Girl Scouts of Northern New Jersey Volunteer Leadership Policies

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1 Girl Scouts of Northern New Jersey Volunteer Leadership Policies The Girl Scouts of Northern New Jersey (GSNNJ), chartered by the Girl Scouts of the United States of America, has been given the authority and responsibility to provide and safeguard the Girl Scout program, to serve its membership, to secure and direct personnel, to extend its membership, to develop its relationships and to finance its work. Therefore, in order for GSNNJ to adhere to its chartered responsibilities, it is necessary to strive for each and every member to support the council in its plans, objectives, goals, the financing of its entire operation and abide by the following policies. Girl Scouts of the U.S.A. References: These references apply throughout the following document. GSNNJ policies and standards are intended to supplement not duplicate GSUSA policies and standards. They need to be read together. GSUSA Policies may be found in the Blue Book of Basic Documents and Leader s Digest (2006 edition). GSUSA Program Standards, guidelines, and activity checkpoints may be found in Safety-Wise (2000 edition). In addition to GSUSA and GSNNJ policies and procedures, volunteers of GSNNJ must follow all local, state, and federal laws and ordinances. Approved by the GSNNJ Board of Directors, May 22,

2 I. Affirmative Action 1. There shall be no discrimination on the basis of race, creed, color, national origin, ancestry, disability, age, sex, sexual orientation, marital status, familial status, liability for service in the Armed Forces of the United States, or nationality. In order to ensure full equality of opportunity in all operations and activities of the organization, there shall be special efforts in affirmative action in the recruitment, selection, training, placement, and recognition of qualified individuals to volunteer positions. There shall also be special efforts to make reasonable accommodations for physical and mental limitations of volunteers and applicants consistent with performance of essential job functions and the effective operations of the business. II. Membership The Girl Scout Movement is open to all girls and adults who accept the Girl Scout Promise and Law and meet membership requirements. All girls and adults participating in the Girl Scout Movement shall be registered with Girl Scouts of the USA and individually pay the current membership dues, except those adults who are lifetime members or who are working in a temporary advisory or consultative capacity. III. Volunteer Leadership All volunteers participating in the Girl Scout Movement shall meet GSUSA membership standards and shall agree to abide by the policies and principles of GSUSA and GSNNJ. GSNNJ Volunteer Leadership Requirements: a. Complete Application for a Volunteer Position in Girl Scouting and agree to a Criminal Background Check by signing the back of the application (conducted by council staff through a GSUSA vendor). b. Receive training as appropriate for the volunteer position. All volunteers shall be given an orientation to the fundamentals of Girl Scouting as soon as possible after appointment. Within 90 days functioning in the position, all operational volunteers will complete training designated as necessary for that position. 2

3 IV. Leadership of Troops/Groups/Pathways Each troop/group must have at least one adult leader and one or more assistant leaders. Because the female role is essential to fulfilling the purpose of Girl Scouting, at least one member of the leadership team must be an adult female. When placing adults in troop/group leadership positions there must be at least two independent (non-related by blood, marriage or relationship) adults present at all troop/group meetings, events, trips, and camping activities. One adult female not related to the male by blood, marriage, or relationship and another adult female must assist a male troop/group leader. V. Anti-Child Abuse GSNNJ supports and maintains environments that are free of child abuse and neglect as defined by the Child Abuse Prevention and Treatment Act. Child abuse and neglect are unlawful acts and GSNNJ prohibits any volunteer to physically, sexually, or mentally abuse or neglect any girl member. Corporal punishment is also prohibited. As per NJ state law, if child abuse is indicated, a report must be made to the NJ Division of Youth and Family Services. The report can be made anonymously to the toll free hotline number at VI. Anti-Harassment GSNNJ does not tolerate sexual or other unlawful harassment by any employee, volunteer, vendor, contractor, consultant, customer or visitor. Harassment is a breach of GSNNJ policy, and a violation of state and/or federal law. In addition to any disciplinary action that GSNNJ may take, up to and including volunteer dismissal, offenders may also be personally liable for any legal and monetary damages. 3

4 Harassment consists of unwelcome conduct, whether verbal, physical or visual, that is based upon a person s race, color, creed, religion, sex, age, disability, national origin, citizenship, military status, sexual orientation, marital status, or other protected group status. GSNNJ maintains a strict policy prohibiting unlawful harassment and discrimination. Any volunteer who feels she/he has been subjected to harassment of any type, whether by another volunteer, staff member, or any agent of the organization, should promptly report the incident to a supervisor or the chief executive officer. The supervisor, upon receiving such a complaint, must report the incident to the President/CEO. The President/CEO will take appropriate measure to resolve or correct the situation in an expeditious manner. VII. Anti-Sexual Harassment Sexual harassment is a form of sex discrimination. GSNNJ prohibits any volunteer to sexually harass another volunteer, staff member, or Girl Scout member of the same or opposite sex. Sexual harassment may consist of unwelcome sexual advances, requests for sexual favors, and other verbal or physical acts of a sexual nature where submission to such conduct is made either explicitly or implicitly a term or a condition of an individual s position; where a placement decision is based on an individual s acceptance or rejection of such conduct; or where such conduct interferes with an individual s work performance or creates an intimidating, hostile, or offensive working environment. In accordance with this policy, GSNNJ will neither condone nor tolerate: any overt display or demonstration of sexual activity between and/or among employed staff or volunteers and girl members; any overt display or demonstration of sexual activity between employed staff or volunteers and girl members; sexual advances or sexual activity of any kind between employed staff or volunteers and girl members; use of the Girl Scout name, related activities, publications, and/or facilities as vehicles for public or private promotion of sexual orientation and/or practice; and, 4

5 infliction of sexually abusive behavior upon girl members, including sexual touching and bodily contact, exhibitionism, voyeurism, and/or involvement of girl members in pornographic materials. Any volunteer who feels she/he has been subjected to sexual harassment of any type, whether by another volunteer, staff member, or any agent of the organization, should promptly report the incident to a supervisor or the chief executive officer. The supervisor, upon receiving such a complaint, must report the incident to the President/CEO. The President/CEO will take appropriate measure to resolve or correct the situation in an expeditious manner. VIII. Finances and Bank Accounts All money raised, and earned, and other assets received in the name of and for the benefit of Girl Scouting must be authorized by a Girl Scout Council or Girl Scouts of the USA and used for the purpose of Girl Scouting. Such assets are not the property of individuals, troops/groups or service units. GSNNJ policy is that every service unit and troop/group must have a checking account opened under the council s name and tax identification number by corporate resolution. Checks should read: Girl Scouts of Northern New Jersey Service Unit Troop/Group # (leave line blank for service unit accounts) All bank accounts need a minimum of three registered adults as signers. For troop/group accounts, one signer must be the service unit manager or other designated service team member. For service unit accounts, three members of the service team, including the service unit manager, must be signers. No board members, board committee members, or staff members will be signers on troop/group or service unit accounts. Troop/group or service unit checks of $249 or lower need only one signature. Troop/group or service unit checks of $250 or more require two signatures. If a volunteer is being reimbursed for expenses, he/she cannot sign the reimbursement check. If one volunteer is signing all checks below $250, another volunteer must 5

6 reconcile the bank statement. Troop/groups credit cards are not permitted. Troop/group debit cards may only be used for payment to GSNNJ for membership registration, shop purchases, program registration, troop camping, council-wide events, or training registration. Bank statements should be sent to a designated volunteer s address and reconciled monthly. An annual financial report must be submitted to the service unit for compilation and submission to the designated membership development associate. The latest bank statement must be attached to the annual financial report. Annual troop/group and service unit financial reports must be kept for seven years (previous six years plus the current year). When troops are disbanding, the girls in the disbanding troop should decide the best use of remaining funds; suggestions include providing funds to another troop/group where the girls are going, donating a portion to the council s financial assistance fund, or paying the next year s membership dues. Absent any girl determination on using the funds, the money should be turned over to the service unit to provide start-up monies for new troops or fund service unit activities. IX. Transportation of Girl Scouts Drivers of private passenger cars and vans transporting Girl Scouts must be at least 18 years old, be appropriately licensed to operate the vehicle being used, have demonstrated experience or training with the vehicle, and have documented safe driving experience. The vehicle must be properly registered and insured with minimum auto liability insurance limits of $100,000 each person / $300,000 each accident. Each person must have his or her own seat and is buckled into his/her own seat belt. Girls under the age of 12 should sit in the back seat and all NJ car seat laws must be followed. Enough space for luggage and equipment must be provided and it must be stowed securely. All vehicles must be equipped with a first-aid kit and any federal or NJ required safety equipment. 6

7 Troop/groups and/or service units can contract buses for a Girl Scout troop but the contract must be signed by a Regional Director of GSNNJ or the President/CEO. Any bus company being contracted by Girl Scouts of Northern New Jersey must carry a minimum of $5,000,000 liability insurance on its vehicles and show GSNNJ as additionally insured. Buses transporting members out of state must be Department of Transportation certified and hold a special license from the State of NJ. Personal and group gear must be stored in undercarriage storage compartments or transported in a separate vehicle. X. Insurance GSNNJ will provide a certificate of insurance coverage to any facility being used for Girl Scout purposes. Girl Scout volunteers must request a certificate of insurance prior to using any outside facility, vendor, contractor, etc. The policy must carry a minimum of $1,000,000 general liability insurance coverage and GSNNJ should be listed as an additional insured. Before requesting the certificate, check the council website at to see if the facility is currently on file. XI. Sponsorship When troops are sponsored, there must be an annual written agreement signed by a representative of the sponsoring group(s) and by the troop organizer or leader. Sponsoring groups must have a mission and practices that are not in conflict with those of the Girl Scout Movement. Sponsorship is intended to build a partnership between GSNNJ and the community and support may take many forms including space for meeting/activities, services, and supplies (gifts-in-kind). Troops/groups cannot solicit monetary contributions as a form of sponsorship and must adhere to the GSNNJ Advancement Policies approved January 2008 by the Board of Directors. 7

8 XII. Use of Facilities by Outside Groups Groups using the property and facilities of GSNNJ must have a mission and practices not in conflict with those of the Girl Scout Movement. Groups must provide the council with sufficient evidence of general liability insurance (minimum of $1,000,000) and a hold harmless agreement. If the lessee is a corporate or business group that will bring employees onsite, evidence of workers compensation insurance is also required. All policies, rules and regulations of the GSNNJ apply to any group using council property or facilities. XIII. Smoking and Alcohol Use Smoking is prohibited in all GSNNJ properties, facilities, and vehicles. Anyone in the presence of girl members should not smoke. Alcohol is not permitted at any girl activity. XIV. Product Sales All troops/groups shall participate in the annual council sponsored product program sales fall QSP/nut and the winter/spring cookie program. Troops/groups that do not participate in the two council sponsored product program sales will not be granted permission for any money earning activities. Proceeds from all council sponsored product sales shall be divided between the council and the troops. 8

9 XV. Activity Approval Written permission from a parent or guardian is obtained for participation in Girl Scouting. When activities take place outside of the scheduled meeting place, involve overnight travel, or focus on sensitive or controversial topics, parents and legal guardians are informed and asked to provide additional written consent. Troops/groups conducting activities outside of the scheduled meeting place, date, or time must compete a Troop/Group Activity Approval form and submit it to the designated service team member. Service Units conducting service unit wide activities must complete an Activity Approval form and submit it to the designated staff member. XVI. Appointment Troop/group leadership positions are appointed annually for a one year term and can be reappointed annually after a satisfactory or better performance evaluation. Service Unit Managers are appointed by the Membership Development Associate or Regional Director for a two year term and can be reappointed for one additional two year term after a satisfactory or better performance evaluation. All operational volunteers will receive a position description. 9