resource guide -...

2014-2015TROOP RESOURCE GUIDE

TABLE OF CONTENTS

Cover ............................................................................ 1Council Message ....................................................... 2Financial Aid for Membership ............................... 3Hours of Operation.................................................. 3What Girl Scouting Does for Girls ........................ 4Council Planning Calendar .................................... 5Calendar of Religious Observances ................ 6-7Council Publications Timeline .............................. 8

COUNCIL POLICIES AND PROCEDURESSigns of Child Abuse ................................................ 9Policies Related to Money Earning ................. 9-10GSUSA Council Financial Consulting ............ 10-11Troop/Group Money Earning Application .........12Sponsorship Commitment ...................................13

TROOP INFORMATIONService Unit At-A-Glance .....................................14Troop Volunteer Opportunities ..........................15Troop Bank Accounts .............................................16Tax Exempt Procedures ........................................16ACH Debit Authorization Form ............................17Exempt Purchase Certificate ........................18-19Free Group Subway Pass Guidelines .................20Free Group Subway Pass Application ................21T-Shirt Order Form ................................................ 22Troop Attendance Record ................................... 23Troop Registration Roster ...................................24Troop Dues Record ................................................ 25Troop Cash Record Annual Report ....................26Girl Record .........................................................27-28Parent Permission Form.......................................29Permiso de los Padres...........................................30Girl Health History Record....................................31Historia de Salud de Niñas ................................... 32Media Release Form for Minors .......................... 33Media Release Form for Adults ...........................34

PLANNING TRIPS WITH TROOPSPlanning Guidelines for Trips and Events ........ 35Guidelines for Trips/Service Unit Events .........36Trip Application Instructions .............................. 37Understanding Which Activities are Not Allowed .................................................................. 37What Is a Girl Scout Trip? .....................................38Trip Planning Timeline ...................................39-40Private Transportation Procedures, Etc. ..........41Tips for Driver Safety .............................................41Additional Insurance ............................................42Accident Insurance and Optional Plans ...........43Request for Additional Insurance......................44Safe Passenger/Safe Driver Pledge ...................45Trip Application for Short Trips .................. 46-47

COOKIE GUIDELINES ....................... 48-49

MISCELLANEOUSHow to Wear Girl Scout Uniforms ............... 50-53Staff Phone Directory ...........................................54Volunteer & Community Recognition ............... 55

OUR ADVERTISERSBlue Man Group ......................................................20Radio City Christmas Spectacular .....................42

Council Message – Fall 2014Dear Volunteer,

I trust you are enjoying the waning hours of summer, yet beginning to think about the new year. Welcome to another year of scouting that I know will be quite exciting. You are absolutely essential to the work we all do in carrying out the Girl Scout mission. It is a great honor for me to be part of this journey with you.

I am pleased to share with you the Council’s 2014-2015 Troop Resource Guide. Thanks to all of you, girls in New York City are able to enjoy the premier leadership development experience offered through Girl Scouts. The Guide provides a wealth of information for our volunteers to plan a fun and satisfying Girl Scout year.

Inside you will find Council Planning, Publication, and Religious Observances Cal-endars and important forms for leaders and girls, including the Council T-shirt Order Form. You also will find the Trip Planning Timeline. Please note that trip applications can now be completed and submitted online. The links for these applications will be posted on our website.

The Council is committed to using resources wisely and is attempting to save on postage, printing, and paper costs. Please help us accomplish this by providing us with your e-mail address on your registration form. We must have your e-mail address on file due to upcoming program changes in 2014-2015. Your e-mail address will only be used for official council business. If your e-mail address has changed, or if we don’t have your e-mail address, please forward it to Sofiya Gordon at [email protected]. Also, please encourage parents to include their e-mail address on the girl registration forms so that we can forward information to them, including the Parent Connection e-newsletter.

On behalf of the Board of Directors, the nearly 28,000 girls we serve, and Council staff, thank you for your leadership and commitment. We look forward to a successful and rewarding program year.

Yours in Girl Scouting,

Barbara Murphy-WarringtonChief Executive Officer

2014-2015 Troop Resource Guide - 2

mailto:sgordon%40girlscoutsnyc.org?subject=Query%20from%2014-15%20Troop%20Resource%20Guide


THE GIRL SCOUT PROMISEOn my honor, I will try: to serve God and my country, to help people at all times, and to live by the Girl Scout Law.

THE GIRL SCOUT LAWI will do my best to be honest and fair, friendly and helpful, considerate and caring, courageous and strong, and responsible for what I say and do,and to respect myself and others, respect authority, use resources wisely, make the world a better place, and be a sister to every Girl Scout.

VISION STATEMENTWe are committed to one thing: to be the premier leadership development organiza-tion for New York City’s girls.

OUR MISSIONGirl Scouting builds girls of courage, confidence and character, who make their communities and the world a better place.

The Girl Scout Council of Greater New York offers the Girl Scout experience to all girls in the five boroughs of New York City.

TROOP RESOURCE GUIDE TEAMCharmaine Chung

Project Coordinator

Patrick DwyerLisaAnn GoldenSofiya Gordon

David HernandezElizabeth LopezKandice Lavalas

Lori MoreaBarbara Murphy-Warrington

Shayla ScarlettJill Scibilia

Katie SoperMaggie Vasquez

Wilma VegaJoan Ventriglia

Financial Aid for MembershipA Membership Financial Aid Request Form must be completed and signed by the leader of any troop seeking financial assistance for the Annual Membership Reg-istration Fee. The Girl Scouts of Greater New York has never denied a girl member-ship in the Girl Scouts because her family is unable to pay the membership fee. While the Council has limited funds, we believe in ensuring every girl who wants to be a Girl Scout can join. If a troop leader is aware of family/families in her troop that are experiencing hardship, they may be eligible for financial assistance.

Please complete the form below, sign it, and attach it to the Registrations and the Dues Summary Form for your troop. Also note which girls you are requesting fi-nancial assistance for on their individual registration form by writing “FA”, so we can keep accurate records. All such information is kept confidential.

Girl Scouts of Greater New York Membership Financial Aid Request Form

Leader Name: _____________________________________________________

Troop #: _____________________________________________________

I request financial aid to cover the annual membership fee for:

_____ number of girls for whom financial aid is requested

Leader/Co-Leader Signature(required): ________________________________ Date: _____________________________________________ Please submit this form along with girl and adult registrations and Dues Summary Form related to this request.

Hours of OperationThe Council’s administrative office at 43 West 23rd Street, 6th Floor in Manhattan is open Monday to Friday from 8:30 AM to 5:30 PM on operating business days. All staff members have voicemail in which volunteers are encouraged to leave messages. Calls will be returned as soon as possible.

All five Service Centers are open on Tuesdays, Wednesdays, and Thursdays from 9:00 AM to 5:00 PM on operating business days, so at least one staff member from your bor-ough will be available. If it would be more convenient for you to speak to or meet with a field staff member on a Monday or Friday, please call them to schedule an appointment in advance.

Amended hours during the Cookie Cupboard period will be set and communicated to volunteers.

Girl Scouts of Greater New York43 West 23rd Street, 6th Floor

New York, NY 10010p 212.645.4000 f 212.645.4599

www.GirlScoutsNYC.org

#


http://www.girlscoutsnyc.org

What Girl Scouting Does for Girls

Girl Scouting guides girls to become leaders in their daily lives, their communities, and the world – helping them become the kind of person exemplified by the Girl Scout Law. When girls – as the Girl Scout Law states – are “honest and fair,” when they “use resources wisely,” and know how to be “courageous and strong,” they can be more successful in everything they do. It may start in school and on sports teams, but research shows that the courage, confidence, and character they develop as Girl Scouts follows them throughout their lives. Girl Scouting has a practical approach to helping girls become leaders:

What Girls Do (Three Keys):• DISCOVER• CONNECT• TAKE ACTION

How They Do it (Three Processes):• Girl-Led• Cooperative Learning• Learning By Doing

What They Get (Fifteen Outcomes):• When Girls DISCOVER, they:

• Develop a strong sense of self• Develop positive values• Gain practical life skills• Seek challenges in the world• Develop critical thinking

• When Girls CONNECT, they:• Develop healthy relationships• Promote cooperation and team building• Can resolve conflicts• Advance diversity in a multicultural world• Feel connected to their communities, locally and

globally

• When Girl TAKE ACTION, they:• Can identify community needs• Are resourceful problem solvers• Advocate for themselves and others, locally and

globally• Educate and inspire others to act• Feel empowered to make a difference in the world

Girl Scouting builds girls of courage,

confidence, and character, who make the world

a better place

When we get it right, this is what girls experience:

fun with purpose!

DISCOVER + CONNECT + TAKE ACTION = LEADERSHIP


Council Planning Calendar 2014-2015This Council Calendar of Events is provided to help you plan your Girl Scout year. Please note that for some external events, dates and times could not be confirmed at press time. You will receive notifications of changes and updates at monthly Service Unit Leaders’ Meetings, and in special notification mailings. You may also log on to our website at www.girlscoutsnyc.org for the most up-to-date information on exter-nal events. For Council-wide events only, please call the Program Hotline at 212.645.4000 x332 for the most current information. This is an information-only line; therefore messages may not be left at this number. Please note that this Calendar is subject to change.

September 20141 Labor Day (Council Headquarters

and borough offices closed)

2 Queens Association Meeting

4 New York City Public Schools reopen for all students

9 Business & Entrepreneurship Mentorship Training

10 Manhattan Association Meeting

11 Brooklyn Association Meeting

13 Survivor Day at Camp Kaufmann

14 “Green and Clean” Family Day

18 Staten Island Association Meeting

20 Service Unit Managers’ Kick Off/Training

20 First Aid, Preparedness, and Wellness Day

25 Board of Directors Meeting

27 Leaders Expo “Back to Basics”

30 Bronx Association Meeting

October 2014Hispanic Heritage Month

4 Junior Journey Express Day

8 Facilitator Kickoff

11 International Day of the Girl

13 Financial Literacy Day for Teens

13 Columbus Day observed (Council Headquarters and borough offices open)

18 Between Earth and Sky Journey Express Day at Camp Kaufmann

29 21st Annual Women of Distinction Breakfast at Cipriani 42nd Street

November 20141 Prospect Park Concert Grove Park

Clean-up (Brooklyn Borough event)

4 Fall Corporate Cookie Connection (Election Day) Council Headquarters open

11 Veterans Day (Council Headquarters open)


27-28 Thanksgiving (Council Headquarters and borough offices closed)

December 20141 Deadline for Adult Recognition

Forms

24-Jan. 2 Council Headquarters and borough offices closed

January 20151 New Year’s Day (Council Office

closed)

19 Martin Luther King, Jr. Day (Council Headquarters and borough offices closed)


TBD Troop Cookie Delivery Information due at girlscoutsnyc.org – all troops

February 2015Black History Month

16 President’s Day (Council Headquarters and borough offices closed)

16-20 New York City Public Schools closed for mid-winter recess

TBD Winter Association Meetings – All boroughs

March 2015Women’s History Month

1 Drive-through Cookie Pickup

1-May 19 Cookie Booth Sales (all troops)

26 73rd Annual Meeting at NYU

April 2015Volunteer Appreciation Month

3-10 New York City Public Schools closed for spring recess

16 Adult Volunteer & Community Recognition Event

29 Annual Gala/Tribute Dinner at Cipiriani 42nd Street

May 2015Asian-American Pacific Heritage Month


25 Memorial Day (Council Headquarters and borough offices closed)

June 20154 Chancellor’s Conference Day

(schools closed)

TBD Summer camp season begins

26 Last day for New York City Public Schools


CALENDAR OF RELIGIOUS OBSERVANCES 2014-2015

In a culturally rich and religiously diverse community such as New York City, we must be sensitive to the dates and special observances ad-hered to by members of many faiths. We have compiled this listing of major holidays among numerous religions to better help you in your Girl Scout planning efforts. For information on specific topics or religious denominations, please consider investigating Web sites such as www.interfaithcalendar.org.

At the Girl Scout Council of Greater New York, we try to respect all individuals’ religious observances. Therefore, we make every effort to avoid scheduling unique events on the highest holy days of any major religion. It is not always possible, however, to avoid every holiday. We also ask that volunteers, especially Service Unit Managers, Trainers and Association Chairs, also avoid scheduling special meetings or train-ings on these days.

Special Note: All Islamic dates are subject to sighting of the moon and therefore may be one day earlier or later than the date listed. Accord-ing to the Eastern Orthodox Church calendar, the day begins after evening vespers at sunset and concludes with vespers on the following day. For this reason, the observance of all Eastern Orthodox holy days begin at sunset of the evening before the date noted. Jewish holidays begin at sundown of the evening before the first date listed and end at nightfall of the last date listed. For Jewish holy periods that extend for eight days, the first two days and last two days are more generally observed.

September 20141 Ecclesiastical New Year – Orthodox

Christian

8 Nativity of Mary – Christian

14 Elevation of the Life Giving Cross-Holy Cross Day – Christian

24-26 Rosh Hashanah – Jewish

27 Meskel – Ethiopian Orthodox Christian

29 Michael and All Angels – Christian

29-Oct. 3 Navaratri – Hindu

October 20143 Waqf al Arafa – Hajj – Islam

4 St. Francis Day – Catholic Christian

4 Yom Kippur – Jewish

4 Dasera – Hindu

4-7 Eid al Adha – Islam

9-15 Sukkot – Jewish

16 Shemini Atzeret – Jewish

17 Simchat Torah – Jewish

20 Birth of Bab – Baha’i

20 Installation of Scriptures as Gukru Granth – Sikh

21-25 Deepavali – Hindu

23 Diwali-Deepavali – Jain – Hindu – Sikh

24 Jain New Year – Jain

25 Hijra-New Year – Islam

26 Reformation Day – Protestant Chris-tian

28 Milvian Bridge Day – Christian

31 All Hallows Eve – Christian

November 20141 All Saints Day – Christian

2 All Souls’ Day – Catholic Christian

5 Ashura – Islam

6 Guru Nanak Dev Sahib birthday – Sikh

12 Birth of the Baha’ullah – Baha’i

15-Dec. 25 Winter Lent begins – Orthodox Christian

21 Yule – Christian

23 Christ the King – Christian

24 Guru Tegh Bahadur Martyrdom – Sikh

26 Day of the Covenant – Baha’i

27 Thanksgiving – Interfaith USA*

28 Ascension of Abdu’l-Baha – Baha’i

30 St. Andrew’s Day – Christian

30-Dec. 24 Advent – Christian

December 20146 St. Nicholas Day – Christian

8 Rohatsu - Bodhi Day – Buddist

8 Immaculate Conception of Mary – Catholic Christian

12 Feast Day of Our Lady of Guadalupe – Catholic Christian

16-25 Posadas Navidenas – Christian

17-24 Hanukkah – Jewish

21 Yule – Christian

24 Christmas Eve – Christian

25 Christmas – Christian

26 Zarathosht Diso (Death of Prophet Zarathushtra) – Zoroastrian

28 Holy Innocents – Christian

31 Watch Night – Christian

26-Jan. 1 Kwanzaa – Interfaith

January 20141 Mary, Mother of God – Catholic Chris-

tian

1 Feast Day of St. Basil – Orthodox Chris-tian

1 Gantan-sai (New Years) – Shinto

5 Twelfth Night – Christian

5 Guru Gobindh Singh birthday – Sikh

5 Mahayana New Year – Buddhist

6 Feast of the Theophany – Orthodox Christian

6 Epiphany – Christian

6 Dia de los Reyes (Three Kings) – His-panic Christian

6 Nativity of Christ – Armenian Christian

7 Feast of the Nativity – Orthodox Chris-tian

11 Baptism of the Lord Jesus – Christian

13 Maghi – Sikh

18 Week of Prayer for Christian Unity – Christian

18 Word Religion Day – Baha’i

19 Timkat – Ethiopian Orthodox Christian

24 Vasant Panchami – Hindu

25 Conversion of St. Paul – Christian


http://www.interfaithcalendar.org

February 20151 Triodion begins – Orthodox Christian

1 Four Chaplains Sunday – Interfaith

2 Candlemas – Christian

2 Presentation of Christ in the Temple – Anglican Christian

2 St. Brighid of Kildare – Celtic Christian

3 Setsubun-Sai – Shinto

4 Tu BiShvat – Jewish

14 St. Valentine’s Day – Christian

15 Nirvana Day – Buddist

15 Transfiguration Sunday – Christian

15 Meatfare Sunday – Orthodox Christian

17 Shrove Tuesday – Christian

18 Ash Wednesday (Lent begins) – Chris-tian

19 Chinese New Year – Confucian, Daoist, Buddhist

22 Cheesefare Sunday – Orthodox Chris-tian

23 Clean Monday (Lent begins) – Ortho-dox Christian

26- March 1 Intercalary Days – Baha’i

March 20151 Orthodox Sunday – Orthodox Christian

1 Saint David of Wales – Christian

2-20 Nineteen Day Fast – Baha’i

5 Purim – Jewish

5 Magha Puja Day – Buddhist

6 Holi – Hindu

6 Hola Mohalla – Sikh

18 L. Ron Hubbard birthday – Scientology

17 St. Patrick’s Day – Christian

17 Maha Shivaratri – Hindu

21 Norouz (New Year) – Persian/Zoroas-trian

21 Naw Ruz (New Year) – Baha’i

21 New Year – Hindu

22 St. Joseph’s Day – Christian

25 Annunciation of the Virgin Mary – Christian

28 Birth of Prophet Zaranhushtra – Zoro-astrian

28 Ramanavami – Hindu

29 Palm Sunday –Christian

April 20152 Maundy Thursday – Christian

3 Good Friday – Christian

3 Mahavir Jayanti – Jain

4-11 Pesach (Passover) – Judaism

4 Lazarus Saturday – Orthodox Christian

4 Hanuman Jayanti – Hindu

4 Therevadin New Year – Buddhist

5 Easter – Christian

5 Palm Sunday – Orthodox Christian

10 Holy Friday – Orthodox Christian

12 Pascha (Easter) – Orthodox Christian

14 Baisakhi New Year – Sikh

15 Lord’s Evening Meal – Jehovah’s Wit-ness Christian

16 Yom HaShoah – Jewish

21 First Day of Ridvan – Baha’i

23 St. George Day – Christian

24 Yom Ha’Atzmaut – Jewish

29 Ninth Day of Ridvan – Baha’i

May 20152 Twelfth Day of Ridvan – Baha’i

4 Visakha Puja-Buddha Day – Buddhist

7 Lag B’Omer – Jewish

7 National Day of Prayer – Interfaith USA

12 Ascension of Jesus – Orthodox Chris-tian

13 Lailat al Miraj – Islam

21 Declaration of the Bab – Baha’i

24-25 Shavuot – Jewish

24 Pentecost – Christian

29 Ascension of Baha’u’llah – Baha’i

31 Pentecost – Orthodox Christian

31 Trinity Sunday – Christian

June 20151 Lailat al Bara’ah – Islam

4 Corpus Christi – Catholic Christian

7 All Saints – Christian Orthodox

16 Guru Arjan Dev martyrdom – Sikh

19 Ramadan Begins – Islam

19 New Day Church – Swedenborgian Christian

19 Sacred Heart of Jesus – Catholic Chris-tian

29 Saints Peter and Paul – Christian

July 20152 Asalhka Puja Day – Buddist

9 Martyrdom of the Bab – Baha’i

13 Lailat al Kadr – Islam

13 Ulambana(Obon) – Buddhist

18-21 Eid al Fitr – Islam

23 Emperor Haile Selassi birthday – Ras-tafari

24 Pioneer Day – Mormon Christian

26 Tisha B’Av – Jewish

August 20151 Lammas – Christian

1 Fast in honor of Mother of Jesus – Or-thodox Christian

6 Transfiguration of the Lord – Orthodox Christian

13-15 Obon – Shinto

15 Assumption of Blessed Virgin Mary – Catholic Christian

15 Dormition of the Theotokos – Ortho-dox Christian

29 Raksha Bandhan – Hindu

29 Beheading of St. John the Baptist – Christian


Council Publications Timeline 2014-2015We are providing the Council Publications Calendar for the new Girl Scout Year. As we receive information about other opportunities for our members we will share them through e-blasts as quickly as we can. When possible, we will send electronic communications, which are less expensive and often more timely.

The Troop Resource Guide will be e-mailed via Constant Contact, and will also be available on the Council’s website for download.

The Association Invitation will be sent by email. This invitation, along with all of our publications and invitations meant for a larger audience, will also be posted on our website. We welcome your suggestions for providing information to our members and the broader Girl Scout community as we continue to use our resources wisely in the service of New York City girls.

Publication Audience Arrival Date ContactAssociation Meeting Invitation

Sent via email

All registered adultsAll registered Girl Scouts age 14+

AugustJanuary

Lori Morea212.645.4000 [email protected]

Annual Camp BrochureSent via mail, also available online

Parents of Girl Scouts August Karen Lundgard212.645.4000 [email protected]

Troop Resource GuideSent via e-mail, also avail-able online

Leaders August Charmaine Chung212.645.4000 [email protected]

Annual meeting InviteSent via e-mail and as a Paperless Post

Delegates, Association Chairs, Ser-vice Unit Managers

February Kandice Lavalas212.645.4000 [email protected]

Early Bird RegistrationSent via mail

Leaders April Lori Morea212.645.4000 [email protected]

Program E-NewslettersSent via email

LeadersLifetime MembersDonors

October, December, Feb-ruary, April, and June

Kailey Denzler-Weiler212.645.4000 [email protected]


mailto:lmorea%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide

mailto:klundgard%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide

mailto:cchung%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide

mailto:klavalas%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide


mailto:kdenzler-weiler%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide

Recognizing and reporting the signs of child abuseIt is important that you, as a Girl Scout Leader, be able to recognize signs of child abuse in girls (see safety checklist). If you notice these signs, you should follow Council guidelines for reporting the information to the proper agency or authority. You may alert a Council staff member who can assist you with a call to a child protection agency or law enforcement, or you may call directly.

At the Council, you may call the Vice President of Membership & Volunteer Services, Human Resources & Council Operations; the Director of Programs; the Director of Human Resources & Volunteer Development; or the Director of Girl Membership & Community Development for assistance.

Charmaine Chung212.645.4000 x257Vice President of Membership & Volunteer Ser-vices, Human Resources & Council Operations

Maggie Vasquez212.645.4000 x259Director of Programs

Lori Morea212.645.4000 x288Director of Human Resources & Volunteer Development

Joan Ventriglia212.645.4000 x244Director of Girl Membership & Community Development

You may also call the appropriate authority directly:

• Administration for Children’s Services, Child Abuse and Maltreatment Ho-tline at 800.342.3720. This is a 24-hour-a-day, 7-day-a-week confidential hotline to report child abuse or neglect.

• New York City Police Department: 911. In an emergency situation, and to protect a child you believe is in immediate danger, you should contact the police department/emergency services.

When you call to report child abuse, you may be asked the following ques-tions:

• Name and address of the child and family members.• Child’s age, sex, and primary language.• Nature and extent of the child’s injuries.• Type of abuse or neglect, including evidence of prior history of maltreat-

ment of the child or siblings.• Any additional information that may be helpful.

We hope that as Girl Scout volunteers you would follow the ethical mandate of reporting such cases. If you have any questions about reporting, please contact any of the staff listed.

Policies Related to Money EarningThe Girl Scouts of Greater New York actively raises funds and program support on behalf of the girls it serves annually. It does so approach-ing large corporations, government officials and individuals, who in return, receive an acknowledgment for their gift for tax deduction pur-poses. While we understand and appreciate the desire of Girl Scout adult volunteers to fundraise among local businesses, it is important that our combined efforts result in additional resources and not compete with one another. Based on inquiries received from individual leaders and Service Unit Managers who wish to fundraise on behalf of their own troop/service unit(s), listed below are important guidelines to follow.

Girl Scout Cookie ProgramAll Girl Scout troops are encouraged to participate in the Girl Scout Cookie Pro-gram. The program is a voluntary program that teaches girls five skills: Goal Setting, Decision Making, Money Management, People Skills and Business Ethics. The Cookie Program is the primary vehicle for troops to raise funds for their troop trea-suries. Troops are encouraged to set goals for the number of boxes they would like to sell and the percentage of girls in the troop who participate in the program.

For Adults Adults are welcome to participate in fun-draising efforts on behalf of and together with the council only when authorized in

advance of the solicitation by the council, and when the council is the beneficiary. Government grants and corporate grants will go towards council programs accord-ing to how they are designated.

Volunteers who work at companies that offer Volunteer Grants may apply for these grants. These grants must be made payable to the “Girl Scouts of Greater New York” and will be used for council pro-grams. Volunteer hours must be verified by a member of the council staff and each volunteer must submit her/his own appli-cation based on the requirements to his/her company. Volunteers may apply for up to 50% of the funds from the volunteer grant for use by their troop. To meet IRS

regulations and comply with donor intent, the funds must be used for appropriate Girl Scout activities and must benefit the entire troop rather than a specific individ-ual. To apply for a volunteer grant, please contact the Special Event and Individual Giving Department at 212.645.4000, x241.

Adult members in their Girl Scout capaci-ties may not solicit financial contributions for purposes other than Girl Scouting.

If adults solicit local businesses for in-kind donations, the donor must be advised that the contribution, which must be pay-able or given to the individual troop is not tax-deductible.



mailto:mvasquez%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide


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For TroopsTroop money-earning activities may not be held during the Council’s initial Cookie Campaign period.

Those troops who wish to conduct an additional fundraiser to the Cookie Cam-paign must participate in the initial Cookie Campaign.

All troop monies earned or raised are not the property of any one individual, but of the troop or the council.

Girl Scouts may not engage in direct so-licitation of money, other than within the purview of the Cookie program.

A Troop Money Earning Application must be completed, submitted, and approved by Council, prior to any fundraising activ-ity. Submit the form to your membership specialist or manager. The form must be approved by both your membership man-ager and the cookie department.

For Service Units/GroupsThe vast majority of events at the Service Unit or Borough Level are not fundrais-ing events; they are program events that should be designed to run at cost. They should follow the Girl Scout guidelines for girl and adult participation. In the event there is a profit on an event, the proceeds should go to the service unit or borough’s program committee in a separate ac-

count to be used for start-up funds for future events or other approved Service Unit Expenses. A Service Unit or Borough Program committee should not maintain a balance or greater than $ 100.00at year-end.

Service Units/Boroughs who are inter-ested in running a fundraising event need to:

First consider whether a fundraising event is the best approach. Fundraising events require a great deal of time and resources; the vast majority of events yield a small return and some events lose money.

Understand the proceeds from Fund-raising Events must come to the Girl Scout Council. The proceeds may be designated in one or more of the follow-ing ways: • Family Partnership Appeal• Overall Council Programs• With approval, they may be desig-

nated to one of the Council’s Pro-gram Priorities such as Camp or Older Girl Programs.

Manage the event at the volunteer level including promoting the event, recruit-ing volunteers, girls and attendees and managing the funds.

Submit a written proposal to your Bor-ough Membership Manager on the event, including its budget, date and an-

ticipated proceeds. Proposals must be submitted no less than two months pri-or to anticipated event date and allow at least 3 weeks for approval. The proposal must be approved by your Membership Manager and the Director, Major/Indi-vidual Giving & Special Events.

If approved:

• Ensure promotional materials clearly state the percentage of proceeds that will benefit the Girl Scout Council, so this amount is transparent to the participants. For example, “10% of the proceeds will support the Girl Scouts of Greater New York.”

• If applicable, confirm the tax-de-ductible portion and receipt pro-cess with the Council’s Individual Giving/Special Events team.

• Ensure you follow Girl Scout brand-ing guidelines when using the Girl Scout name or logo.

When given at least 6 weeks notice, the Council may be able to include ap-proved Service Unit/Borough Events as an additional opportunity in one of its regular e-letters. Note that products or brands cannot be promoted or en-dorsed in these communications.

If you have any questions regarding this policy, please speak to your Member-ship Manager or call 212.645.4000 x247.

Policies Related to Money Earning (Cont’d)

Girl Scouts of the USA Council Financial ConsultingDonations to subordinate units guidance for Girl Scout councils

All Girl Scout councils encounter issues surrounding charitable gifts made to subordinate units, whether said units are troops, groups, or geographic subdivisions (neighborhoods/associations/service units/districts). GSUSA offers councils this general guidance on substantiation and acknowledgement policies with regard to chari-table gifts.

From a legal perspective, subordinate units are a subdivision of the council, and councils are the only distinct legal entity and the only entity with tax exemption. Therefore, Girl Scout subordinate units have no independent existence for tax purposes, and it is in the council’s best interest to have subordinate units comply with the tax law requirements on gifts. This means that councils will need to supervise the fundraising activities of their subordinate units to en-sure they engage in appropriate fundraising methods. Policies and procedures will need to be established so that councils can docu-ment that funds raised comply with donor and IRS-required sub-stantiation.

As each council is a separately incorporated 501(c)(3) organization, councils will need to set up their own policies and procedures that fit their specific circumstances, volunteer structures, and jurisdic-tions in safeguarding the council’s name, tax exemption, and re-sources. The policy will need to specifically indicate the rationale, and procedures will need to be established on how to comply in-ternally. GSUSA recommends that each council consider the below guidance in its risk assessment discussions with the board of direc-tors, legal counsel, and independent external auditors. In addition, the following IRS resources should be reviewed:

• IRS Publication 1771: Charitable Contributions Substantia-tion and Disclosure Requirements

• IRS Publication 526: Charitable Contributions • IRS Publications 4302: A Charity’s Guide to Vehicle Dona-

tions


Topics of Interest:

General DonationsAll donors who make gifts of $250 or more, in cash or in proper-ty, must have an appropriate acknowledgement letter from the council substantiating such gifts, in order to claim a tax deduc-tion. Note that the law imposes a requirement on the donors, not on the charity; however, donors are likely to be disappointed if the council does not provide the required acknowledgement.

GSUSA recommends the council receive the contribution di-rectly and provide the acknowledgment for gifts $250 or more. Each council can determine if they would prefer a lower thresh-old. In addition, each council needs to determine how best to utilize the donation for Girl Scout purposes, based on estab-lished policies and procedures.

Cash DonationsAll donors who make any monetary contribution (e.g., via cash, check, or credit card) must have substantiation in the form of a bank record (cancelled check, credit card statement) or written communication from the council confirming the gift in order to claim a tax deduction for the amount donated. The substan-tiation does not need to state whether goods or services were provided, unless the contribution was at least $250. Note again that the tax law places the substantiation obligation on the do-nor, not on the charity.

Since all cash gifts require a receipt, GSUSA recommends:• The council allow de minimis cash amounts, as defined by

each council, to be received directly by the subordinate unit

• The council determine whether they wish to provide vol-unteers with a template or printed contribution forms by which to acknowledge de minimis gifts

• Any receipts coming directly from councils are tracked and recorded in fund development

Restricted DonationsGSUSA recommends that all restricted donations, regardless of amount, be directed to the council. This practice will allow the local council to maintain records of all restricted gifts and thus ensure donor intent and enable the council to provide the prop-er acknowledgment for substantiation purposes. Each council can determine whether they will direct restricted funds to the subordinate unit, maintain and spend it as directed by the do-nor, or not accept the gift at all. If the council chooses to pass donations on to subordinate units, GSUSA also recommends that the council receive local legal or financial guidance based on the established fund development policies and procedures.

As a reminder to those councils who have realigned, make sure you have complete donor and accounting records in order to comply with legacy council restricted donations, especially those restricted to geographic areas.

Volunteer Matching GrantsGSUSA holds no position regarding volunteer matching grants other than to follow the IRS guidelines as stated above for gifts of $250 or more. Each council may establish their own policy that balances the opportunity to leverage support from vol-unteers and corporations with the requirement to comply with the donor intent and IRS regulations. GSUSA recommends that councils or their designee are able to certify that volunteer hours have been provided and funds used for appropriate Girl Scout activities.

Volunteer Out-of-Pocket ExpenseVolunteers who are claiming a charitable deduction for their out-of-pocket expenses will need to substantiate the amounts to the IRS and obtain from the council a written acknowledg-ment describing the services provided to the organization, as well as a statement that no goods or services were provided in return for the costs incurred. Volunteers claiming a charitable deduction for their one-time out-of-pocket expenses of $250 or more will require an appropriate acknowledgement letter from the council substantiating such a gift in order to claim a tax deduction.

GSUSA recommends councils provide a form letter that can be used by volunteers for this purpose, as it does not seem prac-tical to have councils provide the appropriate written acknowl-edgement, considering that, often, only the volunteer is in a po-sition to describe such services.

Non-Cash DonationsThere are special requirements for certain gifts, including ve-hicles, clothing, and other property. GSUSA recommends that councils require that all “substantial” (as defined by the coun-cil) non-cash gifts come through the council to ensure proper property insurance coverage, legal title, and IRS compliance on substantiation and acknowledgement.

Private BenefitGenerally, where certain individuals benefit from gifts made to Girl Scouting, the determination of whether such gifts are de-ductible is based on whether the council has full control of the donated funds and discretion as to their use, so as to ensure that they will be used to carry out the organization’s functions and purposes. An IRS tax deduction may be disallowed where the gift appears to be primarily for the benefit of a single indi-vidual.

To ensure council compliance with IRS regulations, GSUSA strongly discourages accepting donations where the gift ap-pears to be primarily for the benefit of a single individual. In ad-dition, GSUSA recommends that councils seek legal or financial advice in cases of parents donating to subordinate units to which their daughters belong.

For any questions regarding this guidance, please contact the GSUSA Fund Development Department at 212.852.8044, or the Council Financial Consulting Department at 212.852.5082.

GSUSA Council Financial Consulting (cont’d)


NOTE: All money-earning activities must be conducted in accordance with Girl Scouts of the USA and the Girl Scouts of Greater New York’s policies, standards, and procedures.

Please complete this application and send to your Membership Specialist or Membership Manager. One copy will be returned with ac-tion taken and the other copy will be filed in the Borough Service Center for Filing.

Troop #: _________________________ Grade Level:_________________________ Service Unit:_________________________

Troop/Group Money Earning Application

Purpose for which money-earning activity is being undertaken:

TOTAL COST OF THIS PROGRAM: $ _________________________

How does this money-earning activity reflect the learning goals of the Girl Scout program?

Date of money-earning activity: ______________________________________________________________________________________

Place: ______________________________________________________________________________________

Expense of activity: ______________________________________________________________________________________

Anticipated profit: ______________________________________________________________________________________

Rebate troop/group received from Cookie Sale: ________________________________________________________________________

Has the troop/group conducted other money-earning activities this year: o YES o NO

If yes, please provide date: ______________________________________________________________________________________

Type of activity: ______________________________________________________________________________________

Amount earned: ______________________________________________________________________________________

Have the parents been informed of the possibility of this money-earning activity: o YES o NO

NOTE: In order for a troop/group to receive approval for a money-earning activity,the troop MUST participate in the Annual Cookie Sale.

Leader’s Signature: ___________________________________________________ Date: ____________________________

FOR COUNCIL USE ONLY:Money earning activity approved: o YES o NO

If not approved, why?

Membership Mgr Signature: _______________________________________ Date: _________________________

Product Sales Department: _______________________________________ Date: _________________________(verification of participation in Cookie Program)

Girl Scouts of Greater New York l 43 West 23rd Street, 6th Floor l New York, NY 10010-4283Tel: 212.645.4000 l Fax: 212.645.4599 l www.GirlScoutsNYC.org


Sponsorship CommitmentThe Sponsorship Commitment is mailed each year to all prior year sponsor sites. If your site contact has any questions regarding sponsor-ship or wishes to return their agreement to you, please let us know and forward the signed agreement to your Membership Specialist as soon as possible. Please remember to acknowledge your sponsors each year. The agreement follows below.

Girl Scout troops need support from local community groups as well as parents, troop leaders, and the Girl Scouts of Greater New York. The following is a sponsorship commitment by ____________________ (the “Sponsoring Organiza-tion”) to the Girl Scouts of Greater New York (the “Council”) and troop #___________, troop #___________, and troop #___________ for the sponsorship of the troop(s).

THE COUNCIL, THROUGH ITS VOLUNTEERS AND STAFF, IS RESPONSIBLE FOR:• Providing insurance for all registered members.• Providing information about the Girl Scout program to interested adults and parents.• Organizing the troops in accordance with the policies and procedures of the Council.• Ensuring that the troop is registered with Girl Scouts of the U.S.A. through the Council.• Providing an orientation for new volunteers to Girl Scouting.• Providing on going support to troop leaders at the local Service Unit level as well as the Council level.• Appointing troop leaders and other volunteers.

THE SPONSORING ORGANIZATION IS RESPONSIBLE FOR:• Providing meeting space for the troop on a regular basis, in accordance with Girl Scout Health and Safety Standards as indicated

in Safety Activity Checkpoints, which is available on our website; and for any optional ideas for support that a sponsor may pro-vide for the troop. Please initial the terms that will be a part of this commitment:

______ Suggest potential adult volunteers for leadership positions and refer their names to the staff of the Council for possible selection, placement, and appointment.

______ Suggest to the Council staff a potential volunteer who will be responsible for organizing and registering the troop in accor-dance with the policies and procedures of the Council.

______ Provide basic materials and supplies for the troop including Girl Scout handbooks, program resources, flags, and the like.

______ Other support. Please specify: _______________________________________________________________________

THE TROOP WILL: • Treat the facilities you provide for the troop’s use with reasonable care.• Acknowledge your sponsorship to the troop in some fashion, perhaps through some type of community service (e.g. planting a

garden, participating in a toy drive, etc.).

I AGREE TO SPONSOR THE TROOP AS DESCRIBED IN THIS SPONSORSHIP COMMITMENT.

Signature of Sponsoring Organization Representative Date

Signature of Troop Leader Date

Signature of Membership Manager Date

PLEASE PRINT:

Name of Sponsoring Organization

Mailing Address

Name & Title of Sponsoring Organization’s Representative:

Telephone Fax

E-Mail


http://www.girlscoutsnyc.org/uploaded/files/volunteer/All%20Safety%20Activity%20Checkpoints%202011-12.pdf

SERVICE UNIT AT-A-GLANCE My Service Unit is : _______________________________ My Council is: GIRL SCOUTS OF GREATER NEW YORK

Bronx, Brooklyn, Manhattan, Queens, and Staten Island Service Centers43 West 23rd Street, 6th Floor

New York, NY 10010Tel: 212.645.4000 Fax: 212.645.4599

E-mail: [email protected]. Please use the first name initial and complete last name, e.g. Mary Smith - [email protected].

The Director of Membership and Com-munity Development is a Council staff person who is responsible for the overall membership services in the Council.

____________________________________Name

____________________________________Tel.

____________________________________E-Mail

My Membership Manager is a Council staff person who is assigned to my borough to provide guidance, direction, and help.

____________________________________Name

____________________________________Tel.

____________________________________E-Mail

My Membership Specialist is a Council staff person assigned to my Service Unit to recruit, train, and assist with the Girl Scout Program..

____________________________________Name

____________________________________Tel.

____________________________________E-Mail

My Service Unit Manager is the volunteer responsible for Girl Scouts and the Leaders in my Service Unit. S/he advises and guides the volunteers in my Service Unit and con-ducts monthly meetings.

____________________________________Manager Name

____________________________________Tel.

____________________________________E-Mail

____________________________________Co-Manager Name

____________________________________Tel.

____________________________________E-Mail

My Service Unit meets regularly to receive training and program information, exchange ideas with other leaders, and to plan Service Unit events. Our Meeting Place(s) are:

____________________________________

____________________________________

____________________________________

____________________________________

____________________________________

____________________________________

My Cookie Manager is the volunteer who provides cookie materials for my troop at the beginning of the campaign and distrib-utes the incentives once the campaign is over.

____________________________________Name

____________________________________

____________________________________Tel

____________________________________

____________________________________E-Mail

____________________________________

My Registrar is a volunteer who is respon-sible for helping organize the registration of all girls and adults in my Service Unit.

____________________________________Name

____________________________________Tel.

____________________________________E-Mail

My Troop Organizer is a volunteer who helps place new girls into existing troops and helps form new troops.

____________________________________Name

____________________________________Tel.

____________________________________E-Mail

My Troop Consultant is a volunteer who can provide answers to questions and assit with problems about girl programs.

____________________________________Name

____________________________________Tel.

____________________________________E-Mail



TROOP VOLUNTEER OPPORTUNITIESSPECIAL MESSAGE TO PARENTS AND GUARDIANSTroop leaders need your skills and your assistance to make Girl Scout programs interesting and exciting. We know we can count on you to help. Please read the following list and check the ways in which you are willing to help the troop leader and the girls in the troop, especially your daughter if she participates. If you are interested in volunteering to help the troop, or another Girl Scout troop, please complete the information below and return it to your troop leader.

I AM INTERESTED IN VOLUNTEERING FOR THE FOLLOWING POSITIONS:

o Troop Cookie Manager (January - March) — coordinates troop Girl Scout Cookie Sale.

o Telephone/Transportation — contacts parents with troop information or transportation needs.

o Helping Hands — helps out at troop meetings on a rotating basis. (May provide transportation and coverage for trips on a rotating basis.)

o Supplies (ongoing) — assists leader by picking up items at the Borough Service Center, and/or purchasing miscellaneous supplies for troop activities.

o First Aider — must have a current CPR/First Aid Certificate (may be an MD, RN, EMT); helps at events, on trips, or at camp.

o Troop Camping Adult — takes training, prepares girls, accompanies troop on their camping trips or overnight program trips.

o Other back-up or other short-term help: __________________________________________________________________________

o Share interest/skills with girls; my special interest is: ________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

____________________________________________________________________________________________________________

Parent/Guardian’s Name

Street Address

City State Zip Code

Tel. Day Tel. Eve E-mail


TROOP BANK ACCOUNTSAll troops and groups must maintain an account with a bank that al-lows ACH transfers.

Please review the following procedures before opening a troop checking account. These requirements apply to accounts with a balance of $100 or over.

Visit the bank to establish the account. You can visit any branch of the banks noted above during their business hours to start your account. If these banks are not convenient, you may select another bank. Please make sure to have standard identification (a govern-ment issued ID is required). The bank will provide the required pa-perwork to help you set up the account.

Call the Registration Department at 212.645.4000 x260; give the name and location of the bank, troop number, and troop leader’s name. A letter will be sent to the troop leader to present to the bank.

Understand the account guidelines. The bank involved will estab-lish the account as follows:

• Troop accounts are established in the name of the troop. For instance, “Girl Scouts of Greater New York, Troop #07777” would be the name on the checks.

• A minimum of two (2) signatures will be required on all bank accounts – the troop leader and co-leader will be the signa-tory for the checking account. These two persons cannot be related. If the leader and the co-leader are related, a volun-teer, unrelated, must be the second signatory on the account.

• The designated signers are not authorized to conduct any other business on behalf of the Council or to access any ac-counts the Council may maintain at the bank except for those specific to their subordinate unit.

• The troop/group signers are responsible for the day-to-day handling of troop funds.

• You will receive monthly bank statements.

• The account will have no overdraft protection, and the lead-ers, not the Council, will be financially liable for any bounced check or penalty fees incurred on the account.

• Once the account is open, leaders must provide all informa-tion to the Council including authorization for ACH transac-tions. ACH accounts will allow the Council to credit or debit monies to troops (rebates, refunds etc.). The ACH Authori-zation form is on page 17.

• Leaders are required to complete an ACH Authorization Form and submit to Council immediately after opening an account. A blank, voided check must be returned with the form.

• ACH authorization will be required on all existing troop/group bank accounts. Please complete the appropriate pa-perwork and submit to Council immediately.

• Bank accounts must be closed within 30 days of the Coun-cil being notified of a troop being disbanded. All funds must be turned over to the Council. The funds will be used by the newly established troop.

Troops should use the Girl Scouts of Greater New York’s tax exempt organization number to avoid paying sales tax on purchases for troop business. A copy of the Council’s Exempt Organization Cer-tificate appears on pages 18 and 19. You may copy this certificate to make purchases only for items to be used by your troop. A store is not required by law to honor tax exempt certificates. If you plan to make a large purchase at any store, you may want to call ahead to check the store’s policy.

TAX EXEMPT PROCEDURES


ACH DEBIT AUTHORIZATION FORMService Unit Report Code: ______________________

Complete this form and return it to your Membership Specialist

List Your Troop Number(s) Here: ______________________________________________________________________________________

List above ALL the troop numbers that will be using this bank account to authorize cookie payments.

ATTACH VOIDED TROOP CHECK HERE

This form is to be used by all GSGNY troops to authorize ACH debit transactions for the Girl Scout Cookie Program.

The troop acknowledges and agrees to the following:

• GSGNY will debit any outstanding cookie funds according to the instructions provided in the GSGNY Cookie Manual for the Girl Scout Cookie Program.

• All troop Initial Orders must be fully paid by the deadline specified in the Cookie Manual for that year. If the ACH debit payment cannot be processed, the troop cookie order may be changed to account for the missing funds or pulled from eBudde complete-ly.

• Troops are responsible to deposit sufficient funds to cover all orders placed and will be responsible for any resulting non-suffi-cient funds (NSF) charges.

• Troop expressly authorizes GSGNY to repeat debits that fail for any reason.

• Troop agrees to work closely with GSGNY to pay all amounts due to GSGNY in any manner agreed to by both parties.

• Troop understands that they may not participate in the Cookie Program until all girls are registered and this ACH Debit Authoriza-tion Form, with voided check attached, is received by the GSGNY Product Sales Department.

• When a troop bank account changes, troops must complete and submit a new ACH Debit Authorization Form.

This form MUST be signed by an authorized signatory on the attached troop bank account.

Date: __________________________________________________________________________________________________________

Print Name - Authorized Signer: ________________________________________________________________________________________________________

Signature - Authorized Signer: ________________________________________________________________________________________________________

Phone Number(s): ________________________________________________________________________________________________________

Email Address: ________________________________________________________________________________________________________

Street Address: ________________________________________________________________________________________________________

City/State/Zip: ________________________________________________________________________________________________________



FREE GROUP SUBWAY PASS GUIDELINESThe New York City Department of Youth Services (DYCD) in collaboration with the New York City Transit (MTA) administers the Free Group Subway Trans-portation Program. Girl Scouts of Greater New York is happy to offer these services to your troop.

The following procedures apply to obtain the service.• The participating troop must be registered for the fiscal year 2014-2015. • Only the Primary Leader of the troop can obtain an ID card along with one certificate. • The leader should complete and return the application no later than three weeks prior to the date of your trip. All applications must be sent to

Ana Santiago.• Only one ID card and one Certificate will be issued per leader. It will be mailed within 10 business days of receipt of application. • The leader is responsible for the safekeeping of the ID card. If the card is misplaced or lost a Notarized Letter along with a new Free Subway Pass

application is required. The letter should state why the replacement is being requested.

New Subway Guidelines• The Certificate is valid at any Subway Station of the New York City Transit System and Staten Island Railway in either direction. The Certificate can-

not be used on Buses, Path Trains, Metro North or Long Island Railroad.• Hours for Use of Certificate: Monday – Friday 9:00 am – 4:00 pm and 7:00 pm – 11:30 pm , Saturday – Sunday 9:00 am – 11: 30 pm (incl. holidays)• Accurately and clearly, complete sections A and C on the certificate, before its handed to the MTA Agent at the station. The name of the Leader on

the white ID card must correspond with the certificate. The agent on duty will complete section B, D and E. • Each Certificate is valid for no more than forty (40) girls and four (4) adults, no less than five (5) girls and one (1) adult. The ratio is ten (10) girls to

one (1) adult. Adults wishing to travel with the troop that fall outside the ratio MUST PAY the full current fare.• If troop travels outside the indicated hours, the current full fare per traveler has to be paid. • If the troop is changing leadership, please give the ID card and any remaining certificates to the new troop leader. When the troop takes a trip, please

notify your Membership Specialist.

To request a certificate contact Ana Santiago by email at [email protected] .

Please be advised that the troop leader is responsible for the compliance of the program guidelines. Entry to the subway system can be denied or travel privileges suspended by MTA agents in the event of any violation. Violations of these guidelines may also result in the termination of the organization’s eligibility to participate in the program.


mailto:asantiago%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide

Name Troop # Service Unit

Home Street Address

City State Zip Code


Troop Meeting Site: No. of trips taking this year:

Site Address:

Number of girls: Number of adults:

Has this troop changed leadership? If so, former Leader’s name: _____________________________________________________________

Troop is Registered for FY 14-15 (check one): o Yes o No

Please check one: o First time applying (needs ID card and certificates)o Needs Certificates (has ID card)o Lost or Stolen ID card need replacement (notarized letter needed)

Upon completing the necessary information, please return this application to Girl Scouts of Greater New York, 43 West 23rd Street, 6th Floor, New York, NY 10010.

Questions? Please contact Ana Santiago, Membership Registrar, at 212.645.4000 x351 or e-mail at [email protected].

OFFICE USE ONLY:

Certificate: ________________________________ MTA ID Card #: ______________________________________

Staff Signature: ________________________________ Date: ______________________________________

Pick-Up/Mailed: ________________________________

FREE GROUP SUBWAY PASS APPLICATION(Please print clearly)




T-SHIRT ORDER FORMOur Council has four T-shirt selections from which to choose. The Royal Blue, Oxford Gray, and California Blue City Scene shirts and the Purple Skyline T-shirts. Council T-shirts are great for Girl Scout Council events, sports activities, hanging out or holiday presents! This is also a simple and cost-effective method of saying “We are the Girl Scouts of New York City and proud of it.”

Walk-In Orders:Pick up or place an order during normal business hours from 8:30 am to 5:30 pm (Mon to Fri). The Council’s office is located at 43 West 23rd Street 6th Floor, between 5th and 6th Avenues in the Castro Office Building, on the uptown side of the street. We are easily accessible by the 1, F, R, M, 6 and Q trains.

Fax Orders:Place in advance by fax to .212.645.4599. Allow a minimum of two days for processing.

Email: For questions or to place an order email: [email protected]

Mail Orders: Send your checks (no larger than $50) or money order, with your completed order form to Girl Scouts of Greater New York Attn: T-shirts, 43 West 23rd Street, 6th Floor, New York, NY 10010-4283. Please allow seven business days for processing. You may choose to have your order shipped via UPS right to your home for an additional charge (please note that UPS does not deliver to PO Box numbers). All orders will be sent via UPS ground or USPS, generally received on the next business day. Please make sure someone will be avail-able to receive it. The shipping cost is $11.00 per order. Please call in advance regarding shipping charges for larger orders over (25) shirts.

Method of Payment: o Cash* o Money Order o Check

Delivery / Pickup Info:*Reminder: UPS cannot deliver to PO Boxes. We cannot accept bills larger than $50. Please fill out the following information. You may bring this form to the Council for cash and carry orders, mail with payment, or fax to the Council for pickup.

o Will pick up at Council’s 23rd St. office 8:30am - 5:30pm

o Please ship to the Staten Island Service Center. Note: Service Center orders must be paid on delivery.

o Please ship to my home address via UPS ground. Payment for shipping is included per instructions on the bottom right side of this form.

Name Troop #

Street Address

City State Zip Code

Tel Fax:

Email:

Sizes: GL / GXL / AM / AL / AXL / 2XL / 3XL

Colors: Classic Royal Blue (RB), Oxford Gray (OG), California Blue (CB), and Deep Purple (DP)

Prices: Girl Sizes: $8 Adult Medium, Large, XL: $8 2XL: $10 3XL: $11

SIZE COLOR QUANTITY X PRICE = TOTAL PRICE

X =

X =

X =

X =

X =

X =

T-SHIRT SUB-TOTAL =

UPSA SHIPPING (if applicable) =

GRAND TOTAL =

NOTE: If you are attending an event or weekend meeting at Council Headquar-ters on 23rd Street and wish to purchase T-shirts at that time, please note that you must give advance notice so they can have your order ready. Please fax or e-mail these advance orders at least one day prior to the meeting. Additionally, you may only pick up your order prior to the meeting, not following it.


EXCHANGE/RETURN POLICY: All exchanges/returns must be completed within 14 days of sale. You must have reciept present.


mailto:wvelez%40girlscoutsnyc.org?subject=Query%20from%202014-2015%20Troop%20Resource%20Guide

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GIRL RECORDTHIS RECORD IS KEPT BY THE TROOP LEADER

Name ID # Date of Birth

Street Address

City State Zip Code


Parent’s/Guardian’s Name

REGISTRATION RECORD

Registration Year Troop # School Name School Grade Program Age Level

CAMPING EXPERIENCE

Date Attended Name of Camp/Location



GIRL RECORD (CONTINUED)

GIRL SCOUT EVENTS AND TRIPS

Date Attended Event or Trip

TRAINING

Date Attended Training Course

GIRL SCOUT SERVICE RECORD


GIRL SCOUT SERVICE RECORD



PARENT PERMISSION FORMPlease print all information. Thank you.

Troop #: _________________________________________ is planning a trip on (date): _________________________________________

To: ___________________________________________________________________ Tel. of Location: _____________________________

ARRANGEMENTS FOR TRANSPORTATION:

Date: _______________________________ Time: _______________________________ Place: _______________________________

Date: _______________________________ Time: _______________________________ Place: _______________________________

Mode of transportation: ___________________________________________________________________________________________

LEADERS ACCOMPANYING GIRLS:

Name: __________________________________________________ Tel: __________________________________________________

Name: __________________________________________________ Tel: __________________________________________________

EACH GIRL WILL NEED:

Expenses: ______________________________________________________________________________________________________

Other equipment and clothing: _____________________________________________________________________________________

IN CASE OF EMERGENCY, THE LEADER WILL NOTIFY THE TROOP PARENT CONTACT WHO WILL IMMEDIATELY NOTIFY PARENTS.

Name of Troop Parent Contact: ________________________________________________ Tel: ________________________________

Leader’s Signature:__________________________________________________________ Date: _______________________________

PLEASE PRINT ALL INFORMATION. SIGN, TEAR OFF, AND RETURN TO TROOP LEADER BY (DATE): ________________________

My daughter (print name) ______________________________ has permission to participate in _________________________________.She is in good physical condition and has not had any serious illness or operation since her last health exam. She may participate in all planned activities.

o I will pick up my daughter on return. o My daughter may travel home alone at end of trip.

IN CASE OF EMERGENCY, I CAN BE REACHED AT:

Address: _______________________________ Tel Day: _______________________________ Tel Eve: _______________________________

IF I CANNOT BE REACHED, THE FOLLOWING PERSON IS AUTHORIZED TO ACT ON MY BEHALF:

Name: __________________________________________________ Tel: __________________________________________________

Address: ________________________________________________ Relationship to Participant: ______________________________

IN THE EVENT THE CONTACT PERSON OR I CANNOT BE REACHED, THE TROOP LEADER IS AUTHORIZED TO ACT ON MY BEHALF.

Physician’s Name: ________________________________________ Tel: __________________________________________________

PARENT(S)/GUARDIAN(S) SIGNATURE: ____________________________________________________________________________________



PERMISO DE LOS PADRESPor favor escriba toda la información en letra molde. Gracias.

La Tropa #: ______________________________________ Está planeando un viaje el día (fecha): _________________________________________

A (nombre del lugar): ______________________________________________ Teléfono del lugar___________________________________

ARREGLOS PARA TRANSPORTACIÓN:

Fecha: ______________________________ Hora: ______________________________ Lugar: _______________________________

Fecha: ______________________________ Hora: ______________________________ Lugar: _______________________________

Forma de Transportación: _______________________________________________________________________________________

LIDERES ACOMPAÑANDO A LAS NIÑAS:

Nombre: ____________________________________________ Teléfono: __________________________________________________

Nombre: ____________________________________________ Teléfono: __________________________________________________

CADA NIÑA NECESITARÁ:

Gastos: ________________________________________________________________________________________________________

Otro equipo y ropa: _____________________________________________________________________________________________

EN CASO DE EMERGENCIA, LA LIDER NOTIFICARÁ A LA REPRESENTANTE DE LA TROPA Y ELLA SE COMUNICARÁ CON LOS PADRES.

Nombre de la representante de la Tropa: ________________________________________ Teléfono: ________________________________

Firma de la Lider:____________________________________________________________ Fecha: _______________________________

POR FAVOR ESCRIBA TODA LA INFORMACIÓN EN LETRA MOLDE! FIRME, SEPARE AQUÍ, Y DEVUELVA A LA LIDER POR: __________

Mí hija (letra molde)__________________________________ tiene permiso para participar en __________________________________.Ella se encuentra físicamente en buena condición y no ha tenido enfermedades serias o una operación desde su último exámen físico. Ella puede participar en todas las actividades planeadas.

o Yo iré a recoger a mí hija cuando regrese. o Después de su paseo, mí hija puede viajar a casa sola.

EN CASO DE EMERGENCIA, YO PUEDO SER LOCALIZADA:

Dirección: ___________________________ Teléfono Día: ___________________________ Noche: ___________________________

SI YO NO PUEDO SER LOCALIZADA, YO AUTORIZO LA SIGUENTE PERSONA PARA QUE RESPONDA POR MÍ:

Nombre: ____________________________________________ Teléfono: __________________________________________________

Dirección: __________________________________________ Relación con la participante: __________________________________

EN EL CASO QUE NI YO O LA PERSONA QUE HÉ AUTORIZADO A RESPONDER POR MÍ NO PODEMOS SER LOCALIZADA S, LA LIDER ESTÁ AUTORIZADA A RESPONDER POR MÍ.

El nombre de mí doctor: _______________________________ Teléfono: __________________________________________________

FIRMA DE PADRE(S)/GUARDIÁN(ES): ________________________________________________________________________________



GIRL HEALTH HISTORY RECORD

Name: Date of Birth: Age:

Address: Troop No:

Parent/Guardian: Tel: Cell:

In Emegency Notify:

Name: Tel: Relationship:

Name of Family Physician: Tel:

Family Medical/Hospital: Insurance:Policy or Group No:

I, _____________________________________________ , do authorize _____________________________________________ , a represen-tative of the Girl Scouts of Greater New York (troop leader, Council staff, camp staff and/or volunteer), to use the medical information below regarding my daughter, _____________________________________________ during troop meetings, trips, camping activities, and other Girl Scout events.

PLEASE CHECK APPROPRIATE BOXES:o No medical condition exists that would limit participation in any specific activity.o No known allergies exist.o My daughter is up-to-date with all immunizations and tetanus shots.o The following medical condition/allergies exist: ____________________________________________________________________

Please indicate how this condition may limit participation: ___________________________________________________________

THIS AUTHORIZATION SHALL EXPIRE ON SEPTEMBER 30, 2015

Signature of Parent/Guardian: _______________________________________________________ Date: ___________________________

PERMISSIONS(Please read and initial statements at the space provided.)

TRANSPORTATION: The responsibility of the troop leaders ends at the close of the troop meeting. Parent or Guardian is responsible for the girl’s transportation home. For the troop leaders’ information, initial one of the following:

__ My daughter may walk home from the troop meetings.__ My daughter may not walk home from the troop meetings. I will arrange for her transportation home.

EMERGENCY CANCELLATION: There is the possibility that the volunteer troop leaders may have to unexpectedly cancel a troop meeting.

__ I will tell my daughter what to do if such an emergency should arise.

UNSCHEDULED ACTIVITIES: Occasionally, the troop will decide to leave their meeting room for a specific activity. The destination of the troop will be posted at the regu-lar meeting room and dismissal of the troop will be from the regular meeting place at the regular time. No vehicles will be used for this type of spontaneous activity.

__ I give permission for my child to participate in unscheduled local activities with her troop during regular troop meeting time.

Signature of Parent/Guardian: _______________________________________________________ Date: ___________________________


HISTORIA DE SALUD DE NIÑAS

Nombre: Fecha de Nacimiento: Edad:

Dirección: Numero de Tropa:

Padre/Guardián: Teléfono: Celular:

En Emergencia Notificar a:

Nombre: Teléfono: Relación :

Nombre de Medico de la familia: Tel:

Seguro Medico/Hospital: Numero de Póliza/Grupo:

Yo, _____________________________________________ , autorizo a una representante de las Girl Scouts de Nueva York (líder, personal del Concilio, personal del campo o voluntaria), use la información mencionada abajo con respecto a mi hija, _____________________________________________ durante reuniones de tropa, viajes, actividades en el campo, y otros programas o eventos.

FAVOR DE MARCAR (X) EN LA CASILLA APROPIADAo No existe ninguna condicion médica que limite la participación en alguna actividad especifica.o Ninguna alergia existe al presenteo Mi hija tiene todas sus inmunizaciónes y inyección de tétano.o Existe la condición medica siguiente/alergias: ____________________________________________________________________

Por favor indique como esta condición puede limitar la participación de su hija: _________________________________________

ESTA AUTORIZACION EXPIRA EN SEPTIEMBRE 30, 2015.

Firma de Padres/Guardianes: _______________________________________________________ Fecha: ___________________________

PERMISOS (Favor de leer e iniciar las declaraciones en el espacio proporcionado.)

TRANSPORTACIÓN:La responsabilidad de la líder termina al final de la reunión de la Tropa. Padres o Guardianes son responsables por la transportación de la niña al hogar. Para la información de la líder favor de inicial lo siguiente:

__ Mi hija puede caminar sola a su hogar después de cada reunión del la tropa.__ Mi hija NO puede caminar sola a su hogar después de la reunión de la tropa. Yo haré los arreglos necesarios para la transportación

de mi hija a su hogar.

CANCELACION EN CASO DE EMERGENCIA:Hay la posibilidad de que la líder o voluntarias tengan que cancelar la reunión de la tropa.

__ Yo le diré a mi hija lo que debe hacer en caso de tal emergencia.

ACTIVIDADES QUE NO SON PLANIFICADAS:Ocasionalmente, la tropa decide salir de su lugar de reunión para una actividad específica. El destino de la tropa será anunciado en el lugar de sus reuniones, el despido de la tropa será en el lugar de reuniones y a la hora señalada. Ningún vehículo se usara para este tipo de ac-tividad espontánea.

__ Yo doy permiso para que mi hija pueda tomar parte en estas actividades que no son planificadas con anterioridad por su tropa, durante las horas de la reunión regular.

Firma de Padres/Guardianes: _______________________________________________________ Fecha: ___________________________


MEDIA RELEASE FORM FOR MINORSThis form MUST BE COMPLETED annually. If a troop leader photographs an activity that she/he wishes to submit to the Council for print or electronic publication, a completed Media Release Form for each girl and adult pictured should accompany the submission. All completed forms must be sent to the Communications Department and must include the name, location, and date of the event. This form may be faxed to 212.645.4599 or mailed to the address below.

Date: _________________________________________________________________________________

Photographer/Producer: _________________________________________________________________________________

Assignment: _________________________________________________________________________________

Council (if appropriate): _________________________________________________________________________________

Location: _________________________________________________________________________________

Activity: _________________________________________________________________________________

RELEASE FOR MINORS (those under the age of eighteen)

For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, I hereby consent and agree to the following:

1. I hereby grant to Girl Scouts of the U.S.A. (“GSUSA”), and others working for GSUSA or on its behalf, and each of its respective li-censees, successors, and assigns, the unlimited right and permission to use, distribute, publish, exhibit, digitize, broadcast, display, reproduce, or otherwise exploit my name, picture, likeness, and voice, or to refrain from so doing, in any manner or media whatso-ever (whether now known or hereafter devised), anywhere in the world, by any persons or entities deemed appropriate by GSUSA, for any purpose including, without limitation, any use for educational, advertising, non-commercial, or commercial purposes.

2. I shall have no right of approval, no claim to compensation, and no claim (including, without limitation, claims based upon invasion of privacy, defamation, or right of publicity) arising out of any use, alteration, blurring, illusionary effect, or use in any composite form of my name, picture, likeness, and voice. I hereby release and hold harmless GSUSA and any persons or entities acting on behalf of or at the direction of GSUSA, from any claim for injury, compensation, or negligence resulting or arising from any activities authorized by this Release.

Name of Minor: _________________________________________________________________________________

Address: _________________________________________________________________________________

City/State/Zip: _________________________________________________________________________________

Telephone: _________________________________________________________________________________

I, THE UNDERSIGNED, BEING A PARENT OR GUARDIAN OF THE MINOR, HEREBY CONSENT TO THE FOREGOING CONDITIONS AND WARRANT THAT I HAVE THE AUTHORITY TO GIVE SUCH CONSENT.

Name of Parent/Legal Guardian (please print): ________________________________________________________________________

Signature of Parent/Legal Guardian (required): ________________________________________________________________________

Date: _________________________________________________________________________________

Parent/Legal Guardian email address* ____________________________________________________________________________________ *Will not be used for any other purposes or distributed to third parties.

PLEASE RETURN COMPLETED AND SIGNED RELEASE TO THE COUNCIL.



MEDIA RELEASE FORM FOR ADULTSThis form MUST BE COMPLETED annually. If a troop leader photographs an activity that she/he wishes to submit to the Council for print or electronic publication, a completed Media Release Form for each girl and adult pictured should accompany the submission. All completed forms must be sent to the Communications Department and must include the name, location, and date of the event. This form may be faxed to 212.645.4599 or mailed to the address below.

Date: _________________________________________________________________________________

Photographer/Producer: _________________________________________________________________________________

Assignment: _________________________________________________________________________________

Council (if appropriate): _________________________________________________________________________________

Location: _________________________________________________________________________________

Activity: _________________________________________________________________________________

RELEASE FOR ADULTS

For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, I hereby consent and agree to the following:

1. I acknowledge that I am eighteen (18) years of age or older. I hereby grant to Girl Scouts of the U.S.A. (“GSUSA”), and others work-ing for GSUSA or on its behalf, and each of its respective licensees, successors, and assigns, the unlimited right and permission to use, distributed, publish, exhibit, digitize, broadcast, display, reproduce, or otherwise exploit my name, picture, likeness, and voice, or to refrain from so doing, in any manner or media whatsoever (whether now known or hereafter devised), anywhere in the world, by any persons or entities deemed appropriate by GSUSA, for any purpose including, without limitation, any use for educational, advertising, non-commercial, or commercial purposes.

2. I shall have no right of approval, no claim to compensation, and no claim (including, without limitation, claims based upon invasion of privacy, defamation, or right of publicity) arising out of any use, alteration, blurring, illusionary effect, or use in any composite form of my name, picture, likeness, and voice. I hereby release and hold harmless GSUSA and any persons or entities acting on behalf of or at the direction of GSUSA, from any claim for injury, compensation, or negligence resulting or arising from any activities authorized by this Release.

Signature: _________________________________________________________________________________

Name (please print): _________________________________________________________________________________

Address: _________________________________________________________________________________

City/State/Zip: _________________________________________________________________________________

Telephone: _________________________________________________________________________________

Email address:* ______________________________________________________________________________________

*Will not be used for any other purposes or distributed to third parties.

PLEASE RETURN COMPLETED AND SIGNED RELEASE TO THE COUNCIL.



PLANNING GUIDELINES FOR TRIPS AND EVENTSTo assist troop leaders and other volunteers in planning trips as well as troop, meeting site, Service Unit, and borough events in public and/or private facilities, we have developed the following guidelines. It is important for the safety of girls and adults participating in Girl Scout organized activities that you review and apply these guidelines when planning a trip or event. If you have any questions, please contact your Membership Specialist or any other member of the membership or program team.

ContractsWhen entering into a contract with an institution that is for less than $2,000, you may sign it without sending it to the Council for review, as long as you follow the guidelines listed below. Council staff is also happy to review contracts for lesser amounts. Contracts for more than $2,000 must be submitted to the Council for pre-approval. Please review the contract per the guidelines listed below before you send it to Council staff.

• Be sure the contract covers provisions for bad weather or extraor-dinary occurrences (e.g. power outage or transit strike).

• Be sure the minimum guarantee is realistic. Plan a deadline by which you may cancel without penalty if you do not have enough registrants for the activity.

• Do a walk-through of the venue to make sure it meets Safety Ac-tivity Checkpoints standards. Check for handicapped accessi-bility, adequate indoor space in case of bad weather, reasonable parking accommodations, and adequate bathroom facilities.

• Make sure menus and items provided by the venue are spelled out specifically, such as linens, flowers, wait service, and patches. If you plan to bring food, including brown bag lunches, clear this with the venue in advance.

Registered volunteers may proceed with signing a contract, but we ask that you submit a copy at least 4 weeks before your event in case we receive questions regarding the event. For trips, please follow the specific guidelines in this book.

Your event or trip flyer should communicate arrangements as com-pletely as possible to parents and/or guardians. Please see the flyer format checklist at the end of this page to ensure that you have all the necessary details.

CPR/First Aid CoverageCPR/FA is very important, so please adhere to the following guidelines:

• If a facility has a first aid/medical station, you may use it as first aid coverage for the event. See Trip Planning Timeline for additional re-quirements.

• If a facility does not have a first aid/medical station, one CPR/FA certified adult for every 50 participants is adequate. Bus trips should include at least one certified adult on each bus. At camp, there must be at least one certified adult in each unit. If during the course of your trip you plan to separate the participants to go to different venues, you should have a CPR/FA certified adult with each group of girls.

Adult CoverageSafety Activity Checkpoints outlines the required girl/adult coverage ratio for all outings. Adults are defined as individuals 18 years or older. Trips or events must include:

• Two adults for every 5 Girl Scout Daisies, 12 Girl Scout Brownies, 16 Girl Scout Juniors, 20 Girl Scout Cadettes, 24 Girl Scout Seniors or Ambassadors;

• Plus one adult for each additional 3 Girl Scout Daisies, 6 Girl Scout Brownies, 8 Girl Scout Juniors, 10 Girl Scout Cadettes, 12 Girl Scout

Seniors and Ambassadors.

Troop leaders must be at least 21 years of age. Co-leaders may be 18 years of age. Wife-and-husband leader teams or another combina-tion of related adults must have an additional female present who is not related to the leaders.

Facility RequirementsLeaders must ensure that:

• The area is safe, secure, clean, properly ventilated, heated, lit, and hazard free;

• There are at least two functioning exits that are easily accessible and well marked:

• Evacuation procedures established by the facility or group leaders are known;

• The area is large enough for the planned activities;

• There are facilities accommodating those with disabilities and there are separate facilities for male participants;

• The area is accessible by telephone or other communication de-vice and leaders have emergency contact phone numbers.

• If the event is overnight, male participants should not sleep in the same space as girl members, nor should they supervise girls in the sleeping area; and

• Occupancy limits are adhered to at all times.

Flyer FormatPlease follow these tips so that your event or trip flyer is clear to readers:

• Include Council name, GS logo, event name, date, time, place, cost, refund or exchange policy, who may participate, cancellation/rain date information, directions to site, and day-of-event contact number.

• Include instructions for applying (i.e. “send in form with $XX.XX; balance due, etc.”), application deadline, and whether the event or trip is first come/first served.

• Include First Aid/CPR requirements.

• Write for your audience (troop leaders, girls, parents, etc.)

• If the flyer is distributed one per troop, note: “One flyer per troop; please share with other troop leaders and the girls.”

• Note when they should expect acceptance or rejection (i.e. “if not accepted, your application/deposit will be returned by…”)

• Provide an email address and phone number for additional infor-mation (i.e. Service Center, Council, Chair of event).

• Provide a return tear-off when applicable. Make sure information is not lost in returning the tear-off.

• Thank the sponsoring site/other event contributors for their sup-port.

• If possible, prepare flyers as a “Word” document with limited graph-ics. Other formats make it difficult for volunteers to send electroni-cally.


http://http://www.girlscoutsnyc.org/uploaded/files/volunteer/All%20Safety%20Activity%20Checkpoints%202011-12.pdf

http://http://www.girlscoutsnyc.org/uploaded/files/volunteer/All%20Safety%20Activity%20Checkpoints%202011-12.pdf


GUIDELINES FOR TRIPS/SERVICE UNIT EVENTSThe Service Unit Manager and Membership Specialist will review each trip application for approval. This is included for troop leades to use as a planning guide as well. NOTE: This checklist may also be used as a guide in planning the agenda for a Parent/Guardian Information Meeting prior to final decision on trip.

I. Leadershipo Do the leaders know the girls well enough before the trip

takes place?

o Are the leaders physically and emotionally equipped to handle a trip of the duration and type planned?

o Has the required adult coverage been recruited in ac-cordance with Safety Activity Checkpoints and/or Girl Scouts of Greater New York’s Policies and Standards?

o For an extended trip, has a parent meeting been held with a member of the Service Team (not involved with the trip) on hand to hear the “back home” plans?

o Are the girls and leaders registered with the Girl Scouts of Greater New York?

o Have girls been involved in the planning and implementing of the trip?

o Are girls prepared with the skills and knowledge needed to derive benefits from trip?

o Are most of the registered troop members involved in planning and participating in the trip?

II. CostHas the proposed budget been developed to include items such as:

o Site rental/accommodations

o Equipment rental

o Transportation

o Additional insurance

o How will these costs be covered?

o Troop treasury funds per Girl Scouts

o Each participant paying a portion

o Troop money earning project (approval required)

III. Parent/Guardian Permissiono Have parents been advised of all activities in which the girls

will participate, including activities such as horseback rid-ing, swimming, and theme park rides?

o Has the health history information been updated for each participant?

o Has written parental permission been obtained?

IV. Things to Considero What contingency plans have been made for sickness of

girls or adults while away?

o Who is the Adult First-Aid/CPR Certified adult accompa-nying the troop?

o What activities might prove to be potential problems? How will these be handled?

o What activities are not allowed?



UNDERSTANDING WHICH ACTIVITIES ARE NOT ALLOWED

In an exciting, learning-by-doing environment like Girl Scouting, it’s only natural that girls will sometimes want to take part in activities not covered in Safety Activity Checkpoints. When activities involve unpredictable safety variables, they are not recommended as Girl Scout program activities. These include but are not limited to:

• Hot air ballooning• Bungee jumping• Flying in small private planes, helicopters, or blimps• Go-carting • Hang gliding• Stunt skiing • Motor biking• Parachuting• Riding all-terrain vehicles• Riding motorized personal watercraft like jet-skis • Trampolining • Hunting• Simulated skydiving and zero-gravity rooms• Parasailing

Marksmanship activities require council permission, and volunteers need to transport weapons separately from girls. The minimum age for girls using firearms in highly supervised activities is 12 years old.

Follow the Trip Planning Timeline for submitting your application. Please fill out the Trip Application completely and forward a copy to the Membership Specialist and to the Service Unit Manager for approval. Please include a copy of the Trip Participants List with the application for trips longer than 2 days. The Membership Specialist will review the application for approval and contact troop leaders only if additional information is needed or if there are other questions about the trip. NOTE: Please remember to take permission slips, the Girl Health His-tory Record and Accident Insurance Claim forms, and a first aid kit on all trips. Trip Applications are available for download on our website at www.GirlScoutsNYC.org

Prior to filing your application, be sure to:

TRIP APPLICATION INSTRUCTIONS

• All girl members and troop leaders are registered with the Girl Scouts of Greater New York.

• Adults participating in trip understand the purpose of the trip, health and safety requirements, and their role in the girl/adult partnership.

• The trip is appropriate for your program level - i.e. consider length of time, dis-tance, activities, and readiness of troop members.

• The cost of the trip is feasible for the troop and manageable for each indi-vidual troop member.

• Adequate adult coverage is in com-pliance with Girl Scouts of the USA’s Safety Activity Checkpoints and Girl Scouts of Greater New York’s Policies and Standards.

• Trip plans were shared with all parents/guardians.

Parent/Guardian PermissionTrips of short duration use regular permission forms. For extended trips or expensive trips, a Parent/Guardian Information Meeting must be held. Borough staff must ap-prove and sign your application before you submit it to the Program Department.



WHAT IS A GIRL SCOUT TRIP?A troop trip is an opportunity for girls to learn, have fun, and experience adventure. Girls should plan it with guidance from adults. Girls should be active in planning, participate in pre-trip activities at troop meetings, and be prepared for travel prior to departure. When plan-ning trips with girls, be sure to use GSUSA Safety Activity Checkpoints, the Council’s Policies and Standards, and grade-level material.

Learning how to plan a trip should be a progressive experience for a Girl Scout - one that starts at a point she is ready to handle. Girl Scout Daisies, for example, might begin with a discovery hike. Girl Scout Brownies and Juniors should start with simple trips if they have never done any traveling. Once a troop understands the planning process, girls may progress to longer trips. Refer to Safety Activity Checkpoints for details. Use this guide during troop meetings to plan your trip.

Membership staff is to be notified prior to any troop activity occurring away from the regular troop meeting place and/or regular meeting time. This includes but is not limited to individually registered girls.

Start with the basic questions:• Where are we going?• When are we going?• How will we get there?• How much will it cost?• How should we prepare?• What will we do along the way?• What will we do when we get there?• What will we do when we get home?

Then go one level deeper:• Where are we going?

• What are the goals for the trip?• Does the destination have a tie-in to

the Girl Scout program?• What are the girls’ expectations? What

are the troop leaders’ expectations?

• When are we going? Check the calendar to be sure the date does not interfere with a religious observance, school trip, or other event, which will limit participation.

• How will we get there? • An opportunity for girls to participate in

the planning begins here.• Small groups, committees, or patrols

can be assigned to check the costs of bus, train, and air fares; estimate mile-age if going by car; and learn to use road maps.

• Have groups report findings back to the troop members for the purpose of discussion and decision-making.

• How much will it cost? After the report and discussion, plan a budget based on several methods of transportation. Let girls decide which would be most advisable with leaders help, of course. Consider fees such as overnight lodging, food, etc., as part of the budget.

File a trip application - refer to the trip plan-ning timeline in this publication.

How to get ready:

Now the real fun begins. Activities at troop meetings could focus on:

• What part of the Girl Scout Law will be put into action on the trip?• What safety procedures should we take?• What games to play on the bus or train?• What to wear? What to bring?• What will we see along the way?• What forms need to be filled out, i.e., parental permission forms?• What will we do when we get there?• Does each girl and parent/guardian understand the purpose of the trip? • Introduce the girls to the things to look for and ask them what they expect to

see, do, and accomplish.• What will we do when we get home?• Did the trip meet our expectations? Have troop members evaluate.• Create a trip log and share with another troop or parents/guardians.• Write thank you notes!• Would you recommend this trip and itinerary to others?

Budgeting:

Consider cost factors when planning a troop trip.

A. What other types of program will be offered during the troop year if all troop money goes towards the trip?

B. What is the troop’s projected income?

$ _____ Dues

$ _____ Cookies

$ _____ Troop money earning projects (permission required)

C. What are the anticipated expenses?

$ _____ Transportation

$ _____ Meals

$ _____ Accommodations

$ _____ Activity Fees

$ _____ Contingency Fund

$ _____ Other

D. What will the trip cost per girl?

$ _____ Total cost per person

E. What will be paid for by:

$ _____ Troop funds

$ _____ by Girl/Adult




TRIP PLANNING GUIDELINETy

pe o

f Tri

p1. DAY TRIP - WITHIN NYC*

Example: neighborhood trip, museums, Fire Department, library, SU events, Council Events within NYC.

* If the day trip includes swimming activities, then a trip application is required.

2. DAY TRIP - OUT OF NYC

Example: Liberty Science Center, West Point, apple picking.

Includes: New Jersey, Nassau/Suffolk counties, Westchester county

3. OVERNIGHT OR WEEKEND TRIPS1-3 DAYS (2 CONSECUTIVE NIGHTS)**

Example: Washington DC, Hershey PA, Boston MA

Includes: Overnights in your GS meet-ing places and overnights in your own borough.

** Additional insurance is needed except for federal holiday weekends. A First Aid/CPR Certified Adult must be present in each bus if traveling by bus.

Leve

ls All Levels*

* It is recommended that Daisy Girl Scout troops not plan trips that are too lengthy for this young age level.

All Levels*

* It is recommended that Daisy Girl Scout troops not plan trips that are too lengthy for this young age level.

Girl Scout Brownie

Girl Scout Juniors

Older Girls

Prio

r to

Dep

artu

re

4-6 Weeks - Allows time to:• Discuss activity check points from

Safety Activity Checkpoints• Discuss budgets• Make arrangements with facility• Discuss transportation• Distribute and collect Parent/Guard-

ian Permission Forms• Make sure bus company is listed on

Council Approved list

4-6 Weeks - Allows time to consider all the left, plus:• Adult First Aider must be present on

trip• Make sure bus company is listed on

Council Approved list

3-6 Months - Allows time to consider all the left, plus:• Extensive budgeting• Parent meeting• Contract, deposits, etc.• Accrediting Council for Independent

Colleges and Schools• Girl Health History Form• Adult First Aider must be present on

trip. • Submit request for additional insur-

ance with trip application

Perm

issi

on/

App

rova

l

Notification by phone to your Service Unit Manager and Membership Specialist or Membership Manager.

Additional Insurance for non-regis-tered participants

Signed by Leader, Membership Manager/Specialist, and Service Unit Manager

Submit Trip Application to your Service Unit Manager and Membership Specialist or submit Trip Application online.

Additional Insurance for non-regis-tered participants

Signed by Leader, Membership Manager/Speciliast, and Service Unit Manager

Submit Trip Application and applica-tion for Additional Insurance to SUM & Membership Specialist to forward to Membership Manager and copy to Program Department for approval. Trip Applications can also be completed and submitted online.

App

rova

l D

eadl

ine

2 weeks 3 weeks 6 weeks

Trai

ning

Re

quir

ed Getting Started

Leadership Essentials Training

Getting Started


First Aid/CPR Certification(can be other than leader -- first aider

must be on trip)

Getting Started


First Aid/CPR Certification(can be other than leader -- first aider

must be on trip)

Overnight Adventures and Beyond

LEADERS’ NOTE: You must request permission for all troop trips and receive pre-approval. Camping trips: If attending Summer Camp (June and July), please use applications and procedures in the Summer Camp brochure. If you are attending Season Camp (September through early June), please use applications and procedures in the Season Camp brochure. Refer to Safety Activity Checkpoints for requirements for “high risk” activities, and activities that are not permitted as Girl Scout program activities.




TRIP PLANNING GUIDELINETy

pe o

f Tri

p4. TRIPS OF MORE THAN TWO NIGHTS AWAY**

** Additional insurance is needed except for federal holiday weekends. A First Aid/CPR Certified Adult must be present in each bus if traveling by bus.

5. OUT OF COUNTRY**

** Additional insurance is needed except for federal holiday week-ends. A First Aid/CPR Certified Adult must be present in each bus if traveling by bus.

Leve

ls Girl Scout Juniors

Older GirlsOlder Girls

Prio

r to

Dep

artu

re

9 Months - 1 YearAllows time to consider all points on prior page, plus:• Hold parent information meeting and discuss budget• Discuss activity checkpoints in Safety Activity Checkpoints• Consider contracts, deposits for transportation, and

accommodations• Troop money earning project (Council approval required)• Girl Health History Form• Parent/Guardian Permission Form• Submit request for additional insurance with trip application• Adult First Aider must be present on trip and have copy of

certifications

18 Months Prior to DepartureAllows time to consider all points to left and on prior page, plus:• Request International travel Preparation Packet

and Application from Program Department

Perm

issi

on/

App

rova

l

Submit Trip Application and application for Additional Insurance to SUM & Membership Specialist to forward to Membership Manager and copy to Program Department for approval. Trip Applications can also be completed and submitted online.

One year before departure: Submit Trip Application and application for Additional Insurance to SUM & Membership Specialist to forward to Membership Man-ager and copy to Program Department for approval. Trip Applications can also be completed and submitted online.

App

rova

l D

eadl

ine

4 months Minimum 1 year

Trai

ning

Re

quir

ed

Getting Started


First Aid/CPR Certification(can be other than leader -- first aider must be on trip)


Getting Started


First Aid/CPR Certification(can be other than leader -- first aider must be on trip)


LEADERS’ NOTE: You must request permission for all troop trips and receive pre-approval. Camping trips: If attending Summer Camp (June and July), please use applications and procedures in the Summer Camp brochure. If you are attending Season Camp (September through early June), please use applications and procedures in the Season Camp brochure. Refer to Safety Activity Checkpoints for requirements for “high risk” activities, and activities that are not permitted as Girl Scout program activities.

2014-2015 Troop Resource Guide -40



PRIVATE TRANSPORTATION:PROCEDURES, GUIDELINES, AND RECOMMENDATIONS

Standard Private Transportation Guidelines from GSUSA & GSGNY:

“Private passenger cars, station wagons, and vans may be used during Girl Scout activities. They must be properly registered, insured, and operated by adults with a valid license for the type and size of vehicle used. Any other form of private transportation may be used only after Council approval has been obtained.” — Volunteer Policies.

Please ensure that:• The number of passengers does not exceed the intended pas-

senger limits of the vehicle.• Each person has her or his own seatbelt or booster seat.• There is adequate space for luggage and equipment, which is

stowed securely.• All vehicles are equipped with a first aid kit.• No alcohol or drugs are consumed before or during Girl Scout

trips. Please be aware that some over-the-counter medica-tions may cause driving impairments.

• All city and state traffic laws and regulations are followed.• Appropriate behavior while in the vehicle is discussed with girls

before each trip.• Each driver has a copy of destination directions and phone

numbers.• The vehicle stops and pulls off the road to a safe location if

there is a need for the driver to make phone calls or text some-one.

Booster Seat LawThe Booster Seat Law is in effect and requires all children be-tween the ages of 4 and 7, measuring 4 feet 9 inches or less, to be restrained in booster seats or other appropriate child safety devices that meet applicable Federal Motor Vehicles Safety Stan-dards. The booster seat must be used along with a combination lap and shoulder safety belts. Individuals found to be in violation of this law will be subject to a civil fine. This directly affects Girl Scout Daisy and Brownie Leaders who utilize car pools to travel to trips and meetings.

Private InsuranceIf you have questions regarding car insurance coverage, please contact your insurance carrier. The Girl Scouts of Greater New York does not require that additional private insurance be ob-tained for the transportation of girls.

Private TransportationWhen hiring a private bus company, we recommend that troop leaders check their safety record on the Department of Trans-portation website. We recommend that troop leaders do not contract with any company with noted safety violations. If a post-ing is made to the DOT site after a bus company is contracted and the company cannot be changed before the trip, we ask that troop leaders ensure that chaperones are aware of any concerns and be vigilant when travelling.

http://cms.fmcsa.dot.gov/safety/passenger-safety/search/by-company

TIPS FOR DRIVER SAFETYBefore beginning an extended trip, review the safety facts and safe driving tips for various circumstances.

P Bad WeatherDon’t drive in bad weather, or, if on the road, slow down or stop after pulling as far off the roadway as possible. Bad weather causes increased chances of accidents due to poor visibility; moisture on the road causes hydroplaning; and wet roads reduce traction, which increases the distance needed to stop.

P Following DistanceAlways keep the proper distance between you and the vehicle ahead. This allows time for you to respond. Use a 3-second rule if you are driving a car. Watch the car ahead as it passes an object on the side of the road. Count “1000-1, 1000-2, 1000-3.” If you pass that object before you end the count, then you are too close. Back off. If you are driving a van or a vehicle loaded with lots of gear, increase the count to 1000-4. During bad weather, increase your count. It will take you longer to stop.

P Rest UpDo not drive while tired or taking medication that could make you drowsy. You can actually “micro sleep” while you drive, which is highly dangerous in a moving vehicle.

P DistractionsDo not take your eyes off the road for any reason. If you need to resolve an argument among passengers, read a map, or use a cellular phone, pull off the road at an exit or rest area.

P AnticipateKeep your eyes on the road. Continuously scan your mirrors. Watch the road on all sides. If something is happening, you can stop or accurately determine how to avoid the problem. Watch the brake lights of the car ahead or for warning signs along the road.

P Be VisibleDrive with your headlights on. Do not drive in the blind spots of other vehicles, especially large trucks. Use your turn sig-nals when changing lanes or preparing to turn.

P Adhere to Posted Speed LimitsExcessive speed can cause accidents because you need more time and distance to be able to react or stop.

P Seat Belts OnRequire all passengers to buckle up before you start the vehicle.


All troop members are provided Basic Activity Insurance by GSUSA upon registration and payment of the $12 national registration fee (Plan 1). This is why it is so important to get the troop registration completed and returned to the Council in a timely manner. This insurance covers registered members for troop meetings, activities and events lasting two consecutive nights or less and pays up to $10,000 in medical expense (with a non-duplication provision).

Guests (parents, guest speakers, other “tag-a-long” children not registered with the troop but who are present in a troop meet-ing or activity) are not covered under the Basic Activity Insurance Plan. In addition, if the troop has an activity/trip/event lasting more than two consecutive nights, neither the troop nor any guests are covered under the Basic Activity Insurance Plan.

To protect your troop and any guests, there are additional insur-ance plans available. You may have different needs during the year. To help you determine which plan may be best for your particular activity, event or trip, please read the following information. Also be sure to read the plan descriptions for complete information. Decide which plan best suits your needs and complete the Request for Additional Insurance Form. Return the form to the Council with your trip application and payment of the premium. Please note that the insurance needs to be received by the Council at least three weeks before the start of the activity/event/trip in order for cover-age to apply. If you have any questions, please call the Systems Department at 212.645.4000 x260.

The following is a general overview of the Additional Insurance Plan. Refer to the plan descriptions for complete details particularly regarding trips.

If you expect to have guests at the troop meetings, choose Addi-tional Insurance Plan 2. Complete the registration form indicating “Troop Meetings” when asked for the name of the event. List all the dates of your troop meetings in the year on the form.

Calculate Your Premium Cost as Follows*:

A. Determine the total number of non-registered participants you may expect from October 1, 2014 to September 30, 2015.

B. Calculate the number of troop meetings and events lasting 2 nights or less that you will have from October 1, 2014 to September 30, 2015.

C. Multiply “a” and “b” above to get “c”.

D. Take the number you obtained in “c” and multiply it by $0.11. This is your total premium cost.

Example: Two minor children attending each meeting x 30 meet-ings = 60 x 0.11 = $6.60.

* If you have more than 15 meetings the year, a second enroll-ment form for additional insurance must be completed and a minimum premium of $5.00 paid.

ADDITIONAL INSURANCE


OPTIONAL PLANS

Plan 2, Plan 3E, 3P or 3PI coverage is needed for events or activities for longer periods and/or to insure persons who are not registered Girl Scouts.

PLAN 2: Accident Insurance for Activities or Events Excluded Under the Basic Plan --designed to provide the same level of benefits for approved, super-vised activities/events excluded under the Basic Plan. Non-members par-ticipating in Girl Scouts events can be insured under this plan. This plan should be considered if the event is of a short duration and/or close to home. Examples of such activities/events are field trips or camping on long week-ends. All participants, members and nonmembers, must be insured. Plan 2 provides coverage for accidents and includes all participants for events last-ing more than two consecutive nights (three nights when one is an official federal holiday). Non-duplication pro-vision included in their plan*. Pays up to $10,000 in medical expense. Cost of premium: $.11 per person per day, with a minimum premium of $5.00.

Please note: to cover guests at troop meetings please multiply (# of guests) x (# of troop meetings) x ($.11).

PLAN 3E: Accident and Sickness Insurance for Activities or Events Excluded Under the Basic Plan – provides sickness and accident coverage for all participants in an approved Girl Scout activity/event lasting more than two nights (three when one of the nights is an official fed-eral holiday). It is designed for extended trips. All participants, members and nonmembers, must be insured. This plan has a non-duplication Provision* Cost of premium: $.29 per person per day, with a minimum premium of $5.00.

Pay up to $5,000 in medical expenses for sickness and up to $10,000 for ac-cident.

PLAN 3P: Accident and Sickness Insurance for Activities or Events Excluded Under the Basic Plan – same as Plan 3E with the exception that it is not subject to the non-duplication provision*. It is recommended for extended trips. Cost of premium: $.70 per person per day, with a minimum premium of $5. Pays up to $5,000 in medical expenses for sick-ness and up to $10,000 for accident.

PLAN 3PI: International Travel Plan. Ac-cident and Sickness Insurance for Ac-tivities or Events excluded under the basic Plan – same as Plan 3P, but with international travel assistance services “Safety Net” feature** added (see de-scription below). This is the only plan that covers international travel. Cost of premium: $1.17 per person per day, with a minimum premium of $5. Pays up to $10,000 in medical expenses for sick-ness and up to $15,000 for accident.

*Non-duplication Provision: Up to $100 in medical or dental expenses is paid by the insurance company without regard to other insurance. If the claim exceeds that amount, benefits are paid only for covered expense, which is not payable under any other insurance policy or ser-vice contract.

**International Travel Assistance Ser-vices “Safety Net”: Should a medical or other emergency occur while abroad, the leader is a free telephone call away from mobilizing AXA Assistance re-sources to provide their hands-on as-sistance. AXA Assistance Services can be secured in an emergency 24 hours a day around the globe by making a toll-free or collect telephone call to its ser-vices center. This company is strategi-cally located worldwide to intercede

locally whenever needed in an emer-gency. Physicians and nurses working with AXA are available to interact imme-diately when notified of an emergency, thus ensuring continuous contact be-tween all interested parties, includ-ing the treating physician(s), facilities, home physician(s), family members, and the Council.

GIRL SCOUT ACTIVITY ACCIDENT INSURANCE AND OPTIONAL PLANS

PLAN 1: Girl Scout Basic Activity Accident Insurance covers every registered member for accidents occurring while participating in any approved, supervised activity of the Girl Scouts, except events lasting more than two consecutive nights (a third night is covered only for any official federal holiday). This plan carries a non-duplication provision* Pays up to $10,000 in medical expense. Cost of premium is included in registration fee.

For further information regarding insurance, please call Systems Department at the Council office, 212.645.4000 x249.


REQUEST FOR ADDITIONAL INSURANCEAdditional insurance must be purchased for all non registered person(s) and for trips of more 2 consecutive nights. To purchase additional insurance, complete and submit this form with the appropriate fee to your Membership Specialist at the time of your trip ap-plication. Your Membership Specialist and Manager will sign the request and forward it to the Systems Department for processing.

Event: ____________________________________________________________________________________________________________

Location: _____________________________________________________________________________________________________

Date(s): ____________________________________________________________________________________________________________

Leader/Coordinator Name: ________________________________________________ Troop: ______________________________

Street Address: ____________________________________________________________________________________________________________

City: _______________________________ State: _______________________________ Zip: _______________________________

Tel Day: _______________________________ Tel Eve: _______________________________ Email: _______________________________

INDICATE INSURANCE PLAN BEING REQUESTED (see previous page for description of coverage for each plan)

___ PLAN 2: Accident Insurance for activities or events excluded under the Basic Plan ($0.11 per person per day).___ PLAN 3E: Accident and Sickness Insurance for activities or events excluded under the Basic Plan ($029 per person per day).___ PLAN 3P: Accident and Sickness Insurance for activities or events excluded under the Basic Plan ($070 per person per day).___ PLAN 3PI: International Travel Plan. Accident and Sickness Insurance for activities or events excluded under the Basic Plan

($1.17 per person per day).

Prices may chance in October 2014. Please call the Council for updated prices.

Names of Activity/Event participants requiring insurance (continue on additional page if necessary)

Name Male/Female Age (children)

1. ___________________________________________________________________________ ____________ _____________________

2. ___________________________________________________________________________ ____________ _____________________

3. ___________________________________________________________________________ ____________ _____________________

4. ___________________________________________________________________________ ____________ _____________________

5. ___________________________________________________________________________ ____________ _____________________

____ Total # of persons applying for additional insurance (minimum premium is $5)

Leader/Coordinator Signature: __________________________________________________________ Date: _____________________

Leader/Coordinator Signature: __________________________________________________________ Date: _____________________

Leader/Coordinator Signature: __________________________________________________________ Date: _____________________2014-2015 Troop Resource Guide - 44

SAFE PASSENGER PLEDGE

As a passenger on a Girl Scout Trip, I understand it is my responsibility to help ensure our safety. I pledge to be a great passenger by follow-ing the rules for this trip:

P Keep my seatbelt fastened around me.

P Help the driver keep us safe by practicing good behavior, especially by not yelling, arguing, fighting, or throwing things that could be distracting.

P Ask if there are any landmarks to find that would help the driver navigate.

P Play games or music QUIETLY with other passengers.

P Stay with my group when we stop.

P Alert the driver to any problems like a door being open, a missing buddy, or anything the driver can’t see, such as something behind the vehicle as it is backing up.

P Follow instructions given by the driver before and during the trip.

Passenger’s SIgnature Date

SAFE DRIVER PLEDGE

As a driver for a Girl Scout Activity, I understand it is my responsibility to transport girls safely to the scheduled activity and back to their parents/guardians. To ensure the safety of the girls, I pledge to:

P Make sure that the vehicle is in safe operating condition before the trip.

P Be sure that everyone is wearing a seatbelt at all times while the vehicle is moving.

P Drive within posted speed limits.

P Use turn signals for all turns and traffic lane changes.

P Yield to all oncoming traffic and be extra careful when making left turns.

P Keep at least a four-second interval between my vehicle and the vehicle in front of me when highway driving.

P Drive with extra caution during hours of darkness when visibility is reduced.

P Plan extended trips to avoid driving in the dark.

P Never drive when sleepy.

P Take a rest break every 2 hours.

P Alternate drivers when I need a break.

P Drive no more than 6 hours a day.

P Never use a cellular phone while driving. I will pull over and stop, put the car in park, and put on flashing lights before dialing.

P Never use alcohol or medication that may make me drowsy.

Drivers’s SIgnature Date

SAFE PASSENGER PLEDGE AND SAFE DRIVER PLEDGE



INSTRUCTIONS FOR LEADERS: Please complete the application and forward to your Service Unit Manager and Membership Specialist for approval. Additional insurance must be purchased for all non-registered person(s) and for trips of more than (2) consecu-tive nights. Request for additional insurance must be submitted with the appropriate fee and included with this application. Registered Girl Scouts (girls and adults) are automatically covered by Girl Scout insurance for two nights or less. You will be notified of the status of your request. This form must be approved before girls proceed with further planning. Please call the Council to obtain an ap-plication for an Extended Trip. Please print all information.

LEADER INFORMATION:

Name: ____________________________________________________________________________________________________

Address: ____________________________________________________________________________________________________

City: _________________________ State: _________________________ Zip: _________________________

Cell #: _________________________ Tel Day: _________________________ Tel Eve: _________________________

Email: ____________________________________________________________________________________________________

TROOP INFORMATION:

Service Unit: _________________________ Troop #: _________________________ Borough: _________________________

Program Level(s): o Daisy o Brownie o Junior o Cadette o Senior o Ambassador

Number of Participants: ______ Registered Girls: _______ Registered Adults: _______ Non-Registered Person(s): _________

TRIP INFORMATION:

Name of Place: ____________________________________________________________________ Tel: _________________________

Location Address: _______________________________________________________________________________________________

City: _________________________ State: _________________________ Zip: _________________________

Departure Date: _________________________________________________________ Time: _________________________

Return Date: _________________________________________________________ Time: _________________________

Traveling By: o Private Car o Council Bus o Other Transportation

Name of Bus Company (if applicable): ______________________________________________________________________________

(Troop leader must verify that the bus company or travel agency has a Certificate of Insurance on file with the Girl Scouts of Greater New York. If not on file, please attach a clear copy of their certificate showing Girl Scouts of Greater New York as the Certificate holder.)

ADDITIONAL INSURANCE:

To request Additional Insurance, attach Additional Insurance Form with full payment to your trip application (must be a minimum of $5).

_________________ Number of person(s) applying for Additional Insurance

TRIP APPLICATION FOR SHORT TRIPS(NOT TO EXCEED 2 CONSECUTIVE NIGHTS)



TRIP APPLICATION FOR SHORT TRIPS (CONTINUED)CERTIFICATION: The Adults listed below are participating on this trip and have completed the necessary training for this trip. (Please at-tach a copy of this certification)

Name Certification (ie: first aid/CPR, overnight training)

Name Certification (ie: first aid/CPR, overnight training)

EMERGENCY HOME CONTACT: Our contact person below will have a complete Trip Participant List including the names, addresses, and phone number of all participants. This person must be someone who is not attending the trip.

Name: ____________________________________________________________________________________________________

Address: ____________________________________________________________________________________________________

City: _________________________ State: _________________________ Zip: _________________________

Cell #: _________________________ Tel Day: _________________________ Tel Eve: _________________________

Email: ____________________________________________________________________________________________________

BUDGET INFORMATION: The information below MUST be completed before approval can be considered for this application.

No. of girls registered in troop: _____ Troop treasury will pay: _____

No. of girls participating in the trip: _____ Participant will pay: _____

Total cost per person: _____

CHECKLIST FOR TRIP APPROVAL:

WE HAVE:o Used the Planning Trips with Troops information planningo Used Safety Activity Checkpoints publication and other appropriate activity checklistso Checked Girl Scouts of Greater New York’s Policies and Standardso Involved troop members in planning

It is recommended that all trips relate to a program activity. How does this trip relate to your program level? __________________________

________________________________________________________________________________________________________________

I understand providing misinformation could result in the trip not being covered by Girl Scout Activity Insurance and could increase per-sonal liability.

Troop Leader’s Signature: ___________________________________________________ Date: _________________________

TRIP APPLICATION APPROVAL: This application has been reviewed and approval as appropriate by:

Service Unit Manager Signature: ____________________________________________ Date: _________________________

Membership Specialist Signature: ____________________________________________ Date: _________________________

Membership Manager Signature: ____________________________________________ Date: _________________________

THIS FORM WILL NOT BE PROCESSED WITHOUT A MEMBERSHIP MANAGER’S OR SENIOR STAFF APPROVAL.




HOW TO WEAR GIRL SCOUT UNIFORMSInsignia, pin, and badge placement

Daisy Tunic & Vest

Brownie Vest and Sash



Cadette Vest and Sash

Junior Vest and Sash


Senior Vest and Sash


Ambassador Vest and Sash


Adult



GIRL SCOUT OF GREATER NEW YORK PHONE DIRECTORYTEL: 212.645.4000 FAX: 212.645.4599

ADMINISTRATIONBarbara Murphy-Warrington .................... x270

Chief Executive Officer

Vacant .....................................................................x272Executive Assistant

PHILANTHROPY & EXTERNAL RELATIONS

Jill Scibilia ............................................................x247Director, Major/Individual Giving, Special Events

Shayla Scarlett ..................................................x274Director, Institutional Giving

Dina Carelli ......................................................... x249Director, Special Events & Individual Giving

Kandice Lavalas ................................................ x241Manager, Special Events & Individual Giving

Patrick Dwyer .................................................... x279Manager, Communications & Graphic Designer

Meri Usherenko.............................................................x229Philanthropy Coordinator

PRODUCT SALES Katie Soper ......................................................... x243

Director, Product Sales

Heather Reine ................................................... x263Product Sales Coordinator

FINANCETimothy Kelleher ............................................... x211

Financial Controller

Lannie Tjie ........................................................... x213Accountant

Wendy Bernardi ...............................................x308Accounts Receivable Coordinator

MEMBERSHIP & VOLUNTEER SERVICES, HUMAN RESOURCES, AND COUNCIL OPERATIONS

Charmaine Chung ............................................x257Vice President, Membership & Volunteer Services, Human Resources, and Council Operations

Lori Morea ........................................................... x288Director, Human Resources & Volunteer Development

Wilma Vega ..........................................................x225Administrative Assistant

LisaAnn Golden ................................................ x239Assistant Director, Volunteer/Staff Learning & Development

Kate Nichols .......................................................x209Independent Schools Specialist

Elizabeth Lopez........................................................x238Administrative Assistant/Receptionist

David Hernandez .............................................x277Director of Council Operations

Espiridion (Speedy) Ocon .......................... x266Office Services Assistant

Will Velez .............................................................. x214Office Services Assistant

Office Services Hotline ................................... x267Receptionist ........................................................x200

REGISTRATIONSofiya Gordon ...................................................x260

Data Administrator

Ana Santiago ...................................................... x351Membership Registrar

Systems Hotline ................................................. x249

PROGRAMSMaggie Vasquez ............................................... x259

Director of Programs

Karen Lundgard ............................................... x226Director, Camp & Teen Leadership Programs

Ren Myers .............................................................x297Manager of Camp Programs

Vacant .....................................................................x233Camp Program Associate

Vacant .............................................................................. x234Program Coordinator, Teen Leadership Opportunities

Sarah Pooley ...................................................... x234Manager, Youth Leadership & Volunteer Support

Kailey Denzler-Weiler .................................... x216Program Coordinator, Youth Leadership &Volunteer Support

Program Info Hotline .........................................x332GS Leadership Institute Hotline ....................x337Camp Hotline ...................................................... x336

BRONX/MANHATTAN SERVICE CENTERJessica Rodulfo .................................................x353

Membership Manager

Glenda Rivera.................................................... x370Membership Specialist, Bronx

Alora Bailey ........................................................ x294Membership Specialist, Manhattan

Valerie Perez ..................................................... x356Membership Specialist, Bronx

BROOKLYN SERVICE CENTERDenorah Marcial ............................................... x261

Membership Manager

Vacant .................................................................... x359Membership Specialist

Vacant .................................................................... x387Membership Specialist

MaryAnn Dobrowolski ...................................x357Membership Specialist

QUEENS SERVICE CENTERAnita Meijas ........................................................ x378

Membership Manager

Vacant .............................................................................. x364Membership Specialist

Nayah Nicholson .............................................. x379Membership Specialist

Amanda Ovalles ............................................... x365Membership Specialist

STATEN ISLAND SERVICE CENTERJoan Ventriglia .................................................. x244

Director, Girl Membership & Community Development

Deborah Dennis ................................................ x201Assistant Borough Membership Manager

Lynn Tritto .......................................................... x278Membership Specialist

Ronni Ettinger ....................................................x352Membership Specialist

CAREER EXPLORATION PROGRAMAlyssa Negron ................................................... x358

Director, Middle School Initiatives

Rebecca Falero .................................................x304Manager, School Trans. Svc.

CEP INSTRUCTORSJessica Aristy ................................................... x 296Alida Cintron ..................................................... x302Stephanie Solorzano .................................... x 307

CEP Information Hotline ................................ x 330

CAMP HENRY KAUFMANNTel: 845.878.6846 Fax: 845.878.1049

Steve GomezCamp Property Manager

Jim BarryCamp Ranger

OTHERBerlin Room .........................................................x 235Phipps Hall ...........................................................x 265

Council Answering Service for emergencies only when offices are closed: 212.206.2467

GIRL SCOUTS OF THE USA: 212.852.8000420 5th AvenueNew York, NY 10018-2798

GIRL SCOUT SHOP: 212.852.5055GSUSA CUSTOMER SERVICE: 800.478.7248


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