TROOP MEETING PLANNING

This Page Last Updated on 03/10/2006

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Purpose and Leadership Planning the Troop Meeting
During the Troop Meeting After the Troop Meeting

Purpose and Leadership

The following are instructions on how to organize and run a Troop meeting.

WHO IS IN CHARGE: The ASPL – Program plans the meeting and the SPL runs the meeting.

JUNIOR LEADERS INVOLVED: SPL, All ASPLs, Troop Instructors, Troop Scribe

Planning the Troop Meeting

The following steps should be followed when planning a Troop Meeting:

  1. FOUR WEEKS PRIOR TO MEETING: The ASPL – Program should discuss with the SPL what is expected for the Troop Meeting. The ASPL – Program fills out the Troop Meeting Plan and schedules Troop Instructors, Troop Adults, or guest speakers to conduct various parts of the Troop Meeting and asks them to turn in an Outline of what they plan to present.
  2. THREE WEEKS PRIOR TO MEETING: The ASPL – Program contacts the presenters and reminds them that their Presentation Outlines are due next week.
  3. TWO WEEKS PRIOR TO MEETING: The ASPL – Program reviews the Presentation Outlines with the SPL and Program ASM and any changes are made. The ASPL – Program makes sure that a plan to get all materials needed for the meeting is made and executed. A Plan B is developed in case it is needed.
  4. ONE WEEK PRIOR TO THE MEETING: The ASPL – Program makes sure that all materials needed for the Program are at the Scout Shack or are in the process of being obtained. The ASPL – Program meets with the ASPL – Troop Competition and SPL to integrate the Troop Meeting Plan with the Troop Patrol Competition.
  5. FRIDAY PRIOR TO THE MEETING: The SPL calls each Patrol Leader to call their Patrols with information about that week’s Troop Meeting. Patrols are notified if there are any items they must bring to the Troop Meeting.
  6. SUNDAY PRIOR TO THE MEETING: The ASPL – Program contacts all of the presenters to confirm that they will be attending the meeting and have all of the materials needed. Substitute presenters are lined up if needed.

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During the Troop Meeting

The following steps are to be used when running a Troop Meeting:

 

  1. The ASPL – Program, SPL, and Presenters arrive to the Troop Meeting at least 15 minutes early to set up. The ASPL – Program gives the SPL the completed Troop Meeting Plan.
  2. The ASPL – Training and Discipline checks Scouts for proper uniform as they arrive and sends Scouts home to change if they are not in proper uniform.
  3. The Set-Up Patrol arrives at least 15 minutes prior to the meeting and sets up the Scout Shack for the meeting. They may assist the Presenters with setting up if needed.
  4. The Opening Patrol arrives at least 15 minutes prior to the meeting and gets the flags ready for opening and determines who will be the Color Guard.
  5. The SPL has the Opening Patrol conduct the Opening Ceremony at the meeting starting time. The ASPL – Training and Discipline or designee waits on the porch to keep late Scouts from entering until the ceremony is complete.
  6. A Uniform Inspection may be conducted at this time if scheduled.
  7. The SPL will briefly go over the plan for the meeting with the Troop and then send them to their first meeting station if needed.
  8. The Presenters will present their material
  9. The ASPLs will use the presentation time to take care of their assigned duties.
  10. The ASPL – Personnel makes sure that the Troop Scribe has taken attendance.
  11. The SPL will coordinate station rotations if needed.
  12. The ASPL – Training and Discipline will assist with any behavioral issues.
  13. After the presentations, the ASPL – Campouts and Outings may lead the Troop in a game if there is time.
  14. After the game, the SPL calls the Patrols back into assembly and makes any announcements.
  15. The Closing Patrol conducts the Closing Flag Ceremony and the Troop is dismissed.

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After the Troop Meeting

The following steps are to be done after the Troop is dismissed:

  1. The Service Patrol cleans up the inside of the Scout Shack. The Grounds Patrol cleans up the porch, the front, sides, and back of the Scout Shack, and the bathroom. The Service and Grounds Patrols check out with the ASPL – Personnel prior to leaving to make sure their jobs are complete.
  2. The SPL and ASPL – Program thank the Presenters and give them an evaluation on how the meeting went.
  3. Any Presenters who did not show up to make their presentations without at least two hours notice are to be Written-Up by the ASPL – Program or SPL.
  4. The ASPL – Personnel makes sure that the Troop Librarian receives presentation outlines and other presentation materials to be added to the Troop Library. He also makes sure that the Troop Historian makes an entry in the Troop’s Journal about the meeting.

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