Adult Leadership Position Descriptions
All parents of the Scouts in Troop 325 and all registered adult leaders within the troop are members of the Troop Committee, including the Scoutmaster and Assistant Scoutmasters. All adult leaders are encouraged to attend monthly committee meetings. This is the place where much of the 'behind the scenes' planning for meeting, training seminars and outing takes place. Problems from past activities are discussed and final details for upcoming events reviewed. The Committee reports to the Charter Organization, Rogers Home and School Club, and in turn, appoints a Scoutmaster to lead the troop. All adult leaders within the troop may wear the scout uniform. The Scoutmaster and Assistant Scoutmaster should be in full uniform at all meeting and activities as example to the Scouts. The Scoutmaster and Assistant Scoutmasters may perform Scoutmaster Conferences for Scouts advancing in rank and sign off Merit Badge Blue Cards as "Scoutmaster". They may not participate in Boards of Review for Scouts advancing in Rank.
As committee chairman, you are responsible for the administrative workings of the troop. The committee chairman should be well organized, adaptable, familiar with the workings of the troop and BSA as a whole, and capable of doing many tasks. This job involves several hours working closely with the Scoutmaster, committee members, and outside interests.
Duties:
§ Calls, presides over, and promotes attendance at the monthly committee meetings.
§ Works closely with the Scoutmaster in preparing troop committee meeting agendas.
§ Works with the committee and Scoutmaster and reviews and approves the annual calendar, oversees the Troop operations, and approves the Troop budget and expenditures.
§ Working with the Troop committee, approves the appointment of the Scoutmaster and with 2/3 votes can remove the Scoutmaster.
§ Appoints / approves the appointment of volunteer leaders.
§ Organize a parent committee seeing that all functions are delegated, coordinated and completed.
§ Maintains a close relationship with scoutmaster charter organization representative and charter organization.
§ Sees that troop leaders and committee members know of available training.
§ Ensures troop representation at monthly roundtable's.
§ Sends out memos relating to troop business.
§ Collects annual dues, medical forms, and car insurance forms.
§ Re-charters the troop annually.
§ Interpret national and local policies to the Troop.
§ With committee approval, establishes new committees, policies etc. as necessary.
§ Stands in the absence of other committee members.
§ Assists in delivering awards at Court of Honors.
§ Sits on Eagle and regular Board of Reviews.
Reports to the Troop Committee. Advisor to Senior Patrol Leader (SPL). Meets with Senior Patrol Leader monthly prior to Patrol Leader's Council (PLC) meeting to review the upcoming month's events and plan what needs to be accomplished at the PLC. Meets with SPL annually to prepare for troop Annual Planning. Responsible for Troop Junior Leader Training (JLT) twice annually. Overall responsibility for the quality of troop meeting and outings.
Reports to the Scoutmaster. Advisor to Troop Guide. Working with syllabus: "One Year Program to First Class," meets with Troop Guide monthly prior to PLC to review and fine-tune Trail to First Class training schedule in relation to upcoming month's theme and planned activities. Responsible for assuring that Troop Guides has materials and other resources needed for training at each meeting and on outing. Ultimately responsible for seeing that new Scouts have training required to achieve rank of First Class within the first year of joining. Also, advisor to Troop Den Leaders. Works with Scouts who are qualified and would like to be Den Chiefs to place them in Cub Scout Dens. Follow up periodically with Den Chief and Den Leaders to ensure that the match is working. Responsible for Troop Den Chief Training once each year. Responsible for promoting Council Den Chief Training withi8n the troop each year.
Reports to the Scoutmaster. Advisor to Venture Crew Chief. Meets with Crew Chief monthly prior to PLC to review Venture program and fine tune in relation to upcoming month's theme and planned activities. There is no syllabus, as there is with for New Scouts. Using Venture and Varsity Scout program supplements (Hiking, Backpacking, Canoeing, Rock Climbing, etc.) The Venture Crew develops its own program around the troop's program. Typically, it might include four high adventure outings or activities during the year (in addition to the regular troop outing), responsible for four to six skill training sessions during the year, and responsible for the programs for one to two troop outings during the year. Ultimately responsible for seeing that a full Venture Program is developed and carried out.
Reports to the Scoutmaster. Responsible for ensuring all of the material are available for the meetings…
Reports to the Scoutmaster. Works with the troop scribe and troop quartermaster. Assists with attendance.
Reports to the Scoutmaster. Works with the New Patrol Advisors and the Troop Guides. Attends all of the PLCs to plan activities.
Reports to the Scoutmaster. Attend meetings and activities as available to help provide adult supervision and ensure safety. Work with assigned patrol to keep them on task during meetings and activities especially during patrol meeting), ensure menus are complete and chopping coordinated and encourage meetings outside of regular troop meetings to decorate patrol boxes, design and make patrol flag, etc.
Reports to Scoutmaster. Advisor to Troop Quartermaster. Ensures that troop equipment, specifically the Patrol Boxes and their contents, are accounted for and are clean and in good repair prior to outing. Arranges to have all Patrol Boxes brought to the first troop meeting following outings so that Patrol Quartermaster can inventory, clean equipment, repair and/or send out for repair item needing it. Ultimately responsible for ensuring that Troop Patrol Boxes are complete, in good condition and ready for outings.
Reports to the committee Chairman. The Secretary works with the Troop Scribe to ensure that the attendance log and the camping log are maintained, and that the Baden-Powell log is being maintained with in the patrols. Reviews the troop roster with the Troop Scribe and updates it regularly. Produces the Annual Calendar Following Annual Planning. Takes notes during Committee meetings and produces minutes for that meeting for distribution to all parents.
Reports to the Committee Chairman. Works with the Troop Committee to produce an annual budget at the beginning of each year following the completion of the Annual Calendar. Oversees the troop accounts (checking and savings), and produces a monthly cash flow statement for presentation at the Committee Meeting. Maintains a log of Scout fundraising earnings, expenditures, and account balance in their individual troop accounts.
This position is actually a member of the Charter Organization and appointed by them. The Committee Chairman actually reports to the Charter Organization through this position. Responsible for attending Charter Organization meetings and Troop Committee meetings, reporting on activities and progress of the troop to the Charter Organization, and any relevant information from the charter organization to the Committee.
Reports to Committee Chairman. Maintains familiarity with troop Annual Calendar. Makes reservations for campgrounds and with concessionaires and obtains backcountry use permits, sno-park permits, etc. as required for specific trips well in advance of the trips (for many parks, three to six months, for USS Pampanito, eighteen months or longer). Coordinates the activities of the individual outing coordinators. Provide sign-up sheets for the first meeting following the previous month's outing, together with permission slips/trips plans. Works with Troop Scribe to maintain Camping Log.
Reports to Outing Committee Chairman. Coordinates the activities of the individual outing. Provides sign-up sheets for the first meeting following the previous month's outing, together with permission slips/trips plans. Ensures PLC is engaged in the planning process of the outing, such as menu planning, shopping for food, and planning the actual activities of the activity.
Reports to Outing Committee Chairman. Ensure the BSA guidelines are followed for insurance purposes and coordinates/ensures that each outing that requires a Tour Permit, has one, and that it is filed with the Council Office.
Reports to Outing Committee Chairman. Coordinates and distributes the Car Binders on each outing that requires transportation. The binders are to be updated annually with signed permission/liability forms as well as scout medical information and emergency contact information.
Reports to Outing Committee Chairman. Coordinates and distributes the Car Binders on each outing that requires transportation. The binders are to be updated annually with signed permission/liability forms as well as scout medical information and emergency contact information.
Reports to Outing Committee Chairman. Coordinates all of the necessary activities for Summer Camp.
Reports to Committee Chairman. Oversees troop advancement program, including receiving, recording, and maintaining all completed merit badge blue cards. Completing and maintaining file for all advancement forms. Seeing that all advancement forms are filled out correctly and turned into Scout Office and awards purchased. Working with shoppers, seeing that awards earned are presented in a timely manner at the troop meeting and Courts of Honor as appropriate. Awards include: Advancement, merit badges, religious awards, Baden-Powell awards, Trained patches, certificates of position, training certificates, special activity awards, such as Camping awards, Rimrover Patches, Historic Trails, 50 Miles Afoot/Afloat, Summer Camp Patches, Scout Expo patches, Camporee Patches, Deep Freeze/BearPaw patches, etc. Working with Troop Scribe, seeing that Advancement Board is maintained and up to date. Optionally, maintaining computerized records of individual Scouts and their advancement, as well as a record of their training, tenure, and experienc3 within the troop. (Some advancement chairmen may find this helpful and useful, others may not have the time to keep it up.)
Reports to Advancement Committee Chairman. Works with Advancement Chairman to schedule parents and scouts for Boards of Review. Including assisting Review Members with training and typical questions that are rank appropriate.
Reports to the Advancement Chairman. Works with Advancement Chairman, PLC and Troop Committee and Scoutmaster to ensure all awards and tokens of recognition (patches, certificates, etc.) are purchased and signed by the appropriate leaders, and arrange for presentation in advance of the meetings. Includes Advancement, Merit Badges, Symbols of Office, Trained Patches, Certification of Recognition for Outgoing Officers, Attendance Pins, Perfect Attendance Pins, Outing Patches (Rimrovers, Alcatraz, Bear Paw, Camporee, Summer Camp), Baden Powell Awards, Den Chief Awards, Totin' Chips and Firem'n'Chits, Neckerchiefs and White Woggles upon joining, Red Woggles upon achieving Tenderfoot, and the Troop Neckerchief Patch upon achieving First Class, a Sierra Cup upon achieving 15 days and nights of camping, Old Goat Patrol patch for Adult Leaders, and Over-Training patches for youth who complete Bristlecone, and adults who complete Woodbadge
Reports to Advancement Committee Chairman. Works with PLC, Troop Committee, Scoutmaster, and Advanceman Chairman to plan and carry out four Courts of Honor each year. Primarily ensures that a program outline is received from the PLC, that someone, usually a Scout, or Scoutmaster, Assistant Scoutmaster, or Committee Chairman is responsible for each part of the program, that an invitation and program are provided (newsletter editors) and that they are sent out to all Scout families, Charter Organization officials, and selected Boy Scout officials. In addition, identifies the location of the meeting and get appropriate permission. Using other volunteers coordinates any items that are required for the meeting. For example, some Courts of Honor barbeque the meal, in which case the Coordinator and other volunteers would bring the grills to the appropriate location.
Reports to Advancement Chairman. Acts as advisor to Scouts progressing from Life to Eagle. Ensures that Scouts received Council Eagle Packet when they advance to rank of Life Scout. Reviews joining, advancement and merit badge dates to ensure completeness and that time requirements have been met. Discusses project requirements with Scout, reviews projects and advises prior to presenting to Scoutmaster for review. (Note: Scoutmaster must review and approve prior to presentation to Troop Committee. Allow time to re-write.) Advises Scout prior to his presentation to the Troop Committee and the Council Advancement Committee, and through his project and the entire Eagle process. Coordinate with Troop Committee and Scout's family the setting of the date for and planning of the Eagle Court of Honor. At the Eagle Court of Honor, the troop is responsible for pins and badges, arranging for speakers and Master of Ceremonies and presentation of an American Flag that has clown over the White House. The family is responsible for refreshments, location (if other than regular troop meeting place, and "special guests" such as family members or former Scoutmaster from out of town. This advisor must work closely with the Scoutmaster, Troop Advancement Chairman, and the Courts of Honor Chairman.
Reports to the Committee Chairman. Works with PLC and Troop Committee to plan upcoming Service Activities (typically four per year). Provides sign-up sheets and permission slip/trips plans or flyers approximately three weeks in advance of the upcoming activity. Works with ASPL to see that it is announced at the three meeting preceding the activity, and that an adequate number of troops members sign up for it.
Reports to Service Committee Chairman or the Committee Chairman. Works with PLC and Troop Committee and Council to plan the annual Scouting for Food Service Event. Works with Committee Chair to record participants and hours for the activity.
Reports to Service Committee Chairman or the Committee Chairman. Works with PLC and Troop Committee and Council to plan the annual Goodwill Good Turn Service Event. Works with Committee Chair to record participants and hours for the activity.
Reports to the Service Committee Chairman or Committee Chairman. Works with principal of Rogers Middle School, the science teacher charged with overseeing Moreland Woods, the Moreland School District facilities manager, the PLC and Troop Committee to plan upcoming Moreland Clean-up and Planting activities at least three times annually and as needed to keep the Woods looking neat, clean, and well-cared for. The purpose of Moreland Woods is to provide an open area planted in species native to the Santa Cruz Mountains as a resource for the science classes and others to use and enjoy. Part of these species includes native grasses and wildflowers, which are allowed to reach full development in the two main open areas, and which we do not mow until they have flowered, typically in late April. We do keep the bordering areas mowed all year long and we also mow the main open areas shortly after they have bloomed and begin to die in order to prevent creating a fire hazard. The coordinator oversees the youth chairman to ensure that sign-up sheets and permission slips or flyers are available at meetings approximately three weeks in advance of the upcoming activity. Works with ASPL to see that it is announced at the three meetings preceding the activity, and that an adequate number of troop members sign up for it.
Reports to Committee Chairman. Works with PLC and Troop Committee to plan designated fundraising activity. Provides sign-up sheets and permission slips/trip plans or flyers approximately three weeks in advance of the upcoming activity (or earlier if appropriate). Works with ASPL to see that it is announced at the three meeting preceding the activity, and that an adequate number of troop members sign up for it. Works with Treasurer to record earning from activities, which Scouts participated, and time each Scout put in.
Reports to Fundraising Committee Chairman or the Committee Chairman. Works with PLC and Troop Committee to plan staffing the Stanford Football Concessions. Works with Treasurer to record earning from activities, which Scouts participated, and time each Scout put in.
Reports to Fundraising Committee Chairman or the Committee Chairman. Works with PLC and Troop Committee to plan the Annual Popcorn fundraising activity. Works with Treasurer to record earning from activities, which Scouts participated, and time each Scout put in.
Reports to Fundraising Committee Chairman or the Committee Chairman. Responsible for coordinating and tracking the Friends of Scouting fundraising effort on behalf of the Council once each year.
Reports to Fundraising Committee Chairman or the Committee Chairman. Responsible for planning and developing Merit Badge Midway each year - usually in March. Includes advance publicity (should start with flyers to Roundtable six months in advance), site selection and coordination, recruiting merit badge counselors, registration, coordination of food sales.
Assistant Coordinator
Site/Facility Coordinator
Registration Coordinator
Lunch Coordinator
Snack Shack Coordinator
Treasurer Coordinator
Volunteer Coordinator
Name Tag Coordinator
Reports to the Scoutmaster. Works with Newsletter Editor and Assistants to produce a monthly newsletter. Editor and Assistants produce articles, and help select illustrations(s). Responsible for light editing, overseeing and completing production, coping, and distribution. Also responsible for coordinating or developing and producing occasional flyers for our various activities.
Reports to the Committee Chairman. Maintains membership development program, including gathering names and address of Webelos in neighboring Cub Scout Packs and providing to Newsletter Publisher for inclusion of Newsletter mailing list. Maintains and sends out Candidate Letters for boys (and families) inquiring about join the troop. Maintains and wends out Welcome Letters for new Scouts and their families. Ensures that new Scouts get the information they need: Welcome Letter, application, resource survey sheet, emergency medical information form and cost to join. Ensures that troops has the correct name, address, phone number, parents names, join date, birthday for new Scouts, and that we collect the completed application and membership fee. Ensures that we have an induction ceremony for the new Scout, and that we have a troop neckerchief, white woggles, Boy Scout Handbook, and the Troop Policies and Procedure pamphlet, An Introduction for his induction as soon after joining as possible. Follows up with parents of new members about one month after joining to see if they have any questions that need answering.
Reports to the Committee Chairman. Works with PLC, Troop Committee, Scoutmaster to develop an awards and recognition program for the adult leaders in the troop, typically to be awarded once each year at the troop Annual Banquet in February. Also works with Unit Commissioner to recommend adult leaders from the troop for Training Knots, Troop Scouter of the Year, etc.
Reports to Committee Chairman. Responsible for being aware of adult and youth training opportunities, both within troop and district and council, and publicizing them within troop well in advance of the event.
T-Shirt, Hat & Patching Orders
Coordinator(s)
Reports to Committee Chairman. Publicizes ordering, provides sign up
sheet, and collects payment where applicable, and orders as required.
Uniform Closet Coordinator
Reports to Committee Chairman. Coordinates the collection of
donated and used uniforms. This entails periodic notification of the
Closet's existence as well as how to request uniforms from it, or how to donate
uniforms to it.
New Family Orientation Coordinator
Reports to Committee Chairman. Coordinates annual, or more
frequently as needed, new family orientation. Ensures that each new scout
family has a Troop 325 Family Handbook, and meets with them to discuss the troop
as well as their responsibilities in it.
Troop Website Coordinator/Advisor
Reports to Committee Chairman. Works with the Scout Webmaster to
facilitate any changes, updates and maintenance of the troop website.
Volunteer Coordinator
Reports to Committee Chairman. Coordinate all volunteers and
ensures that all families carry out their responsibility to the Troop.
Each family is asked to contribute to the troop fundraising as well as assist
with the actually running of the troop. The volunteer coordinator ensures
that all families sign up for their designated responsibilities.