BOY SCOUT TROOP 141 OPERATING PROCEDURES and BY-LAWS
Table of Contents
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I.
Purpose of the TroopII.
Leadership of the TroopA.
Chartered Organization RepresentativeB.
Troop Committee Chairman DutiesC.
Troop CommitteeD.
ScoutmasterE.
Assistant ScoutmastersF.
TreasurerG.
Assistant TreasurerH.
Equipment CommitteeI.
Outdoor/Activities CommitteeJ.
Advancement CommitteeK.
Public Relations CommitteeL.
Fund Raising CommitteeM.
Membership CommitteeN.
Leadership Training
III. Parent Participation
IV.
Uniform CodeV.
Boy Scout HandbookVI.
Meeting TimesVII.
Outdoor ActivitiesVIII.
Emergency TreatmentIX.
DuesX.
Checking AccountXI.
Troop BudgetXII.
Fund RaisingXIII.
Boards of ReviewXIV.
DisciplineXV.
GrievancesXVI.
Changes to By-Laws
The Boy Scouts of America chartered Boy Scout Troop 141 as a member of the Cradle of Liberty Council. The chartering partner is the Heidelberg United Church of Christ in Hatfield, Pennsylvania.
To provide a year round scouting program for boys ages 10 1/2 to 18 years old and to follow policies and guidelines of the Boy Scouts of America.
A. Chartered Organization Representative:
1. Is a member of the Heidelberg United Church of Christ.
2. Serves as head of "Scouting department" in the Heidelberg United Church of Christ.
3. Secures a troop committee chairman and encourages training.
4. Maintains a close liaison with the troop committee chairman.
5. Helps recruit other leaders.
6. Serves as liaison between your Troop 141 and Heidelberg United Church of Christ.
7. Assists with unit re-chartering.
8. Encourages service to the Heidelberg United Church of Christ.
9. Is an active and involved member of the district committee.
10. Encourage Scouts to earn the religious award of their faith.
B. Troop Committee Chairman Duties
1. Organize the committee to see that all functions are delegated, coordinated and completed.
2. Maintain a close relationship with the chartered organization representative and the Scoutmaster.
3. See that the troop leaders and committee members have training opportunities.
4. Interpret national and local policies to the troop.
5. Call, preside over and promote attendance at monthly Troop Committee meetings that may be called.
6. Secure trained individuals for troop leadership.
7. Arrange for the charter review and re-charter annually.
8. Has one vote on the Troop Committee only in the case of a tie.
9. Participate in Scoutmaster’s fundamentals training during the first year of service.
1. Have at least one meeting a month to be held on the 2nd Thursday, 7:30 - 8:45 p.m.
2. Approve adult applications.
3. Propose candidates Scoutmaster and assist the Scoutmaster to chartered organization representative.
4. Help stimulate Parent/Guardian interest with proper programming and communications.
5. Supervise Finances and Equipment.
6. Strive to insure Scouts a quality year round program. Members of the Troop Committee must take Scoutmaster Fundamentals during the first year of serving on the Committee. In order to help maintain a quality program, individuals must fully understand the program.
7. Work closely with the Scoutmaster.
8. Supervise maintenance of Troop Records.
9. Set up, approve and maintain Troop Budget annually.
10. Arrange Eagle Scout Court of Honors as needed.
11. Resolve Troop business and adult leadership problems.
12. Secure and maintain appropriate meeting place for Troop Meetings.
13. Every adult who is registered as a Committee Member has ONE VOTE in all instances.
14. Approve Troop by-laws and amendments hereto.
15. Duties as outlined by the Troop Committee and the Boy Scouts of America.
16. The Troop Committee will elect officers at the November Meeting for a term of one year. Newly elected officers will assume office on January 1 of the following year. A vacancy occurring in any office shall be elected for the remainder of the term by the committee at the next scheduled committee meeting.
17. Attendance at all Committee Meetings is mandatory. An attendance rate of 75% is considered minimally acceptable. If a member’s attendance drops below a 75% rate, that member will be required to resign at Committee direction.
18. Select and secure summer camp reservations with input form the troop.
1. Conduct Troop meetings according to Boy Scouts of America policy.
2. Plan and help carry out the Boy Scout program in the Troop.
3. Work with the Troop Committee.
4. Guide and support the Patrol Leader Council.
5. Help develop and maintain good relationships with Packs and other Troops in the area.
6. Maintain good relationship with parents.
7. Guide Scouts in Good Turns and community service.
8. Responsible for Troop Junior Leader Training.
9. Duties outlined by the Troop Committee and the Boy Scouts of America.
10. Develop a yearly activity calendar.
11. Conduct quarterly adult leader meetings.
12. Scoutmaster attendance must be maintained to assure proper troop program.
13. Participate in Scoutmaster’s fundamentals training during the first year of service.
1. Assist the Scoutmaster as needed.
2. Assist Scoutmaster in meeting the leadership requirements as outlined by the Boy Scouts of America.
3. Promote policies of Boy Scouts of America.
4. Participate in Troop Meetings and Outings.
5. Be prepared to assume duties of Scoutmaster if and when need arises.
6. Duties as outlined by the Troop Committee and the Boy Scouts of America and Scoutmaster Handbook.
7. Member in good standing by attending a minimum of 50% of meetings and/or activities or by making a significant contribution of time or effort to troop program.
8. Participate in Scoutmaster’s fundamentals training during the first year of service.
1. Handle all troop funds.
2. Pay bills on recommendation of the Scoutmaster and authorization of the troop committee.
3. Pay all bills in a timely manner and all reimbursements within one month.
4. Obtain approval of the troop committee for any payments over $100 (except overnight food purchases).
5. Maintain checking and savings accounts.
6. Train and supervise the troop and patrol scribes.
7. Receive troop income each week from the troop scribe.
8. Keep accurate records.
9. Monthly financial reports will be presented at the scheduled committee meetings including: Starting and ending balances, bank statements, expenditures and receipts.
10. Quarterly financial analysis of troop finances will be provided upon request of the committee. A two-week notice will be required.
11. An annual financial review will be required each January and will be conducted by the committee. All financial records for the past year will be made available at that time.
12. An audit will be required if deemed necessary by the troop committee.
13. Personal scout accounts will be kept updated on a monthly basis. These accounts will be created from participation in fund raising activities.
14. Chair annual troop budget committee.
1. Assist the treasurer in all functions where help is requested.
2. Attend all troop functions where financial assistance is needed.
3. Perform all other duties pertaining to the office.
1. Cabin Maintenance
2. Supervise and help procure camp equipment.
3. Work with quartermaster on inventory, storage, and proper maintenance of troop equipment.
4. Maintain a troop lost and found.
5. Conduct annual safety inspection of cabin, storage areas and trailer.
I. Outdoor/Activities Committee
1. Help in securing permission to use camping sites.
2. Serve as transportation coordinator.
3. Encourage monthly outdoor activities or special activities.
4. Promote the National Camping Award.
5. Promote, through family meetings, attendance at troop campouts, camporees, and summer camp to reach the goal of an outing per month.
6. Prepare tour permits.
7. Prepare permission slips.
1. Encourage Scouts to advance in rank.
2. Arrange and conduct monthly troop boards of review.
3. Maintain a merit badge counselor list.
4. Make a prompt report on the correct form to the council service center when a troop board of review is held.
5. Secure badges and certificates.
6. Work with the troop scribe to maintain all scout advancement records.
7. Work with the troop librarian to build and maintain a troop library of merit badge pamphlets.
1. Contact news media for special events, advancements and fundraisers.
2. Coordinate all eagle Courts of Honor and special events.
3. Coordinate communications to the community.
1. Plan and coordinate fund raising activities.
2. Record scout participation.
3. Generate an accounting report of any fundraiser.
4. Turn over all funds to treasurer or assistant treasurer.
1. Recruitment of new Scouts.
2. Retention of Scouts by monitoring scouts attendance.
3. Provide new member packet of troop handbook, bylaws and roster to all new families.
4. Provide support for new scout families.
The Scoutmaster, Assistant Scoutmasters and Committee Chairman must complete the Scoutmaster Fundamentals course either prior to assuming office or at the first available class within a year’s time. The Troop Committee feels very strongly that anyone working with the Scouts must be properly trained in handling the boys. Therefore, if this requirement is not met, the individual may be asked to resign.
A. Parent/Guardian participation is strongly encouraged and is necessary for planning and carrying out a well-rounded scouting program.
B. Parents/Guardians are encouraged to attend every Court of Honor.
C. Scouts MUST BE PICKED UP ON TIME AFTER EVERY MEETING OR OUTING BY PARENT/GUARDIAN unless the troop leadership receives permission for a scout to be picked up by others.
D. Parents/guardians are expected to participate in Troop family activities
E. Family activities shall be understood to include only the immediate family of the Scout
F. Parents/guardians are encouraged to apply for membership with the Troop Committee and the Boy Scouts of America in accordance with the Boy Scouts policy.
G. Parents are encouraged to attend monthly committee meetings (2nd Thursday, 7:30 PM).
H. Parents are strongly encouraged to be present for weekly meeting closing announcements at 8:45 PM.
A. Full Dress Uniform will consist of Boy Scouts of America official uniform shorts/pants, shirt with insignia sewn on in proper places, belt, Troop neckerchief (issued), socks, troop approved hat, and closed toe leather shoes. The merit badge sash and order of the arrow sash should also be worn if the Scout is entitled to wear it.
B. A Class A Uniform will be as described above with the omission of the merit badge sash, order of the arrow sash and with closed toe athletic shoes optional. THIS WILL BE THE STANDARD UNIFORM UNLESS OTHERWISE DESIGNATED BY THE SCOUTMASTER.
C. Class B Uniform will consist of Boy Scouts of America official red polo shirt, closed toe shoes and choice of pants as deemed appropriate by the Scoutmaster.
D. Class C Uniform will consist of Troop T-shirt closed toe shoes and choice of pants as deemed appropriate by the Scoutmaster.
E. THE UNIFORM DESIGNATED WILL BE WORN AT ALL SCOUTING FUNCTIONS. Failure to do so will prevent the scout from participating in that function.
F. Full Dress Uniform will be worn at Board of Review and Court of Honor.
G. The Scout is expected to have a Uniform within 90 days of joining the Troop.
H. Scouts name should be placed on all parts of the uniform with an indelible marker
I. If a cap is worn by the Scout at any time that he is in uniform, it must be a Standard Boy Scout of America cap or a BSA event cap or a troop approved cap.
A. The Scout's Handbook is required at each Board of Review and should be brought to all Troop meetings and campouts.
B. The Scout's name should be marked on the edge of his handbook
C. Scouts are required to have all advancement requirements signed and dated by a leader or eligible scout that has witnessed the advancement skill.
A. Troop 141 has a standing meeting time, every Thursday night, beginning at 7:30 p.m. and ending at 9:00 p.m.
B. Scouts should not be dropped off more than 15 minutes prior to scheduled meeting time and ONLY THEN IF TWO ADULTS ARE PRESENT.
C. Scout MUST be picked up by parent/guardian (or other person designated by parent/guardian), within 15 minutes of scheduled ending time. A parent/guardian is expected to enter the scout cabin to pick up any scout.
A. Costs for troop outings will be determined by the estimated event expenses.
B. Permission slips are to be distributed 30 days (5 meetings) prior to an event.
C. Permission slips and camping fees will be due 15 days (3 meetings prior to an event.
D. Camping fees are non-refundable after reservation and food purchases have been made.
E. Summer camp fees and deadlines will be published and strictly followed.
F. In accordance with Boy Scouts of America policy and state law, all Scouts traveling on a Boy Scout outing must wear a seat belt while in vehicles. IF ENOUGH TRANSPORTATION CANNOT BE SECURED TO TAKE ALL SCOUTS AND COMPLY WITH THIS POLICY, THE CAMP OUT/OUTING WILL BE CANCELLED.
G. Every effort will be made to have one camping activity per month.
H. The standard Troop 141 Permission Slip and Consent to Treat form will be used for all camp outings and other activities as required by the Scoutmaster.
I. The completed, signed Permission slip must be turned in by the deadline or THE SCOUT WILL NOT BE ALLOWED TO PARTICIPATE.
J. Scouts may be prohibited from going on events if they do not bring proper equipment mandated in the permission slip.
A. All Scouts are required to have a Consent to Treat form to be kept on file by Troop 141 in event of medical emergencies. These forms will be updated annually with the Troop Charter.
B. In case of a medical emergency, the parents will be notified immediately.
C. In event parents cannot be reached, the injured person will be treated as deemed necessary by the leadership of the event.
D. Every Scout must have a physical every three years. Adults over 40 must have a physical every year.
A. Dues will be determined prior to the beginning of every year. Dues will be collected weekly by the patrol scribes. Pre-paid dues are refundable. Also there is a yearly equipment fee per family for equipment due in January of each year and is non-refundable and non-transferable. For Scouts joining after August 1st the equipment fee will be prorated.
B. Scout personal accounts are kept for payment of any activity or equipment fees. Monies for this account are generated by participation in troop fund raising activities and are split 25%-Scout/75%-Troop. A current accounting will be posted and updated monthly.
C. All checks should be made payable to Boy Scout Troop 141.
D. A letter will be sent to parent/guardian if Scouts dues are more than 60 days delinquent.
E. Any Scout more than 60 days delinquent may not participate in any Troop campouts until dues become current.
F. If financial consideration for non-payment of dues is needed, contact Scoutmaster or Troop Committee Chairman. All contacts will be confidential.
A. All Troop Checks over $100 will require two (2) signatures (except overnight food purchases).
B. No two members of the same family may sign on Troop checking account.
C. The signatories of the Troop checking account will be the Treasurer, Assistant Treasurer and/or Committee Chair
D. No signatory on the Troop checking account will be permitted to sign a check addressed to herself/himself.
E. Receipts are required on all purchases and must be turned into Treasurer or Assistant Treasurer.
F. All purchases over $100 must be pre-approved by a majority of the Troop Committee (except overnight food purchases).
A. An Annual Troop Budget will be submitted, by the Budget Committee, to the Troop Committee for approval at the January Committee meeting each year. A draft will be due to the Committee by December.
B. The Budget Committee will consist of the Scoutmaster, a Scoutmaster appointed Assistant Scoutmaster, Troop Committee Chairman, Chartered Organization Representative, Troop Treasurer, Assistant Treasurer and a Troop Committee person appointed by the Troop Committee Chairman.
A. All fund raising must be approved by Committee.
B. Fund raising will be utilized for all troop expenditures as becomes necessary as approved by committee.
C. Twenty-five percent of funds raised go into the individual participating Scout's account to be used for scouting related activities or Scouting equipment. The remaining 75% of fundraising profits will be allocated to the troop account.
D. Individual Scout Patrols may raise funds for special Patrol needs with approval of the Scoutmaster and/or committee.
A. Board of Review will be held on a scheduled basis and staffed in accordance with the Boy Scouts of America policies. Special Board of Review may be requested by a Scout if approved by Scoutmaster
B. Board of Reviews can only be scheduled after a boy's Scoutmaster Conference.
C. Any parent/guardian of a Scout appearing before a Board of Review is disqualified from that Board.
D. A Scout appearing before a Board of Review will wear CLASS A uniform and have his Scout book with him.
E. A newly registered Scout may have the uniform requirements waived, if necessary during the 90-day grace period.
F. It is strongly encouraged that all board members view the BSA training film for boards of review.
A. ALL PERSONS PARTICIPATING IN TROOP 141 ACTIVITIES WILL ABIDE BY POLICIES OF THE BOY SCOUTS OF AMERICA and THE POLICIES AND PROCEDURES OF BOY SCOUT TROOP.
B. Misbehavior and Disrespect by Scouts will be handled by the following chain of command:
1. Meeting with Patrol Leader and Senior Patrol Leader.
2. Conference with Scoutmaster and /or Assistant Scoutmaster.
3. Conference with Scout, Scoutmaster and parent/guardian.
C. The Scoutmaster or his representative will have final decision as to disciplinary action of Scouts at all troop activities.
D. Certain behaviors are unacceptable in Troop 141. Offenses worthy of probation/suspension include but are not limited to:
1. Fighting, pushing, tripping or other actions which may cause injuries.
2. Physically or verbally abusing another scout.
3. Intentional actions which cause property damage.
4. Socially unacceptable actions
5. Disobeying a direct order by a leader.
6. Acting disrespectfully to a leader.
7. Instigating another scout to commit any of the above offenses.
E. If a scout commits any of the above offenses, an adult leader may immediately issue a written statement to the scout informing him that he has been put on a one-month probation. As part of the probation:
1. The scout must immediately call his parents to pick him up (even if on an overnight).
2. A parent must accompany the scout on the next scheduled event (meeting or overnight). The scout, parent, and the adult leader who issued the probation will meet and discuss what occurred.
F. If during the probation, the scout commits another offense listed above, he will be suspended from all troop activities for one month.
G. When a scout returns from suspension, he will continue to be on probation for another month.
H. If a scout is suspended twice within six months; he will be expelled from the troop.
A. Grievances of Scouts will be handled in the same manner as listed above (a. through c.) under Section O. under Discipline above.
B. Grievances of parents/guardian of Scouts will be presented to the troop committee, committee chairman or the institutional representative. This grievance will be brought before the full committee.
A. Any changes to the bylaws must be considered by a quorum of the committee (50% of registered committee members) and approved by a 2/3’s vote.
B. Any changes to the By-Laws of Troop 141 must be approved by the Troop Committee and will be published and distributed to parents/guardians of the Troop.