Charter Renewal Made Easy

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Charter RenewalMade Easy
Even Homer Can Do It! Dan
Beard Council
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9 Step Process

• Make Sense Out of It (Review the Charter Renewal
  Materials)
• Whats Real? (Reconcile the Charter Renewal
  Roster with Your Unit Records)
• Are We Good or What? (Complete Your Quality Unit
  Form)
• Sign on the Dotted Line
• Show Me the Money
• Revenge of the Nerds (Using Packmaster or
  Troopmaster)
• Finish Up
• Stuff N Seal
• Turn It In

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Step 1
Make Sense Out of It Review the Charter
Renewal Materials
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Separate Your Paperwork

• Charter Renewal Paperwork
• Charter Renewal Roster computer form
• Instructions USE THEM!
• Charter Renewal Overflow Pages
• Scout Adult Leader Applications
• Quality Unit Application and Order forms
• 2. Everything Else

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Step 2
Whats Real? Reconcile the Charter
RenewalRoster with Your Unit Records
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Start at the Top of the Roster

• Chartered Organization
• Executive Officer
• Also called the Institutional Head (IH)
• Disability Code (if the unit serves a majority of
  disabled youth)
• See Unit Renewal Application Instruction for
  appropriate codes
• 100 Boys Life (1 subscription per family)
• Y Yes, N No
• On time unit
• Y Yes, N No

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Deleting Members from the Charter Renewal Roster

• Draw a line through all personal information.
• Thats all you do.
• But, be sure Are they really no longer active,
  or have they just missed a few meetings?

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Adding Members (Use the Overflow Pages)

• Already registered? Or New Leader?
• Write information requested on overflow page.
• Attach copy of completed application to the
  overflow page.
• Use separate overflow pages for Scouts and adult
  leaders.
• Designations for the top of the page
• Council No. 438 (Dan Beard Council)
• District No. xx (for your district)
• Program Code
• C Cub Scout pack
• S Boy Scout troop
• P Venturing crew
• E Explorer post
• Local Unit No. Your unit number

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Verify All Personal Information

• Adult Leaders and Youth
• Name and Address
• Birth Date is Mandatory!
• Social Security Number for Adults is Mandatory!
• Phone
• Boys Life Subscription (Y Yes, N No)
• Gender
• Adult Leaders
• Position
• Trained (this can only be updated using council
  training records)
• Youth
• Rank
• Grade

Changes? Draw single line through mistakes. Write
corrections underneath. No changes? Leave as
is.
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Watch Out

• NO Registration Fees for
• The Institutional Head (IH)
• Tiger Adult Partners (AP) (but they do have to
  pay the annual insurance fee)
• Multiples (circle position abbreviation)
• Only CR can be multiple within a unit.
• 2nd position only as CC or MC
• Ensure minimum leader requirements are met

• Cub Scout Packs
• IH, CR, CC, 2 MCs, CM
• DL (if Wolf/Bear dens)
• WL (if Webelos dens)
• TL (if Tiger Cub dens)
• AP for each Tiger Cub

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For Tiger Cub Adult Partners (AP)

• Does not require
• BSA Adult registration. But must complete AP
  section of Youth Application (date of birth is
  required)
• Payment of BSA registration fees, unless
  registering for an additional adult leadership
  position
• Does require
• Tiger Cub Adult Partners must pay annual
  insurance fee
• IF an AP becomes a leader . . .
• Must complete an adult application with the
  required signatures
• Must pay BSA registration fee
• Cant simply cross out AP and insert DL as
  new position

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For Other Unit Position Changes

• Leaders already registered may change to a new
  position by crossing out the old position and
  writing in the new position. This can only be
  done at Charter Renewal.
• All non-registered unit leaders require an adult
  leader application to be completed and sent with
  the Charter Renewal paperwork.
• It is critical that this information get updated
  in a timely manner to keep communications open
  between the Unit and the Council
• If in doubt
• Call Lisa Jones, Registrar at [phone] ext
  220

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Add Em Up

• Add the number of adult leaders and Scouts
  separately.
• Be sure to count ALL the names
• On the Charter Renewal roster
• On the overflow pages (attach applications for
  new members or note previously submitted on the
  overflow sheet)
• Hints to keep your counts straight
• Number each entry in the left margin of the
  charter renewal form and any overflow pages.
• Count multiples. Keep track of how many you
  have.
• Carefully count Boys Life subscriptions.
• Double check . . . then check again.

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Step 3
Complete Your Quality Unit Forms Quality units
are determined by past year achievements (column
A) on the form. Column B is for planning purposes
only.
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Step 4
Sign on the Dotted Line
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Who Signs What

• Charter Renewal Roster
• Executive Officer (IH)
• Unit Leader
• Council Representative

• Quality Unit Award form
• Unit Leader
• Unit Commissioner (or District Professional)
• New Applications
• Youth
• Unit leader
• Parent
• Adult
• Applicant
• Chartered Org. Rep. OR Institutional Head
• Committee Chairman

Forms missing signatures CANNOT be processed.
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Step 5
Show Me the Money!
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What Things Cost

• Annual
• Unit Charter Fee 20.00
• BSA Registration (Youth Adults) 10.00
• Boys Life Subscription 12.00
• Insurance (everyone, including AP) 1.75
• Multiples FREE
• Transfers Too late!
• Pay annual fees
• Quality Unit Patches
• These are purchased through the Scout Shop.

Double and triple check your calculations! (and
then be sure that your Unit Account has
sufficient funds to cover additional fees that
may be required)
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Youll Need A Check!

• Make check payable to Dan Beard Council
• Hint Bring a blank check to Charter turn in
  locations
• Have a district or council representative confirm
  the total amount due.
• THEN write out your check.

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Step 6
Revenge of the Nerds Using Troopmaster or
Packmaster
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What You Do Part 1

• Follow the instructions.
• Use either Troopmaster or Packmaster.
• Remember, the programs require the same data
  fields as the paper charter renewal form you
  receive from the council.
• Use only upper and lower case for your data.
• Do NOT use all caps
• Do NOT use periods
• Complete the Charter Renewal process using
  Troopmaster or Packmaster.

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What You Do Part 2

• Use standard BSA position codes.
• Unit-created positions (i.e., treasurer,
  advancement chairman, senior assistant
  Scoutmaster) OR no position will become committee
  members.
• Include BOTH a paper copy of your charter renewal
  AND a floppy disk (or CD) of your charter
  renewal.
• The same rules apply for new members
• Previously registered
• Include copy of application form
• First-time registration
• Include original of application form

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Step 7
Finish Up
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What Goes in the Final Packet

• Updated Charter Renewal roster
• Not using Troopmaster Version you received from
  council
• Using Troopmaster
• Version you received from the council
• Version you developed using Troopmaster
• Floppy disk or CD
• Overflow pages youth
• With copies of applications clipped
• Overflow pages adult leaders
• With copies of applications clipped
• Any new youth/adult applications
• Quality Unit forms
• Councils copy of the award form
• Patch order form
• One check

Multi-part forms enclose only council copy
Now . . . make copies of everything!
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Forms You Keep

• Membership Inventory
• For the units use do not enclose in your
  Charter Renewal packet.

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Step 8 Stuff N Seal
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Turn It In

• Bring it to Roundtable by December.
• Give it to your Unit Commissioner by December.
• Do not expect a house-visit from your District
  Chair, District Commissioner, or District
  Executive

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Top 10 Rechartering Blunders
Doh!
Homer Simpsons
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• 10. You miscounted members, money, or Boys
  Life subscriptions.
• 9. You added a name to the overflow sheet
  without a copy of their BSA application.
• 8. You used Troopmaster and forgot either a
  paper copy or disk of your roster.
• 7. You wrote your check for the wrong amount.
  (Too much is ok, too little is a problem)
• 6. You changed a Tiger AP to a DL without an
  adult application form.

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• 5. You missed signatures and forgot birth dates.
  
• 4. You dont have all required leader positions.
• You forgot to cross off an inactive member.
• 2. You didnt keep copies of ALL your forms.
• 1. You didnt turn your paperwork in on-time!

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Questions?
Lisa Jones Council Registrar 513-961-2336 ext
220