Working together: Co-Op Troop Leadership. A guide for adult volunteers working together toward troop leadership. GirlScoutsRV.org

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1 Working together: Co-Op Troop Leadership A guide for adult volunteers working together toward troop leadership GirlScoutsRV.org

2 Table of Contents Girl Scout Program Fundamentals 3 Definition of Leadership Terms 4 Guidelines for Organizing a Co-Op Troop 5 Steps to Organizing a Co-Op Troop 6 Sample Discussion Questions 7 Suggested Roles for the Troop 8 Co-Op Troop Models 9 Advantages of Co-Op Troops 12 Opportunities and Challenges 13 Teaming Tips for Leadership 14 Appendix Troop Leader/Co-Leader Position Descriptions 16 Troop Worksheet Calendar 18 Examples of Troop Meeting Log 19 Service Unit Team Roster Form 21 Getting Started 22 Sample Family Giving Appeal 23 1

3 Dear Volunteer: Thank you for volunteering to participate in and support the leadership team of your Girl Scout troop! Adult support is vital to the experience girls have in their troop setting. This booklet is designed to help adults support their troop by providing several suggestions to meet the needs of the girls, as well as other adults involved. What is a co-op troop? The term co-op is used when the leadership team for a Girl Scout troop consists of a large group of adults. Adults create their own cooperative (co-op) leadership structure to meet their needs and the needs of their girls. The traditional troop model consists of two unrelated adults serving as troop leaders. The term troop committee is used to describe the group of supporting adults who are not leaders. This guide provides suggestions, examples, and tools for a successful co-op leadership experience. Girl Scouts what did you do today? When a girl is asked why she joined the Girl Scouts, often the answer is to have fun. Girl Scouting is, indeed, a place to have fun but as adults (volunteer leaders, parents, and community members), we want more than just fun for our girls. We want to know that what our girls are doing while scouting makes a difference. We also want to know that girls will gain the developmental skills needed to discover themselves, connect with others, and take action to make the world a better place. Girl Scouting combines activities that are fun and interesting while finding positive ways to help girls maneuver through life s pressures and conflicts. How do I use this resource? This co-op troop manual will help groups of adults learn and develop their own type of leadership. Inside there is information about planning your troop, training requirements, leadership roles and responsibilities, and much more. Your co-op troop leadership team should use this resource, as well as materials found in the Appendix, to assist you throughout the year. The River Valleys website also includes useful information, forms, and other materials for troops, leaders, and adults. 2

4 Girl Scout Program Fundamentals The Girl Scout Mission Girl Scouts help build girls of courage, confidence, and character who make the world a better place. Girl Scout Promise and Law The foundation of Girl Scouting is the Girl Scout Promise and Law, which originated in 1912 when the Girl Scouts began. The wording has been revised slightly, but the underlying meaning and goals are the same. Girl Scout Promise On my honor, I will try: To serve God* and my country, To help people at all times, And to live by the Girl Scout Law. *Persons reciting the Promise may substitute for the word God in accordance with their spiritual beliefs. Girl Scout Law I will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do, and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout. The Girl Scout Leadership Experience and Program Essentials Program Essentials is the core plan that girls and leaders use to implement the Girl Scout Leadership Experience in River Valleys. The National Program Portfolio, developed by Girl Scouts of USA has two parts, the National Leadership Journeys and the all new Girls Guide to Girl Scouting. These pieces are the foundation of Program Essentials. The program experience involves activities that are girl-led, incorporate learning by doing, and encourage cooperative learning opportunities. It meets the changing needs and interests of girls, and actively prepares them to be the next generation of women leaders. The Girl Scout Leadership Experience is based on three leadership keys: Discover girls understand themselves and their values and use their knowledge and skills to explore the world. Connect girls care about, inspire, and partner with others locally and globally. Take Action girls act to make the world a better place. This information is covered more thoroughly in adult learning opportunities at among other places. We strongly urge you to attend these training sessions to help the girls in your troop have a positive Girl Scout experience. Thanks again for volunteering your time! 3

5 Definition of Leadership Terms The following definitions for leadership terms are used in Girl Scouting. You can refer to these terms when determining positions, roles, and responsibilities within your co-op troop leadership team. The Leader (L) Primary, main, or principal troop/group adult Registers with 01 position code on the River Valleys membership form Completes required trainings Plans activities with girls Carries out plans with girls Acts as primary responsible adult for troop Attends all troop meetings (may rotate in a co-op troop structure) Can also be a coordinator (see page 10) The Assistant Leader (AL) Can be one or more assistant leaders Registers with 02 position code on the River Valleys membership form Completes required trainings Attends all troop meetings, if necessary (may rotate in a co-op troop structure) Helps leader during meetings Could complete outdoor or First Aid training to support troop The Co-Leader (CL) Registers with 01 position code on the River Valleys membership form Completes required trainings Plans activities with girls Carries out plans with girls Acts as primary responsible adult for troop, on an equal basis with leader Attends all troop meetings, if necessary (may rotate in a co-op troop structure) Can also be a coordinator (see page 10) Could complete outdoor or First Aid trainings to support troop The Troop Committee Member (TC) Can be one or more troop committee members Registers with 03 position code on the River Valleys membership form Attends and helps at occasional troop meetings (may rotate in a co-op troop structure) May do short term, but intensive, troop jobs, such as cookie program manager (specialized training required) or troop treasurer Could complete outdoor or First Aid training to support troop 4

6 Guidelines for Organizing a Co-Op Troop Before you decide how to organize your co-op troop leadership team, consider our Girl Scout guidelines for leadership and programs. Girl Scout programming includes experiences and activities that meet the needs of the girls, is based on the Girl Scout Promise and Law, and enables girls to grow and develop. The following guidelines should be used to supplement Girl Scout program standards and volunteer policies. The Girl Scouts of Minnesota and Wisconsin River Valleys policies and standards can be found in Volunteer Essentials on River Valleys website. 1. There must be at least two registered, unrelated adults with the girls every time the troop meets. Volunteers need to be carefully recruited and placed in their positions with a clear understanding of all expectations. 2. Adult volunteers must complete an online background check and the Girl Scouts of USA (GSUSA) Volunteer Orientation 3. At least one adult at each meeting must be a trained leader (complete GSUSA Volunteer Orientation and Leadership Essentials see the Troop Leader/Co-Leader position description in Appendix for more details). All adults working directly with the girls in planning and conducting the troop programs are required to be trained leaders. At least one leader from the co-op troop leadership team needs to attend a Fast Start meeting for new leaders, but does not need to be present at all of the troop meetings. The Getting Started for New Leaders document, on page 22, is a helpful tool to make sure all necessary steps to becoming a Girl Scout volunteer are completed. Refer to Volunteer Essentials, or for more training information. 4. Girl Scout programming encourages girls to make their own decisions and help plan their troop s agenda. You need to organize and commit to girl-led activities rather than depending on adultgenerated programs. This is the first step in developing girls leadership skills. 5. At least one leader/adult needs to attend monthly service unit leader meetings. The information from the meetings is then shared with other adults working with the troop. These meetings provide relevant information for leaders, girls, and families about Girl Scout events, training, and other opportunities. 6. As you organize your co-op troop leadership team, consider how to include all girls in your area who want to be Girl Scouts. Leaders need to plan for adding more girls to their troops, while staying within the appropriate girl/adult ratios established in Volunteer Essentials: Chapter Four, Safety- Wise. Chapter Four of Volunteer Essentials is produced by GSUSA and outlines necessary safety requirements and standards for Girl Scouting. Each troop receives a copy in their troop welcome kit. This document includes general safety information, as well as individual activity checkpoints for volunteers. Your leadership team needs to provide different ways for adults to support your troop. Not every adult can participate in a leadership role and membership should not be denied on that basis. Leaders can offer behind-the-scenes opportunities for these adults at a level of involvement that works for them. 7. It is important for the troop to have consistent rules, safety practices, and ways of working together even if different adults are with the troop each meeting. A consistent format for the meeting will help maintain the girls comfort level while they adjust to changing leadership. 5

7 Steps to Organizing Co-Op Troops All adults who will be involved in the co-op troop leadership team should meet, prior to working with the girls, to organize troop responsibilities and discuss how the leadership team will work together throughout the year. Note: Before holding the first co-op troop leadership meeting, each interested adult should read this booklet carefully. At the first co-op troop leadership team meeting, review and complete the following information. Share individual strengths, hobbies, education, skills, interests, and work schedules. Ask what each adult wants for their girls in this troop and what they want for herself/himself. (See page 7 for a list of suggested discussion questions) Discuss the definitions and examples of shared group or cooperative leadership presented in this booklet. Would each of them work well in your group? What other factors do you need to consider? (See pages 8-11) Identify your group s leadership roles (i.e. who will be a coordinator and how will you communicate). Create a plan to cover necessary adult functions. Refer to the troop leader position description to review all responsibilities. (See Appendix) Decide on the day, time, frequency and meeting location of troop meetings. Create a tentative year calendar of troop meetings and scheduled activities, taking into consideration events the service unit has already planned. Pencil in as much information as possible, including service-unit and council events. (See page 18 for a suggested form) Create a list of names, addresses, addresses, home, work and cell phone numbers, and other relevant information for all adults on the co-op troop leadership team. Your co-op troop leadership team might also consider connecting through Facebook, text, or other social media. 6

8 Sample Adult Interest Discussion Questions It is helpful for each adult to think about these questions before coming to their first co-op troop leadership team meeting. 1. What do you want out of Girl Scouting for your girl? For yourself? For all girls? 2. What hobbies, abilities, or interests can you share with your troop? 3. What training, education, or skills do you have that might be helpful in the management of your troop? 4. What time constraints, work schedules, or other commitments might interfere with your ability to lead this troop? 5. What is your working style? Do you prefer to work alone or as a team? Do you like phone work, paperwork, active games, etc.? (Different work styles can be challenging in a co-op troop leadership team, so identifying your style is important.) 6. What times work best for your troop to meet? Sample Troop Management Questions 1. How will decisions be made? 2. How and when will you communicate with each other? With other families/adults? 3. What times are you unavailable? 4. How will you handle last-minute changes? 5. How will you handle behavior issues? 6. How will you handle emergencies? 7. How will you handle troop money? 8. How will you handle registration and other paperwork? 9. How will you work with your own girls if they are in the troop? 7

9 Suggested Co-Op Troop Adult Positions (In addition to leadership) Coordinator: Organizes planning meetings for adults and girls, attends service unit leaders meetings, receives council office mailings, communicates information, prepares copies of the schedule, makes sure the troop kit or box of supplies changes hands at the right time, handles Program Essentials chart, keeps the meeting records up to date, etc. Completes troop meeting notes and minutes (see Other Helpful Suggestions at bottom of page). Communications Coordinator: Prepares paperwork newsletter to parents and other adults, membership registrations, rosters, troop calendar. Helps girls write the newsletter and keep a troop scrapbook. Creates and/or maintains the troop website (if applicable), and makes phone calls/sends s to families when needed (communication could be through Facebook, text, or the troop website). Financial Coordinator (Treasurer): Becomes familiar with council financial policies and procedures, opens troop bank account, keeps signatures current, tracks financial records, helps girls plan, budget and file financial records, and prepares annual financial report with May bank statements and returns it to the service unit manager or treasurer by June 15. Family Giving Chair: Assists service unit annual giving coordinator to implement the Family Giving Campaign for River Valleys. This person is responsible for coordinating the campaign on the troop level and communicating to everyone the importance of participating. (See Sample Family Giving Appeal in the Appendix, page 23) Product Program Manager: Attends product program training and handles everything connected to the cookie sale, fall product sale, and any other troop money earning activities (i.e. cookie booths). Communicates with the treasurer, coordinator, and other troop adults, as necessary. Program Coordinator: Records earned recognitions, arranges field trips, secures guests to visit with the troop, takes care of permission slips, and handles any details connected with the planned program. A program coordinator could be the person who plans the activities with the girls for the group leaders to facilitate. Transportation Coordinator: Manages all transportation for the girls and keeps a list of volunteers who can drive to activities, when necessary. Paperwork Coordinator: Keeps track of miscellaneous paperwork for the troop (field trip permission slips, healthy history forms, etc.). Other Helpful Suggestions: To keep communication open, start a notebook of meeting notes or minutes. Use either a form that can be filled in or an empty notebook with space for all meeting plans and reports. Notes regarding group management or individual behavior problems are also helpful. Be sure to note only what will be helpful to the person leading the next meeting. (See pages for examples.) 8

10 Co-Op Troop Models (Refer to page 4 for leadership terms) The following are examples of how co-op troops have worked. Your co-op troop may choose to model your leadership style after one of these samples, or you may create a different model. MODEL # 1 This Girl Scout Junior troop has 14 girls and 14 active adults. The adults are organized into four teams, or work groups, of three or four people each. Each team provides leadership for two months at a time. Each leadership team has a primary adult who functions as the leader during the time her/his team is in charge. The coordinator of each team decides who will be responsible for what tasks with their two or three co-assistant leaders. The co-op troop leadership team that will be next in charge in the rotation attends a planning meeting with the current team during the last two weeks of the two-month time span. They also attend (separately or together) at least one troop meeting during that time, so they can meet the girls and the girls can meet them. This particular troop does a good job of making sure that girl planning takes place. They also divided the 14 girls into teams of three or four. Each girl team functions as an executive planning team or steering committee, working and planning with the adult team. The adults are careful to see that the girls steering committee does not include the girls of the adult team, thinking that it will be good for the girls to work separately. MODEL #2 This Girl Scout Brownie troop has 11 girls and nine active adults. They have one primary adult who functions as leader, and six assistant leaders. The six assistant leaders rotate being helpers on an established schedule. The other two adults are committee members who share the troop product program manager responsibilities. Even though this troop has just one coordinator, it is a co-op troop because all or most of the other adults are involved. On field trips, overnights, and other extra program occasions, the coordinator recruits one or more of the assistant leaders to help. All other adults are asked to attend a meeting every two or three months to set up the schedule and to discuss current troop issues. The leader plans program with the girls. 9

11 MODEL #3 This Girl Scout Daisy troop has nine girls and nine active adults. The adults are organized into three leadership teams of three adults each. One adult is the leader for her/his group. The other two adults are troop committee members who are not involved in any planning. They simply show up for meetings to help the leader with the planned activities. The three adults who are leaders meet as needed to plan programs and decide how to involve the girls in simple decision making. Each team takes a month of meetings at a time. The adults also plan an all-troop, all-family get-together at the end of each threemonth rotation. Investiture, bridging, and other troop celebrations take place at these family gatherings. MODEL #4 This Girl Scout Brownie troop has eight girls and eight adults who are involved. The adults divided themselves into four teams of leader and assistant leader. They trade off every month, and the upcoming team attends one troop meeting before their turn to try to keep a continuity of program and group management. All adults and girls participate in a Saturday potluck and planning session at the beginning of the year where they plan half the year s programs. They schedule another planning day to put the rest of the year together and discuss summer outings. They will probably reshuffle the team to take advantage of outdoor skills and interests of a couple of the adults. 10

12 MODEL #5 This Girl Scout Brownie troop has 10 girls and nine involved adults who plan to each take a month of troop meetings. Each adult is an assistant for the preceding month s leader, so there are always two adults with the girls. Each adult s commitment is two months one month as assistant leader and the next month as leader. This system provides continuity of group management, rules, and programs with girl planning. Each assistant works with the girls to plan the next month s program when she/he will be the leader. MODEL #6 L9, L1 L8, L9 L7, L8 L6, L7 L1, L2 L2, L3 L3, L4 L4, L5 L5, L6 This Girl Scout Junior troop has 12 girls and 10 involved adults. All the adults are co-leaders and they have paired off into leadership teams of two. The girls are divided into two patrols who take turns planning with the adults what they will do next in terms of Journey activities, badges, field trips, and service projects. Each leadership team works for a month at a time. When they first started, they visited the previous team s troop meeting for continuity of program and management. Toward the end of the year, they no longer needed to do this because they became practiced at working together and with the girls. Two of the adults are outdoor enthusiasts and takes care of planning outdoor programs with the girls. 11

13 Advantages of a Co-Op Troop There are many advantages to Girl Scout troops organizing a co-op leadership team that will help you stay flexible in ways that benefit all girls and adults involved. Busy adults can be Girl Scout leaders with less time commitment Diverse group of caring and interested adults broadens the girls experience Working as a team to plan activities builds good adult relationships Girls learn about teamwork by watching it work for their troop Personality conflicts can be minimized when more adults get involved in leadership Adults see their girls working well with others Adults develop relationships with other girls and get to know their girl s friends Volunteers work in areas that make them most comfortable either directly with girls or in a supportive role Fewer problems pop up between leaders and their girls Many adults available to step in and help when one has problems Less adult burn-out Girls have more input with volunteers when it s their turn to plan a meeting 12

14 Suggestions for Successful Co-Op Troop Management There are many things to consider when organizing your co-op troop. Below are a few tips to help make this process easy and successful. Consider these suggestions during your co-op troop planning and revisit them throughout the year to make sure your troop is on track. Communicate with your troop by designating a communications coordinator, creating a troop newsletter, ing families, and providing a notebook for all meeting minutes. Be sure to communicate the purpose of Girl Scouts to the co-op troop leadership team. Adult volunteers need to be aware of service unit, River Valleys, and all troop updates. Service Unit leader meetings are a good way to receive the most up-to-date information about local events and council happenings. Our girls are very important and deserve informed, knowledgeable, and qualified leaders so that they can have the best possible experience. Training helps leaders do their job, is a vital resource, and will make their Girl Scout experience more enjoyable. Training also gives adults a solid information base to build upon. (See adult development training sessions at All leaders are faced with the same time-crunch dilemma. Brainstorm solutions with your leadership group and be creative Girl Scouting is flexible. Adults do not have the same group management and leadership skills. However, girls can learn from these differences and will do well with a diverse group of adults leading their troop. Including girls in the planning process is essential to Girl Scouting and helps build courage, confidence, and character. Using a Kaper chart will help with the girl/adult responsibilities at each meeting and encourage more girl-led activities. Consider having leaders and girls work together when it is their month to plan. The workload is seldom equal. If everyone does her/his assigned responsibilities, you can accomplish your goal. Consider breaking up the workload at the beginning of the year and adjusting duties as necessary. Flexibility is key. Teamwork can be difficult at times but the end result of your hard work makes Girl Scouts an excellent experience for the girls. Quiet girls sometimes get lost during leadership changes. Make sure this doesn t happen by using meeting notes, phone calls, and regular leadership meetings to track individual girls and make adjustments. Consider partnering up with girls who struggle with this for each meeting. 13

15 Teaming Tips for Co-Op Leadership In order to provide the best Girl Scout experience, your co-op troop leadership team needs to provide consistent information and opportunities for the girls. When everyone is on the same page and working under the same assumptions the leadership team will be able to focus on the girls. Below are a few teaming tips to consider. Everyone needs to 1. Know and agree on the purpose, mission, goals, policies, and standards of Girl Scouting. 2. Know the who, what, where, why, when, and how of your troop s organization and what resources are available to accomplish their assigned responsibilities. 3. Know their role as part of the adult leadership team. 4. Know which decisions any one person should make, and which decisions need discussion by the leadership team as a whole. 5. Learn and agree how to handle conflict appropriately and consistently, while modeling these methods for the girls. 6. Keep communication open, and agree to respect differences and accept diverse work styles. 7. Agree to seek help, when needed, from the rest of the leadership team to keep things working well. You may need to review and adjust your co-op structure to make this happen. 8. Be very careful about giving negative feedback to members of the leadership team and to the girls. Positive reinforcement brings results. Take your responsibility as a role model seriously, and remember that the girls will do what you do more than what you say. 9. Discuss expectations for group- and individual-behavior management so it is consistent and there are no surprises about discipline of the girls. It is often helpful if you do not work with your own girl. 10. Be aware of everyone else s style and their personal approach to change and planning. 11. Plan evaluation meetings to assess progress, successes, and challenges. Remember to celebrate success often. Girl Scouting should be fun for the adults, as well as the girls. 14

16 Appendix 15

17 16

18 17

19 Co-Op Troop Worksheet Calendar (Sample for Models 1, 2 and 4) Use this chart to help you schedule the day, time, and frequency of troop meetings. You can also use this chart to schedule who will be responsible for each week, and what activities your co-op troop will focus on. Month Week 1 Week 2 Week 3 Week 4 Week 5 Example: Sue Allen-L Sue Allen-L Sue Allen-L Sue Allen-L Sue Allen-L Robin-AL1 Paul-AL2 Erin-AL3 Maria-AL4 Lori-AL5 September October November December January February March April May June July August 18

20 Troop Meeting Log (Example 1) DATE ADULTS LEADING THIS MEETING: PHONE PHONE PHONE Outline of Meeting and Notes Pre-activity: Opening: Business: Planning: Main activity: Games and songs: Materials used: Closing: Notable success: Difficulties encountered and action taken: Notes about girls: Plans and materials needed for next meeting: 19

21 Troop Meeting Log (Example 2) Laying out a troop meeting Grade level Meeting goal Meeting length Time Step Description Supplies Who will lead Start-up/Arrival Opening Business Activity/Activities Snack/Treat Clean-up Closing 20

22 Service Unit Team Roster Support Personnel Name Contact Information Membership Specialist (Council staff member) Co-Leader Service Unit Manager Service Unit Organizer/Recruiter Service Unit Fast-Start Coach Service Unit Registrar Service Unit Resource Coordinator Service Unit Annual Giving Coordinator Service Unit Product Program Manager Service Unit Centennial Take Action Project Coordinator Service Unit Event Coordinator Service Unit Treasurer Troop Fall Product Program Manager Troop Cookie Manager Troop First Aider Family Giving Troop Chair 21

23 22

24 Sample Family Giving Appeal Family Giving Girl Scouts of Minnesota and Wisconsin River Valleys is a 501(c)(3) nonprofit organization with a mission to build girls of courage, confidence, and character who make the world a better place. River Valleys serves 45,000 girls each year. Many families provide support to our organization through participation as a troop leader, an involved parent/guardian, Girl Scout Cookie Program Activity coach, and in numerous other ways. Thank you! River Valleys could not achieve all of our service to girls without this needed assistance. River Valleys also asks families to invest in their girl s future and in the organization by making a financial donation. The Family Giving Campaign is an opportunity for families of currently registered girls to make a financial contribution to Girl Scouts of Minnesota and Wisconsin River Valleys. Specifically, Family Giving dollars help to fund programs, volunteer resources, equipment purchases, camp repairs, financial assistance to girls, and volunteer training. Did you know that on average it costs more than $333 a year to support the educational leadership programs and activities for one girl in our River Valleys council? The entire $12 membership fee goes directly to Girl Scouts of the USA. Troop funds are used for troop events and activities. River Valleys provides approximately $490,000 in financial assistance for girls and offers more than 1,100 council sponsored programs and events. Donations go towards materials to enrich troops and service units, to help maintain facilities, and to train over 17,000 volunteer adults. Family Giving is just one of the fundraising initiatives implemented by River Valleys fund development department to support the council. Other initiatives include gifts to the annual fund from alumnae, community members, board of directors, and council staff, grants from corporations and foundations, funding from local United Ways, in-kind gifts, and planned giving. A healthy organization must diversify its revenue sources rather than rely on one source of income. In addition, United Ways and many other donors want to know that an organization s membership also gives to the organization. How can my family support the Family Giving Campaign? Every donation counts. You can give support in the following ways: -Participate in your service unit s event or activity to aid Family Giving. -Donate online at or send in a donation with the Family Giving envelopes provided to you. -Check to see if you can double your gift through employer matching programs. -Be aware of the real cost of what it takes to support a girl in our council. -Be an advocate for Girl Scouts and the Family Giving efforts. Thank you! If you have questions or want to become more involved, please call Stephanie Klenk, annual giving officer, at or at stephanie.klenk@girlscoutsrv.org. 23

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