Committee Positions

Committee Member required training:

BSA required training:

Archdiocese required training:

 

Committee Position Responsibilities

 

Treasurer

  1. Participate in annual budget preparation (8 hours per year)
    • After the long-term troop planning meeting, estimates the funds required to support the planned activities and ensure that there are sufficient fundraiser’s to fund them. Estimated costs and income are determined from records of past experiences.
    • Attends activity planning sessions so that they have a good understanding of the scope of the anticipated event.
  2. Maintain financial records (3 hours per month)
    • Utilizes Troop Ledge software to track all expenses and income.
    • Reconciles the balances in Troop Ledger with the corresponding bank statements.
  3. Report financial position to committee (3 hours per month)
    • On a monthly basis supply troop committee with a detailed accounting of the previous months transactions and the current account balances.
    • Compare current balances with future activities to ensure that they are adequately funded.
  4. Monitor expenditures (1 hour per month)
    • Evaluate expenses for troop activities.
    • Make recommendations to the committee for reducing expenses.
  5. Supervise individual Scout accounts (4 hours per year)
    • Track deposits to a Scouts account and inform them of their balances on a semi-annual basis. Any expenditure from their account needs to be approved by the Scoutmaster.
  6. Account for troop assets (4 hours per year)
    • Participate in annual inventory of the troop’s equipment and compute equipment replacement cost.
    • Update Troop Ledger for modified equipment values.
  7. Be available to receive or disburse monies (4 hours per month)
    • Attend as many troop meetings as possible, especially on the nights that camp fees are due to be collected.

Estimated hours per year: 147

 

Registrar

  1. Coordinates annual troop charter submission with committee chair, chartered organization rep and Scoutmaster.
  2. Acts as liaison for new scout parents, which includes: providing welcome packets, providing a troop orientation, distributing and collecting leader application forms, obtaining committee chair and charter organization rep. signatures and submitting to council, collecting and maintaining troop resource surveys from parents.
  3. Coordinate publication of troop policy manual.
  4. Monitors training and adherence to youth protection policy.
  5. Maintain troop medical records
    • Keep active track of Scout/leader medical forms – track down parents, collect updated forms, make appropriate copies, update book and spreadsheet, archive expired medical forms.
    • Hand off medical binder to Trip Captain for each outing.

Total estimated hours per year: 90

Secretary

  • Take the minutes of meetings & publish before the next meeting
  • Conduct an annual Troop resource survey
  • Plan for family night programs and family activities
  • At each meeting, report the minutes of the last meeting
  • Handle Troop publicity & communications (Newsletters, Troop Website)*
  • Support & manage the activities of the Communications Coordinator if staffed*

* These duties may be covered by the Communication Coordinator if this role is staffed. Since the Secretary still bears the ultimate responsibility for these duties they will provide oversight/guidance for the Communication Coordinator

* Holder of this Officer Role cannot concurrently hold any other Troop Committee Officer Role (except Charter Organization Representative) also cannot hold a concurrent role as a Scoutmaster or Assistant Scoutmaster

Estimated hours per year: 50

Equipment Coordinator

  • Supervise and help the Troop procure needed camping equipment
  • Manage the Storage facility access, organization & logistics
  • Work with the Troop Quartermaster on inventory and proper storage & maintenance of all Troop equipment
  • Make proposals on Troop equipment we should acquire and justify its value/ utility.
  • Project purchase, storage & maintenance costs as part of the annual Troop budget
  • Make periodic safety checks on all Troop camping gear, and encourage the safe use of all outdoor camping equipment
  • Report out to the Troop committee meeting as needed
  • In absence of an Equipment Coordinator the duties of this role are shared by the Treasurer & Scoutmaster – and are typically assigned to volunteers.
  • Holder of this Officer Role cannot concurrently hold any other Troop Committee Officer Role (except Charter Organization Representative) also cannot hold a concurrent role as a Scoutmaster or Assistant Scoutmaster

 

Advancement Coordinator

Oversees and ensure scout advancement.

  1. Coordinate and conduct BOR’s (6 hours per quarter)
    • Solicit committee members participation in boards of review and arrange date/time with Scouts and the committee members
    • Print BOR paperwork for each Scout from Troopmaster and provide to the BOR team
    • Submit signed BOR paperwork to Troop database manager
  2. Monitor advancement status and report advancements to council (8 hours per quarter)
    • Provide individual scout advancement status to the ASM’s overseeing rank advancement and request ASM’s to assist scouts in developing plan to complete rank requirements
    • Coordinate with Troop database manager to ensure Troopmaster is kept current
    • Prepare advancement report from Troopmaster database for council and obtain signatures
    • Purchase and prepare badges for quarterly Court of Honor
  3. Oversee delivery of Court of Honor event (2 hours per quarter)
    • Solicit scouts to be the MC and presenters
    • Mentor scout who prepares the Court of Honor program and approve program before copies are made
    • Hold practice session with MC and presenters
  4. Prepare advancement status for committee and attend committee meetings (2 hours per month)
    • Report on scouts not advancing and action being taken
  5. Conduct annual or bi-annual Life to Eagle seminars for scouts in coordination with ASM overseeing rank advancement (2 hours per year)
    • Track deposits to a Scouts account and inform them of their balances on a semi-annual basis. Any expenditure from their account needs to be approved by the Scoutmaster.
  6. Eagle Scout Court of Honor Tasks.

Total estimated hours per year: 60

 

Record Keeper

When a scout completes a rank requirement or merit badge they ask the Advancement Record Keeper to enter the information into the troop database.
The troop uses the software program TroopMaster to maintain it’s records. The TroopMaster database is stored on the Internet so that other Troop 2 leaders can access the records. The database is encrypted to ensure privacy.

  1. The record keeper must attend the majority of the troop meetings.
  2. Normally, the record keeper downloads the database to a laptop computer and brings it to a troop meeting. After the troop meeting, the updated records are uploaded to Internet database.
  3. When a scout asks for a requirment to be entered into the database, the record keeper should check that the date of completion and the initials of the person that verified the requirement appear in the Scout’s handbook.
  4. Solicit the records from service projects and record them in the database.

Total estimated hours per year: 60

 

Camping Coordinator

Administers and arranges for outdoor trips.

  1. Secure permission for campsites (9-12 hours per year)
    • Meet with Scouts and adult leaders at long range planning PLC in order to get the troop input for trips desired, available dates and any special accommodations and/or reservations, which will need to be made. The long range planning PLC usually convenes twice per year in late Fall and Spring to brainstorm on the upcoming year’s program.
    • Identify Boy Scout Camps, state parks, county parks and private campgrounds (in that preferred order) that would be in close proximity to the activity the troop would like to pursue. Contact the sites and make the reservations 3 to 4 months in advance.
    • Secure pricing and make necessary arrangements for any activity that is associated with a camping trip, i.e. skiing, canoeing, orienteering, rock climbing, etc.
  2. Transportation coordination (2-3 hours per year)
    • Maintain a list of all driver’s car information, insurance information and seating capacity in Troop Master. This information should be included in the filing of the Tour Permit with council.
    • Coordinate with the Trip Captain to make sure that driving directions to both the campsite and activity site a printed.
  3. Secure tour permits (1-2 hours per trip, plus attending troop meetings)
    • Secure the permission of council for trips. the Tour Permit needs to be filed with council and approved prior to taking the trip. Approved Tour Permit must accompany the troop for any trip.
    • Create a permission slip for the Scouts to fill out a least 5 weeks prior to a trip. Permission slip describes the trip and details costs for the trip, including food and activity, any special equipment needed and an emergency contact phone number.
    • Collect permission slips and monies at Thursday meetings.
    • Disburse food money to patrols 2 weeks before the trip.
    • Create a roster of Scouts and adults for a trip.
    • Make sure any special requirements or activities are coordinated.
    • Prepare a trip package, which includes approved Tour Permit, trip roster and driving directions, signed permission slips and any checks needed for final payment. This should be distributed to the trip captain the Thursday meeting before the trip.
    • Turn in post trip roster to ASM in charge of the troop database or those attending, how many nights and whether tent or lodge camping.
  4. Provide a monthly outdoor report (5-6 hours per year, plus committee meetings)
    • Update the committee at regular monthly committee meetings on the status of recent trips as well as upcoming trips. The report should include numbers of Scouts and adults attending, any issues or problems and final tally of costs.
    • Prepare an annual outdoor budget for the troop. Costs should consider camping fees, troop subsidy for any special trips and equipment/transportation rental if applicable.
  5. Promote national camping award
  6. Coordinate summer camp packet
    • Attend summer camp planning meetings.
    • Prepare and distribute packet of information Scouts/parents.
  7. For each camping trip
    • Announce trip at troop meetings and distribute permission slips.
    • Collect money and permission slips.
    • Enter activity attendance information into Troop Master.
    • Give food money to SPL for distribution to patrol leaders
    • Provide a roster to SPL and Trip Captain.
    • Provide directions to Trip Captain.
    • Provide Tour Permit to Trip Captain.
    • Make sure that properly trained adults are on the trip. (For requirements click here.)
    • After the trip give the collected money to the treasurer.
  8. Recommended Training

Estimated hours per year: 120

Camping Coordinator Resources

Local Tour Permit Must be filed by trip captain before a trip. NOTE: It is usually easier to use Troop Master .DotNet to create the permit.
How to obtain proof of insurance A request for proof of insurance must be sent to Bob Hinderliter at council.
His number is 610-696-2900 Ext. 10 and his email is [email protected].
He will need the complete address of the camp and camping dates.
Email the information to him and then give him a call.
He can either fax the insurance form to you or you can pick it up an council.
http://www.dcnr.state.pa.us/stateparks/parks/index.aspx/font> Tool to locate state park campgrounds in Pennsylvania
Boy Scout Camps Useful to locate and research Boy Scout camps around the country
BSA national list of high adventure camps Web sites to locate council high adventure camps around the county
USSP list of high adventure camps
Sea Base BSA National High Adventure Camps
Philmont
Northern Tier
Historic Trails/50-Miler Program Opportunity for Scouts to earn a special award.
Camp Ware Camp Maps
Camp Horseshoe
Camp Rodney
Camp Mack
Camp Mack Trail Map

 

Training Coordinator

  1. Ensures troop leaders and committee members have opportunities for training.
  2. Maintain an inventory of up-to-date training materials, videotapes, and other training resources.
  3. Work with the district training team in scheduling Fast Start training for all new leaders.
  4. Be responsible for BSA Youth Protection training within the troop.
  5. Encourage periodic youth leader training within the troop and at the council and national levels.
  6. Report to the troop committee at each meeting.
  7. Assist in orientation of new parents.
  8. Be watchful that the troop is taking all steps to ensure the boys’ safety.

 

Chartered Organization Representative

Serves as liaison between the chartered organization and the troop. The chartered organization representative must be a member of the chartered organization.

  1. Acts as primary liaison between the chartered organization and the troop
    • Obtains and schedules meeting space for troop meetings, events and committee meetings.
    • Keeps the head of the chartered organization informed of troop activities.
    • Invites the chartered organization head to troop events.
  2. Secures a troop committee chairperson and maintains a close liaison with the chairperson.
  3. Recruits new adult leaders and approves adult applications.
  4. Assist in annual troop re-chartering.
  5. Is an active and involved member of the district committee

 

Troop Committee Chairman

Organizes the committee to ensure all functions are delegated, coordinated and completed for a quality program.

  1. Organize the committee
    • Convenes and presides over a monthly Troop Committee Meeting.
    • Prepare a Committee Meeting Agenda.
    • Approve meeting minutes for as needed distribution.
    • Recruit new members; approve adult applications.
  2. Support Scoutmaster
    • Address issues/recommendations raised by Scoutmaster.
    • Assist Scoutmaster in recruiting/placing parents into ASM or Committee positions.
    • Ensure adherence to documented policies.
    • Support Scoutmaster with “problem” and special needs Scouts.
  3. Work closely with Charter Organization Rep.
    • Ensure the scheduling of facilities at the Charter Org. for Troop Meetings and special functions.
    • Support the Charter Rep in the implementation of Charter Org. mandated policies (i.e. Safe Environment Policy).
    • Meet with head of Charter Organization at least once per year, with the Charter Rep. to inform Charter Org. Head of Troop progress.
  4. Interface with Chester County Council
    • Ensure Troop participation at Roundtable sessions.
    • Prepare and submit the Troop Charter in a timely manner.
  5. Represent the Committee to Parents of Scouts
    • Present the Committee updates to parents at Quarterly Court of Honor
    • Represent committee at Eagle Court of Honor if asked
    • Communicate needed information to parents.
  6. Set the example
    • Attend Troop meetings
    • Attend at least one Troop outing
    • Participate in Troop and Eagle/Life Service Projects

Total estimated hours per year: 120