Introduction
Welcome to BSA Troop 8! The purpose of this handbook is to fully describe the operation of our Troop. It is written for the Scout and his/her family. Its objective is to set forth the basic principles, guidelines and procedures of the Troop, so the Scout and their family can quickly become involved. It also serves as a reference for established families. If you have questions or comments, please ask your Scoutmaster, one of the Assistant Scoutmasters, the Committee Chair, or any member of the Troop Committee.
About US
Troop 8, Boy Scouts of America (BSA), has served Washington, DC area youth, families, and communities since 1919. With the addition of a Girls Troop in 2019, BSA Troop 8 now operates as two independent Scouts BSA Troops, a Boys Troop 8 (BT8) and a Girls Troop 8 (GT8). Both Troops meet weekly at the Woman's Club of Chevy Chase in Chevy Chase, Maryland. The Scouts are from many different schools in the area, or are homeschooled.
BSA Troop 8 is sponsored by The Westlake-Troop8 BSA Memorial Foundation (i.e. the Westlake Foundation), which was established in memory of longtime Scoutmaster Bill Westlake. The Foundation is led by former Troop 8 Scouts, Scouters (i.e., adult leaders), parents, and supporters, representative of Troop 8's long-standing and large Scouting community. Troop 8 is part of the National Capitol Area Council (known as NCAC) and falls under the Potomac District. The Council and District are functions of the National Organization of the Boy Scouts of America, and serve as the link between the National Organization and the Troop. Among many functions, the Council runs various Scout Camps, such as Camp Goshen and Camp Snyder. The District hosts training sessions for Adult Leaders, as well as hosting Merit Badge Days, and Youth Leader Training.
The basis of the Boy Scouting movement is the belief that experiences as a youth—of the natural environment, of living in the open, and of working outdoors in small groups to solve common problems—provide an essential balance to modern adult city life. Troop 8 is "The Outdoor Troop" and offers a wide range of outdoor activities. In addition to at least one week at summer camp every year, there are monthly overnight outings, and typically a high adventure trek (or two) each summer. Experiencing the outdoors is a key element of Scouting. Although there are many Troop outdoor activities, camping is the most frequent. Each Patrol prepares its own menu, buys its food, and cooks as a unit. The Scouts are encouraged and take turns doing all of this (e.g., purchasing food) to help develop self‑confidence, responsibility, outdoor skills, camaraderie, and earn advancement. Experience has shown that Scouts who actively participate in the outdoor program generally advance more quickly and are more likely to remain in Scouting.
Consistent with the obligations of the Scout Oath and Law, Scouting teaches young men and women to show tolerance and respect for all human beings. The Scout Law requires its members to be helpful, friendly, courteous and kind to all; and Scouts are taught to be respectful of those whose views may be different from their own. Scouting teaches both tolerance and clear moral values. Tolerance for all does not mean that all behavior must be accepted as appropriate for those in Scouting. Troop 8's Committee retains the authority to deny membership to anyone considered disruptive to the Troop, and to control the overall size of the Troop by limiting new membership.
Guiding Principles
Troop 8 operates under the following guiding principles:
Youth led: We strive to develop leadership and self-reliance, and believe that these qualities are best developed through practice. Consequently, our Troops are led and run by the youth members. Adults monitor health and safety, and provide support for logistics that cannot be handled by the youth. One of the great challenges in Scouting is providing opportunities for youth leadership, and providing appropriate training and support so the method works to its potential.
Outdoor emphasis: We emphasize outdoor activities as the primary method of achieving the aims of Scouting (character development, citizenship training, and personal fitness). Outings and outdoor service projects are fun and directly support other methods of Scouting including advancement, leadership development, and the patrol method. While our Troop has its own property for outings, we have developed a diverse, adventure-oriented outdoor program that includes backpacking, canoeing, skiing, caving, and other activities at locations both near and far.
Adult support: We provide a high level of adult support to help the Scouts successfully execute their program. This support includes providing the equipment and transportation demanded by the outdoor program, offering materials and suggestions to for skills development at meetings, scheduling facilities and events required for participation and lower rank advancement (such as swim tests), and providing merit badge counseling to support upper rank advancement. Notably, in keeping with our Youth Led principle, it does not include directing or assisting Scouts in their meetings or activities except as needed to maintain health and safety or as requested by one of the youth leaders.
These principles have far-ranging implications for Scouts and adults:
Scouts create the annual program plan and choose their outings. They take responsibility for themselves and others in planning, preparing for, and conducting meetings and outings. In this way, they develop competence and confidence in their skills and abilities. They seek out other Scouts, their Patrol Leader, or their Senior Patrol Leader (not a parent or adult leader) when they need help or guidance.
Adults provide transportation to meetings and outings, and participate as committee members or uniformed leaders. They offer skills training and merit badge training based on their capabilities and interests, as well as the needs of the Scouts. They encourage Scouts to seek out other youth or their Patrol Leader when they need help. They avoid injecting themselves into youth activities at meetings and outings, which could rob youth leaders of the opportunity to provide leadership and mentorship, and rob the Scout of the sense of accomplishment of completing a task themselves.
Have Fun!
Scouting is a wonderful environment in which parents watch their son or daughter develop, learn, and grow into a young adult. As they learn the order of the 12 aspects to the Scout Law, the Scout is then challenged to incorporate those aspects into everyday life. Trained adult leaders educate and mentor these youth, often in the beauty of the outdoors. The boys and girls learn possible future job skills while earning Merit Badges and interacting with Merit Badge Counselors. As a Scout sets out on his or her personal Scouting adventure and the "Trail to Eagle," they master skills and learns lessons along the way. Amongst those lessons are perseverance and the important life lessons that will result from setbacks and successes. Along this path, they will be influenced by older Scouts and adult leaders. Parents are provided the opportunity to witness this process, become involved in Troop activities, and attend Courts of Honor -- creating lifelong memories and, most importantly, having FUN!
Lord Robert Baden-Powell, founder of the Boy Scouts wrote: "The sport in Scouting is to find the good in every boy and develop it." This is exactly what the leaders in Troop 8 strive to achieve. Many youth past and present start as young Scouts in Troop 8, and through nurture and challenge, grow into amazing young adults.
About Boy Scouting
The Boy Scouts of America was founded in 1910 to prepare young men (and now young women) to make ethical and moral choices over their lifetimes by instilling in them the values of the Scout Oath and Law.
Scout Oath:
On my honor I will do my best
To do my duty to God and my country,
and to obey the Scout Law;
To help other people at all times;
To keep myself physically strong,
mentally awake, and morally straight.
Scout Law (12-points):
A Scout is Trustworthy, Loyal, Helpful, Friendly, Courteous, Kind, Obedient, Cheerful, Thrifty, Brave, Clean and Reverent.
Scout Motto:
Be Prepared.
Scouting Philosophy & Methods:
Adventure! That's what Scouting is! The Boy Scouts of America is the nation's foremost youth program of character development and values-based leadership training. Into the future, Scouting will continue to:
Offer young people responsible fun and adventure.
Instill in young people lifetime values and develop in them ethical character.
Train young people in citizenship, service, and leadership.
Serve America's communities and families with a quality, values-based program.
Scouting is a youth organization that uses a fun program to promote its aims: character development, citizenship training, and mental and physical fitness for every member. As stated by Lord Baden-Powell, "Scouting is a game with a purpose." The game of Scouting is played by eight unique methods:
Ideals
Patrol Method
Outdoor Program
Advancement
Personal Growth
Adult Association
Leadership Training
Uniform
The Troop is the basic BSA organizational unit that puts these methods into practice for youth development. The BSA makes Scouting available to our nation's youth by chartering community organizations to operate Cub Scout Packs, Scouts BSA Troops, Venturing Crews, and Explorer Posts. Youth membership in Scouts is for boys and girls who have completed the fifth grade and are at least 10, OR who are 11, but not yet 18 years old OR have earned the Arrow of Light Award and are at least 10 years old. Most special needs of youth members can be accommodated by the Scouting Program, which can be adapted to address specific conditions. Adult membership in Scouts is open to both women and men, and both may serve in any adult Scouting position or role.
Record Keeping and Privacy
Troop 8 utilizes software and cloud services to store information about Scouts and parents, including advancement information. Private information is held in confidence and is seen only by those adults who maintain the information and those with a "need to know" (e.g. trip leaders and drivers). While BSA requires SSN on adult applications (for background checks), Troop 8 does not store this information. Because the Troop must be fully prepared for emergency situations on all outings, we need to collect and store DOB, driver's license numbers, automobile license tags, insurance information, and some medical information.
Our advancement database is considered as a "backup" of a Scout's progress toward ranks. The Scout Handbook is the ultimate record of a Scout's advancement, and the Scout is strongly encouraged to make a photocopy of his or her Handbook after each advancement in order to have a backup copy. However, the database has been used to provide documentation of a Scout's progress should the handbook be misplaced.
Advancement
Boy Scouts of America has a very specific advancement plan. This program is designed to encourage Scouts to participate in a progressive series of learning experiences. The plan also provides a specific means of measuring and recognizing achievement in these experiences. There are five steps Scouts go through to advance:
Learning by doing: Here the Scout practices the skill, participates in an activity, and completes the assignment with his or her Patrol, Counselor, or through independent study.
Being tested: The Scout is tested on the requirements completed. Once a Scout completes a skill requirement; their Patrol Leader, Scoutmaster or an Assistant Scoutmaster tests them. The Scouts BSA Handbook contains a listing of all requirements for advancement in rank and a record of the Scout's progress. In the case of Merit Badges, the Merit Badge Counselor is responsible for determining whether the Scout satisfied the requirements. (Merit Badges require independent study and introduce the Scout to specialized subjects and afford an opportunity to work with other adults that broaden their knowledge and interests).
Participating in a Scoutmaster Conference: When a Scout completes all requirements for a rank, they should schedule a conference with the Scoutmaster. This conference is designed to involve the Scout in a review of their progress. The Scout and Scoutmaster also work together in setting goals for further development and personal growth. The Troop 8 Scoutmaster has delegated the Scoutmaster Conference to certain Assistant Scoutmasters to evaluate Tenderfoot, Second, and First Class ranks. The Scoutmaster typically does the Scoutmaster Conference for Star, Life, and Eagle.
Appearing before the Board of Review: After the Scoutmaster Conference, the Scout requests a Board of Review from the Troop's Advancement Coordinator. At that time, the Advancement Coordinator will update the database and verify that all requirements for the Board of Review have been met. The Board of Review's objective is not to re-test the Scout but to: 1) determine the extent to which the Scout has had a positive and effective experience in the Troop, 2) make certain that all advancement standards have been met, and 3) Encourage further progress. Troop 8 typically offers a Board of Review monthly, the exception being that one Board may be offered in July/August and December/January. The schedule is published in the Troop calendar. The Board is comprised of Committee members and parents. However, parents may not sit on a Board for their own child. The Scoutmaster and Assistant Scoutmasters may not sit on a Board of Review. Guidelines for eligibility to participate in a Board of Review are attached in Appendix A. Advancement in rank is not automatic. If the Scoutmaster or the Board feels that the Scout is not ready to advance, they will offer constructive suggestions designed to strengthen perceived areas of weakness. Typically, a Scout will not be presented for a Board unless they are deemed ready for it.
Recognition: Celebrating a Scout's achievement is essential to the Scouting program and its objectives of building confidence, respect, and the value of accomplishment. Troop 8 typically recognizes rank achievements immediately following a successful Board of Review. The rank badge is pinned upside down on their shirt and may be turned right-side up and sewn on the uniform once they have done "a good turn." Rank cards and mothers' (parents') pins are presented at the next Court of Honor. The celebration ceremony in a Court of Honor is intrinsic to Scouting. A family's attendance at Courts of Honor (even if their child is not receiving an award) sends an important signal to the youth about the importance of Scouting.
Differences Between Cub Scout and Boy Scout Advancement
In Scouts BSA, much training is done by older Scouts teaching younger Scouts, with Adults Leaders providing guidance. This enables the Scouts to learn by doing in a safe environment. Unlike in Cub Scouts, Boy Scout parents, unless specifically in the performance of their duties as trained leaders, do not sign to acknowledge a Scout’s advancement. This is reserved for trained uniformed leaders or designated leaders.
Merit Badges
Merit badges are required for advancement for the later ranks. Scouts may earn merit badges from the time they join. This is different from earlier times when Scouts had to achieve First Class before being able to earn Merit Badges. Once a Scout reaches First Class, Merit Badges becomes one of five different components of advancement (the other four being: 1) Be Active in the Troop, 2) Demonstrate Scout Spirit, 3) Participate in Service Projects, 4) Serve in positions of (Troop) responsibility.) In Scouts BSA, there are over 125 Merit Badges from which to choose. To achieve Eagle Rank, the Scout is required to earn twenty-one Badges, of which 12 are "Eagle Required." Scouts may use school classes, sports, or home projects to meet requirements of several badges. Camping offers many opportunities as well. Scouts work independently on merit badges. The procedures for receiving authorization from the Scoutmaster to begin a merit badge and the process for filing the paperwork upon completion are listed in Appendix A. A list of Troop 8's merit badge counselors is available. If Troop 8 does not have a counselor for a specific badge, the Merit Badge Coordinator(s) can assist in finding one through the District or Council.
Youth Leadership (Positions of Responsibility)
Youth leaders run Troop 8. Generally, positions of responsibility are assigned to Scouts holding the rank of First Class and above. Of the youth leader positions, the Senior Patrol Leader and the Patrol Leaders are elected by the Troop 8 youth membership, while the remaining positions are appointed by the Senior Patrol Leader, in consultation with the Patrol Leaders Council and the Scoutmaster. The following youth leader positions are defined:
Senior Patrol Leader (SPL): The SPL is the highest youth-leadership position and is in charge of the Troop under the guidance of the Scoutmaster. He or she chairs the Patrol Leaders' Council (PLC) meetings and, with PLC assistance, plans and executes the Troop Activity Program.
Assistant Senior Patrol Leader (ASPL): The Assistant Senior Patrol Leader assists the SPL and serves in their absence. He or she supervises the non-leadership positions such as Scribe, Librarian, Historian, and Quartermaster. They assist in planning and executing the Troop program, and takes on special projects assigned by the Senior Patrol Leader.
Patrol Leader (PL): The Patrol Leader plans and leads patrol activities, represents the patrol at the Patrol Leaders' Council, assists patrol members in preparing for patrol and troop outings, and assists and encourages patrol members on rank advancement.
Assistant Patrol Leader (APL): While not a position of responsibility towards rank advancement, the Assistant Patrol Leader assists the PL and serves in his or her absence.
Quartermaster (QM): The Quartermaster is responsible for controlling the care and distribution of Troop equipment. The Troop QM is responsible for signing out Patrol equipment to each Patrol Leader and checking it back in. The Patrol Leader and his or her Patrol are responsible for returning all Troop equipment in good condition, or otherwise replacing it. The Troop QM will list deficiencies and submit them to the SPL and Scoutmaster for resolution.
Scribe: The Scribe records the results of the Patrol Leaders' Council and periodically publishes The Skillet, the Troop 8 youth newsletter.
Librarian: The Librarian is responsible for the maintenance and upkeep of the Troop library including merit badge books; other Scouting books; and miscellaneous booklets, pamphlets, and brochures.
Historian: The Historian is responsible for recording events and creating displays of historical materials for Courts of Honor and other Troop activities.
Troop Guide: The Troop Guide is responsible for assisting the younger Scouts in rank advancement and camping preparation. The Guide also assists younger Scouts with fitting into the Troop and their Patrol.
Instructor: The Instructor teaches scouting skills, e.g. First Aid, as needed within the Troop or Patrols.
OA Representative: The OA Representative is a Scout serving in the Order of the Arrow and serves as the communication link between the lodge or chapter and the Troop. Their job is to encourage year-round camping and participation in high-adventure activities, community service projects and leadership skills training, as well as promote attendance and participation in OA meetings and functions.
Junior Assistant Scoutmaster (JASM): The Junior Assistant Scoutmaster is a position normally filled by a Scout 16 or older and who has attained the rank of Eagle. The JASM supervises and supports other youth leaders as assigned by the Scoutmaster, and may fill roles in place of the Scoutmaster, but, cannot serve as adult leadership.
Den Chief: The Den Chief works with a Cub Scout or Webelos den and assists the Den Leader or Webelos Leader with den and pack activities.
Other Positions of Responsibility: Special projects or positions of responsibility can be assigned by the Senior Patrol Leader to fill needs in the Troop Organizational Structure. A description of the project or a list of duties for the special position should be submitted to the Senior Patrol Leader, who, upon approval by the Senior Patrol Leader, will forward it to the Scoutmaster for approval.
Patrols
Troop 8 is organized into Patrols of about eight to ten Scouts, each with an elected Patrol Leader and their appointed Assistant Patrol Leader. Each Patrol Leader represents his or her own Patrol, and relates its needs and concerns to the Patrol Leaders' Council. They participates in the Troop's planning and decision-making, and help plan outdoor events. Scouts tent and eat with other Scouts in a Patrol, led by a youth Patrol Leader. Adults tent and eat nearby in a special adult Patrol. Youth leaders plan, execute, and evaluate the Troop Activity Program, guided by our BSA-trained adult leaders. The result is a consistently high-quality program. The Scouts BSA Handbook promises adventure and Troop 8 delivers it.
New Scout Program
New Scouts may be formed into a New Scout Patrol (e.g. the Rattlesnakes) for their first spring and summer camp experience, where they receive instruction and guidance, as well as good friendship and leadership from the older Scouts. The New Scout Patrol also has both an adult Assistant Scoutmaster and youth Troop Guide assigned to help Scouts become oriented and get started on advancement. This working together exemplifies the "Patrol method" and is a cornerstone of Scouting. After summer camp, members of the New Scout Patrol are integrated into other existing Patrols. Wherever they are placed, these new Scouts continue learning via the Patrol Method.
Patrol Leaders & Assistants
The Patrol Leader is elected by his or her Patrol to lead the Patrol and represent them at the PLC. He or she is responsible for planning and executing Patrol events, and Troop activities at the Patrol level. The Patrol Leader then appoints an Assistant Patrol Leader, with approval from the Senior Patrol Leader. The Patrol Leader assigns each Patrol member a job. Some of these positions are: Assistant Patrol Leader, Patrol Scribe and Patrol Quartermaster. By sharing the workload, the Patrol will function smoothly. These leaders have a key role in helping the other youth and adult leaders plan activities and accomplish the goals of the Troop. Ultimately, the Patrol Leader is responsible for advancement help, task assignment, information dissemination, and leading his Patrol in Scouting.
Patrol Leaders' Council (PLC)
The Patrol Leaders' Council (PLC) consists of the Boy Leaders of the Troop and, under the guidance of the Scoutmaster, is responsible for planning and conducting the Troop's activities. The PLC decides for itself who are voting members; but typically it includes Senior Patrol Leader (SPL), Assistant Senior Patrol Leader (ASPL), all Patrol Leaders, Troop Guide, and Junior Assistant Scoutmasters. The PLC is responsible for the Troop program including planning and carrying out Troop meetings, and outdoor programs. The PLC meets once a month or at the discretion of the SPL.
Expectations of Scouts in Leadership Positions
Youths holding leadership positions are an example to younger Scouts. It is vital to the smooth operation of the Troop that all Scouts in leadership positions regularly participate. In the event of excessive absences or other performance issues, the Scoutmaster may remove that Scout from the position he or she is currently holding. Once removed from a leadership position, a Scout may not run for any leadership position again until approved by the Scoutmaster.
Annual Program Planning
Troop 8's activities are selected and planned by the PLC and other youth leaders, under the guidance of the Scoutmaster, at the annual program planning outing, usually at the end of the current program year or start of the upcoming program year.
Adult Leadership
Led by the Scoutmaster, a great group of dedicated Assistant Scoutmasters support Scouts and the Troop. All of our Scoutmasters must be trained in Scoutmaster Fundamentals (including an Introduction to Outdoor Leadership Skills weekend course), Safe Swim Defense-Safety Afloat, and Youth Protection Training. In addition, most participate in District and Council training programs designed to impart additional training skills such as basic outdoor skills, winter survival, search and rescue, outdoor cooking, backpacking, first aid/CPR, and/or water safety. The following adult positions are defined:
Scoutmaster: The Scoutmaster is the adult leader who works directly with the Scouts. The importance of the Scoutmaster's job is reflected in the fact that the quality of their guidance will affect every youth and adult involved in the Troop. The Scoutmaster may be male or female, but must be at least 21 years old. The Scoutmaster serves at the pleasure of the Chartered Organization; the procedures for selection and affirmation are detailed in Appendix B.
Assistant Scoutmasters: Assistant Scoutmasters help the Scoutmaster work with the youth leaders as they conduct the Troop program. Candidates for Assistant Scoutmaster are registered and trained adult Scouters who are familiar with the methods and procedures of the Boy Scouts of America and Troop 8 operations. Many have prior Scouting experience. Assistant Scoutmasters often have specific, ongoing duties that the Scoutmaster has delegated to them, including mentoring a Patrol leader, going on Troop outings, summer camp, etc. The Assistant Scoutmasters serve at the pleasure of the Scoutmaster.
Troop Committee: The Troop Committee is a group of registered adult Scouters that function to: 1) support the Scoutmaster in the implementation of the Troop's program. 2), provide an administrative framework to support the Troop as a continuing organization, and 3) establish Troop policy. Troop 8's Committee supports Troop activities and performs Troop operations. The Committee currently meets monthly. The Committee helps with transportation, finances, communication, record-keeping, advancement (including Boards of Review), recruiting, and long-range planning. Committee members work with the Scoutmaster and other Troop leaders to insure an interesting, successful, and safe Troop. The Committee welcomes parents' comments. More information about the Troop Committee is contained in Appendix C.
Merit Badge Counselors: The Merit Badge Counselor's role is to bring about learning on the part of the Scout. As a "coach" the Counselor advises the Scout concerning steps they should take to fulfill the requirements for the Merit Badge. As a "counselor", the adult evaluates the Scout's performance and determines whether or not the Scout has met the prescribed objectives in the requirements. The counselor's responsibility is to: 1) assist the Scout as he/she plans the assigned projects and activities to meet the merit badge requirements, 2) coach Scouts through interviews and demonstrations on how to do the required skills of the craft, business, or hobby, and 3) certify the Scout after determining whether they are qualified for the Merit Badge. As with all positions that work with Scouts, youth protection must be practiced. In this case, instead of the normal two-deep leadership requirement, a Scout must always have at least one buddy (who could be another Scout, a sibling, a parent or guardian, relative or friend) present when working with the Merit Badge Counselor.
Unit Commissioner: The Unit Commissioner is the liaison between the Troop and the district. While the commissioner can be assigned by the District Commissioner it is often helpful to the District to have a volunteer from within the Troop serve in this capacity. The Unit Commissioner is a member of the District, rather than the Troop and may often serve as a liaison between several units, such a Troop, Pack and Crew. The Unit Commissioner also serves as a resource, providing advice and guidance when asked.
Chartered Organization Representative: The Chartered Organization is the organization that sponsors the Troop. In Troop 8's case, the Chartered Organization is the Westlake Foundation. The Foundation selects a member of its group to be the Chartered Organization Representative. The Charter Organization Representative: 1) Is a member of the chartered organization, 2) Serves as head of the "Scouting Department" in the organization, 3) Secures a Troop Committee chair and encourages training, 4) Maintains a close liaison with the Troop Committee chair, 5) Helps recruit other adult leaders, 6) Serves as the liaison between the Troop and the chartering organization, 7) Assists with unit rechartering, 8) Encourages service, 9) Represents the Foundation to the District Committee, and 10) Can multiple register as a Troop Committee member.
Youth Protection Guidelines
Because of the great concern the Boy Scouts of America has for the problem of child abuse in our society, the Youth Protection program has been developed to help safeguard both our youth and adult members. These guidelines also help ensure adequate adult leadership is available in routine operations and in an emergency. Council provides Youth Protection Training each year, plus it is available online. This is mandatory for all adult leaders and Merit Badge Counselors. All adults in contact with Troop 8 youth must complete BSA Youth Protection Training.
Adult Leadership Requirements
Troop Meetings: At least two registered adult leaders, at least one over the age of 21.
Outings: At least two registered adult leaders, one of which is over the age of 21.
Merit Badges: At least one registered adult leader and at least two Scouts.
Parental Involvement
When a boy or girl joins Troop 8, his or her parents (or his guardian(s)) are obligated to contribute to the program of the Troop and their Scout's success. They must be willing to:
Be aware of their Scout's progress in rank advancement: Successful Scouts tend to have actively involved parents. Therefore, all parents should take an active interest in their Scout's achievements. The more the parents are involved, the more success their child will find in Scouting, which, in return, benefits the entire Troop. While parents will keep tabs on their Scout's work, the Advancement Coordinator will send advancement reports upon the request of a Scout or his parents.
Attend Troop and Eagle Courts of Honor: Troop 8 typically has Courts of Honor in September, January, and June. These are family events, often preceded by a potluck supper, and all are welcome. Eagle Courts of Honor are individually scheduled, and all Scouts and their families are highly encouraged to attend.
Pick up their Scout on time: That's 8:30 p.m. on Troop meeting nights, and when notified of the ETA from an outing.
Plan to participate: EVENTS MUST BE CANCELED if sufficient adults are not available. Parents who are able are required to drive on at least one outing for the Troop and attend one major activity with your Scout each year. Besides letting them know you are behind their efforts and share their interests, it helps you understand how to help them. After their Scout's first year, parents are also required to provide additional assistance to the Troop in addition to driving.
Know their Scout's adult and youth leaders: In addition to the Scoutmaster and Committee Chair, this includes any adult Assistant Scoutmasters mentoring the youth Patrol Leader and Senior Patrol Leader who work with their Scout's Patrol. Troop 8 needs parents to help counsel merit badges, assist with special events, and drive to and from activities. Many of the best ideas come from parents who just speak up!
Volunteering
Upon registering their Scout, parents are required to volunteer some time to Troop jobs. They are asked to complete a Troop 8 Questionnaire and Resource Survey. There are big and little jobs, and all are important. New parents will learn early the opportunities that exist within the Troop for their participation. Without help of all kinds from parents, Troop 8 would not exist. For the first year, parents will primarily be expected to assist in driving for outings. Afterwards, additional assistance will be expected.
Adult Training
BSA provides excellent training. The Potomac District offers adult Leader Fundamentals training each fall and spring. In addition, the National Capital Area Council (NCAC) holds an annual "University of Scouting" in February. These programs offer additional training for adult leaders. In addition, BSA has other training online, including Youth Protection, FastStart, and Safe Swim Defense-Safety Afloat. Finally, Troop 8 holds a "Committee Challenge" training session annually for Troop Committee members. This affords an opportunity to learn how a Troop, Committee, and Patrol operate—why it is done that way; the primary goals and methods of learning in Scouting; etc. Troop 8's success is largely due to having as many adults as possible trained.
Communications & Staying Informed
Most information about Troop 8 is on one of three websites: 1) https://bsatroop8.net 2) https://bt8md.net, and 3) https://gt8md.net. Our main site is https://bsatroop8.net, which covers both BT8 and GT8 and is public. In the interest of youth protection and privacy, the BT8 operational site (https://bt8md.net) and the GT8 operational site (https://gt8md.net) are private behind a username and password challenge. Weekly "eBlasts" are sent to all registered Troop emails, providing additional information and details that may not get adequately transferred from Scout to parent. The names, phone numbers, and email addresses of all the adult and youth leaders of the Troop are also available on the password-protected portion of the the BT8 and GT8 websites. Correct email addresses for parents and Scouts (if different) are very important to hearing about Troop news. Please provide updates per the information in the Troop Directory in order to remain promptly informed about events and changes.
Meetings & Events
Troop Meetings are held during the school year, typically every Monday from 7:30 p.m. to 8:30 p.m. during the school year (excepting holidays) unless otherwise announced. There are fewer meetings in summer and are scheduled depending on the Troop activity calendar. Weather closings will be announced via email and the website. Meetings are held at the Woman's Club of Chevy Chase (WCCC) unless notified otherwise. Parent groups will meet separately from the Scouts during their meeting.
Courts of Honor
Courts of Honor are one of the most important expressions of Scouting's values - recognition. Families, not simply Scouts, should place a high priority on attending Courts of Honor. Community recognition of pride and congratulations is an important part of recognizing a Scout's accomplishments in Troop 8. When a Scout achieves the rank of Eagle, a special Court of Honor is held specifically to honor that Scout.
Patrol Meetings
Patrol Meetings may occasionally be held outside Troop meetings at a designated Scout's or leader's home, or as determined necessary by the Patrol members.
Patrol Leaders' Council (PLC) Meetings
Patrol Leaders' Council (PLC) meetings are called by the SPL and at a minimum are held monthly. Youth Leaders are required to attend these meetings. Activities for the coming months are planned during these meetings. Meeting location for the PLCs is announced.
Troop Committee
Troop Committee Meetings are typically held monthly unless otherwise specified. Additional meetings may be called as deemed necessary. The meeting allows the adult leadership to discuss the progress of the Troop and the Scouts in the Troop. Detail on the Committee's role can be found in the "Adult Leadership" section.
Service Projects
Service to the community is an essential part of Scouting. Attendance at Patrol and Troop service projects is expected, and required for some rank advancement. Scouts are encouraged to provide service to groups on their own. For this service to count toward rank advancement, the Scoutmaster should approve it in advance. Participation in Eagle Service projects is an honor and a privilege that each Scout should take advantage of at every opportunity.
Attendance
A Scout is expected to attend most Troop meetings and activities. If a Scout is going to be absent from a Troop meeting or activity for any reason, he or she should notify his Patrol Leader in advance. Parents should arrange to pick up their child promptly at the scheduled end of the meeting, since no Scout will be left unattended. Meetings end promptly at 8:30pm. A "Scoutmaster Minute" often closes a Troop meeting and parents may want to observe. Attending Scout functions is an integral part of advancement. Scouts will not advance if they do not attend meetings and outings. Summer camp is a vital part of the Troop outdoor program.
Sports, Activities and Scouting
Scouting does not conflict with sports or other activities, because experience teaches that the most successful Scouts are those with a variety of activities and interests. Scouts are encouraged to be active in religious, music, sports, school, and other activities as they choose. Many of these activities may contribute to certain Merit Badge requirements.
Uniform and Handbook
Upon registering with Troop 8, a Scout is presented with a Troop 8 neckerchief, shoulder loops that are worn on their uniform, and, on behalf of the Westlake Foundation, an official Scouts BSA Handbook. Just as a sports uniform identifies a player with a team, the Scout uniform identifies a Scout with the largest voluntary youth movement in the world. The Scout uniform tends to diminish the importance of a person's financial, social, and ethnic background, while clearly showing each individual's Scouting accomplishments. Scouts are expected to have a complete Boy Scout uniform and wear it to all meetings unless otherwise informed by the Scoutmaster or SPL. They should also bring their Handbook to all meetings, to summer camp and on all outings. The handbook records progress towards ranks from the first meeting. When in uniform, the shirt will be tucked in and only official insignia and patches may be affixed. Troop 8 maintains a uniform exchange, which is coordinated by a parent volunteer. For those families needing additional assistance, Troop scholarships are available for the purchase of a uniform. Please contact the Committee Chair for more information. No Scout will be denied the ability to participate because of inability to purchase a uniform. The Scouts BSA Handbook has sewing templates on the inside front and back covers.
Class "A" or Formal Uniform
The Class "A" uniform consists of the following:
Khaki tan Scout shirt (short-sleeved preferred by most Scouts)
Scout pants and/or Scout shorts
Troop 8 neckerchief (green with embroidered Troop 8 logo, given after joining the Troop)
Neckerchief slide (the neckerchief slide is of the Scout's choosing; BSA sells a metal slide at the Scout shop or he may make one of his own. The Troop 8 copper "8" slide is presented at the Court of Honor after the Scout earns First Class rank, or in the case of transfer, after they have been active for a period of time)
Scout belt and buckle
Scout socks (ankle, crew or knee, personal preference)
Merit badge sash (on formal occasions; it is a good idea to purchase the larger badge sash and take a tuck in it as the Scout will grow!)
It is worn to all Troop meetings and on formal outings (such as traveling to Summer Camp or High Adventure) unless directed otherwise by the Senior Patrol Leader (SPL) or Scoutmaster. Class "A" uniform is also mandatory for Boards of Review, Courts of Honor, District- and Council-sponsored events, parades, fundraisers, traveling to/from summer camp, and on all high-adventure trips. When in doubt, wear your Class "A" Uniform. There will be periodic uniform inspections.
Class "B" or Informal Uniform
The Class "B" uniform consists of the following:
Specially designed Troop 8 T‑shirt - many different designs through the years
Scout shorts or pants, belt & socks
It is worn for occasional work projects or outings. In addition, the Troop allows a solid-color pant instead of Scout shorts/pants. If on an outing, or hike, something other than cotton material is strongly recommended. Usually a member of the Committee volunteers as the T-shirt Coordinator and will provide opportunities to buy t-shirts. Official Scout uniforms and other official items may be purchased at the Marriott Scout Service Center in Bethesda.
Scout BSA Handbook
Each new Troop 8 Scout is presented a Scouts BSA Handbook from the Westlake Foundation upon joining the Troop. If lost, the Scout should replace the handbook as soon as possible at their own expense. As stated earlier, since the handbook documents all of a Scout's rank advancement, the information related to a Scout's advancement, it is used as reference at all Boards of Review and carries the signatures of the review personnel. While the Troop maintains a database of advancements, sometimes lost information cannot be duplicated so please guard the handbook against loss. It is a good idea to photocopy the rank advancement pages periodically and store the copy in a safe place.
The Outdoor Program
Summary
On outings, the Scouts are responsible for organization, planning and leading the trip. Adult uniformed leaders are responsible for health and safety. The Senior Patrol Leader or his designee is in charge of the outing. The Scoutmaster communicates with the Senior Patrol Leader. Accompanying parents should not expect to have much interaction with their child.
Fees
An additional fee to defray costs may be required at the time of each outing. On specialized outings, such as canoeing, skiing or caving, an additional fee is typically required.
Safety
Some Scout activities involve risk. Use of knives, fire, and cooking stoves all have attendant risks, as do winter camping, water sports, caving, etc. The level of risk in all these cases is greatly reduced by knowledge, skill, and discipline in following safe practices. The Boy Scouts of America has guidelines for safety in all of these activities, which the Troop follows.
Patrol Method
Usually Troop 8 follows the Patrol Method of camping where each Patrol is responsible for its own menu planning, purchasing, cooking, and cleanup. Each Patrol will check out its own equipment from the equipment room. Patrol members set up tents, gather wood, build a fire, and cook for themselves. Each Patrol lives as a group on outings; Adults camp separately, but, close enough to observe, offer training and ensure safety.
Meals
All menus should reflect a fully balanced meal. Parents are encouraged to know what their child eats on outings and should feel free to help them in suggesting easily made dishes. Sometimes the youth-planned menus are a little unusual and include "learning experiences". Occasionally a Scout will be asked to be the "Grubmaster", for certain rank advancement this is required. It is the Scout's responsibility to ensure they understands the budget and the number of people for whom they are purchasing food. If there are any questions, the Scout should contact his Patrol Leader. During the Troop meeting on the Monday before an outing, the Patrol finalizes plans for its meals. Any Scout not signed up by that Monday will need to make arrangements with his or her Patrol Leader to ensure there is an adequate food supply. A Scout does not typically go on an outing and cook on their own, absent special nutritional/allergy needs. If a Scout decides not to go, he cannot receive a refund once the food is purchased. If possible on ski or canoe outings, for example, deposits may sometimes be refunded, excluding food.
Departures/Returns
Most outings leave from the parking lot at the Woman's Club on Saturday mornings. Scouts should have eaten unless otherwise notified. The Troop generally returns at approximately mid-afternoon on Sundays and the Scouts are dropped off at the club parking lot. Parent drivers are required to remain until all of the Scout passengers have been picked up by their parents. Accordingly, all parents are required to arrive promptly to allow the parent drivers to leave. The Troop Transportation Chair coordinates Scouts with drivers to and from outings. When joining the Troop, parents will be asked to provide driver's license number, car tags, make & model of car (including number of seat belts), and insurance information.
Medical Form / Permission Slip
Without exception, a medical form and permission slip are required of all Scouts and adults before they are allowed to participate in our outings. The permission slip is important in part because it allows a parent to record information about a Scout's medical conditions, medicines, and allergies, which information would be important in the event of emergency. A parent volunteer coordinates medical forms and permission slips and has them available in advance of outings. This will contain health information and contact information.
Transportation
Events will be cancelled when adequate transportation is not available. There must be enough seats, with proper safety restraints (seatbelts) to carry Scouts and Adult leaders. One significant way that Parents can contribute is by driving the Scouts to and from events and outings. Unless a Parent cannot drive, each Parent should plan on driving Scouts to and/or from at least one outdoor activity.
Camping Equipment
Parents are discouraged from purchasing a lot of expensive personal equipment when their child is small. Experienced adult leaders can be a helpful resource to insure the equipment families purchase is up to the rigors of Scout-style camping. Leaders can also suggest low-cost substitutes for some items. The Troop provides some common gear, tents, and stoves. The Scout provides personal gear (see “Gear Lists” on the website). Please be sure any Troop equipment returned gets taken home and gets dried, cleaned, and returned to the next Monday's Troop meeting. Scouts will be held financially accountable for lost or damaged Troop gear that they were using.
Adults
On Outings, BSA and Troop 8 require at least two registered and trained adults, at least one of whom is 21 years or over, on all Troop outings. To participate with the Troop on a weekend camping trip, the following requirements must be met:
Notify Scoutmaster at least one week in advance.
Adhere to BSA and Troop 8 rules and the Boy Scout method of camping, including practicing "Leave No Trace" camping. Information on Leave No Trace camping can be found in the Boy Scout Handbook
Complete Youth Protection Training. No exceptions.
Provide the Troop with a valid health form.
Attend the Adult Patrol Meeting prior to the outing.
When space for adults is constrained, trained adult Uniformed Leaders are given preference.
The Scoutmaster has the ultimate discretion on who will participate in an outing.
Advanced Scouting Programs
The Boy Scouts of America has several programs to keep Scouting interesting for youth as they gain experience, progress in rank, and develop through the teenage years. Some of these programs include:
Life-changing 'High Adventure' Trips
Troop 8 makes available when possible a trip that tests the mettle of eligible older Scouts who have achieved First Class Rank and meet BSA age requirements. Scouts who participate often call these high-adventure trips "life changing adventures" or "trips of a lifetime." Historically, many of the Scouts who participate in these trips go on to achieve the rank of Eagle Scout. BSA runs three high adventure bases: Philmont Scout Ranch in New Mexico, Sea Base in Florida and the Bahamas, and Northern Tier in Minnesota and Canada. A Scout who attends all three high-adventure activities earns the coveted "triple crown" award and patch. Financial assistance is available for high adventure for Scouts and leaders with demonstrated need.
Jamboree: Every four years, there is a National Jamboree, where Scouts from all over the country have a huge weeklong camping experience.
Philmont Scout Ranch: Located in New Mexico in the Sangre DeCristo range of the Rockies, Philmont has 215 square miles of wilderness that offers unforgettable 10-day backpacking adventures for older Scouts. Typically Troop 8 has had crew members participate roughly every other year at Philmont.
Northern Tier Canoe Base: The focus is on inland watery canoe adventures, there are two bases in the Boundary Waters Canoe area of Northern Minnesota and one entirely in Manitoba, Canada.
Sea Base: Sailing and diving (SCUBA, snorkeling, canoeing, and sailing) are the primary emphases of this program that includes facilities in both Florida and the Bahamas. Again, Troop 8 has participated every few years.
Order of the Arrow
Order of the Arrow is a national BSA honor society. It recognizes outstanding Scouts who have met prescribed requirements and service. To be a candidate a Scout must:
Be at least First Class in rank.
Demonstrate Scout Spirit approved by the Scoutmaster prior to elections.
Participate regularly in Troop activities.
Have at least 15 days and nights camping, including 1 long‑term camp (6 consecutive days) within a two-year period.
The boys elect Order of the Arrow members. This is one of the few organizations where non‑members participate in selecting candidates. All Troop 8 youth members attending the Troop meeting in which elections are held are eligible to vote.
Troop 8 Expected Conduct
Very simply stated, all Scouts are expected to live and act by the values as established by the "Scout Law" always. Therefore, they should be:
TRUSTWORTHY - LOYAL - HELPFUL - FRIENDLY - COURTEOUS -
KIND - OBEDIENT - CHEERFUL - THRIFTY - BRAVE - CLEAN - REVERENT
The Scoutmaster approves and advises the Patrol Leaders' Council in establishing Troop rules. The basic expectations below should not be considered an expansive list. Troop leaders may generally act as needed to insure the safety and health of Troop members and keep our Troop in an environment free from profanity, harassment, and abuse for youth and adult participants alike.
Troop Meeting Behavior
Wear the uniform properly to all meetings and activities.
Be on time for all Troop activities.
No disruptive behavior.
No electronics (radios, cell phones, MP3 players, iPods, Game Boys, etc) or homework.
Troop and Club property must be respected.
Live by the Scout Oath and Law.
Remain with your Patrol during all activities.
Troop Outing Behavior
No playing in or with fire. Fires are to be used only for heat, light, and cooking. Any other activity constitutes playing with the fire. Only Scouts holding a Firem'n Chit may possess and use matches or fire.
No fire or candles in the tents.
No fuel stored in the tents (except chemical hand warmers).
No food or eating in the tents.
No fighting or rough horseplay.
No rock or projectile throwing.
Sticks are not swords and will not be used as such.
No cutting of live trees, limbs, or vegetation.
No cruelty to animals.
No vulgar language.
No teasing, crude acts, pulling pranks, and similar acts of hazing at the expense of another Scout.
Do not use, borrow, or otherwise disturb another person's property without permission.
Do not enter another person's tent without permission.
Do not enter another Patrol or Troop campsite or Patrol box without permission.
Items Banned From Troop Activities
Alcohol, tobacco, illegal drugs (grounds for immediate dismissal from the Troop).
Fireworks, sheath knives, bullwhips, throwing stars, nunchucks, slingshots, or any other item that could potentially cause harm.
Firearms or bows and arrows, unless approved by the Committee for purposes as archery or rifle merit badge.
Liquid fuels. Use restricted to adults and/or with adult supervision.
Squirt guns, super soakers, etc., unless an event is specifically designated and approved by Scoutmaster.
Hatchets & axes.
No inappropriate magazines or literature.
Disciplinary Action
The Scoutmaster has the authority to discipline a Scout, including sending them home from an activity at the parents' expense, suspension for a period of time, or dismissal from the Troop for conduct inconsistent with Scouting ideals. The Troop Committee stands behind the Scoutmaster in his disciplinary actions.
Dues and Fundraising
Troop Dues
Troop 8 dues are paid annually in September. Dues may be paid online from the Troop 8 website via PayPal or by check (payable to "BSA Troop 8"). The dues help support the Troop and reflect National/Council fees, insurance, a Boys' Life magazine subscription, and the cost of advancement patches and badges. The Westlake Foundation also provides support periodically to the Troop through equipment grants. Cub Scouts who transfer into Troop 8 from within the Council pay a transfer fee of their BSA membership, which is then valid until the Troop's next dues collection in September. New scouts who are not transfers pay prorated dues for the remainder of the current scout year as well as paying the September dues for the upcoming scout year. Non-uniformed Adult leaders and Committee members pay a small fee regardless of when they register. If you need assistance with paying dues, dues scholarships are available on the basis of need, please contact the Membership Chair for more information.
Fundraising
Scouts selling Scout popcorn, and having fundraisers such as car washes help support "fun" activities such as skiing and high-adventure outings. Each Scout is asked to participate in fundraising. In addition, the Troop has occasional other types of fundraising events. Friends of Scouting (FOS) is perhaps the best-known BSA fundraiser. FOS helps to pay for camps and District/Council support activities. Typically at the January Court of Honor, the Unit Commissioner gives a FOS presentation, explaining how much the Council pays for the Scouting program per Scout. There is an opportunity to "give back" to Scouting by writing a check to this worthy campaign. Many employers donate matching dollars to the United Way Combined Federal Campaign. Designate CFC #8046 to support Scouting.
Medical & Special Needs
Physical Exams & Health History
Due to the outdoor and strenuous nature of Scouting activities, Scouts and adult leaders must have completed Parts A and B of the BSA Annual Health and Medical Record form on file to attend all outings. Part C is required for non-high adventure outings over 72 hours or for any high-adventure outings.
Medications and Prescription Drugs
If a Scout is taking medication of any kind, the Scoutmaster or adult leader of an outing must be informed prior to the outing or activity. This is especially important with behavior modifying prescriptions. Camping, often in remote backwoods areas, several hours away from roads or phones, is not the time for surprises. Pursuant to National BSA guidelines, taking medication as directed by a physician is the responsibility of the individual Scout and parents. Leaders can hold medication, if asked, to secure it against loss only. Troop Leaders cannot 'guarantee' a Scout takes his medication on time. If specific camp policies differ from what is above (i.e., all medications are to be stored in the summer camp's staffed Health Lodge), Troop 8 will follow the specific camp guidelines. Troop 8 makes a "best effort" to maintain private health information. Typically, only those with a "need to know" for matters of health and safety see health information. However, all adult leaders on an outing have a "need to know."
Special Needs
If deemed necessary, at least one parent (or adult guardian) will be required to attend every outing with their child. This policy is not to discriminate but to ensure a positive Scouting experience for all.
Guide Update Process
This guide is to be updated by the Committee from time to time. It was last fully revised on July 23, 2019. Suggested amendments to this guide should be submitted to the Committee Chair.
Appendix A
Advancement
TROOP 8 BOARDS OF REVIEW
Guidelines for Scouts
To be eligible for a board of a review, a Scout must:
Have completed all requirements for their new rank (including having his counselor sign off on all required merit badges) at least one week before the scheduled Board of Review. These must be verified by the Advancement Chair.
Have had their required Scoutmaster Conference at least one week before the scheduled Board of Review
Request to be scheduled for a Board of Review by the Advancement Chair
At the Board of Review, a Scout must:
Bring their Scouts BSA handbook
Be on time
Be introduced to the Board by the Senior Patrol Leader, Assistant Senior Patrol Leader, Patrol Leader, or Assistant Patrol Leader
Be in their full Class A Scout uniform which includes official socks, pants or shorts, belt and buckle, shirt with all required patches, neckerchief and neckerchief slide
"Be Prepared" to":
Answer questions about the requirements for the rank and all previous ranks held (For example, a Scout seeking to advance to First Class may be asked about Tenderfoot and First Class requirements.)
Answer questions about the requirements for the merit badges they earned
Answer questions about Scouting in general and their plans for Scouting
Scouts who do not meet these requirements will either not be permitted to sit for a Board of Review or will not be approved by the Board.
Guidelines for Adults serving on a Board of Review
Purpose of a Board of Review
The members of a Board of Review should have the following objectives in mind:
To make sure the Scout has completed the requirements for the rank.
To see how good an experience the Scout is having in the unit.
To encourage the Scout to progress further.
Additionally, the Board of Review:
Provides "quality control" on advancement within the unit.
Provides an opportunity for the Scout to develop and practice those skills needed in an interview situation
Is an opportunity for the Scout to review his or her accomplishments.
Provides an opportunity to review the Scout's attitudes, accomplishments, and their acceptance of Scouting's ideals.
The Board of Review is NOT a retest; the Scout has already been tested on the skills and activities required for the rank. However, the chairperson of the Board of Review should ensure that all the requirements have been "signed off" in the Scout's handbook. Additionally, the chairperson should ensure that leadership and merit badge records are consistent with the requirements for the rank.
Composition of a Board of Review:
For all ranks (except Eagle) and Eagle palms, the Board of Review consists of three to six members of the Troop Committee. Relatives or guardians may not serve as members of a Scout's Board of Review. Unit leaders (Scoutmaster, Assistant Scoutmasters, Varsity Coach, Post Advisor, etc.) should not participate in a Board of Review unless absolutely necessary.
Mechanics of a Board of Review:
The Scout is introduced to the board by the Chairperson of the board.
The Scout must be in full uniform (local or unit custom may dictate regarding neckerchief and badge sash).
The board members are invited to ask questions of the Scout. The questions should be open-ended, offering an opportunity for the Scout to speak about his or her opinions, experiences, activities, and accomplishments. Avoid questions which only require a simple one or two word answer. If an answers is too brief, follow up with a, "Why?" or, "How can that be done?" to expand the answer. The questions need not be restricted to Scouting topics; questions regarding home, school, work, athletics, etc. are all appropriate. The Chairperson should be made aware of any "out-of-bounds" areas; these should be communicated to the board before the Board of Review begins (e.g., if a Scout is experiencing family difficulties due to a divorce, it would be prudent to avoid family issues.)
The time for a Board of Review should be from 15 to 30 minutes, with the shorter time for the lower ranks. When all members have had an opportunity to ask their questions, the Scout is excused from the room. The board members then consider whether the Scout is ready for the next rank; the board's decision must be unanimous. Once the decision is made, the Scout is invited back into the room, and the Chairperson informs the Scout of the board's decision. If the Scout is approved for the next rank, there are general congratulations and handshakes all around, and the Scout is encouraged to continue advancing. If there are issues that prevent the Scout from advancing to the next rank, the board must detail the precise nature of the deficiencies. The Scout must be told specifically what must be done in order to be successful at the next Board of Review. Typically, an agreement is reached as to when the Scout may return for his subsequent Board of Review. The Chairperson must send a written follow up, to both the Scout and the Scoutmaster, regarding the deficiencies and the course of action needed to correct them.
MERIT BADGES
Procedures for Merit Badge Paperwork
To start a merit badge:
Obtain a blue card from the Advancement Chair or one of the Scoutmasters.
Have the Scoutmaster sign it and then give it to the merit badge counselor.
When you complete a merit badge:
Have your merit badge counselor approve the blue card and sign it (note there are two places where signature is required);
Take the blue card to the Scoutmaster for final approval;
Turn the card in to the Advancement Chair.
Presentation of Awards:
Typically, a Scout will receive the merit badge at the next scheduled Troop meeting, with formal recognition coming at the Court of Honor. Merit badges earned at summer camp are typically presented at the Fall Court of Honor.
Partial merit badges: Every year, several Scouts come home from summer camp(s) with partial merit badges. The advancement coordinator holds these blue cards. In order to get credit for the badge, the Scout needs to retrieve the blue card from the advancement coordinator and follow the steps above.
Appendix B
Uniformed Leadership
Scoutmaster
The Scoutmaster is the adult leader responsible for working directly with the Scouts to deliver the Scouting Program. The importance of the Scoutmaster's job is reflected in the fact that the quality of his or her guidance will affect every youth and adult involved in the Troop. An effective Scoutmaster exhibits the best traits of Scouting, setting the example for all. The scope and details of the Scoutmaster's duties are described in detail in the Troop Leader Guidebook.
The Scoutmaster may be male or female, but must be at least 21 years old. The Scoutmaster is selected by the Troop Committee and appointed by the Head of the Chartering Organization. Like all registered adult leaders, the Scoutmaster serves year to year. Scoutmasters, including Assistant Scoutmasters, must complete BSA training required for their position.
The Scoutmaster's duties include but are not limited to:
General
Train and guide youth leaders.
Work with other responsible adults to bring Scouting to boys and girls.
Use the methods of Scouting to achieve the aims of Scouting.
Meetings
Meet regularly with the patrol leaders' council for training and coordination in planning Troop activities.
Attend all Troop meetings or, when necessary, arrange for a qualified adult substitute.
Attend Troop Committee meetings.
Conduct periodic parents' sessions to share the program and encourage parent participation and cooperation.
Guidance
Conduct or arrange Scoutmaster conferences for all rank advancements.
Provide a systematic recruiting plan for new members and see that they are promptly registered.
Delegate responsibility to other adults and groups (assistants, Troop Committee) so that they have a real part in Troop operations.
Supervise Troop elections for the Order of the Arrow.
Activities
Make it possible for each Scout to experience at least 10 days and nights of camping each year.
Participate in council and district events.
Build a strong program by using proven methods presented in Scouting literature.
Conduct all activities under qualified leadership, safe conditions, and the policies of the chartered organization and the Boy Scouts of America.
Assistant Scoutmasters
To fulfill his obligation to the Troop, the Scoutmaster, with the assistance of the Troop Committee, recruits assistant Scoutmasters to help operate the Troop. Each assistant Scoutmaster is assigned specific program duties and reports to the Scoutmaster. They also provide the required two-deep leadership standards set by the Boy Scouts of America (there must be at least two adults present at any Scout activity). An Assistant Scoutmaster may be 18 years old, but at least one in each Troop should be 21 or older, so he or she can serve in the Scoutmaster's absence.
Possible types of Assistant Scoutmasters roles include working with new scouts, the youth leaders (e.g. Quartermaster), Scout skills, Eagle Advisor, etc. A Troop should recruit as many Assistant Scoutmasters as possible. It has been found that many successful Troops have three or more.
Scoutmaster's Council
At the option of the Scoutmaster, he or she may form a "Scoutmaster's Council," a group of adult leaders with whom the Scoutmaster may regularly meet to discuss plans of action, progress of Scouts and other items necessary for the good running of the Troop. Troop 8 has created such a council in the form of an "Adult Leader's Patrol" to both demonstrate the patrol method for Scouts and to provide a sounding board for the Scoutmaster. The council is comprised primarily of the Scoutmaster and Assistant Scoutmasters, as well as other experienced adult leaders who form the primary pool to support the outdoor scouting program and provide training oversight for Scout leaders. All adult leader training requirements must be met prior to any adult joining and participating in outdoor events.
Appendix C
Troop Committee
The Troop Committee is the Troop's Board of Directors and supports the Troop program. The Committee works on behalf of the Chartered Organization and operates within the policies set out by that organization and the Boy Scouts of America. The Committee's primary responsibility is to support the Scoutmaster in delivering a quality Troop program. The Scoutmaster (or Assistant Scoutmaster(s)) is not a member of the Troop Committee and has no vote. However, it is important to remember that mutual cooperation between the two groups of leaders is essential for the smooth and successful operation of the Troop. Every member of the Committee should have a working assignment, in order to ensure the smoother operation of the Troop and an equitable distribution of the workload.
The Committee's responsibilities include:
Ensuring that quality adult leadership is recruited and trained
Providing adequate meeting facilities
Advising the Scoutmaster on policies relating to Boy Scouting and the Chartered Organization
Supporting adult leaders in carrying out the program
Responsibility for finances, adequate funds, and disbursements in line with the approved budget plan
Obtaining and overseeing the maintenance and care for Troop property
Ensuring that the Troop has an outdoor program (minimum 10 days and nights per year)
Serving on Boards of Review and assisting with Courts of Honor
Supporting the Scoutmaster in working with individual Scouts and problems that may affect the overall Troop program
Providing for the special needs and assistance some Scouts may require
Helping with the Friends of Scouting campaign
The Committee must consist of at least three adults aged 21 or older. There is no maximum. Five core positions are essential for a quality Troop operation: Committee Chair (CC); Secretary (MC); Treasurer (Finance/Records) (MC); Membership Chair (MC); New Member Coordinator (NM); and Advancement Chair (MC). When there are more Committee members than positions, members should be assigned to assist in one of the areas. Descriptions of each position's responsibilities are given below, in addition to other positions that are available to be filled. It should also be noted that specific responsibilities, such as Transportation Coordinator, or High Adventure Coordinator, can be broken out into separate positions when warranted. There is training for the most positions and a trained committee is key to its success.
BSA formally recognizes only a few position codes, with the vast majority of positions falling under the umbrella code for committee member:
Committee Chair - Code CC
New Member Coordinator - Code NM
Committee Member - Code MC (Secretary, Treasurer, Membership Chair, Advancement Chair)
Merit Badge Coordinator - Code 92
Committee Chair (CC)
The committee chair is appointed by the chartered organization and is registered as an adult leader of the BSA. The chair appoints and supervises the committee and unit leaders. Responsibilities:
Organize the committee to see that all functions are delegated, coordinated and completed.
Maintain a close relationships with the Chartered Organization (Westlake Foundation) Representative and the Scoutmaster.
Interpret BSA national and local policies to the troop.
Prepare the troop committee meeting agendas.
Call, preside over, and promote attendance at monthly troop committee meetings and any special meetings that may be called.
Ensure troop representation at monthly roundtables.
Secure top-notch, trained adult leadership for camp leadership.
Ensure smooth transition of all Committee responsibilities.
Review and update this Guide.
Approve all adult applications prior to formal approval by the chartered organization representative.
Arrange for the completion of the annual rechartering process.
Ensure all other necessary tasks for the good of the troop are performed.
Secretary (MC)
The committee secretary is appointed by the committee chair to keep minutes and records, send notices, and handle publicity. Responsibilities:
Keep minutes of meetings and announce committee meeting on the website.
At each meeting, report the minutes of the previous meeting and post to the website.
Track, collect, and store all BSA medical forms for Scouts and adults. For every outing, provide a current copy to the adult trip leader for all attending Scouts and adults.
Track, collect, and store all Activity Consent and Release forms for Scouts. For every outing, provides a current copy to the adult trip leader for all attending Scouts.
Maintain sensitive records according to need-to-know policies of the Troop.
Treasurer (Finance/Records) (MC)
The treasurer is appointed by the committee chair to handle Troop funds, pay bills, maintain accounts, coordinate the annual Friends of Scouting campaign, and supervise fundraising. Responsibilities:
Handle all Troop funds. Pays bills on recommendation of the Scoutmaster and authorization of the Troop committee.
Maintain the Troop checking and savings accounts, including the troop PayPal account.
Keeps adequate financial records.
Collect outdoor program fees and coordinates reimbursement for expenditures related to same.
Supervise money-earning projects, including obtaining proper authorizations.
Leads in the preparation of the annual troop budget.
Leads the Friends of Scouting campaign.
Reports to the Troop Committee at each meeting.
Membership Chair (MC)
The membership chair is appointed by the committee chairman to manage membership of Scouts and adults in the Troop and handle the yearly rechartering process. Responsibilities:
Collects new registration forms (including Medical and Blanket Activity Release) and ensures that registration is completed successfully with Council
Ensures that new Scouts are provided with their Scouts BSA Handbook, Troop neckerchief, and other items given to new Scouts.
Monitors the Invitation Manager and Application Manager applications on my.Scouting.org to ensure that new electronic registrations are processed correctly.
Maintains the membership records in the Troop database
Handles the rechartering process with the BSA
New Member Coordinator (NM)
The new member coordinator is appointed by the committee chairman to help ensure a smooth transition of new Scouts into the unit and orientation for new parents. Responsible for recruiting campaigns and for year-round recruitment, growth and retention. Responsibilities:
Develops a plan for year-round membership flow into the Troop. Works with the committee in developing and implementing the membership plan
Serves as welcoming ambassador for the Troop. Assists in the orientation of new parents
Assists the membership chair with new Scout family registration (both scout and committee)
Works closely with the Cubmasters and Webelos den leaders of neighboring Cub Scout packs to provide a smooth transition from pack to Troop. Assists in developing and recruiting den chiefs, and assist in the crossover ceremony from Webelos Scouts to Boy Scouts
Plans and coordinates a Troop open house to invite non-Scouts into the Troop
Encourages Scouts to invite their friends to join the Troop
Keeps track of Scouts who drop out of the Troop, and develops a plan to encourage them to rejoin
Actively manages the Invitation Manager on my.scouting.org to ensure that all recruiting efforts handled electronically are completed
Advancement Chair (CM)
The advancement chair is appointed by the committee chairman to ensure that the unit has at least monthly boards of review, quarterly courts of honor, and that the unit has goals of helping each Scout advance a rank each year and for new Scouts to reach First Class rank during their first year. The advancement chair is also responsible for record keeping and submitting advancement reports to council. Responsibilities:
Maintains all Scout advancement records
Makes a prompt report on the correct form to the council service center when a Troop board of review is held. Secure badges and certificates
Works with the Troop librarian to build and maintain a Troop library of merit badge pamphlets and other advancement literature, as well as general Scouting, leadership, and outdoor scouting lore knowledge
Reports to the Troop Committee at each meeting
Coordinates a Merit Badge Day
Leads the preparation of Court of Honor
Leads the preparation of Board of Reviews
Leads the Swap/shop
Training Chair (CM)
res adult Troop leaders and Committee members have opportunities for training
Maintains an inventory of up-to-date training materials, videotapes, and other training resources
Works with the district training team in scheduling Fast Start training for all new leaders
Is responsible for BSA Youth Protection training within the Troop
Encourages periodic youth leader training within the Troop and at the council and national levels
Reports to the Troop Committee at each meeting
Is watchful that the Troop strives to ensure BSA safety requirements
Transportation Chair (CM)
Coordinates transportation for all Scout events
Works with Treasurer and Outdoor/Activities Coordinator to ensure all outing Permissions Slips and outing fees are collected
Equipment Coordinator
EnsuEquipment Coordinator
Helps the Troop procure camping equipment
Works with the quartermaster on inventory, and storing and maintaining Troop equipment
Makes periodic checks on all Troop camping gear, and encourage Troops in the safe use of all outdoor equipment
Reports to the Troop Committee at each meeting
Terms
As with all jobs in Scouting, Troop Committee members serve for a year at a time. At charter renewal time, a manpower inventory will be conducted to identify leadership needs. The Troop Committee chair will fill each Committee position. Every Committee member will be asked to serve in a specific capacity. No one, including the Troop Committee chair, automatically retains the same position beyond the one-year life of the charter.
Meetings
The Committee meeting should be attended by all Committee members and the Scoutmaster. Occasionally, the Committee may wish to invite guests such as the Chartered Organization Representative and Unit Commissioner. A typical agenda for a Committee meeting would be:
Call the meeting to order – Chair
Welcoming remarks, introductions of any new members – Chair
Approval of the previous meeting's minutes – Secretary
Reports:
Scoutmaster (Troop progress, actions of patrol leaders' council, disciplinary problems, attendance, monthly outing plans, other Troop needs)
Secretary (newsletter, additional resource surveys)
Outdoor Activities Coordinator (outdoor plans, special activities, district and council activities, summer camp update)
Treasurer (current financial standing, money-earning projects, Friends of Scouting)
Advancement Chair (Troop advancement progress, boards of review, courts of honor)
Training coordinator (new training materials, youth leader and adult volunteer opportunities for training)
Equipment coordinator (status of new and existing Troop equipment and of Troop needs, new procedures for safe use and storage of equipment)
Membership coordinator (update status of Webelos crossover ceremonies, Troop open houses, and boy-to-boy recruiting)
Old business (reports on task assignments from previous meeting)
New business (assign tasks as issues are discussed)
Announcements (including date of next month's Troop Committee meeting)
Adjournment
If all are prepared, meetings should not last longer than 1 hour.
Recruiting Leadership
The single most important responsibility of the Committee is to recruit adult leaders and volunteers. The two most important positions, the Committee Chair and the Scoutmaster should be coordinated with the Chartered Organization Representative, as the representative needs to gain the Chartered Organization's approval for individuals nominated to these positions. Potential leaders can be identified through the Troop 8 Questionnaire and Resource Survey (conducted by the Secretary), or through conversations with parents.
While all Committee members should be involved, at some point, with the process of selecting new Committee members, it may be helpful to create a nominating subcommittee to evaluate the status of Troop Committee leadership and staffing. The nominating Committee then will take the lead in identifying and recruiting adult volunteers to fill gaps and improve performance, and, if recommending a new Committee Chair and/or Scoutmaster, confer with the Charter Organization Representative on proposed candidates for those positions. Upon approval of the Charter Organization Representative (as necessary), the subcommittee should present a full slate of candidates to the Committee for election.