21st baden-powell guild operations manual...dec 21, 2017 · the 21st baden-powell guild is a...

21stBaden-PowellGuild--OperationsManual

Version0.3 RevisionDate:December3,2017-TAG Page1

21stBaden-PowellGuild

OperationsManual

Version:0.3

RevisionDate:December3,2017

Original:September30,2015

21stBaden-PowellGuild–OperationsManual


TableofContents

1. INTRODUCTION..............................................................................................................................4

2. HISTORY.........................................................................................................................................4

3. ORGANIZATIONALROLESANDRESPONSIBILITIES...........................................................................5

4. REGISTRATION...............................................................................................................................9

5. RECRUITMENTOFNEWMEMBERS...............................................................................................10

6. GUILDUNIFORM..........................................................................................................................10

7. COMMUNICATIONS......................................................................................................................10

8. BANKACCOUNTS.......................................................................ERROR!BOOKMARKNOTDEFINED.

9. GUILDEXPENDITURES..................................................................................................................11

10. CONTRACTS..................................................................................................................................12

11. JAMBOREEFUNDS........................................................................................................................12

12.DONATIONS.................................................................................................................................12

13.GUILDEVENTSCALENDAR............................................................................................................13

14. TRAINING.....................................................................................................................................18

15. RELATIONSHIPWITHSCOUTSCANADA,FRASERVALLEYCOUNCILANDNICOMEKLAREA.............19

16. APPENDICES.................................................................................................................................21

DOCUMENTMANAGEMENTDate Version Editedby Revisionsmade

September2015 0.1 TomGrady Original

January5,2016 0.2 TomGrady UpdatedwebsiteinfoAddedDancePlanningInfoAddedAppleDayTallysheet

December3,2017 0.3 TomGrady UpdatedKubKarRallyandRemembranceDaydetails



1. INTRODUCTIONBaden-PowellGuildsareconstitutedundertheCanadianFellowshipofBaden-PowellGuildsasvolunteercommunityorganizationswiththeaimofkeepingalivethespiritoftheScoutingandGuidingPromiseandLaw,inaprocessofcontinuouspersonaldevelopment.Guildmembersbringthatspiritintothecommunitiesinwhichtheyliveandwork,bymaintainingsocialconnectionsandbyactivelysupportingScoutingandGuidingintheircommunities.

The21stBaden-PowellGuildisanon-profitvolunteerorganizationestablishedintheSemiahmooPeninsula(Surrey/WhiteRock)areaofBritishColumbia,Canada.The21stGuildisamemberoftheBCFellowshipofBaden-PowellGuildsandisaffiliatedwithScoutsCanadathroughtheNicomeklAreaandFraserValleyCouncil.

The21stB-PGuildfollowstheconstitutionandbylawsoftheCanadianFellowshipandreportsregularlyonactivitiesandmembershipthroughtheBCFellowshipofBaden-PowellGuilds.

Thepurposeofthe21stGuildistwo-fold:

1. OfferfellowshipandsocialconnectiontocurrentandformerleadersofScoutingontheSemiahmoopeninsula

2. Supportprogramplanning,fundraisingandconnectionamongScoutingGroupsontheSemiahmooPeninsulaincluding:

• 1stSemiahmooSeaScoutsGroup

• 6thPeaceArchScoutingGroup

• 9thPeaceArchScoutingGroup

• 10thWhiteRockScoutingGroup

• 21stSouthSurreyScoutingGroup,

TheGuildsupportstheobjectivesofscoutingandofrunningafull,interestingandfunprogramofactivitiesforscoutingyouthinourarea.

DedicatedvolunteersmanagetheGuild.CurrentandformerScouting/GuidingLeaderswithextensiveexperienceinScoutingbringtheirknowledgeandinterestswiththemtocontinuetheircommunityserviceandmaintainfellowshipwithotherlike-mindedcommunitymembers.

Thisdocumentanditsassociatedreferencesareintendedtobearepositoryoftheproceduresandpoliciesofthe21stB-PGuild.Thisisnotintendedtobearigidprotocolofrules.RatherthisdocumentationshouldassistGuildmembersinplanningandmakingdecisionsaboutwaystocarryouttheGuild’slocalmandate.

Newmembersandnewideasarealwayswelcome.Individualmembershavearesponsibilitytofollowtheseguidelinesandtosuggestimprovementandpracticalsolutionswhenbeneficial.

2. HISTORYOnceuponatimetherewasaScoutsCanadaDistrictcalledPeaceArchDistrict.Duringthedarkages,whenpeopleseemedtolosetheirminds,Districtswereabolishedtothenetherregions,andsuperdistrictscalledAreaswerecreated.WhenthelocalSemiahmooPeninsulagroupsbecamepartofalargergroupofgroups,thingsfeltlesspersonal.Theneedsoftheeasternersdidnotnecessarilyreflecttheneedsofthewesterners.



Quickthinkingindividualsswoopedinandthoughtoutofthebox,andformedanaffiliatedgroupdedicatedtoscoutingonthepeninsulacalledthe21stB-PGuild.TheGuildisofficiallyrecognizedbyScoutsCanadathroughtheBCandCanadianFellowship.However,noreportingorfinancialaccountabilityexiststoScoutsCanada.TheGuildtakesituponitselftohelpthegroupswithinthePeninsulamicrocosm.

FundsareraisedbytheGuildforequipmentandeventstobenefitScoutingyouth,notGuildmembers.

TheGuildputsonseveralpeninsula“bonding”eventssuchastheCampfire,theStart-UpCamp,aParent/Leaderfundraiserdance.Inaddition,theGuildhashelpedtofundScoutingfeesforthoseinneedwhoreallywanttoparticipateinscoutingonthepeninsula,butcannotbearthefinancialcost.

RESPONSIBILITYFORMAINTAININGTHISDOCUMENTThisisalivingdocument.Editsandupdatesareessentialtokeepthecontentcurrentandrelevant.ItistheresponsibilityoftheGuildMasterand/orhisdesignatetoreviewandupdatethismanualannually.FeedbackiswelcomeandshouldbedirectedtotheGuildMaster,21stBaden-PowellGuild.EdittasksmayassignedtoGuildmembersbythecurrentGuildMaster.

Inadditiontothisoperationsmanual,separatereferencedocumentsregardingspecificevents,practicesorcommunicationswillbemaintainedforhistoryandarchivalpurposesonthe21stB-PGuildWebsite:https://21stbpguild.wordpress.com/.

3. ORGANIZATIONALROLESANDRESPONSIBILITIES

LEADERSHIPGuildleadershiprolesandresponsibilitiesisguidedprimarilybytheconstitutionoftheCanadianFellowshipofB-PGuilds.TheGuildMasterisresponsiblefortheoveralladministrationoftheGuild.AssignedrolesontheGuildcouncilinclude

• GuildMaster

• Treasurer

• Secretary/Registrar

• MembersatLarge

Additionalrolesmaybeassignedfromtimetotimetoplanspecificeventsorprogramsincluding:

• CommunicationsCoordinator

• Quartermaster

• AppleDaycoordinator

• DanceCoordinator

• SilentAuctionCoordinator

• KubKarRallyCoordinator

• CampfireChief



ThevotingmembersincludeallregisteredmembersoftheGuild.TheGuildMaster,actingasmeetingChair,willrefrainfromvotingonissuesexceptintheeventofatie.

ROLESANDRESPONSIBILITIESThereareanumberofresponsibilitiesassociatedwithrolesinthe21stB-PGuild.

Role Responsibilities

GuildMaster Ø AttendsProvincialGuildAGMasvotingmember

Ø PlansGroupCalendarinconsultationwithScoutingGroupsandGuildmembers

Ø ConductslongtermplanningtoensurethesuccessionGuildleadersandintakeofnewmembers

Ø EnsuresOperationsManualismaintained

Ø HelpsmaintaintheprofileofScoutingGroupswithintheSemiahmooPeninsulacommunity

Ø Arrangingcontractsandpaymentforeventlocationsandsuppliers

Ø LiaiseswithProvincialandNationalGuildAwardsandRecognitionrepresentative

Ø WorkswithScoutingGroupleaders/advisorstoensurethatGuildactivitiesarealignedwithScoutingGroupobjectivesandplans.

Treasurer Ø Establishesanannualbudgetbasedonplannedeventsandactivities,andanticipatedrevenuesandexpenses.

Ø Maintainsrecordsofincomeandexpenditures

Ø PreparesstatementsofIncomeandLossandaBalanceSheet

Ø Depositsfundsreceived

Ø PaysapprovedGuildexpenses

Ø UponapprovaloftheGuildMaster(ordesignate),reimbursesexpensesincurredbymembers

Ø Maintainsfundaccountsforlong-rangeplans(e.g.JamboreeFunds,campingequipment,etc.)



Role Responsibilities

Auditor Ø Preparesauditedstatements

Ø Usuallyanindependent3rdparty

Registrar Ø PrepareandsubmitannualmemberregistrationformsandfeestoNationalandProvincialGuildregistrars.

Ø RegistrationyearisSeptember1toAugust31

Ø EarlyregistrationcutoffisAugust1

Communications/Webmaster

Ø Maintainsthecontentsofthegroup’swebsite

Ø Maintainsthecontentsoftheonlinecalendar

Quartermaster Ø ResponsiblefortheorganizationofGuildequipmentandassets.

Ø ResponsibleformajorGuildpurchasesasapprovedbytheguild

Ø CoordinateswithScoutinggroupsforuse/borrowingofequipment.

Ø Establishingprocessesforchecking-inandchecking-outequipment

Secretary Ø Responsibleformaintenanceandpublishingoftheminutesfromtheguildmeetings.



EVENTCOORDINATORROLESAstheGuildyearproceeds,individualswillbeaskedtoundertakerolesspecifictofundraisingactivitiesorspecialevents.TheseindividualsshouldbeGuildmembers,butalternativelymaybelocalScoutingGroupmembersregisteredonlywithScoutsCanada.

Event Role RoleDescription

AppleDay AppleDayCoordinator(s) Coordinatesapplebulkorder,deliveryandpayment

IssuesAppledaynoticeandassignmentstoGroupleaders.

CoordinatesAppleboxpickupbygroups

CoordinatesMoneycountwithVenturer/Roversupport

LiaiseswithTreasurertocountanddepositfunds,anddisbursefundstogroups.

PoppySales/RemembranceDayparade

PoppySalesCoordinator LiaiseswithLegionBr8and240

Assignslocationsandtimestogroups

CoordinatespoppypickupandreturnoffundstoLegions

CoordinatesflagbearersforNov11parade.

AdultDance DancePlanningCoordinator

SilentAuctionCoordinator

Coordinatestickets,venue,cateringandeventplans

Coordinatesdonations,inventory,silentauctionsetupandaccounting

BPCampfire CampfireChief Bookslocation–CentennialPark(WRLeisureServices)

Obtainsfirepermit(WhiteRockFireDept.)



Event Role RoleDescription

KubKarRally KKRallyHost Coordinatesvenueandcatering(LDSChurch)

BooksandsetsupKKtracks

Issuesrulesandregistrationsheets

Purchasestrophiesandbadges

Coordinatesdayofeventactivities(registration,raceadministration,repairpit,cleanup).

4. GUILDMEETINGSFormalGuildmeetingsaretobeminutedbytheSecretary.Electronicrecordsaretobekeptofdiscussions,issuesanddecisions.MinutesshouldbedistributedtoallmembersandScoutingGroupCommissioners,andpublishedtotheGuildwebsite.

TheGuildshouldmeetaminimumof3timesperyear:

1. Beginningoftheyeartoestablishgoals/confirmdatesforallevents,

2. Januarymeetingtoallowfor2ndhalfplanningandcoursecorrections,

3. Endoftheyeartoactasapostmortem(goodandbad)andtosetupplanningforthefollowingyear.

5. REGISTRATIONANDFEESEachmembermustberegisteredannuallyintotheGuildthroughtheProvincialandNationalGuildregistrars.

MEMBERREGISTRATIONTheGuildRegistrarisresponsibleforcollectingfeesandsubmittingmemberregistrationtotheprovincialandnationalregistrarbyAugust31ofeachyear.

MEMBERFEESRegistrationfeesaretypically:

• National:$30.00permemberannually• Provincial:$5.00permemberannually

REGISTRATIONINSCOUTSCANADARegistrationwithScoutsCanadaisoptional.AreducedScoutsCanadafeeisavailabletonon-activeScoutingmemberswhoarealsoGuildmembers.

PERSONALRECORDCHECK



EachmemberneedsavalidPRCandscreeningiftheywillbeworkingwithyouth.

6. RECRUITMENTOFNEWMEMBERSNewmemberstypicallycomefromtheranksofactiveandretiringScoutingorGuidingleaders.TheGuildMasterandallGuildmembersareresponsibleformaintaininganactiveandvibrantcommunitythroughfellowship,activityplanning,andbyreachingouttootherstojointheGuild.

7. GUILDUNIFORMTheGuilduniformconsistsof:

Formal

• NavyBlueblazer• MediumBluecollaredshirtorblouse• Graypantsorskirt• Blackshoes/pumps• GuildNeckerinnavywithRedtrim/piping.

Informal

• NavyBluegolfshirt• GuildNeckerinnavywithRedtrim/piping.• Anypantsorskirt• Comfortableshoes

GuildcrestsandneckersareissuedbytheGuildMastertoeachnewmemberandarepaidoutofGuildfunds.TheGuildMasterisresponsibleforarrangingsewingofneckers.

8. COMMUNICATIONS

WEBSITE&GUILDCALENDARTheGuildmaintainsawordpresswebsitehostedbyAEBCInternetCorp(alocalISP)forboththe21stBPGuildandthe6thPeaceArchScoutinggroup.TheISPserviceisdonatedbytheownerofAEBC(TonyLum)whoisacolleagueofleaderKevinGillett).Theestimatedvalueofthisserviceis$300peryear.

DomainregistrationcostsarehandledthroughAEBCaswellandare$30+GSTperyearpaidbythe6thPeaceArchgroup.CurrentlyKevinGillettistheISPcontact.

SiteeditorsareKevinGillett,TomGradyandAndrewDallas(asofJan2016)

TheGoogleGuildCalendaronthewebsitelistsGuildeventsandequipmentbookings.OwnersareKevinGillett,TomGradyandAndrewDallas(asofJan2016).SharedaccesstoedittheguildsiteandcalendarcanbearrangedwithKevinGillett.

[email protected].



ThereisonebankaccountcurrentlyheldbyCoastCapitalSavingsforthe21stBaden-PowellGuild.Thebankaccountrequirestwosigners:GuildMasterandTreasurer.

TheBankaccountsarelocatedattheMorganCrossingBranchofCoastCapitalSavings.TwoAccessCardshavebeenissuedandinternaltransactionscanbeconductedonline.

DepositsaremadeatthebankusingtheGuilddepositbooks.Chequesaremanagedbythetreasurerandrequirereceipts.

GuildAccountsSignors:

• DebbiePearson

• AndrewDallas

• TomGrady

9. GUILDEXPENDITURESTheGuildcurrentlyhasonebankaccountwithtwosub-accounts:operationsandJamboreeFunds.

Moneyisallocatedtoeachaccountbasedonthepurposeofthefundraisingeventorrequiredallocationofrevenueordonation.TheGuildwillpayforcertainmemberexpensesandmaintainsalistofitemsthatarepre-approvedforexpensesandthingsthatarenottypicallycovered.

TermDepositsarepurchasedwhenexcessfundsareover$5,000.00.Termsaretypicallyoneyear,renewingtooneyearterm.

OPERATINGEXPENSES-TYPICALTheGuildMastermustapprovealloperatingexpenditures.Itemsthataretypicallycoveredare:

• Equipmentrepair(trailer,teepees,KKtrack)• Insurance(trailer)• Danceexpenses(food,supplies,tickets,venuebooking,prizes,decorations)• KubKarrallyexpenses(trophies,badges)• Campfireexpenses(firemanagersupplies,mug-upsupplies)• AppleDaysupplies(apples,tags,badges,donationcans,foodforcounters)

LISTOFITEMSTHATARETYPICALLYNOTCOVERED- Food/beveragesformeetings

- Meetingvenuerental

- Uniformsformembers(withtheexceptionofneckersandcrests)

- Campfeesformembersparticipatinginlocalcampsandevents

- TraveltoProvincialorNationalGuildevents



ITEMSTHATWILLBECONSIDEREDONACASEBYCASEBASIS- TrainingtosupportparticipationwithScoutingGroups(e.g.FirstAidTraining)

- FeesforattendanceatProvincialorNationalmeetings

EXPENSECLAIMS- Expenseclaimsareanuncommonoccurrenceforguildmembers.Eachmembermustprovidereceipts

withtheirexpensestatement(byletteroremail)summarizingthepurposeandcostsoftheindividualitems

- Expensesshouldbeclaimedwithin30daysofexpenditureandallexpensesshouldbeclaimednolaterthanJune15thunlesspriorarrangementshavebeenmade.ExpensesmustbeapprovedbytheGuildMasterorTreasurerpriortopreparingexpensechequesorissuingchequesforpurchase.

10. CONTRACTSAllcontractsandanythingthatrequiresawaiver/indemnityclauseneedstobeapprovedbytheGuildMaster.Thismeanshallrentals,schoolrentals,toursoranythingthatrequiresyoutosignaform.

11. JAMBOREEFUNDSThereareseveralJamboreesthathappenevery2-3years.TheCanadianJamboreecost$1700peryouthtoattendin2007andwasinMontreal.The2013CJcost$1200peryouthforatriptoAlberta.

The21stB-PGuildprovidesfundingforyouth,leadersandoffersofservice(OOS)toattendlocal,provincial,nationalandinternationalJamborees.Typicallyfundingistobeappliedtotravelcosts.

Typicalfundingallocationsperpersonhavebeen:

WorldJamboree: $600.00perperson

CanadianJamboree: $400.00perperson

ProvincialJamboree: $75.00perperson

NationalCuboree: $250.00perperson

InternationalJamborette $150.00perperson

Guidelinescanbeviewedintheappendix.AnupcomingJamboreelistisalsocontainedintheAppendix.

12. DONATIONSOthermoneycomesintotheGuildonoccasionasdonations.Thetypicaldonationsare:

Donor For TypicalAmount



RotaryClubofWhiteRock Teepees

KubKarTrack

$5000.00in2005?

$2000.00in2011

LegionBr8 PoppySales $1000inJanuaryinrecognitionofPoppySaleshelp.

FundscomefromMeatDrawandareusedforGuildoperationalexpenses.

Other IndividualdonationsaresometimesmadetotheGuildandareusuallyspecifiedastowherethedonationistobeused

13. GUILDEVENTSAswithmostnon-profitgroups,fundraisingisessentialtotheexecutionoftheprogram.MostactivitiesservethepurposeofsupportingScoutingGroupprogrammingandalsoprovideaservicetothecommunity(e.g.PoppySales)andpromotescoutingamongscoutingfamilies.

Ouractivitiesaretypicallythese:

FundraisingEvent/Item Held TypicalAmount

AppleDays 1stWeekendpostThanksgivinginOctober

Gross$9,000.00

Net$7,000.00

10%tojamboreefund.Remainderdividedamongparticipatinggroupsbasedonparticipationofyouth.

PoppySales/RemembranceDayparade

PoppySales–LastSundaybeforeRemembranceDay

Parade–November11–WhiteRockandSouthSurrey

ServicedonationfromLegionBR8($1000.00)toGuild–usedforoperatingfunds.

Nocostorfundraising

AdultDance ValentinesTheme–SaturdayclosesttoValentines.

$25.00/ticketfordance



FundraisingEvent/Item Held TypicalAmount

OR

MardiGrasTheme–SaturdayclosesttoFeb22.

100participants

Breakevenondancecosts

$6000indonationvalue

$3000incashrevenue

BPCampfire SaturdayclosesttoBPBirthday–February22or(1857)

Nofundraising.

KubKarRally 1stFridaynightinMarch–6-9pmatLDSChurch

UseselectronicKKtrack

ConcessionproceedstoLDSchurch

Nofeetoparticipate

Guildpaysfortrophiesandcrests.

APPLEDAYFUNDRAISERAppleDayhaslongbeenassociatedwithScouts.Peoplearequitewillingtodonateforanapple,andanappleisahealthything(comparedwith,say,chocolate)tosell.TheAppleDaydateissetbyScoutsCanada,sopeoplearenotsurprisedbyScoutssellingapples.Thisisanactivitywheretheyoungersectionsdoaswellas(orbetterthan)theoldersections.

TheGuildcoordinatesapplepurchase,siteallocationsandreturnscounting/distributiononbehalfofallScoutinggroupsinthearea.Thisensuresafairandequitableprogramanddistributionoffunds.

DATESAppleDayissetbyScoutsCanadaforthemajorityoftheFraserValleyCouncil,however,the21stB-PGuildtypicallysetsasidetheweekendafterThanksgivingforthiseventonthepeninsula.

APPLEDAYCOORDINATORTheGuildMasterisresponsibleforensuringthatthereisanAppleDayCoordinatorwhowillcommunicatewithgroupsandtheapplesupplier.

SCOUTINGGROUPPARTICIPATIONAllGroupsareexpectedtoorganizeyouthparticipationforbothdaysoftheevent.AppledaycountisconductedwithassistancefromVenturesandRovers,typicallyontheSundayeveningaftertheeventhasfinished.

DISTRIBUTIONOFFUNDS10%-JamboreeFund

90%-distributedtogroupsbasedonyouthparticipationshares:



Beaver–onehour=oneshare

Cub/Scout/Venturer–twohours=oneshare

Rovers/leaders–timenotcounted.

SeeAppendixforadditionaldocumentation.

REMEMBRANCEDAYCEREMONIESTheGuildhelpstocoordinateScoutingGroupparticipationinPoppySalesandtheRemembranceDayceremony/parade.6thPeaceArchworkswiththeLegionBr240toattendtheirRemembranceDayceremonies.OtherGroupsattendtheCeremonieswiththeLegionBr8andtheGuildat1stUnitedChurchinWhiteRock.

POPPYSALESTheGuildcontactstheLegioninSeptembertoofferyouthservice,typicallyforonedayofthecampaign.ASundayissuggestedasthishastheleastconflictwithotheryouthactivitiessuchassoccer.TheCoordinatorcommunicatestimesandlocationstoeachparticipatingScoutingGroup.ScoutingGroupsarerequiredtopickupsuppliesattheLegionandcoordinateyouthparticipationschedule.TheguildsuggeststhatonlyCubandScoutyouthparticipateinthisserviceevent(noBeavers).

PURCHASEOFWREATHTheGuildpurchasesaWreathfromtheBr8LegiononbehalfofallScoutingGroups.Thecostistypically$45.00andpurchasecanbearrangedbythetreasurerthroughtheLegionsecretary.

PARADETheRemembranceDayParadeishostedbytheBr8Legion.Theparadestartsat0930atWhiteRockElementarySchool.ScoutingGroupsmusterbyGroup.TheGuildprovidesflagsanddetermineswhichgroupshouldbeFlagBearer.OlderyouthattendWhiteRockUnitedChurchservicewithadults.YoungestyouthpealofffromparadetoStaroftheSeahall.

BEAVER/SPARKACTIVITYTheBeaver/SparkactivityishostedintheStaroftheSeaHallbyGuidingandScoutingLeaders.ThisallowsyoungestyouthtobeoccupiedelsewherewhilethechurchserviceisoccurringintheWhiteRockUnitedChurch.TheGuildbooksthehallthroughtheStaroftheSeaChurch–usuallyitisfree.HallKeyisusuallymanagedbyEdVanDycke(10thWhiteRock).ContactJennyHall([email protected]) tocoordinateactivitiesforyouth.Typicallythisincludesapapercraft,colouring,songsanddiscussionofRemembranceDaypurpose.

CENOTAPHSERVICEANDWREATHLAYINGAt10:45a.m.allparticipantsgatherattheWhiteRockCenotaph.TheLegionleadstheServiceand2minutesofsilence,andlayingofwreaths.GuildandScoutingLeadersselecttwoscoutingyouth,inuniform,tocarryandplacethewreathonbehalfofallScoutingGroups.

BADEN-POWELLWEEK

21STB-PGUILDCAMPFIRELordandLadyBadenPowellbothhadtheirbirthdayonFebruary22nd,andweusuallycelebratethedateandtheweeksurroundingit(BadenPowellWeek,orScoutsandGuidesWeek)withspecialcelebrations–the21stBPCampfire.



AnnuallytheGuildhostsapeninsulawidecampfireatCentennialPark.ThecampfireparadestartswithagatheringatCentralPlaza(152and16th)at6:15PMinfrontoftheTDBankandatorchlightparadeleadseveryonetothecampfireatthepark.Oncethecampfireisconcludedthereisusuallyamug-up.

CAMPFIREPERMITANDPARKSITEBOOKINGAfirepermitrequestmustbesubmittedbylettertotheWhiteRockFirechief(PhilLemire-2015)atleastonemonthpriortotheevent.TheissuedpermitcanbepickedupattheFireHallandmustbeinpossessionofthefiremanagerduringthecampfireevent.

TheparkareanexttotheDogOff-Leashparkisusedforthecampfire.BookingisrequiredbytheGuildthroughWhiteRockLeisureServices([email protected]).Abookingcontractcanbecompletedandsignedinpersonorbyfax/emailscanneddocument.

B-PDINNERCurrentlywedonotdoaB-PDinnerandareoneofthefewgroupsthatdon’t.Thismaybeconsideredinthefuture.

21STB-PGUILDDANCE&SILENTAUCTIONOnaSaturdaynearValentine’sdayorMardiGras,theB-PGuildwillhostadanceandSilentAuctiontoraisemoneyfortheGuildandJamboreeFund.Thisisheldatoneofthelocalhallsandincludesadinner,activities,danceandsilentauctionwithdonateditemsforsalethatarecollectedbyScoutinggroupleadersandparents.Detailedtasklistandeventcommunicationsdocumentsareincludedintheappendix.

KUBKARRALLYEachyeartheGuildhostsaKubKarRallyforcubsandscoutsofthelocalScoutingGroups.Between30and50youthregisterattheeventwhichtakesplaceonaFridaynightbetween6pmand9pm.TheGuild’selectronicKubKartrackandcomputerensuresasmoothandefficientevent.

VENUEANDCONCESSIONTheLDSChurchand9thPeaceArchScoutshosttheeventattheirchurchhall,andmanagetheconcession.Theyretainallproceedsfromtheconcession.TheGuildconfirmsthebookingwith9thPeaceArchinSeptemberandagaininJanuary.

TRACKANDSUPPLIESTheguildpurchases,fromScoutShop,trophies,badgesandribbons(optional)toawardtowinners.

• 1Largetrophy FastestCubcar• 3Mediumtrophies SecondFastest,bestdesign,wackiest• 3smalltrophies Thirdfastest,secondbestdesign,thirdbestdesign• 1Scouttrucktrophy FastestScouttruck• 50Participantbadges

TheGuildKubKartrackisstoredatAndrewDallas’residenceandshouldbetestedatleastoneweekpriortotheevent.TwoadditionalwoodentracksarerequiredattheeventforpracticerunsandScoutTruckraces(trucksdon’tfitonelectronictrack).



RULESANDPROGRAMKubKarRallyRulesandregistrationformsaresenttoleadersinJanuarywitharemindertogettoworkonbuildingKubKars.MostgroupsholdtheirownrallyatameetingoneweekpriortotheGuildeventdate.RulesandRegistrationformsareintheAppendix.

SITESETUPTracksetupisusuallydonebytheGuildontheThursdaynightpriortotheevent,withtheassistanceof9thPeaceArchleaders.

ROTARYBOOKSALE21stSouthSurreyScouts(GlennVernon)arrangesthesetupandtakedownoftablesandbooksatSemiahmooMallforRotarybooksale.TheRotaryClubmaymakeadonationtotheGuild.ThiseventstakesplaceannuallyinearlyMarch.TheRotarydonationhasbeenappliedtopurchasingTeepeesandtheKubKartrack.Alternately,itcanbeusedforJamboreefundorleadertraining.

TYPICALGUILDCALENDARANDSCHEDULEDate Event Responsibility

August GuildMeeting-Agenda:

GuildCalendar-UpdatesfortheYear

Confirmationofregistration

OutlinePolicy/Procedurechangesifany

CalendarCommunicationstosendtoScoutinggroups

GM

August Submitregistration Registrar

August CommunicateAppleDayinformationtoScoutingGroups ADCoord

August Confirmaccountsstatus Treasurer

September BookDanceVenue,musicandcatering DanceCoord

September ConfirmKubKarRallylocation KKcoord

September ConnectwithLegionre:PoppySalesandParadeplan RDCoord

October CoordinateAppleDayactivitiesandMoneycounting ADCoord

October CommunicatePoppySalesinformationtoGroups–dates,location,pickup,timingandguidelines

RDCoord

October ArrangewithBR8legiontopurchasewreathtobelaidatWRCenotaph RDCoord



Date Event Responsibility

November PoppySales–firstweekendofNovember RDCoord

Nov11th RemembranceDayCeremonies

Youthtobeflagbearers(rotatesamongscoutinggroups)

Youthtolaywreath(rotatesamongscoutinggroups)

RDCoord

November IssueDanceticketsanddonationsrequestinformationtoScoutingGroups DanceCoord

January GuildMeeting–statusupdatesandDanceplans GM

January SendoutScheduleupdatetoScoutingGroups GM/Comms

January Connectwith21standRotaryregardingbooksale GM

January BookCampfireVenueandrequestfirepermit CFChief

January ConfirmDancevenue,cateringandmusic

February DanceCoordinationMeetingSilentAuction DanceCoord

February SilentAuctionprep–organizedonationsandcreatebidsheets AuctionCoord

February DanceandSilentAuction DanceCoord

February Danceaccountingandfollow-up DanceCoord

February 21stBPCampfire(lastSaturdayofB-PWeek) CFChief

March RotaryBooksale(TroopandCompanyGuildfunction) Troop/Company

May GuildMeeting–Reviewyear GM

May CommunicatefollowingyearscheduletoScoutingGroups GM/Comm

June Assignrolesforfollowingyeareventplanning GM

14. TRAININGTrainingisnotrequiredforparticipationintheGuild.ScoutingSkillsandexperience,andScoutsCanadatrainingisanassettheGuildcanoffertosupportlocalScoutingGroupprograms.

InadditiontoaPRC,GuildmemberswhowishtoassistataScoutinggroupeventshouldhavetheappropriateScoutsCanadatraining(e.g.Woodbadge).AnyoutdooreventrequiresthataleaderpresenthaveavalidcertificationinStandardFirstAid.HavingthistrainingisagoodwayforguildmemberstosupportaScoutingevent.



OthertrainingmayberequiredbytheGuildandwillbearrangedbytheGuildMastersoastobereasonablyaccessibletomembers.

FOODSAFEHighlyrecommendedforthoseworkingwithfoodatcamporattheGuildDance.FoodsafecanbedonethroughtheFVCofferingsoronone’sown.Typicalcostis$65(aspertheDec5,2009FVCoffering)

COOKWELLICampcookskillsforsmallgroupcampsofabout20individuals.ItisrecommendedthatatleastoneleadergoingtoeachcampbetrainedinCookwellI.$15istypicallythecostfortraining.

COOKWELLIICampcookskillsforlargergroupcamps.$15istypicallythecostfortraining.

PYROTECHNICSFirestartingandotherwonderousflame/explosionassociatedartsisanassettoallScoutGroups.HavingaGuildmemberwiththisskillisbeneficial.Thoseinterestedinlearninghowtodothis,shouldtalktoScouterAndrewDallas.

OTHERAREASOFSKILLORTRAINING• AdventureSmart-TrainedleaderscapableofgivingtheAdventureSmart/HugaTreetrainingtoyouth.• Canoeing/Kayaking-GuildmemberswhohaveKayakorCanoeexperiencemayofferassistanceortraining

toScoutingGroups.• Archery-Wehavenotrainedleadersintheareaofgivingarcherylessons.Thisissomethingthatwemay

wishtoaddressatsomepoint.• WildernessFirstAid-Thisissomethingthatwemaywishtoaddressatsomepoint.

15. RELATIONSHIPWITHSCOUTSCANADA,FRASERVALLEYCOUNCILANDNICOMEKLAREA

The21stB-PGuildisnotdirectlyassociatedwithScoutsCanada,theNicomeklAreaortheFraserValleyCouncil.

Itis,however,importantthattheGuildbeawareofAreaandCouncilactivitiesandworktomaintainpositiverelationswiththesebodies.

Guildeventsshouldnotconflictwithareaeventsorbeseentointerferewithregionalplanning.

ThereareseveralpaidstaffmembersworkingforAreaandCouncilwhomaybeconsultedforadviceandinputwhenplanningeventsandactivities.

ScoutsCanadacontactsarelistedbelow:

ContactName Position Description Phone Email

KenVallevand PaidStaffFVC Ourman 604-970-5284 [email protected]

TerryCampbell PaidStaff [email protected]

IqbalLalany OperationsManager 604-879-5721ext223 [email protected]



DyannaPfenniger MembersandVolunteerServices

604-879-5721ext224 [email protected]



16. APPENDICES

APPENDIX1:APPLEDAYPROCESSStep Details Responsibility When

ConfirmAppleDayDates

LettercomesfromGuild GM May

AssignAppleDaycoordinator

GM June

OrderApples Coord June

Updateandsendcommunications

Letter,guidelines,signinsheetsandlocationassignmentsGroupstobooklocations

Coord June

Preparesupplies Cans/Tags/inboxesbyScoutingGroup

Coord August

ReceiveApplesandensuredistribution

DetermineLocation–usuallyAndrewDallasresidence

Coord ThursdaybeforeAppleDay

Visitlocations Continualfollow-upoflocations Coord AppleDays

ReceiveReturnedcans/tags

TypicallybacktoDallasResidence

Coord Saturdayevening

CountCans LocationtypicallyScoutingBoathouse.

RequestattendanceofVenturersandRovers

OrderPizzaandpop

Coord Sundayorfollowingweekend

ReportonFundsRaised

Prepareaccountingsummary

Depositfunds

Preparecheques

Issuecheques,badgesandaccountingsummarytogroups

Coordandtreasurer

ASAP



2015AppleDayReport.docx



APPENDIX2:POPPYSALES/REMEMBRANCEDAY

Step Details Responsibility When

ContactLegionBr8 ContactLegionBr8re:datesandtimesforpoppysales(!stSemi.!0thWR,21stSS)

Coordinator September

ContactLegionBr240 ContactLegionBr240re:datesandtimesforpoppysales(6thPeaceArch)

Coordinator September

AdviseGroups Advisegroupsofdatesandlocations–allowthemtochooseor,assigngroupstolocations.

Coordinator ByMidOctober

BookStaroftheSeahall

ContactEdVanDyketobookhallforbeaversandsparksactvivities

Coordinator BuymidOctober

Confirm Confirmpoppytraypickanddropofftimes

Coordinator EndofOctober

AttendPoppySales Attendsitestocheckongroupsandassistwith

Coordinatorandgroupleaders

November

Assignflagbearers AssignaScoutinggrouptocarryflagsatparade

Coordinator November1

ContactGuides ContactGuidestocoordinateactivitiesforyouth–usuallycolouring,craftandstoryrelatedtoRemembranceDay

Coordinator Nov5

DeliverFlags DeliverFlagstoBearergroupleader

Coordinator ByNov10

AttendCeremony Attendaandparticipateinparadeandyouthactivities

Coordinator Nov11



APPENDIX3:DANCEPLANNINGStep Details Responsibility When

BookHall CrescentBeachLegionBr240OR

ElginHallCityofSurrey–ParksandRec

September

BookMusic MelodyExpressRonSleutel

September

BookCaterer SteveDrieseorcontractcaterer September

PrepareTickets Volunteertodesignandprint150numberedtickets

November

BookDishes Confetti’sfordishes January

PrepareNotice LettertoGroups/Parents January

PrepareDonationLetters

Lettertodonors January

AssignTasks•

Seetasklist• Barmanager• Shoppingcrew• Setupcrew

January

SendNotices/Letters Emailtoallgroups January

SellTickets DistributetoGroupCommissioners

January

BuyBarsupplies 3caseswineThreecasescider(assorted)TwokegsBeerFourcasesbeer

Daybeforedance

Organize/Purchasedecorationsandtablecovers

Fromstockornewifrequired Daybeforedance

Pickupdishes Confetti’s DayofDance




SetupHall GetKeyfromParksandRecandopenElginHall

DayofDance

2015 Mardi Gras dance tasks.xlsx



APPENDIX4:BPCAMPFIREStep Details Responsibility WhenSetDate UsuallyFebruary-AftertheDance

orbeforetheDance–Feb28isacommondate

CampfireChief Juneforfollowingyear

Confirmdate ConfirmwithGuildandgroupswhencalendarupdateissentout

CampfireChief AugustSeptember

SelectCampfireLeader

Volunteertoleadthecampfiresongs,skitsandcheers–experiencedScouterisbestwithloudvoiceandgoodsongrepetoire

CampfireChief October

SelectFireManager Volunteertosetupthecampfire,managethefireandensuresafety

CampfireChief October

RequestFirePermit LettertoWhiteRockFireChief–seesamplebelow.CATHERINEWEBBADMINISTRATIVEASSISTANTWHITEROCKFIRERESCUE15315PacificAvenue,WhiteRock,BCV4B1R1Tel:604.541.2125|[email protected]

CampfireChief December

Booksite EmailorphoneWhiteRockLeisureServices–siteisfree.LocationisCentennialPark,northsideofDogoff-leashareainclearingneartreesTheresa Kidd White Rock Leisure Services [email protected]

CampfireChief January

OrderGlowSticks Glowproducts.com(VictoriaBC).Order1505inchglowsticks–10pack,withelastics.Deliveryisusuallytwodaysbycourier.Costisusually$0.65perstick.


ArrangeMug-Upcatering

AntjeDallashasdonethisinthepast.MightliketofindanothervolunteerPurchase:Cookies,HotChocolate,napkins,cupsSupplies:table,tent/cover,chair,stove,largestainlesspottocook/holdbeverage,servingspoons,cups,


SendoutnoticetoGroups

Seesamplenoticebelow–includedate,gatheringtimeandlocation,whatandwhotobring.




Step Details Responsibility WhenMeetatMusterSite CentralPlaza–TDBank

Gatherparticipantsformustering.Handoutglowsticktoeachperson.Selectparadeleaderandparadecaboose(follower).

CampfireChief NightofEvent

MeetFireManageratCampfiresite

CentennialPark–ensurefirewillbeready.Markoffcirclearoundcampfirewithflaggingtapetoholdbackparticipantsfromfire.Setoutpaperbagswithcandlestomarktrailroutefrom16thavenuethroughparktocampfire.

CampfireChiefandfiremanager

NightofEvent

Runcampfire CampfireLeaderrunscampfireaccordingtostandardscoutingcampfireprocedures.Typicallythecampfirerunsfor60minutes(7pmto8pm)

CampfireleaderandCampfireChief

NightofEvent

Breakformugup Directparticipantstomuguparea.

Caterer NightofEvent

CleanupandThanks! Welldone–ensurefireisoutcompletelyandgarbageisremoved

All NightofEvent

SamplemessagetoScoutingGroups

BP Campfire Saturday February 28, 2015 - Centennial Park (6:30 p.m. to 8:30 p.m.) The campfire program includes a torchlight parade, songs, skits and cheers to share as we celebrate the birthday of Lord Baden-Powell, the founder of Scouting. 6:15 p.m. Meet at Central Plaza (TD Bank) in White Rock 6:30 p.m. Parade to Centennial Park 7:00 p.m. Campfire in the park 8:00 p.m. Mug up 8:30 p.m. Home

FirePermitRequestLettertoWhiteRockFireDepartment

Adobe Acrobat Document



APPENDIX5:KUBKARRALLY


SelectDate UsuallyaFridayeveningattheendofFeborstartofMarch

Coordinator November

AdviseSectionLeaders AdviseLeadersofKKRallydaatesotheycanplnaforbuildingKubKars(UsuallyInJanuary)

Coordinator November

BookHall LDSChurch–ContactTiffanyHarvey

Coordinator December

BookConcession ConfirmwithLDSchurchthattheywillrunconcessionasafundraiser

December

ReviseRulesanddocuments

Reviewandreviserules,registrationandcommunicationsdocuments

Coordinator December

SendoutNotices SendoutNoticeandrulesandregistrationForm

Coordinator January

AssignRoles MC/Announcer(1)–hostsevent

RaceMarshall(1-2)–RunsComputer

TrackLeads(2-4)–callnamesandstarteachrace

Judges(2-3)–Designcompetition

Coordinator February




PurchaseTrophies PurchasetrophiesRibbonsandcrestsfromScoutShop(Vancouver).

100Crests

Trophies:

1x1st,fastest

2x2nd,fastestanddesign

3x3rdfast,designandwhacky

1xScoutTrucktrophy

Coordinator February

Setuptracks Setuptracksthenightbeforetheeventtoensureeverythingworks

Coordinator Nightbefore

AttendEvent ActasMCandhostevent Coordinator Dayofevent

Kub Kar Rally Message to groups Friday March 6, 2015 - LDS Church (6:00 p.m. to 9:00 p.m.) Kub Kar Rally will be held on a Friday night again this year. Rally registration forms and rules are attached. Please be sure your Cub leaders receive this information and are working on their Kub Kars. Scout Trucks are also welcome.

Kub Kar Rules KK Registration Form



APPENDIX6:CRESTANDTROPHYSUPPLIERS

ScoutShop664WestBroadwayVancouverB.C.

CrestandTrophysuppliesforKubKarRally,AppleDayandotherevents.

RoverOutpost

http://www.roveroutpost.com

Turntimeisaboutamonthafterartworkapproved.GroupcrestsandCJ’13weredonethroughAltonToth.

ZoneWest

4weeksminimumcustomordertime.ContactMistyat604-460-2828

E-Patch

Stockcrests,nocustomwork.http://www.e-patchesandcrests.comSmallCanadiancompany.Contact:[email protected]:firstorder20%off,currentlyrunning15%offasmemberpriceifyousignupforthenewsletter(Dec2009)Promocode15OFFinshoppingcart.



APPENDIX8:GUILDMEMBERS2015-16

Role Membername

GuildMaster AndrewDallas

Secretary/Registrar TomGrady

Treasurer DebbiePearson

Communications/Webmaster KevinGillett

MembersatLarge TonyFenrichBruceWithersAntjeDallas

AppleDayCoordinator

RemembranceDayCoordinator

DanceCoordinator

CampfireChief

KubKarRallyCoordinator

Quartermaster

Auditor

APPENDIX9:EQUIPMENTINVENTORY• Teepees(2)-locatedat1stSemiahmooSeaScoutsBoathouse• Trailer(1)–locatedat1stSemiahmooSeaScoutsBoathouse• ElectronicKubKarTrack(1)–sixlane-locatedatAndrewDallasResidence

APPENDIX10:JAMBOREELIST

PJ–PACIFICJAMBOREE2015CAMPBARNARD,SOOKEBCBeginplanningnowtoattendanotherexcitingPacificJamboree(PJ)forallyouthandadultvolunteers..StaytunedformoreinformationonPJ2015.http://pj2015.ca/



Scoutsdotheprogram.Venturersandupdoserviceworkandputontheprogram.TherewillbeasingledayforPacktoattend.

WJ–WORLDJAMBOREE–2015,JAPANhttp://en.wikipedia.org/wiki/22nd_World_Scout_Jamboree

NodiscussionhasbeenmadeforthisJamboree,but2015isinJapan.Maybewecouldconsiderthisonesincewehave5yearstoplanforit.

CJ–CANADIANJAMBOREE–2017(NOVASCOTIA).Originallyscheduledfor2016,ithasbeenpushedoffto2017.

• WorldMoot–2017,Iceland

• WJ–2019–Virginia

21st baden-powell guild operations manual...dec 21, 2017 · the 21st baden-powell guild is a...

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