Boy Scout Troop 111
Jerome United Methodist Church
Plain City, OH
By Laws of Troop 111
I. PARENTS’ RESPONSIBILITIES
I. Joining Troop 111. Parents or Guardians of all applicants must meet with the Scoutmaster, an Assistant Scoutmaster or the Committee Chairman for a personal interview before a boy will be registered with the Troop. The purpose for this meeting is to explain how Troop 111 functions, what the boy’s and parent’s responsibilities are, and allow the parents and boy to ask questions about the Troop. The Troop cannot function without the active involvement of every parent. Accordingly, the Troop must ask each parent to volunteer for a committee or adult leader position, participate in at least one outing or activity annually in a supervisory capacity and sit on monthly Boards of Review for the scouts on a rotating basis. Parents are encouraged to become Merit Badge Counselors according to their skills and abilities.
2. Scout Commitment. On an annual basis, by being registered with Troop 111 every family commits to the following:
a. Each Scout will attend at least four monthly outings during the year.
b. Each Scout will attend all Courts of Honor, Scout Sunday, and all Troop required functions.
c. Each Scout will participate to the best of his ability in bi-annual Church clean up days and the Jerome Memorial Day Parade.
3. Annual Parents’ Meeting. An annual Parents’ Meeting will be convened by the Troop Committee Chairman in late October or early November. The purpose of the meeting is to approve plans for the ensuing year, including the next year’s Activity Calendar, proposed budget and associated fund-raising activities, approve key Committee officers, adult leaders and Troop By Laws. This meeting is mandatory for the parents/guardians of all boys currently registered with the Troop. Anyone who is unable to attend the meeting must notify the Committee Chairman in advance.
4. Transportation to Outings. Parents are responsible for transporting their sons to campouts and other Troop activities. Carpools will be coordinated wherever possible; however the ultimate responsibility will lie with the parents. All carpool drivers must carry liability insurance of at least $50,000 (each person), $100,000 (each accident) and $50,000 (property damage). All riders must wear seat belts while traveling as required by Ohio law. Parents and adult leaders must provide updated information about their vehicle(s) and associated insurance to the Troop annually.
5. Transportation Home. Parents are responsible for picking up their sons after a Troop activity, or make other arrangements with another Troop Parent. As a general rule, no leader should leave a Scout at home after a Troop activity unless a responsible adult is present. If a boy is to be dropped off somewhere other than his residence address or to be picked up by someone other than a family member or the parent of another Scout in the Troop, the adult leader must be informed by the parent in writing prior to the Troop activity (e.g., a note on the permission slip for that activity). Adult leaders are to use common sense, and consider what is in the best interest of the Scout, should the occasion arise that a parent is not available when a Scout must be dropped off, or no parent is available to pick up a Scout.
II. TROOP COMMITTEE RESPONSIBILITIES
1. Troop Committee Organization and Responsibilities
The troop committee is the troop’s board of directors and supports the troop program. The troop committee ensures that quality adult leadership is recruited and trained. In case the Scoutmaster is absent, a qualified assistant Scoutmaster is assigned. If the Scoutmaster is unable to serve, a replacement is recruited. The troop committee is responsible for the following:
a. Provides adequate meeting facilities.
b. Advises the Scoutmaster on policies relating to Boy Scouting and the chartered organization.
c. Supports leaders in carrying out the program.
d. Is responsible for finances, adequate funds, and disbursements in line with the approved budget plan.
e. Obtains, maintains, and properly cares for troop property.
f. Ensures the troop has an outdoor program (minimum 10 days and nights per year).
g. Serves on boards of review and courts of honor.
h. Supports the Scoutmaster in working with individual boys and problems that may affect the overall troop program.
I. Provides for the special needs and assistance some boys may require.
j. Helps with the Friends of Scouting campaign.
k. Assists the Scoutmaster with handling boy behavioral problems.
2. Key Committee Offices.
Key Committee Positions include the following:
a. Troop Committee Chairman
b. Scoutmaster
c. Treasurer(s)
d. Secretary (ies)
e. Outdoor Program Coordinator(s)
f. Advancement Coordinator(s)
g. Chaplain(s)
h. Equipment Coordinator(s)
i. Training Coordinator(s)
j. Charter Organization Representative
3. Other Committee Positions and Subcommittees. In addition to the Key Committee Positions, the Troop Committee Chairman will seek persons to carry-out numerous other tasks such as:
a. Refreshments/Court of Honor Subcommittee
b. Board of Review Subcommittee
c. Fundraising Coordinator
d. Summer Camp Coordinator
4. Committee Meetings. The Key Committee Officers shall meet regularly to discuss Troop Business. Meetings shall be scheduled by the Troop Committee Chairman who will provide a written agenda. The meetings shall be open to parents, registered members of Troop 111 and non-key Committee officers. All Troop parents and other adults registered in Troop111 have the authority to vote, when a quorum exists. A quorum will exist when any six of the ten key committee officers are present at a committee meeting. Meetings are permissible without a quorum; however, no matters requiring a vote may be decided.
5. Expedited Approval. Should a need arise to obtain committee approval of an expenditure on an expedited basis, the Committee Chairman shall be authorized to contact the other key committee officers by telephone or electronic mail to discuss the matter and conduct a vote. In any such instance where a telephone vote has been conducted, the results of that vote shall be ratified at the next regular Committee meeting.
6. Amending the By-laws. Interim amendments to the By-laws may be made by majority vote of the key Committee officers after introducing the amendment at one Committee meeting and/or publishing the proposed amendment in the Troop newsletter. The amendment will be voted upon at the next committee meeting. Any interim amendment passed in this manner shall remain in effect only until the next Annual Parents Meeting, at which time it will be offered as a permanent change.
7. Committee Approvals. As a minimum, the committee must approve the following:
a. Scouts to attend training events paid for by the Troop
b. Adults to attend training events paid for by the Troop
c. Annual Budget
8. Boards of Review. It is the responsibility of the Troop Committee and the Advancement Coordinator(s) to arrange timely Boards of Review for Scouts who have completed all of the requirements and Scoutmaster’s Conference for Tenderfoot, Second Class, First Class, Star, Life and Eagle Palms. It is the Scout’s responsibility to contact the Advancement Coordinator(s) to arrange for a Board of Review. Boards of Review shall also be held for Scouts who are not advancing, to determine how the program is working for the Scout.
Troop 111 supports the BSA goal of having every new Scout advance to First Class within one year. However, we believe that in order to get the most out of the program the Scout should not advance too quickly. Therefore, we recommend One month tenure between Scout and Tenderfoot, three months between Tenderfoot and Second Class, and three months tenure between Second Class and First Class.
9. Merit Badge Guidelines. Troop 111 will comply with the following council recommended Merit Badge guidelines:
a. A Scout will not be counseled for more than 4 merit badges from any one counselor unless he receives prior approval from the District Advancement Committee.
b 50% of all merit badges shall be with counselors not associated with the Scout’s unit.
c. Members of the Scouts family as a group (parents/guardians, siblings) shall not counsel their own Scouts for more than two (2) Eagle required merit badges or four (4) total merit badges.
d. Scouts shall not depend on unit only or summer camp counselors for all merit badges. To do so deprives the Scout of the experience in meeting outstanding Counselors in qualified fields.
e. Counselors shall be registered only for their career and hobby interests and expertise.
f. Within Troop, group merit badges will be offered only with the concurrence of the
Advancement Chairman. Only one Eagle required group merit badge will be offered at a time. Group merit badge offerings should be limited to those merit badges that need special facilities or personnel.
g. Training sessions will be offered as needed for new counselors. All
counselors must abide by Youth Protection guidelines. All merit badge counselors must complete the required paperwork before counseling Scouts.
Ill. SCOUTMASTER’S RESPONSIBILITIES
1. Delivering the Promise. The Scoutmaster is the adult leader responsible for the public image and program of the troop. The Scoutmaster and assistant Scoutmasters work directly with the Scouts. The importance of the Scoutmaster’s job is reflected in the fact that the quality of guidance will affect every youth and adult involved in the troop. The Scoutmaster is appointed by the head of the chartered organization. The Scoutmaster’s duties include:
a. Train and guide boy leaders.
b. Work with other responsible adults to bring Scouting to boys.
c. Use the methods of Scouting to achieve the aims of Scouting. Meet regularly with adult leaders to coordinate efforts in support of the program.
d. Meet regularly with the patrol leaders council for training and coordination in planning troop activities.
e. Attend all troop meetings or when necessary, arrange for a qualified adult substitute
f. Attend Troop committee meetings
g. Conduct periodic parents’ sessions to share the program and encourage parent participation and cooperation.
h. Take part in annual membership inventory and uniform inspection, charter review meeting, and charter presentation.
2. Recruits Assistant Scoutmasters
a. Each assistant is assigned specific program duties.
b. Reports to the Scoutmaster.
c. There must be at least 2 adults present at any Boy Scout activity.
d. An assistant Scoutmaster may be 18 years old, but at least one in each
Troop should be 21 or older, so he or she can serve in the Scoutmaster’s absence.
e. They will be assigned to a particular patrol and have responsibilities for
supervision and guidance of various Junior Leader roles.
f. A Troop should recruit as many assistant Scoutmasters as possible.
3. Disciplinary Actions. The Scoutmaster, Assistant Scoutmasters, and/or the Troop Committee shall have the authority and discretion to contact parents and send home any boy who refuses to carry out the instructions of the Scoutmaster or his designated representative, or who, through his actions endangers lives, causes physical harm or damages property. In the event this occurs, the parents/guardians of the boy will be required to make arrangements to take custody of the boy. The Troop shall not be liable for any costs involved; these will be solely the parents/guardians’ responsibility. Any actions, which might involve disciplinary action, should be dealt with in strict confidence. The Scout’s parents should be fully informed of the issue. Because serious or recurring behavioral problems may require the troop committee’s involvement, the Scoutmaster should share discipline problems with the committee. Such problems should be addressed in a firm, fair manner with the goal to integrate the youth into the Scouting program. Problems that may lead to a youth’s permanent removal from the Troop should be handled by the Troop committee and the Scoutmaster, and should involve the Scout’s parents or guardians. Together, the troop committee, parents, and Scoutmaster should work toward a solution with the troop’s best interest in mind.
With regard to the above guidelines, the Committee Chair is empowered to act on behalf of the committee, so that disciplinary actions can be dealt with on a timely basis. The parent of a Scout involved in a disciplinary action, who is the Scoutmaster, outing leader involved, or the Committee Chair, shall defer to another leader or committee member during problem resolution.
Any disciplinary action will include conditions, if any, under which the Scout may return to the Troop’s regular program.
IV. SCOUT EXPENSES
1. Fee to Join Troop III. The parents of each new Scout registering with Troop 111 shall pay a fee of $25.00. Additionally, as explained below, each scout and his family will be required to contribute $100.00 toward the Troop’s operating expenses, either directly or through fundraising events annually.
2. Summer Camp. Each Scout will be encouraged to earn camp fees himself. Each family will be notified of the obligation with one payment being made to meet the camp deadline. At the Committee’s discretion, one or more camperships may be given each year to help Scouts attend summer camp who would not otherwise be able to go. Refunds for scouts who drop out before the annual deadlines will be refunded. Those scouts who have paid summer camp fees and then drop out after the stated deadline shall not be guaranteed any refund. Once Summer Camp fees have been paid to the Council, there will be no refunds given.
3. Outing Costs. Each scout shall pay for his own food and activity fees for each campout or other activity. Patrols will assume responsibility for purchasing their food for campouts. The Troop will not reimburse Scouts for food or activity expenses. Camping permission slips and campout money shall be collected by the Scout coordinator for that event and turned in to the appropriate adult leader the meeting prior to the activity.
4. Additional Expenses. Each Scout is expected to provide their own Mess Kit, knife/fork/spoon set, cup and necessary personal articles, such as sleeping bag, ground pad, canteen or water bottle, personal first aid kit, etc., for each outing.
V. TROOP EXPENSES
1. Major Expenses. The Troop shall be responsible for paying the following expenses from the general fund:
a. Troop Registration (annually)
b. Boy’s Life (annually).
c. Troop Insurance (annually)
d. Troop equipment (as needed - Committee Approval required)
e. Advancement (mother) pins, merit badges, rank patches, etc. (not covered by Quality Unit awards)
f. Summer Camp fee for adult leaders.
g. Leadership Training Costs for selected Scouts from the Troop. (Committee Approval required)
h. Custom embroidered neckerchief when the boy makes First Class.
i. Leadership Training Costs for selected Troop Adult Leaders.
(Committee Approval required)
j. Red Scout shoulder tab and a Troop # 111 patch will be provided to each Webelos Scout at crossover.
2. Routine Expenses. In addition, the Troop has ongoing expenses which are normally paid from the general fund:
a. Newsletter printing and postage
b. Bank charges and check printing
c. Office Supplies
d. Propane and other immediate outing necessities
e. Court of Honor expenses
f. Copying, postage and refreshment expenses associated with the annual
parents meeting.
3. Scoutmaster’s Fund. A fund of $25.00 per month (non-cumulative) is provided to the Scoutmaster to be used specifically to support the Troop Program. This fund shall be used for PLC and training event refreshments, and other expenses specifically to support the training of boy leaders. The Scoutmaster shall submit receipts to the Treasurer for all expenditures.
4. Expenditure Approval. A vote of the key committee members will be necessary to approve any expenditure of Troop funds beyond the major and routine expenses described above, and the discretionary $25.00 per month (non-cumulative) allotted to the Scoutmaster. Approval must occur prior to the expense, or the individual runs the risk of non-approval and non-reimbursement.
VI. TROOP FINANCING AND FUND RAISING
1. Fiscal Year. The Troop 111 Fiscal Year is defined as July 1st through June 30th.
2. Annual Financial Obligation. The Committee of Troop 111 has determined that each Scout and his family must undertake an obligation to contribute $100.00 annually to enable the Troop to carry out its program. Although the troop plans to pay annual registration fees, if troop funds are insufficient the families may be asked to pay the annual registration fee. By continuing to be registered with Troop 111, you are agreeing to comply with the following obligation:
a. The entire $100.00 obligation is due to Troop 111 on October 1st each year. If this obligation is not paid by October 1st, the treasurer must be notified and a payment schedule agreed upon.
b. The annual obligation will be prorated on a quarterly basis for new Scouts who join the Troop at different times during the year. Fees may be paid from Scout accounts.
c. The troop will work with any family who asks and is willing to make a reasonable attempt to assist the scout with his financial obligations. This must include significant effort during Troop fundraisers.
d. The liberal guidelines for the amount contributed to the Troop and the amount applied to individual Scout accounts (see 4 & 5) will be spelled out before each fundraising activity.
e. Per Parent Committee, subgroups of scouts may fundraise toward a specific goal. All proceeds from that fundraising activity shall be used to fund the specific goal and shall be applied equally toward each fundraising participant. In the event that the fundraising activity satisfies 100% of the participating scout’s activity obligation, any remaining proceeds shall be allocated to the troop general fund.
3. Fundraisers. Fund raising sufficient to support the Troop is the responsibility of the Troop Committee. All scouts in the Troop will be afforded ample opportunities to participate in fundraisers and other projects to earn enough money to pay for summer camp, thus ensuring the Troop’s ability to meet its obligations. Fund raising activities shall be supervised by the Fund Raising chairman and will be conducted as needed. These activities will include activities suggested by the PLC or the Troop Committee and agreed to by the key Troop Committee officers. Fundraising activities will be planned annually, as much as possible, to meet the Troop financial requirements. Vacations, holidays, and other community fund raising efforts will be considered when timing the fundraisers. All Scouts are expected to participate to the best of their abilities and as schedules permit. Parent help is always appreciated and enhances the fundraising experience for all.
4. Distribution of Funds Raised. Profits from fund raising activities shall be apportioned as follows: Until a Scout has satisfied his $100 annual contribution obligation, all profits he generates shall go directly to the Troop and will count toward the $100 obligation. Once he has satisfied that obligation,100% of additional profits will be distributed accordingly. While it is the intention of the Troop to all the Scouts who sell the most to receive the most into their Scout funds, there will be some fundraising activities that simply allocate a designated amount into their account or toward their annual $100 commitment. It is also possible for some fundraising activity to not go toward Scout Funds or annual commitments.
5. Ownership of the Scout’s Fund. Ownership of the Scout’s Individual Scout’s Fund moneys are Troop moneys designated for use by individual scout’s annual dues, summer camp, and other scout program fees. Individual Scout Fund money earned by any scout and not used by the time that scout leaves the troop shall be returned to the Troop General Fund. Scout account funds can be shared or transferred to other family member scouts.
6. Unused Funds. Scout Account funds can be shared and transferred to other family members still in the Troop. In special cases of hardship, Scout Account funds may be released to the parent to pay for fees or equipment outside of Summer Camp. Any such requests will be submitted to the parent committee chairman.
VII. INQUIRIES AND COMPLAINTS
All complaints and/or inquiries shall be directed to the Committee Chairman.
VIII. RATIFICATION
The By-laws as set forth above were reviewed by the Troop Committee and approved by a majority vote during the Annual Parents’ Meeting February11th, 2002 and as amended by special committee May 19th, 2002.
Scott Sonnenberg, Scoutmaster
Michael Hernandez, Committee Chair
Jennifer Sonnenberg, Chartered Organization Representative
References:
The Boy Scout Handbook
The Troop Committee Guidebook
The Junior Leader Handbook
Guide to Safe Scouting
The Scoutmaster Handbook
Boy Scout Field Book
The Troop By-Laws were amended and approved by a majority vote during the annual Parents’ Meeting on November 5, 2007.
Bob Karn, Scoutmaster
Russ Randall, Committee Chair
Scott Sonnenberg, Chartered Organization Representative
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