Budgeting for Training

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					Planning and Budgeting Training                   May Roundtable                      7:00pm


I.     Opening Comments
       A respected District leader should open the meeting by explaining why we’re here
       (to make sure Scouts get a top-quality program), what we hope to accomplish (to
       help with planning your program and help you understand the real costs
       involved). Then introduce the trainers. We have the just-printed calendars for
       unit leaders (hand calendars out at this point), with continuing updates on the
       website as there WILL be additions and changes!

II.    Program Planning
       “Our goal is to impact the lives of boys! Most families that drop out of Scouting do
       so because many units fail to “keep the promise” – a full, fun program with lots of
       trips and outdoor experiences their sons don’t get through school, church, or
       sports. [Some in attendance will have heard the term “Ideal Year of Scouting”--
       that’s the process we’ll work through tonight to make sure we uphold our end of
       the deal.] Some families will still drop out of Scouting, but let’s make sure it’s not
       our fault that they leave!”

       [INTRODUCE MAIN PRESENTER TO FACILITATE PLANNING PORTION]

       “So how do we plan a great program? Well, first of all, we don’t – the stakeholders
       in your unit do. Unit Leaders begin by gathering those folks – parents, leaders,
       and Scouts – all together. Take out a big flip chart -- or a laptop with a projection
       screen if you wish, but we’ll use the flipchart tonight -- and start the brainstorming.
       Ask these people in your unit:

       What makes up an ideal year – what does everyone really want to do? Have
       them list activities one month at a time, starting with September. There are no bad
       ideas (…so have them think big!) You will soon have a full, year-round calendar of
       activities listed on paper.

       Next, what do we need to do? Nobody wants to complete the recharter, send
       leaders to training, buy uniforms, recognitions, advancements, Boys’ Life,
       Handbooks, new equipment, etc. – but it’s vital. Go back and add all this in on
       your monthly planning chart.”

III.   Budgeting
       “We’ve come a long way already. We now know what the people in the unit want
       to do, and we know they’ll attend because it’s their plan. And we know the things
       we have to do. But there’s one small problem: MONEY! Show them the SIZE of
       this problem by quickly attaching a cost to each activity. Estimate the number of
       Scouts or leaders and costs (for example, sending 20 Cubs to day camp at $45,
       and 7 leaders attend Basic training at $10). Finally, total the chart and the crowd
       will be shocked! Some larger units’ annual Scouting programs will cost $20,000 or
       more!”



                                                                    2009\Training\Planning & Budgeting
      [PAUSE…………………………..and let Scouting’s real cost sink in.]

      “There are three ways to fulfill our promise (actually, there’s a fourth option: break
      our promise altogether and provide a scaled-down, not so fun, less-than-quality
      program like many have been doing):

      #1:   Ask parents to pay…either charge a huge joining/activity fee--$300 or more-
            or “nickel-and-dime” them to death every time we want to do something and
            hope they don’t notice how much this is costing. HOW MANY THINK THIS
            IS A GOOD OPTION? (no one) Yet this is what most Scouting units do!!!
      #2:   Ask parents to spend every weekend doing car washes, bake sales, holiday
            fundraisers, and fifty other ways to get enough cash to cover next week’s
            event. HOW MANY THINK THIS IS A GOOD OPTION? (a few maybe)
      #3:   Ask families to spend 5-6 days over a 4-week period on one fundraiser that
            will cover most of the costs of the program we described. NOW, HOW
            MANY THINK THIS IS A GOOD OPTION? (everyone should agree!)”

IV.   Q&A
      Presenters should field questions as they come. Hand out a copies of the sample
      unit plan and budget, and challenge them to take this same process to their Unit!

      --adjourn




         Remember… Popcorn sales is best way to pay for their program
         and the logical conclusion they should make. But don’t “push
         popcorn” – let your unit leaders figure this out on their own!




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