Girl Scouts of Woodland Council

serving the girls of central wisconsin

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Policies & Procedures

The policies governing Girl Scouts of Woodland Council (GSWC) are in accordance with the Blue Book of Basic Documents adhered to by Girls Scouts of the U.S.A. (GSUSA) and have been approved by the GSWC Board of Directors

Troop Camp Training
 Troops participating in overnight camping must have at least one adult present who has taken the Council-sponsored Troop Camp Training. Training must be repeated if you haven’t utilized your troop camp training within the last six years.

Rationale: A trained individual with the troop enhances safe outdoor programs for girls.

Parental Consent
 An annual consent form signed by the girl’s parent or guardian is required for Girl Scout membership. (This form is provided through the Service Center Office.)

Special Permission For Field & Overnight Trips
Special parental or guardian permission is required for each field trip or overnight trip. Leaders retain these permission slips for one year from the date of the event or leave them in the troop kit. Use of the Girl Scouts of Woodland Council (GSWC) activity permission form is recommended.

Rationale: Permission slips provide an open line of communication and cooperation with the child’s parents or guardian and helps girls accept responsibility for carrying out necessary health and safety standards.

Procedure:

  1. A field trip is defined as any change from your regular troop meeting time and place.
  2. Always leave a note at your meeting place if you are out of the regular meeting room during the    scheduled meeting time.
  3. Always have a Troop Emergency Person listed on the permission slip.
  4. Plan for an extra adult for girls who do not have permission slip and cannot be sent home.
  5. Do Not send a girl home from a meeting or activity early until you are certain that a responsible person is available to supervise the child.

Supervision
During all troop/group meetings and related small-group activities, a leader, assistant leader, or other responsible adult designated by the leader or by the council must be present. At least one of these must be an adult female not residing in the same household with or related to the other adult(s).

Rationale: This policy reinforces the safety and security guidelines as described in Safety-Wise. It helps to insure that all girls are adequately supervised, especially in case of emergencies.

Camping, Trips, Expedition Activities
 A troop planning to go troop camping or participating in a field trip more than 100 miles from the meeting place (unless it is a council sponsored event) must submit an Extended Troop/Trip camping Application Form to your area Membership Specialist for approval. Troop leaders are also encouraged to notify their Membership Specialist (a quick phone call or e-mail) any time the troop is leaving Woodland's jurisdiction so that the council office can track travel to external cities.

Rationale: GSWC and local service area personnel must know the out-of-town activities of Girl Scout troops in case an emergency occurs. These people are experienced resources for troops preparing for distance activities.

Procedure:

First Aider
 Please refer to the "Activity Check Points" section in Safety-Wise for all safety requirements. A first aider holding a current Red Cross First Aid Certificate or equivalent certificate must accompany a troop on all overnight or camping trips.


 Drugs, Alcohol, Smoking
 GSWC has a zero tolerance policy for drugs and alcohol at girls functions and on council-owned properties. Absolutely no smoking is allowed at any Girl Scout meeting.


Financial Matters:

Bank Account
Money in excess of twenty five dollars earned or collected by the troop must be deposited in a troop bank account entitled, "Girl Scouts of Woodland Council Troop #____" with privileges of withdrawal granted to two or more registered adults, in addition to the CEO/ED of GSWC. At registration, the bank and account number must be given to the Service Center Business Director.

Rationale: See leader manual under troop financial information.

Finance Report
Every troop must file an Semiannual Troop Financial Report with GSWC by January 15 & June 15 of each year, unless special arrangements are made for an extension. This extension must be authorized by the GSWC Executive Director. A troop will not be given a packet to participate in the cookie program until a finance report has been submitted to the council office – unless the Executive Director has authorized an extension.

Rationale: The Council, as a non-profit corporation, is legally responsible for maintaining records of all money collected in the name of Girl Scouting.

 

Troop Funds:

  • Funds earned from troop projects and from dues must remain in the troop treasury and are not the property of individuals. Troop money belongs to the entire troop and decisions on its use and spending are made through the troop’s system of troop government
  • Individual "accounts" within troop funds are not permitted.
  • Girl Scouts who are actively planning an extended trip must contact GSWC for special permission regarding fundraisers and/or savings accounts initiated for the troop.

Rationale: In order to maintain the Council’s non-profit, tax-exempt status, money raised or collected for Girl Scouting can not be distributed to individuals for personal use that does not directly benefit the Girl Scout program. For example, if a third grade Brownie Troop ends the year with a balance, the money may be forwarded to the troop(s) to which the girls will be bridging or to the GSWC troop treasury account. The money can not be given to individual members in the troop.

Cookie Program
Troops are not allowed to take part in any fund-raising project if they do not participate in the Council’s primary product sale (the Girl Scout Cookie Program). Late-registering troops must contact their Membership Specialist for special consideration.

Rationale: The Girl Scout Cookie Program is a major event and a primary source of income for the services the Council provides, as well as the main source of income for Girl Scout troops. The cookie program enables girls to provide and return service to the Council and their troop.

 

Internet Sales
 Sales on a Web site on the Internet of any products sold in "council-sponsored product sales may not be conducted by anyone at any time. For safety and security reasons, sales on the Internet for any Girl Scout troop/group money earning activities may not be conducted by individual girls, parents, or other adults. (Policy adopted by National Board of Directors on June 4, 2000)

Rationale: The issues about "trade restraint" and integrity of Girl Scout council boundaries have not gone away, but have been superceded by increases in sales activities on the Internet, bringing an increased concern for:

No Sales

Rationale: This policy is made by agreement with United Ways and Community Chests in order to present a clear message to the public during area-wide campaigns.


 Credit And Collection Policy

  • It shall be the policy of the GSWC Board of Directors that the Council will not extend credit for any purpose. All bills and purchases are due on receipt. The only exception to this policy will be the Cookie Program proceeds which will be handled in the manner described below. Any bill not paid according to this policy will be subject to any interest and/or service charge allowed by law. Any exceptions to this policy must be pre-approved by the Council Finance committee and reported to the Board of Directors.
  • Cookie and Magazine Programs are to be handled in a manner that affords the Council and the local troops as little financial risk as possible. All cookie program proceeds are due to the Service Center office within 20 days of delivery of the product to the troop. Partial payment during that period is encouraged. Troop leaders should collect money in groups if possible and convert cash to cashiers checks, money orders or deposit to troop checking account as soon as possible after receipt. Scouts with large product sales volumes should be counseled on collecting and handling large amounts of money and given the opportunity to turn in their money at regular intervals.
  • The Service Center office will not ship merchandise to anyone with a delinquent bill unless the order is prepaid or put on a valid credit card. The Service Center business office will not accept checks from anyone who has a history of NSF checks (more than two). Payment must be by cash, cashiers check, money order, or credit card. The Executive Director will prepare a list of ‘cash and credit card only" individuals and have it available for all personnel who process orders.
  • Under no circumstances will the Council deny services, punish or hold Daisy, Brownie, Junior, Cadette, and/or Senior Girl Scouts responsible for the actions of their parents or their leaders.
  • The Service Center business office will actively pursue collection of any debt, bill, and/or NSF check owed to the Council. All merchandise orders will be sent with a bill clearly marked "Due on Receipt." The bill will indicate that interest will be charged for past due accounts. Mail and phone orders paid by approved credit card transaction at time of order will be encouraged.


Fund Raising

  • Troop fund raising events should be an extension of troop program and must have the Council Executive Director and Membership Specialist written approval before final plans are made and the project begins. (See Troop Money Earning Request.)
  • Raffles and games of chance are not allowed and violate GSUSA policy.
  • Fund raising events appropriate for Girl Scout Troops include, but are not limited to:

- Bake sales or dinners
- Auctions
- Dances
- Babysitting
- Recycling projects
- Plant Sales
- Pancake Breakfasts
- Silent Auctions
- Craft Sales
- Ice Cream Socials
- Fashion Shows
- Car Washes
- Rummage Sales
- Yard Care
- Button Making

Product Sales
 Troops must secure the Fund Development Director and Membership Specialist's approval via the Troop Money Earning Request form prior to any product sale unless it is a Council-sponsored program.

Rationale: The Council’s approved product sales (cookies and Q.S.P.) are monitored for quality of product and sound company practices. This policy protects both the girls and the public from exploitation causing poor relations. Additional products maybe brought to attention of GSWC for verification / approval.


 Opportunity Funds
Troop leaders and/or parents may apply for financial assistance on behalf of a registered girl. Any request under $25.00 will be granted automatically up to a total per registration year of $150.00. Individual requests over $25.00 or requests by the same member exceeding a total of $150.00 in one program year will be evaluated and granted by a committee of volunteers. (Adopted 5/22/00)

Rationale: Many parents of girls needing assistance are unaware of available funds, unwilling to request the funds for personal reasons, or have been frustrated by a lack of timeliness with requests in the past. Troop leaders, therefore, frequently provide financial assistance to girls in need using proceeds from the cookie program, without any reimbursement to the troop funds. Financial assistance given at the troop level is not recorded with the Council and cannot be reported to funding sources, but direct assistance to girls is what donors and funders are most willing to support.


 New Troop Start-Up Funds
The Council will provide $5.00 per girl as a start-up loan for new troops that do not have access to either of the council-sponsored fund raisers (product sales). This money will come from remaining balances left when troops dissolve, and from the financial assistance section of the budget as needed. Every effort will be made to keep funds from dissolved troops within the same school or community first. Funds will be held in a council account for 2 years from the time an account is closed, and will be granted to new troops on an area/school priority basis. (Adopted 5/22/00)

Refund of Registration Fees
 The $10.00 annual membership dues are forwarded to Girl Scouts of the USA (GSUSA) upon receipt and registration. The GSUSA member registration form states that "membership dues" are not refundable or transferable to another person." If a request for a refund of the registration fee is made to GSWC before the funds have been transferred to GSUSA, then the amount will be refunded to the requestor. If a request for a refund of the registration fee is made to GSWC after the funds have been transferred to GSUSA, then the Council will refund the registration fee only under extenuating circumstances and the the discretion of the Executive Director. (Adopted 5/22/00)

Rationale: Most people accept GSUSA's non-refundable fee policy. However, there are some people for whom exceptions need to be made due to financial hardships or other extenuating circumstances. In these cases, it is in the best interests of the council to refund the $10.00 registration fee.


 Troop Sponsorship or Gifts

  • Troops may have two sponsors for gifts in-kind of goods and/or services. If offered a donation with a value over $25.00, the Fund Development Director at the Service Center office should be contacted.
  • Solicitation of funds is not allowed!
  • Solicitation of Grants for the purpose of providing girl enrichment program is encouraged! If offered a grant with a value over $25.00, the Fund Development Director at the Service Center office should be contacted.

Rationale-Only GSWC, and not the individual troops hold a 501(c)(3) non-profit status. Therefore, only the council can issue a tax-deductible receipt for a charitable contribution. These must be issued for all donations over $25.(Troop tax-exempt numbers are for sales tax only.)

Weapons
 Handguns, shot guns, rifles, pellet guns, paint ball guns, bow & arrows, slingshot, and knives, other than jack knives or cooking knives, can only be used at Council approved activities. Council approval must be obtained one month prior to date of event.


 Cell Phones
The use of a cell phone by the driver of a vehicle carrying Girl Scouts shall not be permitted. When a driver must use a communication device, she / he must bring the vehicle to a complete stop out of traffic.

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