Pack Committee: Positions & Responsibilities

Chartered Organization Representative

The Chartered Organization Representative's responsibilities are to:

• Help select the right leadership for the unit.
• Serve as a liaison between the units and the organization.
• Help with the charter renewal.
• Cultivate organization leaders.
• Represent the organization at the council level.

Pack Committee Chair

The Pack Committee Chair's responsibilities are to:

• Maintain a close relationship with the chartered organization representative, keeping this key person informed of the needs of the pack that must be brought to the attention of the organization or the district.
• Report to the chartered organization to cultivate harmonious relations.
• Confer with the Cubmaster on policy matters relating to Cub Scouting and the chartered organization.
  • Supervise pack committee operation by
    • Calling and presiding at pack leaders' meetings.
    • Assigning duties to committee members.
    • Planning for pack charter review, roundup, and reregistration.
    • Approving bills before payment by the pack treasurer.
• Conduct the annual pack program planning conference and pack leaders' meetings.
• Ask the committee to assist with recommendations for Cubmaster, assistant Cubmasters, Tiger Cub den leaders, Cub Scout den leaders, and Webelos den leaders, as needed.
• Recognize the need for more dens, and see that new dens are formed as needed.
• Work with the chartered organization representative to provide adequate and safe facilities for pack meetings.
• Cooperate with the Cubmaster on council-approved money-earning projects so the pack can earn money for materials and equipment.
• Manage finances through adequate financial records.
• Maintain adequate pack records and take care of pack property.
• If the Cubmaster is unable to serve, assume active direction of the pack until a successor is recruited and registered.

Treasurer

The Treasurer's responsibilities are to:

• Help the pack committee and Cubmaster establish a sound financial program for the pack with a pack budget plan.
• Open or maintain a bank account in the pack's name and arrange for all transactions to be signed by any two of the Cubmaster, pack committee chair, secretary, or treasurer.
• Approve all budget expenditures. Check all disbursements against budget allowances, and pay bills by check. The pack committee chair should approve bills before payment.
• Collect dues from den leaders at the pack leaders' meeting, preferably in sealed den dues envelopes. Open envelopes in the presence of den leaders. Give receipts for these funds, and deposit the money in the bank account.
• Keep up-to-date financial records. Enter all income and expenditures under the proper budget item in the finance section of the Pack Record Book. Credit each Cub Scout with payment of dues. From time to time, compare the records with those of the den leaders to make sure they agree. Give leadership in developing a coordinated record-keeping system in the pack.
• Periodically report on the pack's financial condition at the monthly pack leaders' meeting. Make regular monthly reports to the pack committee at the pack leaders' meeting, and report to the chartered organization as often as desirable on the financial condition of the pack.
• Provide petty cash needed by leaders. Keep a record of expenditures.

Secretary

The secretary ensures proper records are kept within the pack. Specifically, the secretary will:

• Keep informed of all Cub Scouting literature, materials, records, and forms to help leaders function effectively. Help new den leaders access needed tools.
• Handle correspondence for the pack. This may include writing letters of appreciation and requests for reservations, or ordering supplies through the local council service center.
• Keep notes on business conducted at pack leaders’ meetings. Record only key items such as things needing follow-up or items for the history of the pack.
• Notify leaders of pack leaders’ meetings and other activities.
• Help the pack committee chair create meeting agendas.
• Provide den leaders with records and forms for meetings.

Advancement Chair

The responsibilities of the Advancement chair are to:

• Have a working knowledge of the Tiger Cub, Cub Scout, and Webelos Scout advancement plans.
• Collect den advancement reports from den leaders for use when ordering badges and insignia from the local council service center.
• Maintain advancement records in Internet Advancement program.
• Provide Cubmaster with advancement report and awards for distribution at pack meetings.

Recruitment/Membership Chair

This role may be shared by 2 people if desired. The membership coordinator(s) will:

• Work with pack committee members to promote recruitment plans for both fall and spring.
• Work with the treasurer to secure signatures and registration fees for the coming year.
• Maintain a membership binder with current scout contact and membership information as well as BSA Medical forms.
• Follow up on Cub Scout dropouts to help return them to full, active membership.
• Work with the pack committee chair and chartered organization representative to plan and coordinate the annual rechartering process.
• Prepare registration papers and an annual report to the chartered organization.

Outings/Events Chair

The responsibilities of the Outings Coordinator are to:

• Help the Cubmaster plan and arrange for outdoor activities.
• Arrange for property, fire, and tour permits when required.
• Locate new picnic, camping, and hiking areas.
• Arrange for safe transportation when needed.
• Plan first aid for emergencies.
• Be available to help Webelos den leaders plan Webelos overnight campouts. Help arrange for equipment, as needed.
• Arrange for Safe Swim Defense implementation for all outings involving swimming.
• Plan outings to help pack and dens qualify for the National Summertime Pack Award.
• Help inform parents and guardians about opportunities for family camping. Ensure that at least one adult has completed Basic Adult Leader Outdoor Orientation (BALOO) before any pack campout.
• Help promote day camp and resident camp opportunities.
• Be aware of BSA health and safety requirements and see that they are implemented.
• Know and carry out BSA outdoor program policy related to Cub Scouting. Review all activities to ensure that unit leaders comply with BSA policies in the Guide to Safe Scouting.

Coordinator Positions...

Fall Wreath Fundraising Coordinator

This role may be shared by 2 people if desired. The coordinator(s) is(are) responsible for the major fall fundraising effort of the Pack. Duties are to:

• Attend pack committee meetings August - December.
• Contact the wreath sales company in September to outline fundraiser highlight dates.
• Prepare and distribute sales materials to Scouts, explain rules, etc. the first week in October.
• Work with the treasurer to keep track of scout earnings using the provided spreadsheets.
• Collect orders from scouts and turn in orders to wreath company by due date specified.
• Arrange delivery date and location for wreaths and organize distribution of products to scout families.
• Collect money from scouts and turn in to Pack treasurer.
• Get check from Pack Treasurer and turn in to wreath company by due date.
• Acquire prizes and incentives.
• Award Prizes for top sales and incentive earners at December Pack meeting.

Camp-Out Calendar Fundraising Coordinator

This role may be shared by 2 people if desired. The coordinator(s) is(are) responsible for the spring fundraising effort of the Pack. This traditionally helps scouts raise money to attend various scout camps offered by the Daniel Webster Council. Duties are to:

• Attend pack committee meetings January - April.
• Plan and organize spring fundraiser with the pack committee. Typically, this has been a raffle calendar with local businesses donating to the cause.
• Send donation request letters to local businesses as well as coordinate parents who can hel;p acquire donations from local businesses.
• Create and distribute sales materials to Scouts, explain rules, etc. (The pack has calendar templates for coordinator.)
• Work with the treasurer to keep track of scout earnings for camp using the provided spreadsheets.
• Collect orders and money from scouts and turn money in to Pack treasurer.
• Work with pack committee to announce winners and distribute prizes as necessary.

Pinewood Derby Coordinator

This coordinator is responsible for a major event for the Pack in March. Duties are to:

• Designate a parent volunteer or two (in December) to organize and run a snack bar on the day of the event.
• Purchase Pinewood Derby kits from District Scout Shop or BSA catalog.
• Purchase awards for events (medal, trophies, plaques, etc.)
• Set date for race & reserve meeting room at Hampton Academy Middle School
• Distribute kits and rules to Scouts at the December Pack Meeting.
• Acquire donated prizes & decorations
• Set up & test the track and timing system the evening before the event with a group of parent volunteers.
• Host a pre-race event where cars are registered and pass tech inspections
• Run the race
• Take down track & decorations
• Collect cars and transport them to/from the District Pinewood Derby Championships at the District Scout Show in April