Group Commissioner

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

• Individual Section kickoff camps.
• The Great Canadian Shoreline Cleanup.

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

• Fall Apple Day.
• Fall all-Section Camp.
• Halloween Party.

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

• Pick up the Popcorn.
• Finish organizing the Christmas Party.
• Finish organizing the Santa Claus Parade.
• Finish organizing the Bottle Drive.

December Events

• Popcorn sorting.
• Christmas Party.
• Santa Claus Parade.

January

• Distribute information about Coho Night Hike.
• 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

• Bottle Drive.
• Mount Seymour Camp (Winter all-Section camp).

February

• Ensure someone or a senior Section (Scouts/Venturers) provides one or two stations for Coho Night Hike.
• 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

• Coho Night Hike.
• Kub Kar Rally.
• Family Day event at the Anvil Centre.

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

• Spring Apple Day.

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

• 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 Camp.

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

• All-Section year-end Barbeque.

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.