Catalina Council

Boy Scouts of America

2016

FamilyFriends of

Scouting CampaignUnitGuidebook

Unit Friends of Scouting Guidebook

Table of Contents

Unit Friends of Scouting Coordinator Job Description3

Friends of Scouting Campaign Facts4

Friends of Scouting Presentation Guidelines – “Tips for Success”5

Sample Warm Up Letter/Email (to parents of registered Scouts)6

Sample Follow Up Letter/Email (to families that missed presentation)7

Understanding Scouting Expenses8

How Does a Unit Benefit from the Catalina Council Budget9-10

Matching Gifts11

List of Matching Gift Companies12

Unit & Individual Friends of Scouting Recognition and Incentive Program13

Unit Friends of Scouting Coordinator Job Description

RESPONSIBLE TO:District Family Friends of Scouting Chairman

OBJECTIVE:Give every family in your unit an opportunity to give to the Friends of Scouting campaign.

RESPONSIBILITIES:

1Attend District Friends of Scouting training.

2Give personally to Friends of Scouting.

3Schedule a Friends of Scouting presentation date, location, and time for your unit.

4Promote the presentation date to your unit families.

5Introduce the assigned District Friends of Scouting Presenter to your unit the night of the presentation and encourage your unit leaders and Scouting families to contribute to the campaign.

UNIT FRIENDS OF SCOUTING PRESENTATION DATE INFORMATION FORM

Unit Friends of ScoutingCoordinator Information:

Name: ______

District: ______Pack – Troop – Crew # ______

Address: ______

City:______Zip: ______

Phone (H/C):______Phone (W): ______

E-Mail:______

Our Scout Unit would like a District Friends of Scouting Unit Presenter to visit our families on:

Date:______Day: ______

Location:______

Time:______

*** Pack Blue and Gold events, Troop Court of Honors and Venture Parent meetings are the best events for Friends of Scouting presentations.

Please E-Mail or Fax this form back to your District Family FOS Chairman

Friends of Scouting Family Campaign Facts

Friends of Scouting Campaign (FOS)

  • At the Council level, it costs $200 per year per youth member to provide Scouting program in Southern Arizona.
  • Approximately 25% of the funds needed for Catalina Council come from Friends of Scouting.
  • Any money raised by Friends of Scouting stays within Catalina Council, whichultimately supports our Scouts and leaders.
  • Contributions are 100% tax deductible.
  • This year’s goal for the Council-wide Friends of Scouting Campaign is $390,000.

Why is it important? How is my Unit or Child affected?

  • As each of us know by looking at our children, Scouting develops character in youth as they grow into adults.
  • The Scouting program is more than just your unit. Catalina Council provides training, administrative support, activities, camps, etc. Without Catalina Council doing their part, our individual unit programs would suffer.
  • Review the brochure to see specifically how Catalina Council uses their resources to help Scouting in Southern Arizona.

How is the Family Campaign Run?

  • The Council Campaign goal of $390,000 is divided into district goals.
  • Eachdistrict goal is divided into four areas of donors: Scouters, Community, LDS Stakes and Community Units. District Goals are:

Executive Board$103,000

Old Pueblo District$100,000

Spanish Trails District$100,000

Cochise District$ 60,000

Santa Cruz District$ 27,000

  • We are the key to success of the Family Campaign.

Friends of Scouting Presentation Guidelines – “Tips for Success”

For the Unit Friends of Scouting Coordinator

BEFORE THE PRESENTATION:

Send out “warm up” letter/email.

Reconfirm with District Presenter two days out.

Ensure that the Friends of Scouting presentation is early on the program agenda.

Help set up and show support. Ask Unit Leader to endorse Friends of Scouting during the

presentation.

THE PRESENTATION:

Get Scouts to help distribute brochures and pens.

Stress 100% participation that night. Ask everyone to turn in a card that night.

AFTER THE PRESENTATION:

Be in a visible spot to help collect cards.

Remind folks to give.

Send out “follow up” letters/email within a week.

Sample “Warm Up” Letter/Email

To Parents of Registered Scouts

Date:

Dear Parent,

Each year our Boy Scout Pack / Troop / Team / Crewconducts a Friend of Scouting Campaign. The purpose of the campaign is to support Scouting in the Catalina Council, Boy Scouts of America.

Your support makes a difference to the youth of Southern Arizona, including your child, who will be positively affected by your gift. All of our boys have benefited greatly over the years because of the Catalina Council’s partnership and support of our program. Here is our opportunity to return our thanks.

A special Friends of Scouting presentation will be given on the date shown below. At that time, your family will be asked to contribute to our council’s future. The Catalina Council, Boy Scouts of America spends $200 per Scout for programs and services on every child in the Scouting program. All families are asked to contribute at least $100 to Friends of Scouting. Any amount that your family would donate is greatly appreciated! These gifts are tax-deductible, as allowable by the Internal Revenue Service.

If you decide to contribute to the Catalina Council, Boy Scouts of America in support of their many meaningful programs, please be prepared with cash, check, or credit card. Some families may not be able to make a donation now, so the opportunity to make a pledge that can be paid throughout the year is available also. If you are unable to attend the presentation, you may give your gift or pledge to me ahead of time. Your check should be made payable to “Catalina Council, Boy Scouts of America”.

If you have any questions, please call me at ______or email at ______. Thank you for your help and support.

Sincerely,

Unit #_____

Friends of Scouting Coordinator

Our presentation is scheduled for: ______

Sample “Follow Up” Letter/Email

To Families That Missed the Presentation

Date:

Dear Parent,

We missed you at our last meeting. A representative from the Catalina Council, Boy Scouts of America gave a presentation about the Friends of Scouting campaign.

To date, we have raised $______toward our goal of $______. Our objective is to have 100% participation from our families.

Supporting the Catalina Council, Boy Scouts of America also supports our unit. Please take this opportunity to help to continue this partnership and return our thanks.

The Catalina Council, Boy Scouts of America spends $200 per Scout for programs and services on every child in the Scouting program. All families are asked to contribute at least $100 to Friends of Scouting. Any amount that your family would donate is greatly appreciated! These gifts are tax-deductible, as allowable by the Internal Revenue Service.

The Catalina Council annually provides the following services and support to our Unit and families:

1. Service to our customers and related staff costs

2. Runs camps, events, and activities

3. Maintains our Scouting properties (Camp Lawton and Double V Scout Ranch)

4. Recognizes Scouts and adults

5. Protects adults, youth members and chartered organizations with insurance

6. Affiliates with the national Boy Scouts of America organization

Please make your check payable to “Catalina Council, Boy Scouts of America.” Thank you for your support of this important program. If you are not able to contribute now, the opportunity to make a pledge that can be paid throughout the year is available.

If you have any questions, please feel free to call me at ______, or email at ______. Thank you for your help and support.

Sincerely yours,

Unit______Friends of Scouting Coordinator

Understanding Scouting Expenses

Person or Organization / Where Does the Money Come FROM? / Where Does the Money
GO?
YOUTH / Personal Savings
Participation in money-earning projects / Uniforms
Handbooks
Personal camping equipment
Camp fees
SCOUTING UNITS / Members’ dues
Special money-earning projects / Camping equipment
Registration fee
Boy’s Life Magazine
Insignia
Special events
Program materials
CHARTERED ORGANIZATIONS / Organization’s budget / Meeting rooms
Lighting and heating
CATALINA COUNCIL, BSA / Friends of Scouting
Special events
Popcorn sales
Camp and activity fees
Uniform and book purchases (Scout Shop) / Organizing units
Serving existing units
Training leaders
Communicating with Scouting volunteers
Organizing events and activities
Providing annual Unit Planning Guide
Maintaining camps
Maintaining Scouting service centers
Maintaining records and information
Insurance protection
NATIONAL BSA COUNCIL / Members’ registration fees
Magazine subscriptions and ads
Supply Division uniform and equipment sales
Grants
National service fees / Local council assistance
Program research and development
Program materials
Professional training
Communications
Local council insurance and benefits

HOW DOES A UNIT BENEFIT FROM THE

CATALINA COUNCIL BUDGET?

During the course of the Friends of Scouting Campaign, someone on the unit level often asks just how the council budget benefits their unit. We have listed some of the services. Here are a few of them.

In the administration of a unit the Council helps by:

  1. Handling registration, Boys’ Life subscriptions and special requests of National Council. All of the fees paid go direction to the BSA National Council.
  2. Maintaining a supply of literature, insignia, and form certificates, etc.
  3. Keeping a record of training and advancement for each leader and Scout.
  4. Producing the Frontiersman, the Catalina Council electronic newsletter.
  5. Producing notices, minutes and agendas for all types of meetings.
  6. Handling thousands of phone calls from Unit Leaders, parents, and visitors for information related to their program.
  7. Providing, without charge, dozens of regular and special forms, certificates, and recognitions.
  8. Producing District and Council Calendars, program preview kits and other aids to unit leaders.
  9. Making hundreds of reservations for audiovisual equipment, summer camps, Camporees, annual District and Council meetings, Philmont, Junior Leader and Den Chief events, and Cub Scout Day Camps.
  10. Assisting with appropriate unit fundraising opportunities such as popcorn sales.

Assists Unit Leaders with Professional Service by:

  1. Providing services of a full professional staff.
  2. Providing person-to-person counseling on volunteers, program and operational problems.
  3. Giving guidance to all Committees, Commissioners, Roundtables, Training Courses and special Council activities.
  4. Assisting with particular unit problems.
  5. Maintaining complete and frequent contacts with all community resources churches clubs, government sources, etc.
  6. Providing the Unit with District and Council activities to supplement the unit program.
  7. Working with various community groups to arrange for Scout participation in civic affairs, etc.
  8. Recruiting and maintaining a corps of Unit Commissioners who, in turn, support three or four units on a year round basis.
  9. Providing educational relationship programs to help leaders.
  10. Maintaining a library of audiovisual material for use in training and promotional programs at no cost to the unit.
  11. Giving informal and formal training courses with most the cost of literature and material included in the Council Budget.
  12. Promote training for Wood Badge, High Adventure, Philmont and other National and Regional training events.
  13. Awarding Scouter’s Key Training Awards, Den Leader Training Awards and other recognitions.
  14. Maintaining a Merit Badge Counselor list in each District.

To help the leader develop his program without charge, the council:

  1. Provides annual program notebooks and planning charts including the annual Unit Planning Guide.
  2. Awards ribbons, plaques and round-up items as earned, without charge.
  3. Provides help for Camporees, and other events.
  4. Provides materials, books, pamphlets, folders, audiovisuals and special help from the National Council.
  5. To Protect the Unit Leader, the Council screens requests for services and money raising proposals, guarding against commercialism.
  6. Maintains a liability insurance policy for all registered members.

In the field of camping and outdoor activities, the council:

  1. Maintains reservations for year-round camping and Cub Scout family outdoor events. Our facilities serve as year-round activity, camping, and training centers.
  2. Covers costs of camp repairs, replacement, utilities, maintenance, taxes, insurance, and other expenses not paid for by the boys fees.
  3. Employs Rangers/Caretakers for the protection of the camps and the convenience of units using the camps.
  4. Provides unit leaders’ guidebook, promotional videos, literature and other aids to help units with their outdoor program.
  5. Provides scholarships or “camperships” for Scouts who need some help to have a summertime camp experience.
  6. Offers units the high adventure of Philmont Scout Ranch, high adventure bases, national jamborees, camporees, and other special events that would not be possible without council leadership, coordination and financial support.

Matching Gifts

Employer matching gifts can count toward achieving your unit's Friends of Scouting goal

Matching Gifts:

Many companies offer a Matching Gift Program where the company will make a gift to the Catalina Council, Boy Scouts of America matching the contribution of its employee. Some companies will match gifts of retired employees. The rules vary among each company. Your pledge must be paid before your company will match the gift and before the gift can count towards the Unit’s Friends of Scouting Goal.

Procedures:

The adult making the gift must get a matching gift form fromhisorhercompany.

The adult fills out the form and mails it to the Catalina Council, BSA Service Center.

Our Council certifies that it has received the person's gift and mails the form back to the company. (Note: The person making the gift must have it paid in full before our Council can submit the matching gift form.)

The adult’s employer mails the matching contribution check to the Catalina Council.

The Catalina Council credits the gift to the Unit's Friends of Scouting Goal.

  • Matching gifts should not be listed on the unit's campaign report form. The employee's matching gift form needs to be included with the report. Matching gifts are not included in the unit total until our Council receives the payment from the company.

VIP Program:

Some companies have programs that award grants to the Catalina Council based on the amount of time leaders or parents volunteer for Scouting.The procedures are the same as above.

Foundation and Grant Applications Policy:

Units may not receive donations from foundations, corporations, and grants from industry employee time-share programs. Local units (packs, troops, crews, teams and posts) are not considered 501(c)(3) organizations (that is, tax exempt from Federal income taxes) under the Internal Revenue Service and cannot receive these types of funding. The Catalina Council, BSA strongly encourages local units to contact the Council Scout Executive before making any request for possible funding from organizations like those mentioned above.

The following companies make matching gifts. Call the Scout Office at 520.750.0385 or ask your employer for more information:

American Express Co. / Mutual of America
Anheuser- Busch / Nike, Inc.
ARCO / Nordson Corp.
Avon Products, Inc. / Owens- Illinois, Inc.
Ball Aerospace / Paramount Communications, Inc.
Ball Corporation / Pella Corp.
Bancroft-Whitney / Pepsi Co.
Best Stores / Pioneer Group, Inc. (The)
BMC Industries, Inc. / Pitney Bowes, Inc.
Bonneville International Corp. / Pizza Hut
CBS Foundation, Inc. / Polaroid Corp.
Chase Manhattan Corp. (The) / Quaker Chemical Corp.
Chemical Bank / Quaker Oats Co. (The)
Chemical Waste Management, Inc. / Qwest (matching & VIP program)
Citicorp/Citibank, N.A. / Ralston Purina Co.
CAN Insurance Cos. / Reader's Digest Association, Inc.
Cray Research, Inc. / Reliable Life Insurance Co. (The)
DFS Group Limited / RLI Insurance
Digital Equipment Corp. / Rolling Thunder, Inc.
Equitable Life Assurance Society (The) / Rust International, Inc.
Federal Home Loan Mortgage Corp. / Safeco Corp.
Federal National Mortgage / Sara Lee Corp.
First Bank Systems, Inc. / Charles Schwab & Co., Inc.
FMC Technology / Sedgwick James, Inc.
Freedom Forum / Shearson Lehman Brothers, Inc.
Gannett / Sherwin-Williams, Co. (The)
General American Investors, Co., Inc. / State Farm Insurance
General Cinema Corp. / Subaru of America
Glenmede Corp. (The) / Sun Microsystems, Inc.
W.W. Grainger, Inc. / Technimetrics, Inc.
Household International, Inc. / Transamerica Corp.
IBM (equipment donations) / Travelers Express Co., Inc.
IDS Financial Services, Inc. / United States Fidelity & Guaranty
IU International / UPS
J.P. Morgan & Co., Inc. / US Bancorp
John Hancock Mutual Life Insurance / Valleylab
Jostens, Inc. / Vicorp
Kemper National Insurance Cos. / Virginia Power
Kraft / WMX Technologies, Inc.
Lotus Development Corp. / Waste Management, Inc.
Mazda (North America), Inc. / Western Life Insurance Co.
McDonald's Corp. / Wheelabrator Technologies, Inc.
Mead Corp. (The) / Whitman Corp.
Microsoft Corp. / Xcel Energy


Unit Friends of Scouting

Recognition and Incentive Program

(Effective from the time your unit reaches its goal through December 31, 2016)

Units Commit To:

Recruit a Unit Family Friends of Scouting Chairman.

Prior to the presentation, agree to the goals established below.

Have your Unit Family Friends of Scouting Chairman attend the Family Friends of Scouting Training.

Communicate with each parent in your unit about their attendance and participation.

Help coordinate a Unit Family Friends of Scouting Presentation with a District Friends of Scouting Team Member.

Participation Award.

-Any Unit that has 50 % of Scouting families at re charter time that have participated in Friends of Scouting will receive a Participation Ribbon for their Troop/Pack/Venturing Crew flag. They will also receive one free use of a weekend campsite at Camp Lawton or Double V Scout Office (schedule with the Scout Office).