Troop 400 Committee Positions

Scoutmaster (SM)

 

The Scoutmaster is selected and recruited by the Troop Committee and approved by the Charter Organization Representative. The Scoutmaster must be at least 21 years of age. The Scoutmaster serves at the satisfaction of the Troop Committee and the Charter Organization Representative.

 

Reports to: Troop Committee Chair

 

Duties:

 

• Train and guide the Troop’s Junior Leaders.
• Work with other responsible adults to bring Scouting to the boys.
• Use the methods of Scouting to achieve the Aims of Scouting.
• Meet regularly with the Patrol Leaders Council (PLC) for training and coordination in planning Troop activities.
• Attend all Troop meetings, or if necessary arrange for a qualified adult substitute.
• Attend Troop Committee meetings.
• Attend all camp outs or arrange for a qualified adult substitute.
• Attend monthly district Roundtable or arranges for a qualified adult substitute.
• Attend Eagle boards of review and introduce the Troop’s Eagle candidates or arrange for a qualified adult substitute.
• Conduct scoutmaster conferences for all rank advancements or delegate to a qualified Assistant Scoutmaster (ASM).
• Delegate responsibilities to other adults (assistants and troop committee).
• Coordinate annual elections for Troop junior leaders with the Patrol Leaders Council (PLC)
• Coordinate an annual Junior Leaders Training program with the Patrol Leaders Council (PLC)
• Coordinate an annual planning meeting with the Patrol Leaders Council (PLC) to plan the next year’s Troop activities. Present this plan to Troop Committee for approval.
• Make it possible for each scout to experience at least 10 days and nights of camping each year.
• Build a strong program by using proven methods presented in Scouting literature.
• Attend Scoutmaster Fundamentals and Woodbadge training.
• Conduct all activities under qualified leadership, safe conditions, and under the policies of the chartered organization and the Boy Scouts of America.
• Maintain a close relationship with the Charter Organization Representative and the troop committee chairperson.

 

 

Assistant Scoutmaster (ASM)

 

The Scoutmaster selects assistant Scoutmasters with the assistance of the Troop Committee. They serve at the satisfaction of the Scoutmaster, Troop Committee and the Chartered Organization. They may be 18 years old, but at least one must be 21 or older.

 

Reports to: Scoutmaster

 

Duties:

 

·        Assist the Scoutmaster with his/her responsibilities.

·        Attend Troop meetings and outings.

·        Become trained for the position to include Scoutmaster Fundamentals Training and Outdoor Leader Training

·        Woodbadge Training is highly recommended.

·        Fill in for Scoutmaster when required.

·        In addition to the above duties several ASMs have additional responsibilities in specific areas as assigned by the Scoutmaster:

o       ASM – Scout and Tenderfoot – work with new scouts to help them make a smooth transition into the Troop and advance to Tenderfoot in a reasonable time. This involves working with the PLC. Also works closely with Troop Instructor, Troop Guides, and Advancement Coordinator to facilitate scout advancements.

o       ASM – Second Class – work with new scouts to help them make a smooth transition into the Troop and advance to Second Class Rank in a reasonable time. This involves working with the PLC. Also works closely with Troop Instructor, Troop Guides, and Advancement Coordinator to facilitate scout advancements. 

o       ASM – First Class – work with new scouts to help them make a smooth transition into the Troop and advance to First Class Rank in a reasonable time. This involves working with the PLC. Also works closely with Troop Instructor, Troop Guides, and Advancement Coordinator to facilitate scout advancements. 

o       ASM – Eagle Coordinator – See description under committee positions. This could be a Troop Committee or Asst. Scoutmaster position.

Tour Leader – This is a trained, uniformed adult over 21 who is appointed by the Scoutmaster to be the adult responsible for any given outing/activity. Normally this person would be an Asst. Scoutmaster (ASM) although this is not required. Completing the following courses or the equivalent would constitute being trained: Fast Start, New Leader Essentials, SM and ASM Basic Training, and Intro to Outdoor Leader Skills.

 

 

Charter Organization Representative (COR)

 

The Charter Organization Representative (COR) is the head of the Charter Organization’s “Scouting Department”. The COR is appointed by and serves at the satisfaction of the Institutional Head of the Charter Organization. (Richmond Hill Presbyterian Church)

 

Reports to: Charter Organization Institutional Head (IH)  

 

Duties:

 

·        Is the Pastor or designated representative of the session. 

·        Secures a Troop Committee Chair and encourages training.

·        Maintain a close liaison with the Committee Chair and the Scoutmaster.

·        Helps recruit other adult leaders.

·        Become trained for the position, to include Troop Committee Training.

·        Serves as a liaison between the Troop and the Charter Organization.

·        Assists with unit re-chartering.

·        Encourages service to the organization.

·        Ensure troop representation at monthly district Roundtable.

·        Is an active and involved member of the district committee.

·        Provides meeting place for troop meetings and storage of troop equipment.

·        Approves all adult leaders’ applications.

·        Reports to Troop Committee as needed.

 

 

Chaplain

Promote the pursuit of the 12th point of the scout law "A scout is reverent". Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and Scoutmaster.

Reports to: Committee Chair

Duties:

• Provides a spiritual tone for troop meetings and activities.
• Give guidance to the Chaplain Aide (a Scout position).
• Promote regular participation of each member in the activities of the religious organization of his choice.
• Coordinates visits to homes of Scouts in time of sickness or need.
• Give spiritual counseling service when needed or requested.
• Promote the pursuit of religious awards by all Scouts.
• Coordinates with Chaplain Aid religious observations during scout activities.

 

Committee Chair (CC)

 

The Troop Committee Chair (CC) is selected by the Charter Organization Representative (COR) to organize the Troop Committee. Serves at the satisfaction of the COR and Troop Committee.

 

Reports to: Charter Organization Representative

 

Duties:

 

·        Organize the Troop Committee to see that all functions are delegated, coordinated, and completed.

·        Maintain a close relationship with the Chartered Organization Representative and the Scoutmaster.

·        Interpret national and local policies to the troop.

·        Ensure the troop adheres to the policies of the Chartered Organization and the Boy Scouts of America.

·        Prepare troop committee meetings and agendas.

·        Call, preside over, and promote attendance at monthly troop committee meetings and any special meetings that may be called.

·        Ensure troop representation at monthly district Roundtable.

·        Recruit top-notch individuals for adult leadership.

·        Become trained for position to include Troop Committee Training and Scoutmaster Fundamentals.

·        Encourage adult leaders to get trained.

·        Arrange for charter review, re-charter annually and plan charter presentation.

 

Committee Member (MC)

All registered adults are members of the Troop Committee. The Scoutmaster and Assistant Scoutmasters are non-voting members. All other registered adults have a single vote. The Committee Chair and the Charter Organization Representative must approve all adult leaders after a reference check.

Duties:

• Read their son's Scout Handbook.
• Understand the Aims and Methods of scouting.
• Take Fast Start and Youth Protection Training.
• Show support to individual scouts and the troop by attending Courts of Honor and as many troop meetings as possible.
• Attend as many Committee Meetings as possible.
• Support troop fundraisers, service projects, and activities.
• Participate on Board of Reviews as requested by the Advancement Coordinator.
• Assist the area Coordinators when requested.

 

Treasurer

 

The Troop Treasurer maintains all troop finances, collects dues and fees, and pays troop bills. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

 

Reports to: Committee Chair

 

Duties:

 

·        Handles and accounts for all troop funds. Pays all bills on recommendation of the Scoutmaster and authorization of the Troop Committee.

·        Maintains checking and savings accounts.

·        Supervise Individual Scout (ISA) Accounts.

·        Keep appropriate records related to troop funds.

·        Work with Advancement Coordinator to collect and record annual dues.

·        Work with Fund Raising Coordinator to account for monies earned during fundraisers and track scout account credits earned.

·        Work with Advancement Coordinator to process registration of new scouts and adult leaders.

·        Work with Outdoor/Activity Coordinator to make necessary payments for camping/activity reservations.

·        Collect Summer Camp payments and remit funds to council office for camp reservations/payments in a timely manner.

·        Needs to attend most troop meetings.

·        Report to Troop Committee at each committee meeting on account balances and rates of return on investment accounts.

 

 

Assistant Treasurer

 

Assist the Treasurer as needed and requested. Is responsible for tracking Scout Accounts, Summer Camp Payments, and special High Adventure Trip payments etc. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

 

Reports to: Treasurer and Committee Chair

 

·        Needs to be at meetings where payments are due.

·        Provide twice yearly Scout Account balance to families.

 

Fund Raising Coordinator

Research and recommends fund raising projects to meet the troops financial needs. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

• Ensures all fund raising activity meets BSA guidelines.
• Obtains Troop Committee approval for all fundraising projects.
• Report to the Troop Committee as needed.
• Maintain a liaison with the Scoutmaster and Committee Chair to avoid scheduling conflicts with other troop activities.
• Delegates below responsibilities to Asst. Fund Raising persons for particular activity if appropriate.
• Organizes scouts and parents to assist in fund raising activities.
• Submits Money Earning Application to council office for all fundraising projects.
• Tracks hours worked and funds earned. Submits report to Asst. Treasurer for crediting Scout Accounts.

Seafood Festival Coordinator

Organize and coordinate The Great Ogeechee Seafood Festival fund raising activities as requested by Scoutmaster and Fund Raising Coordinator and approved by Troop Committee. Appointed by the Committee Chair and serves at the satisfaction of the Scoutmaster, Committee Chair and the Troop Committee.

Reports to: Scoutmaster and Committee Chair

• Coordinates activities with Fund Raising Coordinator.
• Submits the booth reservation application to the Chamber of Commerce.
• Coordinates with the Treasurer for necessary funds for deposits and supplies.
• Organizes scouts and parents to assist in the Seafood Festival fund raising activity.
• Secures all necessary supplies for the Troop booth.
• Is a member of the Seafood Festival Committee
• Report to the Troop Committee as needed.
• Track hours worked and funds earned. Submits report to Asst. Treasurer for crediting Scout Accounts.

 

Secretary

 

The Secretary is responsible for keeping minutes of Troop Committee meetings and to handle troop correspondence. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

 

Reports to: Committee Chair

 

Duties:

 

·        Attend all troop committee meetings; record the minutes, with special emphasis on decisions made, actions taken, and policy made.

·        Transcribe and distribute copies of the minutes to all registered adult leaders as soon as possible following the committee meeting to ensure members have time to follow up on actions items.

·        Send out committee meeting notices.

·        Handle publicity.

·        At each meeting, report the minutes of the previous meeting.

·        Handle troop correspondence as needed.

 

 

Scout Parent Unit Coordinator

The Scout Parent Unit Coordinator will work to excite parents to participate within Troop 400. The Scout Parent Coordinator will help to enhance youth enthusiasm, recruitment, achievement and retention by encouraging parental involvement. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee.

Reports to: Committee Chair and Scoutmaster

 

Duties:

• Welcomes parents and scouts into the Troop.
• Explains the role and expectations (hands out the “Troop 400 Parents Expectations”) of parents in a Boy Scout Troop.
• Secures the completion of the Parent Questionnaire and Adult Volunteer application.
• Distributes the Troop By-Laws and History.
• Answers questions for the parents.
• Assigns parents to assist the troop with at least one specific task annually.
• This person would have a minimum of three years as an active adult leader in the troop

 

Advancement Coordinator

 

The Advancement Coordinator maintains troop advancement records and promotes rank advancement. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

 

Reports to: Committee Chair

 

Duties:

 

·        Ensures all rank advancement and merit badge completion comply with BSA guidelines

·        Become trained for the position to include Scoutmaster Fundamentals Training and Outdoor Leader Training

·        Encourages Scouts to advance in rank.

·        Arrange troop boards of review and courts of honor. 

·        Attend Troop Committee meetings and report as needed.

·        Should attend most Troop meetings.

·        Promote attendance at district Merit Badge Expos.

·        Have a working knowledge of the Boy Scout advancement program.

·        Make a prompt report on the correct form to the council service center when a troop board of review is held. Secure badges and certificates as required.

·        Work closely with Scoutmaster, Merit Badge Coordinator and Assistant Scoutmasters to keep them informed on advancement needs of scouts.

·        Work closely with Eagle Advisor to request congratulatory letters for Eagle courts of honor.

·        Work to ensure Troop data is accurate and timely.

·        Keep records of scout and adult leader information, troop advancement and attendance at troop activities on appropriate software with backup capability.  Ensure at least two others are trained and able to access the software at all times.   Provide periodic reports of database information to scouts for their review of accuracy and completeness to match their personal advancement records.

·        Complete annual recharter paperwork by council due date.  Coordinate with Treasurer for fees and dues collected for it.

·        Facilitate registration of new scouts and adult members as necessary.

·        Maintain hard copy files for each current and past scout and adult member of troop as well as all advancement and recharter reports.

 

Assistant Advancement Coordinator

 

Assist the Advancement Coordinator as needed and requested. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

 

Reports to: Advancement Coordinator and Committee Chair

 

·        Encourages Scouts to advance in rank.

·        Attend Troop Committee meetings and report as needed.

·        Should attend most Troop meetings.

·        Have a working knowledge of the Boy Scout advancement program.   

 

Eagle Coordinator

Acts as a resource for Life Scouts preparing to work on the Eagle rank. Appointed by the Committee Chair and Scoutmaster and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee. This could be an ASM or a Troop Committee position.

Reports to: Committee Chair and Scoutmaster

Duties:

·         Provide scouts attaining Life rank the "Life to Eagle" packet.

·         Advise Life scouts on the general process of attaining the Eagle rank.

·         Advise Life scouts on Eagle service projects and provide guidance on paperwork preparation.

·         Assist families of Eagle scouts with Eagle Court-of-Honor planning.

·         Coordinate with Advancement Coordinator requests for Eagle letters of congratulations from dignitaries.

·         Should be an Eagle Scout, or the parent of an Eagle Scout.

 

 

Training and Awards Coordinator

 

Is responsible for tracking training needs and completed training for Scouts and adults; determines and submits awards for adult accomplishments. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

 

Reports to: Committee Chair

 

·        Encourages Scouts to advance in rank.

·        Attend Troop Committee meetings and report as needed.

·        Should attend most Troop meetings.

·        Coordinates and schedules Troop JLT’s.

·        Train Committee Members to conduct troop board of reviews for Tenderfoot to Life ranks. 

·        Have a working knowledge of the Boy Scout advancement program.

·        Determine training needs for adult positions, assists with scheduling, documents completed training.  

·        Determines qualified candidates for adult awards and completes submittals for approval. 

·        Keep records of adult training and awards on appropriate software with backup capability.  Coordinates with Advancement and assistant to access the software at all times.   

 

Adult Quartermaster

The adult quartermaster is responsible for procurement and maintenance of troop equipment. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee.

Reports to: Scoutmaster and Committee Chair

Duties:

• Supervise and help the troop procure, repair, and replace camping equipment.
• Work with Troop Quartermaster on inventory and proper storage and maintenance of all troop equipment.
• Make periodic safety checks on all troop camping gear, and encourage the troop in the safe use of all outdoor equipment.
• Work closely with Scoutmaster, SPL, and Quartermaster to ensure proper equipment is available for each outing.
• Report to the Troop Committee as necessary.

 

Outdoor/Activities Coordinator

 

Secures reservations for troop activities/camp outs, coordinates transportation, process Tour Permits and necessary paperwork required to conduct the outdoor program. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee.

Reports to: Scoutmaster and Committee Chair

Duties:

• After the PLC's annual calendar has been approved by the Scoutmaster and Troop Committee, this person will work closely with the Scoutmaster to make necessary reservations to accommodate the planned activities.
• Secure permission and reservations to use camping sites and facilities.
• Coordinates with the Treasurer to ensure camping fees are paid.
• Maintain map library for use in making copies for camp out drivers.
• Secure Tour Permits for all troop activities.
•  
• Attend Troop meetings when Permission Slips are due and collect Permission Slips.
• Serve as transportation coordinator for troop outings.
• Ensure enough drivers are available for each outing.
• Prepare maps and driving directions for drivers.
• Publish a driving roster for each outing.
• Identify emergency contact person for each trip.
• Keep Tour Leaders Binder updated and in the hands of the Tour Leader for each outing. This includes the annual update of Medical Forms prior to Summer Camp.
• Work with Database Coordinator to ensure council has updated drivers/vehicle list for Tour Permits.
• Promote attendance at troop camp outs, district/council activities (camporees, expos, etc.), and summer camp to reach the goal of one outing per month.
• Promote the National Camping Award.
• Keeps the "Camping/Activity Pledge" in mind when dealing with exceptions to normal practices.
• Keep Tour Leader(s), Scoutmaster, and Committee Chair updated on any issues or potential problems.
• Report to the Troop Committee at each meeting.

 

Merit Badge Coordinator

Merit Badge Coordinator is responsible for finding, training, and ensuring merit badge counselors conduct merit badge classes according to BSA guidelines. Appointed by the Committee Chair and Scoutmaster and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee.

Reports to: Committee Chair and Scoutmaster

 

Duties:

• Take Merit Badge Counselor Training.
• Submit Merit Badge Counselor Registration Paperwork to counsel office.
• Maintain a merit badge counselor list. Recruit new counselors as necessary.
• Inform Advancement Coordinator and Training Coordinator of all who are registered as a Merit Badge Counselor.
• Ensures all Merit Badge classes and counselors are working within published BSA guidelines. This includes Youth Protection Training and the Guide To Safe Scouting.
• Whenever a Merit Badge Counselor is counseling their own son for a merit badge, the scoutmaster must approve such an arrangement and other scouts must also be included in the merit badge sessions.

 

Merit Badge Counselor

Merit Badge Counselors are subject matter experts for the Merit Badges they counsel either through vocation or hobby.

Duties:

• Take Merit Badge Counselor Training. 
• Conduct all Merit Badge classes and counseling within published BSA guidelines. This includes Youth Protection Training and the Guide To Safe Scouting.
• Whenever a Merit Badge Counselor is counseling their own son for a merit badge, the scoutmaster must approve such an arrangement and other scouts must also be included in the merit badge sessions.