Council Commissioner's Letter to Unit Leaders about Unit Renewal 

Unit Leaders,

Is your unit ready to renew for the next Scouting year?

       * Mark your calendars to start the renewal process on November 1st!!!

Start preparing now to ensure your unit is ready to renew on November 1st when the renewal window opens. Starting the renewal process on November 1st will give you time to correct any errors. Go to MY.SOUTING.ORG to renew your unit. 

*The deadline to renew your unit is December 12th

NOTE: Unit renewal and individual membership renewal are separate. You do not need to renew your members to renew your unit.

• Council Registered Units will have a couple of forms to complete in order to renew your unit. (The Facility Use Agreement and the Annual Agreement for Council Registered Units)

*The Unit Financial Report, Unit Inventory Form, and Trailer Fees, if applicable, are due by January 31st.

Traditionally, Chartered Units just need to renew online. There is no paperwork required to renew your unit.

To learn more about how to renew your unit click here:

https://www.gtcscouting.org/renew/unit-renewal

Helpful suggestions:

• Get your leadership in place

• All of the adults should be current with their Youth Protection Training or Safeguarding Youth Training, important for unit renewal is confirming the members holding the positions listed below are current.

Packs:

Executive Officer, Chartered Organization Representative, Committee Chair, Cubmaster, Committee Member, New Member Coordinator, Webelos Leader, Den Leader

Troops:

Executive Officer, Chartered Organization Representative, Committee Chair, Scoutmaster, Assistant Scoutmaster, Committee Member, New Member Coordinator

Crew:

Executive Officer, Charter Organization Representative, Crew Advisor, Committee Chair, Committee Members

Ship:

Executive Officer, Mate(s), Committee Chair, Committee Members, Charter Organization Representative

• The only people that can change the leadership positions within the unit are the Chartered Organization Representative and their delegate. To update leadership positions go to Organization Manager in  MY.SCOUTNG.ORG 

* It will update overnight

• Members with multiple positions should renew themselves to avoid interrupting registration in other positions. If a unit renews a member with multiple positions, the system will only renew the position in that unit. The only way to avoid this is to have the member renew their individual membership. If the unit pays the membership fee the unit can reimburse the member.

• Start to renew online on November 1st to allow time for corrections

Changes from last year:

• Traditionally Chartered Units do NOT turn in the Annual Charter Agreement(The DE will obtain signatures and turn it in to the office)

• No Collection of the Adventure Fee(Paid with individual membership fee or renewal)

• $125 Late Fee Applied to any unit that does not complete the online renewal process and turn in required paperwork by the Due Date (DECEMBER 12)

*Any Late Fee collected will go into a financial assistant fund

• The ACH option to pay no longer exists, credit card and echeck are the only form of payment accepted

Follow this Timeline to Renew on Time:

September 10-Prepare to renew, Confirm leadership

October 15-Wrap up changes in leadership/Confirm method of payment

November 1-Renew your unit in MY.SCOUTING.ORG

November 30-Communicate with your District Commissioner or your District Executive if you are having problems that will delay renewing on time.

December 12- Online unit renewal and required paperwork due

December 13-Late Fee applied to units that have not renewed

The individual membership renewal period is now for most, if not all, of your members. Please remind all of your members to renew their membership before it expires.

For more on individual membership renewal click here:

https://www.gtcscouting.org/renew/membership-renewal

If you need help renewing your unit please contact your Unit Commissioner, District Commissioner or District Executive. Their information is in the unit renewal link above.

If you are unsure who to contact please let me know and I will connect you with the appropriate person.

Thank you for your leadership in the unit you serve.

Sherri Buck

Council Commissioner