Official Position Description (from the BSA Troop Committee Guidebook)

  • Develop a plan for year-round membership flow into the troop.
  • Work closely with the Cubmaster and Webelos den leaders of neighboring Cub Scout packs to provide a smooth transition from pack to troop. Assist in developing and recruiting den chiefs and assist in the crossover ceremony from Webelos Scouts to Boy Scouts.
  • Plan and coordinate a troop open house to invite non-Scouts into the troop.
  • Encourage Scouts to invite their friends to join the troop.
  • Keep track of Scouts who drop out of the troop and develop a plan to encourage them to rejoin.

Note that the official description does not include “Report to the troop committee at each committee meeting,” but Troop 216 prefers such a montly update.

Day-to- day Responsibilities

  • Updates any changes to Scout or Adult records in Troopmaster as notified by the Scoutmaster.
  • Enter into Troopmaster any new or transferring Scout or Assistant Scoutmaster joining the troop during the year.
  • Submit registration paperwork to council for new or transferring Scouts (with appropriate signatures) joining in the middle of the year.

Other Responsibilities

Charter renewals are done on an annual basis for the troop and this is where the majority of the responsibilities lie for the Membership Chair.

  • Attend the January district roundtable meeting to collect charter renewal paperwork.
  • Set up annual troop registration form and email it to troop in January. That email should state when the form is due and the amount of annual registration fees that need to be collected.
  • Send annual troop registration form to troop webmaster to publish on troop website and record on troop calendar.
  • Collect all Troop registration forms from each family along with their check for fees.
  • Keep track of the forms and fees that have been returned to you and follow up with emails until you have collected all troop registration forms.
  • Individually contact each family who has not returned the forms and fees to confirm their continuation in the troop.
  • New Scouts and transfers must complete the BSA Council form as well as the troop registration form.
  • Submit the registration paperwork for new or transferring scouts to council with appropriate signatures.
  • Enter into troop master any new or transferring scout or assistant troop master joining the troop during the year.
  • Verify and update any changes from each troop registration form against each Scout and adult information in Troopmaster.
  • Hand over all checks to troop treasurer.
  • Attend the February or March district round table meeting to set up appointment with district for review of final paperwork.
  • Complete Charter Renewal process online and print out copies. Follow the instructions given by unit council for the renewal process. Get appropriate signatures on final forms.
  • Attend the appointment set earlier to hand in Unit Charter Renewal Report along with the payment of registration fees.
  • Occasionally participate in Boards of Review at troop meetings.

Contacts

The Membership Chair interacts with the following people:

  • Crosswinds District Commissioner – Jerry Jester (jjester@nc.rr.com)
  • Chartered Organization Representative – Todd Ellis (tellis1@nc.rr.com)
  • Council Representative – Tiffany Adams (tiffany.adams@scouting.org)

Troopmaster Tasks

  • Enter into Troopmaster any new or transferring Scout or Assistant Scoutmaster joining the troop during the year.
  • Verify and update any changes from each troop registration form against each Scout and adult information in Troopmaster.