Committee Guide

Adopted 6 December 2015Updated 7 February 2019

Mission

As the Troop Committee, our mission is to provide the necessary resources and support to enable the Patrol Leader’s Council to deliver a quality Scouting program.

Introduction

This guidebook is meant to supplement the Boy Scouts of America’s Troop Committee Guidebook (publication 34505B), providing local information, and outlining the duties of the Troop Committee. You are strongly encouraged to read the Boy Scouts of America’s Troop Committee Guidebook, and seek out the necessary training to be an effective member of the Troop Committee.

The Key to a Successful Troop Program

Success in any voluntary effort depends on having the right people to do the right job at the right time under the right kind of leadership. In Scouting, that means an involved and active troop committee, giving support to the Scoutmaster and the Patrol Leaders’ Council. You are one of the right people.

To obtain a charter to use the Scout program, our chartered organization (Aldersgate United Methodist Church) is responsible for forming a committee that does the following:

  • Recruit a Scoutmaster and a number of Assistant Scoutmasters to directly deliver the Scouting program to youth.
  • See that the Scoutmaster, Assistant Scoutmasters, and Troop Committee members get adequate training for their position.
  • Provide adequate meeting and equipment storage facilities.
  • Coordinate the troop program with that of our chartered organization.
  • Conduct troop activities in accordance with the policies of the Boy Scouts of America and the chartered organization.
  • Be responsible for the finances of the troop.
  • Maintain troop property and equipment.
  • Provide adequate leadership in the absence of the regular troop leaders.
  • Interpret and communicate the financial needs of the Mid-Iowa Council to the parents of Scouts and invite their support through the Sustaining Membership Enrollment (Friends of Scouting).
  • Provide adequate camping outdoor programming throughout the year.
  • Re-register the troop prior to its charter expiration.

Troop Structure

The model for troop organization utilizes the Key 3 method, with the Chartered Organization Representative, Troop Committee Chair, and the Scoutmaster all working in close concert to delivering the Scouting program.

The Chartered Organization Representative serves as the liaison between the troop and the chartered organization. Further, they are responsible for approving all adult leadership positions in the troop.

The Troop Committee Chair leads the logistical support portion of the troop, including the management of the troop committee.

The Scoutmaster is the primary leader with direct contact with the Scouts. They are primarily responsible for ensuring the delivery of the Scouting program to the youth.

Committee Member Duties

For the troop committee and our chartered organization to fulfill our mission for our scouts, many people must be involved. Successful troops have active committees, which involve as many parents and other adults as possible. This also divides the numerous responsibilities that make a troop successful, lightening the load for each person. You are essential to the success of your scout's troop.

Chartered Organization Representative

  • Serves as a liaison between the chartered organization and the Troop Committee.
  • Ensure that the Scouting program remains an integral part of the chartered organization's youth programs.

Troop Committee Chair

  • Organize the 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.
  • 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 roundtables.
  • Secure top-notch, trained individuals for camp leadership.
  • Arrange for charter review and charter renewal annually.
  • Plan the charter presentation to the chartered organization.
  • Report to the troop committee at each meeting.

Secretary

  • Keep minutes of meetings and send out committee meeting notices.
  • Post the minutes of the previous meeting.
  • Handle publicity.
  • Prepare a family newsletter of troop events and activities.
  • Conduct the troop resource survey.
  • Plan for annual family night programs and family activities.
  • Train and supervise the troop scribe and historian in record keeping.
  • At each Troop Committee meeting, report the minutes of the previous meeting.
  • Assist the Health Record Coordinator.
  • Report to the troop committee at each meeting.

Health Record Coordinator

  • Maintain updated parts A, B, and C of the BSA health form for all scouts and registered adult leaders.
  • Report to the troop committee at each meeting.

Training Coordinator

  • Ensure troop leaders and committee members have opportunities for training.
  • Maintain an inventory of up-to-date training materials, resources.
  • Maintain training records for all registered adults.
  • Be responsible for BSA Youth Protection training within the troop.
  • Encourage periodic junior leader training within the troop and at the council and national levels.
  • Report to the troop committee at each meeting.

Treasurer

  • Handle all troop funds.
  • Maintain checking and savings account balances.
  • Handle all troop expenditures.
  • Pay bills on recommendation of the Scoutmaster and authorization of the troop committee.
  • Lead in the preparation of the annual troop budget.
  • Lead the Friends of Scouting campaign.
  • Provide the Chartered Organization Representative with annual reports.
  • Keep adequate records of troop income and scout account balances.
  • Supervise money-earning projects, including obtaining proper authorizations.
  • Assist in the preparation of the annual troop budget.
  • Provide leadership to the Flag Coordinator, Tree Lot Coordinator, Popcorn Kernel, and Camp Card Coordinator.
  • Report to the troop committee at each meeting.

Flag Coordinator

  • Coordinate flag duties for agreed upon dates with local businesses.
  • Promote flag placements with local businesses.
  • Ensure adequate coverage for flag posting and retrieval on designated dates.

Tree Lot Coordinator

  • Coordinate the annual Christmas Tree sale with Troop 43.

Popcorn Kernel

  • Coordinate the annual popcorn sale.
  • Attend District and Council popcorn trainings and events.

Camp Card Coordinator

  • Coordinate the annual Camp Card sale.

Membership Coordinator

  • Ensure that all scouts are registered with the Mid-Iowa Council.
  • Assist the Chairperson in the annual recharter.
  • Coordinate the Webelos to Scout transition with area a Cub Scout packs.
  • Provide support to Den Chiefs
  • Coordinate an annual Troop Open House
  • Recognize those scouts who have recruited another scout.
  • Report to the troop committee at each meeting.

Outdoor Activities Coordinator

  • Help in securing permission to use camping sites.
  • File travel permits with the Mid-Iowa Council as needed.
  • Serve as transportation coordinator.
  • Ensure a monthly outdoor program.
  • Promote, through family meetings, attendance at troop campouts, camporees, and summer camp to reach the goal of an outing per month.
  • Secure tour permits for all troop activities.
  • Coordinate summer camp.
  • Report to the troop committee at each meeting.

Advancement Coordinator

  • Encourage Scouts to advance in rank.
  • Maintain all scout advancement records.
  • Arrange troop boards of review as needed and quarterly courts of honor.
  • 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.
  • Report to the troop committee at each meeting.

Order of the Arrow Coordinator

  • Must be a member of the Order of the Arrow
  • Assist the Order of the Arrow Representative in promoting events and activities for arrowmen.
  • Conduct annual election of adult candidates.
  • Assist the Order of the Arrow Representative in annual elections.

Merit Badge Coordinator

  • Develop and maintain a merit badge counselor list.
  • Work with the troop librarian to build and maintain a troop library of merit badge
  • pamphlets and other advancement literature.
  • Report to the troop committee at each meeting.

Eagle Scout Board of Review Coordinator

  • Assist scouts who have received the rank of Life Scout develop and work a plan to achieving the rank of Eagle Scout.
  • Coordinate Eagle Scout project boards of review.
  • Coordinate Eagle Scout board of review. The
  • Assist Eagle Scouts in planning their Eagle Scout Court of Honor.

Chaplain

  • Give guidance to the Chaplain aide.
  • Promote regular participation of each member in the activities of the religious organization of their choice.
  • Encourage Scouts to earn their appropriate religious emblems.
  • Coordinate with the Chartered Organization Representative and the Scoutmaster an annual Scout Sunday service at the chartered organization.
    • Note that the traditional Scout Sunday is the Sunday closest to February 7.
  • Report to the troop committee at each meeting.

Quartermaster

  • Supervise and help the troop procure camping equipment.
  • Work with the youth quartermaster(s) on inventory and proper storage and maintenance of all troop equipment.
  • Make periodic safety checks on all troop camping gear, and encourage troop in the safe use of all outdoor equipment.
  • Assist the Troop Closet Coordinator.
  • Report to the troop committee at each meeting.

Troop Closet Coordinator

  • Ensure that all scouts are properly uniformed.
  • Maintain adequate BSA unit, leadership positional patches, neckerchiefs and slides, and troop t-shirts.
  • Maintain an inventory of donated uniforms, and other uniform parts.
  • Report to the troop committee at each meeting.

Training

Training is available and required for all members of the Troop Committee. Fortunately, it is all available online at my.scouting.org. Note that you will need your BSA Member ID in order for the training to be properly credited. This is available from the Troop Committee Chair or Training Coordinator once you’ve registered with the troop.