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Lea, Chaves and N Eddy Counties Only
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POLICIES As revised and approved by the Board of Directors effective November 8, 2007 Training: 1. Leaders are required to take training applicable to the job within three (All volunteers) months of assuming the position.
Finance: 1) A Community/Troop may not have any money earning project other than the Fall Product and Cookie Programs, unless it is planning special advance projects, such as an extended trip, community service project, etc.A) All community/ Troop financing and money earnings must conform to standards and finance practices as outlined by the Council Finance Committee and in accordance with Safety-Wise. · The local Field Executive must approve all troop money earning projects. · All girls participating in money earning projects must be registered members of Girl Scouts-Zia Council, Inc. B) Troops must participate in Fall Product and Cookie Sales Programs to be considered for any other money earning project. C) All plans and budgets for troop and Community money earning projects shall be submitted in writing to the Field Executive for review and approval at least two weeks before the money earning event. Should the event coincide with a United Way campaign, the Field Executive must obtain approval from the United Way Executive Director. The Field Executive will take into consideration Council Fund Raising activities such as the Fall Product Program (Oct – Nov), Cookie sales (Jan.- Mar), or the Council Campaign (Jun-Jul). D) If applications are not complete or past deadline they will be denied. You may submit again with complete information and by the deadline. E) A community /Troop having an approved money earning project must submit a complete report of the project including an evaluation to the Field Executive within two weeks after the project. Failure in submitting a report can or will result in denial of future money-earning projects. 2) Troop earnings portion of the Fall Product and Cookie Programs sold by individual girl members (Non-affiliated) revert to the council and will be appropriated to financial assistance for girls. 3) The current cookie incentive credited or awarded to girls may be transferred between girl members of the same immediate family. 4) All registered Girl Scouts shall be allowed to participate in the door-to-door product sales of Girl Scouts-Zia Council. 5) In the event of a troop/group disbanding, money raised, earned, or received in the name of Girl Scouting becomes the property of Girl Scouts-Zia Council, Inc. If members of such a troop/group join another troop, the fund will be disbursed to that troop. If no members join another troop, the funds will be designated for financial assistance after a period of one year. 6) In the event of a troop/group disbanding, equipment purchased with money raised, earned, or received in the name of Girl Scouting, becomes the property of the council for a waiting period of no more than two years, for distribution to other council troop/groups. 7) All troop bank accounts, including savings accounts for older girls, must be in their local communities, addressed to their local program center and in the name of "Girl Scouts-Zia Council, Inc.", "Girl Scout troop # _________". Every age level, whether troop or group must have their own bank account. The Field Executive will then distribute the statements to their respective troops. All troop bank accounts require two signatures on each check. Six authorized signatures on signature cards is recommended, one must be the local Field Executive and the remaining signatures should be adults registered with the troop. The registered adult members should sign checks. In case of emergency the Field Executive may sign. 7A) All cash withdrawals or reimbursements to leaders/co-leaders from troop/group bank accounts need prior approval from your local Field Executive. A copy of receipts or invoices for cash withdrawals must be submitted to local Field Executive within one week of withdrawal. 8) Community bank accounts require two signatures on each check. Four authorized signatures on signature card are recommended, one must be the Management Staff, and the remaining signatures should be adults registered with the Community Team. The Community Coordinator and a member of the Community Team should sign checks. In case of an emergency the Management Staff may sign. 9) Every Community/Troop must submit a year-end financial statement to the Field Executive by the fourth Monday of May each year. “Control of Funds”: “All money raised, or earned and other assets received in the name of and for the benefit of Girl Scouting must be authorized by a Girl Scout Council or Girl Scouts of the United States of America and used for the purposes of Girl Scouting. Such monies and other assts become the property of and are administered by the Girl Scout Council or Girl Scout of the USA. Such assets are not the property of individuals, geographic units, or communities within a Girl Scout council.” Found in the 1997 edition of the GSUSA Blue Book of Basic Documents, page 24. Troop
Sponsorship:
Clarification of Money Earning Projects vs. Sponsorships Money Earning Projects are valuable program activity for girls. Planning and participating in money earning projects give girls the opportunity to learn many skills, such as budgeting goal setting, good business practices, and public relations. Raffles, drawings, games of chance, the direct solicitation of cash, and the sale or endorsement of commercial products are examples of inappropriate money-earning activities (Safety-Wise, Standard 29, pg 75). Girl Scout troops are financed by dues, money-earning activities, and a share of money earned through council-sponsored product sale programs (Safety-Wise, Standard 28, pg 74).
Trips:
Daisy-within 20 mile radius of their city Brownie- limited to a 300 mile radius of their city Junior- New Mexico and neighboring states Cadette- all continental states Senior- all states and international travel 4.All trips outside the normal meeting place must be approved with troop Leaders signature and date and approved with a council staff's signature and date at least two weeks (three months for extended trips which require additional insurance and 1 year for international travel which requires additional insurance) prior to a trip or activity event. If timelines and guidelines are not adhered to, your trip will be postponed. If a trip or activity/event is denied and a trip taken, all insurance is void and your position as a leader will be in jeopardy. Activities and events are not approved until troop representative signature and Field Executive/Staff signatures are obtained. You will be contacted within 48 hours regarding the status of your trip application. 5. Activities and event forms submitted during non business hours will not be recognized as submitted until the next business day. 6. All assisting adults must have a background check on file with Girl Scouts-Zia Council, Inc and be a registered member of GSUSA. 7. All drivers must be over the age of 21 and provide the local Field Executive with a current copy of drivers' license and insurance two weeks prior to trip or activity/event. 8. Adults will not be considered for the adult/girl ratio if they have a tagalong with them. A tagalong is defined as any child under the age of five years old. Children over the age of five and not registered in the troop/group will not be permitted to participate in Girl Scout troop/group trips. All children not registered as Girl Scouts are not covered by the Girl Scout insurance and thus, create an un-insured risk of liability for the council and its members. 9. No more than two adults with tagalongs (i.e. leaders or co-leaders) may accompany the troop/group trip or activity. For troop/group trips, outside of the local area or council wide event, no more than two adults beyond what is required by Safety Wise for adult/girl ratio may accompany troop/group on trips.
Other: 2) Drivers for Girl Scout sponsored activities must be at least 18 years old, have a valid driver’s license and have proof of insurance in vehicle.
3)
Size of Groups – Ratio of girls to
provide appropriate adult volunteer leadership. It is imperative that all policy procedures be adhered to. Failure to do so will be reviewed by the Board of Directors Policy committee. Disciplinary action will be taken, up to and including release from position. Procedure for reporting incidents of suspected child abuse including sexual molestation: A person who suspects child abuse can be held criminally liable in the state of New Mexico if they fail to report such information to the local authorities. If the suspicion is found to be false, the informant generally receives immunity from liability for this action. In Girl Scout-Zia Council, Inc. all volunteers and staff must immediately report suspected cases of child abuse to the Executive Director or the President and the local law enforcement agency in which the child resides within 24 hours of receipt of the information.
The
New Mexico Hotline is Volunteers and staff will provide a written report to the Executive Director of the Council within 24 hours of receipt of the information. To view a complete registry of criminal sexual offenders in New Mexico, log onto the NM Dept of Public Safety’s website at http://www.nmsexoffender.dps.state.nm.us/ |
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Copyright ©
1998-2007
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