Activity Planner - Troop 518 by linzhengnd

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									                                                                                        Troop 518
                                                                                    Southeast,MI
                                                                                  Activity Planner
This Excel workbook has been put together to assist in planning and keeping track of all of the details associated with
planning an activity with Troop 518. By following the steps below, you can plan your activity, print all associated forms
and keep track of income and expenses. Items in Green indicate tasks that the Scout sponsor should do.
 Step                                   Description                                           Action Button
   1    You have made it this far, which means you have the excel
        spreadsheet and you should now save it with a name of the
        planned activity. Select File, Save As and enter a name for the
        new file you are creating and specify the location where you are
        going to save it.
   2    Before anything is published, reservations or confirmation of
        availability of the activity planned need to be secured. The Scout
        sponsor is responsible for determining the theme for the activity.
   3    The Scout sponsor should write up a brief description of the outing
        and submit it to the Troop Webmaster for inclusion in the
        newletter. Keep in mind that all items for the newsletter need to be
        received by the end of the month prior to the activity.
   4    Expenses will be incurred for each outing. You are expected to
        keep track of all income and expenses. This workbook will assist
        you in this process. Should you require funds for any expenses,
        please see the Troop Treasurer to receive a check. Be prepared
        to give an amount and description to recieve the payment.

   5    Next you need to enter information about the activity. The
        information entered on this screen will be used to populate many
        of the forms used in this spreadsheet. The Scout sponsor should
        make announcements at the beginning and end of each meeting
        prior to the event, encouraging participation.
   6    To print out a sign up sheet press the action button.

   7    To print a permission slip for this activity press the action button. A
        copy of the permission slip should be sent to
        webmaster@troop518.com. An easy way to do this is to print the
        permission slip to a PDF file. Several shareware programs are
        available for download to do this.
   8    You will need to record a list of all scouts and scouters who will be
        attending as well as how the activity is paid for. Checks should be
        made out to "BSA Troop 518". Scouts may also provide you with a
        voucher from there scout account to pay for the activity. To enter
        or edit the roster and payments press the action button. Checks
        and vouchers will need to delivered to the Troop Treasurer.

   9    To print the roster and payments report press the action button.

  10    You and the scout sponsor will need to plan meals and activities
        for this event. To enter or edit the planned meals and activities,
        press the action button. You can print off a blank meal & activity
        planner by going directly to step 8 and then enter the information
        later. Keep in mind that planning the food for a campout is
        required for rank advancement. Get these scouts involved.
  11    To print a meals and activities form press the action button.


        BSA Troop 208, Shelby Township, MI              www.troop208cvc.com                                  Date 11/9/2011
                                                                                    Troop 518
                                                                                Southeast,MI
                                                                              Activity Planner
12   You need to collect information on each of the people who will be
     driving for this activity. This includes drivers license number,
     vehicle make and model and insurance limits. To enter this
     information or review this information press the action button.
13   A tour permit needs to be completed and submitted to council for
     approval prior to leaving for the activity. The adult sponsor is
     expected to have a completely signed tour permit with them during
     the activity. The tour permit needs to be signed by the the Tour
     Leader and a member of the committee, preferably the commitee
     chairman. Please print the name of the person signing under each
     signature.                                                               http://www.scouting.org/nav/enter.jsp?s=ba
14   Fax or deliver the tour permit to the council office for approval.
     This should be done 2 weeks prior to the activity.                       Fax: 248-338-0039
15   A copy of the roster needs to be forwarded to the person who
     keeps track of all health forms. This person needs to provide you
     with a health form for each participant of the activity. This will need
     to be brought with you during the activity.
16   Purchasing food for this activity is an event that should be done
     with the Scout sponsor and any other Scout that may need to
     complete rank advancement. Food portions should be discussed
     as well as food budget.
17   Each participant in the activity should be assigned to a Patrol. The
     Scout sponsor should work with the Adult sponsor to insure that
     each Patrol has appropriate leadership and depth. Some
     consolidation may occur due to how many Scouts sign up from
     each patrol. The Scout sponsor should meet with the Patrol
     Leaders for the Activity and give them an overview of what is
     planned. This should give each Patrol Leader opportunity to
     properly plan for the Activity.
18   If the trailer is required for this activity, you need to make sure that
     you have a vehicle that can appropriately tow it. Additionally, the
     trailer will need to be packed based upon the needs of the activity.
     Keys and assistance can be obtained by contacting the Troop
     Quartermaster. The Scout Sponsor should assist in preparing the
     trailer or securing the necessary equipment for the activity.

19   Directions to the location should be provided to each driver. Print
     out directions and whatever maps may be helpful.
20   A transportation form that will assist you the day of departure and
     return has been provided. To print this form press the action
     button
21   On the day of departure you should have the following:
         Copy of Roster & Payments
         All of the permission slips
         A copy of each participants health form
         Troop photo album to assist if someone ends up missing
         Directions to the location
         A copy of the Insurance Policy
         A copy of the Transportation form for each driver
22   At the departure site someone needs to record who is traveling in
     which vehicle. Use the Transportation form to assist in this
     process.

     BSA Troop 208, Shelby Township, MI            www.troop208cvc.com                                    Date 11/9/2011
                                                                                     Troop 518
                                                                                 Southeast,MI
                                                                               Activity Planner
23   A record of who travels in which vehicle on the return home also
     needs to be recorded. Use the Transportation form to assist in this
     process.
24   At the conclusion of the activity, all propane tanks should be
     refilled and readied for the next activity. Please ask for locations of
     local vendors who will refill partial propane tanks.
25   A copy of the roster will need to be presented to the Advancement
     Committee indicating number of nights spent in a tent or cabin.

26   The Scout sponsor should write a story about the activity and send
     it to the Troop Webmaster for inclusion in the Newsletter. This
     needs to be done immediately following the event.
27   Once the activity is completed you will need to complete an Activity
     Reconciliation Report. This will record all incomes and expenses.

28   A complete report will need to be presented at a Committee
     Meeting. By printing this entire workbook, you will have a complete
     package that can be presented and discussed. To print this entire
     workbook, press the action button.




     BSA Troop 208, Shelby Township, MI              www.troop208cvc.com                 Date 11/9/2011
                                                                           Troop 518
                                                                       Southeast,MI
                                                                Activity Information
      Outing Name:
    Outing Location:
        Outing Cost:
  Payment Due Date:

  Brief Description &
           Activities:




 Start Date of Outing:
  End Date of Outing:
      Departure Time:
        Pick-Up Time:
 Departure Location:

     Next Meal Time:

   Pick-Up Location:


                         First Name        Last Name   Telephone #   E-mail      Cell Phone
Boy Scout Sponsor 1:
Boy Scout Sponsor 2:
    Adult Sponsor 1:
    Adult Sponsor 2:

     What to wear at
 Departure and Bring
      on the Outing:




     BSA Troop 518, Shelby Southeast, MI         www.troop518.com             Date 11/9/2011
                                                                    Troop 518
                                                                 Southeast,MI
                                                       Activity Sign-Up Sheet
                                                  0
0



                 Departure Date                                          Return Date
           Saturday, January 00, 1900                             Saturday, January 00, 1900
          12:00 AM Saturday, January 00, 1900                 12:00 AM Saturday, January 00, 1900
                    Scout Name                                            Adult Name
1                                                     1
2                                                     2
3                                                     3
4                                                     4
5                                                     5
6                                                     6
7                                                     7
8                                                     8
9                                                     9
10                                                    10
11                                                    11
12                                                    12
13                                                    13
14                                                    14
15                                                    15
16                                                    16
17                                                    17
18                                                    18
19                                                    19
20                                                    20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35

     BSA Troop 208, Shelby Township, MI     www.troop208cvc.com                         Date 11/9/2011
                                                                                         Troop 518
                                                                                      Southeast,MI
                                                                           Activity Permission Slip
                                                                      0
                                                                                                                                              0



               When:     Saturday, January 00, 1900                 thru       Saturday, January 00, 1900
               Where:    0
                Cost:    $0.00
            Departure:   Saturday, January 00, 1900             12:00 AM 0
                                                                         0

               Return: Saturday, January 00, 1900               12:00 AM 0
                                                                         Parents should be in the parking lot waiting at this time.


  What to Wear and 0
Bring to the Outing:

                                              Cut Here - Return Bottom Portion and Your Payment To
    Adult Sponsor:                                                   email:                                     0
 Payment Due Date: Saturday, January 00, 1900
 Check or Voucher:                                                    Cost: $0.00

                                             Parental Permission Slip
     My Son, ________________________________ has my permission to accompany Boy Scout Troop 518 on an outing to
                    0
                         Saturday, January 00, 1900 thru    Saturday, January 00, 1900
I am familiar with the mode of transportation, the adult leadership accompanying the Troop, and other details concerning this outing. I certify
that my son is in good health and he can participate in all normal Troop activities. I understand that all reasonable measures will be taken to
safeguard the health and safety of the scouts and that I will be notified as soon as possible in case of an emergency. I will not hold Troop 518
or any of its adult leaders liable for any accidents, which may occur. In the event of sickness, injury or accident, I authorize the use of any
medical services deemed necessary at my own expense.
                   YES - I want to come along and help
                   YES - I am willing to drive. Vehicle Desc. & Total Seats____________________________________
     Drivers License #                                                Cell #
                                           Insurance Limits for Public Liability
        Public Liability __________________ Each Person ___________________ Each Accident _________________
                                                        Camper Release Plan
1.      All campers are to be released to an authorized person.
2.      Authorized persons are to be directed to the camp office to sign their camper out. Release log shall contain
        camper's name, the date & time of release, and authorized persons's signature.
3.      Where a custodial parent requests that a camper not be signed out to a non-custodial parent such request
        must be in writing.
Persons named by authorized person to whom camper may be released:
1. ______________________________ 2. _______________________________ 3. _____________________________
Do not release my son to the following people:
1. ______________________________ 2. _______________________________ 3. _____________________________

Signature of Parent:_______________________________ Date: ____________
                                                                         Troop 518
                                                                     Southeast,MI
                                                                Roster & Payments
                                                         0
            Date:       01/00/00     thru     01/00/00
 Cost per person:          $0.00

      First Name     Last Name     Adult or   If Driver # Permission Voucher       Cash   Check #    Amount
                                    Scout      of Seats      Slip
 1
 2
 3
 4
 5
 6
 7
 8
 9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
                                                                    $    -     $     -               $    -
                                                                                     Total Receipts:     $0.00

     BSA Troop 208, Shelby Township, MI       www.troop208cvc.com                            Date 11/9/2011
                                                                   Troop 518
                                                               Southeast,MI
                                                      Meal & Activity Planner
                                                      0
              Departure Date                                      Return Date
                 1/0/1900                                          1/0/1900
                                                 Meals
                   Breakfast                  Lunch                  Dinner           Cracker Barrel
             N/A                      N/A                   N/A

 Day One:




 Day Two:


                                                            N/A                 N/A

Day Three:


             N/A                      N/A                   N/A                 N/A

 Day Four:




                                              Activities
                   Morning                  Afternoon               Evening

 Day One:


 Day Two:


Day Three:


 Day Four:




Comments:


 BSA Troop 208, Shelby Township, MI         www.troop208cvc.com                         Date 11/9/2011
                                                         Troop 518
                                                      Southeast,MI
                                             Transportation Record
                                                      0
                                                     Total # of
                   First Name        Last Name        Seats               Cell #
     Driver 1                                                     586-771-6239
     Driver 2
     Driver 3
     Driver 4
     Driver 5
     Driver 6
     Driver 7
     Driver 8
                                      Total Seats:        0        Total Seats Required:   0
                   First Name        Last Name       Departure       Return Driver #
                                                      Driver #
         1
         2
         3
         4
         5
         6
         7
         8
         9
         10
         11
         12
         13
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         25
         26
         27
         28
         29
         30
         31
         32
         33
         34
         35
         36
         37
         38
         39
         40
BSA Troop 208, Shelby Township, MI        www.troop208cvc.com                              Date 11/9/2011
                                                                      Troop 518
                                                                    Southeast,MI
                                                          Activity Reconciliation
                                                          0
                                          Date:     01/00/00               thru           01/00/00
                                          Activity Fees Income
         Income from Fees Collected                 Qty                Activity Fee            Total Fees Collected
Scout & Scouters                                     0          $                     -   $                       -

                                         Miscelleneous Income
                                     Description                                          Income Amount



                                                                      Total Misc Income: $                        -
                                                                    Total Activity Income: $                      -

                               Activity Expenses (Non Equipment)
park pass                                                                                 $                     24.00




                                                     Total Non Equipment Expenses: $                            24.00

                             Activity Expenses (Equipment Related)
            Consumables such as propane, charcoal, and white gas should be expensed here
                                                                                          $                     20.00


                                                               Total Equipment Expenses: $                      20.00
A fee of $5.00 is collected from each individual for the "Troop 518 Equipment Account"
                          Amount to be Credited to the Troop 518 Equipment Account: $                             -
                                                               Total Activity Income: $                           -
                                                          Equipment Fund Expense: $                               -
                                                      Total Non Equipment Expense: $                            24.00
                                                                 Profit/Loss on Activity: $                    (24.00)
Troop Sponsor Signature                                        Equipment Fund Income: $                           -
                                                              Equipment Fund Expense: $                         20.00
Date                                                          Profit/Loss on Equipment: $                      (20.00)
                                                                          Net Profit/Loss: $                   (24.00)
                                                                      Total Expenses $                          44.00
                                                                  Less Cash Received $                            -
                                                               Reimbursement Amount $                           44.00
  BSA Troop 208, Shelby Township, MI          www.troop208cvc.com                                    Date 11/9/2011
 Jason     Budny
 Jordan    Elliott
 Steven    Elmore
Nathan     Elliott
Brendan    Foster
Michael    Harrington
Matthew    Hepburn
  Cory     Howard
 Justin    Jaje
 Robert    Knakal
  Dillon   Marshall
 Marco     Micheletta
 Matteo    Micheletta
  John     Nagelkirk
Nicholas   Padgett
  David    Pement
   Joel    Perry
Matthew    Randlett
  David    Ruffner
Michael    Schaeper
 Daniel    Stephens
Matthew    Stephens
  Jake     Van Dyke
Thomas     Van Dyke
 Patrick   Woodard

								
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