Unit Program Planning & Finance
Scouts like to have fun, do cool and challenging activities, earn merit badges, go places, and learn new things. That is what we call program and It takes some planning and preparation. This all starts with your unit’s annual program planning conference which is a set of meetings, held in May or June, where the unit plans their activities and plans for the next year.
Families want to know the answer to two questions, What are we going to do and how much is it going to cost? A good annual program delivers multiple Iconic Scouting Experiences, follows our Council’s unit funding policies, and is easily shared with families.
Successful Units that attract and keep Scouts:
- Deliver Iconic Scouting Experiences! (Pinewood Derby, Cub World, Summer Camp, Camporall, etc.)
- Ensure all Scouts and their families feel welcome.
- Have Leadership that is helpful, friendly, kind, trained, organized, and provide good communication.
- Follow our Council’s unit funding policies which offers easy ways for families to subsidize their Scouting adventures.
Calendar & Training Materials
Additional Support Materials
Packs - Annual Program Planning Video
Troops - Annual Program Planning Video
Funding Policies for Council Units
Our Council strives to ensure high quality and consistent unit programming across our council. In addition to a strong annual program plan that focuses on delivering Iconic Scouting Experiences, the following funding policies and practices are to be followed by our local units.
Annual Unit Dues:
- Scouts pay annual dues that cover the Unit’s operational expenses for the year.
- The amount of the dues varies based on what things the Unit provides. Generally, dues between $75 – $125 are sufficient, unless the Unit pays or subsidizes the registration fees of adult leaders.
- Annual Unit dues can be collected on a timeline that works best for the Unit’s program but should give new families the opportunity to fund their Scout Accounts through a prior fundraiser.
Family Expenses:
- Families subsidize their Scouting Adventures through Scout Accounts and fundraisers.
- Participation in Iconic Scouting Experiences is important, expected, and paid for by families.
- “A Scout is Thrifty” is the ninth point of the Scout Law. Scouts are encouraged to save for the future and pay their own way.
Scout Accounts
- Scouts can credit a reasonable amount of funds earned toward their Scouting expenses.
- All funds are the property of the Unit. Scouts cannot use funds earned for any non-Scouting purposes and cannot take the money with them if they leave Scouting. Generally, a Unit has only one bank account.
- Scout Account activity is tracked and available to view in the Payment Log function in Scoutbook Plus.
- Units are to fully utilize Scoutbook Plus, and they can accept payments directly from families within Scoutbook Plus.
- The Unit Committee may charge expenses against a Scout Account balance.
- Families can request reimbursement for Scouting-related expenses from their Scout Accounts by submitting proper documentation to the Unit Committee/Treasurer, which is deducted from the account balance.
- Funds can be used by other family members for Scouting purposes and can be transferred to sibling accounts.
- Funds can be transferred to another eligible Unit. 20% of funds will be retained by the Unit.
- If a Scout becomes inactive and remains unregistered for over 12 months, any remaining balance in their Scout Account becomes general Unit funds.
Fundraisers:
Our Council organizes this program to help Scouts fund their Scout Accounts. Popcorn includes a coordinated kick-off event, excellent incentive program, online payments with free credit card processing, and a 35% commission.
Our Council provides multiple direct-to-consumer options in the spring to help Scouts fund their Scout Accounts. The products generally include coffee, and commission amounts vary.
Units can organize additional fundraisers to help Scouts fund their Scout Accounts. Unit fundraisers must be pre-approved via the Unit Money-Earning Application and Units must follow the guidelines.
Eagle Scout Service Project Applications
The Eagle Scout Service Project Fundraising Application (page 23 of the Eagle Scout Service Project Workbook) must be used by Scouts to obtain approval for Eagle Scout project fundraising or securing donations of materials for their Eagle projects. This is necessary in all circumstances except when all contributions are from the candidate, parents or relatives of the Scout, unit or chartering organization, parents or other members of the unit, or the beneficiary of the project. Scouts should submit the fillable form to the Council for consideration. The Scout should also print a copy and include it with the project plan. Within a few business days, the Scout will receive an email response either seeking additional information or providing project funding approval. When approved, a copy of the approval email is to be included with the fundraising application as a part of the Scout’s project plan.
- Submit fundraising applications via email:
- Project must be approved in advance: Eagle Scout Service Project Fundraising Form
- Project must be done in the name of the beneficiary (not the troop).
- Beneficiary organization retains leftover funds.
- If the troop is holding project funds, these funds must be turned over to the project beneficiary immediately after expenses have been paid.
- Gift documentation must come from the project beneficiary
- Realize that approaches to big box stores will be met with a request for a tax letter, which you may or may not be able to secure from your project beneficiary.
- Parents should let their Scout provide leadership and resist the temptation of raising funds or using their influence.
- A Scout is courteous – and should follow up with a note of thanks
- BSA’s Guide to Advancement