MILTON DISTRICT GUIDELINES FOR EAGLE PROJECT PROPOSALS For Life Scouts working toward the rank of Eagle, the Milton District offers a number of resources to help smooth the way. First and foremost are the booklets available through the Atlanta Area Council as well as the Milton District Web site (www.miltonbsa.org): 1) Life to Eagle Packet (usually printed with a red cover); 2) Eagle Scout Leadership Service Project Workbook (printed by BSA National; grey cover). A) The Life to Eagle Guidebook may be helpful, as the booklet provides a step-by-step guide that walks the Eagle Candidate through the Eagle Process as well as the Project Proposal preparation process. The Workbook itself is available either in hard copy from the Atlanta Area Council or on-line as a downloadable .PDF or .RTF (Rich Text Format) document from the Milton District Website (www.miltonbsa.org). Go to Milton District Web site, then to the programs sub heading, then advancement then Eagle’s Nest. B) Eagle Scout Leadership Service Project Workbook (printed by BSA National; grey cover). This booklet is the format for submitting an Eagle Project to the District for approval. It contains all the sections that must be considered for an Eagle Scout Project proposal to be considered complete. The District uses this format in reviewing project proposals. This Workbook itself is available either in hard copy from the Atlanta Area Council or on-line as a downloadable .PDF or .RTF (Rich Text Format) document from the Milton District Website (www.miltonbsa.org). Go to Milton District Web site, then to the programs sub heading, then advancement. This document, on the Milton District Web, site (in format 18-927), is in the officially accepted format by the Milton District. A scout may download this document and work on it via his computer. C) The Milton District Life to Eagle Seminars These are held the same night as Eagle Scout Board of Reviews, which is usually the fourth Thursday of the month (except December) at The Church of the Hills, Duluth, at 7:00pm. Scouts attending must be in scout uniform and be prepared to take notes. Attendance at this seminar is not mandatory, HOWEVER it is preferred that the scout attend because it is a tremendous aid to those scouts writing their Eagle Scout Project proposal. The seminar will first have Eagle Scout candidates who are awaiting Board of Review explain how they picked their project, any considerations, the proposal requirements as well as what it took to finish their project. The second part is a detailed explanation of the requirements of the project, which includes National, Atlanta Council, and Milton District requirements. There is also a question and answer period which allows the scout to ask questions he might have relevant to his specific project. A certificate of attendance for this seminar will be provided at its completion. D) Other aids The Milton District provides several other help items on its web site. Notably the Life to Eagle Seminar Lecture (power point) and The Quick and Easy Guide to the Eagle Scout Leadership Project Booklet are two excellent resources when writing your Eagle Scout Leadership Project Proposal. In addition to these resources, the Milton District has established several guidelines of its own for Eagle Scout Leadership Service Project Proposals. These are intended to help the Eagle candidate plan and execute the project in a way that is consistent with BSA’s Safe Scouting principles, and are summarized below. It is essential that every Eagle Candidate incorporate these guidelines into his Project Proposal to the greatest extend possible, within the constraints of the project. 1) First of all, the Candidate must ensure that his project will not be performed for a business’ betterment or be of a commercial nature, or be solely a fundraiser. Note there is no requirement to determine if the organization is a ―for profit or nonprofit type of organization, however when dealing with ―for Profit‖ organizations the scout must be very careful of some fine line limitations. If the scout’s program directly benefits the for profit organization it is prohibited, but if it helps the environment, community or community members rather than the for profit organization, his project is allowable. Such examples of this are: a) Building erosion dams to prevent erosion from the for profit organizations property running off into a river or community park (providing the "for profit" organization hasn’t been cited by the courts to fix the problem. b) Assisted Living Homes: Running or performing programs helping the residents while not replacing or taking the place of jobs that should be performed by the paid staff. c) Building or creating an item that the for profit organization would not normally create, e.g. a butterfly garden or meditation garden or vegetable garden on the property, which the residents would enjoy, but not really enhance the physical worth of the property---be careful for this walks a fine line. Say you build a nice garden with a waterfall and the ‖for profit‖ organization charges wedding parties to have their picture taken in front of your garden, your project is not allowable. 2) If there is a question of the allowability of a project, contact the Milton District Advancement Chairman for guidance 3) In the Workbook section on ―Helpers and Workers‖, the Eagle Candidate should try, to the extent possible depending on the specifics of his project, to use the ―Patrol Method‖ in organizing his helpers. That is, he should designate several older Scouts as ―Patrol Leaders or Team Leaders‖ for specific tasks or work shifts on the project, and train them to supervise the other helpers doing that task or working that shift. A Quartermaster or Quartermaster Patrol should also be utilized, whenever possible. Leadership is not only in building a project but also in, obtaining tools to be borrowed, purchasing materials as well as transporting materials. The Eagle Candidate himself takes on the role of ―Senior Patrol Leader‖ for his project, and focuses his supervisory efforts on ensuring that his ―Patrol Leaders‖ are leading their ―patrols‖ appropriately, the Quartermaster team has the appropriate materials and supplies on site. This has the benefit of simplifying the Candidate’s work during the execution of the project, as he should not have to supervise all of his helpers but can focus his attention on his ―Patrol/Team Leaders‖. It also provides a deeper leadership training experience for the Candidate and for the ―Patrol Leaders‖, and it builds on the established leadership structure of the Troop or Venture Crew. The words ―I will‖ should be replaced with ―we will’. 4) In the Safety section, the Candidate must specify that only adult helpers will use power tools that could pose a potential hazard, such as power saws, power drills, power augers, any gas powered tools, and so on. Small, battery-powered tools such as electric screwdrivers can be used by youth helpers on the project, with careful adult supervision. The candidate must state any safety concerns with the use of power tools, for example ―All operators of Power Tools must wear eye protection. If there is sawing then BSA rules for sawing must be followed such as a safe sawing area (roped or taped off, with only the person doing the sawing and a helper allowed in the ―saw Yard‖. 5) In the section on ―Adult Supervision‖, the Candidate must state that ―at least two adults will be present at all times during the project, and at least one of these adults will be BSA Youth Protection Trained.‖ 6) In the section on ―Transportation‖, the Candidate has two choices. a) A Tour Plan in which the candidate has also taken on the responsibility of arranging transportation for the helpers and materials b) Or if transportation is not the concern of the Eagle Candidate then he must state and follow, ―all helpers under 18 years of age will be driven to and from the work site(s) by their parents or guardian and/or as arranged by their parent or guardian. All volunteers over the age of 18 can be responsible for their own transportation It is unacceptable for the Candidate to simply state that the helpers will make their own arrangements to get to and from the work site – this conjures up images of Scouts hitch-hiking on GA 400 to get to the project! Reasonable car pooling is allowed without a tour plan. This is defined as the transportation is limited to the same town or town adjacent. This is analogous to a den trip to a local Fire department. Requirement for a tour plan is at the discretion of the District Advancement Chairman 7) Finally, please be sure that any documents listed in the section on ―Written/Printed Information‖, such as fliers, letters soliciting donations, blank sign-up sheets for fund-raisers and for the project, and log sheets for tracking the time spent on the project by the Candidate and by his helpers, are actually attached to the end of the Proposal as an Appendix. 8) Maps: The area the project is occurring needs to be identified with maps— a) A map of where the location is in relation to streets ( a city map) b) A map of where the exact location of the project is on the campus or park, so a stranger can find the exact location of the project. Financial considerations: Scouts must raise funds for the project. Personal funds from you or family (which includes mom, dad, sister, brother, grandparents, aunts, uncles, cousins, etc is discouraged; however you are allowed to have family (defined previously) to donate up to (but no more than) 25% of the total cost (gross expenses before donations, etc) of your project. A scout can not use babysitting or lawn cutting money he earned over by himself, BUT if he organized scouts to cut lawns or baby-sit and the money was turned over to him, then that is allowable, since leadership was involved. Fundraising can be accomplished by several methods. c) Putting on a Scout Uniform and soliciting donations/funding from the recipient of the project d) Utilizing a fundraising event such as a car wash, candy sale, setting up a booth at a public store etc., e) Putting on a Scout Uniform and going door to door seeking donations. f) Other methods approved in advance, by the District Advancement Chairman Whenever possible a scout should utilize the Patrol Method for fund raising. If fund raising methods such as a fund raising event or solicitation door to door are utilized, the scout will be required to show leadership through the Patrol Method. The scout must also state his plans if a shortage of funds occurs for the project as well as his plans for extra money raised for this project. 9) After the Proposal has been approved by the organization that will benefit from the project and by Both the Unit Advancement Chairman (and/or designated Unit Committee Member) and the Unit Leader, it must be approved by the Milton District Advancement Chairman. Whenever possible, this process can be facilitated by submitting the proposal for review electronically as an e-mail attachment before the hard copy is submitted. This simplifies communication and provides the opportunity for final corrections before the hard copy is ―locked in‖. All correspondence should come from the Eagle Scout Coordinator for the Troop, Crew or Ship, not the Scout. The Unit Eagle Scout Coordinator should review the proposal and have the scout correct it as needed before submitting to the District Advancement Chairman for review. The scout needs to submit a copy of his Life to Eagle Seminar Attendance Certificate. If a Certificate of Attendance is not included with the proposal, it shall be assumed that the scout did not attend the Life to Eagle Seminar. 11) If utilizing a hard copy of the Proposal, for District Advancement Chairman approval, it must be Submitted along with 3 complete photocopies of the original, including all drawings, photographs, signatures, and attachments. The scout needs to submit a copy of his Life to Eagle Seminar Attendance Certificate. If a Certificate of Attendance is not included with the proposal, it shall be assumed that the scout did not attend the Life to Eagle Seminar. The Unit Eagle Coordinator should review the proposal and have the scout correct it as needed before mailing it to the District Advancement Chairman for review. The original should simply be paper-clipped, not stapled or fastened into binders, while the photocopies should be stapled. The reason for this is that additional pages or replacement pages might be required by the District Advancement Committee, in order for the Project Proposal to be approved. Also identify the original by a ―post it‖ or ―sticky note‖ on it stating ―Original.‖ A self-addressed, stamped envelope should also be included if the signed original is to be returned by mail after approval. 10) Once the Eagle Scout Project Proposal is received, by the District Advancement Chairman, copies will be sent to other members of the District Advancement Committee, for review. Usually it will be two other members in addition to the District Advancement Chairman. A consensus review will be sent to the Life to Eagle Coordinator, of the unit, to be relayed to the scout. The Unit Life to Eagle Scout Coordinator will work with scout to make any necessary revisions and then resubmit to the District Advancement Chairman. 11) When the project is approved, the approval will be sent to the Unit Life to Eagle Coordinator to be relayed to the Scout. At the discretion of the District Advancement Chairman, the approved Proposal package may be: a) Mailed (only if a stamped envelope is included in the proposal packet) b) Delivered in person to a Unit Representative. Methods of delivery may include; delivering it at a Thursday District event such as Roundtable, Commissioner’s Meeting, District Committee Meeting, District Advancement Committee Meeting or Eagle Board of Review (the preferred route). c) Delivered in person to a Unit Representative at a District Activity event such as Scout Expo, District Camporee etc. d) E-mailed 12) Home deliveries (other than U.S Postal Service) to the District Advancement Chairman to review a project or deliveries of accepted Eagle Scout Project proposals to the Unit Life to Eagle Scout Coordinator’s home (other than U.S Postal Service) are NOT generally accepted procedures. 13) Contact the District Life to Eagle Coordinator or District Advancement Chairman for any questions or issues regarding an Eagle Scout Project proposal not covered in these guidelines.
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