TYPICAL MEETING FORMAT
- Opening Formation and Ceremony - starts promptly at 7:00 p.m.
- Troop Program - related to Scout skills or upcoming event
- Patrol Meeting - plan patrol activities and work on advancement
- Inter-patrol Activity - patrol competition, game or recreational activity
- Closing Formation - completes promptly at 8:30 p.m.
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REGULARLY SCHEDULED EVENTS
- Advancement Boards of Review - During Troop meetings, scheduled in advance, 7:10-8:20 p.m.
- Patrol Leader Council (PLC) Meeting - Fourth Monday of each month, 5:45-6:45 p.m.
- Troop Committee Meeting - First Tuesday of each month, 7:00-8:30 p.m.
- Family Night Dinner/Court of Honor - Four Mondays per year between September and May, 6:30-8:30
p.m.
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THE PATROL METHOD AND LEADERSHIP
One of the chief founding principles of Boy Scouting is the "Patrol Method." Like all Scout troops, 116 is divided into Patrols of about 6 to 10 boys each, with a Patrol Leader elected from within each Patrol. New, younger Scouts are also assigned to a special group under the leadership of the Troop Guide, an older, senior Scout who will help the newer ones get a good start in the Troop. A Patrol functions as a team and does many activities together. Competitive events between Patrols is a way of building Patrol spirit and keeping the Troop strong.
Troop 116 is a boy-run troop from the Senior Patrol Leader through his staff and the Patrol Leaders. The adult leaders are mainly there to guide and advise the boy leaders. One of Scouting's main purposes is to develop youth leadership, and we feel strongly that this can be done best by making as many opportunities as possible for the boys do the leading and to learn by experience.
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ATTENDANCE REQUIREMENTS
Active status in Troop 116 is maintained by attending a majority of the regular Monday meetings and the monthly weekend activities. The Scoutmaster may make exceptions to this requirement in special circumstances if necessary. If this attendance requirement is not followed, Scouts may be dropped from the active roles, unable to advance in rank, and not be allowed to attend special trips they would otherwise be eligible for, such as the Super Scout trip.
Because it is important to attend meetings prior to all trips, attendance is necessary at the preceding Monday night meeting before any trip. This will insure that accurate information is received about the trip and adequate preparation is made for the trip.
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OTHER TROOP EXPECTATIONS
- Uniform:
- A complete Official Scout Uniform is expected for all regular Monday meetings, except in the summer when the informal Troop 116 T-shirt is worn. (See Uniform and Equipment and Equipment section for details.)
- A complete formal Official Scout Uniform (with long pants and merit badge sash) is worn for Courts of Honor, Family Night Dinners, and Boards of Review. No Scout will be allowed in a Board of Review without a complete and proper uniform.
- A Scout is expected to be in the prescribed meeting uniform to participate in other advancement activities during a meeting, such as Scoutmaster Conferences in preparation for Boards of Review, and counseling sessions either for merit badges or for Eagle project and rank applications.
- Scouts should plan at minimum to bring their Troop 116 T-shirt on all trips and wear it when meeting for departure; they will be told in advance if a full uniform is needed.
- Attendance is important and is mentioned separately above. Each Scout is needed for his Patrol to function at its optimum level. The older and experienced ones are needed for their leadership and teaching skills. If a Scout does not attend meetings regularly and if he does not go on the camping trips, he is missing opportunities to learn Scouting skills and earn merit badges, and he is thereby not going to advance at the expected rate.
- A Scout must be registered through the Scout Office and have turned in a signed Activity Permit before he can be allowed to go on a Troop outing. (See Joining Procedure in the Welcome to Scouting section.)
- Every family is expected to assist with transportation for trips as needed. We encourage the fathers to camp with us whenever they can.
- Scouts will be informed about each trip in advance as to times of departure and return, cost, where we will be, and activities of the trip. The wives of the adult trip leaders will know how to reach the Troop if needed.
- Each Scout is responsible for his share of the food purchased for the camping trips. For most trips each patrol plans their meals, buys the food required, and does their own cooking. If a Scout has signed up to participate in a trip and later has to drop out, and if he does not tell his Patrol Leader before the food for the trip is purchased, he still is expected to pay for his share of the cost.
- On camping trips, especially backpacking trips, consideration must be given to food packaging and containers. Many times trash must be packed out, and burnable wrappings such as paper are preferred. Glass containers are not permitted.
- Only during adult supervised functions will a Scout be permitted to use a stove or lantern that requires any fuel. A Scout may bring and use a backpack camping stove only after he has been certified for its use by the Scout Leadership. To be certified, a Scout must demonstrate that he knows how to operate his stove in a safe and mature manner, and that he knows all the precautions and hazards associated with handling this equipment. He will then be given a certification card which he must have in his possession when using
his stove.
- Patrol camping equipment, including tents, is furnished by the troop. This equipment is the best we can buy, and we are able to do so as a result of troop dues and successfule fund raising efforts. If the equipment is misused or lost, it is the Patrol's or Scout's responsibility to replace or repair the lost or damaged equipment.
- Personal electronic communication and entertainment devices (such as cell phones, music players, and games) are not appropriate at troop functions and outings and are generally restricted from use.
- Merit badge and rank requirements must be signed-off by the designated boy and adult leaders. To prevent embarrassment and misunderstanding, a parent may not do this for his own son. We encourage a Scout to also use approved counselors outside of our Troop for merit badges so that he will gain experience in dealing with new people. BSA policy requires that merit badge counselors be Registered Scouters. Parents interested in teaching and/or being counselors for merit badges or any phase of Scouting skills are urged to tell the Advancement Chairman as this help is always needed. We will assist parents in the registration process.
- To be passed off on any merit badge, a Scout must have read and understood the material in the merit badge book. The counselor or Advancement Board of Review may ask questions regarding material in these books.
- Requirements for a Scout going before an Advancement Board of Review are outlined in the Advancement section.
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CONDUCT POLICY
Sometimes we take for granted certain rules and regulations. Troop 116 has a large number of active Scouts who are good solid boys, and we intend to maintain the high standards that we ascribe to under the Scout Oath and Law. Although we have very few problems and do not anticipate any, we feel that certain rules
and guidelines should be written and accepted to avoid any misunderstanding.
These rules apply when a Scout is under our responsibility - that is any time he is with the Troop, either at the weekly meetings or on a camping trip or other troop-sponsored activity.
The following actions will not be tolerated:
- Possession or use of any illegal drug.
- Possession or use of firearms.
- Possession or use of alcoholic beverages.
- Smoking or use of any tobacco product.
- Stealing.
- Profanity.
- Any form of hazing, harassment, or malicious behavior directed toward another Scout.
Participating in the above activities will result in disciplinary action that could include suspension or expulsion from the Troop. Such suspension or expulsion, as well as the terms of reinstatement of a suspended Scout, will be determined by the Scoutmaster with the concurrence of the Troop Committee
Executive Board.
Discipline must be maintained for the adult and youth leaders to manage a group of this size. Disciplinary measures are never by physical contact, such as belt lines or paddling, but are more along the lines of physical fitness, such as push-ups, educational, such as writing themes, or service oriented, such as completing a project.
It is the policy of Troop 116 that Adult Leaders and other adult volunteers set the example and subscribe to the same conduct rules referred to above while participating in troop activities. The use of alcoholic beverages and tobacco products by adults should avoided while in the presence of Scouts.
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SAFE HAVEN
The leaders of Troop 116 have a strong commitment to BSA policy and guidelines pertaining to "Safe Haven." Their goal is to create and maintain at all Troop functions a place where everyone feels physically and emotionally secure. There are several ways to do this:
- Set the example by always behaving as a Scout should. Live the Scout Oath and Scout Law at all times to the best of your ability.
- Refuse to tolerate any kind of inappropriate put-downs, name-calling, physical aggression, or hazing.
- Communicate acceptance of each member of the Troop through expressions of concern for them and by showing appreciation whenever possible.
- Create an environment based on learning and fun. Seek the best from all members of the Troop and strive to help them achieve it.
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SENIOR PATROL LEADER AND PATROL LEADER RESPONSIBILITIES
SENIOR PATROL LEADER
- Preside at all Troop meetings, events, and activities.
- Chair the Patrol Leaders Council (PLC) and plan the Troop program and activities.
- Serve as the leader of the Troop's Leadership Corps.
- Appoint Scout leaders, with the advice and consent of the Scoutmaster.
- Assign/delegate duties and responsibilities to other leaders.
- Be responsible for Troop discipline.
- Set the example.
PATROL LEADER
- Plan and lead Patrol Meetings and activities.
- Represent the Patrol at the Patrol Leaders Council (PLC).
- Appoint an Assistant Patrol Leader with the advice and consent of the Scoutmaster.
- Keep Patrol members informed.
- Instruct Patrol members in Scouting skills.
- Develop Patrol spirit.
- Prepare patrol for Troop activities.
- Participate in Junior Leadership Training.
- Set the example
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SCOUTMASTER RESPONSIBILITIES
- Be responsible for the program and actions of the Troop.
- Act as an advisor to the Patrol Leaders Council.
- Develop junior leaders.
- Appoint Assistant Scoutmasters with the advise and consent of the Troop Committee
- Represent the Troop at council or district planning functions.
- Keep the Troop Committee informed and obtain assistance and support for the Troop from the Committee.
- Attend Boy Scout Leader Training
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TROOP COMMITTEE RESPONSIBILITIES
The purpose of a Troop Committee is to assist the Scoutmaster, as requested, and to provide overall guidance and direction for the Troop. In Troop 116, every father (or one parent) is encouraged to participate in the Troop Committee meetings and to register as an adult Scouter.
In order for the adult leaders to have the time for the week-to-week activities of the troop, the Committee assumes the following specific responsibilities.
- Set overall Troop policies and the direction the Troop is taking. Approve the annual calendar of
events, and assist the Scouts and adult leaders in the planning and preparation of the annual schedule. Assist as needed to procure special programs requested or required by the schedule.
- Provide Committee members to serve on the monthly Advancement Boards of Review.
- Schedule adult trip leaders to be responsible for Troop outings such as monthly camping trips, summer camp, and other Troop activities away from the Church. Assist those leaders in scheduling parents to provide the transportation required for these outings.
- Direct the Troop fund raising projects, including selection of the project chairman, and obtaining parental participation and support.
- Keep Troop families informed about Troop activities.
- Assist adult Scouters with the BSA registration process. This includes review of the application,
checking of references, and recommending approval to the head of our chartering organization, St. John's Episcopal Church.
- Select the Troop Treasurer and his method of operation. Review and approve the annual Troop budget.
- Select and approve, in consultation with the Scoutmaster and Chartered Organization Representative as appropriate, other Troop adult leaders such as the Committee Chairman, Scoutmaster, Advancement Chairman, Quartermaster, and other necessary positions.
- Prepare for the annual Troop re-registration with the Scout Office.
- Assist with the Family Night Dinners by coordinating with the Church, setting up tables, and providing drinks, etc.
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CAMPING TRIPS, OUTDOOR AND SPECIAL EVENTS - RESPONSIBILITIES AND POLICIES
Adult Trip Leader Responsibilities |
Trip Fee Policy for Key Leaders |
Other Trip Policies and Guidelines
ADULT TRIP LEADER RESPONSIBILITIES
Adult trip leaders are essential to the overall planning and execution of Troop outings such as monthly camping trips, summer camp,
and other Troop outings away from the Church. A minimum of two adults is required by BSA policy on all outings. The Scoutmaster,
Assistant Scoutmaster - Outdoor Program, Senior Patrol Leader and other leadership Scouts assist and are actively involved
in trip planning and trip activities, but specifically assigned adult trip leaders are necessary to carry out certain steps
and to support Troop leaders and other adult participants.
The following list of responsibilities serves as a guideline and checklist for adult trip leaders to follow.
- Research and investigate information about the proposed destination.
- Make reservations and arrangements with the ranger, outfitter, resort, etc.
- For trip costs: (a) Prepare an estimated budget and, if Troop funds are to be used, obtain appropriate approval; (b) Collect and record money (other than routine Patrol food expense); (c) Keep a record of and obtain receipts for expenses incurred; (d) Turn in to the Troop Treasurer all collections, receipts or documentation for expense payments, and a final summary report accounting for the money collected and expenses paid.
- Prepare an informational handout. Include dates and times to meet for departure and for return pickup; food, money, and special equipment requirements; planned activities; merit badge preparation work; other pertinent information. This handout should typically be distributed 4 Mondays prior to the weekend of the trip, earlier in some cases. The sign-up deadline should typically be 2 Mondays prior to the weekend of the trip, earlier in some cases.
- Determine and record planned Scout and adult participation. Shorty after the sign-up deadline (typically within 24 hours), provide a list of Scouts and adults signed up to the Scoutmaster and Assistant Scoutmaster - Outdoor Program so that they can review any special planning needs.
- Plan the menu, food purchase, meal cooking and preparation for the adult patrol. For certain special trips, plan and purchase food for all participants. (On most routine weekend camping trips, Scout patrols carry out their own menu planning, food purchasing, and meal cooking and preparation.)
- Obtain and prepare a BSA Tour Permit complete with all required information and signatures. Make a copy for the Scoutmaster to turn in to the church, and then turn it in at the Scout Office. This should be done 2 weeka in advance. However for trips greater than 500 miles from Charlotte, a National BSA Tour Permit is required and must be turned in 6 weeks in advance.
- Insure needed adult participation is available, including any special skill requirements and certifications.
- Organize drivers and transportation.
- While the Scoutmaster and Asst. Scoutmasters are primarily responsible for the Scouts and the Scout leadership, and in the planning of trip activities, training, merit badge work, etc., the trip leaders and other adults are expected to assist in these responsibilities.
- Go on the trip.
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TRIP FEE POLICY FOR KEY LEADERS
The intent of the policy to exempt certain adults from payment of trip fees is to reduce the financial burden
on active troop leaders who fit some of the following criteria.
- The leader's presence on the trip is especially helpful, desired, needed or expected because of his position in the troop,
training and experience, trip-specific responsibilities assigned, or other qualifications.
- The leader contributes a significant amount of personal time and expense on a continuing basis toward the troop program.
The following is the Troop's approved policy, a motion passed by the Troop Committee in March, 2000:
The "Scoutmaster and other Key Adult Leaders" (hereafter referred to as "Key Leaders") will typically be exempt
from payment of routine fees for regular camping trips and outings.
Fees charged to Key Leaders for special major trips such as the Super Scout Trip or where the per person cost
exceeds $50 will be determined on a case by case basis,
but will ordinarily be reduced by an appropriate amount depending on circumstances such as the overall trip budget,
total number of trip participants, and number of Key Leaders involved. In all cases, the exemption or reduction of fees
paid by Key Leaders will be covered by the specific trip budget and a higher per person rate collected from the other trip participants,
and not from the overall troop outdoor program budget. Key Leaders are defined as those whose presence on the trip is especially helpful,
desired, needed or expected because of their position in the troop, training or experience, trip-specific responsibilities assigned,
or other qualifications. Consideration should also be given to leaders who contribute a significant amount of personal time
and expense on a continuing basis toward the troop program. Members of a Troop Executive Board (consisting of the Scoutmaster,
Committee Chairman, Treasurer, and Asst. Scoutmaster-Outdoor Program) will determine who the Key Leaders are,
will define specific criteria for this determination as necessary, and will resolve questions arising about the amount
that is appropriate to exempt on a case by case basis.
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OTHER TRIP POLICIES AND GUIDELINES
Refer to Attendance Requirements, Other Troop Expectations, and Conduct Policy earlier in this Troop Operations section for several other items related to camping trip rules.
Below are supplementary explanations or additional policies and guidelines for camping trips.
- Any driver on a Troop trip may request full or partial reimbursement for gasoline expenses if desired.
The receipts and request should be given to the Trip Leader who will submit it to the Troop Treasurer for reimbursement.
- Scouts under age 18 may not drive, per BSA rules. Adults under age 21 may not drive per Troop policy.
It is also Troop preference that all drivers be 25 or older whenever possible.
- The Troop typically needs all adults (25 or older) to drive, and when an adult signs up for a trip he is expected to help with the transportation.
If an adult cannot drive, he should contact the Trip Leader about his participation.
If more adults sign up than are needed to drive, the Trip Leader will determine who the non-drivers will be.
Preference for not driving will be given to adults who have participated and driven the most frequently in the past.
- Driver etiquette suggests the following guidelines:
- Be on time for planned meet-for-departure and return-for-pickup times. Arriving for departure and returning for pickup a few minutes early is preferred.
- Have gas tank topped off before departure.
- Keep gas receipts if reimbursement is desired.
- Keep enroute stops brief and to a minimum.
- Maintain safe speeds.
- Use all seatbelts.
- Provide numbers and use cell phones during travel and large events.
- Traveling in convoy is against BSA regulations, but trip drivers should travel together on the same schedule and stay in touch by cell phone or radio if necessary.
- Don't allow riders to switch cars during the trip without positive in-person communication and formal hand-off between both drivers concerned.
- Stick together with the group. Avoid leaving early which can cause issues for remaining Scouts and leaders and can be regarded as poor teamwork.
- The Troop typically travels together and tries to return 15 minutes prior to the announced pick-up schedule at the announced location.
This will allow time to unload, hang wet tents and put away gear in the Scout Hut. Scouts are expected to help with these jobs and not leave without checking out with the Trip Leader.
Parents will be called if the return time varies significantly and should not expect a phone call if on schedule.
Parents should be prompt picking up their returning sons.
If parents cannot pick up their sons, alternate pickup arrangements should be made known by the parents to the Trip Leader ahead of time.
- If a Scout or adult has signed up for a trip and needs to drop out, he must tell the Trip Leader immediately as it can have an impact on transportation and many other trip plans,
and he must tell his Patrol Leader, as appropriate. He may be responsible for funds committed in his behalf for trip activities and for his share of patrol food already purchased.
- It is inappropriate to bring or use alcohol or tobacco on BSA outings.
- Firearms, fireworks, and similar items are strictly forbidden.
- Any knife with a fixed blade, such as a sheath knife, and any knife with a blade longer than 3" is forbidden.
Use of a knife by a Scout requires Totin' Chip certification.
- It is inappropriate to bring a radio, TV, or any personal electronic communications and entertainment device such as a music player or game.
- Cell phone use on trips by all participants is restricted to official communications and safety use only.
- Pets are not welcome. They can cause distractions to the planned program and create many other issues.
- Guests, particularly non-registered adults who are not parents, should not be invited to participate in Troop trips, unless by special exception.
Similarly, siblings of Troop Scout members, friends and other youth, especially if not registered Scouts, should not be invited.
Such guests can cause distractions to the planned program and create liability concerns.
- When hiking, for safety reasons and unless specified as convenient to separate, the group should stay together with a designated "point" in front and "sweep" in the rear.
All hikers will stop at trail or road intersections until everyone agrees on the route.
- Two-deep leadership is a BSA regulation. Two adults, one at least 21 or over, is a minimum requirement for all trips and events.
Further, an adult should never be alone with a non-related youth outside regular camping and meeting areas.
Conferences, hikes, and instruction should always take place in plain view or together with another adult or youth.
- Adults on camping trips with their son should consider themselves responsible to the whole Troop, not just their son, and should exemplify role-model behavior.
Adults with a son on a trip should avoid interfering with the Scout leadership and avoid intervening to help their son with Scout skills, campsite and tent setup, cooking, etc.
Also, adults are encouraged not to tent with their son so their son will better integrate with his patrol and improve his self-reliance skills.
- Scouts and adults usually cook and tent separately, in separate areas. Scouts typically cook and tent by patrol. Youth should avoid hanging out in the adult camping and eating area.
- Running, playing ball, and horseplay should be avoided in the tent and cooking areas.
- Between the established taps and reveille times, quite time should be observed. Whispers only.
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FUND RAISING AND SERVICE PROJECTS
Like most active Scout troops, 116 conducts projects for fund raising and for service. These fund raising efforts are primarily to subsidize the outdoor program and Super Scout trips. We have also been able to make occasional contributions to other Scout-related and community activities. A superior outdoor program is key to making the Troop strong, and a successful fund raising project makes special Troop outings more affordable to participants.
From 1966 to 2001, Troop 116 sponsored a Scout Horse Show which originated as a community service and fund-raising project and grew to an event of major proportions. It provided substantial support to the outdoor program and other projects over the years.
Click here for a summarized history of the Troop 116 Scout Horse Show.
Since 2001 the Troop has undertaken other fund raising projects such as publishing a Troop Yearbook dedicated to our Eagle Scouts and rent-a-patrol service projects. We also participate in the Council popcorn sale in the fall as a supplemental fund raising activity. With the help of good leadership and support from all Troop member families, we expect new successes in supporting the Troop's outdoor program.
Proceeds from the first nine Horse Shows supplemented donations to the Frank Mayhew, Jr. Memorial Fund which made possible the dedication, in October 1972, of a Scout Hut built on the church grounds. This building served the Troop for 30 years until a major church expansion project in 2002 required its removal. Proceeds from recent fund raising activities have assisted in finishing the interior and up-fitting of a new Scout Hut completed by the church in 2004.
Other Scout-related and community activities that we have supported are numerous. Proceeds have been used to supply other troops with needed equipment, sponsor summer programs for inner-city troops, send under-privileged Scouts on summer outings, and provide Scout Handbooks in Braille. Other beneficiaries have included Thompson Children's Home, several Scout camp development funds, the North Carolina Society for Autistic Children, the North Carolina Zoo, Mecklenburg County 4-H Clubs, and the Charlotte Rehabilitation Hospital.
Troop 116 has also contributed to the William Douglas Cofield Memorial Fund used to complete the Camp Grimes Chapel, St. John's Episcopal Church for beautification of grounds, the St. John's Endowment Fund for Education in memory of Bob Prokay, and the Dean Stroud Memorial Fund to assist with the purchase in 2004 of a new Troop trailer. The Troop has also supported the Mecklenburg County Council endowment fund to provide James E. West Fellowship Awards in memory of Reg Hargrove and in honor of Max Treece's 10-year tenure as Scoutmaster.
In 2006 and 2007, the Troop Committee raised funds to create the Wall of Eagles, honoring all Troop 116 Eagle Scouts, on the outside front wall of the Scout Hut. A substantial amount raised beyond that needed for the Wall was donated to St. John’s Episcopal Church to assist in their efforts to support Scouting at a new school and church in southwest Charlotte.
We are grateful to the Troop Committee and the many Scout parents who helped make the fund raising and service project efforts a success.
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Last Updated: November 22, 2007 |
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