Disbanding Troop Procedures And Notification Form - Girl Scouts Nation'S Capital
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4Disbanding Troop Procedures and Notification Form
This form is to be used as a resource for disbanding troops and
as a notification form for the Service Unit Team. The “Disbanding
Troop Notification” portion of the form must be submitted to the
Service Unit Manager or Membership Specialist within thirty days
of the decision to disband.
DISBANDING TROOP PROCEDURES
BEFORE THE TROOP DISBANDS
•
Hold a meeting with the parents in the troop to see new co-leaders can be identified. Include the Troop Organizer
in this meeting or the Service Unit Manager or Membership Specialist if the troop organizer is unavailable.
•
If co-leaders are identified, connect them with the Welcome Specialist.
•
If none of the families are able to assume leadership of the troop, find out from the parents if they would like their
daughter to be placed into another troop. If they do, connect those parents with the Troop Organizer, Service Unit
Manager, or Membership Specialist. Let the parents know that every effort will be made to identify new troops for
girls who would like to continue in Girl Scouting, however, it may be necessary for girls to be placed into different
troops. If the girls can not be placed into other troops, they can be placed onto waiting lists, or they can become
individually registered Girl Scouts (Juliettes).
•
Inform parents of existing troop funds and give the girls the opportunity to decide how to use the funds before they
disband. Inform parents of the procedures for distribution of remaining troop funds (see “Troop Funds” below), and
how the funds will be divided.
TROOP FUNDS
•
Troops should make every effort to use all of their funds before they disband, however, if there are funds remaining,
troop leaders and troop money managers will work with the Service Unit Money Manager to distribute the remaining
funds. All funds must be distributed according to Volunteer Essentials which states that the funds are to be divided
proportionally among the girls who are continuing into new troops. Note that the funds do not go to the girls
themselves or to their families but to the troop(s) that the girls have joined. If none of the girls are continuing in Girl
Scouting, the funds are to be turned over to the Service Unit.
•
In the event that that there are girls in the troop that wish to continue in Girl Scouting and a troop has not yet been
identified, the Service Unit will maintain in its account their funds until placement has been made. Funds will be
moved to the Service Unit budget if the girls have not joined new troops within one year. This only applies for those
girls that are committed to joining a new troop at the time when their current troop disbands and are unable to be
placed into new troops right away. If a girl decides after the troop disbands that she wishes to join a new troop she
is not eligible to receive any of the funds.
•
The Service Unit Money Manager will work with the troop leaders and the troop money manager to either close out
the bank account or leave the account open for a new troop to use. All bank account statements, debit cards,
remaining checks, and any other financial documents are to be turned in to the Service Unit Money Manager.
TROOP PROPERTY
•
All troop property (i.e.- items that were purchased with troop funds for troop use) is to be given to the Service Unit
Manager within thirty days of disbanding for distribution to existing troops. All items that the troop has on loan from
GSCNC, a GSCNC entity (e.g.- the Service Unit, another troop, etc.), or an individual must be returned as soon as
possible, but no later than thirty days after the troop disbands.
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