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DRAFT - Troop 452 Committee Bylaws

The following set of bylaws are designed to provide guidance and define the limitations that the Troop and the Committee shall operating within. These bylaws are not designed to cover all areas of operation, nor are they intended to contradict or supersede any rules or regulations as set forth by the Boy Scouts of America, the local Council or the Charter Organization.

It is recommended that every Committee Member, Leader and parent read these bylaws. There is valuable information included that effects how we do business as a Troop and as a Committee. The goal is to put certain rules and processes in writing to minimize misunderstanding and improve Troop and Committee effectiveness. What follows is derived from the policies and procedures developed by the Boy Scouts of America (BSA) and the Troop 452 Committee and Leadership.

Troop 452 is accountable to our Charter Organization, Beverly Hills Community Church, to insure that the Troop program is conducted according to BSA policies and the Chartering Organization's expectations. Modifications to these bylaws are the responsibility of the Troop 452 Committee, and will only be made according to BSA policy.

The policy of Troop 452 is to adhere to the procedures and rules set forth in these bylaws. If you have any questions or concerns regarding these bylaws, please feel free to contact any Troop Committee member.

Once again, no policy or procedure of these Bylaws shall in any way conflict with those of the BSA. If a conflict is found, the BSA policy absolutely governs.

A. Purpose of the Troop and Committee

To provide a scouting program for boys ages 11 to 18 years old, according to the policies and guidelines of the Boy Scouts of America by providing adequate leadership, funding, and a robust outdoor program.

B. Troop Philosophy

"Adventure, learning, challenge, responsibility Ė the promise of Scouting is all this and more."

Boy Scout Handbook, 11th Edition, pg. 1

"Every Scouting activity moves boys toward three basic aims: Character

Development, Citizenship Training, and Mental and Physical Training."

Scoutmaster Handbook, 1998, pg. 7

The philosophy of Troop 452 is to develop confidence and leadership within the boys of the Troop through a boy run program enjoying various experiences in camping, education, and many outdoor events. As such, it is the responsibility of the leaders of Troop 452 to make their best efforts to include these elements in every aspect of the Troop program as planned by the boys.

C. Boy-Led Troop

Teaching, training and encouraging boys to be leaders is the core of Scouting. Scouts learn by doing. Therefore, Troop 452 must strive to allow the boys to lead their patrols, the Patrol Leaders Council (PLC) and their Troop.

D. Membership

Participation and support is an essential part of the success of any group. Therefore, it is imperative that at least one parent of each boy in Troop 452 commit to Committee participation to enable the Troop to serve the greatest number of boys with a superior program.

 

E. Charter Organization Representative:

The Charter Organization Representative is a member of the Chartering Organization who serves as a liaison between the Charter Organization and the Troop. The responsibilities of the Charter Organization Representative includes:

 

    1. Helps recruit Troop Leadership committed to the policies of the BSA, the Charter Organization and these bylaws.
    2. Encourages Troop service to the Charter Organization.
    3. Provides guidance to the Committee and Scoutmaster, as needed, regarding the Charter Organizationís expectations concerning the Boy Scout program.

F. Troop Committee Organization and Responsibilities

    1. Membership and participation in the Troop Committee is encouraged for at least one parent, step-parent, grandparent and or guardian of each scout or sibling scouts. Any BSA registered parent or guardian of a scout is a voting member of the Troop 452 Committee and is entitled to 1 (one) vote on any issue before the Committee. Only BSA registered adults (parents or guardians of scout members of Troop 452) may vote. No more than two registered parents, step-parents, grandparents and or guardians, or combination of the above, of a scout or sibling scouts, may vote in the Troop Committee. Non-registered parents may participate in the discussions but are not entitled to vote.
    2. The Troop Committeeís role is to support the Troop program. The Troop Committee does the following:
    1. Assists with the recruitment of quality adult leadership that are trained to fulfill their role. If the Scoutmaster is unable to serve, a replacement is identified subject to the assent of the Charter Organization and approval of the Troop Committee.
    2. Ensures there are adequate Troop meeting facilities with assistance
    3. from the Charter Organization.

    4. Assists the Scoutmaster on policies relating to Boy Scouting and the
    5. Charter Organization.

    6. Supports Leaders in carrying out a program consistent with the Troop purpose, philosophy and BSA guidelines.
    7. Is responsible for finances, adequate funds, and disbursements in line with the approved budget plan.
    8. Approves the purchase of Troop property and assists with care and maintenance as needed.
    9. Ensures the Troop has a suitable outdoor program (minimum 10 days and nights per year excluding summer camp).
    10. Conducts and serves on Boards of Reviews.
    11. Supports the Scoutmaster in working with individual Scouts and problems that may affect the overall Troop program.
    12. Arranges accommodations for the special needs and assistance some boys may require.
    13. Helps with the Friends of Scouting campaign.
    14. Assists the Scoutmaster with handling Scout behavioral problems.
    1. Committee Positions include the following as a minimum:
    2. a) Troop Committee Chairman

      b) Treasurer

      c) Secretary

      d) Advancement Coordinator

      f) Fund-Raising Coordinator

      g) Membership Coordinator

      h) Summer Camp Coordinator

       

    3. Persons to fill these positions will be elected at the Annual Planning Meeting or at any other time by vote of the Troop Committee. There shall be no limit to the number of terms for any of these positions. Any person elected to one of these positions is expected to serve at least until the following Annual Planning Meeting. If any member of the Troop Committee shall at any time cease to meet the qualifications or fulfill the duties of the position, that person shall be removed from the Troop Committee Position by a resolution adopted by 2/3 vote. Persons holding Troop Committee Positions can continue to hold these positions upon approval by Troop Committee at Annual Planning Meeting. Any move to remove a person from a Troop Committee Position will require a 2/3 vote.
    4. Other Committee Coordinators and Sub-committees. In addition to the Minimum Committee Positions, the Troop Committee Chairman will seek persons to carry out numerous other tasks. These appointed Coordinators serve at the discretion of the Committee Chair. These Coordinator positions include, but are not limited to:

 

    1. Refreshments / Court of Honor Sub-committee
    2. Adult/Scout Training Coordinator
    3. Re-charter Coordinator
    4. District Roundtable Rep
    1. Committee Meetings.

 

The Troop Committee shall meet regularly to discuss Troop Business. Committee Meetings shall be scheduled by the Troop Committee Chairman, who will provide a written agenda. The meetings shall be open to all. A quorum will exist when fifty one percent of the Minimum Committee members are present at a Committee Meeting. Meetings are permissible without a quorum; however, no matters requiring a vote may be decided. The Scoutmaster may attend at his discretion or when requested by the Committee. All Committee meetings and sub-committee meetings will be governed by the bylaws and operate according to "Robertís Rules of Order" Ė details can be found at: 

    1. Planning:
      1. The Troop leadership will hold an annual PLC meeting in August of each year to discuss activities for the year and to develop a Troop calendar of events.
      2. Following the PLC annual meeting, the Troop Committee will conduct an annual planning meeting in August of each year. The purpose of the meeting is to approve plans for the next year, including the proposed Troop activity calendar, proposed budget and associated fund-raising activities, approve Committee officers, adult leaders and Troop by-laws.
    2. Handling of Funds:
    3.  

      1. Expenditure Approval. A pre-approval vote of the Troop Committee will be necessary to approve any expenditure of Troop funds beyond expenses identified in the Troop Budget. Approval must occur prior to the expense, or the individual runs the risk of non-approval and non- reimbursement.
      2.  

      3. 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 Minimum Committee members by telephone or electronic mail to discuss the matter and conduct a vote. In any such instance where a telephone or e-mail vote has been conducted, the results of that vote shall be ratified at the next regular Committee meeting.
      4.  

      5. All funds received for a Scout event shall be forwarded to the Treasurer as soon as possible for proper accounting. One Committee approved exception is the handling of dollars received from Scouts to cover food cost for overnight events.
      6.  

      7. To avoid unnecessary delays and inconvenience during Scouting events, the Scoutmaster will be provided a petty cash fund in the amount of $100 (or a dollar figure that is agreed to by the Committee). These funds can be used by Scoutmaster for various purposes for low cost items such as: deposits, food, fuel cost, equipment repairs, low cost equipment purchases, etc. The Scoutmaster is responsible for submitting receipts to the Treasurer for each expenditure made. Once the receipts are received the petty cash funds will be replaced. Unusual or high cost expenditures must be approved by the Committee.
    4. Amending the bylaws. Amendments to the bylaws may be made by simple majority vote during any Committee meeting. Any Committee member may motion to amend the by-laws at any time during a routine Committee meeting.
    5. Boards of Review. It is the responsibility of the Troop Committee and the Advancement Coordinator to arrange timely Boards of Review for Scouts who have completed all of the requirements and Scoutmasterís Conference for Tenderfoot, Second Class, First Class, Star, and Life. It is the Scoutís responsibility to contact the Advancement Coordinator to arrange for a Board of Review sufficiently in advance of a court of honor to enable the rank advancement to be processed. Mock boards of review shall also be conducted for any Eagle Candidates who request them. Boards of Review may also be held for Scouts who are not advancing, to determine how the program is working for the Scout.

G. Scoutmasterís Responsibilities

    1. Delivering The Promise. The Scoutmaster is the adult leader responsible for the 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.
    2.  

      The Scoutmaster is elected by the members of Troop 452, and approved by the head of the Chartered organization. There shall be no limit to the number of terms a Scoutmaster may serve. The Scoutmaster is expected to serve a minimum of one year ending at the following Annual Planning Meeting. The Scoutmaster may continue to hold the position upon approval by Troop Committee at the Annual Planning Meeting. If at any time the Scoutmaster fails to meet the qualifications or fulfill the duties of the position, that person shall be removed by a 2/3 vote of the Troop Committee.

      1. Train and guide boy leaders consistent with BSA guidelines.
      2. Work with other responsible adults to bring Scouting to boys.
      3. Use the methods of Scouting and BSA guidelines to achieve the

aims of Scouting.

3. Meetings

    1. Meet regularly with adult leaders to coordinate efforts in support of the program.
    2. Meet regularly with the Patrol Leaders Council for training and coordination in planning Troop activities.
    3. Attend all Troop meetings or when necessary, arrange for a qualified adult substitute.
    4. Attend Troop Committee meetings.
    5. Conduct periodic parents' sessions to share the program and encourage parent participation and cooperation.
    6. Take part in Annual Planning Meeting and any charter presentation.

4. Guidance

    1. Conduct Scoutmaster conferences for rank advancements.
    2. Arrange for trained Assistant Scoutmasters to conduct scoutmaster conferences for all other ranks.

c. Prepare and conduct a systematic recruiting plan for new members and see that they are promptly registered.

d. Delegate responsibility to other adults and groups (Assistants, Troop Committee) so they have a real part in Troop operations.

e. Meet with and approve candidates for SPL and ASPL as well as candidates for Buckskin and Order of the Arrow.

f. Supervise annual Troop elections and elections for the Order of the

Arrow.

5. Activities

    1. Make it possible for each Scout to experience at least 10 days and nights of camping each year, exclusive of summer camp.
    2. Participate in council and district events as the Troop 452 representative, or delegate a suitable Assistant Scoutmaster.
    3. Build a strong program by using proven methods of the BSA.
    4. Conduct all activities under qualified leadership, safe conditions, and the policies of the Chartered Organization and the BSA.
    5. With the goal of having a boy led troop in mind, all activities that the Troop participates in, as a group, shall be reviewed and approved as follows:

 

        1. A meeting of the PLC is held at least annually where the activities that the Scouts are interested in are discussed, briefly planned and voted on. Any known Council or District events will be included in that discussion.
        2. A calendar of proposed Troop events will developed during the annual PLC meeting.
        3. The SPL then presents this plan to the Troop Committee for approval.   Approval means:
            1. the plan is safe;
            2. the plan is funded or can be funded.   If the event can be funded, the Committee as agreed to assist with fund raising efforts.
            3. the Committee will do what is possible to remove any road blocks that might keep the troop from doing what they want to do.
            4. the Committee assists the Troop by communicating events to the parents, obtaining tour permits if required, distributing funds when needed for reservations, etc.
        4. The Committee keeps its eye out for Council or District events and new opportunities for the troop throughout the year and if the committee finds something it thinks the troop might be interesting in the Committee should:
            1. give this information to the Scoutmaster or designee;
            2. the Scoutmaster, or designee, should meet with the PLC and provide the information on the event;
            3. the PLC should then have a meeting with each of their patrols, pass on the information and get a patrol vote on the matter
            4. the PLC, leaders and Committee Chairman should meet again, discuss the patrol's vote and make a final Troop decision.
            5. if the Troop votes that they want to participate in the event, the SPL should present it to the Committee approval.
            6. service hours opportunities should be handled using the same PLC and Troop approval process.
        5. If an individual Scout or small group of Scouts would like to participate in an event or service opportunity that the Troop did not approve to attend, they may participate as an individual with their Parent(s) participation. Or, in some cases, a Troop Leader(s) may agree to attend.
            1. Note that individual attendance at non-BSA sponsored events may mean "attend at your own risk", meaning there would be no insurance or protection afforded by BSA.

H. Parentís Responsibilities

The role of parents within Troop 452 is to be supportive of the Troop's efforts and to provide the atmosphere Scouts can learn and excel. Every parent of a Troop

452 scout are expected to at least:

1. Read the Boy Scout Handbook and understand the purpose and methods of Scouting so that you can support your Scout through the program.

2. Show support to both the individual Scout and the Troop by attending all

Troop Courts of Honor.

3. Participate in all fundraisers and other such activities that raise funds for the Troop. All such assistance lowers the cost of the program we offer to the Scouts and, therefore, lowers each family's cash outlay for their Scout(s).

4. Read and be aware of the Troop program and annual calendar.

5. Attend the Annual Planning Meeting. This meeting is recommended for the parents / guardians of all Scouts currently registered with the Troop.

6. Participate in the Troop Committee either through a specific position, in a sub-committee, or as an informed parent.

7. Transportation to Outings. Parents are responsible for transporting their sons to campouts and other Troop activities. Normally, there is a carpool available that will be coordinated by the Outing Leader whenever possible. However, the ultimate responsibility will be 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 Florida law. Parents and adult leaders must provide updated information about their vehicle(s) and associated insurance to the Troop annually. All drivers who transport Scouts in their vehicle must be 21 years of age or older, on all Troop outings, no exceptions.

8. Transportation Home. Parents are responsible to timely collect their sons after every Troop meeting or activity, or make arrangements with another Troop parent. If a Scout is 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. To comply with BSA, Council and our Sponsoring organizationís rules, Scouts waiting to be picked up after a Troop function must be accompanied by a least two adult leaders, thus, late pick-ups have a profound impact on other families and a pattern of careless attention to this issue may be affect eligibility to attend future events and/or benefit from carpooling transportation.

9. Parents are encouraged to observe weekly Troop meetings, but remember that these are the Scoutsí meetings that have been organized by the PLC. Trained Parents are also welcome to attend various camping trips and events, but please remember when on camping trips their sons are Troop 452 Scouts. Please refrain from interfering in Troop activities unless there is a safety reason. Let the Troop Leadership work with the Scouts.

Upon joining Troop 452, parents or guardians of all applicants are encouraged to 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 of this meeting is to explain how Troop 452 functions, what the boyís and parentís 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 will ask each parent to volunteer for a Committee or adult leader position, participate in outings or activities and participate in Boards of Review for the Scouts on an as needed basis.

Upon joining Troop 452, each scout must provide the following completed forms:

1. BSA Application.

2. Personal Health and Medical record (Class 1).

3. Parental Consent and Medical Release.

4. Transportation information.

5. Please be sure the Scoutmaster knows of any special needs.

The Troop may require the following forms as well:

1. Personal Health and Medical record (Class 2).

a. Required for activities beyond 72 hours, such as summer camp.

2. Personal Health and Medical record (Class 3).

a. Required for Adults age 40 and over attending outings or activities.

b.Required for Scouts and Adults participating in High Adventure activities.

Minimum Requirements for Adults in the Troop:

1. At least one adult, per family must be BSA registered.

2. All adults must take Youth Protection Training (BSA requirement).

 

Additional Requirements for Adults attending outings:

    1. BSA registration.
    2. Youth Protection Training.

3. BSA Fast Start Training.

4. New Leader Essentials Training.

5. Register for Merit badge counselor, as needed

I. Conduct / Discipline

The Scout Oath and Law will serve as the Troop 452 Code of Conduct at all times.

1. All Scouts and Adults shall exhibit behavior appropriate to the spirit and letter of the Scout Oath, Law, and Motto.

2. No Smoking, No Drugs, and No Alcohol are permitted at Troop functions by either Scouts or Adults.

3. When misbehavior and / or disrespect by Scouts continue to occur, it will be addressed in the following sequence:

a. Meeting with Patrol Leader and Senior Patrol Leader.

b. Meeting with Patrol Leader Council.

c. Conference with Scoutmaster.

d. Conference with Scout, Scoutmaster and Parent(s)/Guardian(s).

4. The Scoutmaster or his representative will have final decision on the discipline of Scouts while participating in Troop activities and outings.

5. The Scoutmaster, Assistant Scoutmasters, and/or the Troop Committee shall have the authority and discretion to contact parents/guardians to pick up a Scout from an event regardless of time or place of the event if infraction is serious enough to warrant such action. If this occurs, the parents/guardians of the Scout will be required to make arrangements to take custody of the Scout. The Troop shall not be liable for any costs involved; these will be solely the parentsí/guardians' responsibility.

6. Serious conduct or discipline issues will be addressed by the Troop Committee. The Committee Chair may assemble a Disciplinary Committee to address the issue and keep the Scoutís privacy in mind.

7. The cost for repair / replacement of any Troop equipment damaged by willful misconduct is the responsibility of the Scout and Parent(s)/Guardian(s).

8. Any electronic entertainment device shall be prohibited at any Scouting function unless approved in advance from the Scoutmaster.

Grievances

Grievances of Scouts will be handled in the same manner as listed above. (3a. through 3d.)

The Troop Committee Chairman will handle grievances of parents/guardians.

 

Disciplinary Actions

Occasionally, the Troop Committee may be asked by the Scoutmaster to deal with a problem which might involve disciplinary action or a health issue of an individual you or adult member. These issues should be dealt with in strict confidence. If the subject concerns a Scout, his 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.

Troop Committee Guidebook, 2011

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.

J. TROOP FINANCING AND FUNDRAISING

 

Goals of the Troop Fundraising Program. The goal of fundraising is to provide funds to operate the Troop on an annual basis, to provide a quality program for the Troop that includes high adventure (often more costly) events and to minimize the out-of-pocket cost for parents.

 

Parents should encourage the Scouts to participate in every fundraiser. The Fundraising Coordinator shall supervise fundraising activities, but all Parents and Scouts are encouraged to participate. Monies collected through fundraisers will be applied to the Troop Funds (General fund, summer camp fund, scuba diving fund) as agreed by the Committee.

 

Annual Budget. A proposed budget for the coming year will be prepared by the Budget Committee, and presented for approval at the Annual Planning meeting. The Budget Committee will be comprised of at least the Troop Committee Chairman, Treasurer, Secretary, Scoutmaster and a Scoutmaster appointed Assistant Scoutmaster. The budget should provide an itemized month-by-month breakdown of all expected expenses needed to support the program for the next year. The Annual Budget will be reviewed and approved by the Troop Committee.

Annual Audit. Two Committee Members appointed by the Troop Committee, neither being the Troop Treasurer, will perform an annual audit of the Troop Treasury.

K. INQUIRIES AND COMPLAINTS

All complaints and/or inquiries shall be directed to the Troop Committee

Chairman.

L. RATIFICATION

The bylaws as set forth above were reviewed by the Troop Committee and approved by a majority vote during the Troop Committee meeting of ____________________, 2014.

A list of the voting members in attendance during the approval of these bylaws is provided in section O. List of Committee approval signatures below.

M. Effective Limits of Bylaws

These Bylaws shall become effective on the acceptance date noted below and shall remain in effect as long as Troop 452 remains chartered by the BSA and Beverly Hill Community Church, or until amended by a two thirds vote of the Troop Committee. In the event of such a vote, fifty one percent of the Minimum Committee members must be present. The Bylaws shall be subject for review by the Troop Committee every two (2) years from the last date amended or approved as identified below.

Accepted and Agreed to this ____ Day of the Month of ______, in the Year 2014.

N. References

Troop Committee Guidebook (For Successful Troop Operation), Boy Scouts of America, 2011 Revision.

Link to document: http://www.magnificentsevens.org/docs/Resources/TroopCommitteeGuidebook/TroopCommitteeGuidebook.pdf

O. List of Committee approval signatures

 

 

 

 

   

 

 


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Last modified: October 15, 2016.