BSA TROOP170 BYLAWS

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Boy Scouts of America Troop 170

Troop Committee

Bylaws

Dated August 2016 Rev C

Passed August 3, 2016

1. Chartered Partner and Bylaws

1.1. Charter. 1.1.1. Boy Scouts of America (BSA) Troop 170 has been in existence since April 1, 1982.

1.1.2. The troop was chartered by:

1.1.2.1. The United Food and Commercial Workers Union #428 from inception until mid-2015.

1.1.2.2. The Milpitas Police Officers Association (MPOA) took over as the Chartered Organization in

mid-2015.

1.1.3. The troop is part of the Coyote Creek District, Silicon Valley Monterey Bay Council (SVMBC), of

the Boy Scouts of America.

1.2. Bylaws. 1.2.1. These Bylaws are designed to guide and empower the Troop Committee (TC) in developing and

implementing the scouting program for BSA Troop 170.

1.2.2. These bylaws supersede all those previously adopted; however, do not supersede or restate National

Boy Scout Policy.

1.2.3. These bylaws are not intended to dictate every detail of how the organization is run. Any items not

specified in the bylaws shall be left to the SM and the Committee Chairperson.

1.2.4. The Scoutmaster(SM) and the Assistant Scoutmaster(s)(ASM), with approval from the TC, shall

maintain written Standard Operating Procedures (SOP) that describe the details of how the troop

runs, and shall provide access of the SOP to each scout and parent that joins the troop.

1.2.5. The latest versions of the Bylaws and SOPs will be posted. While there may be some overlap

between the bylaws and the SOP, in general, the bylaws are designed to govern TC actions while the

SOP describes the items under the control of the SM.

2. The Troop Committee The Boy Scout Troop Committee is responsible for conducting the business of the troop, setting policy, and

helping the SM and Scouts with planned activities. The TC also has the responsibility to provide adults

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for Boards of Review (BoR). This is an important responsibility and is one area where help is always needed

and appreciated. The TC consists of parent volunteers who fulfill various roles on the committee.

2.1. Objective. The objective of the TC is to provide the following services for BSA Troop 170:

2.1.1. Troop administration, finances, and records

2.1.2. Quality BSA trained adult leadership to implement the scouting program

2.1.3. Verification of conformance to BSA National and Local policies and regulations

2.1.4. An adequate camping and outdoor program

2.1.5. Proper care for troop equipment and materials

2.1.6. Fundraising opportunities

2.1.7. Transportation to/from authorized outings or events

2.1.8. An atmosphere for advancement

2.1.9. An atmosphere for discipline and to discourage misconduct

2.2. Membership. 2.2.1. The membership of the TC is open to all parents or guardians, friends, and adults who have a desire

to support BSA Troop 170. It is strongly recommended that each family with an active scout in the

troop have at least one adult registered with BSA Troop 170. The adult members will be divided into

the following categories:

2.2.1.1. Executive Board Committee: A group of people who meet the criteria stated in 2.2.1 and are

registered committee members of BSA Troop 170, hold an office and vote on operations

(reference section 3.9.) The SM and ASM may not hold Executive Committee positions.

2.2.1.2. Coordinating Committee: A group of people who meet the above criteria and choose to be

registered with BSA Troop 170, but do not hold an office.

2.3. Meetings. 2.3.1. Regular TC Meetings:

2.3.1.1. Will be held on the first troop meeting of each calendar month, or as scheduled in the troop’s

annual calendar.

2.3.1.2. Will be held at the troop’s normal meeting place or any suitable location as designated by the

Members of Committee.

2.3.1.3. Meetings are open to all TC members and parents.

2.3.1.4. Shall be called by the Committee Chair.

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2.3.1.5. Agenda:

2.3.1.5.1. The Committee Chair will set the agenda, taking into account requests from the

committee for specific items. The Committee Chair may enlist the assistance of the

Troop Secretary to format and publish the agenda.

2.3.1.5.2. The agenda should be made available to the committee at least 24 hours in advance of

the meeting via the troop’s designated means of electronic communication. Committee

members should not expect a paper copy to be available at the meeting.

2.3.1.5.3. The agenda should have at a minimum the following Executive Committee reports:

2.3.1.5.3.1. Committee Chair’s report

2.3.1.5.3.2. Scoutmaster’s report

2.3.1.5.3.3. Treasures report

2.3.1.5.3.4. Advancement report

2.3.1.5.3.5. Roundtable (open to everyone)

2.3.2. SPECIAL MEETINGS. 2.3.2.1. May be called at any time, but only by the Committee Chair.

2.3.2.2. A request can be made to the Committee Chair by any member of the EB.

2.3.2.3. Will require a minimum notice of 72-hours in advance given to all Members of Committee

via the troops designated means of electronic communication.

2.3.2.4. The call of the meeting shall state the purpose. Other business not included in the notice of the

call shall not be transacted.

2.3.3. Any action by the TC may be taken without a formal meeting if a quorum (as described in 2.4)

consents in writing, via telephone poll, or e-mail to the requested action. Such written consent and/or

poll will be filed by the Secretary with the minutes at the next scheduled TC meeting.

2.4. Quorum. 2.4.1. For official transactions of business, a quorum for any meeting (reference section 2.3) will have

greater than 50% of the Executive Committee or 75% of the combined Executive and

Parents/Guardians present.

2.5. Approval. 2.5.1. Unless otherwise noted, all approval will require a simple majority and require one of the following:

2.5.1.1. Every action or decision executed by a quorum (reference section 2.4) of Executive

Committee members present will be regarded as approved by the troop, unless a greater

majority is required by BSA or by these bylaws.

2.6. Voting Authority. 2.6.1. Voting will be broken down to three catigories, EB, TC, Special Board:

2.6.1.1. EB will have voting rights on:

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2.6.1.1.1. Day to day items not exsplicitly outlined either in this document or not covered by the

yearly budget.

2.6.1.1.2. Will have the power to over rule any special board’s vote with a two-thirds majority.

2.6.1.2. TC will have general voting rights on:

2.6.1.2.1. Items brought up in the monthly meeting.

2.6.1.2.2. Approval of Bylaws

2.6.1.2.3. Approval of Budget

2.6.1.3. Special Boards will have voting rights directly relating to their board.

2.6.2. Members holding two or more offices only have one vote.

2.7. Meeting Procedures. 2.7.1. All TC meetings will be conducted with Robert’s Rules of Order as a guideline unless specified by

bylaw amendment.

2.7.2. Meeting Minutes:

2.7.2.1. The secretary, or their designee will take notes during the meeting.

2.7.2.2. The secretary will then publish the meeting minutes to the troops designated means of

electronic database as soon as possible, but no later than 48 hours prior to the next

committee meeting.

2.7.2.3. Committee members should review the meeting minutes prior to the next meeting and be

ready to approve or motion for amendment.

2.7.2.4. Committee members should not expect paper copies to be available at the meeting.

3. Officers

3.1. Institution Head. 3.1.1. The Institution Head will be a member of the Chartering Organization and serve as a liaison between

the Chartering Organization and the Chartering Organization Representative.

3.1.2. The Institution Head is not a member of the Executive Board (EB) of Officers.

3.1.3. The Institution Head may be the same person as the Chartering Organization Representative.

3.2. Primary Executive Board Officers. The Troop Committee will have, as a minimum, the officers on the EB as listed below. All Officers will

be Members of Committee (reference Section 2.2.1.1), and will perform their duties as described:

3.2.1. Chartering Organization Representative will:

3.2.1.1. Maintain a close liaison between the Institution Head and the Committee Chairperson.

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3.2.1.2. Represent the troop to the Chartering Organization, help recruit adult leaders, encourage

service to the Chartering Organization.

3.2.2. Committee Chairperson (Chair) will:

3.2.2.1. Preside over, guide, and promote attendance at monthly TC meetings and any special

meetings called. Coordinate parent participation for scout events.

3.2.2.2. Maintain a close relationship with the Chartering Organization Representative and the SM.

3.2.2.3. See that troop leaders have training opportunities.

3.2.2.4. Assist in interpretation of national and local policies to the TC.

3.2.2.5. Be present on Board or Review (BoR) whenever possible.

3.2.2.6. Be responsible for unit re-chartering.

3.2.3. Secretary will:

3.2.3.1. Take minutes at all regular and special meetings.

3.2.3.1.1. Type the minutes using Roberts’ Rules of Order as a guideline and keep them during the

term of office.

3.2.3.1.2. Present minutes to the TC for approval via the troops designated means of

electronic communication.

3.2.3.2. Attend to correspondence and publicity as required.

3.2.4. Treasurer will:

3.2.4.1. Maintain the troop bank accounts, Council Unit account, and individual scout/adult accounts.

3.2.4.2. Prepare a monthly report for the TC including scout/adult account balances.

3.2.4.3. Publish those reports via the troops designated means of electronic database.

3.2.4.4. Notify members of all records via the troops designated means of electronic communication.

3.2.4.5. Be a signer on the bank and unit accounts.

3.2.4.6. Prepare a new budget each year. Reference Section 5.1.2.

3.2.4.7. Collect dues and fees.

3.2.5. Advancement Chair (AC) will:

3.2.5.1. Encourage Scouts to advance in rank.

3.2.5.2. Maintain troop advancement records on the troops designated means of electronic database.

3.2.5.3. Prepare Advancement Report to the Council or other troop reports as needed.

3.2.5.4. Provide the SM and Chair with a monthly report that contains:

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3.2.5.4.1. All current scouts, their rank, and the date the latest rank was archived.

3.2.5.4.2. A highlighted section of those scouts who have not advanced in rank for more than

one year.

3.2.5.4.3. Report to be provided via the troops designated means of electronic communication.

3.2.5.5. Collect and record all merit badge Blue Cards.

3.2.5.6. Conduct BoR.

3.2.5.7. Work closely with Ceremonies Coordinators and oversees the Awards at Court of Honor.

3.2.5.8. Report to the TC at each meeting.

3.3. Secondary Executive Board Officers. The TC may have additional officers on the EB as listed below. All Officers will be Members of the TC

(reference Section 2.2.1.1). All officers will perform their duties as described below.

3.3.1. Membership Chair will:

3.3.1.1. Collect all forms and money required for registering a scout or adult.

3.3.1.2. Assist in paperwork for Webelos transition to the troop.

3.3.1.3. Obtain proper signatures and file paperwork with the Council office.

3.3.1.4. Maintain copies of all membership applications.

3.3.1.5. Collect member information (including e-mail addresses) necessary to maintain an up-to-date

troop roster In the troop’s electronic database.

3.3.1.6. Provide Advancement Chair, Treasurer, and Outdoors Activity Coordinator with information

required via the troops designated means of electronic communication.

3.3.1.7. Perform functions to assist the Committee Chair in re-chartering the troop.

3.3.2. Recruitment Chair will:

3.3.2.1. Work with the SM, ASM and youth leadership to develop recruitment materials and conduct

recruiting events.

3.3.3. Outdoor Activities Chair will:

3.3.3.1. Coordinate with the SM, ASM, and TC to develop a troop Annual Calendar of Outings and

other events for the coming calendar year, prior to the start of calendar year.

3.3.3.2. Maintain up-to-date medical records on each scout and applicable adults.

3.3.3.3. Obtain lists of Scouts planning to attend outings, deposits, payments, permission slips, etc.

3.3.3.4. Coordinate with the Treasurer and SM or an outing’s adult advisor.

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3.3.3.5. Work closely with and oversee the Transportation, Tour Permit, Emergency Contact, and

Summer Camp Coordinators.

3.3.4. Training Chair will:

3.3.4.1. Keep records of adult training and expiration dates to facilitate information for Tour Permits

and other requirements that need trained adults.

3.3.4.2. Submit records to Unit Commissioner as needed.

3.3.4.3. Notify the committee of expired Youth Protection Training.

3.3.4.4. Keep adult leaders informed of training opportunities.

3.3.4.5. Encourage all parents and committee members to take advantage of training opportunities.

3.3.5. Community Service Coordinator will:

3.3.5.1. Work closely with AC and SM to ensure enough community service

opportunity are provided for scouts both individually or in a group.

3.3.5.2. Ensure that the service fulfills the ranking or merit badge requirement

3.3.5.3. Report the following during committee meeting:

3.3.5.3.1. Upcoming events.

3.3.5.3.2. Past events that occurred since the last meeting.

3.3.5.4. Work with SM and Outdoors Activity Coordinator to ensure the Annual

Calendar of Outings has at least one Troop Good Turn Service event planed

each year.

3.4. Committee (Non-Executive) Board Officers. The TC may have additional honorary officers that are not on the EB, but still provide a vital function. All

Officers will be Members of Committee (reference section 2.2.1.2), but may include the SM or ASM. They

will perform their duties as described below:

3.4.1. Fundraiser Chair will:

3.4.1.1. Organize events to raise funds for the troop or toward individual scout accounts.

3.4.1.2. Obtain proper approvals from the Committee prior to initiating paperwork or signing

any agreements.

3.4.1.3. Coordinate with the Treasurer on distribution of commissions.

3.4.2. Equipment Chair will:

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3.4.2.1. Supervise and help the troop procure camping equipment.

3.4.2.2. Work with the Quartermaster (each Patrol Leader) on inventory and proper storage and

maintenance of all troop equipment.

3.4.2.3. Make periodic safety checks on all troop camping gear, and encourage safe use of all

outdoor equipment.

3.4.2.4. Work closely with the SM and Outdoor Activities Chair.

3.4.3. Scouting for Food Representative will:

3.4.3.1. Coordinate an annual food drive for the unit and report the result to the committee.

3.4.4. Friends of Scouting (FOS) Representative will:

3.4.4.1. Conduct the annual FOS campaign to enroll family members and adult leaders in FOS

3.4.4.2. Give recognition to contributors and enrollees.

3.4.5. Scout Parent Unit Coordinator will:

3.4.5.1. Welcome parents, keep them informed, and encourage them to help with at least one specific

task or project each year.

3.4.5.2. Obtain written permission from Parents/Guardians allowing the posting pictures of each scout

on various social media include the troop’s website.

3.4.5.2.1. Images may be used by other various source including volunteer organizations that

Troop 170 does service work for.

3.4.6. Roundtable Representative will:

3.4.6.1. Attend monthly District Roundtable meetings and report to the TC.

3.4.7. Webmaster will:

3.4.7.1. Keep the troop web site updated with current troop information.

3.4.7.2. Work with scout Webmaster and Historian to gather troop information.

3.4.7.3. Coordinate with and report to the TC.

3.4.8. Public Relations Representative will:

3.4.8.1. Inform parents of their responsibilities in Scouting and with the chartering organization.

3.4.8.2. Provides news and announcements about the unit to newspapers, bulletins of sponsors, web

sites, etc.

3.4.8.3. Promotes and stimulates service projects, Scouting Anniversary Week, Scout Sunday or Scout

Sabbath, and family participation in unit events.

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3.4.8.4. Works with the Recruitment Chair to promote new membership and let people in the

neighborhood know that scouting is available.

3.4.9. Chaplain will:

3.4.9.1. Encourage and advise Scouts in earning their appropriate religious emblems.

3.4.9.2. Provide a spiritual tone for troop meetings and activities.

3.4.9.3. Give guidance to the Chaplain Aide.

3.4.9.4. Promote regular participation of each member in the activities of the religious organization of

his choice.

3.4.9.5. Visit homes of Scouts in time of sickness or need.

3.4.9.6. Give spiritual counseling service when needed or requested.

3.4.10. Ceremonies Coordinator will plan all ceremonies.

3.4.10.1. Coordinate all parties involved.

3.4.10.2. Set the agenda.

3.4.10.3. Assign rolls.

3.4.10.4. Work with guest speakers

3.5. Special Committees. Special Committees may be appointed by the Committee Chair for purposes of:

3.5.1. Nominating Officers and Coordinators.

3.5.2. Amending bylaws.

3.5.2.1. The Bylaws Committee will review and update the Bylaws on an annual basis, propose

changes, and present them to the TC for discussion and approval.

3.5.3. Discipline

3.5.3.1. The Disciplinary Committee is appointed by the Committee Chairperson for a Disciplinary

Review Conference and consists of three to five active committee members to make

decisions on suspension, dismissal, or other disciplinary measures to a scout. In the event of a

tie, the Committee Chairperson will cast the determining vote.

3.6. Committee Member Approvals/Elections. 3.6.1. Committee members volunteer for their positions and are approved by the Executive Committee.

3.6.2. Should two or more persons’ desire to fill a committee position, an election by secret ballot will be

held. The final written ballot will be prepared by the Troop Secretary.

3.6.3. Election of the Officers will take place at Committee meetings or special meetings.

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3.7. Terms of Office. 3.7.1. The terms of office are for one term.

3.7.1.1. Except Commettee Chair (reference section 3.7.5)

3.7.2. All terms will be served from January 1 through December 31.

3.7.3. In the absence of a replacement, the incumbent can continue to serve in the position contingent on

approval of the committee.

3.7.4. Individuals my be removed from Officers or Committee Positions, except Committee Chair, if one of

the following is met:

3.7.4.1. One half of EB vote to remove with justifiable cause.

3.7.4.2. Two-thirds of TC vote to remove with justifiable cause.

3.7.4.3. The Chartering Organization Representative elects to remove with justifiable cause.

3.7.5. The Commettee Chair position is indefinite unless one of the following is met:

3.7.5.1. One half of EB and Two-thirds of TC vote to remove with justifiable cause.

3.7.5.2. The Chartering Organization Representative elects to remove with justifiable cause.

3.7.5.3. By retirement.

3.8. Resignations. 3.8.1. Any officer submitting a resignation shall provide four weeks’ notice, whenever possible, to the TC,

and shall assist in the recruitment and training of a replacement.

3.9. Voting.

4. Troop Adult Leaders The Scoutmaster and Assistant Scoutmasters are NOT formal members of the committee, they are advisers

to the committee. They may attend committee meetings to communicate scout plans and to coordinate the

needs of the Scouts. This factor is important to remember during BoR because the BoR also serve as

quality checks of the Scouting program as delivered by the SM and the ASM. All leaders must abide by

BSA rules and regulations.

4.1. Scoutmaster: 4.1.1. Is selected by the Troop Committee.

4.1.1.1. Is approved by the TC.

4.1.1.2. This position is an indefinite term unless:

4.1.1.2.1. Removed by a two-thirds vote by the TC with justifiable cause (reference section 2.6).

4.1.1.2.2. The Chartering Organization Representative elects to remove with justifiable cause.

4.1.1.2.3. Or by retirement.

4.1.2. Is a role model for the scouts.

4.1.3. Is trained as BSA requires for this position.

4.1.4. Oversees Scouts in their meetings, uutings, advancement, and merit badge work.

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4.1.5. Guides and supports the Patrol Leaders Council (PLC.)

4.1.6. Responsible for working directly with the scouts to help them create the program for the troop.

4.1.7. Trains the boy leaders to run the troop by providing direction, coaching, and support.

4.1.8. Ensures that the outdoor program is carried out.

4.1.9. Works with TC.

4.1.10. Maintains good relationships with Parents/Guardians.

4.1.11. Helps develop and maintain good relationships with area Packs.

4.1.12. Provides new parent/guardian orientations. 4.1.13. Coordinates with Assistant Scoutmaster(s).

4.2. Assistant Scoutmaster(s). 4.2.1. Selected by the Scoutmaster.

4.2.1.1. Approved by the TC.

4.2.1.2. This position is an indefinite term unless removed by:

4.2.1.2.1. A simple majority vote by the TC with justifiable cause (reference section 2.6).

4.2.1.2.2. or by Scoutmaster’s request with justifiable cause.

4.2.1.2.3. Or by retirement.

4.2.2. Assist the Scoutmaster in meeting the leadership requirements as outlined by the BSA

4.2.3. Participate in troop meetings and outings

4.2.4. Promote policies of the BSA

4.2.5. Obtains training as BSA requires for this position

4.2.6. Assist Scoutmaster as needed

4.3. Other Registered Adult Leaders. 4.3.1. Support the SM

4.3.1.1. Are approved by the TC.

4.3.1.2. Permanent removal of an adult leader requires joint action of the SM and the TC with 2/3 vote

of the Executive Committee Officers.

4.3.1.3. The SM, ASM or Committee Chairthe Scoutmaster may temporarily dismiss an adult leader

from a meeting or activity for cause, pending later review/action by the TC.

4.3.2. Are required to have unexpired Youth Protection Training

4.3.3. Are required to take minimum Training for their positions

4.4. Specific Training. 4.4.1. SM and ASM are required to take Scoutmaster Specific training.

4.4.1.1. They are encouraged to become First Aid and CPR certified, Safe Swim Defense, Safety

Afloat, Hazardous Weather, and Wood Badge Trained.

4.4.2. Committee Members are required to take TC Specific training. They are encouraged to become First

Aid and CPR certified, Hazardous Weather, Safe Swim Defense, and Safety Afloat trained.

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4.4.3. At least one adult supervisors of any activitiy must have the minimum required training for that

event, as outlined in the BSA’s “Guide to Safe Scouting”.

4.5. Merit Badge Counselors. 4.5.1. The SM will maintain the active list of District and troop Merit Badge Counselors.

4.5.2. Counselors must be registered (an additional application will be needed) with the Council and have

current YPT.

4.5.3. Blue cards will be provided by the SM to each boy to track merit badge progress and approval.

4.5.4. The Merit Badge Counselor will sign these and return them as a scout completes the requirements.

4.5.5. Parents and adult Leaders are encouraged to sign up as Merit Badge Counselors to support the

troop program.

4.5.6. Merit Badge Counselors will act according to the current version of the BSA Guide to Advancement.

4.5.7. The SM will work with the Troop Librarian to assure library is updated.

5. Financial Matters

5.1. Fiscal Year. 5.1.1. The fiscal year of the Troop shall run from January 1 through December 31.

5.1.2. In order to establish a framework for expense guidelines and revenue fundraisers, the Treasurer will

prepare an annual budget.

5.1.2.1. The budget for the following year will be presented to the Troop Committee in June.

5.1.2.2. The Treasurer will create a Budget Sub-Committee.

5.1.2.2.1. The sub-committee will be made up exclusively of Executive Board Members and SM

or his/her designated representative.

5.1.2.2.2. It should at a minimum involve the Treasurer, Chair, SM, and Secretary.

5.1.2.2.3. The sub-committee should not be any larger than eight (8) members to be productive.

5.1.2.3. After consultation with the PLC, the TC shall approve a budget no later than the TC's

September meeting.

5.1.3. The Budget will only include Troop related expenses. Individual outings will be charged based on

those who attended.

5.2. Signatures for Disbursement of Funds. 5.2.1. Due to current bank policy, only a single authorized person is needed to withdraw funds from the

troop account. This includes: all ATM, in bank, internet, phone transactions, and checks. Because of

this, the list of authorized persons will be limited to: The Chair, SM, and Treasurer. Additional

authorized person(s) may be approved by the EB with a simple majority vote (reference section 2.6).

5.3. Disbursement of Funds. Disbursement of funds will be categorized by General Troop, Outings, Fundraising, and Reimbursements.

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5.3.1. GENERAL TROOP EXPENSES 5.3.1.1. Purchases over $200 per month per family requires (pre)authorization by the Executive

Committee prior reimbursement (reference section 2.5).

5.3.1.2. Items that are covered by line items in the budget (e.g. propane, advancement material, etc.)

will be considered preapproved up to the yearly limit. Once the individual budget limits have

been reached, the Treasurer will request a special meeting to address the limit.

5.3.2. OUTING EXPENSES 5.3.2.1. All expenses for individual outings that are not covered by the budget will be paid by those

who participate in the outing.

5.3.2.1.1. If a scout signs up and does not cancel by the deadline, or find a replacement scout, he is

responsible for his share of the outing. He will pay his pro-rata portion of the general fee

(including gas/tolls) & any special fees that were paid for, in his name. He is also

responsible for any family member unless they meet section 5.3.2.1.2.3.

5.3.2.1.2. General Fees are defined as: transportation (gas) to and from the outing, tolls, campsite

fees, food (excluding restaurant and convenience stores), and firewood. General Fees

will be evenly divided between all the scouts.

5.3.2.1.2.1. In order for a vehicles transportation costs to be eligible for reimbursement, the

Outdoor/Activities coordinator or the trip adult advisor must designated that

vehicle prior to departing on the outing.

5.3.2.1.2.2. Scouts who drive up separately or in vehicles not previously designated will incur

their own transporation fees (e.g. gas, tolls, parking) The troop will not reimburse

them. All other general fees will be included.

5.3.2.1.2.3. Registered adults who are approved for the outing will have General Fee waived.

5.3.2.1.3. Special Fees are defined as add-on fees that benefit the individual. Special fees will

be paid by the individual who utilized the service that required the added expense.

Special fees might be reduced with group rates, but are still the individual’s

responsibility to pay.

5.3.2.1.4. Additional expenses might include items for a training activity.

5.3.2.1.4.1. If it is an item that can be used for future training, a request should be submitted to

the treasure for pre-approval. Otherwise it is considered an outing expense. Items

might include camp gadgets, rope, wood, or a light weight stove, etc.

5.3.2.1.4.2. Items that will be consumed during the outing are considered an outing expense.

These items need to be itemized prior to the outing, and the cost estimate included

in the outing announcement to provides the boys with a max cost for the trip.

Example of some consumables include: material for a fire starter or first aid kits,

hand warmers or emergency blankets.

5.3.3. FUNDRAISING During fundraising activities, certain expenses are necessary to prep and operate the activity.

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5.3.3.1. Purchases over $100 per month per family requires (pre)authorization by the Fundraising

Committee prior reimbursement (reference section 2.5). If a sub-committee is not formed, the

Executive Committee will assume the responsibility.

5.3.3.2. Items that are covered by line items in the fundraising budget (e.g. propane, fence, city fees,

etc.) will be considered preapproved up to the yearly limit. Once the individual budget limits

have been reached, the Treasurer will request a special meeting to address the limit.

5.3.4. REIMBURSEMENTS 5.3.4.1. For reimbursement, a digital itemized reimbursement form with receipts images must be

provided to the Treasurer for all expenses.

5.3.4.2. All reimbursement requests must be submitted to the Treasurer by the last day of the month

following the expenditure.

5.3.4.3. You may not combine reimbursement requests for multiple outings, multiple individueals, or

for personal expendutires and troop expenditures. You must submit separate reimbursement

request for .

5.3.4.3.1. Each outing

5.3.4.3.2. General expenditures on a monthly basis

5.3.4.4. When you are responsible for using troop money (e.g. Troop ATM, check, bank withdrawl,

etc), you must also complete a reimbursement request per the instructions above.

5.3.4.5.

5.3.4.6. Failure to do so may result in your privileges to utilize troop funds being suspended

or revoked.

5.3.4.6.1. Decision will be voted on by Executive Council.

5.4. Re-Charter/Joining Fees. 5.4.1. Fees will include the National Registration Fee, Boy’s Life magazine subscription, and mandatory

council insurance fee. These fees are listed on the annual budget.

5.4.2. Those youth and adults joining after January 1st will have their fees prorated on a monthly basis per

the BSA adult and youth application forms with the exception of the insurance fee which is ½ the

yearly rate for less than six months of registration (registration active after July 1st)

5.4.3. Adult registration fees will be paid by the troop for Executive Committee members and other

committee members as approved by the Committee. Fees should only be paid for those adults that

are actively serving the troop in some capacity.

5.5. Dues. 5.5.1. The Troop may assess dues annually. These fees will be determined each year and approved in the

annual budget.

5.6. Collection of: Fees, Dues, and Outings will: 5.6.1. Fees will be automatically withdrawn from the Scouts Campership funds by November 1.

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5.6.2. Dues will be automatically withdrawn from the Scouts Campership funds by November 1.

5.6.3. $30 will be automatically frozen in the Scouts Campership funds by the deadline prior to the outing.

5.6.3.1. Each outing will require a separate commitment of $30.

5.6.3.2. All special fees not paid by the scout directly for the outing will be charged to the campership

prior to outing. Fees may include guided tours, or individual rented equipment.

5.6.3.3. If the outing is known to cost more, like summer camp, the entire fee will be automatically

frozen in the Scouts Campership. Payment schedules may be used at the discretion of the

adult leader of the outing.

5.6.3.4. A scout may be denied outing privileges if enough funds are not in his campership by

the deadline.

5.6.3.5. A personal check can be used to secure each commitment if provided to the Treasurer prior to

the deadline.

5.6.3.6. The Scout will be refunded any amount not used after the totals have been calculated.

5.6.3.6.1. The unused funds will go back to the campership.

5.6.3.7. After the outing, if the amount exceeded what the Scout has already paid, the balance will be

taken out of his campership.

5.6.3.8. All special fees that are paid will be withdrawn within a week of receiving the

reimbursement form

5.7. Conflicts of Interest. 5.7.1. No Member of Committee may personally profit from a troop fundraiser, outing, or activity.

5.8. Fundraising

5.8.1. APPROVALS 5.8.1.1. Prior to entering into any agreement or signing any contract, all fundraising opportunities will

be presented, discussed, and approved by the TC.

5.8.1.2. Fundraising projects must conform to BSA policy.

5.8.1.3. A “Unit Money-Earning Application” form must be approved by the Council for any

fundraisers that do not fall under the current recognized approved fundraisers.

5.8.2. REQUIRED FUNDRAISERS 5.8.2.1. The troop, with approval of the committee may designate a fundraiser as “required”.

Participation in such fundraisers is mandatory.

5.8.2.1.1. All required or troop run Fundraising Activities (FA) should have a sub-committee.

5.8.2.1.2. The FA sub-committee should develop a budget that spells out expected expenditures

and returns.

5.8.2.1.3. The FA sub-committee will then submit the budget to the EB for approval.

5.8.2.1.3.1. Once approved, the FA will be funded with a loan from the general fund.

5.8.2.1.3.1.1. A 5% fee of net return will be paid to the troop when FA loan is repaid,

prior to disbursement of funds to the scouts. Reference Section 5.8.2.4

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5.8.2.1.3.2. It is the responsibility of the FA sub-committee to monitor and control the

FA budget.

5.8.2.2. Failing to satisfactorily participate in such a fundraiser by the scout and their family may lead

to disciplinary action or collection of replacement dues/fees to make-up for the missed

participation.

5.8.2.3. The amount should be equivalent to the share that each scout’s participation contributed to the

troops share. For example, if a fundraiser netted $6000 after scout account disbursements and

40 scout/families participated, then the non-participating scout would be expected to

contribute $6000/40=$150 in fees/dues to the troop.

5.8.2.4. Net profit will be divided according to the amount of participation a scout provided according

to the criteria set-forth by the committee or fundraising sub-committee.

5.8.3. OPTIONAL FUNDRAISERS 5.8.3.1. Scouts may participate in optional fundraisers not sponsored by the troop.

5.8.3.1.1. Scouts may participate in council fundraisers without the consent of the committee.

5.8.3.1.2. Participation in a non-council fundraiser will require the consent of the committee.

5.8.3.1.3. Proceeds earned from optional fundraisers are to be put into the Scout’s Campership.

5.9. Scout Virtual Accounts 5.9.1. The troop will keep an accounting of individual balances for each scout in the troop’s bank account.

These virtual accounts. Funds may be added to the account by cash/check deposit, proceeds from

fundraisers, or reimbursement of expenses. It is required that each scout have sufficient enough funds

in their campership to cover the costs of outings, etc. Reference Section 5.6.3.

5.9.2. The troop owns all the money in the campership.

5.9.3. The scout campership may only be used for scout activities:

5.9.3.1. Camping and activity fees

5.9.3.2. Purchasing scout equipment (uniforms, camping equipment)

5.9.3.3. Eagle project (with committee approval)

5.9.3.4. Eagle Court of Honor expenses

5.9.3.5. Paying of dues.

5.9.3.6. All expense will automatically be withdrawn from the campership.

5.9.3.7. All reimbursement expenses must be requested. See 5.3.4

5.10. Funds are forfeited to the troops general funds when a scout leaves.

Note that all money in the scout’s campership is the property of the troop! This includes cash added

by a scout’s family that is used to “seed” the account. This money is considered a donation to the troop.

This is according to the IRS rules that individuals may not benefit from non-profit fundraisers, and

because the troop will not keep a separate account for each scout.

5.10.1. If a scout leaves the troop, the balance in his campership will be reverted to the troop general fund

at the time of the next troop re-charter.

5.10.2. Leaving the troop includes

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5.10.2.1. Joining another troop.

5.10.2.2. Dismissal due to disciplinary action.

5.10.2.3. Aging out.

5.10.2.4. Leaving Scouting

5.10.2.5. Non-payment of National Registration Fee, Boy’s Life fee and council insurance.

5.10.3. See the BSA’s manual, “product_sales_guide.pdf”

5.10.4. All unpaid expenses will be deducted from their scout account prior to any reimbursement.

5.10.5. In all cases, the TC is the final arbiter on all refunds or disbursement of monies.

6. Amendments

6.1. Amendments to the Bylaws. 6.1.1. These bylaws can be amended by the Troop Committee, provided all the following conditions are

satisfied:

6.1.1.1. Approval by two-thirds of Executive Board Committee members.

6.1.1.1.1. A special meeting should be called prior to the next general meeting.

6.1.1.2. Rules for quorum are met (2.4)

6.1.1.3. Amendment was tabled for action at the previous regular meeting.

6.1.1.4. A revision to or amendment to these Bylaws shall first be presented in writing to the Bylaws

Committee for discussion.

6.1.1.4.1. The Bylaws Committee will then present the proposed amendments to the EB

Committee members for recommendations.

6.1.1.4.2. Then, at a regular Committee Meeting, the proposed amendments shall be presented in

writing and read to the membership.

6.1.1.4.2.1. A digital copy of amendments shall be provided to the entire troop.

6.1.1.4.3. At the next Committee Meeting a vote will be taken on the proposed change or

amendment after it is read again.

6.1.1.4.4. It shall pass with the approval of two-thirds of those voting with the rules of a

quorum met.

6.2. Bylaws Committee. 6.2.1. A committee appointed by the Committee Chairperson will review, update and re-approve these

bylaws on an annual basis. Proposed changes will be presented to the TC for discussion and

approval.

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7. Board of Review

7.1. Requirements. A Board of Review will be held for all rank advancements as required in the BSA handbook “Guide to

Advancement” 33088. The following is a summary.

7.1.1. A scout must complete all requirements as listed per his rank.

7.1.2. A scout must have at least one Scoutmaster Conference (SMC) during his time at each rank.

7.1.3. Scouts must ask the Advancement Chair to arrange the Board of Review.

7.1.4. See Exhibit A for procedures.

7.2. Composition of the Board. 7.2.1. A Board of Review (BoR) shall consist of at least three and not more than five adults who are not

family members or SM/ASM. Whenever possible, the Committee Chairperson or Advancement

Chair should serve on the Board of Review. If neither chair is avalible, at least one registered adult

needs to lead the BoR.

7.3. Review. 7.3.1. The BoR members must attempt to determine the scout’s attitude, experience, and acceptance of

scouting ideals as outlined in the National BSA Advancement Policy and Procedures booklet.

7.3.2. The Board of Review is not a “test”. It is an interview process which allows the scout to express what

he has learned.

7.3.3. Advancement in a BoR is not automatic and requires discussion and decision of that Board.

7.4. Decision. 7.4.1. The decision to advance the scout to the next rank is arrived through discussion and must

be unanimous.

7.4.2. All members must vote (no abstentions).

7.4.3. If the Board decides that a scout is not ready to advance, the candidate will be informed of what he

must review and achieve prior to scheduling a new BoR.

7.4.4. Additional information is available in the BSA “Guide to Advancement.”

7.4.5. The appeal procedure for a decision may also be found in the “Guide to Advancement”.

8. Standard Operating Procedures

8.1. Standard Operating Procedures. 8.1.1. SM and ASM will be responsible for the development and maintenance of the SOP, with approval of

the TC.

8.1.2. These procedures will:

8.1.2.1. Define Troop 170’s interpretation of BSA Policies.

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8.1.2.2. Will not override or disregard any clear and concise National or District Policy.

8.1.2.3. Will not override or disregard any National, State, or Local laws.

8.1.2.4. Will be reviewed yearly or any time National or District Policy has been revised.

9. Discipline

9.1. Discipline. This policy will serve as a procedure for BSA Troop 170 to follow when it finds it necessary to discipline a

scout. The basic discipline tenet of Troop 170 is for all Scouts and Leaders to live by the Scout Oath and the

Scout Law. If it is necessary to discipline a scout, the following steps will be implemented:

9.1.1. Step One: If a scout exhibits inappropriate behavior, he will be counseled –

9.1.1.1. First by a Patrol Leader or Senior Patrol Leader.

9.1.1.1.1. Provided it is not a major deviation from the Scout Oath or the Scout Law, and the

Patrol Leader or Senior Patrol Leader are not involved.

9.1.1.1.2. This will be done informally for the purpose of making it clear what infraction was

committed so the scout can correct his behavior and allow for the Patrol Method to

be in place.

9.1.2. Step Two: If the behavior is more serious, or continues:

9.1.2.1. The scout will be counseled by Senior Patrol Leader with either SM or ASM supervision.

9.1.2.1.1. Provided the Senior Patrol Leader is not involved.

9.1.2.2. This will be done informally for the purpose of making it clear what infraction was committed

so the scout can correct his behavior and allow for the Patrol Method to be in place.

9.1.3. Step Three: If the behavior continues:

9.1.3.1. The scout will be counseled formally by the SM and at least one ASM (two deep leadership).

9.1.3.2. The incident is documented by the SM, shared with the Committee Chairperson, and placed in

the scout’s file.

9.1.3.3. If the incident occurs on an outing, the SM, or adult in chargeincharge, may at their discretion

request that the scout’s parent or guardian remove that scout from the outing in a reasonable

time frame. If the parent or guardian cannot or will not remove the scout, the SM may

turn over the scout to local authorities until such time that the parent or guardian can

remove the scout.

9.1.3.4. A scout removed from an outing will advance to Step Five in the disciplinary process.

9.1.4. Step Four: If the behavior continues:

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9.1.4.1. The SM will have a conference with the scout in the presence of his parents / guardians.

9.1.4.2. The incident is documented by the SM, shared with the Committee Chairperson, and placed in

the scout’s file.

9.1.4.3. If the incident occurs on an outing, the SM, ASM, or adult in charge, may, at their discretion,

request that the scout’s parent or guardian remove that scout from the outing in a reasonable

time frame. If the parent or guardian cannot or will not remove the scout, the SM may

turn over the scout to local authorities until such time that the parent or guardian can

remove the scout.

9.1.4.4. A scout removed from an outing will advance to Step Five in the disciplinary process.

9.1.5. Step Five: If the behavior still continues:

9.1.5.1. The SM will issue a written warning to the scout and mail a copy to his home.

9.1.5.2. A copy will be sent to the Committee Chairperson who will review the matter with an

appointed Disciplinary Committee at a Disciplinary Review Conference.

9.1.5.3. The Committee Chairperson will notify the Unit Commissioner of the situation.

9.1.5.4. The SM will be empowered to suspend the scout from troop meetings or outings pending

review by the Disciplinary Committee.

9.1.5.5. During this stage, a decision should be made as to whetherwether the scout should be

suspendedsuspend for up to a maximum of six months.

9.1.6. Step Six: If the issue remains unresolved:

9.1.6.1. The Disciplinary Committee will meet to review the matter and vote whether or not to remove

the scout from the troop.

9.1.6.2. The Committee Chairperson will notify the Unit Commissioner of the situation prior to the

Disciplinary Review Conference.

9.1.6.3. The Committee may also apply other remedies but this step serves as final notice.

9.1.6.4. If the Disciplinary Committee votes to dismiss the scout, this removal will be

effective immediately.

9.2. Disciplinary Review Conference / Committee

9.2.1. A Disciplinary Review Conference should be held within two weeks of notification, but no longer

than four weeks. 9.2.2. Disciplinary Committee Members will be appointed by the Committee Chairperson. Reference

Section 3.5.3.1

9.2.2.1. The Committee Chairperson is the only one that will contact potential Disciplinary

Committee Members for the Disciplinary Review Conference.

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9.2.2.2. Adult leaders are requested to respect both the scout and the troop by not discussing this

matter outside of the Disciplinary Committee meetings by any means including verbal,

written or electronic methods.

9.2.2.3. It is the Disciplinary Committee’s goal to provide equity with the review to both the scout in

question and the troop.

9.2.2.4. If there are not at least three unbiased Committee Members to fairly form the Disciplinary

Review Conference:

9.2.2.4.1. It shall not take place.

9.2.2.4.2. The matter will then be reviewed by the Committee Chairperson with the

Unit Commissioner.

9.2.2.4.3. A decision will be made at the District level.

9.3. Inappropriate Behavior. 9.3.1. The Scoutmaster is empowered by the Committee to bypass some of the stated steps immediately

and temporarily suspend a scout from all troop activities when exhibiting gross defiance or

endangerment to self or others pending Disciplinary Committee review. The following are major

deviations from the Scout Oath and Scout Law and define unacceptable behavior:

9.3.1.1. The purchase, possession, or consumption of alcoholic beverages, illegal drugs, or tobacco.

9.3.1.2. Possession or detonation of any type of fireworks.

9.3.1.3. Fighting, hazing, or any aggressive or disrespectful behavior.

9.3.1.4. The extensive use of profanity.

9.3.1.5. The possession of pornography.

9.3.1.6. Vandalism of any type.

9.3.1.7. Willful endangerment of other Scouts or Himself.

9.3.1.8. The possession of a firearm without permission.

9.3.1.9. Theft of any type.

9.4. Reinstatement. 9.4.1. A scout who has reached Step Five on the discipline protocol and has been suspended from

activities must:

9.4.1.1. Appear before the Disciplinary Committee with a parent to apply for reinstatement at a

Disciplinary Review Conference.

9.4.1.1.1. The reinstatement of the scout is not automatic and will be determined by vote.

9.4.1.1.2. Actions that may be voted on by the Disciplinary Committee include:

9.4.1.1.2.1. Parental supervision at all activities.

9.4.1.1.2.2. Delay of rank/advancement.

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9.4.1.1.2.3. Suspension from one or more activities including meetings.

9.4.1.1.2.4. Dismissal from the troop.

9.4.1.1.3. Once the Disciplinary Committee decides on the scout’s reinstatement and defines the

conditions in writting, a meeting will be scheduled for the scout to agree to those

conditions, and sign the letter confirming to the troop his intentions prior to his next

scout function.

9.4.1.1.4. The meeting will include the

9.4.1.1.4.1. Committee Chairperson

9.4.1.1.4.2. Scoutmaster

9.4.1.1.4.3. Parent / guardian

9.4.1.1.4.4. Disciplined Scout

10. Outings

10.1. Outings. 10.1.1. Tour permits will be obtained when required by the council. The tour permit shall include all

information required by the council.

10.2. Requirements. 10.2.1. No fewer than five individuals may go on any backcountry outing.

10.2.2. Others as required by the BSA and the “Guide to Safe Scouting”.

10.3. Transportation Insurance. 10.3.1. The Outdoor Activities Chair shall:

10.3.1.1. Maintain a record of all required vehicle information.

10.3.1.2. Ensure that the troop has documentation of required insurance on file for each vehicle used to

transport scouts. This documentation shall consist of California proof of insurance.

10.3.1.3. Store this information and documentation in the troop’s electronic records.

10.4. Expenses/Reimbursements 10.4.1. See 5.3.4.

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Exhibit A

Advancement According to BSA Guide to Advancement (33088), a scout cannot be denied either a SMC or a BoR. SMC is a conference with the Scoutmaster (SM). The SM may ask an Assistant Scoutmaster (ASM) to perform the conference in his/her place, but that is at the discretion of the SM. A scout does not have to pass a SMC. It is not a pass or fail, just a conference with the Scoutmaster. "It is a forum for discussing topics such as ambitions, life purpose, and goals for future achievement, for counseling, and also for obtaining feedback on the unit’s program." (GtA 33088) A scout must have at least one SMC during his time at each rank, but it does not have to be the last item signed off, although it is desired to help ensure that the scout has completed all requirements. A scout is not limited to just one conference per rank, but the wait might be a little longer if he has already been signed off. Remember, other scouts are making request too. Priority should be given to first time conference for each rank and those under time constraints. A scout is still free to request a conference with an ASM, but unless it is approved by the SM, it does not count as a SMC. A scout must request a SMC through TroopTrack(TT) using the SMC@trooptrack.com. TroopTrack is used for verification and tracking. SM can make exception during campouts when access to TT is limited. The scout should receive a response within one week. If he does not, he should send another request to the SM and CC the Committee Chair and Advancement Chair, reminding the SM about the previous request. Like the rest of us, Scoutmasters are busy and sometimes messages get lost or forgotten. The SM should schedule the conference within a 2-weeks of receiving the request, but no more than 30 days. If the scout is aging out, he should request a SMC as soon as possible, and inform everyone he contacts how limited his time is. The scout may get priority; he should not wait until the last possible moment to request a SMC. If another week goes by with no response or the scout is denied a SMC, he is encouraged to send a message to the Advancement Chair(AC) through TT using advancement_chair@trooptrack.com. He needs to explain that two request have been made with dates, and any response he has received. The AC will review the request. Before requesting a BoR, the scout should ensure he has met all the requirements. See above for issues requesting a SMC. Requesting a BoR should go through TroopTrack(TT) using BoRrequest@trooptrack.com. The scout should receive a response within one week. If he does not, he should send another request to the Advancment Chair and cc the Committee Chair, reminding the Advancement Chair about the previous request. Advancement Chairs are busy too. The AC should schedule the BoR within a 30-day period or reply explaining why the scout does not meet the requirements for a BoR. If the scout is aging out, he should request a BoR as soon as possible, and inform everyone he contacts how limited his time is. Again he should get priority, and should not wait until the last possible moment. If another week goes by with no response or the scout is denied a BoR without merit, he is encouraged to send a message to the Chairperson through TT using Chairperson@trooptrack.com. Again he needs to explain that two request have been made with dates, and any response he has received. He should expect a response with in the week.