Boy Scout Troop 534. Policies and Procedures. Revised August 2011

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1 Boy Scout Troop 534 Revised August 2011 Chartered to Briarcliff United Methodist Church 4105 Briarcliff Road, NE Atlanta, GA 30345

2 Table of Contents 1.0 Introduction Troop Schedule Regular Troop Meetings Patrol Leaders Council Committee Meetings Boards of Review Court of Honor District Roundtable Troop Campouts and Outings Summer Camp Scout Sunday Troop Website Uniforms and Equipment Boy Scout Field Uniform Merit Badge Sash Order of the Arrow Sash The Uniform Bin Troop Equipment Scout Participation and Definitions Boards of Review Demonstrate Scout Spirit Be Active Serve actively for x months Eagle Palms Court of Honor Parent and Adult Participation Youth Protection Training Adult Scout Roles and Parent Participation Alcohol, Drugs, or Tobacco... 7 Revised August 2011 Page # ii

3 5.4 Membership Scout Leaders Scoutmasters Assistant Scoutmasters Troop Committee Chartered Organization Representative Troop Committee Chairperson Troop Treasurer Troop Advancement Chairperson Outdoor Activities Chairperson Fund Raising Chair Secretary Equipment Coordinator Membership Chair Chaplain General Troop Committee Members Troop Outings Trip Permission Forms Medical Annual Medical Form Medications EpiPens or Emergency Inhalers Summer Camp Equipment Trip Commitment/Payment Trip Food Trip Attire Transportation Summer Camp Purpose of Scout Summer Camp Summer Camp Payment Revised August 2011 Page # iii

4 9.3 Adults at Summer Camp High Adventure Scouting Fees Recharter and Registration Troop Dues Fund Raising Friends of Scouting Conduct and Disciplinary Action Revised August 2011 Page # iv

5 1.0 Introduction Boy Scout Troop 534 is charted to the Briarcliff United Methodist Church (BUMC) and operates under the rules and regulations of the Boy Scouts of America. Current rosters of troop members, parents and leaders are available on our website in the protected documents area. The Guide to Safe Scouting, BSA Publication Number 34411, is used as the guide for current policies and procedures for safe activities. The Guide to Safe Scouting is available online at or the Program Center of the Boy Scouts of America. Questions about the Guide to Safe Scouting may be directed to the Scoutmaster, Health Officer or Outdoor Chairperson. While sponsored by Briarcliff United Methodist Church, Troop 534 is open to boys of any religious background, race, or ethnicity. 2.0 Troop Schedule The troop schedule is divided into a number of different activities that are described in the following sections. 2.1 Regular Troop Meetings Troop meetings are held every Monday at 7:30 p.m. until 9:00 p.m. A troop holiday schedule will be passed out at the beginning of each school year. Our Troop follows the DeKalb County School System holiday schedule. Typically Monday holidays are observed by the troop. However occasionally we schedule meetings on those holidays if needed for planning outings. During June and July, we typically only meet twice per month. 2.2 Patrol Leaders Council Elected leaders (Senior Patrol leader, Assistant Senior Patrol Leader(s), Quartermaster, Troop Guide(s), Scribe and Patrol Leader of each patrol) meet at the discretion of the Senior Patrol Leader and the Scoutmaster to plan the future activities of the troop. The roster of troop leaders is on the website. 2.3 Committee Meetings The Troop Committee meets once a month, the date of which is determined by the Committee Chair and the Committee. We encourage at least one parent (or guardian) of each boy to become a registered adult and participate on the Troop Committee or as an Assistant Scoutmaster. Troop Committee members are responsible for supporting the Troop. 2.4 Boards of Review After completing the requirements for a rank advancement, each scout will meet with the Scoutmaster for a Scoutmaster conference. Upon completion of a Scoutmaster conference, a scout will schedule a board of review with the Advancement Chair. A Scout must wear his full uniform, including badge sash (see uniforms and equipment section) and bring his Scout Handbook to participate in a Board of Review. Revised August 2011 Page # 1

6 Boards of Review are conducted by Committee members. Troop Leaders (Scoutmaster and Assistant Scoutmasters) and parents of their own son do not sit on the scout s Board of Review. 2.5 Court of Honor A Court of Honor, to recognize scouts who have received rank advancement and/or badges, is typically scheduled twice a year - May and September. A Court of Honor typically takes the place of a regular Troop meeting. It is the custom of the Troop to have a covered dish dinner prior to the Court of Honor. 2.6 District Roundtable Adults of the Troop should attend an informational and continuing education meeting on a monthly basis. The purpose of the meeting is to present current plans for the District and to provide on-going opportunities for training in the operation of Boy Scout Troops. The Troop Schedule will provide a listing of the time and location of the meetings. District roundtables are currently taking place at BUMC. 2.7 Troop Campouts and Outings There is one campout or other Troop activity held each month. It is left to the discretion of the Patrol Leaders Council, along with input from the Scoutmaster and approval of the Troop Committee, to create the final schedule each year for campouts and outings. You are encouraged to review the current schedule of events available as a separate handout at the beginning of each scout year. Additional copies of these schedules, if needed, are available from the Outdoor Chair or the Committee Chair. 2.8 Summer Camp Troop 534 attends at least one week at a resident camp operated by a Boy Scout Council. The plan for the week-long summer camp is finalized during the previous scouting year, usually during early spring in order to obtain a reservation at the desired summer camp. Summer camp offers the scouts the opportunity to earn Merit Badges based on age and rank, participate in high adventure activities and complete certain requirements for advancement in rank. If you have any further questions about summer camp that are not included in this document, please speak with the Summer Camp Coordinator, Scoutmaster or Committee Chair. 2.9 Scout Sunday The United Methodist Church observes Scout Sunday on the second Sunday of February, or when is otherwise noted in the schedule. Regardless of religious affiliation, all scouts in Troop 534 are requested to attend services on that Sunday at Briarcliff United Methodist Church (our sponsoring organization), in full field uniform, if this does not conflict with their own religious beliefs. During the service the Scouts perform a flag ceremony and act as ushers. Revised August 2011 Page # 2

7 2.10 Troop Website The Troop maintains a website, where most information may be obtained and where a current calendar of events and rosters of scouts and adult leaders are maintained. 3.0 Uniforms and Equipment It is the policy of Troop 534 that all scouts should wear the official uniform of the Boy Scouts of America (excluding the troop neckerchief) to all Troop meetings and on all Troop sponsored outings. Scouts should also bring their Boy Scout handbook, pen, and paper to every meeting. 3.1 Boy Scout Field Uniform The Boy Scout Field Uniform consists of the official uniform shirt and pants (or shorts) including the following accessories: Green Shoulder bars Scout belt Troop approved neckerchief Scout socks Troop Approved hat (if any) For regular weekly Troop meetings, uniforms need only include official uniform shirt and green shoulder bars. For Boards of Review, Courts of Honor and other occasions determined by the Patrol Leaders Council, the full field uniform should be worn. The shirt is to be equipped with the following insignia: American Flag patch (typically already attached) Atlanta Area Council patch Troop numbers 534 World Scouting Badge The scouts' current badge of rank Leadership Patch (Senior Patrol Leader, etc.) Patrol Patch Other insignia as approved by the Boy Scouts of America as indicated in the official Uniform Guide may also be attached, and include, but are not limited to, Order of the Arrow Lodge flaps, Jamboree Patches and Den Chief shoulder ropes. The Activity uniform typically consists of a Troop Activity t-shirt or any Scout related t-shirt (e.g. summer camp, jamboree, etc.) with scout pants or shorts. When participating in outdoor activities, the Activity uniform should be worn, except in cases where High Adventure Activities require certain equipment and clothing. Revised August 2011 Page # 3

8 3.2 Merit Badge Sash Merit badges are worn on a Merit Badge Sash as soon as they have been earned. The Merit Badge Sash is not worn at Troop meetings. The Merit badge Sash is worn for Boards of Review, Courts of Honor and Scout Sunday. The Merit Badge Sash is only worn over the right shoulder. It is not worn folded and looped through the belt and it is not worn at the same time as the Order of the Arrow Sash (see below). 3.3 Order of the Arrow Sash The Order of the Arrow Sash is worn at any Order of the Arrow event. The OA Sash is worn instead of the Merit Badge Sash. 3.4 The Uniform Bin Troop 534 maintains a uniform bin used by the Troop. Parents are encouraged to review the clothing available in the bin and to donate any outgrown items. The uniform bin is open during any Troop Meeting. On occasion, adult uniforms may be available. 3.5 Troop Equipment Troop 534 has camping gear available for each patrol to include: dutch ovens, pots and pans, plastic tubs for washing dishes, lanterns and stoves. Other miscellaneous gear is also available and may be obtained by the Patrol Leaders from the Quartermaster. The Troop also has some tents, lightweight packs, sleeping bags and other miscellaneous outdoor gear. Scouts must request use of all equipment from the Quartermaster and are responsible for returning the gear in good and clean condition. 4.0 Scout Participation and Definitions The following sections are provided to assist the Scouts, their parents, the Scout Leaders and the Troop Committee in working towards the common goal of making the Scouting experience happy and successful, but providing a detailed description of some of the requirements for advancement. 4.1 Boards of Review It is a National Policy that all Scouts must participate in a Board of Review for all Rank advancement. Committee Members are requested to serve on Boards of Review. Scout Leaders (the Scoutmaster and the Assistant Scoutmasters) cannot participate in a Board of Review. The parent(s) of a scout must not be part of that scout s Board of Review. The Advancement Chairperson schedules Boards of Review for all ranks up to Eagle Scout. Eagle Boards of Review are conducted by the District and are scheduled through the District Advancement Chair. The Troop Advancement Chair will assist the Eagle Scout in this process. Eagle Boards of Review normally consist of three persons, a district representative and two Troop representatives. Unit Leaders for the Eagle Scout candidate may not serve on the BOR. The Scoutmaster will introduce the candidate to the Board. With the Eagle Scout candidate s permission, the Scoutmaster may remain in the room seated behind the candidate to observe. The Scoutmaster does not speak during the BOR. Revised August 2011 Page # 4

9 4.2 Demonstrate Scout Spirit All ranks have this advancement requirement. Scout spirit applies to how a Scout lives and conducts his daily life. He shows Scout spirit by being a role model to his peers, living by the Scout Oath and Law. The concept of Scout spirit is not based on how many Scouting events or outings a Scout attends, but rather by how he helps bring out the best in others as a reflection of his own character and attitude in life. 1 This requirement is signed off in our Troop as part of the Scoutmaster conference. Ranks through First Class have the requirement to discuss four (4) different points of the Scout Law and how the Scout demonstrates them in their own life. If the Scoutmaster has a concern about a Scout, they may hold a Scoutmaster conference before the rank advancement conference. The Scoutmaster may at his or her discretion talk to the parents about this requirement. 4.3 Be Active The rank requirements for Star, Life, and Eagle have mandatory time periods that a scout must be active in his troop to advance in rank. The definition of active is defined by national standards and is not subject to troop modification. A Scout will be considered active in his unit if he is: 1. Registered in his unit (registration fees are current) 2. He has not been dismissed from his unit for disciplinary reasons. 3. He is engaged by his unit leadership on a regular basis (informed of unit activities through Scoutmaster Conference or personal contact, etc.) The unit leaders are responsible for maintaining contact with the Scout on a regular basis. The Scout is not required to attend any certain percentage of activities or outings. However, unit leaders must ensure that he is fulfilling the obligations of his assigned leadership position. If he is not, then they should remove the Scout from that position. 2 Scouts should inform their unit leader if they cannot be present for regular troop meetings and activities. For example, if participation in a sport will prevent them from attending troop meetings for a period of time, the unit leader needs to know this. But during this time the scout should stay informed of the troop s activities and try to attend any meetings or outings if at all possible. If the Scout does not initiate communication, the unit leader is to contact the Scout and ask if the youth wishes to remain in Scouting. If the answer is negative, then the unit leader should no longer communicate with the Scout. If the answer is affirmative, the unit leader should provide the unit Ibid Revised August 2011 Page # 5

10 calendar. After six months of nonparticipation, the unit leader may cease to contact [with] the youth and drop them from the unit at recharter time Serve actively for x months The rank requirements for Star, Life, and Eagle have this requirement. and Eagle each require six months. Star requires four months, Life Before a Scout is elected or appointed to a position of responsibility, or assigned a leadership project for the troop, he must be aware of the responsibilities and time commitment. If a Scout is not fulfilling his responsibilities then a Scoutmaster conference should be held to determine the reason(s). If a Scout is unable, or unwilling, to perform the duties of the position, then he will be removed from that position by the Scoutmaster. There are a number of things common to all positions of responsibility. These are: Set a good example Wear the Scout uniform correctly Live by the Scout Oath and Law Show Scout spirit Setting a good example means that the scout is attending troop meetings and outings on a frequent basis. If he is not there to perform his duties, then he is not setting a good example as a leader to the other Troop members. Wear the Scout uniform correctly means that the Scout will have his current position patch sewn on his uniform along with all other required patches. He will take pride in his uniform and wear it for all meetings and when traveling. 4.5 Eagle Palms Be active in your troop and patrol for at least 3 months after becoming an Eagle Scout or after the award of last Palm. See section 4.3 Be Active. Make a satisfactory effort to develop and demonstrate leadership ability This is a requirement that should come from a Scoutmaster conference with the Eagle Scout. Depending on the needs of the Troop this may be to serve in a leadership position like Senior Patrol Leader or Troop Guide. This is not a time requirement. The Scoutmaster must be satisfied that the Eagle Scout is fulfilling this requirement. 4.6 Court of Honor At the Court of Honor, the achievements of the scouts are recognized before the Troop and their parents. They are usually held on a Monday night in place of a regular Troop meeting, two to three Boy Scout Requirements book Revised August 2011 Page # 6

11 times a year. A meal will be held before the ceremonies begin. These meals are typically pot luck dinners. Members of the PLC are responsible for the program. 5.0 Parent and Adult Participation In the tradition of Boy Scouts, Troop 534 strives to emphasize leadership of the Troop by the scouts. It is an important part of the scouting program that emphasizes the boy run, adult guided experience for both scouts and their parents. 5.1 Youth Protection Training It is a mandatory requirement that all adult leaders and merit badge counselors complete Youth Protection Training on a regular basis. This is offered as an on-line course from the National Council and does not require that a person have a registered position with the troop. We encourage all parents to take this training even if they are not holding a specific position of responsibility. This training should be completed by November 1 of any year to allow time to have the updated information available for re-chartering. 5.2 Adult Scout Roles and Parent Participation Troop 534 is not a drop off Scouting experience. We ask that all parents participate in their son s scouting experience in some way. Parents have the opportunity to join the Troop Committee, including applying for or being named to a sub-committee or committee chair position, or applying for a position as an Assistant Scoutmaster. Training for these positions is available by our Troop Training Chair and the District. We strongly encourage each adult to attend the District Training. We have learned that parent participation is in direct proportion with the Scout enjoying and committing to scouting. All leaders must register with the Boy Scouts of America, and all must be approved by the chartered organization and the Troop Committee Chair (in consultation with the Troop Committee.) Scoutmasters and Assistant Scoutmasters are required to be uniformed. Adults serving scouting in uniform are called scouters. Scouters hold titles such as Scoutmaster, Assistant Scoutmasters, Troop Committee Chairperson, etc. The troop asks that all scouters, as well as parents who are interested, attend training that is offered by the district or on a troop level. 5.3 Alcohol, Drugs, or Tobacco In keeping with the requirements of the Guide to Safe Scouting, no alcohol or drug consumption is allowed on any scout outing, including campouts, fund raisers, regular scout meetings, Courts of Honor, Boards of Review or Troop Committee meetings. Troop 534 also asks that adults NOT attend any of the above-named functions, nor serve as adults at any scout function having consumed alcohol. We feel the boys need to attend a scout meeting or function in an environment free of drug and alcohol use. Revised August 2011 Page # 7

12 Tobacco use by scouts is prohibited. where scouts are in attendance. Adults who use tobacco must remove themselves from the area 5.4 Membership In advance of completing the re-charter application, information on the scout and his parents is updated. A current roster and program for the year are available on the Troop website. Information about upcoming trips, troop committee meetings, regular scout meetings and generally all information about the troop is sent by to the troop. If you do not have access to , please notify the Troop Committee Chairperson 6.0 Scout Leaders 6.1 Scoutmasters A Scoutmaster is the mentor of the Senior Patrol Leader and attends meetings of the Patrol Leaders Council (PLC). The Scoutmaster presents items to the Troop Committee from the PLC when appropriate. The Scoutmaster acts as the intermediary between the PLC and the Troop Committee and presents items to the Troop Committee at the request of the PLC. A Scoutmaster conducts Scoutmaster Conferences. A Scoutmaster makes sure the Senior Patrol Leader is on task with fulfilling the programs instituted by the Patrol Leaders Council. The Scoutmaster serves at the pleasure of the Chartered Organization and Troop Committee. He or she may be removed only by joint action of the Chartered Organization and Troop Committee. 6.2 Assistant Scoutmasters Assistant Scoutmasters serve with the Scoutmaster s supervision to guide the youth in their experiences as Scouts. Assistant Scoutmasters serve at the pleasure of the Scoutmaster and Troop Committee. They may be removed only by joint action of the Scoutmaster and Troop Committee. This does not preclude the Scoutmaster s authority to dismiss a leader from a troop activity for cause, pending later action of the Troop Committee. The Assistant Scoutmasters also serve as mentors to the patrol leaders and assistant patrol leaders. A list of the current Scoutmaster and Assistant Scoutmasters are available on the Troop website. 7.0 Troop Committee 7.1 Chartered Organization Representative The Chartered Organization Representative is a member of Briarcliff United Methodist Church and serves as an interface between the pastor and elders of the church and the troop. 7.2 Troop Committee Chairperson The Troop Committee Chair is responsible for scheduling, setting the agenda and chairing the Troop Committee meetings, and interfacing on a regular basis with the Scoutmaster. The Chairperson serves at Revised August 2011 Page # 8

13 the pleasure of the chartered organization. He or she may be removed at the discretion of the chartered organization. The Committee Chairperson recruits members to fill the Troop Committee and is responsible for overseeing all committee members. 7.3 Troop Treasurer The troop treasurer is responsible for: 1. Mentoring, along with the Troop Secretary, the scout holding the position of Scribe; 2. Maintaining the troop bank accounts and ensuring that sufficient funds are available to cover authorized expenses; and 3. Collecting and disbursing funds for special activities such as camping trips, and other activities organized by the troop. 7.4 Troop Advancement Chairperson The Advancement Chair is responsible for: 1. Maintaining records of advancement for scouts; 2. Identifying merit badge counselors either from within the resources of the Troop, or from the district; 3. Scheduling Boards of Review; and 4. Producing Courts of Honor 7.5 Outdoor Activities Chairperson The Outdoor Activities Chairperson will work closely with the Patrol Leaders Council, the Scoutmaster and the Committee to: 1. Collect information relating to proposed Troop outdoor activities from the Senior Patrol Leader through the Scoutmaster; 2. Make reservations for camping trips and other special outdoor activities in consultation with the Senior Patrol Leader and the Scoutmaster; 3. Ensure that the appropriate tour permits are filed with the council office prior to all trips; 4. Ensure that the troop permission forms (kept up to date by the Membership Chair) are taken by the Scoutmaster or an Assistant Scoutmaster on each outing; 5. Ensure that the current health forms, for both adults and scouts, and a copy of the Guide to Safe Scouting are taken by the Scoutmaster or an Assistant Scoutmaster on each outing; 6. Ensure that the first aid is kept stocked (with help from members of the troop with medical training, or familiarity of the Boy Scout Handbook) and taken on each outing; 7. Coordinate transportation and other required adult resources; and 8. Maintain information required on the tour permit for each adult leader/driver. Revised August 2011 Page # 9

14 7.6 Fund Raising Chair The Fund Raising Chair works in conjunction with the Patrol Leaders Council and the Troop Committee in planning and coordinating all fund raising activities, including, but not limited to, the pumpkin patch at BUMC, car washes, district popcorn sales and garage sales. 7.7 Secretary The Secretary is responsible for: 1. Mentoring, along with the Troop Treasurer, the scout holding the position of Scribe; 2. Taking and distributing minutes of the Troop Committee meetings and other activities the Troop Committee Chair may assign. 7.8 Equipment Coordinator The Equipment Coordinator works with the Quartermaster in maintaining an inventory of troop equipment. The Equipment Coordinator, at the Quartermaster s request, will inform the Troop Committee when new equipment needs to be purchased. 7.9 Membership Chair The Troop Membership Chair is responsible for re-chartering the Troop, and collecting and maintaining both the medical forms and permission forms from both adult and scouts. The Membership Chair will ensure that the forms are kept in binders. He/she is also responsible for the annual Friends of Scouting effort explained in detail in section 11.4 Friends of Scouting Chaplain The Chaplain serves a mentor to the Chaplain s Aide, as well as the coordinator for Religious Awards available for scouts General Troop Committee Members In addition to the Chairperson positions listed above, a General Troop Committee Member serves on the Troop Committee as a voting member. We expect and encourage at least one parent or guardian of each boy to become a registered adult member of the troop and participate as voting members on the Troop Committee. Troop Committee meetings are held monthly and any parent wishing to attend is welcome. Other members of the Troop Committee may be asked to attend Executive Committee meetings from time to time. 8.0 Troop Outings A calendar of monthly outings is presented by the PLC to the Troop Committee for the scouting year at the end of each spring. This program is developed by the PLC and the Scoutmaster during late spring of the preceding year. Troop 534 tries to maintain a strong program of outdoor activities. Registered Revised August 2011 Page # 10

15 parent attendance on these trips is strongly encouraged. A minimum of two deep Adult Leaders is required for all outings. Some of these trips may require advance preparation. Please assist by making your plans early as they affect these trips. Adults camp as their own patrol, NOT with the boys and their patrols. Adults participating in trips need to have adult patrol meetings prior to each activity to discuss their patrol responsibilities (menus, special help from adults with specific skills pertaining to the activity, etc.). 8.1 Trip Permission Forms Troop 534 uses a non-expiring trip permission form. campouts. This form must be signed before attending any 8.2 Medical Annual Medical Form It is a requirement of the Boy Scouts of America that a medical form be completed for each scout and adult leader on an annual basis by a licensed medical professional. These forms are kept on file and will accompany the Troop on any outing. It is the responsibility of the parents or guardian of the scout to ensure that the contact information on this form is complete and accurate. In case of injury requiring medical attention this form will be provided to the responsible authorities. Medications Medications listed on the annual health form must be provided in original prescription containers for all outings. Scout Leaders must be aware of all prescriptions, over the counter medicines, homeopathic medicines, or vitamins used by the scout. This information would need to be provided to health care professionals in case of emergency. For this reason we require that parents complete a Medication Log Form for each outing. This will be used to make sure your scout has access to their medications at the proper time. Prescription medications required on an emergency basis should always be provided for any outing. Be sure to bring medications in the appropriate containers, and make sure that they are NOT expired, including inhalers and EpiPens. You SHOULD NOT STOP taking any maintenance medication. 4 Special storage requirements (ex. refrigeration) must be discussed in advance with the Leaders responsible for the trip. Scout Leaders will not administer any prescription medications. They will provide safe storage for medicines and oversee the scout when they are taking their medications. Unlabelled containers (ex. a bag of pills) are not acceptable. Prescription medications have to be in a prescription bottle or container. All medications should be placed in a zip lock bag with the scout's name clearly marked with permanent marker. 4 Annual BSA Health and Medical Record Revised August 2011 Page # 11

16 EpiPens or Emergency Inhalers Any scout who requires medications that must be administered on an emergency basis must have these in their own possession. They can be kept in a pocket, fanny pack, or day pack that always is in close reach of the person. The scout must be able to self-administer any of these medicines. Scout Leaders can assist your son if required. Summer Camp It is important that your son have a safe and fun experience at camp. Troop 534 attends Summer Camp at facilities sponsored by Boy Scout Councils. Each camp has a Health Officer who is a doctor, nurse, paramedic, or trained first responder. The camp Medical Lodge has facilities to store medications that require refrigeration. If your son requires a medication that must be injected and he cannot handle it himself, the Troop Health Officer and Scoutmaster must be consulted. The Troop Health Officer will discuss your son s medical needs with you prior to Summer Camp. 8.3 Equipment The Troop has gear (all cooking utensils, stoves, lanterns, tarps, etc.) available for each patrol. It also has a limited number of tents, sleeping bags and backpacks. All equipment is checked out by the patrols from the Quartermaster. It is expected to be returned clean and in working order. The Quartermaster will inform a patrol leader if the equipment is returned in an unacceptable condition. Equipment returned in unacceptable condition will be immediately returned to the patrol leader. 8.4 Trip Commitment/Payment Commitment to attend a weekend outing is expected a minimum of 2 weeks in advance. Certain designated trips will have a mandatory two week advance signup requirement. Each patrol has a cook and a menu selected by the scouts and approved by the Scoutmaster. Food costs are shared by the patrol and normally range from $10 to $15 for a weekend. Payment of the food fee is required no later than the Troop Meeting prior to the trip. This allows the Patrol Cook to have cash in hand to purchase his supplies and scale the menu plan for the number of scouts attending. Scouts who have not paid the food fee on time are removed from the outing roster by the Scoutmaster and the parents notified. Summer Camp, High Adventure Trips, and certain other outings have their own schedules to sign up and pay fees. 8.5 Trip Food When Patrol attendance has been decided for an outing, a cook is selected. The cook is responsible for creating a menu with input from the patrol that satisfies nutritional needs as well as food allergies or other restrictions. This menu has to be approved by the Scoutmaster. The cook is responsible for purchasing the food and preparing it for transport. The cook also creates a duty roster for the patrol that includes all cooking and cleanup activities. The cook directs completion of all tasks. Revised August 2011 Page # 12

17 8.6 Trip Attire The Field Uniform ( Class A ) should be worn while traveling on trips. During the remainder of the outing, attire appropriate for the weather conditions is expected. We encourage all scouts to wear the Troop t-shirts when appropriate. 8.7 Transportation Parents are requested to arrange for prompt delivery and pickup of their scouts from campouts. Please remember that according to the Guide to Safe Scouting, adults on trips can transport a minimum of two scouts only if another adult is in the car. Parents need to understand that scouts are required to return troop equipment in their equipment to the Quartermaster upon return to the church. The equipment has to be inspected and approved for check-in before the individual scouts are allowed to leave for home. Please allow your son to assume the responsibility by allowing time for this task to be accomplished. On occasion, parents, in addition to the registered adults will be required to provide transportation to a camping location. In order to be a driver, you must have your car and insurance information registered with the Outdoor Chairperson prior to the campout. On the return from campouts and other trips, the trip leader will contact a designated Troop representative when the group is approximately 45 minutes away from their arrival back at the Church. That representative will then attempt to contact a parent of each scout attending to notify them to be at the church at the designated arrival time. Parents are asked to be prompt, but to also allow their scout to stay until unloading of all gear and required clean up has been completed. 9.0 Summer Camp The Troop typically attends a resident camp which is run either by the Atlanta Area Council or another Boy Scout Council. In the past, the Troop has attended the Woodruff Scout Reservation, the Rainey Mountain Scout Camp, Powhatan Scout Camp and Camp Daniel Boone. 9.1 Purpose of Scout Summer Camp Summer camp enables a scout to develop scouting skills, leadership and independence that is not possible on weekend trips. A diligent scout can earn three to five merit badges in only one week. This concentrated advancement makes summer camp highly recommended for all scouts. Also, new scouts are particularly encouraged to attend summer camp. There is always a program for new scouts that help them satisfy requirements for advancement in rank in a comprehensive, yet rapid format. 9.2 Summer Camp Payment The cost of summer camp varies according to location, but includes the camping fees and food. Payments for summer camp are made in partial payments beginning in January. Parents should expect some miscellaneous expenses for their scout to cover the costs such as materials used in merit badge classes or personal incidentals. Revised August 2011 Page # 13

18 Scouting is not to be denied because of financial reason from any boy. Camperships covering a part or the entire camp fee will be made available for those needing assistance. The Atlanta Area Council provides camperships to Atlanta Area Council camps to scouts in need of financial support. Additionally, funds are available from other sources, including a budget line item in the Troop 534 budget to ensure that scouts are not denied the opportunity to participate in weekend or other Troop organized activities. 9.3 Adults at Summer Camp Adult leadership must be provided by the Troop for the entire week. Consider spending part of your vacation in Scout Summer Camp. Adults pay an equivalent fee to the amount charged to the scouts. Most Scout camps provide partial fee reimbursements for adult leaders based upon the number of scouts in attendance. It has been the practice of the Troop Committee to defray a part of all the camp fees for registered leaders. For those adults that are unable to spend an entire week with the Troop, there may be an opportunity to split/share a week at camp with another adult leader. If you are interested in volunteering as an adult leader at summer camp, please contact the Scoutmaster, Troop Committee Chair or Charter Organization Representative. In accordance with resident camps and Troop 534 policy, parental visits are allowed only during the designated family night at the camps (if they exist). It has been our experience that homesickness subsides after one or two days (at most) and the reappearance of parents/family members tends to renew the homesickness. If facilities are available, an adult leader at summer camp will often send an to briefly report on the boys. Our summer camp coordinator will provide more detailed instructions, answer questions and assist with the merit badge class sign-up in the months before summer camp High Adventure One of the most exciting activities afforded by scouting is a trip to one of three National Boy Scout High Adventure Bases and similar venues. These locations are the Philmont Ranch (backpacking, rock climbing, horseback riding, etc.) in northern New Mexico, the Northern Tier Canoe Base (canoeing, fishing) in Ely, Minnesota, and Florida Sea Base (crew sailing - both large and small sail ships/boats, SCUBA, snorkeling and Huck Finn style camping on small islands) in the Florida Keys and the Abaco Islands in the Bahamas. There is a minimum age requirement for attendance at all of these camps. Troop 534 has attended all three National High Adventure camps and has also organized an independent High Adventure trip to the Bahamas for SCUBA and snorkeling. These trips must be planned at least a year in advance for registration, conditioning and training. Special fund raising efforts are required for the transportation and special fees. The Scoutmaster or trip leader may demand that a scout withdraw from planned participation in a trip if the scout is not able to handle the needed requirements or is not participating in the scheduled preparation outings. Revised August 2011 Page # 14

19 11.0 Scouting Fees As with any other organization there are certain fees associated with membership in a Scout Troop. The following is some information about registration fees and Troop dues Recharter and Registration Troop 534 must renew its charter with BSA before January of each year. It has been the practice of the Troop to collect the fees necessary no later than December 1 immediately preceding the recharter application. Fees that are collected cover the registration of each scout and adult leader or committee member with the national organization, subscription fees to Boy s Life magazine if desired and other fees as required Troop Dues Troop 534 collects dues from each scout of $1.00 per week for all the weeks that the Troop is active. The scout himself is responsible for payment to the Troop Scribe. These dues are budget line items and are used to cover most of the costs of rank and merit badges and incidental fees incurred during the year. Dues must be current in order to vote in elections or to be elected to a leadership position Fund Raising To enhance the Troop activities, provide for shared Troop equipment, and provide for camperships from Troop funds, additional sources of funds are essential. Fund raising efforts will occur at various times of the year. The Fund Raising Chair will work with the Patrol Leader Council and the Scoutmaster to devise and schedule fund raising programs Friends of Scouting In addition to the Troop s fund raising activities, the national program conducts a solicitation of all parents called the Friends of Scouting or FOS. You will be presented a card for making your pledge or donation through the Membership Chairperson for our troop, usually at the Winter COH. Revised August 2011 Page # 15

20 12.0 Conduct and Disciplinary Action Each scout is expected to conduct himself with the highest standards in accordance with the Scout Oath and Law. Misconduct or repetitive inappropriate behavior will not be tolerated and will be recorded and remain in the Troop records. Examples of unacceptable behavior and misconduct, include, but are not limited to, fighting, profanity, purposeful destruction of Troop equipment, safety violations leading to the endangerment of others or self including failure to follow instructions, theft and willful disobedience to either scout leaders or adults. If such behavior cannot be altered by the boy himself, measures may be taken by youth and adult leadership to assure that the group is not adversely affected. Upon consultation of the Patrol Leaders Council with the Scoutmaster and the Troop Committee Chair, the following steps will be taken: First Offense Temporarily separating the Scout from the group during a Scout Activity until the Scout gets himself under control. The Scoutmaster, an Assistant Scoutmaster and the Senior Patrol Leader will talk to the boy about his misconduct and advise him regarding what further disciplinary action will be taken if his behavior is not modified. The Scoutmaster, an Assistant Scoutmaster and the Senior Patrol Leader will discuss the infraction with the parent/guardian when the Scout is picked up. Second Offense Removal from the Scout Activity, parent/guardian will be required to pick up the Scout, or arrange for transportation home from the activity immediately. Based upon the nature of the incident, they may also be banned from the next Scout Activity or for a set period of time upon the discretion of the Scoutmaster, an Assistant Scoutmaster and the Senior Patrol Leader. Parent/guardian will be fully informed verbally and in writing of actions and consequences. Fees paid for Scout Activity from which he has been removed will not be refunded. Third Offense Same as second offense, except a special meeting will be called which will consist of the Scout, Parent/Guardian, Scoutmaster, an Assistant Scoutmaster, Committee Chair, Charter Organization Representative and the Senior Patrol Leader to discuss dismissal from the Troop. If the infraction is of a more extreme nature including, but not limited to, possession of, use of, or threatening with a weapon of any kind and possession of, or use of illegal drugs and/or alcohol or tobacco, the behavior will result in the immediate expulsion from the Troop. Reinstatement to the Troop will be at the discretion of the Executive Committee. Revised August 2011 Page # 16