Difference between revisions of "Group Commissioner"

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Group Commission Role
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The following is a list of things that the Group Commissioner needs to ensure gets done through the year.
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The following is a list of some of the things that the Group Commissioner needs to ensure gets completed throughout the year.  The Group events are on this page and the [[Section-specific Events]] are listed separately.
 
=Ongoing=
 
=Ongoing=
 
* On a regular basis, review myscouts records for duplicated records, errors in data, etc.
 
* On a regular basis, review myscouts records for duplicated records, errors in data, etc.
* Push Scouters to complete their [https://wiki.newwestscouts.ca/index.php/Training Training] (Scouting Fundamentals/Respect in Sport/Woodbadge/etc.)
+
* Invest new Scouters when required.
* Review first-aid training for all Scouters and ensure that at least two Scouters per Section have SFA.  Enter any training dates in both myscouts and scoutstracker.
+
* Ensure all Scouters complete their [[Training#Scouters | Training]] (Scouting Fundamentals, Respect in Sport, Woodbadge, Standard First Aid, etc.).  When they have completed the appropriate training, present the appropriate insignia or leather Woodbadge woggle.
* Review myscouts service records for 5, 10, 15, 20, etc. years of service, print out certificates, purchase pins from the Scout Shop, and advise Sean Munro of the presentation date.  The 10 year certificate and medal is provided by Scouts.  The Group is on the hook for the rest.
+
* Work with the Registrar to review first-aid training for all Scouters and ensure that at least two Scouters per Section have SFA.  Enter any training expiry dates in both myscouts and Scoutstracker.  Provide insignia as appropriate.
* Receive awards/medals, present to Scouters, and advise Sean Munro of the presentation date.
+
* Review myscouts service records for 5, 10, 15, 20, etc. years of service, print out certificates, purchase pins from the Scout Shop, and advise Sean Munro (DCC - Recognition) of the presentation date.  The 10 year certificate and medal is provided by Scouts.  The Group is on the hook for the rest.
 +
* Keep a spreadsheet documenting years of service for all youth and Scouters so people know how many years of service they have and what stripes they can wear on their uniform.
 +
* Receive awards/medals from Council, present to Scouters, and advise Sean Munro (DCC - Recognition) of the presentation date.
 
* Write commendations to thank all Scouters on a regular basis.
 
* Write commendations to thank all Scouters on a regular basis.
* Ongoing recruitment of volunteers.  Have regular conversations with parents (particularly in Beavers) about volunteering to be a Scouter.  This involves getting commitment from the Scouter and the whole on-boarding process (registration/interview/training/etc.).
+
* Ongoing recruitment of volunteers.  Have regular conversations with parents (particularly in Beavers) about volunteering to be a Scouter.  This involves getting commitment from the person and the entire on-boarding process (registration, interview, training, orientation, etc.)
* Attend community events like the Family Day Event at Anvil Centre.
+
* Attend community events like the Family Day Event at the Anvil Centre.
 +
* Host monthly Group Committee meetings.
 +
* On about a bi-monthly basis, meet with the assigned Group Support Scouter for our Group.  This person is assigned by the Fraser Valley Council to provide support for the Group and can assist with finding resources as required.
 +
* Encourage bi-monthly or quarterly individual Section planning meetings.
 +
* [[Training#Group Commissioner Approval | Approval of volunteers]] on myscouts.
 +
* Encourage Treasurer to regularly monitor the Return-it Depot account and request a cheque when the balance exceeds $200 or so.
  
 
=August=
 
=August=
* Confirm the school gym booking for September with the School District 40 (Leah Hoeve at facilityrentals@sd40.bc.ca) and ensure the invoice is paid.  Review their proposed dates in detail.  We don’t have access to the gym on Pro D days, spring break, December or June, etc.
+
* Confirm the school gym bookings for September-June with the School District 40 (Leah Hoeve at facilityrentals@sd40.bc.ca) and ensure the invoice is paid.  Review their proposed dates in detail as we don’t have access to the gym on Pro D days, spring break, December, June, etc.
* Get Michelle Yu at the Scout office to send a copy of the Scouts insurance to the School District.
+
* Get Michelle Yu at the Scout Office to send a copy of the Scouts insurance to the School District.
* Contact the two churches (Knox Presbyterian Church and Queens Ave. United Church) to see if anything needs to be signed.
+
* Get Michelle Yu at the Scout Office to send a copy of the Scouts insurance to Knox Church and Queens Ave. United Church.
* Set up all the Beaver parents with a "parent overnight" role and encourage/shove them to do their training.
+
* Contact the two churches (Knox Presbyterian Church and Queens Avenue United Church) to se'''Bold text'''e if anything needs to be signed.
 +
** If the facility keys need to be passed onto new Scouters, facilitate that transfer and keep track of the serial numbers and advise the facility manager.
 
* Book space at Knox Presbyterian Church for our Group Committee meetings on the second Thursday of each month, September through May.
 
* Book space at Knox Presbyterian Church for our Group Committee meetings on the second Thursday of each month, September through May.
* Decide on a location for the [https://wiki.newwestscouts.ca/index.php/The_Great_Canadian_Shoreline_Cleanup Shoreline Cleanup] and contact the appropriate City.
+
* Decide on a location for the [[The Great Canadian Shoreline Cleanup]] and contact the appropriate City.
* Contact the malls and the City about Fall [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day] which usually happens in late September or early October.
+
* Contact the two malls and the City of New Westminster about Fall [[Apple Day]] which usually happens in late September or early October.
* Ensure that the vehicle insurance for both trailers (cargo and canoe) is renewed.
+
* Renew the vehicle insurance for both trailers (cargo and canoe).  A letter from Doug Smith at the Scout office in Calgary can be provided to tell the broker that the Group Commissioner is authorized to renew it on behalf of Scouts Canada.
* Update the various Group email addresses xxx@newwestscouts.ca) with new/moved Scouters.
+
* Update the various Group email addresses (xxx@newwestscouts.ca) with new Scouters and Scouters who have changed Sections.
* Push each Section to update their Section details for youth and Scouters in [https://wiki.newwestscouts.ca/index.php?search=Scoutstracker&title=Special%3ASearch&go=Go ScoutTracker]. This involves importing youth/Scouters from myscouts, confirming all records, pushing invitations out to the parents, etc.
+
* Update the individual Section pages on this wiki site with Scouter names.
* Contact the Council or National [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn] coordinator and place an order for "Show & Sell" popcorn.
+
* ScoutsTracker
 +
** Populate the year with all-Section events so the individual Sections can start planning their year.
 +
** Encourage each Section to update their Section details for youth and Scouters in [[ScoutTracker]] before they start sending emails from that system.
 +
** This involves importing youth/Scouters from myscouts, confirming all records, pushing invitations out to the parents, etc.
 +
** Work with the Registrar to set up all parents as "Other Participants so they can appear on the AAF.
 +
** Work with the Registrar to manage the Active status of the parents so the Group Commissioner knows who is permitted to attend Events.
 +
* Contact the Council or National [[Popcorn]] coordinator and place an order for "Show & Sell" popcorn.  In 2019, we ordered ~$2,500 of popcorn to try this out.
 +
* Ensure that the storage locker and the trailer parking spot rentals are paid.
 +
* Send thank-yous to each Scouter and confirm that they are returning as a Scouter.
  
===August Events===
+
==August Events==
* Individual Section planning meetings.
+
* none.
* Send thank-you to each Scouter and confirm that they are returning as a Scouter.
 
  
 
=September=
 
=September=
* Create/update meeting space Risk Assessment.
+
* Meet with each Section and create/update a meeting space Risk Assessment for each facility.
* Do a Group Health Assessment.
+
* Do a Group Health Assessment and review it with the Group Committee.
* Meet with the assigned Group Support Scouter for our Group.  This person is a resource provided by the Fraser Valley Council to provide support for the Group and can find help/resources as required.
+
* Create/update a vision for the Group.  This should be done in a Group Committee meeting.
* Distribute [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn]order forms.
+
* Renew [[ScoutsTracker]] licenses. Darren McCrabb with 1st Ranch Park normally organizes this.
* Renew [https://wiki.newwestscouts.ca/index.php/ScoutsTracker ScoutsTracker] licenses.
+
* Organize the [[The Great Canadian Shoreline Cleanup]].
* Ensure fall all-Section camp is organized.
+
* Start organizing the Fall all-Section camp.
* Ensure Shoreline Cleanup is organized.
+
* Decide on and purchase the [[Popcorn]] top seller prize(s).
* Hold popcorn kickoff events in each Section.
+
* Hold [[Popcorn]] kickoff events in each Section and distribute the forms and envelopes.
* Ensure that all Beaver parents are set up with a "parent overnight" role and encourage/shove them to do their training before the first camp.
+
* Work with the Registrar to ensure that all Beaver parents are set up with a "Parent Overnight" role in myscouts and encourage (shove) them to do their training before their first camp.  This can be started as soon as they join in the summer.  Alternatively, organize a parent night where everyone watch the video and fills in the forms.
 +
* In conjunction with the Treasurer, prepare the Group budget.
 +
* Provide Group insignia and neckers to the Sections for them to invest their youth.
 +
* Confirm the [[Bottle Drive]] date for January and confirm that it is booked with the Sapperton Return-it Depot.
 +
* Provide new uniform role insignia for any Scouter who has moved Sections.
 +
* At the first Group Committee meeting, flesh out the dates for the major events in the year (all Section camps, Kub Kar Rally, etc.).
 +
* Book a location for the [[Kub Kar Rally]].
 +
* Send out notice to Sections and place a large order at hte Scout Shop.  Doing one large order saves on shipping.  Consider ordering:
 +
**Beaver Buggies, Kub Kars, Scout Trucks, Trophies, badges.
 +
**New Scouter uniforms
 +
**New Youth uniforms.  Ordering and then distributing is a pain, but saves the parents shipping.
 +
**Badges
 +
**Volunteer badges
  
===September Events===
+
==September Events==
 
* Individual Section kickoff camps.
 
* Individual Section kickoff camps.
* [https://wiki.newwestscouts.ca/index.php/The_Great_Canadian_Shoreline_Cleanup Shoreline Cleanup].
+
* [[The Great Canadian Shoreline Cleanup]].
  
 
=October=
 
=October=
* Remind youth and Scouters about [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn]sales.
+
* Finalize organizing the Fall all-Section camp.
* Ensure [https://wiki.newwestscouts.ca/index.php/Halloween_Party Halloween Party] is organized.
+
* Remind youth and Scouters about [[Popcorn]] sales.  Do a kickoff in each Section.
* Collect the [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn] at the Halloween Party.
+
* Ensure the [[Halloween Party]] is organized.
* Order participant badges after [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day].
+
* Order participant badges after [[Apple Day]].
* Ensure [https://wiki.newwestscouts.ca/index.php/Remembrance_Day Remembrance Day] details are distributed.
+
* Ensure [[Remembrance Day]] details are distributed and a wreath ordered from the Royal Canadian Legion.
* Order badges after fall all-Section camp.
+
* Collect the [[Popcorn]] order forms at the [[Halloween Party]].
 +
* Contact Rob Rathbun at the Society of the Officers of the Honorable Guard (SOHG) regarding gravestone cleaning and possibly headstone unveiling and confirm a date.
 +
* Set up Square Readers to sell [[Popcorn]].
 +
* Review financial Statement from the Treasurer.
 +
* Work on Group/Section Budgets.
 +
* Send invitation to the AGM.
 +
* Order badges after Fall all-Section Camp.
 +
* Apply for a City of New Westminster grant to cover the City costs for Hyack Camp.  In fall 2021, we applied for $1,403.40 per the City's quote.  The application was for 5 years funding, but this should be confirmed on a yearly basis.  Application deadline is very early October.
  
===October Events===
+
==October Events==
* Fall [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day].
+
* Fall [[Apple Day]].
 
* Fall all-Section Camp.
 
* Fall all-Section Camp.
* [https://wiki.newwestscouts.ca/index.php/Halloween_Party Halloween Party].
+
* [[Halloween Party]].
  
 
=November=
 
=November=
* Place order for [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn].
+
* In very early November, place the overall Group order for [[Popcorn]].
* Ensure [https://wiki.newwestscouts.ca/index.php/Santa_Claus_Parade Santa Claus Parade] is organized.
+
* Book the Knox Church hall to sort the [[Popcorn]].
 +
* Finalize the Group Budget.
 +
* The financial statement from the Treasurer must be submitted to the Scout office by Nov 30th.
 +
* Ensure the Gaming Grant Application is submitted. Confirm deadline.
 +
* Start organizing the [[Christmas Party]].
 +
* Start organizing the [[Santa Claus Parade]].  Register with the City.
 +
* Start organizing the [[Bottle Drive]].
 +
* Start organizing the [[Mount Seymour Camp]].
 +
* Order Remembrance Day patches for all attendees.  Contact is Rob Clayton with 1st Port Coquitlam.
  
===November Events===
+
==November Events==
* [https://wiki.newwestscouts.ca/index.php/Remembrance_Day Remembrance Day].
+
* Gravestone cleaning at Fraser Cemetery typically in the week before [[Remembrance Day]].
 +
* Attend [[Remembrance Day]] service at the Armories and march to the Cenotaph.
 
* Group Annual General Meeting.
 
* Group Annual General Meeting.
  
 
=December=
 
=December=
* Book Knox Church hall to sort [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn].
+
* Pick up the [[Popcorn]].
* Pick up [https://wiki.newwestscouts.ca/index.php/Popcorn Popcorn].
+
* Finish organizing the [[Christmas Party]].
 +
* Finish organizing the [[Santa Claus Parade]].
 +
* Finish organizing the [[Bottle Drive]].
  
===December Events===
+
==December Events==
* [https://wiki.newwestscouts.ca/index.php/Christmas_Party Christmas Party].
+
* [[Popcorn]] sorting.
* [https://wiki.newwestscouts.ca/index.php/Santa_Claus_Parade Santa Claus Parade].
+
* [[Christmas Party]].
 +
* [[Santa Claus Parade]].
  
 
=January=
 
=January=
* Ensure information about [https://wiki.newwestscouts.ca/index.php/Coho_Night_Hike Coho Night Hike] is distributed.
+
* Distribute information about [[Coho Night Hike]].
* Ensure Kub Kar Rally is organized.
+
* Finish organizing the [[Mount Seymour Camp]].
 +
* Start organizing the [[Kub Kar Rally]].
 +
* Send out invitations for [[Hyack Camp]].
 +
* Confirm [[Bottle Drive]] date for next year and book with the Sapperton Return-it Depot.
 +
* Immediately after the [[Mount Seymour Camp]], pay for the cabin, book the cabin and the Provincial campsite shelter for next year.
 +
* Order badges after [[Mount Seymour Camp]].
  
===January Events===
+
==January Events==
* [https://wiki.newwestscouts.ca/index.php/Bottle_Drive Bottle Drive].
+
* [[Bottle Drive]].
* [https://wiki.newwestscouts.ca/index.php/Mount_Seymour_Camp Mount Seymour Winter all-Section camp].
+
* [[Mount Seymour Camp]] (Winter all-Section camp).
  
 
=February=
 
=February=
* Order badges after [https://wiki.newwestscouts.ca/index.php/Coho_Night_Hike Coho Night Hike].
+
* Ensure someone or a senior Section (Scouts/Venturers) provides one or two stations for [[Coho Night Hike]].
* Start planning [https://wiki.newwestscouts.ca/index.php/Hyack_Camp Hyack Camp].
+
* Order badges after [[Coho Night Hike]].
 +
* Finish organizing the [[Kub Kar Rally]].
 +
* Start planning [[Hyack Camp]].
 +
* Update wiki page with [[Kub Kar Rally]] results.
 +
* Gather material for the Family Day event at the Anvil Centre.
  
===February Events===
+
==February Events==
* [https://wiki.newwestscouts.ca/index.php/Coho_Night_Hike Coho Night Hike].
+
* [[Coho Night Hike]].
* [https://wiki.newwestscouts.ca/index.php/Kub_Kar_Rally Kub Kar Rally].
+
* [[Kub Kar Rally]].
 +
* Family Day event at the Anvil Centre.
  
 
=March=
 
=March=
* Contact the malls and the City about Spring [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day] which usually happens in May or early June.
+
* Contact the two malls and the City about Spring [[Apple Day]] which usually happens in May or early June.
 +
* Register for Hyack Parade.
 +
* Continue planning [[Hyack Camp]].
  
===March Events===
+
==March Events==
 +
* None.
  
 
=April=
 
=April=
* Confirm details of Spring [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day].
+
* Confirm details of Spring [[Apple Day]].
* Ensure that Hyack Parade is organized.
+
* Continue planning [[Hyack Camp]].
* Ensure that [https://wiki.newwestscouts.ca/index.php/Hyack_Camp Hyack Camp] is organized.
+
* Order participant badges after [[Apple Day]].
* Order participant badges after [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day].
+
* Ensure someone or a senior Section (Scouts/Venturers) provides a station for [[Cuboree]].
  
===April Events===
+
==April Events==
* Spring [https://wiki.newwestscouts.ca/index.php/Apple_Day Apple Day].
+
* Spring [[Apple Day]].
  
 
=May=
 
=May=
* Ensure that the [https://wiki.newwestscouts.ca/index.php/All-Section_year-end_Barbeque All-Section year-end Barbeque] is organized.
+
* Ensure someone or a senior Section (Scouts/Venturers) provides a station for [[Beaveree]].
 +
* Ensure that the [[All-Section year-end Barbeque]] is organized.
 +
* Finish planning [[Hyack Camp]].
 +
* Set up Group Fees for both Participants ($25) and Volunteers ($0) in myscouts.
  
===May Events===
+
==May Events==
* [https://wiki.newwestscouts.ca/index.php/Jamboree_on_the_Trail Jamboree on the Trail].
+
* [[Swim Up]] / Leap Up / Climb Up / Swagger Up.
 +
* [[Jamboree on the Trail]].
 +
* Organize our table at the Queens Park Garage Sale, a fundraiser for Jamborees.
 
* Hyack Parade.
 
* Hyack Parade.
* [https://wiki.newwestscouts.ca/index.php/Hyack_Camp Hyack Camp].
+
* [[Hyack Camp]].
  
 
=June=
 
=June=
* Push the School Board and book the gyms for next year.
+
* Contact the School Board and book the two gyms for next year.
* Send thank-you to each Scouter and confirm that they are returning as a Scouter.  Follow up and repeat this in August.
+
* Send thank-you notes to each Scouter and confirm that they are returning as a Scouter.  Follow up and repeat this in August.
  
===June Events===
+
==June Events==
* [https://wiki.newwestscouts.ca/index.php/All-Section_year-end_Barbeque All-Section year-end Barbeque].
+
* [[All-Section year-end Barbeque]].
  
 
=July=
 
=July=
 
* Review expected new membership in all Sections and review if we have enough neckers and 12th New Westminster insignia.  Order more from Zone West if required.
 
* Review expected new membership in all Sections and review if we have enough neckers and 12th New Westminster insignia.  Order more from Zone West if required.
  
===July Events===
+
==July Events==
* Troop camping Adventure or Pacific/Canadian Jamboree.
+
* Some sort of Troop camping Adventure or Pacific/Canadian Jamboree.

Latest revision as of 16:56, 22 February 2021

The following is a list of some of the things that the Group Commissioner needs to ensure gets completed throughout the year. The Group events are on this page and the Section-specific Events are listed separately.

Ongoing

  • On a regular basis, review myscouts records for duplicated records, errors in data, etc.
  • Invest new Scouters when required.
  • Ensure all Scouters complete their Training (Scouting Fundamentals, Respect in Sport, Woodbadge, Standard First Aid, etc.). When they have completed the appropriate training, present the appropriate insignia or leather Woodbadge woggle.
  • Work with the Registrar to review first-aid training for all Scouters and ensure that at least two Scouters per Section have SFA. Enter any training expiry dates in both myscouts and Scoutstracker. Provide insignia as appropriate.
  • Review myscouts service records for 5, 10, 15, 20, etc. years of service, print out certificates, purchase pins from the Scout Shop, and advise Sean Munro (DCC - Recognition) of the presentation date. The 10 year certificate and medal is provided by Scouts. The Group is on the hook for the rest.
  • Keep a spreadsheet documenting years of service for all youth and Scouters so people know how many years of service they have and what stripes they can wear on their uniform.
  • Receive awards/medals from Council, present to Scouters, and advise Sean Munro (DCC - Recognition) of the presentation date.
  • Write commendations to thank all Scouters on a regular basis.
  • Ongoing recruitment of volunteers. Have regular conversations with parents (particularly in Beavers) about volunteering to be a Scouter. This involves getting commitment from the person and the entire on-boarding process (registration, interview, training, orientation, etc.)
  • Attend community events like the Family Day Event at the Anvil Centre.
  • Host monthly Group Committee meetings.
  • On about a bi-monthly basis, meet with the assigned Group Support Scouter for our Group. This person is assigned by the Fraser Valley Council to provide support for the Group and can assist with finding resources as required.
  • Encourage bi-monthly or quarterly individual Section planning meetings.
  • Approval of volunteers on myscouts.
  • Encourage Treasurer to regularly monitor the Return-it Depot account and request a cheque when the balance exceeds $200 or so.

August

  • Confirm the school gym bookings for September-June with the School District 40 (Leah Hoeve at facilityrentals@sd40.bc.ca) and ensure the invoice is paid. Review their proposed dates in detail as we don’t have access to the gym on Pro D days, spring break, December, June, etc.
  • Get Michelle Yu at the Scout Office to send a copy of the Scouts insurance to the School District.
  • Get Michelle Yu at the Scout Office to send a copy of the Scouts insurance to Knox Church and Queens Ave. United Church.
  • Contact the two churches (Knox Presbyterian Church and Queens Avenue United Church) to seBold texte if anything needs to be signed.
    • If the facility keys need to be passed onto new Scouters, facilitate that transfer and keep track of the serial numbers and advise the facility manager.
  • Book space at Knox Presbyterian Church for our Group Committee meetings on the second Thursday of each month, September through May.
  • Decide on a location for the The Great Canadian Shoreline Cleanup and contact the appropriate City.
  • Contact the two malls and the City of New Westminster about Fall Apple Day which usually happens in late September or early October.
  • Renew the vehicle insurance for both trailers (cargo and canoe). A letter from Doug Smith at the Scout office in Calgary can be provided to tell the broker that the Group Commissioner is authorized to renew it on behalf of Scouts Canada.
  • Update the various Group email addresses (xxx@newwestscouts.ca) with new Scouters and Scouters who have changed Sections.
  • Update the individual Section pages on this wiki site with Scouter names.
  • ScoutsTracker
    • Populate the year with all-Section events so the individual Sections can start planning their year.
    • Encourage each Section to update their Section details for youth and Scouters in ScoutTracker before they start sending emails from that system.
    • This involves importing youth/Scouters from myscouts, confirming all records, pushing invitations out to the parents, etc.
    • Work with the Registrar to set up all parents as "Other Participants so they can appear on the AAF.
    • Work with the Registrar to manage the Active status of the parents so the Group Commissioner knows who is permitted to attend Events.
  • Contact the Council or National Popcorn coordinator and place an order for "Show & Sell" popcorn. In 2019, we ordered ~$2,500 of popcorn to try this out.
  • Ensure that the storage locker and the trailer parking spot rentals are paid.
  • Send thank-yous to each Scouter and confirm that they are returning as a Scouter.

August Events

  • none.

September

  • Meet with each Section and create/update a meeting space Risk Assessment for each facility.
  • Do a Group Health Assessment and review it with the Group Committee.
  • Create/update a vision for the Group. This should be done in a Group Committee meeting.
  • Renew ScoutsTracker licenses. Darren McCrabb with 1st Ranch Park normally organizes this.
  • Organize the The Great Canadian Shoreline Cleanup.
  • Start organizing the Fall all-Section camp.
  • Decide on and purchase the Popcorn top seller prize(s).
  • Hold Popcorn kickoff events in each Section and distribute the forms and envelopes.
  • Work with the Registrar to ensure that all Beaver parents are set up with a "Parent Overnight" role in myscouts and encourage (shove) them to do their training before their first camp. This can be started as soon as they join in the summer. Alternatively, organize a parent night where everyone watch the video and fills in the forms.
  • In conjunction with the Treasurer, prepare the Group budget.
  • Provide Group insignia and neckers to the Sections for them to invest their youth.
  • Confirm the Bottle Drive date for January and confirm that it is booked with the Sapperton Return-it Depot.
  • Provide new uniform role insignia for any Scouter who has moved Sections.
  • At the first Group Committee meeting, flesh out the dates for the major events in the year (all Section camps, Kub Kar Rally, etc.).
  • Book a location for the Kub Kar Rally.
  • Send out notice to Sections and place a large order at hte Scout Shop. Doing one large order saves on shipping. Consider ordering:
    • Beaver Buggies, Kub Kars, Scout Trucks, Trophies, badges.
    • New Scouter uniforms
    • New Youth uniforms. Ordering and then distributing is a pain, but saves the parents shipping.
    • Badges
    • Volunteer badges

September Events

October

  • Finalize organizing the Fall all-Section camp.
  • Remind youth and Scouters about Popcorn sales. Do a kickoff in each Section.
  • Ensure the Halloween Party is organized.
  • Order participant badges after Apple Day.
  • Ensure Remembrance Day details are distributed and a wreath ordered from the Royal Canadian Legion.
  • Collect the Popcorn order forms at the Halloween Party.
  • Contact Rob Rathbun at the Society of the Officers of the Honorable Guard (SOHG) regarding gravestone cleaning and possibly headstone unveiling and confirm a date.
  • Set up Square Readers to sell Popcorn.
  • Review financial Statement from the Treasurer.
  • Work on Group/Section Budgets.
  • Send invitation to the AGM.
  • Order badges after Fall all-Section Camp.
  • Apply for a City of New Westminster grant to cover the City costs for Hyack Camp. In fall 2021, we applied for $1,403.40 per the City's quote. The application was for 5 years funding, but this should be confirmed on a yearly basis. Application deadline is very early October.

October Events

November

  • In very early November, place the overall Group order for Popcorn.
  • Book the Knox Church hall to sort the Popcorn.
  • Finalize the Group Budget.
  • The financial statement from the Treasurer must be submitted to the Scout office by Nov 30th.
  • Ensure the Gaming Grant Application is submitted. Confirm deadline.
  • Start organizing the Christmas Party.
  • Start organizing the Santa Claus Parade. Register with the City.
  • Start organizing the Bottle Drive.
  • Start organizing the Mount Seymour Camp.
  • Order Remembrance Day patches for all attendees. Contact is Rob Clayton with 1st Port Coquitlam.

November Events

  • Gravestone cleaning at Fraser Cemetery typically in the week before Remembrance Day.
  • Attend Remembrance Day service at the Armories and march to the Cenotaph.
  • Group Annual General Meeting.

December

December Events

January

January Events

February

February Events

March

  • Contact the two malls and the City about Spring Apple Day which usually happens in May or early June.
  • Register for Hyack Parade.
  • Continue planning Hyack Camp.

March Events

  • None.

April

  • Confirm details of Spring Apple Day.
  • Continue planning Hyack Camp.
  • Order participant badges after Apple Day.
  • Ensure someone or a senior Section (Scouts/Venturers) provides a station for Cuboree.

April Events

May

  • Ensure someone or a senior Section (Scouts/Venturers) provides a station for Beaveree.
  • Ensure that the All-Section year-end Barbeque is organized.
  • Finish planning Hyack Camp.
  • Set up Group Fees for both Participants ($25) and Volunteers ($0) in myscouts.

May Events

June

  • Contact the School Board and book the two gyms for next year.
  • Send thank-you notes to each Scouter and confirm that they are returning as a Scouter. Follow up and repeat this in August.

June Events

July

  • Review expected new membership in all Sections and review if we have enough neckers and 12th New Westminster insignia. Order more from Zone West if required.

July Events

  • Some sort of Troop camping Adventure or Pacific/Canadian Jamboree.