Disbanding Troop Process & Report

Troops/groups are considered disbanded when the following apply:

1. All the girls in the troop have graduated high school (bridged to adult)2. The troop decides to no longer be active3. The troop does not meeting the membership criteria of at least 2 registered adults and 5 registered girls

(exemptions are approved by Girl Scouts of Hawaii's Senior Management Team - see Troop SizeExemption Form)

Before you disband your troop, please ask the following questions:

1. Have I talked with my Service Unit Manager (SUM) and/or Troop Leadership Team (TLT) to discussissues which may be leading to the need to disband the troop?

2. If the troop is disbanding because I need to step down as a leader, have I talked with the troopfamilies to see if there is another adult that would like to take over troop leadership?

3. Have a talked with my TLT about recruiting other volunteer leadership from my community?

To disband a troop, the troop leader needs to:

1. Notify your SUM and TLT.2. Make sure all members of the troop and their families are aware that the troop is disbanding. For

girls who wish to continue with Girl Scouts, provide information about transferring membership andplacement.

3. As a troop, decide on how to use existing troop funds. Please encourage this decision to be madeby the girls. Please note: Troop funds are for Girl Scout activities and are not to be kept byindividuals as their property.

a. Troops that disband can use the remaining funds on Girl Scout activities such as: Camp,Journeys, Field Trips, and Take Action Projects

b. Any remaining funds in the account when it is closed will be transferred to the Girl Scouts ofHawai`i.

4. Complete the Disbanded Troop Report Form.5. Complete an Annual Troop Finance Report.

a. If the troop disbands after the Annual Troop Finance Report Deadline (June 30), the troopmust submit a Final Annual Troop Finance Report by the End of the Membership Year (Sept30).

6. Once the troop bank account has been closed, be sure to cut or shred all blank checks or return thebanking documents to Council.

7. Troop Financials should be turned over to Girl Scouts of Hawai`i and will be maintained incompliance with Financial Record Retention Policies.

8. Delete any Troop Facebook pages or groups and take down related websites.9. Gather troop resources, i.e. handbook, leader’s guide, etc., and financial records. Troop supplies

and materials can be given to the SU, other troops or Council to be recycled to other Girl Scouts.

Submit completed form to Service Unit plus Council at: customercare@gshawaii.org Disbanding Troop Report 2019 08

What the Service Unit needs to do:

1. Ensure the Disbanded Troop Report Form has been completed.2. Forward Disbanded Troop Report Form to Council support staff.3. Work with Council support staff to ensure the Annual Troop Finance Report has been completed.4. Notify all appropriate Service Unit Team members of the troop disbanding.5. Confirm with Troop leadership if they wish to be removed from SU communications.

What the Council Staff needs to do:

1. Speak with leader regarding reason for troop disbanding. Confirm details including date of closure,money plans, supplies, etc.

2. Assist with placement of girls needing new troops or transferring to Individually Registered Memberstatus.

3. Confirm that the troop bank account has been closed.4. Ensure Annual Troop Finance Report is completed and submitted to Volunteer Banking.5. Retire Troop Number and deactivate the campaign in Salesforce

a Insure all Campaign Hierarchy roles have been marked inactive and removed from the catalog.

b Mark all members as inactive no later than the last day of the membership year for which the troop was last active. If the members are being transferred to another troop end their participation in the current campaign using the Troop Transfer Procedure.

6. Send final communication to all Troop Members notifying them what actions have been taken andprovide assistance as necessary.

Submit completed form to Service Unit plus Council at: customercare@gshawaii.org Disbanding Troop Report 2019 08

Disbanding Troop Report

This form should be completed by an existing troop leadership team and submitted to the Service Unit Manager or Girl Scouts of Hawai`i whenever a troop disbands. Please use additional paper as necessary.

Note: The Annual Troop Finance Report must be completed prior to a troop’s disbanding.

Troop Number ___________ Troop Service Unit __________________ Program Level _____________________

Troop Leader (01) _____________________________ Troop Leader (2) ____________________________

Troop Leadership Team: ___________________________________________________________________________

_________________________________________________________________________________________________

Troop Leader (01) Status: Troop Leader 02 Status:

Will continue in a new volunteer capacity Will continue in a new volunteer capacity Will not continue in any volunteer capacity Will not continue in any volunteer capacity

Reasons for disbanding: (Check all that apply)

Lack of volunteer leadership Ambassador troop bridging to adult Girls weren’t interested anymore Initiated by service unit and/or council

Other (please specify): ______________________________________________________

Girls from Troop (please attach additional paper if needed):

Total Number of currently registered troop members

Girls placed, or to be placed, in other troops: (list name and new troop number)

Names of girls registering as Juliettes:

Girls not continuing in Girl Scouts:

Names of girls needing placement in another troop (list name and troop grade level needed)

Submit completed form to Service Unit plus Council at: customercare@gshawaii.org Disbanding Troop Report 2019 08

Checklist:

□ Individual records of girls given to girls or leaders of new troop.

□ Final Annual Troop Finance Report with closing balance completed and attached to this form.

□ Troop Funds

□ All troop funds were spent prior to disbanding and the troop bank account was closed on(date)________ by (name) __________________________________.

□ Close account as is, remaining account balance to be transferred to Girl Scouts of Hawai`i.

□ Troop Supplies and equipment were given to: __________________________________________(Name, Troop Number / Service Unit or Council)

□ Troop related social media outlets have been deleted, disabled or transferred to Council.

Completed By (Name and Title): ____________________________________________ Date: ____________________

**********************************************************************For Council Use********************************************************************

Report Reviewed By: _______________________________________________ Date: ________________________

CEI update completed By: ___________________________________________ Date: ________________________

Submit completed form to Service Unit plus Council at: customercare@gshawaii.org Disbanding Troop Report 2019 08