T453 CM & Meetings
~~ last updated: 10/20/04 ~~
T453 Committee Meetings
CM Meeting Minutes - yahoo group login required
T453 Committe Meeting - 2nd Wed, 7:30pm at Miller Jr. High School
* Activity/meeting may change for further notice.
Our Troop committee is made up of parents who help run and manage the back stage tasks to ensure the troop a healthy and smooth sail through the year's activities
The Scoutmaster is the adult leader responsible for the image and program of the troop. The Scoutmaster and his assistant Scoutmasters work directly with the Scouts. The importance of the Scoutmaster's job is reflected in the fact that the quality of his guidance will affect every youth and adult involved in the troop.
The Scoutmaster can be male or female, but must be at least 21 years old. The Scoutmaster is appointed by the head of the chartered organization.
The Scoutmaster's duties include:
- Train and guide boy leaders.
- Work with other responsible adults to bring Scouting to boys.
- Use the methods of Scouting to achieve the aims of Scouting.
- Meet regularly with the patrol leaders' council for training and coordination in planning troop activities.
- Attend all troop meetings or, when necessary, arrange for a qualified adult substitute.
- Attend troop committee meetings.
- Conduct periodic parents' sessions to share the program and encourage parent participation and cooperation.
- Take part in annual membership inventory and uniform inspection, charter review meeting, and charter presentation.
- Conduct Scoutmaster conferences for all rank advancements.
- Provide a systematic recruiting plan for new members and see that they are promptly registered.
- Delegate responsibility to other adults and groups (assistants, troop committee) so that they have a real part in troop operations.
- Supervise troop elections for the Order of the Arrow.
- Make it possible for each Scout to experience at least 10 days and nights of camping each year.
- Participate in council and district events.
- Build a strong program by using proven methods presented in Scouting literature.
- Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boy Scouts of America.
Assistant Scoutmasters (ASM)
To fulfill his obligation to the troop, the Scoutmaster, with the assistance of the troop committee, recruits assistant Scoutmasters to help operate the troop. Each assistant Scoutmaster is assigned specific program duties and reports to the Scoutmaster. They also provide the required two-deep leadership standards set by the Boy Scouts of America (there must be at least two adults present at any Boy Scout activity). An assistant Scoutmaster may be 18 years old, but at least one in each troop should be 21 or older, so he or she can serve in the Scoutmaster's absence.
Types of assistant Scoutmasters include:
Assistant Scoutmaster - New Scouts
Assistant Scoutmaster - Venture
A troop should recruit as many assistant Scoutmasters as possible. It has been found that many successful troops have three or more.
Meeting & agenda advisor
They work with Senior Patrol Leader (SPL) on Troop Meeting execution.
Weekend activities advisor
They work with SPL, Outdoor Activities Chair, and Service Chair
- Coordinates trip plans with scouts
- Provides adult leadership at outings
Merit Badge Counselor Recruitment
- Merit Badge training
- Work with Merit Badge Coordinator/counselors, and
- Coordinates and presides over committee meetings.
- Facilitates responsibilities of committee members to provide support to the troop
- Acts as a resource for the Scoutmasters to ensure a successful troop
- Holds regular parents' meetings for information sharing and development of volunteer list.
- Coordinates with Council Contact person and Scoutmaster
- Attends (or coordinates with representatives) "round table" meetings at Council
- Shares information with Scoutmasters and Troop Committee.
- Keeps track of Council training and activities for scouts and adults
The Advancement Subcommittee is responsible for the quarterly Board of Review (BOR) and maintaining Scouts' advancement records. Members of this subcommittee share the following responsibilities.
- Receive Board of Review requests (one week before the BOR date).
- Provide meeting places for Board of Reviews.
- Confirm BOR time and location to the Scouts.
- Be in the interview panel.
- Participate in adult training courses (Basic Adult Training is the minimum).
- Encourage adults to take BSA Training.
- Encourage Scouts to take BSA Training.
- Assure the quality of the troop's advancement program.
- Keep council training schedule updated on WEB.
- Send e-mail & contact parents to promote training opportunity.
- Maintain and update Troop Merit Badge Counselor List twice a year on April and October.
The Camping subcommittee is responsible for monthly camping trip site reservation.
The committee members take turn to lead the monthly camping trip preparation.
The responsibilities are:
- Site reservation and surveillance.
- Help with Summer Camp arrangements: reservation, travel, finance, etc.
- Reserve bus or plane tickets for long trips.
- Communicate and coordinate with the Scout-in-charge.
- Communicate with the designated Adult-in-charge.
- File the Tour Permit with the BSA Council.
- Report the preparation at the Troop Committee Meeting
- Stay overnight at the camping trip (Optional).
- Report back at the Troop Committee Meeting after the camping trip.
The Event Subcommittee is responsible for organizing quarterly Court of Honor, Year-end party, and various internal/external events. The members of this Subcommittee share the following responsibilities:
- Make reservation for TM, CM, PLC meeting location for next school year at the month of May.
- Site reservation and surveillance of Court of Honor and Year-end party.
- Coordinate refreshments/food/fee collection with Patrol Parents.
- Promote events, decorate site, and taking pictures.
- Participate planning meetings with the external organization-in-charge. External events include Chinese New Year's Parade, Lantern Festival, Chinese Athletic Tournament, Double Tenth Ceremony, Summer Festival, Moon Festival, etc.
- Coordinate the external events with Patrol Leaders.
- Report the preparation and feed back at the Troop Committee Meeting.
- Update the Troop driver's table with insurance information yearly during October.
The Finance Subcommittee is responsible for all accounting and finance functions of the Troop. Members in this subcommittee will share the following responsibilities:
- Pay bills and reimbursement requests.
- Sell scrip coupons.
- Purchase coupons from merchants.
- Deposit checks.
- Collect fees (membership, camping, travel, etc.)
- Bank Reconciliation.
- Manage donation Sales.
- Prepare budget and monthly financial statements and present the statements at the Monthly Troop Committee Meeting.
- Help Friends of Scouting Chair with the FOS campaign.
- Coordinate fund-raising events.
- Propose Troop yearly budget and get CM approval by December CM meeting of the previous year.
The Membership Subcommittee is responsible for all membership registration for Adults and Parents in the Troop. Members in this subcommittee will share the following responsibilities:
- Organize and bring the scout mailbox to each troop meeting.
- Keep track of visiting scout's contact information and call to follow up on whether they are interested in joining the troop.
- Preparing for "New Parent Orientation"
- Arrange speaker and schedule for "New Parent Orientation"
- Prepare the new scout package
- The new scout package contains:
- T453 New Scout Information Forms (For Membership CM)
- BSA Personal Health and Medical Record (Class 1 & 2) Form (For Membershop CM)
- New Scout Information (for Scouts & Parents)
- Current BS Training Schedule
- Current T453 Roster
- Current T453 Calendar
- T453 Parent's Handbook
- What the new scout parent do upon registration
- Fill up Join Boy Scouting form, obtain signature from the scout master and the committee chair
- Fill up the consent form
- Fill up the consent/liability form and provide a picture of the new scout
- Fill up "Scout Ranking Requirement Form"
- Fill up "Parenr Responsibility Form"
- Provide a family picture
- Make a check of $60.00 annual registration fee
- Make a check of $25.00 for new scout patches package
- send the above listed documents to the membership sub-committee chair
- What the membership sub-committee do upon new scout registration?
- Receive from new scout parents the forms and checks listed above
- Give the new scout patch package to new scout parent
- Bring the "Join Boy Scouting Form" to the Santa Clara Council office and pay for registration and subscription of "boy's Life" magazine.
- Send a hard copy of the "Join Boy Scouting From" to the troopmaster database administrator.
- Make a copy of consent form and medical forms to put into the Scoutmaster binder.
- File the forms sent by the new scout parent.
- Update troop roster
- Get reembursement for fee paid in the Scout council office
- Registration of new adult leaders (Every six months on June and December)
- Give the "Be a volunteer Leader" form to adults who are trained yet not registered
- The adult fills up the form and obtain signature from CM and the Charter organization representative
- The membership committee registers the adult in the boy scout council office
- The membership committee makes hard copy of the "Be a Voluntter Leader" form and give it to the troopmaster database administrator
- The membership committee files the "Be a volunteer Leader" form
- Get reembursement for fee paid in the Scout council office
- Maintain and issue troop roster ( Every quarter at first month of the quarter)
- Updated roster( one sorted by patrol and another sorted by committee) to be sent to the troop e-mail alias at the beginning of each quarter.
- Make hard copy of troop roster sorted by patrol and put them in the scout mailbox.
- Maintain the emergency consent form, picture binder, and medical forms (yearly on November during re-chartering)
- Review the medical form for each scout, notify scouts with expired medical form to bring an valid Medical form.
- Collect consent form for the coming year
- Collect $60 rechartering fee from each scout.
- Make a copy of consent form and medical forms for the Scoutmaster binder
- Recruting & Bridging between Troop 453 and Pack 453
- Contacts Webelos II den leaders in September
- Send letters of camp out invitation to all den leaders for Webelos; include Troop newsletter
- Coordinates camp out with Troop and dens
- Arranges and coordinates meetings between Troop and dens/packs
- Troop scouts visit Pack meeting and Pack/Den visits Troop meetings
- Attend and coordinate scout participation at Cub crossover at Blue & Gold dinner
- In spring (Feb. to May), work with Webelos' parents to kick start camp attendance and advancement
- Coordinate Den Chief training with young scouts; check with Dens for needs
- Review and integrate Council literature on crossovers into Troop planning
- Prepare gifts for Blue & Gold ceremony.
The Website sub-committee is responsible for developing and maintaining the Troop’s website: www.angelfire.com/folk/bsat453
Troop website is to be updated at least once a month.
The Badge/Patch subcommittee is responsible for the following functions:
- Purchase all badges, patches, and banners.
- Purchase and inscribe certificates.
- Make the Troop neckerchiefs.
- Manage the uniform exchange program.
- Maintain all Scouts' advancement physical records (paper work, blue cards, etc.)
- Order/sell Class B T-shirts.
- Purchase year pins for scouts and adult leaders every quarter.
- Prepare badges/patches package for new scouts and give it to the membership sub-committee.
Troop Records Coordinator
- Coordinate Troop meeting dates for MB Counselors
- Coordinate scout advancement
- Quarterly meetings with scout and parents, reviewing scout advancement and Planning.
- Coordinate needs with other Scoutmasters
- Maintain/update Troop Master database
- Work with Advancement sub-committee to update scout advancement and scout/adult training record.
- Work with the Memebership sub-committee to create record for newly enrolled scout.
- Work with the badges/patches sub-committee to update scout Merit Badge or other award record.
- Yearly recouncil the record in the Troop Master database two months after the Summer Camp
- Print hard copy of record for each scout/adult.
- Give the hard copy record to individual, as scout to check the record, make recessary correction on the record.
- Collect the hard copy record signed and dated by scout andscout parent.
- Update Troop master database if necessary.
- Archive the signed record.
- Prepare WEB base rechartering information.
Public Relations Subcommittee
- Promote/Organize fund raiser events.