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• But, be sure… Are they really no longer active, or have they just missed a few meetings?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