TWIN RIVERS COUNCIL, INC.
253 Washington Avenue Ext.
Albany, New York 12205-5553
(518) 869-6436
1-800-734-2721
FAX: (518) 869-6439
_______________________________________________________
I have read these procedures and policies and agree to follow
them in the execution of my duties and responsibilities as Event
Chair.
Signed_________________________________
Name________________________
Volunteer Title___________________________
Date___________________
Rev 4/16/12
TWIN RIVERS COUNCIL
BOY SCOUTS OF AMERICA
Council Activities Procedures
Contents
Procedures
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
Budgeting
Health & Safety
Insurance
Money Handling
Patches & Recognition
Planning
Printing
Refunds
Religious Services
Reservation
Sanitation
Trading Post
Critique
Supplements
A.
Attendance Roster
B.
Budget Worksheet
C.
Incident Report
D.
Council Camp Use Procedures
E.
Council Camp Checklist
F.
Insurance Claim Form
G.
Incident Report
H.
Standard Backdated Schedule
I.
Standard Equipment List
I have read these procedures and policies and agree to follow them in the execution of
my duties and responsibilities as District Activity or Event Chair.
Signed_________________________________
Name________________________
Volunteer Title___________________________
Date___________________
Rev 4/16/12
TWIN RIVERS COUNCIL
BOY SCOUTS OF AMERICA
This manual is designed to help in planning effective council events. Further, it describes the
current council policies relative to conducting events.
Budgeting: A budget must be completed at least 90 days prior to the event. This should be a
mutual endeavor between the event chairman and professional staff advisor. The professional
will submit the completed budget to the Director of Camping Services for approval. Expenses
are not authorized until the budget is approved. In establishing a budget it is recommended to
review past costs and attendance. The budget should be established with a pessimistic
attendance projection and include a $1.00 per person Administration Fee. This fee helps cover
website and online payment options. All budgets must be closed within 30 days of the event
and a final report submitted to the Director of Camping Services. DEs need to ask Accounting
for the activity cost center and posted detail to review to insure that income and expenses are
credited to the correct accounts.
Any expenses which exceed the current executive board budget must be approved by the
Director of Camping Services and the Scout Executive.
Health & Safety: The latest edition of the “BSA Health and Safety Guidebook” and the “Guide
to Safe Scouting” describe the health and safety rules for ALL Scouting events. An EMT with
current certification will be present at all overnight events. A designated area for first aid
treatment will be known to the participants.
Reliable emergency transportation and
communications should be arranged. Council Incident Reports will be in use at all events. The
Incident Reports will be returned at the council office the following business day.
Insurance: The Twin Rivers Council has purchased accident and sickness coverage for all
registered adult and youth members. The policy is secondary to a family’s own insurance
coverage and any claims must be submitted on the appropriate form. Prudent use of the
Council’s insurance helps keep the costs low. The Twin Rivers Council has liability insurance in
effect at all times. The council can provide documentation of the coverage to other
organizations, when necessary. The Accounting Specialist (Kathleen) is the point of contact for
insurance claims. The Fundraising Assistant (Amy) issues Certificates of Insurance.
Money Handling: All purchases must be pre-approved and a purchase order must be
completed and approved by the Director of Camping Services. If not such expenses will not
be reimbursed. To the extent possible, little money should change hands at an event. Most
of the business should be handled through the council office. When money is collected at an
event a field receipt is issued to the payer. All money collected, with a copy of each receipt,
and complete accounting is turned into the council office within two business days of the event.
The collection of all monies is the responsibility of the supervising professional or his designee.
Bills for approved expenses will be paid through the council office. A check request must be
submitted and approved by the Director of Camping Services to activate payment. When
incidental expenses may be incurred during the event itself the professional advisor will secure
petty cash from the council prior to the event. Cash and receipts totaling the original
issuance will be submitted within five business days of the event. The professional
staff advisor will be responsible to account for all money related to an event. YOU MAY
NEVER USE REGISTRATION FUNDS TO REIMBURSE EXPENSES!
Patches & Recognition:
Patches and other recognition can represent a significant
investment for any event. Patches should be ordered 8-10 weeks in advance to assure an
opportunity for a quote before placing the final order. The staff advisor is responsible for
obtaining three quotes for patches. Patches and other custom design items must be ordered
through the Council and delivered to the Council Office in Albany. Work through
approved vendors or the National Scout Shop, with the approval of the Director of Camping
Services in accordance with the event budget. Quantities ordered will reflect as closely as
possible the anticipated attendance. It is usually possible to order small quantities of patches
after the event if a shortage is incurred.
Planning: No event can be successful without proper prior planning. Planning begins as soon
as the event chairman is selected, about 5-6 months before the event. Besides budgetary
considerations, planning will need to provide for personnel and material needs.
The
professional staff advisor will provide planning guidance and coaching to assure that the event
committee has the tools for success. Proper and timely recruiting of a volunteer chair and staff
ensure that the professional fills an oversight role and need not be “hands on” for program
details. Backdating is done for all major events to keep important planning steps on the
calendar.
Printed Materials: Many council activities will have mailing and printing costs. Costs for
paper and postage will be included in the event budget. To the extent possible, outside
duplicating resources, when donated will help control costs. Requests for printing and mailing
projects done through the council office must be submitted to the Director of Unit Service
(DUS) at least two weeks prior to the desired completion date. Care should be given to avoid
excess use of paper and envelopes in the request. An event flyer needs to be created and
emailed to all staff members immediately upon approval of the DFS.
Refunds: Registration for an event should be done by units. Individuals requesting refunds
for fees paid must do so before the event. Only under extreme personal emergencies will a
refund be issued for a no show. Requests for an individual refund must be made through the
council office. The staff advisor for the event will process requests for refunds. If an event has
a non-refundable deposit, this must be taken into consideration. For other major activities,
such as a jamboree, special refund policies will be established. When registration is conducted
for an event through units, all fees should be settled at check in, thus eliminating the need for
any refunds. The patches and recognition items issued to a unit will include pieces for no
shows for whom fees have been submitted.
Religious Services: All overnight weekend events should include opportunities for the
participants to observe their religious customs. Sufficient prior planning is required to make
necessary arrangements Proper facilities will be needed to hold the services.
Sanitation: All event locations need to provide for the disposal of human wastes. Where
possible facilities should be chosen where bathrooms, toilets, latrines, privies, or outhouses are
already present. Port-a-johns should be used prudently in accordance with the approved
budget and Health Department regulations. Where unit camping is involved a “pack-it-in packit-out” philosophy should be applied to trash disposal. In other cases trash receptacles will be
needed, but care should be given to avoid additional disposal costs. Recycling is the law in New
York and many other states.
Trading Posts: At some events Scouting paraphernalia and edibles may be sold. The
professional advisor may make arrangements for staff from the National Scout Shop to bring
and sell items. If a food concession is operated it must be well planned and included in the
budget. Perishable foods represent an investment risk and can mean a financial loss if the
quantity or storage is wrong.
Critique Report: A written critique is required after each activity to make suggestions for
improvements while they are still fresh in our minds. Meeting with the committee to get their
input is suggested. Complete Activity Critique Form.
TWIN RIVERS COUNCIL
BOY SCOUTS OF AMERICA
Activity Attendance Roster
Troop Number: ___________________
Event: __________________________
District: _________________________
Date: ___________________________
Leader Roster:
SM
(Name*)
__________________________
__________________________
__________________________
Youth Roster:
ASM ____________________________
__________________________
__________________________
(Name*)
Patrol: __________________________
PL
__________________________
APL
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
Patrol: __________________________
PL
__________________________
APL
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
Patrol: __________________________
PL
__________________________
APL
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
Patrol: __________________________
PL
__________________________
APL
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
__________________________
Junior Leaders:
SPL
JASM
__________________________
__________________________
__________________________
ASPL
__________________________
__________________________
__________________________
Total Youth: _______________ @ $______________ = $ _____________________
Total Adults: _______________ @ $______________ = $ _____________________
Total Paid: = $ __________________________
*Include emergency telephone numbers or bring health histories of the attendees.
TWIN RIVERS COUNCIL
BOY SCOUTS OF AMERICA
Procedures for use of Twin Rivers Council
Properties for Activities and Events
1. Definition of Event: A scheduled activity such as: training courses, camporees,
klondikes, merit badge fairs, olympics, rallies, etc., involving more than one unit.
2. Procedure for Reservation: The council representative is responsible for
submitting a camp use or facility use application form for use of the property and
reserving the facilities desired. All reservations for council events, especially on
council property, should be submitted at least 1 year in advance to avoid
conflict.
3. Pre-Planning Meeting: To insure adequate support is available and that plans
are developed for such items as information signs, traffic control, first aid, parking,
fires, garbage disposal and clean-up, it is required that the event chairman and the
professional advisor meet with the camp ranger and campmaster coordinator at
least 30 days prior to the event. At this meeting additional needs can be
discussed and reviewed.
4. A $2.00 per person facility fee must be built into the Activity budget. This fee
includes rental of a camp building mutually agreed upon by the Activity Committee
Chair for the event and Camp Management that is appropriate for the size and
purpose of the event.
5. Day Camps held on Council Properties will be charged a $2.00 per youth fee for
expenses incurred using camp facilities.
6. The council Administrative Staff will forward to the event chairman a checklist to be
used and a reminder that the meeting at camp should take place no later than the
date on the checklist.
7. The campmaster coordinator will insure adequate campmaster coverage of the camp
is arranged.
8. These requirements apply to all events, one day or longer.
Check List for Council Activity
For Use On or Off Council Properties
1. Name of Activity ________________________ Date:________________
 Rotary Scout Reservation
 Camp Boyhaven
 Camp Bedford
Other_
 Camp Wakpominee
 Woodworth Lake
2. Application in Scout Service Center*
_______________________
3. Pre-Planning Meeting Date
_______________________
______________________
4. Event Requirements:
Assigned To:
A. Information Signs
_______________________
B. Traffic Control
_______________________
C. Parking Control
_______________________
D. First Aid Set Up
_______________________
E. Fire Permits
_______________________
F. Cooking Needs
_______________________
G. Garbage Disposal
_______________________
Extra dumpster ordered, if needed _______________________
H. Cleanup Detail
_______________________
5. Program Needs:
A. Campfire Area
B. Activity Field
C. Orienteering Field
D. Archery Range
E. Aquatics
F. Other
_______________________
_______________________
_______________________
_______________________
_______________________
_______________________
6. Campmaster Coverage*
7. Reviewed by:
____________________________
Event Chairman
*Required if on council property
_______________________
Camp Ranger
Sample Planning Backdating Calendar
01/23/75
Event: Tricentennial Camporee
Date: July 4, 2076
_____ February 4, 2076
Chairman recruited
_____ March 6, 2076
Location established
_____ March 26, 2076
Committee organized
_____ April 5, 2076
Budget & Program set
_____ April 20, 2076
Fliers prepared & sent to units
_____ May 20, 2076
Awards and supplies ordered
_____ May 20, 2076
First aid & sanitation arranged
_____ June 4, 2076
All staff recruited
_____ June 19, 2076
Media publicity arranged
_____ June 29, 2076
All supplies secured
_____ July 6, 2076
Thank you’s sent
_____ July 9, 2076
Final finance & participation report
Standard Camporee Supplies
_____
American Flag
_____
Flagpole
_____
Propane/ Fuel/Charcoal*
_____
District Sign
_____
Registration Sign
_____
Trading Post Sign
_____
First Aid Sign
_____
Registration Sheet
_____
First Aid Kit
_____
Dining Fly & Poles
_____
Folding Table
_____
Chairs
_____
Lantern/Light
_____
Schedules
_____
Patches
_____
Ribbons
_____
Awards
_____
Cash Box
_____
Change
_____
BSA Field Receipt Book
_____
Markers*
_____
Tape
_____
String
_____
Rubber Bands
_____
Calculator
_____
Extension cord
_____
Coffee Pot
_____
Coffee & Supplies
_____
Cups*
_____
Garbage Bags*
_____
Paper towels*
_____
Leaders Cracker-barrel
____
TRC Incident Report Forms
____
Poster Board
_____
Special Program Equipment
_____
_____
_____
_____
_____
_____
_____
_____
_____
* Check with Tom Blackmon for Donated Supplies first before you purchase these
TWIN RIVERS COUNCIL
BOY SCOUTS OF AMERICA
BUDGET PLANNING AND ACCOUNTING FORM
Name of Event
Date of Event
Income Acct. #
Type of Event
Expense Act. #
Suggested Minimum Fees
Camporee $8 Day Event $6 Cub Event $5
Income Source
1. Youth Fees ____ @ $_______
2. Adult Fees ____ @ $_______
3. Donations
4. Extra Patches sold @ ______
5.
TOTALS
Anticipated
$
Expenditures
1. Printing
2. Postage
3. Facility Fee
4. Administrative Fee
5. Labor
6. Patches (must be approved and ordered through Council)
7. Activity Insurance(if required)
8. Literature
9.
10.
TOTALS
Final Accounting Approved:
Director of Camping Services:
Actual Income
Actual Expenditures
( ) Surplus or ( ) Deficit
Budget Prepared By Volunteer Chair:
I have read and agree to the terms of this policy
$
Proposed
Budget
$
Actual
Income
Actual
Expenditures
$
$____________________
$____________________
$____________________
Date
Budget approved by: Director of Camping Services
Date
Flyer Approved for Distribution by DCS (email to all Field & Support Staff for Distribution)
____________________________________________________
______________________
Date