HOW TO USE THIS POLICY AND PROCEDURE MANUAL

July 28, 2008
Sept. 7, 2008
HOW TO USE THIS POLICY AND PROCEDURE MANUAL
The information contained within the Troop 525 Policy and Procedure Manual will outline
how the Troop operates and the rules which have been established and adopted by the Troop
Committee to ensure that each Scout will learn and grow in a healthy and safe environment.
Every Scout and his family are encouraged to carefully read this document. Keep this
document as a reference guide to gain the maximum benefit from the Scouting experience
with Troop 525 and as a reminder of what is expected of each Scout family.
Each Scout family will receive a copy of this document, either paper or electronic, and all new
families will receive the current edition with their introductory information packet. If any
changes are proposed and approved by the Troop Committee, copies of the new document
will be posted on the Troop 525 website and available for each Scout to print if he and his
family so choose. (watroop525.org.)
WHY HAVE TROOP POLICY AND PROCEDURES?
A strong and healthy organization supports its members with a solid operational framework,
outlining practices, procedures and expectations. Developing Troop policy is an ongoing
process as the Troop constantly strives to meet the needs of each Scout and help them
develop strength of character as well as a solid moral foundation. As the Troop grows,
definitive rules and regulations made known to all help to provide both Scouts and Scouters
(Adult Leaders) with the comfort of knowing what is expected and what should be done
should those expectations not be met. With this guidance Scouts will be able to maximize
the benefit of a truly great scouting experience.
BOY SCOUTS OF AMERICA POLICIES AND PROCEDURES
Troop 525 adheres to the rules and regulations set forth in the BSA Guide to Safe Scouting
at all Scouting activities. Some but not all, of those guidelines are included in this document.
The BSA Guidelines can be viewed by any member of the troop by asking the Scoutmaster or
the Committee Chairman, or online at http://www.scouting.org/pubs/gss/_index.html. Troop
525 encourages all Scouts and their families to be familiar with these guidelines and to use
these resources as a foundation for your scouting experience.
RECOMMENDATIONS FOR IMPROVEMENT
Any suggestions for improvements or amendments to these policies and procedures, or troop
issues in general, should be given to the Scoutmaster or the Committee Chairman.
TROOP 525
OPERATIONS AND SCOUT PARTICIPATION POLICY
There are some basic and fundamental operations of the troop that Scout families and
Scouts are expected to know. Participation in this event is crucial in order to be a member in
good standing with the troop.
1.
Meetings: Troop 525 meets every Monday night beginning at 7:00 pm at
Mountain View Lutheran Church, located at 3505 122nd Avenue East, Edgewood,
Washington, 98372. Troop meetings are not held on legal holidays and on days
when Scouts are notified of a meeting cancellation. Scouts wear their Class A
uniform to regular meetings, except during the summer months, when Class B
attire is appropriate. If a Scout is unable to be present at a regular meeting he
should contact his Patrol leader or the Scoutmaster prior to the meeting.
2.
Registration fees: The annual registration fee is $80 per year and is due and
owing in December. Registration fees can be paid by a Scout from his troop
account or by separate payment. A Scout can earn money for registration (and
other Scout events) by participating in regular Scout fundraising and other events.
If payment is not received in a timely manner a Scout is subject to removal from the
Troop, but only after meeting with the Scoutmaster to discuss any payment issues.
Scouts or Scouters who join the troop after the beginning of the year will pay a pro
rated amount. New scouts who have crossed over from Webelos pay $40 for their
first year with the Troop. Financial assistance with registration fees may be
available through the Troop after discussion with the Scoutmaster or Troop
Committee Chairman.
3.
Fundraising: Troop 525 conducts one major and mandatory fundraising event
during the year. Participation by each Scout and Scout family is essential to
sustaining the Troop and its activities throughout the year. Troop 525 builds and
sells holiday swags beginning in the late fall of each year. There are several
activities and work sessions involved in collecting the materials and building the
swags to be sold. Each Scout and Scout family is required to participate in at least
two (2) work sessions during this process. Every Scout and Scout family is
required to participate in the “Assembly Day” event, where the swags are put
together and prepared for sale. Each Scout is required to sell 10 swags at the
price established by the Troop. Each Scout will receive credit in their troop account
for the sale of these 10 swags. Each Scout will receive an additional credit in their
troop account for each additional swag sold. Again, participation in these events is
mandatory to insure the financial stability of the Troop as well as the Troop’s ability
to fund and support the many events and activities held throughout the year.
4.
Eagle Projects: Each Scout is expected to assist fellow Scouts with their Eagle
projects, which will be announced well before the project is to occur
5.
Uniforms: Each Scout is expected to wear a Class “A” uniform to all troop
functions. A Class “A” uniform consists of a BSA approved shirt with neckerchief
and slide, BSA pants, BSA socks, and all appropriate badges and insignias. This
includes all Scout outings, and the exit day for campouts. Exceptions to this rule
will be announced by the Scoutmaster. Class “B” clothing may be worn during the
summer months and during campouts once the Troop has arrived at a campout
and set up camp. Class “B” clothing with the Troop 525 logo will be available for
purchase through the Troop. Each Scout is responsible for obtaining appropriate
clothing and for knowing what clothing is appropriate.
6.
Troop Equipment: Troop 525 supplies the basic large equipment for each patrol
to use while participating in Troop activities. This includes camp kitchens, cooking
supplies, and tents when the need arises. The Scouts and patrols are responsible
during the campout for the proper care and upkeep of the equipment. Equipment
will be turned in to the Troop Quartermaster at the end of each event. Breakage
from normal wear and tear on the equipment is expected and this expense will be
born by the Troop. However, intentional misuse of Troop equipment will not be
tolerated. The responsible Scout may be required to repair the equipment to
Scoutmaster or Quartermaster satisfaction or to replace the damaged equipment.
7.
Personal Equipment: Campouts require the use of a sleeping bag, sleeping pad
and a mess kit for each event. Each Scout is encouraged to acquire the necessary
equipment that will allow full participation in Troop activities. Scouts will be
informed about what equipment is necessary for each outing.
HEALTH AND SAFETY
Scout safety is of paramount importance at all scouting events. It is important that each
Scout learn and abide by safety rules to insure the safety of that particular Scout and all
the Scouts in the Troop. Knife and fire safety rules are important at every outdoor event
and all Scouts must follow these rules at all times. Scouts and their families are also
responsible to making sure that proper medical forms are obtained and provided to the
Troop prior to scheduled events.
Medical Forms
Every participant going on a campout is required to have a current medical form on file. A
medical form expires 2 years from the date it is signed for Scouts and 1 year from the
date signed for Scouter and Scoutmaster participants. The type of form required for any
particular event is determined by the length and type of trip, as well as the location.
i.
Class 1 For day camp, overnight hike, or other programs not exceeding 72 hours, (with
level of activity similar to that of home or school), when medical care is readily available.
Current personal health and medical summary (history) is attested by parents to be accurate.
This form is filled out by all participants.
(Update annually for all participants).
ii.
Class 2 For resident camp or any other activity such as backpacking, tour camping, or
recreational sports involving events lasting longer than 72 consecutive hours, (with level of
activity similar to that at home or school) when medical care is readily available. Includes a
physical examination; see below for more details.
(Required once every 36 months for all participants under 40 years of age).
iii.
Class 3 This is used for all taking part on high adventure activities. This is also used for
adults over 40 years of age. A physical examination no older than 12 months is required.
Medications
If a Scout requires medication during an activity it will be the responsibility of the Scout
and his parent/guardian to arrange for this to happen. A Scout leader will be designated
to hold medication for participating Scouts during an activity as an option for the Scout
and his family. Troop 525 follows the BSA Guide to Safe Scouting medications policy. If
an individual BSA camp or High Adventure base has additional medication policies those
will be announced prior to the activity.
Sickness or Accident
Accidents and illness during an activity will occur on occasion. The BSA Guide to Safety
will be on site for every outing. Each Scout carries a First Aid kit, as does the activity
coordinator. If hospital or doctor treatment is required the medical form will be obtained,
which includes an authorization to treat and insurance information. Two adults will
accompany any Scout taken to a medical facility for treatment and a parent/guardian will
be notified.
If an incident occurs which requires outside medical care or parental contact, the
Scoutmaster will complete an Incident Report. The Incident Report form is provided by
the Troop and is to be retained with the Troop records. The Scoutmaster and/or
Committee Chairperson will determine whether a copy of the report needs to be filed with
the District.
BEHAVIOR EXPECTATIONS
AND DISCIPLINE POLICY
Scouts are expected to conduct themselves and live their lives consistent with the Scout
Oath and Law. Troop 525 adopts these policies regarding Scout behavior and guidelines
for occasions when discipline may be necessary. If each Scout conducts themselves in
accordance with the Scout Oath and Law the need for specific discipline will be
unnecessary as behavior issues will be non existent.
Code of Conduct
The following conduct/behaviors will NOT be tolerated at scouting events:
1.
Failure to follow reasonable directives of a youth or adult leader
2.
Unnecessary or inappropriate physical roughness
3.
Threatening or intimidating another person by words or action
4.
Foul language that degrades of offends, as well as negative or derogatory comments/
banter
5.
Actions or language offensive or discriminatory with respect to race, religion, ethnicity
or sexual orientation
6.
Behavior that displays disrespect for other persons, personal property or the
environment
7.
Play activity where teasing or conduct can cause physical harm or emotional damage
8.
9.
Smoking or the use of tobacco products by minors, or by adults in the presence of
Scouts
Possession or use of fireworks
10. Unauthorized lighting of fires
11. Unauthorized use or possession of firearms, live ammunition or weapons
12. Use or possession of sheath knives (or any knife with a blade longer than the 3”
standard Scout knife blade,) axes or hatchets without permission of the Scoutmaster
or other responsible Scouter.
13. Use or possession of alcoholic beverages or controlled substances (except medication
when used/possessed consistent with medication policy) by minors, or by adults at any
Scouting activity.
14. Leaving a Scouting activity without permission, straying from the group, or failing to
use the Buddy System during an outdoor activity.
This list not exhaustive. A Scout should obey any directive from a Scouter.
Discipline Procedure
These procedures are established in the best interests of each member of Troop 525. Each
Scout will know what to expect when disciplinary steps are necessary and the guidelines will
provide guidance to those responsible for administering these procedures. The procedures
are intended to provide a positive experience for Scouts as well as an opportunity for Scouts
to change their behavior in a manner that allows the Scout to learn from the experience.
1
PROPER CHAIN OF COMMAND
2 Patrol Leaders (PL) have the responsibility to handle disciplinary issues within their
patrol. A PL has the authority to talk to a member about a disciplinary problem and
ask a member to leave an activity if the member does not correct the behavior.
3
Patrol Leaders may seek assistance from the Senior Patrol Leader (SPL) if a
disciplinary problem is not resolved. It is recommended that the Patrol Leader seek
assistance from the SPL prior to asking a member to leave an activity.
4
If the Senior Patrol Leader is unable to resolve a disciplinary issue he may seek
assistance from any Scouter.
5
Disciplinary issues are to be resolved at a Scout level if possible as this is a “Boy Led”
organization.
6
DISCIPLINARY PROCESS
a.
Progressive disciplinary procedure: This will give the Scout every opportunity to
correct the behavior. A registered Scouter may deem it necessary to skip some steps
depending on the seriousness of the conduct involved. Safety and fairness to all
Scouts is paramount and must always be considered over the attention to be given to
an individual Scout.
b Warning/Counseling: The Scout will be warned by the PL, SPL, or Scouter that the
behavior is unacceptable. The Scout is given the opportunity stop the behavior. If
the behavior continues a Scouter may have the Scout removed from the activity and
contact a parent to pick up the Scout. If this occurs, a report should be made to the
Scoutmaster.
c Scoutmaster Conference: If unacceptable behavior continues, the Scoutmaster will
meet with the Scout and explain why the conduct cannot be tolerated and how the
conduct is inconsistent with living the Scout Oath and Law. The Scout may be
warned that if the behavior continues he may be asked to leave the Troop.
d Parent Conference: If the conduct continues and the Scout is not making progress
toward correcting the behavior, the Scout’s parents will be asked to meet with the
Scoutmaster and the Scout to discuss the issue and possible outcomes.
e Scoutmaster/Committee Chair Conference with Scout and Parents: If
unacceptable behavior continues without progress, an official meeting with the
Scout, parents, Committee Chair and Scoutmaster will be scheduled. If the
behavior in question involves threats, hazing, sexual misconduct, use of
drugs/alcohol or other serious disruptive behavior, this meeting may be called
immediately, prior to any prior conferences. A behavioral plan will be developed with
a warning that failure to follow that plan may result in dismissal from the Troop.
f CONSEQUENCES FOR INAPPROPRIATE BEHAVIOR – the procedure outlined are
intended to afford the Scout the opportunity to correct offending behavior. Specific
consequences will be explained to the Scout and the Scout may be required to do
one of the following or incur one of the following penalties:
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Verbally apologize to a Scout, leader, Patrol or the Troop
Compose a written apology
Repair or replace any damaged property
Lose privileges or the opportunity to attend future activities
Suspension from meetings, activities, or trips for a specified period of time
Scoutmaster may determine that the behavior is not consistent with Scout Spirit, Scout
Oath or Scout Law and may choose to not sign off on an advancement requirement for
a period of time.
OUTDOOR PROGRAM
Weekend campouts, Summer Camp, High Adventure programs and all other outdoor
activities are the core of Troop 525 activities. Through these activities Scouts not only
have the opportunity to earn merit badges, they learn essential life long lessons that will
help them grow as Scouts and young men. It is important that Scouts and families keep
themselves informed regarding upcoming events and the requirements necessary to
participate in that event. Information is provided during meetings and information is
posted on the Troop website at watroop525.org.
SIGN UP AND PAYMENTS:
1.
Most, if not all, weekend campouts will have a fee that will be used to cover the
necessary expenses such as food and transportation, registrations, camp fees and
activities.
2.
All High Adventure trip payments are based on registration fees, transportation
and other costs associated with the trip. In order for families to plan and budget for
these events, the costs, locations and plans for Summer Camp and most high
adventure trips will be available at the time of the annual planning meeting.
3.
Payment for weekend and other campout events is due by the end of the meeting
that precedes the campout. Failure to provide payment by that time may prevent
the Scout from attending the event. If a Scout finds he is unable to attend a
weekend campout and had already made payment, a refund will be made or credit
to the Scout account given as long as the Troop does not suffer a financial loss in
so doing.
4.
Deadlines for Summer Camp payment will be announced and are largely based
on the deadlines provided by the camping facility. Refunds for summer camp will
be based on the refund policy of the camping facility.
SUMMER CAMP
1.
Troop 525 attends a week long summer camp at a BSA Council camp each
summer. The Troop decides by vote which camp will be attended, assuming
reservations can be obtained at the chosen camp.
2.
Summer camp is open to all Scouts in good standing, although participation may
be limited due to camp size or adequate available Scouters. Registered Scouters
may attend for all or part of the week, depending on the camp regulations and
subject to the number of openings and payment of a fee that will be determined by
the Troop each year.
3.
Activities and programs for Summer Camp vary depending on the camp.
4.
Parents are required to attend a “Parent Summer Camp Informational Meeting”,
which will occur in the late spring. This meeting will allow Troop leaders to give vital
information and an opportunity for parents to ask necessary questions.
5.
Most camps allow limited family visitors, subject to rules to be announced and
explained at the spring informational meeting.
MERIT BADGE PROCEDURES
Earning merit badges is an important element of the Boy Scout program, and is required for
advancement beyond First Class. Merit badges are designed for Scouts to begin exploring
new interests, develop life skills, and even furthering early career goals. Troop 525 has a
merit badge program that is overseen by the Merit Badge coordinator, who is a member of
the Troop Committee. The coordinator works in concert with the Scoutmaster to be sure the
Troop has a thriving merit badge program and that merit badges are appropriately and
properly earned.
MERIT BADGE COUNSELORS:
l No Scout may earn a merit badge without first having a Counselor sign off on the
requirements for the badge, whether in a group or individually.
l Persons serving as Merit badge counselors must be registered as such with the BSA.
They must be men or women of good character, age 18 or older, and recognized as
having the skills and education in the subjects for which they are to serve as Merit
badge counselors, as well as the ability and desire to work with Scouts.
l The Merit Badge coordinator will sign up counselors.
l No relatives of a Scout may be a Merit badge counselor of the Scout unless the badge
is promoted within the Troop as a group badge, and the group must have at least
three Scouts.
l The Merit badge counselor will use the web worksheet
(http://meritbadge.org/wiki/index.php/Merit_Badge_Worksheets) for a merit badge
program. This information will be given to the Scout participant so he will know what is
expected to complete the merit badge.
EARNING MERIT BADGES
l Certain badges are “Eagle required,” meaning they must be earned as a step toward
earning the Eagle. Information on all badges and the specific requirements may be
obtained in the book Boy Scout Requirements, available at the Scout store or on
line at http://www.scouting.org/BoyScouts/AdvancementandAwards.aspx .
l Most first year Scouts focus on rank advancements, from Scout, Tenderfoot, 2nd Class
and then First Class. However, any Scout can earn merit badges.
l The websites offer work sheets which provide an outline for completing the merit
badge. (http://meritbadge.org/wiki/index.php/Merit_Badge_Worksheets)
l To complete a merit badge, each requirement must be completed and signed off by the
merit badge counselor assigned.
l Scouts can earn merit badges individually, in small groups, in large group settings, or
on a Troop outing or Summer Camp. While earning a merit badge as part of a
group is permissible, just sitting in on a merit badge session does not automatically
fulfill the requirements.
l There is no timetable for a merit badge and a Scout may work on multiple merit
badges at one time.
l The Scout is responsible for keeping the individual blue cards for each badge he is
working on. Scouts are encouraged to keep a “merit badge notebook” to keep
cards organized. Scouts are responsible for making sure completed “blue cards” are
registered with the Troop record keeper and making sure the badge is entered into
the computer.
l The Scoutmaster and Troop Committee Chair may place age restrictions on certain
merit badges if it is determined that a particular badge is more appropriately worked on
by more mature Scouts.
ADULT SCOUTER REGISTRATION
AND TRAINING POLICY
REGISTRATION:
All adults who will work with Scouts in any capacity need to register as an Adult Leader
(Scouter) with the BSA. Anyone in any leadership role in the troop must also register.
This ensures the adult is an active member of the Troop, subject to the rules and
regulations of the BSA and Troop 525. This registration provides compliance with
fundamental rules regarding youth protection. The registration is an annual requirement
due at time of recharter. New adults registering for the first time must complete the Adult
Registration form. Troop 525 will pay the registration fee for new Adult Leaders.
TRAINING:
Training courses offered by the BSA are as follows:
1.
Youth Protection Training (YPT)
2.
New Leader Essentials (NLE)
3.
Boy Scout Leader Specific (BSLS)
4.
Introduction to Outdoor Leader Skills (ITOLS)
5.
Troop Committee Challenge (TCC)
6.
Charter Organization Representative (COR)
Requirement: Scouters are required to retrain every four years in order to stay current
with National Council policies.
1.
Adult leaders required to take YPT prior to working with youth. Courses may be taken on line.
2.
Key leadership positions require NLE, BSLST and ITOLS within one year of assuming position.
3.
Committee Chair must take TCC training within one year of assuming the office. It is ideal for this
training to occur prior to taking office.
4.
Charter Organization Representative must take the COR training within one year. It is ideal for
this training to take place prior to office being taken.
5.
Troop Committee members must complete the NLE and TCC training within one yea of assuming
their committee role.
6.
Once such training has been achieved, the member may wear the “Trained” badge on their
uniform. These badges are presented at a Court of Honor.
7.
If a member has failed to obtain the necessary training they will be asked to step down from the
position.
ADOPTION AND AMENDMENT OF
POLICY AND PROCEDURES
These policies and procedures having been adopted by the members of Troop 525 this 28th
day of July, 2008 shall remain in full force and effect until rescinded or amended by
agreement of the Troop Committee Chairman, Charter Organization Representative, and
Scoutmaster.
Each new unit member shall receive a copy of the present Policy and Procedure Manual as
well as the current unit By-Laws. These same two documents will be posted on the unit
website.
www. watroop525.org
DATED this 28th day of July, 2008.
__________________________________________________________________________
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CHARTER ORGANIZATION REPRESENTATIVE, Mt View Lutheran Church DAREL ROA
__________________________________________________________________________
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SCOUTMASTER, Troop 525 JIM RICHARDSON
COMMITTEE CHAIR, Troop 525 GERALD GEISLER
__________________________________________________________________________
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SENIOR PATROL LEADER, Troop 525 ALEX THOMAS