the pack Annual Calendar
the pack Annual Calendar
A month-by-month guide to what the pack needs to do. The Scouting year runs July through June. Tasks are grouped by category and include the role responsible. This is meant to be a planning guide — not every item happens every year on the same date, and timing may shift based on council deadlines and pack decisions.
Note: Items marked [Committee] are committee-level responsibilities. Den-leader and Cubmaster tasks are included so the committee can plan around and support them.
Recurring Every Month
| Task | Who |
|---|---|
| Pack meeting (all dens + families, ~1 hour) | Cubmaster leads |
| Committee meeting (admin, finances, planning) | Committee Chair leads |
| District Roundtable (program ideas, council updates) | Cubmaster + den leaders attend |
| Treasurer reconciles all accounts (Broadview, PayPal, Square, Venmo) | Treasurer |
| Treasurer prepares monthly financial report for committee | Treasurer |
| Secretary sends committee meeting notice + agenda (2–3 days before) | Secretary |
| Advancement Chair pulls Scoutbook data, purchases awards for upcoming pack meeting | Advancement Chair |
| Den leaders run 1–2 den meetings; update Scoutbook | Den Leaders |
| Committee Chair approves any bills before Treasurer pays | Committee Chair |
July — Planning Month
Theme: Close out the prior year; plan the coming year.
| Task | Who |
|---|---|
| Annual Program Planning Conference — set pack meeting calendar, events, and themes for the year | Cubmaster + Committee Chair lead; all den leaders attend |
| Treasurer prepares prior-year annual financial report | Treasurer |
| Treasurer drafts proposed upcoming-year budget (with Cubmaster and committee input) | Treasurer |
| Committee Chair reviews leader roster — identify vacant positions, at-risk roles | Committee Chair |
| Cubmaster identifies which dens need a new leader for the coming year | Cubmaster |
| Committee Chair begins leadership recruitment as needed | Committee Chair |
| Confirm camp and summer activity plans (resident camp, day camp) | Activities Chair |
| Den leaders: transition Scouts to new rank (Wolves → Bears, etc.) if not done in June | Den Leaders |
August — Recruitment Prep
Theme: Get ready to recruit. Prepare materials, secure facilities, line up the fall.
| Task | Who |
|---|---|
| Attend community activities fairs (your town Activities Fair, etc.) | Marketing Chair + Membership Chair coordinate; Cubmaster attends if possible |
| Prepare recruitment materials: fliers, sign-up forms, info packets | Marketing Chair + Membership Chair |
| Marketing Chair posts about upcoming School-Night Recruitment events on Facebook | Marketing Chair |
| Coordinate with your pack meeting location for school-night event permission and facility access | Membership Chair + Committee Chair |
| Submit your pack meeting location space request for all monthly pack meeting dates for the year | Committee Chair |
| Treasurer presents proposed budget to committee for review (pre-approval before September) | Treasurer |
| Confirm Popcorn Sale kickoff date and register unit with your council | Popcorn Kernel |
| Plan fall activity schedule (Fall Back to Scouting, hikes, etc.) — confirm dates and sites | Activities Chair |
| Confirm den leader roster and meeting schedules for the year | Cubmaster + Committee Chair |
September — Kickoff Month
Theme: Welcome new Scouts, launch the year, kick off popcorn.
| Task | Who |
|---|---|
| Host School-Night Recruitment event(s) at your pack meeting location | Membership Chair leads; Cubmaster presents; all leaders encouraged to attend |
| Follow up with interested families within 48 hours of recruitment event | Membership Chair |
| Connect new Scouts to their den leader immediately upon registration | Membership Chair |
| Host New Family Orientation meeting (what is Cub Scouting, how the pack works, website, uniforms, finances) | Membership Chair leads |
| Popcorn Kernel attends your council popcorn kickoff | Popcorn Kernel |
| Kickoff pack meeting: introduce new Scouts, present the year’s program, kick off popcorn sale | Cubmaster leads; Popcorn Kernel presents sale |
| Committee meeting: approve annual budget for the year | Committee Chair; Treasurer presents |
| Treasurer opens WooCommerce products for dues collection | Treasurer |
| Secretary collects BSA health forms (Parts A & B) for all Scouts and registered adults | Secretary |
| Den leaders hold first den meetings of the year; establish den code of conduct | Den Leaders |
| Lions/Tigers: begin shared leadership rotation with families | Lions + Tigers Den Leaders |
| AOL den leader connects with local Scouts BSA troops early in the year | AOL Den Leader |
October — Popcorn & Fall Activities
Theme: Popcorn Show & Sells, fall camping, recharter prep begins.
| Task | Who |
|---|---|
| Popcorn Show & Sells at local merchants (multiple weekends) | Popcorn Kernel schedules; Scouts + parents staff |
| Popcorn take-order collection from Scouts | Popcorn Kernel |
| Popcorn order submission to your council District Office by deadline | Popcorn Kernel |
| Collect popcorn money from Scouts; turn over to Treasurer | Popcorn Kernel → Treasurer |
| Fall Back to Scouting camping event | Activities Chair + Ben Friedman + Hank Tripp coordinate |
| ValleyCats Scout Night (if scheduled this year) | Jara Traina coordinates; Activities Chair supports |
| Committee Chair pulls current pack roster from my.Scouting.org to begin recharter review | Committee Chair |
| Identify adults with lapsed or expiring YPT (check training status in my.Scouting.org) | Committee Chair (may delegate to Secretary) |
| Confirm all active Scouts and adults — mark inactive members for removal | Committee Chair + Secretary |
| Advancement Chair: monthly award processing and ceremony planning | Advancement Chair |
November — Popcorn Close, Scouting for Food, Recharter
Theme: Close out popcorn season, file recharter, Scouting for Food.
| Task | Who |
|---|---|
| Popcorn pickup from district — sort by Scout | Popcorn Kernel |
| Popcorn distribution to Scouts at pack meeting or designated pickup | Popcorn Kernel |
| Treasurer receives final popcorn proceeds from Popcorn Kernel | Treasurer |
| Treasurer credits Scout accounts based on per-Scout sales data | Treasurer + Popcorn Kernel provide sales data |
| Popcorn Kernel attends year-end wrap meeting at your council | Popcorn Kernel |
| Treasurer invoices families for “donation in lieu” — Scouts below popcorn target owe additional dues | Treasurer |
| Scouting for Food: coordinate den coverage areas, distribute bags/door hangers, arrange pantry drop-off | Kara Giglia + Service Chair coordinate |
| Recharter: collect adult applications from any new or unregistered adults; attach YPT certificates | Secretary |
| Recharter: contact adults with lapsed YPT; they must retake before recharter submits | Committee Chair |
| Charter Org Rep reviews adult applications and signs them | Charter Org Rep (Bob Baldwin) |
| Committee Chair completes recharter roster in my.Scouting.org / BSA’s recharter system | Committee Chair |
| Journey to Excellence: Committee Chair completes annual JtE documentation | Committee Chair |
December — Charter Renewal, Caroling, Holiday Pack Meeting
Theme: Submit recharter, celebrate the season.
| Task | Who |
|---|---|
| Recharter submitted to your council (signed by Charter Org Rep) | Committee Chair submits; Charter Org Rep signs |
| Recharter fees paid to council | Treasurer |
| Caroling event: arrange neighbors, procure hot chocolate, deliver proceeds to selected beneficiary | Hank Tripp + Service Chair coordinate |
| Holiday Pack Meeting: skits, songs, advancement ceremony | Cubmaster leads |
| Treasurer: renew QuickBooks/TechSoup license for new year | Treasurer |
| Blue & Gold Banquet planning begins (secure venue, date, entertainment) | Committee Chair + Activities Chair |
| Pinewood Derby date set; your pack meeting location gym reserved | Pinewood Derby Team + Committee Chair |
| AOL den leader confirms troop(s) for crossover; plans January/February Arrow of Light Crossover Ceremony | AOL Den Leader + Cubmaster |
January — Charter Ceremony, Crossover Prep, Blue & Gold
Theme: New charter year begins; crossover and Blue & Gold come into view.
| Task | Who |
|---|---|
| Charter Presentation Ceremony at pack meeting (formal renewal of charter with pack) | Committee Chair + Charter Org Rep + Cubmaster |
| Arrow of Light Crossover Ceremony (target January or February) | Cubmaster + AOL Den Leader + Troop Scoutmaster coordinate |
| Blue & Gold Banquet final planning (site, food, program, entertainment) | Activities Chair + Blue & Gold coordinators (Becky D’Anza, Andrea Dievendorf, Lindsay Knott, Kara Giglia) |
| Treasurer confirms budget is on track; adjust if needed | Treasurer reports to committee |
| Membership Chair checks in with new families from September — are they engaged? Any at risk of dropping? | Membership Chair |
| Cubmaster meets with Scoutmaster of local troop to plan AOL crossover details | Cubmaster + AOL Den Leader |
| Den leaders: Wolves, Bears, Webelos complete mid-year advancement check | Den Leaders |
| Den leaders: confirm Scouts are on track to complete rank badge by end of year | Den Leaders |
February — Blue & Gold Banquet, Crossover
Theme: The pack’s biggest celebration of the year.
| Task | Who |
|---|---|
| Blue & Gold Banquet: celebrate Scout accomplishments, recognize leaders, induct new Scouts if needed | Committee Chair + Activities Chair + Blue & Gold coordinators produce event; Cubmaster leads ceremony |
| Arrow of Light Crossover Ceremony (if not January) | Cubmaster + AOL Den Leader + Scoutmaster |
| Advancement Chair: order Arrow of Light badges, certificates, and any special awards well in advance | Advancement Chair |
| New Lion den forms for next Scouting year — begin recruiting incoming kindergarten families | Membership Chair + Cubmaster |
| Begin recruiting leaders for any dens that will need new leadership next year | Committee Chair + Cubmaster |
March — Pinewood Derby
Theme: The pack’s most logistically complex single event.
| Task | Who |
|---|---|
| Purchase and distribute Pinewood Derby kits (and Lego Derby kits for Lions) | Pinewood Derby Team (Jeff Middendorf leads) |
| Purchase trophies, plaques, and/or medals | Pinewood Derby Team; Advancement Chair assists |
| Distribute race rules to all families | Pinewood Derby Team |
| Set up track and timing system at your pack meeting location gym | Pinewood Derby Team |
| Run the Pack Pinewood Derby race: check-in, judging, racing, Best in Show awards | Pinewood Derby Team |
| Coordinate year-round storage of track with Committee Chair | Pinewood Derby Team + Committee Chair |
| Select any cars to represent the pack at District Pinewood Derby | Pinewood Derby Team |
| Spring Hike planning: identify site, check permits, plan logistics | Activities Chair + Dave Coup |
April — Spring Hike, Budget Review, Journey to Excellence Check
Theme: Outdoor season resumes; check the pack’s health.
| Task | Who |
|---|---|
| Spring Hike | Activities Chair + Dave Coup coordinate; all dens attend |
| Treasurer presents actuals vs. budget review for the year to date | Treasurer |
| Committee Chair reviews Journey to Excellence progress — are we on track for Gold/Silver? | Committee Chair |
| Spring Service Project (optional — good month for a spring cleanup project) | Service Chair |
| Advancement Chair: mid-spring advancement check — any Scouts close to completing rank badge? | Advancement Chair + Den Leaders |
| Begin program planning input for next year (what activities do families want?) | Cubmaster + Committee Chair solicit input |
May — End-of-Year Survey, Final Push on Advancement
Theme: Wrap up the year’s program; prepare for summer.
| Task | Who |
|---|---|
| Parent annual skills and program survey — capture family talents and preferences for next year | Committee Chair (from the pack Committee Calendar) |
| Advancement Chair: final push — ensure all Scouts who are close to rank badge complete it | Advancement Chair + Den Leaders |
| End-of-Year Pack Meeting: recognize all Scouts, present remaining advancement, celebrate the year | Cubmaster leads |
| Den leaders: confirm each Scout’s rank for transition to next year’s den | Den Leaders |
| Den leaders inform Cubmaster of any retention concerns (Scouts at risk of not returning) | Den Leaders → Cubmaster |
| Membership Chair follows up with families showing low engagement — re-enrollment outreach | Membership Chair |
| Treasurer: begin prior-year financial close; prepare for summer budget work | Treasurer |
| Committee Chair: begin recruiting for any vacant positions before summer | Committee Chair |
June — Summer Planning, Camp, Transition
Theme: Quiet month; prep for fall and summer programs.
| Task | Who |
|---|---|
| Council day camp and resident camp programs run (families register individually; pack may coordinate group registration) | Activities Chair + Cubmaster promote |
| Den leaders: formally transition Scouts to next rank den (update Scoutbook) | Den Leaders |
| Secretary: archive year’s records (health forms, meeting minutes, consent forms) in Google Drive | Secretary |
| Treasurer: finalize prior-year financial close | Treasurer |
| Committee Chair: identify dates for July annual planning meeting | Committee Chair |
| Pack Resource Survey / Family Talent Survey: update for incoming families | Committee Chair or Membership Chair |
| Cubmaster: informal check-in with den leaders — how did the year go? What needs to change? | Cubmaster |
Seasonal Summary (Quick Reference)
| Season | Key Focus |
|---|---|
| July–August | Planning, recruitment prep, facility reservations, budget draft |
| September | Recruitment, year kickoff, popcorn launch, new family onboarding |
| October–November | Popcorn season, fall camping, recharter |
| December | Charter renewal submission, caroling, holiday meeting |
| January–February | Crossover ceremonies, Blue & Gold Banquet, charter presentation |
| March | Pinewood Derby |
| April–May | Spring hike, advancement close, end-of-year celebration, surveys |
| June | Summer programs, transitions, year-end admin close |
Source Material
docs/Training/Pack 232 Committee Calendar.csv— original (sparse) committee calendardocs/Training/Positions/Pack1232LeadershipPositionDescriptions.md— position responsibilitiesdocs/Training/Positions/Treasurer/PACK 232 TREASURER GUIDE.md— treasurer monthly/annual tasksdocs/Training/Positions/Committee Chair/Committee Chair Guide.mddocs/Training/Positions/Cubmaster/2024 New Cubmaster Guide.mddocs/Training/Positions/Membership Coordinator/Membership Chair Guide.mddocs/Training/Positions/Popcorn Kernal/Popcorn Kernal Guide.mddocs/Training/Positions/Activity Chair/Activity Chair Guide.mddocs/Training/Positions/Advancement Chair/Advancement Chair Guide.mddocs/Training/Positions/Marketing - Public Relations Chair/Events/2025 your town Activities Fair.md