Changes Coming in My.Scouting

A new Position Manager tool, found on the Organization Manager page of My.Scouting, will be rolled out in the next few days. This new tool updates and replaces the current Organization Security Manager and gives any currently chartered unit the ability to change leader registrations without having to fill out applications and take them to the council service center.

Position Manager will allow Chartered Organization Representatives and their designees to change any leader positions, except the Chartered Organization Representative, with the drag of the mouse. It will require an overnight sync, and then the new leadership position will be updated in the unit.

The assignment of functional assignments like key 3 delegates and membership chair can be done in Position Manager, too. The below job aid will illustrate the new tool and its features.

Position Manager Job Aid




Virtual Little Philmont 2021

Join Hundreds of Other Scouters at the Virtual Little Philmont 2021 Event and Get a Taste of the Philmont Experience

Friday, May 21 from 9pm-10:30pm EDT
Saturday, May 22 from 10:30-2pm EDT

Virtual Little Philmont 2021 provides a unique opportunity to hear from leading Scouters who continue to deliver high-quality programs for our youth. Several topics will be addressed with a variety of focused break-out sessions on subjects like recruiting, involving parents, leading a troop, helping Scouts stay engaged “after Eagle,” utilizing digital tools to reach your Scouting audience, and more. This exciting event can be a catalyst for increased knowledge and energy within the Latter-day Saint Scouting community.

We’ll open the event on Friday evening (May 21st) with a fireside chat with Rex Tillerson, former BSA National President, former U.S. Secretary of State and former Chairman/CEO of ExxonMobil.

We’ll continue the event on Saturday morning (May 22nd), addressing various topics necessary to continue Scouting with energy, increased knowledge, and enthusiasm. Come join us!

Register Now
Facebook Page
Website Link




BSA System Maintenance Updates February 6

In efforts to provide a more stable and secure MyBSA environment, the BSA will be migrating an internal database server to new hardware. During the maintenance window of Saturday, February 6, 9AM EST to 2PM EST, MyBSA and applications accessed via MyBSA will be unavailable.

The following services will have disruptions during this maintenance window: Web applications hosted at the National Office, MyBSA, MyTools (Legacy), Internet Rechartering, Internet Advancement and applications that are accessed via MyBSA.




Updated Charter Agreement

The BSA National Service Center has just released a new Charter Organization Agreement that must be signed by either the Institutional Head and/or Chartered Organization Representative.

We understand that a number of units have already submitted their charters to their unit commissioner or district recharter representative. If a unit has submitted their packet with the old form, your district executive or a member of the council staff will be reaching out to let you know that the unit must submit the new form. We understand this is an inconvenience, the importance of this updated agreement is critical to Chartered Organizations. The new form includes language directly addressing insurance and indemnification of the Chartered Organization.

We apologize for any inconvenience this may bring, the number one priority is always the safety and protection of our members and partners.

The New Chartered Organization Agreement Form




Transfer & Multiple Now Done On My.Scouting

On the “My Application” tab you can transfer yourself as an adult volunteer or your youth member from
unit to unit.

Unit leaders will be able to transfer youth by going to the new “Roster” feature in “Member Manager” and “Organization Manager” and select the youth who
need to be transferred, then click the “Transfer” icon.

This will create a transfer application which will be sent to the new unit with the ability to be approved in “Application Manager”.

Transfers will take 48 hours to sync with the new unit.

The “Roster” tool also allows unit leaders to email other leaders in the unit directly from the tool.

Editing youth and adult profiles, and printing rosters and membership cards is also available in the updated tool.




New Video Resources Can Help Den Leaders

With the pandemic limiting some in-person activities, these videos offer an easy-to-deliver virtual alternative for leaders.Your Content Goes Here




Changes to Council Activity Fee Aug. 1, 2020

Dear Scouting Families,

Families today have many options, but Scouting continues to stand out as a safe and fun atmosphere where a kid can be a kid all while preparing them to become an even better adult.

As we look toward the future of Scouting, the Mayflower Council is committed to providing a  wholesome and cost-effective Scouting experience.

Our activity fee is being increased out of necessity to support critical safety components of our organization like youth protection resources, criminal background checks, technology upgrades and insurance coverage rates which have risen substantially over the past few years.

The Mayflower Council staff and board volunteers have worked tirelessly to keep the cost of Scouting as low as possible for our families. Our council is fiscally sound; however, it is crucial that we continuously review our financial structure in order to guarantee the longevity of our local programs.

Over the past three years, our council has maintained the activity fee and subsidized rising core costs – the greatest being insurance coverage – to keep fees as low as possible. Unfortunately, it is no longer possible to subsidize these costs at past levels.

Additionally, COVID-19 coupled with the challenges created by a National BSA bankruptcy, has required our council to consider how these external factors will impact Scouting in the MetroWest and South Shore.

As a result, the Mayflower Council has been forced to make dramatic changes to expenses because of the decreases in our traditional revenue sources.

ACTIONS & TRENDS

  • Family participation in our annual Investment in Character fundraising campaign has fallen from 16% to only 5%.
  • Due to COVID-19 camp restrictions we have absorbed $406,000 in camp loss of revenue
  • We have reduced our expenses by 31%
  • The Mayflower Council Staff has been reduced by 10%

The decision to increase our activity fee was not made lightly, but it is necessary to fulfill our promise and continue to offer the level of Scouting our families are accustomed to without any decline in service. Many factors went into increasing the council activity fee and it was imperative that the information was conveyed in a timely manner to our units and families.

The activity fee will allow the Mayflower Council to provide:

  • Medical and accident insurance coverage as well as local liability insurance for all registered members.
  • Free tent camping at Camp Resolute, Camp Squanto and Nobscot Scout Reservation.
  • Camp fees that are as low as possible while enhancing camp properties.
  • Free required training course for adult leaders.

For a comprehensive list of how the Mayflower Council supports units and Scouting families click here.

After careful consideration, and approval by the Mayflower Council Executive Board, beginning on August 1, 2020, the activity fee will be increased from $30 to $36 per youth member (50 cents per month) in Cub Scouting, Scouts BSA, Venturing and Exploring. (the previous activity fee excluded Lions, 18 – 21 year old Venturers and Explorers.) The fee will not apply to adult members and will be prorated on a monthly basis. The new fee will not apply to existing members until their unit recharters for 2021.

One hundred percent of the recently increased annual National registration fee goes to the National Boy Scouts of America Council to support Scouting for you. Including: Scoutbook; Youth Protection Training; liability insurance; program development and much more.

If you have questions on the council activity fee or the National BSA membership fee, please do not hesitate to reach out to your district executive or email us at communication@mayflowerbsa.org.

We thank you for your commitment to Scouting in the Mayflower Council and urge you to continue to be an advocate for Scouting as our programs are preparing thousands of youth across the MetroWest and the South Shore of Massachusetts, for life.

Yours in Scouting,

Mike Rotar
Council President

Josh Paulin
Council Commissioner

Bryan Feather
Scout Executive / CEO




Council Support For Units & Scout Families

What Does Mayflower Council Do For Units & Scout Families?

To help unit leaders, the council maintains a service center with administrative staff to:

  • Process registrations, Boys’ Life subscriptions, and special requests to the National Service Center and other organizations.
  • Maintain a supply of literature, insignia, forms, certificates, etc., needed by the leader to carry on the unit’s program.
  • Keep records of advancement, membership, training, etc. necessary to unit operation.
  • Publish a weekly newsletter to keep leaders informed of the latest local and national Scouting news, coming events, etc.
  • Produce notices, minutes, agendas, etc., for district and council committees that are developing programs for leader and unit benefit.
  • Handle inquiries and visitors to our service center for information related to unit operation and Scouting procedures.
  • Provide a myriad of forms, applications, certificates and literature helpful in the unit program.
  • Produce district and council calendars and schedules, programs, kits and special aids to assist leaders and their committees.
  • Manage reservations for long-term camping, short-term camps, camporees, jamborees, high adventure bases, training courses, meetings, annual council and district meetings, troop leader and den leader events.

To protect the unit leader, the council:

  • Maintains a liability policy for the protection of all leaders and chartered organizations.
  • Maintains accident and sickness insurance policy for all registered youth and leaders.
  • Screens requests for services and money earning proposals, guarding against improper use of Scouting for commercialism and exploitation.
  • Has staff members available on what is practically an around-the-clock, around-the-calendar basis to meet any emergency.
  • Manages and processes CORI checks
  • Provides assistance with any Youth Protection issues that may arise.

To help the leader develop unit program, the council provides without charge:

  • Program helps, calendar of activities, meetings and special events.
  • Awards, such as ribbons, certificates, recruiting awards, etc.
  • Recruitment supplies including posters, fliers and other materials.
  • Sample ceremonies, parent’s night program outlines, training aids, etc.
  • Source materials and personnel.
  • Materials, books, pamphlets, folders, videos and special helps from the National Council and cooperating organizations.

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

  • Maintains three Scout camps, with a total of 1,500 acres, for year-round camping and Cub Scout family outdoor events. Our Scout camps serve as year-round activities, camping and training centers.
  • Offers units the use of equipment for short-term, weekend, and year-round camping.
  • Covers costs of camp improvement, repairs, replacement, maintenance, insurance and administration. These and other charges are not paid for by Scout’s fees.
  • Employs full-time camp rangers for the protection of the Scout camps and the convenience of units using facilities. They keep these facilities ready and available for unit and family use.
  • Provides campers’ early-bird savings discounts, unit leaders’ guidebook, camp videos, literature and other aids to help units with their program.
  • Provides scholarships or “camperships” for Scouts who need some financial help to have a summer camp experience.
  • Offers units and individual youth access to high-adventure bases like Philmont Scout Ranch, Northern Tier and Sea Base, national jamborees, field days, camporees and other special events. These would not exist without the council giving leadership and coordination.

In educational and relationship building programs, the council provides the leader with:

  • A library of videos, digital projectors and screens for use in training and promotional programs.
  • Informal and formal training courses with most of the cost of literature and materials, etc., and all the staff time included in the council budget.
  • Monthly roundtables for the benefit of leaders, committee persons, assistants, and den leaders, providing materials, staff and other costs.
  • Scouter’s Key, training awards, Den Leader’s Training Award, Silver Beaver, District Award of Merit and other Scouter recognitions.
  • A merit badge counselor corps in more than 130 subjects.
  • A variety of advancement forms and certificates without charge.

Providing the unit with district and council activities and service, the council:

  • Plans and conducts various types of activities in which units participate such as Merit Badge University, Pinewood Derby and Scouting for Food.
  • Organizes camporees, Cub Scout day camps, jamborees, high-adventure trips, absorbing some overhead costs to keep participants’ expenses to a minimum.
  • Works with various community groups to arrange for Scout participation in civic affairs and Good Turn projects.
  • Recruits and trains a corps of commissioners for assisting with unit program and maintaining standards.

To assist leaders, the council employs a trained full-time staff who counsel, guide and inspire:

  • Through person-to-person counseling on unit relationships, administrative and operational problems.
  • Through guidance of all committees, commissioners, roundtables, meetings, conferences, courses, district and council activities in the development of programs that directly benefit leaders and units.
  • Through contacts with the community resources (clubs, churches, government, etc.), secure help for all units that they alone could not obtain. The use of parks, recreational areas, use of buildings for special events, picnic areas, campsites, and meeting facilities are a few examples.




National BSA Member Fee Increase

Dear Scouting Family,

Today the National Council of the Boy Scouts of America announced an increase to the annual membership fees. These increases are a result of rising operational costs and COVID-19, which has created a substantial unplanned loss of revenue due to mandated Scout Shop closures and shortened high adventure base seasons.

Locally, our council is also facing financial challenges and we are doing our best to address the impact of three months of office closure, activity cancellations, diminished fundraising campaigns, and the loss of some of our summer camp season. We know, however, that our staff and volunteers will continue to do their best to offer high-quality Scouting experiences during these challenging times.

We understand many of our Scouting families are also dealing with similar financial issues. We do not want finances to be a barrier to participation in Scouting, and will do our best to assist families who need it, to the fullest extent possible.

We are aware some of our members may have heard about these fee changes this weekend via social media. The Mayflower Council did not share this information previously because the National Council requested that all councils wait until June 1st before distributing this news. Some councils, unfortunately, chose to share the information prematurely, which may have spawned some confusion. The Mayflower Council apologizes for any inconvenience this action may have caused.

Please review the infographic below. Click here to view the frequently asked questions about the fee increase. As more information is released, we will share the most up to date information here.

Thank you for your continued dedication to our Scouts. As Scouting navigates these turbulent times, we stand together to achieve our shared mission: helping young people in our community learn, grow, and thrive.

If you have specific questions regarding these changes, please contact your district executive or email us.

Yours in Scouting,

Mike Rotar
Council President

Josh Paulin
Council Commissioner

Bryan Feather
Scout Executive / CEO




Background Check Disclosures/Authorization FAQ

Please note this information cannot be distributed with the original message or in any message with the disclosure forms due to laws specific to the transmission of these documents.

 

  1. Is the BSA doing credit checks on volunteers?
    • No. The BSA will only use these signed authorization forms for approval to obtain a criminal background check. State and federal laws regulating background checks and consumer credit checks require that both items be mentioned on the form since a full background check includes both parts. Again, the BSA is only using this form for authorization to obtain a criminal background check.
  2. Why is this being done now?
    1. Starting in 2020, rechecks will be performed every five years, but it will take several years to recheck all leaders. Unfortunately, technical limitations and changes in the law over the last five years prevent us from using existing authorizations from older applications. As such, new disclosure had to be sent and new signed authorization forms obtained. Rechartering provides the best window to collect and verify they have been received before the council processes the recharter application.
  3. What about volunteers that are not registered with units?
    • All currently registered adults and employees who have not had a criminal background check in the last five years will be rechecked. Mayflower Council will individually track district and council registered employees and leaders, including merit badge counselors.
  4. What about those who did not get the forms by e-mail?
    • Ample copies of the background check disclosure and agreement will be provided November Roundtable meetings and are available on our website at www.mayflowerbsa.org/recharter.
    • Your unit leader, or the leader responsible for completing your unit’s annual charter renewal, will ensure that each registered adult volunteer leader receives both the disclosure form as well as the authorization form. The council will collect all of your unit’s authorization forms (we will not need to collect the separate disclosure page) at the time that your unit submits their annual charter renewal packet. District and council volunteers, including merit badge counselors, should submit the authorization to your district executive, mail it to the Marlborough Service Center, 2 Mount Royal Avenue – Suite 100, Marlborough, MA  01752 or you may email it to membership@mayflowerbsa.org.
  5. What about those with multiple registrations?
    • Only one authorization form per person needs to be collected and retained by the council. An authorization should be submitted with their primary BSA registration.
  6. What happens if a unit leader does not provide an authorization?
    • Leaders who do not provide new authorization will not be able to renew their registration.
  7. Why can’t the volunteer just reply to the original e-mail and attach their signed authorization form?
    • The best way for us to ensure compliance is to require that the council registrar verify that a signed authorization form is physically in hand before processing a unit’s recharter. This removes much of the potential error and associated penalties that could result from other methods. This will facilitate the process of ensuring that a current form is on file at the council service center before posting their registration.
  8. Are there different forms for different states?
    • Federal and state laws prescribe what must be in the disclosures and how they are to be provided. A form compliant with federal and various state laws was sent to all volunteer leaders except those in California. Leaders with a California home address or whose council territory includes California received California-specific forms due to the specific requirements of California law.
  9. Can the council accept a faxed copy or scanned copy sent via email of the signed authorization?
    • Yes, so long as it is legible and is sent by the individual who signed it.
    • Your unit leader, or the leader responsible for completing your unit’s annual charter renewal, will ensure that each registered adult volunteer leader receives both the disclosure form as well as the authorization form. The council will collect all of your unit’s authorization forms (we will not need to collect the separate disclosure page) at the time that your unit submits their annual charter renewal packet. District and council volunteers, including merit badge counselors, should submit the authorization to your district executive, mail it to the Marlborough Service Center, 2 Mount Royal Avenue – Suite 100, Marlborough, MA  01752 or you may email it to membership@mayflowerbsa.org.
  10. Can the council accept an electronic signature?
    • Digital signatures from third-party providers are acceptable. E-mail confirmations, permissions or typed names on the form are not acceptable substitutes for wet signatures.
    • Your unit leader, or the leader responsible for completing your unit’s annual charter renewal, will ensure that each registered adult volunteer leader receives both the disclosure form as well as the authorization form. The council will collect all of your unit’s authorization forms (we will not need to collect the separate disclosure page) at the time that your unit submits their annual charter renewal packet. District and council volunteers, including merit badge counselors, should submit the authorization to your district executive, mail it to the Marlborough Service Center, 2 Mount Royal Avenue – Suite 100, Marlborough, MA  01752 or you may email it to membership@mayflowerbsa.org.
  11. What about unit renewals that have already been processed or will not recharter until after January 1?
    • For unit renewals that have already been posted because the unit renewal date was prior to the email notification or the unit renewal date is after January 1, authorization forms still need to be collected as soon as possible. All new authorization forms should be received by December 31, 2019.
  12. The authorization form states the BSA can share my background with other entities. Which entities are those?
    • Background checks are conducted by the National Council of the Boy Scouts of America and shared with local councils for the purpose of conducting Scouting business. Local councils are separate organizations from the National Council of the Boy Scouts of America.
  13. Can the council require the forms be collected at the unit level and not sent to the council service center?
    • Yes. The council can require the forms be collected at the unit level or by a designated unit representative.
    • We want to clarify what is needed from you, and how this will be handled in our Mayflower Council:
      • Every registered leader needs to review, sign, and turn in the “Additional Disclosures & Background Check Authorization” form in order to renew their membership for next year.
      • If your primary registration is with a unit, please give the form with your original signature to your unit leader, or the leader responsible for completing your unit’s annual charter renewal, who will submit it with the recharter paperwork.
      • If your primary registration is NOT with a unit, please give the form with your original signature to your district executive, mail it to the Marlborough Service Center, 2 Mount Royal Avenue – Suite 100, Marlborough, MA  01752 or you may email it to membership@mayflowerbsa.org.

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