Running a Boy Scout troop is a huge undertaking that requires a tremendous time commitment on the part of the Scoutmasters and Troop Committee members. Parent participation is essential to support the Scoutmasters. Troop 63 needs all parents to contribute to the running and maintenance of the troop. It is understood that all parents have various time commitments in their busy lives and, as such, some parents can contribute more time than others. There are many ways that parents can help the troop. For example, if one parent cannot help out at a troop meeting due to other commitments on Monday nights, then the parent might be a good candidate to help organize a weekend event by making phone calls or by coordinating collection of slips. Following is a list of activities where parental help is needed.

Expected Participation

Every scout family will be assigned Monday night meeting monitor slots (see below). This will be mailed to parents before the first meeting in September. Parents can trade slots among themselves and report such to the Troop Committee Secretary. In addition, we will need volunteer parents for Troop Committee membership, Merit Badge Counselors and for event and subcommittee coordinators (see below).

A. Boards of Review

Boards of Review are held when a significant number of scouts are ready to advance in rank. Troop 63 needs parents to attend at least one Board of Review per year. The time commitment is one Monday troop meeting or other designated night.

B. SubCommittee Volunteer/Coordinator

There are many troop subcommittees that need parental support. Some committees are needed only for a short period of time and others are viable for the whole year. Parents are asked to sign up as Committee volunteers each year.

C. Meeting Monitor

The scouts and Scoutmasters run troop meetings. Parents are needed to help support the meetings. The meetings run more smoothly when there are two parent volunteers at a meeting. These parents help by collecting paperwork that may be handed in by the scout. The parents also help monitor the activities that are going on during the meeting. Parents are expected to help monitor at least two troop meetings each year. A meeting list will be published each fall with the names of parents assigned as a monitor for specific meetings. It will be the parent’s responsibility to find a replacement if they cannot make the meeting.

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D. Merit Badge Counselors

Merit Badge Counselors work with scouts who are advancing to Star, Life or Eagle ranks. The required merit badges are outlined in the Scout Handbook. The Counselor should know the subject well and be able to work with the scouts through the requirements. This work is usually done at Monday night meetings.

E. Weekend Outings

All parents (Moms and Dads) are invited and encouraged to attend the weekend outings. Troop 63 weekends have included white-water rafting, learning to rappel off a mountain, bike trips, winter camping, and hikes. Weekend outings offer wonderful opportunities for parents to spend time with their sons. Since weekend outings provide chances for skill development and rank advancement, parents are able to find out what scouting is about. Participation in the activities with your son also enables parents to connect with their scout. Most important, though, is to just have fun and enjoy the time together.

F. Christmas Tree Sales

Christmas trees are sold seasonally by the three Sudbury Boy Scout Troops. This activity is the primary source of income for the Troop. Each parent will be assigned to work one of the selling shifts; scouts are expected to work at least 3 shifts.

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III. Troop 63 Committees

The Troop Committee consists of parents who are responsible for the well being of the troop.

A. Troop Committee Chairperson

Coordinates and presides over approximately 8 committee meetings each year

Facilitates responsibilities of committee members to provide maximum support to the troop

Acts as a resource for the Scoutmasters to enable a successful growing troop

Holds annual parents’ meeting for information sharing and development of volunteer list

Coordinates with Medical Coordinator to distribute and collect annual medical forms.

Coordinates with Council Contact person and Scoutmaster

Attends monthly “round table” meetings at Council

Shares information with Scoutmasters and Troop Committee.

- Tracks Council training and activities for scouts and adults

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B. Secretary

Records minutes of Troop Committee meetings

Writes and mails letters to Troop

Distributes and collects medical forms (annually)

Distributes and collects permission slips (annually)

Distributes weekend outing permission slips

Creates Troop calendar and Troop lists of Scouts; updates & reissues as needed

Oversees Scout Meeting Coordinator

- Assigns 41 scout meeting volunteers - 2/mtg.

Oversees Newsletter Coordinator

- Edits and produces Troop newsletter

- Has the troop librarian assign event writers for each outing

- Collects articles from the librarian

- Works with Webelos Chair to send copies to all Dens in the fall

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C. Treasurer

Pays bills upon receipt of invoices and/or statements

Provides quarterly financial statement to Troop Committee

Collects yearly dues from each scout family

Verifies activities receipts and refunds, collects outstanding funds

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D. Advancement Chairperson

Oversees Advancement Records Coordinator

- Keeps all Troop 63 scout advancement records (TROOPMASTER PC-based program)

- Provides information on a quarterly basis to scouts and to Assistant Scoutmasters

- Provides information on as “as needed” basis to scout leaders

- Enters and tracks awards, i.e., “Camping Award” information, updating Scoutmaster quarterly

- Maintains list of Merit Badge counselors

Oversees Board of Review Coordinator

- Sets up and conducts regular Boards of Review for advancing scouts

Oversees Courts of Honor Coordinator

- Coordinates both regular and Eagle Courts of Honor

- Coordinates agenda and program with Scoutmasters and Eagle Scout

- Obtain all awards from Council and prepares them for presentation

- Coordinates event proceedings

- Provides refreshments and decorations

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E. Outdoor Activities Chairperson

Coordinates outdoor events planning with Senior Patrol Leader & Assistant Scoutmaster

Oversees Trip Transportation Coordinator

- Coordinates transportation for each outing

- Secures drivers and backups

- Calls parents and verifies seat belt & gear storage capacity

Solicits and arranges for a Parent Trip Coordinator for each monthly event

- Maintains master “checklist” as guide for each trip coordinator

Oversees Summer Camp Coordinator

- Collects camp fees in advance, including those for photographs & barbecues, etc.

- If appropriate, arrive early at camp start to coordinate outstanding finances

Monitors National Camping Award - records & files, suggesting actions to Scoutmasters

Oversees Sewataro Fundraiser Coordinator

Overseses High Adventure Trip Coordinator, plans bi-annual Philmont or Sea Base trip

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F. Service and Good Turns Chairperson

Arranges for parents to coordinate special events (e.g.):

1. Town Cleanup

2. Thanksgiving Baskets

3. Walk for Hunger in Boston

4. Bowling

5. Food Drive; Food Pantry Apple Picking

6. Other

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G. New Scout/Webelos Chairperson

Contacts Webelos II den leaders in September

Send letters of campout invitation to all den leaders for Webelos; include Troop newsletter

Coordinates campout with Troop and dens

Arranges and coordinates meetings between Troop 63 and dens/packs

- Troop scouts visit Pack meeting (typically “skills” night, or cub inspection night)

- Den visits to Troop meeting/s

- Attend and coordinate scout participation at Cub crossover at Blue & Gold dinner

In spring, work with Webelos’ parents to kick start camp attendance and advancement

In spring, attend annual council Webelos planning meeting

Coordinate Den Chief training with young scouts; check with Dens for needs

Review and integrate Council literature on crossovers into Troop 63 planning

H. Tree Committee Chairperson

Attends & participates in Town Tree Committee representing Troop 63 (all 3 troops participate)

Oversees and informs Troop 63 Tree Committee Volunteers:

- Scheduling of scouts & parents for work shifts; distribute master list to all scouts

- Setup telephone chain lists for critical event response

- Hold training session for scouts & parents at a troop meeting

- Coordinates special responsibilities (such as revenue envelope pickup) assigned to Troop 63

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I. Troop Charter Organization Representative

Represents the Troop 63 Charter Organization (which is comprised of the parents of the scouts)

Completes Charter application so Troop is an “on-time” unit

J. Troop Committee Members at Large

Special assignments as needed

K. Scoutmaster/Assistant Scoutmasters

Meeting & agenda advisor

- Works with Senior Patrol Leader (SPL) on Troop meeting execution

Weekend activities advisor

- Works with SPL, Outdoor Activities Chair, and Service Chair

- Coordinates trip plans with scouts, trip food

- Provides adult leadership at outings

Merit Badge Counselor Recruitment

- Merit Badge training

- Works with Merit Badge Coordinator/counselors, and Troop Records Coordinator

- Coordinates Troop meeting dates for MB Counselors

Neckerchief supply kept at locker; new requests coordinated with Neckerchief Maker/s

Coordinates scout advancement

- Has quarterly meetings with scout and parents, reviewing scout advancement and planning

- Coordinates needs with other Scoutmasters

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IV. Troop Leaders

A. Scoutmaster

The Scoutmaster is the adult leader of the troop. He is responsible for guiding the scouts through the basic scout requirements. Managing the weekly running of the troop and attending the weekend outings accomplishes these goals. The Scoutmaster relies on the troop committee to organize events, coordinate ceremonies and boards of review, keep track of scout records, and maintain a budget.