Boy Scout Troop 100

Standard Operating

Procedure

5 December, 2011

Table of Contents

1.0 Welcome to Boy Scout Troop 100....................... 1.1 Troop 100 History………………………………… 2.0 Aims and Methods of Scouting......................... 3.0 Scout Organization................................... 3.0.1 Planning (PLC, Yearly planning)………. 3.1 Adult Organization................................... 3.2 Scout Organization................................... 4.0 Troop Rules and Policies........................... 4.1 Rules of Conduct.................................... 4.2 Troop Discipline Policy............................. 4.3 Advancement Policy.................................. 4.4 Merit Badge Policy................................. 4.5 Troop Elections..................................... 4.6 Junior Leader Training.............................. 4.7 Travel Policy...................................... 4.8 Uniforms............................................ 4.9 Equipment Policy.................................... 4.10 Permission Slips................................... 5.0 Troop Meetings...................................... 5.1 Court of Honor………………………….. 5.2 Scoutmasters Conference and Board of Review.. 6.0 Troop Outings and Activities........................ 7.0 Troop Campout Routine............................... 7.1 Grubmaster Overview………………………. 8.0 Adult Leadership Responsibilities................... 8.1 Troop Committee……………………………. 9.0 Parental Responsibilities........................... 10.0 Equipment Information.............................. 10.1 Troop Assets....................................... 10.2 Personal Equipment................................. 11.0 Ways and Means (Finance and Fund-Raisers)...........

Additional Forms Troop 100 Handbook Comment and Critique Sheet........... Troop 100 Web Site Permission Slip...................... Troop 100 PERMISSION SLIP............................... Grubmaster Shopping List………………………… Troop 100 Meeting Plan…………………………… Personal Equipment Camping list………………… Troop 100 Committee Meeting Agenda Format ……..

Application for Use of Church Equipment/vehicle…….

Application for use of Church Facilities……………….

Scout/Adult Leader Departure Checklist……………..

APPENDIX 2, Grubmaster Plan, Menu, Timeline……

Scout Store Location and Phone……………………..

1.0 Welcome to Boy Scout Troop 100

We would like to take the opportunity to welcome you to the Troop 100 Scouting family. The Scouting family consists of a large part of the Scouting movement. Without the Scouts there would be no need for a Scouting program and without the parents there would be no Scouting program.

As you probably guessed by now, the purpose of this handbook is to provide you with general information about our Troop. With this handbook, we hope to provide you with answers to common questions, give guidelines as to what is expected from the Junior Leadership, Adult leadership, and Parents, and to outline how the Troop operates. Please use this as a quick-start to Scouting. Please complete the enclosed comment sheet and Resource Survey and return it with your son to the next Troop Meeting. The comment sheet is very important in helping us produce an improved revised version of this handbook. The Resource Survey assists in planning events for the Scouts.

The purpose of Troop 100 is very simple; to advance the “aims and methods of the Scouting program” according to the Boy Scouts of America. Our main objective is to provide a solid program where Scouts can learn, develop, and most importantly, have fun while achieving the “aims and methods of the Scouting program.”

The only way such a program can be achieved is through challenging the Scouts. In addition, the Troop places emphasis on several important goals that include development, leadership, self-reliance, and self-esteem. The goals are attainable through the presence of a solid Scouting program; one that Troop 100 is pleased to offer.

So what is it that Boy Scouts do anyway? Well, the answer to that question is anything. One of the most important concepts to understand about Scouting is that it is a program run by the Scouts. One “Take-Charge” adult can strip the boy leadership of the opportunity to lead. Adults should voice any issues to the Scoutmaster or Assistant Scoutmaster, and only intervene with Scouts if there is a safety issue.

The Patrol Leaders’ Council (PLC) decides all activities that the Scouts do. The PLC is like the executive board of a company making all the decisions. They decide what topics should be covered at the meetings, what campouts they want to attend each month, where they want to camp, and what skills or topics they want to cover.

Our Troop holds weekly meetings every Tuesday evening from 7:00 to 8:15 PM at Gillfield Baptist Church, 209 Perry Street, Petersburg VA. in the Scout Room. The meetings run year round with the only exceptions being major holidays and religious days or school closings due to inclement weather.

The Troop holds a monthly camping trip or activity, usually towards the end of the month, from July through May. In July, the Troop attends summer camp at Camp T. Brady Saunders Scout Reservation in Maidens, Virginia, unless another camp is chosen.

In addition to meetings and weekend outings the Troop performs a variety of service projects. These range from a variety of Eagle Projects, or as our Sponsor; Gillfield Church in Petersburg, Virginia requests.

The Troop will also hold fund-raisers throughout the year. Our primary source of funding is from Popcorn Sales, Gillfield Church Budget Allotments and personal donations.

We try to offer an ambitious program, and as you can see, we think we live up to that.

1.1 Troop 100 History

First chartered in 1927 by Gillfield Baptist Church, Troop 100 has served the youth of Petersburg for over 83 years. Adult leadership is very stable, as retirees and members of the surrounding civilian community are actively involved in the Troop. The overarching goal is to bring new adults in the Troop as their sons join, so as to keep replenishing the Troop adult leaders.

Troop 100 advancement is positively emphasized with over 9 scouts earning their Eagle Rank.

2.0 Aims and Methods of Scouting

The objectives and aims of Troop 100 parallel the “aims and methods of the Scouting program” set forth by the Boy Scouts of America. As with most organizations, the BSA has a purpose or mission statement that outlines who and what they are as an organization. The Boy Scouts mission Statement is as follows:

“The mission of the Boy Scouts of America is to prepare young people to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Law.

Scout Oath Scout Moto/Slogan

Scout Law

On my honor I will do my best To do my duty to God and my

country and to obey the Scout Law; To help other people at all

times; To keep myself physically

strong, mentally awake, and morally

straight.

Scout Moto: Be Prepared Scout Slogan: Do a good turn daily.

A Scout is: Trustworthy

Loyal Helpful Friendly

Courteous Kind

Obedient Cheerful Thrifty Brave Clean

Reverent

The Boy Scout Vision Statement:

“The Boy Scouts of America will prepare every eligible youth in America to become a

responsible, participating citizen and leader who is guided by the Scout Oath and Law.”

Aims of Scouting

The aims of the Scouting program are; growth in moral character, participating citizenship, and development in physical, mental and emotional fitness.

These aims are achieved through a series of scouting methods that consist of advancement, ideals, patrol method, outdoors, personal growth, adult association, leadership development, and uniform.

Advancement creates a challenge to all Scouts by providing them with a series of obstacles to overcome. Furthermore, it provides a rewarded sense of accomplishment for the Scouts hard work and determination.

The patrol method develops leadership and teamwork abilities in a small group setting before it is applied on a larger Troop setting. The outdoors is the key setting where the aims and methods are achieved.

Weekend camping establishes self-reliance as the Scouts learn to work together and survive on their own. It is here that the skills learned and practiced at Troop Meetings come alive with purpose.

Personal growth is developed as Scouts provide service, advance, and develop a plan for the Scouting years. All these activities provide an opportunity for the Scouts to grow as individuals and members of their community and religious organizations.

Adult association provides role models for the Scouts to observe and also creates setting where adults and boys work together to achieve common goals and have fun while doing so.

Leadership development is formed as each Scout assumes a Junior Leader position. The development starts with patrol positions on a smaller level, and fully develops as Scouts assume Troop junior leader positions that are essential to the operation of the entire Troop. Remember, your sons as leaders, run the Troop.

The uniform gives Scouts an identity. The uniform makes the Scout troop visible as a force for good and creates a positive youth image in the community. Boy scouting is an action program, and wearing the uniform is an action that shows each Scout's commitment to the aims and purposes of Scouting.

The ideals of Scouting

The ideals of Scouting are found in the Scout Oath, Law, Motto, and Slogan. All Scouts are

expected to live by these ideals.

“Empowering boys to be leaders is the core of Scouting. Scouts learn by doing, and what they do is lead their patrols and their troop. The boys themselves develop a troop program, and then take responsibility for figuring out how they will achieve the goals. One of our most important challenges is to train boy leaders to run the troop by providing direction, coaching and support. The boys will make mistakes now and then and will rely upon the adult leaders to guide them. But only through real hands-on experience as leaders can boys learn to lead.” Chapter 3, The Boy Led Troop

3.0 Scout Organization

The Troop is organized into a series of patrols consisting of anywhere from five to eight boys. Each Patrol has a Patrol Leader and an appointed Patrol Staff that helps the Patrol operate as a unit. Each patrol represents a portion of the entire Troop.

Each patrol elects a patrol leader that acts as the head of the patrol. In addition, the Scout Master appoints a Troop Guide who is responsible for guiding the New Scout Patrol through their first Scouting year and to help new scouts earn First Class by the end of their first year.

The Patrol Leader is responsible for appointing an assistant patrol leader, patrol scribe, quartermaster, grub master, cheer master and hike master. In addition to the patrols, there are additional positions that aid in the functioning of the Troop.

Every July, the Troop elects a Senior Patrol Leader (SPL). The SPL is responsible for the overall success of the Troop. He appoints an Assistant Senior Patrol who trains the Troop Staff and is responsible for taking over in the SPL's absence.

The Troop Junior Leaders, as with the Patrol Leaders, have a Troop Staff. The Staff consists of members in the patrols that also assume a Troop Junior Leader position. The Troop Staff consists of a Troop Scribe, Quartermaster, Historian, Librarian, and Chaplains Aide. As with the Patrol Staff, the Troop Staff has their own position to help with the functioning and operation of the Troop. The following are descriptions of Troop Junior Leader Positions:

Senior Patrol Leader: Runs all Troop meetings, events, activities, annual program planning

conference, and Patrol Leaders’ Council meetings. He also with guidance from the Scout Master appoints Troop Junior Leaders and assists in their training and assignment of duties.

Assistant Senior Patrol Leader: Helps the Senior Patrol Leader run all Troop activities. In the absence of the SPL, the Assistant takes over. He helps train and supervises the Troop Scribe, Quartermaster, Historian, Librarian, and Chaplain Aide.

Troop Guide: Trains, guides, and monitors new scouts progress through their first Scouting year. He supervises and assists the new Scout Patrol Leader in making Patrol decisions. Helps new Scouts earn First Class in their first year.

Patrol Leader: Guides and represents the Patrol on the Patrol Leaders’ Council and on all Patrol activities. He appoints an Assistant Patrol Leader and other Patrol positions. He knows the advancement needs and outing interests of all Scouts and works to satisfy those needs and interests.

Scribe: Attends and keeps logs on the Patrol Leader’s Council meetings, records attendance and advancement records, and collects permission slips and money.

Quartermaster: Maintains records on Troop and Patrol equipment. He oversees the maintenance of the Troop Equipment Garage. Issues all equipment needed for weekend outings.

Historian: Gathers pictures and facts about past Troop activities and keeps them in a historical scrapbook.

Librarian: Sets up and maintains the Troop library. Oversees the loan out process of Troop literature and makes suggestions on material to be purchased.

Chaplain Aide: Plans and leads “Scouts Own” non-denominational services at Troop outings. He encourages all Scouts to take part in the religious emblems program.

OA Troop Rep: Attends Troop and Chapter/Lodge meetings regularly and serves as the two-way communication between the Troop and the Chapter/Lodge. Also assists Ordeal members by providing info about upcoming Brotherhood Opportunities and ensuring participation from OA members.

3.0.1 Planning Patrol leader Council: The Troop staff is responsible for carrying out the Troop program plan.

But who plans the Troop activities? The Patrol Leaders’ Council (PLC) is, in essence, the executive board of the Troop. They make the decisions!

The patrol leaders' council (PLC), not the adult leaders, is responsible for planning and conducting the troop's activities. The PLC is composed of the following voting members: Senior Patrol Leader, Assistant Senior Patrol Leader, Patrol Leaders, and Troop Guide.

At these meetings the PLC plans the monthly meetings and the activities on the Scout weekend. Planning the monthly meetings entails coming up with a pre-opening, opening ceremony, skill session, game, patrol meeting topic, inter-patrol activity, and closing session.

The PLC will usually plan the meetings for the month based on a monthly program feature that was decided upon in August at our Planning Conference. In addition, the PLC plans the monthly outing that reflects the skills that were taught during the meetings. The outing provides the Scouts with an Outdoor experience in which they can have hands on practice with the skills they learned during the month. The PLC is ultimately responsible for the functioning of the entire Troop. Without their hard work, there would be no meetings or outings.

At its monthly meetings, the PLC organizes and assigns activity responsibilities for the weekly troop meetings. The troop committee interacts with the patrol leaders' council through the Scoutmaster.

Annual Program Planning Conference

The troop's activities are selected and planned at the annual program planning conference. The Senior Patrol leader will submit the troop's yearly plan to the troop committee for its support. At this time, the troop committee may make alternative suggestions for the patrol leaders' council to consider. To avoid conflicts between troop plans and activities of the chartered organization, clear the program calendar in advance with the chartered organization representative. Pay close attention to Courts of Honor or other activities requiring a large room to gather in at the Church.

Patrol Method: One point worth mentioning again is the notion in Scouting of “The Patrol Method.” The Scoutmaster Handbook seems to best present this idea when it talks about patrols.

“Every Boy Scout Troop, we said earlier, is made up of patrols, groupings of six or eight boys who together form a team. Each patrol elects its own leader. The patrol leaders, with an elected senior patrol leader as their head, form the patrol leaders’ council. It is the council’s job to plan and run the Troop program. Each Patrol Leader represents his Patrol on the council, and interprets to his patrol the plans and decisions the council makes. Patrols also have their own meetings, elect their own officers, and plan and carry out their patrol activities.”

In the Scoutmaster Handbook they term this last paragraph “The 99 Words” because it best summarizes the Scouting movement. The Patrol method has been proven to be very successful in fostering four important points amongst the members of the patrols.

First, they promote friendship by grouping friends together. Second, the small size allows each Scout to get involved because he is needed in helping the Patrol function. Third, the Patrol Method develops responsibility as each member of the Patrol takes on a leadership position within the patrol. Fourth, the Patrol Method introduces a democratic process to decision making.

3.1 Adult Organization

The adult organization of Troop 100 consists of two key segments. The first is the Troop Committee and the second is the Scoutmaster and his Assistants.

The committee meets monthly (usually on the second Monday of the month) and works on helping the Scoutmaster with delivering the Troop Program.

There are many positions within the Troop and/or the Committee which offer adults associated with Scouting, or that would like to participate in it, opportunities to excel.

For a list of positions please see Chapter 8.0 Adult Leadership Responsibilities.

4.0 Troop Rules and Policies

No Scout will ever be expelled or told to quit this troop except in rare cases of extreme

behavior. All major disciplinary actions will come from the Patrol Leader Council (PLC).

Any Scout witnessing an infraction to this SOP will immediately bring it to the attention of the

offending Scout. If that Scout continues, then it will be brought to the attention of the Patrol Leader, then ASPL, or SPL, if the Scout Leaders feel it necessary, it will be reported to the Scoutmaster, or any Scout Leader.

NO BOY LEADER WILL EVER TAKE ANY DISCIPLINARY ACTION AGAINST ANOTHER BOY, WITH THE EXCEPTION OF THE SPL. NO IF’S, AND’S, MAYBE’S OR BUT’S!!!

Any fighting whatsoever will be brought immediately to the Scoutmaster to await his decision.

Use of obscene language or gestures will not be tolerated at any time.

4.1 Rules of Conduct

All Scouts are expected to live by the Scout Oath and Law. Those ideals should dictate all Scouts behavior.

Any behavior that goes against the Scout Oath and Law disgraces the Scout, his parents, the adult leaders, and the Troop.

Please, have fun, but behave appropriately.

4.2 Troop Discipline Policy

While we anticipate no problems with inappropriate behavior, it is still necessary to have a discipline policy, and more importantly, let all the Scouts and their parents know about such a policy.

Behavior problems are first to be dealt with by the Patrol Leader (PL). In the event that the PL is having a problem with a patrol member and it can not be resolved, he should report it to the Senior Patrol Leader.

If a behavior problem becomes uncontrollable, the Scoutmaster or an Assistant will step in to determine the appropriate discipline in conjunction with the Senior Patrol Leader.

Such actions might include, suspension from a Troop game, additional Troop chores, and so on.

Any major behavioral problems that occur will result in any of the following actions: 1) Parental contact and pick-up from the meeting or outing; 2) No participation in Troop meetings or outings; 3) Delaying rank advancement because a Scout’s inappropriate behavior does not demonstrate the last requirement of living by the Scout Oath and Law.

If serious enough, a Scout can be SUSPENDED for up to one (1) month by the PLC. This requires both a majority vote and the written approval of the Scoutmaster.

Those suspended may not attend any patrol or troop meetings for that month, but still owe dues.

The suspension includes attendance of camp outs, activities, and anything else endorsed by Troop 100. Termination: If the above actions fail to correct behavioral problems, the Troop Committee will notify

the Scout(s) and parents that the Scout(s) are no longer welcome to participate in any Troop

functions. This action will require the majority vote of all active Troop Committee Members and Adult

Troop Staff.

We hope that we will never have to use such discipline actions, however, it is important for all Scouts and parents to know what courses of action will be taken.

4.3 Advancement Policy

Advancement is an important part of every Scout's career. The Troop has adopted an advancement policy that will insure that all Scouts are knowledgeable in the given requirements needed for advancement. The process consists of skill instruction, demonstration and practice, and a testing period.

All skills that are taught to Scouts should be practiced immediately by those Scouts; however, requirements are not to be signed off immediately. At least one day must elapse between when a Scout is taught a skill and when they are tested and signed off for knowledge of that skill.

As means to help keep accurate advancement records, we encourage the Scouts to have the skill "signed-off" within a two-week period after successful demonstration. We also encourage Scouts

to set a goal of having at least one skill requirement completed per week on average. This also helps the Scout plan his progress toward reaching First Class by the end of his first year in Scouting.

Scout attendance will be notated in the beginning of every meeting [with exceptions a scout must be active greater than 50% of all troop activities within the window of time required for their rank advancement, without exceptions a scout must be active 75% of all Troop activities]

In Troop 100, an Assistant Scout Master should be seen to have the requirement signed-off. The purpose of advancement is knowledge. Signing off requirements that are not completed only defeats the purpose.

4.4 Merit Badge Policy

Merit Badges offer additional skill advancement that allows a Scout to specialize in a particular skill area such as Camping, Cooking, Backpacking, Orienteering, etc.

Summer Camp offers an ideal time for a Scout to work on Merit Badges. Typically, a Scout can earn, with a reasonable amount of work and effort, 3 to 5 badges by the end of his weeklong camping experience. It should be noted that pre-work is required for several Merit Badges that are offered during summer camp.

Other opportunities do exist throughout the year when a Scout can take of advantage of this advancement. Boy Scouts offer over 100 of these merit badges that Scouts can earn.

From past experience, the Troop recommends that Scouts work on a maximum of 5 Merit Badges at any given time. This recommendation helps keep the Scout focused on completing the requirements for the Merit Badges that he is currently working on, before taking on additional work assignments. The following is the process a Scout should follow to work on Merit Badges:

A Scout should decide which merit badge he wishes to take.

Scouts should pair with at least another Scout when working on Merit Badges.

Basic requirements for each Merit Badge are found in the Boy Scout Requirements Book. In addition, each Merit Badge has a pamphlet that addresses the requirements specifically for that badge.

Scouts should approach their Scoutmaster or Assistant Scoutmaster or Advancement Chair, with

the Merit Badge that they wish to complete and request a blue card. The Adult Leader will then advise on the list of counselors for that badge and provide a blue card for the Scout.

No work on a merit badge may be completed prior to obtaining authorization, approval and a blue card from the Adult Leader without prior.

Scouts at this point should consider obtaining the Merit Badge pamphlet for the particular badge. Check to see if the Troop has a copy available or in the Library. If no copies are available, Scouts can purchase pamphlets at the Council store.

Scouts should then contact the Merit Badge Counselor approved by the Scoutmaster and make arrangements to meet and go over the requirements.

Remember that all requirements must be completed to the counselor’s satisfaction. If a requirement states “show” or “demonstrate” that is what the Scout must do. As with all advancement requirements, parents cannot approve their son’s fulfillment of a requirement. Once the requirements have been completed, return the signed blue card to the Scoutmaster. Upon review, the “Applicant’s Record” section will be given to the Scout for his records and the Troop’s record will be forwarded to the Advancement Chairman. The badge will be awarded at a subsequent Troop meeting and recognition given at the Court of Honor.

4.5 Troop Elections Elections will be held every February and August. At every election, in August, a new SPL will be elected. Patrols will elect their own Patrol Leaders, except Dragon Patrol which will be elected by the entire Troop. Troop Elected Positions: Position Minimum Rank Requirement Term Length Senior Patrol Leader Star 1 Year Assistant SPL* Star 1 Year Patrol Leaders None 6 Months Quartermaster None 6 Months Scribe None 6 Months Historian None 6 Months Chaplain’s Aide None 6 Months Librarian None 6 Months *Appointed by SPL with Scoutmaster approval. Patrol Elected Positions: Position Minimum Rank Requirement Term Length Eagle Patrol Leader Star 6 Months Assistant PL None 6 Months Cobra Patrol Leader None 6 Months Scoutmaster Troop Appointed Positions: Position Minimum Rank Requirement Term Length Troop Guide Star TBD by SM Instructor Star TBD by SM Bugler 1st Class 6 Months Den Chief 1st Class TBD by SM OA Rep OA TBD by SM Recruiter 1st Class 6 Months

The Patrol Leaders then appoints his Staff, with Scoutmaster Approval, consisting of Assistant Patrol Leader, Scribe, Quartermaster, Grub master, Cheer master, and Hikemaster.

All votes in Troop elections are cast by silent ballot or by show of hands. A vote will take place by the Troop to determine the voting method. The winner elected is the individual with the majority of votes. In the event of a tie, a run-off will be held that same evening to determine the winner.

4.6 Junior Leader Training

Troop 100 offers an annual Junior Leader Training Session for all members of the Patrol Leaders’ Council. The training session is designed to give the Scouts the tools to be effective leaders. Troop 100 writes their own Training session catered to the needs of the current Troop Junior Leaders.

4.7 Travel Policy

When traveling to and from outings, all Scouts are to be in seat belts at all times. Not only is it smart, it is the law. All Scouts are instructed to leave all vehicles cleaner than they found them.

Any disruptive behavior will not be tolerated. If any Scout behaves in such a way that is disruptive to the driver, he will be asked to be picked up by a parent when we arrive at the campsite.

4.8 Uniforms

The Scout uniform represents an important part of whom we are and should be worn with pride by all Scouts at all scouting functions. In Boy Scouts, two different uniforms exist.

CLASS A: The Full uniform consist of a Scout shirt with proper insignia, Scout pants or shorts, a Scout belt, Scout socks, hiking boots or casual shoes, Scout Handbook, and a pad and pen. Known as Class A

CLASS B: The Official Scout shirt with civilian Jeans or shorts with a scout related T-shirt worn under scout shirt and Scout Handbook, and a pad and pen is known as Class B. This can be converted to Class C just by removing the official Shirt.

CLASS C:. or “activity uniform” is considered more for an activity and consists of a Troop T-shirt or other BSA shirt,, jeans or shorts, Scout Handbook, and a pad and pen.. The following uniforms are required of Scouts participating in the listed activities:

Court of Honor: Class A, fully dressed

Scoutmaster Conference and Board of Review: Class A, fully dressed

Weekly Meetings: Class C, Unless designated otherwise

PLC: Class C

Troop Camping or Activity Trips: Class A – During Travel

Troop Sponsored Day Activities: Class A

Class C Activity Uniform, Non-BSA T-shirts and pants/shorts are acceptable ONLY when specifically

designated as acceptable for the trip based on free time or the trip’s activities.

Scouts should attend all courts of honor in the Full Uniform and regular Troop Meetings in Activity uniform, unless otherwise stated. Traveling out of State or to Summer Camp will always be in Full Uniform. Most traveling will include instructions on uniform wear in the permission slip.

Periodic uniform inspections will be held as determined at PLC.

Cub Scout Cross Over: The Troop provides a neckerchief, a sash, a belt and a Boy Scout handbook to all WEBELOs who cross over to Troop 100.

We realize that a full uniform is very expensive, and in a perfect world, everyone has enough money lying around to buy everything they need. Unfortunately, we don’t live in a perfect world. Uniform requirements should not dissuade any boys from joining the Troop. If there are financial

issues at home, the Troop will work with the Scout to buy the uniform and the Scout will repay the Troop over time. Payments will be worked out between the Scoutmaster and the Scouts parents.

4.9 Equipment Policy

Troop 100 owns a substantial amount of camping equipment that over the years has all been purchased with Troop funds. As a result, we have a very strict policy regarding all camping equipment. Any equipment in a Patrol Box is the responsibility of the Patrol.

In September a starting inventory will be taken and periodic inspections will be held throughout the year by the Troop Quartermaster with each Patrol Quartermaster participating in the inventory.

Any equipment that is lost on weekend outings becomes the responsibility of the entire Patrol to replace. If equipment is damaged, through no fault of any Patrol member, the Troop will replace the equipment. However, if any equipment is damaged through fooling around or abuse, it becomes the Patrol’s responsibility to replace.

Periodically, Patrol members will take equipment home after weekend outings in order to clean the equipment. All Patrol equipment taken home must be returned the following Tuesday. A person that slept in a tent will take home that tent to be cleaned and inspected for serviceability. They will return it on the following Tuesday and turn it in to their Patrol Quartermaster with a list of any problems that tent has.

If equipment is not returned the following Thursday a fine will be placed on the Scout. Please understand that the reason we are so strict about equipment is that often it goes home

with a Scout and doesn’t return until months later

4.10 Permission Slips

Permission slips and money for all Troop activities are due back on the designated date. No exceptions will be made on permission slip deadlines unless a parent or Scout has notified

the Scoutmaster in advance of the deadline. If for any reason a Scout is unable to attend an activity after payment has been made, the

Troop will refund whatever portion of the cost that has not been committed to site fees, food, or registration fees.

5.0 Troop Meetings

Our Troop meets every Tuesday evening inside the Scout Room which is located at Gillfield

Baptist Church, 209 Perry Street, Petersburg VA. From 7:00 to 8:15 PM. Scouts dealing with PLC may run later.

All of the meetings follow the Scout Led mentality, in that they are –planned during the PLC by the scouts, and ran by the SPL.

Troop meetings follow a monthly theme that is chosen during the July/August planning conference.

Scout attendance will be notated in the beginning of every meeting [with exceptions a scout must be active greater than 50% of all troop activities within the window of time required for their rank advancement without exceptions a scout must be active 75% of all Troop activities]

During the Patrol Leaders’ Council meetings, plans for the meetings and outings are established.

Standard meeting template is the following: 1) Pre-opening activity

2) Opening & Announcements

3) Skill Instructions

4) Patrol Meeting

5) Inter-patrol Activity

6) Scoutmaster Minute

7) Closing

The Troop meeting starts with a pre-opening at 6:45 PM. At this time, the Service Patrol is

responsible for setting up the meeting room and establishing the pre-opening. In addition pre-opening material is available for those Scouts that arrive early. Such material could include skill reinforcement demonstrations and practice, short knowledge quizzes, permission slip and money collection, and the like. All Scouts are encouraged to show up early to take part in the pre-opening.

At 7:00 the Opening Ceremony takes place. The opening varies weekly as each patrol rotates on a weekly schedule. Attendance and dues are collected after opening ceremony.

At 7:10, after the opening, is a 20 to 25 minute skill session based on the monthly feature. The skill sessions are broken down into two different groups based on level of experience. The Experienced Scouts work on more advanced and challenging skills, while the new Scouts concentrate on the basic skills needed to work on advancement toward First Class.

At 7:30 the Scouts take a 15-20 minute break to play a game. After the game is over the Scouts meet in Patrols to discuss any Patrol related issues. They may work on advancement within the Patrol, planning a Patrol meeting or activity, planning Patrol menus, etc.

After they meet in Patrols, the Scouts take part in an Inter-Patrol Activity where friendly competitions take place. These are usually based upon important skills.

After the activity, at 8:00 is the Closing Ceremony where the Scoutmaster addresses the Scouts and any other information is relayed to the Scouts. After the flag ceremony, the set-up Patrol remains to clean up the room while the Patrol Leaders Council meets in the back room to briefly review the meeting and prepare for the next weeks meeting.

5.1 Court of Honor Meetings

A Troop Court of Honor ceremony will be held on a quarterly basis during the normal Troop meeting time. The primary purpose of the ceremony is to award the Scouts with rank advancement, merit

badge and participation patches. The ceremony will also include an update on the financial status,

summary of events and reminders of upcoming events. All Scouts and Adult Leaders are expected to

attend. The Scout’s family is encouraged to attend even if the Scout has not earned any special

recognition. This is a way to show your support for your Scout and the Troop. A special Eagle Court

of Honor will be held for the presentation of the Eagle award. Full Troop participation is highly

encouraged for this special event. The Eagle Court of Honor is normally scheduled for a weekend

afternoon.

5.2 Scoutmaster’s Conference and Board of Review Each Scout must schedule and participate in a Scoutmaster’s Conference and Board of Review (BOR) as the last requirements for rank advancement. The purpose of the Scoutmaster’s Conference is to develop an understanding and trust between the Scout and the Scoutmaster. At this time the Scoutmaster will sign-off on Scout Spirit if appropriate. With the Scoutmaster’s approval, the Scout then sits before the Board of Review (BOR). The BOR is an interview conducted by members of the Troop Committee and has the final say on the approval for rank advancement. This interview also provides the Troop Committee an opportunity to learn the Scout’s perspective on what he feels is positive or negative about the Troop program and leadership. The BOR interviews will be held during regular Troop meetings or at other prearranged times prior to a Court of Honor. Scouts must request a Scoutmaster’s Conference and Board of Review at least one week before these meetings and at least two weeks prior to the Court of Honor. Class A Uniform fully dressed, and the boy’s Scout Handbook are required in order to participate in a Scoutmaster’s Conference or Board of Review. As scouts advance, their Boards of review will become more directed to the knowledge of skills and the importance of leadership. At Star rank and above, proper leadership and example setting are of the most concern. Boys not demonstrating

active leadership and scout spirit will not be approved for their rank at either the SM Conference or the BOR.

6.0 Troop Outings and Activities

Troop 100 is fortunate to be very active in the outdoors. The Troop holds on average 6 to 8 weekend outings per year. In addition, we have Troop day hikes or other activities throughout the year.

Most of the Troop camping trips take place at local Scout Camps. In addition, the Patrol Leaders’ Council will plan different trips that in the past have included, white water rafting, canoe trips, backpacking treks, and other adventurous campouts.

Our camping trips normally run from Friday to Sunday. Scouts are expected at the Gillfield Church by 5:00 PM for a 5:40 departure, unless otherwise noted on the permission slip. We usually arrive home anywhere between 10:00AM and 12 Noon on Sunday. (More accurate return times to be announced on a trip-to-trip basis). Please be prompt when picking up your son.

All outings and activities require a permission slip to be signed by a parent or legal guardian. Permission slips and money are due one to two weeks prior to the camping trip. No exceptions will be made on permission slip deadlines. If for any reason you are unable to attend a camping trip after payment is made, the Troop will refund whatever portion of the cost has not been committed to site fees, food, or registration fees.

Dinner is to be eaten before departure on Friday evening unless instructed otherwise. The Patrols will plan Breakfast, Lunch, Dinner on Saturday, and Breakfast on Sunday.

In order to reduce our impact on the environment, the Troop asks that all Scouts bring their own mess kit (cup, plate, fork, knife, and spoon). In the past, some Scouts have brought along travel coffee mugs that can serve as a cup or bowl if necessary. The best plates tend to be plastic ones made by Tupperware or Rubbermaid. As for eating utensils, either a heavy-duty plastic set, or an old kitchen set will do. Most sporting stores now carry the non-breakable, lightweight plastic eating utensils.

7.0 Troop Campout Routine

Preparations for all campouts begin two weeks in advance when permission slips and money are due. Around the same time, Patrols will plan their Patrol Menu and Grocery List during the Troop meeting or Patrol meeting. After the menu is planned by the Scouts, and approved by the Scoutmaster, the Patrol will appoint a scout to do the shopping (The Grubmaster).

All shopping must be done by the Thursday before we go camping. Patrols know to plan a menu based on $10 per Scout, also, when Scouts go shopping, purchase butter, ketchup; mustard, and mayonnaise in squeeze bottles. Condiments and necessities may be required; so make sure your Patrol has dish soap, brillo pads, garbage bags, paper towels, toilet paper, etc. SEE 7.1 Grubmaster Duties, and the Appendix Grubmaster Shopping List for more information.

Any item in the Troop pantry is available to the Patrols; however, the Scouts must pull it aside on the Tuesday before we go camping in order to insure that it does not disappear by Friday.

All money spent on shopping will be reimbursed with a receipt. In the event that a parent would prefer money before they go shopping, please see one of the adult leaders to arrange for a check or cash.

During the Patrol meeting, the Tuesday prior to the campout, the Patrol Quartermaster is responsible for gathering all the equipment needed by the Patrol for the weekend and signing out that equipment with the Troop Quartermaster.

While the Quartermaster is in the Troop Equipment area, the rest of the Patrol should work on completing the Patrol Duty Roster that outlines each Patrol member’s responsibilities on the weekend (Cooking, Cleanup,etc)

On Friday, the Troop should assemble at the designated parking lot at 4:45 PM, at Gillfield Church unless otherwise indicated. The Quartermaster will take over and insure that all equipment is properly loaded into the vehicles. The Patrol Grubmaster should pack the Patrol coolers with their Patrol’s food. Any meat or other items that could bleed or get water logged should be packed in zip-lock storage bags. Ice in coolers should be kept as clean as possible so that it can be used for drinks also. At 5:00 PM, we will be departing for the campsite.

When we arrive at the campsite, the Senior Patrol Leader and an adult will check into the site. At this time, all Patrol and Troop equipment get moved into the site before personal gear.

The first thing to go up is the Big Tent. The common area rain- fly which all equipment will be stored under. Next, individual tents may be put up.

Patrol leaders are then responsible for picking out a patrol site and directing the set up of their camp areas for the weekend.

On Sunday morning, all personal gear should be packed before the Patrol eats breakfast. Tents should be aired out, cleaned, and dried before being packed away. The Troop

Quartermaster must inspect all tents before they get packed. When this is not possible, Patrol Quartermasters will turn in a list to the Troop Quartermaster of which tent will be taken home by which scout within their patrol.

All Patrol equipment should be properly packed and loaded onto the vehicles under the Quartermasters direction.

When we arrive back at the Scout Room, in Gillfield Church, no Scout leaves until all equipment is properly stored, unless previous arrangements have been made with an adult leader. Again, the Quartermaster is in charge of seeing that all Patrol and Troop equipment is signed back in and properly stored. Any equipment that is dirty will be taken home by a patrol member provided that it is marked down on the Equipment Checkout sheet. That equipment must be returned the following meeting regardless of whether the Scout taking home the equipment is present at the meeting. No Exceptions!

After all the equipment is signed in and properly stored, the senior Patrol Leader will dismiss the Scouts.

7.1 Grubmaster Overview

A Grub master's job is not too hard; BUT it does require some planning on his part in order to make the trek a successful one for his Patrol.

There are Three (3) Basic Steps for Being the Best Grubmaster on the Planet. Most of the work happens before the campout even begins and your planning and execution is key to a successful campout.

1. Meal Planning and Duty Roster Assignments – This is done at the Troop meeting before the campout. You and your patrol leader will be given a roster of who is attending the campout and as a group; you all will plan a menu and assign boys to the duty roster. Be SURE to use the Duty Roster and Menu Planner in this guide. There is also a Grubmaster’s shopping list for you to make a list of items that need to be purchased. Also, please be SURE you take home a COOLER and DRY BOX for the campout. 2. Planning Ingredients and Purchasing the Food - Once the menu is planned by the patrol and the people have been assigned to the duty roster, it’s time to make a shopping list. Make sure you cover all the ingredients needed for preparation. You should go with your parents or other adult to purchase food for the campout. Make sure YOU do the shopping, not your parents.

A Scout is Thrifty – So shop wisely. Many scouts find shopping at places like Sam’s, Woodman’s, Dollar Store or Aldi’s will give them the most return on their money. Make Sure you stay within budget. Keep all receipts and left over money and turn them back into the scoutmaster at the campout. On the day of the campout, make sure you pack your dry goods in the Dry Box and your cold items in the cooler. Don’t forget the ice! 3. At the Campout - Ensure the Duty Roster and Menu are posted for everyone to see. You role is not cook the entire weekend, but you should PREP the food for each meal so that the cooks know what to cook and how to cook it.

Sample Menu

Breakfast Lunch Dinner

Breakfast Burritos / Cereal

Submarine Sandwiches Spaghetti & Meat Sauce

Hash Brown Potatoes Potato Chips Salad

Orange Juice/Milk Cookies Fruit Cup

Hot Chocolate Carrots / Celery Strips Drink-Milk/Juice/water

Drink-Milk/Juice/water

8.0 Adult Leadership Responsibilities

Troop 100 is very fortunate to have a solid group of adult leadership working to provide the Scouting program to all members of the Troop. Adult leaders with Troop 100 are primarily responsible for achieving two major goals:

1) Training and guidance of the Scouts consistent with the Aims and Objectives of the BSA 2) Providing a safe outdoor program to all Scouts. Assuming these two key responsibilities are satisfied, the adult leaders provide the Scouts with

the tools to actually deliver the Scouting program to themselves and their fellow Scouts. The Troop is always seeking new adult leaders. Any adult interested in getting involved as an

adult leader should speak with the Scoutmaster or the Committee Chairperson for an application. In order to understand the Scouting Process, and hopefully participate within their capabilities,

all parents are encouraged to take the following minimum training and become Registered Scouters: 1. Boy scout Fast Start Training 2. Youth Protection Training 3. Troop Committee Challenge

This training can be found online at http://hovc.org/ . Click on the Training Tab and then follow the instructions for the required training.

8.1 Troop Committee

Definition

The troop committee is comprised of adults interested in supporting the troop, but is not a scoutmaster or assistant scoutmaster. They are parents or other people interested in scouting and registered adults.

Responsibilities

Support the troop through maintaining the troop account books, providing funds to maintain equipment, managing scout advancement books and holding scout boards of review as necessary. The committee helps to determine how money is spent by the troop.

Meeting Time

The troop committee is scheduled to meet on the 2nd Monday of each month, although changes may occur from time to time to accommodate holidays. The committee meets at the Church from 7:00 PM – 8:30 PM. Guests are also welcomed.

Parents are encouraged to attend and become Committee members.

Troop Committee Organization and Responsibilities

The troop committee is the troop’s board of directors and supports the troop program. The troop Committee does the following:

Ensures that quality adult leadership is recruited and trained. In case the Scoutmaster is absent, a qualified assistant Scoutmaster is assigned. If the Scoutmaster is unable to serve, a replacement is recruited.

Provides adequate meeting facilities.

Advises the Scoutmaster on policies relating to Boy Scouting and the chartered organization.

Supports leaders in carrying out the program.

Is responsible for finances, adequate funds and disbursements in line with approved budget plan.

Obtains, maintains, and properly cares for troop property.

Ensures the troop has an outdoor program (minimum 10 days and nights per year).

Serves on boards of review and courts of honor.

Supports the Scoutmaster in working with individual boys and problems that may affect the overall troop program.

Provides for the special needs and assistance some boys may require.

Helps with the Friends of Scouting campaign.

Assists the Scoutmaster with handling boy behavior problems.

Becomes the primary point of contact for selected activities

The Committee Meeting agenda can be found in the additional forms of this SOP.

The relationship between the Scoutmaster and the troop committee should be one of friendship and trust. Difficult issues are sure to confront troop leaders now and then. The Scoutmaster should be able to turn to the committee at any time for assistance, support, and encouragement. (For more information, see the Troop Committee Guidebook and the video The Barbecue: Working with the Troop Committee.

Experience has shown that troops with committees of seven or more members work more effectively and provide better troop program support. The minimum number of committee members required is three adults ages 21 or older. If the committee is well run and active, you should have little difficulty getting others to join. But again, be sure that each member has a meaningful responsibility and is kept actively involved.

Troop Committee Positions

Committee Chairperson

Chartered Organization Representative

Secretary

Treasurer

Advancement Coordinator

Outdoors Activities Coordinator/ Equipment Coordinator/ High Adventure Coordinator

Training Coordinator

Chaplain

Fundraising Coordinator

Eagle Advisor (As requested by Eagle Scout Candidate)

Committee Chair Duties:

The Committee Chairperson oversees the entire Troop committee. Organize the committee to see that all functions are delegated, coordinated and completed.

Maintain a close relationship with the chartered organization representative and the Scoutmaster.

Interpret national and local policies to the troop.

Prepare troop committee meeting agendas.

Call, preside over, and promote attendance at monthly troop committee meetings and any special meetings that may be called.

Ensure troop representation at monthly roundtables.

Secure top-notch, trained individuals for camp leadership.

Arrange for charter review and re-charter annually.

Plan the charter presentation.

Chartered Organization Representative Duties: The Chartered Organization Representative is responsible for working with both the Troop and the Base as the chartered organization, or sponsor of the Troop: The chartered organization must also approve all adult leaders. The Chartered Organization Representative is your liaison to the troop's operating organization. As a member of the chartered organization, that person will guide you on the organization's policy. The representative will also know the most effective ways to get the organization's assistance and maintain a mutually satisfactory working relationship with the chartered organization.

Is a member of the chartered organization

Provides a meeting space

Serves as head of "Scouting department" in the Chartering organization.

Secures a troop committee chair and Scoutmaster and encourages training.

Maintains a close liaison with the troop committee chair and Scoutmaster.

Helps recruit other adult leaders.

Serves as liaison between our troop and our organization.

Assists with unit re-chartering each December.

Encourages service to the organization.

Is an active and involved member of the district committee

Secretary Duties: The Secretary is responsible for the minutes of every committee meeting and any correspondence, letters of donations, etc. that are issued.

Keep minutes of meetings.

Document the decisions of the committee.

Maintain and post the agenda for the current and next month’s meeting.

Handle Publicity.

Mentor the troop’s librarian, scribe, and historian.

Maintain the Troop Bylaws and Standard Operating Procedures Books.

Conduct the Troop resource survey.

Plan and Conduct Family Programs.

Organizes and Conduct Troop recruiting efforts.

Ensures currency of troop required publications.

Assists with the Troop Website.

Sponsors Communication Merit Badge efforts.

Prepares and distributes Thank You letters and Certificates.

Responsible for the Troop Computer.

Maintains the troop supply of paper, pencils.

Maintains the Kitchen supplies (coffee, tea, etc.).

Publishes newsletters, "All Scout" notices, troop information, meeting reminders.

Maintains the troop’s information files.

Report to the troop committee at each meeting.

Treasurer Duties: The Treasurer is responsible for overseeing the financial details of the Troop

and for keeping records and tabs on the Troop budget.

Handle all troop funds. Pay bills on recommendation of the Scoutmaster and authorization of the troop committee.

Maintain checking and savings accounts.

Train and supervise the troop scribe in record keeping.

Keep adequate records in the Troop/Team Record Book.

Supervise money-earning projects, including obtaining proper authorizations.

Supervise the camp savings plan.

Lead in the preparation of the annual troop budget.

Lead the Friends of Scouting Campaign.

Report to the troop committee at each meeting.

Fund-raising Coordinator Duties: The Fund-Raising Chairperson is responsible for

coordinating the fund-raisers held by the Troop throughout the year.

Handle all troop fund raisers.

Lead Point of Contact for Popcorn sales for the Troop.

Research and recommend activities that will assist in maintain appropriate funding for Troop activities and requirements (equipment, camps, etc)

Advancement Coordinator Duties: The Advancement chairperson is responsible for keeping track of all the advancement records for all Scouts.

Encourage Scouts to advance in rank.

Work with the troop scribe to maintain all Scout advancement records.

Arrange quarterly troop courts of honor and boards of review.

Develop and maintain a merit badge counselor list.

Make a prompt report on the correct form to the council service center when a troop board of review is held. Secure badges, patches and certificates.

Work with the troop librarian to build and maintain a troop library of merit badge. pamphlets and other advancement literature.

Maintain files.

Report to the troop committee at each meeting.

Outdoor/Activities/Equipment and High Adventure Coordinator Duties: The Outdoors Chairperson works on coordinating all Troop activities and oversees the maintenance of Troop equipment.

Help in securing permission to use camping sites. Provide deposit for reservations.

Serve as transportation coordinator.

Ensure a monthly outdoor program. Coordinate camp out dates with Scoutmaster.

Promote, through family meetings, attendance at troop campouts, camporees, and summer camp to reach the goal of an outing per month.

Secure tour permits for all troop activities.

Provide information and permission slips for outings 10 days before the event.

Secure current medical forms, permission slips, camp fees, medication forms for each troop outing.

Determine camp out cost and distribute money to purchase food for troop outings.

Promote the National Camping Award.

Report to the troop committee at each meeting.

Equipment Coordinator Duties:

Mentors the Quartermaster, supervises the care, maintenance and upkeep of the Troop’s Equipment.

Or Work with the quartermaster on inventory and proper storage and maintenance of all troop equipment.

Supervises loading of the Trailer.

Functions as the Troop Safety Officer.

Makes suggestions to the committee for the purchase of new gear.

Maintains and services the trailers.

Watches the Trailers registration.

Keeps the Troop First Aid Kits stocked and current.

Purchases items needed to maintain the Troop’s equipment.

Purchases troop equipment as directed by the committee.

Purchases troop consumables (Coleman fuel, propane gas, lantern mantles, tent pegs, garbage bags, paper products, etc.) as needed.

Ensures that the Scout Hut is maintained (Light repairs, grass-cutting, snow removal, etc.)

Report to the troop committee at each meeting.

High Adventure Coordinator Duties:

Help in securing reservations for high adventure activities. Provide deposits for reservations.

Secure tour permits high adventure troop activities.

Serve as transportation coordinator.

Provide information and permission slips for outings.

Secure proper medical forms, permission slips, camp fees, medication forms for each high adventure outing.

Report to the troop committee at each meeting.

Training Coordinator Duties:

. The Training Chairperson is responsible for training the committee and scoutmasters on new

BSA training and scheduling training for leaders and JLT for scouts.

Ensure troop leaders and committee members have opportunities for training.

Maintain an inventory of up-to-date training materials, videotapes, and other training resources.

Work with the district training team in scheduling Fast Start training for all new leaders.

Be responsible for BSA Youth Protection training within the troop.

Encourage periodic junior leader training within the troop and the council and national levels.

Report to the troop committee at each meeting (Status of training of adult leaders and JLT).

Chaplain Duties:

Provide a spiritual tone for troop meetings and activities.

Give guidance to the chaplain aide.

Promote regular participation of each member in the activities of the religious organization of his choice.

Visit homes of Scouts in time of sickness or need.

Give spiritual counseling service when needed or requested.

Encourage Boy Scouts to earn their appropriate religious emblems.

Report to the troop committee at each meeting.

Fund-raising Coordinator Duties:

The Fund-Raising Chairperson is responsible for coordinating the fund-raisers held by the Troop throughout the year.

Eagle Advisor Duties:

Any registered adult in the troop may be selected by the Eagle Candidate as their advisor.

Selected by the Eagle Scout Candidate

Assist scout in developing Eagle project.

Review Scouts Project book and make sure it is in compliance with Eagle Scout Project guidelines.

Scoutmaster

Just as the Boy Scouts need to know and understand the SPL is in charge, the adults need to know the Scoutmaster is in charge. While the Troop committee represents the behind the scenes operations of the Troop, the Scoutmaster and his Assistants are responsible for overseeing the operations of the Troop. The Scoutmaster is the adult leader responsible for the image and program of the troop. The Scoutmaster and assistant Scoutmasters work directly with the Scouts. The importance of the Scoutmaster’s job is reflected in the fact that the quality of guidance will affect every youth and adult involved in the troop. The Scoutmaster can be male or female, but must be at least 21 years old. The Scoutmaster is appointed by the head of the chartered organization.

The Scoutmaster’s duties include:

General

According to the Boy Scouts of America, the Scoutmaster is responsible for training and guiding Scout leaders to run their Troop, work with and through the Assistant Scoutmasters to bring the Scouting program to the Troop, help the Scouts to develop by challenging them and encouraging them to learn new things, guide the Scouts in planning the Troop program, help the Troop committee to recruit new Assistant Scoutmasters, and to conduct Scoutmaster Conferences.

The Scoutmaster has several Assistants to help him develop the Scouting program.

Use the methods of Scouting to achieve the aims of Scouting.

Meetings

Meet regularly with the patrol leaders’ council for training and coordination in planning troop activities.

Attend all troop meetings or, when necessary, arrange for a qualified adult substitute.

Attend troop committee meetings.

Conduct periodic parents’ sessions to share the program and encourage parent participation and cooperation.

Take part in annual membership inventory and uniform inspection, charter review meeting, and charter presentation.

Guidance

Conduct Scoutmaster Conferences for all rank advancements.

Provide a systematic recruiting plan for new members and see that they are promptly registered.

Delegate responsibility to other adults and groups (assistants, troop committee) so that they have a real part in troop operations.

Supervise troop elections for the Order of the Arrow.

Activities

Make it possible for each Scout to experience at least 10 days and nights of camping each year.

Participate in council and district events.

Build a strong program by using proven methods presented in Scouting literature.

Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boy Scouts of America.

The Scout Master Handbook has a list of responsibilities that differs slightly as follows:

Select quality leaders for the troop.

Develop community service projects.

Arrange transportation for outings.

Plan and assist in fundraising.

Provide for special needs and assistance for individual Scouts.

Serve on boards of review and at courts of honor.

Maintain records of troop finances and advancements.

Assist in the charter renewal process.

Help with the annual Friends of Scouting campaign.

Assistant Scoutmasters

To fulfill obligations to the troop, the Scoutmaster, with the assistance of the troop committee, recruits assistant Scoutmasters to help operate the troop. Each assistant Scoutmaster is assigned specific program duties and reports to the Scoutmaster. They also provide the required two-deep leadership standards set by the Boy Scouts of America. An assistant Scoutmaster may be 18 years old, but at least one in each troop should be 21 or older, so he or she can serve in the Scoutmaster's absence.

A troop should recruit as many assistant Scoutmasters as possible. it has been found that many successful troop have three or more.

Types of assistant Scoutmasters include:

Senior Assistant Scoutmaster – Acts as Scoutmaster in his absence

Assistant Scoutmaster - New Scout patrol

Assistant Scoutmaster - Venture patrol

The flow of new Scouts is an essential element of a healthy Scout troop. Boys joining a troop bring fresh enthusiasm and energy to the entire program. Many troops assign an assistant Scoutmaster to be responsible for troop membership growth.

9.0 Parental Responsibilities

As we work on providing a Scouting program for your son, there is a lot of hard work and time that goes into planning such a program. As a result, we request that parents accept certain responsibilities.

The first responsibility of all parents is attendance at all Courts of Honor. The Court of Honor is a very important moment in your sons' Scouting career as he is awarded and recognized for his hard work and determination. In addition, important information about the Troop is relayed at these special ceremonies. Please make every effort to attend; your son needs your support.

Secondly, we ask that all parents participate in Troop fund-raisers. More often than not, we publish a schedule that gets distributed that outlines time frames that Scouts and a parent are responsible for working. If you are unable to attend a given time schedule, you can switch with other parents. Everyone’s involvement is required so that a select few are not always running fund-raisers.

Third is meeting deadlines and scheduled times. When we set a deadline on permission slips, money, or any other item it is usually done for the purpose of planning logistics of trips or activities. Please do your best to encourage your son to meet such deadlines.

If a financial reason arises, please see one of the adults and we can work something out within the Troop. Under no circumstances should a family be priced out of Scouting.

The fourth responsibility is providing transportation to and from camping trips. It should be shared by all parents when possible so as to distribute the responsibility (and fuel costs).

Please remember, adult leaders do not get reimbursed for gas, mileage, or wear and tear, therefore it becomes everyone’s responsibilities to make sure everyone does their share.

Finally, the last responsibility that we ask for is your support of your son as he advances in Scouting. Your support is extremely important; let him know your interest and support in his involvement in Scouting.

We encourage all parents to get involved. Remember, Scouting is a family oriented organization. You can serve on the Troop committee, attend camping trips, become a merit badge counselor, or serve the Troop in some other capacity. Periodically, we announce special needs. If you are available and able, please contact us.

Attached to this handbook is a Resource Survey and Web-Site Permission Slip that we are asking all parents to complete so we can learn a little more about you and what resources you might be able to make available to the Troop. Please return the Troop Resource Survey and Web Site Permission Slip with your son to the next meeting along with the handbook comment sheet.

If you have any questions about serving the Troop in some position, please talk to one of the adults at any time. We look forward to working with you in the near future.

Again, as mentioned in 8.0 Adult Leadership; In order to understand the Scouting Process, and hopefully participate within their capabilities, all parents are encouraged to take the following minimum training:

1. Boy scout Fast Start Training 2. Youth Protection Training 3. Troop Committee Challenge

This training can be found online at http://hovc.org/ . Click on the Training Tab and then follow the instructions for the required training.

10. Equipment Information

INVENTORY LIST to be added

10.1 Troop Assets

Troop 100 is currently fully equipped with two operational Patrols. In addition the Troop has another fully equipped Patrol Box for use by the adult leaders. All equipment is stored in the Troop Storage in individual Patrol boxes. Each Patrol is outfitted with the necessary equipment for a weekend camping trip. All Troop equipment is purchased with funds generated during fund-raisers.

Each Patrol Box contains approximately $300 in camping equipment; that is one reason why the Troop is extremely strict with their equipment use and abuse policy. All Scouts are expected to treat Troop equipment as if it were their own personal equipment. Each Patrol is equipped with the following equipment:

• Tents • Dining Fly (NEED) • Patrol Table (NEED) • Double Burner Coleman Stove • Lantern (NEED SOME) • Cook Kits • Griddles (Small and Large) • Charcoal Grill Overlays (NEED) • Portable Charcoal Grills (NEED) • Dutch Ovens (????) • Chef Utensil Kits • Wash Basins and Net Drying Bags • Patrol Water Jug and Cooler • Camp Shovel and Hand Broom

In addition to individual Patrol equipment, the Troop also has other equipment that is available

to the Patrols if requested. The following is a list of other Troop equipment: • Propane Canisters • Rope in 15 ft, 20 ft, and 25 ft lengths. Rope is not to be cut. • Troop Ax Yard Equipment: Bow Saws, Hatchets, 3/4 Ax, Sharpening Tools, Gloves, and Goggles. • Troop First Aid Kit • Troop Toolbox

The Troop also has a library that consists of Merit Badge books and other important Scouting resources. Scouts through the Troop Librarian can sign out all books. Fees will be issued on books that are not returned. In addition, the Troop has a buy back policy where we will buy back select Merit Badge books for $1.00 after the Scout has earned the badge. This serves two purposes: 1) reducing costs to parents, and 2) constantly updating the Troop Library with newer versions of pamphlets.

10.2 Personal Equipment Scouts are responsible for their own personal equipment. In order to help those that are

purchasing equipment, the Troop has the following recommendations on specific equipment. While we do not recommend going out and purchasing all the equipment at one time, the list is

intended to provide parents with specific types of equipment that we have found to be more usable or appropriate for camping trips.

a. All Scouts are strongly encouraged to have a junior size external frame backpack. Most camping done by the Troop will use backpacks. Backpacks can range in price from $75 to $125 for junior packs, but offer a great way to consolidate and store all personal gear.

b. Sleeping Bags are necessary for all camping trips. The Troop recommends a four-season mummy bag rated for 0°F weather. Sleeping bags can get a little expensive. The warmer the rating on the bag, the more expensive. Most mummy bags will run anywhere between $100 and $350 depending on your budget. (You will never need a $350 sleeping bag, we can assure you of that). If you have an adequate sleeping bag currently, do not purchase a new one, consider purchasing a better quality at a later date if your son really enjoys Scouting.

c. Hiking boots are a must on all outdoor Scouting activities. Again, inexpensive hiking boots are more than sufficient for the average growing Scout. As your son stops growing, you may wish to purchase better quality, more expensive boots. In the meantime, Hi-tech boots are a durable, inexpensive pair of boots that are available at most sporting goods stores.

d. All-Weather gear is a must on all camping trips. One thing we have learned is that $0.99 rain ponchos are worth exactly what you pay for them. Consider purchasing a Backpacking Poncho. They cost approximately $30, but will last for years to come.

e. Pocketknives are used by all Scouts when they earn their Totin’Chip card, which shows they have been trained in the use of knives and other ax yard equipment. Please do not spend $65 on a Swiss Army Knife - it will only get lost. Most Scouting pocketknives run under $20 and are more than adequate for your sons use.

f. Flashlights should be carried by all Scouts. The best buy on flashlights are the mini-maglites that come with a carrying holster. Another great light is the flashlight which can be extended into a lantern, this is especially useful for in climate weather when there will be a lot of “tent time”. They both cost about $10 at Home Depot, are lightweight, and give off a lot of light. There is no need for a 6 cell, 4ft flashlight on camping trips.

g. Compasses are important on all camping trips and something every Scout should eventually have. As with the pocketknives, there is no need for elaborate compasses. Silva makes an excellent compass that costs around $12.

h. Foam Pads are extremely important for a good nights sleep. Closed cell pads are inexpensive and more than adequate. The 48-inch pads cost about $15.

i. Water bottles are necessary on all backpacking trips and most camping trips where water is limited. The Troop recommends that each Scout has at least a 1 quart water bottle. Please do not buy any water bottles that are odd shaped.

j. A Scout is clean. All Scouts should have a small toiletry kit containing travel size toothpaste, deodorant, soap, toothbrush, and towel. All toiletries can be kept in a small zip-lock bag.

k. Every Scout should carry a small first aid kit with them. Requirement 6b for Second Class requires that all Scouts make a personal First Aid kit. Again, use a zip-lock bag or old Band-Aid container for storing supplies. Page 289 in the Scout Handbook suggests items that should be placed in the First Aid kit.

l. As mentioned before, all Scouts should have a personal mess kit consisting of a cup, plate, and eating utensils.

The above list represents specific, suggested equipment for camping trips. While every Scout should eventually have the equipment, please do not go out and purchase all the equipment at one time. Ask around, you would be surprised at how many people might have some of the equipment you could borrow.

The above items represent suggested items that you might want to consider purchasing for your sons future Scouting years. Many of the items will last a lifetime and are a good investment if your son enjoys camping and the outdoors.

The following list (Personal Equipment Camping List) in the additional forms section is a personal equipment checklist of all items that should be brought on a camping trip. In addition, the Scout Handbook also has clothing and equipment checklists that should be reviewed for all camping trips.

Scouts should bring at least $10.00 for lunch and sundry items. Cell phones are allowed (except Summer camp) but to be put away in the backpacks during the day. Other electronics will not be permitted in the camp (e.g. iPods, iPads, Mp3s, etc.)

11.0 Ways and Means (Finance and Fund-Raisers)

Troop 100 is a completely self-sufficient Troop that supports itself through Church budget allocation, fund-raisers, annual registration fees and Troop dues.

Troop dues are $6.00 per month ($72.00 per year) and should be turned in monthly or paid in advance.

In November, an annual registration fee with the Boy Scouts of America of $40.00 is collected to supplement Council registration fees, subscriptions to Boy’s Life, all awards and advancement earned by the Scouts and insurance.

Checks should be made payable to Gillfield Baptist Church with Boy Scout Troop 100 in the memo line. This helps us tremendously in keeping our records correct. Fees associated with returned checks due to insufficient funds will be charged to the individual for reimbursement.

Every year in August, the Troop Committee meets to set a budget for the upcoming Scouting year. The Budget sets provisions for Junior Leader Training, awards and advancement, equipment purchases, awards and recognition dinners, adult training, newsletters and photography, etc. The Troop’s Budget process is set-up in such a way that any excess funds can be used for trip subsidization. The Troop Budget is based upon expected dues for the following year and expected income from the Troops main fund-raisers.

In order for the Troop to be self-sufficient, we will hold several important fund-raisers throughout the year. Everything in scouting costs money so to help defray the costs to the scouts (ultimately the parents) Troop 100 has fundraising events throughout the year.

The following are some of the yearly fundraisers the troop participates in.

Popcorn Sales- Each scout is encouraged to participate fully in the online popcorn sales. Troop 100 encourages parents to take the sign in sheets to offices. Troop 100 doesn’t participate in the show and sells, or door to door sales.

4th at the Fort- We are exploring the 4th at the Fort as a potential fundraiser for the Troop.

Cash Donations- Any cash that is donated to the troop is placed into the General Troop Operating Fund.

Gillfield Baptist Church BSA fund- Gillfield helps supplement the costs associated with the Troop. Historically the Church has not subsidized all of the costs so it is critical to the Troop that we raise additional funds to supplement the costs of activities to keep scout out of pocket expenses to a minimum for the year. As we mentioned before, the Troops fund-raisers will not work without your help and support.

We ask that in addition to working the fundraisers please talk them up amongst your family, neighbors, and co-workers. Remember, the more successful the fund-raisers are, the easier it becomes for the Troop to subsidize trips. There is a double benefit to having friends and neighbors participate in our fund-raisers:

1) They receive great value for the money spent. 2) They help support your son in Scouting and help take the financial burden off your

shoulders. And finally, we thank you in advance for all your help and support.

TROOP RESOURCE SURVEY

Welcome to the Scout family of troop No. 100, Petersburg, Virginia. Name_____________________________________ Home phone ______________________________ Cell phone ____________________________ Email_____________________________________ Street address _____________________________ City _____________________ Zip Code ________________ What is your favorite hobby? Occupation? In what sports do you take an active part? Would you be willing to assist the troop leaders and committee members occasionally? Campouts Hikes Outdoor activities Troop meetings Swimming supervision Bookkeeping Typing Drawing/art Transportation of Scouts I can participate in boards of review. I have a station wagon, truck or I have a workshop. I have family camping gear. I have access to a cottage. I have access to camping property. I can make contacts for special trips and activities. I can help with troop equipment, I have access to a personal computer Other Rope work (knots and lashings) Outdoor cooking First aid Star study Map and compass use Conservation Aquatics Knife and ax handling Citizenship

Please check any Scouting skills on the previous page and on the Merit Badge List, you would be willing to teach. We invite you to share your skills and interests so the best possible program can be developed for the Boy Scouts in this troop. In making this survey the committee wishes to find ways you can enjoy using your talents to help our Scouts. Your cooperation is greatly appreciated. TROOP RESOURCE SURVEY: Other skills and activities I could assist in for the older-Scout program:

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

American Business Entrepreneurship Photography

American Cultures Environmental Science Pioneering

American Heritage Family Life Plant Science

American Labor Farm Mechanics Plumbing

Animal Science Fingerprinting Pottery

Archaeology Fire Safety Public Health

Archery First Aid Public Speaking

Architecture Fish and Wildlife Management Pulp and Paper

Art Fishing Radio

Astronomy Fly Fishing Railroading

Athletics Forestry Reading

Automotive Maintenance Gardening Reptile and Amphibian Study

Aviation Genealogy Rifle Shooting

Backpacking Geocaching Robotics

Basketry Geology Rowing

Bird Study Golf Safety

Bugling Graphic Arts Salesmanship

Camping Hiking Scouting Heritage

Canoeing Home Repairs Scholarship

Chemistry Horsemanship Scuba Diving

Cinematography Indian Lore Sculpture

Citizenship in the Community Insect Study Shotgun Shooting

Citizenship in the Nation Inventing Skating

Citizenship in the World Journalism Small-Boat Sailing

Climbing Landscape Architecture Snow Sports

Coin Collecting Law Soil and Water Conservation

Collections Leatherwork Space Exploration

Communications Lifesaving Sports

Composite Materials Mammal Study Stamp Collecting

Computers Medicine Surveying

Cooking Metalwork Swimming

Crime Prevention Model Design and Building Textile

Cycling Motorboating Theater

Dentistry Music Traffic Safety

Disabilities Awareness Nature Truck Transportation

Dog Care Nuclear Science Veterinary Medicine

Drafting Oceanography Water Sports

Electricity Orienteering Weather

Electronics Painting Whitewater

Emergency Preparedness Personal Fitness Wilderness Survival

Energy Personal Management Wood Carving

Engineering Pets Woodwork

Merit Badges 2011 (Eagle required in Bold)

For more information go to: http://www.scouting.org/scoutsource/BoyScouts/GuideforMeri tBadgeCounselors/Review/l is t.aspx MERIT BADGE LISTING 2011 Name __________________________ E-mail __________________________ Check-the merit badges on this sheet that you are willing to help our Boy Scouts earn.

Troop 100 Handbook Comment and Critique Sheet

We hope that this Handbook has helped answer any questions that you might have about Troop 100, how we operate, what we expect, what is expected of us, etc. Please take a few moments and let us know any specific comments. For example, what questions did the handbook not answer? What other topics should we cover? Was the information provided complete and understandable? Please write as much as you can in order to help us with a future version. ________________________________________________________________________________

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________________

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If you would like to speak to someone directly, feel free to contact Mr. Keeton at 804-479-1634 Or email: CLKeeton@yahoo.com We appreciate your comments and once again thank you for being a part of Troop 100.

Troop 100 Web Site Permission Slip

Troop 100 has web site on the Internet: http://www.facebook.com/home.php?#!/pages/HOVC-BSA-Troop-100/119843964772884 We try to make it informational as well as fun. Calendar events are posted so you can keep track of upcoming events as well as a plethora of information on a wide variety of topics. We keep a picture record of past campouts and events. In order to do this we need permission to use the scouts’ picture and/or name (first name-last initial. i.e. Ken H.). It is fun for the scouts to see their pictures on the site and they will help with captioning future pictures. I do___/do not___give permission to use my son’s picture on the Internet. I do___/do not___give permission to use my son’s first name and last initial on the Internet. I do___/do not___wish to receive notifications of upcoming events, etc., by email. Check answer of your choice. Scout’s Full Name (please print)_____________________________________________ Scout’s Parent’s Name (please print)__________________________________________ Parent’s Signature_________________________________________________________ e-mail address and phone number : __________________________ ___________________ Scout Parent If you have any questions or comments please feel free to contact the Scoutmaster

BOY SCOUT TROOP 100 PERMISSION SLIP

Location of Activity/Campout_______________________________________________ Date(s) of Activity/Campout________________________________________________ If there is a cost involved, amount handed in with permission slip $___________________ I _______________________ give permission for_________________________ (please print) Parent or Guardian (please print) Scout’s Name to attend the Activity/Campout on the dates included on this permission slip. I give the Scoutmaster and/or adult activity leader permission to obtain emergency medical treatment if needed. ____________________________ ______________ Parent or Guardian signature Date _(_______)____________________ Emergency Telephone with Area Code Return this entire slip to Scoutmaster or Adult in charge of Activity/Campout: UNIFORM for Traveling is: Class A Class B Class C (Circle appropriate uniform) List any Medications and when to be given: (Turn Medicine in with permission slip)

List any health issues that are known ( i.e., Asthma, allergies, physical issues)

Grubmaster

Shopping Items

Dairy

Eggs

Butter

Milk

__________________

Bread

Sandwich Bread

Texas Toast

Sandwich Rolls

Pita Bread

Bagels

Tortillas

Sweet Rolls

French Bread

Dinner Rolls

Hamburger Buns

__________________

Other Starches

Spaghetti

Rice

Potatoes

______________

Meat & Cheese

Bacon

Sausage

Kielbasa

Hamburger

Chicken

Steak

Pork Chops

Sliced Roast Beef

Sliced Ham

Sliced Turkey

Salami

Swiss Cheese

Jack Cheese

Cheddar Cheese

_______________

Pancake Items

Pancake Mix

Syrup

________________

Fruit

Apples

Grapes

Grapefruit

Oranges

Bananas

________________

Veggies

Lettuce

Salad Greens

Onions

Green Onions

Bell Peppers

Mushrooms

Celery

Carrots

__________________

Drinks

Orange Juice

Cranberry Juice

Grapefruit Juice

Juice Pouches

Lemonade (Powdered)

Gatorade (Powdered)

Hot Chocolate Mix

__________________

Condiments, Sauces &

Caned Foods Mustard

Mayonnaise

Ketchup

Pickles

Salsa

Barbeque Sauce

Salad Dressing

Tomato Sauce

Tomato Paste

Canned Corn

Canned Beans

Canned Pears

Canned Pineapple

Can Mandarin Orange

__________________

Use this checklist to help you

make out your shopping list.

Spices, etc.

Cinnamon

Salt

Pepper

Garlic Powder

Powdered Sugar

Brown Sugar

_________________

Snacks

Trail Mix

Beef Jerky

Granola Bars

Raisins

Cookies

Graham Crackers

Marshmallows

Jiffy Pop Popcorn

Chocolate Bars

Tortilla Chips

Potato Chips

__________________

Dry Goods

Aluminum Foil

Paper Lunch Bags

Zip Lock Bags, Quart

Zip Lock Bags, Gallon

Charcoal

__________________

Don’t Forget

Paper Towels

Block Ice

Dish Soap

Sponge

Lantern Mantels

Matches

Reminder for Grubmasters

– Be sure to coordinate the

“Dry Goods” and

“Don’t Forget” items

with your patrol’s

Quartermaster.

Grubmaster Shopping List

TROOP 100 MEETING PLAN (Developed/Approved in advance at the monthly patrol leaders council (PLC) meeting)

Patrol_______________

Meeting Location____________________

Meeting Date_____________Time_______

Program Feature___________________

Preopening: Service patrol prepares meeting room/location _______________________________________________

Provide activity for early arrivals _games, contests, identifications _______________________________________________

Equipment___________________________________________________________________

Time_____ (15 minutes)________________

Leader_____________________________

Opening: Troop Formation, Ceremony, Uniform Insp. ____________________________________________________

Who:________________________________________________

Equipment:__________________________________________

Time_____(10 minutes) _________________

Leader______________________________________________

SKILLS: Skill Teaching, Patrol Dem, Guest Experts ______________________________________

Equipment_____________________________

Time_____(20 minutes) _________________

Leader/Instructor_______________________________________________

GAME/CONTEST ______________________________________

Equipment_____________________________

Time____(10 minutes) _______________________________

LEADER________________________________________________

Meeting Plan Page 1 of 2

PATROL MEETINGS: Check Attendance, Collect Dues, and Record Advancement. Discuss Ideas related to program feature. Practice skills for Inter-patrol

activity Prepare for upcoming Events :

Equipment_____________________________

Time ____ (20 minutes)________________

Leader _______________________________________________

PATROL ACTIVITY Skill contest, Demonstration _______________________________________

Equipment______________________________

Time____(15 minutes) _____________________________

Leader/Instructor_______________________________________________

Troop CLOSING; Announcements, Recognition, SM Minute, Closing Ceremony _________________________________________________

Equipment______________________________

Time____(10 minutes)______________________________________

LEADER_____________________________________________

Post Meeting Service Patrol stores equipment, c lean area, PL’s Council meets briefly to check details for next week

APPROVAL/DISAPPROVED SPL________________________________/DATE___________

APPROVAL/DISAPPROVED Scoutmaster________________________/DATE___________

NOTES:

Meeting Plan page 2 of 2

PERSONAL EQUIPMENT CAMPING LIST

1. Backpack 2. Sleeping Bag or 2 or 3 Blankets 3. Foam Sleeping Pad 4. Scout Handbook (and it also has a packing list) 5. Scout Outdoor Essentials:

• Pocketknife (Totin’Chip Required) • First Aid Kit • Change of Clothes • Rain Gear • Water Bottle • Flashlight • Trail Food (Granola Bars, Trail Mix) • Notebook and Pencil • Matches and Fire Starters (Saw Dust, Lint, Candles) in zip-lock bags • Compass

6. Warm-Weather Clothing; • Short-sleeve shirt • T-shirts • Hiking shorts • Long pants • Sweater or warm jacket • Socks and underwear • Hiking Boots • Cap or Hat • Bandannas

7. Cold-Weather Clothing; • Long-sleeve shirt • Wool shirt • Long pants • Wool sweater • Polypropylene long underwear • Wool socks and sock liners • Insulated Coat • Wool Cap • Boots

8. Mess Kit 9. Toiletry Kit 10. Extras

• Watch • Camera • Insect Repellent • Sun Protection • Sunglasses • Swimsuit

Cell phones are allowed (except summer camp) but to be turned off and put away in the

backpacks during the day. Other electronics will not be permitted in the camp (e.g. iPods, iPads, Mp3s, etc.)

Optional: Personal Chair, Snacks (2 chips/2 drinks only) or $2+ Extra Snack Money, A favorite book to read, An extra pair of jeans

Troop 100 (Example) Committee Meeting Agenda

Meet on the second Monday of every month unless changed.

1. Call the meeting to order--Chairperson

2. Welcome and introduction of new members and guests--Chairperson

3. Approval of previous meeting's minutes--Secretary

4. Reports

Scoutmaster: (troop's progress, actions of patrol leaders' council, disciplinary problems, attendance, monthly outing plans, other troop meets

Secretary (newsletter, additional resource surveys) Outdoor/Activities, (outdoor plans, special activities, district and council activities, summer

camp update) o Equipment Coordinator: (status of new and existing troop equipment and of troop

needs, new procedures for safe use and storage of equipment) Advancement ( Issues or concerns, upcoming potential activities for merit badges in

conjunction with Outdoor/Activities and Training) Treasurer (report on current financial standing, money-earning projects, Friends of Scouting) Fundraiser (update on fundraising activities related to the Scouting Program) Chaplain (update on chaplain support to troop members, religious emblems program,

participation of boys in the religious emblems program) Training (new training materials, youth leader and adult volunteer opportunities for training)

5. Old business (reports on task assignments from previous meeting)

6. New business (assign tasks as issues are discussed)

7. Announcements (including the date of next month's troop committee meeting)

8. Adjournment - Chairperson

APPLICATION FOR USE OF CHURCH EQUIPMENT/ VEHICLE

Name of Individual/Group:

Today’s Date:

Date Equipment Needed:

Description of Activity and Equipment Needed:

Contact Person: __________________ Phone Number: ______________________

Contact Address:___________________________________________________________

The applicant and the individual completing this application agrees to return all church equipment and other

property to The Gillfield Baptist Church in good and working order within 48 hours. The applicant/individual

completing this application shall also agree to reimburse the Gillfield Baptist Church for all indemnify and hold

harmless The Gillfield Baptist Church for reasonable costs arising out of or associated with any damage or loss

of the church equipment used by the applicant group. A use fee may apply in the amount of: $__________

Signature of Applicant: ____________________________________________________

Address: ________________________________________________________________

_______________________________________________________________________

------------------------------------------ For Official Use Only --------------------------------------

Approved: Yes ___ No ____ Date: ____/____/ 2011 Signature:_______________

Use Fee: $________ Check____ Cash____ Receipt Number:__________

Copy to be given to applicant

Original application to be retained in the church files

G I L L F I E L D B A P T I S T C H U R C H I N V I T I N G * G R O W I N G * S E R V I N G

D R . G E O R G E W . C . L Y O N S , J R .

P A S T O R

2 0 9 P E R R Y S T R E E T • P E T E R S B U R G , V I R G I N I A • 2 3 8 0 3 - 4 2 0 1

P H O N E ( 8 0 4 ) 7 3 2 - 3 5 6 5 • F A X : ( 8 0 4 ) 8 6 3 - 2 1 4 7

E - M A I L : G B C 2 0 9 @ A O L . C O M

APPLICATION FOR USE OF CHURCH FACILITIES

Name of Individual/Group:

Today’s Date: Date Event to be held:

Time Facilities Required: From:______ to_______ Is this for a recurring event?______

Description of Activities and Rooms Needed:

Contact Person: Phone Number:________________

Address:________________________________________________________________

The applicant and the individual completing this application waive any and all claims, demands, and causes of

action that they may have against The Gillfield Baptist Church as a result of the use of the church building

pursuant to this application. The applicant and the individual completing this application shall indemnify and

hold harmless The Gillfield Baptist Church and it officers, agents and employees from and against any and all

claims, demands, causes of action and all other loss and expense, including reasonable costs of litigation arising

out of or associated with the use of church property by the applicant group and its members, guests, employees

and agents pursuant to this application. Further, non-Gillfield organizations must provide a Certificate of

Liability Insurance in favor of Gillfield Baptist Church in the amount of at least $500,000.

We have read and agree to comply with the policies regarding the use of Church facilities by Non-Gillfield

organizations. A Use Fee may apply to non-Gillfield organizations.

Signature of Applicant: ___________________________________________________

----------------------------------------- For Official Use Only -------------------------------------

Approved: Yes ___ No ____ Date: __________ Signature: _______________

Space to be used: Fellowship Hall _____ Sanctuary _____ Chapel____

Conf. Rm._____ Library___ Media Lounge_____ Other:_____

Use Fee: $________ Check____ Cash____ Use Fee Waived___________

Copy to be given to applicant

Original application to be retained in the church files

209 Perry Street – Petersburg, Virginia 23803 (Office) 804-732-3565 – (Fax) 804-863-2147

www.GillfieldBaptistChurch.org E-mail: GBC209@aol.com

Proud Members: The Body of Jesus Christ

D R . G E O R G E W . C . L Y O N S , J R . Pastor

Scout/Adult Leader Departure Checklist Name _____________________________ Last Day in Unit _________________ For Scouts Troop Quartermaster (Initial Upon Completion __________) Has the Scout returned any borrowed items from the Troop? Troop Librarian (Initial Upon Completion __________) Has the Scout returned any borrowed items from the Troop? Troop Committee Advancements Chairman (Initial Upon Completion __________) Prepare a transfer for the Scout (BSA Form 28-401L). Upon completion of this form, give it to the Scoutmaster. Update Troopmaster reflecting the Scout’s departure? Troop Committee – Treasurer (Initial Upon Completion __________) Has the Scout paid any accounts that are in arrears? Scoutmaster (Initial Upon Completion __________) Conduct Final Outbrief with the Scout Review this form to ensure that all stations are completed Give the Scout his Leadership Transfer Form. Give the Scout his Scoutmaster Conference Workbook File this form in the Scout’s folder and retire his folder to the Transferred section of the filing cabinet. For Adults Troop Quartermaster (Initial Upon Completion __________) Has the Adult returned any borrowed items from the Troop? Troop Librarian (Initial Upon Completion __________) Has the Adult returned any borrowed item from the Troop? Troop Committee Advancements Chairman (Initial Upon Completion __________) Prepare a transfer for the Adult (BSA Form 28-401L). Upon completion of this form, give it to the Scoutmaster. Update Troopmaster reflecting the Adult’s departure? Troop Committee – Treasurer (Initial Upon Completion __________) Has the Adult all accounts that are in arrears? Scoutmaster (Initial Upon Completion __________) Conduct Final Outbrief with the Adult. Does the adult have any keys? Review this form to ensure that all stations are completed Give the Adult his Leadership Transfer Form. File this form in the Adult’s folder and retire his folder to the Transferred section of the filing cabinet.

APPENDIX 2, T-100 GRUBMASTER PLANNER

Buying Food for Your Patrol Attention Grubmasters: Managing the food-buying task for your patrol is a very important job! Your patrol members are going to be hungry and unhappy if you don't buy enough food and. Leftover food is often wasted if you buy too much. A Scout is Thrifty is an important Scout Law to remember. You must keep track of which patrol members are going and if they have paid their money. Knowing your budget, planning your meals, and managing your funds are a big part of being successful in this leadership task. Plan the menu with your patrol Get a firm count of how many patrol members are going at the campout prep meeting. If you have 10 patrol members and 7 have said they are going and paid, your budget is $105, not $150. Once you know the number going camping, use the Troop Menu Planner and plan to buy only as much food as your patrol will need. Buying too much food will cost your patrol extra money and is often wasteful. Stay within your budget. Save all your receipts Place them in an envelope labeled with your name and Patrol, and the total cost of the food, ice and supplies. Buying food for the patrol is supposed to be a break-even proposition. As Grubmaster, it is your responsibility to stay within your food budget. Spending beyond your budget must be approved by your patrol members. Packing the food Do you like squished bread for sandwiches? Pack the food in ways to protect it in the coolers and while it is transported to the campsite. Remove excess wrappings to reduce weight and trash at the campsite. Zip-lock type plastic bags are an excellent choice. At-home preparation will also make cooking at camp easier and quicker.

Scrambled eggs? Scramble the raw eggs at home and placed in a tightly sealed container. Diced meats and veggies (chicken, carrots, celery)? Wash and dice at home and put in

separate zip bags. Bacon or sausage? Pre-cook at home. Works great and eliminates grease to make clean-up

easier. It is easier to prepare meals inside in a nice warm kitchen with running water than outside in a

barren cold campsite with pouring rain! After the campout The Scout who bought the food is responsible for removing all food from the patrol boxes and coolers and disposing of it. Spoiled or ruined food is thrown out. Food that is okay should be offered to be split among patrol members. The Parent’s role Parental advice, input, and transportation are important to the Grubmaster’s success. The Grubmaster is the Scout. He is expected to plan and purchase for the outing. This means that the Grubmaster goes to the store also, not just the parent(s). Parental advice about nutrition and price comparison at the store is important.

Planning Meals

Preparation Time Plan your meals so they can be prepared, eaten and cleaned up within the time constraints of the weekend program. A camp-out with a planned activity schedule will offer a limited specific time for meals (Fall Camporee). Other outings allow more time for meals (Camp Shaw). Budget A weekend campout food budget is $10.00 per Scout. Other outings, will have their cost determined early in the planning process and communicated to the Scouts. Always save all your receipts and turn them in at the next Troop meeting. Nutritional Concerns Review your menu to see that it is balanced nutritionally. Represent the four basic food groups at every meal. Group 1: Breads, cereals, rice, pasta (up to 11 servings per day) Group 2: Fruits (4-5 servings per day) & Vegetables (4-5 servings per day)

Group 3: Milk, yogurt, cheese (2-3 servings per day) & meat, fish, eggs, beans (7 oz per day) Group 4: Fats, oils, sugars (use small amounts) Notes on Meals BREAKFAST: Sunday morning is busy with packing and preparing for the trip home, so a simple breakfast is best. Something warm is good during the cold months. Have a hot drink (cocoa or tea), fruit and an easy to fix main dish that doesn’t need a lot of clean-up. Consider having bagels and cream cheese or dutch oven muffins baked the night before. LUNCH: Saturday lunch should be another simple meal as there is often not a lot of time to prepare, serve and cleanup. Have a build-your own sandwich with some soup and fruit. DINNER: A full dinner is welcome at the end of an active day. Typically there is more time to prepare, serve and clean up so a nice meal can be planned. This should include fruit or salad, a main course, some side dishes of vegetables or starch (potatoes, pasta, etc.) and even a dessert. A carefully planned and prepared dinner can really brighten up a weekend. The Goal The goal for every troop outing is that each patrol is responsible for its food and meals, and that each scout is provided with tasty balanced meals at each appropriate dining time. Meals needed for Campouts with a Friday evening departure. Friday Dinner – eat prior to departure or driver may elect to stop for fast food. Cracker Barrel after camp set-up. Saturday Breakfast - Fully cooked from scratch. Lunch - Suggest a cold buffet type w/ soup or chili. Dinner - Fully cooked on the campout. Meal should include entree, vegetable, bread and dessert. Sunday Breakfast – Quick and Easy. Meals needed for Campouts with a Saturday morning departure.

Saturday Lunch - Sack lunch from home. No soft drinks or candy meals. Dinner - Fully cooked on the campout. Meal should include entree, vegetable, bread and dessert. Sunday Breakfast – Quick and Easy. Snacks for the trip home. Adult Leaders and Parents Adult leaders and parents camp and eat together. They do not camp or eat with the Scout Patrols. They intervene only when the safety or health of a Scout is at stake. The Scout Patrol Leader is responsible for seeing that all arrangements for patrol cooking are completed. An adult leader or parent may mentor (demonstrate once) or offer advice (talk to) the Patrol Leader, Grubmaster, or Scouts, but they do not do the cooking or cleanup for the Patrol.

Patrol Leader Timeline 4 weeks before camp Confirm the Troop plans with the SPL. Tell the plans and the cost to the Patrol. Confirm that everyone in the Patrol knows the date and costs. Remind them that sign-up is the next week and payment is due in two weeks. Work on skits/songs for the campfire. Talk in your Patrol meeting about what equipment you will need. Trailer nearby or backpacking to site? Equipment needs? Tents and ground cloths packed in trailer? What else is needed? Firewood? Weather? Call Patrol members not at the Patrol meeting and make sure they have the plans. 3 weeks before camp Send out Permission Slips. Make sure everyone in your Patrol that plans on attending has signed up. If anyone on the Patrol has asked you to sign him up, do it now. Decide who is going to be Grubmaster. Fill out the Patrol Roster form Remind the Patrol about payment and whether to bring any other money for the trip. Work on skits/songs for the campfire & turn in ideas to the SPL. Review equipment needs again. Did any problems that you noted last week get solved? Does everyone have the equipment they need? If not, where can they get it? Start meal planning using the last campout’s Patrol Box Inventory. 2 weeks before camp Permission slips are due. Make payment to appropriate person for the outing. Turn in the Patrol roster form to the SPL for review. Finish the meal planning and give the menu to the Grubmaster. Be sure to use the last campout’s Patrol Box Inventory. Check with the Patrol Quartermaster that he has made plans to pick up the Patrol equipment. Assign help if needed.

Fill out the Patrol Duty Roster. Check to see if anyone needs cooking for their rank.

If you do not have enough Scouts to fill all the positions, fill the most important first Work on skits/songs/plan for events for the campfire. . Make sure everyone understands his jobs and will be ready. Do you have everything the Patrol will need? 1 week before camp Make sure everyone has paid. Make sure all Permission slips are turned in. Make sure the Patrol Grubmaster is ready. Make sure the Patrol Quartermaster is ready. Review the trip with the Patrol. (When are we leaving? When will we be home? Need extra money?) Make sure you have your Patrol flag. Finalize the skits/songs for the campfire. Do a final equipment and safety check. Meeting Before Campout Load personal gear in trailer. Make sure Grubmaster has cooler and dry food storage box. Make sure you have fire wood if it is needed. The day of departure Make sure you have your Patrol flag. Make sure you have your Patrol Duty Roster. Make sure you have your Patrol Box Inventory form. Make sure the Patrol Grubmaster is ready. Make sure the Patrol Quartermaster is ready. Check with each Patrol member to make sure he is prepared. Is everyone prepared with tents, ground cloths, etc? Let the SPL know you are ready to go. Recap Menu Requirements 1. The menu must be planned at a Troop meeting two weeks before the campout. 2. The menu plan must be approved by the SPL and scoutmaster. 3. All meals will correspond to the four basic food groups. 4. Meals must be fully prepared at the campout. 5. No hot dog-type meals (except around the campfire as a snack). 6. Soft drinks are not allowed. Water is always available as dehydration is a major concern due to the physical activity at outings. 7. Food preparation is always directed toward fulfilling the requirements of the 1st Class or cooking merit badge. 8. Recipes should come from the Scout Field Book, the Boy Scout Handbook, or other approved cookbooks. 9. Stay within your budget. $10.00 Per Scout.

Menu Suggestions Breakfast Entrée Sides Beverage Fruit Cold Cereal Toast Orange Juice Bananas Regular Oatmeal Bagels & CC Apple Juice Raisins Scrambled Eggs English Muffins Grape Juice Strawberries Egg McMuffins Canadian Bacon Milk Fruit Cups Breakfast Burritos Sausage Hot Chocolate Apples Omelets Bacon Water Oranges Pancakes Ham Tangerines Lunch Entree Sides Beverage Dessert P & J Bananas Fruit Punch Cookies Grilled Cheese/Ham Apples Ice Tea Fig Newton Hoagies Oranges Milk Snack Pies Tuna Sandwich Crackers Lemonade Twinkies Chicken Salad Energy Bars Hot Chocolate Soup or Chili Fruit Cups Tang Beans & Franks Cheese / Salami Water Dinner Entrée Sides Beverage Dessert Beef or Chicken Stew Bread/Rolls Fruit Punch Cake Spaghetti Potatoes Water Cobbler Macaroni & Cheese Dumplings Milk Canned Fruit Hamburger Helper Corn Lemonade Snack Pies Chili Carrots Hot Chocolate Pudding Pot Roast Celery Ice Tea Jell-O Tacos Coleslaw Foil Meals

T-100 / Menu Planner

Camp Location:

Patrol Name: Date:

ATTENDANCE MENU @ $10/Person

1 PL: Friday Night Cracker barrel (No meal to be prepared on Friday for this campout.)

Main

2 GM: Side 1

3 Side 2

4 Drink

5 Other

6 Saturday Breakfast

Main

7 Side 1

8 Side 2

Drink

TROOP EQUIPMENT Other

Item Qty Saturday Lunch

Main

1 Patrol Box 1 Side 1

2 Lantern 1 Side 2

3 Stove 1 Drink

4 Dry Storage Box 1 Other

5 Dining Fly 1 Saturday Dinner

Main

6 Propane Tree 1 Side 1

8 Cooler 1 Side 2

9 Charcoal Drink

10 Firewood Other

11 Patrol Flag Sunday Breakfast

Main

12 Side 1

13 Side 2

14 Drink

15 Other

Notify Quartermaster of Missing/Needed/Broken Equipment

Approved by: ___________________ ____________________ _________________ Patrol Leader Senior Patrol Leader ASM or Mentor or SM

Shopping List Buyer 1: ________________________________________________________ Buyer 2: ________________________________________________________

ITEM DESCRIPTION QTY EST.

COST ACTUAL

COST

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

Total Cost:

Number Of Scouts:

Cost Per Scout:

Budget Per Scout:

Over/Under Budget by:

An adult’s advice, guidance, and help are needed to get to the store and prepare the food. The Scout plans the menu, goes to the store, selects and purchases the food and may need to do some pre- preparation before the campout.

Menu planning allows for a maximum of $10/person for the weekend.

Scout Shop Location and Phone

The Heart of Virginia Council Scout Shop hours of operations:

Monday through Friday 9:00 to 5:30 Saturday 9:00 to noon

4015 Fitzhugh Ave. Richmond, VA 23230

Scout Shop phone number 804-355-0628, fax 804-353-6109

http://hovbsa.org/content/view/56/143/

To purchase on-line:

http://www.scoutstuff.org/