To:Unit Leader/Committee Chairperson

To:Unit Leader/Committee Chairperson

From:Sarah Roman, Registrar

518-869-6436, Ext. 22, or e-mail

Date: 2013 Re-charter year

ON-LINE RECHARTERING

Another year has almost gone and it’s time again to think about the re-chartering process. Thanks to all of you for the wonderful cooperation received for 2012 renewal. By far, most of the units that renew their charter on-line find the process simple, fast, and painless. The on-line process can be found on our web site . Select “Unit Information” from the menu on the left- “Annual Unit Rechartering” and follow the link.

ACCESS CODES:

Your unit’s access code for 2013 is on the label at the top of this page – all unit numbers must be entered as a 4 digit number. Your unit must designate who will be the charter renewal processor for the current year. Each designated processor will use the access code on the label above and then determine their password for the current year going in as a new user.

WHEN TO BEGIN: Begin by reviewing the material enclosed, choose the designated charter renewal processor and gather the required additional completed youth and adult applications.

You will be allowed access to the on-line charter renewal program 60 days prior to your expiration date (for December 31 that would be November 1) shown on your renewal roster - you will not be able to access the site more than 90 days after your expiration date (no later than March 31 for December 31 renewal).

LEADERS

Scout leaders can not be registered in two positions within the same unit EXCEPT for the Charter Organization Representative who may register as Committee Chair or as a Committee Member. If you have leaders volunteering in multiple capacities within your unit, register them on-line in the most beneficial position for your unit, keeping in mind the inserts for the Scouting Magazine are based on the registered position.

Each unit must have:

Charter Organization Representative (CR) – must be listed as the representative for all units chartered to the same organization. Committee Chairman (CC), Two Committee Members (MC);

For Packs, each of the above as well as a Cubmaster (CM) and at least one Den Leader (DL);

For Troops, each of the aboveas well as a Scoutmaster (SM)

For Crews, each of the above and Crew Advisor (NL)

For Ships, each of the above and Skipper (SK)

SOCIAL SECURITY NUMBERS: Be sure to use only new adult applications found in your charter packet. When entering a new Scout leader in any capacity, be sure to enter the correct Social Security number. The National Scout Office pays for the initial criminal background check - local councils must pay for any subsequent checks. The cost of a second background check can be $75 to $100. If any unit deliberately enters a false Social Security number (e.g. 000-00-0000 or 123-45-6789), the unit will be charged for the cost of the additional criminal background check.

-Over-

YOUTH PROTECTION TRAINING: Be sure that all registered adults have completed Youth Protection training. Beginning June 1, 2010, no adult can be registered without providing documentation that Youth Protection training has been completed. Youth Protection training is valid for two (2) years and then it must be retaken.

INSURANCE FEES: Add the $3 insurance fee for each registered person (youth as well as adult) when you calculate the totals for your charter renewal. The on-line charter renewal program is a National Office program and only includes registration fees that are paid to the National Office it does not calculate fees for insurance that our Council is responsible for providing. (Tiger Adult Partners and “Multiple” registrants are exempt)

SUBMISSION TO COUNCIL: At the end of the re-chartering process, you will be prompted to print the Draft copy PRIORto submission of the charter roster to council.

1. Review this draft carefully and make any corrections necessary online.

2. After the charter has been submitted you are not able to go back online to make further changes. From that point changes can be made by calling me to notify me of any corrections/changes that need to be made after you have submitted your charter. Do not submit the draft copy of the roster – it does not include the signature page or new member information that lists the applications that should be turned in to Council.

3. Print two (2) copies of the submitted charter roster to obtain signatures by the Executive Officer (should match that shown on the roster), Council Representative (either District Executive or Unit Commissioner) and the Unit Leader, and keep one copy for your records. 4. Please don’t forget to complete the Unit Contact Person information on the last page to help facilitate processing or if any questions/corrections arise after you have submitted the renewal to council.

WHAT TO SEND:

After the necessary signatures have been gathered - send to the Council office:

Completed and signed Re-Charter Checklist

One (1) copy of the signed on-line charter renewal roster

Signed Annual Charter Agreement

Re-Charter Fee Worksheet (provided in re-charter packet)

Re-Charter Fees – Don’t forget to include Insurance fees (checks should be payable to Twin Rivers Council)

Council copy of new youth and adult applications with proper signatures

Charter Renewal Overflow Page

Friends of Scouting date on bottom of check list page

FINALLY:

I am here to help - if you have a question please contact me by phone at 518-869-6436, Ext. 22or send me an e-mail at . I am in the office daily 9:00 am - 5:00 pm. If you are outside the 518 area code, please call 1-855-726-8869.

Have a great year of Scouting!

Sarah Roman

Membership Assistant