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Practices, Policies & Procedures Manual |
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This document is a summary of current practices, both administrative and operational, of our Boy Scout Troop. It is meant to be a living document, that is, as the Troop grows and changes, this document must change too. The document is meant to be both an outline of Troop policies and an informational summary for Scouts and Parents. Some individual items, and the document as a whole have been approved by the Troop Committee. It may be amended as outlined below.
The Troop, as presently constituted, was first chartered in March 1993. In the early 1980s there was a Troop 313 chartered by St. George’s Episcopal Church but this Troop disbanded and its equipment was disbursed. Troop 313 is within the James River District (formerly the Chesapeake Bay District), Colonial Virginia Council. We are currently chartered by the Denbigh Blvd. Church of Christ. Weekly meetings are on Monday evenings at 7:00 p.m. in the Church meeting hall. One weekend each month is set aside for Troop camping, except for one or two months per year when a five or ten mile hike is substituted. It is Troop practice to participate in all District and Council camporees. Each summer scouts are given the opportunity to attend a long-term summer camp either at the Council’s Camp Chickahominy or at a more distant camp. The Troop subscribes fully to all rules and regulations of the Colonial Virginia Council and the National Boy Scouts especially the two-deep leadership rule for all activities.
Any boy who wishes to join our Troop and who meets the eligibility requirements on the Boy Scout Membership Application is welcome. The eligibility requirements are: be 11 years old, or have completed the fifth grade, or have earned the Arrow of Light, and be younger than 18 years. Boys are encouraged to come to a scout meetings before they join. Boys meetings these requirements should present a completed application for membership to the Scoutmaster, along with all required fees. They must then demonstrate ability to complete the joining requirements as outlined in the Boy Scout Handbook. Scouts transferring from other Troops must also present an completed and signed (by the previous Scoutmaster or designee) official Transfer Form either at the time they join, or shortly thereafter. This is for record keeping purposes as the scout advances toward Eagle.
Troop 313 collects dues once yearly, about two months before annual rechartering in January. The rate is set to cover the cost of registration, Boy’s Life subscription, and the anticipated cost of awards and insignia presented to scouts each year. Dues for boys joining in mid-year will be pro-rated according to a schedule developed by the Troop Treasurer and approved by the Troop Committee. Scouts and parents must know that many other costs will be incurred. Food must be purchased for each campout, there may be transportation costs associated with some activities, uniforms are quite costly, some camping equipment must by purchased by the scout (and some is provided by the Troop), and summer camp is a rather large annual expense. Scouts who commit to attending any particular activity will not be given a refund for any expenses actually incurred on their behalf. This includes food money for scouts who find they cannot attend a campout after food has already been purchased.
Boy Scouting is a uniformed activity. Scouts and adult leaders should wear the uniform proudly and properly. The appropriate uniform for weekly meetings is the Class A uniform, including the khaki Boy Scout shirt, neckerchief, shorts or pants, belt, and socks. Boy scout caps may be worn to the meeting but should not be worn inside the meeting hall. As a cost-saving measure for new scout families, Scouts up to First Class may substitute neat and clean civilian pants and socks. Once a Scout reaches First Class he should obtain the complete uniform. During summer months, a Class B uniform may be substituted. Class B, means that a Boy Scout T-shirt, Troop T-shirt, or Boy Scout Activity Shirt may be substituted for the khaki shirt. Nothing less than a Class B should be worn to any Boy Scout activity. Full Class A’s should be worn to formal events such as Courts of Honor, public events, and Scout Shows. A Troop Uniform Inspection will be conducted at least once annually.
Philosophy Advancement in rank is the unit of measurement used by Scouting to measure a boy’s progress in developing personal skills. It is the policy of Troop 313 to follow the letter and the spirit of each requirement for advancement. We believe that the scouting experience will be much more meaningful if this procedure is followed. Ranks The progression of ranks is as follows: new scout (no rank), Scout, Tenderfoot, Second Class, First Class, Star, Life, and Eagle. New scouts should try to reach First Class within about one year after joining. Some scouts, who work hard at their first summer camp and who take advantage of first year Troop activities, will reach First Class within a few months. Others, who are active in sports or simply less active in the Troop, will take longer. New Scout Patrols Depending upon the number of new scouts recruited by the Troop in a given year, new scouts may either have their own Patrol or may be integrated into existing Patrols. In either case it will be the responsibility of the Troop Guide(s), with help from adult advisors, to provide opportunities for new scouts to fulfill all the requirements to reach First Class. Troop Guides may sign off on requirements for new scouts under their charge. Skill classes and demonstrations should be planned for each weekly meeting and weekend campout. Merit Badges Advancement through the upper ranks (Star. Life, Eagle) depends mostly on earning merit badges. Merit badges should be seen as an opportunity to explore future career opportunities and to learn about new subjects. Throughout most of the year, the Troop will offer opportunities for scouts to make progress on merit badges during weekly meetings. Summer Camp is a Scout’s greatest opportunity to earn several merit badges quickly. Scouts may also work in small groups with a Counselor outside of normally scheduled meetings. Normally there will be requirements which the Scout must complete on his own or with his family. Generally a Scout must finish a merit badge within six months of the time he started it, or he must start it again. This does not apply to merit badges (such as Hiking) which by their nature require a long time to finish. Even these badges however must be completed in a timely manner, as determined by the Counselor. To start a merit badge the Scout must first speak with the Scoutmaster who will determine whether the boy is ready to start the badge and if there is an available Counselor. If the Scoutmaster approves, he will present the Scout a signed Merit Badge Application which the Scout will then present to the Counselor. In practice, the Scout should also get pre-approval from the Counselor to assure that he or she is willing to teach the badge at the present time. To repeat, it is the policy of Troop 313 to follow the letter and spirit of each requirement. In order to advance, Scouts should be sure to take advantage of merit badge classes when they are offered by the Troop and in summer camp. Some classes will only be offered once in a while so a Scout’s advancement toward Eagle could be delayed if he fails to earn a badge when he has the opportunity. Scout Spirit The most important requirement for each rank is the one which states "Demonstrate Scout spirit by living the Scout Oath and Scout Law in your everyday life." This requirement may only be signed off during the Scoutmaster Conference after all other requirements are completed. The Scoutmaster (or the Assistant Scoutmaster who performs the Conference), or the members of the Board of Review may delay a Scout’s advancement by requiring him to more fully demonstrate Scout Spirit. Scoutmaster’s Conference Scoutmaster’s Conferences should be scheduled as soon as possible after a Scout completes all of the requirements for a rank. However, it is the Scout’s responsibility to make sure that the Scoutmaster knows that this review needs to be scheduled. Prior to the Scoutmaster’s conference the Scout should prepare a list of goals. These goals should be in three categories, family goals, school goals, and scouting goals. As the Scout moves up in rank these goals should be more extensive and more numerous. When the Scout schedules his Scoutmaster’s Conference he will be told how many goals to make and how detailed they should be. During the Scoutmaster’s Conference the Scout will not be tested on the requirements for his rank. Rather, he will discuss his goals with the Scoutmaster, will have a chance to speak one-on-one with the Scoutmaster about his advancement and about the Troop. The Scoutmaster will help the Scout accept his responsibility for his growth in Scouting and in helping the Troop grow in Scouting. The conference should be conducted where the Scout and the Scoutmaster can have a private conversation but where they are in plain sight of other troop members and leaders. Board of Review After a Scout has successfully completed his Scoutmaster’s Conference he should notify either the Advancement Chair or the Committee Chair that a Board of Review needs to be scheduled. A Board of Review should consist of either the Advancement Chair or the Committee Chair (as the Board Chair) plus other Committee members, Assistant Scoutmasters and qualified adults as the Board Chair decides. Scouts of advanced rank may be asked to sit on Boards of Review. During a Board of Review a scout may be asked to demonstrate his knowledge and skills regarding any rank up to the one he is qualifying for. He must wear his full Class A uniform and must have his Boy Scout Handbook and his goals. When the Board passes the Scout he must show the Advancement Chair his Handbook and he will receive his rank patch as soon as possible after that. Court of Honor Troop 313 presently holds two Courts of Honor per year, one near the Christmas and New Year’s holiday and one shortly after summer camp. At Courts of Honor, Scouts will be presented with the certificates of rank and merit badges which they have earned since the last Court of Honor. These certificates are the most important record of a Scout’s advancement. Keep them in a safe place - they are the proof of your achievements and you may need them when you qualify for Eagle.
The most important thing a boy can learn in Scouting is to live by the Scout Law: A SCOUT IS TRUSTWORTHY, LOYAL, HELPFUL, FRIENDLY, COURTEOUS, KIND, OBEDIENT, CHEERFUL, THRIFTY, BRAVE, CLEAN, AND REVERENT. If a boy learns the meaning and practice of these qualities, his experience in Scouting will have been successful, regardless of the final rank he achieves. Troop 313 expects its Scouts to live by the Scout Law. Failure to do so may result in "quiet time" for a scout, may result in his being excused from a group instruction, and may result in a Scoutmaster Conference with the parents. On a Scout outing, if a Scout cannot live by the Scout Oath and Scout Law, the adult leaders present may agree to ask his parents to come and take him home. Boys in their early teenage years often learn to begin using the language in creative ways. Continuous cursing is inconsistent with being clean in body and mind. Instances of serious abuse of language will result in a Scoutmaster Conference with the parents. As a general rule the use of any electronic equipment, including but not limited to radios, portable TVs, "Walkmans", and video games is prohibited on Scout outings. Occasionally these will be permitted during transportation on long trips but the items will stay in the car upon arrival. Electronic gadgets found with a Scout’s belongings will be confiscated for the duration of the outing and will be returned to the Scout upon completion of the event. The purpose of this policy is to let Scouts concentrate on the outdoor skills being presented during Scout events.
The only Boy Scout Troops which thrive are those which are lead by the scouts themselves. Scouts select their own leaders in regularly scheduled elections. Following are the procedures to be followed for Troop 313 elections. Timing and Frequency Troop elections for Senior Patrol Leader and Patrol Leaders shall be held semi-annually (usually each March and September). The exact timing of elections is set so that experienced leaders are in office at summer camp. Appointed Positions Appointed positions shall rotate in sequence with elected positions. Assistant Senior Patrol Leader(s) and Assistant Patrol Leaders shall be appointed by the SPL and PL respectively, only after private consultation with the Scoutmaster and his Assistants. Other appointed positions shall be selected by the Scoutmaster, in consultation with his Assistants, from those scouts expressing interest in each position. Term of Office Elected leaders shall not serve more than one consecutive term in the same office. Appointed leaders should not serve more than one consecutive term. This may be waived by the Scoutmaster in consultation with his Assistants. Rank Requirement The SPL shall be at least of First Class rank. Star scouts and above should be given preference in selection of SPL candidates. In selection of candidates for ASPL, PL, and other appointed positions, preference should be given to those scouts whose next rank advancement requires active and accountable performance in leadership positions. Procedures Potential candidates for elected office shall notify the Scoutmaster of their interest at least two weeks before the date of the election. The Scoutmaster, in consultation with his Assistants, may or may not give approval for individuals to run for any office. If an individual is disapproved the reasons should be clearly explained in a Scoutmaster Conference. Candidates for elected office shall be announced by the SPL one week prior to the date of election. On the date of the election, each candidate for elected office shall give a short speech outlining his qualifications, plans, reasons for running, and any other information he thinks is appropriate. Election shall be by secret ballot. Irreconcilable ties shall be resolved by decision of the Scoutmaster. The SPL shall be elected first. One week later, in private consultation with the Scoutmaster and his Assistants, the ASPL(s) shall be selected. Up to 2 ASPLs may be appointed. Following announcement of the ASPL selection(s), election for PLs shall proceed, also by secret ballot. Each newly elected PL shall select his APL in private consultation with the Scoutmaster and his Assistants. The Scoutmaster shall then select and announce appointees for the remaining offices. Junior Leader Training All Junior Leaders shall participate in Troop, District, or Council sponsored Junior Leader Training. The Troop shall offer this training on an as-needed basis. The Troop shall assume the cost of Junior Leader Training at the District and Council levels. Removal from Office Incumbents in any office may be removed by the Scoutmaster, in consultation with his Assistants, for just cause. Just cause shall include items such as gross infractions of Troop behavior policies, and inability to live by the Scout Oath and the Scout Law. Just cause may also include unsatisfactory attendance. Unsatisfactory performance in office should not be used as just cause until after the office holder has completed Junior Leader Training and has been counseled by the Scoutmaster on ways to improve his performance. If performance does not then improve, or if the office holder refuses to attend Junior Leader Training and Scoutmaster counseling sessions, the office holder may be removed for unsatisfactory performance.
TROOP ORGANIZATION Troop 313 is organized according to the recommendations, rules, and regulations of the National Boys Scouts of America. The Troop and all of its equipment is "owned" by the Chartered Organization, which oversees all activities of the Troop, provides meeting space, and reviews applications for all adult leaders in the Troop. Under the Chartered Organization’s guidance, the Troop Committee recruits adult leaders, advises the Scoutmaster on BSA and Troop policies, is responsible for finances, and implements policies outlined by the Chartered Organization. The Scoutmaster, appointed by the Troop Committee, supervises the week-to-week activities of the Troop and guides the junior leaders in the Troop. He is ultimately responsible for the operational actions of the Troop. Because of this responsibility, the Scoutmaster, in consulation with his Assistants, has veto power over actions proposed by the Patrol Leaders’ Council (see below). Assistant Scoutmasters are responsible for one to several specific duties such as helping the Troop Guides lead the new scouts toward 1st Class, organizing specific campouts, organizing transportation, and so on. All adult leaders who regularly support the Troop should register as official BSA leaders by filling out an Adult Application. This protects the individual and the Troop by enrolling him or her in the Council’s liability insurance program. Adult leaders are strongly encouraged to attend regularly scheduled Scoutmastership Fundamentals courses. These courses provide invaluable information about the philosophy and practices of the BSA. The Troop will reimburse individuals for all fees associated with these courses. Junior leaders are lead by the Senior Patrol Leader and his Assistant Senior Patrol Leader(s). Each patrol has an elected Patrol Leader and an appointed Assistant Patrol Leader. Other appointed junior leadership positions include the Quartermaster, Scribe, Librarian, Historian, and Chaplain Aide. Monthly "Greenbar" (or Patrol Leaders’ Council) meetings are held to plan activities for the coming months. All junior leaders are invited to participate in the Greenbar meetings. Refer to the booklet entitled "Troop Committee Guidebook" for further information on Troop organization.
The Troop Treasurer, selected by the Troop Committee, is responsible for keeping accurate records of the income and expenses of the Troop. The Treasurer should develop a draft annual budget to be approved by the Troop Committee. As mentioned in the section "TROOP FEES" above, the annual dues paid by scouts and adult leaders cover very little of the annual operating expenses of the Troop. Any fund raising done by the Troop must be consistent with the guidelines developed by National Boy Scout office and the local Council. It is the practice of the Troop to hold at least one fund raising activity per year where most of the profits are deposited into accounts for the scouts to help pay for summer camp or other major scout-related expenses. Other fund raising is done on an as-needed basis. A savings account should be maintained to carry the Troop through any tight-budget times. The Troop Treasurer will also serve as a conduit for expenses and fees associated with specific events such as council campouts and summer camp, but will not normally be involved with patrol related food expenses on weekend campouts. The Troop will support District and Council fund raising activities which do not necessarily directly benefit the Troop.
Annual troop dues for scouts is currently set at $45.00. Dues are to be paid by the due date set by the troop committee in early December each year. $10.00 of this fee goes directly to National for yearly registration. $11.00 is for purchase of the yearly subscription for Boy’s Life. The remaining $24.00 is retained in the troop treasury to help defray the cost of purchasing rank awards, merit badges, leadership badges, merit badge books, program supplies, etc. Scouts joining the troop during the current year will have the dues prorated at $2.00 per month plus other prorated fees (registration and Boy's Life). No scout will be allowed to participate in camping events or earn badges unless they are registered with the troop and have paid all required dues. Each new scout joining the troop is asked to purchase an official troop neckerchief at the scout store. See the Scoutmaster or his assistants for details.
Many trips and district camp-outs require the payment of fees for participating in the event. Payment of these fees is the responsibility of the individual scout. These fees need to be paid up-front and must be paid by the specific due date. Due dates are announced and published many times well prior to the event. It is the goal of the troop leadership that each scout learns to accept responsibility for their actions or inaction. If a required fee is not paid by the specific due date then unfortunately that scout will not be able to participate in that event. This policy also applies to the requirement to turn in parental permission slip for a specific trip. This policy is not intended to be exceedingly harsh but to teach scouts to take responsibility early in life. Troop trips to some locations requires the payment of user fees for camp site reservations. Trips to distant locations may necessitate that scouts share transportation costs. At times these campsite reservation fees are non-refundable and must be paid months in advance. The troop leadership will do it best to survey the scouts for interest and reserve enough capacity for the desired interest level. Scouts will be asked to commit to participating in trips and pay required fees in advance. Scouts who cannot commit by the reservation deadline will be placed on a waiting list. As the event date gets closer those scouts on the waiting list that wish to participate will be allowed to participate if both campsite and transportation capacity are available, no guarantees. Each camping event will be run on a break even basis and costs will be shared by all participants. The troop is not financially able to purchase excess capacity for scouts who are unable to make a commitment by a specified deadline.
Unless otherwise stated the procurement of food for meals for camping activities is the responsibility of each patrol. The patrol leader or his assistant will determine and collect the fee for meals from each scout. Fees should be collected as far enough in advance as needed so that the food can be purchased for the event without inconveniencing the patrol leader or any supporting parent. Adequate food should be purchased to feed the patrol members without exceeding the predetermined budget amount. The patrol leader and assistant patrol leader with parental assistance should ensure that the patrol meal budget is maximized. This amount has generally been determined to be about $8.00 to $10.00 per scout for a typical weekend camp-out. Patrols should not forget to occasionally purchase incidental items for their patrol boxes such as paper towels, dish soap, foil, etc. Each patrol member participating in an event is responsible for assuming his fair share of the cost and prepaying that cost up front. Any deviation from the policy of paying up front is strictly at the personal discretion of the patrol leader. Scouts who do not prepay their meal fees to the patrol leader by the specified date should not expect to participate in the event. If a scout is unable to participate in an event after paying his meal fees he should notify his patrol leader as soon as possible. If the patrol leader has already purchased food for the patrol the scout is not entitled to a refund. If the patrol leader has not yet purchased food then a refund should be given to the scout and the shopping list adjusted accordingly. Each patrol has a savings account designated and available for excess patrol money. Patrol leaders should turn in any excess moneys to the troop treasurer for safekeeping until needed. Money deposited in this account can be later utilized for reducing the meal fee for a particular trip or used to cover unexpected budget shortages.
Scout are required to pay for specific event fees in advance. A scout who prepays a fee and is then unable to attend the event may request a refund of a prepaid fee. If the troop has not and will not incur a financial loss as a result of this cancellation a refund will be granted. If refunding the fee will result in a financial loss to the troop a refund should not be expected and will not be granted.
It is the policy of this troop that no scout be prevented from participation in scouting for financial hardship reasons. To assist in accomplishing that goal, a specific portion of the troop’s yearly budget will be earmarked for financial assistance. It is also the policy of the Boy Scouts of America and the Troop 313 leadership that no fee should ever be totally waived. Some good faith effort to pay part of any fee must be made by the disadvantaged scout. One of the requirements for advancement to all ranks is to "demonstrate Scout spirit by living the Scout Oath and Scout Law in your everyday life". A scout cannot ignore the Scout Law, "Thrifty". The use of scout savings' accounts is encouraged to save for long term events (summer camp, etc.). This saving account may also be used to save a little each week for camp-out fees, yearly dues, etc. It is not unreasonable to expect any scout to be able to earn and save one dollar each week toward scouting expenses. Our local BSA council does not have a formal written policy on financial aid to disadvantaged scouts. They do have some funds available to directly help disadvantaged scouts or they will put the scout in touch with a sponsoring individual or business. Assistance can range from "camperships" at the local summer camp to assistance with the fees associated with scouting on a month to month basis. It is also the council policy that the scout must share in the payment of fees. There is no stated policy on what percentage of the cost a scout should be required to pay. Requesting aid for a disadvantaged scout requires coordinated action by both the troop and the scout’s parent(s). The troop committee must write a letter to the council requesting the aid and explaining the family's need. The letter must explain what the need is for (what kind of fees) and an estimated amount of support required for the year. The parent(s) of the disadvantaged scout must also write a letter to council requesting assistance for their scout to remain active in scouting. It is expected that the parents of any scout in financial need contact the troop leadership to explain their situation and request assistance. The troop leadership is more than willing to work with any family in need but the first step must be taken by the family. Of course, any information provided to the troop leadership will be held in strictest confidence. Last Revised:
July 14, 2007 |
