Troop 26

Boy Scouts of America

Policy Index

Description 

1.   Committee Organization (last edited December 2008)

2.   Relationship with Boy Scouts of America (last edited December 2008)

3.   Relationship with sponsor (last edited December 2008)

4.   Troop Organization (Last edited December 2008)

5.   Dues(Last edited December 2008)

6.   Camp Funds

7.   Active participation Defined

8.   Treasurer Responsibilities

9.   Proper Uniform Required

10. Scout Advancement

11. Training

Policy Number 1

WHEREAS it is desirable to establish the existence and responsibilities of the Troop Committee,

The Troop Committee of Troop 26 of Palm Harbor, Florida resolves the following:

1.   The Troop Committee is a necessary part of the Troop and has the responsibility to insure the financial stability of the Troop, provide assistance to the Scoutmaster, and monitor the Scouting program.

2.   The Troop Committee shall consist of all registered adults(Scouters) within the Troop. All such registered adults (Scouters) shall be designated Members of the Committee.

3.   The Troop Committee shall consist of the following officers,designated as Officers of the Committee:

A.   Committee Chairman

B.   Vice Chairman

C.   Treasurer

D.   Secretary

4.   The Troop Committee Sub-Committees and chairmen shall consist of the following:

A.   Advancement Chairman

          B.   Outdoor Chairman

          C.   Fund Raising Chairman

          D.   Quartermaster

          E.   Training Chairman

          F.   Membership Chairman

          G.   New Scout Parent Liason

H.   Communications Chairman

5.   The Sub-Committee Chairmen may be registered as Assistant Scoutmasters or registered Members of the Committee.All other officers shall be registered as Members of the Committee.  The Scoutmaster may only serve in that position during his or her tenure in that position.  Assistant Scoutmasters may not hold the positions of Committee Chairman, Vice Chairman, Treasurer, or Secretary.  Except as herein restricted, Scouters may hold more than one position or office in the Troop.

6.   The Scoutmaster shall be a non-voting Member of the Committee.

7.   The Sponsoring Organization Representative shall be a voting member of the Committee.  The Sponsoring Organization Representative shall not hold any other position in the Troop.

8.   Only registered Assistant Scoutmasters and registered Members of Committee have voting rights.

9.   Other interested parties may participate in or initiate issues for discussion by the Troop Committee. Interested parties shall include non-registered Scout parents/guardians or interested community members.

10.  A Quorum of the Committee shall consist of at least one Officer of the Committee and 5 Committee members. The 5 Committee members may also be Officers of the Committee.

11.  It is an aspiration of the Troop that any Eagle Award presentation be made to a quorum of the committee.  It may occur from time to time that the presentation by the Eagle Candidate will be made to no less than three registered adults (excluding the Scoutmaster) for either the presentation of the feasibility of his project or the preparatory review meeting (presently known as the steer meeting).

12.  Only voting Committee members may make or second a motion on the Committee floor.

13.  An Item for Discussion maybe presented by a non-voting participant. The participant must present to the Committee the nature of the issue and the action the participant would like the Committee to take. After discussion to clarify the issue and the desired resolution, the Item for Discussion must be concluded. Any Item for Discussion must be concluded before any other Items or Motions may be discussed.Conclusion of an Item for Discussion is by Motion and Second of a Committee member. Motions to Conclude Item for Discussion are as follows:

A.   Motion to Act on the Item for Discussion.

B.   Motion to End discussion of the Item for Discussion.

         C.   All Items for Discussion shall be recorded by the Secretary, including any motions made upon such items.

14.  A Motion on the Floor of the Committee must be acted upon before any other motions or Items may be entertained.

A.   Upon the Motion and Second, the Committee Chairman declares the Motion open for discussion.

B.   Discussion is open to all Committee members and non-voting participants.

C.   Amendment of a Motion may be made by:

1.   The Member of the Committee offering the motion.           

2.   The Member of the Committee offering the motion may accept any proposed amendment as a friendly amendment and restate his or her motion to include the amendment.

3.   A vote to amend the Motion on the Floor of the Committee.

D.   A Motion to Table may be made at any time during discussion.  A vote to table must be made prior to the vote on the underlying Motion or amendment.

E.   At the conclusion of discussion of the Motion, the Secretary or Committee Chairman will restate the Motion and, based upon the discussion of the Committee, will call for a vote to approve, to deny.

F.   All motions and their resulting votes, to include Ayes, Nays and Abstentions shall be recorded by the Secretary in the Minutes.

15.  A vote of the Committee is valid only if a Quorum of the Committee is present.

16.  Definition of the allowed motions are as follows

A.   Motion to Act on an Item for Discussion is a proposal by Committee member to take action on the non-voting participants issue.

B.   Motion to End discussion on an Item for Discussion is a proposal to terminate any further discussion of this issue.

17.  Definition of the allowed votes is as follows:

A.   A vote to approve is a vote to allow the motion on the floor of the Committee to pass as it has been restated just prior to the vote. An Aye vote passes the Motion and a Nay vote denies the motion

B.   A vote to deny is a vote to not allow the passage of the motion on the floor of the Committee as it has been restated just prior to the vote. An Aye vote denies the Motion and a nay vote passes the Motion.

C.   A vote to table is a vote to postpone action on a matter until additional facts are gathered. A vote to table is the only modification to a motion that may be made without the consent of the maker of the original motion, but does not modify the content of the motion. An aye vote tables the motion. A nay vote requires a vote to approve or deny the motion.

18.  A meeting of the Committee shall include,but not be limited to, the following:

A.   Review and correction of the minutes of the last meeting.Acceptance of the minutes is automatic unless discussion and correction of the minutes is required.

B.   Sub-Committee and Officer reports as necessary

1.   Treasurer

2.   Scoutmaster

3.   Outdoor

4.   Advancement

5.Quartermaster

6.Fund Raising

7.Friends of Troop 26

C.   Tabled motions from prior meeting and/or Old Business

D.   New Business

1.New motions for discussions

2.Items for discussion

19.  This Policy is effective immediately upon passage by a majority of a Troop Committee quorum.

Policy Number 2

WHEREAS it is desirable to establish the relationship between the Boy Scouts of America and Troop 26,

The Troop Committee of Troop 26 of Palm Harbor, Florida resolves the following:

1.   The Policies now enacted, and the Policies to be modified or enacted in the future are meant to provide guidance in the operation of Troop 26, the continuation of Troop 26, the goals of the Boy Scouts of America and the desires of the Troop Sponsoring Organization.

2.   Where Boy Scouts of America rules, provisions and standards that are now established,or may be established in the future, may conflict with these herein enacted Policies, such Boy Scouts of America rules, provisions and standards shall supersede the Policies herein enacted.

3.   This Policy is effective immediately upon passage by a majority of a Quorum of the Troop Committee.

Policy Number 3

WHEREAS it is desirable to establish the relationship between the Sponsoring Organization and Troop 26,

The Troop Committee of Troop 26 of Palm Harbor, Florida resolves the following:

1.   Palm Harbor United Methodist Church is the Sponsoring Organization.

2.   The Sponsoring Organization Representative is the liaison between the Sponsoring Organization and the Troop and has apparent authority to express the wishes of the Sponsoring Organization. Hereafter, the term Sponsoring Organization shall be construed to mean the organization and the Organizational Head and his/her designates by and through the Sponsoring Organization Representative.

3.   The Troop shall participate in a minimum of one (1) service project for the Sponsoring Organization annually. The location and type of project shall be determined by agreement between the Sponsoring Organization, the Troop Committee and the Scoutmaster.  It shall be the responsibility of the Sponsoring Organization Representative to contact the members of the troop with an appropriate recommendation for such a service project.

4.   Additional service projects may be assumed by the Troop as needed by the Sponsoring Organization upon agreement by the Troop Committee and the Scoutmaster.

5.   The Organizational Head of the Sponsoring Organization shall be an honorary member of the Troop, such dues and fees payable for his/her recharter to be paid by the Troop.

6.   This Policy is effective immediately upon passage by a majority of a Quorum of the Troop Committee.

Policy Number 4

WHEREAS it is desirable to establish the organization and membership of the Troop,

The Troop Committee of Troop 26 of Palm Harbor, Florida resolves the following:

1.        Any boy who is eligible to become a Boy Scout, in accordance with current BSA  guidelines, may join Troop 26.

2.   The Scoutmaster shall be appointed by the Troop Committee and approved by the Sponsoring Organization Representative.

3.   The Scoutmaster shall appoint Assistant Scoutmasters from the registered adult leaders of the Troop as he/she deems necessary to administer the Scouting program.

4.   The Scoutmaster may, at his/her option, appoint a Senior Assistant Scoutmaster to assist the Scoutmaster and assume the duties of Scoutmaster in the event of the Scoutmaster's      absence from Troop meetings or activities.

5.   The Troop shall be divided into patrols of approximately 6 to 8 Scouts per patrol.

6.   The Scoutmaster shall be available for a minimum of one (1) Scoutmaster Conference per month.  The Scoutmaster may assign the Senior Assistant Scoutmaster to conduct Scoutmaster conferences from time to time. A scout who needs a Board of Review should notify the advancement coordinator no less than a few days before (but, preferably the week before) the Tuesday meeting at which he wants a Board of Review.  The following items need to be completed before a Scout can be advanced by a Board of Review.

           A.   All requirements are initialed with a complete date (00/00/00).

           B.   Scoutmaster Conference performed and noted with date and initials by the Scoutmaster.

           C.   Appear before the Board of Review infield uniform (Class A).

           D.   Make a request for the Board of Review to advancement coordinator or Scoutmaster.

      The advancement coordinator and the Board of Review may in their discretion allow some leeway on the full uniform requirement for the younger scouts and lower ranks.  As           the Scout progresses in the ranks he will be expected to have a more complete uniform in order to appear at the Board of Review.  Likewise, the scouts at the lower ranks may be          given some leeway in the requirements of advance scheduling at the discretion of the Scoutmaster and advancement coordinator.

7.   Any person eighteen(18) years or older who qualifies for membership in the Boy Scouts of America and upon approval of the Sponsoring Organization and Troop Committee          Chairman may join Troop 26, in accordance with BSA guidelines.

8.   A Scout or Scouter shall be removed from Troop 26 under the following circumstances:

           A.   Revocation of membership by the Boy Scouts of America.

           B.   Written request of the Organizational Head of the Sponsoring Organization.

           C.   A unanimous vote of a Quorum the Troop Committee where seven (7) days written notice prior to such a vote is provided to all Members of the Troop Committee.

9.   A Scout or Scouter maybe asked to remove themselves from Troop 26 by written request approved by a majority vote of a Quorum of the Troop Committee.

10. This Policy is effective immediately upon passage by a majority of a Quorum of the Troop Committee.

Policy Number 5

WHEREAS it is desirable to establish the need for, the amount of, and the usage of dues to be paid by the Youth members of Troop 26,

The Troop Committee of Troop 26 of Palm Harbor, Florida resolves the following:

1.   The payment of dues is necessary to pay for certain costs incidental to being a Boy Scout.

2.   Financial responsibility is a part of the process of maturing into a responsible adult.

3.   No Scout shall be denied the opportunity to be a Boy Scout because of financial inability.

4.   Dues may be paid at a rate of one dollar ($1.00) per week for a maximum of forty eight dollars ($48.00) per year.

5.   Dues are nonrefundable.        

6.   Dues shall be used for:

            A.   Recharter expenses including Boy’s life

            B.   Awards and advancement expenses

            C.   Any balance left at year end may be used for the general operating expenses of the Troop.

7.   Subject to the Scoutmaster discretion the penalties for nonpayment of dues are as follows:

            A.   When a Scout's dues are three (3) months behind (twelve dollars equivalent) delinquent the Scout shall not receive advancement patches or merit badge patches or certificates awarded. The Scout may continue to earn advancement and merit badges; however, no patches or certificates shall be issued until such arrears of dues are paid in full.

            B.   When the dues are 6 months in arrears(twenty four dollars equivalent) the Scout shall not be permitted to participate in any Patrol or Troop outdoor activities until such arrears are paid in full.

8.   Scouts who are behind in their dues payments will not be rechartered until such arrears are paid in full.

9.   Determination of financial hardship shall be by the Scoutmaster in private conference with the Scouts parent(s) or guardian(s).

            A.   Forgiveness of dues may be given upon the approval of the Committee Chairman in private conference with the Scoutmaster.

            B.   The above considerations for hardship shall be held in confidence by the Troop adult leadership

10.This Policy is effective immediately upon passage by a majority of a Quorum of the Troop Committee.

Policy Number 6

WHEREAS it is desirable to establish the existence of camp funds for youths and adults and how such funds are accumulated and expended,

The Troop Committee of Troop 26 of Palm Harbor, Florida resolves the following:

1.   Camp funds are established by participation in Troop fund raising activities and Troop funds are designated for use by Scouts for outdoor activities.

2.   All youth members are encouraged to participate in activities that show self-sufficiency.

3.   Funds are generally earned and designated on a prorata basis depending upon the individual Scout’s participation.  In fund raising activities where adult participation is required,such adult participation accrues towards their Scout's prorata benefit.

4.   Camp funds are the property of the Troop, designated and reserved for use by a specified Scout.

5.   The Troop continues to benefit from active adult participation, therefore, any adult who is active in the Troop and who does not have any Scout in the Troop will have a camp fund established in their name to be used in the same manner established for Scouts.

6.   Camp funds are to be used to defray the cost of Troop and Patrol outdoor activities.

            A.   Qualified activities include Summer camps, Patrol camp outs and Troop camp outs.

            B.   Other usages of the camp funds such as for Order of the Arrow activities may be allowed at the discretion of the Scoutmaster.

            C.   Qualified expenditures are generally camp fees, food and transportation expenses.

7.   Camp funds may be used topay dues in arrears.

8.   Whena Scout terminates his membership in the Troop, any balance remaining in hisCamp Fund shall be transferred to a scholarship Camp Fund and the General fund on an equal basis.

9.   Whenan adult with a Camp Fund is inactive or terminates his/her membership with the Troop, any balance in the Camp Fundshall be transferred to the scholarship fund and the Generalfund on an equal basis.

10. CampFunds are transferable to other family members or other scouts at the requestof the Scout in whose name the camp fund isdesignated.

11. ThisPolicy is effective immediately upon passage by a majority of a Quorum ofthe Troop Committee.

Policy Number 7

WHEREAS it is desirable to establish astandard to define what is constitutes active participation by aScout and an adult leader.

The Troop Committee of Troop 26 of PalmHarbor, Florida resolves the following:

1.   AScout shall be considered active when he:

            A.   Attendsone-half (1/2) of the scheduled Troop meetings per year.

            B.   Participates in two (2)service projectsper year.

            C.   Participatesin one (1) Scout Hut clean-up per year.

            D.   Attendstwo (2) campouts per year.

2.   AScouter shall be considered active when he/she:

            A.   Provides leadership at one-third (1/3)of the scheduled Troop meetings per year.

            B.   Participatesin at least six (6) of any combination of the following:

                        1.   TroopCommittee Meetings

                        2.   BoyScout Roundtable

                        3.   Outdooractivities

                        4.   Communitymeetings as a designated representative of Troop 26.

                        5.   Fundraising events

                        6.   Boardsof Review

            C.   An event or activity shall be defined asthe named event or activity, regardless of duration.

            D.   Participation shall be defined asattendance where leadership is not required or providingleadership where such is required.

3.   This Policy is effective immediatelyupon passage by a majority of a Quorum of the Troop Committee.

Policy Number 8

WHEREAS, it is desirable to establish theresponsibilities of the Treasurer of the Troop 26 Troop Committee to ensure thefinancial stability of the Troop.

The Troop Committee of Troop 26 of PalmHarbor, Florida resolves the following:

1.   TheTreasurer shall be appointed by the Troop Committee based upon his/herknowledge, skill, and/or experience infinancial record keeping.

2.   TheTreasurer’s appointment shall be approved by the Sponsoring Organization.

3.   TheTreasurer shall be responsible for maintaining the Troop checkbook(s),monitoring the level and use ofTroop funds, including the operating fund and Scout Camp Funds.        The Treasurer shall also monitor thestatus of Scout dues payments and coordinate collectionwith the Troop Scribe.

4.   TheTreasurer shall maintain records of all receipts and disbursements and keepthem available for review by theTroop Committee or the Sponsoring Organization.

5.   TheSponsoring Organization has the right to perform an audit of the Troopsfinancial records.

6.   Thetroop shall normally pay the following as the treasury balance permits, inorder of priority:

            A.   Operating expenditures

                        1.   Invoices for services by vendors

                        2.   Required payments to Council

                        3.   Camping expenses that have been prepaidby participants

                        4.   Boy Scout advancements and awards

            B.   Non-operating Expenditures

                        1.   Leader training

                        2.   Reimbursement of expenditures incurredby members

                        3.   Scouter badges and awards

                        4.   Dues reimbursements

                        5.   Other miscellaneous expenditures

7.   TheTreasurer shall provide a statement of bank balances and a statement of funds available and reserved at eachmonthly Committee meeting.  In the eventthe Treasurer is            unable topresent this information at the regularly scheduled meeting of the Troop Committee, the Treasurer shall providethe Officers of the Committee with such informationat the earliest opportunity.

8.   Expensesincurred for Troop activities shall be submitted on an Expense Reimbursement Request

            A.   The Treasurer shall insure that asufficient quantity if Reimbursement Requests arereadily available at the Scout Hut.

            B.   The Reimbursement Request shall befilled out completely, including the payee name,an itemized list of expenses and their purpose, and the requestors' signature.

            C.   Amounts over $50.00 must be approved bythe Committee Chairman and requests should bear his/her signature.

            D.   All receipts shall accompany the Requestwith the amount to be reimbursed indicated.

9.   Allchecks require two (2) signatures.

            A.   At least one signature must be theCommittee Chairman or the Treasurer.

            B.   Signers of checks shall be the CommitteeChairman, Treasurer and two alternate individualswho are available on one weeks notice.

            C.   In no event shall a signer of a checkalso be a payee on the check.

10. ThisPolicy is effective immediately upon passage by a majority of a Quorum ofthe Troop Committee.

Policy Number 9

WHEREAS, it is desirable to establish theproper Scout uniform for Members of Troop 26.

The Troop Committee of Troop 26 of PalmHarbor, Florida resolves the following:

1.   Theminimum Uniform required for Scouts shall be the BSA Khaki shirt, with all appropriatepatches and insignia (Class 'A' uniform) or a Troop 26 T-shirt (Class 'B'uniform).

2.   OtherScouting T-shirts are allowed in place of the Troop 26 T-Shirt at Troopmeetings and other activities specified by the Scoutmaster or his/her designee.

3.   Theactivity uniform shall be established by the Scoutmaster prior to theactivity.  In the interest of the safety of Scouts and adultsparticipating in an activity, the activity uniform shall require footwear appropriate for the activity.

4.   T-shirtsdepicting or promoting illegal or immoral activities are prohibited for allScouting activities.

5.   Blue,black, or green jeans or slacks may be worn at regular meetings or outings inplace of Scout pants.

6.   Camouflageand military style clothing are prohibited at all Troop 26 activities.

7.   Afull uniform is required for Boards of Review, Courts of Honor, and Uniform Inspection.  A full uniform shall include the BSA khakishirt with all appropriate patches andinsignia, scout pants or shorts, scout belt, and scout socks.  A Troop 26 neckerchief and Scouting related hat are optional.

8.   Fromtime to time, the Troop Committee may authorize Troop 26 T-shirts,neckerchiefs, hats, or other apparelto be created.  Only Troop 26 apparelauthorized by the Troop        Committee  shall be considered official Troop 26apparel.  Only official Troop 26 apparel may be paid for using Troop funds.

9.   This Policy is effectiveimmediately upon passage by a majority of a Quorum of the TroopCommittee.

Policy Number 10