Committee Positions

The Committee Chairman assists the Scoutmaster with the overall program. His emphasis is administration, Troop operation and recharter. The Committee Chairman is responsible for coordinating efforts between the various Troop Committee positions and presides over the Troop Committee Meeting. He also assists with the Eagle Project/Eagle Application approval process and approves all e-mails and flyers distributed to the entire Troop.

Specific Duties:

• Organize the Committee to see that all functions are delegated, coordinated, and completed.
• Work closely with the Scoutmaster to prepare the Committee Meeting agenda.
• Call, preside over, and promote attendance at monthly Troop Committee Meetings and any special meetings that may be called.
• Secure topflight, trained people for Adult Leadership.
• Maintain a close relationship with the Charter Organization Representative and the Scoutmaster.
• Be familiar with local and national BSA policies.
• Ensure Troop representation at monthly roundtables.
• Assist in the recruitment of the best individuals available for Scoutmaster and Assistants.

The Secretary is responsible for keeping minutes of Troop Committee Meetings.

Specific Duties:

• Keep minutes of Committee Meeting.
• At each meeting, report the minutes of the previous meeting.

The Troop Treasurer maintains all Troop finances, collects dues and fees, pays Troop bills, and provides a written report of income and expenses at the regular Troop Committee Meetings. At the beginning of each activity year, the Treasurer and the Scoutmaster prepare a summary of the previous year's income and expenses and prepare a proposed budget of all projected income and expenses for the coming year, for review and approval by the Troop Committee. The Treasurer guides and assists the Committee in conducting a simple annual audit of the previous year's income and expenses.

Specific Duties:

• Handle all Troop funds. Pay bills on the recommendation of the Scoutmaster and authorization of the Troop Committee.
• Maintain Troop checking and Scout savings accounts.
• Train and supervise the Troop Scribe in record keeping.
• Supervise the Scout savings accounts.
• Lead in the preparation of the annual Troop budget.
• Keep adequate records of revenues and expenses

The Outdoor Activities Chair promotes and ensures an Outdoor Program with the goal of ten cumulative days and nights of campouts per year.

Specific Duties:

• Recruit Event Chairs and Adult Leaders for coordinating and leading, respectively, individual outdoor events.
• Promote attendance at Troop campouts, District Camporees and Summer Camp.
• Maintain a liaison with the Scoutmaster and Committee Chairmain to avoid scheduling conflicts between outdoor events and other Troop activities.
• Assist Advancement Chair with arranging annual Troop Advancement Camp.
• Assist individual Outdoor Event Chairs, as needed.
• Assist Equipment Coordinator with Troop equipment responsibilities, as needed.

The Advancement Chair is responsible for the maintenance of the official records of the Troop for Scout Advancement. The duties require him to be satisfied and certify that the requirements for each Advancement have been met, at which time he will certify the Scout eligible for a Scoutmaster Conference and coordinate a Board of Review for the eligible Scout.

Specific Duties:

• Encourage all Scouts to advance in rank.
• Work with the Troop Scribe to maintain all Scout Advancement records.
• Arrange Troop Boards of Review
• Make a prompt report on the correct form to the council service center when a Troop Board of Review is held.
• Secure badges and certificates
• Work with the Troop Librarian to build and maintain a Troop library of merit badge pamphlets.

The Training Chair is responsible for developing Adult and Youth Leaders through training programs. This includes Fast Start Training for new Parents; Guide to Safe Scouting: Youth Protection Training; Advancement Guidelines Training; Safe Scouting Guidelines Training and promoting Safe Swim Defense; Safety Afloat; Boy Scout Leader Training and Wood Badge.

Specific Duties:

• Ensure Adults and Scouts are made aware of training opportunities.
• Work with the district training team in scheduling Fast Start training for all new Leaders.
• Be responsible for BSA Youth Protection training within the Troop.
• Maintain an inventory of up-to-date training materials, videotapes, and other training resources.
• Encourage periodic Youth Leader training within the Troop and at the council and national levels.

The Chaplain is responsible for promoting the pursuit of the 12th point of the Scout Law: "A Scout Is Reverent".

Specific Duties:

• Provide a spiritual tone for Troop Meetings and activities.
• Give guidance to the  Chaplain Aide.
• Promote regular participation of each Troop member in the activities of their church.
• Visit homes of Scouts in time of sickness or need.
• Encourage Scouts to earn their appropriate religious emblems.

The Charter Organization Representative is the liaison to Grace Baptist Church. He is responsible for communication and coordination with the Church on behalf of the Troop.

Specific Duties:

• Serves as a liaison between the Troop and Grace Baptist Church.
• Provides meeting place for Troop Meetings and storage of Troop equipment.
• Maintains a close liaison with the Committee Chairman and the Scoutmaster.
• Helps recruit other Adult Leaders.
• Assists with unit re-chartering.
• Encourages service to the organization.
• Approves all Adult Leader applications.

The Communications Chair is responsible for contacting members of the Troop and/or Troop Committee as well as Parents of the Scouts for all activities such as meetings, campouts/outings, training and service events, etc. Communication is primarily made through e-mails.

Specific Duties:

• Ensure that all communications to the Troop have been approved by the Committee Chair.
• Maintains Troop e-Mail distribution list.
• Distributes all Troop-wide e-mails.

The Administrative Chair maintains the database of Troop members’ address, phone, e-mail, training, medical forms, vehicle list, and related documents, as well as assisting other Committee Members with their administrative needs.

Specific Duties:

• Conduct the Troop resource survey.
• Plan charter presentation program.
• Arrange for charter review and recharter annually.
• Keep records of Adult Leader vehicle information.
• Maintain the Troop 3:16 New Parent Guide.
• Assist all Committee members with administrative responsibilities, as needed.

The Equipment Coordinator is responsible for procurement and maintenance of Troop equipment.

Specific Duties:

• Supervise and help the Troop procure camping equipment.
• Work with the Quartermaster on inventory and proper storage and maintenance of all Troop equipment.
• Make periodic safety checks on all Troop camping gear, and encourage Troops in safe use of all outdoor equipment.

Encourages Christian Webelos Scouts to make the transition into Boy Scouts and join Troop 3:16.

Specific Duties:

• Invite all Webelos Scout families to assist with Troop Program.
• Arrange for proper welcome of Webelos Scouts graduating into the Troop.
• Conduct Parent orientation for new families.

Arranges for Troop’s semi-annual Court of Honor ceremony.

Specific Duties:

• Schedules room at Grace Baptist Church.
• Purchases or coordinate refreshments.
• Design and print program.

Fundraising Chairs

Fundraising Chairs research and recommend individual fundraising projects to meet the Troop’s financial needs.

Specific Duties:

• Determine fundraising opportunities in which the Troop can and will participate
• Ensure fundraising activities meets BSA guidelines.
• Coordinate the execution of all fundraising events.
• Obtain Troop Committee approval for all fundraising projects.
• Maintain a liaison with the Scoutmaster and Committee Chairman to avoid scheduling conflicts with other Troop activities.

Each outing is planned by an Outdoor Event Chair, who secures reservations for Troop campouts, coordinates transportation, processes tour permits and necessary paperwork required to conduct the Outdoor Program.

Specific Duties:

• Secure permission and reservations to use camping sites and facilities.
• Coordinate with the Treasurer to ensure camping fees are paid.
• Secure Tour Permits.
• Promote the Event at several Troop Meetings.
• Prepares event flyer for the Communications Chair to distribute to the Troop.
• Attend Troop Meetings when permission slips are due and collects them.
• Attend Troop Meetings when outing fees are due and works with the Troop Scribe in the collection of those fees.
• Serve as Transportation Coordinator.

See Also

• Outdoor Program
• Advancement Program
• Committee Responsibilities
• Committee Meetings
• Communications
• Finances
• Fundraising
• Training
• Event Planning
• Parent Involvement