Even Homer Can Do It!

Dan Beard Council

Charter RenewalMade Easy

9 Step Process

1 Make Sense Out of It (Review the Charter Renewal Materials)

2 What’s Real? (Reconcile the Charter Renewal Roster with Your Unit Records)

3 Are We Good or What? (Complete Your Quality Unit Form)

4 Sign on the Dotted Line

5 Show Me the Money $$$

6 Revenge of the Nerds (Using Packmaster or Troopmaster)

7 Finish Up

8 Stuff ‘N Seal

9 Turn It In

Make Sense Out of It:

Review the Charter Renewal Materials

Step #1

Separate Your Paperwork

1. 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

What’s Real?

Reconcile the Charter RenewalRoster with Your Unit Records

Step #2

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

Deleting Members from the Charter Renewal

Roster

• Draw a line through all personal information.

• That’s all you do.

• But, be sure… Are they really no longer active, or have they just missed a few meetings?

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 packS = Boy Scout troop P = Venturing crew E = Explorer post

– Local Unit No. = Your unit number

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.

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

Boy Scout Troops • IH, CR, CC, 2 MCs, SM

Venturing Crews • IH, CR, CC, 2 MCs, NL

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– Can’t simply cross out “AP” and insert “DL” as new

position

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 (513) 961-2336 ext 220

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.

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.

Step #3

Sign on the Dotted Line

Step #4

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.

Show Me the Money!

Step #5

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)

You’ll 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.

Revenge of the Nerds

Using Troopmaster or Packmaster

Step #6

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.

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

Finish Up

Step # 7

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

– Council’s copy of the award form– Patch order form

• One check

Now . . . make copies of

everything!

Multi-part forms: enclose

only council copy

Forms You Keep

• Membership Inventory– For the unit’s use – do not enclose in your

Charter Renewal packet.

Step #8

Stuff ‘N Seal

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

Homer Simpson’s

Doh!

Top 10 Rechartering Blunders

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.

5. You missed signatures and forgot birth dates.

4. You don’t have all required leader positions.

3. You forgot to cross off an inactive member.

2. You didn’t keep copies of ALL your forms.

1. You didn’t turn your paperwork in on-time!

Lisa JonesCouncil Registrar

513-961-2336 ext 220

Questions?