ACTIVITY PLANNING GUIDE

FOR MONTANA COUNCIL DISTRICT AND COUNCIL

EVENTS

PURPOSE OF MANUAL

• OUTLINE STEPS AND PROCEDURES– PLANNING– CONDUCTING– CLOSING OUT

• AUGMENT OTHER INFORMATION– Camping Committee Guide -- Cub Scout Day Camp

– Activities & Civic Service Committee Guide

– Leadership Training Guide -- Camporee Guide

For Montana’s Council and District Activities

SCOUTING “ACTIVITY”

(For this Guide) ….Involves youth or adults from two or more Scouting Units.

Typically a District, Multi-District,

or Council-wide Event

I. SELECT THE ACTIVITY• To Supplement Unit Programs• To Assist Unit Leaders in providing Ideal Year in Scouting

• Typical Categories of Activities:– Competitive Skill -- Meetings/Retreats– Civic Service -- Finance & Fund-Raising– Commemorative --Public Relations/Recognition– Training

ACTIVITY APPROVAL• Usually During Annual District ‘Calendaring’ Session

– & District Budget Preparation Sessions

• District Events Approved by the District Committee

– & Council Events by the Appropriate Program Committee

• Placed on the Council Calendar

– & Becomes part of the District & Council Annual

• Activities not included on calendar must be submitted separately and approved by the Council Program Committee 120 days before activity.

II. RECRUIT A CHAIRPERSON

a) Review last year’s report,

b) Work with Adviser to prepare budget, submit Purchase Order/Check requests.

c) Perform or recruit, train, and direct team members to accomplish the objectives:

a. Select Location for activity, f. Communicate status & Information

b. Develop promotional plan g. Assure accurate registration and records

c. order materials,      h. Provide for physical arrangements

d. Order patches, i. CONDUCT A SUCCESSFUL EVENT

e. Maintain files,

 d)    Host evaluation meeting,

e) Groom chairperson for next time,

f) Prepare closeout report.

FIRST – WHAT TYPICAL THINGS DOES A CHAIRPERSON DO?

RECRUITING THE CHAIRPERSON

• Have a Job Description

• Designate or Approach prior to closeout of prior year’s activity (Have an Assistant who will move up).

• Approval by District (or Council) Key 3

III. CONDUCT PRELIMINARY PLANNING MEETING

• Review the purpose and objectives of the activity• Develop overall approach to accomplish each objectives• Review and Update work plan – backdating schedule.• Assign key positions and address other staffing needs and resources.• Discuss Theme, develop plan to adopt• Develop Budget, including possible vendors and project sales.• Review Purchasing Procedures and Complete Initial Request to purchase forms • Identify long-lead items (such as patches) and develop plan for them • Discuss incentives, prizes, ribbons• Discuss location options; develop plan to select location and secure it. • Develop Promotion Strategy • Identify list of other priority action items with responsibilities and due dates assigned.• Establish communication lines (e-mail, phone numbers, and future meeting dates).• Draft report to be presented at next District Meeting and or Roundtables

SPECIFIC PLANNING ITEMS

• Set Activity Objective and Purpose– Publicize These

• Review Last Year’s Report

• Use Additional Resources

Published Guides Boys’ Life Scouting Program Helps

• Build a Backdating Schedule

OBJECTIVES FOR EVERY ACTIVITY

Objectives for every activity: To Fit in with Scouting’s Aims:

CharacterCitizenshipFitness

To be Safe To have Fun – the participants of the

activity as well as the Activity Committee To Follow Boy Scout Policies and Montana

Council’s Procedures

TYPICAL BACKDATING SCHEDULEDays From Event Tasks

-210 Select Date -180 Recruit Chairperson-150 Pre-planning meeting with Adviser-120 Preliminary Planning Meeting; Submit Budget for Approval Establish Location -90 Committee Meeting Submit Purchase Order/Check Requests Approve patch design, submit order -75 Submit Newsletter promotion information -60 Second Committee Meeting Promote at Roundtables Distribute Information/Registration Forms to Units -45 Contact Units for attendance projection Confirm physical arrangements -30 Third Committee Meeting Manpower verified for day of event Second Call to Units -15 Registration Deadline Reconfirm manpower Reconfirm Physical arrangements Establish Check-in procedures -5 Final Check of Details Conduct Event Deposit any registration received at event Return Equipment

+5 Complete actual registration list Send Thank You Letters Submit final Bills, Invoices, etc.+14 Conduct Evaluation Meeting Prepare and submit Close-Out Report

IV CREATE AN ACTIVITY BUDGET

• PREPARED BY CHAIRPERSON WITH THE STAFF ADVISER

• USE STANDARD FORM– BUDGET ENVELOPE– EXCEL – DOWNLOAD FROM NET

HEADER INFORMATION

• ACTIVITY – NAME

– DATE

– LOCATION

• DISTRICT NAME

• ACCOUNT CODE

• CHAIRPERSON’S– NAME

– ADDRESS

– PHONE #

• APPROVALS– Chairperson

– District Executive

– Field Director

THE SECTIONSLeft Column – Standard Accounts

• SECTION 1 – ACTUAL LAST YEAR

• SECTION 2 – BUDGET THIS YEAR

• SECTION 3 – ACTUAL THIS YEAR

STEPS TO BUDGETING• PROJECT THE PARTICIPATION

– LAST YEAR’S #– NEW THINGS THIS YEAR

• ESTIMATE THE EXPENSES– BASED ON THE ATTENDANCE– FIXED EXPENSES– CONTINGENCY– BUDGETED DISTRICT REVENUE

• DETERMINE THE NECESSARY INCOME – FEES/PARTICIPANT– DONATIONS

THE ACCOUNTS THAT WE USE

EXPENSES8103 PROGRAM SUPPLIES Purchased books, first aid supplies, rope, tarp;8104 FOOD & COMMISSARY Snacks, cracker-barrels, catering, plates;8105 SANITATION, JANITORIAL Cleaning supplies, port-a-potties;8131 OTHER SUPPLIES Supplies that don’t fit into other categories;8201 TELEPHONE Calls madade during event, emergency lines, long-distance;8301 POSTAGE Mailings, Letters, Thank-you notes;8402 FACILITY RENTAL Fees for use of the location;8501 EQUIPMENT RENTAL Equipment rented for the event;8601 PRINTING In house (at Council Center0, outside, paper, supplies;9152 RECOGNITION – ADULT Plaques, certificates, training awards;91xx RECOGINITON – YOUTH Patches, Ribbons, certificates, T-shirts;9143 OTHER ACTIVITY EXPENSE Honorarium for key speaker, required ‘tax’;INVENTORY TRANSFER Items previously purchase, held in inventory;CONSIGNMENT (RESALE) Trading Post Items;OTHER Anything that doesn’t fit in the above accounts.

BUDGETED EXPENSE TOTALS

• SUBTOTAL OF EXPENSES

• 15% CONTINGENCY

• BUDGETED DISTRICT REVENUE

• TOTAL BUDGETED EXPENSE

DETERMINING BUDGETED INCOME

• OTHER INCOME– Donations & Gifts-In-Kind– Trading Post Revenue– Ticket Sales, Paid Advertising, Space Fees

Total Budgeted Expense – Other Income =

Income required from Fees

TYPES OF FEES• Participant Pre-Registration (Discount)

• Participant Registration

• Visitor

• Adult Registration

Budgeted # of Attendees X Fee =Budgeted Income Generated

BUDGET BALANCE

• BUDGETED INCOME must be Equal to, or Greater than BUDGETED EXPENSE

• FEES TOO HIGH? – Adjustments might be necessary:

• Look for other forms of income

• Cut back on some expenses

BUDGET APPROVAL

• ACTIVITY CHAIRPERSON – COMMITTEE

• DISTRICT EXECUTIVE / STAFF ADVISER

• FIELD DIRECTOR

USE OF APPROVED BUDGET

• FORWARDED TO COUNCIL ACCOUNTANT– Enters Budgeted Amounts into Computer– “Opens” Activity Budget– Returns Budget Envelope to Adviser

• STAFF ADVISER – COMMITTEE CHAIR– Assures Everyone Knows the Budget

ACTIVITY FILE

• STAFF ADVISER -- COMMITTEE CHAIR

• POSSIBLE CONTENTS– List of Committee Members– Backdating Schedule– Budget Draft – Approve Budget– Meeting Notes– Purchase Orders, Receipts

V. EVENT PROMOTION

• COUNCIL WIDE– Council Calendar– Website– Montana Trails

• DISTRICT– Calendar– Website– Newsletter– Roundtables

• FLYER– What,When,Where,Cost

– Registration Date/Form

• PUBLIC RELATIONS– Newspaper

– Radio Stations

– TV

VI COMMITTEE MEETINGS

• CHAIRPERSON – ADVISER COMMUNICATION

• FULL COMMITTEE

SUB – COMMITTEE• SUFFICIENT TO ASSURE ON TRACK• TO BE PRODUCTIVE

– Specific Objectives– Agenda– Minutes

VII COLLECTING FEES

• Recommend Fees Paid Prior to Event

• Use Office Support where Practical

• Assign to a Committee Member/Staff Adviser– Fee Payment Receipts Imperative– Routinely Deposited Daily– Master Record Established

• Fees Transferable – Non-Refundable ?

VIII MAKING PURCHASES

PURCHASES• At or Through Council Trading Post

• By Purchase Order

• By Council Check

• By Cash Advance/Petty cash

• By Individuals for Reimbursement

THE PURCHASE ORDER/CHECK REQUEST FORM IS NEEDED

SCOUT SHOP PURCHASES

• Ribbons

• Individual Awards

• Scout Catalog items

• Patches

PATCH SIZE __________COLOR ______________EMBROIDERED/

TWILL _________QUOTE # _____________ ATTACH ANY SPECIAL ARTWORK OR INSTRUCTIONS:

P.O. # __________________ORDERED BY ___________ORDER DATE ___________SPOKE WITH ___________

PATCH ORDER REQUEST 

DISTRICT ______________________ SUBMITTED BY:ACTIVITY ______________________ NAME ___________________________DATE OF EVENT ________________ DATE ____________________________APPROVED BUDGET ____________ PHONE (H) _______________________D.E. APPROVAL _________________ (W) _______________________ PATCH COMPANY ______________________ PATCH DESIGN ____________________

ADDRESS ________________________ PATCH NAME _____________________ _________________________ QUANTITY ________________________PHONE __________________________ PRICE _____________________________

LETTERING COLOR ________________PATCHES TO BE SENT TO: LETTERING (PLEASE PRINT):

NAME ___________________________ _____________________________ADDRESS ________________________ _____________________________ _________________________ _____________________________PHONE ___________________________ _____________________________

 

FILL IN THIS SECTION TO O RDER CUSTOME DESIGN PATCHES ONLY          

FOR OFFICE USE ONLY

Purchase Orders

• Preferred – Easier ordering – opportunity for reduced pricing– Allows 30 days to pay invoice

• Requires prior request for vendor acceptance• Requires the PURCHASE ORDER/CHECK REQUEST FORM

(Check PO Box)

WITH APPROXIMATE AMOUNT

• Purchase Order then issued by Accounting

Using a Purchase OrderAT TIME OF PURCHASE

– Enter items purchased, cost– Purchaser signs in the Requested By box– Give Vendor’s Copy to merchant– Get a receipt, staple it to PO– Copy, or make record of your purchase– Send it to Accounting Office

The Vendor will be paid within 15 days of when he submits his invoice only if your copy of PO and receipt are in the office for a match.

PURCHASES BY COUNCIL CHECK

• Generally for pre-event expenses(Deposit fees, site rentals)

• Requires documentation(Signed contract, pre-Invoice, bill)

Normal routing for check is to the vendor, but you may request check sent to Staff Adviser

to be hand delivered.

PURCHASES BY INDIVIDUALS

• For vendors where PO doesn’t work( Sam’s, COSTCO) or for small purchases

• Request PO in name of the individual

With maximum amount specified

• Purchaser uses own money, credit card, gets receipts, attaches them and sends them in.Credit card (or other) interest will not be paid

PETTY CASH ADVANCES

• Cash up to $200 for change, misc. expenses

• Requested on PO/Check Request form

• Provided in Petty Cash Envelope

• Staff Adviser personally accounts for funds

• Returns receipts, cash balance w/i 7 days

EXHIBIT VIII-4 PETTY CASH ENVELOPE

  MONTANA COUNCIL PETTY CASH REPORT

BOY SCOUTS OF AMERICA  NAME______________________ ACTIVITY__________________DATE __________ Initial Cash $____________

Total Spent $____________ Cash Leftover $____________

  

DETAIL OF EXPENDITURES 

RECEIPT ISSUED FROM AMOUNT PURPOSE/ACCOUNT # 1.        ____________________________ $ _________ __________________________ 2.        _____________________________ $ _________ __________________________ 3.        ____________________________ $ _________ __________________________ 4.        ____________________________ $ _________ __________________________ 5.        ____________________________ $ _________ __________________________ 6.        ____________________________ $ _________ __________________________ 7.        ____________________________ $ _________ __________________________ 8.        ____________________________ $ _________ __________________________ 9.        ____________________________ $ _________ __________________________ 10.     ____________________________ $ _________ __________________________ 11.     ____________________________ $ _________ __________________________ 12.     ____________________________ $ _________ __________________________ 13.     ____________________________ $ _________ __________________________ PLACE ALL RECEIPTS IN THIS ENVELOPE, OR ATTACH TO THIS FORMTURN IN ALL LEFTOVER CASH TO YOUR DISTRICT EXECUTIVE Signatures: Volunteer ________________________ Dist. Exec. _________________________

SHIPPING ITEMS

Ship all orders to nearest Scout Service Center– Include District/Activity Name in shipping address

REIMBURSEMENTS

• Require receipts & copy of PO

• Turn in all within 7 days of the event

• Council checks -- on the 10th and 25th

GIFTS

• DONATIONS• PROJECT SALES• GIFTS-IN-KIND

• For Budgeted Expenses (only)

• Assure Staff Adviser Knows

• Receipt and include copy in the Budget envelope

IX. HEALTH & SAFETY

• FIRST OBJECTIVE – BE SAFE!

• H & S GUIDE #34415BA. Adult leadership G. Fuels and Fire Prevention M. Serious Injuries

B. Disabilities Act of 1990 H. First Aid N. Transportation

C. Aquatics I. Guns and Firearms O. Trail Safety

D. Camping J. Sports and Activities P. Winter Activities

E. Drug, Alcohol, Tobacco K. Inspections Q. Special Precautions

F. Emergency Service L. Medical Information R. Youth Protection &

Child Abuse.

BUILD IN H & S

• INFORMATION TO LEADERS/PARENTS

• LEADERS BRIEFED ON EMERGENCY PROCEDURES

• HOSPITALS NOTIFIED

• CONVEY SAFETY FIRST TO ALL

• USE FIRST AID LOG #33678

XI. CONDUCTING THE EVENT

• COMMAND POST –COMMUNICATION

• REGISTRATION AT ACTIVITY

• RECEIPTING CASH

• TRADING POST

• PUBLIC RELATIONS, PICTURES

• RECOGNITION & THANK YOU

• CLEANUP

XI. Closing Out the Activity

• Recognition & Appreciation

• Reflection

• Financial

• Records for Next Time

FINANCIAL CLOSEOUT

• Transactions Complete w/i 7 days

• Evaluation Complete w/i 14 days

• Immediately following event give Staff Adviser:– All Cash received -- All vendor invoices – Receipts for purchase (w/PO)– Paperwork in Activity Folder for reference

CLOSING OUT THE ACTIVITY

• IN BUDGET ENVELOPE– All Purchase Orders, Receipts, Invoices

• W/Staff Adviser complete Actual column• Staff Adviser gives Field Director Budget Envelope

for final approval and submittal to Accounting for “official” Activity Account Closeout

REFLECTION - EVALUATION

Montana Council Boy Scouts of America  (Exhibit XI-1) EVENT EVALUATION AND CLOSING REPORT

 Name of Event: ___________________ Date of Event: _________________District: _________________________Event Chairperson: ________________ Staff Adviser: __________________Home Phone: ____________ e-mail: _____________

Attendance: Participants Staff Total Participation

Cub Scouts ______ Event Leaders ______ ________________Webelos ______ Other Adult Staff ______

Boy Scouts ______ Youth Staff ______

Varsity Scouts ______ Council Staff ______

Venturers ______ Others ______

Adults ______

Others ______ Total: ______ Total: ______

EVALUATION QUESTIONS Evaluation of Facilities

•Was the site appropriate for this event? Y___ N ___•Were there adequate health and safety facilities available? Y___ N ___•Was parking managed in a safe manner? Y___ N ___•Would you recommend this site for this event in the future? Y___ N ___•Was food service sufficient for this event? Y___ N ___•Was there adequate sanitation facilities available? Y___ N ___•Other Y___ N ___

Program EvaluationDid the program meet your expectations? Y___ N ___•Was the program carried out as planned? Y___ N ___•Did the program meet the needs of all participants? Y___ N ___•Was there a specific program for each level of Scouting in attendance? Y___ N ___•Should this program be repeated in the future? Y___ N ___•Did the activity conform to the proposed budget? Y___ N ___•Was the fee sufficient to cover the expenses as outlined in the budget? Y___ N ___•Other Y___ N ___

Staff Evaluation•Was there adequate staffing for the attendance? Y___ N ___•Was the staff adequately trained for their work? Y___ N ___•Was the staff in the appropriate uniform for this event? Y___ N ___•Would you recommend the same staff for future events? Y___ N ___•Other Y___ N ___ Recommendations for Next Year: If this event is to occur again, list potential event chairpeople: _____________________________

XII CONCLUSION & ACKNOWLEDGEMENT

ON BEHALF OF THE SCOUTSWHOSE LIVES YOU ARE TRULY

AFFECTING

THANK YOUFor you example, support, leadership and enthusiasm