Transcript Document

Charter Renewal
Made Easy
Even Homer Can Do It!
Dan Beard Council
9 Step Process
1
Make Sense Out of It (Review the Charter Renewal Materials)
2
What’s Real? (Reconcile the Charter Renewal Roster with Your Unit Records)
3
Are We Good or What? (Complete Your Quality Unit Form)
4
Sign on the Dotted Line
5
Show Me the Money $$$
6
Revenge of the Nerds (Using Packmaster or Troopmaster)
7
Finish Up
8
Stuff ‘N Seal
9
Turn It In
Step #1
Make Sense Out of It:
Review the
Charter Renewal Materials
Separate Your Paperwork
1. Charter Renewal Paperwork
– Charter Renewal Roster – computer form
– Instructions – USE THEM!
– Charter Renewal Overflow Pages
– Scout & Adult Leader Applications
– Quality Unit Application and Order forms
2. Everything Else
Step #2
What’s Real?
Reconcile the Charter Renewal
Roster with Your Unit Records
Start at the Top of the Roster
• Chartered Organization
• Executive Officer
– Also called the Institutional Head (IH)
• Disability Code (if the unit serves a majority of disabled youth)
– See “Unit Renewal Application Instruction” for appropriate
codes
• 100% Boys’ Life (1 subscription per family)
– Y = Yes, N = No
• On time unit
– Y = Yes, N = No
Deleting Members
from the Charter Renewal Roster
• Draw a line through all personal
information.
• That’s all you do.
• But, be sure… Are they really no
longer active, or have they just
missed a few meetings?
Adding Members
(Use the Overflow Pages)
• Already registered? Or New Leader?
– Write information requested on overflow page.
– Attach copy of completed application to the overflow
page.
• Use separate overflow pages for Scouts and adult leaders.
• Designations for the top of the page:
– Council No.
438 (Dan Beard Council)
– District No.
xx (for your district)
– Program Code
C = Cub Scout pack
S = Boy Scout troop
P = Venturing crew
E = Explorer post
– Local Unit No. = Your unit number
Verify All Personal Information
•
Adult Leaders and Youth
– Name and Address
– Birth Date is Mandatory!
– Social Security Number for Adults is Mandatory!
– Phone
– Boys’ Life Subscription (Y = Yes, N = No)
– Gender
•
Adult Leaders
– Position
– Trained (this can only be updated using council training
records)
•
Youth
– Rank
– Grade
Changes?
Draw single line through mistakes.
Write corrections underneath.
No changes? Leave as is.
Watch Out:
• NO Registration Fees for:
– The Institutional Head (IH)
– Tiger Adult Partners (AP) (but they do have to pay the annual
insurance fee)
– Multiples (circle position abbreviation)
• Only CR can be multiple within a unit.
– 2nd position only as CC or MC
• Ensure minimum leader requirements are met:
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Cub Scout Packs
IH, CR, CC, 2 MCs, CM
DL (if Wolf/Bear dens)
WL (if Webelos dens)
TL (if Tiger Cub dens)
AP for each Tiger Cub
Boy Scout Troops
• IH, CR, CC, 2 MCs, SM
Venturing Crews
• IH, CR, CC, 2 MCs, NL
For Tiger Cub Adult Partners (AP):
• Does not require:
– BSA Adult registration. But must complete AP section of Youth
Application (date of birth is required)
– Payment of BSA registration fees, unless registering for an
additional adult leadership position
• Does require:
– Tiger Cub Adult Partners must pay annual insurance fee
• IF an AP becomes a leader . . .
– Must complete an adult application with the required signatures
– Must pay BSA registration fee
– Can’t simply cross out “AP” and insert “DL” as new position
For Other Unit Position Changes:
Leaders already registered may change to a new
position by crossing out the old position and
writing in the new position. This can only be
done at Charter Renewal.
All non-registered unit leaders require an adult leader
application to be completed and sent with the
Charter Renewal paperwork.
It is critical that this information get updated in a timely manner
to keep communications open between the Unit and the Council
If in doubt:
Call Lisa Jones, Registrar at (513) 961-2336 ext 220
Add ‘Em Up
• Add the number of adult leaders and Scouts separately.
• Be sure to count ALL the names:
– On the Charter Renewal roster
– On the overflow pages (attach applications for new members or
note “previously submitted” on the overflow sheet)
• Hints to keep your counts straight:
– Number each entry in the left margin of the charter renewal form
and any overflow pages.
– Count multiples. Keep track of how many you have.
– Carefully count Boys’ Life subscriptions.
• Double check . . . then check again.
Step #3
Complete Your
Quality Unit Forms
Quality units are determined by past year achievements (column A)
on the form. Column B is for planning purposes only.
Step #4
Sign on the Dotted Line
Who Signs What
• Charter Renewal Roster
– Executive Officer (IH)
– Unit Leader
– Council Representative
• Quality Unit Award form
– Unit Leader
– Unit Commissioner (or District
Professional)
• New Applications
Forms missing signatures
CANNOT be processed.
– Youth
• Unit leader
• Parent
– Adult
• Applicant
• Chartered Org. Rep. OR
Institutional Head
• Committee Chairman
Step #5
Show Me the Money!
What Things Cost
•
•
•
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•
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Annual
$ 20.00
$ 10.00
$ 12.00
$ 1.75
FREE
Too late!
Unit Charter Fee
BSA Registration (Youth & Adults)
Boys’ Life Subscription
Insurance (everyone, including AP)
Multiples
Transfers
Pay annual fees
• Quality Unit Patches
– These are purchased through the Scout Shop.
Double and triple check your calculations!
(and then be sure that your Unit Account has sufficient
funds to cover additional fees that may be required)
You’ll Need A Check!
• Make check payable to “Dan Beard Council”
• Hint: Bring a blank check to Charter turn in locations…
– Have a district or council representative confirm the
total amount due.
– THEN write out your check.
Step #6
Revenge of the Nerds
Using Troopmaster or Packmaster
What You Do – Part 1
• Follow the instructions.
– Use either Troopmaster or Packmaster.
• Remember, the programs require the same data fields as
the paper charter renewal form you receive from the
council.
– Use only upper and lower case for your data.
– Do NOT use all caps
– Do NOT use periods
• Complete the Charter Renewal process using Troopmaster
or Packmaster.
What You Do – Part 2
•
Use standard BSA position codes.
– Unit-created positions (i.e., treasurer, advancement chairman,
senior assistant Scoutmaster) OR no position will become
committee members.
•
Include BOTH a paper copy of your charter renewal AND a floppy
disk (or CD) of your charter renewal.
•
The same rules apply for new members:
– Previously registered
• Include copy of application form
– First-time registration
• Include original of application form
Step # 7
Finish Up
What Goes in the Final Packet
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Updated Charter Renewal roster
– Not using Troopmaster: Version you received from council
– Using Troopmaster:
• Version you received from the council
• Version you developed using Troopmaster
• Floppy disk or CD
Overflow pages – youth
– With copies of applications clipped
Overflow pages – adult leaders
– With copies of applications clipped
Multi-part forms:
Any new youth/adult applications
enclose only
Quality Unit forms
council copy
– Council’s copy of the award form
– Patch order form
One check
Now . . .
make copies of
everything!
Forms You Keep
• Membership Inventory
– For the unit’s use – do not enclose in your Charter
Renewal packet.
Step #8
Stuff ‘N Seal
Turn It In
• Bring it to Roundtable by December.
• Give it to your Unit Commissioner by December.
• Do not expect a house-visit from your District
Chair, District Commissioner, or District
Executive
Doh!
Homer Simpson’s
Top 10
Rechartering
Blunders
10.
You miscounted – members, money, or
Boys’ Life subscriptions.
9.
You added a name to the overflow sheet
without a copy of their BSA application.
8.
You used Troopmaster and forgot either a
paper copy or disk of your roster.
7.
You wrote your check for the wrong amount.
(Too much is ok, too little is a problem)
6.
You changed a Tiger AP to a DL without an
adult application form.
5.
You missed signatures and forgot birth dates.
4.
You don’t have all required leader positions.
3.
You forgot to cross off an inactive member.
2.
You didn’t keep copies of ALL your forms.
1. You didn’t turn your paperwork
in on-time!
Questions?
Lisa Jones
Council Registrar
513-961-2336 ext 220