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Last Revised: April 24, 2000
1. PURPOSE
The purpose of this document is to inform those associated with Boy Scout Troop
174 about the troop’s goals, parent participation, guidelines, organization,
sponsor and serve as the primary reference source for all troop guidelines and
procedures.
2.
SCOPE
This Operating Guide and Procedures document applies to all Scouts, parents
and adult leaders of Boy Scout Troop 174.
3.
REFERENCES
Boy Scout Handbook
Scout Master Handbook
Woods of Wisdom
4. DESCRIPTION
4.1
Sponsorship
Boy Scout Troop 174 is sponsored by the Simsbury Civitan Club and is part of
the MetaComet District of the Connecticut Rivers Boy Scouts Council. The
troop currently meets at the Latimer Lane Elementary School in Simsbury
4.2 Goals
As with all volunteer organizations, the benefits derived are only as good
as the efforts put forth. Troop 174 was established to provide a Scouting
experience for all boys between the ages of 11 and 18 years of age. The
troop will strive to provide a program of the highest quality that will offer
a full outdoor experience and develop the boys in accordance with the aims of
Scouting. This includes living up to the 12 points of the Scout
Law, the Scout Oath, the Scout Motto and the Scout Slogan.
4.3 Participation
There are many factors that go into providing a program of the highest quality.
It takes a lot of hard work and dedication on the part of the Adult Leaders
and Troop Committee, but most importantly it needs the support and encouragement
of the parent or guardian. Our experience shows the success your son enjoys
will be directly proportional to your participation. Please consider this
a personal invitation to experience the rewards of working with the Boy Scouts
of America.
4.4
Organization
a. Troop Leadership Committee (TLC): The TLC is the governing
body of Troop 174 and meets monthly during the scouting season (generally September
through June). All parents of active scouts are voting members of the
TLC. To insure new participation, new ideas and new enthusiasm, the committee
will hold annual elections. The elected members of the TLC are the Chairman,
Secretary, Treasurer, Fundraising (Leaf - Raking) Chairman, Newsletter Chairman,
Advancement Chairman and Eagle Advisor. Non elected members are the parents
of active scouts and a representative from the troop’s sponsoring organization
(Civitan Club). The Scoutmaster is a non-voting member of the TLC.
In addition to the monthly meetings the TLC also holds an annual planning meeting
to prepare for the new Scouting year where input of the Patrol Leader Council
is reviewed and the annual planning schedule is finalized. The annual
planning meeting is scheduled by the Troop Leadership Committee Chair.
b. Patrol Leader Council (PLC): The PLC consists of
the scouts in leadership positions (members of the leadership patrol, patrol
leaders and other scouts as determined by the PLC and/or Scoutmaster).
The PLC meets monthly to discuss upcoming troop activities and any issues that
affect the troop. Annually (generally in June) the PLC will conduct a
planning session for the upcoming year. Prior to the planning meeting,
each scout is polled by their Patrol Leader for suggestions and ideas.
Once the plan has been completed and approved by the Scoutmaster, the Senior
Patrol Leader will present the program to the Troop Committee with preliminary
financial estimates. The Troop Committee will review the program and approve
it for implementation or return it to the PLC through the Scoutmaster with comments
and issues clearly defined.
c. Scoutmaster: The Scoutmaster's job is to encourage, guide,
and counsel Scouts in the troop. Working with the boy leadership group, he helps
them execute their program. The Scoutmaster is not a voting member of the committee.
The Scoutmaster prepares a monthly report for the TLC.
d. Assistant Scoutmaster(s) – Outdoors: The Assistant
Scoutmaster(s) - Outdoors is responsible for organizing the camping activities
that the PLC selects for the troop. This position involves making reservations,
filling out council required tour permits, reviewing and suggesting potential
camping locations for the PLC, reviewing Patrol menus and Duty Rosters. The
Assistant Scoutmaster(s) - Outdoors prepares a monthly report for the TLC meeting.
e. Assistant Scoutmaster(s) – Indoors: The Assistant
Scoutmaster(s) – Indoors assists the Scoutmaster and PLC with organizing
the activities for each of the weekly meetings held during the scouting season.
f. Committee Chair: The Committee Chair is the head of the
local body governing our troop. The Committee Chair prepares the agenda for
the monthly committee meetings and conducts the meeting. The Committee Chair
follows normal parliamentary procedures in bringing items to the attention of
the committee for vote and resolution. The Committee Chair is responsible
for coordinating the yearly troop calendar with the school calendar and preparing
and submitting the annual charter renewal. In addition the Committee Chair
is responsible for coordinating with the Superintendent of Schools the use of
Latimer Lane School gymnasium and/or cafeteria by the troop for its weekly meetings
and Board of Reviews. In the event of scheduling conflicts the Committee
Chair will arrange for other suitable meeting locations.
g. Fundraising (Leaf-raking) Chair: The Fundraising Chair
coordinates the activities related to the troop’s annual leaf-raking fundraiser.
This member coordinates, makes reservations, leads sign-up efforts, collects
the monies, buys supplies and other tasks as required to ensure success of the
leaf-raking fundraiser. The Fundraising Chair prepares periodic reports for
the committee meeting. See Leaf-raking policy for additional details.
h. Treasurer: The Treasurer maintains the financial accounts
for the Troop. This involves depositing monies into the checking account from
various activities, writing checks for the troop expenses, as well as maintaining
the Scout Escrow Fund Accounts. The Treasurer prepares a monthly report for
the committee meeting detailing the account balances and monthly transactions.
See Scout Escrow Fund Account for additional details.
i. Advancement Chair: The Advancement Chair is responsible
for maintaining the advancement records for the troop. This position also involves
preparation of the paperwork for purchase of rank and merit badges at council.
The Advancement Chair prepares a monthly report for the committee meeting.
j. Equipment Chair: The Equipment Chair is responsible for
the oversight, maintenance and control of troop equipment including the trailer,
patrol boxes, tents, cooking gear, and other troop equipment. The Equipment
Chair is tasked with keeping the gear in usable shape by refurbishing or purchasing
replacement gear with approval of the committee. Necessary, small item purchases
during campouts may be approved by the Scoutmaster, Committee Chair or Assistant
Scoutmaster - Outdoors. The Equipment Chair prepares a monthly report for the
committee meeting.
The Metacon Gun Club at 106 Nod Road, Simsbury, CT 06089 has agreed to let the
troop keep its metal storage container (8’ x 8’ x 20’) on the
Gun Club’s property. In consideration of being allowed to store the
container on the Gun Club’s property, the troop has agreed to allow the
Gun Club to store some of its equipment in the container and will perform grounds
maintenance/clean up (similar to the leaf raking fund raiser work). The
troop Equipment Chair will coordinate the container site placement, access to
the container by members of the troop, storage of Gun Club property in the container
and grounds maintenance activities with the Gun Club’s Grounds Chair.
The current Gun Club Grounds Chair is Gary Link. He can be contacted at
521-2440.
k. Secretary: The Secretary is responsible for taking and
maintaining the minutes of the TLC meetings.
l. Newsletter Chair: The newsletter Chair is responsible
for producing the troop newsletter.
m. Pack Coordinator: The Pack Coordinator provides
a liaison between the troop and the several Cub Scout Packs to ensure effective
communications between both entities. Periodic attendance at both troop and
Pack committee meetings is required for this position.
n. Eagle Scout Advisor: The Eagle Scout Advisor serves as
an advisor for those Scouts who are working on the rank of Eagle Scout.
The advisor will help the scout plan their Eagle project, assist with the preparation
and submission of paperwork and help organize and coordinate the Eagle Scout
ceremony.
o. Summer Camp Coordinator: The Summer Camp Coordinator is
responsible for assisting the Scoutmaster with coordinating the troop’s
attendance at summer camp. Responsibilities include insuring each Scout
receives the annual summer camp bulletin/notification from the council, insuring
each Scout who plans to attend completes the summer camp application form and
medical form and submits the appropriate summer camp fees. Scouts are
allowed to use their escrow funds to help off set the summer camp fees.
The Summer Camp Coordinator assists Scouts with using their escrow funds to
help fund the cost of summer camp.
p. Unit Commissioner: The Unit Commissioner provides
a liaison between the Connecticut Rivers Council, Metacomet district and the
troop. This position involves attending several monthly meetings for the various
groups.
4.5
Training of Adult Leaders
All adult leaders that serve as Scoutmaster and Assistant Scoutmaster are
strongly encouraged to undergo approved Youth Protection, First Aid and CPR,
Safe Swim Defense, Safety Afloat and other training provided by the district
and council. The troop strives to insure that all adults involved directly
with the Scouts have been properly trained and clearly understand the accepted
behaviors required of adult leaders by the Boy Scouts of America.
4.6
Annual Dues
Annual dues of $30.00 are collected in January of each year. The troop
treasurer prefers that dues be paid by personal check. Dues may be given
to any adult leader or preferably mailed to the treasurer at the treasurer’s
home address.
The troop has a special fund, the Kevin Hanley Fund, that exists to assist Scouts
who may need financial assistance to cover the cost of their dues and other
scout related activities. The fund is named in honor of Kevin Hanley who
died of a rare childhood disease in his first year with the troop. Scouts
in need of financial assistance should contact the troop treasurer or the Chair
of the Troop Leadership Committee.
4.7 List
of Guidelines and Procedures
Troop Operating Guide & Procedures
BSA174.100 Date: 4/24/00
Scout Escrow Account
BSA174.101 Date: 3/17/00
Fund Raising-Leaf Raking
BSA174.102 Date: 4/24/00
Scouting Goals & Objectives
BSA174.103 Date: 4/24/00
Scouting Activities
BSA174.104 Date: 2/2/00
Scouting Equipment and Facilities
BSA174.105 Date: 4/24/00
Scouting Rules of Conduct
BSA174.106 Date: 12/20/99
Scouting Communication
BSA174.107 Date: 12/20/99
Camping
BSA174.108 Date: 9/14/99
Procedure Guidelines
BSA174.109 Date: 11/24/99
