Girl Scouts Heart of Central California Policy Manual - Webs

2013 - 2014

Girl Scouts Heart of Central California

Policy Manual Folsom Trails Service Unit

Approved @ Service Team Meeting 9/5/2012

2013 - 2014

Table of Contents

General Information Page 1

Leader Meetings Page 2

New/Disbanding Troop Procedures Page 3

Trip Notifications & Trainings Page 4

Event Policies Page 6

School Facilities Use for Troop Meetings Page 8

Finances Page 9

Scholarships/Sponsorships Page 10

Recognitions Page 11

Appendix A Service Team Contact List

Appendix B Service Unit Budget

Appendix C Service Unit Calendar of Events

Appendix D FTGS Event Planning Packet

Appendix E Service Unit Forms:

Program Fee Form

Reimbursement Form

Trip Notification Form

Financial Aid Request Form

Appendix F Policy Manual Changes 2013 - 2014

1 2013-2014

Welcome to Folsom Trails Girl Scouts! The Folsom Trails Service Unit was formed in

2009 when the Folsom Lake Service Unit grew too large to efficiently serve the needs of

its members. Fifty-five troops were assigned to the new Service Unit. Folsom Trails

Service Unit has the same geographic boundaries as Folsom Middle School.

The Folsom Trails Service Team established this Policy Manual over the summer of 2009

in order to clarify and establish the Service Unit’s policies and procedures. These are

reviewed annually and can be adjusted at Service Team meetings to best suit the needs

of Folsom Trails Girl Scouts.

General Volunteer Responsibilities in FTGS

Responsibility of Service Team:

Service Team will work to ensure that Girl Scout policy and procedures are upheld in all Service Unit activities.

Team Members will take any required Council position training.

Service Team will provide education, support, recognition and information to Leaders to help in delivering a positive Girl Scout experience.

Service Team will be responsible for appropriately managing any Service Unit funds.

Service Team will do it’s best to efficiently plan, run, and/or attend the Leader Meetings and be available to Leaders.

Responsibility of Troop Leaders:

Take required Council training and adhere to Council policies and procedures.

Make EVERY attempt to have a representative of the troop at the Monthly Leader Meetings. Second Thursday of each month 7:00 pm at Folsom Hills Elementary School. (If the troop cannot have a representative at the meeting, a troop representative can pick up their materials from the OPEN PORCH, (1618 Morganite Court, Folsom).

2 2013-2014

Leader Meeting Policy Folsom Trails Service Team will endeavor to do the following in order to provide for the needs of

FTGS Leaders and Volunteers:

Operate “green”:

One flyer per troop.

Local places (rather than Council) to gather & drop off forms and paperwork.

Utilize the Internet, including http://www.folsomtrailsgs.webs.com/, Facebook,

FolsomTrailsGSLeaders Yahoo group as much as possible.

Offer Leader Meetings that benefit the leaders.

Show awareness for the Leader’s Time:

o Manage the time at Leader’s Meetings (start on time, prepared with agenda, and staying on

track).

o Have paperwork and information organized for easy collection by leaders (flyers & bank

statements in leader boxes before meetings begin).

o Offer babysitting for leaders who need to bring their children, if adult or older girl volunteers

are available.

o Provide opportunities for leaders to drop off necessary paperwork (Open Porch.)

o Provide easy access to assistance. Provide all leaders a contact sheet, and include contact

information on the website.

Build Relationships:

o Encourage networking (name tags).

o Welcome new leaders. (Mentors will meet with new leaders before or after Leader Meeting

and sit with the new leader to facilitate questions.)

o Provide meetings that are accessible by all types of learners including visual representations

of discussion pieces whenever possible. Meetings will have some level of interactivity and/or

movement.

o With permission of leaders, provide a list of e-mail & and phone number of leaders to other

leaders.

Educate Leaders:

o Offer instructional and suggestions to leaders that will help them better serve their scouts

and families.

o Include Girl Scout traditions at meetings. (Songs, flag ceremonies, ceremonies, etc.)

o Encourage council participation.

o Address leader issues. Have mentors at all Leader’s Meetings to facilitate age level questions.

Have a “Needs Sheet” on all tables so that thoughts or concerns can be addressed in a full

and complete manner by communicating in depth with the leader at a later time.

Encourage girls to grow and develop leadership skills

Flag Ceremonies (Contact Service Unit Mgr. to volunteer)

Public speaking

Babysitting for leaders during leader meetings (Contact Service Unit Mgr. to volunteer)

3 2013-2014

New/Disbanding Troop Procedures NEW TROOPS

Persons interested in starting a new troop should first contact Council Membership Development Specialist

or Service Unit Organizer and fill out a Volunteer Application. The Council office will perform a background

check and notify applicant and Orientation Specialist once it clears.

Take Girl Scouts 101 at http://training.girlscouts.org. The access password is--- aboutGS101.

Recruit Co-leader or Assistant Leader.

Attend welcome session once application has cleared.

Take “Leadership Essentials” class, which may be taken in a classroom setting or online.

Have planning meeting with assistant leader(s).

Secure Meeting Site

Get names of interested girls from Service Unit Organizer and/or networking at school

Have Family Involvement Meeting

Contact Treasurer/Banking Coordinator to set up checking account

Register Troop

Plan to attend Leader Meeting on the 2nd Thursday of the month.

DISBANDING TROOPS

All disbanding troops shall submit a “Notice of Disbanding Troop” form to the Service Unit Registrar within 30 days of the decision to disband.

BEFORE THE TROOP DISBANDS

Check with troop parents to see if there is a volunteer willing to take over the leadership of the troop.

If not, notify troop of existing troop funds and give the opportunity for the girls in the troop to use monies prior to September 30.

PLACEMENT OF GIRLS

Every effort should be made to transfer those girls wishing to continue into another troop. It may be necessary for girls to be placed into different troops. The Organizer is available to assist you.

If none of the girls are placed in other troops, they can be placed on the service unit waiting list or in a Service Unit “friendship troop” if available, or become an individually registered Girl Scout known as a “Juliette”.

TROOP FUNDS AND OTHER ASSETS

Girls and leaders, with the help of the service team if necessary, should make the decision as to the disposition of troop funds and other assets. At least $10 must be left in the troop account when it is returned to the Service Unit.

If none of the girls are placed in another troop or troops, remaining troop funds from the disbanded troop shall be deposited in the Service Unit account and will be held for one year.

If a troop has not registered for an entire Girl Scout year, the troop is considered disbanded and any money in the troop account will be deposited into the Service Unit account.

4 2013-2014

Trips Notifications & Trainings

Trip Notifications

Trip Notifications must be filled out for any trip involving 100 miles or more roundtrip

or for any overnight. Completed forms are due at least one week in advance and

should be turned to the FTGS Service Unit Manager via Open Porch, PO Box, or

emailed to [email protected]. (See the Folsom Trails or Council website

for forms.)

For Trips of 250 miles or over, or involving 3 or more nights away, an Intent to Travel

form must be completed and turned in to Council 4-9 months prior to the trip.

Trainings

At least one adult member of the troop should complete these trainings prior to planning and

implementing the following:

First Aid/CPR - certified adult should be present for troop outings as required in

Safety Activity Checkpoints.

Basic Troop Camping - Camping events requiring a troop camp certified adult for

each troop include troop camping, service unit and council-sponsored camping

events, core camp, and multiple troop camp events. If a troop plans to erect and

sleep in tents, cook food outdoors, hike, use a compass and map, OR build a

campfire, a Troop Camp Certified adult will be needed for those activities.

Intro to Backpacking – required for taking Girl Scouts backpacking.

Backpacking Adventure is required before taking Girl Scouts on an overnight

backpacking trip.

Trip Planning Training to be completed prior to planning any trip 3 days or longer, or

more than 250 miles round trip.

Certified Lifeguard is required to be present whenever Girl Scouts are in the water,

including a backyard swimming pool or beach setting.

*These classes can be found on the Council’s website under Adult Education.

5 2013-2014

Council Sites Available

Council owns several properties available for use by troops including Fleming Lodge and

Camp, Camp Menzies, the Tracy Cabin, Woodland Cabin, and Davis Cabin. In addition, other

Councils own properties which may be available for use/rental by Girl Scouts outside their

Council boundaries. Look around on the web or ask your Service Unit Manager or

Membership Development Specialist for ideas!

6 2013-2014

Event Policies

Anyone wishing to chair an event should complete the Event Intent Form (in Appendix D) and turn it into the Folsom Trails Event Manager at least three months before event is to be held.

Budgeting Events:

It is the policy of Folsom Trails Girl Scouts that Events should be affordable. It is our goal that all girls should be able to attend all Service Unit Events, in as much as it is possible.

Events should be 0-based (set price based on costs only) except for those created for fundraising purposes. If event collects more than expected the money is kept in the Service Team Account and used in the future, as much as possible, to underwrite events to aide affordability.

Fundraising requirements: o Troops must fill out council required forms for fundraising. o The troop organizing the event must participate or have participated in Fall Sales and

Cookie Sales o Troop must state where the proceeds of the fundraising event will go. o Every attempt should be made to limit fundraising to no more than $2.00 per person

in attendance, as the concept of affordability should be carefully considered. o Follow Money Matter Rules.

The budget should not be designed to exceed $500 in profit for any Service Unit event.

No fundraising events may take place during Fall Magazine and Nut Sales or Cookie Sales. The period between the end of initial cookie orders and the beginning of booth sales is allowed.

Event Flyers:

Distribution:

Each troop should receive one hardcopy of each event flyer in their Leader Box.

Each flyer should be posted to the website.

Each flyer should be distributed via e-mail to all troops. Information on Flyer:

Flyer should identify event’s name, time, & location.

Flyer should clearly state the cost per girl and cost per adult.

Flyer should list chairperson’s name and contact information.

If the event is a fundraiser, it must state this on the flyer.

Flyer should include: whether or not tags are allowed, a statement regarding refund policy, indicate registration deadline.

Folsom Cordova School District Facility Use for Special Events:

To save costs of using school facilities, every effort should be made to group event usage of schools at the start of the year when the facility requests are submitted to the School District.

Remember that a custodial fee may be attached to usage of multi-use rooms when using the School District. Please be aware that charges are assessed on an hourly basis. Limit your set-up and take-down time to the extent possible.

7 2013-2014

Event Chair people do not make arrangements with the school district. This will be done by the Event Manager and/or Facilities Manager. The chairperson will, however, need to verify with the school itself as the event date approaches, to gain access, availability of requested things (example: microphone), and double check the hours of usage.

Use of facilities other than FCUSD facilities should be cleared by the Event Manager or Service Unit Manager

The location of the event will not be posted on Facebook to ensure the safety of our girls.

Time line for planning an event:

1. Up to a Year In Advance Present Event Intent Form:

2. Up to a Year in Advance Event Manager will supply Event Planning guide to Chair Person.

3. Three months prior to event

Discuss Event Plan at Service Unit Meeting: *Budget approval, Flyer approval, Facility approval, Risk Management plan, purchase additional accident insurance

4. Two months prior to event Present flyer to Leaders at Leader’s Meeting: *Flyers must be placed in Leader Boxes prior to Leader Meeting. When at all possible, have girls make the presentation.

5. Two months prior to event E-mail copy of Event Flyer to Webmaster for posting to the website.

6. Two weeks prior to event Chair Person supplies Event Manager with Risk Management Plan and Proof of Insurance if necessary.

7. Have event.

8. One to Two weeks after

event evaluation form due

to council - make copy for

service team

Attend Service Team meeting following event to report out/review the event and turn in any receipts for reimbursement, evaluation form, and other notes/items.

Wrap Event. Return to the Service Team Meeting, review the event, and turn in any receipts for reimbursement. Turn in your notes (budget, plan, risk management, etc.) and evaluations. This is an important process as we try to make events better and easier for future planners.

8 2013-2014

Use of School Facilities for Troop Meetings

Troops are financially responsible for the cost of their classroom meeting space. Financial aid is available for troops who cannot afford the cost. Please contact Kimberly Ryan for a financial aid application. In order to use school facilities, please do the following: 1. Print the FCUSD Calendar and circle dates you are requesting. Fill out the FCUSD Application for Use using the instructions below and be sure to indicate the school location you are requesting. Submit your application to the school office at least 14 days prior to your first troop meeting. 2. Once your request is approved, the FCUSD Facilities Manager will email an invoice to the Troop Leader. Troop Leaders will then be responsible to pay the invoice in full, via troop check, at least 5 business days prior to the first troop meeting. The school office staff will be notified when full payment has been made and will make arrangements to have the facility available for your troop meetings. Once troop meetings begin, all facility fees paid become non-refundable. Any checks returned for non-payment will be the responsibility of the Troop. 3. Make a copy of the approved application and a copy of the troop check and submit it to our Facility Manager. You can turn it in at the leader meeting, email it or put it in the Facility folder at the Open Porch (1618 Morganite Court). Instructions for completing the FCUSD, Application for Use of School Facilities

Here is the link to FCUSD school use application: http://www.fcusd.org/cms/lib03/CA01001934/Centricity/domain/274/forms-documents/FP_Facility_Use_Form.pdf

Organization: Folsom Trails Girl Scouts, Service Unit #134.

Represented By: Troop Leader name and Troop # requesting the facility.

Email Address and Phone Number: Troop Leader contact information.

Non-Profit #: Leave blank.

Billing address: Troop Leader address.

Alternate Contact: Kimberly Ryan.

Alternate Telephone #: (916) 591-2201

Dates requested: Print a copy of the FCUSD calendar and then circle the dates you are requesting.

On the application under dates: Print “see attached calendar”.

Rules and Regulations: Troop Leaders initials.

“Signature of Authorized Permittee Representative”: Troop Leaders name and signature.

Insurance requirement: Troop Leader’s initials.

To calculate the fees associated with using a school facility, please refer to the FCUSD fee schedule http://www.fcusd.org/cms/lib03/CA01001934/Centricity/domain/274/forms-documents/FP_Fee_Schedule.pdf

Once your dates are approved and the invoice has been paid in full, please email Kimberly Ryan a copy of your application so that she can keep a record of troop meeting locations. If you have any questions, please email Kimberly Ryan [email protected]. For urgent questions, please call (916) 591-2201.

9 2013-2014

Finances

Budget Policy

Sources of income include Program Fees ($3 per year in 2013/2014); Special Event profits;

donations; disbanded troop accounts; and Council funds for cookie sales, recognitions, etc.

Expenses include school district facility use and janitor fees, Service Unit operating costs,

recognitions, scholarships & sponsorships, and Special Event costs.

A budget will be created prior to the start of each Girl Scout year and expenses will be

tracked according to each category.

A budget report will be given to the Service Team monthly and the Leaders by the Service

Unit Treasurer in October, January, and April. These reports will include detail about income

and expenses. The final year report and proposed budget will be given by July 15.

Service Unit funds will only be used to further the goals of the Girl Scout program, and/or for

girls and volunteers within the Folsom Trails Service Unit.

Treasurer/Banking Procedures

Troops will receive accounts with $10 in them, and when disbanding, leave at least that

amount in the account. Funds in disbanded troops will be held for 1 year, during which time

troop funds can follow girls who join or establish a different troop. The Service Unit

Treasurer needs to be advised when girls join/form a new troop to which funds should be

transferred.

Receipts for any Service Unit related expenses are to be turned in to Treasurer for

reimbursement within 30 days of the event for which items were purchased, and no later

than June 30 of the fiscal year. Checks will be written within 3 weeks and placed in the troop

files. A special event budget should be approved, or expenses approved by a Service Unit

Manager before purchases are made.

Monthly troop account bank statements will be placed in the Leader files upon receipt.

Troop accounts may be frozen after 10/1 if troop is not re-registered and/or previous year’s

Financial Report is not turned in.

Leaders are to contact our Treasurer, Debbie Werolin, at [email protected]

to set up a new troop account, or change signers.

Program Fee

Program fee of $3 per girl is due October 1 or whenever a new girl registration is received.

Program fees must be paid for troops to use school facilities or to attend Service Unit events.

Troops may choose to ask families to pay the fees or pay for them with troop funds.

A Program Fee waiver is available for individuals for whom the fee causes a hardship.

10 2013-2014

Scholarships/Sponsorships Policy Folsom Trails Service Unit will financially support the efforts of Folsom Trails Girl Scouts as funds are available,

using the following as guidelines for scholarships & sponsorships:

Criteria Maximum grant per

recipient

Scholarships for Girls

Program

Fee

Individual girl’s stated financial need* $3

Folsom

Trails

Events

Event cost paid by individual girl’s family (father/daughter,

mother/daughter, etc.) and Girl Scout has financial need to

be able to attend. *

50% of the event cost

Camp One camp per year, based on stated financial need* $25

Sponsorships for Girls

Silver

Project

All pre-requisites completed, Silver project proposal has

been approved, Presentation to Service Team

$25

Gold

Project

All pre-requisites completed, Gold project proposal has

been Council approved, Presentation to Service Team

$50

Training

Costs for

Older

Girls

Training must be required for putting on an event, earning

an award, etc. (Go For It, Prepare 2B Ready, CPR/First Aid,

etc.) Class must be offered by GSHCC. Other classes may

be eligible with prior approval, if they are needed for GS

award or event and not available through GSHCC. 50%

reimbursement is available after class has been

completed.*

$25

Adult Volunteers

Training

Costs

50% reimbursement of training fees for classes that cost

$20 and over, including Camp Certification, Lifeguard, First

Aid, Backpacking, etc. Training must be required for a Girl

Scout activity a volunteer is leading for Folsom Trails Girl

Scouts. Reimbursement form must be filled out and turned

in to Service Unit after event for which training was

required.*

$25

*Forms available at Leader Meetings or in “forms box” located at 1618 Morganite Court.

General Policy Information

Scholarships will be granted as annual budget constraints allow.

Girls are required to have secured additional sources of funding for Gold/Silver sponsorships, and to

have a completed budget prepared to present to the Service Team.

Recipients must be registered Girl Scouts and identified as “Folsom Trails Service Unit” members.

11 2013-2014

Folsom Trails Service Unit – Recognitions

The Service Unit receives funds from Council annually to be spent on Recognitions. Those monies can be spent

on Girl and Adult Recognitions. Our Service Unit supplements Council’s funds to provide both Volunteer

Recognition for our adult volunteers and additional recognition for the girls’ achievements that are “above and

beyond” regular badge programs. Recognitions are as follows:

Girls’ Recognitions – Presented annually at the Service Unit Court of Awards

Award Criteria Service Unit budget

per recipient

Super Troop

Awarded to each girl and leader in a troop when Super Troop criteria are met and all paperwork is submitted by deadline.

Up to $1.75/girl 1st yr. patch & rocker Rockers only if already has 1st year

Bronze Award

For individual girls who have completed all the pre-requisites for the Bronze and who have completed or will complete their project by the end of the school year.

$5 (medal, certificate & flower)

Program Aide For individual girls who have completed Council training to be a Program Aide.

$1

Silver Award

For girls who have completed their Silver Award and turned in all paperwork to Council.

Up to $15 (Certificate, flower, and gift such as silver bracelet and medal)

Gold Award

For girls who have completed their Gold Award and turned in all paperwork to Council.

Up to $25 (Certificate, flower, and gift such as engraved plaque and medal)

Rose Award For girls who have completed their Rose Award requirements.

Up to $10 (Certificate, flower, and gift such as bud vase)

Community Recognitions

If community groups have recognitions for girls, we can present them at the Court of Awards with prior approval of the Service Team

N/A

Service to Community

Earned for each age level Cadette, Senior, and Ambassador by serving at least 20 hours to an organization outside Girl Scouts. Must have prior approval from organization.

$4 (Service Bar on ribbon, Certificate, Flower)

Service to Girl Scouting

Earned for each age level Cadette, Senior, and Ambassador by serving at least 20 hours to Girl Scouts.

$4 (Service Bar on ribbon, Certificate, Flower)

12 2013-2014

General Recognition Policy Information:

Girls must attend Service Unit Court of Awards to receive their recognition awards.

Exceptions can be made if a conflict is noted to the Recognitions Manager at least 30 days in

advance. If granted, a girl may receive the award at either the April or May Leader Meeting.

If she is receiving the Silver or Gold Award, she will be asked to present her project.

Awards budget may be adjusted annually to reflect Service Unit funds available.

Adult Recognitions –Presented at Court of Awards or Leader Appreciation

*Includes Leaders, Co-Leaders, Assistant Leaders –

Awarded to Leaders in attendance at May Leader Meeting or May Leader Event

Award/ Recognition

Criteria Service Unit budget per recipient

First Year Leaders*

Completed required training and have lead a troop for at least the last 3 months of the school year

I survive 1st year patch ($2)

Ongoing Troop Leaders*

Registered troop leaders who have registered troop members and who are actively leading meetings, outings, etc.

$2

Years of Volunteer Service Pins

Volunteer in Girl Scouts, recognition in 5 year increments. Volunteer time counts for Leader, Asst./Co Leader, Service Team, running Service Unit events, etc. (Volunteer will receive “gift certificate” for pin, to be redeemed if recipient would like pin)

$5

Folsom Trails Special Recognition

Determined by Service Team for volunteers who have performed exceptionally well in a particular year or cumulatively.

$10

Appreciation Pin Nominated by members of Service Unit for outstanding service to a Service Unit in multiple roles, letters of support, goes to Council for approval

Pin provided by Council $5 Flowers

Appendix A 2013 - 2014

2013 - 2014 Folsom Trails Girl Scouts Service Team Position Description Name Contact Info Service Unit Manager*

Works with Service Team, Leaders and other volunteers to promote Girl Scouts in the community, support Leaders, and ensure smooth operations of Service Team, events & programs.

Sylvia Settlemoir

[email protected] 705-9749

Registrar* Distributes, receives and processes GSUSA membership applications to Council. Works with Council to resolve any registration problems.

Theresa Mc Kenzie [email protected]

Event Registrar Collects and maintains records regarding registration for special events and program fees, checks Service Unit mail box, deposits monies received and coordinates record keeping with Treasurer.

Angela Stansell [email protected] 804-7400

Treasurer *

Deposits monies received, writes checks as needed, keeps Service Unit financial accounting, presents financial reports to Service Team monthly and Leaders quarterly, writes year-end financial report for Council. Sets up and helps with bank account issues for troops, distributes monthly bank statements.

Debbie Werolin [email protected] 984-5141

Product Sales: Cookies *

Service Unit Cookie Manager - Trains and supports troops during Cookie Sales, works with Council on distribution and paperwork.

Kelly Mihelich

[email protected] 985-9532

Assistant Cookie Manager- Supports the SUCM as needed OPEN

Site Sale Coordinator – Requests site sales for Folsom Troops Kim Ocampo [email protected] 983-1379

Incentives - Works with SUCM on distribution of incentives Debbie Werolin

[email protected] 984-5141

Cookie Cupboard - Stores extra cookies for troop cookie parents to draw from for booth sales. Works with council to maintain inventory. Process cupboard to troop transfers.

Shawna Thompson [email protected] 983-4491

Product Sales: Fall Sales *

Trains and works with Troop Fall Sales Managers, distributes product and incentives

Susan Douglass [email protected] 294-9554

Organizer* Does outreach in the community and in the Service Unit to place girls who wish to be involved in Girl Scouts. Helps to form new troops

Heather Whitney Aimee Miller (PIN) OPEN (Events)

[email protected] [email protected]

Appendix A 2013 - 2014

Juliette Coordinator Works with girls who are registered, but not in a troop. Plans Juliette meetings once per month, communicates with girls about Service Unit and/or Council events.

OPEN

Retention Coordinator *

Plans, coordinates, and helps with events/activities to retain leaders. Exit interviews with leaders stepping down to evaluate why and how the Service Team can help leaders.

OPEN

OMEGS Coordinator (Older More Experienced Girl Scouts)

Plans events/get-togethers at least quarterly for girls 8th-12th grade. This program would be designed to provide Service Unit activities specifically for our older girls and help connect them to one another. Events could be planned by a Patrol of OMEGS or by OMEGS Coordinator. Tracks Service to GS and Service to Community and lets girls know of opportunities to earn hours.

OPEN

Secretary Takes minutes at monthly Service Team meetings, prints and distributes Leader Meeting agendas. Takes notes at Leader Meetings to post on website.

OPEN

Recognitions Manager*

Maintains Leader and Volunteer records. Coordinates submission of Council and Service Unit recognitions. Submits annual Council Recognitions report. Helps coordinate annual Leader Appreciation meeting and Court of Awards, which recognizes girls for outstanding achievements.

Julie Calderwood [email protected] 351-1598

Super Troop Coordinator

Coordinates Super Troop Program. Julie Calderwood [email protected] 351-1598

Community Relations*

Gets info about Girl Scout programming and volunteers in Folsom Trails into local publications & other outreach as appropriate

Jessica Hess [email protected]

Program Aide Coordinator*

Helps coordinate Program Aides to help in Service Unit events, troops, etc. OPEN

Swap Shop Coordinator

Keeps donated uniform pieces, program books, patches, etc. for donation to girls in our Service Unit

Julie Calderwood [email protected] 351-1598

Event Manager* Helps volunteer event planners with procedures for putting on a Service Unit event,

Kathy Miller [email protected] 985-2616

Webmaster Maintains Service Unit web site with updated information Angela Stansell [email protected] 804-7400

Council Representatives*

Represents Service Unit at Council Representatives Assembly and Council’s Annual Meeting. Communicates important information about Council-wide or GSUSA-wide changes. One Delegate can be an Older Girl (14 or older.)

Katie Koning [email protected]

Taylor Zenobia [email protected]

Daisy Mentor * Assist Daisy leaders by providing support for Daisy level program issues. Jessica Hess Angela Stansell

[email protected] (OC, FH, St. John) [email protected] (EO, RR, BS)

Appendix A 2013 - 2014

Brownie Mentor * Assist Brownie leaders by providing support for Brownie program issues.

Junior Mentor * Assist Junior leaders by providing support for Junior Program issues.

Cadette Mentor * Assist Cadette leaders by providing support for Cadette Program issues.

Senior/Ambassador Mentor *

Assist Senior/Ambassador leaders by providing support for Senior/Ambassador Program issues.

Kathy Miller [email protected] 985-2616

School Contact Pick up and deliver GS flyers to school secretary 2-3 times a year. Seek permission from principal to hang banners 1-2 times a year for 2 weeks. Update Service Unit Manager of school events.

Empire Oaks

Folsom Hills

Nicki Freitas [email protected] (916) 220-1100

Blanche Sprentz

Heather Whitney [email protected] (916) 467-7419

Oak Chan

Russell Ranch Amanda McBee

St. Johns

Orientation Specialist*

Meets with new leaders to get them started Katie Koning [email protected] (916) 293-8331

Facilities Manager Reserves school facilities for troop meetings and special events

Kimberly Ryan [email protected] (916) 591-2201

Equipment Library Manager

Stores and loans out Association owned equipment to registered Folsom Lake GSUSA members

Susan Douglass [email protected] 294-9554

Gold/Silver Advisor Assists girls and leaders while girls are earning their Silver or Gold Award

Kathy Miller [email protected] 985-2616

Membership Development Specialist

Council staff who assists Service Unit with Orientations, Organizing, and Community Relations.

Joanna Morris [email protected] 1-800-322-4475

Volunteer Management Specialist

Council staff that assists Service Unit leaders and Service Team. Attends Service Team meetings and Leader meetings. Oversees issues not resolved by Service Team.

Nikki Mills [email protected] 1-800-322-4475

Appendix A 2013 - 2014

General Contact Information

Council: Heart of Central California Service Unit: Folsom Trails, #134 Troop Number: _____________ Folsom Trails Girl Scouts website: http://www.folsomtrailsgs.webs.com Find us on Facebook at Folsom Trails Girl Scouts Service Unit #134 Troop Files, Blank Forms, Turn in Paperwork “Open Porch” at 1618 Morganite Court, Folsom Mail Address Folsom Trails Girl Scouts P.O. Box 6863 Folsom, CA 95763-6863 Girl Scouts Heart of Central California website: www.girlscoutshcc.org

Heart of Central California Program Center 6601 Elvas Avenue Sacramento, CA 95819 (800) 322-4475 or (916) 452-9181 Fax (916) 452-9182 Email [email protected] Hours 8 am – 5 pm, Monday – Friday Closed Holidays

Heart of Central California Girl Scout Shop 6601 Elvas Avenue Sacramento, CA 95819 (800) 578-0276 or (916) 452-9184 Fax (916) 452-9185 Email [email protected] Hours 10 am – 6 pm, Monday – Saturday Closed Holidays

Appendix B 2012 - 2013

Service Unit Budget

Under Construction

Appendix C 2013 - 2014

Calendar of Events Updated August 29, 2013

August 30 Brownie Philanthropist Badge Workshop 4-6 pm

September 5 Service Team Meeting, Round Table on Riley, 7 pm

September 10 PIN - Russell Ranch (pending)

September 12 Magazine Nut Troop Training, Folsom Hills Elementary, 5:30-6:30 pm

September 12* Leader Meeting, Folsom Hills Elementary, 7 pm

September 19* PIN – FMS Library

September 21* Pinwheels for Peace

September 25 Orientations with Katie 10-11 am

October 2 Orientations with Katie 10-11 am

October 4 Magazine/Nut Sales begin - Ends Oct 27

October 3 Service Team Meeting, Round Table on Riley, 7 pm

October 4 OMEGS interview Linda Farley for Rose Award 4 pm

October 6 Orientations with Katie 4-5 pm

October 10* Leader Meeting, Folsom Hills Elementary, 7 pm

October 10 Stockings Due (most likely)

October 18 Kick Off Kampfire with Rededication/Investiture (tentative)

October 20 Orientations with Katie 4-5 pm

November 7 Service Team Meeting, Round Table on Riley, 7 pm

November 11* Veteran’s Parade

November 14* Leader Meeting, Folsom Hills Elementary, 7 pm

December 2 Cookie Troop Training, 6-9 pm

December 5 Service Team Meeting, Round Table on Riley, 7 pm

December 12* Caroling for Cans (no leader meeting) (Tentative - Needs chairperson/troop)

January (TBA) Cookie Rally

January 9 Service Team Meeting, 6 pm

January 9* Leader Meeting 7 pm

January 10 Cookie initial orders begin; preorder through Jan 26

February 6 Service Team meeting 7 pm

February 8 Annual Meeting

February 13* Leader Meeting 7 pm

February 15* Mega Drop

Feb 21-Mar 16 Booth Sales are conducted

March 6 Service Team Meeting 7 pm

Mar 9-15 Girl Scout Week

March 12 Girl Scout Birthday

March 13* Leader Meeting 7 pm

April 3 Service Team Meeting 7 pm

April 10* Leader Meeting 7 pm

May 1 Service Team Meeting 7pm

May 2* Court of Awards (tentative)

May 8* Leader Meeting 7 pm

Ideas and Need Help

Veterans Parade

Caroling for Cans

Father Daughter Event

Camporee

Girl Scout Olympics

OMEGS events (Older More Experienced Girl

Scouts)

**YOUR IDEA HERE**

Appendix D 2013 - 2014

Folsom Trails EVENT INTENT FORM

Contact Event Manager Kathy Laughlin-Miller at [email protected]

EVENT IDEA: _____________________________________________

Event Chairperson(s): _____________________________________________

_____________________________________________

Chairperson’s Email Address:

___________________________________________

_____________________________________________

Phone # _____________________________________________

Troop # _______________ Troop Age Level: _______________

Date Preference: _______________

Expected # of attendees: _______________ Fundraiser for Troop Yes or No

Site Location Preference: ___________________________________________

Event Planning Training: (date) _______________

Risk Management Training:(date) _______________

----------------------------------------------------------------------------------------------------------------------------

First Aider for Event: _______________________ Level 1 or 2

Service Team Presentation date: _______________ -

Service Team Approval __________ Changes to Flyer ______________________

Leader Meeting Presentation date: _______________ -

Service Team Wrap up date: _______________ -

Received/Returned Binder ______ ______ Copy of Flyer, Budget, RM Plan _____ Wristbands/First Aid Kit______

Appendix D 2013 - 2014

Council Forms to Include in this Packet

Each form is hyperlinked to the source at Council Website

o Event Planning Intent Form: Council Form # 3393

o Event Budget Worksheet: Council Form # 896A

o Request for Additional Accident Insurance: Council Form #3548

o Event Evaluation Form: Council Form #3391

o Incident Fact Sheet: Council Form #884

o Injury or Illness Report to Parent/Guardian: Council Form #3392

o Description of Intruder: Council Form #3512

Appendix D 2013 - 2014

Risk Management Plan

Who will review safety information at the event with the participants?__________________________

When & how will the safety review take place?_______________________________________________

Who will make all the emergency phone calls? ______________________________________________

Who is providing First Aide?_____________________________________________________________

What is their certification?______________________________________________________________

Who will complete Incident Fact Sheet?___________________________________________________

Event Site: Name of Site:________________________________________________________________________

Address of Site:______________________________________________________________________

Phone number at site/accessible land line:__________________________________________________

Cell phone number at Event:_____________________________________________________________

Owner of Cell Phone to be used at Event:___________________________________________________

Intruders: What are the procedures for participants to check in? ________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

How will participants be identified? _______________________________________________________

_____________________________________________________________________________________

How will you be able to identify an intruder?_________________________________________________

What will you do should an intruder be identified? ___________________________________________

_____________________________________________________________________________________

What are the procedures for participants to check out? ________________________________________

_____________________________________________________________________________________

Who will complete Intruder Description Report?______________________________________________

Appendix D 2013 - 2014

Accessing Medical Services:

Nearest Hospital? ______________________________________________________________________

Address of the Hospital?_________________________________________________________________

Phone Number of the Hospital?___________________________________________________________

Directions to the Hospital? _______________________________________________________________

_____________________________________________________________________________________

Missing Person:

What will be the procedure should someone be feared missing?_________________________________

___________________________________________________________________________________

_____________________________________________________________________________________

Gathering Girls in Case of Emergency:

Who will be in charge of gathering girls in case of emergency?_________________________________

How will you get their attention?________________________________________________________

Where will girls gather in case of emergency?______________________________________________

____________________________________________________________________________________

Who will carry Registration/Attendance Paperwork?__________________________________________

Appendix E 2013 – 2014

April 5, 2013

Dear Folsom Trails Leaders and Parents:

Our Service Unit strives to provide quality, low cost events for our girls here in Folsom.

In order to provide space for these events as well as run the service unit, Folsom Trails

asks that each girl in our Service Unit pay a Service Unit Fee of $3.00 PER GIRL for the

October 1, 2013 to September 30, 2014 Girl Scout year.

In January, leaders voted to keep this fee at $3 and have troops financially responsible for

their own meeting space. Troops also have the option to donate money to be earmarked

in a scholarship fund to help any troops who cannot afford the $106 classroom fee.

This is a Folsom Trails Service Unit fee, not a Girl Scouts Heart of Central California

fee. All money will go directly to Folsom Trails Girl Scouts to serve the requirements of

our Service Unit where the needs of the girls are of utmost importance. We ask that you

share the need for this local fee with your troop’s families when they register. The

money will be used for, but not limited to:

Scholarships for troops unable to cover the cost of a classroom meeting space.

Administrative costs to run the service unit (troop file maintenance, photocopies)

Leader meeting facility costs

Event space fees

Service unit events (Kick off events, Court of Awards)

Start-up costs of new troops

New this year – instead of submitting troop checks, the fee will authorized by the leader

online on our website: http://folsomtrailsgs.webs.com/ftgsprogramfees.htm. You will fill

out the information (girls registering, optional scholarship donation) and once you click

“Submit” you are authorizing the Folsom Trails Treasurer to transfer the amount out of

your Tri-Counties Troop checking account. You will be sent on confirmation email once

this is completed.

Financial Aid – Financial aid is available on a per girl or troop basis. Please email me at

[email protected]. This fee is not to prohibit any girl or troop from being a

part of Girl Scouts.

Sincerely,

Sylvia Settlemoir

Folsom Trails Service Unit Manager

Appendix E 2013 – 2014

Request for Reimbursement Folsom Trails Service Unit

Date: Name:

Amount: Address:

Event/Reason: E-Mail:

Phone Number: Troop #

Please secure receipts to this form, Please use multiple Reimbursement Requests should your

purchases have been for various events/reasons. Thank you!

Appendix E 2013 – 2014

Trip Notification Form: Council Form 899

Appendix E 2013 – 2014

Folsom Trails Girl Scouts Financial Aid Application

APPLICANT INFORMATION

Name: (if troop request, leave blank)

Troop: Age Level: Grade:

School:

Parents Name:

Address:

City: State: CA ZIP Code:

Contact Number:

REQUEST INFORMATION

Please check type of financial aid requested:

$3 Program Fee

Event Registration

Name of Event: Cost:

Camp:

Facility Fee: Attach copy of Facility Application

Other:

Folsom Trails Service Team will review your application and will do its best to fulfill the request, providing funds are available. Per the FTGS Policy Manual the Service Unit may pay for the Program Fee, 50% of a Service Unit Event, and $25 toward a camp, based on a stated financial need and available funds.

Signature of Leader Date

Rec’d __________ Amount Authorized: ____________

SUM Approval ________ Amount Paid: _______ ck#_______ Date: _______

Appendix F 2013 – 2014

2013 – 2014 Policy Manual Changes

Open Porch address changed from 100 Denure Court to 1618 Morganite Court.

Throughout

Added Financial Aid form under Service Unit Forms; List of Changes Table of Contents

Added FolsomTrailsGSLeaders Yahoo Group Page 2

Removed “moved from top” Page 3

Revised to match “New Troop Checklist” Page 3

Changed that the facilities will be done by event manager and/or facilities manager Page 7

Added to 3. Purchase additional accident insurance Page 7

Replaced with Kim Ryan’s update Facilities page Page 8

Updated year Page 9

Changed Super Troop amount to $1.75. Page

11

(Patch is $1.55, rocker is $1.00, plus a bit for shipping, girls pay $1)

Replaced Appendix A with new service team listing Appendix A

Corrected Kathy’s name Appendix D

Replace with new letter explaining Service Unit Fee Appendix E

Added service unit Financial Aid request form Appendix

E

Added 2013 – 2014 List of Policy Changes Appendix F