Rechartering

URGENT: recharter deadline or apply on paper

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The Assistant Council Commissioner for Rechartering has announced units that have not completed rechartering by December 28, 2018 will not be able to recharter electronically.

If that deadline is missed, the entire unit, adult members, and youth members will have to re-apply on paper to continue scouting.

That means your unit needs to complete the electronic rechartering, print the necessary PDFS, and submit all documents ON PAPER to the council office in the next to weeks.

To make matters worse, many commissioners will be on vacation starting this Friday, December 21, 2018.


UPDATED: 12/20/18. The units at most risk are Pack 18, 84, 180, and 625, Troop 35, and Crew 408. They have not submitted their electronic rosters nor their paperwork.

The units that have completed electronic roster submission but are MISSING PAPERWORK are Packs 35 and 105, Troops 72, 73, 180, and 804.

All other units have submitted paperwork to council and are in various stages of review and approval. The units that are approved by the Registrar for posting to National are Troop 269, 343, 512, and 514.

Units listed on the reporting system with known problems are Pack 179 and all Pack 358 tribes.

All others are awaiting further review from the Registrar.


Move quickly to finish rechartering.

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IMPORTANT: Rechartering Update; Help Sessions

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UPDATE 12/5/18: Crew 56 awaiting Registrar’s approval.


Recharter season is winding down. Remember rechartering assures that your unit is authorized by the BSA for calendar year 2019.

District Commissioner Stephen Heath would like to recognize the following units for their progress in working on completing this process.


DONE: The following represent units that completed all online components, have submitted all their paperwork, and have been approved by the Council Registrar for posting to National:

Troop 269

Troop 343
Troop 512

Troop 514

APPROVAL AWAITED: The following represents units that completed all online components and have submitted all their paperwork, and are awaiting approval by the Council Registrar:

Troop 18

Troop 56

Troop 69

Crew 69

Pack 64

KNOWN PROBLEMS: The following represent units that completed all online components and have submitted all their paperwork, and HAVE KNOWN PROBLEMS. Please contact your unit commissioner if the cause of the problems are not understood:

Pack 747

Pack 358-2 (Miami Tribe)

Pack 358-3 (Munsee Tribe)

Pack 358 (Delaware Tribe)

Pack 171

Troop 358

ONLY ONLINE DONE: The following represent units that have completed all online components. No paperwork has been received.

Crew 358

Pack 72

Pack 73

Pack 174

Pack 179

Pack 830

Pack 358-4 (Shawnee Tribe)

Pack 358-5 (Kickapoo Tribe)

Troop 174

Crew 56

URGENT: Nine (9) of the remaining units have started their online rosters but not submitted the electronic forms. Four (4) of the remaining units have not started the online portion of rechartering, which is the first step. A total of thirteen (13) are in this category. Your unit is in this category, if it is omitted above.


Deadline

The deadline for completing all rechartering and submitting all paperwork is the next Roundtable on Thursday, December 13, 2018 at 7:00 pm at Luke’s Lodge (outbuilding on campus of St Luke’s UMC) 100 W 86th St, Indianapolis, IN 46260. There will be Commissioner Staff available help. Please seek help before then to make sure your checklist is done. We will meet with you to go through your recharter package.

Any units that do not have rechartering done at that time may be required by the Council Registrar to submit all rechartering on paper. All current and new members would have to re-submit their applications for membership in order to renew their charters. Council has a deadline of December 31st to submit its own recharter to Area 6, so all units need to be done before that.

Please contact your unit commissioner, District Commissioner Stephen Heath, or Assistant District Commissioner/Assistant Council Commissioner Jeff Heck with any concerns. We are currently without a District Executive due to Jessica’s promotion. Assistant Director of Field Services Ryan Kelleher is covering for North Star.


Help Sessions & Recharter Turn Ins

Jeff Heck will be holding Help Sessions. If you are having trouble with anything, come and bring questions. You will walk out with a checklist of remaining items to complete. First come, first serve. Appointments available.

  1. Thursday, December 6, 2018 during morning rush hour from 7:30 am to 9:00 am at the Panera’s at Trader’s Point Mall, 6050 W 86th St, Indianapolis, IN 46278, near the 86th St Exit of I-465.
  2. Friday, December 7, 2018 during morning rush hour  from 7:30 am to 9:00 am at Starbucks, 9545 N. Meridian St, Indianapolis, IN 46260 near the Meridian St (Exit 31) of I-465.

Rechartering 2018: Update

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From District Commissioner Stephen Heath:

Rechartering is coming As a follow-up to a note sent to the Pack, Troop and Crew Key 3’s, here’s where we’re at in the journey.

Now through Sept 30:

·       YPT needs to be completed by all youth-interacting audits, using the new YPT course. On-line is the most efficient way to get this done by

·       Position specific training for scoutmaster, asst scoutmasters, den leaders and cubmasters should be done this month, if possible.  There will be opportunities to catch these up at University of Scouting in November, and also in the evenings at Golden Burke.  Chairs, please have someone check and oversee your training!

·       Has your COR scheduled a meeting with your charter rep to prepare sign-off paperwork?

October 1:  On-line recharter is open! Adult and youth rosters should be current. Fees should be collected and ready to submit.

October 15-19: NS Commissioner Service will schedule drop-off times and places around town to receive recharter packets & fees. Please make sure all charter signatures are-place and training is up to date!

Tentative dates:

·        Oct 15 – Washington Township

·        Oct 16 – Meridian/Kessler

·        Oct 17 – Zionsville

·        Oct 18 – Pike Township

October 31: Deadline for recharter packets are received and ready for council, as noted in the letter below. If you opt to drop these off at Council, either before or after our pick-up dates, please make sure (District Executive) Jessica Hofman is aware so she can look out for it!

Information about the process including links to resource materials may be found online at http://www.crossroadsbsa.org/158.  Getting an early start is a good way to Be Prepared!

Preparation for rechartering: roster review

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Remember rechartering is only a few weeks away. Now is the time to make sure your roster is up to date. Send it to Jessica Hofman to make sure council’s records match.

Then review the training for your unit. If you have 100% trained of next year’s leaders, you are all set. Otherwise, get them trained.

YPT v2: F2F Training on May 5

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There will be a face to face (F2F) training session for Youth Protection Training v2 hosted by Pack 830:YPT Logo

Saturday, May 5, 8 – 10 am (registration starts at 7:30 am with coffee and donuts available)

Eagle Creek Community Church, 5943 N Lafayette Rd., Indianapolis IN.

The team is asking for a sign-up RSVP for planning purposes.  Please sign up using this calendar link:  May 5 YPTv2 Training hosted by Pack 830

 

Our goal with the F2F sessions is to get as many parents trained as possible!  This is likely the first of a handful of sessions; this location may be most convenient for our Pike-area parents but all are welcome.  Future sessions will be in other areas of the District.

Please pass this information far and wide and get the word out, let’s get our parents trained, thank you!

 

JTE Report from District

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It’s that time of year 🎼 🎶 . . . no, no, no, not that. The JTE report time of year.

As we are wrapping up Rechartering, we have a better idea of what the year’s end 2017 Journey to Excellence report will look like.

First a refresher on definitions. Gold level means that a unit, district, or council has scored in the 80th percentile or better. For those of you who are not currently in my son’s statistics class, that means the unit, district, or council has scored as well as or better than 80% of the units, districts, or councils, respectively, out there. Silver is the 51st to 79th percentile. Bronze is 20th to 49th percentile.

So with those definitions in mind, the drum roll, please! 🥁🥁

As of the report this morning, North Star District has 33 of 40 units scoring Gold:

  1. Packs 18, 35, 105, 171, 174, 175, 358 (all five tribes), 514, 625, and 830 (total packs: 14);
  2. Troops 18, 35, 56, 69, 72, 73, 174, 180, 269, 343, 358, 512, 514, and 804 (total troops: 14); and
  3. Crew 358 and 408.

North Star has 2 units scoring Silver, Pack 180 and Crew 56 (chartered in December 2016).

The District has one unit scoring Bronze, Pack 64.

Three units reported but did not qualify for any JTE award. One unit has tendered no report yet. Pack 73 is too new to have any historical data yet on which to generate a report. Consequently, this looks like the final results.

So what does this mean for the District? With the November End of Month report (preliminary data, subject to revision), North Star has 2250 points, qualifying for District Gold again for the third year straight. Unfortunately, Del-Mi has slipped into a 25 point lead with 2275. This would break a streak of North Star wins.

Right now, we do not have all the results of Unit JTE Reports entered. Based on the information above, the categories that we can still improve on before year’s end are as follows:

  1. Cub Scout Camping: Worth an additional 50 points for us. This will come out the JTE reports, so we expect this to increase. We are 25 Cub Scouts short of necessary, but some of the JTE reports have not been processed yet. If you think that you have additional reports that could help (like October or November family camps that were not included), email Jessica Hofman to clarify where your pack stands.
  2. Boy Scout Camping. Worth 25-75 more points, depending on the reports made. For the mechanics, it is nearly identical to the Cub Scout Camping described above. If your unit did summer camp out-of-council or did high adventure but not on high national council base, we need your numbers. We need 73 boy scouts reported camping from outside local council or national council camps or high adventures or specialty camps (like STEM). Email Jessica if you think your boys were not reported as having done long-term camping.
  3. Additional Service Man-Hours: We need 3,274 more man-hours reported. That works out to about 80 man-hours per unit. Please make sure to login to http://servicehours.scouting.org with your Internet Advancement login and password to make sure your unit’s records are up to date through December 2017.
  4. Unit JTE Gold: We have met this criteria, but it is not scoring yet. That will be worth an additional 150 points.

Your outgoing Key 3 is working on a few tasks to boosts these numbers a bit more yet from the administrative. Let’s keeping working to put Del-Mi behind us.

Even so this is all very good news. You should be proud of the efforts that you are making on behalf of your youth!

Recharter Update: 9 Days Left

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As of today, we have only 9 days left to complete rechartering electronically. That means that any unit that has not started the rechartering process electronically, submitted an electronic roster, and sent in supporting paperwork by December 15, 2017 can have major problems.

What are “major problems”? Your rechartering application process may have to start all over again, but this time be on paper and all members submit new applications for membership.

This is a major change in time schedule for previous years.

At this time, we have 25 units whose paperwork has been approved by the District Executive and District Commissioner and has been submitted to the Council Registrar. We have seen little progress on these packages moving through the Registrar’s stack, because there 700 packages to be processed. This is the slowest part of the process.

Of the 15 remaining units, 12 units have submitted most of their paperwork. We are waiting on various problems to be resolved from these 13 units. These units are

  • Packs 18, 72, 84, 174, 179, 180, and 747;
  • Troops 35, 69, 179, and 180; and
  • Crew 69.

If you believe that your unit is incorrectly on this list, please do not hesitate to contact District Executive Jessica Hofman, Assistant District Commissioner for Rechartering Mat Gerdenich, your Unit Commissioner, or District Executive Jeff Heck. We want to help you expedite matters.

What are the typical problems?

Some units are missing entire applications for new youth or new adults. Some units are missing necessary initials or signatures on adult applications (the biggest problem is the failure to sign the Criminal Background Check release on the page facing the Adult Applcation). If these applications are not required to recharter, you can choose to drop these applicants from the recharter roster, then add them after rechartering. NOTE: For youth pursuing advancement, this is not a good option.

Other units have adults who do not have the required training. The ideal solution is to complete training online. If that is not possible or preferred, there are several options:

  1. we will accept a receipt for University of Scouting.
  2. If the adults are not required to recharter, they can be moved to Unit Scouter Reserve. This classification does not require training other than YPT. To move back to the previous position, before the next recharter season, this person would have to fill out a new Adult Application to change their position.
  3. Another option is to move Assistant Scoutmasters to Committee Members. Assistant Scoutmasters have to take the one in-person class that does not have an equivalent online class: Introduction to Outdoor Leadership Skills. (IOLS at University of Scouting is an all-day course, so you would not be able to take other classes that day.)
  4. New Assistant Scoutmasters who have made Eagle Scout since the 2003 curriculum changes are automatically qualified as having achieved Introduction to Outdoor Leadership Skills. Your Unit Key 3 can enter the training in my.scouting.org’s Trainng Manager as complete as of the date of their Eagle Board of Review.

Some units are missing dues payments. Those are best handled one by one.

Help us close out rechartering as quickly as possible!

Final Push to Finish Recharter

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As District Commissioner, my deadline set by council to hand in all unit’s Applications to Recharter is Thursday, December 30, 2017. This includes all clean up items that have not been wrapped up.

I have been told that Council is going to be announcing that all Applications to Renew Charter and supporting paperwork must be turned in by December 15, 2017. Failure to do so will results in the entire rechartering process begin again but this time all be on paper. All adults and youth will have to complete new paper applications to re-enroll for 2018.

The reason for this rumored change is that it brings the Crossroads of America Council into strict compliance with National Council’s requirements. National Council requires that local council’s submit their own Applications to Renew Charter by December 31, 2017 to Area 6. Area 6 has been frustrated with us for years because we were regularly late.

This is the first year that our Director of Field Service Nathan Young has managed the rechartering process from beginning to end. When he joined us in 2016, he had a steep learning curve on our processes. After observing this, he has implemented several changes that have resulted in a smoother and more prompt rechartering administration.

The new deadline is not new. It is just finally be acknowledged by our Council.

Done: The following units should have no issues based on my review of their paperwork:

  • Packs 35, 64, 171, 174, 358 (Delaware Tribe), 358-2 (Miami Tribe), 358-5 (Kickapoo Tribe), 514, and 830;
  • Troops 18, 56, 72, 269, 343, 358, 512, 514,  and 804; and
  • Crews 56 and 408.

This is a total of 20 of our 39 units. Only 4 of these units have been finalized by the registrar. We are awaiting word on the rest. See previous posts for those units.

Missing Items: The following units have some missing items or miscommunications that need to be resolved before being finalized:

  • Packs 18, 72, 84, 105, 175, 179, 180, 358-3 (Munsee Tribe), 358-4 (Shawnee Tribe), and 747;
  • Troops 73, 174, and
  • Crew 358.

This is a total of 13. Jessica and I will communicating these units on remaining issues. If training is the issue, please contact us, so that we can send trainers to your next meeting or schedule a district-wide event to handle those issues. All training except scoutmasters’ Introduction to Outdoor Leadership Skills are online at my.scouting.org.

Rechartering Begun but No Paperwork Received: The following units have begun the computer work for rechartering but have submitted no documentation:

  • Troop 35, 69, and 180; and
  • Crew 69.

This is a total of 4 units. Troops 69 and 180 and Crew 69 have made arrangements to drop off paperwork in the next 24 hours.

These units can help expedite the process by emailing Jeff Heck or Jessica Hofman their paperwork as it exists to date, even if signatures are missing. This allows us to get a head of the process by previewing potential problems. Then you can have some reassurance that it is done properly, when it is finally delivered.

If your unit is not listed, no computer rechartering has begun. Those leaders have been in direct contact with Jessica or me, but they have not started the computer work. These units need to get the computer work done this week. We can follow up on all further supporting paperwork between today and December 15th when all items must be complete.

Thank you to those who have born the brunt of rechartering and its bureaucracy. It is a thankless but necessary job.

Recharter Update

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As of Tuesday noon, we have 25 units as JTE Gold, 2 JTE Silver, 2 JTE Bronze, and one did not qualify. That leaves 9 unreported.

Similarly for rechartering, we have the original 4 units that were ready to post, meaning that the registrar had approved their Applications to Renew Charter. Since that time, the registrar has been inundated with new packages and the approval count for our district has stalled completely.

That means that we have 9 units that have submitted paperwork and been approved by the District Executive and Commissioner, but have not yet been processed by the regisrar. These are Packs 35, 514, and 830; Troops 18, 56, 72, and 514; and Crews 56 and 408.

We have 16 units that have defects that have been communicated to the units. Most of these are missing minor items like dues payment or a missing signature. Of these most have scheduled times to get these completed so that we can close rechartering by the end of the month. If your unit has not scheduled a date of completion, please let us know.

We have 3 units have completed their online rosters but submitted no paperwork. Another 3 units have started the online rechartering but not submitted the final roster. Yet another 3 units that have not started the process.

Thank you to all of those unit leaders that have worked so hard to get us to this point. It is a thankless job.

Recharters now overdue

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Applications to renew Charters and supporting paperwork were due last Thursday, November 9, 2017.

If your chair or Rechartering specialist have not received notice that you are done, you probably are not done.

Please remember that volunteers like you do most of the work on Rechartering. If they have to chase you down, it is less time that those volunteers are spending with family, scouts, fun, or work.

Please make sure the commissioner you are working with knows your plans. Ask them if we have notes entered in our tracking system about your plans.

We really need all paperwork in this Friday. We have a lot of work to do once you turn in paperwork.

Thank you for your cooperation in wrapping up this tedious and necessary process.