Troop Committee Roles

Troop Committee Chair:

• •  Recruit and organize the committee to see that all functions are delegated, coordinated and completed.

  • Maintain a close relationship with the chartered organization representative and the Scoutmaster.

  • Call, preside over and promote attendance at troop committee meetings and any special meetings that may be called.

  • Interpret national and local policies to the troop.

  • Lead in the preparation of the annual troop budget.

  • Conduct Boards of Review for Scouts, as needed.

  • Prepare and manage Troop Committee meeting agendas.

 Treasurer:

• Ensure adequate financial controls.

• Handle all troop funds.

• Maintain checking and savings accounts.

• Maintain complete and appropriate financial records in QuickBooks or another suitable program.

• Coordinate with other Troop Committee members regarding the Troop savings plan and ensure funds and balances are accurately recorded.

• Monitor expenditures relative to budget.

• Report to the Troop Committee at each meeting.

Secretary:

• • Keep minutes and send out committee meeting notices.

  • Conduct the troop resource survey.

  • Manage and keep current the troop’s annual calendar of activities, including a) distribute it to troop members; and b) coordinate with the Webmaster to have it published on the troop website.

  • Coordinate meeting room reservations with the St. Raphael Parish office.

  • Conduct Boards of Review for Scouts, as needed.

  • At each Troop Committee meeting, report the minutes of the previous meeting.

Membership & Advancement Chair:

• Create and maintain an up to date roster of Scouts and leaders.

• Encourage Scouts to advance in rank.

• Arrange periodic boards of review and courts of honor, including Eagle courts of honor.

• Develop and maintain a merit badge counselor list.

• Arrange charter review and recharter annually.

• Make a prompt report on the correct form to the council service center when a troop board of review is held.  Secure the badges and certificates.

• Work with the Troop Librarian to build and maintain a troop library of merit badge pamphlets and advancement literature.

• Ensure that each scout has a Scoutmaster conference at least every 12 months to discuss their progress toward advancement.

• Coordinate the Troop’s participation in activities such as Merit Badge University.

• Conduct Boards of Review for Scouts, as needed.

• Report to the Troop Committee at each meeting.

Community Service:

⭐ (See Role of Committee Chairs below)

(following list is the responsibility of the entire committee) 

• Stimulate service projects in the chartered organization, school, and community to support rank advancement and fulfillment of merit badge requirements by scouts, as well as support appropriate community service organizations.

• Maintain communication with local organizations for which the troop and / or individual scouts may fulfill community service projects.

• Urge troop participation in appropriate programs of the chartered organization, such as the worship service on Scout Sunday.

• Suggest ways of showing interest in the chartered organization’s overall program.

• Conduct Boards of Review for Scouts, as needed.

• Report to the Troop Committee at each meeting.

Outdoor Activities & Program:

⭐(See Role of Committee Chairs below)

(following list is the responsibility of the entire committee)

• • Help in securing permission to use camping sites.

  • Secure tour permits for all troop activities.

  • Work closely with the Scoutmaster to arrange activities.

  • Arrange transportation to/from outdoor activities.

  • Promote the National Camping Award.

  • Promote, through family meetings, attendance at Troop campouts, camporees and summer camp.

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

Celebration Coordinator:

⭐(See Role of Committee Chairs below)

(following list is the responsibility of the entire committee) 

• • Responsible for coordinating the planning and execution of parties/celebrations and family-oriented Troop events.

  • Events include: Periodic Courts of Honor (3 times/year), Eagle Courts of Honor (as needed), Troop Family Picnic and annual Christmas Party.

  • Responsible for managing the budget for above listed activities, including the Troop share of Eagle COHs.

  • Coordinate as necessary with Advancement Coordinator on COHs.

  • Coordinate with Secretary regarding scheduling and to ensure events are placed on Troop Calender.

  • Notify Troop members / families of events, as needed.

  • Solicit volunteers to staff each event.

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

Ways and Means:

 ⭐(See Role of Committee Chairs below)

(following list is the responsibility of the entire committee) 

• • Plan and implement the Troop’s fundraising activities, including: the Parish fair; grocery store cards; Christmas tree sale; Friends of Scouting campaign and any other fundraising activity.

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

Training Coordinator:

• Ensure troop leaders and committee members have opportunities for training.

• Maintain an inventory of up-to-date training materials, videotapes and other training resources.

• Be responsible for BSA Youth Protection training within the troop.

• Work with the district training team in scheduling Fast Start training for all new leaders.

• Encourage periodic youth leader training within the troop and at the council and national levels.

• Assist in orientation of new parents.

• Conduct Boards of Review for Scouts, as needed.

• Report to the Troop Committee at each meeting.

Recruiting:

• • Develop a plan for year-round membership flow into the troop.

  • Work closely with the Cubmaster and Webelos leader of neighboring Cub Scout Packs to provide a smooth transition from Pack to Troop.  Assist in bridging ceremony from Webelos to Boy Scouts.

  • Keep track of Scouts who drop out of the troop and develop a plan to encourage them to rejoin.

  • Assist in developing and recruiting den chiefs.

  • Plan and coordinate a troop open house to invite non-scouts into the troop.

  • Encourage scouts to invite their friends to join the troop.

  • Establish and maintain regular communication with area Webelos Den Leaders.

  • Work with the Scoutmaster to invite Webelos to selected Troop meetings and activities.

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

Webmaster:

• • Upgrade and redesign the Troop website, as needed, to meet the needs of the Scoutmaster, Troop Committee and Scouts.

  • Develop a system that includes ‘broadcast email’ capability, as well as more targeted email distribution.

  • Manage the troop’s website, including updating content (e.g. Troop Calendar) as needed).

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

Publicity Coordinator:

• • Handle general publicity for troop (that not handled by one of the other coordinators or committees associated with an activity under their purview).

  • Provide announcements for regular release in the official bulletins, newsletters, websites, etc., of the chartered organization or local organizations and news outlets.

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

Chaplain:

• • Provide a spiritual tone for troop meetings and activities.

  • Give guidance to the chaplain’s aide.

  • Encourage Boy Scouts to earn the appropriate religious emblem.

  • Promote regular participation of each member in the activities of the religious organization of his choice.

  • Give spiritual counseling service when needed or requested.

  • Conduct Boards of Review for Scouts, as needed.

  • Report to the Troop Committee at each meeting.

At-Large Members:

• • Participate in Troop Committee meetings, discussions and activities, representing the views of parents and scouts.

  • Serve as an important resource for conducting Boards of Review for scouts.

⭐Role of Committee Chairs (Ways & Means, Outdoor, Community Service, Celebration):

• • Lead the planning and organization of the committee’s work. Committees will generally consist of 3 – 5 parents, including the chair.

  • Delegate specific tasks to committee members and other volunteers.

  • Serve as liaison with the Troop Committee and/or Scoutmaster.

  • Manage the committee’s budget.

  • Ensure all committee volunteers are involved.

  • Document the work of the committee, to serve as a reference for future committees.

  • When appropriate, solicit committee members to serve as vice chair, with the intent of serving as chair in the future.