Starting a Group

There are a number of considerations when starting a new group. You will need at least two non-related rovers to ensure two-deep leadership, and it is generally a good idea to have several families who are interested in participating. If you don't have other families involved at this point, you can check out the Lone Scout Program.

In OSG, groups are identified using a name, a number, and a neckerchief design. One of the first steps in establishing a new group is establishing these and getting them approved by National.

Each OSG group has a unique number (ordinal) and name, usually of some local significance. You will want to run your ordinal by National to ensure that your group is the only one using it. Some groups use a local area code or number of importance to them, others just pick one that sounds good.

Group names will ideally connect your scouts to the community/region you serve and scout in. Groups often draw inspiration from local flora and fauna, places, and historic names. If you are looking for ideas, reaching out to your regional commissioner or other GSMs is a good idea.

Keep in mind that long or complicated names may present challenges when it comes to things like shoulder flash or social media platforms. Names should also be significant, not just to you, but to all the scouts who will be participating in your group, including those from different backgrounds and communities.

Other considerations for names:

• Avoid city names - if another group joined in your area, would it seem odd to have only one group named after your city when there are two groups located there?
• Avoid exclusionary names or those that celebrate individuals/places/events which would reflect poorly on OSG
• Be careful when considering indigenous or tribal names, which could be considered cultural appropriation. Relevant tribal permission/blessing should be obtained in writing before adopting any indigenous people, tribe, or place names.
• Think about how the name and number sound together. You will likely be shouting the name of your group at some point, does it roll off the tongue?
• If you are considering naming a group after a specific person, think about whether that person is the best representation of your community and values and whether that name sends a message of inclusion to all.

Each group has their own Necker design. Neckers are square and should only feature colors and geometric borders/shapes. Embroidered and silkscreened designs and other embellishments are not allowed. Groups may have the same design as another group in a different colorway, or use the same colors in a different design, but may not have the same design and colors.

Group neckers should not be more than half red or half brown, as those are the colors reserved for HQ and Lone Scouts (red) and for Brownsea Training Camp (brown).

Neckers can be purchsed from Just Neckers in Canada, although groups may also opt to make their own. There are two sizes of neckers used in the program: 32“ square neckers for Otters and Timberwolves, and 36” square neckers for Pathfinders and Rovers.

Each OSG group has a standardized shoulder patch, called a “flash”. This is worn on the right shoulder and includes the name and ordinal of the group. They can be ordered through the quartermaster and take a few weeks to arrive. You should specify whether you have a preference for all-caps or initial caps.

When forming a group, there are some legal implications to consider in terms of how it is structured. Even if you are not applying for 501c3 status immediately, there are still benefits to registering as a nonprofit at the state level, including limiting your personal liability. Outdoor Service Guides groups would fall under the Public Benefit Corporation category, as the mission revolves around providing youth outdoor education and service opportunities. You will need to have articles of incorporation and bylaws in place to register.

Once you have registered with the Secretary of State, you can go about applying for an EIN. This allows you to open a business bank account in the name of the group. Once you have an EIN, you can consider applying for 501c3 status. The primary benefits to being a 501c3 is that income is not taxed and that you may apply for grants without needing an external fiscal sponsor. Nonprofit status may also affect your ability to get insurance. the downsides of becoming a 501c3 are additional record keeping and filing requirements. Groups are not required to hold 501c3 status but it is recommended that they incorporate and obtain an EIN to limit personal liability.

Groups in some locations (such as Portland, OR and Brooklyn, NY) have established local councils that may be able to assist with the process of organizing and registering a new group, as well as obtaining insurance at a discounted rate.

Articles of incorporation are a legal document required to file with the Secretary of State. They are a public document that create and form the foundation of a corporation, nonprofit or otherwise.

Bylaws are a legal document required to obtain nonprofit status. These detail the rules, structure and workings of your organization. Bylaws may change over time as your group grows and can be amended by a vote of the board of your group.

Once your group is established, whether you are a nonprofit or not, you will have yearly filings that need to be done. Filing requirements vary by state. You can check here to find out what the annual filings are where you are located. Late or missed filings can result in fines or your nonprofit status being revoked.

Groups are responsible for obtaining general liability insurance. You may also want to consider carrying volunteer liability insurance to protect your leaders and volunteers, as well as directors and officers insurance to protect your board. In cases where there is more than one group in a geographic area, they may consider pooling their resources purchase insurance together. This reduces costs overall.

One thing to note is that some activities may not be covered under your general liability insurance and may require an additional rider. Check with your insurance broker to find out whether specific activities are covered.

Groups have had success obtaining insurance through the following companies:

Nonprofit Insurance Alliance

Once you have registered with the Secretary of State and obtained an EIN, you will be able to open a bank account. You should plan to have at least two signers on the account, one being the treasurer. The other signer should also be a member of the auxiliary council, either the chair, secretary, or GSM. Bank accounts should not be linked to any signer's personal bank accounts. You should also have a third person who is not a signer on the account but has visibility on the account and conducts regular audits.

If the members of the auxiliary committee change, you will need to record the change in the meeting minutes of your group council, then take those minutes with you to the bank to have the signers updated. You will also need to update the change with the secretary of state when you do your yearly filing.