San Francisco Bay Area Council
Boy Scouts of America
San Francisco Bay Area Council
Boy Scouts of America
I. The following is a recommended schedule/procedure for the charter renewal process.
A. During the month of October
1. The unit commissioner assists the unit leader to:
a. Conduct a uniform inspection.
b. Conduct a membership inventory which indicates each member=s:
(1) active or inactive status.
(2) participation in the outdoor program.
(3) advancement during the last year.
(4) uniform inspection score.
c. Develop a roster of boys and adults that contains correct:
(1) names
(2) addresses
(3) phone numbers
(4) boy grade levels
(5) boy ranks
(6) adult training levels
2. The unit commissioner, committee members and/or unit leaders contact those boys and adults who did not attend the membership inventory meeting or the uniform inspection meeting to see if they want to re-register in scouting.
a. Records of these contacts should be kept.
(1) The record should indicate why the boy/adult is not re-registering.
(2) This information may be used in the future to get the person into a new Pack, Troop, Varsity Team, or Exploring Unit.
3. Insure that the unit to be rechartered has a minimum of:
a. 5 paid youth members
b. 1 unit leader (2 deep leadership can include parents, committee members, etc)
c. 3 committee members, 1 of them a committee chair.
d. 1 chartered organization representative
e. 1 Cub Den Leader and Webelos leader for each den. (2 deep leadership still applies)
<4. The charter renewal package should be distributed to the commissioner, unit leader, or the individual responsible for the charter renewal process in each chartered unit.
a. A common problem is that the person who needs the material does not get it early in the process.
b. Start the process early to avoid being late.
5. The person doing the charter renewal should:
a. Separate the charter renewal material from the other material that may be contained in the rechartering package.
b. He/She will need:
(1) The Unit/Group Renewal Application Instructions sheet.
(2) The Unit Renewal Application Instructions - short form.
(3) The complete Charter Renewal computer printout. (an NCR form)
(4) The charter renewal overflow pages (NCR form) one each for both boy and adult rosters.
(a) Overflow forms should be in each charter renewal packet. They are used to gather information on boys/adults who were not on the printout.
i) Xerox copies will work in a pinch.
(5) The Charter Renewal Worksheet (Yellow worksheet)
(6) The Charter Renewal return envelope.
(7) The 1998 Quality Unit Award form
(8) Insurance forms (If the chartering organization is not self insured.)
(9) Youth and Adult Application forms for the type of unit you are rechartering. (Cub Scout, Boy Scout, Varsity Scout or Explorer)
(10) Training forms if available, to document the training level of the adults in the unit.
(11) Extra forms of all types should be available from the DE (District Executive).
B. Charter Renewal Application steps
1. Read the Unit/Group Renewal Application Instructions sheet.
2. Read the Unit Renewal Application Instructions - Short Form.
3. Complete the following on the Charter Renewal document:
a. Check lines 1 through 3 at the top of the Charter Renewal document for accuracy:
(1) Make needed changes by crossing out incorrect information and printing correct information on the Charter Renewal document.
b. Identify the current IH (Institutional Head) and obtain his/her signature on line 5 of the Charter Renewal document above the adult member listing.
(1) The IH is verifying that the organization he/she represents is sponsoring the Scouting Unit being rechartered.
(2) The IH is verifying that his/her organization has approved all re-registering adults listed below. (New adults are approved on the adult member registration form.)
c. Leave the "Qty" and "Fee" information on lines 4 through 10 blank until the worksheet is properly completed. (Commissioner and/or DE will complete)
d. Leave the Signature line on line 8 blank. It will be signed by a commissioner and/or the DE (District Executive) after the recharter package has been through a quality control check.
e. Make corrections on the adult/boy member listings.
(1) Explanation of the computer printout fields.
(a) MBR/LDR NO = The unique number assigned to each boy/adult. You should not make changes here.
(b) BL = This column is Y'd if the boy/adult is to receive Boys Life magazine.
(c) RNK/POS = The rank of boy members or the position held by adults.
i) Ranks:
a) Cubscouts:b) Scouting:
N = Scout T = Tenderfootii) Positions:
a) Committee level:b) Cubscouts:
CM = Cubmasterc) Scouting:
SM = Scoutmasterf) Sea Scouts:
SK = Skipperiii) ST = Status of member:
a) N = New Member
b) R = Re-registering Member
iv) NAME = full name of member
a) first, middle initial, last
v) ADDRESS = street address
vi) CITY and STATE = city & state
vii) ZIP = post office ZIP code
viii)PHONE = phone number (H = home)
ix) GRADE = boy's grade in school
x) Date of Birth = birth date
xi) Sex = gender
(2) Cub Scout Printouts group the boy members according to rank.
f. Correct information on the printouts:
<(1) Line out the boys/adults who are not being re-registered.
(a) Make thin straight lines with a straight edge.
(2) Add new boy/adult names using the "Charter Renewal Overflow Page" forms.
(a) Be neat to ensure more accurate data input into the computer.
(3) Have the Unit Leader sign the Charter Renewal form on line 14.
(a) He/She is certifying that each youth member meets the age requirements.
(4) Update the following areas on the form:
4. Ensure that new member application forms are filled out for all new boys/adults.
C. Fill out the Charter Renewal Worksheet (Yellow sheet)
a. Circle the unit type at the top of the page.
b. Fill in the unit number at the top of the page.
c. Fill in your District name at the top of the page.
d. Complete the "New Youth & Adult Only (Balance of fees through December 1997)" area of the form:
(1) Youth New Registration:
(a) Fill out the number of new youth being registered under the "# Being Registered" column.
(b) There should be properly completed application form for each youth accounted for here. Some may have already been turned in at the council office.
(c) There should be a complete entry on the youth overflow sheet for each of these new youth. Even those who have had applications turned in recently.
(d) Fill in the "Prorated Fee" blank with $.60.
(e) Fill in the "Total" blank with the total number of boy months being paid for in 1996 times the $.60 per month prorated fee.
(2) Youth Transfer Registration:
(a) Fill in the total number of boys that you are transferring into the unit who are still registered in another unit.
(b) Multiply this number by the $1.00 transfer fee and enter the total in the "Total" column.
(3) Multiple Youth:
(a) Fill in the number of youth who are multiple registered in another unit.
(b) This is typically done where a boy is registered in both a Boy Scout unit and an Exploring unit.
(c) There is no charge to multiple register.
(4) Youth Boys' Life Subscriptions:
(a) Enter the number of boys who are paying for Boys' Life for the month of November under the "# Being Registered" column.
(b) Enter the $___ prorated fee for November in the "Prorated Fee" column.
(c) Multiply the number of boys who are subscribing in November times the $____ prorated fee. Enter this under the "Total" column.
(5) Adult New Registration:
(a) Fill out the number of new adults being registered under the "# Being Registered" column.
(b) There should be a properly completed adult application form for each adult accounted for here.
(c) There should be a complete entry on the adult overflow sheet for each of these new adults.
(d) Fill in the "Prorated Fee" column with $.60.
(e) Fill in the "Total" column with the total number of adult months being paid for in 1997 times the $.60 per month prorated fee.
(6) Adult Transfer Registration:
(a) Fill in the total number of adults that you are transferring into the unit who are still registered in another unit.
(b) Multiply this number by the $1.00 transfer fee and enter the total in the "Total" column.
(7) Multiple Adults:
(a) Fill in the number of Adults who are multiple registered in another unit.
(b) This is typically done where an adult is registered in both a Boy Scout unit and an Exploring unit, Cub Scout unit or Varsity unit.
(c) There is no charge to multiple register.
(8) Adult Boys' Life Subscriptions:
(a) Enter the number of adults who are paying for Boys' Life for the month of November under the "# Being Registered" column.
(b) Enter the $____ prorated fee for November in the "Prorated Fee" column.
(c) Multiply the number of adults who are subscribing in November times the $1.30 prorated fee. Enter this under the "Total" column.
(9) Subtotal A:
(a) Add the "Total" column for the New Youth & Adult Only area and enter it in the Subtotal A blank.
e. Fill in the "All Renewed Youth and Adults (Including New) for 1997" area of the form:
(1) Paid Youth:
(a) Enter the number of youth you are paying for in the "Quantity" column.
i) Each boy on the charter that has not been crossed off or is not a multiple is counted.
ii) Each boy that you have added to the overflow sheet should be counted.
(b) Multiply the number of paid youth times the $7.00 recharter fee and enter the result under the "Total" column.
(2) Multipled Youth:
(a) Enter the number of multipled youth in the "Quantity" column.
(b) There is no charge for multipled youth.
(3) Paid Boys' Life Subscriptions:
(a) Enter the number of boys who are paying for Boys' Life in the "Quantity" column.
(b) Multiply the number of boys paying for boys life times the $____ fee. Enter the result under the "Total" column.
(4) Paid Adults:
(a) Enter the number of adults you are paying for in the "Quantity" column.
i) Each adult on the charter (except the IH) who has not been crossed off or is not a multiple is counted. (IH registration is free)
ii) Each adult that you have added to the overflow sheet should be counted.
(b) Multiply the number of paid adults times the $7.00 recharter fee and enter the result under the "Total" column.
(c) Enter the number of multipled adults under the "Quantity" column
(5) Multipled Adults:
(a) Enter the number of multipled adults in the "Quantity" column.
(b) There is no charge for multipled adults.
(6) Paid Adult Boys' Life Subscriptions:
(a) Enter the number of adults who are paying for Boys' Life in the "Quantity" column.
(b) Multiply the number of adults paying for boys life times the $____ fee. Enter the result under the "Total" column.
<(7) Charter Fee:
(a) All Units pay a $20.00 charter fee. The required information has been entered on the worksheet.
(8) Subtotal B:
(a) Add the figures in the All Renewed Youth and Adults for 1997 Total Column and enter that sum in the Subtotal B: blank.
f. Grand Total of Subtotals:
(1) Fill in this blank with the total of Subtotal A and Subtotal B.
(2) This is the amount due with your paperwork.
1. Fill out the 1996 National Quality Unit Award form:
<a. Fill in the blanks at the top of the form:
(1) Unit number
(2) Chartered Organization
(3) City & State
(4) Recharter month is December
(5) District & Council
b. Use information from the membership inventory completed earlier to answer the questions on the form.
c. Have the Unit Commissioner & the Unit Leader sign & date the form.
2. Fill out the Quality Unit Recognitions and Order Form for Units:
3. Fill out the Charter Renewal Return Envelope
a. Fill in the blanks on the front of the envelope with the information you have gathered during the recharter process.
b. Insure that the check off list is complete and that the envelope contains the required recharter material.
D. Get the completed charter renewal return envelope to your Unit Commissioner or Assistant District Commissioner who will do a quality control check, fill in data in lines 4-10 and sign as council representative.