Rechartering Your Scouting Unit

Rechartering Your Scouting Unit A Workshop For Laurel Highlands Council

Agenda • Welcome • Recharter terminology • Key points for 2012-13 • Unit Recharter Plan • Using Internet Rechartering to update your unit roster • Wrap-up

Welcome Thank you for being here!

Recharter Terminology Let’s be sure we’re all on the same page for some terms we will use to talk about recharter

Recharter Terminology To save time, we will use the following terms without further explanation: • UNIT – a Pack, Troop, Team, or Crew • CHARTERED ORGANIZATION – organization desiring use BSA programs to serve youth • CHARTER AGREEMENT – agreement between BSA and a chartered organization that allows it to use a BSA program • UNIT LEADER – top direct contact leader – Cubmaster, Scoutmaster, Coach, Advisor, Skipper

The Unit Charter • Issued by BSA after a charter agreement is executed with a chartered organization • Creates one unit using a specific BSA program (e.g., a Cub Scout pack) owned by the chartered organization • Renewal process at the end of the initial term is called “recharter”

Key Points for 2012-13 Important things everyone – first timer or Baden-Powell’s first cousin – needs to know

Key Points 2012-13 • Applications • Deadlines • Fees • Recharter Requirements • Youth Member Requirements • Adult Leader Requirements • Adult Training Requirement • Internet Rechartering • Social Security Number entry • Paperwork requirements • Journey to Excellence

Applications • Missing or incorrect applications were a top cause for rejected recharters in 2011-12 • If a youth or adult is not listed on the current unit roster, an original application MUST be on file to add him/her at recharter • Hint: use Internet Advancement to obtain current roster • All blanks on the application must be filled in • All signatures must be in ink – no photocopies! • Adult applications must include criminal background authorization form and proof of YPT completed within last 24 months of application effective date (supply photocopy of training card)

Deadlines • Last year, about 25% of all recharters were late! • Late recharters waste a lot of volunteer time and staff time that cannot be used to provide Scouting program to youth. • All recharters are due by the 15th of the month during which they expire Set a good example to your unit’s youth! If adults don’t respect rules, what message does that send to our youth?

Fees • BSA membership fee remains at $15 in 2012-13 • No BSA membership fee charged for Executive Officer / Institution Head, Tiger Cub Adult Partner and ScoutParent unless also registered in another position • Boys Life does not change • The Laurel Highlands Council charges $1 per CS and $1.50 for BS and Venturers to defray cost of accident insurance • Charged once per person, regardless of number of registered positions • Not charged to Exec. Officer and ScoutParents unless registered in another position in the unit • Not charged to LDS unit because the Church self-insures • Unit Charter Fee is $40 for each unit

Recharter Requirements In order to recharter, a unit must have: • A chartered organization • An active Scouting program • At least minimum number of adult leaders • At least minimum number of youth members If any requirement is not met, you must fix it before the unit can be rechartered.

Youth Membership Requirements • A unit must have at least five youth members • Exception: LDS units must have at least three youth members • At least two youth members must pay BSA registration fees in the unit (“primary” members”) • Approval of the Scout Executive is required- • If the unit has fewer than 5 youth members • If the unit has more than 100 youth members • If the unit has fewer than 5 “primary” youth members • To avoid approval delays, we recommend that all units have at least 5 “primary” youth members

Adult Leadership Requirements • Every unit must have • 1 Executive Officer (C.O. head) • 1 Chartered Organization Representative • 1 Committee Chair • 2 or more Committee Members at least 21 years of age • 1 unit leader (Cubmaster, Scoutmaster, etc.) • Every Cub Scout pack must have at least one Den Leader (DL, TL, or WL)

Adult Leader Requirements 2 • The above requirements are absolute minimums. Units should strive to have as many leaders as possible to share the work of running the unit. • Units should have assistant leaders for unit leader and all Den Leaders to strengthen “two-deep” leadership and to allow activities to proceed if the leader is unavailable. • All unit leaders and assistants and Den Leaders and assistants should be trained for their positions within 6 months to help them deliver the best possible program to the youth.

Adult Leadership Requirements 3 • Generally, an adult can hold only one registered leader position in each unit • Example: a Cubmaster cannot be a Den Leader • Example: a Comm. Member cannot be a Den Leader • These are the only exceptions: • Exec. Officer also can be Chartered Org. Rep., AND either Comm. Chair or Comm. Member AND ScoutParent Unit Coordinator • Chartered Org. Rep. also can be either Comm. Chair or Comm. Member AND ScoutParent Unit Coordinator • Comm. Chair OR Comm. Member also can be ScoutParent Unit Coordinator • Remember, MORE LEADERS involved means less work for each leader – try to have one person for each position!

Adult Leadership Requirements 4 • Keep these rules in mind and DON’T LET INTERNET RECHARTERING CONFUSE YOU • I. R. allows six positions for adults! Why? • Exec. Officer could have four registered positions – EO, COR, CC (or CM), and SPC • I.R. also includes two non-registered positions – Tiger Cub Adult Partner and ScoutParent – in its position list • So, an Exec. Officer could have six positions in I.R. • During validation in Stages 2 and 3, I.R. will show errors if you register an adult in too many positions

Adult Training Requirement • Every adult leader must have completed Youth Protection Training within 2 years prior to the effective date of the new charter • Effective date is the day after the current charter expires in most cases • All new applicants must complete YPT within 30 days after application is turned in • YPT must be appropriate for the Scouting program • For renewing members, check MyScouting’s “Training Validation” for each member

Adult Training Requirement 2 • Use MyScouting’s Training Validation to check any adult’s YPT training date • Internet Rechartering now shows YPT status of all adults currently on the roster

Adult Training Requirement 3 • When updating adult members record, please ensure that all have valid e-mail addresses

SSN Required • Each adult must provide a Social Security #; used for criminal background check • Unit cannot enter SSNs or keep copy of “Local Council Copy” that shows SSN • Council staff must enter SSN from application

Paperwork Requirements The following paperwork is required when turning in your recharter: • Updated recharter roster signed by chartered organization executive officer and unit leader • TURN IN ALL PAGES PRINTED OUT BY INTERNET RECHARTERING! • COMPLETE OVERFLOW PAGES ONLY FOR MANUAL RECHARTER • Completed applications for all youth and adults added to the roster • Accident Insurance Information Form • Payment payable to LHC-BSA

Journey To Excellence • Replaces Centennial Quality Award • Requirements are evaluated based on the unit’s recharter date • Unit can qualify at Bronze, Silver or Gold levels by meeting established goals • One form to turn in at recharter time instead of two used in CQU • Form available in recharter packet or at www.scouting.org/scoutsource/Commissioners/Journey.aspx

Rechartering Your Scouting Unit