Boy$Scouts$of$America$ $Troop$53$$

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3 Boy$Scouts$of$America$ $Troop$53$$ Page$1$of$1$ Past, Present, and Planned Activities Since the organization of the Boy Scouts of America Troop 53 has no required activities, since the organization is a non-profit public benefit association, and since the organization is filing for tax exempt status under section 501(c)(3) of the Internal Revenue Code, it is necessary to put together the information herewith pertaining to the past present, and planned activities in which the Troop participates. The organization is a charitable non-profit organization. As such, the organization devotes a lot of time each year on activities such as the following list of activities. This list is not exhaustive and not complete. However, it is representative of the activities the Troop is committed to perform in a given year, in general, one activity per month. For a current year activity picture or description, please visit our website at T53.info. Charitable Activities conducted each year: Canned Food Drive weekend o o o o Flier Distribution (a couple of weeks prior) Canned Food Pick Up Canned Food Count Canned Food Delivery to the Food Bank Veterans Stand down weekend o o o Cooking Preparation for the homeless veterans Food Serving for the homeless veterans Kitchen Cleanup Educational and Outdoor Activities conducted each year: Merit Badge Training Summer Camp Outdoor Skills Training Hiking Environmental Training Camping Medical Emergency Training Hosteling Seasonal Training Snow related Hygiene Training Water related Cultural Sensitivity Training Sports related Physical Endurance Training Scouting Events Flag Ceremonies Training Leadership Training Fund Raising and Community Activities may be conducted each year: Christmas Tree Pick Up Service E-Waste Pick Up Service o Flier Distribution (2-weeks prior) o Pick Up o Disposal Candy Sales Popcorn Sales o Flier Distribution (2-weeks prior) o Pick Up o Disposal Volunteer Activities may be conducted each year: Environmental Cleanup Creek, Park, Neighborhood, Military Honors Activities Cemetery Flag Memorial Eagle Scout Projects

4 Boy$Scouts$of$America$ $Troop$53$$ Page$1$of$1$ Selection of Officers Since the organization of the Boy Scouts of America Troop 53 has no published Bylaws, since the organization is a non-profit public benefit association, and since the organization is filing for tax exempt status under section 501(c)(3) of the Internal Revenue Code, it is necessary to put together the information herewith pertaining to the selection of the organization s officers and governance committee members. The organization is a volunteer organization. As such, the organization shall not pay a salary for any officer or committee member. The committee is composed of volunteers. The volunteers are from the community, people interested in scouting. These volunteers are typically parents of current or previous scout participants, whether in the Troop or in the Venture Crew activities, or people who were scouts themselves. Each year, during the Annual Planning meeting, the officers of the committee are elected in the same way for each position: 1. A list of positions is produced with the prior year officer listed and the current year officer left blank. 2. The Committee Chair or a designee then asks for volunteers for a position. 3. Volunteers step up to put their name in the run for the position. 4. A discussion ensues about the position (if there is more than one volunteer for it or if the position requires certain qualifications). 5. A committee member nominates the volunteer for the position. 6. Another committee member seconds the nomination. 7. The committee chair then asks to confirm the volunteer in the position. 8. Officer is confirmed with unanimous ayes as long as there is no objection. 9. Steps 2 through 8 are repeated for each position. The positions in the organization are: 1. Charter Organization Sponsor 2. Commissioner 3. Committee Chair 4. Committee Secretary 5. Fundraising Officer 6. Troop Activity Coordinator 7. Troop Advancement Officer 8. Troop Assistant Scoutmaster 9. Troop Quartermaster 10. Troop Registrar 11. Troop Scoutmaster 12. Troop Training Coordinator 13. Troop Treasurer 14. Troop Trip Coordinator 15. Venture Crewmaster The committee is fiscally responsible for the review and prior approval for every expense prior to disbursement by the treasurer to insure No conflict of interest results from compensation. The committee, in the exercise of its public and charitable philosophy, shall vote on and approve all nominations for disbursement of partial or total summer camp dues under the campership budget for a scout participant of lesser means. The committee is ultimately responsible for the election and removal of any one of its members.

5 Accounting Policy This document has been prepared with the intention of providing a handout for parents and volunteers when handling future outing costs, expenses, and re-imbursements. This policy has been approved by the Troop/Crew 53 Committee and is in effect as of the date of its approval below. This policy was created to establish guidelines and boundaries within which the costs, expenses, and reimbursements will be submitted to insure timely accountability of such and to manage the cash flow of the troop s treasury with a comfortable degree of accuracy. This policy is not intended to punish or benefit any particular person or group. This policy s purpose is to establish guidelines that will allow the manageability of the cash flow. This document was approved by the Committee on: The signatures below affirm the approval of the Committee members in attendance. Signature PRINTED NAME Title on the Committee / in the Troop/Crew Page$1$of$14$

6 Introduction In as much as it is the underlying reason for the policy, the volunteer parents and scouts who together administer the Troop and Crew 53 program, for the direct benefit of the boy scouts that participate in the events and grow up to lead the community and the nation, hereby affirm that they will make every attempt to abide by this policy. Policy: Accounting for an event must happen within 30 days of the event. Lists, costs and reimbursements have an easy to remember similar time period of 30 days before and after an event. If a list of attendees or a reimbursement request is not provided within the time frame required, the occurrence of the event or the reimbursement will no longer be a priority for anyone in Troop/Crew 53. As a result, it is highly likely that the event will not occur and that the reimbursement request, if one is submitted later, will not be processed. Scope: This policy applies to every activity, every parent participant and every volunteer for such scouting activities. Purpose: The purpose of this policy is to create standards and procedures that everyone will be able to reference and adhere to while planning, administering, conducting and coordinating a scouting event or activity. Naming: This policy is named Accounting Policy because each activity will entail some tasks required by the treasurer. So, even though the events may be lead by different parents, the one person who is always involved is the treasurer. And since the treasurer is responsible for the accounting for the Troop, then, it seemed reasonable to name this policy Accounting Policy. Page$2$of$14$

7 Requirements For an Outing (Trip, Training, Camp) A. Attendees List (Scouts and Adults) is required to the Treasurer at least 30 days prior to the outing. B. Scouts Participants list is required to the SPL at least 30 days prior to the outing. C. Cost per attendee is required to the Treasurer at least 30 days prior to the outing. D. Checks from all attendees are required to the Treasurer at least 7 days prior to the outing. E. Reimbursements for expenses are required to the Treasurer as soon as possible and at most 30 days after the outing. F. Treasurer will issue a check for reimbursement expenses within 30 days of receipt of the request. Roles & Responsibilities: The scouting event coordinator (usually a Parent Volunteer, the Trip Coordinator, the Troop Scoutmaster, the Crew Scoutmaster, an Assistant Scoutmaster, or an Eagle Scout) shall be responsible for the following activities: 1. Before the event a. Plan the event: Insure the event is on the yearly planning calendar. b. Announce the event: More than 3 months in advance of the event. c. Coordinate the event: Solicit helpers and attendees. Prepare a list of attendees, a list to capture costs and divide them among attendees, and to provide the treasurer with the list and the individual cost. d. Estimate the expense of the event by adding all possible costs (Campground reservation/lodging, Equipment, Printing, Marketing, Mailing, Transportation to and fro, Parking, Food, Water, Activity, Weather contingency, Class, Maintenance, and Emergency). e. Provide the Treasurer the required list of attendees and the individual cost to be collected from each attendee. Make sure the cost will cover all the expenses (if this is not a fund raising activity) and some (if this is a fund raising activity). f. Communicate the cost to all attendees. g. Market the event. h. Ask the attendees to pay by check made out to Troop 53. i. Ask the attendees to provide the check directly to the Treasurer for quick accountability and entering into the troop s account. Page$3$of$14$

8 j. If an attendee hands over a check to the coordinator or Scout Master, make sure to coordinate delivery of the check to the Treasurer within 72 hours of receipt. k. Make sure the reservation has been obtained. l. Make sure the trip has been logged in and authorized by the GEC/BSA. Make sure the volunteer drivers information is on the authorization paper. m. Make sure that a Senior Patrol Leader (SPL) has been assigned to lead the boys in the various activities required for the event (list of clothes, list of equipment, list of food, purchasing the food, packing, distribution of equipment for carry, cooking plan, ). Please note that this task should be performed at least two to four weeks prior to the event (the SPL will need two meetings to coordinate what he needs to do like assign passengers in each car, assign tent mates, map the tents configuration, assign event duty rosters for cooking, cleaning, fireguard, and such). 2. The Day of the event a. Make sure all drivers have a map. b. Make sure each driver has the papers for each passenger being transported in their vehicle. c. Make sure that a list of drivers and passengers is provided to the adult leader for the event, and that one copy stays at home with another adult leader not participating in the event. d. Make sure that all participants have met in a central place for last minute flexibility changes (someone is sick and cannot go, for example, or troop gear is in someone s garage waiting for pick up). e. See everyone off if not going on the event. Hopefully, you ve informed everyone of the new Adult Event Coordinator going to the event and he/she will pick up all the tasks that you have not completed. 3. At the event a. Allow the Scout leadership to develop by providing the planned schedule to the leader and assuring the leader that you are there for guidance and support if required, but that you will stay a little distant for him to take charge and empty the cars, choose the camp site, line up the tents, setup the camp site, setup the troop/patrol equipment, prepare and post the rosters, b. Be there. Show the good example by taking care of your own gear, setting up your own tent where the scout leader has assigned you an area, clean up the area, offer a helping hand when a boy cannot carry a heavy load, watch over the scouts with a mind to safety in order to stop anyone from doing something Page$4$of$14$

9 unsafe (that might cost someone a broken toe, an eye, a limb or worse). You don t have to say anything. Just observe and be aware of all that is happening. Watch for the time, the weather, the plants, the wild life, the equipment, etc. Answer questions when asked with respect and kindness, on top of truthful. 4. The Day of the Return to home base a. As on the Day of the event, make sure each driver has the authorization paper for each passenger being transported in their vehicle. b. Make sure that you have a list of drivers and passengers leaving the event. c. Make sure (through the scout leadership) that all participants will take home and be responsible to clean and maintain at least one piece of equipment that was used. d. Make sure that everyone knows where the rallye (meeting) point is, both for stopping for a meal and at the end of the trip for parental pickup. e. Advise each driver to call each scout parent when they are 20 minutes out to arrange for parental pickup for their passengers. f. Make sure that all parental pickup is complete from the arrival point. Never leave someone behind alone. Make sure that there is always a pair of scouts together that will stick together until both have a ride home. Make sure that the scouts abide by this rule and get their parents to follow it too. 5. After the event a. Make sure the SPL prepares an event report for the Troop and the Committee. b. Prepare an expenses report for the Treasurer and provide it to the Treasurer at the next Committee meeting. Make sure expenses do not exceed amount collected. It is OK if expenses are less than the amount collected. c. Prepare an event report (Use the SPL report) for the Committee and present it to the Committee. d. Put in for reimbursement of allowable expenses within the next 30 days, preferably on or before the next committee or troop meeting. The troop treasurer (usually a Parent Volunteer) shall be responsible for the following activities: 1. Before the event a. Obtain a list of attendees from the Event Coordinator. Page$5$of$14$

10 b. Obtain the individual cost to be collected from each attendee: cost of registration, cost of camping, cost of transportation, cost of food, cost of organized activity, cost of class and cost of rental equipment... c. Ensure that event is ready in Quick Books (may have to create the event if not already available). d. Enter costs in Quick Books for all attendees for the event, creating Accounts Receivable amounts for each attendee. e. Collect checks made out to Troop 53 from each attendee and from the event coordinator. f. Enter the amounts collected in the spreadsheet with the check number or cash or scout account. g. In Quick Books, enter the payments received or update scout account. h. Deposit the amounts in the bank. i. In Quick Books, enter the deposit. j. In the treasurer monthly report, enter the transactions. 2. After the event a. Collect the expenses report from the event coordinator. b. Collect reimbursement requests of allowable expenses within the next 30 days, preferably on or before the next committee or troop meeting. c. Update the costs and expenses spreadsheet to make sure the collected amounts (costs) meet or exceed the expenses and reimbursement requests. d. Provide reimbursements as needed without exceeding amounts collected. e. Update Quick Books when the checks are cashed. f. Update the treasurer report when the checks are cashed. Page$6$of$14$

11 Requirements for Annual Dues, Annual Registration A. List of boys, parents, adult members B. Cost of annual dues for boy registration without the magazine ($88) C. Cost of Boys Life magazine subscription ($12) D. Cost of Crew and Adult registration ($15) E. Cost of troop annual seed money ($10) Roles and Responsibilities: The parent registrar (usually a Parent Volunteer, the Troop Registrar, the Troop Scoutmaster, the Crew Scoutmaster, an Assistant Scoutmaster, the Secretary, or the Treasurer) shall be responsible for the following activities: 1. Before October 31 a. Verify costs for the next year and derive costs for each item required above. b. Obtain committee approval for the year s costs. c. Provide a list of costs to the Treasurer for entry into QuickBooks. d. Gather the previous year s charter renewal package. e. Update the renewal package by adding new scouts, new parents, and their data. f. Request that each parent/participant pay by check to Troop 53 provided to you in the month of November. g. Request that each adult re-certify in YPT during the months of October or November and provide a copy of the YPT certification to you. 2. Before December 31 a. Request a check from the Treasurer for the troop. b. Request a check from the Treasurer for the Crew. c. Submit the re-charter application with the checks to GEC. 3. After January 1 a. Receive the participants numbers. b. Distribute the participants cards. c. Provide the treasurer with an updated re-charter document. The troop treasurer (usually a Parent Volunteer) shall be responsible for the following activities: 1. Before October 31 a. Obtain a list of costs from the Registrar for entry into QuickBooks. b. Obtain a list of current scouts and parents for entry into QuickBooks. Page$7$of$14$

12 c. Make non-paying customers inactive in QuickBooks. d. Update the active list of parents and scouts based on current address, phone number, and . e. Enter costs of registration into QuickBooks. 2. Before December 31 a. Issue a check to GEC for the troop. b. Issue a check to GEC for the Crew and Adults. c. Give the checks to the Registrar for inclusion with the application to recharter. d. Enter payments into QuickBooks. e. Receive payments for each active participant into QuickBooks with each received check. f. Make deposit of payments in the bank. g. Make deposit of payments in QuickBooks. h. Update Treasurer Report accordingly. 3. After January 1 a. Receive re-charter document from the Registrar. b. Add new participants into QuickBooks. c. Add new participants in the re-charter document. d. Receive payment from new participants. e. Make deposit of payment in the bank. f. Make deposit of payment in QuickBooks. g. Update Treasurer Report accordingly. Page$8$of$14$

13 Requirements for Fundraising Activity for Service Money to be Collected A. List of boys, parents and hours worked (preparation of fliers packages, drop offs, driving, pick up/delivery and subsequent disposal) B. List of money collected C. List of expenses (copying, meal, rentals, transportation, disposal) D. Sign-in roster with name, time in, and time out for each day or activity E. Spreadsheet showing collected amount minus expenses with net amount to be divided onto the number of hours worked, then, redistributed onto the volunteer hours for each scout (adding his parents hours or not Committee s discretion) Roles and Responsibilities: The event coordinator (usually a Parent Volunteer) shall be responsible for the following activities: 1. Long before the event (more than two weeks prior) a. Prepare a schedule for the event with days, times, activities, and tasks b. For each day of the event, prepare a sign-in roster with time-in and time-out. c. Coordinate with the adults for drivers, equipment rental, meal preparation and delivery, and schedule the volunteers into shifts. d. Contact the Crew, the Troop, and the Pack. Anyone can participate in fund raising. e. Prepare a list of boys for each task. f. Consolidate the lists of tasks into a spreadsheet with the boys names and hours worked on each task/day. g. Prepare maps for each driver. h. Prepare one flier package or more. i. Enlist others to prepare bags, envelopes and required number of packages. 2. Before the event (one week prior) a. Have the sign-in roster available at preparation meetings. b. Coordinate the preparation of fliers, bags, envelopes. c. Coordinate the distribution of fliers, bags, envelopes. d. Collect the sign-in rosters and enter information in the spreadsheet. 3. During the event (each day of the event) a. Have the sign-in roster available each day. b. Coordinate the delivery of a meal (if needed). c. Coordinate the assignment of passengers to a driver. Page$9$of$14$

14 d. Coordinate the assignment of scouts to teams. Cub scouts should be paired with boy scouts. e. Collect the expense reports (if needed) to deliver to the Treasurer for reimbursement. f. Collect the sign-in rosters and enter information in the spreadsheet. g. Collect the checks and cash and deliver to the Treasurer for deposit. 4. After the event (within two weeks of the event) a. Finalize the spreadsheet by tallying the money collected minus expenses and tallying all the volunteer hours that will be counted. b. Present the tallies to the committee and present the alternatives to the board to vote on the hourly rate to allocate to the boys. 5. Close the event (within 30 days of the event s last day) a. Apply the allocation voted on by the committee to the spreadsheet. b. Deliver the spreadsheet to the Committee Chair, the Scoutmaster, and the Treasurer who will credit the scouts accounts and report to the next committee meeting. The troop treasurer (usually a Parent Volunteer) shall be responsible for the following activities: 1. Long before the event (more than two weeks prior) a. Create or verify that the event exists in QuickBooks. b. Obtain a list of boys participating in the event. c. Verify that the boys are entered in QuickBooks. Cub scouts may need to be entered as they are not in the troop yet but can accumulate money in their scout account from a fund raiser. 2. During the event (each day of the event) a. Obtain cash and checks from the event coordinator. b. Enter cash and checks into the event spreadsheet. c. Deposit cash and checks in the bank. d. Obtain expense reports and reimbursement requests. 3. After the event (within two weeks of the event) a. Issue reimbursement checks. b. Enter costs and reimbursements into QuickBooks. c. Make deposits into QuickBooks. 4. Close the event (within 30 days of the event) a. Obtain the final spreadsheet from the event coordinator. Page$10$of$14$

15 b. Apply the allocation voted on by the committee to the scout accounts in Quick Books. Page$11$of$14$

16 Requirements for Fundraising Activity for Sales Money to be Collected A. Schedule of boys, parents and hours worked for each site B. List of money collected each site and each day C. List of expenses (purchase of sale items, numbers, tax) D. Sign-in roster with name, time in, and time out for each day or site E. Spreadsheet for site sales showing collected amount minus expenses with net amount to be divided onto the number of hours worked, then, redistributed onto the volunteer hours for each scout (adding his parents hours or not Committee s discretion) F. Spreadsheet for individual sales showing collected amount minus expenses with net amount to go directly to credit the scout account (allocation percentage at Committee s discretion) G. Spreadsheet for individual awards to be provided the scout (awards may be in cash/card from the activity sponsor, or badges to be added to the scout s uniform) Roles and Responsibilities: The event coordinator (usually a Parent Volunteer) shall be responsible for the following activities: 1. Long before the event (more than two weeks prior) a. Prepare a schedule for the event with days, times, activities, and tasks for each site sale b. For each day and each site of the event, prepare a sign-in roster with time-in and time-out. c. Coordinate with the adults for scheduling the volunteers into shifts of overseers. d. Prepare a list of boys for each site and day. e. Consolidate the lists of sites and days into a spreadsheet with the boys names and hours worked on each site/day. f. Prepare a list of items to be pre-purchased, and request a check from the Treasurer. g. Pick up the sales items and store them in a secure place (refrigerated if necessary). h. Distribute the list of items to the boys for individual sales. i. Prepare a spreadsheet with columns for each item. 2. Before the event (one week prior) Page$12$of$14$

17 a. Prepare the sign-in roster for each site. b. Prepare the spreadsheet for the individual sales. c. Coordinate the schedule for each site coverage (Boys and Adults). d. Collect the Bank Deposit Card from the treasurer. 3. During the event (each day of the event) a. Have the sign-in roster available each day. b. Coordinate the delivery of a meal (if needed). c. Coordinate the delivery of sales items. d. Collect the sign-in rosters and enter information in the spreadsheet. e. Collect the checks and cash. f. Enter cash and checks into event spreadsheet. g. Deposit cash and checks into the bank. 4. After the event (within two weeks of the event) a. Finalize the spreadsheet by tallying the money collected minus expenses and tallying all the volunteer hours that will be counted. b. Present the tallies to the committee and present the alternatives to the board to vote on the hourly rate to allocate to the boys. c. Return the Bank Deposit Card to the treasurer. 5. Close the event (within 30 days of the event s last day) a. Apply the allocation voted on by the committee to the spreadsheet of site sales. b. Deliver the spreadsheet to the Committee Chair, the Scoutmaster, and the Treasurer who will credit the scouts accounts and report to the next committee meeting. c. Collect individual sales money. d. Distribute sales items for individual sales. e. Tally the spreadsheet for the individual sales. f. Provide the individual sales money and spreadsheet to the Treasurer. The troop treasurer (usually a Parent Volunteer) shall be responsible for the following activities: 1. Long before the event (more than two weeks prior) a. Create or verify that the event exists in QuickBooks. b. Obtain a list of boys participating. 2. Before the event (one week prior) a. Provide the Bank Deposit Card to the event coordinator. 3. During the event (each day of the event) Page$13$of$14$

18 a. Support the event coordinator with bank deposits as needed. 4. After the event (within two weeks of the event) a. Obtain final spreadsheet from the event coordinator. b. Obtain expenses spreadsheet from the event coordinator. c. Obtain Bank Deposit Card from the event coordinator. d. Issue reimbursement checks if needed. e. Enter costs and reimbursements into QuickBooks. f. Make deposits into QuickBooks. 5. Close the event a. Obtain the final spreadsheet from the event coordinator. b. Apply the allocation voted on by the committee to the scout accounts in Quick Books. c. Obtain the final individual sales spreadsheet from the event coordinator. d. Apply to the scout accounts in QuickBooks. e. Update the treasurer report. f. Print the scout accounts report from QuickBooks. Page$14$of$14$