United Methodist Church Partnership

As the BSA and the United Methodist Church embark on a new relationship, we have assembled these resources to help your unit decide what the best course of action is and then how to successfully manage your future chartered partner relationship.

United Methodist Partnership Recording

United Methodist Partnership Webinar (slide deck)

Units have 3 options to consider:

1. New chartered partner while physically continuing to meet at their local UMC
2. New chartered partner – unit physically moves to new chartered partner
3. Council Registered Unit – unit physically continues to meet at their local UMC

Units decide which option to pursue.  The United Methodist Church Decision Making Tree is helpful in determining which path is best for your unit and UMC partner.  You can also view this chart to better understand which are the key characteristics of each option.

Steps for Option 1 – New Chartered Partner while physically staying at UMC location

1. Identify New Chartered Partner who will agree to sign and full the responsibilities outline in the Annual Chartered Organization Agreement.
2. New Chartered Partner fills out a New Unit Application.
3. New Institution Head is identified as part of the New Unit Application
4. New Chartered Organization identifies New Chartered Organization Representative
5. Chartered Organization Representative completes an   “Adult Application”, Youth Protection Training, and submits   the 3 PA required clearances (PSP, DHS, and FBI)
6. Complete Facilities use agreement between UMC and new Chartered Organization
7. Complete Release/Assumption of Unit Charter
8. Unit leadership is approved
9. Title Transfers of Unit Assets
10. Bank Account Changed as Needed
11. New Unit Paperwork Turned in to District Executive

Steps for Option 2 – New Chartered Partner

1. Identify New Chartered Partner who will agree to sign and full the responsibilities outline in the Annual Chartered Organization Agreement.
2. New Chartered Partner fills out a New Unit Application.
3. New Institution Head is identified as part of the New Unit Application
4. New Chartered Organization identifies New Chartered Organization Representative
5. Chartered Organization Representative completes an   “Adult Application”, Youth Protection Training, and submits   the 3 PA required clearances (PSP, DHS, and FBI
6. Complete Release/Assumption of Unit Charter
7. Unit leadership is approved
8. Title Transfers of Unit Assets
9. Bank Account Changed as Needed
10. New Unit Paperwork Turned in to District Executive

Steps for Option 3 – Council becomes Chartered Partner while physically staying at UMC location

1. The New Birth of Freedom Council and the Unit sign an Annual Council Unit Registration Agreement Form
2. Unit completes a Transfer of Unit Funds and Property Form
3. New Birth of Freedom Council, Unit, and United Methodist Church must complete Annual Affiliation Agreement
4. Unit leadership is approved
5. Bank Account Changed
6. Paperwork turned in to District Executive
7. Unit annually completes an Annual Unit Finance Report

Information on Bank Accounts

If your unit is currently using the EIN number of your United Methodist Church, you will need to close your bank accounts and open a new bank account.  You can either:

1. Use the EIN of your new chartered partner (you will need to check with your financial institution about this process)
2. Use the Council EIN number.  This is only available for use if your unit plans to be a Council Registered Unit.
3. Apply for your own EIN number.  Completing the process online is the quickest way.  You can start it here.  The Gulf Stream Council has a good guide that walks you through this process.

If your unit is currently using a bank account with its own EIN number, you are not required to close your account to open a new one.

Frequently Asked Questions

Q: When do new Agreements need to be signed?

A: Units need to decide their course of action and complete the process for moving to a new chartered partner by 12/31/2022.  This paperwork can be completed as part of the unit recharter process.

Q: Are the local Methodist Churches required to use the New Affiliation Agreement?

A: The UMC has strongly encouraged all their conferences, congregations, and units to utilize the New Affiliation Agreement moving forward.

Q: What type of insurance policy does the BSA have in place today to protect Affiliate Organizations and Charter Organizations?

A: The BSA provides primary general liability insurance coverage for all chartered organizations and affiliate organizations on file with the BSA for liability arising out of an official Scouting activity of a traditional Scouting unit.  The BSA insurance coverage is consistent for all affiliate and chartered organizations.

The coverage provides primary general liability coverage for registered volunteer Scouts with respect to claims arising out of official Scouting activities, which are defined in the insurance policy as activities that are consistent with the values, Charter and Bylaws, Rules and Regulations, operations manuals, and applicable literature of the Boy Scouts of America.

The insurance coverage responds to allegations of negligent actions by third parties that result in personal injury or property damage claims and provides protection for Scouting units and chartered/affiliate organizations on a primary basis.

The BSA general liability insurance program provides volunteers, chartered organizations, and affiliate organizations additional excess coverage for automobiles above a local council’s automobile liability policy or a volunteer’s or chartered/affiliate organization auto or watercraft liability policy.  The owner’s vehicle or watercraft liability insurance is primary.  The excess insurance, whether it is the local council auto or BSA general liability, is available only while to the extent the vehicle or watercraft was in the actual use of a Scouting unit and being use in connection with an official Scouting activity.

The insurance provided to unregistered Scouting volunteers through the general liability insurance program is excess over any other personal insurance the volunteer might carry, usually a homeowners’, personal liability, vehicle, or watercraft policy.

The current primary insurance provides $1M/occurrence, $10M/aggregate.  The first excess policy is $6.5/occurrence, $13M/aggregate.  There are additional excess policies in place that provides coverage for Charter Organizations and Affiliation Organizations.

A Certificate of Insurance can be provided.

Q: Can a unit create a Non-Profit Corporation or 501c3 for the purpose of Chartering a unit?

A: No, units are not legal entities and are not authorized to incorporate.  Moreover, obtaining an IRS 501c3 designation by a unit puts unit leaders and parents at risk to the extent their actions may violate IRS private benefit rules.  Remember the local Council has the sole authority to issue Charters to organizations that reflect our values and align with our mission.

Q: How does the council transfer ownership of trailers, camping gear, tents, stoves, and other related equipment?

A: Pursuant to the BSA Rules and Regulations in Section III, all assets should be transferred to the council upon dissolution of the unit.  The council will create policies per board action to ensure the safety of equipment, such as an annual trailer inspection.  The council has the option to charge the unit for services such as insurance for the equipment, especially trailers.  Equipment inventories may be requested by the council if needed.  The unit equipment will stay in possession of the unit to help deliver Scouting to youth.

Q: Will Affiliate Agreements require annual renewal?

A: Yes, affiliate agreements and charter agreements are renewed annually at the normal council registration period.

Q: Who makes the official decision on what the unit should do?

A: This should be a joint decision between the current chartered partner, the unit committee, and the key unit leadership.

Q: If the current chartered partner charters both a pack and a troop, do they need to go to the same new chartered partner?

A: No, they are not “required” to go to the same chartered partner.  If there has been a good relationship in the past, there is no reason to separate.  This would keep the process simple and it aligns with the traditional process of packs feeding into troops with their membership.

Q: Is the BSA liability insurance coverage primary or in excess of the chartered partner’s?

A: See the answer above on the different circumstances.  In regards to general liability insurance, it is primary as long as the activity is a an official Scouting activity that conforms to the regulations cited above.  You can also refer to this excerpt which talks about the general liability insurance as it pertains to all chartered partners.

Q: If a unit chooses to be Council Chartered by the end of the year, can the unit move to a more traditional partner at a later date?

A: Yes. Given the challenges associated with the timing of this announcement.  Units can temporarily seek to become a Council Registered Unit and then switch to a more traditional partner at a later date.

Q: Are the current Affiliation and Facilities Use Agreements reference above been approved for use by the UMC?

A: Yes, these documents were supplied by the National Council and the UMC church.  They continue to be reviewed but what has been provided are the current versions of both these documents.

Q: In addition to providing a Annual Report of Unit finances for Council Registered Units, will units need to access their bank accounts and funds through the New Birth of Freedom Council?

A: No.  Units that choose to be Council Registered will need to submit an annual report but they will continue to manage the day-to-day use of unit funds as they would now.

Q: Should units avoid talking to other religious-based chartered partners? Are there other organizations considering the same options as the UMC?

A: There are other groups that are currently evaluating their options in maintaining their current chartered organization agreements.  Right now, we have only heard that these discussions have started with the Catholic Church and the Elks.  Both those examples are preliminary.  There are no other known discussions at this time.

Questions?

Please don’t hesitate to contact your District Executive with any questions about the next steps in the process.