Troop Committee Chairman Doesn't DO Anything

[dluders]

1. I've been Scoutmaster for a year now, and am getting tired of our Troop Committee Chairman's inability to help me. Due to his out-of-town construction job, he conducts a monthly Troop Committee Meeting and that's about it. He NEVER attends any troop meeting, campout, etc. Due to his home computer having constant problems, he doesn't even have e-mail. Several Eagle Scout candidates are having trouble scheduling their Eagle Board of Review with him, because he's rarely in town.

 

2. I'm lucky to have a bunch of Assistant Scoutmasters that help in certain areas, but I need somebody to handle the troop LOGISTICS on a weekly basis. I'm plenty busy worrying about the weekly troop PROGRAM without having to worry about the BUSINESS end of the troop (collecting dues, checking on campsite availability, publishing newsletters, etc.). Our longtime Troop Treasurer was handling a lot of the chairman's duties, but now his job takes him out-of-town a lot too.

 

3. At the December Troop Committee Meeting, the chairman told everyone that he'll be out of town for 8 months, and will be home only on weekends. Even though everyone recognizes that he's ineffective, his Woodbadge buddies in our troop don't have the heart to ask him to step down. I (as Scoutmaster) have tolerated this situation for 8 months already, and I really don't want to tolerate it for 8 more months. I'm getting to resent the entire situation.

 

4. I'm trying to get our Chartered Organization Representative (who happens to be the Treasurer) to ask the Committee Chairman to step down. The problem is, there are no likely prospects to take on this job. So, I grumble and do 1-1/2 jobs. I'm going to get burned out. Even though we have a BIG troop (with 43 Scouts and 28 registered Scouters), nobody seems to want to tackle the Troop Committee Chairman job. Our District Executive doesn't have much sympathy for our plight, since we have so many folks to choose from.

 

5. QUESTION: Would you "force the issue" and ask the Troop Committee Chairman to step down at the upcoming Troop Committee Meeting, or just "put up" with the situation some more? The position is essentially vacant now, so maybe I have nothing to lose. Comments?

 

[Twocubdad]

How about the passive aggressive/backdoor approach. Start assigning the CC responsibilities to all the other leaders you have. If anyone questions it, just pass is off on the CC's new job assignment. In effect you're replacing him, you're simply avoiding the hassle of the confrontation and paperwork.

 

We did this in our pack a few years ago. The then CC was AWOL most of the time and clueless when he was around. The new CM and I agreed that I would take over as CC. I assumed all the duties for about six months and then at recharter we just changed the names on the charter.

[SemperParatus]

Dluders,

 

I feel your pain.

 

1. He conducts a monthly committee meeting. Are the meetings productive? Are tasks being delegated? The CC should actually do very little, with advancement issues (Eagle Boards) handled by advancement chair, money handled by Treasurer, tour permits and campsite availability handled by committee's outdoor coordinator. It is the CC's job to delegate these responsibilities and follow-up as needed. Is he not doing this?

 

2. He never attends camping trips. Is he needed on a trip? Our CC (a woman) hasn't attended a camping trip in three years. No big deal. What are looking for from his attendance? He should show up at some troop meetings just to see firsthand the program you and the scouts are running.

 

3. He doesn't have e-mail. Does he have a phone? Can you call him?

 

4. He is going to be out of town for 8 months. Does it matter? If he doesn't seem to do anything when he is 'in-town', what does his being out-of-town mean?

 

My suggestion would be to approach his replacement in such a way to allow him to save face. Seek the appointment of an interim CC during his 8-month hiatus due to his being out of town. If you can get a real go-getter to take on the position, get trained and make things happen then at the end of those 8 months he may just go away, or accept a lesser role. That way confrontation may be avoided (or at least delayed).

 

 

 

 

[FScouter]

It seems like the problems are with the rest of the committee more than the chairman. They are the ones to handle the business end of things. However, the primary job of the chairman is to see to it that all of the jobs are being handled. If he is letting the rest of the committee slide by, then he is not doing his job. I'd suggest that at the next committee meeting you tell the entire committee what you need done. What happens (or doesn't) happen determines your next move.

[dluders]

1. Let me clarify our troop's situation a bit. Although our Troop Committee Chairman literally lives across the street from our troop meeting place, he NEVER attends our troop meetings. This is because he's on the road at some construction site. He never attends campouts or outings. Boards of Review are arranged by a Committee Member. Fundraising, Local Tour Permit, Treasurer, & Troop Quartermaster tasks are handled by other Committee Members and Assistant Scoutmasters. Everything DOES get done despite the fact that our Troop Committee Chairman only runs a 2-hour meeting once a month.

 

2. What I'm wanting is somebody to CHOREOGRAPH all the logistical arrangements. Even though the Scoutmaster should only be worrying about the PROGRAM (in theory), I'm finding that I'm spending lots of time "chasing down" details normally handled by the Troop Committee Chairman. I was a Pack Committee Chairman for 4 years, so I know the roles and responsibilities.

 

3. Here are some of the issues I've tackled just in the past month:

 

a) Why is there still $1,875 worth of popcorn sales not collected yet, even though we've already paid for the popcorn at the council office? [Resolved after 4 e-mails with our "Popcorn Kernel."]

 

b) Where is the Klondike Derby sled that we need next month? [No answer, despite a troop-wide e-mail inquiry.]

 

c) Who bent 6 sets of ski poles and 1 pair of skis (the damage for which I had to pay $50 out of my pocket to the Ski Rental place? [Mixed response; no reimbursement.]

 

d) Why are two Eagle Scout candidates forced to wait over 7 weeks to schedule their Eagle Board of Review? [Troop Committee Chairman waiting for others to contact HIM, which they did. He's out of town, so these Scouts have to wait still more. I don't know how the chairman can "review" these Scouts anyway, since he hasn't even seen them in action for 6 months.]

 

4. I'm trying to get a Troop Committee Chairman that KNOWS what's going on. He honestly has no clue about the week-by-week issues that confront the Scoutmaster. Why should the Scoutmaster have to worry about the program AND handle all the above logistical matters? I have a real job and a family too, and I'm GOING TO GET BURNED OUT unless things change soon.

[SemperParatus]

Popcorn money - I though the Treasurer was doing his job.

 

Klondike Sled - Why is the CC to blame? unless he is storing it. Just announce that the trip is cancelled unless the sled shows up. Sooner or later it will surface unless it was left behind at last year's derby, then there should be hell to pay when it does.

 

Bent ski poles - Why is the CC to blame? He didn't go on the trip - what does he have to do with that. You should get reimbursed for your OOP expense from the troop. Equipment damage is to be expected.

 

Eagle BORs - Where is the Advancement Chairman when the CC is not around. After two months, you would think the Advancement Guy would do his job.

 

The CC may not know everything that is going on, but it sounds like there are plenty of others that are out of the loop too. The lack of follow-up on the money and advancement is where your CC is falling down. But, it is the Treasurer and Advancement Chair that are the ones that are most shirking their responsibilities. Why are you not calling for their replacement?

[EagleInKY]

dluders - I, too, feel your pain. I was in a similar situation about a year ago, but with a new CC compared to your "experienced" one.

 

First, let's get at the root of the problem. The other posters are right... and wrong. Semper is correct in that the examples you gave are tasks that other committee members are supposed to do. However, you are correct in that it is the CC's job to make sure they get done. It's not as much a problem of "our Troop Committee Chairman's inability to help me", as much as it is the Troop Committee Chairman does not do the overseeing and follow-up that is required of the job.

 

Here's what I did, and it's paid off. At your next COH, call a parent's meeting at the beginning of it. What I did was not tell them about the parent's meeting. The COH was to start at 7:00, but I held the parent's meeting from 7:00-7:30. The COH actually didn't start until 7:30. (The boys were in the back working on their ceremonies).

 

At this meeting, don't start off with this problem. Save it to the end. First, go over some good things. Tell them about exciting things that are coming up. Talk about the growth you've seen in their boys. Tell them how much you enjoy being their Scoutmaster.

 

After you've broken the ice, tell them that you've got one concern, and it's a big one. Tell them you are getting burned out. This may scare some of them (I think some thought I was about to quit). But, luckily, you know it can be resolved, if we just operate the way the BSA tells us to operate. This means that committee members need to do their jobs (treasurer, activities, popcorn, etc.). You need to be out of the administrative aspect of the work, so you can focus on the boys. That's what it's all about, isn't it? They will most likely agree with you. Ask that if anyone in a position can't fulfill its responsibilities, then let the CC know. And, if anyone would like to do something different, or step up to a position, let that be known as well.

 

Next, I would say that "our CC is a great scouter... He's doing all he can, but his job takes him on the road a great deal. I think we should get someone to step up as an Assistance CC to help with the role." (This "Assistant" may later become CC if it works out).

 

Finally, I would end on the note that training is important. There is a great Troop Committee Training module that helps explain the roles and responsibilities very well. Once the committee is reorganized, get them to take that training so they better understand their jobs.

 

I wish you the best of luck. Our organization is coming around. It's been seven months since our meeting and we're getting close to where I think we should be.

[dluders]

1. "SemperParatus," I agree with you, it's not the Troop Committee Chairman's fault that popcorn money wasn't collected on time, the Klondike Derby sled is missing, or that ski poles were broken. What IS the Troop Committee Chairman's fault is that:

 

a) The troop's rechartering package was almonst late. Had I not bugged our Treasurer about the deadline, he would have submitted the paperwork in January. As the "Unit Leader," my butt would have been on the line when we have no insurance coverage because we're not registered for 2005. Why should the Scoutmaster have to chase this down?

 

b) The troop almost forgot to make a key, $50/person deposit for the 2005 Summer Camp. Had I not reminded our Ass't Scoutmaster and Treasurer about this, we would have lost our slot for summer camp and would have had to settle for a less-desirable camp. That would affect the program. Why can't the Troop Committee Chairman chase stuff like this down?

 

c) The Troop Committee Meeting Minutes haven't been published in months. The Troop Secretary has computer problems, and she expects ME to publish the minutes. When the same thing happened in my old Cub Scout pack, I (as the Pack Committee Chairman) published the minutes. The job got done. Why should the Scoutmaster publish the minutes? I'M TOO BUSY! Some weeks I have to attend 5 Scouting events in a row (Committee Mtg., PLC, Troop Meeting, Roundtable, and campout). Where is there is time to tend to my family and chores?

 

2. Part of what upsets me most is that, when I was recruited for the Scoutmaster job a year ago, I was promised "all the support I need." The one doing the most talking was the Troop Committee Chairman. Well, where's the support? I can't do TWO jobs in a big troop of 43 Scouts and be a happy camper. Something's got to give.

 

3. I've tried to "follow the chain of command" and vent my frustrations with the Chartered Organization Representative (who happens to be the Treasurer too). However, he has not forwarded my complaints to the chairman. My District Executive agrees with "EagleInKY," and wants to hold a Parents' Meeting at the next Court of Honor.

[EagleInKY]

I can't do TWO jobs in a big troop of 43 Scouts and be a happy camper. Something's got to give.

 

I agree with you. I was doing it for a troop of about 15, and it was killing me. It's got to be considerably worse at your size. The great news is that you have a ton of registered parents that you just need to get in line.

 

MyDistrict Executive agrees with "EagleInKY," and wants to hold a Parents' Meeting at the next Court of Honor.

 

Gee, and I'm not even a professional. But seriously, it did work out pretty well for me. You just have to come off sincere and not whining. I really wanted them to understand that I really wanted to work with the boys, and not be worried with the administrative stuff. I believe if they see that sincerity, many will respond favorably.

 

Admittedly, I had one parent not respond favorably. In fact, a few months later they pulled their boys out. I don't know if it had anything to do with it or not. But, if a parent who doesn't want to help wants to take their kids to another troop that will babysit for them, that's okay with me.

[FScouter]

Hmmm...

One thing I learned once (sometimes I learn this over and over) is that a volunteer doesn't have to do their job if someone else does it for them. They happily let that someone else continue to do it! The solution to being over-worked is to stop doing other people's jobs.

[Fuzzy Bear]

(we didn't need this twice.)(This message has been edited by Fuzzy Bear)

[Fuzzy Bear]

DL, (I agree with FS)

 

Your job as SM is to give the Scouts the right to learn to lead. It is painful to watch, so don't. You have other responsibilities. Your time will come during their reflections in the SM conferences where you will find real growth.

 

The same concept works with the committee. You must give them the right to take responsibility for their jobs, which means that they have the right to fail. It is painful to watch, so don't.

Take care and do your job, not theirs.

 

Just in case you are confused about the overall role of the committee, you can make suggestions for the agenda but you do not finalize it nor vote on it. The Scouts get to submit their plans for the year but the committee gets the final vote. The reason? It is their job to support you and them.

 

You get a voice and if that voice is not supported, then it will be time to find one that they can support. Or, if they need another CC, then the COR is in attendance and it will become the COR's job to make sure the role is filled.

 

This process is full of surprises and discovery. You will find plenty of wonderful lessons in it and if you write, there will be a book. This is the program.

 

FB

[anarchist]

dluders,

Forgive this long post!

You have gotten some good advice in this thread. But, I think there is more than just frustration here.

 

I know you will not like most of my post...but here goes.... In the real world the CC is not necessary at troop meetings...at all, period...meeting time is 100% program time...

 

if you need up dates pick up the phone...If you have 'needs or NOW issues...pick up the phone!

I can not see where many (90%) of your 'problems' can not be handled without a CC...even the BoR's or CoH's...if you have Advancement Chair(?) and/ or an Eagle coordinator, the Boards for Eagle can be done without the CC 'being around'...

 

CC can be or is frequently a figure-head who 'runs meetings' and with enough strong 'can do' leaders on the committee, is not really needed. Outdoor coordinator should handle many 'trip' related activities...not CC.

 

Breakage on activities (particularly 'who did it') is program problem not the CC's...replacement cost is treasurer/Troop policy/committee business not just the "CC".

 

Your presence at the monthly meeting should give you updates on any issues you have and a troop wide email followed by a call to the "CC" to be sure your questions are on the agenda should do it.

 

A suggestion...

Our troop uses what we call a 'point of contact' (PoC) system, for each activity. Shortly after and sometimes during the 'annual troop plan' approval process a committee member, ASM, parent and sometimes the SM are 'assigned' or 'asked' to 'volunteer' to be the adult PoC's for each activity on our calendar INCLUDING SUMMER CAMP.

 

That person (PoC) then helps the SPL with the planning, scheduling transport and if necessary the reservations for the activity. That person (PoC)supplies details to the Outdoor Coordinator who obtains the Tour permits and helps out as needed, The treasurer collects any camping fees! Our CC has nothing to do with the process after the annual calendar is set...this stuff is NOT HIS JOB... but he is to hold the monthly meetings and see that committee members update the troop...and if a PoC needs proding he can step in but usually the monthly meeting solve the proding problem.

 

The basic monthly meeting agenda has a 'reports' (outdoors, treasurer, SM, advancement etc) list that calls for each person to update the committee and SM/ASM's as to the status of the activities coming up.

 

With a strong committee and good parent help the "CC" can be tolerated for taking up space...It's nice to have a gung ho person there but it can be handled...

 

so the SM doesn't burn out...

 

I would start with the Committee and just tell them what you need...LAY IT OUT IN BLACK AND WHITE at the next committee meeting ...

or before, by letter to the whole troop if you want to push the issue to the boiling point...

In the end, that's their (the committee's) Job!

Seeing as how you can't 'see' a new 'CC' out there...(finding someone good to take that job is tough...and sometimes nearly impossible and the old proverb of being careful what you wish for applies here!)...a far better approach would be to ask the troop committee to step up to the bar and do their jobs...or do yours...

If they do their jobs... the CC is a 'signature on the dotted line'....position get them all to accept "CC's" delegation of responcibility and move on.

good luck with it...like my daddy used to say, 'it is rarely easy... if it is important!'

 

anarchist

ps. have the treasurer give the secretary some money for stamps and copying...the minutes can be 'long hand' and mailed..if her computer is down...THIS IS TRUELY NOT YOUR JOB!