Troop Handbook
Family Participation
Families are welcome to stay at Regular Meetings
If adults are staying, they are expected to participate and help! Prepare, pass out, keep kids focused, clean up and tidy. If your daughter does better with you not there, it's ok to leave!
Sprouts - Siblings may stay if they are not disruptive. Parents are trusted to be aware if their kids are getting loud, or need a change of environment. If Leaders need something different, Leaders are empowered to say, "I think little Joy/Joey might need a change of scenery" or "I think Joy/Joey is having a hard time. Could you take h** out?"
If you are bringing a Sprout or a Tag-a-long, be sure there is something to occupy them outside of the meeting room, for when they need an alternate activity. Our regular meeting site as a playground, but you may prefer to bring balls, chalk, building toys.
There is an active Facebook Group for Sprouts. It is a made-up program.
The cost of supplies for siblings or adults participating is an out-of-pocket expense for families. Troop Dues and Fundraising cannot cover siblings and adults for regular Troop activities.
If you are attending, and are not a registered participant, additional supplemental insurance at a cost of ~$0.11 per person, per activity must be pre-purchased in advance. Over-estimate and pay for the number of additional participants. We must pay in increments of $5, we may ask for "rounded up" (but still low-cost) amount in order to make the minimum due.
For travel, and extended-expense activities, it may be possible for Troop Fundraising to cover expenses for participating families, on a contract basis.
Field Trips: Families participate on a case-by-case basis.
Our focus is to have field trips be welcome to families, however, we may need to ask that Sprouts or extras stay home.
Families must install their own car seat into the car of the person providing transportation.
Everybody Helps!
This is a Volunteer Organization. Everyone helps move the group toward our goals. We value "Many hands make light work" and "Everyone works to their strengths." Everyone also has life to work around, and we are sensitive and supportive.
We also understand that we have real lives, other children, seasons to work around, work to complete, and it is important and valued being honest about what you can't ever provide, can't provide right now, need help with, or need to pass along to someone else.
Some people would like to help by being an official position: Leader, Assistant Leader, Treasurer, First Aider, Fall Product Manager, Troop Cookie Manager. Some people would like to help by planning and leading an activity, coordinating a field trip, bringing gear. Girl Scouts of Western Washington recommends 4 hours per month, click this link for a menu of ideas!
However you help, please select something that makes you happy to provide.
Checking your emails and responding with RSVPs quickly goes a long way for keeping Volunteer Leaders feeling appreciated and in good shape.
Working in Partnership Christine and other Leaders
Christine works on Girl Scouts in a block of time. This means you may get 5 emails from Christine in one sitting, and nothing for several days or weeks. Please do not be overwhelmed by the number of emails in your inbox that happen "at once."
Please check the Toolbox and Google Calendar (on the Toolbox) BEFORE you text a Leader for information. If something is unclear, do ask for the clarity you need, perhaps other people have the same question.
It is obvious to Christine if you are asking a question that was covered on the email. ;)
For ease, you can subscribe to the Google Calendar on your Android or iPhone. Ask Christine if you need help getting it set up.
To support Christine's organization, this is a Bonus/Rock Star Level of communication: keep email conversations on-topic, with one topic per email thread, helps your email get addressed, and not forgotten about or looked over.
Meeting Schedule
Meeting Times:
Regular Meeting times are from 6:00-7:30, with no snack provided. Please pick your Girl Scouts up promptly. The Location will always be listed in the Google Calendar.
During warmer, lighter months, we have outdoor meetings.
Bonus Points:
Ask if something can be put away or taken to my car, so that leaders can all go home!
Pick Up:
In the chance you are running late, please text us! If you are allowing someone other than a person on your Permission and Health History to pick up your daughter, please call or email us to add to the form.
Family Information Meetings:
I try to avoid unnecessary and cumbersome Family Information Meetings.
Anything that can be done by email or quick announcement at a meeting, will be.
New members are asked to have an orientation with Christine (phone, Zoom, in person) to get a feel for the tone and culture of our Troop.
If we have an Family Information Meeting, it would be to cover Cookie Sales and Celebrations.
Absences:
Please text (leader) if your daughter will miss a meeting, as soon as you know! We will keep any "homework" for badges and awards available for her to make up.
Calendaring:
Whenever possible, we plan things far-enough in advance to include everyone and their schedules. Especially when spending money that is a celebration of Cookie Sale / Fundraising Accomplishments. When there are constraints (for example, when a facility is available), we prioritize the schedules of the Leadership Team.
Discipline
Girl Scout Law:
When we think the best of each other, we use a positive opportunity to teach and model what we would like from our girls.
Whenever possible, link corrections back to the Girl Scout Law:
I will do my best to be
honest and fair,
friendly and helpful,
considerate and caring,
courageous and strong, and
responsible for what I say and do,
and to
respect myself and others,
respect authority,
use resources wisely,
make the world a better place, and
be a sister to every Girl Scout.
In the extreme circumstance that a child exhibits destructive or harmful behavior, Leaders will will first address the issue privately with Parents. If the behavior doesn't improve, she may be asked not to participate in certain activities. If others' safety is in question, they may be asked to leave the Troop.
Financial Agreements
Girl Scouts of Western Washington has a generous Financial Aid policy. No girl should ever be left out because of an inability to pay.
Families are encouraged to participate in Fall Product and Cookie Sales. The portion of profit that goes to the Troop belongs to the whole Troop. A portion that goes to the Council (GSWW) helps support Financial Aid.
In most cases, tuition and fees for activities are collected upfront in order to reserve your spot. (We pay after you pay.) If you do not participate, there is no refund. When possible, sending a substitute is welcome.
In rare exceptions, we may need to make an upfront payment quickly, and the Troop will make the deposit. Your verbal or written RSVP is your commitment to pay your portion. If you do not participate, you are still expected to replenish troop funds paid on your behalf. When possible, sending a substitute is welcome.
Dues will be collected from each registered girl (Financial Aid available). If your Sprout or Adults would like to participate in Troop Meeting activities, please make a payment to the Troop at a rate that make sense and we agree to upfront to pay for the supplies used.
Spending money that belongs to the Troop will be influenced by priorities set by the Girls. This is a girl-led program, and the money is theirs. At the Girl Scout Daisy level, families have a lot of influence for having the program run.
Reimbursements must be pre-approved, and are provided by the Troop Treasurer, after providing an itemized receipt. You can expect it at the next regular meeting, unless other arrangements have been made at the discretion of the Troop Treasurer.
The Troop Treasurer keeps a transparent accounting of monies spent.
When money-earning for high-expense activities (i.e., travel) a separate contract that distinguishes "banding" will be provided.
Communication Strategies
Keeping Each Other In Good Shape.
Please be sensitive in your communication, being aware that we are all human beings doing our best as a gift of ourselves to others.
Sometimes, people feel vulnerable public speaking, leading and teaching others, or trying new things. We love giving each other encouragement.
When you need something, speak up!
Saying things like, "I love and appreciate x, and I need more y," from a context of "no one is misbehaving on purpose" goes a long way to keep group and leadership harmony.
For example, "I love the fun everyone is having connecting with each other, and I need more helping the girls follow directions," or
"I appreciate the work that is being done to support the girls, and I need more notice."
Following with "is there anything you need to give me what I need?" moves it from a demand to a conversation of partnership.
When possible, you can also say, "Is there anything I can do to help?" and it is wonderful. And, don't "avoid speaking up" because you can't be the one to solve the problem or support the solution. Perhaps someone else can fulfil what is needed.
Paying attention to the 5:1 ratio / Five compliments to 1 correction helps fill our tanks! Adults and children alike!
It's easy to consider that we are asking for what we need when in fact we are hinting. There is a difference between "The table needs to be cleared off" (speaking generally, and to no one in particular) and "I need all of the girls to help clean up the table," (giving a direction, and getting the attention of the person you are asking.).
Safety
First Aider
All meetings must have a CPR / First Aid (including Pediatric) trained person and First Aid kit. Meetings that are more than 30 minutes away from Emergency Medical Services.
Buddy System
Everywhere we go, we use Buddies and Truddies (3). Best practices are for girls to be buddies with each other (interaction, cooperation, teamwork), but a parent may also be a buddy if that is what sets her up to win.
If you noticed girls getting "cliquish," sticking to people they are most comfortable with, or if your daughter is feeling shy or excluded, having adults choose Buddies is a great way to mix things up!
Medical Forms and Permission Slips
Christine will keep 2 copies of our Medical and Permission Forms - one for meetings, and one in individual envelopes for traveling. If we are going some place as a Troop, she will bring them. If you are going someplace without her, you will need to provide your own.
Our streamlined form, Section 1 (pages 1-2) serve as a standard permission form for the year.
"Throughout the year, there will be meetings and field trips held outside the normal meeting space. Your signature will give permission for all of our groups local activities, including any field trips one day or less. You will be informed in writing at least one week in advance of each field trip so you can let the leader know if you do NOT want your daughter to participate. If the leader does not hear from you, she/he will assume based on your signature below that your daughter has your permission to participate. You will need to complete individual permission slips for any activities over one day."
Section 2 - Prescription Medication
Section 3 - Extended Travel Health Form - Parent
Section 4 - Extended Travel Health Form - Physician
Please keep this information up-to-date.
Section 1 - Health History
Section 2- Extended Travel Health Form - Adult
Section 3 - Extended Travel Health Form - Physician
