Troop 111 Committee Jobs

This is the complete list of Troop Committee jobs for current Troop operations. With the rapid increase in the size (and complexity) of the Troop, each of these positions must be filled in order to maintain a quality program.

Each position is as specific as possible with respect to actual duties, intensity level (scaled 1 to 10), frequency (also scaled 1 to 10) and approximate time frame. Most positions are "stand alone;" others require recruitment of additional personnel for specific activities. All require some level of cooperative interaction with other Committee members. A few require (rare) attendance at District meetings. Finally, formal District and/or Council training is available for several of these positions; for these, the volunteer is asked to attend said training [Note that all training fees are reimbursed by the Troop].

The positions are listed randomly.

1. POSITION: Troop Registration Coordinator
   INTENSITY: 3   FREQUENCY: 3   TIME FRAME: January - February
   DUTIES: Establish Troop Registration Fee for all members of 111; prepare and send individualized mailings to all families detailing their fees. Maintain a payment list. Collect fees. Relay all checks to the Troop Treasurer. Coordinate with the Troop Accountant on families using Troop Credit for their registration fees. Coordinate on any problems with the Committee Chairman.

2. POSITION: Uniform Exchange Coordinator
   INTENSITY: 3   FREQUENCY: 2   TIME FRAME: All year
   DUTIES: Upkeep of the Troop Uniform Exchange. Organize and maintain uniform inventory. Acquire and renovate incoming uniforms (clean, cut off extraneous patches, repair as necessary, size, place in inventory); maintain inventory of standard Troop 111 patches for uniforms. Relay checks to the Troop Treasurer for Scouts buying uniforms. Coordinate with the Troop Accountant on families using Troop credit to purchase uniforms. Follow up departing families to acquire uniforms. Make house available on a regular basis for Scouts for uniform fitting.

   With the rapid increase in the size of the Troop, this job can be expected to get fairly busy. The uniform exchange would preferably be maintained at the Coordinator's house, but could be kept at the Troop office if the Coordinator would be willing to work during Troop meetings. As everyone is doubtless aware, the troop is constantly attempting to acquire new and used uniforms off the open market.

3. POSITION: Poinsettia Sale Coordinator
   INTENSITY: 6   FREQUENCY: 2   TIME FRAME: November - December
   DUTIES: Coordinate our use of the Parish Center on December's "Donut Sunday;" usually the first weekend in December. Coordinate delivery of Christmas Wreaths from Sherwood Farms in time for the sale. Purchase and organize deliveries of Poinsettias from local nurseries. Organize set-up of Hall for sale. Organize schedule of Scouts and Adults for the sale, all Masses. Keep time records for all participating individuals. Coordinate advertisement(s) (and eventual Thank You notice) for the Church Bulletin and announcements from the Altar for 3 weeks prior to and including the Sale weekend. Relay all receipts to the Troop Treasurer. Pay off all accounts. Help Scoutmaster establish recommended payments for all participating Scouts. Inform Scoutmaster of all results. For this job, it would be an excellent idea to recruit a formal assistant to share the tasks. It is recommended that this position be taken by someone with experience in one of our previous sales.

4. POSITION: Summer Camp Coordinators [2 Positions]
   INTENSITY: 8   FREQUENCY: 4   TIME FRAME: February - July
   DUTIES: Make/confirm our reservations with the Council. Attend all District summer camp meetings (usually 1 or 2). (If any are held,) attend the District Round Table meetings giving Summer camp "hints". Make all necessary deposits and payments in person at the Council Office, on time. Coordinate with incoming 2nd year Webelos Scouts/Parents from February on regarding their sons' potential attendance at summer camp. Forward Troop Summer Camp guides, permission slips, medical forms to all attending Scout and Webelos families. Collect all summer camp fees. Relay checks to the Troop Treasurer; coordinate with the Troop Accountant on families using Troop Credit for their Summer Camp fees. Arrange, set up and coordinate the summer camp orientation meeting (along with the Scoutmaster). Work with the Transportation Chairman to arrange adequate transportation to and from Goshen. Pre-collect as many necessary forms as possible prior to departure. Recruit sufficient Adult Leadership (1 Adult for 5 Scouts) through the week.

   For departure day, recruit the Personnel Coordinator, Forms Coordinator, Banker and Equipment Coordinators. Provide directional assistance for families wishing to visit during the week. Be the overall coordinator in charge of "last-minute" end-of-week visits to eliminate (if necessary) any duplicate driving. Set up and participate in the post-summer camp Adult Leader debriefing session(s). It would be preferable for at least one of these two positions to be filled by a Committee Member with prior experience with Summer Camp.

5. POSITION: Troop Accountant
   INTENSITY: 6   FREQUENCY: 4   TIME FRAME: All Year
   DUTIES: Maintains Troop ledgers and accounts. Responsible for collecting and reconciling all receipts for all activities. Keeps track of Troop Credit accounts, both Scout Family and Scout Personal. Forwards summaries of said accounts to the Scoutmaster for publishing in the "Scoutmaster's Minute." Authorizes Troop checks for payment of Troop expenses. Reconciles financial difficulties.

   This position is essentially a "Finance Officer," and is primary among those persons (Scoutmaster, Treasurer, Accountant and Fundraising Coordinators) making up the Troop Finance Subcommittee. It would be useful (but not critical) to have some rudimentary accounting background. Computer literacy in any standard database program would also be very helpful.

6. POSITION: Board of Review (BoR) Coordinator
   INTENSITY: 2   FREQUENCY: 6   TIME FRAME: Approximately every other month
   DUTIES: Become an expert on Scout Advancement Requirements. Also on Scout Uniforming. Recruit and help train 4 - 6 additional Adults and Senior Scouts (especially Eagle Scouts) for the bimonthly BoR. The Troop already has several Committee members and Senior Scouts with BoR experience. Run the Boards. Forward required (signed) paperwork to the Scoutmaster. Attend any District Round Table Meetings discussing BoRs and Scoutmaster's Conferences (rare). Attend any Troop Committee Seminar training sessions on same (max: once/year). Interact with the Scoutmaster on (both positive and negative) feedback from the Scouts regarding Troop operations.

7. POSITION: TroopCommittee Meeting Secretary
   INTENSITY: 2   FREQUENCY: 6   TIME FRAME: All Year
   DUTIES: Attends all Committee Meetings. Takes Minutes. Types up and forwards to the Scoutmaster (in a timely manner) for publishing. Gets a replacement if unable to attend a specific meeting.

8. POSITION: Committee Meeting Coordinator
   INTENSITY: 2   FREQUENCY: 6   TIME FRAME: All Year
   DUTIES: Works with the Scoutmaster and Committee Chairman to establish formal dates for Committee meetings. Gets permission from the Rectory on use of the Parish Center for meetings. Establishes telephone tree reminders for all meetings. If refreshments are determined to be desirable for Committee meetings, recruits separate "hosts" for each meeting, possibly recruit residences for Committee meetings. Primary contact for "emergency meetings," should any ever be required.

9. POSITION: Campaign Coordinator for the BSA Fundraising Drive
   INTENSITY: 4   FREQUENCY: 3   TIME FRAME: February - April
   DUTIES: Attend campaign meetings, if any. Prepare and forward individualized letters to all Troop families requesting donations. Prepare "late in the game" reminder notices for non-contributing families. Coordinate all checks. Coordinate donations via Troop Credit Accounts with the Troop Accountant and Treasurer. Forward Troop payment to the District Chairman.

10. POSITION: Scouting for Food Coordinator
    INTENSITY: 6   FREQUENCY: 2   TIME FRAME: November
    DUTIES: Attend any District SFF Meetings. Coordinate with the Scoutmaster on areas to be covered and required personnel (Scouts and Adults). Coordinates the acquisition of as many leftover campaign signs as possible from the November election for preparing SFF reminder signs. Recruit necessary Adult monitors/drivers and Scouts for both Saturdays of the campaign. Gets and xeroxes the Informational Insert Flyer from the Scoutmaster. Acquire SFF bags. Prepare routes and maps. Coordinate disbursement activities (bags, flyers, routes, maps, etc.) on Saturday I. Coordinate preparation of reminder signs. Recruit 2 Adults/4 Scouts to install reminder signs mid-week. Follow up on signs and repair vandalism damage. Coordinate collection activities (routes, maps, Collection point, etc.) on Saturday II. Keep time records for all participating individuals.

11. POSITION: Scout Mass Coordinator
    INTENSITY: 4   FREQUENCY: 1   TIME FRAME: February
    DUTIES: Coordinate Scout Mass with the Rectory (should be on the February Donut Sunday). Establish Mass, reserve pews in the Church, and attempt to get permission to use Troop Altar Boys and Readers, all in Scout Uniform, for the Mass. Place invitational/informational notice in the Church Bulletin for at least the two weeks prior to the Mass. Send out invitational letter to nearby multidenominational Troops (about 4 - 6) inviting their Catholic Scouts to participate in our Mass. Coordinate with the St. Agnes Girl Scout and Cub Scout/Webelos groups. Establish reminder telephone tree on the pre-Saturday. Arrive at least 20 minutes early at Church to reserve pews (and chase out early goers). Return reserve notices to the rectory following the Mass.

    Although there is a specific National Scout Mass date, we will go with the Donut Sunday date regardless. The names and addresses for all Scoutmasters and Committee Chairmen for all other Arlington area Troops are on file.

12. POSITION: Court of Honor Coordinators (2)
    INTENSITY: 4   FREQUENCY: 2   TIME FRAME: late Spring, late Fall
    DUTIES: Establish CoH dates with the Scoutmaster and Committee Chairman. Get permission to use the main hall in the Parish Center from the Rectory. Recruit families to provide snacks, drinks, etc. for the event. Establish a reminder telephone tree the day before. Invite members of the Rectory and Convent. If an Eagle Scout ceremony is to be included, coordinate with the family (or families) involved on additional setup. Assist in set up and take down.

13. POSITION: Troop Surveys Coordinator
    INTENSITY: 4   FREQUENCY: 1   TIME FRAME: January
    DUTIES: Responsible for the once-a-year survey survey updating all medical forms, alternate emergency phone numbers and Driver's List vehicles, and forwarding all changes to the Scoutmaster.

14. POSITION: Mass Mailings
    INTENSITY: 4   FREQUENCY: 10   TIME FRAME: All Year
    DUTIES: Collects, collates, xeroxes and mails all Troop Mass Mailings ("Scoutmaster's Minutes," Parent's Meeting Minutes, Monthly Notes, etc.) not handled by specific activity coordinators. Necessarily requires timeliness; procrastinators need not apply. All costs are reimbursed.

15. POSITION: Troop Advancement Chairman / Troop Records
    INTENSITY: 4   FREQUENCY: 8   TIME FRAME: All Year
    DUTIES: Learns to use and maintain the new Troop Records Program. Performs Data entries on a regular basis. Generates Advancement Reports for Boards of Review and other advancement, relays same to Council Headquarters. Coordinates awards (patches, cards, etc.) for Scouts. Works with Scoutmaster and Troop Scribe to maintain Advancement Charts. Purchases and maintains inventories of merit badges, rank patches, cards, etc. Maintains files on all Scouts, including Troop copies of Merit Badge cards. Prepares advancement lists for Courts of Honor. Computer literacy, perseverance, and a streak of perfectionism all helpful.

16. POSITION: Committee Chairman
    INTENSITY: 6   FREQUENCY: 8   TIME FRAME: All year
    DUTIES: Recruits for and fills all Committee positions. Works with the Scoutmaster to establish Troop operational policies and future requirements and goals. Helps run Committee Meetings. Assists the Scoutmaster in resolving disciplinary problems or personal conflicts. Responsible (with the Chartered Organization Representative) for background checks on potential Adult Leaders. When required, institutes the search for a new Scoutmaster. Encourages committee members to get training. This individual is the Committee equivalent of the Scoutmaster - he/she is the glue that holds the rest of it together. Should have good organizational and "people" skills.

17. POSITION: Troop Treasurer
    INTENSITY: 2   FREQUENCY: 8   TIME FRAME: All year
    DUTIES: Double checks Troop Accountant's work. Final approves and cuts all checks. Makes all deposits. Maintains Troop Checking and Savings Accounts; keeps the Scoutmaster and Troop Accountant informed as to the current financial status of the Troop.

18. POSITION: Chartered Organization Representative
    INTENSITY: 2   FREQUENCY: 4   TIME FRAME: All year
    DUTIES: Maintains liason with the Pastor, the Rectory, the Principal and the School. The main communication link. Assists in resolving problems between the Troop and the Parish (if any). Solicits the Parish and School for potential service projects, including Eagle Scout Projects. Assists in background checks of new Adult Leaders. Should always be an individual with already existing strong ties with the Parish.

19. POSITION: Merit Badge Coordinator
    INTENSITY: 4   FREQUENCY: 6   TIME FRAME: All year
    DUTIES: Develops "Troop List" of Merit Badge Counselors from Troop Surveys. Actively recruits Parents and Assistant Scoutmasters, others, to be Merit Badge Counselors. Coordinates with the Scoutmaster to establish formal Merit Badge schedule for Scout Meetings. Helps coordinate "Summer Camp" Merit Badges, especially preliminary work to be done here. Should be an individual willing to spend a fair amount of time at Troop meetings. Good "people skills" helpful.

20. POSITION: Eagle Scout Overseer
    INTENSITY: 4   FREQUENCY: 4   TIME FRAME: All year
    DUTIES: Acts as the Guide for all Eagle Scout candidates. Learns the ins and outs of the entire process, particularly the paperwork. Acts as Troop coordinator for Life-to-Eagle Seminars (held once or twice a year.) Helps coordinate Eagle Scout projects and Eagle Boards of Review. Acts as liason to the Council for Eagle Scout Applicants. Helps coordinate Eagle Courts of Honor with the Parents and Court of Honor Coordinators. We realistically expect to average 4 Eagle Scouts a year for the foreseeable future. This person needs to be flexible, an empathetic counselor, and a nit-picking perfectionist - a tough combination.

21. POSITION: Camping Chairman
    INTENSITY: 6   FREQUENCY: 8   TIME FRAME: All year
    DUTIES: Works with the Scoutmaster and PLC to plan all outings. Prepares, collects and organizes permission slips. Acquires Tour Permits and Park Permits. Makes all reservations, acquires and forwards deposits. Keeps track of long-term reservation requirements (summer camp, skiing trips, etc.) Arranges transportation to and from all outings. Collects all receipts, organizes, and forwards to the Accountant. Prepares detailed how-to guides after the event for future reference, and forwards to the Scoutmaster for archiving. Does not need to be an ASM or someone who goes camping; requires good organizational skills. Maintains contacts with the PLC to develop upcoming program. Needs to be able to look down the road one full year in advance.

22. POSITION: Quartermaster
    INTENSITY: 3   FREQUENCY: 8   TIME FRAME: All year
    DUTIES: Works with the Scout Quartermasters to keep gear and Equipment closet organized and clean. Recommends purchases of new/replacement equipment, and works with the Troop Committee to acquire same. Keeps existing gear in good repair; notes immediate and future problems. This is as much a training and oversight job as it is a "doing" job; the scouts are supposed to do the work.

23. POSITION: Module Monitor
    INTENSITY: 3   FREQUENCY: 6   TIME FRAME: August - May
    DUTIES: Works with the Scoutmaster and the Merit Badge Coordinator to schedule modules and module teachers. Keeps the module boxes organized and in stock of all needed advancement supplies and handouts. Follows up with module teachers for evaluation and improvement of existing modules. Works with the Quartermaster corps to keep the Module Closet neat and organized.

24. POSITION: Service/Volunteer Hours Coordinator
    INTENSITY: 3   FREQUENCY: 6   TIME FRAME: All year
    DUTIES: Coordinates and approve all service/volunteer hours that are outside normal Troop projects (e.g., Marine Corps Marathon, Scouting for Food, Eagle Scout project, help, etc.) Works with Scouts and parents to clarify nature of service, ensures completion of work and logging of hours. Generates Certificates of completion.

Dr. Bob, SM-111

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4 June 2001