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Guide Book
CHARTER ORGANIZATION:
HUNTSVILLE COMMUNITY RURITAN CLUB
1151 SARDIS CHURCH ROAD
MADISON, N.C. 27025
Table of Contents
1.) Troop Leadership Structure
19.) Patrol Leaders Council (PLC)
28.) Who May Attend Activities and Outings
31.) What Scouts May and May Not Bring On Outings
32.) Troop and Patrol Equipment
33.) Travel Equipment Checklist/Backpacking Suggestion List
8th revision September 2009
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1. TROOP LEADERSHIP STRUCTURE:
CHARTERED ORGANIZATION: Huntsville Community Ruritan Club 1151 Sardis Church Rd. Madison, NC 27025
The Ruritan's are issued an annual charter by the Boy Scouts of America to operate a Troop. They have agreed to furnish Troop meeting facilities, select a Scoutmaster, appoint Troop Committee of at least three adults, and to choose a Chartered Organization Representative from within its membership.
CHARTERED ORGANIZATION REPRESENTATIVE (COR):
This is a member of the chartered organization, and heads up the organization's "Scouting Department". This person serves as the active link between the Ruritan and the Troop. They work with the Troop Committee and its chairman to promote Scouting and its programs within the organization. They represent the organization at council and district levels as the person authorized to vote for the organization.
TROOP COMMITTEE:
This is a steering committee. It handles finances, approves Troop policy, forms the Board of Review, helps with transportation, etc. No Scouting background is required and training is available to assist committee members. All leaders are, and all parents can be, members of the committee. Many jobs are available through the committee. These include, but are not limited to: Committee Chair, Treasurer, Secretary, Advancement, Outdoors Activities, Fund raising, etc.
TROOP COMMITTEE CHAIRMAN (CC):
Conducts committee meetings. Sets up the Board of Review. The CC is appointed by the Troop Committee and approved by the sponsor for 12 months beginning in December.
SCOUTMASTER (SM):
The SM is appointed by the sponsor upon recommendation of the Troop Committee. The SM and ASM's are expected to wear a full uniform and complete the Basic Leader Training Course when offered by the council.
ASSISTANT SCOUTMASTER (ASM):
The SM appoints the ASM for an annual term with the approval of the Troop Committee.
Scout Parent Unit Coordinator (PC):
This position established by the national organization in 2009, is part of an initiative to get more adults involved in Scouting. The PC assists the unit by organizing the efforts of parent volunteers for transportation and other short term projects or events. Back
All Scouts and registered adults are required to carry the Troop Accident policy provided through the National BSA. You can obtain a copy of the policy and claim form from Troop leaders or the Scout Council office in Greensboro. Back
Registration fees are $16.00 per year, due February 15th. February is the month that our Troop is required to recharter with the Council. We encourage Scouts to earn and use their own money for activities if possible. Adult leaders and Committee members will pay $16.00 per year. Fees cover annual registration, and insurance. "Boy's Life" magazine is optional ($12), and is due at the time of re-charter. These fees go directly to the National Office. There are also annual unit dues collected from each Scout of $10; to be used to off-set the cost of advancements and other administrative needs. The Re-Charter fees reflect changes by National BSA, effective January 1, 2010. Back
The Troop Committee will assist the Troop in organizing approved fundraisers. The major fundraiser for the troop at this time is the Council sponsored popcorn sale in October. Scouts that actively participate in fund-raising efforts will have dues waived. It will also be the goal of fund-raising efforts to decrease the overall out of pocket expense for families to include but not limited to paying for annual charter fees. Back
The Troop currently meets at the Huntsville Community Center building on Sardis Church Road. Meeting time is Monday evening at 7:30pm, all year. Exception: Some holidays and if school closes due to inclement weather. No meeting will be held during the week the Troop is scheduled to be at summer camp. Holiday and other closings will be announced. Special patrol assignments and a Scout's needs may make it necessary for your Scout to arrive before or stay a short while after the regular meeting. These times will be announced in advance when possible. Back
New members will not be a "Boy Scout" until he completes the joining requirements in the Scout Handbook. Once he fulfills these requirements, he will be officially inducted into the troop at a ceremony conducted by the Scouts in the Troop. This is a very important step as it means that he understands the obligations of being a Scout, the Scout Oath and Law, and agrees to abide and live by them. Parents are encouraged to attend this ceremony. In order to become a Boy Scout, you must be a boy who has completed the 5th grade, or who has earned the Arrow of Light Award, or be 10 1/2 years of age but not yet 18. When the Scout is graduating from a Webelos Den, and has earned the Arrow of Light, the induction into the Troop will be part of the graduation ceremony. Back
The Troop is to have on file, a copy of the Scout's medical history. Each parent is responsible to make sure that this information is as complete as possible. Part A of the medical form should be updated with new information each year. Part B of this same form requiring a doctor's physical in order for the Scout to attend the Council sponsored week-long summer camp. It is good for 1 year and each parent should keep a copy for reuse. The physical form can also be obtained from the Troop or Council office and is normally given out several weeks prior to summer camp. The original is kept in the unit record book, and is taken to all unit activities. Some events may require a health history form, and will be provided at the time of the event. Part C of the form is a combination permission form and photo release form. Back
Permission forms with parent signatures are required for all Troop outings. Scouts will not be allowed to go on any outing until this is completed and turned in prior to leaving for the trip. Back
Scouts are expected to follow the Scout Oath and Law and the program set forth by their Leader's and Patrol Leaders Council. Hazing and other such activities of any type are strictly forbidden and will result in the loss of membership. Behavior is a major consideration when evaluating Scout Spirit for rank advancement.
Strong emphasis is placed upon attendance at meetings, as this is very important for advancement. Being absent does not just hurt the Scout, but also the activities of his Patrol and the entire Troop. Attendance records are kept for all activities and regular attendance is needed to participate in other activities. Scouts are required for advancement to attend unit activities other than weekly meetings. Back
The Patrol Leaders Council plans and develops a Troop calendar that will be updated as needed. Special outings average one a month. Each Scout is expected to attend if possible in order to have a successful program. A Troop newsletter is produced to help keep Scouts and their families informed about coming events and reports on past events. A unit web site has current events, pictures and calendars posted on it. Back
Troop/Pack Web Site:
http://troop534.com
An updated Troop roster is available upon request. Each Scout should ask for one and any assistance needed to keep it up to date. It will be very helpful in communicating with leaders and other Troop members. Back
Scout spirit is how a Scout demonstrates that he lives and practices the Scout Oath and Law. It is his attitude toward all Scouting activities, his Troop, his Patrol, and his Scout leaders. It is how he wears his uniform. It is his overall conduct at meetings. Good Scout spirit is needed for advancement. The Scoutmaster, all Assistant Scoutmasters, and the Patrol Leaders Council review Scouts for Scouting spirit. Back
THE FIELD ACTIVITY UNIFORM: The Field Activity Uniform (often referred to as Class A) shall be worn to ALL MEETINGS UNLESS OTHERWISE DESIGNATED. The Class A uniform consists of a short or long sleeve Scout shirt, Scout shorts or long pants, neckerchief or bolo tie, a Scout belt, and proper Scout socks. If a hat is desired, it must be an official BSA hat, or other BSA official cap, i.e.: Scout Reservation, OA, or Scout commemorative cap. No other hat or ball cap is acceptable. Due to the cost of the full uniform, it is understood that some families may not be able to afford the complete set all at once. The shirt should be the first item purchased, along with the neckerchief. The neckerchief will be navy blue with gold screen print stripes and BSA logo.
THE ACTIVITY UNIFORM: The Activity uniform (Class B) includes the following: a T- shirt, or other shirt with any kind of Scouting logo, Scout pants, Scout belt, and proper Scout socks. The Class B uniform is only worn at designated times.
The uniform builds Scout Spirit and Troop pride!! Athletes cannot play without proper equipment. Scouts cannot attend field trips without the proper uniform. The Class A uniform must be worn to Troop meetings for the Scout to receive credit for attendance and Scout Spirit advancement. Back
Leadership changes every 6 months. Leadership positions may be added or deleted at the discretion of the SM, and will be based on unit needs and size.
Senior Patrol Leader (SPL)
He is an experienced Senior Scout that is elected by the troop. He is the Troop leader and conducts all Troop meetings. He must be at least First Class or above, have 10 nights camping, and has served as a Patrol Leader. Attendance at Summer Camp is preferred. The SM must confirm his nomination.
Assistant Senior Patrol Leader (ASPL)
Appointed by the SPL with the consent of the SM. The Patrol Leaders report to the ASPL. This position does not fulfill any leadership requirements.
Troop Quarter Master (QM)
He is elected by the Troop and approved by the SM. The QM is responsible for all troop equipment and its distribution to patrols. Equipment is inspected after each camp out.
Chaplain's Aide
Appointed by the SM. The chaplain's aide is responsible for religious services on camp outs and other scout functions. An adult advisor will assist this position.
Troop Scribe
He is elected by the Troop and approved by the SM. He is responsible for keeping minutes of all PLC meetings. He also collects troop money for special outings as needed.
Troop Guide
Appointed by the PLC and approved by the SM for each new patrol. They assist the new Scouts in advancing in rank.
Historian
He is appointed by the PLC and approved by the SM. He takes pictures and documents Troop activities. He assists in creating a year end slide show.
Librarian
Maintains the Troop Library and an accurate inventory. Maintains a log of whom and what books are checked out. Makes recommendations to meet library needs.
Junior Assistant Scoutmaster
Senior Scout, mature enough to assist leaders with issues related to leadership and training. Typically this will be an Eagle Scout who will be aging out (18yrs old) within 18 months, and wishes to remain active with the Troop. This requires SM, ASM and Committee approval.
Instructor
Teaches basic Scouting skills in Troop, Patrols, and to individual Scouts.
OA Troop Representative
He serves as liaison between the Order of the Arrow and Troop Arrowmen. He is elected from Troop Arrowmen by the Troop. He ensures that OA events are publicized and noted on the Troop schedule. Assists other scouts in understanding of OA purposes and objectives. Back
This is the Scouts Troop, it is their organization. Scouts learn by doing things for themselves with the assistance of other Scouts. An experienced Scout learns by teaching younger scouts. The Scouts run the Troop, not the adult leaders. The Patrol Method enables this to happen. As Baden Powell, the founder of Scouting proclaimed; "The Patrol Method is not one way to run a troop, it is the only way."
Scouts are assigned to a patrol that has a name, and then makes its own flag, and yell. A patrol is composed of 3 to 8 Scouts acting through a democratic process to conduct Scouting activities. New Scouts are also assigned to a patrol that is composed of first year scouts. A Troop Guide (an experienced Scout) may be assigned with an ASM to work with the new patrol to teach correct Scouting methods. Back
Positions change every 6 months. A Scout should not repeat a position back to back.
Patrol Leader (PL)
His patrol members elect him. He must meet the following requirements: Be 1st Class or above( (except New Scout Patrol), have 5 nights camping, have SM approval, and is recommended that he has attended summer camp. .
Assistant Patrol Leader (APL)
Appointed by the PL. Assists the PL and fills in during his absence.
Patrol Quarter Master
Appointed by the PL. Maintains Patrol equipment.
Patrol Scribe
Appointed by the PL. He maintains good records of Patrol meetings, keeps copies of duty rosters and menus. Back
19. PATROL LEADERS COUNCIL (PLC):
The PLC consists of the following Scouts: Senior Patrol Leader, Assistant Senior Patrol Leader, all Patrol Leaders, and the Troop Scribe. The Troop Guide assists the New Scout Patrol Leader in representing the new Scouts. The Scribe and Troop Guide are nonvoting members of the PLC. Asst. Patrol Leaders will stand in when the Patrol Leader is not present. The SM and an ASM will be present as advisors. Meetings are scheduled as necessary to conduct Troop business, plan activities, and meetings. Back
Scouts advance through the ranks by thoroughly learning and completing the requirements in the BSA handbook. It is the Scouts responsibility to know what requirements he needs and to present evidence of accomplishment to the SM or ASM. A Scout should make arrangements prior to or after a meeting to sign off requirements. Time is also provided on camp-outs. Parents can help their Scouts learn the requirements, but only the SM or ASM can sign off requirements. Scouts should keep their books with them at all times when at Scouting functions. It is the Scouts responsibility to get this information to the SM as it is signed off.
When all requirements for a specific rank have been met and signed-off, the Scout is to schedule a Scoutmaster conference with the SM. The Scout must be in full Field Activity Uniform and must have his Scout handbook with him for the conference. The SM will talk to each Scout about the work that he has completed and set goals for future progress. To comply with National BSA Youth Protection standards, conferences will be done in full view of other adults and youth. A parent or guardian may be present during the conference. Back
After the SM conference, the Scout appears before a Board of Review. The Board of Review is held by the Troop Committee. It is composed of no less than three members and is held on a regular meeting night and scheduled through the SM and CC. The Scout must appear in full Field Activity Uniform, prepared to show that he is worthy of the rank for which he is being reviewed. If the Scout passes, the rank badge is presented to the Scout at the next possible Troop meeting. Formal recognition will be given at the next Court of Honor. Back
A Court of Honor is held quarterly to give formal recognition to the advancement of individual Scouts. Awards presented include rank advancement, merit badges, training achievements, Troop awards, etc. Families and friends of all Scouts are encouraged to attend since all Scouts participate in the ceremony. This is not only a time to give recognition to the advancing Scouts but is also an opportunity to socialize and get to know the "Troop Family". Many of these may also be done during events that Cub Scouts may be present. Back
The Scout turns his book over to the SM or ASM who updates the Scout's advancement in the official Troop Records. The best time to have an advancement updated is immediately after having it signed off as completed. These records will be added to the "Troopmaster" database and computer sheets will be updated regularly. The more often the Troop records are updated, the better that planning for advancement can be done by the PLC and Scout leaders. Back
Scouts wanting to work on a merit badge must obtain advance approval from the SM or ASM. With approval to work on the merit badge, the Scout will be given a list of approved counselors that are registered with the Council and/or Troop. The Scout gets an application for the merit badge (blue card) from the SM. Next, the Scout (not the parent) sets up an appointment with the counselor before work is started on the merit badge. Scouts are not allowed to visit merit badge counselors alone. Another Scout or parent must accompany the Scout (buddy system). The Scout follows the counselor's instructions to complete the requirements. Upon completion of the requirements, the counselor signs the application, (the blue card), which the Scout brings to the SM or ASM who records the badge. The merit badge is presented at the next possible Troop meeting. Several merit badges may be worked on at a time, but approval must always be obtained prior to starting the work. There is a unit imposed time limit of 6 months to complete a Merit Badge once it is started. It is to the scouts benefit to finish them before requirements change and while information is "fresh" on a subject.
Merit badges may also be earned at Scout Summer Camps. If merit badges are not completed at camp, the Scout may earn partial credit, which will be noted on proper forms and recorded by the SM or ASM. Completion of partial badges is the responsibility of the Scout, just as for any other merit badge. The Scout is to consult with the SM to decide how partials should be completed. Back
From time to time the Troop participates in service projects and good-turns for others. All Scouts are expected to participate. Scouts need these service-hours to complete advancement requirements. They can set up their own projects by contacting various local agencies, or their church. Service hours are not credited for work in which the Scout is paid. Service hours may be given for assisting another Scout on an Eagle project or for special troop/council/camp projects. Review of the project before and after completion by the SM or ASM is necessary. Back
The Troop has an outing or activity once a month. Scouts pay for their own food expenses and personal expenses, if any. For most trips, the troop leaves on Friday at 6:00PM and returns on Sunday between 1 PM and 2 PM depending on destination and type of trip. Specific schedules will be posted as plans are finalized by the PLC. If a Scout signs up to go camping, he must pay his monies due by the Troop meeting prior to the camping trip. The Troop and Patrol need a week to plan transportation, buy food, and confirm activities. If a Scout changes his mind and does not make the trip, he still must pay for his share of the food if it has already been purchased.
Meals are usually 3 Saturday meals, Cracker Barrel Saturday night, and Sunday breakfast. Each patrol is responsible for their menu planning and shopping. The Scouts doing the shopping are responsible for following the menu and staying within the budget (avg $10-15 per Scout). Any overrun will be the responsibility of the shoppers. If there is a surplus of money, it will be placed in the Troop account and used to offset the Patrols cost on the next trip. Scouts should have a well-planned menu to use in preparing their meals. It must be turned in to the SM or ASM for approval. No junk food is allowed. Many trips will have a required cooking “style” or type, and will require true preparation time. It is rare that “prefab” foods will be allowed.
Planning the meals, purchasing the food, cooking the meals, and directing helpers in meal preparation are all part of the advancement process for Scouts. If a Scout continuously misses camping trips, he will miss important opportunities for advancement in many areas. This can cause the rate of advancement to be considerably slower than the Scout would hope for, as he must wait for the same opportunities to come around again. With the assistance of parents, the Troop strives to "keep the outing in Scouting". Back
28. WHO MAY ATTEND ACTIVITIES AND OUTINGS
All inducted active members of Troop 534 who regularly attend weekly Troop meetings. At least two registered adult leaders MUST accompany the Scouts on each outing.
Parents and guardians are welcome on all activities and it is usually necessary to have some parents to supplement registered leaders. Assistance with driving is always helpful along with guidance of the Scouts. To reserve a place on an outing, let one of the Scout leaders know two meetings prior to the camp so that you can be included in the menu planning and any necessary reservations. The cost for adults will be the same as for the Scouts on most trips.
Other visitors are not usually allowed on overnight camping trips because our Scout Insurance does not cover them. Their presence may also interrupt the planned activities of the patrols and the normal interaction of the patrol members. Special situations may be allowed, such as a Boy Scout from another troop, however this will require advance SM approval. Occasionally the troop will have outings that are designed for the entire family (parents, brothers, sisters, grandparents, etc.) and they will be announced as such. The Troop sponsors 2 (two) camping trips per year for the Pack. Back
ONLY adult leaders and parent volunteers provide transportation. Scouts of driving age will not be allowed to drive on trips even if they have obtained their drivers license. Vehicles must have adequate seat belts and N.C. state insurance minimums of $50,000/$100,000/$50,000. Back
This is a week long camp at a local Scout Reservation. Troop leadership and Scouts camp on a reserved site so the Scouts may attend a scheduled program of activities presented by the camp staff. It is a week of fun, excitement, and great scouting experiences. It allows a Scout to fulfill many advancement requirements and/or earn merit badges. The cost is around $200 per Scout, which includes meals, tentage, and most of the program fees. Cost should not be a factor in whether a Scout may attend camp. If assistance is needed, parents should talk with the Scoutmaster, as scholarship monies are available. Scouts who participate in unit fundraisers, may have portions of their camp fees paid for by the Troop.
Scouts may also attend camp with a provisional Troop that operates each week of summer camp. It exists to allow Scouts to come to camp who have a conflict with the week scheduled for Troop 534 or who would like to attend camp an additional week. Registration for additional weeks at camp is the responsibility of the individual scout through the Council office. Back
31. WHAT SCOUTS MAY NOT BRING ON OUTINGS:
ELECTRONIC GAMES PETS
STEREOS FIREWORKS
SHEATH KNIVES FIREARMS
BICYCLES CELLPHONES
Leaders do not recommend (but find it hard to enforce) bringing junk food and candy. Scouts are expected to eat the meals they planned and not to load up on junk food. Scouts may bring trail mix, a few granola bars, fruit bars, or fresh fruit. Back
32. TROOP AND PATROL EQUIPMENT:
The troop will provide patrol boxes for each patrol's cooking needs when the camping trip allows their use. The patrol boxes are stocked with the items needed for the Scouts to cook their patrol meals. Stoves, lanterns, hand tools, etc. are also available.
Sharing a tent with a buddy is expected on outings. If a Scout purchases a tent, it should be a 2 man type that he can share with another Scout. It is also recommended that it be a tent that can be backpacked. Backpacks are used on most outings by the Troop and it is expected that each Scout will eventually obtain his own. All other items, including sleeping bag, sleeping pad, personal mess kit, toiletries kit, etc. are considered the responsibility of the individual Scout. The Troop has limited access to some equipment that may be borrowed for trips until a Scout can purchase their own.
Before purchasing any of the above items the Scout should seek the advice of the Troop in making his selection. This can keep the Scout from making a costly mistake. Any leader or experienced Scout will be more than happy to relate experiences with different types of equipment, where to get it, and maybe how to get a discount on price. There are a few retailers that rent equipment. It may be a good idea to try different types and styles before making any financial commitments. It is further recommended that Scout's and their parents not purchase "top of the line" equipment unless they are sure of the necessity and the care the Scout will be capable and willing to give the more expensive items.
Normal wear is anticipated, but damage resulting from abuse or improper care of any equipment (Troop, personal, Patrol, etc) will be the financial responsibility of the Patrol/Scout that last used it. The SM or ASM will decide on the need and cost of repair or replacement of damaged equipment. Back
33. TRAVEL EQUIPMENT CHECKLIST:
The lists on the following pages have been adapted from the Boy Scout Handbook and Scout Field Guide. Make copies as it may be used for planning & packing for each trip. Class A uniforms will not be required for most Troop planned camps, but are required for District/Council events and summer camp. The first list is a general equipment list for many of our units trips. The second backpacking list is more specific and geared toward reduction of weight being carried. Parents should refrain from packing for their Scouts, as this is part of the advancement process and teaches self-reliance.
Personal Equipment List
Scout outdoor essentials:
Personal overnight camping gear:
Pack (include cover or big garbage bag for cover)
Sleeping bag or blankets
Sleeping pad and Ground cloth (plastic sheeting for under tent)
Mess kit (non-disposable spoon, fork, bowl, cup, plate)
Toiletries kit (soap, toothbrush, toothpaste, dental floss, comb, washcloth, and towel)
Optional:
Camera Boy Scout Field Book
Camping pillow Insect repellant
Magnifying glass Sunglasses
Binoculars Bird/Plant identity books
Prayer book or Bible
The following is a list of suggested equipment for most backpacking trips the Troop will take. Scouts and parents should carefully evaluate the necessity of each item and if there are other possible uses. The less weight a Scout carries, the less likely he will become fatigued and decrease the possibility of injury. Troop leadership will inspect all equipment prior to leaving for the trip to assure the appropriate equipment is carried. If you plan to purchase equipment, please do not buy the most expensive items available. Each entry below will offer suggestions to reduce cost and weight (even a few ounces can make a big difference when you add them up). Each Scout will be responsible for their food. We will create menus and post them as we get closer to each trip. www.campmor.com is a good on-line source for equipment. Shop around for equipment, and look for items that may have multiple uses. Keep it simple and use your imagination. We recommend each Scout read and review Chapters 8 & 9 in the Boy Scout handbook.
Backpacks
TENTS
COOKING STOVE
COOKING/EATING
WATER BOTTLES
FLASH LIGHTS
PACK COVER
SLEEPING GEAR
CLOTHING
FOOT WEAR
OTHER