Troop 508 Manual

April 2000 Edition

Boy Scouts of America

TROOP 508 HANDBOOK

Edition: January 2005

 

GENERAL

 

Troop 508 is owned and operated by the Chartering Organization (Woodhaven Presbyterian Church, Irving, Tx at this time) and is operating in compliance and is conforming to the policies of the Boy Scouts of America in their various publications.

 

This guide has been assembled to provide additional guidance to the Scouts, Parents, Troop Committee and Scoutmaster in the operations of Troop 508.  As policies and programs are developed, changes, additions and modifications will be made to this guide. Changes to this guide will be approved by a majority of the Committee present and the change dated.

 

This guide contains policies and procedures current as of the date indicated below and has been approved by the Troop Committee.

 

 

SECTION I- ORGANIZATION

 

Troop 508 is a participating member of the Circle Ten Council, Western Star District, Boy Scouts of America. Its organization consists of a Chartered Organization, a Troop Committee, Adult leaders, the Troop Organization, and the Troop Parents.

 

A. CHARTERED ORGANIZATION (Sponsor)

1. The Chartered Organization for Troop 508 is the Woodhaven Presbyterian Church, 3650 N. O'Connor, Irving, Tx 75062.

2. The Chartered Organization is responsible for providing a safe meeting place, and ensuring through carefull monitoring and screening that there is adequate, trained leadership that model and teach the principles of scouting.

 

B. TROOP COMMITTEE

1.      Functions: Administration and support of the Scoutmaster and the troop.

2.      Responsibilities: The Troop Committee shall have the duties and responsibilities described in the BSA"Troop Committee Guidebook." All Committee members shall be registered with the Boy Scouts of America as leaders.

3.      Meetings: The Committee shall meet monthly. Day, time and location shall be established by the committee.  The meetings are open and attendance is encouraged by all parents and other interested adults.  A schedule of meetings and their locations shall be provided to all parents of scouts.

4.      Conduct of Meetings: A quorum of no less than three registered members will be required to hold a Committee meeting.  Meetings will be conducted in accordance with the "Troop Committee Guidebook." Minutes of each Committee meeting will be recorded by the Secretary or representative and a copy furnished to each of the Troop's families.

5.      Committee Decisions. A vote shall be taken on all matters that require Committee approval with approval resulting from a simple majority of all registered members present.  Decisions establishing or affecting policy or procedures for the Troop shall be identified and noted in the meeting minutes to be added to or changed in this guide.

6.      Organization of the Troop Committee. The Troop Committee shall consist of parents or other adults, 18 or over, interested in Scouting. Parents should be representative of boys in all age groups within the Troop to provide continuity of the Committee as members depart. The Troop Committee shall be organized (see BSA Troop Committee Handbook) as follows:

 

(1)   A chairman whose general responsibilities are:

(a) Maintain contact with Committee members;

(b) Chair monthly Committee meetings and call additional meetings as necessary.

(c)     Recruit adults for vacant positions on the committee.

(d)    Call for a committee to select a new SM or Committee Chair.

(e)    Hold a Eagle Board of review for the troop.

(2)   The following members, serving as subcommittee chairs with each subcommittee encouraged to have additional members, if required or desired, to assist in the performance of the assigned responsibilities.  Some of these jobs are more fully described below under troop leaders.

(a)   Secretary: Committee meeting minutes/notices.

(b)   Membership and Recruiting: Cub Scout Pack/Webelos coordination, "School Night for Scouting" participation, general recruiting efforts.

(c)   Treasurer: Financial records; Audit team; Budget plan.

(d)   Fund Raisers: Coordinate fund raising activities for the troop.

(e)   Camping: Obtain permits and coordinate the outdoor activities.

(f)     Transportation: arrange transportation to and from all Scout activities.

(g)   Training: Encourage, promote, and conduct training for adults and Scouts as necessary.

(h)   Equipment: Procurement and maintenance of troop equipment.

(i)     Advancement: Monitor individual Scout advancement; conduct Boards of Review; supervise Courts of Honor; obtain and maintain supply of advancement materials; oversee currency of Troop library.

(j)      Chaplain: Provides spiritual tone for troop meetings and activities.  To assist Scout Chaplain.

(k)   Eagle Scout Advisor.

 

(3) Chartered Organization Representative (CR). Appointed by the chartered organization, the CR is a member of the chartered organization and serves as liaison between the Troop and the chartered organization. The CR is a voting member of the Troop Committee, and the Chartered Organization's voting representative to the district and council.

 

(4) Scoutmaster. The Scoutmaster is not a formal member of the Committee and has no vote, but assists the chairman in planning the agenda and attends Committee meetings to keep the Committee informed of the activities and programs of the Troop. The Scoutmaster presents the plans and needs of the Troop to the Committee for approval and assistance. The Scoutmaster shall be registered with the Boy Scouts of America and shall complete leadership training.

 

(5)  Scoutmaster Emeritus:  A voting member of the committee.

 

(6)  Assistant Scoutmaster(s). Assistant Scoutmaster(s) are not formal members of the Committee and have no vote in Committee proceedings unless there are not enough adults who are committee members. Any number of Assistant Scoutmasters can be a part of the Troop, as required/desired by the Scoutmaster.  Assistant Scoutmasters must be 18 years of age, shall be registered with the Boy Scouts of America and complete leadership training.

 

D. ADULT LEADERS.   The adult leader’s positions in the troop are the following:

 

1.  Scoutmaster. The Scoutmaster is not a formal member of the Committee and has no vote, but assists the chairman in planning the agenda and attends Committee meetings to keep the Committee informed of the activities and programs of the Troop. The Scoutmaster presents the plans and needs of the Troop to the Committee for approval and assistance. The Scoutmaster shall be registered with the Boy Scouts of America and shall complete leadership training.

a.  Follow the guidelines established by the Boy Scouts of America and the troop committee to achieve the aims of Scouting for the membership of Troop 508.  Use the proven methods presented in the Scouting literature to direct the program of the troop.  Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boy Scouts of Ameri­ca.

b.  Train and guide boy leaders.  Meet with the Patrol Lead­ers' Council for training and coordination and planning of troop activities.  Conduct workshops and training ses­sions to instruct the boy leadership in the proper meth­ods of running their troop.

c.  Attend all troop functions, troop committee meetings, and district events or have a qualified substitute present. Keep the troop Committee Chairman, the Scouting Coordina­tor and the Troop Committee advised of all troop activities and policies.

d.  Conduct Scoutmaster's conferences for all rank advance­ment.

e.  Effectively delegate responsibilities and duties to other adults and groups so they have a real part in troop opera­tions.  See that effective lines of communications are open between the Committee, the Scoutmaster's Staff, the Patrol Leaders' Council, the Scouts and the parents.

f.  Insure that a continuous recruiting effort goes on to maintain or increase the membership of the troop.

g.  Make sure that each Scout has the opportunity to attend at least ten days and nights of camping each year.

h.      Make sure that all Scouts are registered.  Make sure that all new Scouts are entered in the troop records and as­signed to a patrol.  Enforce the prompt payment of dues and fees.

i.        The Scoutmaster (or an assigned Assistant Scoutmaster) to edit, publish and distribute a  newsletter.

 

2.  Scoutmaster Emeritus:

a.  Serve as Chief of the Fire at courts of honor.

b.  Conduct induction ceremonies of new Scouts.

c.  Advise the Scoutmaster of any problems or needs that may arise.

d.  Assist any of the adult leaders in their jobs.

e.  Help encourage the boy scouts in their advancement and behavior.

 

3.   Assistant Scoutmaster(s). Any number of Assistant Scoutmasters can be a part of the Troop, as required/desired by the Scoutmaster.  Assistant Scoutmasters must be 18 years of age, shall be registered with the Boy Scouts of America and complete leadership training.  Responsibilities:

 

a.  Assistant Scoutmaster of Transition Scouts:

1.  Be responsible to the Scoutmaster for the transitional Scouts.

2.  Work with the Troop Guide and counsel him on the perfor­mance of his duties.

3.  Work with Webelos Den Leaders related to the troop.

4.  Attend functions planned by Scouts in transitional pro­gram, with at least one other adult.

5.  Counsel new Scouts to encourage them to attain First Class within one year after joining the troop.

6.  Attend training courses and roundtable.

7.  Meet with parents of new Scouts and explain their role in supporting their son.

8.  Report to Scoutmaster on transitional Scouts' needs.

 

b.  Assistant Scoutmaster of Advancement:

1.  Serve on boards of review and determine that advancement is properly recorded on the required forms for the Ad­vancement Committee Chairman should he not be present.

2.  Assist the Patrol Leaders' Council and Scoutmaster in the qualification of Scouts for rank advancement and merit badge counseling.  Maintain a current merit badge counse­lor list.  See that a supply of forms or cards is main­tained for advancement needs.

3.  Assist the troop Scribe in the maintenance of the troop advancement board.

4.  Assist the troop Librarian in the maintenance of merit badge books and other material needed by the Scouts for advancement.

5.  Advise the Scoutmaster and the Patrol Leaders' Council of necessary programs or training sessions needed for troop advancement.

6.  Assist the Scoutmaster in review of uniforms, badges and insignia to determine if the troop is in conformance with Boy Scouts of America policy and the troop uniform code.

7.  Advise the Scoutmaster of any problems or needs with the above.

 

c.  Assistant Scoutmaster of Camping and Outdoors:

1.  Assist the Scoutmaster and the Patrol Leaders' Council in the planning of the troops outdoor program.

2.  Assist the Camping and High Adventure Committee Chairman in the preparation and planning of troop outings as planned by the Patrol Leaders' Council.

3.  Assist the troop Quartermaster in the supervision of the troop equipment.  Advise the Scoutmaster of any damaged equipment or of any equipment purchases needed.

4.  Assist the development and presentation of any programs needed to train the Scouts in outdoor methods.

5.  Advise the Scoutmaster of any problems or needs with the above.

 

d.  Assistant Scoutmaster of Older Scouts:

1.  The older scouts are those 14 yrs or older.

2.  Assist the Scoutmaster and Patrol Leaders' Council with planning sessions and training.

3.  Advise and guide the troop officers in the implementation of the troop program for older boys.

4.  Serve as adult counselor, with at least one other adult, for outings and activities of older Scouts.

5.  Advise the Scoutmaster of problems or conflicts in the above areas.

6.  Help in leadership training and implementation of leadership skills.

 

e.  Asst. Scoutmaster of Membership and Recruiting Program

 

1. The Troop 508 Membership and Recruiting program will be conducted using guidelines found in the following:

A. Rules and Regulations of the Boy Scouts of America.

B. The Scoutmaster Handbook (Chapter on Membership).

C. Troop Committee Guidebook For Successful Troop Operation.

D. Any other National, Circle Ten Council, or Western Star District additional guidance. Areas concerning membership and recruiting will not be limited to these resources. Other sources of information can be used at the discretion of the Troop Committee.

 

2 . The position of Troop Membership and Recruiting Chairman is not listed as an official Troop Committee position by the Boy Scouts of America. However, the membership and recruiting of new Scouts is extremely important for the continued growth of a Troop. Therefore, Troop 508 has listed this as an official Troop 508 Committee position. An assistant Scoutmaster should be assigned to this position. If there is no assistant Scoutmaster assigned, a Troop Committee member should be assigned.

 

3. The Troop 508 Membership and Recruiting Chairman is responsible for the following:

 

A. Membership. Responsible for Troop membership growth. This is done by ensuring that a continuous recruiting effort goes on to maintain or increase the membership of the Troop.

1. Assists new Scouts/new adult leaders in "processing into the Troop".

2. Assists new Scouts/new adult leaders in the filling out and completion of membership applications.

3. Performs and records the results of adult application reference checks.

4. Assists in the registration of Merit Badge Counselors.

5. Keeps a supply of Troop 508 Handbooks for issue to new Scouts/new adult leaders.

6. Reviews new Scout/new adult leader uniforms. This is to assist them in conforming to the Troop uniform code and the proper wearing of badges and insignia.

 

B. Recruiting. Serves as the leader of the Troop's recruiting team. This team will be comprised of a group of Troop adults willing to help with the Troop's recruiting program.

1. Directs the Troop recruiting teams in visits to Cub Scout Packs.

2. Coordinates the Cub Scout/Webelos visitations with the Troop.

3. Serves as the Troop representative at Webelos Arrow of Light Ceremonies. If unable to attend, is responsible for having a qualified substitute present.

4. Coordinates the Troop effort in "School Night for Scouting" and Roundtable attendance.

 

C. To advise the Scoutmaster of any problems concerning new Scouts/new adult leaders in the purchase of uniforms and equipment.

 

D. To advise the Scoutmaster of any problems or needs in any of the above mentioned areas.

 

 

f.  Assistant Scoutmaster-At-Large:

1.  Aid the Assistant Scoutmaster of Advancement where needed or in his or her absence.

2.  Aid the Assistant Scoutmaster of Camping and Outdoors where needed or in his or her absence.

3.  Assist the Scoutmaster and other Assistant Scoutmasters where needed.

4.  Advise the Scoutmaster of any problems or needs that he observes.

 

g. Eagle Scout Advisor/Coach.  This is an assistant SM who will help the Life scouts by:

1.      Help suggest possible eagle projects and approve them.

2.      Help plan the eagle project and fill out the proper paperwork.

3.      Get him ready to present the project to the committee.

4.      Help the life scout get ready for the eagle board of review.  Get the paper work filled out and compile his eagle book.

 

C. TROOP

 

1. Troop Organization: The Troop will be organized into as many Patrols as required.  Each Patrol will consist of a Patrol Leader and no less than four Scouts nor more than ten Scouts, consistent with the abilities of the Scouts in a Patrol to manage themselves and their activities.  Additionally, the Troop Senior Patrol Leader may detach members of the various patrol to serve as "Troop Staff" and this Troop Staff may function as a separate patrol.

 

2. Troop Meetings. Troop 508 will hold meetings weekly. Meetings currently are held every Tuesday, from 7:00 p.m. to 8:30 p.m. Changes to the meeting schedule will be announced as early as possible to allow for proper planning.

a.   Scouts must be in full uniform unless excused (shirt, pants or shorts, Boy Scout Handbook, Troop 508 Handbook tablet and pencil. A neckerchief & bolo are recommended but not required for regular meetings.

b.   Be at troop meetings on time unless excused.  Leave on time.  No lingering.

c.   Must be in patrol areas (no running around or fighting) .

d.   Adhere to troop meeting agenda which must have prior Senior Patrol Leader approval.

e.   Troop meeting outlines are made weeks in advance at the PLC, and finalized one week in advance.

f.    Senior Patrol Leader is the one conducting the meeting.  No one interrupts.

g.   No soft drinks inside meeting place.

h.   No hats worn inside meeting place.

i.    No shoes can be worn in meeting room.

 

3. Adult Leadership. Two registered adult leaders, or one adult and a Scout parent, one of whom must be at least 21 years of age, are required for all Troop 508 meetings, trips or outings.

 

Troop Leadership Positions:

 

The Senior Patrol Leader and the other following leaders listed are elected by members of the Troop during  elections which will be held in September and March of each year.

 

Senior Patrol Leader:

1. Participate in junior leader training.

2. Plan troop meetings with Patrol Leaders' Council, plan campouts with Patrol Leaders' Council and Scoutmaster, and plan Patrol Leaders' Council meetings.

3. Lead troop meetings, courts of honor, campouts, Patrol Leaders' Council meetings and other troop outings.

4. If desired by the troop, appoint Assistant Senior Patrol Leader and other troop officers with the advise and consent of the Scoutmaster.

5. Keep Patrol Leaders and Scoutmaster informed.

6. Share leadership opportunities with others.

7. Conduct the program planning conference.

8. Understand the needs of the troop.

9. Prepare Patrol leaders to take part in all troop activities.

10. Develop scout spirit and patrol competition.

11. Direct other troop leaders to make sure the troop runs well.

12. Know what the patrol leaders can do.

13. Set the Example:

     -           Earn Advancements.

     -           Live by the Scout Oath and Law.

     -           Wear the uniform correctly.

 

Assistant Senior Patrol Leader:

1. Participate in junior leader training.

2. Train and guide patrol leaders.

3. Help with meetings and activities.

4. Act as the Senior Patrol Leader in his absence.

 

Patrol Leader:

1. Participate in junior leader training.

2. Plan patrol meetings and activities.

3. Lead patrol meetings and activities.

4. Keep patrol members informed.

5. Share leadership by giving each patrol member a job and replace dropouts.

6. Instruct patrol members in scoutcraft skills.