Unit Renewal Job Aids
Units Cannot Renew Without Annual Charter Agreement!
Depending on who your chartering organization is you will need either:
Why is it important to renew on time?
All units must submit their renewal in the month they are scheduled for. Units that do not renew on time can no longer complete advancement, participate in Scouting activities, and are no longer covered under Scouting America insurance.
Payment Options:
- Pay at Council by check (no additional fee). Payments can be mailed to: Greater Hudson Valley Council, 18 Westage Drive, Space #19, Fishkill, NY 12524.
- E-Check ($1 administrative fee). Be sure to follow instructions above for Unit ACH Renewals.
- Credit Card (3% administrative fee)
How to Access Membership Renewal Reports has instructions for accessing the following reports to help you keep an eye on renewals:
- Members Due to Renew
- Members Who Have Renewed
- Member Opted Out Report
- Non-Renewed Membership Report
You will also receive emails from National regarding members who are due to renew. Keep in mind that those who do not renew should not be attending activities as they are not covered by insurance.
- For anyone who will not be renewing, you can also mark them as Opted Out of renewal in the Organization Manager Roster.
- There is a Sample Renewal Email from National attached to give you and your members an idea as to what they will receive. If anyone does not receive it starting 60 days before expiration, they should check spam/junk folders and verify the email address in their my.scouting.org account is correct.
- Individuals can complete renewals through the link in the email or find the link in their Notifications in either Scoutbook or my.Scouting.org. It should also be available from the Menu ---> under My application then ---> My Renewals in my.Scouting.org. Individual online renewals are payable by CC only.
- As always, if anyone is having any issues or needs assistance with renewing, I can be reached at ghv.registration@scouting.org or 845-762-3802.
Units switching to a different Chartering Organization Resources:
- Annual Charter Agreement between the chartering organization and the Greater Hudson Valley Council Form
- Units that need assets released to a new chartering organization: Release/Assumption of Unit Charter Form
- New Unit Application
- Adult Application for new Chartering Organization Representative
Guidelines for Parents of Units Groups OR Groups of Citizens
Methodist Units switching to be Affiliated with the Methodist Church
- The Methodist/BSA Affiliation Agreement should be used if the unit is a Council Registered Unit and will be meeting at a Methodist Church UMC Scouting America Affiliation Agreement
- Use the Approved UMC BSA Facility Use Agreement if your unit is meeting at a Methodist Church, but you are chartered by another organization Scouting America Approved Facility Usage Agreement for Methodist Churches
Units switching to be chartered by Council Resources:
- Units that are looking to use the Greater Hudson Valley Council as a chartering organization: Council-Unit Partnership Agreement
- Units that need assets released to Greater Hudson Valley Council: Release/Assumption of Unit Charter Form
- Scouting America Approved Generic Outside Group Facility Usage Agreement
Catholic Units have three options for rechartering.
- Catholic Church stays as traditional charter partner.
- Catholic Church decides to remain affiliated with the unit, but no longer charter partner. Unit needs to fill out affiliation agreement & use GHV as charter partner.
- Catholic Church decides to not be a partner or affiliated with unit, but allows unit to meet at facility.
Pennsylvania Units:
- Pennsylvania Volunteers: All registered adults living in Pennsylvania, OR volunteering with a Pennsylvania unit needs have the following on file with the Council:
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- https://www.dhs.pa.gov/KeepKidsSafe/Clearances/Pages/PA-Child-Abuse-History-Clearance.aspx
- https://www.dhs.pa.gov/KeepKidsSafe/Clearances/Pages/Criminal-Background-Check.aspx
- https://www.dhs.pa.gov/KeepKidsSafe/Clearances/Pages/FBI-Fingerprinting.aspx
- If Applicant has been a resident of PA for the past 10 years, uninterrupted they can fill out: PA FBI Affadavit in Lieu of Fingerprint Check
