Consultants work directly with Leaders to ensure Girls experience a great program in our community. The job, while incredibly important, usually requires just a few hours each week. However, the beginning of the year is particularly busy as you get to know your Leaders and develop a system that will work for all of you. Here are some requirements and suggestions for making your year as Consultant a productive and fun one. Remember, you have lots of support from the rest of Service Team, so just ask. We are all in this together. Thank you for stepping up!
- At the beginning of the year, send an introductory email with your contact info. Attach popular forms—financial, trip, service project (all available on the website).
- Create an email signature that has your contact info and the FSPGS website url so folks get used to going there for info rather than contacting you with the same questions.
- Check out FSPGS site just for fun and to get acquainted with our Service Unit.
- Establish/Maintain an email distribution list for Leaders at your level and forward emails from the SUM or other ST members as requested. Consider adding your own note at the top when appropriate.
- If it’s been more than a few years since you’ve had a troop at this level, consider going thru Level Training again to become familiar with the program. Familiarize yourself with the requirements of Bronze, Silver or Gold Awards if appropriate.
- Attend ST meetings (usu once a month on Thursdays at Fanwood Presbyterian Church) to gather paperwork, information or ideas to pass along to leaders and troops. ST meetings are fun and always have baked goods!
- Attend Leader Meetings (about once a month on Mondays at Fanwood Pres) and sit with Leaders from your level. Share paperwork, info and ideas from ST mtg. Lead discussions: encourage Leaders to share good/bad/ugly to brainstorm and troubleshoot together.
- Have Leaders sign a sheet of paper at meetings and note email changes, etc. Keep this sheet in case a Leader is nominated for an award and mtg attendance needs to be verified.
- Encourage Leaders to create a Troop Binder for forms/papers/emergency contact info/copies of certifications for their girls, parents, each other.
- Forward SUM’s Leader Meeting recap. Consider adding anything that is level-specific, or send your own note to just your Leaders. Attach any forms or paperwork or advise Leaders how they can get it from you. (Plastic box on your porch, for ex.)
- Reach out to troops that don’t make it to meetings.
- Consider creating and maintaining a Troop Folder for Leaders’ training information, first aid & CPR certifications, trip and activity information.
- Consider having a folder/file with level-specific trips or activities to share with Leaders.
- Consider establishing a Facebook group to encourage Leaders to stay in touch with each other. (Courtney Agnello or Karen Falkowski are wonderful resources for this.)
- Introduce the Council Program Guide, which has info on Council-sponsored events such as badge workshops or trips. This is available on the GSHNJ site, and you’ll get weekly updates to forward to Leaders. Remind Leaders that Council-sponsored events require far less paperwork and stress!
- Collect trip forms from Leaders whose troops are going on an overnight or high-risk trip.
- Advise leader of paperwork requirements for risk-related trips, such as a Certificate of Insurance, lifeguard certs, driver’s licenses, etc. Consult and review “Safety Activity Checkpoints” (at www.gshnj.org).
- Make sure form is completed properly, then submit to Field Executive Stephanie Quinton email for Council approval. Should be done 4 weeks in advance of trip, but better to submit late than not at all.
- Review accident or “incident” policies and procedures to make sure reports are filed in a timely manner. Make sure each Leader has at least ONE copy of the GSHNJ Emergency Card.
- Plan or delegate planning of an Ingathering, which is an international-themed event for all troops at your level. Usually held around March, it can be part of a badge or national patch, a Journey or just a fun day. More info available from ST or the google machine.
- Plan, assist or supervise another level-wide event if interested. Could be badge day, fun day or bridging ceremony at end of year.
- Encourage troops to do two service projects a year and send reports to Service Chair Maura Berger (mauraberger@verizon.net).
- Remind leaders to complete end-of-year financial forms (on FSPGS website) and reconcile with June or July bank statement. Treasurer Angie Voorhees can help. Troops may not participate in product sales or registrations (such as dance or camp) until financial form for previous GS year is submitted.
- Contact Maura Berger, Dowager SUM and Contact Consultant, with any questions/concerns/issues. mauraberger@verizon.net She has information and experience to support you. Also reach out to any other ST member. We’re a strong team and we all work together for the girls.
Thank you for stepping up!