Boy Scouts of the Philippines

Agusan Council

MEETINGS AND
RECORDKEEPING
 CREW MEETING
• It is a full where a Crew Leader gets his chance
to exercise his leadership ability and the
training he has received.
• A Crew meets independently once a week and
once every month as a part of the Outfit
meeting.
• A regular Crew meeting procedures produce
the best results.
Ingredients of a successful Crew Meeting

• Three C’s
– Ceremonies should be short and impressive
– Checking of attendance, dues and Scout advancement
– Coaching the Scouts on the skills requirements
• Three P’s
– Plan future activities
– Project - work on service or Income-generating projects
– Play - be sure that your fellow Scouts will enjoy the meeting
 OUTFIT MEETING
• A meeting that unify everybody for a common
experience in the Crews that make scouts feel that
they belong to the World Scouting Brotherhood.
• This is where all of you will learn something new
from a demonstration or dramatization of a new
skill
• Outfit meetings depends on the decision of the
Outfit Council.
• It must be held once a month with the specific
meeting day decided by the Outfit.
 Suggested Guide For A Crew Meeting
PERIOD time Activity In-Charge

Opening Period 5 Opening Prayer; Flag Ceremony

Crew Scribe checks the attendance

Conduct uniform inspection
Business Period Crew Treasurer collects dues

Crew Scribe reads “Minutes” & page of log

(Checking) 48 book dealing with last week’s activity for
correction or acceptance by the whole Crew

(Planning) Check each Scout’s records, advancement

records
Plans next Crew meeting

Instruction Period Learning-by-doing Demonstration and

25
(Coaching) Practice Scoutcraft or Handicraft project

Put pep and fun in the meeting using games,

Recreation Period 10 songs, stunts, story-telling, etc.

Closing Prayer; Taps; Scout and Oath and

Closing Period 5 Law
 Sample
Outfit Meeting Plan
___ Week ___ Month
Year____
INSTRUCTION: ______________________________________
OUTFIT: ___________________________________________
THEME: “The Wonders of Nature”

PERIOD TIME ACTIVITY IN-CHARGE

PRE-OPENING Exhibits Service Crew

OPENING 5 mins Four Freedom Ceremony Program Crew

Roll Call Outfit Scribe

Inspection SCL
BUSINESS 15 mins Advancement Report SCL
Planning Future Activities SCL
Unit Formation & Signals SCL

SCOUTCRAFT 10 mins How to a One-Man Latrine Guest Instructor or Resource Person

Nature Expedition Outfit Council

CREW CORNERS 10 mins
Poisonous Plants Trail SCL

Knot-Tying Relay:
Timber Hitch
GAME 10 mins
Man-Harness
SCL
Draw Hitch
 Ideal Meeting program points
• Begin and close on time
• Keep everybody always busy
• As a general rule, shift to a different activity before the
members tire of what they are doing
• Encourage members of the Outfit Committee to visit/attend
• Allow no more than twenty (20) minutes for any one activity
• Always include something new, something old; something
surprising; something true
• Keep visitors on the sidelines; do not let them interrupt the
meeting
 MEETING PROCEDURES
• In Outfit or Crew meetings, use democratic methods
when you come to the business session.
• Members express their thoughts and reach decisions
by vote.
• The officers and Committees carry out the projects
authorized by the Outfit with your full-even though
you voted with the minority.
• Senior Scouts conduct their meeting using the simple
rules of parliamentary procedure.
 Business Meeting Procedure example
1. CALL TO ORDER
Senior Crew Leader(SCL): The business meeting of Senior Scout Outfit No. 2 will
please come to order. The Outfit Secretary will read the minutes of our last meeting.
2. READING OF THE MINUTES
(The Secretary reads the summary of the business done during the last meeting,
such as reports made and motions passed or rejected. Time can be saved if the
minutes are posted on the Bulletin Board before ).
SCL: You have heard (or read) the minutes of the last meeting. Are there any
additions or corrections? (Pauses). There being none, will somebody please move for
the adoption of the minutes.
Any member duly recognized by the SCL will say:
“I move that the minutes of the last minutes be adopted as read.”
The motion must be seconded by any member simply by saying, “I second the
motion.”
SCL: It has been moved and seconded that the minutes of the last meeting be
adopted as read. Are there any objection? Comments?
If none:
SCL: There being none, the minutes of the last meeting is hereby adopted as read.
 Business Meeting Procedure example
3. MATTERS ARISING FROM THE MINUTES
SCL: Are there any matters arising from the minutes of the previous meeting
which the members wish to take up? (Here, members may bring up unfinished business or
follow up action on the decisions made during the last meeting.)
4. NEW BUSINESS
SCL: May we hear the Treasure’s Report on our finances? (The Treasurer either
reads a short financial report on income and expenses, or distributes copies of it.)
SCL: You have heard (or read) the Treasure’s Report. Any remarks or
comments? The members Report or ask questions will do so at their time.
SCL: If there is no other remark or comment, may I hear a motion for
acceptance of the Treasurer’s Report.
1st Member: Mr. Chairman, I move that the Treasurer’s Report as read (or
corrected ) be accepted.
2nd Member: I second the motion.
SCL: Is there any objection? Hearing none, the motion is carried.
SCL: Is there any other business on the agenda?
(For example, the social committee chairman reports that a roller skating party
be proposed to be held on the 3rd Sunday of the month and outlines the plan.)
SCL: Will someone make a motion on this plan?
Business Meeting Procedure example
3rd Member: Mr. Chairman, I move that the Outfit hold the roller skating
party as recommended by the Social Committee and that Treasurer be authorized to
advance the needed funds for the preparations.
4th Member: I second the motion
SCL: Is there any discussion on this matter? (Any member wishing to speak
will address the chairman and saying “Mr. Chairman and wait until the SCL recognizes
him. This gives each speaker a fair hearing and saves time for all. If there are
amendments, they are discussed and voted upon.)
SCL: Let us now vote on the motion as presented (or amended). The
motion is that the Outfit hold a roller skating party as recommended by the Social
Committee and that the Treasurer be authorized to advance the needed funds for the
preparations from our Outfit Treasury. All those in favor, say “aye” .
Members: Aye
SCL: All those opposed, say “nay”.
Members: Nay
SCL: The “ayes” have it. The motion is carried. The Social Committee will
take charge of the Activity.
(If there is a question on the division of opinion by voice vote, The SCL calls
for a raising of hands, and the Secretary counts the members.)
 RECORDKEEPING
• Your Crew or Outfit must have records, but try to keep
everything simple. Many have reduced their records to
the following:
– Minutes of Business Meetings
– Attendance Records
– Financial Records
– Advancement Records
– Outfit Scrapbook
– Outfit Properties/ Inventory
– Special Records
– Guest Record Books
 THANK YOU &
HAPPY SCOUTING