camping is an extremely important element in the Boy Scouts. Camping and the outdoors is the majority of the Scouting experience. It is in the outdoors that a scout has the full opportunity to practice the skills he learns in the meetings and in his merit badges. The goal of camping and the outdoor program is to teach the scout proficiency in the skills he has learned, and in leadership and teamwork. For a scout to experience and receive the full benefits of the Scouting program, he should participate in outdoor activities. b. Troop Camping Program Last Updated November

8 i. The troop plans an outdoor camping experience generally once a month with breaks during the summer and December for Christmas. c. Summer Camp i. The troop typically attends two weeks of summer camp each summer. Summer camp is a time for scouts to work on merit badges, learn new skills and develop existing ones, and to experience the outdoor program in full. Summer camp is highly important to a scout s advancement and progression in scouting. d. Camping Fees i. With some exceptions, monthly campouts fees are minimal and can be paid by the scout or taken from the scout s troop account if the balance allows. A set gas fee is added to the camping fee if the scout s parent is not driving him to the campout. The gas fee will go directly to the driver who is taking the scout to camp. Summer camp rates vary from year to year. Rates will be announced as early as possible once the schedule has been set. Some campouts, such as skiing trips, require extra fees for equipment or other items in the campout. e. High Adventure i. The troop attends a high adventure camp each year. High adventure camp is a more intense, higher skill level experience for older scouts. The troop uses a four tier rotation for its high adventure: Northern Tier Canoe Base, Sea Base, Philmont Ranch, and an open slot to allow for a variety of other adventures. J. Order of the Arrow i. The Order of the Arrow is the Boy Scouts of America s national honor society. Its purpose is to recognize those scouts who best exemplify the scout oath and law in their daily lives. The OA also develops and maintains the camping traditions and spirit, promotes the camping program, and reaffirms helpfulness and cheerful service to others through the legends and traditions of the Delaware Native American culture. ii. The honor of becoming a member of the OA is bestowed on a scout by the members of his troop. The scout must have reached the rank of First Class, attended at least 15 nights of camping, including one long term campout and been elected by his fellow scouts. iii. The honor of becoming a member of the OA is bestowed on an adult by the other adult members of the troop. The adult must be a registered member, have the minimum required training, have attended at least 15 nights of camping including one long term campout and been found worthy by his or her fellow scouters. iv. Troop OA members are affiliated with the Pachsegink Lodge #246 in the Order of the Arrow. The troop has a youth OA troop rep and an adult OA advisor. OA Last Updated November

9 information and the Lodge website can be found in the OA section of the troop s website. v. The lodge requires annual re-charter. All registered members of the troop will be automatically re-chartered in the lodge as part of the troop s annual re-charter. The annual dues for lodge re-charter will be added to the scout s or adult s recharter fees. Last Updated November

10 Troop Philosophy A. Aims of Scouting a. The scouting program has three specific objectives, the Aims of Scouting. They are character development, citizenship training, and personal fitness. Each trait is of equal importance. Scouting activities, in addition to promoting these aims, are meant to be fun for all the boys. If it s not fun, it s not scouting. B. Leadership a. In addition to the Aims of Scouting, the scouting program uses the patrol method, rank advancement, organization and adult guidance to develop leadership skills in the scouts. Many of the leadership skills taught in the scouting program are not found in other programs. b. Troop 89 is a boy run troop. The patrol leaders council meets once a month to brainstorm and plan troop activities that the boys then decide on. Campouts are run by the boys and patrols prepare and cook their own meals. C. Programs a. Meetings i. The troop meets once a week at St. Mary s Gathering Place unless otherwise announced. The troop calendar lists all meetings and meeting locations. b. Special Outings i. Occasionally the troop attends or participates in special outings outside of the monthly campout program. c. Camping i. The troop has a monthly campout program, and attends two weeks of summer camp each year. d. Service i. The troop participates in service projects and other service opportunities to improve our meeting area, our charter organization, the council and the community. D. Expectations a. Scouts are expected to live by the Scout Oath and Law E. Parent/Son Relationship In Scouting a. It is important for parents to remember that while they are an adult with the troop they have no son at camp or at a camp out. Please allow the elected scout leaders and the other adult advisors to instruct, correct, assist and praise your scout. The parent s role is to participate with the troop, but to stand back quietly while your son grows through scouting. Last Updated November

11 Troop Committee A. Overview a. The troop committee supports the troop operations and operates to ensure permanency. The committee assists in finances, budgeting, membership, re-chartering, fund raising, long term and short term camping support, planning, overall philosophy issues and development and changes to the troop guidelines. The committee is open to all parents and registered scouters who are interested in advancing the scouting program. Adults must be registered to hold a position within the committee. B. Positions a. Committee Chair i. The chair maintains contact with the committee members, prepares the monthly agenda, chairs the monthly meetings, and calls any additional meetings as necessary. He or she is responsible for overseeing the operation of the troop committee. The committee chair will also coordinate or designate a member to coordinate the re-charter of the troop each year. b. Committee Member i. The committee members attend committee meetings and assist the committee or specific committee members with their functions c. Treasurer i. The treasurer is responsible for managing the finances and maintaining the financial records of the troop. The treasurer is also responsible for preparing a troop budget to be presented to the committee for approval in August of each year (the troops fiscal year is September 1 to August 31). The treasurer will also present the troops financials to the committee at a minimum of every other month d. Secretary i. The secretary prepares the committee meeting minutes and notices, letters or other correspondence as is necessary. e. Fundraising Chair i. Fundraising chairs are responsible for coordinating all aspects of their fundraiser. f. Camping Chair i. The camping chair is responsible for the monthly campouts and completing any requirements for the camping arrangements. He or she will file the tour permits with council, pay any advanced deposit fees, notify the committee of any special requirements and obtain the information about the area of the campout and/or campout activity. g. Advancement Chair Last Updated November

12 i. The advancement chair is responsible for monitoring and encouraging the scout s advancement. He or she will maintain the advancement records for each scout until such time as the scout leaves or achieves the rank of Eagle. h. Equipment Coordinator i. The equipment coordinator is responsible for working with the troop quartermaster(s) on the management of the troop equipment and storage areas. He or she will maintain a list of all equipment owned by the troop and notify the committee of any equipment issues. i. OA Coordinator i. The OA coordinator will work with the OA troop representative in keeping the committee and troop informed of council activities and requirements. j. Chartered Organization Representative i. The chartered organization representative will act as the liaison between the troop s chartered organization and the troop committee. k. Life to Eagle Coordinator i. The Life to Eagle coordinator will work with those scouts at the rank of Life working on their requirements and projects for Eagle. This person will give guidance to the scouts and assist them in working with the district Eagle coordinator. l. Training Coordinator i. The training coordinator will be responsible for keeping records, promoting training of all troop adults, and making sure all registered troop adults have met the minimum training requirements. m. Webmaster i. The webmaster will be responsible for the operation and maintenance of the troop website. n. Chaplain i. The troop chaplain gives guidance to the chaplain aide and provides a spiritual tone for troop activities. The chaplain gives spiritual counseling service when needed. The chaplain encourages the boys, and assists them in earning their appropriate religious emblems. o. Service Chair i. The service chair promotes and leads in service opportunities for the troop. The service chair will keep records of troop service hours and report them to the BSA. The service chair will keep the troop informed of service opportunities to participate in. p. Other i. Other positions may be developed as they become necessary. Last Updated November

13 C. Tenure a. All committee positions are voluntary and appointed by the troop committee for a period of two years. After the two year period the position will be evaluated and the committee will make a decision to allow the current person to stay, if they so desire, or hold a vote if others are interested in the position. D. Meetings a. The troop committee will meet once a month, usually on the second Wednesday after a district roundtable. Meetings will be publicized on the troop calendar. The committee will usually meet from 7:30 pm to 9:00 pm. The committee chair draws up an agenda prior to the meeting, anyone wishing to have an item added to the following month s meeting should contact the committee chair prior to the meeting. Any change to time and place of meeting will be announced via TroopTrack and noted on the troop calendar. b. The Tall Grass District of Pathway to Adventure Council holds a monthly roundtable. The purpose of this meeting is to inform the troops in the district of the upcoming district or council functions and to discuss ideas and goals in the scouting program and share information regarding these ideas. E. Committee Decisions a. A quorum for committee meetings shall be at least five registered committee members. b. A vote will be taken on all matters that require formal committee approval. Approval requires a quorum of the registered committee members in attendance at the meeting. i. For unbudgeted expenditures equal to or in excess of $250, a quorom (which must include the treasurer and committee chair) shall be present for a vote. ii. For expenditures over $2,500 a minimum of 10 voting members must be present (which must include the treasurer and committee chair). c. Parents and leaders will be given notice of meetings where major changes to the troop operation or troop policy will be voted on. Changes will be discussed and drawn up at one committee meeting and will be voted on at the following committee meeting. Last Updated November

14 Troop Meetings A. General Information a. Time and Place i. The troop will meet once a week on Monday except after campouts or on holidays. There will be no meetings between summer camp and the beginning of the scouting season in mid-late august. Meetings will take place at St. Mary s Gathering Place from 7:15pm to 8:30pm unless otherwise announced via and on the troop website. b. What to Bring i. Scouts should always bring their Scout book, a pad of paper, pen, and any special supplies needed for a meeting s activities or for meeting with the scoutmaster or board of review. c. How to Dress i. Scouts should always wear class A shirts to troop meetings. ii. Class B uniforms can be obtained from the troop leadership. Class A uniform apparel can be obtained through the local BSA store at the council office, online through the BSA, or through the troop uniform exchange. d. Meeting Format i. Typical meeting example 1. Opening flag ceremony with recital of the Pledge of Allegiance and Scout Oath 2. Scoutmaster Address 3. Meeting Activities a. Examples include, but are not limited to; advancement work, merit badge work, team building skills, leadership development, scout skills, campout planning, etc. 4. Announcements 5. Scoutmaster Closing 6. Flag retirement with recital of Scout Law Last Updated November

15 Troop Policy Information Troop Operations A. Adult Leadership a. All Troop 89 meetings, trips, outings, campouts and other functions require at least two registered adult leaders, at least one of whom must be over 21 years of age. Each adult leader must have completed Youth Protection Training, Protecting God s Children and preferably also Fast Start training. B. Minimum Scout Requirements a. A scout must be registered and paid up on his yearly re-charter in order to be eligible to attend meetings and outdoor activities. Scouts must make every effort to attend a majority of the meetings in order to stay involved and informed on the troop operations. b. A scout should make every effort to keep involved and active in order to maintain the advancement of rank and achieve the goal of Eagle. Rank advancement is the scout s responsibility and he should seek out help where he needs it. C. Dress code a. Uniform Explanation i. Class A 1. Official BSA tan uniform shirt with appropriate insignia and patches (information on appropriate insignia and patches can be obtained from the boy scout handbook) 2. Official scout pants or shorts (or similar green khaki pants or shorts) 3. Scout hat (not required) 4. Troop neckerchief (furnished by troop) 5. Scout belt and buckle (not required) ii. Class B 1. Troop t-shirt (available from the troop) or other scout themed t-shirt 2. Scout pants or shorts (or similar green khaki pants or shorts) 3. Scout hat (not required) 4. Scout belt and buckle (not required) b. Meetings i. Scouts should always wear class A shirts to scout meetings. Full Class A uniform should be worn to court of honor and other public events such as parades. c. Travel i. Scouts will wear Class A shirts when traveling to and from scouting functions Last Updated November

16 d. Campouts i. Travel dress code will be observed to and from campouts. Class A uniform should be worn to dinner at all campouts and summer camp. Class B should be worn at all other times. Scout appropriate clothing may be worn when work is being done. e. Inappropriate and Banned Clothing i. T-shirts, hats or any other clothing with inappropriate wording, alcohol, tobacco, drugs, firearms, camouflage, or any other offensive material or anything that the scoutmaster considers harmful to others (physically, morally or psychologically) shall be banned from any scouting function. D. Behavior a. The adult scout leaders must be obeyed since they are responsible for the welfare of the scouts. If the individual scout finds this hard to accept a meeting will be scheduled with the scout s parents and scoutmaster to discuss options. The safety of the group must be paramount. b. While there are no fixed rules beyond the paragraph above, disturbances and misconduct that break down the morale of the group will not be tolerated. Scouts will be given a warning by the adult in charge if they are found to be disruptive. If a scout is unable to abide by these regulations he will be requested to call his parents to pick him up regardless of activity location. Resignations will be requested if necessary. c. Hazing: Hazing is defined as subjecting another person to abusive or humiliating tricks and ridicule or to harass with unnecessary or disagreeable tasks. Hazing will not be tolerated in the troop. Anyone found to be in violation of this policy will be asked to leave the function immediately. Resignations will be requested if necessary. E. Prohibited Items a. Items prohibited by the BSA and Troop 89 from any activity: i. Possession or use of the following items by any scout in a troop activity is prohibited, without specific permission of the scoutmaster and within the guidelines of safe scouting. If a scout is found to have any of these items it will be confiscated and handed over to the scoutmaster or another adult leader, who may return them to the scout or the scout s parents at the end of the activity. 1. Pyrotechnics and lighters 2. Weapons; including but not limited to sling shots, archery equipment, firearms, bb guns, air guns, Paintball equipment, etc. 3. Alcoholic beverages or controlled substances 4. Pornography Last Updated November

17 b. Electronics and Games i. The following items may be taken in the vehicles while traveling to and from campouts but are not to leave the vehicles during the campout. A scout found using these items during the campout will have them confiscated and returned to him at the conclusion of the campout. 1. Electronic devices, including, but not limited to phones, tablets, games, radios, mp3 players, and laptops. 2. Other items may be restricted at the discretion of the scoutmaster or adult in charge. 3. Books may be read in the vehicles or in tents at night but are not to be used during the campout activities unless otherwise specified. ii. Any items brought will be the responsibility of the scout. The driver of the vehicle will not be responsible for the items stored in the vehicle or for any damage or theft of those items. F. Drug and Alcohol Policy a. The Boy Scouts of America prohibits the use of alcoholic beverages and controlled substances at encampments or activities on property owned and/or operated by the Boy Scouts of America, or at any activity involving participation of youth members. b. All scouting functions, meetings, and activities should be conducted on a smoke-free basis. Troop 89 prohibits tobacco use at all functions and asks that adults refrain from the use of tobacco during troop functions. Last Updated November

18 Camping A. General Rules a. Camping is an integral part of the scouting program. Boys who camp advance in rank faster than those who do not. Above all Troop 89 camping programs will be safe and fun. The guide to safe scouting will be adhered to at all times. b. Scouts will always remain close to the troop campsite unless they have been given permission otherwise. c. Scouts will adhere to the buddy system and will never leave the campsite without at least one other scout. (The latrine is ok if in the immediate camping area). d. Scouts will respect others and their property when arriving, camping and leaving a camp site. It can be late when arriving, scouts should remember to keep noise to a minimum and respect others. Respect all property, especially property that is not the troop s. Never pick up and throw objects such as rocks, acorns or other objects as they can damage property and hurt others. e. Water safety is extremely important. Scouts will not go into the water on any campout unless going into the water is part of the planned program and even then will not proceed until after the safety orientation and not without a buddy. You must have passed the BSA swim test and have been given approval by the adult leader prior to going in the water. f. Typical Schedule i. Friday night: Travel to camp site and setup ii. Saturday: Camping program iii. Sunday: Take down and return home B. Transportation a. Conduct during travel should be the same as all other times; a scout should adhere to the oath the law and be in complete uniform while traveling. Scouts should obey the adults with whom they are traveling with. b. All scouts, Assistant scoutmaster and the scoutmaster will wear class A uniforms whenever they are in public while traveling. Refer to Troop Operations section for explanation of uniforms. c. Rides and Vehicles: i. Vehicles being taken on the campout will be pre-planned the meeting prior to the campout and scouts will be assigned vehicles to travel in. Last Updated November

19 ii. During travel to and from the campout (and any travel required during the program) the adult driving the vehicle is in charge and should be respected by the scouts riding in the vehicle. iii. Scouts will ask the driver they are riding with for permission before bringing any food or drink into the vehicle. iv. Drivers on campouts will provide the adult in charge with their cell number and an emergency contact number before departing for the campout. d. The troop trailer is available and can be towed to all troop events and campouts where it is deemed necessary. The troop trailer is for the transport of troop gear and may only be towed by registered troop adults with a valid Driver s License and current valid car insurance. i. Drivers intending to tow the troop trailer on a campout should ensure that their insurance policy covers damage to their vehicle in the event of an accident deemed to have been caused by a trailer malfunction. The troop will not be liable for damaged to a vehicle due to such an accident or as a result of improper towing. ii. In the event of an emergency or accident involving the troop trailer after all are safe and taken care of, the scoutmaster, committee chair(s), and quartermaster should be notified of the incident. C. Prior to the Campout a. Permission slips must be turned in to the camping coordinator (or another assigned adult) before any scout will be allowed to attend a campout. Permission slips are generally due the Monday prior to the campout. Due dates will always be listed on the form. Permission slips are available on the troop s website and are generally available for viewing after the previous campout has concluded. b. Permission slips are due at the assigned due dates. To plan appropriately and ensure that all scouts are planned for, it is imperative that permission slips not be turned in late. If you cannot make a due date, please make other arrangements to get your permission slip in on time. c. Campout planning will be done the meeting prior to a campout. This includes but is not limited to meal and program planning for the campout. It is important for all scouts attending the campout to be at this meeting. i. Scouts will be assigned patrols at this time and will select leadership for the campout if their patrol leader or assistant patrol leader will not be present. ii. Menu planning will include four meals, beginning with Saturday breakfast and continuing through Sunday breakfast. Scouts may also plan a dessert for Saturday night if time will permit and approved by scoutmaster. Last Updated November

20 iii. Scouts in the patrol will decide which scout will do the shopping for the campout based on the decided menu. That scout will be provided a budget and will be reimbursed for the cost of shopping for the campout. iv. No meal is planned for Friday nights (though a snack may be). Scouts should eat dinner prior to leaving unless otherwise instructed. d. A tour permit will be filed by the camping coordinator for the campout. Any drivers for the campout must have submitted an annual motor vehicle checklist (Appendix B) to the camping coordinator before they will be allowed to drive on a campout. D. At the Campout a. Friday Arrival and Setup i. All scouts will help unload the trailer upon reaching the campsite. Trailer unloading will be supervised by at least one troop quartermaster and the equipment coordinator, or qualified designee, if present. ii. The troop trailer will be unloaded and the campsite setup (including patrol areas, dining flies, and other necessary equipment) before any scout will unload personal gear and setup their tents. Campsite before personal gear. b. Campsite Layout i. Upon arriving at the camp site, the SPL or youth in charge along with the adult in charge will select the best area to make camp and assign the scouts the areas to setup tents, patrol areas, and general troop equipment. ii. The SPL (or acting SPL), supervised by the scoutmaster or another adult leader, will oversee the setup of the campsite. Scouts will set up dining flies and patrol areas where instructed and will then retrieve fire buckets and get water for any planned campfire areas. c. Tents i. Each scout will share a tent with at least one other scout. Scouts are not usually allowed to sleep alone in a tent. ii. All scouts, with the exception of the SPL and Eagle Scouts, attending troop campouts will use troop supplied tents. iii. The SPL and Eagle Scouts may use a personal tent. iv. Adults are encouraged to bring their own tent. However, they may use troop tents if available. Scouts must all be assigned to tents before adults can use the troop tents. v. Male and female adult leaders will use separate sleeping facilities. Married couples may share the same tent or cabin. vi. While it is permissible for a scout to share sleeping quarters with his parent, the troop discourages this practice and asks that parents have their scouts sleep in Last Updated November

21 the same tenting arrangements as the rest of the troop unless otherwise discussed with the adult in charge prior to camp. d. Campout Duties i. The patrol leader for each patrol will make a duty roster for the weekend. ii. Cooking 1. Scouts will need to be assigned to cook and clean at each meal. Scouts in the patrol should be rotated through the jobs of cooking and cleanup. The same scouts should not perform the same job each meal. iii. Fire 1. Any time that the scouts wish to have a fire, the senior patrol leader (or his acting replacement) must assign a fire marshal. This scout will be in charge of fire safety; making sure there is water, fire tools, and that the fire does not get out of control. The fire marshal will also make sure the fire is sufficiently extinguished when the fire is over. 2. All scouts should assist in gathering wood for a fire unless assigned to another task. iv. Evening 1. At the end of each day, all garbage must be collected and placed in the camp dumpster or an approved place where animals will not get into it. The leader of each patrol will assign a scout, or scouts, to make sure all garbage is collected and that all cooking gear has been cleaned and put away. v. Campout Safety 1. All scouts and scouters will at all times maintain a safe camping environment including, but not limited to, using knives in proper safety circles, axes in approved and designated cutting areas, fire safety and other safety procedures. a. Should any scout be injured on a campout the adult in charge is to be notified immediately. e. Campout Activity i. All scouts will participate in the campout activity planned by the patrol leaders council for the campout. No scout(s) will be allowed to go off on their own and do something else. Last Updated November

22 f. Takedown i. Sunday morning (or at other assigned takedown time) scouts will take down their patrol sites first. Dining fly should be folded and patrol boxes packed up. The patrol leader will assign a scout in the patrol to take the fly home and dry it out. The quartermaster will log which scout is taking the fly home. ii. Personal gear will be moved outside to a picnic table (or under a tarp if raining) while tents are dropped. When the site is down and tents have been packed, a troop quartermaster will assign and log which scouts are taking tents home to be dried. Once this is complete Sunday breakfast may be served. iii. Sunday breakfast is a quick, no cook meal. After breakfast, scouts will assemble into a police line to check the campsite for garbage and clean it up. All trash will then be taken to the dumpster. iv. Once all tasks are complete the troop will be dismissed by the scoutmaster or adult in charge. No one is allowed to leave the campsite until dismissed by the scoutmaster or adult in charge unless prior approval has been granted before the campout. g. At Home i. All scouts who took equipment home (i.e. tents, dining fly, etc.) need to unpack it and place it out to dry immediately. Tents should be set up, swept out, and wiped down once dry. The scout is to bring the equipment to the next meeting and present it to a troop quartermaster for inspection. Once inspected and accepted the quartermaster will mark that it has been returned and return the equipment to the troop trailer. E. Summer Camp Rules a. All previously stated camping rules will apply at summer camp with adjustment for the extended time frame and with some additions. b. Adults attending summer camp with the troop are expected to be in camp the whole week unless prior arrangements have been made with the scoutmaster or his designee. i. Splitting weeks at summer camp is discouraged. Adults needing to attend a partial week must clear it with the scoutmaster or his designee before the start of camp. c. Adults are expected to remain in camp and set a good example to the scouts. It is important to know who is in camp and where they are. When adults come and go it makes it difficult for both the troop leadership and the council camp leadership to know who is in camp during an emergency. i. If an adult must leave camp, he or she must check in with the troop adult in charge. Last Updated November

23 Equipment A. Troop equipment is available for use at all sanctioned Troop 89 functions and outings. The equipment coordinator and troop quartermasters will be responsible for tracking equipment and ensuring the proper logs are kept when equipment is taken home. B. Troop tents will be serialized and cataloged by number. Tents will be numbered sequentially with the last two digits representing the year the tent was put into service. (i.e would be the first tent purchased in 2008). C. If any equipment is found to be broken or not in good working order the troop quartermasters or equipment coordinator should be notified immediately. a. The equipment will be marked and removed from service if necessary. The quartermaster and equipment coordinator will then work to repair or replace the equipment. D. In the case of an injury caused by troop equipment scouts should notify the scoutmaster or adult in charge immediately. After all injuries are taken care of the equipment should be inspected to determine if it was broken and if so remove the equipment from use until the quartermasters and equipment coordinator can inspect it. E. Troop equipment can get expensive and needs to last as long as possible. All troop members should ensure that the troop s equipment is kept in good working condition and kept clean. a. Equipment needing to be dried or maintained after an outing will be assigned to a scout to take home, including but not limited to dining flies and tents. Scouts should dry and clean them the day they return home and return them the following meeting to the troop quartermaster or equipment coordinator for inspection. Last Updated November

24 Financial Organization A. Financial Year of Record a. The financial year of record will run from September 1 to August 31 of the following year. b. The budget will be drawn up and agreed upon by the committee at the beginning of the fiscal year. Any changes to the approved budget will be made by a special vote or meeting if necessary. B. Treasurer a. The treasurer position will be filled as necessary by approval of the committee. b. The treasurer will be responsible for coordinating the annual budget meeting, maintaining the troop budget and reporting on budget progress at each committee meeting. i. Each outing, event or budget category will have a separate section of the budget and budget report to show all associated financial activity. c. The treasurer will also be responsible for the disbursement of troop funds for payment of bills, reimbursement of expenses and any other pay outs. C. Banking a. The troop will maintain a savings and a checking account. i. All bank accounts will be in the name of the troop and all signatories on the accounts will be members of the troop. b. The treasurer and committee chair will be the only authorized users of the bank accounts. c. The troop also maintains a separate Scoutmaster Account that the scoutmaster can only access by using the bank provided debit card tied to that account. The scoutmaster can use the card for approved expenses such as truck rental, camping fees, or other committee approved expenses. A minimal balance is kept in this account and funds are transferred in by either the treasurer or committee chair, as needed, to cover expected expenses. D. Financial Audit a. The troop will conduct a financial audit a minimum of once each time the person holding the position of treasurer is changed or at the request of the troop committee. The financial audit will be conducted by a committee approved independent agent. E. Reimbursement Policy a. The following are expenses reimbursable by the troop to troop members upon approval of the treasurer and, if necessary, the committee chair: i. Goods and services for Troop 89 (i.e. reusable goods needed for trailer, electrical service for tree lot area). Last Updated November

25 ii. Awards and other items necessary for troop functions. iii. Gas for vehicle towing trailer to and from a troop outing. iv. BSA and position specific training for youth and adults. v. Eagle Scout Projects up to $ Eagle Scout candidates who have had their project approved by the troop committee and have proceeded with or completed the project are entitled to reimbursement of debts incurred by the project up to $ Receipts must be submitted to the troop treasurer by the candidate in order to be reimbursed. This is a scholarship to help defray the cost of the project and encourage scouts to attain this high rank. 3. The troop will provide $50 toward the scouts Eagle Court of Honor. vi. Food purchased for troop campout 1. A parent should go shopping with the boys to guide them. The maximum amount to be spent/number of people to buy food and other items for will be given to the boys once the number of attending scouts is known. Scouts should remember to be frugal when purchasing food for campouts and not overspend. Before purchasing non-perishables such as pancake syrup or dry drink mix, contact the troop quartermasters to see if enough is already present in the troop inventory for the campout. b. Reimbursement of approved troop expenses will be made once the troop member submits a valid detailed store receipt for the expenses to the treasurer. Reimbursement will only be made by troop check to the individual. Reimbursement money may not be deposited into a Scout Troop Account. F. Scout Troop Accounts a. Overview of Scout Accounts i. A Scout Account is like a bank account created for each member who joins and registers with the troop. Members can use the money in the account for scout related expenses (see below). Every family will have one account regardless of the number of members registered with the troop. ii. Funds get deposited into a scout account whenever a member participates in one of the troop s many fundraising opportunities. The amount earned (which varies by fundraiser) is deposited into the account. The more fundraisers a member participates in, the more money they earn for their account. iii. The only way to deposit money into a scout account is by troop fundraiser. No money will be allowed to be deposited directly into a scout account unless the account is negative and needs to be paid up. b. Classification of Scout Accounts Last Updated November

26 i. There are 3 classifications of scout troop accounts: Scout, Venture Crew, and Adult. 1. Scout is when any family has a member of the troop under age 18 registered as a Boy Scout 2. Venture Crew is when any family has a member of the troop between the age of 18 and 21 that has registered as a Venture Crew Member. Once a Boy Scout reaches the age of 18 they will need to fill out an adult application to remain registered in the troop. They will also be provided a Venture Crew application to fill out at the same time. There is no additional charge to the member to be registered as both an adult and venture crew member. 3. Adult is once all family members registered with the troop are age 21 and over c. How money in Scout Accounts can be used i. Scout Classification 1. As a scout, the account can be used to pay for troop recharter fees, outings, and campouts (including summer camp and high adventure camp). When filing out the permission slip for a campout or signup form for high adventure or summer camp a scout can select to have the fees withdrawn from their account. Funds will be withdrawn from the scout account by the troop treasurer. 2. Another way to use the funds is for scout to submit a reimbursement request (with the receipt) for scout related items. a. Examples of acceptable scout related items that qualify for reimbursement would be: hiking boots, sleeping bag, backpacking pack, tent, scout uniform, merit badge pamphlets, or other items approved by the committee prior to purchase. b. Example of unacceptable items that will not qualify for reimbursement would be: non scout related books, electronics, music, games, etc. ii. Venture Crew Classification 1. As a venture crew funds in the account can be used the same as the Scout classification. iii. Adult Classification 1. As an adult funds in the account can only be used for the following a. Re-charter Fees b. Troop Summer Camp fees c. Troop High Adventure trips Last Updated November

27 d. Troop Campouts that adults are required to pay for e. Scout uniforms f. Valid Training expenses approved by the committee prior to taking the training. g. Donation to troop. If a member wishes to purchase a camping related item (i.e. tent, lantern, drop cloth, supplies, etc) and donate it to the troop, the funds can be used for that. Must obtain committee approval prior to making the purchase. d. Members are encouraged not to overdraw their accounts and will not be allowed to access their account if they reach a negative balance. e. Members may obtain the current balance of their account at any time by asking the troop treasurer. f. The account can never be used to purchase items in our fundraisers (i.e. Pancake Breakfast Tickets, Wreaths, Trees or Flowers) g. Status of Account when a Member is no longer registered i. If a member chooses to leave the troop and will not be returning the following will happen: 1. While every effort will be made to notify the member of the remaining balance that is in their account, it is ultimately their responsibility to request that information. 2. The member will have 90 days from the time of re-charter to apply for reimbursement from their account. Members can only request a reimbursement for Scout related expenses based on their accounts classification. Under no circumstances will a check just be issued for the remaining balance without a valid expense. 3. Any monies left in the scout account after the 90 period will revert to the troop general fund and will no longer be available to the member. a. G. Campership Protocol a. Campership refers to the waiving of some or all of the cost of weekend camp out fees and/or registration fees and/or summer camp fees so that a scout can continue to participate in troop activities which would not otherwise have occurred due to the financial hardships of the scout s family. b. If it comes to the attention of an adult in our troop that one of our troop families is experiencing this type of financial difficulty, it should be brought to the attention of the troop treasurer and committee chair. Last Updated November

28 h. Since confidentiality is important in these situations, we do not want to discuss the details of this sensitive issue with the entire committee. A sub-committee consisting of the troop treasurer, committee chair, the adult who initiated the campership discussion and one other adult will meet with the scout s parent or guardian. After reviewing the situation in more detail and helping the family fill out the Campership Financial Assistance Request Letter (appendix A), the sub-committee will make a recommendation to the troop committee, keeping the family s name and specific financial information confidential. The troop treasurer or committee chair will inform the scoutmaster of the situation. i. The scout(s) will be encouraged to earn money for their scout account(s) with fund raising to pay for future activities. The scout s family will be directed to the appropriate person at Pathway to Adventure Council to complete paperwork for the council campership of summer camp. If it is too late to apply for council campership, and there are insufficient funds in the scout s troop account, the troop committee can discuss the possibility of a troop campership for summer camp. j. The campership financial support will continue until the scout s family s financial situation improves, the scout leaves the troop or the scout shows no effort in participating of troop fundraising activities that add to the scout s troop account. Last Updated November