Troop Resources and Administration (BS 177)

Transcription

1 Troop Resources and Administration (BS 177) Time 50 minutes Objectives The purpose of this session is to: Identify Areas Where Resources are Required Identify Troop Resources Resources Inside the Troop Resources Outside the Troop Identify Troop Administration Requirements Reference Boy Scout Handbook Troop Committee Guidebook Handouts None Materials Whiteboard or flip chart and easel, markers Delivery Method Guided discussion 1

2 Introduction The troop has many resources to draw from in order to put on a successful program for the scouts. There are resources both within and outside the troop. This session will help you identify areas requiring different resources, identify those resources most beneficial to your troop, and identify administrative requirements of a troop. Areas of a Troop that Require Resources: Give each participant a sheet of paper and pen/pencil and ask them to list as many areas that they can think of that require resources. NOTE: Do not list the resources yet. That will be covered later in the lesson. Possible Areas that Require Resources: Camping Advancement High Adventure Patrol Gear Uniforms Travel Courts of Honor Fund Raising Administration (Be sure this item is included but cover it at the appropriate part of the lesson) Discuss each item and allow participants to explain why they included an item. Some may be rolled up into similar items (i.e. Camping might be included in Outdoor Program). Resources Inside the Troop: Your People Scoutmaster / Assistant Scoutmasters Committee Chairman Troop Committee Chartered Organization Representative Interested Parents Youth Leaders (Patrol Leader s Council) Discuss the role of each person and what resources they bring to the troop. Discussion Points: Scoutmaster / Assistant Scoutmasters Leadership, Enthusiasm, Experience, Knowledge, Wisdom (Been there Done that) The SM/ASM are your primary contact leaders with the scouts. They don t have to have all the answers but should have the wisdom to know where to find them. TRAINING is a great resource for your unit leaders. 2

3 Committee Chairman Organizational skills, Leadership, Negotiating skills, Communication skills The Committee Chairman and Scoutmaster work hand-in-hand to ensure successful troop operations. Troop Committee The Troop Committee is the troop s board of directors and supports the troop program. This is one of your biggest resources and where the majority of leaders are required to serve. What does the committee do? Chair Leads the committee and works closely with the Scoutmaster Finance / Treasurer Outdoor / Activities Coordinator Advancement Coordinator Training Coordinator Equipment Coordinator (QM) Membership Coordinator Chaplain Does a committee need to fill all of these positions? No, but it helps. Some troops run differently and the Outdoor Coordinator might be an assistant scoutmaster. The important thing is that no matter how many adults you have supporting your unit these jobs still need to get done. It s up to the Scoutmaster and Committee Chairman to figure out who does what. Chartered Organization Representative This is your resource inside the chartered organization. This is who owns your troop. Use them to furnish a meeting place, storage, transportation, monetary assistance, or people. What other ways can the chartered organization be of resource? How can the troop be a resource to the chartered organization? (This is not the point of this lesson but is an important aspect of the relationship between the troop and the chartered organization.) Interested Parents These folks might be interested in assisting with one time projects like a court of honor or fund raiser. They might help drive to a campout or judge a relay race. The possibilities are endless on how to use parents. If they could give more time they might join the committee or become an assistant scoutmaster. Use them where they are willing to assist. They can be a big help to your operation. 3

4 Youth Leaders Don t forget this valuable resource. These scouts should be the ones planning your activities, leading the meetings, and training the younger scouts. Let them lead and they will impress you with their ingenuity and enthusiasm. In the ideal troop setting YOU are their resource on how they run THEIR troop. Resources Outside the Troop The District Training Events Roundtable Camporees Merit Badge Fairs Discuss these examples of District Resources and add more from the participants. The Council Training Events o University of Scouting o Wood Badge o National Youth Leadership Training o Powder Horn Council Camps Council Encampments Philmont / National Jamboree Contingents Scout Shops Discuss these examples of Council Resources and add more from the participants. What are some other resources outside of your troop? Examples of what might be included: Schools Businesses Museums Professionals (Merit Badge Counselors etc.) Fast Food Restaurants (donations for courts of honor or campouts) Other stores for donations of supplies. Resources for the troop can be found in many different locations and from many different people. There are many organizations and people willing to help the scouting program. All you have to do is find them. 4

5 Troop Administration Troop Administration is an area of vital importance to the success of your unit. Who handles most of the administrative duties of a troop? The Troop Committee Like any other organization the Boy Scouts of America has guidelines, forms, and procedures to follow to conduct a successful program. Ask participants to suggest ways that good record keeping can ensure the success of a troop. Write their suggestions on a flip chart or chalkboard. Among the answers may be: Clear information on each Scout s advancement Responsible financial accountings Effective program planning Fulfilling responsibilities with the local council and national council The Two Keys to Managing Troop Paperwork There are two things that every troop leader, both new and experienced, should know about managing the records, permits, and other forms that make up a troop s paperwork: 1. There is only so much of it. 2. Others can help take care of it. Let s take a look at some examples of required paperwork: Charter Renewal (Annually) Journey to Excellence Award Money-Earning Application (Prior to each troop money-earning activity) Tour Permit (As Required) Advancement Records Monthly (Troop Records) (Paperwork to Forward to the Council) Troop Budget Form Annually Membership Applications Weekly (Adult and Youth) Health Forms (As a new member joins, then annually) Eagle Scout Leadership Service As needed Project Workbook NESA Application As needed Records can be tracked in the Troop Record Book, available from the BSA national office. Computer software may also be available to help track records and produce paperwork. Check out My Scouting.org for online registration, advancement, and rechartering information. What are examples of administrative requirements that come up periodically? Summer Camp Registration Eagle Scout Applications Merit Badge Blue Cards Updating the Boy Scout Handbook High Adventure Trips (Philmont, Sea Base, etc) 5

6 Troop administration is just as important as having an active outdoor program. You don t want to have a scout completing his Eagle Scout requirements at the last minute (That never happens) only to find out that the advancement report with his Citizenship in the Nation merit badge didn t make it to the scout office. Provide dedicated resources to this vital troop function to have a successful unit. Are there any questions about Troop Resources and Administration? Closing After today s session you should be able to: Identify Areas Where Resources are Required Identify Troop Resources Resources Inside the Troop Resources Outside the Troop Identify Troop Administration Requirements THANK YOU 6