Boy Scout Troop 667 Winthrop Harbor, IL Updated 7/28/07 SUPERSEDES DATE 2/20/2006 Winthrop Harbor, Illinois BSA Troop 667 Guideline TITLE REFERENCE DOCUMENTS: Troop Committee Guidebook BSA Troop 667 is located in Winthrop Harbor, Illinois. Sponsoring organizations include The Winthrop Harbor Lions, and The Winthrop Harbor VFW. The Committee Chair will hold monthly leaders meetings and will delegate responsibility if not in attendance. Overview Implementation This document is effective upon issuance. Purpose To provide a guideline for the Committee Chairman, Scout Master(s), and Committee Members to consistently address specific Troop 667 activities not formally covered within a BSA guideline/policy. Scope This Guideline applies to all active Scouts, Leaders, and Parents participating in Scouting events. Responsibility Refer to the Troop Committee Organization and Responsibility section of the Troop Committee Guidebook for detailed description of the Troop Committee responsibilities. Scoutmasters and assistant Scoutmasters are considered trained when they have completed Youth Protection, New Leader Essentials, Scoutmaster and Assistant Scoutmaster Leader Specific Training, and Introduction to Outdoor Leader Skills (from the Northeast Illinois BSA website). Troop committee members are considered trained when they have completed Youth Protection, New Leader Essentials and the Troop Committee Challenge as their Leader Specific training (from the Northeast Illinois BSA website). In this Document This table lists the topics found in this document. Topic Guideline Updates Fund Raising Disbursements Financial Disbursement Scout Transitioning Disciplinary Actions Eagle Scout Court of Honor Supplies Financial Accountability Introduction The Leaders of Winthrop Harbor Troop 667 are dedicated to the development of Scouting and each Boy Scout within Troop 667. The leadership will extend every opportunity to ensure each Scout has the opportunities required to succeed in his journey towards achieving the honor of Eagle Scout. Amendments to this Guideline will be submitted to the Committee Members in writing 7 days prior to a scheduled Committee meeting. Implementation will be based on a “majority rule” vote at the respective Committee meeting. Committee Chair, or acting Committee Chair is considered a non-voting member and will only vote as a requirement to break a tied vote. Absentee Committee members can submit their vote in writing to the Committee Chair prior to the scheduled meeting. Throughout the Scouting year, fund raising activities are coordinated to allow each Scout the ability to earn monies that will be deposited in their respective Scout Bank accounts. Scouts can allocate the “banked” monies towards future Scouting events. Monies earned from fund raising events will be disbursed as follows: Christmas Wreath Sales: Each Scout is required to participate in the Wreath Sale fundraiser. Funds distributed to Scouts will be based on the following: - Net Sales less Cost of Goods, less the Pro-Rated value for Shipping and Handling associated with each Scout’s orders, less $25.00 to Troop 667. If a Scout does not participate, or meet sufficient sales to meet the required $25.00 Troop allocation, the outstanding balance of monies will be collected from the Scout at the completion of the fundraiser. Troop 667 Sponsors will receive a Christmas item on a gratis basis, selected by the Scout Master (Examples include, but are not limited to; Lions, VFW, Scout trailer storage facility, and other businesses that positively impact the Scouting program within the Scouting year). Fundraising Events Servicing the Outside Community: Fundraising events servicing the outside community Guideline Updates Fund Raising Disbursements (i.e.: Car Wash, Bake Sales, meal serving events) will be based on a 50/50 Troop/Scout profit split for Scouts participating in the respective event. Others: In preparation for special Scouting events, fundraising on an individual Scout basis can occur with the full amount of funds collected being deposited in the respective Scout’s bank. Note: The Troop’s target spendable cash balance is $5,000.00. The Committee Chair, Scout Master, and Treasurer, if in agreement, have the authority to modify the above requirements based on the needs of the Troop or Scouts. Financial Disbursements Periodically, Scouting supplies are purchased by parents or Scout supporters. Disbursements will be completed by the Treasurer within 7 days of a submitted request. Disbursements will occur: For supplies directly related to the development and activity relating to a Scout. When a receipt accompanies the request for reimbursement; no checks will be issued without minimally completing the “Pay To” field. To any individual pulling the Scout Trailer(s) to a Scouting event, when the distance towed exceeds 100 miles in a single direction. For Scouting supplies purchased from BSA Council for Scout or Leader requirements. Supplies purchased for the Troop in excess of $50.00 requires prior Committee approval. Emergency funding in excess of $50.00 can be authorized by the approval of two Committee members excluding the requisitioner. For the payment of the first year Chartering fees for new Leaders. For the payment of the first 50% for Leaders coordinating a Scout sanctioned activity. New Scouts into the troop will have the renewal fee of $30 prorated. Adults are free for the first year they are in a leadership role. Eagles are considered adult leaders after they turn 18 and would have the first year fee waived if they are in a leadership role. If there is a death of a troop family member, the troop may spend up to $50 to purchase flowers, etc for the family. Scout Transitioning Note: At the discretion of the Committee Chairperson, Scout Master, and Treasurer, the Troop has the option to provide financial support to a Scout desiring to attend a Scout sanctioned activity, yet may be financially unable to cover the expense. Scouts transitioning into Troop 667 may be required to provide the Advancement Chairperson with supporting documentation to support current BSA Scout level. The Scout Master and/or Activity Coordinator will work with the incoming Scout to reconcile the necessary documentation to establish open Merit Badge requirements. In the event a Scout transitions to another Troop, the Scout Master and/or Advancement Chairperson will provide the necessary documentation to the new Troop to support Merit Badges earned to date by the Scout. Per BSA guidelines, fundraising is executed with the intent to support the BSA Troop. In the event a Scout within Troop 667 decides to transfer to a different Troop, any monies in the Scout’s bank, other than monies raised individually by the Scout, will remain within the Troop bank. Disciplinary Actions In the event a Scout requires disciplinary action, the discipline will be completed by a BSA trained adult leader. For purposes here, actions warranting discipline are defined by two categories; general misbehavior at, or in transit to a Scout function; or actions that create an unsafe condition for the Scout or fellow Scouts. When a Scout requires discipline for general misbehavior, a BSA trained leader will council the Scout at the time of incident, and advise the Scout Master of the counseling. In the event repeated counseling is required, the counseling will occur with the Scout and a parent, and be documented in a memorandum to the Scout’s file. In the event a Scout’s intentional actions create a safety concern or other warranted situation for the Scout or other Scouts, disciplinary actions will escalate as follows: First incident will require counseling with Scout and parent in a neutral place, documented in a memorandum initiated by the Committee Chairperson and added to the Scout’s file. If the parent is present only either the Scoutmaster or Committee Chair needs to attend the conference. If the situation is considered sensitive, two leaders should be present if possible. A Scouting event suspension will be applied during the next Scouting activity. The incident and file memorandum will be reviewed at the proceeding Committee meeting. Second incident will require counseling with Scout and parent (along with Scoutmaster and Committee Chair) documented in a memorandum initiated by the Committee Chairperson and added to the Scout’s file. Two Scouting event suspensions will be applied during the next two Scouting activities. The incident and file memorandum will be reviewed at the earliest Committee meeting. Third incident will require counseling with Scout and parent documented in a memorandum initiated by the Committee Chairperson and added to the Scout’s file. Three Scouting event suspensions will be applied during the next three Scouting activities. The incident and file memorandum will be reviewed at the proceeding Committee meeting. After a fourth incident, the Scout will be permanently suspended from Troop activities. Note: The Scout’s parents will be required to sign any memorandum being added to the respective Scout’s file. In the event a parent/leader’s actions/direction to a Scout requires disciplinary action, the Committee Chair and Scout Master will counsel the individual(s), document the counseling, and initiate action including, as required, suspension from Troop activities and/or removal from leadership positions with approval from council and charter organization(s). Eagle Scout Court of Honor Supplies To recognize Scouts in their accomplishment of earning the rank of Eagle Scout, if a Scout elects to participate in an Eagle Scout Ceremony, the Troop will provide the following items for the celebration not to exceed $150.00: Eagle Scout Statue Eagle Scout Cake Eagle Scout Plaque 25 Eagle Scout Invitations Court of honor pins and eagle kit award has been funded for years by an unknown source. Financial Accountability To ensure financial accountability for the assets of Troop 667, the Treasurer will maintain the financial records for the Troop. Minimally, the Treasurer, the Committee Chair, and the Scout Master will have signatory authorization for the Troop 667 account. Within the Troop account, the Treasurer will create and maintain a Virtual Bank Account for each Scout with the intent for the Scout’s to earn and save monies for upcoming Scouting events. The balances of the Scout’s Virtual Bank will be available as needed, or on a minimal monthly basis. The Treasurer will reconcile the Troop account on a monthly basis and provide the Committee Chair with a record of the preceding monthly expenses and current account balances during the monthly Committee meeting. An audit will be done approximately the same time each year. The Committee Chair and Scout Master will review, sign and date each month’s financial reconciliation. Annually, two Committee Members, without signatory authorization for the Troop account, will review the monthly reconciliation statements for the previous calendar year, and sign and date the respective documents as an attestation to the acceptability of the financial transactions.