2012-2013

Girl Scouts Heart of Central California

Policy Manual Folsom Trails Service Unit

Approved @ Service Team Meeting 9/6/2012

2012-2013

Table of Contents

General Information Page 1

Leader Meetings Page 2

New/Disbanding Troop Procedures Page 3

Trip Notifications & Trainings Page 4

Event Policies Page 6

School Facilities Use for Troop Meetings Page 8

Finances Page 9

Scholarships/Sponsorships Page 10

Recognitions Page 11

Appendix A Service Team Contact List

Appendix B Service Unit Budget

Appendix C Service Unit Calendar of Events

Appendix D FTGS Event Planning Packet

Appendix E Service Unit Forms:

Program Fee Form

Reimbursement Form

Trip Notification Form

1 2012-2013

Welcome to Folsom Trails Girl Scouts! The Folsom Trails Service Unit was formed in

2009 when the Folsom Lake Service Unit grew too large to efficiently serve the needs

of its members. Fifty-five troops were assigned to the new Service Unit. Folsom Trails

Service Unit has the same geographic boundaries as Folsom Middle School.

The Folsom Trails Service Team established this Policy Manual over the summer of

2009 in order to clarify and establish the Service Unit’s policies and procedures. These

are reviewed annually and can be adjusted at Service Team meetings to best suit the

needs of Folsom Trails Girl Scouts.

General Volunteer Responsibilities in FTGS

Responsibility of Service Team:

Service Team will work to ensure that Girl Scout policy and procedures are upheld in all Service Unit activities.

Team Members will take any required Council position training.

Service Team will provide education, support, recognition and information to Leaders to help in delivering a positive Girl Scout experience.

Service Team will be responsible for appropriately managing any Service Unit funds.

Service Team will do it’s best to efficiently plan, run, and/or attend the Leader Meetings and be available to Leaders.

Responsibility of Troop Leaders:

Take required Council training and adhere to Council policies and procedures.

Make EVERY attempt to have a representative of the troop at the Monthly Leader Meetings. Second Thursday of each month 7:00 pm at Folsom Hills Elementary School. (If the troop cannot have a representative at the meeting, a troop representative can pick up their materials from the OPEN PORCH, 100 Denure Court, Folsom).

2 2012-2013

Leader Meeting Policy Folsom Trails Service Team will endeavor to do the following in order to provide for the needs of

FTGS Leaders and Volunteers:

Operate “green”:

One flyer per troop.

Local places (rather than Council) to gather & drop off forms and paperwork.

Utilize the Internet, including http://www.folsomtrailsgs.webs.com/ and Facebook, as much

as possible.

Offer Leader Meetings that benefit the leaders.

Show awareness for the Leader’s Time:

o Manage the time at Leader’s Meetings (start on time, prepared with agenda, and staying on

track).

o Have paperwork and information organized for easy collection by leaders (flyers & bank

statements in leader boxes before meetings begin).

o Offer babysitting for leaders who need to bring their children, if adult or older girl volunteers

are available.

o Provide opportunities for leaders to drop off necessary paperwork (Open Porch.)

o Provide easy access to assistance. Provide all leaders a contact sheet, and include contact

information on the website.

Build Relationships:

o Encourage networking (name tags).

o Welcome new leaders. (Mentors will meet with new leaders before or after Leader Meeting

and sit with the new leader to facilitate questions.)

o Provide meetings that are accessible by all types of learners including visual representations

of discussion pieces whenever possible. Meetings will have some level of interactivity and/or

movement.

o With permission of leaders, provide a list of e-mail & and phone number of leaders to other

leaders.

Educate Leaders:

o Offer instructional and suggestions to leaders that will help them better serve their scouts

and families.

o Include Girl Scout traditions at meetings. (Songs, flag ceremonies, ceremonies, etc.)

o Encourage council participation.

o Address leader issues. Have mentors at all Leader’s Meetings to facilitate age level questions.

Have a “Needs Sheet” on all tables so that thoughts or concerns can be addressed in a full

and complete manner by communicating in depth with the leader at a later time.

Encourage girls to grow and develop leadership skills

Flag Ceremonies (Contact Service Unit Mgr. to volunteer)

Public speaking

Babysitting for leaders during leader meetings (Contact Service Unit Mgr. to volunteer)

3 2012-2013

New/Disbanding Troop Procedures NEW TROOPS

Recruit Co-leader or Assistant Leader and 5 girls to be in the troop (moved to top)

Persons interested in starting a new troop should first contact Council Membership Delivery

Specialist or Service Unit Organizer and fill out a Volunteer Application. The Council office will

perform a background check and notify applicant and Orientation Specialist once it clears.

Meet with Orientations Specialist for Orientation

Sign up for Council’s “Leadership Essentials” class, which may be taken in a classroom setting or

online.

Get names of interested girls from Service Unit Organizer and/or networking at school

Have parent meeting

Contact Treasurer/Banking Coordinator to set up checking account

Register Troop

Plan to attend Leader Meeting on the 2nd Thursday of the month.

DISBANDING TROOPS

All disbanding troops shall submit a “Notice of Disbanding Troop” form to the Service Unit Registrar within 30 days of the decision to disband.

BEFORE THE TROOP DISBANDS

Check with troop parents to see if there is a volunteer willing to take over the leadership of the troop.

If not, notify troop of existing troop funds and give the opportunity for the girls in the troop to use monies prior to September 30.

PLACEMENT OF GIRLS

Every effort should be made to transfer those girls wishing to continue into another troop. It may be necessary for girls to be placed into different troops. The Organizer is available to assist you.

If none of the girls are placed in other troops, they can be placed on the service unit waiting list or in a Service Unit “friendship troop” if available, or become an individually registered Girl Scout known as a “Juliette”.

TROOP FUNDS AND OTHER ASSETS

Girls and leaders, with the help of the service team if necessary, should make the decision as to the disposition of troop funds and other assets. At least $10 must be left in the troop account when it is returned to the Service Unit.

If none of the girls are placed in another troop or troops, remaining troop funds from the disbanded troop shall be deposited in the Service Unit account and will be held for one year.

If a troop has not registered for an entire Girl Scout year, the troop is considered disbanded and any money in the troop account will be deposited into the Service Unit account.

4 2012-2013

Trips Notifications & Trainings

Trip Notifications

Trip Notifications must be filled out for any trip involving 100 miles or more roundtrip

or for any overnight. Completed forms are due at least one week in advance and

should be turned to the FTGS Service Unit Manager via Open Porch, PO Box, or

emailed to folsomtrailssum@gmail.com. (See the Folsom Trails or Council website

for forms.)

For Trips of 250 miles or over, or involving 3 or more nights away, an Intent to Travel

form must be completed and turned in to Council 4-9 months prior to the trip.

Trainings

At least one adult member of the troop should complete these trainings prior to planning and

implementing the following:

First Aid/CPR - certified adult should be present for troop outings as required in

Safety Activity Checkpoints.

Basic Troop Camping - Camping events requiring a troop camp certified adult for

each troop include troop camping, service unit and council-sponsored camping

events, core camp, and multiple troop camp events. If a troop plans to erect and

sleep in tents, cook food outdoors, hike, use a compass and map, OR build a

campfire, a Troop Camp Certified adult will be needed for those activities.

Intro to Backpacking – required for taking Girl Scouts backpacking.

Backpacking Adventure is required before taking Girl Scouts on an overnight

backpacking trip.

Trip Planning Training to be completed prior to planning any trip 3 days or longer, or

more than 250 miles round trip.

Certified Lifeguard is required to be present whenever Girl Scouts are in the water,

including a backyard swimming pool or beach setting.

*These classes can be found on the Council’s website under Adult Education.

5 2012-2013

Council Sites Available

Council owns several properties available for rent by troops including Fleming Lodge and

Camp, Camp Menzies, the Tracy Cabin, Woodland Cabin, and Davis Cabin. In addition, other

Councils own properties which may be available for use/rental by Girl Scouts outside their

Council boundaries. Look around on the web or ask your Service Unit Manager or

Membership Development Specialist for ideas!

6 2012-2013

Event Policies

Anyone wishing to chair an event should complete the Event Intent Form (in Appendix D) and turn it into the Folsom Trails Event Manager at least three months before event is to be held.

Budgeting Events:

It is the policy of Folsom Trails Girl Scouts that Events should be affordable. It is our goal that all girls should be able to attend all Service Unit Events, in as much as it is possible.

Events should be 0-based (set price based on costs only) except for those created for fundraising purposes. If event collects more than expected the money is kept in the Service Team Account and used in the future, as much as possible, to underwrite events to aide affordability.

Fundraising requirements: o Troops must fill out council required forms for fundraising. o The troop organizing the event must participate or have participated in Fall Sales and

Cookie Sales o Troop must state where the proceeds of the fundraising event will go. o Every attempt should be made to limit fundraising to no more than $2.00 per person

in attendance, as the concept of affordability should be carefully considered. o Follow Money Matter Rules.

The budget should not be designed to exceed $500 in profit for any Service Unit event.

No fundraising events may take place during Fall Magazine and Nut Sales or Cookie Sales. The period between the end of initial cookie orders and the beginning of booth sales is allowed.

Event Flyers:

Distribution:

Each troop should receive one hardcopy of each event flyer in their Leader Box.

Each flyer should be posted to the website.

Each flyer should be distributed via e-mail to all troops. Information on Flyer:

Flyer should identify event’s name, time, & location.

Flyer should clearly state the cost per girl and cost per adult.

Flyer should list chairperson’s name and contact information.

If the event is a fundraiser, it must state this on the flyer.

Flyer should include: whether or not tags are allowed, a statement regarding refund policy, indicate registration deadline.

Folsom Cordova School District Facility Use for Special Events:

To save costs of using school facilities, every effort should be made to group event usage of schools at the start of the year when the facility requests are submitted to the School District.

Remember that a custodial fee may be attached to usage of multi-use rooms when using the School District. Please be aware that charges are assessed on an hourly basis. Limit your set-up and take-down time to the extent possible.

7 2012-2013

Event Chair people do not make arrangements with the school district. This will be done by the Event Manager and Facilities Manager. The chairperson will, however, need to verify with the school itself as the event date approaches, to gain access, availability of requested things (example: microphone), and double check the hours of usage.

Use of facilities other than FCUSD facilities should be cleared by the Event Manager or Service Unit Manager

The location of the event will not be posted on Facebook to ensure the safety of our girls.

Time line for planning an event:

1. Up to a Year In Advance Present Event Intent Form:

2. Up to a Year in Advance Event Manager will supply Event Planning guide to Chair Person.

3. Three months prior to event

Discuss Event Plan at Service Unit Meeting: *Budget approval, Flyer approval, Facility approval, Risk Management plan

4. Two months prior to event

Present flyer to Leaders at Leader’s Meeting: *Flyers must be placed in Leader Boxes prior to Leader Meeting. When at all possible, have girls make the presentation.

5. Two months prior to event

E-mail copy of Event Flyer to Webmaster for posting to the website.

6. Two weeks prior to event

Chair Person supplies Event Manager with Risk Management Plan and Proof of Insurance if necessary.

7. Have event.

8. One to Two weeks after

event evaluation form

due to council - make

copy for service team

Attend Service Team meeting following event to report out/review the event and turn in any receipts for reimbursement, evaluation form, and other notes/items.

Wrap Event. Return to the Service Team Meeting, review the event, and turn in any receipts for reimbursement. Turn in your notes (budget, plan, risk management, etc.) and evaluations. This is an important process as we try to make events better and easier for future planners.

8 2012-2013

Use of School Facilities for Troop Meetings

Program fees of $3 per year are charged to each girl registering for Girl Scouts within the Folsom

Trails Service Unit. These fees primarily cover the use of school facilities for troop meetings, special

events, and Leader and Service Team meetings. In order to use school facilities, please do the

following:

1. Gain permission from a classroom teacher or school administrator for the use of a space at

school. If possible, use the same space all year. We get charged according to each separate

space we use.

2. Print the District’s Calendar and circle dates you are requesting. Fill out the District’s Facility

Use Request per the following instructions and turn it in to your School Coordinator, if

available, or school office. It will be forwarded to the District office, where our Facilities

Coordinator will work with the District to group requests and process payment through the

Service Unit.

Our Facilities Coordinator, Cindy Blue, has put together the following to assist in filling out this form:

Instructions for completing the Facilities Use Form for Folsom Cordova USD

Here is the link for the application. http://www.fcusd.org/FacWeb/facuse/FacUsePDFs/2008Use.pdf

You can fill it out and then print it and take it to the school for signatures.

Organization—Folsom Trails Girl Scouts, Service Unit #134

Represented By; The name, troop number and Service Unit #134 of the leader requesting the facility

Non-Profit #: Leave blank

Billing address: PO Box 6863, Folsom CA 95763-6863

Alt Contact: Cindy Blue

Alt Telephone #: 916-984-6465

For Dates requested, print a copy of the school district calendar and then circle the dates you are

requesting.

On the application under dates, print “see attached calendar”

We do not usually have a problem with requesting dates for the whole year. If you do have a school

that will only let you request three months at a time, please let Cindy Blue know.

Cindy Blue is the name to print under “Signature of Authorized Permittee Representative”. She will

sign these once they are forwarded to the district. She will also initial the insurance requirement.

After you have completed the form, take it to the School Coordinator if there is one, or if not to the

administration office at your school for approval of dates. It will be forwarded to the district for

payment.

Once your dates are approved, please email Cindy Blue at bluetribe4@pacbell.net with the school

name and room number so we can arrange payment of the fees for the facility.

Any questions? E-mail: bluetribe4@pacbell.net URGENT questions call 984-6465

9 2012-2013

Finances Budget Policy

Sources of income include Program Fees ($3 per year in 2012/2013); Special Event profits;

donations; disbanded troop accounts; and Council funds for cookie sales, recognitions, etc.

Expenses include school district facility use and janitor fees, Service Unit operating costs,

recognitions, scholarships & sponsorships, and Special Event costs.

A budget will be created prior to the start of each Girl Scout year and expenses will be

tracked according to each category.

A budget report will be given to the Service Team monthly and the Leaders by the Service

Unit Treasurer in October, January, and April. These reports will include detail about income

and expenses. The final year report and proposed budget will be given by July 15.

Service Unit funds will only be used to further the goals of the Girl Scout program, and/or for

girls and volunteers within the Folsom Trails Service Unit.

Treasurer/Banking Procedures

Troops will receive accounts with $10 in them, and when disbanding, leave at least that

amount in the account. Funds in disbanded troops will be held for 1 year, during which time

troop funds can follow girls who join or establish a different troop. The Service Unit

Treasurer needs to be advised when girls join/form a new troop to which funds should be

transferred.

Receipts for any Service Unit related expenses are to be turned in to Treasurer for

reimbursement within 30 days of the event for which items were purchased, and no later

than June 30 of the fiscal year. Checks will be written within 3 weeks and placed in the troop

files. A special event budget should be approved, or expenses approved by a Service Unit

Manager before purchases are made.

Monthly troop account bank statements will be placed in the Leader files upon receipt.

Troop accounts may be frozen after 10/1 if troop is not re-registered and/or previous year’s

Financial Report is not turned in.

Leaders are to contact our Treasurer, Debbie Werolin, at folsomtrailsgsbanking@yahoo.com

to set up a new troop account, or change signers.

Program Fee

Program fee of $3 per girl is due October 1 or whenever a new girl registration is received.

Program fees must be paid for troops to use school facilities or to attend Service Unit events.

Troops may choose to ask families to pay the fees or pay for them with troop funds.

A Program Fee waiver is available for individuals for whom the fee causes a hardship.

10 2012-2013

Scholarships/Sponsorships Policy Folsom Trails Service Unit will financially support the efforts of Folsom Trails Girl Scouts as funds are available,

using the following as guidelines for scholarships & sponsorships:

Criteria Maximum grant per

recipient

Scholarships for Girls

Program

Fee

Individual girl’s stated financial need* $3

Folsom

Trails

Events

Event cost paid by individual girl’s family (father/daughter,

mother/daughter, etc.) and Girl Scout has financial need to

be able to attend. *

50% of the event cost

Camp One camp per year, based on stated financial need* $25

Sponsorships for Girls

Silver

Project

All pre-requisites completed, Silver project proposal has

been approved, Presentation to Service Team

$25

Gold

Project

All pre-requisites completed, Gold project proposal has

been Council approved, Presentation to Service Team

$50

Training

Costs for

Older

Girls

Training must be required for putting on an event, earning

an award, etc. (Go For It, Prepare 2B Ready, CPR/First Aid,

etc.) Class must be offered by GSHCC. Other classes may

be eligible with prior approval, if they are needed for GS

award or event and not available through GSHCC. 50%

reimbursement is available after class has been

completed.*

$25

Adult Volunteers

Training

Costs

50% reimbursement of training fees for classes that cost

$20 and over, including Camp Certification, Lifeguard, First

Aid, Backpacking, etc. Training must be required for a Girl

Scout activity a volunteer is leading for Folsom Trails Girl

Scouts. Reimbursement form must be filled out and turned

in to Service Unit after event for which training was

required.*

$25

*Forms available at Leader Meetings or in “forms box” located at 100 Denure Ct.

General Policy Information

Scholarships will be granted as annual budget constraints allow.

Girls are required to have secured additional sources of funding for Gold/Silver sponsorships, and to

have a completed budget prepared to present to the Service Team.

Recipients must be registered Girl Scouts and identified as “Folsom Trails Service Unit” members.

11 2012-2013

Folsom Trails Service Unit – Recognitions

The Service Unit receives funds from Council annually to be spent on Recognitions. Those monies can be spent

on Girl and Adult Recognitions. Our Service Unit supplements Council’s funds to provide both Volunteer

Recognition for our adult volunteers and additional recognition for the girls’ achievements that are “above

and beyond” regular badge programs. Recognitions are as follows:

Girls’ Recognitions – Presented annually at the Service Unit Court of Awards

Award Criteria Service Unit budget

per recipient

Super Troop

Awarded to each girl and leader in a troop when Super Troop criteria are met and all paperwork is submitted by deadline.

Up to $1.75/girl 1

st yr. patch & rocker

Rockers only if already has 1st

year

Bronze Award

For individual girls who have completed all the pre-requisites for the Bronze and who have completed or will complete their project by the end of the school year.

$5 (medal, certificate & flower)

Program Aide For individual girls who have completed Council training to be a Program Aide.

$1

Silver Award

For girls who have completed their Silver Award and turned in all paperwork to Council.

Up to $15 (Certificate, flower, and gift such as silver bracelet and medal)

Gold Award

For girls who have completed their Gold Award and turned in all paperwork to Council.

Up to $25 (Certificate, flower, and gift such as engraved plaque and medal)

Rose Award For girls who have completed their Rose Award requirements.

Up to $10 (Certificate, flower, and gift such as bud vase)

Community Recognitions

If community groups have recognitions for girls, we can present them at the Court of Awards with prior approval of the Service Team

N/A

Service to Community

Earned for each age level Cadette, Senior, and Ambassador by serving at least 20 hours to an organization outside Girl Scouts. Must have prior approval from organization.

$4 (Service Bar on ribbon, Certificate, Flower)

Service to Girl Scouting

Earned for each age level Cadette, Senior, and Ambassador by serving at least 20 hours to Girl Scouts.

$4 (Service Bar on ribbon, Certificate, Flower)

12 2012-2013

General Recognition Policy Information:

Girls must attend Service Unit Court of Awards to receive their recognition awards.

Exceptions can be made if a conflict is noted to the Recognitions Manager at least 30 days in

advance. If granted, a girl may receive the award at either the April or May Leader Meeting.

If she is receiving the Silver or Gold Award, she will be asked to present her project.

Awards budget may be adjusted annually to reflect Service Unit funds available.

Adult Recognitions –Presented at Court of Awards or Leader Appreciation

*Includes Leaders, Co-Leaders, Assistant Leaders –

Awarded to Leaders in attendance at May Leader Meeting or May Leader Event

Award/ Recognition

Criteria Service Unit budget per recipient

First Year Leaders*

Completed required training and have lead a troop for at least the last 3 months of the school year

I survive 1st year patch ($2)

Ongoing Troop Leaders*

Registered troop leaders who have registered troop members and who are actively leading meetings, outings, etc.

$2

Years of Volunteer Service Pins

Volunteer in Girl Scouts, recognition in 5 year increments. Volunteer time counts for Leader, Asst./Co Leader, Service Team, running Service Unit events, etc. (Volunteer will receive “gift certificate” for pin, to be redeemed if recipient would like pin)

$5

Folsom Trails Special Recognition

Determined by Service Team for volunteers who have performed exceptionally well in a particular year or cumulatively.

$10

Appreciation Pin Nominated by members of Service Unit for outstanding service to a Service Unit in multiple roles, letters of support, goes to Council for approval

Pin provided by Council $5 Flowers

Appendix A 2012-2013

2012 - 2013 Folsom Trails Girl Scouts Service Team

Position Description Name Contact Info Service Unit Manager*

Works with Service Team, Leaders and other volunteers to promote Girl Scouts in the community, support Leaders, and ensure smooth operations of Service Team, events & programs.

Sylvia Settlemoir

FolsomTrailsSUM@gmail.com 705-9749

Registrar* Distributes, receives and processes GSUSA membership applications to Council. Works with Council to resolve any registration problems.

Nanette Langston n@nanettelangston.com cell 764-6664

Event Registrar Collects and maintains records regarding registration for special events and program fees, checks Service Unit mail box, deposits monies received and coordinates record keeping with Treasurer.

Angela Stansell angela@stansell.org 804-7400

Treasurer * Banking Coordinator

Deposits monies received, writes checks as needed, keeps Service Unit financial accounting, presents financial reports to Service Team monthly and Leaders quarterly, writes year-end financial report for Council. Sets up and helps with bank account issues for troops, distributes monthly bank statements.

Debbie Werolin folsomtrailsgsbanking@yahoo.com 984-5141

Product Sales: Cookies *

Manager - Trains and supports troops during Cookie Sales, works with Council on distribution and paperwork.

Kelly Mihelich

kelly.mihelich@gmail.com 985-9532

Site Sale Coordinator – Requests site sales for Folsom Troops Kim Ocampo loko4vr@comcast.net 983-1379

Incentives - Works with SUCM on distribution of incentives Debbie Werolin

harmony2u@comcast.net 984-5141

Cookie Cupboard - Stores extra cookies for troop cookie parents to draw from for booth sales. Works with council to maintain inventory. Process cupboard to troop transfers.

Shawna Thompson

datjr@pacbell.net 983-4491

Product Sales: Fall Sales *

Trains and works with Troop Fall Sales Managers, distributes product and incentives

Susan Douglass Sdouglass416@hotmail.com 294-9554

Organizer* Does outreach in the community and in the Service Unit to place girls who wish to be involved in Girl Scouts. Helps to form new troops

Katie Koning Katie.Koning@Pearson.com

Juliette Coordinator Works with girls who are registered, but not in a troop. Plans Juliette meetings once per month, communicates with girls about Service Unit and/or Council events.

Mary Beth Benvenuto

benvenutofamily@gmail.com

Appendix A 2012-2013

Retention Coordinator *

Plans, coordinates, and helps with events/activities to retain leaders. Exit interviews with leaders stepping down to evaluate why and how the Service Team can help leaders.

OMEGS Coordinator (Older More Experienced Girl Scouts)

Plans events/get-togethers at least quarterly for girls 8th-12th grade. This program would be designed to provide Service Unit activities specifically for our older girls and help connect them to one another. Events could be planned by a Patrol of OMEGS or by OMEGS Coordinator. Tracks Service to GS and Service to Community and lets girls know of opportunities to earn hours.

Susan Douglass Sdouglass416@hotmail.com 294-9554

Secretary Takes minutes at monthly Service Team meetings, prints and distributes Leader Meeting agendas. Takes notes at Leader Meetings to post on website.

Jen Ceja (LM) Jennifer Cole (ST)

jecole3@yahoo.com jenevieveceja@gmail.com

Recognitions Manager*

Maintains Leader and Volunteer records. Coordinates submission of Council and Service Unit recognitions. Submits annual Council Recognitions report. Helps coordinate annual Leader Appreciation meeting and Court of Awards, which recognizes girls for outstanding achievements.

Sheila Fitzpatrick

Fitz1795@comcast.net 984-9879 Home; 505-9879 Cell

Super Troop Coordinator

Coordinates Super Troop Program. Julie Calderwood FTGS_ServiceTeam@comcast.net 351-1598

Community Relations*

Gets info about Girl Scout programming and volunteers in Folsom Trails into local publications & other outreach as appropriate

Program Aide Coordinator*

Helps coordinate Program Aides to help in Service Unit events, troops, etc. Kathy Miller rxfurlie@aol.com 985-2616

Swap Shop Coordinator

Keeps donated uniform pieces, program books, patches, etc. for donation to girls in our Service Unit

Event Manager* Helps volunteer event planners with procedures for putting on a Service Unit event,

Kathy Miller rxfurlie@aol.com 985-2616

Webmaster Maintains Service Unit web site with updated information Angela Stansell folsomtrailswebmaster@gmail.com 804-7400

Council Representatives*

Represents Service Unit at Council Representatives Assembly and Council’s Annual Meeting. Communicates important information about Council-wide or GSUSA-wide changes. One Delegate can be an Older Girl (14 or older.)

Nanette Langston nlangston@rcsis.com cell 764-6664

Elizabeth Sweeney

Daisy Mentor * Assist Daisy leaders by providing support for Daisy level program issues. Angela Stansell angela@stansell.com 804-7400

Brownie Mentor * Assist Brownie leaders by providing support for Brownie program issues. Nancy Kelly

Nkelly29@sbcglobal.net 983-9880

Appendix A 2012-2013

Junior Mentor * Assist Junior leaders by providing support for Junior Program issues. Debbie Werolin Harmony2u@comcast.net 984-5141

Cadette Mentor * Assist Cadette leaders by providing support for Cadette Program issues. Sylvia Settlemoir folsomtrailssum@gmail.com 705-9749

Senior/Ambassador Mentor *

Assist Senior/Ambassador leaders by providing support for Senior/Ambassador Program issues.

Kathy Miller rxfurlie@aol.com 985-2616

School Coordinators Coordinates use of school facilities with Facilities Manager, pick up and deliver GS flyers to school secretary 2-3 times a year. Seek permission from principal to hang banners 1-2 times a year for 2 weeks. Update Service Unit Manager of school events.

Empire Oaks Krissy Hagel

krissyhagel@yahoo.com 984-4343

Folsom Hills

Nicki Freitas nickifreitas@yahoo.com 220-1100

Blanche Sprentz

Oak Chan

Russell Ranch

St. Johns

Carolyn Liden caliden@sbcglobal.net 984-9878

Journey Coordinator Collects and compiles Journey information for all levels and makes it available to leaders. Provides Journey workshop during Leader meetings as needed.

Julie Calderwood FTGS_ServiceTeam@comcast.net 351-1598

Orientation Specialist*

Meets with new leaders to get them started Krissy Hagel krissyhagel@yahoo.com

Facilities Manager Reserves school facilities for troop meetings and special events

Cindy Blue bluetribe4@pacbell.net

Equipment Library Manager

Stores and loans out Association owned equipment to registered Folsom Lake GSUSA members

Susan Douglass Sdouglass416@hotmail.com 294-9554

Gold/Silver Advisor Assists girls and leaders while girls are earning their Silver or Gold Award

Kathy Miller rxfurlie@aol.com 985-2616

Membership Development Specialist

Council staff who assists Service Unit with Orientations, Organizing, and Community Relations.

Joanna Buchowicz joanna.buchowicz@girlscoutshcc.org 1-800-322-4475

Volunteer Management Specialist

Council staff that assists Service Unit leaders and Service Team. Attends Service Team meetings and Leader meetings. Oversees issues not resolved by Service Team.

Nikki Mills Nikki.mills@girlscoutshcc.org 1-800-322-4475

Appendix A 2012-2013

General Contact Information

Council: Heart of Central California Service Unit: Folsom Trails, #134 Troop Number: _____________ Folsom Trails Girl Scouts website: http://www.folsomtrailsgs.webs.com Find us on Facebook at Folsom Trails Girl Scouts Service Unit #134 Troop Files, Blank Forms, Turn in Paperwork “Open Porch” at 100 Denure Court, Folsom Mail Address Folsom Trails Girl Scouts P.O. Box 6863 Folsom, CA 95763-6863 Girl Scouts Heart of Central California website: www.girlscoutshcc.org

Heart of Central California Program Center 6601 Elvas Avenue Sacramento, CA 95819 (800) 322-4475 or (916) 452-9181 Fax (916) 452-9182 Email info@girlscoutshcc.org Hours 8 am – 5 pm, Monday – Friday Closed Holidays

Heart of Central California Girl Scout Shop 6601 Elvas Avenue Sacramento, CA 95819 (800) 578-0276 or (916) 452-9184 Fax (916) 452-9185 Email girlscoutshop@girlscoutshcc.org Hours 10 am – 6 pm, Monday – Saturday Closed Holidays

Appendix B 2012 - 2013

Service Unit Budget

Under Construction

Appendix C 2012 - 2013

Calendar of Events Updated September 9, 2012

August 2 Service Team Meeting, Round Table on Riley, 7 pm

August 9 Drop in Leader Meeting, Round Table on Riley, 7 pm

August 10* Russell Ranch Picnic 10 am – 2 pm

August 17* Blanche Sprentz Hoedown (tentative) 6-8 pm

August 17* Folsom Hills Night at the Drive In, 6:30-9:30 pm

August 18* Booth at Soccer Opening Day

August 20* OMEGS Pizza Night, Round Table Pizza, 5:30-6:30 pm

August 24* Oak Chan Spirit Picnic, 5:30-7:30

August 24* Empire Oaks, Royal Gathering of the Nuts, 6-8 pm

August 27* Parent Info Night, Oak Chan, 5:30-7 pm

August 29* St. John’s Back to School Night

September 6 Service Team Meeting, Round Table on Riley, 7 pm

September 8 Gold Award Info, Julie Calderwood’s, 1-3 pm

September 13 Magazine Nut Troop Training, Folsom Hills Elementary, 5:30-6:30 pm

September 13* Leader Meeting, Folsom Hills Elementary, 7 pm

September 20* Parent Info Night, Blanche Sprentz, 5:30-7:00

September 21* Pinwheels for Peace (needs organizer)

September 29 Magazine/Nut Sales begin - Ends Oct 21

October 3* Parent Info Night, Folsom Hills 5:30-7 pm

October 4 Service Team Meeting, Round Table on Riley, 7 pm

October 8 Leader Daughter Monster Mini Golf, 6-8 pm

October 11* Leader Meeting, Folsom Hills Elementary, 7 pm

October 11 Stockings Due

October 13 Self Defense Class for Older Girls, 2-4 pm

October 13 Star Party

October 19* Kick-off event

October 25 OMEGS Planning Meeting, 7 pm

November 1 Service Team Meeting, Round Table on Riley, 7 pm

November 8* Leader Meeting, Folsom Hills Elementary, 7 pm

November 9-11 WOW! Weekend of Workshops

November 12 Veteran’s Parade

November 27 Cookie Troop Training

December 6 Service Team Meeting, Round Table on Riley, 7 pm

December 13* Caroling for Cans (no leader meeting)

Appendix C 2012 - 2013

Calendar of Events (continued) Updated September 9, 2012

January 3 Service Team Meeting 7 pm

January 10* Leader Meeting 7 pm

January 11 Cookie initial orders begin; preorder through Jan 27

January 31 Service Team meeting 7 pm

February 7* Leader Meeting 7 pm – note this is the 1st Thursday. The 2nd Thursday is Valentine’s Day

February 1 Father Daughter Dance (tentative date)

February 16* Cookie Mega Drop

Feb 22-Mar 16 Booth Sales are conducted

March 7 Service Team Meeting 7 pm

Mar 10-16 Girl Scout Week

March 12 Girl Scout Birthday

March 14* Leader Meeting 7 pm

April 4 Service Team Meeting 7 pm

April 11* Leader Meeting 7 pm

April (TBD) Bridging Event (details as we get closer)

April 21 Creek Cleanup

May 2 Service Team Meeting 7pm

May 3* Court of Awards (tentative)

May 16* Leader Meeting 7 pm

Planning Stages

*Service Day – in planning stages!

Thinking Day – March

*Camporee – Needs committee to help

organize (April or June)

Appendix D 2012 - 2013

Folsom Trails EVENT INTENT FORM

Contact Event Manager Kathy Miller-Laughlin at Rxfurlie@ rxfurlie@aol.com.

EVENT IDEA: _____________________________________________

Event Chairperson(s): _____________________________________________

_____________________________________________

Chairperson’s Email Address:

___________________________________________

_____________________________________________

Phone # _____________________________________________

Troop # _______________ Troop Age Level: _______________

Date Preference: _______________

Expected # of attendees: _______________ Fundraiser for Troop Yes or No

Site Location Preference: ___________________________________________

Event Planning Training: (date) _______________

Risk Management Training:(date) _______________

----------------------------------------------------------------------------------------------------------------------------

First Aider for Event: _______________________ Level 1 or 2

Service Team Presentation date: _______________ -

Service Team Approval __________ Changes to Flyer ______________________

Leader Meeting Presentation date: _______________ -

Service Team Wrap up date: _______________ -

Received/Returned Binder ______ ______ Copy of Flyer, Budget, RM Plan _____ Wristbands/First Aid Kit______

Appendix D 2012 - 2013

Council Forms to Include in this Packet

Each form is hyperlinked to the source at Council Website

o Event Planning Intent Form: Council Form # 3393

o Event Budget Worksheet: Council Form # 896A

o Request for Additional Accident Insurance: Council Form #3548

o Event Evaluation Form: Council Form #3391

o Incident Fact Sheet: Council Form #884

o Injury or Illness Report to Parent/Guardian: Council Form #3392

o Description of Intruder: Council Form #3512

Appendix D 2012 - 2013

Risk Management Plan

Who will review safety information at the event with the participants?__________________________

When & how will the safety review take place?_______________________________________________

Who will make all the emergency phone calls? ______________________________________________

Who is providing First Aide?_____________________________________________________________

What is their certification?______________________________________________________________

Who will complete Incident Fact Sheet?___________________________________________________

Event Site: Name of Site:________________________________________________________________________

Address of Site:______________________________________________________________________

Phone number at site/accessible land line:__________________________________________________

Cell phone number at Event:_____________________________________________________________

Owner of Cell Phone to be used at Event:___________________________________________________

Intruders: What are the procedures for participants to check in? ________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

How will participants be identified? _______________________________________________________

_____________________________________________________________________________________

How will you be able to identify an intruder?_________________________________________________

What will you do should an intruder be identified? ___________________________________________

_____________________________________________________________________________________

What are the procedures for participants to check out? ________________________________________

_____________________________________________________________________________________

Who will complete Intruder Description Report?______________________________________________

Appendix D 2012 - 2013

Accessing Medical Services:

Nearest Hospital? ______________________________________________________________________

Address of the Hospital?_________________________________________________________________

Phone Number of the Hospital?___________________________________________________________

Directions to the Hospital? _______________________________________________________________

_____________________________________________________________________________________

Missing Person:

What will be the procedure should someone be feared missing?_________________________________

___________________________________________________________________________________

_____________________________________________________________________________________

Gathering Girls in Case of Emergency:

Who will be in charge of gathering girls in case of emergency?_________________________________

How will you get their attention?________________________________________________________

Where will girls gather in case of emergency?______________________________________________

____________________________________________________________________________________

Who will carry Registration/Attendance Paperwork?__________________________________________

Appendix E 2012 - 2013

April 12, 2012

Dear Folsom Trails Leaders:

In order to provide Girl Scout programs in the city of Folsom and meeting space for troops and events, the Folsom

Trails Service Team asks that each girl in our Service Unit pay a Service Unit Program Fee of $3.00 PER GIRL

for the October 1, 2012 to September 30, 2013 Girl Scout year.

This is a Folsom Trails Girl Scouts Program fee, not a Girl Scouts Heart of Central California fee. All money will

go directly to Folsom Trails Girl Scouts to serve the needs of our Service Unit where the needs of the girls are of

utmost importance. We ask that you share the need for this local fee with your troop’s families when they

register.

This money will be due at the time of each girl’s Registration along with this form.

Please complete the information below and return to Service Team along with payment, so we can have a strong

year and continue to provide services to the leaders and girls of our Service Unit!

Sincerely,

Sylvia Settlemoir - Folsom Trails Service Unit Manager

FOLSOM TRAILS GIRL SCOUT PROGRAM FORM

Troop No. ___________ Leader Name: ______________________________________

List Girls who are registering at this time (use more than 1 form if necessary)

1. 9.

2. 10.

3. 11.

4. 12.

5. 13

6. 14.

7. 15.

8. 16.

Number of girls registering _____ X $3.00 = $________

Total Amount Enclosed Made Payable to “Folsom Trails Service Unit” $________

Send Program Fees to: Folsom Trails Girl Scouts, P.O. Box 6863, Folsom, CA 95763;

OR you may bring to the Open Porch at 100 Denure Ct.; OR bring to a Leader’s Meeting.

Appendix E 2012 - 2013

Request for Reimbursement Folsom Trails Service Unit

Date: Name:

Amount: Address:

Event/Reason: E-Mail:

Phone Number: Troop #

Please secure receipts to this form, Please use multiple Reimbursement Requests should your

purchases have been for various events/reasons. Thank you!

Appendix E 2012 - 2013

Trip Notification Form: Council Form 899