Liam Burns 
Executive Commissioner & CEO 

Stephen Loney
National Commissioner

Justin Chenier
National Youth Commissioner

Board of Governors

Scouts Canada 
1345 Baseline Road 
Ottawa, ON K2C 0A7

Dear Mr. Burns, Mr. Loney, Mr. Chenier, and the Scouts Canada Board of Governors,

We, the undersigned members, families, and volunteers of Scouts Canada, respectfully bring to your attention the challenges that have arisen due to the change in the membership year structure, implemented during the 2020/2021 Scouting year, shifting from a school year-based model (September to August) to a calendar year model (January to December). This change has led to several difficulties, which we outline below, and we earnestly request your consideration for corrective measures.

Issues Arising from the Change in Membership Year

Confusion Among Member Families
Many of our members caregivers find it perplexing that the program, which runs from September to August, requires a membership fee for a period extending from January to December. This incongruity causes confusion about when their child can start and continue in the program, leading to frustration and dissatisfaction. In short, the method of having a membership year that does not align with the program year is not intuitive because it does not make sense.

Grievances Over Section Availability 
Volunteers face significant challenges explaining to families why a $270 registration fee paid in September does not necessarily grant their child immediate access to meetings in September if the section is already full. Conversely, families who do not opt for early renewal face the disappointment of finding sections full in January, potentially separating children from their friends.

Increased Administrative Burden on Volunteers 
The current system necessitates additional work for our already overextended volunteer Scouters. For instance, in groups with multiple sections, volunteers must contact families who have children transitioning to the next section to confirm their intentions. Further to this, it is up to the volunteer Scouters and Group Registrars to then log into MyScouts and make the necessary changes to "move up" youth who are going to a new section in September. This process is an unnecessary strain on volunteers' time and resources.

Challenges When Members Move Over the Summer
It is not uncommon for families to relocate during the summer, allowing their children to start at a new school in September. When this happens, many families also wish to transfer to a new Scout Group closer to their new home. With the current membership year running from January to December, this transition becomes complicated. Volunteer Scouters and Registrars are left to assist families in navigating this move, but the only available solution is to request assistance from the Scouts Canada Help Desk to facilitate the connection with a nearby Scout Group. This adds another layer of administrative burden on volunteers who are already managing numerous tasks, and it can delay the process for families eager to settle into their new community.

Challenges with Volunteer Scouters Transitioning with Their Children
The current calendar year membership model creates significant logistical issues when volunteer Scouters wish to "move up" to the next section with their children. In Scout Groups with multiple sections, families who register in January with the expectation of continuing in the same section at the same time in September may be disappointed if there are not enough Scouters to maintain the same schedule. For example, a family may pay for a Wednesday night session at 7:30 pm, anticipating this consistency throughout the year. However, if Scouters transition to another section or cannot volunteer at the same time due to personal or scheduling conflicts, the section's time and day may need to change. This misalignment in expectations versus reality creates unnecessary stress for volunteer Scouters, who must then communicate these changes to families and manage their disappointment and frustration.

Disincentive for Youth in Transition Years 
The current system disproportionately affects youth in the final year of their section who are uncertain about moving to the next section. We have received feedback from Venturers who, not interested in advancing to Rovers, feel disinclined to register for only the remaining six months of their Venturer year, as their families are unwilling to pay the full $270 fee for a partial year.

Proposed Solutions 
We propose the following actions to rectify the situation and enhance the Scouting experience for all:

Align Membership and Program Years 
We request that Scouts Canada consider reverting to a model where the membership year aligns with the program year, allowing for registration from September to August. This alignment would greatly reduce confusion and improve program coherence for families and volunteers alike.

Flexible Registration and Payment Options 
If a full reversion is not feasible, we urge Scouts Canada to implement a system where returning families must log into MyScouts prior to the start of the program year (August or September) and make it mandatory that they: 

1. Indicate if their child will or will not return to Scouting in September.
2. Select the section their child will join if they are moving up and there are multiple options or if they wish to change to a different section (meeting day/time) in September (eg. - a Group with 4 sections of Beavers and 3 sections of Cubs, etc.)
3. The option to select a new Scout Group/Section if the family is moving over the summer, ensuring a smoother transition to a new community without the need for extensive assistance from volunteers or the Scouts Canada Help Desk.
4. Choose whether to pay the membership fee immediately or delay payment until January, ensuring their child’s seat is reserved regardless of the payment timing. 

Conclusion 

We believe these changes will significantly improve the Scouting experience for our members and alleviate the administrative burdens that have been placed on our dedicated volunteers. We trust that the leadership of Scouts Canada will give this matter the consideration it deserves and work towards a solution that reflects the needs and concerns of our community.

We appreciate your attention to this matter and look forward to your favorable response.