Girl Scouts of San Gorgonio Council

Murrieta Service Area

Practices

 

 

 
I. Check Signing Practices
II. Girl Placement Practices
III. NSF Practices
IV. Troop Disband Practices
V. Registration Process
VI. Event Planning Guide
VII. Publicity
VIII. Parade Guidelines
IX. Troop Division
All troops will be given a copy of the Service Area Practices at troop formation. All troop leaders are responsible for ensuring that these practices are followed, in addition to policies set forth by San Gorgonio Girl Scout Council and GSUSA. Leaders will be given any updates on these policies. It is the responsibility of the troop leader to ensure these practices are kept, followed and updated. The most updated information will be posted here.
MURRIETA SERVICE AREA
CHECKING SIGNING PRACTICES FOR TROOPS

1. All troop checks require a double signature by the leader and the co-leader, as stated in Policy, Standards, and Procedures.
2. If a troop check needs to be signed immediately for any expense and one of the leader’s is unavailable to sign, the leader must then contact the Service Area Finance Coordinator for her signature.
3. The check must be ready for signature by the Finance Coordinator and include the following: payees name, dollar amount written out, description of expenses written in the memo section, and signed by at least one leader from the troop.
4. If the Service Area Finance Coordinator is unavailable for signature, i.e. vacation, sick, working, etc. the Service Area Manager can then act on her behalf as the second signer.

5. The Service Area Manager or Finance Coordinator will not sign a blank troop check.
MURRIETA SERVICE AREA
GIRL PLACEMENT PRACTICES
When the initial call comes in for interest in Girl Scouts, first check availability of troop openings. If there are no openings for the requested school, age level, grade, etc., or the parent declines the offered opening, the following are the 3 options for girl placement:
1. Register as a Juliette. Explain the Juliette program to the parent and/or guardian. Have the Membership Specialist mail program materials or have the parent and/or guardian pick up the materials from the Temecula office.
2. Register for Super Troop. Have the parent and/or guardian register through the Service Area Registration Coordinator or the Temecula office.
3. Recruit parent and/or guardian to become a leader. Explain the application process, fingerprinting, training, registration and co-leader/troop requirements.
Leaders – please be advised that Murrieta Service Area maintains a waiting list for girls waiting for troop placement. At this time, we do allow you recruit your own girls, we also expect that you will pull at least an equal number of girls from the waiting list, if there are girls waiting that are of the appropriate age or level.
Murrieta Service Area stands firmly behind the Girl Scout vision of "Girl Scouts. For Every Girl, Every Where." It is important that we ensure that girls have the opportunity to have access to the program through a wide variety of opportunities.
Our service area’s vision is to include multi-grade troops and open them to girls from any location. This allows us to better serve the girls who want to join because they will have more opportunities from which to choose.
When girls are working with others of different ages, they have the opportunity to learn peer role modeling from the older girls and demonstrate peer leadership to the younger ones. When girls are from the same grade in the same school, their world is narrowed and their vision shortsighted.
We appreciate your cooperation in embracing GSUSA’s policy of "Working together to build courage, confidence and character in every girl, everywhere.”
MURRIETA SERVICE AREA
NSF PRACTICES
1. First NSF item - The Leader receives a phone call from the Finance Coordinator. The phone call must be made immediately upon opening the troop’s bank statement. The Leader has 2 days to make restitution or the Finance Coordinator and the Service Area Manager will immediately freeze the account until the Leader has cleared the account through the bank.
2. Second NSF item – The Leader receives a phone call and a letter via e-mail from the Finance Coordinator. The phone call and e-mail must be made immediately upon opening the troop’s bank statement. A hard copy of the e-mailed letter is to be sent in the mail to the Leader. The Leader has 2 days to make restitution or the Finance Coordinator and the Service Area Manager will immediately freeze the account until the Leader has cleared the account through the bank.
3. Third NSF item – The Finance Coordinator and the Service Area Manager immediately freeze the troop’s bank account. All monies (if any) are transferred out of the troop’s bank account into the Service Area’s Reserve Account and held in trust for the troop. The Leader then receives a phone call, letter via e-mail and a hard copy is sent after the account has been frozen.
4. The troop is referred to Council, the Finance Coordinator completes a full audit, and the troop is placed on probation for a period of 30 days or until Council gives clearance.
MURRIETA SERVICE AREA
END OF YEAR TROOP DISBAND PRACTICES
1. The first week in June, on a designated date each year, agreed upon by the Service Area Cabinet, all troops must submit the following:

a. Cookie Card Form
b. Financial Report for the current scout year
c. Early Bird Registration
d. All tangible assets from disbanding troops, i.e. Safety Wise, troop checkbook, Basic Book of Blue Documents, camping supplies, age level handbooks and any resource materials purchased by the troop or donated to the troop
2. If a troop does not submit a financial report on the designated date agreed upon by the Cabinet, they will be immediately turned over to Council with a follow up letter from the Service Area Manager.
3. The troop bank account will be frozen immediately, by having the leader and co-leader’s names removed from the account.
4. All outstanding debts will be paid by the Service Area Finance Coordinator with remaining troop funds.
5. If any funds remain and there are girls interested in continuing in Girl Scouts their registration for the upcoming year will be paid and upon placement into a new troop a portion of monies will follow if funds are available.
6. The Service Area Manager and Finance Coordinator will close the bank account and any and all remaining monies will be retained for a period of 1 year in the Service Area's Disband Account.

7. If a girl from the disband troop would like placement during that 1 year holding period, # 5 above will then be instituted.
MURRIETA SERVICE AREA
MID-YEAR TROOP DISBAND PROCEDURES
If, during the course of a Girl Scout year, a leader is no longer able to lead a troop, the following procedures should be followed:
1. Notify the Service Area Manager in writing (via letter or email)
2. Notify all troop parents
3. The Service Area Manager will call a “troop reorganization” meeting with the parents to determine if there are any other willing parents to lead the troop and/or present Juliette or other Girl Scout options.
4. If it is determined the troop will disband, the Service Area Manager will send a disband letter to the leader with instructions to disband the troop. By the designated date, the leader will need to:

a. Complete a final financial report
b. Turn over any Service Area property (i.e. Safety Wise Book, Blue Book of Basic Documents, checkbook, etc.)
c. Turn over any tangible items purchased with troop funds (books, camping supplies, craft supplies)
5. Once a disband letter is sent, the troop bank account will be closed immediately. Funds from the troop bank account will be transferred to the Service Area reserve account and will remain there for 1 year. In the event girls from the disbanded troop are placed in another troop, a portion of those funds will be given to the new troop. Otherwise, all funds will be used to service other girls in the Service Area.
MURRIETA SERVICE AREA
REGISTRATION PROCESS
You may drop registration off at the Registration Coordinator’s home anytime. They may be left on the front porch. This is what you will need:
Place the following in a large zip lock bag with your troop number on it:

1. Completed - Adult and or Girl Registration Forms
2. Completed - Dues Summary (If you do not have a dues summary, call or e-mail the Registration Coordinator and she will leave one on her porch)
3. Troop Check - Troop Check, Cash or Credit Card ONLY

If the above items are complete the registration is considered received. If any one, of these items is not completed you will be notified and will be required to make the appropriated corrections. #'s 2 and 3 are the most common reason for returned registration.
MURRIETA SERVICE AREA
EVENT PLANNING GUIDE
What is the limit to your imagination?
That’s the limit to Service Area Events!
12 STEPS TO A GREAT PROGRAM
1. Brainstorm for event idea
2. Recruit committee members to help with event planning and budgeting
3. Submit Intent to Event form 3 months prior to the event date to the SAM
4. Submit Event Budget 3 months prior to the event date to the Finance Coordinator
5. Secure event site 3 months prior to the event date
6. Create flyer
7. Submit a draft of flyer 2 months prior to the event date to SAM; prior to troop distribution
8. Distribute approved event flyer to the troops 2 months prior to the event date
9. Collect registration, special activities, and monies 1 month prior to event; turn event monies over to the Treasurer immediately upon receiving
10. Distribute wristbands or tickets 1 month prior to event
11. Purchase approved supplies based on event budget
12. Complete Plans
Submit the Event Binder to the SAM within two weeks following the event; 2 copies of each of the following should be included:

• Event Budget Worksheet and Report
• Event Flyer
• Event Evaluations (1 copy)
• Additional printed materials used at the event

MURRIETA SERVICE AREA
PUBLICITY
Murrieta Service Area recognizes and encourages troops to submit their activities for publication in local news venues. However, all submissions must be coordinated and submitted to the news venues through the Publicity Coordinator. The Publicity Coordinator ensures all publications adhere to council and national standards and procedures. The Publicity Coordinator can assist in writing an article if required – leaders simply need to provide a who, what, why, where and when and troop contact information. Or, leaders may write their own article and submit it to the Publicity Coordinator. The Publicity Coordinator will determine the best options for publication. In the event the Publicity Coordinator position is vacant, the Service Area Manager will coordinate publicity submissions. Under no circumstances is a troop leader or member to directly contact a news venue for publication.
MURRIETA SERVICE AREA
PARADE GUIDELINES
Taking part in a parade is a great way to help girls learn about citizenship and increase your community’s awareness of Girl Scouting. These guidelines from “seasoned” parade participants will help your group have a meaningful and fun experience.
Bring along for each girl a signed parental Permission Slip, the girls (blue) Health History Card and your Emergency Procedures Card. In case of emergency, have a vehicle at the start and end of the parade route and assign designated drivers. You should always carry a first aid kit when traveling or participating in events with your troop.
A Special Activity Form must be filed 72 hours prior to the parade with the Service Area Administrative Coordinator. To ensure that the appropriate adult/girl supervision ratio is met-check (page 69) Safety-Wise. Remember to follow all Safety-Wise checkpoints (pages 81-83 and pages 132-133) regarding parades and large-group gatherings.
All city/agency waivers, for each participant (adults included), must be turned filed with the Service Area Parade Coordinator(s) 72 hours prior to the parade, participation ribbons (if awarded) will only be distributed to the troops based on the # of waivers turned in. The leaders may wish to recognize their girls with additional items, i.e. the flag patch (to be a part of the official uniform-this is a good recognition for a first time marcher), a fun patch, a gs swap pin, etc. The Service Area does not recognize the troops for participation.
If your troop shows up without filing the proper paperwork (72 hours in advance) you will be asked to leave the event, absolutely no exceptions.
Parents must be told when and where to drop off and pick up their daughters-be sure to designate these places and have someone assigned to check girls in and out.
The Service Area Parade Coordinator(s) will check in Murrieta Service Area the morning of the parade, DON’T check in the unit or your individual troop, go directly to the staging area and wait for the Parade Coordinator(s).
No tagalongs, strollers, wagons, etc. under any circumstances.
Murrieta Service Area only files an application for parades as a walking unit. If you would like to participate in the event in any other manor you must file your own troop/group application with the appropriate agencies and follow guidelines # 1, 2, 3, 4, 5 as stated above.
Girls and adults participating in the parade must wear:

1. Girl Scout Membership Pins (to be placed on the left hand-side of the uniform)
2. Dress appropriately for weather conditions (including sunscreen)
3. Wear comfortable, closed toed-shoes with socks (to avoid blisters)
4. Unless otherwise stated by the Murrieta Service Area Parade Coordinator(s), all girls must be in full “ceremonial” uniform. If you have girls in your troop who would like to participate but cannot afford a full uniform, please contact the Parade Coordinator(s) for acceptable dress code options or special requests. The Parade Coordinator(s) prior to the day of the parade should approve uniform substitutions. Girls that do not meet parade dress code guidelines will not be allowed to march subject to the Parade Coordinator's discretion.
Each troop may carry their own parade banner identifying their troop.
The Murrieta Service Area Parade Coordinator(s) will line up the troop(s)/groups(s) at the staging area the morning of the parade; re-check each troop(s)/group(s) Special Activity Form, Permission Slips, and Parade Waivers and pass out participation ribbons (time permitting)
The Murrieta Service Area Parade Coordinator(s) will select girls to carry the WAGGS, American, Californian, and Girl Scout Flags and the Murrieta Service Area banner. The Parade Coordinators(s) will show the girls at the staging area, how to carry the flags & banner so they are treated with respect and care.
MURRIETA SERVICE AREA PRACTICES
TROOP DIVISION
Sometimes, it becomes necessary due to scheduling, troop growth, leader philosophy or conflict for troop leaders to go their separate ways and form separate troops. Should this become necessary, contact the Service Area Manager immediately to notify her of the situation so that she can assist you with a smooth transition. You will need to call a parent meeting to discuss the meeting options for the girls in the troop. If there is a disagreement or conflict involved, the Service Area Manager must be present at this meeting. It is not necessary to go into detail as to why the troop is splitting. Simply inform the parents of the decision. Let parents know the dates and times for both meetings and give them contact information for both leaders. Instruct the parents to contact the leader that they wish to continue with. Troop leaders are not to contact the parents outside the parent meeting regarding the issues surrounding the split, or to recruit girls into their troop. This ensures fairness to both leaders!
It is expected that if girls move to a different troop, their new troop leader will be sent a “Friendship Fund”. Please contact the Service Area Manager and/or Financial Coordinator to assist you in the funds transfer. This policy was put in place to ensure that some of the funds followed the girls. The policy was not intended to be an audit to the penny of who gets what. The Service Area will not get into the practice of auditing the troop bank account to determine who is owed what. It is, simply, what is in the bank account at the time of the split divided by the number of girls registered at the time of the split. Money spent is money spent - if it is not in the bank account, the Service Area will not be involved in it.
Please remember that we are mentors to young ladies and as such, we need to remain professional at all times! When parents see troop leaders that cannot maintain a professional demeanor, it not only causes the troop leader to lose credibility, but also makes Girl Scouts as a whole look bad!