BOY SCOUTS OF AMERICA CUB SCOUT PACK 457 “POLICIES AND PROCEDURES” LEADER SUPPLEMENT Revised February 2007 1 PACK INTRODUCTION Thank

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BOY SCOUTS OF AMERICA CUB SCOUT PACK 457 “POLICIES AND PROCEDURES” LEADER SUPPLEMENT Revised February 2007 1 PACK INTRODUCTION Thank Powered By Docstoc
					 BOY SCOUTS OF AMERICA




CUB SCOUT PACK 457

  “POLICIES AND
  PROCEDURES”




  LEADER SUPPLEMENT
         Revised February, 2007



                   1
PACK INTRODUCTION
Thank your stepping up to be a leader in Cub Scout Pack 457, a pack run completely by volunteer parents who
make up the Leadership and the Committee of this unit. The leadership of this Pack is trained to carry on the Scouting
Program design to teach boys the responsibilities of participating citizenship, provide growth in moral strength and
character, and to enhance the development of physical, mental and emotional fitness. This is done in using the
“Methods of Cub Scouting

These “Policies and Procedures” were put together as a source of information to our leaders on how Cub Scout Pack
457 incorporates these methods into our Program. This is a supplement to, and to be used in conjunction with, “Policies
and Procedures – A Parent’s Guide”.


MEETINGS
During the month you will be or can be attending different meetings. This section will explain all the different meetings
and who can and will be attending these meetings.

Pack Meetings:
Any leaders may participate in skits or other parts of the pack meeting.

Committee Meetings:
Committee members are expected to attend but all leaders are invited. Leaders will receive an agenda and minutes.

District Roundtable Meetings:
Roundtable distributes our district mail and has useful information for den and committee leaders. Den and committee
leaders will be scheduled to attend one Roundtable meeting for the year. The Cubmaster, Assistant Cubmaster(s) and
Committee Chairman will typically be scheduled for multiple meetings. If you cannot attend your scheduled meeting it
is your responsibility to find a replacement.


UNIFORMS
Male Adult Leader Uniform consists of the following items: The khaki shirt (long or short sleeve), optional scout pants,
neckerchief and slide, belt and hat and socks.

Female Adult Leader Uniform consists of the following items: The khaki or yellow shirt (long or short sleeve), optional
skirt, shorts, or pants, neckerchief and slide, belt, hat and socks.

The Cubmaster will allow Long or Short solid Black / Navy Blue Dress Pants or Very Nice Blue / Black Jeans. Sweat
Pants, cut-off jeans, and camouflage will not be accepted as part of the uniform.


Patch Placement:
Adult Leader Patch Placement is the same as described in the Policy and Procedures – A Parent’s Guide for the Cub
Scout uniforms with the following exceptions:




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Uniforms are required for Den leaders, Cubmaster and Assitant Cubmasters. Uniforms are optional for other adult
leaders. Adult leader patches are sewn below the pack numbers on the left sleeve. Trained patch is sewn below the
leader patch on the left sleeve. All patches touch. Neckerchiefs are optional for adult leaders.


Uniform Inspection:
Uniform inspections may include the leaders. LEAD BY EXAMPLE. Den leaders, the Cubmaster, and
assistant Cubmasters are expected to be in uniform at all Scouting events unless instructed otherwise by the
Cubmaster.

Pack Activity T-Shirts:
The Pack will give each adult leader one Activity T-Shirt which may be worn to scout functions when allowed by the
Cubmaster. Tiger Scouts Leaders may also wear the Tiger Cub T-shirt when the Cubmaster allows activity shirts. The
activity shirts are NOT considered a uniform.


Religious Award Medal:
This Medal is earned by the leader as a scout may be worn on the adult leader uniform for full dress occasions such as
Inspection, Blue & Gold, Graduation, Ceremonies and Parades.


Service Stars:
Service Stars, including those earned as a scout may be worn on the uniform. The highest year for each level of scouting
may be worn.


Special Awards for Leaders
During the scout year, we as the Pack will also give special recognition or awards to our leaders or parents. The
following are just a few of the Awards:


Certificates of Appreciation:
All leaders and committee members receive plaques at the end of the year along with their service stars.


Special Leader Awards:
In addition to the BSA/Scouter Awards, the committee has the option to give awards or gift certificates as special
recognition to Den Leaders or Committee members at the end of their term and to special events chairperson (i.e. Blue
and Gold Banquet, Camp out, Pinewood Derby, Space Derby, etc.)


Pack Activities
Leaders may be asked to assist with attendance or coordinating events at a pack activity. The following achievements
and activities require special leader coordination:

Religious Award Medal:
The Religious Award Coordinator is to inform Scouts and their parents of the awards. The coordinator will notify
advancements of awards earned for proper acknowledgement including the Religious Square Knot Emblem.




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Cubmobile, Regatta, and Space Derby:
When scheduled, these events are coordinated by the Cubmaster and Assistant Cubmaster(s). The event budget equals
the budget amount for the average monthly pack activity.


Pinewood Derby:
This annual event is coordinated by the Cubmaster and Assistant Cubmaster(s). The Pinewood Derby has a budget as
approved by committee.


Blue & Gold Banquet:
This event chairperson must coordinate activities with the Cubmaster and Advancements as this is an official pack
meeting with formal ceremonies. The Blue & Gold has a budget as approved by committee.


Family Campout:
The chairperson for the Family Campout coordinates the campsite reservation and tasks of the campout committee.
Committee tasks are Check-in and Setup, Cooking (including grocery shopping), scout activities (should include some
Achievements, Electives, Belt Loops, etc.) including backup activities for inclement weather, a Saturday night campfire,
and Clean-up and Check-out. The chairperson will coordinate newsletter ‘Save The Date’ information in March,
camping details in April, sign-up in May and Write-up in June. The coordinator is responsible for pack meeting
announcements regarding the campout. The campout has a budget as approved by committee.


Conservation Project:
The Conservation Project Coordinator is to select an appropriate project and present it to the committee for approval.
The conservation project must fulfill the requirements of the World Conservation Award. The coordinator is to supply
appropriate information to the newsletter, starting typically three months in advance. It is suggested that the coordinator
make pack meeting announcements regarding the project.


Service Project:
This event chairperson must coordinate with our charter Organization, the United Methodist Church, to provide a service
such as mulch spreading, a clean-up day, etc. This is a special activity that all Scouts are expected to attend. This is one
small way the pack gives something back to our charter organization. The coordinator must get approval for the project
from the committee. The Service Project Coordinator is also to supply details of the project to the newsletter starting
typically three months in advance. It is suggested that the coordinator also makes pack meeting announcements
regarding the project.




                                                             4
Committee Members
The following list includes the titles of the positions that have voting rights at the Pack Committee meetings. Each
position has one vote. The exception to this rule is the chairman who only votes to break ties. If a position is held by
more than one individual, the senior member present shall cast the vote. When a committee position is held jointly by
members of equal seniority (and more than one is present) the Committee Chairman will determine the voting member.
A quorum of members is a simple majority of registered committee members, not to include the Chairman. In the event
that the Chairman cannot attend a meeting, the Cubmaster will preside over the meeting. The Cubmaster will retain the
right to vote, but will not be able to break ties. Ties will be brought to the following meeting so that the Chairman can
present his vote to the committee.
The committee votes on the budget for all pack spending and approves all pack activities and projects.
                      Committee Chair                                        Cubmaster
                           Secretary                                    Assistant Cubmaster
                          Newsletter                                        Photographer
                           Treasurer                                         Fundraiser
                        Advancements                                        Pack Trainer
                        Pack Activities                                     Registration
                 District/Council Activities                                  Publicity
                         Webmeister


Committee Chair:
The Chairperson has the following responsibilities:
1) Complete training including but not limited to youth protection, fast-start, new leader essentials, committee, and
Roundatbles.
2) Plan and conduct a monthly committee meeting.
3) Maintain a close relationship with the chartered organization and inform them of the needs of the Pack that must be
brought to the attention of the district council.
4) Take part in charter renewal with the Cubmaster, registration and den/Webelos leader coaches.
5) Assure proper handling of insurance coverage for the Pack by the Registration Chair.
6) Work with registered Scouters to ensure understanding of position responsibilities.
7) Work with the chartered organization representative to provide adequate and safe facilities for pack and Den
meetings.
8) Responsible for filling committee positions with consultation of the Cubmaster and Assistants. Consults with
Cubmaster on filling Den Leader and Assistant Cubmaster positions. Signs-off all leader applications with the Charter
Organization Representative. Maintain Committee and Coordinator roster.
9) Responsible for Pack Web Site content.
10) Develop and maintain strong pack/troop relationships.
11) Coordinate parent information meetings.
12) Work with the Cubmaster and Assistant Cubmasters as a conflict-solving team.
13) Support the policies of the Boy Scouts of America including privacy and the Guide to Safe Scouting.




                                                            5
Pack Secretary:
The Secretary will have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Maintain the minutes from the committee meetings.
3) Provide all correspondence for the pack, which would include letters of appreciation and invitations to activities.
4) Maintain the pack inventory. (Know where the pack supplies can be located).
5) Maintain records of all pack correspondence for a six year period.


Pack Treasurer:
The Treasurer will have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Prepare a budget for the committee to discuss, amend and approve. The Budget will be based on the fiscal year
beginning in January and ending in December. The Budget must be prepared and submitted to the committee for
approval in December prior to the fiscal year beginning.
3) Be available to all pack volunteers, committees, den leaders, etc. to be sure all bills and invoices are paid within the
net terms of those items.
4) Keep up-to-date and accurate records of all pack income and expenditures. Make sure these all get listed on the
proper budget line item. Make all deposits into the pack bank account.
5) Insure all income and expenditures go through the checkbook so a legal record is maintained. No petty cash accounts,
miscellaneous income or expenditures will be allowed. This will help in being able to know exactly what the costs of an
activity have been.
6) Provide as necessary, the Pack Financial Records to the Charter Organization Treasurer, this includes on a yearly
basis the tax records received from Pack Financial Institutions. Make monthly reports to the committee.
7) Make sure all expenditures are committee approved.
8) Make sure receipts are received for all expenses going out. Recorded on all receipts should be the check number,
dollar amount, budget line item, and name of the person printed and written turning in the receipt.
9) Assist with den leaders or subcommittee groups in tracking their particular income and expense if they need the help.
10) Any chairman or subcommittee chairman with prior committee approval may sign contracts.
11) Maintain all signatures on file on all instruments designated for Pack funds safekeeping.


Pack Activities:
The Pack Activities person shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Conduct a meeting in, typically in April, to organize for the years Pack family activities.
3) Obtain committee approval for all pack activities.




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4) Provide information to the Newsletter on a timely basis. This information should include a “Save the Date” three
months prior, event details two months prior, and a sign-up at least one month prior to the event. The Pack Activities
person should also assign a scout to complete a write-up of the activity.
5) Work within the annual budget. Coordinate with the Treasurer to receive checks or to turn in payments or receipts.
6) Recruit subcommittee chairmen to be responsible for planning, organizing and running a particular function.
7) Running a function should include furnishing activity details and schedules, handle registrations, tickets and
payments. Attendance and event coordination, if needed, must also be managed.
8) Report to the committee on activities from the planning through post activity report. Invite subcommittee chairmen to
committee meetings to report on the progress of subcommittee meetings. This also provides a time for the committee to
vote on any necessary items that need committee approval.
9) Prepare planning guides three months in advance of an activity, a copy of the guide is to be kept by the Activities
Chairman and Secretary.
10) Provide the list of participants of Pack Family Activities to the Advancements Chair at the Committee Meeting
immediately following the Activity. Pack Activities may select a parent or other leader to collect the attendance.


Advancement:
The Advancements committee member shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Tally awards needed and order awards for upcoming pack meetings.
3) Procure scout awards and other scout store merchandise.
4) Organize disbursement of awards at pack meeting.
5) Send award information to council and Den Leader coaches.
6) Plan pack meeting with the Cubmaster and assistant Cubmaster(s).
7) Maintain attendance records at activities.
8) Designate replacement in their absence for maintaining attendance records at pack outings.
9) The Advancement Member will keep Den Leaders and the Cubmaster informed of who is not advancing toward
Bobcat in November and other Ranks by the Blue & Gold Banquet in February.


Registration:
The Registration person shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Recruit new members at registration drives.
3) Conduct a chartering meeting with the Chairman and Cubmaster.
4) Fill out the charter renewal.
5) Refer all new registration to den/Webelos leader coaches and tiger cub organizer for placement.
6) Maintain an active den registration listing of scouts and den leaders.
7) Maintain a small handbook and patch supply for new recruits.


Newsletter:


                                                             7
The newsletter person shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Work with Publicity, Photographer, and Webmeister.
3) Collect and formulate a newsletter for the upcoming pack meeting and during summer.
4) Distribute newsletter electronically, at monthly pack meetings, on the website www.carypack457.org, or by mail as
needed.
5) Follow BSA guidelines on privacy.


Publicity:
The Publicity person shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Work with Newsletter, Photographer, and Webmeister
3) Send pictures and advancements information to the Local Newspaper for publications.
4) Send pictures and Religious Emblem Awards to The Blackhawk Courier.
5) Clippings from news publications are requested to be included in the pack albums.
6) Assist with Registration’s recruiting efforts
7) Use other media outlets as appropriate.
8) Follow BSA guidelines on privacy.


Photography:
The Pack Photographer shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Take (or arrange someone to take) pictures at all pack functions, pack meetings, family events, Blue and Gold
Banquet, Space derby, etc.
3) Work with Newsletter , Publicity, and Webmeister.
4) Maintain photo albums of pictures and bring to pack meetings, the Blue and Gold Banquet and registration drives.
The photo album may be electronic.
5) Follow BSA guidelines on privacy.


Webmeister:
The Webmeister shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Keep the pack web site current, accessible, and functional.
3) Work with Newsletter , Publicity, and Photographer.
4) Follow BSA guidelines on privacy.




                                                            8
Fundraiser:
The Fundraiser person shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Organize a fundraiser or fundraisers to raise money for the pack.
3) Obtain fundraising permit
4) Report to the committee before, during and after fundraisers.


Pack Trainer:
The Trainer shall have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials,
Committee, and additional training is recommended.
2) Assist leaders in receiving appropriate training including notifying leaders of training schedules.
3) Promote training beyond the minimum requirement.
4) Maintain pack training records.
5) Keep any pack training materials.
6) Report training to District.
7) Liaison with district regarding the pack training program.


Cubmaster:
The Cubmaster will have the following responsibilities:
1) Complete training including but not limited to Youth Protection, fast-start, New Leader Essentials, Cubmaster, and
Roundatbles.
2) Plan and conduct the pack meeting with the Assistant Cubmasters and Advancements.
3) Participate in all main activity planning sessions.
4) Plan and conduct Derbies including Space, Cubmobile, Regatta and annual Pinewood Derby.
5) See that the pack program, leaders, and Cub Scouts reflect positively the interests and objectives of the Boy Scouts of
America.
6) Responsible to fill Den Leader and Assistant Cubmaster positions with consultation of the Committee Chairman and
to consult with the Committee Chairman on other committee positions..
7) Guide cub scouts in goodwill and conservation projects.
8) Support Dens.
9) Work with the Chairman and Assistant Cubmaster(s) as a conflict-solving team.
10) Will be involved with the Webelos Den Leader in the transition of Cub Scout to the Boy Scout program.
11) Take part in charter renewal with the Committee Chairman, and Registration.
12) Attend all pack activities.
13) Have a First Aid Kit and Scout medical forms available at all pack activities.
14) Attend registration drives.
15) Attend parent information meetings.
16) Acts as Committee Chairman in the absence of Committee Chairman.



                                                             9
Assistant Cubmaster(s):
The Assistant Cubmaster(s) shall have the following responsibilities:
1) Complete Youth Protection and Fast-Start training and attend Roundtables. New Leader Essentials, Committee, and
additional training is recommended.
2) Plan and conduct the pack meeting with the Cubmaster and the Advancements and lead such meetings in the absence
of the Cubmaster.
3) Participate in all main activity planning sessions.
4) Guide Cub scouts in goodwill and conservation projects.
5) Work with the Chairman and Cubmaster as a conflict solving team.
6) Attend all pack activities.
7) Attend registration drives.
8) Assist with sports and academic programs.
9) Assist with Derbies (Pinewood, Space, Cubmobile, Regatta)



Den & Webelos Leaders:
The Den Leaders will have the following duties:
1) Complete Youth Protection and Fast-Start training and at least one Roundtable every year. New Leader Essentials
and Leader Specific training is highly recommended. Additional training is encouraged.
2) Conduct a parent meeting at the beginning of the year to explain den policies and to discuss what the boys will be
working on during the year. activities to promote scouting and advancement toward the next rank.
3) Keep parents informed of schedules, activities, and advancements through a den newsletter or written equivalent.
4) Conduct den meetings. Have a First Aid Kit and the Scouts’ medical forms available
5) Attend pack meetings and attendance and hand out the pack newsletter and other information. Den Leaders may also
collect awards to be distributed at den meetings. Coordinate den duties scheduled. Keep your pack quiet and attentive
during meetings.
6) Record Scout advancements and forward as required by Advancements Chair


Although not encouraged, if the Den Leader plans on taking the scouts on a Field Trip where parents will not be
dropping off or picking up their child, see the Cubmaster or Committee Chairman for the permits required. Signed
Permission Forms and Tour Permits (sent to Blackhawk Area Council for approval) may be needed. Please allow 2
weeks for the Permit to be returned.




DISTRICT COMMITTEE
The following is a short list of District Committee Members, who will work with our Pack to make sure that all Boy
Scout Policies are followed. They are also responsible for carrying out the council program within the district.

Charter Organization Representative:



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The chartered organization representative is the direct contact between the Pack and the charted organization. This
individual is also the contact between the district committee and the local council. The chartered organization
representative may become a member of the district committee and is a voting member of the council. The Charter
Organization Representative also provides for secure meeting places for Committee Meetings, Pack Meetings and Den
Meetings. The Charter Organization Representative will assist with the committee to help recruit new leaders. This
person will work with the following committee members: Committee Chairman, Cubmaster and others as needed.

Unit Commissioner:
The Unit Commissioner is a volunteer Scouter who works with the pack to help the unit succeed. This person is
responsible for making sure that our Pack is keeping up with the Cub Scout Program and will assist with any concerns
we might have as a unit. The Unit Commissioner is assigned by the District Commissioner.



Conflict Resolution
There are times when issues arise and parents are not sure who to speak with about the subject. If a parent feels that
there is a issue in a Den or a Pack activity, they should first talk with the Den Leader concerning the issue. If the parent
feels that the answer the den leader gives is not appropriate, then the parent shall discuss the subject with the appropriate
Den/Webelos leader coach. If the parent(s) still feel the issue has not been taken care of appropriately, then the parent
should present the issue in writing to the Chairman, Cubmaster, and/or Assistant Cubmaster. The above three make up
the Conflict Resolution Committee along with the appropriate Den Leader Coach. The committee will discuss the
situation, talk with appropriate organizations being one of the following: the pack committee, district, or council
representatives, if necessary, and dialogue with all parties involved. The Conflict Resolution Committee will provide a
written answer to the parents concerning the issue. The final answer will also be brought to the organization contacted in
an attempt to prevent the issue from occurring in the future. It is very important that any issues are given the chance to
be resolved at the level where they are occurring and with whom they are occurring. The Cub Scout Organization Chart
is provided to help parents direct their questions or concerns to the proper person. All correspondence regarding
policies or its interpretation being sent to the parents must have committee approval.




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