Business Proposal Letter for Cake Store Life to Eagle Scout Project Proposal and Related Procedures OR

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Business Proposal Letter for Cake Store Life to Eagle Scout Project Proposal and Related Procedures OR Powered By Docstoc
					Life to Eagle Scout Project
   Proposal and Related
         Procedures
             OR
My Contract with the Community
        and Scouting
       STEP ONE
PLAN, DEVELOP AND GIVE LEADERSHIP
 TO OTHERS IN A SERVICE PROJECT
 HELPFUL TO ANY RELIGIOUS
 INSTITUTION, SCHOOL OR YOUR
 COMMUNITY
                   Rules
Milton District believes that a scout’s project
 is his thought and his love and we will
 Endeavour to make it an approvable
 project

  SO LONG AS CERTAIN CRITERIA ARE
                MET
CRITRERIA
1) Must not create financial profit for a
  commercial entity or be of a commercial
  nature. Not solely for a business or
  individual’s gain
                     Example
  A Scout wants to build a gazebo with garden
  for a Nursing Home so the residents have a
  nice place to sit---That is OK but if the
  Nursing home plans to rent it out for
  weddings etc then it is not OK
 An Eagle Scout Project may not be
 performed for a business

 Note there is no distinction of profit vs.
 nonprofit

As in doing the work for the business
Or doing something the business should be
 doing
2) Not a Routine Labor project

                  Example
Organization wants help and gives the scout
 the plans, the check and says make it
 happen
Or Scout does routine ―custodian work‖
 fixing broken items
The scout must be a part of the planning
 and the fund raising.
3) Not on Council property or part of a BSA
  Activity or Property

Can not do Eagle Projects on the Scout
 Camps or Visitors Service Center.
Remember this is a COMMUNITY SERVICE
 PROJECT So municipal parks are
 acceptable sites
4) Not for a direct gain for the Scout Unit

Building a Scout Hut or improving a Scout
 hut is not acceptable.
Building a nature trail at your sponsoring
 organization’s place that scouts as well as
 others may use is acceptable
4) Must not be a fund raiser in itself—must
  have a purpose for the fund raiser

                   Example:
Buying a defibrillator is not acceptable, but
buying a defibrillator and then teaching CPR
classes to certify people in its use is
allowable—
5) It can not be an extension of an existing
  Eagle project Nor can two prospective
  Eagle Scout candidates work on the same
  project
     The Key Requirement
         The Scout must show

      LEADERSHIP
Think of the project as a Troop Project and
the Eagle Scout as the SPL of the Project
   Not the Patrol Leader of the Project
               The Proposal
The Eagle Scout Candidate must write a proposal
             of his service project:

The best way to determine if you have included
   enough information in the proposal write up is:
Is this proposal complete enough that another
   Scout would be able to use it to do your project
   from beginning to end exactly or better than you
   would do it without your being present!
Use the Eagle Scout Workbook
 This workbook and a ―Quick and Easy
 Guide‖ to the workbook is found on the
 Milton District Web Site:
www.miltonbsa.org
Advancement Tab then under Eagle’s Nest

There are many forms of the Eagle Scout
 Booklet—USE ONLY THE ONE ON THE
 MILTON WEB SITE!!
             A BIG FIRST
• Before you let a scout start the Eagle
  Scout project write-up have him attend the
  Life to Eagle Seminar
• Same time and night as Eagle Board of
  Reviews
• He will receive a certificate of attendance
THE WRITE UP
       The Secret Revealed
The tendency of the scout is to do the
 description first then write the present
 conditions etc.
HAVE THEM WRITE THE STEP BY STEP
                 FIRST
Then when he does each section have him
  read the step by step and then write the
 section. Read the step by step and write
  description, material, supplies, helpers,
               schedule etc.
The following will describe each of the
 sections as they appear in the Eagle Scout
 project Write-up in that specific order

Have your scouts stick to the order
Creativity on the write-up scheme does not
 get extra credit.---JUST COMPLAINTS
        GENERAL ISSUES
1) Number all pages including attachments
2) Put a header or footer on every page
   stating Joe Scout Eagle Project
3) All attachments must be referenced to
   somewhere in the text.
4) All attachments have a title and label
   (attachment or appendix A or 1 etc)
5) Include a copy of your Life to Eagle
   Attendance certificate
              Cover page
• Remember to write complete addresses
  including city state and zip code
• Unit No.: Include unit with number—
      Troop 2000 not T2000 or 2000
• Unit advancement committee person’s
  name Address Telephone No.—
This is the person all correspondence with
  Atlanta Council for Eagle Board of
  Reviews will occur
       Project Description

• Describe the project you plan to do.

• Key words here are brief description---don’t care
  about history or past
• State WHAT NOT HOW you will do with a
  brief explanation
   What group will benefit from the project?
Benefitting Organization                        Telephone No
Name of religious institution, school or community



Street Address             City State                Zip code

              Basically who is your sponsor or
             Who are you Helping?
 My Project will be of benefit to the group
                 because:
• Why—BUT Briefly
      Don’t fill with Jibber Jabber!!
• If necessary might want to include a
  brief description of organization if
  needs explaining
• For example working at your church is
  obvious but saying working at the
  Drake house— Few might know what
  type of charity the Drake house is
The project concept was discussed with the following representative of
              the group that will benefit from the project.

This concept was discussed with my unit leader on           Date


Representative’s Name Date of Meeting
Representative’s Title Phone No.

This is the person who is signing your project and
  will be agreeing that you completed your project.

Saying Liaison or chairman really doesn’t say
  anything because it could be the organization or
  the unit—state Church Scout Liaison, etc
  THIS MUST BE FILLED OUT BEFORE SUBMITTING TO DISTICT
Project Details
         Present Condition
• What is the present condition. Why is your
  project necessary

 PICTURES are worth a thousand words
   Use pictures when ever possible and
              reference to them
These pictures are the justification for the
 need of your project
    Plans / Drawings / Designs
    This is architectural type drawings or schematics or diagrams.
                     Not written step by step plans

• Need to visualize what you want to accomplish and how (if building
  a bench include schematics and instructions---if taken from a book
  or internet source needs to be referenced properly
• Each Drawing/Diagram should have a Title and Attachment Letter
  (B or 2 etc, ―Bench Construction Diagram‖, B3 etc.) and be
  referenced in this section
• Include a diagram of what the finished product/project should look
  like if appropriate. Landscaping or benches this is possible,
  collections or blood drives this is not possible.

• Any zoning or legal writings, specific specifications by community
  pertaining to your project
The plans don’t have to be your original
 design. They can be from a book or web
 site etc.

Credit must be given to the author or it is
 Plagiarism.

Quote the author, the source exactly as you
 would for a report for school
    If the plans are your original design
              Make them neat!!!
          State it’s your own design


  USE A RULER, WRITE NEAT…

A sloppy diagram or sloppy write up infers
  the work on the project will also be sloppy
              Materials


Materials are used and can not be reused
e.g. wood, nails, paint, stain concrete etc.
• Be specific what exactly are you buying. Each
  item should have the proper dimensions
  (Inches, feet; liquids- quart, gallons (shrubs) 5
  gal or 10 gal, etc.
• Screws or nails don’t say 1 say 1 box of #8
  screws or on materials list Instead state #8
  Screws size (e.g.1.5‖) ____ box(es) of 100
• Don’t say plants but specifically what plants
  (proper or common names)
• Lumber specific wood size (2’x6’ etc) treated or
  untreated pine, cedar etc
• Cement or Sand. Don’t say 5 bags instead
  state 5 20lb bags of Sand etc.
• Paint or stain…Don’t say 2 cans; it is 2 one
  gallon cans etc.
• Material Provided By       Needed      Cost Cost


              Sub total___________
                 (don’t forget tax)

Provided by---where are these materials coming
   from. Home Depot, a specialty store.
If you are donating an item put your or your family’s
   name and in parenthesis (donated) and the cost
   of the donated item…Another scout might not get
   that item donated. Don’t say donated by me.
                Supplies
• The extras for example paper for
  diagramming, pencils, car wash soap,
  paper clips, rope, sandpaper, paper cups,
  trash bags, nylon strings or spray paint for
  marking areas, buckets etc. Can fall in here
• If supplying bottled water instead of Cooler
  of water for drinking.
• Include items needed as part of fund raising.
• Lunch
    Provided By     Needed Cost Cost

             Sub total___________
             (don’t forget tax)

Same as Materials
                  Tools
• What tools to you need, include all, mops
  brooms, shovels, saws, paint brushes,
  files, sanders, etc.
• Safety goggles, work gloves can go here
  or under supplies if you are supplying
• First Aid kit
• Cell Phone
• Water Cooler for drinking
• Tool      Provided By        Total Needed
                  Sub total_________
            Total cost of project_______
                        (don’t forget tax)

• Include cost of donated items because some one
  else might not be so lucky to get them donated…

• Don’t need to price donated or borrowed
  tools…assumed everyone can borrow tools except
  special power tools that will need to be rented like a
  jackhammer, chain saw, wood splitter, cement
  mixer etc—

• Rented tools costs needs to be included here
Step-by-Step Instructions



This is the heart of
    the project
     Very specific so
      Anybody
can build it equal or better
 than you-- just by reading
   your project proposal.
                First Step
 First step is usually fundraising
 BUT Fund raising details belongs in the
 Financial Plan Section!

Step 1: Fundraise for the project see details
  in Financial Plan
                is more than sufficient
         Second Step

Procure materials, supplies and
             tools

        How and who
    Model Airplane Approach
• When you build a model airplane are the
  instructions one sheet a paper with a
  bunch of steps
                      OR
• Is there some instructions with a diagram
  specific to those instructions and then
  some more instructions with a diagram
  specific to those instructions
Lets Build a Cello Rack
Which would be
easier to follow
This
•   Assembly
•   Use diagrams 4 and 3.
•   Constructing the cello rack
•   Use the drawn instructions at the beginning of the step-by-step instructions for where to drill holes
    and put screws.
•   Gather materials.
•   Five 6‖x 12‖
•   Three 6‖x 72‖
•   One plywood 6‖x 72‖
•   Two 6‖x 36‖
•   Two small plywood sides
•   Place two (2) 6‖x 72‖ parallel to each other
•   Place one (1) 6‖x 12‖ in between on each side of the two boards. Mark and drill holes using the hand
    drill; screw boards in place one side at a time. Use the metal angle to keep the boards at right
    angles. This should create a rectangle.
•   Measure and mark the places for the three remaining 6‖x 12‖ boards to be placed. They should be
    placed 15.5‖ apart. Mark, drill holes, and screw.
•   Hold in place two (2) 6‖x 36‖ and mark and drill holes on one side of each board. Hold the ends of
    the two boards vertical to the ends of the base structure already built. Check to be sure it is level and
    screw together.
•   Hold in place the 6‖x 72‖ and mark and drill holes on both ends. Hold behind and perpendicular to
    the two 6‖x 36‖ boards, check to make sure that the boards are at right angles with a metal angle and
    screw into place.
•   Hold in place one (1) small plywood side and mark and drill holes. Be careful not to line holes up
    with any existing screws. Make sure the plywood side is flush with the rack and screw in place.
•   Repeat step G for the other side.
•   Hold in place the plywood 6‖x 72‖ and mark and drill holes on the straight side. Make sure that the
    holes only line up with the 6‖x 72‖ board. Hold the plywood in place and screw in place.
OR THIS
•   Cutting Wood
•   On the 48”x 96” ply wood measure and cut five (4) major sections using
    diagram 1
•   6‖x 96‖
•   6‖x 96‖
•   36‖x 36‖
•   36‖x 60‖
•   Put one (1) 6‖x 96‖ aside
•   On the other 6‖x 96‖ measure 72‖ and cut. Put the 6‖x 72‖ aside and discard the
    6‖x 24‖
•   On the 36‖x 36‖, measure and cut it into two (2) 18‖x 36‖ sections
•    Using diagram 4, measure 2‖ on the 18‖ side and 6‖ on the opposite 36‖ side.
    Using the chalk line, connect the two measurements making a 34‖ long diagonal
    line and cut.
•   Repeat step D on the other 18‖x 36‖
•   On the 36‖x 60‖ using the chalk line divide it diagonally and cut. This should
    create two (2) 36‖x 60‖x 70‖ right triangles.
•   Using diagram 5 and measure the triangle into five sides. Look at diagram 1 for
    the positions of each measurement. From the right angle measure 30‖ and 54‖.
    From the 54‖ mark measure 2‖ across using the metal 90-degree angle. From
    the 30‖ mark measure 6‖ across using the metal 90-degree angle. Using the
    chalk line, connect the 2‖ and the 6‖ mark. Once all measurements are checked
    with diagram 1 and 5, cut.
•   Repeat step G on the other triangle.
•   After all of these steps are completed there should be a 6‖x 96‖ , 6‖x 72‖ , two
    cello sides, and two bass sides.
• Using diagram 2 measure and cut the
  2”x 6”x 8ft lumber.
• Board 1: measure two (2) 36‖ sections and
  one (1) 24‖ section and cut.
• Board 2: measure one (1) 72‖ section and
  cut. Save the 24‖ section.
• Board 3: measure one (1) 72‖ section and
  cut. Save the 24‖ section.
• Board 4: measure one (1) 72‖ section and
  cut. Save the 24‖ section.
• Board 5: measure five (5) 12‖ sections and
  one (1) 24‖ section and cut. Discard extra
  board.
• Board 6: measure one (1) 54‖ and cut.
  Discard extra board.
• Board 7: measure one (1) 54‖ and cut.
  Discard extra board.
• Boards 8, 9, 10: make no cuts.
•   Using diagram 3, on one side of the 6”x 72” plywood,
    measure and cut.
•   From end point R measure 8.25‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   From point R measure 25.75‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   From point R measure 43.25‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   From point R measure 60.75‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   Cut all four (4) of the 3‖x 3‖ squares out.
•   Using diagram 3, on one side of the 6‖x 96‖ plywood, measure
    and cut.
•   From end point R measure 11.25‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   From point R measure 34.75‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   From point R measure 58.25‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   From point R measure 81.75‖
•   Using the metal angle, measure down 3‖, over 3‖, and up 3‖. This
    should create a 3‖x 3‖ square.
•   Cut all four (4) of the 3‖x 3‖ squares out.
•   Assembly
•   Use diagrams 4 and 3.
•   Constructing the cello rack
•   Use the drawn instructions at the beginning of the step-by-step instructions for where
    to drill holes and put screws.
•   Gather materials.
•   Five 6‖x 12‖
•   Three 6‖x 72‖
•   One plywood 6‖x 72‖
•   Two 6‖x 36‖
•   Two small plywood sides
•   Place two (2) 6‖x 72‖ parallel to each other
•   Place one (1) 6‖x 12‖ in between on each side of the two boards. Mark and drill holes
    using the hand drill; screw boards in place one side at a time. Use the metal angle to
    keep the boards at right angles. This should create a rectangle.
•   Measure and mark the places for the three remaining 6‖x 12‖ boards to be placed.
    They should be placed 15.5‖ apart. Mark, drill holes, and screw.
•   Hold in place two (2) 6‖x 36‖ and mark and drill holes on one side of each board. Hold
    the ends of the two boards vertical to the ends of the base structure already built.
    Check to be sure it is level and screw together.
•   Hold in place the 6‖x 72‖ and mark and drill holes on both ends. Hold behind and
    perpendicular to the two 6‖x 36‖ boards, check to make sure that the boards are at
    right angles with a metal angle and screw into place.
•   Hold in place one (1) small plywood side and mark and drill holes. Be careful not to
    line holes up with any existing screws. Make sure the plywood side is flush with the
    rack and screw in place.
•   Repeat step G for the other side.
•   Hold in place the plywood 6‖x 72‖ and mark and drill holes on the straight side. Make
    sure that the holes only line up with the 6‖x 72‖ board. Hold the plywood in place and
    screw in place.
Thus the advantage of
 detailed instructions
    with diagrams
You have to convince the reviewer and
 ultimately the district Advancement
 Chairman that you know what you are
 doing.

They are not blindly going to trust that you
 know what you are doing and will do a
 good job. They want to see that you know
 what you are doing
              Obvious pit falls
• Include what it should look like when finished
• Diagrams showing the location that objects will
  be located at when finished
• Finishing---sanding, painting, sealing
• Anchoring or securing or cementing
• Ensure anchored part is LEVEL and cures
  LEVEL
• If power tools used make sure to CLEARLY
  state, who measures the item, who marks the
  item and who operates the power tool-in helper
  section
Don’t Forget cleanup
         Financial Plan


You have the total cost from materials,
Supplies, Tools---now how do you finance
                    it.
             First things first
Need to show on the proposal the finances
First part should be the following

Cost of materials/supplies/tools $________
Value of donated items (minus) $________
Amount needing to be fund raised$______

                   (don’t forget tax)
It’s a good idea to have extra money for
   unforeseen issues that will arise.
Don’t forget many fund raising adventures
have a cost to them (materials, supplies
and sometimes tools) and that needs to be
included in the proposal cost statements
Next: How will you
 secure funding
1) Ask the sponsoring organization or
specific businesses for funding

Make an appointment
Wear your uniform
Bring a letter specifically requesting what you want of
them (money list amount or specific item donations)
A copy of your proposal for them to keep
Presentation material (poster display pictures etc
A copy of the Unit (via Sponsoring Organization)
    IRS 501 (c)3 form
2) Do a fund raiser
Examples: Car Wash (when no draught)
Bowlathon, dinner, yard service, baby sitting
  service, garage sale, sell candy bars, movie
  night, Vacuum out, Concert, Bake sale,
  Crab Cake Dinner, Troop Dinner
 Sky’s the limit on imagination
You will need to show your profit Margin

 NO RAFFLES, BINGO, Gambling Ponzi etc
3) You can solicit funds from the community, by
  personnel requests either by a table at the
  Church, School, Grocery Store etc

           Door to door in the community
              State how you will distribute flyers
           (Remember USPS Laws about mailboxes)


             Letter writing campaign
    Has costs such as stamps and envelopes
If you write letters to send out requesting
   donations, copies must be in your
   proposal, referenced to in the text and
   placed in the proposal as an attachment
   with a title and Label (e.g. attachment L
   fund raising letter)
             Giving Point
        On line philanthropic Service
In July 2009, GivingPoint became a public
   charity to help teens find and fuel their
                civic passion.

 Works on a point system and the points
 become donated dollars at the end of the
                  project
   HOW IT WORKS FOR TEENS:
      FOUR EASY STEPS

• Step 1: Teens create an account profile on
  www.mygivingpoint.org
• Step 2: Teens can begin to immediately earn points if
  they:
• Learn about causes and take the service learning
  quizzes; post friend-raising and fundraising projects to
  help their causes; track volunteer hours; blog and upload
  pictures about community service experiences; invite
  other teens to join GivingPoint
• Step 3: Teens can request a grant to support a cause
• Step 4: Teens can view/download their civic transcript
  and realize their full community impact
 For every 500 points you earn, you can
 apply for micro-grants for your favored
               nonprofits.
Take the Grant money and either pay
back a loan to yourself via your unit

                  OR

Start a Eagle Fund at your sponsor
Organization
 WHAT TEENS CAN DO TO EARN POINTS
                           Based On calendar year
Time      5 points per hour, up to 5000 points per year
Talent 10 per hour, up to 5000 points per year
Treasure 1 point per every 5 dollars fundraised through GivingPoint, up
                  to 1000 points per year
Quiz        10 points per quiz (only awarded once per quiz)
Profile     10 points for completing your profile (picture, certain number
                  of fields)
Blog Entry 5 points per entry (min 50 words), up to 100 points per
                  year
Project       25 points per project once approved, up to 250 points per
                        year
Inviting Friends 5 points for every friend that join, 250 points per
                          year Affiliating
Non-Profits       5 points for affiliating with a Non-profit, up to 20 points
                               per year
You must show where your funding
         is coming from:
If it is one source then state that source. If
   this source has nothing to do with the
   project then an explanation as to why they
   are donating is required
If it is from multiple sources then a ledger or
   statement of donations needs to be
   included IN THE PROPOSAL
NOTE: The Ledger must be FILLED OUT
   COMPLETELY and included in the final
   report.
         Ledger
Name   Date   amount Check
                     number/cash
Who keeps the ledger?

Rather than I do---
          Project treasurer best person
                  Checks
•   Who do checks get made out to:
•   Eagle Scout
•   Eagle Scout Family
•   Unit
•   Sponsor of Unit.
•   Separate Fund
Don’t forget to use the users of the project
 as a source of contribution letters rather
 than hitting up the troop or your neighbors

Fixing a playschool playground the parents
  whose children are a better source of
  revenue than your troop or neighbors who
  don’t care about this particular Pre-School
              Receipts
Many donor would like a receipt for taxes.

Include a copy as an attachment with
proposal
          Who can’t donate
• Funds from illegal activities, including
  gambling or BINGO
• Funds from alcohol, smoking or drugs

Organizations that run against the principles
 of scouting are not good sources, e.g.
 Loveshack
         Family Donations
 It was decided by the Milton District
 Advancement Committee that Scouts and
 their families (any relation from parent to
 53rd removed cousin):

May contribute up to 25% of the total gross
 cost of the project.
Baby sitting or lawn service other earned
 money by the eagle scout candidate can
 only be used in the family 25% limit rule

However if the scout creates a service that
 uses other workers (Lawn service or
 babysitting service) where the money
 earned goes toward an eagle project
 rather than paying the workers; any of this
 money may be used no limit.
It is acceptable for you or your family to
pay for snacks, lunch or refreshments or
bottled water, under the scout is courteous
rule, in addition to the 25% rule
          What is plan B
What do you do if your fundraising idea is
not good enough to fund the project.

Do you have another idea or do you keep
doing this fund raiser until you have
enough
               Overage
What do you do with excess monies?

Usually you give it to the sponsor you are
helping.
If it is another organization explain why? Why
the organization you are helping is not good
enough for the extra money

Make sure sources of income know
that extra money goes to a different
place than the project recipient.
             Schedule
How much time will you need to complete
this project?

Don’t just say 104 hours or 3 days

Need to know how many hours per day
and how many days
              Man-Hours
 One of the determinants of whether the
 project is of large enough scope is by
 looking at man hours.
The reviewer will look at how much time the
 project took as well as the number of
 helpers required.

We calculate man hours the scouts don’t.
                 Pitfalls
Fundraising takes time
How much time is spent on the actual
 fundraiser and how much time must
 elapse before going onto the next step

Example: if you are doing a letter writing
 campaign how many weeks do you allow
 for the return envelopes
                        Choice one
Fundraising Day 1 9am to noon
Wait two weeks and then

Pre Work Day 1 6pm to 8pm purchasing materials at Lowes

Work Day 1 9am to noon
Measure, cut and sort wood into kits

Work Day two 8:30am to 5:00pm with 30 minute lunch break build all 6
  benches

Work Day 2 8:30am to 5:00pm with 30 minute lunch break transport and
  install benches

If needed: Work Day 3 8:30am to 5:00pm with 30 minute lunch break
               Choice Two
Fundraising Day 1 9am to noon
Wait two weeks
Pre Work Day 1 6pm to 8pm purchase supplies

Work Day one 8:00 am to 9:00 am
  Quartermasters prepare work site
9:00am to 915am Orient the crews
9:15am to noon Scouts measure wood, adults cut
  wood, quartermasters sort wood into kits
Work day 2
8:00am to 9:00 am Quartermaters prepare
  work site
9:00 to 9:15 Orient Crew Leaders
9:15 to noon assemble benches
Noon to 12:30 Lunch
12:30 to 4:00pm finish benches
4:00-5:00 Cleanup
Work Day Three
8:00am 8:30 am Quartermaster load up truck
  and deliver benches and tools to work site
9:00- 9:30 am Quartermasters unload truck
  and set up work site
9:30 am to 9:45 am Orient team leaders
10:00 to 12:00 Cement Benches in place
12:00-12:30 Lunch
12:30-4:30 Finish cementing benches
4:30-5:30 Clean up
       Work Day Four (if needed)
         8am to 5pm or finish

Finish any part not completed in previous
                 work days
     I don’t want or need an hourly
              clock report
8:00-9:00 set up
9:00-9:30 orient team leaders
9:30-10:00 build base of benches 1-3
10:00-11:00 build seats of benches 1-3
11:00-12:00 build backs of benches 1-3
12:00- 12:30 Lunch
12:30-1:30 build base of benches 4-6
1:30-2:30 build seats of benches 4-6
2:30-3:30 build backs of benches 4-6
3:30-4:30 Stain all 6 benches
4:30-5:30 Clean up
 It is better to be ahead of schedule than to
 explain why you were behind on schedule

• Remember to include extra days if necessary to
  finish the project. If you think you will need only
  1 day of fundraising and 2 work days; schedule
  for 2 fund raising days and 3 work days. This
  way if you need the extra time you are not
  behind on the schedule and then need to explain
  it as a variance to your project (end of project
  descriptions).

• Also this allows for inclimate weather.
  Written/Printed Information
List each Attachment by Letter and Title
This is the table of contents of the attachments
• A Before Photos
• B1 Project Site Plan
• B2 Bench Construction Drawing
• Etc.       Don’t forget Sign-in, Sign-out Sheet
  For Record Keeping, fund raising flyers, maps,
  Letters soliciting funds, articles advertising in
  newspaper etc.
      Helpers / Workers

      Who are you leading,
   How are you getting these
   volunteers and How are you
          leading them
How are you keeping track of them
 1) State your source of volunteers
Any one can help you!
Can be but not exclusive to Scouts
Neighbors
Family
Church members
Friends
Male or Female
Youth and Adults
     2) How are you soliciting for
             volunteers
Announcement at troop meeting
Volunteer sign up sheet (sample as attachment)
Flyer (sample as attachment)
Email (sample as attachment)
Announcement at school
Poster at church (sample as attachment)
Facebook (sample as an attachment)
How are you organizing or leading
 How are you showing leadership

• List teams and their functions
• Who leads these teams

• For example the team leader of
  fundraising crew might be the project
  treasurer
• Or leader of the Quartermaster crew might
  be the Quartermaster
               Numbers
• How many Youth will you require:
Per crew
Per day
Per Project
• How many Adults will you require:
 Per crew
Per day
Per Project
                      Example
The following crews will be used for the project

• Fundraising Crew Lead by the Treasurer
• Will consist of 4 youth and two adults
This crew will man a table outside the church during
   Sunday services with a poster display of the project.
   They will accept all donations and answer questions
   about the project
All donations greater than $20.00 will be logged on the
   ledger sheet by the Treasurer
The Treasurer will turn all money in to the Troop Treasurer
• Quartermaster Patrol:

• Will consist of 4 youth and 2 adults
• Will be lead by the quartermaster and their responsibilities
  will be to purchase all materials, Supplies and tools
• Make sure all donated supplies are at the work site
• Make sure all borrowed tools are at the work site
• The work site is set up and ready for the work crews prior
  to their arrival
• Sort the materials into kits for the work crews
• Make sure all borrowed tools are returned to their owner in
  equal or better shape than they were borrowed
• Help in transporting materials to works sites
       NOTE:

Almost every project
      needs a
QUARTERMASTER!
• Measuring patrol:
  Will consist of 4 youth
  Will measure wood and make marks for
  cutting/drilling patrol

• Cutting/drilling patrol
  Will consist of 2 adults
  Will cut and drill wood based on
  measurements from measuring patrol
• Assembly patrols—2 patrols
  Will consist of 4 youth per patrol with an
  assigned crew leader
  Will assemble benches
  (each patrol will assemble 3 of 6 benches)

Securing patrol 2 patrols
 3 youth per patrol with one of the youth
 being an older scout
 Will dig the holes and cement the benches
 in place
So how may youth and adult will
 you need each day and total for
 the project?
        Tracking Volunteers
How will you keep track of the time people
 volunteer for your project

Log sheet for volunteers with sign in and
  sign out time Include as an attachment
  This attachment (handwritten filled in)
  MUST be in the final writeup
        Adult Supervision


• Minimum of two adults AT ALL TIMES

• At least ONE of the adults MUST be Youth
  Protection Trained.
            Adult Leaders?
You do not have to have adult leaders.
In fact if you state you will have adult
  leaders and one of them can not attend
  the project because of work or illness you
  need to find another leader or you must
  explain a variance in the final write up.
  With that in mind state two adults and if
  you happen to get leaders to volunteer all
  the better for you.
             Named Ones
If you name a specific individual will attend
   then that person needs to attend. If they
   can not due to illness or work you either
   have to postpone your project or do the
   project but the project now has a variance
   that needs to be explained in the final
   write-up
          KEEP IT SIMPLE!
  Just state:
―There will always be at least two adults
  present at all times during the project

 At least one of these adults will be BSA
 Youth Protection Trained
               Work Site
List all sites the project will take place at:
Work houses, project sites, fund raising sites
      Properly list the Places
Work site 1:
Kopel Residence (not my house)
5315 Skidaway Drive Alpharetta GA 30022
Make reference to map(s)

Work Site 2:
ETC.
                    Key
Do not use specific written directions from a
   specific place.
Think of it this way:
If some one from National BSA was coming
   to see this project will these maps be
   enough (with a general Atlanta area map)
   to find the site.
CAN YOU FIND THE
  WORK PLACE?
Aerials don’t work well for worksite
              Location
 This one?




Too Much Zoom
  This one?




Not zoomed enough
This works well
Remember map of site or campus showing
 where the project is taking place on that
 site or campus
Aerials work great for at the
         worksite




  WATER SOURCE
                      SAW YARD


       WORK SITE
             Transportation
  Best way to state it---and you
  may plagiarize this line:
 ―For all helpers under the age of eighteen,
 transportation to and from the work sites will be
 the responsibility of the Scout’s, or helper’s (if
 not a scout) parent or guardian or as arranged
 by his/her parent or guardian.

All volunteers over the age of 18 will be
  responsible for their own transportation‖
         Material Transport

How are materials or project parts going to
be transported to the work sites

   Truck, Suburban, Mini Van, 20 cars,
   Trailer etc
   Sherpas and pack mules are acceptable
              Tour Permit
• Is required anytime car pooling is
  utilized in any form

• Since Tour Permits are on line leave a
  page blank for tour permit

• Expectation is approved tour permit in final
  writeup
                       Safety
•   EVERY PROJECT REQUIRES:
•   First aid kit
•   Cell Phone
•   Knowledge of where the closest hospital is in the
    event of an emergency—State the name of this
    Hospital—reference to attachment

    Might not use tools that maim but there is a risk
    of heart attacks, objects in the eye or stupid Boy
    Tricks like throwing rocks and hitting another
    person
Map from Worksite to Hospital
    Emory Johns Creek Hospital: 770-454-2006
     6325 West Johns Crossing, Duluth, GA 30097
        Directions to Hospital

• Emory Johns Creek Hospital: 770-454-2006
  6325 West Johns Crossing, Duluth, GA 30097
• Directions
• 1:Start out going SOUTHEAST on SKIDAWAY DR
  toward SKIDAWAY CT.0.3 miles
• 2:Turn LEFT onto STATE BRIDGE RD.1.1 miles
• 3:Turn LEFT onto MEDLOCK BRIDGE RD / GA-141 N /
  PEACHTREE PKWY.3.5 miles
• 4:Turn SLIGHT LEFT onto W JOHNS XING.0.3 miles
  5:Turn LEFT.<0.1 miles 6:End at Emory Johns Creek
  Hospital:
  6325 West Johns Crossing, Duluth, GA 30097, US
                  Power Tools:

• Only Scouts over the age of 16 or Adults may operate
  power tools.
• Power tools are defined as tools that can maim, e.g.
  electric (plug in or battery) saws, drills, chain saws,
  bobcats, augers etc… Battery operated Electric Screw
  drivers or sanders are acceptable for any scout to use.
• Only Adults may operate:
        log splitters or chain saws Nail guns
• All operators of power tools MUST wear eye protection
  +/- gloves whether it is battery operated or plug in.
• If you are cutting wood Basic Totin Chit rules apply…You
  need a saw yard or safe saw area that is roped off or
  limited access room, only sawer and helper inside.
     Goggles, Masks and Gloves
        Are masks needed?
• Power tools masks optional unless power sprayer
• Sanding +/- mask
• Spraying sealant, Painting +mask when spraying or
  spray painting
• Is special equipment necessary for protection (rubber or
  neoprene gloves when chemicals (weed Killer) are
  used? Be aware of hazards, and how to deal with them.
  For example, if the chemicals are deemed hazardous,
  only adults should use them to spray weeds, etc. and the
  adults should wear breathing protection, skin protection,
  etc.
        Other Safety Issues
• If Special Equipment is used a lecture in
  safe use of the equipment is necessary
• Are the scouts going door to door
  collecting items---BUDDY System used
• Any other safety features required
  Car wash or Vacuum out—orange vests
  for traffic control—one way routing of
  traffic
                OTHER:
• A Tour permit will be required:
• If the activity is deemed to have a degree
  of danger to it… (e.g. canoeing to the site,
  SCUBA Diving, other water related events,
  rock climbing to get to site, Bulldozers
  used etc.) as determined by the District
  Advancement Chairman
• Car pooling is used
           Signature Page
 THIS NEEDS TO BE SIGNED BEFORE
 SUBMITTED TO DISTRICT:

You need to send a copy of the signatures with
 your proposal submission
                     OR
The Eagle Advisor states in the Email
 transmission that the signatures have been
 obtained and are on file.
Approval Signatures for Project Plan
Project plans were reviewed and approved by

____________________________         ___________
Religious institution, school,  Date
or community representative
____________________            __________
Scoutmaster/Coach/Advisor       Date
_____________________                 __________
Unit Committee member           Date
______________________          ____________
Council or district advancement        Date
committee member
Attachments
Ledger for funds Attachment -1
Name   Date    Amount   Check #
Make sure the rows and columns are large
      enough to support the data
     Receipt Attachment 2

Donation Receipt Date: Thank you for
 your tax deductable (IRS 501 (c) 3
 donation in the amount of
 _________________for Joe Scout’s
 Eagle Project to supply Christmas
 Stockings to the children supported by
 the Children’s Restoration Network.
IRS Form 501 (c)
  Attachment 3
       Volunteer sign up sheet
           Attachment - 4
Name      Telephone   Email   Day
                              volunteering
       Volunteer Hours
        Attachment- 5
Name   Date   Time in    Time out
                     Letter for Donations
                        Attachment 6
Attachment D: Letter for money donations
Dear First Last Name,

I hope your year is going great. I have been extremely busy preparing my Eagle project. To achieve
the rank of Eagle Scout, which is the highest rank in Boy Scouts, you must earn twenty-one or more
merit badges, along with other difficult and challenging achievements. Although these achievements
are very important for the rank of Eagle Scout, the dominant and most important qualification is to
carry out a project worthy enough to be considered an Eagle project. My project will consist of
building three high quality benches for my school, Providence Christian Academy. They would be
placed on the walkway next to ―the Green‖ an area between the High School and Elementary
buildings, and would serve a practical purpose for students and staff. Also they would serve to add
curb appeal for the school. The benches will be made from wrought iron, and the brick planters will
act as legs.
Part of the Eagle project is raising enough money to build your project. The money raised will be
used for the following materials: brick, sand, block, mortar, rebar, and concrete, along with the
custom built wrought iron benches. Money will also be needed to pay for the masons who will assist
me in the building of the benches. If you would like to help me accomplish my Eagle Scout project
and reach the highly distinguished rank of Eagle, you may donate money at this time. Any donation
would be much appreciated. Checks can be made payable to Troop 143 – Joe Scout Eagle
Project, and they are tax deductible. I hope you will be pleased with the outcome of my Eagle
project, and I thank you for the part your family plays in my Eagle Scout project.

Sincerely,
Joe Scout Eagle Scout Candidate Troop 1
         Flyer to Solicit Volunteer
               Attachment 7


   My name is Joe Scout I am currently a life scout working on my
  eagle project. My project is to replace old benches in Azalea Park
   located in Roswell with new benches that I need help building. I
  can use all the help that I can get so if you can please stop by to
             help me out that would be much appreciated.
                         Dates: X, XX- X, XX
                    Who: anyone that can help
    What: help me with building benches for my eagle project
              Where: at azalea park located in Roswell
                   When: this coming weekend
If you have any questions about what time to come and how to
        get to the park please contact me at 404-840-6711
               Next Step


Unit Eagle Advisor reviews the proposal and
 when he feels it meets all the criteria just
 mentions, he forwards it to the District
 Advancement Chairman for approval
       The Review Process

The District Advancement Chairman will
 forward the proposal (usually
 electronically) to two members of the
 District Advancement Committee (Eagle
 Advisors or volunteers from the units of
 the District.
The two other District Advancement
 Committee members will send their
 review/opinion to the District Advancement
 Chairman
The District Advancement Chairman will
 send a summary review (the Chairman’s
 plus other two reviewers’) to the Eagle
 Advisor of the Scout submitting the
 proposal
                NOTE


A scout MAY NOT START his
project until it has been approved by the
District Advancement Chairman
             The Verdict
  The Project is either:
1) Sent back for corrections to be
  resubmitted again when the flaws are
  corrected
                OR
2) Approved:
To speed scouts along we have two forms of
  approval:
            After Review
 Usually with rejection or approval changes
 that are required are listed in the review

These are not suggestions but what is
 required for a District Signature
The Eagle advisor should review the Review
 and compare it to the amended proposal
DO NOT SEND THE NEXT EDITION
 OF THE PROPOSAL UNTIL YOU
    HAVE REVIEWED IT AND
 CHECKED IT OFF AGAINST THE
      DISTRICT’S REVIEW


YOUR SENDING IT, IS GIVING
  ME YOUR WORD ALL IS
 COMPLETE AS REQUIRED!
  30 Day Conditional Approval
  This means the project is sound and will be
  approved with some corrections.
• Usually this is granted electronically and
  the scout will need to obtain the District
  Advancement Chairman’s signature
• There also might be minor corrections the
  scout will need to address before signature
  is given.
Since the project is sound we allow the
scout to start fundraising and purchasing
materials however he MAY NOT START
the actual physical part of the project until:


  The District Advancement
   Chairman’s Signature is
           obtained
Conditional approval is only good for 30
 days. After that all work on the project
 must cease (including fundraising until the
 proposal is signed.
              Approved


Once the District Advancement Chairman’s
 signature is obtained the project may
 proceed as described by the scout
Final Write-Up
    Carrying Out the Project
Hours I Spent Working on the Project
• Keep a notebook in your pocket---log
  every call, every letter, every second you
  spend on the project---the time will add up
• Keep a Log or sign up sheet for volunteers
  Use the one you used in the proposal
Include completed Volunteers time sheet (sign
  in sign out sheet)—The one you used in the
  proposal.

Include a log sheet of your time spent on the
  project.

Your time begins when the project is accepted;
 any work after that counts toward the project
 total hours
         Fill out the numbers
Hours I spent:  Planning the project
                       Carrying out the project
     Total hours I spent working on the Project

Hours Spent by Scouts, Venturers, or Other
Individuals
Working on the Project
Total number of hours peers worked on the project
Grand total hours spent by me and other youth on the
project.
Total hours spent by Adults to complete the project
Materials Required to Complete
          the Project
Can state same as what was planned
however the following materials needed to
be added--- Include specifics on what was
added and the extra cost.
Or
Can submit a whole new list with prices
              Financial
List all donations, Who donated and What
            amount they donated.

Have the completed financial ledger sheet

   Use the ledger sheet you had in the
                 proposal

What did you do with any excess funds?
ALL MONIES MUST
 BE ACCOUNTED
      FOR

  WITH A ZERO
   BALLANCE
                 Changes
*****This is a most important
section and the one that is most
heavily reviewed******
List all changes from the plan including extra
materials and how extra cost was covered
Include changes in planned schedule and how it
was worked out
Any other road blocks---what did you do to handle
the situation?
The signed proposal is a contract the scout
 made with the sponsor organization and
 with Scouting.
ANY deviation to this contract MUST be
 explained as to what the deviation was,
 why it was necessary and what was done
 because of this deviation.

ANY deviation no matter how small or large
 must be explained
      After Photographs

       ****EXTREMELY
         IMPORTANT…
*****Can’t judge the project unless can
  visualize what was accomplished*****

Don’t put incriminating pictures in (e.g.
  violations of the safety precautions
Approvals for Completed Project

Start Date of Project ____ Completion date of Project ____
This project was started and has been completed since I received the
Life Scout rank, and is respectfully submitted for consideration
__________________________ ________________
Applicant’s Signature                   Date

The project was planned, developed, and carried out by the candidate
___________________________            _________________
Signature of Scoutmaster/Coach/Advisor         Date

___________________________                   _________________
Signature of representative of                        Date
religious institution, school, or community
               NOTE:
Project must be completed by 18th birthday


                 BUT
  Signatures may be obtained after 18th
                Birthday
 Statement of Ambitions and Life
            Purpose

You DO NOT need to fill this out when you
 are submitting your project for District
 Approval….
Only need this when you finish your
 project and are submitting for your
 Board of Review.
  Letters of Recommendation
• Do not need while working on Eagle Project
• Do not need them when submitting an
  Application to Council for a Board of Review

• MUST HAVE ALL
  RECOMMENDATION BY BOARD
  OF REVIEW NIGHT –No exceptions
• Note the word LETTERS is missing
  from this statement
           Rules for Letters of
           Recommendation
The scout is only to name and deliver to the
 individual a request for a letter of
 Recommendation

After that he is not to have any contact with
  the individual, regarding the letters of Rec

The Eagle Advisor is responsible for follow
 up nagging etc for the letters
Problem Solving –Letters of Rec
The Eagle Advisor may call the references and
  hound, nag etc for a written copy of the letter.

Emails are acceptable
The Eagle Advisor may speak to the reference on
  the telephone and then give a summary to the
  Board of Review.
Conference Call prior to the scout entering the
  BOR
Hard copy of the recommendation is
            not required
   Board of Review Rules


A scout may sit for a Board of Review
after his 18th Birthday so long as all of
the requirements have been met prior
to him becoming 18
          Requirements
      All Merit Badges completed

        Leadership completed

Leadership Project completed (signature
      can occur after 18th birthday)

       Scoutmaster Conference
            Signatures
              Again the:

       Applicant’s Signature
      Scoutmaster’s Signature
   Committee Chairman’s Signature

Can be obtained after the 18th Birthday
  A Scout must sit for the Board of review no
  longer than 90 days after his 18th Birthday

If it is greater than 90 days he must petition
   the Council Advancement Chairman and
   explain the delay
If it is past 6 months the scout must
petition National BSA and explain the
delay. National will then decide whether
the scout may sit for a Board of Review.
    GOOD LUCK
May the Force be with You!

				
DOCUMENT INFO
Description: Business Proposal Letter for Cake Store document sample