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Utah South Area 2015 Friends of Scouting Drive General Instructions Introduction Boy Scouts of America (BSA) provides character-building activities for boys ages 8-17 in the Church s United States wards and branches. The Church s Friends of Scouting Drive, which is conducted annually under Handbook 2, 13.6.8, helps fund the local BSA council and its districts. The Utah National Parks Council (UNPC), and its 19 associated districts, serve the stakes and wards within the Church s Utah South Area. Direction follows for the Church s 2015 Friends of Scouting Drive within the Utah South Area. Guiding Principles 1. Church leaders direct the Friends of Scouting effort. Bishops direct the effort in each ward; stake presidents within each stake; and Area Seventies within each coordinating council. The LDS-BSA Chairman (a stake president) within each coordinating council assists an Area Seventy in this effort, as do those selected by stake presidents and bishops to assist. Each stake president determines when his stake s 2015 Friends of Scouting Drive has concluded, and so advises his coordinating council s LDS-man. 2. BSA s professional Scouters assist stakes with associated training, and otherwise, as requested by stake and ward leaders. 3. Goals for the Church s Friends of Scouting Drive are not stated in terms of specific dollar amounts required to be raised by each stake and ward. Rather, our goals are to: Give all families in Utah South Area wards an opportunity to contribute to Scouting; and account well for contributions. 4. Stakes are asked to organize and lead the Friends of Scouting Drives consistent with the attached Area/Stake Timetable and Assignments. 5. Wards are asked to conduct their Friends of Scouting Drives as outlined under the attached Ward Timetable and Assignments. Wards are asked to adapt and use the provided draft bishop s letter, with which should be enclosed the document entitled To Friends of Scouting. 6. BSA s Patchfunding website is the means for ward, stake, coordinating council and area leaders to regularly access information concerning progress in their portion of the drive. Passwords are provided in BSA-provided training. Log-in: https://unpc.patchfunding.com/login.php?bsa. 7. Two new procedures apply to the 2015 Friends of Scouting Drive, both developed via collaboration between the Church and the UNPC. Please study the accompanying Deposits and Receipts Instructions. These new procedures are: Friends of Scouting funds received by wards are deposited by wards to a deposit-only BSA account at a specified local bank, after having been accounted for via the Patchfunding system. Receipts will be issued by BSA upon system entry as to all donors who provide email addresses, and within 60 days by U.S. Mail to other donors of $250 or more. 8. A few stakes have successful traditions of conducting their Friends of Scouting Drives in the spring, or via methods that vary from the general pattern. Such stakes are asked to coordinate their plan with their Area Seventy and with local professional Scouters. Attachments: 1. Area/ Stake Timetable and Assignments; 2. Ward Timetable and Assignments; 3. Deposits and Receipts Instructions; 4. Bishop s Letter and Donation Record; 5. To Friends of Scouting; and 6. LDS-BSA Relationship Committee Chairs. 2
Area/Stake Timeline and Assignment Matrix Utah South Area 2015 Friends of Scouting By Date Who Action and Comments Wed.,July 8 Elder Clayton Signs and authorizes distribution of FOS letter and associated instructions. Wed. July 8 Elder Leavitt By email sends Elder Clayton s letter and materials to Area Seventies in the Utah South Area, asking each Area Seventy to confirm to Elder Leavitt via leavittd@ldschurch.org, receipt and forwarding to all stake presidents within their coordinating councils (except those serving Friday, July 10 Sat., July 11 Sat., July 11 to Sun., August 2 Sun., August 9 Thur., July 9 to Thur., August 13 Area Seventies Stake Presidents Stake Presidents and Stake President Counselor over Scouting, High Council Ward Advisors man Stake HC Ward Advisors Bishopric Counselor over Scouting Ward Clerk single adult or married student stakes). Area Seventies forward by email the materials to all stake presidents in the coordinating councils they serve. In the Area Seventy s cover email, he asks each stake president to confirm before Sunday, July 12 th to the coordinating council s District LDS-BSA Relationship Chairman (see attached list) that the stake president has received the materials, reviewed them, and stands ready to act. Stake presidents confirm to the Coordinating Council s LDS-, by email, receipt and review of the FOS Drive materials, and that the stake is ready to execute the plan. The report can be as simple as Received and ready. Receives FOS training, deposit stamps and bags for each ward, Patchfunding passwords, etc. from the BSA District Leadership all preparation and materials needed to train wards. This is initiated by either the stake presidency, or by the District Scout Leaders. Both are responsible. This training can occur stake-by-stake, or via a coordinating council s LDS-BSA Relationship meeting. 1) Receives reports from each stake in the coordinating council concerning accomplishment of stake training; 2) Reports to his Area Seventy and Elder ** which stakes have received the materials and are engaged with the effort (e.g., the report could simply be: Spanish Fork Council, 10 of 11 stakes confirmed, follow-up pending for stake X; and 3) Asks his Area Seventy for support to thank and encourage, as appropriate. Ward-level FOS Training. This is conducted by the high council advisor to the ward. The ward clerk is needed to assist with production of labels and donor cards. The ward financial clerk (or another assigned) will have responsibility to account for the donations and donors, and with another to administer the deposits. Note: No Church data may be placed by electronic transfer on BSA s system. Donor information must be entered manually on BSA s system but may have its source from ward lists (as to actual donors). Ward Financial Clerk (or another assigned) Sun., August 16 Stake HC Ward Advisors Reports completion of Ward FOS Orientation to the stake presidency counselor. Wed., Stake Presidency Counselor Report the stake s progress to the coordinating council s LDS-man by August 19 over Scouting email. This report lists simply (e.g.): Payson Stake, 7 of 8 wards confirmed follow-up Sun., August 23 DATES Sept 2 Sept 9 Sept 16 Sept 23 Sept 30 October through December Bishopric Counselor over Scouting Stake Presidency Counselor over Scouting Elder Leavitt Other Area Seventies s. Stake Presidents pending on the remaining ward. Report the coordinating council s progress to Elder Leavitt. This report can simply say (e.g.,): Payson coordinating council, 102 of 108 wards oriented. The bishopric counselor over Scouting reports each September week, by the indicated dates, to the stake presidency counselor over Scouting, the ward s approximate percentage of completion of the Drive (percentage of families having received an opportunity to participate), and any observations relevant to the conduct of the campaign. The stake presidency counselor over Scouting estimates the stake s percentage of completion and reports that estimate, and campaign observations, to the coordinating council s LDS-BSA Relationship Chairman, who by the Sunday following the indicated dates, reports to Elder Leavitt. Elder Leavitt will provide and seek information from each coordinating council s LDS-BSA Relationship Chairman (by email). Other Area Seventies will be engaged only as necessary, except that reports will periodically be provided. Each stake president, in counsel with bishops, determines when all families in his stake have had an opportunity to participate, and will so declare to the coordinating council s LDS-, who will report completion to Elder Leavitt. 3
Ward Timeline and Assignment Matrix Utah South Area 2015 Friends of Scouting By Date Who Action and Comments Stake HC Ward Advisors Thur., July 9 to Thur., August 13 Before Sunday, August 16 Bishopric Counselor over Scouting Ward Clerk Ward Financial Clerk (or another assigned) Bishop, Ward Executive Secretary, and Ward Clerk Ward-level FOS Training. This is conducted by the high council advisor to the ward. The ward clerk is needed to assist with production of labels and donor cards. The ward financial clerk (or another assigned) will have responsibility to account for the donations and donors, and with another to administer the deposits. Note: No Church data may be placed by electronic transfer on BSA s system. Donor information must be entered manually on BSA s system but may have its source from ward lists (as to actual donors). Bishop completes and signs his original letter to ward members inviting participation in the Friends of Scouting Drive; ward executive secretary reproduces the letter in sufficient quantity for distribution to the ward; and the ward clerk prints family head address labels. Sun., August 16 Stake HC Ward Advisors Reports completion of Ward FOS Orientation to the stake presidency counselor. Sun. August 16 (or earlier) Bishopric (with Ward Council) The bishopric, in counsel with the ward council, determines how best to conduct the Friends of Scouting Drive in the ward. The assignments may be delegated to organizations represented at the ward council, or to others specifically called. In developing the plan, the work should be fairly spread. Assignments include: 1. Prepare the bishop s letters for distribution; 2. Distribute the bishop s letters (before Sun. August 23); 3. Make appropriate follow-up contacts; and 4. Two assigned to prepare and make deposits (see instructions). Sun., August 23 Sun., August 30 Sun., Sept. 6 Bishop Place in the ward bulletin (preferred) or announce in sacrament meeting: Over the next few weeks, we have the opportunity to support the Boy Scouts of America by donating to the Friends of Scouting Drive. Each family should have received a letter from Bishop inviting participation in the drive. Our desire is to assure that all families are given the opportunity to support this great cause. Thank you to the many who will respond to this invitation. September (until done) Those assigned by Bishop to contact families As appropriate, families in the ward are contacted by those assigned by the bishopric. (Efficient completion is encouraged.) Each week, as FOS Funds are Received The two financial stewards appointed by the bishop Account for the donations via the Patchfunding system, and deposit them with the deposit record generated via Patchfunding system in the designated FOS Deposit account. See the attached Deposits and Receipts Instructions. DATES Sept 2 Sept 9 Sept 16 Sept 23 Sept 30 September 30 th Target Date, but before December 31st Bishopric Counselor over Scouting Stake Presidency Counselor over Scouting Bishop and Stake President The bishopric counselor over Scouting reports each September week, by the indicated dates, to the stake presidency counselor over Scouting, the ward s approximate percentage of completion of the Drive (percentage of families having received a meaningful opportunity to participate), and any observations relevant to the conduct of the campaign. The stake presidency counselor over Scouting estimates the stake s percentage of completion and reports that estimate, and campaign observations, to the coordinating council s LDS-BSA Relationship Chairman, who by the Sunday following the indicated dates, reports to Elder Leavitt. Each stake president, in counsel with the stake s bishops, determines when all families in his stake have been given a meaningful opportunity to participate in the Friends of Scouting Drive. Funds received by UNPC before December 31, 2015 via the Utah South Area Friends of Scouting Drive will help fund UNPC during 2016. 4
Utah South Area 2015 Friends of Scouting Drive Deposits and Receipts Instructions 1. Only persons appointed by the bishop to do so should receive Friends of Scouting donations from individuals residing in the ward. 2. Donations delivered via electronic means (electronic check, credit or debit card) under the Utah National Parks Council s Patchfunding System are accounted for without further work on the part of wards and stakes. BSA employees will provide local training on the use of the Patchfunding system. 3. Friends of Scouting donations received by wards are to be given, as soon as practicable, to the person appointed by the bishop to receive the funds. Each donation should be in a separate sealed envelope (not a tithing envelope), and include a BSA Donation Record (detached from bishop s letter). Checks should be payable to Boy Scouts of America. 4. Each week that Friends of Scouting donations are received by the assigned person, at least two ward members, selected by the bishop, working together: Open the envelopes and verify the amounts; Record the donations in the Patchfunding System (instructions and passwords provided by BSA); Verify that coin, cash and checks totals conform to the Deposit Record, making corrections as necessary; Print two copies of the Deposit Record; Click the Submit button on Patchfunding; Endorse the checks to be deposited with the BSA endorsement stamp; Place the funds and the Deposit Record in a sealed plastic BSA-provided deposit envelope; Staple the related Donation Records to the other Deposit Record copy, file and retain for 24 months; and Deliver the deposit packet to the bank listed on the ward s Friends of Scouting Deposit Stamp. 5. Donation receipts will be provided by the Utah National Parks Council to each donor based on donor information in Patchfunding. Receipts will be delivered by email to all donors providing an email address. Other donors of more than $250 will receive receipts by U.S. mail. [Please encourage donors to provide email addresses.] 6. Any discrepancies between amounts donated and receipts received should be resolved in counsel between applicable ward representatives and the local BSA executive. 7. Wards should retain and safeguard the BSA deposit stamp and unused deposit bags for use in subsequent annual Friends of Scouting Drives. 8. Principles which should guide these processes include: Only trustworthy adults who have received applicable training should be assigned to receive and administer these funds. Never leave funds unattended or unsecured. Where possible, deposit funds the same day they are collected, counted and recorded. To the full extent possible, follow the companionship principle when handling these funds. To avoid Friends of Scouting funds being intermingled with donations to the Church: o Use non-gray envelopes for Friends of Scouting remittances; o Remind donors that Friends of Scouting checks are made payable to BSA or Boy Scouts of America ; o Keep donations to BSA, the associated deposit stamp and deposit bags physically separate from those associated with Church donations; and o Process Friends of Scouting deposits at a different time or place than Church deposits are processed. 5
[Ward Letterhead] [Date] Dear Ward Member: You are invited to support this year s Friends of Scouting campaign an effort made annually under the direction of the First Presidency (Handbook 2, Section 13.6.8) to fund the local Scout organization. Funds raised go exclusively to the Utah National Parks Council, and its 19 districts including ours. Boy Scouts of America (BSA) provides character-building activities for boys ages 8-17 in the Church s United States wards and branches. This century-old relationship blesses the Church s boys. Scouting helps make better missionaries, husbands, fathers, and leaders. Scouting is also an important bridge between Church members and those not of our faith. All donations to this effort are appreciated and helpful. There are three ways to donate: First, I have asked [individuals or organization leaders] to make appropriate follow-up contacts and invite participation. They can receive donations by cash, check, or in electronic form (echeck, debit card, or credit card). Second, you may donate by cash or check (payable to BSA) by delivering your donation (including the Donation Record, below) in a plain envelope (NOT a tithing envelope) to a bishopric member. Third, you may donate via donate.utahscouts.org. If you do, please enter [Troop #] in the Troop # or Troop Sponsor field (which will associate your donation with our ward). Receipts will be issued by BSA (via email) upon your donation being recorded if you provide your email address. Other donors of $250 or more will receive their receipt by U.S. mail within 60 days of the donation s deposit. Accompanying is a message from the Utah South Area s LDS-BSA Relationship Committee Chairman which you may find of interest. Thank you for your support of this effort. Faithfully yours, [signature] [NAME], Bishop Attachment: To: Friends of Scouting in the Utah National Parks Council (UNPC) -------------------------------------------------------------Detach------------------------------------------------------ (Please detach and enclose in a non-tithing-envelope with donations made by check (payable to BSA), cash or coin) 2015 Friends of Scouting Donation Record Name: Address: City: State: Zip: Email address (to facilitate receipt delivery): ; Donation Date: Ward: ; Stake Check (Payable to BSA): $ Cash: $ Coin: $ Donation Total: $ 6
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Utah South Area LDS-BSA Relationship Committee Coordinating Council First Name Last Name Stake Name Address City State Zip Email Meeting Beaver/Panguitch Kanab Klin Chynoweth Escalante Utah PO Box 248 Henrieville UT 84736 chynoweth_04@yahoo.com; Cedar Cathedral Gorge Paul Mathews Panaca Nevada PO Box 253 Panaca NV 89042 paulmathews@lcturbonet.com Cedar Cedar City Parowan Daren Lovell Enoch Utah 4881 North 1630 East Cedar City UT 84721 dukelovell@gmail.com Cedar Virgin River East Steven Bangerter Washington Fields Utah 2900 Old Farm Rd Washington UT 84780 sbangerter@bangertersheppard.com Cedar Virgin River West Richard Harris Santa Clara Utah Heights 1839 View Pointe Cir Santa Clara UT 84765 richardharris914@gmail.com Cedar Alpine Troy Carpenter Cedar Hills Utah 10239 N Cottonwood Dr Cedar Hills UT 84062 troy.carpenter@byu.edu Orem American Fork James Davidson Lehi Utah East 1521 East 400 North Lehi UT 84043 jpbdavidson@gmail.com Orem Heber City Michael Nelson Midway Utah 385 Little Hobble Creek Rd Wallsburg UT 84082 mike@millstreamgroup.com Orem Lehi Mark Johnson Eagle Mountain Utah Central 1195 Searle Lane Eagle Mountain UT 84005 m_johnson9@msn.com Orem Orem Kline Bradford Orem Utah Geneva Heights 555 N 550 W Orem UT 84057 klinebradford@gmail.com Orem Payson/Salem Steven Quesenberry Salem Utah West P.O. Box 12 Salem UT 84653 squesenberry@djplaw.com Orem Pleasant Grove Steven Allred Pleasant Grove Timpanogos 37 East 1200 North Pleasant Grove UT 84062 sgatimp@hotmail.com Orem Provo Scott Ferrin Provo Utah Bonneville 1482 East 520 South Provo UT 84606 ferrin@byu.edu Orem Richfield/Manti Gene Peckham Moroni Utah Stake 320 South 400 West Fountain Green, UT 84632-0219 genepeckham@live.com Orem Spanish Fork/Mapleton David Jones Mapleton North Stake 1425 North 1000 West Mapleton UT 84664 djones@jonespg.com Orem Springville Vincent Wilding Springville Utah West 965 S 2400 E Springville UT 84663 wvwilding@gmail.com Orem Price/Castledale Jae Potter Price Utah 771 Windsor Circle Price UT 84501 Jaepotter@gmail.com Price San Juan Scott Boyle Monticello Utah PO Box 756 Monticello UT 84535 sboyle@sjsd.org Price Uintah Basin Brent Hales Roosevelt Utah West 271 Bonnie Drive Roosevelt UT 84066 bhales@ubmc.org Price Area Seventy Leavitt Dane 242 South 200 West Cedar City UT 84720 leavittd@ldschurch.org All July 3, 2015 9