*All communications and information regarding a case of confirmed misappropriation of funds is to
remain in strict confidence with ONLY those parties involved.
Missing troop/group funds will be treated as property of Girl Scouts Western Pennsylvania and will fall
under the same procedures as all outstanding debt owed to GSWPA. Girl Scouts Western Pennsylvania
will work in accord with troops/groups whom have had funds stolen, and Girl Scouts Western
Pennsylvania will act on a troop’s behalf in pursuing all outstanding funds owed to them until those
funds are returned in full to the troop.
Once the misappropriation of funds has been determined, the following steps should be enacted. All
steps should be documented in writing.
1. An immediate hold will be placed on the troop/group account in question. A hold may be
placed on the account by any signer of the account or the COO of GSWPA.
2. Volunteer management will be notified of the situation and asked to release the said volunteer
from all volunteer positions immediately and to update the volunteer’s status to “Do not
appoint”.
3. GSWPA membership staff will work with volunteer management to follow all release procedures
(refer to the operating procedure titled Release of Volunteers) and to ensure the proper
measures are taken to ensure troop safeguards and troop continuity.
4. The regional vice president and appropriate staff will meet to determine the total amount of
missing funds.
5. A letter will be sent to the volunteer in violation that outlines the missing funds. The letter will
contain a date by which all funds must be returned either to membership staff or to the troop
account.
6. If funds are not returned by the specified date, further legal action will be taken to the extent
of the law.
7. The regional vice president and appropriate staff will determine, based on local law in the
jurisdiction of where the misappropriation of funds occurred, the proper means of legal action.
Legal action may be taken by the troop members, the service unit or GSWPA. This will be
determined on a case by case basis.
8. In the event that the suspected volunteer admits of wrongdoing and repays the total amount of
the misappropriated funds, a determination will be made by the regional vice president and
appropriate staff whether or not to continue with the legal process.
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