Boy Scout Troop 940
Cincinnati, Ohio

---

C. TROOP ORGANIZATION

This section describes the organization of Boy Scout Troop 940. The Scouts are members of patrols. The patrols elect their Patrol Leader and Senior Patrol Leader. These elected boy leaders run the Troop program with the guidance of the Scoutmaster and the Assistant Scoutmasters. The Scoutmaster coordinates with the Troop Committee. The Troop Committee is divided into five functional teams. These Teams share all the responsibilities of the Troop organization in an efficient manner so as not to overburden any one individual. Addition information can be found in the SCOUTMASTER HANDBOOK and the TROOP COMMITTEE GUIDEBOOK. The following diagram shows the organization flow of the Troop.

ORGANIZATION FLOW OF TROOP 940

SCOUTS

PATROLS

PATROL LEADERS

SENIOR PATROL LEADER

SCOUTMASTER AND ASSISTANT SCOUTMASTERS

TROOP COMMITTEE CHAIRPERSON

ADMINISTRATION TEAM

PROGRAM TEAM

SPECIAL EVENTS TEAM

OUTDOOR ACTIVITIES TEAM

ADVANCEMENT TEAM

COMMITTEE TEAM MEMBERS

ADMINISTRATION TEAM

• Treasurer *
• Secretary *
• Records Chairman

PROGRAM TEAM

• Program Chairman *
• Charter Organization Representative
• Communications Manager
• Cub Scout Liaison
• Newsletter/Calendar Publisher

ADVANCEMENT TEAM

• Advancement Chairman *
• Court of Honor Coordinator
• Board of Review Coordinator

SPECIAL EVENTS TEAM

• Special Events Coordinator *
• Friends of Scouting Chairman
• Family Jamboree Chairman

OUTDOOR ACTIVITIES TEAM

• Outdoor Activities Coordinator *
• Research Director
• Quartermaster
• Transportation Coordinator

* Attends Troop Committee Meetings. Other Team Members and parents may attend as required

COMMITTEE CHAIRPERSON

The Committee Chairman is responsible to insure that all Troop functions are properly delegated, coordinated and completed so that the Troop program is accomplished according to the policies of the BSA.

GENERAL DUTIES

1. Analyze the needs of the Troop and insure that all necessary committee positions are filled.
2. Responsible for all recharter activities.
3. Coordinate Committee functions and insure continuity in planning and execution of all events.

FUNCTIONAL DESCRIPTION

1. Prepare agenda and chair the monthly committee meetings. The committee currently meets on the first Sunday of each month from 7:00 to 9:00 PM.
2. Insures that all function of the committee members are accomplished.
3. Interpret Scout policies as they apply to the Troop.
4. Make committee members and interested adults aware of training opportunities.
5. Insure that all adults who interface directly with the Scouts are registered with BSA.

SCOUTMASTER

The Scoutmaster is the adult leader responsible for the image and program of the Troop. The Scoutmaster and Assistant Scoutmasters work directly with the Scouts. The importance of the Scoutmasterís job is reflected in the fact that the quality of his guidance will affect every youth and adult involved in the Troop.

GENERAL DESCRIPTION

1. Train and guide the boy leaders to run the Troop.
2. Use the methods of Scouting to achieve the aims of Scouting.
3. Encourage advancement.
4. Work with other responsible adults to bring Scouting to boys.

MEETINGS

The Scoutmaster is the link between the Scouts and the adults associated with the Troop and the Committee.

1. Meet regularly with the patrol leadersí council for training and coordination in planning troop activities including the summer planning session and monthly meetings. 2. Attend Troop meeting or arrange for a qualified substitute. 3. Attend Troop Committee meetings. 4. Represents the Troop at official Scout functions.

GUIDANCE

1. Conduct Scoutmaster conferences for all rank advancement. This may be delegated to the assistant scoutmasters. However, in all cases the Scoutmaster is responsible for approving the "Scout Spirit" requirement of each rank.
2. Delegate responsibility to other adults and groups (assistants, troop committee) so that they have a real part in the Troop operations.
3. Supervise Troop elections for the Order of the Arrow.
4. Select the recipient of the "Scoutmasterís Award for each Court of Honor.

ACTIVITIES

• 1. Make it possible for each Scout to experience at least ten days of camping each year. Attend Troop campouts and summer camp.
• 2. Participate in Troop special events such as parades and service projects.
• 3. Conduct all activities under qualified leadership, safe conditions and the policies of the chartered organization and the Boy Scouts of America.
• 4. Participate in Scout and adult leadership training programs.

ASSISTANT SCOUTMASTER

BSA and the Archdiocese require all Scouting activities to have two adults. The Assistant Scoutmasters provide this two deep leadership. In addition, assist the Scoutmaster in performing his duties in guiding the Troop Program. May perform Scoutmaster Conferences as part of the Advancement Program.

ADMINISTRATION TEAM

The Administration Team is responsible for all the Troop Administration functions and includes the Treasured, Secretary and Records Chairman. The Troop Scribe (Scout) coordinates with the Administration Team members to insure that all records are current.

TREASURER

GENERAL DESCRIPTION Responsible for management of all Troop funds. Pays bill on recommendation of the Scoutmaster and authorization of the Troop Committee.

FUNCTIONAL DESCRIPTION

• 1. Attend Troop Committee Meetings and present the status of Troop funds.
• 2. Maintain Troop bank accounts.
• 3. Maintain dues records.
• 4. Maintain the individual Scout account records.
• 5. Supervise the financial aspects of Troop fund raising events.
• 6. Train and supervise the Troop Scribe (Scout) record keeping.
• 7. Maintain a Troop budget.
• 8. Prepares the End of the Year Report for the Charter Organization.

SECRETARY

GENERAL DESCRIPTION The Secretary maintains the general records of the Troop Committee.

FUNCTIONAL DESCRIPTION

1. Attend Troop Committee meetings, present the previous meeting minutes and record the current meeting minutes. 2. Submit copies of the minutes to the Communications Manager for publication in the Troop Newspaper 3. Coordinate and train the Troop Scribe (Scout). 4. Maintain the Troop files as required.

RECORDS CHAIRMAN

GENERAL DESCRIPTION

The Records Chairman is responsible for maintaining the Troop Roster and advancement records.

FUNCTIONAL DESCRIPTIONS

• 1. Maintain the Troop Roster including the names, addresses and phone numbers of all the Scouts and adults involved with the Troop.
• 2. Maintain the Scouts advancement records.
• 3. Coordinate with the Advancement Team. Provide lists of advancement for Courts of Honor.

PROGRAM TEAM

The Program Team is responsible for establishing the Troop program along with the Patrol Leaderís Council and communicating that plan to all parties so the plan is implemented.

PROGRAM CHAIRMAN

GENERAL DESCRIPTION

The Program Chairman is responsible for coordinating and communicating the Troops program. This is accomplished by a Program Team that includes the Charter Organization Coordinator, Cub Scout Liaison, Communications Manager, Newsletter Coordinator and representing the Troop at Council planning functions.

FUNCTIONAL DESCRIPTION

• 1. Attends the monthly committee meetings and reports on the status of the Program Team members.
• 2. Attends monthly roundtable meetings and reports to the committee and SM.
• 3. Attends the annual and monthly Patrol Leadersí Council meetings and assists with the development of the schedule.
• 4. Coordinates with the Cub Scout Liaison to insure coverage for crossovers, Blue and Gold Dinners and Weblos Nights.
• 5. Coordinates with the Charter Organization Representative.

CHARTER ORGANIZATION REPRESENTATIVE

GENERAL DESCRIPTION

The Charter Organization Representative serves as the head of the "Scouting Department" within St. Johnís and serves as the liaison between the Troop and St. Johnís Parish Council.

FUNCTIONAL DESCRIPTION

• 1. Is a member of the Chartered Organization.
• 2. Encourages service to the Chartered Organization.
• 3. Recruits the Troop Committee Chairperson on behalf of the Charter Organization.
• 4. Helps recruit other adult leaders.
• 5. Assists with the annual unit rechartering.
• 6. Attends monthly Parish Council Meetings and provides reports on the Troopís activities as required.

COMMUNICATIONS MANAGER

GENERAL DESCRIPTION

Responsible for the dissemination of information to the Scouts, parents and the media.

FUNCTIONAL DESCRIPTION

• 1. Attend Committee meetings and coordinate with the Program Chairman.
• 2. Gather information from the Committee necessary for the publication of monthly calendars and newsletters.
• 3. Request and encourage Scouts and adults to write articles for the newsletters.
• 4. Maintain a list of parents who can support typing/desk top publishing and copying. Deliver information to newsletter and calendar publishers.
• 5. Insures that articles and pictures are submitted to the local newspapers.

NEWSLETTER & CALENDAR PUBLISHER

GENERAL DESCRIPTION

Responsible for the publishing of the monthly newsletter and calendar.

FUNCTIONAL DESCRIPTION

• 1. Use information provided by Communications Manager to print a monthly newsletter & calendar.
• 2. Type or input information in appropriate format.
• 3. Make copies, collate and mail as required.

CUB SCOUT LIAISON

GENERAL DESCRIPTION

Responsible for the coordination of all activities between the Troop and local Cub Scout Organizations.

FUNCTIONAL DESCRIPTION

• 1. Coordinate with the Program Chairman.
• 2. Work with local Cub Scout Packs to establish a recruiting program.
• 3. Represent the Troop (or schedule other adult leaders) for Crossovers, Blue and Gold Banquets and Weblos Nights.

SPECIAL EVENTS TEAM

The Special Events Team is responsible for planning and execution of all Troop Special Events. The Team is lead by a Special Events Coordinator with chairperson for each specific event. For example, in the past the Troop has participated in several types of fund raisers like: Holly Sales, Pancake Breakfast, Spaghetti Dinners and Friends of Scouting. Each year the Troop also participates in several Good Turns such as parking cars for the St. Johnsí Festival and the annual United Food and Clothing Drive. Specific events and dates are defined on the Troop Annual Schedule. Several example chairperson descriptions are included below.

SPECIAL EVENTS COORDINATOR

GENERAL DESCRIPTION

Responsible for planning and execution of all Troop Special Events.

FUNCTIONAL DESCRIPTION

• 1. Attend the scheduled Committee meetings. When the special event is a District of Council sponsored event, attend the kick-off meeting to obtain current information on the event.
• 2. Recruit chairpersons for each of the special events and assist them in the planing and execution of the event.
• 3. Maintain records of past special events.

HOLLY SALES CHAIRMAN

GENERAL DESCRIPTION

Responsible for interface with the Special Events Coordinator in the planning and execution of the Troopís annual holly sales fund raiser.

FUNCTIONAL DESCRIPTION

• 1. Maintain records of previous holly sales programs.
• 2. Gather current ordering and pricing information.
• 3. Recruit assistants as necessary.
• 4. Develop a sales promotion plan and incentive plan for use with the Scouts.
• 5. Coordinate product ordering, shipping and distribution.
• 6. Arrange to collect money from Scouts and forward to the Treasurer.
• 7. Prepare final report for the Special Events Coordinator.

PANCAKE BREAKFAST CHAIRMAN

GENERAL DESCRIPTION

Responsible for interface with the Special Events Coordinator in the planning and execution of the Troopís annual pancake breakfast fund raiser.

FUNCTIONAL DESCRIPTION

• 1. Maintain records of previous sales programs.
• 2. Gather current ordering and pricing information. Secure donations and purchase required supplies.
• 3. Recruit assistants as necessary.
• 4. Develop a sales promotion plan and incentive plan for use with the Scouts.
• 5. Schedule the use of Parish facilities for the event.
• 6. Provide sign up sheets for Scouts and adult volunteers (cooks).
• 7. Coordinate with Program Team for appropriate publicity.
• 8. Coordinate all necessary cooking utensils and serving equipment.
• 9. Prepare final report for the Special Events Coordinator.
• 10. Send out thank you letters to organizations who donated food or supplies.

FRIENDS OF SCOUTING CHAIRMAN

GENERAL DESCRIPTION

Responsible for interface with the Special Events Coordinator in the planning and execution of the Troopís Annual Friends of Scouting Drive.

FUNCTIONAL DESCRIPTION

• 1. Attend the Council kickoff meeting.
• 2. Procure slide presentation from Council and additional aids as required.
• 3. Present program to parents at the February Court of Honor.
• 4. Follow-up with parents to insure that all pledge cards are returned.
• 5. Prepare final report for the Special Events Coordinator.
• 6. Maintain records of previous presentations and programs.

GOOD TURN CHAIRMAN

GENERAL DESCRIPTION

Promote community "Good Turns" through service projects which promote the ideals of Scouting.

FUNCTIONAL DESCRIPTION

• 1. Research possible service projects and coordinate with the Special Events Coordinator, Scoutmaster and Troop Committee.
• 2. Promote the Good Turn within the Troop.
• 3. Provide sign-up sheets to schedule Scouts.
• 4. Coordinate transportation if required and assure adequate adult supervision.
• 5. Implement the Good Turn and prepare a report for the Special Events Coordinator.
• 6. Maintain records of the event. Especially "Lessons Learned."
• 7. An example is parking cars (directing traffic) for the St. Johnís Festival.

OUTDOOR ACTIVITIES TEAM

The Outdoor Activities Team is responsible for the implementation of the Troop camping activities. The Team consists of an Outdoor Activities Coordinator, Research Director, Quartermaster and Assistant Quartermasters and Transportation Coordinator.

OUTDOOR ACTIVITIES COORDINATOR

GENERAL DESCRIPTION

Responsible for implementing the outdoor activity plans as established during the annual planning session held by the Patrol Leaders Council.

FUNCTIONAL DESCRIPTION

• 1. Works with the Outdoor Activity Research Director to propose suitable camping locations.
• 2. Secure and arrange for the use of camping areas.
• 3. Secure tour permits/approvals from the Council Office.
• 4. Coordinate with the Transportation Coordinator to arrange for adequate transportation to and from the outdoor activity.
• 5. Insure that permission slips and money are collected prior to the activity. Coordinate the distribution of money for the purchase of food.
• 6. Attend Committee meetings and provides reports of outdoor activities.

RESEARCH DIRECTOR

GENERAL DESCRIPTION

Responsible for coordinating with the PLC to determine the Outdoor Activities which the Troop has planned and researching any information required for a successful activity.

FUNCTIONAL DESCRIPTION

• 1. Develop and maintain the Troops records of camping locations and outdoor activities.
• 2. Investigate new possible activities and provide details to the PLC.
• 3. Obtain a copy of the Troopsí annual schedule and research suitable locations as required.
• 4. Assist the Outdoor Activities Coordinator in making required reservations.
• 5. Coordinate with the Program Chairman to receive information from the monthly District Round Table Meetings.

QUARTERMASTER

GENERAL DESCRIPTION

Responsible for the procurement and maintenance of all Troop equipment.

FUNCTIONAL DESCRIPTION

• 1. Assist the Troop Scout Quartermaster in maintaining an accurate inventory of all Troop equipment. 2. Insure that all equipment is labeled/marked properly.
• 3. Make recommendations to the Outdoor Activities Coordinator on additional equipment requirements and/or repairs that require funding.
• 4. Assist the Troop Scout Quartermaster in logging equipment in after campouts.
• 5. Responsible for the maintenance and storage of Troop equipment including the trailer.
• 6. Works with the PLC to provide any special equipment needs for campouts and activities.
• 7. Prepares a budget for new equipment and repairs for the Troop Committee.
• 8. May appoint an adult Assistant Quartermaster to be responsible for all tents.
• 9. May appoint an adult Assistant Quartermaster to be responsible for all rappelling gear.

TRANSPORTATION COORDINATOR

GENERAL DESCRIPTION

Responsible for insuring adequate transportation for Scouts to and from all outdoor activities.

FUNCTIONAL DESCRIPTION

• 1. Maintain a list of qualified drivers and the type of vehicles they possess with the number of seat belts and insurance information. Also identify those who have access to a truck and hitch.
• 2. The Outdoor Activities Coordinator will provide the number of Scouts attending the activity.
• 3. Coordinate with drivers and insure that backups are available in case of last minute changes.

ADVANCEMENT TEAM

The Advancement Team is responsible for encouraging advancement in rank of all the Scouts. The Advancement Team consists of the Advancement Chairman, Board of Review Coordinator and the Court of Honor Coordinator.

ADVANCEMENT CHAIRMAN

GENERAL DESCRIPTION

Responsible for the continued advancement of all the Scouts in the Troop.

FUNCTIONAL DESCRIPTION

• 1. Encourage Scouts to advance in rank. Monitor the status of each Scout and motivate them as necessary.
• 2. Coordinate advancement with the Records Chairman.
• 3. Help coordinate Boards of Review and Courts of Honor with the respective Coordinators.
• 4. Maintain a current list of Merit Badge Councilors.
• 5. Assist the Troop Librarian in maintaining current advancement publications.
• 6. Keep the Scoutmaster advised of advancement status of all Scouts.
• 7. Assist the Court of Honor Coordinator to secure badges and assist in the presentation of the badges to the Scouts.
• 8. Attends Troop Committee Meetings and provides an updated status on advancements.

COURT OF HONOR COORDINATOR

GENERAL DESCRIPTION

Responsible for coordinating the Court of Honor for the presentation of badges to the Scouts.

FUNCTIONAL DESCRIPTION

• 1. Coordinate list of badges earned with the Advancement Chairman
• 2. Coordinate with the Records Chairman for updating the Troop records computer database.
• 3. Coordinate with the Scout designated as Host for the Court of Honor.
• 4. Buy the badges from the Scout Store and prepare them for presentation.
• 5. Coordinate with the Scoutmaster for special awards or requirements for the Court of Honor such as Scoutmaster Award, Troop or Leadership Awards.
• 6. Recruit assistant to provide/coordinate refreshments for the Courts of Honor.
• 7. Assist the Advancement Chairman in preparing the appropriate ceremony for the presentation of the badges.

BOARD OF REVIEW COORDINATOR

GENERAL DESCRIPTION

Recruit adults to participate in monthly Boards of Review.

FUNCTIONAL DESCRIPTION

1. Develop and maintain a list of qualified adults who can participate in Boards of Review. 2. Coordinate with Scoutmaster and Advancement Chairman so that Scouts can schedule to meet the Board throughout the year rather that just prior to a Court of Honor. 3. Forward all the results of the Boards to the Advancement Chairman and the Records Chairman. 4. Provide instructions to qualify new board members.