Constitution and By-Laws - Troop 4673troop4673.org/troop_constitution/constitution_and_by_laws.pdf · 4 Troop 4673 Constitution and By-Laws, 2014 (Draft) ARTICLE I NAME AND PURPOSE

Troop 4673 Constitution and By-Laws, 2014 (Draft) 1

Troop 4673

Boy Scouts of America

Old Dominion District

National Capital Area Council

New Hope Church, 8905 Ox Road, Lorton, Virginia

Constitution and By-Laws

of the

Committee, Troop, and Venture Crew

January 1st, 2014 (Draft)


TABLE OF CONTENTS

Section Subject Page Number

I Name and Purpose ……………………………………………………………... 4

A Name 4

B Purpose 4

II General Provisions …………………………………………………………….... 4

A Basic Policy 4

B Bylaws 4

C Changes to the Constitution 4

D Supersede and Review 4

E Location 5

F Troop Liability 5

G Troop Organization 5

III Troop Committee By-laws ……………………………………………………. 6

A Troop Committee 6

B Uniform 9

C Parental Support 9

D Troop Finances 10

E Crew Finances 11

F Health Records & Powers of Attorney 11

G Meetings 11

H Supervision 12

I Replacement of Advancement Items 13

J Boards of Review 14

IV Patrol Leader’s Council By-laws ……………………………………………... 14

A Uniform 14

B Troop Meetings 14

C Patrol Leaders’ Council and Leaders’ Meetings 14

D Campouts 14

E Misbehavior 16

F Troop Elections 16

V Venture Crew Council By-laws ………………………………………………... 17

A Uniform 17

B Crew Meetings 17

C Planning Conference 17

D Campouts 18

E Misbehavior 18

F Crew Elections 20


VI Troop Dissolution …………………………………………………………….… 21

A Termination 21

B Disposal of Assets 21

VII Approval 21

Authorizing Signatures …………………………………………………. 21

Statement of Parental Understanding …………………………………………... 22


ARTICLE I

NAME AND PURPOSE

A. NAME: The organization referred to in this Constitution is Boy Scouts of America (BSA),

Troop 4673 and Venturing Crew 4673, Old Dominion District, National Capital Area Council.

Henceforth referred to as simply Troop 4673 and Crew 4673.

B. PURPOSE: Provide the structured program established by the Boy Scouts of America

(BSA) to all eligible youth, regardless of national origin, race, religious beliefs, or creed.

ARTICLE II

GENERAL PROVISIONS

A. BASIC POLICY: Troop 4673 and Crew 4673, formed in January 2014, are chartered by

New Hope Church, 8905 Ox Road, Lorton, Virginia, 22079 (herein referred to as the Chartered

Partner). The Church provides a Chartered Partner Representative. Troop 4673 and Crew 4673

are run in accordance with the policies established by National, Regional, Council, and District

Committees, and in strict accordance with the charter agreement. As such, Troop and crew

activities are planned and executed by the youth leadership under the guidance and supervision

of adults. This Constitution provides additional polices / guidance specific to Troop 4673 and

Crew 4673.

B. BY-LAWS: Specific by-laws governing the Troop Committee are covered under Article III

and by-laws governing the Patrol Leader’s Council (PLC) and Venturing Crew are covered

under Articles IV and V, respectively.

C. CHANGES TO THE CONSTITUTION: The PLC, Venturing Crew, and / or any

Committee Member, or Scoutmaster may recommend a change(s) to any provision in this

constitution. Changes will be voted on during specially held meetings of the Committee (may be

an adjunct to a regularly scheduled Committee meeting). A vote to alter the constitution,

however, can only be taken after all Committee members have been given at least two weeks

prior notice of the pending action. Notice may be given in writing, by electronic communication

(e-mail), or by telephone. The Committee may not be held responsible for failing to notify a

Committee member of a special meeting if the member does not give the Committee proper

notice of changes to their address, e-mail account, or phone number. Changes to this

Constitution can be adopted by a simple majority vote of registered Committee members in

attendance at any regularly or specially scheduled Committee meeting. Changes to the

Constitution become effective after endorsement by the Chartered Partner and formal publication

of the amendment(s).

D. SUPERSEDE AND REVIEW:

1. The constitution and by-laws become effective after vote by the Committee and after

having been signed by the Committee Chairperson and Chartered Partner Representative. It

supersedes all previous Troop 4673 and Crew 4673 constitutions / by-laws / amendments. Each


Troop family will be provided a current copy of the constitution and by-laws and a parent or

legal guardian of the Scout must return a sign a statement of understanding to the Troop

Secretary within two weeks of receipt (see page 16).

2. This constitution and by-laws will be reviewed annually during the month of September.

E. LOCATION: The primary meeting place area for Troop 4673 and Crew 4673 is the

cafeteria of Halley Elementary School in Fairfax Station (8850 Cross Chase Circle, Fairfax

Station, VA 22039). The Patrol Leader's council meets in the Occoquan Room of New Hope

Church (8905 Ox Rd, Lorton, VA 22079), on the first Thursday of every month)

F. TROOP LIABILITY: In the event that Troop 4673 and Crew 4673’s assets are insufficient

to discharge liabilities, the membership of the Troop and Crew may be held liable under State

and local laws governing organization debts.

G. TROOP ORGANIZATION: The Troop and Crew organization will be in accordance with

standing BSA publications, policies, and the terms-of-reference set by the Chartered Partner.

1. The Chartered Partner, Troop, and Crew will work cooperatively to establish and nurture

the Troop as an expression of the outreach ministry of the New Hope Church so that young men,

young women, and adults may grow in Christian character, personal responsibility and

citizenship, and physical fitness.

a) Youth membership in Troop 4673 and Crew 4673 is open to all youth who meet the

membership requirements of the Boy Scouts, Varsity Scouts, Sea Scouts, and Venturing

programs. Membership in any program of the Boy Scouts of America requires the youth

member to:

(1) Subscribe to and abide by the values expressed in the Scout Oath and Scout Law,

(2) Subscribe to and abide by the precepts of the Declaration of Religious Principle

(duty to God), and

(3) Demonstrate behavior that exemplifies the highest level of good conduct and

respect for others and is consistent at all times with the values expressed in the Scout Oath and

Scout Law. No youth may be denied membership in the Boy Scouts of America on the basis of

sexual orientation or preference alone.

b) Adult applicants must possess the moral, educational, and emotional qualities that the

Boy Scouts of America deems necessary to afford positive leadership to youth. The Adult

applicant must also be the correct age, subscribe to the precepts of the Declaration of Religious

Principle, and abide by the Scout Oath or Promise, and the Scout Law. The Chartered Partner

will approve all adult leadership positions -- Committee, Troop, Crew -- and may deny any

applicant a leadership position within the troop and / or dismiss any adult leader with or without

cause. Decisions by the Chartered Partner in these matters are final and may not be appealed,

nor may the Chartered Partner held liable for any and all claims related to the same.


2. No leader or Scout may use Troop 4673, Crew 4673, or its Chartered Partner to promote a

particular social or political agenda advocating for a moral view that is inconsistent with that of

the Chartered Partner or which becomes a distraction to the Chartered Partner or Troop. Doing

so is grounds for immediate dismissal.

ARTICLE III

TROOP COMMITTEE BY-LAWS

A. TROOP COMMITTEE

1. The authority for the Committee to operate is granted, in part, by these by-laws, the

governing rules of the Chartered Partner, and the Committee’s charter from the Boy Scouts of

America, National Council. These by-laws outline the responsibilities of the Committee and its

officers and bound the limits of their authority. There are seven key positions on the Committee.

a) Chairman

(1) The Chairman is ultimately responsible for Troop 4673 and all of its functions.

(2) The Chairman answers to the Chartered Partner.

(3) The Chairman ensures the meeting facility (Halley Elementary School, 8850

Cross Chase Circle, Fairfax Station, Virginia, 22039 and New Hope Church, 8905 Ox Road,

Lorton, Virginia, 22079) are reserved for Troop 4673 use and is maintained in a high state of

repair by the Scouts.

(4) The Chairman supports the Venture Crew as required.

b) Vice Chairperson

(1) The Vice Chairman provides assistance to the Chairman and acts as the Chairman

in his or her absence.

(2) The Vice Chairman ensures proper execution of the background checks required

by BSA of all adult leaders.

(3) The Vice Chairman supports the Venture Crew as required.

c) Secretary

(1) The Secretary produces, prints, and disseminates minutes from each Committee

Meeting, develops agendas for subsequent Committee Meetings.


(2) The Secretary maintains youth and adult health and medical records.

(3) The Secretary works directly with the youth Scribe and Historian.

(4) The Secretary supports the Venture Crew as required.

d) Treasurer

(1) The Treasurer collects money and keeps track of all Troop finances.

(2) The Treasurer reports status of finances to the Committee on monthly basis.

(3) The Treasurer disburses funds and executes expenditures approved by the

Committee.

(4) The Treasurer works directly with the youth Scribe.

(5) The Treasurer supports the Venture Crew as required.

e). Advancement Chairperson

(1) The Advancement Chairperson is responsible for all advancement records and

works to ensure adults and scouts receive awards, badges, and ranks in a timely manner.

(2) The Advancement Chairperson maintains certification of records for all adult

leader training.

(3) The Advancement Chairperson maintains the “TROOPMASTER” computer

database.

(4) Coordinates and schedules all Boards of Review and out-of-cycle Boards of

Review (except Eagle Boards).

(5) The Advancement Chairperson provides all departing Scouts a record of

advancement / awards completed with Troop 4673.

(6) The Advancement Chairperson works directly with the youth Scribe.

(7) The Advancement Chairperson supports the Venture Crew as required.

f) Outdoor Activity Chairperson

(1) The Outdoor Activity Chairperson assists in the planning of outdoor activities.

(2) The Outdoor Activity Chairperson books venues and make arrangements

supporting the outdoor activity program laid out by the Patrol Leader’s Council, to include filing


Tour and Activity Plans with the National Capital Area Council and the completion of parental

permission slips.

(3) The Outdoor Activity Chairperson serves as transportation coordinator, and

maintains a file of authorized drivers.

(4) The Outdoor Activity Chairperson supports the Venture Crew as required.

g) Chartered Organization Representative. The Chartered Organization Representative

the liaison between Troop 4673 and the Chartered Partner.

2. The Committee Chairmen, Scoutmaster, and Treasurer will not be "dual-hat'd" nor from

the same Scout family.

3. There are a number of other positions on the Troop Committee which are filled as

volunteers become available. In the absence of volunteers, the duties listed below may be

assigned to any member of the Committee by the Committee Chairman.

a) Adult Quartermaster. The Adult Quartermaster works directly with the youth

Quartermaster to maintain Troop equipment in a high state of repair.

b) Merit Badge Counselor Coordinator. The Merit Badge Counselor Coordinator

develops and maintain a merit badge counselor list.

c) Eagle Advisor

(1) The Eagle Advisor assists Life Scouts with selection, approval, planning,

accomplishment, and write-up of Eagle projects.

(2) The Eagle Advisor advises Scouts completing Eagle Scout applications and

shepherds Eagle Scout applications through the approval process.

(3) The Eagle Advisor coordinates and schedules Eagle Boards of Review with

appropriate representatives.

d) Hospitality Chairperson. The Hospitality Chairperson contacts parents of new Scouts

and introduces them to the Troop and Committee, and acquaints them with this Constitution and

by-laws.

e) Scout News Chairperson. The Scout News Chairperson publishes a monthly

newsletter and sends information to local newspapers after each Court of Honor.

f) Uniform / Equipment Exchange Coordinator. The Uniform/Equipment Exchange

Coordinator maintains uniforms and equipment for sale or exchange.


g) Scouting for Food Coordinator. The Scouting for Food Coordinator oversees the

delivery and Pickup of food bags for this event.

h) Fundraising Coordinator. The Fundraising Coordinator coordinates the time, location,

work schedule, and all other details associated with Troop fundraising events.

i) Friends of Scouting Coordinator. The Friends of Scouting Coordinator announces and

runs this campaign, and collects all moneys associated with this event.

B. UNIFORM: The uniform prescribed by the Boy Scouts of America is the accepted uniform

of Troop 4673. The Class A uniform includes the Troop 4673 or BSA hat, official BSA khaki

shirt, Troop 4673 or blue BSA scarf, olive green pants or shorts, belt, and socks. The Class B

uniform substitutes a blue Troop 4673 T-shirt for the khaki shirt. All Committee Members are

highly encouraged to set the proper example for the Scouts and wear the Class A or Class B

uniform at all Scout activities.

1. In accordance with the Rules and Regulations of the Boy Scouts of America, Article X,

Section 4; Clause 4 (b), the imitation or wear of any United States Army, Navy, or Marine Corps

uniform item, particularly battle dress (camouflaged) uniforms, is prohibited.

2. Crew 4673 will determine its own uniform requirements, if any. In accordance with the

Rules and Regulations of the Boy Scouts of America, Article X, Section 4; Clause 4 (b), the

wear of any United States Army, Navy, or Marine Corps uniform item, particularly battle dress

(camouflaged) uniforms by any member of the Venture Crew, is prohibited.

C. PARENTAL SUPPORT: Parental support is an essential ingredient in the successful

operation of the Troop. The Troop needs every parent’s support! Parents are encouraged to:

1. Volunteer to be a Committee Member or Adult Leader.

2. Volunteer to be an adult leader for Scout activities held away from New Hope Church,

8905 Ox Road, Lorton, Virginia.

3. Volunteer to provide Scouts with transportation to and from activities held away from

New Hope Church, 8905 Ox Road, Lorton, Virginia.

4. Volunteer to be a merit badge counselor.

5. Help with and support fund raising activities.

6. Help schedule the Scout’s time so he can participate in as many Troop activities as

possible.

7. Encourage and support the Scout’s advancement.


8. Help the Scout obtain a full uniform. Note: Troop Eagle Scout candidates must have a

complete uniform (See Article IV, Section A).

9. Attend family-oriented Troop functions (e.g., Courts of Honor, etc.).

D. TROOP FINANCES: Scout registration fees, dues, and Troop fund raising activities are the

main sources of Troop income. This income is used to pay annual registration fees, support

Troop equipment maintenance and upgrade, and finance Troop activities. Troop accounts will

be audited by the Chartered Partner Representative (or his / her designee) annually, each

September.

1. The Troop Committee will approve all disbursements over $50.00. Expenditures under

$50.00 may be made by mutual consent of three adult leaders / Committee members. Bills for

these expenses will be submitted directly to the Committee Treasurer.

2. All outgoing financial transactions will be made by check and signed by the Treasurer or

Committee Chairperson.

3. The Troop will maintain approximately $100.00 in a Troop account at the Council office

for purchases from the Scout Store. The Scoutmaster, Advancement Chairperson, and

Committee Chairperson are the only individuals authorized to use the funds from this account.

4. Each Scout will pay a full year’s registration fee when he joins the Troop. This is

nonrefundable. Annually, each youth member will pay re-charter fees which include payment to

the Boy Scout of America blanket insurance policy and a subscription (at least one per family) to

Boy's Life magazine.

5. Registered adults transferring into the Troop will pay a transfer fee of $1.00.

6. All adults will pay their own recharter fee. The Troop Committee may however,

funds permitting, vote to pay a portion or all of the fees associated with any or all adult

registrations.

7. Dues -- exclusive of recharter fees and Boy's Life magazine subscriptions -- must be paid

by the Scout during the first Troop meeting of each month. The dues amount is established by

the Troop Committee (approximately $4.08 per month or $49.00 for the full year) and will be

considered delinquent after the third Troop meeting. Scouts with delinquent dues may be denied

advancement and / or the right to participate in Troop activities.

8. All adults will pay the fees charged for their attendance at Troop events and

encampments, including food. Fees are due at least one week prior to the event and are non-

refundable, but the Scoutmaster or Committee Chairman may modify this requirement to meet

Council or District suspenses (i.e., summer camp). Funds permitting, Troop Committee may

vote to pay a portion or all of the registration fees associated with any or all adult leader

attendance at Council Sponsored long-term encampments.


9. The Scoutmaster leading an encampment will determine the participant cost. The cost

will include site / participant fees and food costs, to include a fee assessed each Scout

participating in a troop encampment to cover common patrol expenses such as charcoal, paper

towels, foil, soap, cooking oil, and scrub pads (presently $2.00 dollars). The Grubmaster for

each patrol will shop within the given budget. Requests from the patrol Grubmaster for

reimbursement will be made to the Troop Treasurer through the Scoutmaster leading the

encampment.

10. Consumable supplies used in preparing meals, such as special spices and seasonings, are

provided by the patrol with the cost shared equally among patrol members.

11. Scouts and Scouters are responsible for their gear and Troop gear in their use. The

Troop will not be liable for lost, stolen, or damaged personal gear. Troop equipment damaged

by Scout(s) through negligence or abuse, will be repaired or replaced by the Scout(s) responsible

for the damage. The decision to repair or replace the damaged equipment will be made by the

Troop Committee. In any case, the cost will not exceed the original cost of the item.

12. Depending on the state of Troop finances, the Troop may contribute up to $25.00

towards the purchase of a cake for an Eagle Court of Honor. All other expenses associated with

the event will be borne by the Scout and his family.

13. The Troop participates in one major fund raising activity: mulch sales. This counts as a

Troop activity for ranks up to 1st Class. Other fund raising activities will be conducted as

necessary.

E. CREW FINANCES: Venture Crew 4673 manages its own financial accounts and records.

Registration fees, dues, and Crew fund raising activities are the main sources of Crew income.

This income is used to pay annual registration fees, support Troop and Crew equipment upgrade

and maintenance costs, and finance Crew activities. Crew accounts will be audited by the

Chartered Partner Representative (or his / her designee) annually, each September.

F. HEALTH RECORDS AND POWERS OF ATTORNEY: Every Scout and adult leader

must have a current Health and Medical Record on file with the Committee Secretary. When

traveling under a Tour and Activity Plan in which the distance travelled are greater than 500

miles, a general Medical Power of Attorney assigning Troop 4673, Crew 4673, and its leaders

the authority to seek medical assistance for each Scout on a parent’s behalf is required.

G. MEETINGS:

1. During the school year, Troop meetings are held every Wednesday at 7:30 p.m. at

Elementary School, 8850 Cross Chase Circle, Fairfax Station, Virginia, 22039.. The PLC or

Scoutmaster may change the time and place of the Troop meeting as necessary. During the

school year, Troop meetings are held every Wednesday at 7:30 p.m. at Halley Elementary

School, 8850 Cross Chase Circle, Fairfax Station, Virginia, 22039. With the exception of

overnight activities, all Troop / patrol activities will be terminated no later than 8:45 p.m. Adults


picking Scouts up from Troop / patrol activities are expected to arrive by 8:30 p.m. Scouts will

not be permitted to leave the building unless a parent or adult guardian accompanies them out.

2. During the school year, the Patrol Leaders Council will meet on the first Thursday of

every Month at 7:30 p.m. at New Hope Church, 8905 Ox Road, Lorton, Virginia. The PLC or

Scoutmaster may change the time and place of the meeting if needed.

3. During the school year, the Venture Crew will meet at Halley Elementary School, 8850

Cross Chase Circle, Fairfax Station, Virginia, on an as required basis. This will normally occur

twice a month (generally the second and fourth Wednesday of every month and will coincide

with Troop meetings), or more frequently if needed, to review plans and address issues of

concern.

4. The Committee meets on the second or third Wednesday of every month from 7:30-8:30

p.m. at a venue selected by the Committee Chairman or his / her designee. The purpose of the

Committee meeting is to:

a) Discuss events for the coming month, discuss future events, determine if the

Committee needs to assist the Patrol Leaders Council in the preparation for event(s) (i.e., vehicle

drivers, merit badge counselors, etc.).

b) Receive the Treasurer’s Report

c) Receive the Scoutmaster’s report outlining the current program and Troop needs.

d) Approve the Annual Planning Calendar.

e) Discuss other issues.

5. Committee will be run in accordance with parliamentary procedures and use Robert's

Rules of Order. The following exception apply:

a) A simple majority vote by registered Committee members present during a

Committee meeting is sufficient to conduct all business.

b) In the event of a tied vote, the Committee chairperson will cast the deciding vote (the

Committee Chair will not cast a vote under most circumstances)..

c) The Scoutmaster, Assistant Scoutmaster(s), Venture Crew Advisor, and Associate

Advisor(s) advises the Committee on issues of concern, but have no vote.

H. SUPERVISION:

1. There are three adult positions within the Troop (candidates for each position must be

approved by the Committee and the Chartered Partner):


a) Scoutmaster (SM). The SM assures that the Troop meetings and activities are run in

accordance with the Aims and Methods of Scouting.

b) Assistant Scoutmaster (ASM). The ASM assistants help the Scoutmaster during

Troop activities and one serves as a designee to stand in for the Scoutmaster during his absence.

There may be several ASMs with specific assignments.

c) Patrol Advisor (PA). The PA is an additional ASM designation. The PA attends

patrol meetings to provide adult guidance, if needed.

2. There are two adult positions within the Crew (candidates for each position must be

approved by the Committee and the Chartered Partner):

a) Advisor. The Advisor assures that Crew meetings and activities are run in accordance

with the Aims and Methods of Scouting.

b) Associate Advisor. Associate Advisor(s) help the Advisor during Crew activities and

one serves as a designee to stand in for the Advisor during his / her absence. There may be

several Associate Advisors with specific assignments.

3. The welfare and safety of the Scouts within the Troop are our highest priority and this

Constitution has been specifically designed to address that priority. All Scout activities in which

the Troop or Crew participates will be supervised for the duration of the activity by a minimum

of two adults over the age of 21. At least one of these adults will be a registered leader and have

completed, as a minimum, the requirements outlined in Article III, Paragraph H.4., below.;

Other training as required. The second adult must be the parent or legal guardian of a youth

attending the activity. In the event the Scoutmaster or Advisor is unable to attend a particular

activity, the he / she will designate a registered leader, having met the training requirements

outlined above, to assume the position of Scoutmaster-in-Charge / Crew Leader-in-Charge

during the activity. The Scoutmaster, Crew Leader or Scoutmaster-in-Charge / Crew Leader-in-

Charge will be present for the duration of the entire activity. Exceptions may occur, but these

will be made on a case-by-case basis and must be approved by the Committee.

4. Adult Leader Training. All registered adult leaders will complete Fast Start and Youth

Protection Training and will remain current. The Scoutmaster, Assistant Scoutmasters, Advisor,

and Associate Advisors must have New Leader Essentials, Leader Specific Training

(Scoutmaster or Venture), Introduction to Outdoor Leadership Skills, Weather Hazards, Youth

Protection appropriate training, and Red Cross or equivalent First Aid and Cardiopulmonary

resuscitation (CPR). Other training as required. Wood Badge for the 21st Century and Powder

Horn are not required but highly encouraged for all. All adult leaders will provide the

Committee Advancement Chairperson certification of their training.

I. REPLACEMENT OF ADVANCEMENT ITEMS: Scouts must show written verification

of an originally received award to the Advancement Chairperson before being given a

replacement. Replacements are purchased directly from the Advancement Chairperson. In the


event that the Scout cannot provide written verification of an award, the matter will be deferred

to the Committee which will determine the appropriateness of providing the Scout a replacement.

J. BOARDS OF REVIEW: Boards are normally conducted on the first Wednesday of every

month at 7:00 p.m. The Advancement Chairperson will select the venue and ensure that a

minimum of three registered Committee Members or adult Scouters (Scoutmaster and Assistant

Scoutmasters excepted) are present to conduct a board. Out-of-cycle Boards of Review will be

convened at the discretion of the Advancement Chairperson and Committee Chairman.

ARTICLE IV

PATROL LEADER’S COUNCIL BYLAWS

A. UNIFORM: The uniform prescribed by the Boy Scouts of America is the accepted uniform

of Troop 4673. The Class A uniform includes the Troop 4673 or BSA hat, official BSA khaki

shirt, Troop 4673 or blue BSA scarf, and belt. The Class B uniform substitutes a red Troop 4673

T-shirt for the khaki shirt. The Class A or Class B uniform is mandatory at all Scout activities.

On occasion, the Scoutmaster may approve an alternate Scout related T-shirt, but all T-shirts will

be in the spirit of the Scouting image (Scoutmaster’s discretion). The uniform must be in good

condition and the shirt tucked inside the pants/shorts. In accordance with the Rules and

Regulations of the Boy Scouts of America, Article X, Section 4; Clause 4 (b), the wear of any

United States Army, Navy, or Marine Corps battle dress (camouflaged) uniform items are

prohibited. Failure to meet these standards may result in a Scout being prevented from

participating in Scouting events.

B. TROOP MEETINGS: See Article III, Paragraph F.1.

C. PATROL LEADERS’ COUNCIL (PLC) AND LEADERS’ MEETINGS: The PLC

consists of the following personnel: Senior Patrol Leader, Assistant Senior Patrol Leader, all

Patrol Leaders and / or their Assistants, Troop Guide(s), Scribe, and a minimum of two adult

leaders (one being the Scoutmaster). If both a Patrol Leader and his Assistant are present, only

the Patrol Leader may vote. The Scribe is a non-voting member. The Patrol Leaders Council

will also hold an Annual Planning Conference to outline the Scouting program and Annual

Calendar for the coming year. The date of this meeting will be determined by the Scoutmaster

and Senior Patrol Leader. The PLC will also meet at least once a month, or more frequently if

needed, to review plans and address issues of concern to the council. See Article III, Paragraph

F.2.

D. CAMPOUTS:

1. A schedule of weekend campouts will completed at the Semi-Annual Planning

Conference. The Outdoors Activity Chairperson will accomplish the “Campout Activity

Checklist” in preparation for each campout. The Outdoor Activity Chairperson will keep the

Committee Chairperson and Scoutmaster advised of the progress of preparation actions.


2. Scouts will normally pay all fees charged for attendance at events, including food. These

fees are due at least one week prior to the event and are non-refundable, but the Scoutmaster or

Committee Chairman may modify this requirement to meet Council or District suspenses. If a

Scout decides to not attend an outing after the food has been purchased, he is still responsible for

paying his portion of the cost. Similarly, he may also still be liable for any and all camping fees

associated with the outing if payments to the activity have already been disbursed.

3. Two weeks prior to a campout:

a) Each Scout must inform his patrol leader and / or Troop leader as to whether or not he

will attend. Exceptions are rare and will be made on an individual basis and decided by the

Scoutmaster and Outdoor Activity Chairperson.

b) Patrol leaders will present a menu and duty roster to the Senior Patrol Leader. In turn,

the Senior Patrol Leader will provide the Scoutmaster and Outdoor Activity Chairperson with a

printed camp schedule, list of Scouts attending, and copies of each patrol’s menu and duty roster.

c) The camp schedule should contain the following information:

(1) Time and what patrol will be responsible for reveille.

(2) Time and what patrol will be responsible for flag raising ceremony.

(3) Time for non-denominational religious observances (in most instances, only on

Sunday)

(4) Meal times.

(5) Schedule of activities for the day and evening. Alternate or backup schedule in

case of inclement weather.

(6) Time and what patrol will be responsible for flag lowering ceremony.

(7) Time and what patrol will be responsible for taps. The Senior Patrol Leader will

check with patrol leaders and verify that all Scouts are present.

4. Additional items:

a) Scout uniform will be worn to and from campouts, at flag ceremonies, and any other

events specified by the Scoutmaster.

b) Meals will be prepared and eaten by individual patrols unless the Patrol Leaders

Council and/or Scoutmaster specify otherwise.

c) Scouts will use Troop owned equipment to the maximum extent.


d) For protection of Troop tents, shoes and cots will NOT be taken or used inside the

tent. Additionally, patrol boxes, coolers, food, and backpacks will be left outside under

protective cover.

e) During campouts, duty rosters and menus will be posted on the patrol boxes.

E. MISBEHAVIOR: A Scout who misbehaves (fighting, use of profanity, etc.) will be

counseled by his patrol leader. If the behavior continues, the Senior Patrol Leader or other adult

will counsel the Scout. If it continues still, the Scoutmaster or other adult will counsel the Scout.

If the Scouts behavior does not change, the parents will be contacted by the Scoutmaster and

asked to pick up their son and take him home. The decision to send a Scout home rests with the

Scoutmaster. Additionally, the Scout will not be allowed to attend any other Troop events until

the Scout and Scout’s parents, Scoutmaster, Patrol Advisor, Senior Patrol Leader, and Patrol

Leader have arrived at a mutually agreeable solution.

1. Stealing will not be tolerated. A Scout found in the unauthorized possession of personal

items belonging to another Scout will be sent home and not be allowed to attend any other Troop

events until the Scout and Scout’s parents, Scoutmaster, Patrol Advisor, Senior Patrol Leader,

and Patrol Leader have arrived at a mutually agreeable solution.

2. Fighting will not be tolerated. A Scout physically fighting with another Scout will be sent

home and not be allowed to attend any other Troop events until the Scout and Scout’s parents,

Scoutmaster, Patrol Advisor, Senior Patrol Leader, and Patrol Leader have arrived at a mutually

agreeable solution.

3. Firearms, explosives (including fireworks), illegal drugs, and / or alcohol. These items

will not be tolerated at any time. In the case of possession of illegal drugs, the local authorities

will be notified first and without prior consent of the parent(s) and/or guardians(s).

F. TROOP ELECTIONS:

1. No Scout will be allowed to hold or run for a position of leadership or responsibility

without approval of the Scoutmaster. Job descriptions for all leadership positions and positions

of responsibility within the Troop are detailed in the Troop 4673 Guide for New Parents. Each

Scout elected or appointed to a position of responsibility will also be given a personal copy of

the statement of his duties and responsibilities. Training for newly elected and appointed

positions will take place within two weeks after the elections. This training will be conducted by

the Scoutmaster with the Assistant Scoutmasters and other adult leaders in attendance.

2. Senior Patrol Leader (SPL) and Patrol Leaders (PL) are elected during Troop elections

(generally in May and November) and serve a six month term of office. The Assistant Senior

Patrol Leader (ASPL) is appointed by the SPL. The Assistant Patrol Leaders (APL) are

appointed by their respective PL.

3. Requirements for Senior Patrol Leader and Assistant Senior Patrol Leader candidates:


a) Rank of Star (or 1st Class awaiting Board of Review for Star). In exceptional

circumstances, the Scoutmaster may waive this requirement.

b) Have been an active member in the Troop during the last six months. Participation is

based on attendance records supplied by Troop Scribe. The rank of Senior patrol leader carries

with it special obligations and the SPL and ASPL are expected to participate in 75% or more of

Troop activities.

c) Recommendation from Scoutmaster.

4. Requirements for Patrol Leader and Assistant Patrol Leader candidates:

a) Rank of Second Class or higher (with the exception of the New Scout Patrol).

b) Have actively participated in 75% or more of Troop activities during the last six

months (and must maintain that level of participation during tenure). Participation is based on

attendance records supplied by Troop Scribe.

c) Recommendation from Scoutmaster.

5. The SPL and ASPL will identify and provide a list of their nominees for the appointed

positions of responsibility (i.e., Instructor, Quartermaster, Librarian, Historian, Scribe, Chaplain

Aide, etc.) to the Scoutmaster no later than one week after Troop elections. Scouts working

towards the ranks of Star, Life, or Eagle should be given first opportunity to hold a leadership

position. See Troop 4673 Handbook, APPENDIX A, Table 2, Troop Organization.

ARTICLE V

VENTURE CREW BY-LAWS

A. UNIFORM: The uniform prescribed by the Boy Scouts of America is the accepted uniform

of Venture Crew 4673. Commonly referred to as the Class A uniform, it includes the Venture

hat, official BSA sage green shirt, grey cargo pants, belt, and socks. The activity, or Class B

uniform, substitutes a Crew approved T-shirt for the Venture shirt The Class B uniform should

be worn to most Crew activities. On occasion, the Crew President may approve an alternate

Scout related T-shirt, but all T-shirts will be in the spirit of the Scouting image (Crew Advisor’s

discretion). The Class A uniform will be worn on special occasions such as Courts of Honor and

fundraising activities (i.e., bagging). The uniform must be in good condition and the shirt tucked

inside the pants/shorts In accordance with the Rules and Regulations of the Boy Scouts of

America, Article X, Section 4; Clause 4 (b), imitation / wear of articles of Army, Air Force,

Navy, or Marine Corps battle dress (camouflaged) uniform items are prohibited. Failure to meet

these standards may result in a Scout being prevented from participating in Scouting events.

B. CREW MEETINGS: The Crew will normally meet twice a month (usually the second and

fourth Wednesday of every month), or more frequently if needed, to review plans and address

issues of concern.


C. PLANNING CONFERENCE: The Crew will hold an Annual Planning Conference to

outline the Venture program for the coming year The date of this meeting will be determined by

the Crew President--in consultation with the Crew Advisor--but will usually be held immediately

following Crew elections, the new officer briefing, and the Venture Leadership Skills Course

(VLSC).

D. CAMPOUTS:

1. A schedule of weekend campouts and activities will completed at the Annual Planning

Conference The Outdoors Activity Chairperson will accomplish the “Campout Activity

Checklist” in preparation for each campout. The Outdoor Activity Chairperson will keep the

Crew, Crew Advisor, and Committee Chairperson advised of the progress of preparation actions.

2. Venture Scouts will normally pay all fees charged for attendance at events, including

food. These fees are due at least one week prior to the event and are non-refundable, but the

Crew Advisor or Committee Chairman may modify this requirement to meet Council or District

suspenses. If a Venturer decides to not attend an outing after the food has been purchased, he or

she are still responsible for paying his portion of the cost. Similarly, he or she may also still be

liable for any and all camping fees associated with the outing if payments to the activity have

already been disbursed.

3. Two weeks prior to a campout:

a) Each Venture Scout must inform the Crew President whether or not he / she will

attend. The Crew President will provide the Crew Advisor and Committee Outdoor Coordinator

with a printed camp schedule, list of Venture Scouts attending, and copies of the Crew’s menu.

b) For joint Crew-Troop campouts, the Crew President will also provide the Senior

Patrol Leader (SPL) a list of Venture Scouts attending. In turn, the Senior Patrol Leader will

provide the Crew President and Crew Advisor with a printed camp schedule.

c) The camp schedule should contain the following information:

(1) Time and Crew responsibilities (if any) for reveille.

(2) Time and Crew responsibilities (if any) for flag raising ceremony.

(3) Time for non-denominational religious observances (in most instances, only on

Sunday).

(4) Meal times.

(5) Schedule of activities for the day and evening. Alternate or backup schedule in

case of inclement weather.


(6) Time and Crew responsibilities (if any) for flag lowering ceremony.

(7) Time and Crew responsibilities (if any) for taps.

4. Additional items:

a) Venture Scout uniform will be worn to and from campouts, at flag ceremonies, and at

any other events specified by the Crew President.

b) Meals will be prepared and eaten by Crew unless the Patrol Leaders Council and / or

Crew President specifies otherwise.

c) Venture Scouts may use Troop owned equipment to the extent Troop activities permit.

d) For protection of Troop tents, shoes and cots will NOT be taken or used inside the

tent. Additionally, patrol boxes, coolers, food, and backpacks will be left outside under

protective cover.

e) During campouts, the camp schedule and menus will be posted, usually on the patrol

boxes. The Crew will not use a duty roster Instead all Crew members will participate in Crew

duties.

E. MISBEHAVIOR: A Venture Scout who misbehaves (fighting, use of profanity, etc.) will be

counseled by his Crew President. If the behavior continues, the Crew Advisor or other adult will

counsel the Crew member. If the Crew member’s behavior does not change, the parents will be

contacted by the Crew Advisor and asked to pick up their son or daughter and take him / her

home. The decision to send a Crew member home will be made by the Crew in consultation

with the Crew Advisor. Ultimately though, final decision rests with the Crew Advisor

Additionally, the Crew member will not be allowed to attend any other Crew or Troop events

until the Crew member and Crew member’s parents, Committee Chair (if deemed appropriate),

Crew Advisor, and Crew President have arrived at a mutually agreeable solution.

1. Stealing will not be tolerated. A Venture Scout found in the unauthorized possession of

personal items belonging to another Venture Scout will be sent home and not be allowed to

attend any other Troop events until the Venture Scout and his / her parents, Crew Advisor, and

Crew President have arrived at a mutually agreeable solution.

2. Fighting will not be tolerated. A Scout physically fighting with another Scout will be sent

home and not be allowed to attend any other Troop events until the Scout and Scout’s parents,

Scoutmaster, Patrol Advisor, Senior Patrol Leader, and Patrol Leader have arrived at a mutually

agreeable solution.

3. Firearms, explosives (including fireworks), illegal drugs, and / or alcohol. These items

will not be tolerated at any time. In the case of possession of illegal drugs, the local authorities

will be notified first and without prior consent of the parent(s) and/or guardians(s).



F. CREW ELECTIONS:

1. Job descriptions for all leadership positions and positions of responsibility within the

Crew are detailed in the Venture Crew Handbook.

2. The Crew President and staff are elected during the same period as Troop elections

(usually in November). Elections will be conducted by closed ballot in accordance with

established parliamentary procedure and Robert's Rules of Order. The Crew President is elected

by a simple majority vote of those present during the meeting In the case of a tie vote, the Crew

will revote. In the event of a second tie, the Crew Advisor and/or Associate Crew Advisor will

cast the deciding vote The results are then final The Crew President selects the Vice President.

All other positions (Secretary, Treasurer, etc.) are determined by majority vote of the members

present during the meeting. Venture Scouts working towards the ranks of Star, Life, or Eagle in

Boy Scouts that are not in positions of responsibility within the Troop may be given priority

consideration for holding a leadership position. Officers should actively participate in the

majority of Crew activities during their tenure as failing to do so can negatively impact the Crew.

Officers serve a twelve month term of office.

3. Crew members desiring to run for an elected position will notify the Crew Advisor no

later than two weeks prior to elections. Requirements candidates seeking the office of Crew

President:

a) Prior leadership experience, Crew or Troop (highly desirable, but not required).

b) Recommendation from Crew Advisor or Scoutmaster.

c) For Boy Scouts, have actively participated in 75% or more of Troop activities during

the last six months (and must maintain that level of participation in the Crew during tenure as a

Venture Scout) Participation is based on attendance records supplied by Troop Scribe and

subsequently the Crew Secretary.

4. Given just cause, the Crew, in consultation with the Crew Advisor, may vote an officer

out of his / her position of responsibility Crew members will be given two weeks prior notice of

pending vote The vote will be conducted by closed ballot and in accordance with established

parliamentary procedure and Robert's Rules of Order A two-thirds majority of those present

during the meeting is required to remove an officer.

5. The briefing for newly elected and appointed positions will take place within two weeks

after the elections. This briefing will be conducted by the Crew Advisor and/or Associate Crew

Advisor. The Crew, in consultation with the Crew Advisor, will conduct the Venture Leadership

Skills Course (VLSC) during the same period.


ARTICLE VI

TROOP / CREW DISSOLUTION

A. TERMINATION: This constitution and by-laws may be terminated by either party with or

without cause.

B. DISPOSAL OF ASSETS: In case of the dissolution of Boy Scout Troop 4673 or Venture

Crew 4673, all funds remaining in the Troop or Crew treasury will be used to satisfy any

outstanding debts, liabilities, or financial obligations. Any remaining assets and all real property

will be turned over to the Charter Partner for disposal.

ARTICLE VII

APPROVAL

AUTHORIZING SIGNATURES: This document becomes effective and approved once the

Troop Committee chairperson and the Charter Partner have signed below.

Committee Chairperson

Boy Scout Troop 4673 and

Venture Crew 4673

Charter Partner

New Hope Church


STATEMENT

OF

PARENTAL UNDERSTANDING

I HAVE READ AND UNDERSTAND THE CONSTITUTION AND BY-LAWS OF

TROOP 4673 AND CREW 4673. Please acknowledge your understanding by signing in the

space(s) below. On behalf of the Troop Committee, we welcome you and your son to Troop

4673 and Crew 4673. Once signed, please return this statement to the Troop. Parental support is

essential to providing our sons with the most rewarding Scouting experience possible.

Parent or Legal Guardian Signature Parent or Legal Guardian Signature

Documents

Constitution and By-Laws - Troop 4673troop4673.org/troop_constitution/constitution_and_by_laws.pdf · 4 Troop 4673 Constitution and By-Laws, 2014 (Draft) ARTICLE I NAME AND PURPOSE