Boy Scout Troop 4 Potawatomi Area Council Waukesha, Wisconsin Bylaws ARTICLE I. General Section 1. Fiscal Year. The fiscal year of Boy Scout Troop 4 shall begin the first day of May and end the last day of April next succeeding. Section 2. Troop 4 shall abide by all policies and procedures of the Boy Scouts of America and the Potawatomi Area Council. ARTICLE II. Membership. Troop 4 is open to all boys 11 to 17 years of age, or have earned their Arrow of Light, or have completed the 5th grade. ARTICLE III. Dues and Fees Section 1. New Member Fees. Each Scout, upon becoming a member of Boy Scout Troop 4 shall pay a one-time New Member Fee of $35. This fee shall be used to cover the costs of the Scout's book, applets, scarf, troop t-shirt, and troop numbers. Section 2. Scout Yearly Dues. Each Scout shall pay $36 per year in dues. Dues may be prorated at the rate of $2 per month (from May 1st) if the Scout joins mid-year. Section 3. Adult Leader Yearly Dues and Fees. a. An Adult Leader that is Trained (completed Fast Start and position-specific training in addition to Youth Protection Training) will receive their t-shirt and scarf and the Troop shall pay their Council dues. b. Adult Leader Yearly Dues can be enacted by the Troop Committee on a yearly basis. Once enacted the Troop Committee can also waive Adult Leader Yearly Dues on a case by case basis. c. An Adult Leader that attends a district Round Table will receive a discount on the fees for the next outing they attend. ARTICLE IV. Meetings. Unless otherwise indicated, all meetings shall take place at 1915 MacArthur Road, Waukesha, Wisconsin at the offices of Electronic Tele-Communication (ETC). Section 1. Troop Meetings. Troop meetings shall be held three times a month. Meetings can be added or dropped as necessary by vote of the Troop Leadership. Page 1 of 7
a. Troop Meetings will be run by the Senior Patrol Leader. Section 2. Troop Committee Meetings. The Troop Committee shall meet once a month or as needed. Section 3. Patrol Leaders' Council. The Patrol Leaders shall meet in a Patrol Leaders' Council at least once a month or as needed. The Scoutmaster is to be invited to the Patrol Leaders' Council. The Patrol Leaders' Council shall be run by the Senior Patrol Leader. Section 4. Patrol Meetings. Each patrol shall meet at least once a month. This meeting may be held as part of the Troop Meeting. Each Patrol Leader shall run the meeting for their patrol. ARTICLE V. Adult Leadership Section 1. Mandatory Positions. Boy Scout Troop 4 must have one person in the following positions: Scout Master, Committee Chair, and Treasurer. The same person cannot hold two of these positions. Section 2. Scout Master. a. Work with and through adult leaders to give Scouting to the Scouts; b. Guide Scouts in the planning and running of the troop program. Cooperate with Senior Patrol Leader and Patrol Leaders in working out the details of the troop and patrol program activities. Section 3. Committee Chair. a. Organize the Troop Committee to see that all functions are delegated, coordinated and completed; b. Recruit quality, qualified adults to committee positions; c. Interpret national and local policies, rules and regulations for Boy Scout Troop 4. Section 4. Treasurer. The treasurer shall: a. Be responsible for the collection of monies for Boy Scout Troop 4 and deposit same in the name of the Troop in such bank or banks as may be designated by the Committee; b. Keep full, complete and accurate accounts of all money transactions, both receipts and disbursements, of the Troop and pay all lawful claims, liquidate all outstanding liabilities on schedule, and sign checks; Page 2 of 7
c. Budget all revenue and expenditures for the Troop and, after approval, adhere strictly to the budget; d. At the close of the fiscal year, submit the bookkeeping records of the Troop for review to the Committee and prepare the annual financial statements, and any federal and state tax returns. Section 4. Troop Committee. a. The Troop Committee shall consist of any adult leader registered with the Troop. b. Except for specific meetings, all Troop Committee meetings shall be open to any parent or guardian in the Troop. ARTICLE VI. Adult Leader Training Section 1. Youth Protection Training. All Adult Leaders MUST complete Youth Protection Training within six (6) months of becoming a leader. Youth Protection Training can be taken online or at a Boy Scout training session. Section 2. Fast Start. It is recommended that all Adult Leaders complete Fast Start or New Leader Essentials. Fast Start can be taken on-line or at a Boy Scout training session. Section 3. Position Specific Training. It is recommended that any Adult Leader with a specific position within Boy Scout Troop 4 complete any Boy Scout trainings sessions dealing with that position. ARTICLE VII. Youth Leadership. Section 1. Senior Patrol Leader. a. Run all troop meetings, events, activities and the annual program planning conference. b. Chair meetings of the Patrol Leaders' Council. c. Appoint troop members to serve in the troop's other junior leader positions (with the advice and counsel of the Scoutmaster. d. Delegate duties and responsibilities to other junior leaders. e. Assist the Scoutmaster with troop junior leader training. Section 2. Patrol Leader. a. Keep patrol members informed of decision made by the Patrol Leaders' Council. Page 3 of 7
b. Play a key role in planning, leading, and evaluation patrol meetings and activities. c. Help the patrol prepare to participate in all troop activities. d. Encourage patrol members to complete their own advancement requirements. e. Solicit ideas and concerns from patrol members so they have input to the planning and operation of the patrol. Section 3. Other Positions. Other positions, such as Den Chiefs, Scribe, Quartermaster, Trainers, can be elected or appointed by the Scoutmaster as necessary. Section 4. Elections. Election of Youth Leadership positions shall be held once every six months or twice a year. Section 5. Terms. A term is six months. A scout may hold the same position for one year or two full consecutive terms after which time he may not hold that position for at least one term. ARTICLE VIII. Youth Leadership Training. Section 1. The Scoutmaster will hold Youth Leadership Training at least once per year. Section 2. Any scout in the Troop may attend, regardless of holding a leadership position in the Troop. ARTICLE IX. Finances. Section 1. Banking Accounts. Troop 4 shall maintain a single checking account at a reputable banking institution. The checking account shall not earn interest. All money held by the Troop (in the general fund, scout accounts, etc) shall be kept in the checking account. Section 2. Potawatomi Area Council Account. Troop 4 shall maintain a positive balance in their account at the Potawatomi Area Council Unit Account. a. Troop 4 shall limit who has authority to charge against the PAC Unit Account. The Scoutmaster, Treasurer, and Committee Chair decide who has the authority to charge against the account. Section 3. Troop 4 General Fund. The general fund includes all money held by the Troop and not set aside for specific purposes (such as the scout accounts). These monies are used for the "dayto-day" operations of the Troop including but not limited to: the purchase of awards, patches, books and other materials, and equipment. a. It is recommended that the Troop have at least $500 in the general fund at the end of the fiscal year. Page 4 of 7
Section 4. Scout Accounts. Each Scout shall have a "Scout Account". a. All money earned by a Scout from fundraising activities will be credited to the Scout's individual account. b. Money in the Scout Account may only be used for Troop or Boy Scout of America (BSA) activities, Troop or BSA camping trips, and/or Scout equipment that normally would be found in the BSA equipment catalog. c. If a Scout transfers from Troop 4 to another Boy Scout unit, the balance of the Scout's account will be transferred to the new unit. Monies in the Scout's account will be held for three months for transfer to another unit. If the monies are not transferred in that time, the balance of the account will be rolled into Troop 4's general fund. 1. Transfer of funds must be approved by the Committee Chair and Charter Organization or their representative. 2. Confirmation of transfer must be received from the new unit. 3. The monies will be sent directly to the Treasurer of the new unit. 4. Instructions will be sent to the new unit regarding restrictions on use of the money. d. If a Scout leaves Boy Scouting (does not transfer to another unit), the money in the Scout's account will roll into Troop 4's general fund. e. Webelos IIs may start a Scout Account. If the Webelos II does not join Troop 4 within three months of their Pack's Crossover, the money in their Scout account will be rolled into the Troop's general fund. If the Webelos II joins a troop other than Troop 4, money can be transferred to the new unit under the above guidelines at Troop 4's discretion. (See Article IX, Section 4-c) Section 5. Leader Accounts. Each adult leader shall have a "Leader Account". a. Any refunds of fees from outings shall be credited to a Leader's individual account. b. Money in the Leader Account may only be used for Troop or Boy Scout of America (BSA) activities and Troop or BSA camping trips. c. If a Leader leaves Troop 4, the balance of the Leader's account will be rolled into Troop 4's general fund. Page 5 of 7
Section 6. Other Accounts. From time to time and as deemed necessary by the Troop Committee, other accounts may be set up for specific purposes. Such purposes might include: equipment purchases and camperships. Section 6. Reimbursements. The Troop will reimburse any Scout or adult leader for purchases of approved items. a. All requests for reimbursements must include receipts to show proof of purchase. Receipts should be signed and dated by the person requesting the reimbursement. b. The Troop has the right to refuse to reimburse any items purchased without preapproval. ARTICLE X. Fundraising. Section 1. Approved Fundraising Activities. All fundraising activities must be approved by the Troop Committee. Approval for all fundraising activities must be obtained, as necessary, from the Potawatomi Area Council in accordance with their policies and procedures. Section 2. Fundraising Proceeds. All money earned by a Scout during a fundraising activity must be credited to the Scout's account. (See Article IX, Section 4-a.) Section 3. Match Donations. Any donations made by other organizations for meeting a fundraising goal will be credited to Troop 4's general fund. Section 4. Multiple-Scout Fundraising. If multiple Scouts cooperate to fundraise (i.e.: car wash, popcorn show & sell), the monies earned will be divided evenly amongst all the Scouts participating in the event and will be credited to their Scout accounts. Section 5. Scheduled Fundraisers. Troop 4 shall hold at least two fundraisers a year, one in the spring and one in the fall. The spring fundraiser shall be held at such a time that new Scouts have the opportunity to fundraise for summer activities. Section 6. Participation. Any Scout in Troop 4 may fundraise as a part of Troop 4 fundraising activities. Additionally, any Webelos II may fundraise in conjunction with Troop 4. Monies earned by Webelos IIs will be placed into an individual Scout account for when the boy joins the Troop. If a Webelos II does not join the Troop any money earned by fundraising will be rolled into the Troop's general fund. (See Article IX, Section 4-e) Section 7. Any fundraising money that is not designated in the above sections will be credited to Troop 4's general fund. ARTICLE XI. Service Projects. Section 1. Charter Organization. At least once a year, the Troop shall participate in a service project for or in conjunction with the Charter Organization (St. John Neumann's Catholic Page 6 of 7
Church). Ideas for suitable service projects can be solicited from the Charter Organization Representative. Section 2. The Troop shall also participate in a yearly service project for or in conjunction with a Cub Scout Pack, the Council or another Scout's Eagle Project. ARTICLE X. Amendments. The Bylaws may be amended by a two-thirds vote at any meeting of the Committee. Approved: February 12, 2006 Page 7 of 7
ByLaws - Amendments ARTICLE IX. Finances. Section 8. Mileage Reimbursements. The Troop will reimburse "car" miles and "trailer" miles. a. "Car" miles will be reimbursed if the vehicle is listed on the tour permit filed with the Potawatomi Area Council and the majority of the seats are filled with scouts (not other family members). b. "Trailer" miles will be reimbursed if the vehicle is pulling the Troop trailer. c. "Car" and "trailer" miles will be reimbursed if the requirements for both are met. d. The Troop will not reimburse mileage if: a) the vehicle is not listed on the tour permit, b) a vehicle listed on the tour permit does not carry any non-related participants; c) a vehicle listed on the tour permit is not used. e. Anyone wishing to be eligible for mileage reimbursement must give the Troop their driver's license number, the make/model of their vehicle, and their insurance limits. This information must be kept current with the Troop. f. If mileage is not reimbursed by the Troop, the driver is eligible for claiming the mileage as a tax-credit on their Federal Income Tax return. Amendment Approved: February 11, 2011