Troop Committee

The Troop committee is the administration and support arm of the troop. BSA requires that a troop has a minimum of three (3) committee members. Although troops can and do operate with a minimum of three committee members, experience has shown that a larger committee generally ensures a stronger, more stable troop and is better able to perform all the required functions to ensure a successful troop program. Obviously, with a committee of three, members must assume responsibility for more areas of service than with a committee of seven or more, where the responsibilities can be divided among the members.  Troop committee is also a way of getting involved in a meaningful service to the troop.

Responsibilities:

Regardless of the size of the troop committee, these responsibilities must be performed:

  •     Make recommendations to the chartered organization for final approval of troop leadership.
  •     Recruit the Scoutmaster and one or more assistant Scoutmaster, with the chartered organization’s approval.
  •     Provide adequate and safe facilities for troop meetings.
  •     Coordinate the troop’s program and the chartered organization’s program through the chartered organization representative.
  •     Help with troop charter renewal.
  •     Help stimulate the interest of adult family members through proper programming.
  •     Supervise finances and equipment.
  •     Work closely with the Scoutmaster.
  •     Ensure that all Scouts receive a year-round, quality program.
  •     Complete troop committee Fast Start Training and Basic Leader Training for the position.
  •     Conduct, with the help of the Scoutmaster, periodic training for parents and guardians.
  •     Cooperate with other Scouting units.

The troop committee chair decides how the responsibilities should be divided and gives committee members assignments.

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Troop 567 Committee

Advancement Chair – Karyl Bertram – Email: advancements@troop567.org

Asst. Advancement Coordinator(s) – Marsha Daniels

Life to Eagle – Richard Pantano – Email: life2eagle@toop567.org

Campouts (Year)
Summer Camp – Ruth swanson, Marjorie Hale, Beth Pantano
High Adventure – Richard Pantano

Asst. Equipment Coordinator – Chuck Pearson

School Start-
N.A.
Fujiyama Fundraiser–
N.A.
Popcorn –
 N.A.
Camp Cards –
 N.A.
Pasta Dinner –
Paige Burchfield

Scout Sunday – N.A.

  • Committee Members – Mark Telken, Marsha Daniels, Beth Pantano, Jennifer Johnson, Paige Johnson
  • Board 0f Review – All Committee Members, except Scoutmaster and Assistant Scoutmasters

Other sub-committees may be appointed as needed by the Committee Chair for special purposes.

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Charter Organization Representative (COR)

The Charter Organization Representative (COR) is the head of the Charter Organizations “Scouting Department”. The COR is appointed by and serves at the satisfaction of the chief executive of the Charter Organization.

Reports to: Charter Organization Institutional Head (IH)

Duties:

  •     Is a member of the charter organization.
  •     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.
  •     Is an active and involved member of the district committee.
  •     Provides meeting place for troop meetings and storage of troop equipment.
  •     Approves all adult leader applications.
  •     Reports to Troop Committee as needed.

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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 working 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 meeting 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, Scoutmaster Fundamentals, and Youth Protection.
  •     Encourage adult leaders to get trained.
  •     Arrange for charter review, re-charter annually and plan charter presentation.
  •     Commit to serve in this position for a minimum of 3 years.

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Assistant Committee Chair (CC)

The Assistant Committee Chair is a back-up to the Committee Chair and is presumed to be ready to take over the Committee Chair role in the future. Selected by the Committee Chair (CC) and approved by the Charter Organization Representative (COR). Serves at the satisfaction of the COR and the CC.

Reports to: Committee Chair (CC)

Duties:

  •     Assist Committee Chair with duties.
  •     Be familiar with Committee Chair Job Description.
  •     Fill in for Committee Chair as needed.
  •     Chair all special/temporary sub-committees.
  •     Have good organization skills and the ability to recruit adults to support the troop.
  •     Help recruit qualified adults to support the troop and assist in their training.
  •     Take necessary training and become familiar with BSA polices with intent of taking over as Committee Chair in the future.
  •     Maintain a close working relationship with the Chartered Organization Representative, the Scoutmaster and Committee Chair.

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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 all troop funds. Pay all bills on recommendation of the Scoutmaster and authorization of the Troop Committee.
  •     Maintain checking and savings accounts as needed.
  •     Supervise Scout Accounts.
  •     Keep appropriate records related to troop funds.
  •     Work with Re-charter Coordinator to collect and record annual dues.
  •     Work with Fund Raising Coordinator to account for monies earned during fund raisers and track scout account credits earned.
  •     Work with Membership 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.

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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.

Reports to: Treasurer and Committee Chair

  •     Needs to be at meetings when payments are due.
  •     Provide twice yearly Scout Account balance to families.
  •     Needs to be comfortable and knowledgeable using Excel.
  •     Must be detail oriented.

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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 rough draft of minutes to attendees as soon as possible following the committee meeting to ensure members have time to follow up on action items.
  •     Provide electronic copy of meeting minutes to troop web master for posting on troop web site with in one week after meeting.
  •     Send out committee meeting notices.
  •     Handle publicity.
  •     At each meeting, report the minutes of the previous meeting. Provide copies for those attending.
  •     Handle troop correspondence as needed.

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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, Scoutmaster, and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Encourages Scouts to advance in rank.
  • Arrange and conduct boards of review
  • Coordinate courts of honor with SPL and Scoutmaster.
  • Train Committee Members to conduct troop board of reviews for Tenderfoot to Life ranks.
  • Attend Troop Committee meetings and report as needed.
  • Should attend most Troop meetings.
  • Maintain a merit badge counselor list.
  • 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 and the Baden Powell Assistant Scoutmaster to keep them informed on advancement needs of scouts.
  • Work closely with Eagle Advisor to request congratulatory letters for Eagle courts of honor.
  • Work closely with Database Coordinator to ensure TroopMaster data is accurate and timely.
  • Keep records of troop advancement and attendance at troop activities in TroopMaster program.

If you have questions about advancement please contact the Advancement Coordinator at: 567advancements@gmail.com

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Assistant Advancement Coordinator

Assists the Advancement Coordinator as needed and requested.

Reports to: Advancement Coordinator

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Membership Coordinator

Works closely with Webelos Den Leaders and Cub Masters encouraging Webelos scouts to make the transition into Boy Scouts. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Maintain contact with local Cub Pack leaders.
  • Encourage Den Chiefs and promote Den Chief Training.
  • Invite Webelos dens to visit the troop and attend annual Webelos camp out. Coordinate schedule of visits with Scoutmaster.
  • Greet visitors at troop meetings, introduce them to troop youth and adult leaders, and help them understand how to join the troop. Answer any questions they may have about troop operations.
  • Make sure prospective troop members (adult & youth) receive the necessary information and forms needed to register in the troop and to sign-up for Summer Camp.
  • Ensure registration paperwork is properly completed and routed to appropriate adult leaders.
  • Work with Treasurer to collect dues as required for new members.
  • Should attend most Troop meetings and be prepared to welcome visitors and provide information about the troop and how to join.
  • Coordinate with Cub Master and Scoutmaster to ensure troop attendance and participation in Webelos bridging ceremony.
  • Work with the Scoutmaster to make sure new scouts are assigned to a patrol and welcomed by the patrol.
  • Maintain contact with parents of new scouts during the first few months after joining to make sure their questions are answered and their concerns are addressed.
  • Coordinate a “Fast Start” training each year in the spring for new adults.
  • Contact inactive Scouts and encourage them to become active again.
  • Report to Troop Committee as needed at committee meetings.

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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: 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, camporall, 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 with reservations or travel.
  • Act as or appoint an Emergency Contact for each outing.
  • Report to the Troop Committee at each meeting.

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Equipment Coordinator (Adult Quartermaster)

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: 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.

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Asst. Equipment Coordinator

Assist Equipment Coordinator as needed and requested.

Reports to: Equipment Coordinator

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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.

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Asst. Fund Raising

Organize and coordinate one or more fund raising activities as requested by Fund Raising Coordinator and approved by Troop Committee.

  • Coordinates activities with Fund Raising Coordinator.
  • Organizes scouts and parents to assist in fund raising activity.
  • Ensure a Money Earning Application is submitted to the council office for all fund raising projects.
  • Report to the Troop Committee as needed.
  • Track hours worked and funds earned. Submits report to Asst. Treasurer for crediting Scout Accounts.

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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.

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Database Coordinator

Maintain TroopMaster database of troop members address, phone, E-mail, training, medical forms, vehicle list, and related documents. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Enter and/or updates records in TroopMaster date base when changes are made or new members are added.
  • Updates records of training taken by adults.
  • Maintains close working relationship with Advancement Coordinator to maintain database integrity.
  • At time of re-charter verify all data and make updates as necessary.
  • Assist in re-charter by preparing TroopMaster records for submittal to council office.

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Scouting For Food Coordinator

Coordinates the troops participation in the annual Scouting For Food Drive. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Coordinates and promotes Scouting For Food effort.
  • Maintain liaison with district Scouting For Food coordinator.
  • Sign up for troop assignment area at September Spotlight on Scouting Roundtable.
  • Determine area assignments and recruit scouts/parents for each area.
  • Provide maps and instruction for drivers and scouts in each area.
  • Promote scout safety and two-deep leadership during this activity. Work closely with Scoutmaster and Troop Committee to ensure adequate adult and youth leaders are present.
  • Direct the distribution of collection bags.
  • Coordinate the collection and counting on donated food.
  • Arrange for transportation of donated food to designated collection point.
  • Keep records of each Scout’s participation in the program and provide same to Advancement Coordinator for recording.
  • Report on results to troop committee.

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Training Coordinator

The Training Coordinator is appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Stay aware of adult and youth training opportunities at the council and district level and on-line.
  • Ensure adults and scouts are made aware of training opportunities. This entails making announcements and providing information about upcoming training opportunities.
  • Coordinate yearly Youth Protection Training prior to Summer Camp.
  • Coordinate Fast Start Training with Membership Coordinator for new parents after Webelos have bridged.
  • Assist the Scoutmaster as needed with preparations/materials for annual Troop Youth Leader Training (TLT) as requested.
  • Coordinate training events for parents at troop meeting. This is done by finding topics of interest or need for the adults/parents and arranging a short presentation from the Scoutmaster Corps or other knowledgeable person.
  • Keep the Scoutmaster and Committee Chair appraised of activities.
  • Inform Database Coordinator of training completed so accurate records can be maintained.
  • Strive to make sure Troop meets Council Training requirements for Adult Leaders.
  • Report to Troop Committee as needed at Committee Meetings.

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Web Site Adviser

The Web Site Adviser is appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Have demonstrated experience in maintaining a web site of medium or large scale size.
  • Have good command of HTML (Hypertext Markup Language)and CSS (Cascading Style Sheets) and Extensible Markup Language (XML).
  • Basic knowledge of Unix operating system to include directory structures, htpasswd, htaccess, basic editors, file manipulation, FTP, etc.
  • It is also helpful, if the webmaster has some familiarity with cgi, php, and related languages.
  • Have ability to create PDF files from Word or other text document programs.
  • Must have completed Youth Protection Training either on-line or in a classroom setting.
  • Will develop procedures and policies to train youth webmaster in creating content for web site.
  • Ensure that the web site meets all guidelines for unit web sites as defined by the National and local councils of the BSA.
  • Ensure that the troop web site is updated in a timely manner in particular the calendar needs frequent updates.
  • Responsible for creating Permission Slips and posting one week prior to due date.
  • Ensure web site reflects the best image and values of scouting and the troop.
  • Should attend Committee Meetings to be aware of upcoming activities and schedule changes.

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Friends of Scouting (FOS) Coordinator

Coordinate Friends of Scouting Presentation. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Sign up for FOS presentation at September Spotlight on Scouting (Roundtable).
  • Arrange to pick-up FOS materials from district FOS coordinator and attend any required orientation meeting.
  • Ensure that every family in the troop has the opportunity to participate in the FOS campaign.
  • Coordinate with district presenter an FOS presentation at the March Court-of-Honor.
  • Assist district presenter to distribute pledge cards and collect them as needed.
  • Maintain liaison with Scoutmaster and Advancement Coordinator to schedule FOS presentation during March court of honor.
  • Report to Troop Committee as needed, and at conclusion of campaign.

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Service Project Coordinator

Coordinate and promote annual service projects, incl Scout Sunday to OSLC for allowing us to meet in their facilities. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Discuss possible projects with Committee Chair and Scoutmaster for suitability.
  • Gain PLC and Troop Committee support for project and set date.
  • Coordinate procurement of materials/supplies needed.
  • Promote attendance at service project and generate a sign-up list.
  • Coordinate with organizations any access to facilities that may be required.
  • Maintain records of participation hours and submit same to Advancement Coordinator.
  • Coordinate sending thank you letters for those who donated material/supplies. Provide a copy of these letters to school office.
  • Report on project to Troop Committee.

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Re-charter Coordinator

Coordinates the annual re-charter of troop. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Attends district re-charter training/orientation meeting.
  • Coordinates with Committee Chair and Scoutmaster to set re-charter turn-in dates.
  • Notifies parents about re-charter dates.
  • Works with Database Coordinator to distribute re-charter paperwork and updated forms.
  • Works with Treasurer to collect and record re-charter fees.
  • Works with Database Coordinator to update troop records and prepare Troop master data submission to council office by turn-in date.
  • Obtain necessary signatures on re-charter forms from Scoutmaster and Charter Organization Representative in timely manner.
  • Distributes completed re-charter forms as needed.

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Uniform Bank Coordinator

Maintains uniform bank of extra uniform parts. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair, Scoutmaster, and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Maintain spare uniform parts as donated by Scouts in the Troop and others.
  • Ensure that spare uniform parts are displayed at courts of honor for use by any interested scouts.
  • Promote donation of outgrown and unused uniform parts to the uniform bank via E-mail and troop announcements.
  • Keep webmaster updated of inventory changes to web site can be updated.

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Eagle Adviser

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 can 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.
  • Inform Life scouts of the troops Life to Eagle Guide and troop policies.
  • 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 who has knowledge of the process.

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Newsletter Editor

Publish a quarterly newsletter for each court of honor. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Reports to: Committee Chair

Duties:

  • Prepare and distribute Troop newsletter on a quarterly basis, with a calendar of upcoming events and news about recent events.
  • Contact area coordinators for news of upcoming activities and results of completed activities.
  • Solicit news articles and photos from troop members.
  • Provide copies of newsletters to Web Master for publishing on Troop Web Site.

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Youth Protection Coordinator

Ensure that troop follows youth protection guidelines. Appointed by the Committee Chair and serves at the satisfaction of the Committee Chair and the Troop Committee.

Duties:

  • Attend district youth protection training and be familiar with all youth protection guidelines.
  • Be familiar with the Guide To Safe Scouting.
  • Coordinate with Training Coordinator presentation of youth protection videos to all youth prior to summer camp.
  • Advise the Scoutmaster, other adult leaders, and scouts on youth protection issues.
  • Coordinate and promote adult attendance at Youth Protection Training courses either on-line or at district training functions.

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Adult Grub Master

Coordinate the purchase of food for the Adult Patrol on camp outs.

Duties:

  • Work with the Tour Leader and adults attending the camp out to prepare a menu.
  • Coordinate buying of food and getting to troop departure point for camp outs. Emphasis is staying on budget while following menu plan for number of adults attending.
  • Work with Quartermaster to make sure adult staples boxes are stocked with consumable items.
  • Need to be at each troop meeting when menus are being planned.
  • On some occasions the troop may need to purchase all food for both scout and adult patrols as one menu. In this case will coordinate the purchase of all food working closely with Tour Leader and Troop Committee to stay on budget for menu planned and number of people attending the camp out.
  • Needs to be familiar with camp cooking and have both camping and cooking experience. Camping with the troop would be highly recommended but not required.

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Committee Member (CM)

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. All adult leaders must be approved by the Committee Chair and the Charter Organization Representative.

Duties:

  • Read the Scout Handbook.
  • Understand the Aims and Methods of scouting.
  • Get trained: Fast Start, This Is Scouting, Troop Committee Challenge 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 fund raisers, service projects, and activities.
  • Participate on Board of Reviews as requested by the Advancement Coordinator.
  • Assist the area Coordinators when requested.

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