Welcome to our Troop, __-____!
As Trail Life USA Troop members, we share a common vision, striving together to “guide generations of courageous young men to honor God, lead with integrity, serve others, and experience outdoor adventure”. Our program is a Christ-centered leadership, character, and adventure program for young men. Our mission to “Walk Worthy” comes from Colossians 1:10 “…that you may walk worthy of the Lord, fully pleasing Him, being fruitful in every good work and increasing in the knowledge of God…”
Our Troop operates as a ministry of our charter organization, ________________. Young men ages 5 to 17 are encouraged to join our Troop to participate in scheduled events and activities. Our weekly meetings are held on ___days at __pm. Additionally, there are scheduled campouts ___ a month/year, ___ service opportunities, and other events and activities to participate in together. Please find attached a calendar showing our events for the next six months.
Our Troop philosophy is that all members meet together, breaking into age-specific program groups at various times during Troop meetings. This provides a well-rounded program that integrates leadership opportunities for the older boys, and also role models to help teach the younger boys. Program activities are designed to grow life skills and provide faith-building activities. Fulfilling a Trail Life USA core value, our Troop is entirely volunteer-led. Parents are very involved and are welcomed to participate. There are many opportunities for service; in fact, parents are encouraged to join as Trail Life USA members, so that they can help further the mission of Trail Life USA, and assure the protection of the boys as part of the required two-deep leadership. Just ask our Troopmaster or the Committee Chair for an invitation to join—a link to complete that process will be emailed to you*. Our goal is for most of our Troop activities to be free of charge to families. We can do this with our successful fundraisers (_____ in the fall, ____ in the winter, and ____ in the spring). We hope to raise enough money each year to cover member costs all the way through our next Summer Adventure!
Please contact our Troop Membership Chair ____________ at _______ or Committee Chair __________ at ________ if you have any questions along the way. We look forward to your family becoming more involved in this wonderful faith-building adventure!
*Trail Life USA welcomes boys of any faith—or no faith at all. But all materials and activities consistently emphasize our Christian worldview and our hope to make faithful disciples. For that reason, all adult members must ascribe and adhere to the TLUSA Statement of Faith and Values. Trail Life USA | Welcome to our Troop | 2 0 1 5 0 4 3 0 | 1
One of our 15 Core Values is “Volunteer-Driven�. Volunteers are the lifeblood of Trail Life USA. Our support system, therefore, is delivered by trained, knowledgeable, qualified volunteers. Here are the levels of Troop Leader Support for Trail Life USA. Challenge yourself to find the resource you need before moving on to the next level!
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Trail Life USA | Levels of Support | 20160310
HOW A TROOP IS CHARTERED & OPERATES
Home Office Approves Charter Organization
INSTITUTIONAL HEAD (Senior Pastor) Serves as or Appoints
CHARTER ORGANIZATION REPRESENTATIVE*
Direct Contact Leaders Impact Young Lives TROOPMASTER*
Selects
TROOP COMMITTEE
LEADERS
YOUTH LEADERS
TRAILMEN
Ranger
1 Officer
Trailmaster
2nd Officer
Woodlands Trail
Advisor
Quartermaster
Trail Guides
Patrol Leaders
st
Guides, Directs, & Oversees
• Committee Chair* • Treasurer*
Navigators
• Chaplain* • Troopmaster*
• Others • Communications • Onboarding • Outdoor Activities • Advancement • Fundraising • Refreshments/Hospitality, etc.
Adventurers
Jr. Patrol Leaders
Plans Operations, Conducts Troop Business, & Supports Program Activities
Troop Meetings, Campouts, & The Program
TROOP ADULT LEADERSHIP TEAM INSTITUTIONAL HEAD (Senior Pastor) CHARTER ORGANIZATION REPRESENTATIVE* TROOP COMMITTEE MEMBERS
COMMITTEE CHAIR*
TREASURER*
ADVANCEMENT CHAIR
SECRETARY
TROOP CHAPLAIN* OUTDOOR ACTIVITIES CHAIR
ONBOARDING CHAIR
TRAINING CHAIR
FUNDRAISER CHAIR HEALTH & SAFETY CHAIR
MEMBERSHIP CHAIR EQUIPMENT COORDINATOR
COMMUNITY SERVICE CHAIR SUMMER CAMP COORDINATOR
TROOPMASTER* WOODLANDS TRAIL RANGER Trail Guide Fox Patrol 1
Trail Guide Hawk Patrol 1
Trail Guide Mtn Lion Patrol 1
2nd Trail Guide Fox Patrol 1
2nd Trail Guide Hawk Patrol 1
2nd Trail Guide Mtn Lion Patrol 1
Trail Guide Spiritual Growth
ADVENTURERS ADVISOR
NAVIGATORS TRAILMASTER Trail Guide (Name) Patrol
Trail Guide (Name) Patrol
Trail Guide (Name) Patrol
Trail Guide New Trailmen
Trail Guide Able Trailman
Trail Guide Operations
Trail Guide Spiritual Growth
Trail Guide (Name) Patrol
Trail Guide (Name) Patrol
Trail Guide Trail Guide High Adventure Freedom Award
Trail Guide (Name) Patrol Trail Guide Operations
Trail Guide Spiritual Growth * REQUIRED Core Leadership Team Member
TROOP FAST START TRAINING
FAMILY NAME _________________________________________
At the Open House Info Session: Review Trail Life USA (TLUSA) Core Values Discuss Trail Life Oath, Motto, Sign, Salute (parents should practice these with Trailman at home) Discuss uniform and dress code requirements and how to obtain Discuss TLUSA membership fee ($26) and annual renewal process (good for one year from joining date) Discuss Troop dues (if any)—amount, frequency and what they cover Discuss fundraising, and how we defray costs; “Team” fundraising concept (no individual Trailman fundraising accounts) Describe registration process (TroopTrack e-mail and link); how to register multiple boys Secure new family’s contact info (especially email address, cell #’s) Invite parent(s) to join as a Registered Adult (if appropriate); Signing Statement of Faith and Values, Background Check and Child Safety Youth Protection Training required Make sure they know when the next Troop activity/meeting and the next Campout are planned As soon as they join: Discuss two-deep leadership (including phone/internet communications) and “buddy system” rules Discuss drop-off and sign-out/pick-up procedures Discuss bathroom designations for adults and Trailmen/other children Discuss participation of siblings at Troop Events Cover additional Chartered Org rules/restrictions Provide contact information for Troop leaders & Trailman’s Patrol Leader (if applicable, emphasize two-deep leadership communication rule) Provide Troop website and Facebook page addresses Advise of regular email updates & TroopTrack generated newsletters Provide instructions to link TroopTrack Calendar to phone/Google/Outlook Calendars Review highlights of TLUSA Health & Safety Guide Provide Youth Weekend Health and Safety Form; copy of parents’ insurance card needed
Trail Life USA | Troop Fast Start Training | 2508 | 20160428 | 1
Provide “High Adventure Medical Form” to parents of Navigators & Adventurers (note need for medical professional’s signature) with deadline (Fall Adventure Campout or Summer Adventure) Provide copy of, and review key points in Troop bylaws (if any)
Within one week of joining: Clarify that Woodlands Trail program is participation-based, not requirements-based, so participate regularly Discuss Woodlands Trail Leaf Tracking Cards and Lanyard system Discuss Forest Award Discuss Timberline requirements for 5th grade Mountain Lions Provide Navigators/Adventurers overviews (emphasizing participation vs advancement) Provide Handbook and show advancement section Instruct how to access Elective Trail Badge site Discuss Ranks for Navigators and Awards for Adventurers
Next Troop meeting: Invite family to attend! Announce dates of next Parent-Leader Meeting and New Parent/New Leader TroopTrack class Introduce them to Core Leaders and Troop (Program-level) Leadership Announce any volunteer needs in Troop (after parent joins as member)
Trail Life USA | Troop Fast Start Training | 2508 | 20160428 | 2
UNDERSTANDING HOW THE PROGRAM YEAR WORKS The local Troop is everything. Trail Life happens at the Troop level. For a family to be involved, there has to be a Troop nearby to join. Troops are started in, and belong to, local churches. Pastors select leaders who then guide their Troop. Troops that plan and carry out a full and exciting program always grow and thrive. Troops that don’t…don’t. Families in thriving Troops stay involved, and tell their friends. Families in the latter group drop out—and then tell their friends. At Trail Life USA, we are all about starting, then strengthening, Troops that will thrive long-term. We have just scratched the surface of involving interested churches, chartering the ones that “came to us”. We provide tools—human (volunteer) and created resources (developed by the Home Office)—to help Troops carry out our shared mission. Every Troop’s calendar looks the same—it’s like a big circle. Whether leaders and participating families know it or not, it’s formed by natural seasons, and then governed by expectations of larger movements (Trail Life USA being one of them). Troop “program years” naturally begin in August, with the start of a new school year; and end in July, once all have held their Summer Adventures, finished family vacations…and get ready to do it all over again. This annual cycle begins when 5-year olds (whether they are in Trail Life USA or not) start kindergarten, and it doesn’t end until they finish their education and enter the workforce, full-time, as adults. But then it begins all over again, about 10 years later…when they have a five year-old kid of their own! We make sure Troops are ready to handle all of the annually-repeated events that happen throughout each calendar year. We prepare them for their mid-August’ “kick off” by providing planning tools to make sure they are ready to go. Interested parents will not “join the trail” in September if the Troop’s program is not planned and ready in August. But Troops must also plan out a viable budget—how they will pay for their year full of exciting adventures (and all related Troop costs) they have planned. This is known as the Troop’s Annual Planning and Budgeting process. Supporting this effort is one of the most important things we do, well before the start of each program year. We’ll begin to promote it in April—to tell them what it is; we’ll educate Troops in early May—explaining why it’s important; then we’ll train them, providing the tools (the how), both online and through Roundtable gatherings, in May and June; so they can carry out the planning (and budgeting) process in June/July—before their formal Troop meetings start up again in August. Planning ahead is so important! We backdate all repeating annual campaigns in similar fashion. Here’s the next example… Now the summer is over and kids are headed back to school. Assume that the Troops have planned and budgeted, and are ready to recruit new members. Remember the annual cycle? Parents expect kids to join sports, clubs, and organizations in early September—as soon as a new school year starts. Trail Life USA | Understanding How the Program Year Works | 052615 | 2495 | 1
So Troops must be prepared to market their product to youth and their families leading up to their September “Open House” event. We do this through a time-proven campaign that we call “Join the Trail”. Like Planning and Budgeting, we have a plan, a timetable, and support materials to make Troops successful in recruiting new Trail Life families. Starting in May, we promote—tell Troops what this is about; we educate Troops in June—why it’s important; then we train them in July, providing the tools (show them how) so they can carry out at least 7 “marketing hits” (promotional strategies) to reach local families. Quantifiable results—new paid applications—come in throughout September and into October (our process takes longer than the previous organization, as most families do not join at the Open House event; they must go online and register later). Where were we? Oh yes, October—the perfect time, according to our cyclical calendar, to begin a candy sale! Excited new families, now connected and fully on board, understand that for their robust program year to be filled with adventure, they must carry out one really great fundraiser! So we give them that support through Heart & Soul candies. Like the aforementioned campaigns, there is a system involved here, too. The promotion phase (a “shotgun approach” to all Troops) happens in June; education is provided in July; and training—for those Troops that participate—continues in August and September. Troop leaders will have all the tools they need to have a successful sale inhand well before the chocolate bars arrive in October. And if they earn enough, families can envision the rest of the year filled with fun outings—not weekend after weekend enduring bake sales and car washes instead of what they were promised: outdoor adventure. It’s of utmost importance that we keep that promise…and making sure families can afford it is a key component. Troop members join for the adventure, but they stay when they feel accepted and connected, understand the importance of their involvement, and are not overburdened with high (or unexpected) expenses. Which brings us to the most important “membership booster” of all—retention—which is a direct result of program support. Even the best-planned recruitment campaigns might net a maximum 20% increase in membership. That sounds like a huge number—but not compared to the other 80% that will drop out if not supported correctly. That’s why all of the other Home Office-coordinated efforts throughout the year (same time, every year) exist—to retain those members! Leader trainings, Operation Christmas Child, Area-coordinated events (like Roundtables and Camporees) and Summer Adventures, are all placed on calendars at the right times to provide support when it’s needed most. Other Home Office emphases that retain youth include developing TroopTrack (Troop management) tools, FAQ’s, advancement materials, and Chartered Organization tutorials. Volunteer support comes from Direct Service Advisors (who serve as coaches for leaders), who stay in regular communication with Area Team members—subject matter experts in Training, Camping, Advancement, Activities, Membership, Finance, Community Service, and more. We also offer “2nd chance” campaigns, whether it’s recruiting or candy sales or service projects. All of these Area and Home Office efforts provide something extra to supplement a Troop’s monthly camping trips and weekly meetings—and result in higher youth retention.
Trail Life USA | Understanding How the Program Year Works | 052615 | 2495 | 2
Annual Program Planning and Budgeting— Do this with your Troop…and THRIVE! I.
What is this all about?
Trail Life USA’s goal is to transform the lives of boys using the tools of fun and adventure. Families who drop out of Trail Life USA will likely do so because they believe their Troop failed to “keep the promise” of providing a full, fun program with lots of trips and outdoor experiences. So how do you plan a great program? You (Troop Leaders) begin by gathering all of your “stakeholders”—parents, leaders, and Trailmen— all together— near the end of the summer (this MUST be completed before school starts, so anywhere from mid-July to early August is ideal). When all are gathered, the Troopmaster should open the meeting by explaining “why we’re here”: to make sure your Trailmen get a top-quality, adventure-filled program. They will do that by planning the annual program, and then budgeting for the real costs involved. The Troop Master, Committee Chair and Treasurer should work together on this. All “stakeholders” should know that this is a whole Troop process and decision.
II.
Program Planning
Take out a big flip chart (or a laptop with a projection screen if you wish) and start brainstorming. The presenter asks: “What does everyone really want to do this year, starting this fall?” Attendees will shout out things they want to do as a Troop—one month at a time, starting with September and working through next summer— as you record their suggestions. They will naturally think of camping trips and activities— parades, banquets, holiday gatherings; then you fill in the necessities—recruiting new families (Join The Trail), completing the recharter, leader training, fundraisers; and buying stuff—uniforms, equipment, Trail badges, handbooks, etc. Your Troop will soon have a full, year-round calendar of activities listed on one big sheet of paper. Thank everyone for taking part. If you have an activity planned, release the boys to do that at this point, but keep the parents in the room.
III.
Budgeting
Now you know what the people in your Troop want to do, and you know they’ll attend the activities because it’s their plan. And you will have added in all of the “required” things as well. Now there’s only one issue left to tackle: MONEY! It is time to show the adults them the SIZE of the money problem by quickly attaching a cost to each activity. Estimate the number of Trailmen and leaders who will participate, and estimate the resulting costs. For example, sending 20 Trailmen plus 10 leaders to a weeklong Summer Adventure at $200 each (including meals and travel) totals $6,000! Estimate a total cost for each activity now on the Troop calendar (you won’t have time to figure exact #’s at this time—“ball park” figures are good enough, and you should be able to get some good estimates based on previous experiences, or some brief discussion). When you are finished with this exercise, total the costs on the chart…the crowd will be shocked!
Trail Life USA | Annual Program Planning and Budgeting – Training for Your Troop | 2689 | 20160511 | 1
Many Troops’ annual programs will cost $20,000 or more! See this simplified calendar with budget below—this is what your flip chart might look like at this point.
Troop 1:10 September October November December January
February March April May June/July August Year-round (on-going expenses)
Activity Troop Standards Trailman Handbooks Rocket Derby Fall Area Family Campout Ice Cream Social Uniforms Recognition Banquet Recharter Re-registration (Trailmen) Adult Re-registration Soap Box Derby Racers USS Yorktown Trip Camping Equipment Spring Area Campout Raingutter Regatta Summer Adventure Program fees Fall Recruiting materials Monthly Campouts 3 Service Projects Awards & medallions Leaders’ Meetings Troop Meeting materials Treasurer Materials
Total Expenses: Income:
Candy Sales--Net Spring fundraiser
Total Income: Surplus (or Deficit)
Budget 2014-2015 560.00 400.00 150.00 650.00 175.00 1,700.00 440.00 195.00 520.00 260.00 75.00 900.00 1,200.00 550.00 200.00 5,400.00 400.00 200.00 1,600.00 600.00 900.00 250.00 200.00 75.00 17,600.00 13,000.00 4,650.00 17,650.00 50.00
This Budget represents a Troop's TOTAL costs (meaning all Trail Life-related expenses, whether these are traditionally "Troop" or "per family" costs), after a family has joined.
Trail Life USA | Annual Program Planning and Budgeting – Training for Your Troop | 2689 | 20160511 | 2
Now what? Well, here are three ways to fulfill the promise to offer a robust program (but first, decide that breaking the promise altogether and providing a scaled-down, not so fun, less-than-quality program should not be an option): OPTION #1: Parents pay for everything… either charge a huge joining/activity fee (hundreds of dollars), or “nickel-and-dime” them to death every time we want to do something and hope they don’t notice how much this is costing. Ask: “HOW MANY THINK THIS IS A GOOD OPTION?” (Hopefully, no one will like this!) Paying hundreds of dollars each year, whether all at once or throughout the year, is simply not an option for most families. So, ask them: “WOULD YOU RATHER PAY FOR YOUR SON’S YEAR OF ADVENTURE, OR LET YOUR NEIGHBORS DO IT?” (Most will laugh and respond “NEIGHBORS!”) So, fundraising is the key to making this affordable for families. In light of this, which of the remaining options is better? Do you… OPTION #2: Ask parents to spend two weekends every month doing car washes, bake sales, holiday fundraisers, or fifty other ineffective ways to get enough cash to cover the events. Ask: “HOW MANY THINK THIS IS A GOOD OPTION?” (This causes burnout. Hopefully, no one will like this plan!) OPTION #3: Ask families to spend 5-6 total days over a 4-week period focused on one well-executed fundraiser that will cover most of the costs of the program we described. Ask: “NOW, HOW MANY THINK THIS IS A GOOD OPTION?” (Everyone should agree!) Giving Trailmen one good fundraiser, keeping them focused on it for a few weeks—then leaving fundraising behind, and concentrating on carrying out the fun outdoor program—is clearly the best method. FYI—Trail Life USA has already formed a national partnership with Heart and Soul Candies, which has a proven track record of success working Trail Life, and even longer with American Heritage Girls. Bill McGee, their President and CEO, is committed to Trail Life USA’s vision, and his company will help you achieve your goals. Check out www.heartandsoulcandies.com/tlusa.
IV.
Follow Up
Once your initial draft calendar and budget are established, take the time to determine accurate costs for each level of the program—Woodlands Trail, Navigators, and Adventurers. We have provided a useable, real life example of this (see attached fillable spreadsheet). All cells are changeable, so your Troop Treasurer can use this spreadsheet to put in the activities and costs for your Troop. Once you have filled in all of the cells, share the final document with all parents in the Troop, and review the process—how these decisions were made. Continue communications with updates on the Troop website/Troop Track when there are any additions or changes.
V.
Fundraising Tips
More help will be offered regarding the “How-to’s” of successful fundraising, such as comparing house-to-house vs. storefront sales, listing potential customers, and the “proper way to ask” (believe it or not, 7 simple words will secure the sale: “Will you help me earn my way…”)!
Use these tips for Planning and Budgeting…and THRIVE all year long!
Trail Life USA | Annual Program Planning and Budgeting – Training for Your Troop | 2689 | 20160511 | 3
Trail Life USA | Effective Troop Meeting Plan | 2652 | 20 1 60 32 1
Trail Life USA | Trail Tracks | 2690 | 20160520
Trail Life USA | Trail Tracks | 2690 | 20160520
Dear Troop Leaders, It is inspiring to see young lives being changed for eternity around the world. God is using Operation Christmas Child to do just that—and Trail Life gets to play a part in making this a reality. Operation Christmas Child uses gift-filled shoeboxes to demonstrate God’s love in a tangible way to children in need around the world. I hope your Troop will get involved! Operation Christmas Child is a project of Samaritan’s Purse, an international Christian relief and evangelism organization headed by Billy Graham’s son, Franklin Graham. Samaritan’s Purse currently works in more than 100 countries to provide aid to victims of war, disease, disaster, poverty, famine and persecution. Since 1993, Operation Christmas Child, has collected and delivered more than 135 million giftfilled shoeboxes to children in more than 150 countries. For many of these children, the giftfilled shoebox is the first gift they have ever received! The Greatest Journey is Operation Christmas Child’s follow-up program that is offered to children who receive shoebox gifts. This 12-lesson discipleship program teaches children about God’s amazing love and guides them through what it means to faithfully follow Jesus Christ.
During National Collection Week (Nov. 14–21, 2016), Samaritan’s Purse will collect the giftfilled shoeboxes at more than 4,000 drop-off sites in all 50 states. So all boxes have to be packed before then!
Discover how to pack a box and where to drop it off by visiting samaritanspurse.org/occ.
Shoebox gifts are prepared for overseas shipment at eight major processing centers across the U.S.—Atlanta; Baltimore; Boone, NC; Charlotte; Dallas; Denver; Minneapolis; and Orange County, CA. Troops and families can volunteer there as well (in November).
Every year my family participates by packing boxes and volunteering at a processing center. These are some of the greatest blessings we receive during the holiday season—I hope you, your family, and all the families in your Troop will experience the same this year. Serving with you in the name of Jesus,
Rob Green National Director of Field Operations 10612 Augusta Rd, Belton, SC 29627 | Trail LifeUSA.com
NOW YOU CAN FUNDRAISE all YEAR long! With our New Products and Friends & Family Webstore It can’t be any easier! Earn much needed funds with door to door sales AND without leaving your home!
Visit us online for more information! www.heartandcandies.com/tlusa
888-214-3619 /heartandsoulcandies
@HScandies
@HScandies