TROOP 323 BOY SCOUTS OF AMERICA Policies

TROOP 323 BOY SCOUTS OF AMERICA Policies Troop 323 began in December 2013, chartered by Journey Church of Huntersville, NC. The troop seeks to be an active and exciting group of young men who love adventure, the outdoors, playing games, making friends and serving others! We camp monthly and believe God is the head of our lives and our highest aim is to know Him and make Him known. BSA Mission It is the mission of the Boy Scouts of America to serve others by helping to instill values in young people and in other ways, to prepare them to make ethical choices during their lifetime in achieving their full potential. In order to accomplish this, the BSA works towards three Aims: Growth in moral strength and character. Participation in citizenship. Development of physical, mental, and emotional fitness. To achieve these Aims, the BSA uses the following Methods: Teaching the ideals represented in the Scout Oath, Law, motto, and slogan. Employing the patrol method of leadership development Offering a program that takes place in the outdoors. Offering opportunities for enriching rank advancement. Association with adults of high character. Personal growth that results as boys plan activities and set goals. Common uniform to symbolize unity and brotherhood. Troop 323 Purpose Empowering boys to be leaders is the core of Scouting. Scouts learn by doing, and they lead the troop and their patrols. The boys themselves develop the troop program and take responsibility for figuring out how they will achieve their goals. The primary responsibility of the Scoutmaster and Assistant Scout Masters is to train boy leaders to run the troop by providing direction, coaching and support. The Troop Committee focuses on providing a safe and supportive context for this work by managing policy, organization and resources. It is our desire that each Scout advance to the best of his ability, interest and motivation. Each Scout will be given the guidance that is necessary for him to earn his Eagle rank, the highest award that can be earned through Scouting. Ultimately, each Scout must be willing to work, participate, make decisions, cooperate, obey instructions, and be patient. Youth Protection - All BSA Youth Protection policies will be enforced, these include: No adult may counsel one on one with a boy. If it is necessary to have a private conversation with a boy, it must be done in a manner that is out of the hearing but still in full view of others. Youth members may not sleep in the tent of an adult other than that of his parent or guardian. Adults should refrain from physical contact with Scouts, especially horseplay or contact sports. Annual Fees: The following fees will be charged. * All fees prorated if joining midyear. Troop Dues: $50 each scout. 1 st fee will be collected in Q1 14, then each Sept. thereafter BSA Dues: $25 or $37 every January each registered member (Registration Fee approx. $24, Boys Life Subscription $12, BSA Insurance $1) 1

Policy Requirements I. Age Limits: Boys who are 11 years old, or having completed the fifth grade, or earned the Arrow of Light Award and are at least 10 years old but is not yet 18 years old may join the Troop. II. Scout Membership: All applicants (Scout, along with the parents or guardian) must meet with the Scoutmaster, an Assistant Scoutmaster or the Committee Chairman for a personal interview before a boy will be registered with the Troop. Required paperwork includes: Scout application, permission slip, medical form, and submitting the appropriate fees. III. Scout Commitment. On an annual basis every family commits to the following: Each Scout will attend at least six monthly outings during the year. Each Scout will make every effort to attend Courts of Honor, Church Round-Up in September, Scout Sunday in February, and all Troop activities. Each Scout will participate to the best of his ability in Service Projects and Scouting for Food. Each scout and scout family will be required to participate in any troop fundraisers. IV. Adult Registration. Each adult need to do the following as a pre-requisite to participate: Complete a BSA adult application and submit the appropriate registration fee. Have the application approved by the Committee Chair and COR. Maintain a current medical form on file for all adult leaders that participate in outings, including summer program. Take the mandatory BSA Youth Protection Training. Complete training for their position within nine months of registering, and prior to attending overnight campouts. Exceptions can be made by the Scoutmaster. Follow all BSA policies outlined in the "Guide to Safe Scouting". V. Conduct: It is expected that all members of Troop 323, both boys and adults, will at all times, to the best of their ability, live by and exemplify the Scout Oath and the Scout Law. Scouts are expected to observe Troop rules, show respect to their Scout leaders, registered adults and parents, and be courteous to each other. Scouts, registered adult and parents will abide by rules of conduct and discipline outlined in the troop procedures. VI. Scout Advancement: Registered leaders, rather than a parent must sign off on a scouts rank requirements. We encourage the scout to learn their scouting skills from a variety of leaders in the Troop. The BSA guide to advancement outlines specifics for Scout Master Conference, Board of Review, earning Merit badges, etc. Eagle Boards of Review are held separately and in accordance with Mecklenburg County Council policy. SM or designee and ASM s can conduct Scout Master Conferences for First Class Rank and below SM or designee only can conduct Scout Master Conferences (SMC) for Star Rank and above Any adult who has signed off on 50% or more of the rank advancements for that rank cannot conduct the SMC or participate in the board of review for the same rank. All participants in a scout s board of review will be determined by the advancement chair only. VI. Outings: The following requirements will be observed for all Troop events. A minimum of two adults registered with the troop must be at each outing at all times, each 21 years of age or older. Scouts must have an annual permission slip and a medical form signed by the parent in the Trip Manual in order to attend any activity other than weekly Troop meetings. In order for boys to attend summer camp, or any outing extending more than three nights, the Scout's medical form must also be completed and signed by a physician. BSA Safe Swim Defense policies will be observed. Tour permits will be filed for all outings that take place away from Mecklenburg Council facilities and normal meeting places. When riding to and from an outing, each boy will wear a seat belt. 2

Carpools will be coordinated by the Adult-In-Charge of the Outing wherever possible; however the ultimate responsibility will lie with the parents. All carpool drivers must carry liability insurance of at least $50,000 (each person), $100,000 (each accident) and $50,000 (property damage). All drivers who take Scouts in their vehicle must be 21 years of age or older, on all Troop outings. VII. Annual Parent s Meeting: The Troop Committee Chairman will convene an annual Parents Meeting. The purpose of the meeting is to review plans for the next year, including the next year's Activity Calendar, proposed budget and associated fund-raising activities. Committee members and adult leaders will also be introduced at this time. Annual required Paperwork will be available for completion at this time. VIII. Finance & Asset Management: Troop 323 is self-funded from annual dues and fund raisers. The equipment and raised money are owned and managed by the troop committee. Any monies received from the charter organization are considered a gift and become the property of troop committee at time of receipt. The troop will operate its finances under the not for profit tax ID of Journey church. Monies raised and property acquired is to be used at the discretion of the troop committee. In the event the troop dissolves, the acquired assets and finances will be dispersed at the direction of the committee. Committee Order: The committee chair will determine the number of active committee roles and the number of committee member that constitute a meeting quorum. Committee roles can be made up of registered committee members and other registered leaders serving in committee positions. 50% of committee roles must be in attendance for a quorum to be established. All committee meetings, where voting occurs, require a quorum. Motions will pass with more than 50% yes vote, except in regard to the annual budget or dispensing assets. Changing policy/procedure, approving the annual budget and dispensing assets require more than two-thirds vote to approve. The committee chair does not cast a vote, unless the vote is at 50% or 67%. In those instances, the committee chair will cast a vote to break the tie or create more than two-thirds vote. All expenses require committee approval. All reimbursements require receipts, appropriate form and approval by appropriate committee position. Minimum Troop Budget Categories: a) Advancement b) Equipment & Maintenance c) Order of the Arrow d) Propane & Trailer fuel reimbursement e) Scout Master discretionary budget f) Service g) Scholarship h) Membership (adults) & Training (scouts & adults) i) Miscellaneous j) Scout Shop Account Major Expenses: a. Troop equipment b. Advancement pins, merit badges, rank patches, etc. c. Leadership Training Costs for selected Scouts from the Troop. e. Order of the Arrow Ordeal fees after completion and annual membership dues for all adult and Scout OA members in the Troop. f. Leadership Training Costs for selected Troop Adult Leaders. Routine Expenses: a. Bank charges and check printing b. Office Supplies c. Propane, and other immediate outing expenses, such as fuel reimbursement for pulling trailers. d. Court of Honor expenses e. Copying, postage and refreshment expenses associated with the annual parent s meeting. 3

Scout Accounts: a) Scouts will have the opportunity to earn money for use toward scout activities by participating in troop sponsored fund raising activities. b) Monies in scout accounts can be used for summer, high adventure and weekend campouts. c) Should a scout leave the troop, the unused funds return to the troop general operating account. Reporting a) Troop Financial Income Statement and Balance Sheet, each year b) Troop Financial Balance, debts and Remaining budget, each quarter c) Troop Budget each year d) Troop Activity calendar, 2x year e) Scout Advancement summary, 3x year f) Registered Adult Training, 3x year IX. Troop Structure: The troop is run using the Patrol method and the Scout developed plan. This is created by the Patrol Leaders Council. The Scoutmaster guides this process. The Scoutmaster and Assistant Scoutmasters guide the scout leaders in executing their plan. The Troop committee, which is the troops board of directors, exists to support the troop program and ensure the scouts and Scoutmasters receive the very best the program can offer. Parent concerns are to be directed to Committee Chairman. SENIOR PATROL LEADER Position description: The senior patrol leader is elected by the Scouts to represent them as the top youth leader in the troop. Reports to: The Scoutmaster. Responsibilities: Runs all troop meetings, events, activities, and the annual program planning conference. Runs the patrol leaders' council meeting. Assists the Scoutmaster with youth leadership training. Appoints other troop youth leaders with the advice and counsel of the Scoutmaster. Assigns duties and responsibilities to youth leaders. Sets a good example. Enthusiastically wears the Scout uniform correctly. Lives by the Scout Oath and Law. Shows Scout spirit. o *Being a good senior patrol leader will require a significant commitment of time. Consider all of your obligations to family, school, and religion and find an appropriate balance, even if that means temporarily putting aside some other extracurricular activities. PATROL LEADER Position description: The patrol leader is the elected leader of his patrol. He represents his patrol on the patrol leaders council. Reports to: The senior patrol leader. Responsibilities: Plans and steers patrol meetings, Appoints the assistant patrol leader. Represents the patrol on the patrol leaders council. Helps Scouts advance, Knows what his patrol members and other leaders can do. Acts as the chief recruiter of new Scouts, Keeps patrol members informed. Sets the example, Wears the uniform correctly, Lives the Scout Oath and Law, Shows Scout spirit. OTHER LEADERSHIP POSITIONS All other Leadership positions are appointed. See the Troop 323 Leadership position handbook for detail description of all roles. In essence, the SPL runs the Troop. The PL supports the SPL and runs their patrol. 4

SCOUTMASTER: The Scoutmaster is the adult responsible for the image/program of the troop. 1. Selected by the COR and Troop Committee Chairman. 2. Overall coordinator of the Troop activity program and operates under the supervision of the Troop Committee, which sets policy and deals with administrative matters. 3. The Scoutmaster and his assistant Scoutmasters work directly with the Scouts. 4. The importance of the Scoutmaster's job is reflected in the fact that the quality of his guidance will affect every youth and adult involved in the troop. 5. The Scoutmaster must be male, at least 25 years old. ASSISTANT SCOUTMASTERS: To fulfill his obligation to the troop, the Scoutmaster, with the help of the troop committee, recruits Assistant Scoutmasters to help operate the troop. 1. Each Assistant Scoutmaster is assigned specific program duties or patrol advisor position and reports to the Scoutmaster. 2. An assistant Scoutmaster may be 18 years old, but at least one in each troop should be 21 or older, so he or she can serve in the Scoutmaster's absence. 3. Assistant Scoutmaster assigned as Patrol Advisor a. Advisor to the Patrol Leader of one or more patrols. b. The Assistant Scoutmaster will not run the patrol but will counsel and advise the Patrol Leader. c. The Assistant Scoutmaster should meet with the patrol and provide guidance in planning activities for which the patrol is responsible d. Be familiar with the advancement status of each scout in the patrol in order to encourage the scout and report to the Scoutmaster on advancement and merit badge needs of the patrol CHARTER ORGANIZATION REPRESENTATIVE: 1. Appointed by the Charter Organization, Journey Church, for an indefinite term. 2. Liaison between the Charter Organization and the Troop Committee. 3. Approves, on behalf the Charter Organization, applications of all adult leaders, the selection of Scoutmaster and election of the Troop Committee Chairman. 4. Presides over bi-annual Executive Committee COR, Scoutmaster, Troop Committee Chairman TROOP COMMITTEE CHAIRMAN: Selected by the Charter Organization Representative (COR) from the registered adult leadership, age 25 minimum. 1. Presides over all Troop committee meetings and Troop Committee. 2. Publishes the Troop Committee agenda and minutes from each Troop Committee meeting. 3. Coordinates with the District Committee and Scout Executives regarding re-chartering, unit administration and district and national requirements, and attends district roundtable 2x/year. 4. Coordinates with other Scouters to make sure deadlines are met. 5. Assist in guiding Troop policy and procedures. TROOP COMMITTEE RESPONSIBILITIES (see committee order under finance & asset mgm): 1. Ensures that quality adult leadership is recruited and trained. 2. Advises the unit on policies relating to Boy Scouting and the chartered organization. 3. Is responsible for finances, adequate funds, and disbursements with the approved budget plan. 4. Obtains, maintains, and properly cares for troop property. 5. Ensures the troop has an outdoor program (min. of 10 overnight outings/year in the outdoors). 6. Supports the Scoutmaster in working with individual boys and problems that may affect the overall troop program Assists the Scoutmaster with handling boy behavioral problems. 7. Conduct at least eight Committee Meetings per year to discuss and approve Troop Business. 8. Approve the annual Troop budget. Finance chair will produce an annual accounting. 5

9. Expedited Approval. Should a need arise to obtain committee approval of an expenditure on an expedited basis, the Committee Chairman shall be authorized to contact the other key committee officers by telephone or electronic mail to discuss the matter and conduct a vote. In any such instance where an e-mail vote has been conducted, the results of that vote shall be ratified at the next regular Committee meeting. FAMILY RESPONSIBILITIES The Troop cannot function without the active involvement of every parent. Attend all Court of Honor s (whether or not your son will be recognized) by supporting your son and the other Scouts, you are telling your son how important you think their efforts are. Monitor your scout s participation and rank advancement, Visit troop meeting occasionally Complete resource sheet and consider becoming a Merit Badge Counselor. Parents must help in troop fundraisers. Parents and adult leaders must provide updated information about their vehicle(s) and associated insurance to the Troop annually. Parents are responsible for transporting their sons to campouts and other Troop activities. XI. Escalation the following is the order of escalation for every day concerns not relating to safety or youth protection. Safety and Youth Protection violations will not be tolerated, decisive action will be taken. Discipline will be handled by registered adults, not scout leaders. Scouts escalate issues/concerns to their Patrol Leader Patrol leaders discuss with the SPL items they cannot solve themselves SPL leaders discuss with Scoutmaster items they cannot solve themselves Patrol leaders discuss all escalated concerns at the monthly Patrol Leader Council. Names should not be discussed, as the purpose is to identify systemic themes occurring to address troop wide. Scoutmaster will share themes and in some cases specific incidents with Adult mentors and assistant scoutmasters to ensure we provide a safe environment where boys can grow and mature into responsible young men. Parents should feel empowered along with their sons to raise any concern at any time with the Committee Chair, Scoutmaster or any registered adult. XII. Questions relating to this policy or procedure should be directed to the Committee Chair or Committee Secretary. This policy and procedure will be reviewed at least annually and all changes will be approved by Committee. 6