TROOP ORGANIZATION AND ROLES

ROLE OF THE PARENT

• Before joining, attend a Troop meeting with son, attend Parent Orientation.
• Complete Joining Forms
• Complete Medical Forms
  • please inform us of any medical/ food allergy conditions etc
  • Medical Forms must include Physical Signed by Physician.
  • Medical forms must be updated annually
  • Present medical and joining forms directly to the Scoutmaster 
• The conduct expected of the Parent is the same as the Scout, The Scout Law is the Law applies to both the Scout and the parent at all times.
• Be informed of outings (email/event fliers).  If your son is absent, the parent is responsible to become actively informed of missed event details.
• The Troop sends emails and shares information on the Troop website.  If the parent has an issue with their personal email account or computer, that parent should alert the Committee Chair to learn about any missed emailings/event details. 
• Parents are responsible to read emails and event fliers and share this with their Scout(s).
• Parents provide transportation (know when and where to drop off and retrieve Scouts)
• Parents are encouraged to carpool together provided their auto insurance liability limits are met per the BSA Local Tour Permit. Please review the local tour permit on the Forms page.
• Alert the Leadership if an alternate adult is providing transportation or if there is a plan change
• Help your Scout earn his dues through chores/allowances at home
• Participating in Troop fundraisers. 
• Help Scout pay for Summer Camp. (help the Scout earn his way through chores/neighborhood jobs) 
• Be present at Courts of Honor.
• Provide support or assistance when requested by the Troop Committee. 
• Understand that in a Boy Scout Lead organization, the Scouts choose their levels of fun and their own leadership.  We cannot teach independence and leadership if parents take away their opportunities for growth.
• For a majority of the time, the Scouts need their own independence away from the parent to appreciate the full benefit of Scouting.
• Adults can intervene for health/safety reasons.  BSA Policy issues may be brought to the attention of the Scoutmaster.
• Youth protection issues go to the Scout Executive (Professional Scouter)
• From time to time Parents and Families may be invited to specific functions
• Finally, Please be considerate of the leadership in place

"Be Kinder than necessary, for everyone you meet is fighting some kind of battle." --Author Unknown

TROOP ORGANIZATION

Patrols of 4-8 Scouts are lead by a Patrol Leader that they elect.  Patrol Leaders lead outings, lead Scout Skills training, and oversee their member's advancement.

A Boy Lead Troop

TROOP LEADERSHIP POSITIONS (Youth)

• Senior Patrol leader
  
• Assistant Senior Patrol Leader
• Troop Guide
• Patrol leader
• Ast Patrol leader
• Instructor
• Chaplain Aide
• Den Chief
• Scribe
• Librarian
• Historian
• Quartermaster
• Venture Patrol Leader
• Junior Assistant Scoutmaster

Troop Position responsibilities are detailed in the Senior Patrol Leader and Patrol Leader Handbooks.

SENIOR PATROL LEADER

"Each troop sets its own age, rank and other qualification standards for its senior patrol leader, though these may be temporarily waived if a troop is newly organized. A senior patrol leader serves from one troop election to the next, usually for a period of six to 12 months. In most troops, voting is done by secret ballot. All youth members of the troop are eligible to vote.
The senior patrol leader of an established troop is often selected from among the most experienced Scouts of a certain age and rank. In a new troop or a troop with older members, Scouts are likely to choose as their senior patrol leader someone they respect and believe will provide effective leadership." (The Senior Patrol leader Handbook pg 9)

"A senior patrol leader is not a member of a patrol but you may participate with a patrol such as the troop's Venture patrol.

The patrol leader's council may offer candidates for senior patrol leader the opportunity to appear before the troop to discuss their qualifications and reasons for seeking the office. This provides good practice for the candidates and enables those who do not know them well, younger Scouts in particular, to gain a better sense of what they propose to do for the troop.

Senior Patrol Leader Duties

• Runs all troop meetings, events, activities, and the annual program planning conference.
• NOTE: The Senior Patrol Leader along with the Scoutmaster are to present the Annual Program Plan to the Troop Committee and the Charter Organization Representative.
• Chairman of PLC meetings
• Leaders that directly report to the SPL: ASPL, Patrol Leaders, Assistant Patrol Leaders, Troop Guide
  Delegate duties and responsibilities to other youth leaders.
• Attends Troop Leader Training for SPL and reads the Senior Patrol Leader Handbook
• Assist the Scoutmaster with troop leadership training.
• Set a good example
• Wear the Scout uniform correctly...A Patrol Emblem should not be worn while in office.
  Shows Scout spirit." (The Senior Patrol leader Handbook pgs 10,108-110)

Ast Senior Patrol Leader Duties

• Appointed by the SPL
• Appoints and trains other youth leader positions (with the advice and council of the Scoutmaster).
• Attends Troop Leader Training and reads the Senior Patrol Leader Handbook
• Direct Reports: Scribe, Quartermaster, Librarian, Den Chiefs, Instructor, Historian, Chaplain Aid
• Assumes duties of SPL in his absence
• Responsible for Troop Spirit and Troop Spirit Awards (The Senior Patrol leader Handbook pg 10)
• Delegate duties and responsibilities to other youth leaders
• Assists with Senior Patrol Leader  in running all troop meetings, events, activities, and the annual program planning conference.
• Assist the Scoutmaster with Troop Leadership Training.
• Sets a good example
• Wears the Scout uniform correctly...A Patrol Emblem should not be worn while in office.
• Attends Troop Leader Training
• Responsible for Troop Spirit

References:(Senior Patrol Leader Handbook pgs 108-110)

Patrol Leaders

Patrol Leaders are elected because their fellow Scouts trust and believe in them to help the troop be successful and help the patrol members have a better Scouting experience.

• Elected by patrol members and reports to the SPL
• Appoints an Ast Patrol Leader who takes charge when the PL is not with the Patrol
• Attends Troop Leader Training and reads the Patrol Leader Handbook
• Represents the needs and resources of his patrol at the PLC
• Keeps patrol members informed of PLC planning and decisions
• Plays a key role in planning leading and evaluating patrol meetings and activities
• Leads the patrol in participation at Troop activities
• Learns the abilities of his patrol and properly delegates and challenges his patrol
• Actively encourages and provides advancement opportunities of his patrol
• Sets a good example for his patrol to follow: uniforming, attitude, shows patrol spirit, and expects the best of others.
• Responsible for having patrol yell, patrol flags, patrol emblems, etc.
• Devotes the time necessary to be an effective leader
• Works with others in the troop to make it successful
• Lives by the Scout Oath and Law
• Solicits ideas and concerns from patrol so they have input to planning and operation of the patrol
• Leads Patrol Outings

Reference: Patrol Leader Handbook pg 8

Troop Guide

• Introduces new Scouts to troop operations.

• Guides new Scouts through early Scouting activities.

• Shields new Scouts from harassment by older Scouts.

• Helps new Scouts earn First Class rank in their first year.

• Teaches basic Scout skills.

• Coaches the patrol leader of the new Scout patrol on his duties.

• Works with the patrol leader at patrol leaders' council meetings.

• Attends patrol leaders' council meetings with the patrol leader of the new Scout patrol.

• Assists the assistant Scoutmaster with training.

• Counsels individual Scouts on Scouting challenges.

• Sets a good example.

• Enthusiastically wears the Scout uniform correctly.

• Lives by the Scout Oath and Law.

Den Chief

Qualifications: Is an older Boy Scout, Varsity Scout, or Venturer. Selected by the senior patrol leader and Scoutmaster, Varsity Scout Coach, or Venturing Advisor at the request of the Cubmaster. Approved by the Cubmaster and pack committee for recommendation to the den leader. Registered as a youth member of a troop, team, or crew.

Responsibilities: The Cub Scout den chief's responsibilities are to

• Know the purposes of Cub Scouting.
• Help Cub Scouts achieve the purposes of Cub Scouting.
• Serve as the activities assistant at den meetings.
• Set a good example through attitude and uniforming.
• Be a friend to the boys in the den.
• Help lead weekly den meetings.
• Help the den in its part of the monthly pack meeting.
• Know the importance of the monthly theme and pack meeting plans.
• Meet regularly with the den leader to review den and pack meeting plans. Meet as needed with adult members of the den, pack, and troop.
• Receive training from the den leader (and Cubmaster or assistant Cubmaster) and attend Den Chief Training.
• Encourage Cub Scouts to become Webelos Scouts when they are eligible.
• Help the denner and assistant denner to be leaders.

DEN CHIEF TRAINING: http://olc.scouting.org/courses/dc/base.html

Junior Assistant Scoutmaster

Job Description:
The junior assistant Scoutmaster serves in the capacity of an assistant Scoutmaster except where legal age and maturity are required. He must be at least 16 years old and not yet 18. He's appointed by the Scoutmaster because of his leadership ability.

Reports to:
The Scoutmaster.

Junior Assistant Scoutmaster duties:

• Functions as an assistant Scoutmaster.

• Performs duties as assigned by the Scoutmaster.

• Sets a good example.

• Enthusiastically wears the Scout uniform correctly.

• Lives by the Scout Oath and Law.

• Shows Scout spirit.

ADULT VOLUNTEER SCOUTERS

SCOUTMASTER

General

• Appointed by the Charter Organization Representative
• Trains and guides boy leaders and conduct TLT after each troop election
• Trains and delegate as much as possible to Assistant Scoutmasters (future Scoutmasters)
• Uses the methods of Scouting to achieve the aims of Scouting
• Conducts Scoutmaster conferences for all rank advancements
• Has access to Troop master records for reports and patrol maintenance

Meetings

• Meets regularly with the patrol leaders’ council for training and coordination in planning troop activities
• Attends all troop meetings or when necessary, arrange for a qualified adult to substitute if needed
• Attends troop committee meetings
• Attends the monthly district roundtable or sends a representative

Activities

• Plans for enough outings each year to qualify for the Quality Unit award
• Participates in council and district events as much as possible
• Builds a strong program by using proven methods presented in Scouting literature
• Conducts all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boy scouts of America
• Supervises troop elections for the Order of the Arrow
• Conducts NEW PARENT ORIENTATION (training guide)

ASSISTANT SCOUTMASTERS

• Assist the Scoutmaster as needed, including but not limited to, coaching skill development and helping with rank advancement activities, assisting with safety and discipline on outings, and conducting scoutmaster conferences as delegated by the scoutmaster
• There may be specialized duties assigned (e.g. patrol advisor, outdoor program coordinator, quartermaster advisor, chaplain’s aide, high adventure, summer camp)
• Help with service projects
• May be asked to organize outings and manage monthly Scout meetings
• Can also serve as a merit badge counselor
• Should attend district roundtables
• The Outdoor/Activities and Equipment Coordinators and Chaplain should be active ASM’s

Charter Organization Representative

• Is a member of the charter organization and serves as head of the “Scouting Department”
• Secures a troop committee chair: 1)encourages training, 2) maintains a close liaison
• Helps recruit other adult leaders
• Provides adequate meeting facilities
• Encourages service to the charter organization
• Serves as liaison between Troop and FUMC
• Is active and involved member in the district committee

ROLES OF THE TROOP COMMITTEE

• The Troop Committee shall be composed of parents that are approved by the Charter Organization Representative and Executive Officer annually.  BSA Policy states that a minimum of 3 committee members are required.  The Troop Committee handles the various administrative aspects that are not appropriate for a youth to conduct are to be handled by the Troop committee:
• Supports the Scoutmaster and Assistant Scoutmasters in carrying out the Scouting program and working with individual boys and problems that may affect the overall troop program, including boy behavioral problems or special needs that some boys may require
• Recruits adults for leadership positions in the troop and approved by the COR and Executive Officer
• Ensures the troop qualifies for the Quality Unit award each year
• Is responsible for finances, adequate funds, and disbursements in line with the approved budget plan
• Obtains, maintains, and properly cares for troop property

CHAIR

• Organize the committee to see that all functions are delegated, coordinated, and completed
• Scouting has many variables, a successful chair should be approachable and flexible when needed
• Ensures top-notch, trained individuals for camp leadership
• Keep a list adult troop positions; asking the SM(Scoutmaster) for his adult leader needs
• Maintain a close positive relationship with the COR and the SM
• Interpret national and local policies to the troop
• Prepare monthly troop committee meeting agendas
• Call, preside over, and promote attendance at the monthly troop committee meetings
• Attend the monthly district roundtable or send a representative
• Arrange the annual Troop re-charter and submit to the Council on time – Quality Unit
• Has access to Troop master records for membership maintenance
• New adults – introduction to the troop, uses troop resource survey and recruits adults
• Registers Adult and Scout applications with the Council (doc)
• Determine adult awards and maintain a list of adult awards, updated every December (doc)
• Review the Treasurer’s monthly bank statement and reconciliation
• Input “Good Turn” information from service projects – Troop and Eagle projects
• Keeps electronic copies of all Troop documents – “document library”
• Webmaster – maintains Troop web site and Troop master
• Fund Raisers: Plan and request approval from council
• Fills out BSA Volunteer form and is fully registered

 ASSISTANT CHAIR

• Assist Chair with some of the tasks outlined above as directed
• Help with fund raisers

 SECRETARY

• Keep minutes of meeting and send out committee meeting notices
• Prepare a family newsletter of troop events and activities ( or assist Scout that does this for advancement)
• Troop Calendar
•  Work with the troop Historian, Librarian, and Historian to organize the troop closet and display case
• Handle troop publicity and send cards and thank you letters

• During committee meetings, present a draft copy of the last month's minutes.
• Make any adjustments and ensure they are approved before official distribution to everyone.
• Meeting minutes should contain only the following items
  • attendance list
  • brief status information from reports
  • official decisions with the vote count of for/against
  • action items containing due dates and the responsible person
  • Please refrain from capturing sidebar conversations that often occur in Committee meetings as the true intent and context may not capture the spirit of the conversation.

TREASURER

• Handles all troop funds.
• Pay bills on recommendation of the Scoutmaster, Committee Chair or the  authorization of the troop committee.
• Maintain Troop checking/saving bank accounts
• Keep adequate financial records and Scout accounts
• Lead in the preparation of the annual troop budget
• Provide financial records for audits
• Provide financial report to the troop committee monthly
• Provide financial report to church on annual basis
• Requires BSA Volunteer Membership

FUNDRAISING COORDINATOR

• Helps provide the right amount of fundraising to help purchase patrol and troop equipment.

• Some fundraisers may be designated to offset the cost of outings and activities working with the treasurer to ensure participants are credited.

• Works closely with the Treasurer to ensure good accounting principals are in place

• Proposes fundraising activities for approval from the Troop committee by completing a unit fundraiser approval form.

OUTDOOR/ACTIVITIES COORDINATOR

• Work with the SPL (Senior Patrol Leader) to help in securing permission to use camping sites
• Work with the SPL Secure tour permits for all troop activities
• Serve as transportation coordinator
• Ensure a “Quality Unit” outdoor program
• Promote outings and high adventure opportunities
• Promote summer camp and manage Scout registration
• Report to the troop committee at each meeting

EQUIPMENT COORDINATOR

• Supervise and help the troop procure camping equipment
• Work with the quartermasters on inventory and proper storage and maintenance of all troop equipment - check equipment before and after outings using patrol box and tent assignment lists
• Make periodic safety checks on all troop camping gear, and encourage troops in the safe use of all outdoor equipment
• Obtain the annual bus maintenance/inspection and other bus required maintenance
• Report to the troop committee at each meeting

CHAPLAIN 

• Provide a spiritual tone for the troop meetings and activities by emphasizing “Scout Spirit” as outlined in the Tenderfoot section of the Handbook.
• Give guidance to the chaplain’s aide
• Promote regular participation of each member in the activities of the religious organization of his choice and encourage Boy Scouts to earn their appropriate religious emblems
• Assist with Scout songs and skits (library)
• Assists Scouts with memorization of commonly used blessings and prayers
• Nominate Scouts and adults for spiritual awards
• Report to the troop committee at each meeting

ADVANCEMENT COORDINATOR

• Have a working knowledge of all advancement requirements and procedures (unit, district, and council)
• Encourage Scouts to advance in rank
• Arrange troop boards of review and Courts of Honor- coordinate with the Scoutmaster
• Develop and maintain a registered merit badge counselor list (doc)
• Has access to Troop master records to update rank advancements
• Reports Scout advancement to the Council Office after a Board of Review is held
• Secures badges, pins, awards, and certificates
• Provides advancement report to the troop committee monthly
• Requires BSA Volunteer Membership

LIFE TO EAGLE COORDINATOR

• Meet with a new Life Scout and explain the requirements for the rank of Eagle
• Fine tune Eagle project ideas and monitor Eagle project progress
• Help the Scout plan out the completion of the remaining required merit badges
• Outline the Eagle application requirements and recommendations
• Help the Scout prepare for the Eagle board of review

TRAINING COORDINATOR

• Have a working knowledge of the training plan for the troop. Basically, this includes orientation (all parents), Fast Start, New Leader Essentials, Specific, supplement and advanced training programs
• Work with the committee chair and troop committee to determine and implement a training program for every adult in the troop
• Coordinate and provide orientation, Fast Start, Youth Protections, New Leader Essentials and Troop Committee Challenge training for new or existing adults leaders through the troop committee
• Promote leaders’ attendance at basic training, supplemental and advanced training, monthly roundtables, and University of Scouting to meet individual training plan
• Develop a library of current book/videos to set up a program for training adults
• Communicate and coordinate training activities with the District Training Chairperson and participate in district training activities as needed
• Record training attainment for individual leaders and keep troop records as providing the District Training Chairperson and the local Council office with the same information (doc)
• Encourage leaders to complete the requirements for the appropriate training award for their position and facilitate recognition at Roundtable or at the appropriate troop meeting
• After being Fast Start, basic trained for your position and attending the Training Development Conference, work with the District Training chairperson to present training at the unit level
• Report to the troop committee monthly at the committee meeting the progress of the training plan – copy to the Chair and Scoutmaster for reference

NEW MEMBER-PARENT COORDINATOR

• Develop a plan for year-round membership flow into the troop and implement the plan
• Work closely with Cubmasters and Webelos den leaders of neighboring Cub Scout packs to develop a list of second year Webelos and inform them about Troop and its activities.
• Assist the Scoutmaster in developing and recruiting Den Chiefs - Fall
• Keep in contact with district membership person for Pack contacts
• Invite Webelos dens to visit a troop meeting and attend the Webelos outing - Fall and Spring
• When Webelos and their parents visit Troop (inform SM) and have a meeting with the parents and answer questions
• Encourage Scouts to invite their friends to join the troop
• Assist in the crossover ceremonies from Webelos Scouts to Boy Scouts
• Complete the crossover summary form (doc from Chairman)) and attach the required documents for the Chair and treasurer to complete Scout registrations - March
• Assist in the Spring new parent meeting - March
• Presents new membership reports to the troop committee as needed
• Oversees Webelos II transition to the Boy Scout Troop
• Coordinates orders for: Troop T-Shirts, Troop Neckerchiefs, Troop Unit Numbers
• Coordinate New Member Orientation Training by SM
• Webelos II Transition Fall Presentation by SM

• Helps coordinate Transportation for Outings

• Helps coordinate Family Night at Summer Camp

• Assigns parents to help with at least one specific task, assignment, or project annually.

• Provides an orientation for all parents about how the unit works and benefits to families.

• Keeps parents updated on the unit’s program and their children’s involvement.

 The training and additional resources will be available for registered Parent Coordinators                          www.scouting.org www.scoutparents.org www.olc.scouting.org