Troop Operating Procedures

Troop Operating Procedures Table of Contents TOP 1... Activity Account... 2 TOP 2... Troop Advancement Policy... 3 TOP 3... Court of Honor (COH)... 5 Troop COH... 5 Eagle Court of Honor (ECOH)... 5 TOP 4... Badge Presentations... 6 TOP 5... Scout Spirit... 7 TOP 6... Scout Performance Expectations... 9 TOP 7... Financial Obligations... 10 TOP 8... Troop Adult Volunteer Positions... 11 TOP 9... Campouts... 12 Troop Campout Planner... 12 Patrol Menu Planner... 13 Troop Campout Personal Packing List... 14 TOP 10... Patrol Leader Council Meeting... 16 PLC Training Conference... 16 Monthly PLC Meeting... 18 Troop Meeting Planner Weekly meeting... 20 TOP 11... Troop Committee Meeting... 21 TOP 12... Troop Committee Duties and Responsibilities... 22 Troop Adult Positions Descriptions... 23 TOP 13... Patrol Leaders Council Duties and Responsibilities... 52 Troop Positions Descriptions... 53 1

TOP 1... Activity Account The troop has established a saving account for the purpose of the scouts to save money earned at various fundraisers. TOP 1 is to set in writing how these funds are to be used. The troop committee proposes that any funds earned are specifically for summer camp; home camp or out of state camp. The funds may also be used for Troop dues or activities and equipment if the Scoutmaster approves it. These transactions will also need parental approval. Our annual fundraisers are Christmas Tree Lot, Pancake Breakfast ticket sales, Spaghetti Supper ticket sales, Holiday Wreaths, and Popcorn sales (Council event). The scout s account will be kept by the treasurer. A pre-approval is required for any equipment purchased by the Scout using his troop account. A completed and approved reimbursement form must be completed to request reimbursements from this account. See the financial policy for more details. 2

TOP 2... Troop Advancement Policy This policy is in compliance with the BSA National Standard for Advancement. The policy states that there is no time requirement for the ranks of Scouts through First Class. A scout could advance through four ranks in a few months. The troop policy is to limit the advancement to no more than one rank per month. This will allow the adult leader the opportunity to observe the scout in his new rank before the next advancement. When the scout has completed all the requirements for that rank, a leader will give him a Scoutmaster s Conference. The conference is scheduled so the scout will have the opportunity to demonstrate, show, or discuss the requirements he has earned. The conference helps to highlight any areas that the scout may be weak in. When the leader feels that the scout has successfully completed the skills for that rank, a board of review will be scheduled. The board will consist of three adults from the troop committee to review with the scout his thoughts and desires for the future. Policy does not authorize the SM or ASM to sit on the BOR (Board of Review). Questions ask from the BORC (Board of Review Committee) should require more than a yes or no response. If the BORC is satisfied, then the scout is advanced to the next rank. However, if the BORC is troubled about the scout, a conference with the SM is in order, and then the BORC will make a final decision. Remember the SMC does the testing and the BOR reviews his plans, desires and concerns. A clip board will be out at every troop meeting so that the ASM can sign a scout up for his BOR. This board will be given to the advancement chair. Merit badges (MB) are not required for the advancement in the ranks of Scout through First Class. Troop policy does not allow scouts to work on MB until the rank of First Class. There are two exceptions: 1. When attending summer camp; all scouts work on MB. 2. When a MB is offered to the entire troop because of its uniqueness or because it requires a professional. Merit badge cards, Blue Cards, are required for all MB sessions. The blue cards will be the scout s records as well as the advancement chair. The main reason for this policy is to allow the younger scouts the opportunity to learn the basic skills needed to be able to do the required badges. The scout needs to concentrate on learning the skills without worrying about merit badges. When scouts are working on MB at the local level, a minimum of two scouts must take the badge. This is a BSA National Policy (Youth Protection Program). For the rank of Star and Life, a six-hour service project is required for advancement. The project must benefit a school, church, or a community, not scouts. Before the project is begun, the scout must have permission from the SM. If the SM says the project is not extensive enough for six hours, then the scout may do another project to complete the time. If the project goes more than six hours, then the extra hours cannot be carried over to the next rank. The scout can only work on a project for his current advancement. If a scout is preparing to conduct an eagle project, any scout involved in the troop that helps throughout the eagle project, whatever total hours, may count that project for his next rank. 3

In order to advance, a scout must attend a minimum of 67% of the Monday night meetings and 50% of the Troop outings. Staff members and PLC positions have higher requirements which are listed at the end of this document in the Troop position descriptions section. Position Troop Meetings Troop Outings and Events SPL and ASPL 85% 85% * Other Rank Advancement Positions 75% 75% * Non-Rank Advancement Positions 67% 50% * Must be to the satisfaction of the Scoutmaster and Committee Chair. As an example, the SPL and ASPL are allowed to miss only one of each type of outing and event. Troop scout records will be kept by the Advancement Chair. 4

TOP 3... Court of Honor (COH) Troop Court of Honor (COH) is held quarterly, November, February, May, and August. It is a time to honor those scouts, with their family, who have advanced in rank and/or have completed a MB. Troop COH The Patrol Leader Council (PLC), which consists of the Senior Patrol Leader (SPL), the Assistant Senior Patrol Leader (ASPL), and other Patrol Leaders (PL), will be responsible for the content of all the ceremonies and entertainment. The PLC along with the SM will assign presenters for all awards. The SPL will provide the program to the SM for approval. Any patrol doing a song or skit will need to get it approved by the SM or his advisor (ASM) before the program is written. The SM or the ASM will open and close the COH. The Master of Ceremonies will be either the SPL or a scout working on his Communication MB. The Troop Committee (TC), led by the Committee Chair (CC), should secure a location for the COH, provide for the arrangements of the refreshments, paper products, decorations, and awards. The SM and the TC should be on the same page. February s COH is the Annual Family Enrollment. May and November s COH are determined by the troop. August s COH will be more casual (such as a picnic). Eagle Court of Honor (ECOH) The candidate must meet with the Eagle Advisor for guidance on the proper procedures for an ECOH. He must decide on the type of ceremony, who will participate in the ceremony, and ensure that participants have the script needed for the ceremony. He must also make decisions with his family on the typed of food or refreshments he would like to serve, and the location of the ceremony. The parents should buy the cake and all food if that is part of the refreshment. He, along with his advisor, should present these things to the TC. The TC will provide drinks, paper products, utensils, and flowers (corsage and boutonniere). After the scout has had his Eagle Rank presented to him, the TC will register him into the National Eagle Association (NEA). Parents of the Eagle Scout and the TC should keep in touch with each other. This celebration is for the parents as well as the scout. Their input is essential, but they should enjoy this day and not be responsible for the set up. All scouts are expected to attend the ECOH and be in a complete field uniform. An ECOH is only for the Eagle Candidate and NO other ceremony should be held unless circumstances dictate otherwise. 5

TOP 4... Badge Presentations Instant recognition will be given to any scout after completion of any requirements for advancement or MB. As stated in TOP 2, a scout will receive immediately rank recognition after a successful BOR, before the closing of that troop meeting. The troop should keep a supply of rank advancement badges on hand. MB will be purchased when needed. MB is given out at the next COH, following the turn in of an advancement report at the Scout Office. As a reminder to parents, the rank badge is worn on the LEFT pocket of the scouts shirt. The MB is only worn on a BSA MB sash after 6 MBs have been earned. 6

TOP 5... Scout Spirit The requirement for Second Class through Eagle Palm says to demonstrate scout spirit. This means living by the Scout Oath and Law in your everyday life. What does this mean and how does this relate to me? When a scout tells his advisor he is ready for a SM conference, the advisor must determine if the scout has acted with the Scout Law and Scout Oath in mind. The Scout Law says: A Scout Is... Trustworthy: Are you honest with yourself and your fellow scouts? Are you honest with the adult leaders or did you lie to get out of trouble? Loyal: Are you true to the other scouts, scout leaders, family, and friends. Helpful: Do you help other scouts without being asked? Do you help at home and in school or are you working harder to avoid helping? Friendly: Do you treat other scout the way you want to be treated? Are you friendly or do you talk about people behind their back? Being friendly does not include name-calling. Courteous: Respect other people. Being polite is not a sign of weakness. It is a sign of a boy growing into a man. Respect other nationalities, customs and races. It shows that you have learned the art of tolerance and understanding. Kind: Treat others as you would want them to treat you. Obedient: Rules are established for the orderly conduct of civility. Rules are made so that everyone knows what is expected of them. This includes being in school, church, family, and scouts. Cheerful: Life is too short to be grumpy. Enjoy yourself and enjoy helping others to learn. Thrifty: Learn to save money and how to spend wisely. Don t depend on mom and dad to pay your dues and other small expenses. Brave: Stand up to wrong doings and don t be afraid to inform leaders when something was done or said that you know is wrong. You re not a tattletale when you report something wrong. Be careful that you don t run away from wrong, but stand up to what s right. Clean: Clean your mind and your mouth. Talking trash will get you nowhere but trouble. Take showers and keep your body clean. Reverent: Respect other beliefs and have reverence toward your god 7

As you can see, the Scout Law applies to everything you do in the troop. The Scout Oath: On my honor I will do my best to God and my country and obey the Scout Law; to help other people at all times; to keep myself physically strong, mentally awake, and morally straight. In this troop you are expected to do your best in applying the Scout Oath and Scout Law at every troop meeting, camp outs, and activities. We understand you may be involved in other activities which may be different from the troop calendar. Within a one year period, prior to your SMC, you must attend 67% of all meetings, and 50% of all camp outs, and activities unless your absence is approved in advance with your advisor (ASM). Some examples are school activities, church programs, sport activities, and family matters. This 50% requirement is especially important when you are an Eagle Candidate. This is your responsibility and could affect the outcome of your SMC. Don t be misled into thinking you only need to put on a good show at your SMC? Your actions, attitude, and attendance will and are being noted at all times. If your Scout Spirit needs improving, then you need to start becoming a stronger member of the troop. To improve your Scout Spirit, start doing what is expected of you and you ll be surprised how easy life will become. Be more helpful, courteous, and thrifty and the other nine Scout Laws will fall in place. When the time comes for your SMC you won t have anything to worry about. 8

TOP 6... Scout Performance Expectations Troop 197 is organized in such a manner that the youth scouts are in charge of the program. The adult scouts are responsible for giving advice. If a safety or health issue arises, then the adult takes the role as leader to ensure no one becomes injured or sick. All youth scouts of Troop 197 have the right to vote for their leader. The SPL must hold the rank of First Class to be a candidate. Any number of candidates may run for this office. They must submit a letter of intentions, on what they hope to accomplish if elected, one week prior to the election date. He may run for reelection if he has NOT completed a full term. This office is for six months. Assistant Patrol Leaders are elected by scouts in their respective patrols. He must hold the rank of Tenderfoot (Exceptions will be approved by the SPL & reviewed by the SM). Patrol Leaders are promoted from the APL position. Both offices are for six months. During the second and fourth month of office, the SPL will be evaluated on his job and his ability to keep the troop active and involved. His review will also include his attendance record at all troop activities and functions. The job of an SPL is the most difficult one in a troop, but it is also the most important. If the SPL fails then the adults may have to run things and that is not how this program works. Regardless of the reasons why the job is not getting done, an election will be conducted as needed and the SPL must step down. If he steps down for poor performance or poor attendance, he will not be eligible for any appointed positions when the new term begins. He may run for PL, after sitting out one term. He may run for SPL again after stepping down for six months. The PL, during the second and fourth months, they will be evaluated on their performance with the patrol. PL s evaluations will include their attendance at troop activities and functions. If the evaluation finds the PL is not leading his patrol in an effective manner in spirit, teamwork, and attendance, then he will be asked to step down, the APL will become the PL and an early election for the new APL will be conducted. The APL may run again for office after sitting out a full term of office. All staff leadership positions are appointed by the SPL, except for the APL, PQM, and PL, for six months and are subject to this TOP. The appointments are subject to the advice and approval by the Scoutmaster, Committee Chair and former SPL. If an appointed staff member is not performing satisfactorily then the youth leader that appointed him must inform the SM so an evaluation may be done. All youth leaders have at their disposal resources to get the job done and advisors to ask for help. The scouts are given general guidelines on how to do their job and training is available through the troop. The boys must understand that if they are running for office, then they must be ready to assume all the responsibility that goes with the job. Leadership positions are required for advancement, but if they don t complete their term, whether elected or appointed, then that advancement requirement is not signed off. As with any type of leadership role the scout must lead by example, which includes wearing proper uniform, attendance at all troop activities and functions, and doing the job as best as he can. All that is asked of all the scouts is Do Your Best. 9

TOP 7... Financial Obligations Annual Re-charter: Each scout and leader is required to reregister (or re-charter) annually with the National BSA. These fees are set by National and are due each year in April. Additionally, each scout is also encouraged to subscribe to the BSA publication called Boy s Life Magazine. It contains stories, comics, jokes, and much more all related to scouting. This magazine is available, for an additional fee, at re-charter time. Monthly Dues: Each scout is obligated to pay monthly dues of $6.00. Dues paid for the year in one lump sum are only $60.00, which is a $12.00 discount. However, if you choose to make this $60.00 lump sum payment it is due by the end of August. Summer Camp: Each year Troop 197 goes to summer camp. No matter where we go, Boxwell or an out of state, a non-refundable summer camp deposit fee of 25% of the cost of camp will be due no later than March 1. On or before May 1, an additional non-refundable deposit of 50% of the cost of summer camp will be due. Camp Activity fee: Each scout attending a campout will be charged $5 per family as a Campout Activity fee. This fee will be used to offset the cost of supplies for the campout. These supplies include expendable items such as propane, water, ice, etc. as well as to help repair or replace equipment due to wear and tear. Fundraising events: Each scout is expected to actively participate in the different fundraising events throughout the year. These include, but are not limited to, the annual popcorn sales, Spaghetti Dinner and Pancake breakfast ticket sales, Christmas tree sales, etc. Scouts that participate in these programs will have a portion of the proceeds added to their troop accounts dependant on current Troop financial needs. These funds may be used to offset the cost of major camping events or registration fees throughout the year. 10

TOP 8... Troop Adult Volunteer Positions Troop Leaders Scoutmaster (SM): Mr. Charles H Assistant Scoutmaster (ASM): Mr. John D, Mr. Gery D, Mr. Wayne. M, Mr. Mike G, Mr. Derrick B, Ms. Karen P, Mr. Tim J., Mr. Alex W., Mr. Jesse B., Mr. Chris F., Mr. Chris W., We will have an ASM for each Patrol as an advisor. Troop Committee (TC) ASMs, Mrs. Renee N, Mrs. Missy L, Mrs. Jossie T, Mrs. Amy B, Charter Representative: Mr. Jesse B Committee Chair: Mr. Wayne M Secretary: Mrs. R LeFever Treasurer: Mrs. Missy L Advancement Chair: Mrs. Renee N. Chaplain: Mr. Jason C Training Chair: Mr. Mark J Quartermaster: Mr. Tommie N. 11

TOP 9... Campouts Troop Campout Planner CampoutPlanner. pdf Below is a sample of the form. Please use the PDF located in the Troop Library of the website for printing copies of the form. 12

Patrol Menu Planner Patrol Menu Planner.pdf Below is a sample of the form. Please use the PDF located in the Troop Library of the website for printing copies of the form. 13

Troop Campout Personal Packing List What you should pack, and how you pack it, will vary widely depending upon the type of camping we are doing and the time of the year that we camp. Your needs for a January campout will be far different from a week at summer camp. So these are simply guidelines and should be modified based on the specific campout. Use these notes as a starting point, print them out or save them to your computer, then add to the list after each campout to develop your own personalized packing check list. Some Helpful Lists The following lists can be found in your Scout Handbook and are excellent resources: Warm Weather Clothing - page 203 Cold Weather Clothing - page 204 Outdoor Essentials - page 207 Overnight Camping - page 224 Personal First Aid Kit - page 289 What to Bring Generally, the following items should be brought to every campout (all items should be marked with the Scout's name)... Boy Scout handbook Rain gear Water bottle or canteen Mess kit - including: Plate and/or bowl Cup Knife/fork/spoon Flashlight with fresh batteries and/or spares Seasonal clothing Full Class-A uniform (shirt, belt, pants, socks) Sleeping bag Personal first-aid kit 14

Pocketknife (must have Totin' Chip) Knapsack Pen/pencil/notebook Toothbrush & toothpaste Other personal care items (deodorant, comb, washcloth, soap, towel etc.) Sunscreen, mosquito repellent Necessary medications (should advise health officer before campout of any medical needs) The following items are optional. They're usually nice to have, sometimes are more necessary than other times, but not necessary for everyone: Sleeping mat/pad Pillow Hat (sun protection in summer, warmth in winter) Camera Camp chair Gloves (a necessity in cold weather) Compass What NOT To Bring Remember, the following items are prohibited or restricted on Troop 197 campouts... Cellular phones, Electronic games, toys, radios (except as required by the Emergency Preparedness Pack), TVs - these may be used only while traveling and only with driver's permission. We encourage conversations rather than game-playing when possible. Soft drinks - the high sugar-content is unhealthy, especially in hot weather. Snacks and home-baked goods - these attract ants and other critters into tents at night and are to be brought only to eat on-the-road and with the driver's permission. The Troop will generally provide snacks for all. Digital Cameras the only exception is if the camera is required for a Merit Badge such as Photography. Picture taking inside of tents or shower/restroom areas is strictly prohibited and will result in the camera being confiscated for the remainder of the outing. This rule applies to camera-based phones as well. 15

TOP 10... Patrol Leader Council Meeting PLC Training Conference There are many approaches to preparing an annual program plan for a troop. It will follow the National BSA guidelines and run our planning meeting in the fall. 8:00-11:00 Patrol Leader Council Meeting 11:00-1:00 Scoutmaster Lunch 1:00-3:00 Troop Committee Meeting Review Goals What activities went very well? What Scouting Skills does the troop excel at? Which activities had shortcomings? What improvements are needed? Do any Scouting Skills need special attention in the coming year? How well are the meetings run? Is it a "Scout led" troop? What improvements are needed? Are any training needs identified? Report from the Advancement Chairman: Is the troop lacking certain rank related activities? Are there any specific Eagle required merit badges that a number of Scouts lack? From a list of activities done over the last three years, which should be repeated? Any new ideas? What specific goals does the troop want to accomplish in the following year? For example: improve open fire cooking skills. Or travel lighter with less use of bulky troop equipment. Does the PLC want to name a theme for the program year? Such as: backpacking, cycling, or canoeing. Such themes are used to prepare for the troop high adventure trip the following year. Troop Calendar - events with known dates Summer camp (June/July) Winter camp (December, between Christmas and New Year's) District Merit Badge University (February) Council or District Camporee 16

Fall Festival of Scouting Scout Sunday Council Junior Leader Training Destination Unknown - planned by an ASM with other troops Order of the Arrow annual calendar Christmas parade (or Home Tour service project) Troop Calendar - new activities for this year Outdoor program for the months without an activity already planned Other Troop Service Projects Court of Honors (after summer camp; after winter/merit badge camps; third in the fall) Troop elections (every five to six months) What merit badges do the PLC want to focus on at the meetings this year? (older Scout program) Troop Calendar - future years High Adventure activity for next year - what preparation must be done now? High Adventure activity for the year after next - what are the possibilities? Scoutmaster Lunch Lunch for Scoutmaster and Assistant Scoutmasters Any problem areas that need to be discussed among the uniformed adult leaders? What are the troop's equipment needs? Review of proposed outdoor program and acceptance of responsibility as Tour Leader for all events. (Reduces the work that the Scoutmaster has to do later in carrying out the troop program.) 17

Monthly PLC Meeting The purpose of the monthly PLC Meeting is to share information between the Patrols and the PLC and to review and plan the Troop s Program. WHO IS IN CHARGE: The SPL runs the meeting. WHO ATTENDS: The SPL, ASPL, Patrol Leaders, and Troop Guides attend the PLC Meeting and have a vote. The Troop Scribe attends and takes the minutes of the meeting. The Troop Scribe types up the minutes of the PLC Meeting and distributes them to members of the PLC. The Scoutmaster also attends the PLC Meeting as an Advisor. Troop Staff, Troop Committee Chair, and ASMs may attend at the request of the SPL. Assistant Patrol Leaders may attend if they want, but may not vote unless their Patrol Leader is not attending the meeting. If a Patrol s Patrol Leader and Assistant cannot attend the PLC Meeting, then the Patrol Leader is responsible to find another Patrol member to attend the PLC Meeting to represent the Patrol as a voting member. The SPL and Scoutmaster have the right to remove any Scout that is a disruption to the meeting. Before the PLC Meeting: The following steps should be done prior to holding the monthly PLC Meeting: Verify the date, time, and location for the PLC meeting with the Scoutmaster. The recommended regular time will be the Monday after the monthly Campout. The SPL should check with the Scoutmaster and Committee Chair to find out about any calendar changes or announcements. Patrol Leaders should solicit feedback on the Troop s Program from their Patrol members and prepare a Patrol Report to be presented at the PLC Meeting. The Troop Scribe distributes the minutes of the previous PLC Meeting for review. Running the PLC Meeting: The following steps should be followed during the PLC Meeting: The SPL calls the meeting to order. The SPL asks for any changes to the previous meeting s minutes and a vote is made to approve the minutes. The PLC will follow up on any unresolved Old Business. Each Patrol will give a Patrol Report. Feedback from the previous meetings and campout will be given. The SPL and ASPL will present the plan for the next campout. The SPL and Troop Guides will present the plans for the next month s Troop Meetings. Use the meeting planner below. The ASPL and PLs will discuss the current standings of all of the Patrols in the Patrol Competition and how the competition will be integrated into the upcoming Troop Meetings and campout. 18

The SPL will open the meeting for any additional concerns or business. The Scoutmaster may make a few comments or conduct a short training. The SPL will adjourn the meeting. After the meeting: The following steps will be taken after the PLC meeting: The Troop Scribe will type the minutes of the PLC Meeting and distribute them to the PLC, Troop Committee, and ASMs. The SPL will notify the Committee Chair of any changes to the calendar. 19

Troop Meeting Planner Weekly meeting MeetingPlanner.p df Below is a sample of the form. Please use the PDF located in the Troop Library of the website for printing copies of the form. 20

TOP 11... Troop Committee Meeting Review and approve the proposed Troop Calendar Annual District meeting and dinner Review the funds needed for the proposed equipment needs Annual troop fund-raisers (garage sale, popcorn, wreaths, other?) Tour de Claremore service project? Troop dinners in conjunction with the Court of Honors. Adult leader training, including Roundtable and University of Scouting 21

TOP 12... Troop Committee Duties and Responsibilities General responsibilities for all committee members Ensures that quality 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. Provides adequate meeting facilities. Advises the Scoutmaster on policies relating to Boy Scouting and the chartered organization. Supports leaders in carrying out the program. Is responsible for finances, adequate funds, and disbursements in line with the approved budget. Obtains, maintains, and properly cares for troop property. Ensures the troop has an outdoor program (minimum 10 days and nights per year). Serves on boards of review and supports courts of honor. Supports the Scoutmaster in working with individual boys and problems that may affect the overall troop program. Provides for the special needs and assistance some boys may require. Helps with the Friends of Scouting campaign. Assists the Scoutmaster with handling boy behavior problems. Specific duties and responsibilities by position Scoutmaster Assistant Scoutmaster - Quartermaster Assistant Scoutmaster-High Adventure Assistant Scoutmaster-Outdoor Program Assistant Scoutmaster-Program Assistant Scoutmaster- New Scout Assistant Scoutmaster - Patrol Support Troop Committee Chair Troop Committee Secretary Troop Treasurer Advancement Chair Merit Badge Coordinator Life-to-Eagle Scout Coordinator Awards Chair Troop Dinner Coordinator Publicity/Communications Coordinator Fund Raiser Coordinator Friends of Scouting Coordinator Membership Chair Summer Camp Coordinator Chaplain Adult Award and Training Coordinator Chartered Organization Representative Transportation Coordinator Webelos Scout Coordinator First Aid/Medical Coordinator Troop Webmaster New Scout/Parent Committee Person 22

Troop Adult Positions Descriptions Scoutmaster Train and guide boy leaders to run THEIR troop. Participate in all available training available. Work with and through the Assistant Scoutmasters and the troop committee to give the best Scouting program to the boys. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Meet regularly with the patrol leaders' council for training and coordination in planning troop activities. In the absence of attending the patrol leaders council, arrange for a qualified adult substitute. Attend all troop meetings or, when necessary, arrange for a qualified adult substitute. Attend troop committee meetings. Attend roundtables and training sessions. Take part in annual roll call and uniform inspection, charter review, and charter presentation. Conduct Scoutmaster Conferences for advancement and as needed. Participate in council and district activities. Make it possible for all Scouts to experience at least 10 days and nights of camping each year. Build a strong program by using proven methods presented in Scouting literature and training. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. Supervise troop leadership and Order of the Arrow elections. Provide a systematic recruiting plan for new members and see that they are promptly registered. Delegate responsibility to other adults and groups so they have a real part in the troop operation. 23

Assistant Scoutmaster - Quartermaster Participate in all available training available. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Attend troop meetings. Attend troop committee meetings. Build a strong program by using proven methods presented in Scouting literature and training. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. Work with the troop quartermaster and the patrol quartermasters to maintain the troop's equipment. Work with the troop quartermaster to maintain records of troop equipment. Make recommendations to the troop committee on equipment replacement needs. Train and develop the Instructors' Corp for the troop. 24

Assistant Scoutmaster - High Adventure Participate in all available training available. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Meet regularly with the patrol leaders' council for training and coordination in planning troop high adventure activities. Attend troop meetings. Attend troop committee meetings. Participate in council and district activities. Research and present high adventure program ideas and present them to the patrol leaders' council and senior Scouts. Build a strong program by using proven methods presented in Scouting literature and training. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. 25

Assistant Scoutmaster Camping and Outdoor Program Participate in all available training available. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Meet regularly with the patrol leaders' council for training and coordination in planning troop activities. Attend troop meetings. Attend troop committee meetings. Participate in council and district activities. Make it possible for all Scouts to experience at least 10 days and nights of camping each year. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. Coordinate the planning and organizing of troop outings with Scoutmaster, Assistant Scoutmasters, patrol leaders' council. Maintain Camping Log and apply for National Camping Award in coordination with advancement chair. 26

Assistant Scoutmaster - Program Participate in all available training available. Work with and through the Assistant Scoutmasters and the troop committee to give the best Scouting program to the boys. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Meet regularly with the patrol leaders' council for training and coordination in planning troop meetings and activities. Coach patrol leaders' council into a balance program filled with fun, activities, leadership development, and advancement. Attend troop meetings. Attend troop committee meetings. Attend roundtables and training sessions. Participate in council and district activities. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. 27

Assistant Scoutmaster - New Scout (SMART Team) Participate in all available training available. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Meet weekly with new Scout patrols to help them transition from Webelos or no Scouting experience to the troop operation. Attend troop meetings. Attend troop committee meetings. Participate in council and district activities. Make it possible for all Scouts to experience at least 10 days and nights of camping each year. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. Support the recruitment of new Scouts to be members of the patrol. Communicate regularly with parents of new Scouts to keep them aware of the transition their son is going through in becoming a Scout. Assist the new scout with their Scout and Tenderfoot ranks so that they understand the rank advancement process and terms such as SC, BOR, COH, etc. 28

Assistant Scoutmaster - Patrol Support Train and guide boy leaders to run THEIR patrol/troop. Participate in all available training available. Help boys to grow and mature by encouraging them to learn for themselves, through the methods of Scouting to achieve the aims of Scouting. Meet regularly with the patrol leader for training and coordination in planning the patrol's activities and meetings. Attend troop meetings. Attend troop committee meetings. Encourage all Scouts to experience at least 10 days and nights of camping each year. Build a strong program by using proven methods presented in Scouting literature and training. Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boys Scouts of America. Coach and counsel Scouts to work on their own advancement and growth. Encourage patrol members to recruit new members and see that they are registered. 29

Troop Committee Chair Organize the committee to see that all functions are delegated, coordinated, and completed. Maintain a close relationship with the chartered organization representative and the Scoutmaster. Interpret national and local policies to the troop. Prepare troop committee meeting agendas. Call, preside over, and promote attendance at the monthly troop committee meetings and any special meetings that may be called. Ensure troop representation at monthly roundtables. Secure top-notched, trained leadership for camp leadership. Arrange for charter review and recharter annually including Quality Unit application. Plan the charter presentation with the unit commissioner and charter organization representative. 30

Troop Committee Secretary Keep minutes of meetings and publish committee meeting notices. Prepare parent/leader information and make available to support the program. At each committee meeting, report he minutes of the previous meetings. Help maintain the troop website, specifically with adult/leader information. Report to the troop committee at each meeting. 31

Troop Treasurer Handle all troop funds. Pay bills on recommendation of the Scoutmaster and the authorization of the troop committee. Maintain checking and savings accounts. Supervise money-earning projects in coordination with fund raising coordinator. Insure proper authorization is secured prior to the onset of money-earning projects. Supervise the camp savings plan. Lead in the preparation of the annual troop budget. Lead the Friends of Scouting campaign. Ensure membership application for NESA is submitted to the National Boy Scout Office after verification of a Scout obtaining his Eagle Scout award. Prepare the final checks to support the annual rechartering process. Report to the troop committee at each meeting the status of the troop's finances. 32

Troop Advancement Chair Encourage Scouts to advance in rank. Work with the troop scribe to maintain all Scout advancement records. Arrange troop boards of review as needed to support the advancement of the Scouts. Arrange quarterly troop courts of honor. Coordinate the program, awards, and ceremonies with the Scoutmaster and troop committee. Coordinate with the troop merit badge coordinator the troop and district list of merit badge counselors. Submit reports promptly after boards of review to the council service center to insure timely maintenance of council records. Purchase and maintain stock of awards and recognitions needed to support the troop advancement program. Work with the Life-to-Eagle Coordinator to insure Life Scout records are in order to support their advancement to Eagle Scout. Report to the troop committee monthly. 33

Merit Badge Coordinator Develop and maintain a current list of qualified leaders to serve as merit badge counselors for the troop. Insure that proper registration paperwork is submitted to the district and council offices. Provide the advancement chair and the Scoutmaster a list of counselors to use when working with the Scouts. Work with the troop librarian to maintain an adequate supply of required and the most frequently used,merit badge books are available to the troop. Work with the Scoutmaster, patrol leaders council, and troop committee to coordinate at least one merit badge program to be offered monthly. Report to the troop committee monthly. Track and maintain a list of incomplete Merit Badges per scout. Encourage the scout to complete all incompletes with an emphasis on the Eagle Required MBs. Assist with the coordination of the annual Troop Merit Badge University. 34

Life-to-Eagle Scout Coordinator Meet on a-as-needed basis with Eagle Scout candidates prior to them initiating their Eagle Scout project. This meeting should serve as an idea gathering/planning session to start the Scout working on his project. Publicize and encourage attendance by all Life Scouts to the district Life-to-EagleConference. Review with Eagle Scout candidates their proposal for their project prior to them meeting with the troop committee and the district Eagle Scout board representative. Help Life Scouts plan their merit badge advancement to accomplish that portion of their advancement on time. Review the Eagle Scout candidate's final package including his application and project write-up prior to submission to the board of review. Prepare and request letters of recommendation for each Eagle Scout candidate. Work with Eagle Scout candidate, Scoutmaster and the Scout's family to plan and organize the Eagle Court of Honor. Work with the committee chair to ensure letters of recognition are requested and the treasurer to insure the application for NESA membership is made. Report to the troop committee at each meeting. 35

Scout Parent Coordinator A parent or adult mentor of a Scout who enthusiastically participates with their Scout and also helps other parents to provide the best quality program experience to all youth in the troop. Inquire and maintain a list of troop event needs from the Committee Chair and timing for each event. Assign parents to help with at least one specific task, assignment, or project annually Provide an orientation for all parents about how the unit works and the benefits to their family. Verify each parent volunteer is registered at http://www.scoutparents.org Attend the Troop Committee meeting and keep the committee chair up to date on new parent volunteers and needs in troop events. Send information relevant to all parents to the Troop webmaster and/or Troop mailing list. Keep parents updated on the unit s program and assist in parental inquiries surrounding their child s involvement Get all parents to complete the Volunteer Indicator or Questionnaire or Unit Talent Surveys to find the talents from their adult members. 36

Awards Chair Coordinate the purchase of all awards, certificates and recognitions with the advancement chair. Coordinate with the Scoutmaster and the troop committee chair the program for the quarterly troop court of honor. Prepare and duplicate program handout for courts of honor. Coordinate with Eagle Scout candidates the program for their ceremony. Report to the troop committee at each meeting. 37

Troop Dinner Coordinator Organize the annual troop dinner in March for Scouts, parents, families, and guests. Insure the menu, decorations and set-up is coordinated for the March dinner. Coordinate refreshments for courts of honor and other special functions. 38

Publicity Communications Coordinator Work with the troop scribe and the troop webmaster in maintaining the troop website. Report to the troop committee at each meeting. Work with the troop committee to publicize troop activities, including Courts of Honor, Open houses, Money earning projects, School Night for Scouting and all other activities the troop participates in that its members or the community should know about. 39

Fund Raiser Coordinator Identify appropriate fund raising activities with the support of the troop committee and the patrol leaders council that meet the needs of the troop. Secure the necessary approvals to proceed with the project. Develop and organize the various steps of the project and publish to those involved. Publicize to the troop and the community the specifics of the money-earning project. Report to the troop committee at each meeting. 40

Friends of Scouting Coordinator Attend district/council Friends of Scouting training. Develop a goal for the troop' Friends of Scouting campaign. Recruit and train additional adults to help in the campaign. Turn in monies collected according to the scheduled district collection schedule. Report to the committee and the troop the progress of the campaign. 41

Membership Chair Plan, organize and lead annual troop rechartering process. Insure the Quality Unit Award paperwork is completed and submitted in coordination with the recharter process. Coordinate membership committee attendance at all troop meetings to handle the application of new Scouts. Work with the new Scout facilitator and the Webelos Scout coordinator to insure all possible venues for building the troop's roles are properly managed. Report to the troop committee at each meeting. 42

Summer Camp Coordinator Research NCAC and other council camps in preparation for going to summer camp. Present information on camp(s) to be considered for selection in summer camp planning to the patrol leaders council and the troop committee. Once camp is selected, prepare publicity sheet for families containing: dates, name and address of camp, cost and payment schedule, date for camping meeting. Obtain and distribute medical and other camp forms. Work with the troop committee chair in recruiting and preparing adult leadership for camp. Organize transportation based on needs. Develop with treasurer a record keeping process for summer camp payments. Report to the troop committee at each meeting. 43

Chaplain Provide a spiritual tone for troop meetings and activities. Give guidance to the chaplain aide. Promote regular participation of each member in the activities of the religious organization of his choice. Visit homes of Scouts in time of sickness or need. Give spiritual counseling service when needed or requested. Encourage Boy Scouts to earn their appropriate religious emblems. Coordinate with local places of worship and Scouts training in their religious training program. Assist in the development of the annual Scout Sunday program. Complete the paperwork annually for the Bishop's Award if Merit. Report to the troop committee at each meeting. 44

Adult Award and Training Coordinator Ensure troop leaders and committee members have opportunities for training. Maintain an up-to-date inventory of the unit's training status and future needs Scouters may need. Maintain an up-to-date inventory of the unit's awards Scouters have earned, are working towards, and are eligible to receive. Work with the district training team to schedule Fats Start training for all new leaders. Be responsible for BSA Youth Protection training within the troop. Encourage semi-annual junior leader training within the troop and at the council and national levels. Report to the troop committee at each meeting. 45

Chartered Organization Representative Is a member of the chartered organization. Serves as head of "Scouting department" in the organization. Secures a troop committee chair and encourages training. Maintains a close liaison with the troop committee chair. Help recruits other adult members. Serves as liaison between the troop and the chartered organization. Assists with unit rechartering. Encourages service to the organization. Is an active and involved member of the district committee. Attends troop committee meetings at least quarterly. 46

Transportation Coordinator Organizes and the maintains the troop transportation roster containing a current list of qualified adult drivers, vehicle and insurance information, number of seats with seat belts, phone number. Organize transportation for troop equipment and personnel for all Scout functions. Coordinate the completion of the Local or National Tour Permit for all outings. 47

Webelos Scout Coordinator Work with area Webelos Dens and Cub Packs to keep them informed of the Troop's activities. Organize joint activities between the troop and Webelos dens. Coordinate recruiting activities of Webelos for the troop. Work with the Scoutmaster and Scouts to encourage Webelos to become Scouts with Troop 197. Recruit competent Scouts to serve at Den Chiefs for Webelos and Cub Scout dens. Organize troop representation at Webelos crossover ceremonies. Coordinate troop Back-to-School participation in the Fall. Coordinate Spring troop open house. 48

First Aid Medical Coordinator Collect and maintain medical forms for all Scouts and adult leaders that are active in Scouting activities. Provide outing leaders with medicals for those Scouts attending that activity. Insure troop first aid kit is stocked and organized. Maintain the troop medical log. 49

Troop Webmaster Solicit information from Scouts and leaders to maintain troop webpage. Coordinate flow of information and inquiries about the troop to support organization. 50

New Scout/Parent Committee person Serve as an envoy between the troop an new/visiting members. Alert Scoutmaster to visiting Scouts to ensure they are properly welcomed into the program. Prepare new members packages and provide them to new/visiting members Ensure adequate neckerchiefs are maintained for new members. Support the recruitment process for new members 51

TOP 13... Patrol Leaders Council Duties and Responsibilities Patrol Leaders' Council Excerpted from the BSA Junior Leader Handbook Copyright 1990, Boy Scouts of America, ISBN 0-8395-3500-7 Revised 2009 What Is the Patrol Leaders' Council? Junior leaders make up the patrol leaders council - the board of directors, so to speak. It's the decisionmaking team. The patrol leaders' council plans the annual program, then the weekly meetings leading up to the monthly outdoor adventure. In addition to the material found in this chapter, there is a lot of useful information on the importance of proper planning in Chapter 9, "Planning Is the Key". Together, members of the patrol leaders' council address the needs of each patrol and the general problems that involve the patrols and the troop. As a member of the patrol leaders' council, you represent the whole troop. When the patrol leaders' council meets, you get a chance to express your desires (and those of your patrol members). The Leader of the Patrol Leaders' Council The senior patrol leader is the top junior leader in the troop. With the advice of the Scoutmaster, he leads the patrol leaders' council and chairs its meetings, usually once each month. Who Are the Members of the Patrol Leaders' Council? Naturally, as the leader of the patrol leaders' council, the senior patrol leader is a member. It's easy to see, just by looking at the name of the group - patrol leaders' council - that the patrol leaders should be members. There are others too. The troop positions in the patrol leaders council are: the senior patrol leader (SPL), the assistant senior patrol leader (ASPL), the patrol leaders (PL), the assistant patrol leaders (APL), and the troop scribe. Other members of the Troop Staff can be invited by the SPL or ASPL as needed but are not required to attend. 52