Boy Scouts of America - BSA policy

Section 1 Subsection 1.1 Constitution and Bylaws Organization A. Objective 1. This document establishes and authorizes policy to be used in the operation and management of Boy Scout Troop 81, Maryville, Tennessee. B. Juridical Limitations 1. The policy set forth by this document shall not modify, supercede, or otherwise change the policy of the Boy Scouts of America. 2. If contradictions exist between this document and Boy Scout policy, then the BSA policy shall prevail over policies set forth by this document. C. Ratification 1. The policy set forth by this document shall become accredited and enforceable immediately following the approval of the Troop Committee and Maryville First United Methodist Church. D. Amendments 1. The policy set forth by this document may be amended by approval of the Troop Committee and Maryville First United Methodist Church. 2. The history of all amendments shall be archived on an addendum list and placed in the appendix of this document for permanent record keeping. E. Organization Identification 1. The organization identification shall be Boy Scouts of America, Great Smoky Mountain Council, Tuckaleechee District, Troop 81. 2. The organization may, throughout this document, be referred to as: a. Troop 81 b. The troop c. The unit F. Mission Statement 1. Troop 81’s mission shall be, “To serve others by helping to instill values in young people and in other ways to prepare them to make ethical choices over their lifetime in achieving their full potential” G. Charter 1. The troop shall operate under a charter issued by the national office of the Boy Scouts of America, Irving TX. 2. The charter shall be renewed annually on or before the expiration date of December 31 of each calendar year. 3. Re-chartering should be accomplished with assistance from the Unit Commissioner. H. Charter Organization 1. The Charter Organization is Maryville First United Methodist Church, Maryville, TN 2. Maryville First United Methodist Church shall: a. Conduct the Scouting program according to its own policies and guidelines as well as those of the Boy Scouts of America. b. Include Scouting as part of its overall program for youth and families. c. Appoint a chartered organization representative who is a member of the church and who will coordinate all unit operations within it. d. Select and approve a troop committee of parents and members of the troop who will screen and select troop leaders who meet the organization’s standards as well as leadership standards of the Boy Scouts of America. e. Provide adequate facilities for the troop to meet on a regular schedule with time and place reserved. f. Provide adequate storage of the troop’s real property. 1 I. Compliance The troop operation shall comply with the most current Troop 81 Policies, First United Methodist Church Policies, and Boy Scouts of America Rules and Regulations. J. Definition of Directive Terms 1. The Troop Policy that this document establishes shall use the following directive terms: a. “SHALL and MUST” denote compulsory or mandatory compliance. b. “SHOULD” denotes desirable but not mandatory compliance. c. “MAY and CAN” denote permission. K. Management and Accountability The Troop Committee shall manage and be accountable for the troop’s overall operation. L. Providing a Safe Haven 1. The troop recognizes its responsibility to provide a safe haven where members will feel physically and emotionally secure. The leadership must continually strive for a safe haven by: 2. Setting the example for ourselves and others by behaving as Scouts should and living the Scout Oath and Law each moment of each day to the best of our abilities. 3. Refusing to tolerate any kind of inappropriate put-downs, name calling, or physical aggression. 4. Communicating our acceptance of each other through expressions of concern and by showing our appreciation whenever possible. 5. Creating an environment based on learning and fun by seeking the best from each person, and doing our best to help each person achieve it. M. The Buddy System 1. Definition - The "Buddy System” is an arrangement that insures a scout will always have a companion, thereby assisting in accountability and enhancing the safety of the scouts. 2. The Buddy System shall be invoked and enforced at all troop sanctioned activities. N. Adult Leadership 1. Adult leaders shall be: a. Volunteers who support and uphold the ideals of the Boy Scouts of America. b. 21 years of age or older. c. Registered by the Boy Scouts of America. d. Approved by the Troop Committee and Institutional Sponsor. e. Entitled to have registration fees paid by the troop. f. The Troop Committee may, at any time for just cause, dismiss any adult leader. O. Registration 1. All persons (youth and adult) who have an active part in the troop shall be registered by the Boy Scouts of America. 2. Membership in the troop shall never be denied to an otherwise eligible boy due to his inability to pay registration or dues. Alternate means can be used at the discretion of the Troop Committee. 3. Registration fees shall include a subscription to Boys’ Life magazine. 4. For brothers in the same household, only one subscription is required. 5. National BSA shall determine registration fees. 6. Registration fees shall be collected no later than December 1. 7. Scouts joining the troop in mid-year shall have their registration fees prorated. 8. The Troop Committee may extend credit for registration fees on an individual basis. 9. The Troop Committee may waiver registration fees on an individual basis 10. The troop shall offer compensation for the registration fees to all adults who hold an active office within the troop structure. P. Release of Liability 1. A notarized release of liability form (T81-310 Medical Release Form) must be on file for each member of the troop before that scout is allowed participation in any troop activity other than a troop meeting. 2. Medical Release Forms shall be readily available during all sanctioned troop activities. Q. Insurance 2 1. 2. 3. The troop shall be covered by group accidental insurance as offered by the Boy Scouts of America. Group accident insurance premiums shall be collected from each member annually and renewed at annual re-chartering. Adults who provide transportation of scouts during sanctioned troop events must have a minimum 100/500/100 insurance coverage on their vehicle. R. Real Property 1. The institutional sponsor shall have the entitlement of ownership of all troop-managed real property. 2. The troop shall have custodial responsibility of all troop-managed real property. 3. Troop property shall be co-managed by a. An adult Troop Committee member whose title shall be “Quartermaster.” b. A youth troop member in the leadership role of “Quartermaster.” c. The storage of all troop property shall be in the church-provided storage area. (Exception: Flammable liquids and propane tanks shall not be stored in the church building.) If the amount of real property exceeds the current storage area, the Troop Committee must make a request to the Church’s Board of Trustees for the possibility of additional storage space. d. Perpetual inventory control shall be exercised of all troop property. e. Inventory audits should be held annually or whenever leadership changes, whichever comes first. f. Physical security should be enforced by a key control. g. The loaning of troop-managed real property shall be approved by the Troop Committee on a caseby-case basis and never without an itemized listing of all borrowed items signed by the borrower. S. Record Keeping 1. The bulk of troop records may be placed in a computer database using commercial software applications. 2. Individual Personnel Files (IPF) shall be established and maintained for each scout in the troop. a. The IPF files shall be safeguarded in order not to breach any confidentiality. b. The management of the IPF files shall be the responsibility of the scoutmaster. 3. Annual individual photographs of each scout shall be taken and one copy archived in his IPF file. 4. Historical records shall be collected and archived by the Troop Scribe. T. Troop’s Logo 1. The troop’s logo shall be the Phoenix, which depicts the unit’s rebirth and growth following a time of dormancy. 2. The illustration of the Phoenix may be changed as necessary with approval from the Troop Committee. Subsection 1.2 A. Troop Committee Compliance The function, management, and purpose of the Troop Committee shall comply with the Troop Committee Guidebook (publication No. 34505) B. Management 1. The Troop Committee shall be managed by a Troop Committee member whose title shall be “Troop Committee Chairman.” 2. The Troop Committee Chairman shall be installed by a majority vote of the Troop Committee. 3. The term of office for the Troop Committee Chairman shall be non-expiring. 4. The Troop Committee Chairman can be dismissed for just cause by a vote of the Troop Committee. C. Committee Membership 1. Membership to the Troop Committee shall be open to any adult who subscribes to the ideals and principles of the Boy Scouts of America. 2. The Troop Committee reserves the right to deny and/or suspend membership of any individual for just cause. 3. The youth Senior Patrol Leader may attend Troop Committee Meetings but is not considered a voting member. 3 D. Prime Responsibilities of the Troop Committee 1. Insuring the overall quality of the troop in terms of “delivering the promise of Scouting” to each of the youth members. 2. Upholding and enforcing policies of the Boy Scouts of America. 3. Establishing and enforcing policies of Troop 81. 4. Responsibility for finances, funding, and disbursements within approved budget plan. 5. Managing the of a scholarship fund. 6. Applying risk management in all activities of the troop. 7. Management and executing an effective and equitable Rank Advancement program. 8. Insuring adequate training for its youth and adult leadership. 9. Accepting custodial responsibility for all troop real property. E. Committee Officers 1. The committee officers, as a minimum, shall be: a. Committee Chairman b. Secretary c. Treasurer d. Membership Chairman e. Advancement Chairman f. Quartermaster g. Scoutmaster 2. Other committee officers may include: a. Chaplain b. Outdoor Chairman c. Risk Management Coordinator d. Board of Review Coordinator e. Court of Honor Coordinator f. Youth Protection Coordinator 3. The Troop Committee may, at any time for just cause, dismiss any Troop Committee member. F. Meeting Format The meeting shall follow the format as outlined in Roberts Rules of Order. G. Requirement for a Quorum A minimum 2/3 of the membership shall be present at the meeting in order to conduct business. H. Frequency of Committee Meetings 1. Troop Committee Meetings shall normally be held on a quarterly basis, usually on the fifth Monday in months having five Mondays. 2. The Troop Committee Chairman has the authority to have a call meeting of the committee whenever a situation or circumstance warrants. I. Location and Time of Troop Committee Meetings 1. Troop Committee Meetings shall be conducted in a predetermined room at the First United Methodist Church, Maryville, TN. 2. Troop Committee Meetings shall begin at 7:15 PM and continue for not more than 90 minutes unless voted by the committee. Meeting Minutes 1. The minutes of each and all Troop Committee meetings shall be recorded by the Troop Committee Secretary (or his/her designee). 2. The minutes from the previous meeting shall be presented and approved by the committee. 3. Minutes shall be archived and safeguarded by the Troop Committee Secretary. J. K. Cancellation of Troop Committee Meetings 1. Scheduled Committee Meetings will be canceled for any of the following reasons: a. Insufficient members present to make a quorum. b. Any hazardous weather condition c. Upon the decision of the Troop Committee Chairman or his designee. 4 Section 1.3 Troop Structure A. Permanent Patrols 1. The troop shall, if membership allows, organize and maintain a minimum of two active patrols. 2. Each patrol shall elect one member as its Patrol Leader. 3. The patrol membership shall be greater than four and no more than twelve. a. If membership decreases to four members, those remaining should be reassigned to another patrol. b. If membership increases to more than twelve, a new patrol should be formed. 4. Patrol Names a. Concept: The patrol name serves as a focal point for patrol spirit and character. Names should be selected with care and should represent some aspect of scouting or the out-of-doors. Patrols are entitled to change their name once a year during a pre-determined time period known as “open season.” Patrol names shall be approved by the Troop Committee. b. The troop’s financial budget should not support the purchase of new uniform patrol emblems. 5. Patrol Flags a. Each patrol should design and make their own unique patrol flag. b. Flags shall represent the patrol’s name. c. Funding for patrol flags shall come from the patrol, not the troop’s budget. d. Patrol flags shall be approved by the scoutmaster. B. New Scout Patrol 1. Concept: A New Scout Patrol is a temporary patrol comprised of entry-level scouts usually from a WEBELOS Crossover. 2. Leadership for the New Scout Patrol should be from an older scout known as a “Troop Guide.” 3. The New Scout Patrol shall have rotational patrol leaders. a. Each member should have the opportunity to serve as patrol leader. 4. The New Scout Patrol may have a patrol flag with the same stipulations as a permanent patrol’s flag. 5. The New Scout Patrol shall be dissolved whenever its members reach the rank of First Class or after six months, whichever comes first (or sooner at the discretion of the scoutmaster). a. The members of the New Scout Patrol shall be reassigned to permanent patrols using a random lottery. b. Once reassigned, mutual swaps between patrols may be allowed if all parties are agreeable. C. Youth Leadership Staff 1. The youth leadership Staff shall consist of: a. A Senior Patrol Leader b. One or two Assistant Senior Patrol Leaders c. Quartermaster 2. Scouts who fill these positions are considered “Staff Members” and are not associated with any patrol. a. Staff members shall return to their original patrols following their tenure on Staff. Exception: The Senior Patrol Leader will, if his age allows, remain on Staff as a Junior Assistant Scoutmaster. D. Positions of Responsibilities 1. The troop shall offer various Positions of Responsibilities to its youth members including: a. Junior Assistant Scoutmaster b. Senior and Assistant Senior Patrol Leader c. Quartermaster d. Patrol leader e. Patrol Quartermaster/ Assistant Patrol Leader f. Scribe g. Historian h. Librarian i. Chaplain Aide j. Troop Guide k. Den Chief l. OA Representative m. Bugler n. Any Scoutmaster approved position 5 E. Youth Job Descriptions 1. The troop shall maintain a written Job Description for each youth leadership position in the troop. 2. The Job Description shall include clear and concise information on the qualifications, tenure, and nature of the job. 3. The signature on the Job Description by the applicant indicates that he understands and agrees to the terms of the Job Description. The signed Job Description shall serve as a binding contract. F. Patrol Leaders’ Council (PLC) 1. Purpose: The PLC plans and runs the troop’s programs and activities by meeting monthly to fine-tune upcoming troop meetings and outings. The PLC also gives long-range direction with an annual program planning session that sets the troop’s calendar. 2. The Senior Patrol Leader shall be the Chairman of the PLC 3. Voting members of the PLC shall be the Senior Patrol Leader, Assistant Senior Patrol Leader(s), Patrol Leaders, and Troop Guide. 4. Nonvoting members of the PLC shall be the Quartermaster, Scribe, and Instructor. 5. The PLC should meet monthly on the Monday evening following an outdoor outing. 6. The meeting format should follow Robert’s Rule of Order. G. Scoutmasters’ Roundtable (SMART) Committee 1. Definition – The SMART Committee is a permanent group of adult leaders from within Troop 81 whose primary focus is to support the on-going programs of the troop and provide recommendations to the Troop Committee. 2. The SMART Committee shall have no juridical authority to set or change troop policy. Decisions made by the SMART Committee shall not take precedence over those made by the Troop Committee. 3. The current Scoutmaster shall be the Chairman of the SMART Committee. 4. The Senior Patrol Leader, as a representative of the PLC, may attend SMART meetings when invited. 5. The SMART Committee meetings should be on a regularly scheduled basis, normally monthly. Subsection 1.4 Uniforms A. Uniform Policy 1. The troop recognizes the importance and value of the scout uniform and endorses its use by adult and youth members at all troop functions. 2. Membership in the troop shall never be denied to an otherwise eligible person due to his inability to obtain a scout uniform. Alternate means can be used at the discretion of the Troop Committee. 3. Types of uniforms: a. Dress Uniform – Worn in a formal setting such as Court of Honor, Board of Review, and Scout Sunday. (Unofficially referred to as a Class A uniform) b. Field Uniform – A dress uniform, without the neckerchief or sashes, worn at troop meetings and outdoor activities during cold months. (Unofficially referred to as a Class B uniform) c. Activity Uniform – A troop Phoenix shirt, BSA shorts, BSA belt, BSA socks worn during troop meetings and outdoor activities during warm months. (Unofficially referred to as a Summer uniform) 4. The Patrol Leaders’ Council may determine the actual calendar date for the current uniform. 5. Adult leaders are highly encouraged to set the example by wearing a proper uniform at all troop functions. B. Minimum Standards for a Dress Uniform: 1. Scouts below the rank of First Class – A BSA shirt (short or long sleeve) with proper insignia, red shoulder loops, Phoenix neckerchief with slide, and campaign bead necklace. 2. Scouts at and above rank of First Class - A BSA shirt (short or long sleeve) with proper insignia, red shoulder loops, Phoenix neckerchief with slide, campaign bead necklace, BSA trousers or shorts, BSA belt, and BSA socks. 3. Optional items – Merit badge sash, Order of the Arrow sash (if appropriate), BSA cap or BSA beret, BSA red wool coat. C. The Phoenix Neckerchief 6 1. 2. The Phoenix neckerchief shall be the official neckerchief of the troop. (The only substitution shall be the Eagle Scout neckerchief for youth or the Wood Badge neckerchief for adult leaders.) The neckerchief shall: a. Be provided by the troop. b. Be “powder blue” depicting the troop’s logo. c. Worn under the collar of the BSA uniform shirt. D. Unacceptable Standards 1. Wearing the BSA shirt unbuttoned or not tucked in pants. 2. Wearing accessories or insignias that are not authorized or not BSA related. 3. Wearing the uniform in any disrespectful manner. E. Uniform Exchange 1. The troop may operate a uniform exchange program that allows scouts to donate their used or outgrown uniforms to the troop. These uniforms are cleaned and/or repaired and then made available to other scouts in the troop for a nominal fee (but never more than half the current retail price of a particular item). Subsection 1.5 Outdoor Program A. Concept Troop 81 recognizes and acknowledges the importance of an aggressive, diversified, and on-going program that gives scouts the opportunity to experience the out-of doors. It also realizes the obligation to ensure the safety and security of all troop members while participating in these activities. The Troop Committee shall, therefore, offer a year-long program of safe and exhilarating outdoor activities that inspires and promotes fitness, leadership, planning, and preparedness. B. Management 1. Troop 81’s Outdoor Program shall be managed by a Troop Committee member whose title shall be “Outings Coordinator.” 2. The term of office for the Outings Coordinator shall be non-expiring. 3. The Troop Committee shall ultimately approve all outdoor activities. a. All outdoor activities must be first approved by the troop’s Risk Management Coordinator. C. Compliance All outdoor activities shall comply with the BSA’s Guide to Safe Scouting and the terms as set forth in the Risk Management section of this document. D. Activity Planning 1. The Patrol Leaders’ Council (PLC) shall have the authority and responsibility to select appropriate outdoor activities at scheduled planning sessions. a. The time span for calendar planning by the PLC should not be less than 6 months and not more than 18 months. 2. The Outings Coordinator and Risk Management Coordinator should attend all PLC planning sessions. E. Mandatory Outings 1. The yearly activity calendar shall include a minimum of three overnight backpacking trips. 2. Troop 81 shall support District and Council activities by participating in their sponsored camporees unless otherwise voted against by the Troop Committee. 3. Troop 81 shall offer a summer camp experience annually to each Troop 81 scout. 7 F. Types of Outings 1. Troop Outings – All patrols participate in the same activity. 2. Patrol Outings – Each patrol participates in its activity. 3. Camporees – District or Council events where many troops participant at the same encampment. 4. Summer Camp – A week-long camp at a council sponsored camping facility. 5. Bus Trips – An excursion by motor coach to a long distance destination selected by the PLC 6. High Adventure – Opportunity for older scouts to experience more advanced activities at BSA’s sponsored location at Philmont, Sea Base, and Canoe Base. 7. National Jamboree – A national event normally held at four year intervals where thousands of scouts converge for an extended encampment. 8. World Jamboree – A world-wide event where scouts from around the world converge for an extended encampment. G. Parental Permission A parental permission form (Troop 81 Form T81-510) must be filled out, signed by the scout’s parents or guardian, and turned in for each activity. Subsection 1.6 Troop Meetings A. Management Troop meetings shall be managed by the Senior Patrol Leader under the supervision of the Scoutmaster and/or his designee(s). B. Meeting Format Troop meetings shall be planned in advance by the Patrol Leaders’ Council and shall follow the format as found on the Troop Meeting Plan (Form T81- 720) C. Frequency of Troop Meetings 1. Troop Meetings shall be held on a weekly basis and usually on a Monday evening with the following exceptions: a. Troop meetings are not normally scheduled on the Monday prior to a troop weekend outing. That time is reserved for patrol meetings. b. Troop meetings are not normally scheduled on the Monday following a troop weekend outing. That time is reserved for Patrol Leaders’ Council meetings. c. Troop meetings are not normally scheduled on a fifth Monday of any month. That time is reserved for Troop Committee meetings. d. Troop meetings may be suspended following summer camp until the beginning of the school year. D. Location of Troop Meetings 1. Troop meetings shall normally be conducted in Asbury Hall of the First United Methodist Church, Maryville, TN. The church reserves the right to give appropriate notice in case of a conflict with local church activity. The church will attempt to relocate the troop meeting into another section within the building. 2. When necessary, the meeting may be moved to the outside Friendship Shelter. E. Time and duration 1. Scouts should arrive at 7:00 PM for pre-meeting activities 2. Troop meetings shall last no longer than 90 minutes (8:30 PM). F. Cancellation of Troop Meetings 1. Scheduled troop meetings will be cancelled for any of the following reasons: a. Inclimate weather that closes the school system that the scout attends. b. Any hazardous weather condition c. Decision of the Scoutmaster or his designee. Uniforms Scouts and Scoutmasters shall be in the proper seasonal uniform for troop meetings. G. 8 H. Attendance 1. Attending troop meetings is required for a scout to be considered “active.” a. Excused absences will be granted by the scoutmaster on a case-by-case basis. b. Scouts currently on LOA will be granted an excused absence. 2. Attendance records shall be kept by the Troop Scribe. 3. Rank advancement may be denied due to insufficient participation in troop meetings. Mandatory Items at Troop Meetings 1. Each Scout is required to have the following items at troop meetings: a. Scout Handbook b. Scout Notebook c. Pen & Paper Service Patrol 1. The Service Patrol is a designated patrol within the troop whose responsibilities include: a. Before the meeting: setting up tables and chairs. Bringing out flags and stands. After the meeting: responsible for storing and securing items used during the meeting. b. At ceremonies: setting out and later storing all ceremonial items (flags, stands, crossover bridge, candles, etc. 2. The Service Patrol shall be reassigned on a monthly rotation to include each patrol in the troop. 3. Special duties for the service patrol may be issued by the Senior Patrol Leader. 4. Members of the service patrol need to arrive early and remain after the troop meeting in order to carry out their duties. I. J. K. Program Patrol 1. The Program Patrol is a designated patrol within the troop whose responsibilities include: a. During troop meetings: Conducting flag ceremonies with fresh materiel using troop resources. b. During ceremonies: Conducting formal opening and closing rituals. c. During outings: Conducting flag ceremonies and Campfire program 2. The Program Patrol shall be reassigned on a monthly rotation to include each patrol in the troop. 3. Special duties for the Program Patrol may be issued by the Senior Patrol Leader. L. Basic Guidelines for Troop Meetings 1. Food and beverages are not allowed at troop meetings unless served by the troop. 2. Candy and chewing gum are not allowed in Asbury Hall. 3. Scouts are to remain at the meeting until dismissed. Early departures must be prearranged and approved by the Scoutmaster or his designee. 4. Basketball and other games are allowed only after the troop meeting unless such is a part of a scheduled activity of the troop meeting. 5. Coats or other outer garments which cover the uniform are not to be worn at a troop formation. 6. Access to Asbury Hall shall be the back entrances, not through the body of the church building. 7. Scouts are to remain in Asbury Hall for the duration of the meeting, unless organized outdoor activities are in progress. The main body of the church is off limits. 8. Scouts should not use cell phones or pagers during the meeting unless approved by the scoutmaster. Section 2 Religious Principles A. Declaration The Boy Scouts of America and Troop 81 maintain that no member can grow into the best kind of citizen without recognizing an obligation to God. The recognition of God as the ruling and leading power in the universe and the grateful acknowledgment of His favors and blessings are necessary to the best type of citizenship and are wholesome precepts in the education of the growing members. No matter what the religious faith of the members may be, this fundamental need of good citizenship should be kept before them. B. Policy Troop 81 recognizes and acknowledges the religious element in the training of the member, but it is absolutely nonsectarian in its attitude toward that religious training. Its policy is that the home and the organization or 9 group with which the member is connected shall provide primary attention to religious life. A fundamental belief in God is required for membership in the unit. The activities of the members of Troop 81 shall be carried on under conditions which show respect to the convictions of others in matters of customs and religion. In no case shall troop members of denominations different from the chartering organization be required to take part in or to observe a religious ceremony distinctly unique to that organization. C. Religious Observances and Practices 1. While every Scout is strongly encouraged to take part in all religious observances, participation is not mandatory. Youth may be excused from any religious observances or rituals by prearranged understanding with the scoutmaster prior to the activity. 2. Worship Services a. Troop 81 will routinely conduct a Sunday Christian worship observance during sanctioned outings. b. Services may include prayer, responsive reading, singing, scripture reading, and a brief spiritual message. c. Services shall be conducted by the Troop Chaplain and/or the youth Chaplain Aide. d. Religious observances shall not routinely include a monetary offering. 3. Prayer may be used during: a. Ceremonies b. Meetings c. Before meals d. Other appropriate opportunities 4. Scout Sunday a. Scout Sunday is an annual observance by First United Methodist Church to recognize its Boy Scouts, Cub Scouts and Girl Scouts ministries. b. Troop 81 Scouts of all faiths are invited and encouraged to participate in Scout Sunday observances. c. Scout Sunday is usually the second Sunday in February of each year. d. Scouts may have an active role during the Scout Sunday observance. Section 3 Membership A. Compliance The membership guidelines for Troop 81 shall comply with Boy Scouts of America Rules and Regulations. B. Management 1. Troop 81’s membership program shall be managed by a Troop Committee member whose title shall be “Membership Chairman”. 2. The Membership Chairman shall provide quarterly membership reports to the Troop Committee. 3. The term of office for the Membership Chairman shall be non-expiring. C. Membership Requirements 1. Troop 81 shall not deny membership to any eligible person due to: a. Race or national origin b. Social or economic status c. Religious affiliation d. Inability to pay fees e. Inability to obtain a scout uniform 2. Troop 81 reserves the right to deny membership to any person who does not meet the membership criteria as set forth by the BSA National Council. D. Membership Categories 1. Good Standing – A member has met the following criteria: a. No delinquent fees b. All required paperwork properly submitted c. Registered with BSA d. Active status achieved (New scouts waived for 90 days) e. Probation free 2. Conditional – Temporary status for a new scout, not to exceed 60 calendar days, until the scout has completed in-processing requirements. 10 3. 4. 5. 6. 7. 8. E. Deferred – A Conditional member who did not complete New Scout Processing within specified time period. a. Fees, if paid, will be refunded in full pending review of any outstanding personal troop debt. b. Deferred scouts are entitled to reapply for troop membership at any time. Inactive – Good Standing member who has fallen below minimum standards to retain active status. Leave of Absence – Good Standing or Inactive scout on an approved LOA. Probational – Member on conduct probation pending possible dismissal for next offense. Dropped – A member is dropped from annual re-charter for any of the following reasons: a. Resignation – entitled to prorated dues reimbursement pending review of any outstanding personal troop debt. b. The scout has reached 18 years of age. (May be entitled for adult leadership membership) c. Non-remittance of annual fees past grace period of 30 days. (Exception: waiver by Troop Committee Chairman) d. Dismissal - entitled to prorated dues reimbursement pending review of any outstanding personal troop debt. Dismissed – Membership revoked for probation violation. Participation Restrictions 1. Good Standing – No restrictions 2. Conditional – No restrictions if medical forms have been submitted. Otherwise, participation limited to meetings only. 3. Deferred - Participation limited to meetings only. 4. Leave of Absence – Participation limited to meetings only. 5. Inactive – No restrictions (must resume participating in both meetings and outdoor activities to earn active status) 6. Probation – Restrictions, if any, to be specified in the probation document. 7. Dropped – Participation denied unless new application is processed (Exception: dismissed scouts) 8. Dismissed – All participation prohibited. New Scout Processing 1. Definition - An orderly process by which a new or transferring scout gains membership in the troop. 2. The New Scout Processing activity includes such elements as: a. Applications b. Medical forms c. Questionnaires d. Survey e. Photograph f. Receiving fees g. Troop and BSA Registration 3. The time limitation for New Scout Processing shall be no longer than 60 consecutive calendar days. a. The Troop Committee Chairman may waive the time limit on an individual basis. b. When the time limit expires: a) The applicant’s paperwork shall be archived until re-chartering date. b) Fees, if any, shall be returned pending review of any outstanding personal troop debt. 4. Newcomer Package a. Definition – A collection of necessary items offered at cost to a new or transferring scout. b. The fee for the Newcomer Package is in addition to registration fee and shall be collected during New Scout Processing. a) The fee is held in escrow until the scout’s fourth participation in a troop function. b) The package will be presented to the scout at his fourth participation in a troop function. c) If the applicant becomes deferred, the fee for the newcomers’ package shall be returned in full. d) The Newcomer Package shall contain, but is not limited to: (i) A 3-ringed binder to be used as a Scout Notebook (ii) Red shoulder loops (if needed) (iii) Leather thong for a Bead Necklace (iv) A Phoenix shirt (v) Advancement booklet Leave of Absence Program 11 F. G. 1. 2. 3. Concept – Boys of scouting age could have interest in other activities that would possibly interfere or compete with their scouting career. The Leave of Absence (LOA) program offers an excused absence from scouting for a limited time period to allow participation in other interests. LOA shall be granted under the following conditions: a. The member has submitted a signed LOA Application form. b. The member is not currently holding a position of responsibility in the troop. c. The member is not currently on probationary status. d. Upon approval of the Scoutmaster, Patrol Leader, and Senior Patrol Leader. Conditions and Restrictions a. A member in good standing is entitled to 3 LOA’s per calendar year. b. LOA members have an excused absence from troop meetings and outings. (Active status will not be jeopardized by excused absences.) c. LOA shall not extend beyond 60 calendar days without special approval. d. LOA members are not allowed participation in troop or patrol outdoor activities. e. LOA members may work on advancement requirements but are not allowed to advance in rank. f. LOA members will reacquire their previous status on the LOA expiration date. Section 4 A. Finances Management 1. The troop’s finances shall be managed by the Troop Committee. 2. The execution of the troop’s financial program shall be made by a Troop Committee member whose title shall be “Troop Treasurer.” 3. The Troop Treasurer shall provide financial reports to the Troop Committee. 4. The term of office for the Troop Treasurer shall be non-expiring. Operational Funding 1. Funding for troop operation shall be from, but not limited to, the following sources: a. Institutional sponsor b. Annual dues c. Donations d. Approved fund raising (when necessary) B. C. Fiscal Year The financial fiscal year shall be January 1 to December 31. D. Financial Budget 1. Troop 81 shall operate each fiscal year with a balanced budget. 2. The budget shall contain numbered line items subject to veto by the Troop Committee. 3. The Troop Committee shall present a balanced budget for the next fiscal year no later than December 1 of each year. 4. The final approved budget is pending the allocation from the church. 5. The budget shall be freely disclosed to all concerning parties. E. Financial Accounts 1. The troop shall be entitled to operate a checking account and manage a scholarship fund as directed by the Troop Committee. a. The Troop Treasurer and the Troop Committee Chairman shall have exclusive power of attorney over all the troop’s financial accounts. b. Whenever a new person is installed as the Troop Treasurer or the Troop Committee Chairman, immediate action shall be taken to register that person with the troop’s financial banking institution and the former person’s name removed from the register. 2. An annual financial audit should be held at the end of each fiscal year. F. Annual Dues 1. Definition – Annual dues is a fixed amount of money each youth member is charged on a yearly basis to subsidize the total operations of the troop. 12 2. 3. 4. 5. 6. 7. Discounted dues for two or more scouts from a single family are not available. The Troop Committee shall be responsible for setting the dollar amount of annual dues. a. The current annual dues was set at $24 by the Troop Committee. Invoices for annual dues shall be mailed to each scout’s parents no later than November 15 of each calendar year. The deadline for dues remission shall be December 1 of each calendar year Scouts who enter the unit midyear shall have their dues prorated. Money collected from dues payment shall be deposited in the troop operation fund. G. Remitting Money to the Troop 1. All money remitted to the troop shall be in the way of: 2. Personal check payable to “Troop 81” (preferred method). 3. Cash in a sealed envelope with the givers name, cash amount, and purpose of the payment. 4. The Troop Treasurer or the Troop Scribe, not Scoutmasters, shall collect all money. 5. The patrol leader may collect money for food for patrol outings. 6. Whenever requested, receipts shall be given for any payment. H. Youth Scholarships 1. Limited monetary scholarships may be awarded to needy and/or deserving scouts. 2. The Troop Committee Chairman shall award all scholarships on an individual basis. 3. The name of the scholarships recipient shall be held in confidence by all concerned persons. 4. Scholarships should normally be matching funds not to exceed 50 % of the total amount. 5. The Troop Committee Chairman may award a full scholarship at his/her discretion. 6. Funding can be provided from the troop’s scholarship fund or from private donations. I. Tuition Scholarships 1. Scholarships for training courses may be offered to qualified youth and adult members under the following conditions: a. Recipients must be in good standing with the troop without any outstanding personal troop debt. b. Monetary imbursements shall be used for tuition exclusively, not for books, uniforms, supplies, etc. c. Tuition for Wood Badge may be reimbursed to the participant at the completion of the training (i.e., when the participant receives his/her Wood Badge Beads). Expense Voucher 1. Financial transactions shall be recorded and archived on Troop 81 Expense Voucher (Form T81-1010). 2. Troop Committee members who make purchases as agents of Troop 81 may be entitled to a reimbursement under the following conditions: a. A Troop 81 Expense Voucher (Form T81-1010) is submitted with attached receipts. b. The voucher shall be approved by the Scoutmaster or Troop Committee Chairman. J. Section 5 A. Conduct and Discipline Concept – The troop recognizes the benefit and necessity of established and enforceable policies that address conduct and discipline. The Scout Oath and Laws are considered the universal standard by which acceptable conduct is measured. When a scout falls short of these standards, the sanction is determined by the severity of the offense and by the risk management analysis of the infraction. Specific offenses are listed in this section with the sanction for the first, second, and third occurrence. To help preserve emotional security, a scout should never be forced to humiliate himself or perform any form of physical punishment. It is crucial that sanctions be administrated away from other scouts while still maintaining necessary two-deep leadership. Classification of Sanctions 1. Reprimand – A reprimand is used for the first offense and is usually verbal. In most cases, it should be the only action necessary to correct a problem. It is the only level of sanction allowed to be delivered by a youth leader in the troop. B. 13 2. 3. 4. Counseling – Counseling is used when a pattern of behavior develops that requires a personal session with a scoutmaster or other adult. The leadership of the troop should strive to resolve habitual or significant discipline problems at this level. Probation – Probation is used as the last resort to correct a chronic or serious discipline problem. Probation will always be issued in a written form. The document will clearly state the offense, the subsequent penalties and restrictions, the time period of the probationary period, and be signed by the Troop Committee Chairman, the parents of the scout, and the scout. Copies of the probation document shall be offered to all parties. The charged scout is entitled to appeal rights. While in a probation status, the scout and his parents should clearly understand that one more offense would lead to dismissal from the troop. If the offending scout or his parents refuse to sign the probation document, action for dismissal may follow. Dismissal – The scout’s troop membership is revoked and fees, if any, will be reimbursed pending review of any outstanding personal troop debt. The charged scout is entitled to appeal rights. Dismissal action shall be approved only by the Troop Committee Chairman and shall be in writing. The Tuckaleechee District Executive shall be notified of this action within 5 days of the decision. C. Inappropriate Sanctions - Any sanction that might embarrass or humiliate a scout, or require physical restitution shall be prohibited. D. Appeals 1. Scouts and/or their parents are entitled to appeal the decision of Probation or Dismissal Sanctions. The appeal must be issued in writing to the Troop Committee Chairman within 14 consecutive days of the decision and should include any new evidence that could be a factor in the case. 2. The Troop Committee Chairman shall convene an Appeals Board of three to six adults with neutral opinions concerning the circumstances of the case. The Appeals Board shall act on the case within twenty consecutive calendar days from the issuance of the appeal. 3. The Appeals Board shall announce their ruling to the charged party as soon as possible. 4. The decision of the Appeals Board is final. E. Administering Sanctions 1. The youth leadership shall be limited to giving verbal reprimands only. 2. The adult leadership (scoutmasters) is entitled to issue all categories of penalties except dismissal. 3. The Troop Committee Chairman shall have the exclusive authority for revoking membership (dismissal). Offenses and Sanctions Table 5-1 lists the various infractions and corresponding sanctions. F. 14 A B C D E F G H I Nature of Offense Misconduct Insubordination and/or Disrespect Dishonesty and /or Deceitfulness Fighting (with weapon) Fighting (without weapon) Stealing (Larceny) Verbal profanity and/or obscenities Neglect of duty Blatant disregard of rules and/or policies J Possession or use of unauthorized items K Willful destruction of troop property L Initiation or hazing rituals M Playing with fire N O P Q R S T U Misuse of flammable liquids/ propane Intentional use of flames in tent Gambling for money or other items Restraining an individual Blatant misuse of knives/wood tools Hitchhiking Possession or use of tobacco products Possession or use of controlled substance First Offense Reprimand to Counseling Reprimand to Counseling Reprimand to Counseling Probation to Dismissal Counseling to Probation Counseling to Dismissal Reprimand to Counseling Reprimand to Counseling Reprimand to Counseling Reprimand to Counseling Counseling and Restitution Probation to Dismissal Reprimand to Counseling Reprimand to Dismissal Probation to Dismissal Reprimand to Counseling Counseling to Probation Reprimand to Counseling Reprimand to Counseling Reprimand to Counseling Counseling to Dismissal Table 5-1 Second Offense Counseling to Probation Counseling to Probation Counseling to Probation Dismissal Probation to Dismissal Probation to Dismissal Counseling to Probation Counseling to Probation Counseling to Probation Counseling to Probation Counseling to Dismissal Dismissal Counseling to Probation Dismissal Dismissal Counseling to Probation Probation to Dismissal Counseling to Probation Counseling to Probation Counseling to Probation Dismissal Third Offense Probation to Dismissal Probation to Dismissal Probation to Dismissal Dismissal Dismissal Probation to Dismissal Probation to Dismissal Probation to Dismissal Probation to Dismissal Dismissal Probation to Dismissal Probation to Dismissal Dismissal Probation to Dismissal Probation to Dismissal Probation to Dismissal List of Offenses and Sanctions 15 Section 6 Risk Management A. Concept It is essential that the troop manage a program that is concurrent with safety guidelines provided by the Boy Scouts of America and with its own policies. It shall, therefore, apply risk management standards to all sanctioned activities and enforce strict guidelines that insure the physical well being of the membership. B. Management 1. Risk Management shall be accomplished by a Troop Committee member whose title shall be Risk Management Coordinator (RMC). 2. The term of office of the Risk Management Coordinator shall be non-expiring. C. Compliance 1. The risk management program shall comply with the most current BSA publication Guide for Safe Scouting and Troop 81 Policy. 2. Troop 81 Policy supplements the Guide for Safe Scouting publication. Troop policy cannot withdraw, or otherwise circumvent or substitute any part of the Guide for Safe Scouting publication. D. Authority 1. The RMC shall have the final authority in the assessment of risk as related to official BSA sanctioned activities. 2. The proposed activity calendar of events shall be reviewed and approved by the RMC prior to adoption by the Troop Committee. 3. All patrol events and activities shall be reviewed and approved by the RMC. Subsection 6.1 Prohibited Activities And Articles The following activities and articles are not acceptable and are therefore not allowed in any Troop 81 sanctioned activity or event: Activities • • • • • • • • • • • • • • • • • • • Barefoot - with the exception of some water related activities and sleeping, scouts shall wear footgear. Contact sports - activities that would result in severe impact, such as football, boxing, rodeo events, martial arts, judo, karate, etc. Exploring abandoned mines - the exploration of abandoned mineral mines, not to include natural caves. Flames inside tent - any form of flame near or within the confines of a tent. Gambling - any form of gambling, for money or otherwise. Playing card games without the element of gambling is admissible. Game hunting - the actual act of game hunting is banned, however, hunting safety courses may be sanctioned and conducted. Hazing - any form of hazing, rites of passage rituals, or any other acts of initiation are prohibited. Headfirst diving - except with permission in deep-water swimming pools. High-risk activities - activities that pose a higher than normal risk to the safety of scouts, such as bungee jumping, ultra-light flying, hang gliding, hot air ballooning, motorized speed events, all terrain vehicle (ATV) riding, parachuting, parasailing, motorized personal watercraft (jet-skis, wave runner riding) Hitchhiking - soliciting rides from motorists is forbidden. Hiking railroad trestles - scouts are forbidden to cross a passage using a railroad trestle bridge. Cutting wood with a swing axe – scouts lack the necessary control for safe handling. Physical restraints - restraining a person with rope, tape, or any other material. Playing with fire - any act that resembles handling fire for amusement or curiosity. Power tools - operating high-risk power tools, such as chain saws or mechanical log splitters. Profanity - using vile, vulgar, or otherwise obscene language. Sword fighting - imitating sword fighting with poles, sticks, or other material. Throwing knives and/or axes - except in supervised buckskin events, throwing sharp instruments is expressly forbidden. War games - the participation in “war sports” where participants pursue each other with intent to “shoot” with laser, dye packs, etc. 16 Articles • • • • • • • • • • • • Cigarette lighters - any source of flame other than a wooden match. (exception: flint or piezoelectric strikers to ignite camp stoves and lanterns are allowed) Controlled substances - to include any form of tobacco products. Jewelry (earrings, bracelets, or body piercing items) poses a safety issue with scout related activities. Sheath knives - only collapsible blade knives are allowed. Firearms and/or ammunition - except in supervised events. Fireworks – possession or use of any form of fireworks is forbidden. Flammable liquids as fire starter (including the use of charcoal lighter.) Fluorescent chemical from light sticks. Hangman's noose - tying a hangman’s knot is forbidden. Laser pins - such devices have been known to cause eye injury. Martial arts instruments - to include “throwing stars” and “num-chucks”. Pornographic/offensive literature, photos, or clothing Subsection 6.2 Hiking And Camping The following guidelines are to be enforced by both adult and youth leaders: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. The "Buddy System" shall be in effect and strictly enforced on every BSA outing. Every person shall have a distress whistle on a lanyard around his neck. The whistle shall be placed inside the outer shirt to lessen the chance snagging the lanyard. Sound the distress signal only in emergencies. Every person shall have the "Outdoor Essential" items on every outdoor outing. Troop 81 reserves the right to deny participation to any scout who is deemed unprepared. Always stay together on the foot trail. If one person stops for any reason, the group stops with him. Inform a responsible person prior to the outing of your intended route, time of departure, campsite location, and estimated time of arrival. Hitchhiking is expressly forbidden. Never accept a ride from a stranger. Never hike a railroad track or cross a railroad trestle. When hiking a roadway, stay in a single file on the left side of the road facing any on-coming traffic. Wear high visibility clothing. When crossing a footbridge or any other structure that requires more than normal balance, unbuckle your hip belt to shift the weight to your shoulders and to allow a quick escape from your pack if needed. Use extreme caution when making stream crossings. A handhold line between the shores and lifeline to each hiker is recommended when crossing rapidly flowing streams. Treat all backcountry water before drinking or cooking. Check intended campsites for dead trees that could possibly fall in high winds. Note previous high water marks from any nearby streams, poisonous plants, and evidence of any wild animals. Flag all hazardous guy lines or other obstacles with high visibility tape. Clotheslines shall be at higher than the scout’s height. Keep all odorous material (food, trash, soap, tooth paste, sunscreen, medicine, etc.) in a bearbag, never in your tent. Bearbags should be placed well away from the campsite. Never eat food that you suspect has been touched by a wild animal. (Discard that candy bar if you find mouse nibbles.) Never walk barefoot in camp; wear footgear at all times. When dump camping, park vehicles downhill from the campsite and use parking brakes. Avoid driving over tall, dry grass because hot mufflers and catalytic converters could ignite the tinder. Never sleep or spend extended time in a stationary vehicle with the engine running for warmth. Avoid running the engine near a campsite due to asphyxiation risk from carbon monoxide fumes from the exhaust. Section 6.3 Fire Safety 17 The essence of the Boy Scout’s outdoor program involves the use of fire. Campfires, stoves, lanterns, matches, cooking and baking put youth in close proximity with potential hazards that require the strictest of regulation. The following guidelines and rules shall be enforced: 1. The wooden match shall be the only routine source of flame. Flint-strike and piezoelectric igniters are permissible, but cigarette lighters (butane or otherwise) are not allowed by youth. Book style matches are allowed only in emergency kits and should not be used routinely. Dispose spent matchsticks in a proper manner. No flame of any kind is allowed inside or near a tent. This includes stoves, lanterns, candles, candle lanterns, heaters, or matches. Battery operated flashlights and lanterns are the only approved source of illumination inside a tent. Fluorescent chemical light is discouraged due to possible rupture. Whenever practical, a Class ABC pressurized fire extinguisher should be readily available whenever an activity involves the use of fire. Fire lays should be cleared of any burnable material to a minimum 5-foot radius and clear of any overhanging tree branches. Rocks from streams, creeks, or rivers should never be used as a fire ring because possible trapped moisture could explode the rock when heated. Liquid fuels are never to be used as fire starters! This includes liquid charcoal lighter. Violation of this rule carries very serious consequences. The size of campfires should be judged according to its primary use and prevailing and forecasted weather conditions. Extreme caution is advised with fires in windy and drought conditions. Playing with fire is expressly forbidden. Youth have an inherent fascination with fire that often mesmerizes their judgment. Observant supervision by both youth and adult leaders is needed to enforce strict conformity to this rule. Fires should never be left unattended. Fires should be out before retiring for the night. When leaving a camp, insure all fires are dead out by actually touching the coal bed with bare hands. Remove and pack out all unburned debris other than ashes. Possession or discharging of fireworks of any description is disallowed. Possession of ammunition or any other explosive material is prohibited (Note: model rocket motors are allowed with the approval of the Scoutmaster). Fire torches shall not be allowed except during supervised ceremonial events. Avoid burning plastic materials in a campfire due to possible toxic fumes. Never place aerosol cans or propane cylinders in a fire. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Section 6.4 Chemical and Gaseous Fuels Environmental concerns about open fires and “Leave No Trace” camping ethics have escalated the use of chemical and propane fueled stoves and lanterns. The use of such devices is allowed in the Boys Scouts and Troop 81 under these restrictions: Adult supervision is required when chemical and/or gaseous-fueled devices are being used by youth participants. 2. When lighting stoves or lanterns, scouts should be cautious to keep their head and body to one side - never hover over such devices. 3. Place backpacking stoves on a level, stable surface before operating. On snow, place insulated support under the stove to prevent melting and tipping. 4. Never overload a backpacking stovetop with heavy pots or large frying pans. Use a grill or grate to support heavy utensils. 5. Never operate a stove or lantern in an unventilated structure. 6. Never operate a stove, lantern, or heater in or near a tent. 7. Never leave a lighted stove, lantern, or heater unattended. 8. Designated re-fueling and storage area shall be established outdoors well away from any flame source and preferably at an elevation lower than the camp. Whenever possible, fuel storage shall be adult supervised under lock and key access. 9. Store fuel in only approved containers. Liquid fuel bottles should be colored red so not to be confused with a water bottle. 10. Never refuel a liquid fueled stove or lantern uphill from a flame source. Volatile fumes from the liquid fuel are heavier than the air and could flow downhill to a campfire and ignite. 11. Never attempt to refuel a hot stove and lantern. Refuel such devices only after cool to the touch. 18 1. 12. Any spilled liquid fuel must be allowed to thoroughly evaporate before any attempts to light the device. 13. Never carry a pressurized liquid fuel tank. Carefully bleed off any pressure before packing any liquid fueled stove or lantern and then tighten the cap securely. 14. Caution is advised when handling liquid fuel in sub-freezing temperatures. Body contact with fuel can quickly frost bite the skin due to the rapid evaporation of the fuel. 15. Empty propane cylinders should be packed out, never burned or buried. 16. Propane tanks should be shut off at the tank valve when not in use. 17. Perform periodic leak check of all chemical fueled devices with a soap solution at home before outings, never with a flame. Section 6.5 Wood Tools The use of wood tools is necessary for the BSA outdoor program. We acknowledge our duty to teach both youth and adults the techniques of how to use, handle, and store these tools with the highest concern for safety and responsibility. The “Tot N’ Chip” program provides for such training and shall be incorporated into the early stages of a scout’s skill development. A. KNIVES 1. Knives shall have a folding blade not longer than five inches. 2. Lock-back blades are preferred over traditional style. 3. Sheath knives or knives with serrated blades are not acceptable. 4. When passing knives between persons, the receiving person shall say "thank you" to indicate positive control of the knife. 5. Knife blades are not to be used as screwdrivers, prying instruments, or any other non-cutting tool. 6. The throwing of knives is expressly forbidden except in supervised “buckskin games” activities. 7. A knife is a tool, never a weapon. Using a knife as a weapon violates strict and enforced rules that carry very serious consequences. 8. Working with special woodcarving tools requires special caution because of the razor sharpness of these cutting instruments. B. SAWS and HATCHETS 1. Handsaws shall be used exclusively for cutting larger timber. The use of swing axes is prohibited. 2. Extreme caution is essential when falling timber. Be aware of possible kickbacks and predict the pathway of descent. 3. Leather gloves are highly recommended while using a hand saw. 4. Small hand axes or hatchets are allowed for splitting smaller stock. The contact method of splitting wood is recommended. 5. The blades of saws and axes shall be collapsed or sheathed when not being used. 6. The cutting of firewood shall be accomplished in an established axe yard. This area shall have an entrance and boundary rope approximately 36 inches high and be flagged. 7. When sharpening an axe with a file, a sturdy finger guard should be in place between handle and file body. 8. The axe head shall be periodically inspected to insure tightness. 9. The throwing of axes shall be forbidden except under adult supervised events. 10. Chain saws and mechanical log splitters shall not be used by youth. Section 6.6 Sanitation C. Hand Washing 1. All persons must wash their hands prior to handling any foodstuff. The troop shall furnish waterless germicidal soap to each patrol. D. Dishwashing 1. All utensils (pots, plates, pans, silverware, etc.) will be cleaned with: 2. Hot soapy wash 3. Cold water rinse with bleach 4. Hot scalding water 5. Air dried 19 6. After outings, all utensils should be sanitized by cycling them through home dishwater with the hottest water selected. E. Latrines 1. Pit latrines must be located 1000 feet away from any water source. 2. The pit should be at least 18 inches deep. 3. A biological active soil location is preferred over clay or sand. 4. A hand-washing station should be established near the latrine. 5. The pit must be completely filled with soil when the latrine is dismantled. F. Trash Disposal 1. When trash receptacles are not available, trash should be disposed in the following manner: 2. All burnable trash should be burned in an appropriate location. 3. Unburnable items (aluminum foil, glass, metal cans, etc.) should be packed out, never buried. 4. Uneaten food should be packed out or burned in a hot fire. Section 7 Transportation It is essential that adequate, safe, and responsible transportation be used for all Scouting activities. Because most accidents occur within a short distance from home, safety precautions are necessary, even on short trips. Specific guidelines are as follows: A. General Guidelines 1. A BSA Tour Permit shall be submitted and approved by the council office before any transportation commences. 2. Troop 81 form T81 –510 (Parental Permission for Troop Outings) must be secured for every participating scout. 3. Troop 81 form T81- 310 (Medical Release Form) must be secured for every participating scout. B. Travel by Privately Owned Vehicles 1. Each passenger must be secured by seat belts before vehicle is put into motion. 2. Passengers are not allowed to travel in truck beds, in trailers, on motorcycles, or on a vehicle’s tailgate. 3. Drivers with passengers shall be adults at least 21 years old with valid license. 4. Two adults per vehicle are preferred. If this is not possible, the minimum required is one adult and two or more youth members - never one on one. 5. Drivers shall have a written record of all passengers’ names and a thorough accountability of all scouts should be insured after any rest stops and at destination. 6. The BSA Buddy System shall be in effect during all phases of transportation. 7. A Scout should return from an outing in the same vehicle that carried him to the outing unless otherwise arranged with the Scoutmaster. 8. A minimum 100/500/100 insurance must be carried on each vehicle and be on troop file. 9. All driving, except for short trips, should be done during daylight hours and should be limited to a maximum of 12 hours. 10. Vehicles should not travel in a convoy. Allow each vehicle to proceed at its own pace and stop at preplanned rendezvous points along the route. C. Traveling by Motor Coach (Bus) Bus Guidelines as found in Appendix 1, shall be enforced whenever a motor coach is used for troop transportation. D. Traveling By Boat Insure every passenger is assigned a Type II or II personal flotation device (PFD). E. Traveling By Air Use only scheduled commercial carrier service. Private, or chartered aircraft are not allowed. F. Youth Drivers 1. In order to obtain driving privileges during sanctioned BSA events, youth drivers (under the age of 21) must agree to the following: 20 a. b. c. d. e. f. g. h. i. j. k. l. m. n. o. p. He must have a current and valid driver license in his possession. He will operate the vehicle within all state and local law enforcement guidelines. He will wear seat belts when driving. The vehicle that he will drive has been registered with the troop. The vehicle that he will drive must be in sound mechanical condition. He will not operate a vehicle with passengers. His vehicle must not be in motion if he is using a cellular phone. He will set the parking brake whenever his vehicle is parked. He will not allowed to idle his vehicle with the engine running for long periods of time. He will not sleep in or near his vehicle during overnight events. He must park his vehicle away from the campsite facing away from tents. He will not use his vehicle for lounging or loitering. To the extent possible, he will avoid driving his vehicle during nighttime hours. He will immediately report any and all moving violations or traffic accidents to the Scoutmaster. He understands that, under certain circumstances, youth drivers can be denied the right to drive. He understands that his driving privileges can be revoked if any of the above stipulations are breached. Section 8 Subsection 8.1 Rank Advancement Program General Guidelines A. Compliance The Rank Advancement of Troop 81 shall comply with the most current BSA publication Advancement Policies and Procedures Committee Guide. B. General Principles 1. The scout’s progress is a natural outcome of his activities in his unit 2. Recognition is gained through: a. Leadership in the troop b. Attending and participating in activities c. Living the ideals of Scouting d. Proficiency in activities related to outdoor life e. Useful skills f. Career exploration C. Advancement Process 1. As a scout advances through the Boy Scout rank advancement, the following four opportunities shall be provided: a. Learning b. Testing c. Reviewing d. Recognition D. Management 1. The Advancement Program shall be managed by approved members of the Troop Committee whose titles are: a. Advancement Chairman b. Board of Review Chairman c. Merit Badge Coordinator d. Eagle Service Project Chairman e. Rank Level Counselors f. Scoutmaster g. Assistance Scoutmaster(s) 2. The term of office for these officers shall be non-expiring. 21 E. Requirements for Rank Advancement 1. Specific requirements for all rank advancement shall be found in the most current BSA publication Boy Scout Requirements. 2. Whereas the rank requirements also appear in the Boy Scout Handbook, these are for reference only and are not recognized as the most current. F. Alternate Requirements for Rank Advancement 1. Alternate requirements are offered by BSA to physically and mentally handicapped scouts. 2. Any scout who meets this criteria and wishes to apply must fill out a BSA Application for Alternate Eagle Award Merit Badge and be approved at the council level. 3. Applications can be secured from the Scoutmaster. G. Rank Level Counselors 1. A Rank Level Counselor (RLC) is an adult, preferably an assistant scoutmaster, who oversees the individual progress of a scout for his next rank advancement. 2. The purpose of an RLC is to expedite the advancement process by being a single point of contact for the scout while working on his next rank. 3. As availability permits, there should be an RLC for each of the six rank advancements toward the Eagle rank. H. Official Records 1. The official advancement record for an individual scout shall be in either the scout’s a. Boy Scout Handbook. b. Advancement booklet or Scorecard I. Completing Specific Requirements 1. The Rank Level Counselor should work closely with the scout throughout the advancement process. 2. When the mastery of a specific requirement has been achieved as judged by a Rank Level Counselor, the RLC will indicate completion by dating and initialing that particular requirement in the scout’s advancement record. 3. It is the responsibility of the scout to have his advancement records signed-off by an RLC when he feels he is ready to be tested. 4. The testing of a Rank Level Counselor’s son should be done by an RLC other than his parent. Alternate Rank Requirements The Troop Committee may use BSA approved alternate requirements on a case-by-case basic. J. Subsection 8.2 Participation Requirements A. Compliance 1. The requirement for being active in the troop and patrol shall comply with the most current BSA publication - Boy Scout Requirements and the Boy Scout Handbook 2. The specific process of determining the compliance of the “Being Active” requirement for rank of Star, Life, and Eagle is within the jurisdiction of the unit’s Troop Committee. B. Participation Defined 1. “Participation” is a term used to indicate a scout’s involvement in the troop’s overall program which includes a weighted index of outings, service projects, troop and patrol meetings. 2. Participation shall be expressed by way of a percentage. C. Management Troop 81’s participation records shall be managed in part by the Troop Scribe, the Scoutmaster, and the Advancement Chairman. D. Minimal Acceptance Level 1. The Troop Committee shall establish policy which sets the Minimal Acceptance Level for participation. 2. The Minimal Acceptance Level of participation shall be expressed in a percentage. 22 3. 4. The Patrol Leaders’ Council shall have input in the computation of the percentage. The Minimal Acceptance Level of participation is currently 60%, as established by the Troop Committee with unanimous vote on January 31, 1994 as recommended by the Patrol Leaders’ Council. E. Participation Validation 1. Participation in outings is validated with the scout’s signature on the Troop 81 Outing Participation Roster. 2. It is the responsibility of the scout to register his participation by signing the Outing Participation Roster. F. Record Keeping 1. Records of participation shall be archived in the troop’s computer database by the Advancement Chairman. 2. Original copies of the Outing Participation Roster shall be archived in the historical records kept by the Scoutmaster. Subsection 8.3 Service Hours (other than for Eagle rank) A. Compliance The “service to others” requirement for rank advancement shall comply with the most current BSA publication Boy Scout Requirements and the Boy Scout Handbook. B. Management Troop 81’s Service Hour program shall be managed by the Rank Level Counselors and the Board of Review. C. Service Hour Policy 1. A record of all hours of service shall be recorded on Form T81-220 (Service Hour Validation). 2. The Service Hour Validation Form shall be the only proof-of-service accepted by a Board of Review. 3. Unused Service hours will not rollover toward the next rank requirement. 4. A Service Hour Validation Form validates service for a single scout, not for a group of scouts. 5. Scouts are not permitted to approve service hours for another scout. (Exception: Life scouts may sign a Service Hour Validation Form during their Eagle Service Project). D. Service Hour Validation Form 1. The Service Hour Validation Form shall: a. be filled out in ink, not pencil. b. indicate who performed the service. c. outline the exact nature of the service. d. list the date(s) of the service. e. be signed by the person receiving the service. 2. Scouts must relinquish their Service Hour Validation Form(s) at their Board of Review. 3. Used Service Hour Validation Form(s) shall be archived the scout’s Personal Folder. 4. The Troop Scribe shall keep and distribute all blank Service Hour Validation Forms. (copies of original forms are acceptable) Subsection 8.4 Eagle Service Project This document offers no further stipulations or guidance for the Eagle Service Project Subsection 8.5 Merit Badges A. Compliance The earning of merit badges shall comply with the most current BSA publications - Boy Scout Requirements and the Boy Scout Handbook. 23 B. Management 1. Troop 81’s merit badge program shall be managed by an approved member of the Troop Committee whose title shall be “Merit Badge Coordinator.” 2. The term of office for the Merit Badge Coordinator shall be non-expiring. C. Merit Badge Counselors 1. Merit Badge Counselors: a. shall comply with the most current publication - Merit Badge Counseling. b. must agree with terms as outlined in Troop 81 Merit Badge Counselors Terms of Agreement. c. Qualified counselors shall be recruited by the troop’s Merit Badge Coordinator who will maintain an accurate list of these counselors. D. Steps for Earning a Merit Badge 1. The scout decides which merit badge he wants to earn. 2. The scout obtains an Application for Merit Badge (publication No. 34124) from the Troop Scribe. 3. The scoutmaster signs and dates the merit badge application. 4. The scout contacts the troop’s Advancement Chairman. 5. The Advancement Chairman enrolls the scout for the badge and assigns a counselor 6. The scout and a buddy work directly with the counselor until all requirements are met. 7. The counselor signs the Application for Merit Badge indicating completion. 8. The scout shall turn in the completed application to the Advancement Chairman. 9. The Advancement Chairman will fill out and sign an Advancement Report (publication No. 34403) and it is processed at the Scout Service Center. 10. The Advancement Chairman purchases the merit badge(s) from the Scout Service Center. 11. The Scoutmaster awards the merit badge to the scout at the next troop meeting. E. Withdrawal 1. Scouts may voluntarily withdraw from a merit badge enrollment at any time. 2. Scouts shall advise their RLC of any and all withdrawal action. F. Time Limits There shall be no time limit imposed on the completion time of a merit badge. (Exception: All badges must be earned on or before the scout’s eighteenth birthday.) G. Record Keeping 1. The scout, counselor, and Advancement Chairman should retain and keep their respective portion of the Application for Merit Badge for historical significance. 2. The scout should retain the accompanying signed card with a merit badge as proof of earning the badge. 3. The Advancement Chairman shall update the troop’s computer database as soon as practical Subsection 8.6 Scoutmaster Conferences A. Compliance 1. All Scoutmaster Conferences shall comply with most current BSA publication - Advancement Policies and Procedures Committee Guide and Scoutmaster Handbook, Chapter 8. 2. Two-Deep Leadership policy shall be enforced during all Scoutmaster Conferences. B. Conducting the Conferences 1. The Scoutmaster (or his designee) shall conduct all the Scoutmaster Conferences. 2. For Eagle rank, the conference may be accomplished using a panel of scoutmasters. C. Record Keeping 1. The Scoutmaster shall record the date of completion of all elements of the rank requirement on Troop 81 Form Scoutmaster’s Conference Worksheet. 24 2. The Scoutmaster’s Conference Worksheet is then forwarded to the Advancement Chairman in order to update the troop’s computer database. D. Making the Board of Review Appointment 1. Upon completion of a successful conference: 2. For candidates below the rank of First Class, the Scoutmaster shall make an appointment for the candidate. 3. For candidates First Class and above, the appointment is arranged by the scout. 4. Board of Review appointments are coordinated by the Board of Review Chairman. Subsection 8.7 Eagle Quest A. Definition “Eagle Quest” is a term used to describe a voluntary program that provides an Eagle candidate the opportunity to demonstrate his scout skill abilities during an overnight backpacking event. B. Concept 1. The Eagle Quest was conceived to insure the competency of a candidate for Scouting’s highest honor. 2. It is an assessment of the candidate’s basic knowledge and application of scout skills. 3. This evaluation is not a Pass/Fail event. It is an assessment of strong and weak skills. 4. The evaluation is performed by a minimum of two scoutmasters from Troop 81 5. The Eagle Quest program is strongly encouraged but participation is strictly voluntary. C. Purpose 1. This event serves two purposes: a. It will be the completion of the candidate’s Camping merit badge requirement. b. It will assist in the total evaluation of the candidate’s qualifications for the rank of Eagle. D. Management The Eagle Quest program shall be managed exclusively by the scoutmasters of Troop 81. E. Candidate Eligibility 1. A candidate must fulfil the following requirements before attaining eligibility to take an Eagle Quest: 2. be at the rank of Life Scout. 3. have an approved Eagle Service Project in progress (or completed). 4. have earned 80% of the required merit badges toward the Eagle Rank. F. Evaluator Eligibility 1. An Eagle Quest Evaluator shall be a registered and approved Scoutmaster or Assistant Scoutmaster of Troop 81 having attained the age of 21 or older. 2. Scoutmasters are not eligible to evaluate their own son. G. Selection of Evaluators 1. The candidate shall invite a minimum of two evaluators. 2. Evaluators are entitled to decline the invitation. 3. A current list of evaluators shall be made available to the candidate when he gains his eligibility. 4. The selection of evaluators shall be at the sole discretion of the candidate. H. Evaluating the Candidate 1. The evaluation of a candidate shall be in accordance with Troop 81‘s Eagle Quest Evaluation Guidelines. 2. The candidate is entitled to have access to this guideline in order to prepare for the event. 3. The evaluators shall, in an impartial and unbiased manner, appraise both the strong and weak areas of the candidate in the discipline of scout skills. 4. The assessment can be determined by, but not limited to, the following methods: 5. cursory observations 6. demonstration of a skill 25 7. 8. 9. 10. 11. I. application of a skill verbal inquiries inspection direct or implied knowledge The candidate should be made aware of his performance during the event. Evaluation Report 1. A written evaluation report, signed by both evaluators, shall be forwarded to the Scoutmaster and to the candidate. 2. The report should be submitted as soon as possible following the event but not to exceed two weeks. 3. The report shall distinctly, using narrative detail, identify the candidate’s strong skill areas and weak areas. 4. The report shall include a declarative statement by the evaluators that reveals the outcome of the Eagle Quest. Successful Outcome The Eagle Quest shall be considered successful when the total amount of strong areas exceed the total amount of weak areas as outlined in the written report. J. K. Unsuccessful Outcome 1. The Eagle Quest shall be considered unsuccessful when the total amount of strong areas does not exceed the total amount of weak areas as outlined in the written report. 2. The candidate shall be made aware of an unsuccessful outcome as soon as possible. 3. The candidate may, as many times as necessary, retake his quest until a successful outcome is reached. Subsection 8.8 Board of Review (other than Eagle BOR) A. Compliance All Boards of Review conducted by Troop 81 shall comply with the most current BSA publication Advancement Committee Policies and Procedures. B. Management 1. Troop 81’s BOR program shall be managed by an approved member of the Troop Committee whose title shall be “Board of Review Chairman.” 2. The term of office for the Board of Review Chairman shall be non-expiring. C. Purpose of the Board of Review 1. To make sure that the candidate’s work has been learned and completed. 2. To find out what kind of experience the boy is having in his patrol and troop. 3. To attempt to determine the candidate’s ideals and goals. 4. To encourage the scout to advance to the next rank. D. Frequency of Boards of Review Board of Review shall normally be held on the fourth Tuesday of each month. E. Appointments to a Board of Review 1. Appointments shall be made on or before the third Monday of the month. 2. Appointments shall be arranged with the BOR Chairman. 3. For candidates holding the rank below First Class, the appointment shall be arranged by the Rank Level Counselor. 4. For candidates holding the rank of First Class and above, the appointment shall be arranged by the candidate. 5. Involuntary appointments for selected scouts may be made for reasons other than rank advancement. F. Notification 1. The BOR Chairman shall notify the candidate of his Board of Review reservation. 2. Notification will state the date, location, and specific time of the Board of Review. 26 G. Selection of Board Members 1. The Board shall consist of a minimum of 3 and a maximum of 6 members. 2. Board members shall be selected from the Troop Committee. Guest members are allowed but shall not be in the majority. 3. One member shall serve as chairman. 4. The candidate’s parents, guardians and/or relatives shall not serve as members of his board of review. 5. The scoutmaster or assistant scoutmasters shall not serve as members of a board of review. H. Uniform 1. Candidates shall be in their rank-related dress uniform. 2. If applicable, the merit badge sash shall be worn instead of an Order of the Arrow sash. I. Mandatory Material 1. Candidates shall have the following material ready for examination by the BOR: 2. Scout Handbook (all requirements signed & dated except BOR) 3. Scout Notebook (organized by sections with tabs) 4. Merit badge portfolio (if applicable) 5. Service Hours Validation Form (applicable) Introductions 1. For candidates currently below the rank of First Class, the introduction to the Board members will be made by a scoutmaster. 2. For candidates currently at the rank of First Class or above, the introduction shall be made by the candidate. J. K. Conducting the Board of Review 1. The BOR is a review of the candidates’ qualifications, not an examination. 2. The location of the BOR should provide a reasonable degree of privacy. 3. The meeting should be in a relaxed atmosphere. 4. A certain amount of formality and meaningful questioning should be used during the review. 5. A high degree of confidentially must be preserved by all parties of the BOR process. 6. Parents/guardians of the candidate may be present as silent onlookers, but must accompany the scout out of the room during the evaluation process of the review. L. Evaluation 1. The candidate shall receive a written evaluation of his Board of Review. This numerical scoring will indicate the scout’s strengths in seven areas. 2. The evaluation form will indicate the final outcome of the review: a. Highly recommended b. Unconditionally recommended c. Conditionally recommended d. The exact conditions shall be stated in the remarks section of the evaluation form. e. Not recommended 3. The exact reason shall be indicated in the remarks section of the evaluation form. 4. Duplicate copies of the evaluation form shall be archived in the candidate’s personal folder. M. Successful Outcome 1. Upon a successful outcome: a. The date-of-rank shall be the date of the successful Board of Review. b. The candidate’s Scout Handbook shall be signed by a member of the BOR. c. The candidate will receive a black bead indicating a rank advancement. N. Unsuccessful Outcome 1. Upon an unsuccessful outcome: a. A thorough and concise written explanation shall be made in the remarks section of the Evaluation Form, one copy of which goes to the candidate. b. The BOR members shall counsel with the candidate to insure full understanding as to why the action was necessary. c. A course-of-action plan should be developed with definite deadlines set. 27 2. d. A reservation should be made for another Board of Review for the candidate. e. The Scoutmaster shall be notified immediately. Candidates who wish to appeal a decision of a Board of Review should contact the Troop Committee Chairman for information and instructions. Subsection 8.9 Eagle Board Of Review A. Compliance The Eagle Board of Review shall comply with Advancement Policies and Procedures Committee Guide (BSA Publication No. 33088). B. Management 1. The Eagle Board of Review program shall be managed by an approved member of the Tuckaleechee District Committee whose title shall be “Eagle Board of Review Chairman.” 2. The term of office shall be non-expiring. C. Frequency The Eagle Board of Review shall convene as necessary. D. Selection of Board Members 1. An Eagle Board of Review shall be composed of a minimum of 3 and a maximum of 6 members. 2. The candidate’s parents and/or relatives shall not serve as members of his Eagle BOR. 3. Board members: a. Shall be 21 years of age or older. b. Do not have to be registered in Scouting. c. Shall be recruited equally from the troop and district. d. Must have an understanding of the importance and purpose of the BOR. e. At least one members must be a district advancement representative. E. Appointments Appointments for an Eagle Board of Review shall be arranged with the Eagle Board of Review Chairman. F. Notification 1. The Eagle Board of Review Chairman shall notify the candidate of his BOR reservation. 2. Notification will state the date, location, and specific time of the Board of Review. G. Uniform 1. Candidates shall be in their formal dress uniform. 2. The merit badge sash shall be worn instead of an OA sash. H. Mandatory Material 1. Candidates shall have the following material ready for inspection by the BOR: 2. Scout Handbook (all requirements signed & dated except BOR) 3. Scout Notebook (organized by sections with tabs) 4. Eagle Service Project notebook I. Parental Participation 1. In no case should a relative or guardian of the candidate attend the review. 2. Parents or guardians may be present at the outcome announcement following the review. Candidate Evaluation 1. The review board shall interview the candidate in an orderly manner to assess his qualifications for the Eagle rank. 2. Re-testing of a skill or ability is not permissible. 3. A unanimous decision must be reached as to the candidate’s qualifications. 4. The duration for the BOR should be within reason, but should not exceed one hour. J. K. Successful Outcome 1. Upon a successful outcome: 28 2. 3. The candidate’s Scout Handbook shall be signed by a member of the BOR. The candidate’s Eagle Application shall be signed by the Chairman of the BOR. L. Unsuccessful Outcome 1. Upon an unsuccessful outcome: 2. The BOR members shall counsel with the candidate to insure full understanding as to why the action was necessary. 3. A thorough and concise written explanation shall be offered the candidate. 4. A course-of-action plan should be developed with definite deadlines set. 5. A tentative reservation should be made for another Board of Review for the candidate. 6. The Scoutmaster shall be notified immediately. 7. Candidates who wish to appeal a decision of a Board of Review should contact the District Eagle Board of Review Chairman for information and instructions. Subsection 8.10 Court of Honor (other than Eagle) A. Definition – A formal event held to recognize and honor the achievements of scouts and, when appropriate, adult scout leaders. B. Management 1. The Court of Honor shall be managed by a member of the Troop Committee whose title shall be Court of Honor Chairman. 2. The term of office of the Court of Honor Chairman shall be non-expiring. C. Frequency of Court of Honor 1. A Court of Honor may be hedp at any time, but as a minimum annually. 2. Scheduling a Court of Honor should be done at the PLC planning session. D. Funding 1. The cost of conducting a Court of Honor shall be funded by the Troop’s operational budget. 2. Families may be charged a fee for the price of a served meal prior to the Court of Honor but such a fee is not mandatory to attend the Court of Honor. E. Uniform The dress uniform (Class A) is the appropriate uniform to wear to a Court of Honor. Subsection 8.11 Eagle Court of Honor A. Definition – A formal event held to recognize and honor the recipient of the Eagle Scout award. B. Management 1. The Court of Honor shall be managed by a member of the Troop Committee whose title shall be Court of Honor Chairman. 2. The term of office of the Court of Honor Chairman shall be non-expiring. C. Funding D. The cost of a Eagle Court of Honor shall be shared by the troop and the recipient using the following guideline: 1. The troop shall provide: a. The award package b. Eagle Scout neckerchief c. Certificate frames d. Bulletin printing e. Mother’s corsage f. Mailing labels 2. The recipient, at his own expense, may provide: 29 a. b. c. d. e. Invitation and bulletins Postage for invitations Photographer Supplies for reception Food and drink for reception E. Uniform Uniform - The dress uniform (Class A) is the appropriate uniform to wear to a Court of Honor. 30