Boy Scout Troop 34

Pearisburg, VA

Troop 34 Bylaws

Approved by Troop 34 Committee: 02/25/2008
Approved by Charter Organization Representative: 02/25/2008
Ratified by Charter Organization Board of Directors (Pearisburg Lion's Club): 03/20/2008
Last Amendment Approved and Ratified: None as of 03/23/2009

Compiled by
Troop 34 Bylaws Sub-Committee

 

PURPOSE:

The purpose of the Troop 34 Bylaws is to provide a framework for the Troop Committee and Leadership to ensure fairness, efficiency, and common goals for the betterment of the Troop and its scouts.

It is understood that the parents and leadership of Troop 34, Boy Scouts of America will not knowingly violate any existing National, Council or District Boy Scout Policies. If any sections of this document are found to be in conflict with said policies then those sections will be corrected.

This document will be made available to all members, leaders, prospective scouts and their parents. It will be posted on the Troop Web sites for viewing and download.

Leadership changes will not render this document obsolete, unless the committee votes to change or amend it.

These Bylaws shall be reviewed, modified if needed, approved by the Troop Committee if modifications are made, and submitted to the Charter Organization Representative for approval at least one month prior to re-chartering.

The Webmaster(s) will maintain the Bylaws on the web.

 

TROOP COMMITTEE:

The Troop Committee consists of men and women interested in the Scouting program, who wish to make a contribution to the program and theoretically are appointed by the chartering organization, but in reality is formed by parents of Scouts in the troop and non-parents with an active interest in Scouting. Many of Troop 34’s adult leaders and members have been active in the Scouting movement for years and all share a strong belief in the purpose of the program.

The Troop Committee's purpose is to administer the affairs of the troop and to assist the uniformed leaders in the operation of the troop. It is also the committee's responsibility to approve all uniformed leaders and monitor their performance. Additional responsibilities of the Troop Committee include:

Providing and supporting competent adult leadership for the troop.

Helping in the acquisition and maintenance of troop equipment.

Assisting with financing and record keeping.

Supporting the advancement program of the troop.

Supporting the outdoor program.

Keeping the boys and parents informed of the troop's activities.

Forming sub-committees as needed.

Each of these sub committees will elect or appoint a chair.

 

TROOP FINANCES:

The committee Treasurer will be responsible for maintaining financial records, managing the bank account, and distribution of troop funds. The troop bank account shall have one of two authorized signers. The approved signatures shall be the Treasurer and Scoutmaster. Receipts must be returned for all purchases. Dues must be paid to the Treasurer or Scoutmaster, through the Troop Scribe. When the Treasurer is absent, the dues shall be paid to the Scoutmaster or Asst. Scoutmaster. Outdoor activity fees must be paid to the Treasurer or Scoutmaster. The Troop Committee will approve all purchases unless the fee is to cover unforeseen emergencies. Misuse or misappropriation of scout funds can involve immediate dismissal from the organization and/or possible legal prosecution.

It is the policy of the troop to not make purchases and place financial burdens on any of its leaders or parents. The money must be in the treasury before the purchase can be made.

 

MEETINGS:

The Troop Committee will meet at least one time per month during the normal calendar year except December. An informal (non-voting) meeting may be held one to two weeks prior to the regular meeting to discuss upcoming policies (This is a good time for sub-committees to meet.). Emergency or special meetings may be called from time to time by the Committee Chair, Scoutmaster, or Charter Organization Representative to discuss and act on important Troop and Committee business.
The Troop Committee will meet quaarterly (January, April, July, October) on the 3rd Monday of that month. Out-of-cycle or "Special" meetings may be requested by any Committee member. The Chair will schedule a date/time for special meetings. Special meetings shall be called to discuss and act upon important Troop or Committee business. (as of March 23, 2009)

Troop Committee Secretary shall ensure the Committee minutes are distributed to all Committee members, adult leaders, and parents, no later than one week after each monthly meeting or after any special Troop Committee meeting. This may be accomplished by printed media, email, and/or web site posting.

The Troop Committee Chair shall ensure that the Committee monthly meeting agenda is distributed to all Committee members and/or parents no later than four days prior to the meeting.

Sub-committees may get together at other times selected by their respective chair to complete any necessary duties and responsibilities.

Regular Troop meetings and Troop Committee meetings will not be held when school is scheduled closed, dismissed early, or cancelled for any reason.

Regular Troop and Troop Committee meetings will not be held on the Monday immediately following a weekend camp. The only exceptions to this policy will be in the case of wet tents and equipment that need to be stowed or under special circumstances deemed necessary.

 

VOTING:

Valid Committee votes will require that at least a quorum of the active registered Committee members are present.

A quorum shall be defined as 50% plus one, of the active registered Troop Committee members. Non-registered parents shall not be included in the quorum count.

A simple majority will rule.

The Troop Committee Chair may vote only in the case of a tie.

The Scoutmaster shall not have a Committee vote. Assistant Scoutmasters shall have a Committee vote.
The Scoutmaster shall have one Troop Committee vote and each Assistant Scoutmaster shall have one Troop Committee vote (as of March 23, 2009).

All parents (registered and non-registered) shall have a vote during Troop Committee meetings. However, non-registered parents will be strongly encouraged to register as a Committee Member. Being non-registered Committee Member parent shall not exclude them from voting, however, they must complete a BSA adult volunteer application at that meeting.

Votes may be sent by proxy by an email sent to a Committee member. A printed copy of the proxy email vote must be brought to the meeting in which the vote takes place.

 

ELECTIONS:

Elections shall take place annually at the first monthly Troop Committee meeting in January for the positions of Chair, Secretary, and Treasurer.

The Scoutmaster shall be appointed/reappointed at the same annual elections.

All position terms will be effective from March 1st to the last day in February the following year (one year).

Nobody shall automatically hold a position for more than the one year term.

All elected positions are subject to approval by the Charter Organization and/or its appointed representative.

Under unique circumstances that a January Troop Committee meeting is cancelled or bypassed for any reason, elections must be held at the next regularly scheduled Troop Committee Meeting.

 

TROOP CALENDAR:

The Scoutmaster and Troop Committee will jointly establish the annual Troop Calendar and make changes as needed throughout the year. While not voted on and approved by the committee, this tool will help establish the program for the upcoming year. It is recommended that this calendar be coordinated with the Troop, the council and district calendars. Holiday and School Calendars are very helpful, as well. The current calendar has Troop meetings, Outdoor Activities, Training, Committee meetings, and other key scouting related dates and times.

 

TROOP WEB SITES:

The Troop Web sites have proven to be major sources of information about Troop 34 and its activities. Two web sites shall be maintained for the benefit of the Troop, parents, and public. The secure Yahoo! site shall be exclusively for Troop 34 scouts, parents, and leaders. The "ScoutTroop34.org" site shall be used by everyone, including the public. All web site content and, if used, advertising will be subject to the Troop Policy Rules and stated BSA policy.

When possible all current policies, guidelines, and information, including Committee minutes, will be posted on the web sites.

 

STANDARD COMMITTEE MEETING FORMAT:

Opening

Secretary – Read minutes and take attendance

Treasurer's Report

Unfinished business

Scoutmaster and Committee reports - Includes on-going business, projects, sub-committee chair reports (advancement, program, equipment, etc.), Scoutmaster and/or Assistant Scoutmaster comments / reports on meeting and outdoor activities.

New business – New information, projects, business

Confirm the date of the next meeting.

Closing.

 

TROOP COMMITTEE PROTOCOLS:

All items will be voted on, normally by show of hands and simple majority to pass business, policies, and expenditures. Sensitive issues, including elections, may be voted by secret ballot. The Charter Rep, or his designated representative, will secure the ballots, count the vote, and report to the committee at large. Normal committee meeting dates will be agreed upon at the current session and may include Scout meeting days.

The troop calendar will show regular committee meeting times and dates.

Emergency spending, etc. may be handled via e-mail and/or telephone. Same majorities as above are required.

Chair – will conduct meeting but will follow agreed upon guidelines. The meeting atmosphere will be informal (not Robert’s Rule of Order) but fully interactive, fair, and respectful of opinions and suggestions.

The chair reserves the right to expedite the meeting process as necessary to keep the meeting on track and complete the agenda in the allotted time frame.

Troop committee positions are open to all registered parents and adults who are interested in helping Troop 34.

The Committee Chair reserves the right to exclude from participation in the committee any person who fails to follow existing Troop or Troop Committee Policies.

 

CURRENT COMMITTEE POSITIONS:

Full Descriptions of the Duties of each individual post can be found in the BSA Troop Committee Handbook, although the Troop Committee reserves the right to modify any position duties as needed. It is expected that the positions listed below are elected through nomination and majority vote. Normal terms of service are one year. Elections are scheduled during January of each year and terms begin March 1st. The Troop Committee Chair may appoint the positions as necessary. Should additional permanent Committee positions be required, then they shall be voted on and the Troop Bylaws amended.

Committee Chair

The Troop Committee Chair heads the Committee, conducts the committee meetings, and works directly with the Scoutmaster and the Charter Representative. The Chair signs key BSA forms, Troop Policies, and may serve on any sub-committee.

The Troop Committee Chair cannot be a sub-committee chair.

Special Sub-Committees shall be appointed by the Chair as needed.

Committee Secretary

The Troop Committee Secretary records, maintains, reads the minutes of the meetings, maintains copies of the Troop and Committee Policies, and maintains the Troop 34 Committee membership role. The Troop Committee Secretary may serve on any sub-committee. The Secretary can also serve as chair. The Secretary shall distribute Troop Committee minutes to all Committee members, adult leaders, and parents no later than one week after each monthly meeting. It is the responsibility of the Troop Secretary to distribute a copy of the Troop Bylaws to new parents and leaders

Troop Treasurer

The Troop Committee Treasurer is responsible for maintaining financial records, reporting at the monthly Troop Committee meetings, managing the bank account(s), and distribution of troop funds. The Treasurer collects, records, and deposits into accounts all monies taken in from fundraiser's, all Troop dues, fees, and donations. The Treasurer shall assist in drafting the annual Troop budget.

Outdoor Coordinator

The Troop Outdoor Committee Chair coordinates and leads the Outdoor Committee. This committee is responsible for expediting camping and other scout outdoor activities (hikes, float trips, etc.). Duties include locating appropriate facilities, securing registered adult supervision, transportation, as well as permits, fees, and any necessary special training. These individuals are expected to attend Patrol Leader Counsel meetings, listen to the needs of the junior leadership, and provide solutions to help make the activities happen.

Advancement Coordinator

Coordinates and leads the Advancement Committee. This committee is responsible for helping to move scouts through the rank advancement process. This position supplies merit badge opportunities, counselors, and helps conduct merit badge programs at the troop meetings. Working with the Outdoor Committee, this position helps set up appropriate advancement programs at troop and outdoor activities. The Coordinator provides adult and/or senior boy scout leaders for Board of Reviews at the scout meetings. Along with the Scoutmaster, the Coordinator can assist Eagle Scout Candidates with Project pre-approval, and setting up Eagle Scout Board of Reviews. Regular Boards of Review will be the first Monday of the month, or as needed through the Scoutmaster or Advancement Coordinator.

Equipment Coordinator

The Coordinator, working closely with all other committees, Troop Leadership, and the Troop Quartermaster is responsible for inventory, maintenance, repair, and replacement of all troop equipment.

Troop Committee Member

The most important part of the committee, these are the individuals who may serve on one or more of the above committees. They may also work on the Troop 34 web site and any troop newsletter. They assist in communications with the other parents about activities and other events. They discuss, suggest, propose, and approve, through their vote, all troop policies, business, and budgets. It is recommended that Troop Committee members be trained when such training if available.

Scoutmaster and Assistant Scoutmasters

It is the responsibility of the Scoutmaster and Assistant Scoutmasters to direct the Troop program and guide the boys and follow BSA policy and ideals.

Supervise and guide scout meetings and the scouts, to maintain order, and to create a fun and learning atmosphere.

Encourage monthly outdoor activities or special activities.

If the Scoutmaster is absent, the Asst. Scoutmaster(s) shall assume those responsibilities of the Scoutmaster.

The Scoutmaster and Assistant Scoutmaster(s) must have the appropriate training as determined by the Blue Ridge Mountains Council. Some training may be taken online.

Charter Organization Representative (Charter Rep)

The Charter Rep is the appointed liaison (appointed by the Charter Organization) between the Troop Committee and the Charter Organization.

The Charter Rep has the authority to overrule any Committee vote and/or Bylaws. The Charter Rep shall ratify all elections and Troop 34 Bylaws subsequent to the Troop Committee vote.

The Charter Organization has the final say in its operation and its program. Exceptions to this are the BSA policies on badge requirements, advancement, scouting safety, values, and ideals.

The Committee Chair and Scoutmaster shall direct all questions and issues concerning the Charter Organization through the Charter Rep only.

 

TROOP 34 POLICY:

It is expected that all youth and adults live by Scouting Values and Ideals. The troop will strive to operate in a manner consistent with BSA policy and ideals. The needs of the troop should always be considered of paramount importance.

 

SCOUT DUES:

Scouts shall be required to save one dollar per week for dues to be paid to the Troop Scribe at each weekly regular meeting.

 

BYLAWS AMMENDMENT PROCESS:

Amendments to these Bylaws may be proposed by any Committee member at any Committee meeting. A simple majority vote shall approve/disapprove any proposed Bylaws amendment and/or existing Bylaws adjustment. The Charter Organization, through its Charter Rep, shall ratify all amendments and changes to the Troop 34 Bylaws.

 

AMENDMENTS:

1) VOTING: The Scoutmaster shall have one Troop Committee vote and each Assistant Scoutmaster shall have one Troop Committee vote (as of March 23, 2009).

2) MEETINGS: The Troop Committee will meet quarterly (January, April, July, October) on the 3rd Monday of that month. Out-of-cycle or "Special" meetings may be requested by any Committee member. The Chair will schedule a date/time for special meetings. Special meetings shall be called to discuss and act upon important Troop or Committee business. (as of March 23, 2009)

 

 

Duly passed and made BSA Troop 34 - Pearisburg, VA, policy by Troop Committee votes and Charter Organization ratification on March 20, 2008.

 

Signed and Approved: ______Widget Shannon___________ Date: ___February 25, 2008 ___

Signed and Approved: ______Jim Hutsenpillar__________ Date: ___February 25, 2008____

Signed and Ratified: __________________________________ Date: ___March 20, 2008____

 

Signed copies to be filed with the Charter Organization and in Troop Records.