Middle Tennessee Council Boy Scouts of America Walton Trail District Troop 293 Formed on February 09, 2003 Policies & Rules: Amended/Updated March 1, 2010 Charter Organization: College Hills Church of Christ 1401 Leeville Pk. Lebanon, TN 37087 www.collegehills.org Link to the Boy Scout Site 1
Troop Policy and Rules The Rules listed are consistent with BSA policies and any additions have been approved by the troop committee as written. All parents & boys will be expected to adhere to these rules and with BSA policies as listed in the boyscout handbook at all times. Adult committee member s dress code will be determined by committee vote. The Scoutmaster and Assistant scoutmasters will follow BSA uniform guidelines. I. Uniform: A. Class A uniforms are to be worn to all troop meetings, flag ceremonies, court of honor, camporees, and any other official function. Other functions not listed may be waived at the Scoutmasters discretion. 1. The official Class A uniform includes a scout long or short sleeve shirt, Scout pants or shorts, Scout belt and buckle, scout socks or knee socks. A neckerchief or campaign hat is optional. The shirt shall be buttoned and tucked in. (Page 12 of the scout handbook). 2. The troop has also destined that Class A dress will include the sash. 3. Scouts and/or adult male leaders will not be allowed to wear piercing of any kind to any scout functions. 4. There will be no items which advertise alcohol, beer, drugs, tobacco products, or sex allowed at any troop function. There will be no items which promote obscenities or indecent implications allowed at any troop function. (Scoutmaster will determine final decision if needed). Boys and adults wearing any of these items will be asked to remove them immediately or leave the meeting or activity place. 5. During troop campouts, other T-shirt s, shirts, and pants will be allowed to be worn as long as they are approved by the Scoutmaster and/or meet the above requirements. 6. Inappropriate uniforms will be addressed with the scout or adult by registered leadership and corrective steps will follow the guidelines as stated for conduct in (3E) of the Troop policies and guidelines. B. The class B uniform shall consist of the Troop T-Shirt. Class C shall consist of any BSA or camp shirts, appropriate pants, scout belt, and appropriate shoes. C. Any registered adult leader who participates in troop functions will be encouraged to wear a uniform. The Scoutmaster and Assistant Scoutmasters are asked to wear a uniform and follow the proper troop dress code. II. III. Troop Meeting: A. The troop meetings are to be held each Monday night from 7:00 P.M. to 8:00 P.M. at College Hills Church of Christ unless notification of time or place change is sent out prior to the meeting. Only the Troop Chairperson and/or Scoutmaster can authorize that change. B. There will be no regular scheduled Troop meeting on the night of the district roundtable. This may be changed on a temporary basis at the Scoutmasters or Committee Chairperson authorization. C. The Troop Committee will meet during the scheduled patrol meeting. The Scoutmaster and SPL will be allowed a conference during this meeting. Parents are welcome to attend any Troop committee meeting. Votes and/or decisions are only made by Committee Members and Assistant Scoutmasters. D. The PLC meeting will be held the first meeting of every month from 6:30 7:00 pm. There will be a PLC meeting once every three months that will replace the regular scheduled troop meeting. This is meeting is set aside for planning activities and events. This will be scheduled on the first Monday of that month. E. There will be no Troop meeting after a weekend overnight campout. If this falls on a committee meeting night the meeting will be moved to the next Monday, which would be the last Monday of the month. This maybe changed upon the Scoutmaster or SPL request. Amendment: May, 2006 The Scoutmaster, Equipment Chairman or SPL may call the troop to meet on the Monday after a campout to clean troop equipment. This would be based on the condition of the equipment when it was packed. Conduct: A. During any Troop meeting all boys will show respect for the meeting place and for the adult and boy leaders. B. No foul language, physical abuse, improper sexual talk, sexual harassment or intimidation will be tolerated at any function. C. There will be no smoking or use of any tobacco product at any Troop activity. D. There will be no unnecessary talking or disruptive behavior during the Flag ceremonies, prayers, or during the meetings when asked by the leaders. E. After three warnings during any one meeting or activity by an adult or boy leader, the boy will be asked by an adult leader to call his parent(s) to pick him up immediately. F. The policy for behavior/discipline problems is defined below: First Offense: Second Offense: Third Offense: Scoutmaster and Assistant Scoutmaster address problem with boy, scouter, or parent. Two adults from Troop Committee and/or Scoutmaster and Assistant Scoutmasters meet with parents. Temporary suspension. Term of suspension will be determined by the Scoutmaster. 2
Fourth Offense: Will be asked to leave the Troop. The Scoutmaster will make final decision after consulting with the committee. Scoutmaster reserves the right to skip steps based on each situation. IV. Advancements: A. Merit Badges and Rank Advancement will follow the Boy Scout Requirement Book. B. Completion of a merit badge is when the counselor is satisfied that the Scout has completed all the requirements and has signed the merit badge card or form. The Scout then takes the card or form to the Scoutmaster. This information will be forwarded to the Advancements Chairman. All earned merit badges will be awarded at the Court of Honor. C. A boy needing rank advancements should notify his Patrol Leader who shall verify that the boy has completed all the necessary requirements for the advancement he is seeking. The (PL), in turn, shall notify the (SPL). D. The (SPL) will arrange a Scoutmaster Conference with the Scoutmaster or one of the Assistant Scoutmasters if the Scoutmaster is unable to arrange the conference. This should be completed before the Board of Review. E. A Board of Review will be scheduled by the Scoutmaster for boys who have completed all requirements, up through a Scoutmaster conference by notifying the Advancement Chairman who will arrange to have at least three committee members (this may include Assistant Scoutmasters) present for the review. This is for all ranks except Eagle rank, as in accordance with the BSA rules. A periodic board of review will be scheduled for all scouts to review progress. F. All rank advancements will be awarded at the first troop meeting possible. The advancements card will be awarded to the Scout at the next Court of Honor. G. The scout must request a Scoutmaster Conference or Board of Review a meeting in advance. V. Dues and Troop Fee: Scouts will be encouraged to earn all dues. A. Dues are $5.00 per month, due at the first meeting of the month, payable in the patrol meetings to the patrol leaders. Dues are to be used for payment of troop expenses only. The Patrol Leaders will keep a record and turn dues in at the end of the meeting. B. If a scout is more than two months behind in his dues, the following steps will be taken: 1. No advancements or merit badges will be awarded to the scout. 2. The Scout will be counseled by the Scoutmaster and an Assistant Scoutmaster to determine if there is a legitimate reason. 3. The Scout s parents will be called by the Scoutmaster to make them aware of the problem. 4. No Troop outings may be attended by the Scout. 5. The Scout may be suspended from the Troop with the Troop Committee s approval. The Scoutmaster will reserve the opportunity to explain to the committee a waiver for a Scout that may need special assistance. The Committee will have the final decision. C. Dues are payable even if the Scout does not attend meetings. If a Scout is out for an extended period of time, all dues must be brought up-to-date before the Scout will be permitted to participate. D. Patrol Leaders are to contact the Scribe prior to all troop outings with a list of dues that are delinquent. VI. Leadership: All leaders will strictly follow BSA policy on Two Deep Leadership. This will apply to all Boy Scout meetings, outings, and other activities. A. Eligibility: The following guidelines are to be followed in Troop elections unless waived by the Scoutmaster. 1. Senior Patrol Leader: Star Rank and age 13 or older 2. Assistant SPL: Star Rank and age 13 or older 3. Patrol Leader: First Class Rank 4. Assistant PL: Any Rank(Subject to Scoutmaster approval) (Other positions held at any rank and voted by the other Scouts) B. To hold any leadership position, a Scout must attend at least 75% of the troop meetings and outings. Any Scout not meeting the attendance requirement will be removed from a leadership position at the Scoutmaster s discretion. C. Any Scout holding a leadership position will be encouraged to attend Junior Leader Training. D. The Scoutmaster may call an election for any open leadership position at any time. E. Troop elections will be held semi-annually. 3
VII. Transportation: A. Each Patrol Leader will be responsible for assuring his patrol has transportation to any troop outing. This should be coordinated with the Transportation Chairman as necessary. B. All driving to and from scout functions must meet all requirements as set forth on the BSA Local Tour Permit Application. C. Transportation fees will be estimated as needed for individual troop outings, depending on mileage. This is to be collected prior to the troop outing by the Patrol Leader or Troop Scribe. VIII. Campout: Before a Troop camp outing, a $10.00 fee per scout or adult to cover the cost of food will be collected at the patrol meeting prior to the outing. Any money remaining after the outing is over will be put into the Troop s general fund. Each patrol may elect to select individuals to bring an item to make up meal. In this event money may not be collected. This will be at the patrol leaders decision. IX. Eagle Scout Court of Honor: A. Traditional items paid by the Troop not to exceed $125.00 if funds are available: Items may vary based on individual need for ceremony. Items needed but are not listed below will be at the Scoutmasters discretion. 1. Plaques and engraving for honor recognition 2. Pictures B. Any fees over the $125.00 allowed will have to be approved by the committee. C. Eagle ceremonies will be limited to 1 2 per year. Eagle ceremonies will be held once a year or at the discretion of the Scoutmaster but not to exceed 2 ceremonies a year. Amended 5/15/06. X. Scout Earnings: Amended 3/1/09 Patrols will be eligible to hold their own fundraisers. 100% of the funds earned will go to the scout or scout patrols. Funds earned will be divided by the number of scouts participating in the fundraiser. The patrol leader will turn in the funds and the name list to the scout accounts treasurer. Patrols will be responsible for their own expenses, and must not borrow or loan against troop funds or the troop name. All funds will go into the troop account and a report will be given to the committee. Patrol Leaders must secure the approval of the scoutmaster and committee before starting a fundraiser. Troop Earnings: One troop fundraiser per calendar year. 100 % of the money raised goes toward the troop. 10 tickets or $50.00 minimum per scout will be asked of each registered scout. All money is due by the date of the fundraiser. Scouts or leaders will not be allowed to sell tickets before or during the fundraiser on behalf of any scout. High selling Scout (for the fundraiser) will receive 100% of the amount of money received toward summer camp tuition. Remainder (if any) will go to the troop. XI. Troop Committee: A. Responsibilities: Ensures that quality adult leadership is recruited and trained. In the event the Scoutmaster is absent, a qualified Assistant Scoutmaster is assigned. If the Scoutmaster is unable to serve, a replacement is recruited. 1. Provides adequate meeting facilities. 2. Offers assistance to the Scoutmaster on policies relating to boy scouting and the Chartered Organization. 3. Supports leaders in carrying out the programs. 4. Responsible for finances, adequate funds, and disbursements in the line with the approved budget plan. 5. Serves on Boards of Review for rank advancements. 6. Supports the Scoutmaster in working with individual boys and problems that may affect the overall troop program. 7. Provides for the special needs and assistance some boys may require. 8. Assists the Scoutmaster with handling boy behavioral problems. 9. Ensures the Troop has an outdoor and activities program. 10. Offers yearly updates and review of troop policies and rules. B. Any adult leader may be replaced by 2/3 vote of the Committee and final approval from the Charter Organizational Representative. The Organizational Representative does reserve the right to overturn the Committee decision on this matter. Reasons for any or all of the following: 1. Failure to uphold the responsibilities of the position. 2. Non attendance of three (3) consecutive scheduled committee meetings. 3. Non-supportive of Troop functions. (The Committee Chairman and two other Committee Members will be required to talk to the individual about any such problems 30 days in advance of any committee vote). 4
C. Positions to be staffed for the proper operation of the troop: The following positions will be held by an individual no more than two(2) years at which time reelection to that same position is permissible based on 2/3 committee vote. The Scoutmaster and Assistant Scoutmasters will have no term limit. Adult Leadership Positions: 1. Committee Chairman 2. Assistant Committee Chairman 3. Chartered Organizational Representative 4. Treasurer 5. Secretary 6. Advancements Chairman 7. Fundraiser Chairman/Coordinator 8. Outdoor/Activity Chairman - Recommended for Assistant Scoutmaster Position 9. Scoutmaster 10. Assistant Scoutmaster 11. Eagle Advisor 12. Merit Badge Advisor 13. Equipment Chairman Recommended for Assistant Scoutmaster Position 14. Training Chairman 15. Chaplain Recommended for Assistant Scoutmaster Position 16. Troop Guide Coordinator 17. Transportation Coordinator Recommended for Assistant Scoutmaster Position 18. Junior Assistant Scoutmaster D. Troop Position Descriptions: 1. Chartering Organization Provides a wholesome place to meet and a place to store the Troop s stuff. 2. Committee Chairman a. Organizes the committee to see that all functions are delegated, coordinated, and completed. b. Maintains a close relationship with the Chartered Organizational Representative and the Scoutmaster. c. Interprets National and Local policies to the Troop. d. Prepares Troop Committee meeting agendas. e. Calls, presides over, and promotes attendance at monthly troop committee meeting and any special meetings that may be called. f. Ensures troop representative at monthly roundtables. g. Secures trained individuals for camp leadership. h. Arranges for Charter review and re-charter annually. i. Plans Charter presentation. j. One of three (3) authorized to sign troop checks. 3. Chartered Organizational Representative a. Be a member of the Chartered Organization. b. Acts as liaison between troop committee and chartered organization. c. Should meet with the Chartered Organization at once every three to six months to update the Troops progress. 4. Scoutmaster a. Trains and guides boy leaders. b. Uses the methods of scouting to achieve the aims of scouting. c. Meets regularly with the patrol leaders council for training and coordination in planning troop activities. d. Attends all troop meetings or, when necessary, arranges for an Assistant Scoutmaster to substitute. e. Attend troop committee meetings. f. Works with other responsible adults to bring scouting to boys. g. Conduct periodic parents sessions to share the program and encourage parent participation and cooperation. h. Conduct Scoutmaster conferences for all rank advancements i. Provide a systematic recruiting plan for new members and see that they are promptly registered. (This is a direct responsibility of the Assistant Scoutmaster for new scouts). j. Delegate responsibility to other adults and groups (Assistants, Troop Committee) so that they have a real part in troop operations. k. Supervise Troop elections. l. Supervise Troop elections for the Order of the Arrow. m. Participate in council and district events. n. Conduct all activities under qualified leadership, safe conditions, and the policies of the Chartered Organization and the Boy Scouts of America. o. One of three (3) authorized to sign troop checks. p. Be at least 21 years of age. 5
5. Assistant Scoutmaster a. Assist the Scoutmaster in fulfilling his duties to the troop b. Be at least 18 years of age. c. One exception is for Junior Assistant Scoutmasters: Must be an Eagle Scout. Must be at least 16 years of age. 6. Troop Guide Coordinator Train and direct troop guides in their duties to the troop 7. Treasurer (Finance/Records) a. Handle all troop funds. Pay bills on the recommendation of the Scoutmaster and authorization of the troop committee. b. Maintain checking and savings account. c. Train and supervise the troop scribe in record keeping. d. Keep adequate troop financial records. e. Supervise the camp savings plan. f. Lead in the preparation of the annual troop budget. g. Work closely with fundraiser committee member in tracking the financial earnings for the troop and boys. h. One of three (3) authorized to sign troop checks. i. Report to the troop committee each month. j. Keep Scoutmaster informed on a monthly basis of the status of the troop account balance. 8. Secretary a. Keep minutes of all committee meetings. b. Notify families of upcoming family activities or events. c. Prepare a family newsletter or calendar of troop events and activities (should be issued monthly or quarterly). d. Report the minutes of the previous meeting at each meeting. 9. Advancements Chairman a. Work with the troop Scoutmaster and Merit Badge Advisor to maintain all scout advancement records. b. Arrange Troop Board of Review and Court of Honor. c. Fill out a report on the correct form to the Council Service Center when a troop board of review is held. d. Secure badges and certificates. e. Report to the troop committee at each meeting. 10. Eagle Advisor Track all scouts star rank and above and advise on needed requirements for achieving eagle rank. 11. Fundraiser Chairman a. Coordinate and supervise all fundraising activities of the troop. b. Obtain proper authorization. c. Provide accounting of funds and account distribution to Troop Treasurer upon completion of all fundraising activities. 12. Equipment Chairman a. Work with the quartermaster on inventory and proper storage and maintenance of all troop equipment. b. Make quarterly safety checks of all equipment(this would include cleaning and repairs). c. Report to the troop committee at each meeting. d. Coordinate with Scoutmaster on equipment needed for the troop. 13. Outdoor Activity Chairman a. Help in securing permission to use camping sites. b. Serve as transportation coordinator. c. Ensure a monthly outdoor or activity program. d. Promote the National Camping Award. e. Promote, through family meetings, attendance at troop campouts, camporees, and summer camp. f. Report to the Troop Committee at each meeting. g. Coordinate with the Scoutmaster in planning. 14. Chaplain a. Provide a spiritual tone for troop meetings and activities. b. Give guidance to the Chaplain Aide. c. Promote regular participation of each member in the activities of the religious organization of his choice. d. Visit homes of scouts in time of sickness or need(always use 2 deep leadership)check with Scoutmaster, adult leader or Senior Patrol Leader. e. Give spiritual counseling services when needed or requested. f. Encourage Boy Scouts to earn their appropriate religious emblems. g. Report to the troop committee at each meeting. 6
Troop funds will be available up to $100.00 a year (Jan. to Dec.) for flowers and/or cards. 15. Training Chairman a. Ensure troop leaders and committee members have opportunities for training. b. Maintain an inventory of up-to-date training materials, video tapes, and other training resources. c. Notify all new leaders when fast start training will be held and encourage them to attend. d. Be responsible for BSA Youth Protection Training within the Troop. e. Provide Scoutmaster with information on JLT. f. Report to the committee at each meeting. XII. 16. Transportation Coordinator a. Designates which vehicles to use (most efficiently). b. Drivers must be pre-assigned at a committee meeting if possible. (Scoutmaster does not need pre-approval). c. Ensures pre-assigned driver have a full tank of gas when arrive at the church. d. Approves receipt for reimbursement. Reimbursement funds will not come from troop account. Money will need to be collected from the group attending and then paid out based on approved drivers. Changes to designated transportation plan can be accomplished by agreement of 3 committee members with full accounting to the committee at the next meeting. Gas fee may vary but not to exceed $5.00 per scout. Activities for gas reimbursement will be determined by the Transportation Coordinator and the Scoutmaster. This is intended to cover extra cost of fuel to pull the troop trailer. 18. Junior Assistant Scoutmaster This position is appointed by the Scoutmaster. The Scout must be an Eagle Scout and have held a senior position (SPL, ASPL, TG, Instructor, or Chaplain Aid for at least two terms. It is recommended for the scout to be between the ages of 16 and 20. The Scoutmaster will have final discretion based on individual. Financial A. The Troop will maintain a checking account with a local bank and will only apply to troop expenses and earnings. The individual scout account will be set up in a separate savings or checking account. The following requirements will apply: 1. Three signatures will be on file with the bank with signing authorization: a. Treasurer b. Scoutmaster c. Committee Chairman 2. Proper validation of each check written will require two of the above signatures. B. A cash advancement not to exceed $100.00 for unexpected expenses on the troop activities may be requested by the Scoutmaster. All remaining cash and/or receipts are to be turned in to the Treasurer for accounting at the first troop meeting following the activity. C. Under no circumstances will the Troop or anyone in the Troop be allowed to submit application for credit or debit cards. Also, the Troop s will not issue application for any type of loans on the Troops behalf. D. The Troop will provide these items to Cub Scouts crossing over to Troop 293 (Registered Scouts): Based on the register fee and sign up. Transferring scouts only. 1. A Scout Handbook 2. Troop 293 Numbers and Boy Scout Lapels. E. Troop Account: The troop will maintain a $500.00 balance in the troop account as a cushion for emergencies or unexpected expenses. Money used below the $500.00 amount should be made up before further expenses are used. To continue using funds below the $500.00 cushion, approval from the Treasurer and Chairperson must be acquired. Amended 9/18/06 1. Special considerations may be applied in the event funds are needed for an Eagle ceremony or Chaplin expenses. This may be approved by the Scoutmaster and one member of committee (preferably the Treasurer or Chairperson). F. Scholarship: Troop 293 will offer one full scholarship for National Youth Leadership Training per calendar year. If, in the Scoutmaster s opinion, a second Scout is qualified and desires to attend, the scholarship may be split between no more than two Scouts (this is at the scoutmasters discretion). In the event no Scouts desire to attend in a particular year, the money reserved for tuition shall revert to the Troop funds. Eligibility requirements are: Age 13 or older AND 1 st Class Scout. Attendance level with the Troop. Maturity. Leadership Position, preferably senior positions: SPL, ASPL, PL, TG, Instr., Jr.SA. Scout desire to attend National Youth Leadership Training. Future leadership position desired by Scout. The Scoutmaster will make the final decision after reviewing applicants requests. 7
XIII. XIV. Troop Insurance & Liability: BSA provides insurance to cover any registered scout or leader that is injured during a troop activity or meeting. Any activity that requires a local or national tour permit, a permit must be filed at the Scout Office at least 14 days in advance of the activity for the activity to be covered under BSA Insurance Plan. Troop Tent Policy: Tents will be provided by the Troop. All Scouts will be expected to share a tent up to starting First Class Rank. After a Scout has started First Class Rank he will be able to have his own tent while on campouts with the troop. (This will be at the Scoutmasters discretion). X. Equipment Use: Loaning out equipment will be done on a case by case basis with prior approval by the committee equipment chairperson and/or Scoutmaster. If approval is granted, a responsible registered leader from Troop 293 must be available to assure it s safety and proper use and prevention of damage. Equipment will not be used in conjunction with any political activity or event. Scouts are responsible for damage to tent while in their possession due to neglect. The Scoutmaster, Equipment Chair, and/or Committee Chairman will determine if damage was caused from lack of proper care or misuse. If it is determined to be the fault of the scout, the scout will be responsible for restoring or replacing the item. Amended 12/13/04. Eagle Scout Projects: All Eagle Scout projects must be approved by the Scoutmaster or Assistant Scoutmaster (In the event the Scoutmaster is unavailable and has appointed an assistant to temporarily assume the Scoutmaster s duties). Eagle Projects must be signed by the District Representative, Troop Committee Chairman, Scoutmaster, and organization representative the project is benefiting before the project can be started. The Eagle Project has a minimum of 50 for the scout and a minimum of 50 hours for others. It is recommended that the project be completed within six months of the start date. It is the responsibility of the scout to management and carry out the project. Troop Policy and Rules may be amended or new policies and rules added annually upon the final approval the committee s review. Leaders Listed Below Last Amended on September 2006: Johnny Markham 3/1/10 Chartering Organization Representative Date Bruce Pruitte 3/1/10 Committee Chairperson Date Phillip Price 3/1/10 Scoutmaster Date Pages 1-8. 8