Bylaws

Bylaws for Cub Scout Pack 794, Boy Scout Troop 792, and Venturing Crew 790, Boy Scouts of America

Troop 194

Bylaws

Purpose of Bylaws: These bylaws are designed to guide the Troop Committee in developing and implementing the Scouting program for Troop 194, Greater Yosemite Council, Modesto California, chartered to Prescott Evangelical Free Church. This document does not supersede or restate national Boy Scout policy. These bylaws are not intended to dictate every detail of how the Scoutmaster organizes or runs the Troop. Any items not specified in the bylaws shall be left to the discretion of the Scoutmaster. The Scoutmaster shall maintain written Standard Operating Procedures (SOP) that describe the details of how the Troop runs, and shall provide copies of the SOP to each scout who joins the Troop. While there may be some overlap between the Bylaws and the SOP, in general the Bylaws are designed to govern committee actions, while the SOP describes the items under the control of the Scoutmaster.

Troop 194 Mission: To provide a year round scouting program for boys in accordance with the policies of the Boy Scouts of America.

Troop 194 Philosophy:

We will teach boys to strive for excellence in a world where too many people are satisfied with mediocrity. We will teach boys to be leaders in a world where too many people are satisfied to follow. We will teach boys how to live according to the values of scouting in a world where dishonesty, selfishness, and immoral conduct are commonly accepted. We will instill confidence through high adventure in a world where too many are content to be spectators. We will use an active outdoor program to teach boys the skills needed to enjoy and protect our beautiful world and to develop in them a lifelong love of nature. We will use the advancement program to teach boys essential life skills and to teach them that success requires them to persevere and sustain excellent performance over a long period of time. Troop Committee:

Elected Offices: Persons to fill these positions will be elected at a Parents’ meeting or by majority vote of the Troop Committee. Committee members are strongly encouraged to complete training appropriate for their position. There shall be no limit to the number of terms for any of these positions. Any person elected to one of these positions is expected to serve for at least one full year. Voting Committee Positions include the following:

Troop Committee Chairman Chartered Organization Representatives (at least one, up to three) Treasurer Secretary Advancement Coordinator Fund-Raising Coordinator Membership Coordinator Merit Badge Coordinator Scoutmaster (non-voting member) Member At Large Other Committee Positions and Subcommittees.

In addition to the Key Committee Positions, the Troop Committee Chairman may appoint persons to carry out numerous other tasks such as:

Refreshments/Court of Honor Subcommittee Troop Equipment Coordinator Uniform Exchange Coordinator Leader Training Coordinator Outdoor Program Coordinator Summer Camp Coordinator Committee Meetings.

The Committee shall hold a regular meeting once per month to discuss troop business. Meetings shall be scheduled by the Troop Committee Chairman, who will provide a written agenda. The meetings shall be open to parents, registered members of Troop 194, and registered leaders of Troop 194.

A quorum will exist when 5 or more voting members are present. A meeting may be held without a quorum, and items may be discussed, but no vote may be taken.

Agenda:

The Committee Chairperson shall create the agenda for Committee Meetings. The Chartered Partner, Committee Members, Scoutmaster, Assistant Scoutmasters, Parents or individuals of the general public may place an item on the agenda for discussion by the Committee. The agenda item must pertain to Scouting in general. Only items listed on the agenda are open for discussion. Items to be placed on the Agenda shall be submitted to the Committee Chairperson a minimum of 24 hours prior to the regular Committee meeting. The Committee may discuss and vote on item(s) not on the Agenda which are of an urgent nature and require immediate attention. The determination shall be made by Committee majority vote.

Special Meetings:

Special meetings or meetings of a subcommittee may be called by the Committee Chairman. The quorum and agenda rules above apply to special meetings.

Parent Meetings:

A parents meeting shall be held quarterly (March, June, September, and December). The Troop Committee Chairman shall schedule this meeting after consulting with the Scoutmaster. The main purpose of this meeting is to advise parents of any significant committee actions and remind them of upcoming events. At least one parent of each scout is required to attend this meeting. If it is not possible for a parent to attend, that parent is responsible for contacting the Committee Chairman or another parent to get the information that was missed. The Treasurer will be available to provide each parent with their scout’s account balance at the meeting. Records will be reviewed and parents will be advised if they need to update any other forms or records such as permission slips, physicals, vehicle information forms, etc.

Troop Financing:

The Troop Financing Plan is designed to provide funds to operate the Troop on an annual basis. It does not include individual costs associated with outings or camp, but does include costs of membership, rechartering, troop equipment, advancements, etc. Parents are encouraged to have their sons participate in fundraising events with the goal of having them pay for 100% of the costs of operating the Troop. The program is intended to reward those scouts that participate in Fundraisers by having the funds collected reduce their contribution to the program.

Fiscal Year. The Troop Fiscal Year corresponds to the Calendar Year.

Annual Budget:

A proposed budget for the coming year will be prepared by the Troop Committee Chair and Scoutmaster, assisted by the Treasurer and others appointed by the Committee Chair. This budget will allocate costs of operating the troop, but WILL NOT include outing expenses or summer camp expenses. Outings and summer camps do not need to be included in the budget because these events should pay for themselves through outing fees. The budget should provide an itemized breakdown of all expected expenses needed to support the program for the next year, and shall have a reserve to cover unexpected expenses. The Annual Budget will be reviewed and approved by the Committee, then presented to the Parents/Guardians at the Parents Meeting in September.

Annual Troop Fee. The fee for the next year will be established by the Committee after the annual budget is approved.

Rechartering Fee. The actual cost of rechartering shall be charged to each registered Scout and adult leader. Boy’s Life subscriptions are an optional additional cost payable with rechartering.

Scout Expense Account. The Treasurer will create a Scout Account for each Scout. Funds may be added to the account through fundraisers or by deposits of cash or checks. Parents who are reimbursed for expenses may also elect to have the reimbursement deposited into their scout’s account. The Treasurer will have account balances available at each Parents Meeting and upon request from a scout or parent. The Scout Account can be used to pay for all or a portion of any fees, to include annual program fees, outing fees, and summer camp. Parents who are registered leaders can charge their outing expenses to their son’s scout account. These funds cannot be used for patrol expenses such as shopping for food. If a scout leaves the troop, any remaining balance in the Scout Account will revert to the to the Troop General Fund.

Fundraisers:

The Troop encourages the organization of fundraising events to allow the Scouts to pay for the Annual Fee and supplement the cost of Summer Camp and other outings. The success (and failure) of this endeavor rests with the parents by encouraging the scouts to participate. The parents should encourage the scouts to participate in every fundraiser. In this way, the costs of the program can be borne by those that gain from it – the Scouts. Fund raising activities shall be supervised by the Fund Raising Coordinator, but all Parents are encouraged to participate. These activities may include participation in at least one Council-sponsored fundraiser (i.e.: Trails End Popcorn) and other activities suggested by the PLC, the parents, or the Troop Committee, and agreed to by the Troop Committee. Monies collected through fundraisers may be applied to the annual budget, or distributed to the Scout Accounts of those scouts who participate. The method off this distribution will be determined by the Fund Raising Coordinator with Committee Approval.

Financial Procedures:

Audits. An audit shall be completed each time a treasurer change takes place. Annual audits by a separate audit committee appointed by the Committee Chair will be performed to maintain consistent, accurate, and timely record keeping.

Monthly Financial Statement. The treasurer shall provide a written financial report at each Troop Committee Meeting. This report shall include the previous month’s Income and Expenses, and the balance in the Troop accounts.

Bank Account – Statements. Troop bank account statements shall be mailed to the troop at the chartered organization’s address (Prescott Evangelical Free Church).

Bank Account – Check Address. The Chartered Partner’s address shall be printed on all new checks.

Deposits. All funds received shall be deposited within 5 working days of receipt.

All checks will be signed by two signers. No two members of the same family may sign on any check All signatories of the Troop checking account will be recommended by the Troop Treasurer and approved by the Troop Committee.

Debit cards have been approved for use by specified leaders. Debit card users will provide receipts for all debit transactions to the Treasurer. Debit purchases must be reviewed by the Scoutmaster each month to verify that the charges were valid. The Treasurer and Scoutmaster will reconcile the debit receipts with the monthly statement.

Receipts are required on all purchases and must be turned into Treasurer. In cases where a receipt is not available, such as self-registration at campgrounds, the purchaser will clearly state the reason that no receipt was available.

All receipts shall be kept by the Treasurer for 5 years, filed according to the designated expense account.

Transaction Record. Every transaction will be listed on the bank deposit summary sheet and on all subsidiary ledgers. Receipts will be given to those paying the Troop with cash.

Troop Financial Books/Records at Meetings. The Treasurer will ensure the Troop account books are brought to each Committee meeting.

Verification of Records. Each month, the Troop account shall be reconciled with the bank account.

The Treasurer shall promptly provide a check to pay for any expense or reimbursement that is included in the approved Troop Budget or approved by the Troop Committee. The treasurer will not disburse funds for any expenses not already included in the Troop Budget or approved separately by the Troop Committee. The only exception to this is outing expenses, which will be paid upon approval of the Scoutmaster. The Scoutmaster is responsible for ensuring that outing fees collected are sufficient to cover any outing costs, and will notify the Committee when this is not the case.

Emergency Need. In the case of an emergency or urgent need, the Troop Committee Chairman may approve an expense. In such cases, the Committee will be advised of the action and justification at the next Troop Committee Meeting, and the meeting minutes will reflect this notification.

Needy Scout Account. The Troop will maintain a Needy Scout Account. This account will be managed the same as other Scout Accounts. The annual budget each year shall determine how much to place into this account. If the account is depleted, the Committee may choose to budget additional funds into the account during the year. Parents/guardians requesting financial assistance are required to discuss the need with the Scoutmaster. After discussing the situation with the parents, the Scoutmaster may direct the Treasurer to authorize the scout to charge expenses to the Needy Scout Account. The Scoutmaster will take into consideration the scout’s effort to raise money, the scout and family’s participation in the Troop, and any other pertinent information provided by the parents. The request is to be kept confidential.

Chartered Partner:

The Chartered Partner (Prescott Evangelical Free Church) is the legal and proper owner of all Troop equipment, according to Charter Rules as set forth by the BSA-National Headquarters, and thus the Chartered Partner keeps and maintains and owns all Troop equipment upon the troop’s dissolvement.

Scout Outings It is the goal of Troop 194 to have an overnight event every month of the year. A Summer Camp and/or High Adventure will be offered each summer. The Scoutmaster, assisted by the PLC, will develop an outing calendar each year after receiving input at the December Planning Outing. He will publish a tentative calendar for distribution at the December Parents Meeting, and will distribute a final calendar as soon as possible.

Signups. In order to properly plan for food, transportation, permits, and activities, it is essential that scouts and leaders sign up for an outing no later than two meetings prior to the outing. This date will be provided on all trip notices. Signups later than two meetings prior to an outing will be allowed only after the Scoutmaster has verified that space is available.

Fees. The Scoutmaster will determine the fee charged for each outing and include that fee on the trip notice. Fees must be paid at the time of signup. Payment may be made by contacting and informing the Treasurer to “charge” the scout’s personal account, provided there are sufficient funds in the scout’s account to pay the required fee. Anyone who cancels after the troop meeting two weeks prior to the outing will generally NOT be reimbursed for outing fees. If some or all of the fees are not committed in advance and reimbursement is possible, the Scoutmaster may instruct the Treasurer to reimburse appropriate amounts, but this will be an exception rather than the norm.

Parent/Adult Participation. Parents are welcome to attend any outing, but for rigorous outings or strenuous activities the Scoutmaster may require a physical examination or deny attendance if he feels that any adult (including registered leaders) is not physically capable of completing a given outing, or if that adult’s participation will detract from the Troop program during an outing. The Committee Chair will be notified if the Scoutmaster is considering this action. Only registered adult leaders who are part of Troop 194 may charge outing fees to their son’s personal scout account. Others must pay by cash or check.

Food Costs. If no food cost is included on the trip notice, then cooking will either be done by patrols or buddy groups. Each attendee is responsible for paying his share of the food costs. If the scout cannot be present when the patrol shops for food, the attendee must pay his share of food costs to his patrol leader IN ADVANCE.

Siblings on Outings and at Troop Meetings. Non-BSA siblings are the sole responsibility of their accompanying parent/guardian and shall be transported by their parent/guardian. Siblings will eat all meals at the adult camp, and will pay an adult share of the food costs. Siblings are to stay with parent/guardian at all times. At no time is a sibling to be in a patrol’s camp area or to be interfering when scout duties are ongoing. When appropriate, and invited by the Senior Patrol Leader, siblings may be allowed to join in games and activities when the planned activities are done. A fee will be charged when there are additional “entrance costs” or “camping fees per person”. Siblings are not permitted to charge a personal scout account for any reason, nor shall the Committee Chairperson, Scoutmaster, or any other person have the right to authorize unregistered parents or siblings to charge a scout’s personal account. There are no exceptions.

Friends on Outings. Non-registered friends of scouts may only come on a Troop outing if their parent accompanies them. BSA insurance does not cover them.

BSA members from other units on outings. BSA Members (adult leaders, Boy Scouts, Male Explorers who are not members of Troop 194) may attend an outing if he/she gives the Scoutmaster one week notice, shows proof of current BSA registration, completes a Health History form and submits it to the Scoutmaster, has his/her own proper equipment for the outing and there is room in the vehicles for transporting scouts. A female Venture Scout must meet the same exact standards as listed for “BSA Members on Outings”, and in addition, must be accompanied by an adult female BSA leader or parent/guardian.

Transportation.

Reimbursement. Parents who transport scouts or equipment will receive an equal part of the transportation fees collected. The person pulling the troop trailer will receive 2 shares of the money collected. To be eligible for reimbursement, a vehicle must carry two scouts other than their own son; or one scout other than their own son when required by the number of available seats. A vehicle may be reimbursed if it is hauling equipment or the trailer even if it does not carry the required number of scouts.

Minimizing Vehicles. The troop will attempt to minimize the number of vehicles used. Parking space is often limited, and entry fees are often charged for each vehicle. A vehicle that is not eligible for a fuel share is also not eligible for reimbursement of such fees. Parents who elect to drive even though their vehicle is not needed to transport scouts will not be reimbursed for fuel or fees.

Insurance. The Transportation Coordinator shall maintain a record of all required vehicle information and shall ensure that the Troop has documentation of required insurance on file for each vehicle used to transport scouts. This documentation shall consist of a signed form from the vehicle owner stating that proper insurance is maintained.

Tour Permit.

A tour permit will be obtained for all outings. The tour permit shall include the cost of the outing, the times of departure and return, the destination, and the name and phone number of a telephone tree contact person who can be contacted during the outing. If the outing is within cell phone coverage, the telephone tree person may be a leader on the outing. If no cell phone coverage is available, then a parent or other leader who is not on the outing will serve as the contact point.

Scouts With Special Medical Needs:

The Troop will attempt to accommodate all scout medical needs, but for rigorous outings or strenuous activities the Scoutmaster may require a physical examination or deny attendance/participation if he feels that any scout is not physically capable of completing a given outing, or if that scout’s participation will detract from the Troop program during an outing. The Committee Chair will be notified if the Scoutmaster is considering this action.

Health History Forms and Emergency Medical Care:

A personal health history form will be prepared for each scout or leader prior to their admittance to the Troop. The Scoutmaster shall take the health forms of every scout attending an outing, so as to have ready access to the scout’s specific information and emergency numbers. In case of a medical emergency, the parent(s)/guardian(s) will be notified as soon as possible. If the parent(s)/guardian(s) cannot be reached, the injured person will be treated as deemed necessary by the leadership of the event. Parents/guardians are responsible to notify the Scoutmaster of any change in a scout’s health. Every scout must have a physical every three years. Adults over 40 must have a physical every year.

Advancements.

Troop 194 maintains high standards for advancement, and will ensure that a boy is fully qualified before he is awarded a rank. The Scoutmaster will ensure that boys are given the guidance and training needed for advancement, and boys will be encouraged to advance to Eagle Scout, but parents and boys who join Troop 194 will be advised that the Troop expects its scouts to master all standards for each rank, to include demonstrated leadership and adherence to the values of scouting. The Scoutmaster must balance the needs of all scouts in assigning leadership positions, so there will likely be occasions where a scout may not be able to advance as quickly as possible to a rank because he must wait for a leadership position or because the Scoutmaster feels that he needs to further develop some area of scout values. Troop 194 believes that achieving Eagle Scout is a significant event in a boy’s life, and the troop has rigorous requirements for maintaining this rank. While the National BSA requires a total of 21 merit badges to be eligible for Eagle Scout, Troop 194 asks boys to exceed the minimum requirement and show scouting spirit by earning a total of 31 merit badges before applying for Eagle rank. The Scoutmaster is in charge of the advancement program and will work closely with the Advancement Coordinator. Any item not governed by Boy Scout policy or specified in these bylaws will be left to the discretion of the Scoutmaster.

Parent(s)/Guardian(s) and other family members shall not be in the approval, review and endorsement of awards and rank requirements for a scout.

A scout must participate overall in approximately 75% of the activities of the Troop in order to advance in rank. The areas of participation shall be service projects, fundraisers, campouts, and outings. Boys not meeting the 75% level will not generally be advanced because they will not meet the rank requirements to “be active” in their unit and “show scout spirit.” .

So that a scout has the opportunity to experience and mature as a scout in all available Boy Scout ranks, a scout shall not be allowed to progress at a rate exceeding one rank advancement per 3 months, except that the ranks of Scout and Tenderfoot may be earned in one three-month period. This does not supersede any time requirement for rank advancement specified by the Boy Scouts of America.

It is expected that, at a minimum, a scout progress at least one rank per year of membership up to and including the rank of Life. Performance below this minimum level shall require a Scoutmaster’s conference, and possible Board of Review, with the scout, to develop a written performance goal for the next calendar year. Failure to meet the written goal shall require a second Scoutmaster conference with the scout and Parent(s)/Guardian(s) to discuss advancement progress and goals.

Court of Honor shall be held quarterly for all awards and recognition of scouts and adults. Courts of Honor are to be held in March, June, September, and December.

Merit Badges. The Advancement Coordinator will maintain custody of the completed and partial blue Merit badge cards. Each scout is responsible to follow through with the Advancement Coordinator to complete all merit badge requirements. The Scoutmaster is automatically qualified to counsel Cooking, Camping, and Hiking (per BSA National Headquarters). Scoutmaster approval must be gained to begin a merit badge class.

Scout Handbooks. Registered Scout leaders are authorized to “sign-off” scouts in Scout Handbooks for activities. Scouts at least two ranks above the rank being sought are also authorized to sign off on advancement requirements. A scout’s own parent may not sign his book.

Scoutmaster Conference. The Scoutmaster review (conference) shall be held at least one week before the scout’s Board of Review unless the Board allows otherwise. A scout may not schedule a Board of Review unless the Scoutmaster states that he is ready for a board. The Scoutmaster’s decision on this is final, and not subject to appeal.

Board of Review

No Board of Review will be held the week (7 days) prior to a Court of Honor unless approved by both the Scoutmaster and Committee Chair.

Board of Review Panel. The Board of Review panel shall consist of a three (3) committee members. Committee members who are related (e.g. husband and wife) may not sit on the same Board of Review, nor may they sit as panel members for their own son’s Board

Board of Review Panel-Eagle Scouts. A Board of review may include an Eagle Scout. The Eagle Scout may ask questions at the Board of Review as a member of the panel, however, the Eagle Scout shall not vote on the passing of the scout interviewee. The scout being interviewed by the Board of Review has the option of requesting an Eagle Scout sit on the Board. The Eagle Scout participating shall be picked at random by the Committee Chairperson, Advancement Coordinator, or other committee member when those are not available.

The Board of Review will focus on 6 areas: Outdoor, Personal Development, Citizenship, Physical Fitness, Troop/Patrol Participation, and Scout History.

Board of Review – Tracking Sheet. Tracking sheets or the Red Book evaluation sheet will be provided to the Board prior to each Court’s Board of Review.

Board of Review Chairperson. The Board of Review Chairperson will provide the Scoutmaster with a written report on each candidate soon after the Board. No written report will be given to the candidate following his Board.

Scout Failure. Failure shall result if the scout is not in full uniform, or if the scout is unable to answer the majority of the questions posed.

If the Scoutmaster is unavailable or unable to fulfill any of his duties for a short period of time, the Scoutmaster or Committee Chairman may delegate such duties to a trained, registered Assistant Scoutmaster.

Discipline:

This policy will serve as a guideline for the Troop to follow when it finds it necessary to discipline a member. The basic discipline tenet of Troop 194 is for all Scouts and leaders to live by the Scout Oath and Law. If it is necessary to discipline a scout, the following steps will be followed. The Scoutmaster is empowered by the committee to bypass some or all of the stated steps and immediately and temporarily suspend a scout from all troop activities when exhibiting gross defiance or endangerment to self or others.

Step 1: If a scout exhibits inappropriate behavior, he will be counseled first by a Scout leader (patrol leader or senior patrol leader). This will be done informally for the purpose of making it clear what infraction was committed so the scout can correct his behavior. Step 2: If the behavior is more serious, or continues, then the scout will be counseled by an adult leader. Step 3: If the behavior continues, the scout will be counseled formally by the Scoutmaster and another leader (2-deep leadership). Step 4: If the behavior continues, the Scoutmaster will counsel the scout in the presence of his parents or guardian. Step 5. If the behavior still continues, the Scoutmaster will issue a warning in writing to the scout and mail a copy to his home. A copy will be given to the committee chair who will review the matter with the committee. The Scoutmaster will be empowered to suspend the scout from the Troop meetings or outings pending review by the committee. Step 6: If the issue remains unresolved, the Committee may vote to remove the scout from the Troop. The Committee may also apply other remedies but this step serves as the final notice. Should the committee opt for removal, a letter will be issued the scout and his family informing them of the decision. The scout may appeal to the full committee. The committee will make a final decision and inform the scout in writing. No further appeal will remain. The scout will then be considered removed and the Chartered Partner will be notified of the action. Eagle Scout Recognition:

Eagle Scout Gift. Each new Eagle Scout shall receive a “standard” gift from the Troop consisting of: Eagle Scout Neckerchief, Eagle Kit, and National Eagle Scout Association membership. Gifts for Eagle Scouts shall all be the same.

Eagle Scout Perpetual Award. A perpetual award for Eagle Scouts (an engraved plaque) shall be maintained and displayed by the Chartered Partner.

Adult Leader Positions. Adult leaders must complete youth protection training, and are strongly encouraged to complete other training appropriate for their position. Adult leadership positions are filled and confirmed each year by committee vote. New leaders shall meet with the Committee prior to their application being signed by the Committee Chairperson. If any information is presented to any member of the Troop suggesting reasons that an application should not be accepted, the information and application will be presented at a Committee Meeting, and should it be necessary, a vote will be held, including the votes of The Scoutmaster and Assistant Scoutmasters, as to if the application should be accepted. If any existing adult Leader is negligent in fulfilling his or her duties, or is deemed to have an adverse affect on the boys in the Troop, or operates contrary to the teachings of BSA, or is obstructive in any way towards the general steady, successful operation of the Troop, a vote can and should be taken by Committee Members, Scoutmaster and Assistant Scoutmasters, as to whether that leader should be asked to relinquish the position.

Troop Equipment.

The Scoutmaster will develop procedures to properly account for and maintain Troop equipment and include these procedures in the SOP. Additionally, the following policies are established by the Committee.

A copy of the Troop equipment inventory shall be given to the Committee annually for Troop records.

The Quartermaster will be provided a budget each year for equipment expenses. Purchases within this budget do not require further Committee approval.

The actual cost to repair or replace equipment damaged by misuse will be charged to the scout account of the scout that caused the damage.

The actual cost to replace equipment will be charged to the scout account of the scout who lost the equipment or failed to return it.

The Troop will repair or replace equipment damaged by normal wear and tear.

Parent packets.

New scout families shall receive a packet including: Boy Scout Registration Form, Permission Slip, Personal Health Form, Private Vehicle Travel Authorization Form, Troop Resource Survey Form, Merit Badge Resource Form, Troop Bylaws, and Troop SOP. All new parents must also meet with the Scoutmaster prior to submitting their son’s registration form.

Troop Colors:

Red and Gold are the authorized troop colors.

Additions and Changes to By-Laws: These bylaws may be changed by a majority vote of the Troop Committee. A majority of a quorum is not sufficient, but changes must be approved by a majority of the Committee members who are authorized to vote.

Troop 194 Bylaws, October 2008 PAGE 1

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