7.b) Staff Report-Eagle Scout Guidelines Updatea
SCDIA
Staff Report
Date of Meeting: October 7, 2013
To: Park and Recreation Committee
From: Kristina Handt, City Administrator
Re: Eagle Scout Guidelines Update
Background:
Recent Eagle Scout Projects have been a challenge to properly process through the committee. At
the October work session I suggested some changes to the Eagle Scout Guidelines to help clarify the
requirements and process. A copy of the proposed changes are in your packet.
Issue:
Should the Eagle Scout Guidelines be updated?
Proposal Details:
The proposed changes are underlined in red. The changes would include requiring the Scout to
submit a copy of the Eagle Scout Service Project Proposal form to the City. This is the form the
Scout is already required to complete by the Boy Scouts of America. Additionally, there is a
requirement that the Unit Leader sign off on the project before it comes to the committee. This will
ensure the Scout has spent some time planning the project before coming to the committee and gives
the committee some confidence that the Scout has support of the troop.
The other change is also to require the donation form be completed. We have had trouble getting
folks to fill out the form after going through the committee process. Also, this should be used in
conjunction with the checklist we have for donations when the committee is evaluating the project
and deciding whether or not to recommend acceptance.
An important change is that the project will not be placed on the committee agenda unless these
forms have been turned in. This way the committee will not be placed in a position of having to
make decisions about a project without having all of the required information before them.
Options:
1) Recommend approval of amended Guidelines to City Council
2) Amend and then recommend approval of Guidelines to City Council
3) Do not make any changes
Recommendation:
Option 1.
r
Scout Project Guidelines
City of Scandia
14727 209`x' St. N. Scandia, MN 55073 5CANDiA
(651)433-2274
October 2013
1. Planning—Before approaching the City with a project in a park or on other city property you will
need to gather the following information:
• What is your project? Why is it needed and why do you want to do it?
• Where will it be located? Draw a map or a plan.
• What will it look like? Collect drawings, photos or brochures.
• How much will it cost? How will you raise the funds?
• Who needs to give permission? Identify all agencies or property owners who may be involved.
2. Presentation to Park and Recreation Committee—Contact city staff (651 433-2274) to find out
when you may appear before the Committee. They meet the first Monday of the month at 7:00 p.m., and
any request to appear must be made at least 7 days before the meeting (the Monday of the previous
week.)
• Provide your written materials (maps, drawings, etc.) to the city in advance (not later than the
Monday prior to the meeting). Completed cop col ha ie 5cou1 tiers icc Pt-OaCd V'ro IU.Sal form nkuat 11c
ci-gned by Unit Leader and provided to City staff alone with a completed and sieved Donation Form
for Pllhlic Improvelnents. MLrnorink TrihiiteC Work, of Art_ etc, Regllests to he on the Cmnmittec
Wtnda will not be gmntesl unless both completed forms have been provided to the City at least 7 days
before the meetiny.
• Let staff know if you will need any special equipment for your presentation (such as a projector or an
easel.)
• Show up at the meeting on time ready to make your presentation. Dress neatly (in your scout uniform
if possible) and please do not chew gum.
• Introduce yourself and explain your project plan.
• Be ready to answer questions about your project.
The Committee will make a recommendation to the City Council on whether or not your project should
be approved.
3. Presentation to City Council—After the Park and Recreation Committee meeting, you will need to
make the same presentation to the City Council. They must give approval before your project may
proceed. The Council presentation will be scheduled for the next City Council meeting, normally the
third Tuesday of the month at 7:00 p.m.
4. Execute your Project—Congratulations, your project can now begin! You will be assigned a Park
Committee member and/or staff member as your contact person, to make sure we stay in the loop of your
project and can guide you if needed.
5. Final Acceptance The City Council must formally accept your project (if you have donated any
goods or services of value to the community) by adopting a resolution at a City Council meeting. When
your project is completed, provide staff with the following information:
• A description of the final project, including who worked on it and provided goods or services for it.
Photographs would be helpful.
• The final cost of your project including copies of receipts.
• Any product literature or guarantees, if applicable.
Staff will work with you to schedule your final presentation for the next regular City Council meeting
and prepare the resolution. The Council will recognize you and your project at that time, so you may
wish to invite others who participated in the project.
FM
A� BOY SCOUTS OF AMERICA
Eagle Scout
Eagle Scout Requirement 5
While a Life Scout, plan, develop, and give leadership to others in a service project helpful to any
religious institution, any school, or your community. (The project must benefit an organization
other than Boy Scouting.) A project proposal must be approved by the organization benefiting
from the effort, your unit leader and unit committee, and the council or district before you start.
You must use the Eagle Scout Service Project Workbook, No. 512-927, in meeting this requirement.
Eagle Scout Service Project Proposal
Project Description and Benefit Eagle Scout candidate:
Briefly describe the pr9ject. Attach sketches or "before" photographs if these will help others visualize it.
click above to add image, edit this to
create image description
Tell how ygg_pLqLct will_be helpful to the beneficiary. Why is it needed?
When do you plan to begin work on the project?
How long do you think it will take to complete?
Giving Leadership
Approximately how many people will be needed to help on your project?
Where wlllyou recruit them nit umembers, friends, neighbors, family, others ? Ex Ip ain:
What d�ou think will be most difficult about leading them_?.
Materials (Materials are things that become part of the finished project such as lumber, nail, and paint.)
What types of materials, if any, will you need? You do not yet need a detailed list of exact quantities, but you must show
,_you have a_reasonable idea of what -is r ueg ired• _
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Eagle Scout Service Project Proposal, continued
Supplies (Supplies are things you use up, such as masking tape, tarps, and garbage bags.)
What kinds of supplies, if any, will you need? You do not yet need a detailed list or exact quantities, but you must show
you_ have a reasonable idea of what is required.
Tools
What kind of tools, if any, will you need?
Permits and Permissions (Note that property owners normally secure permits.)
Will you need to secure permissions or permits (for example, building permits)? Who will obtain them? How much will
theY cost? How_ long will it take to secure them?
Preliminary Cost Estimate
(You do not need exact costs. Reviewers will just want to see if you can reasonable expect to raise enough money to cover an initial
estimate of expenses.)
(Enter your estimated expenses.)
Items Cost Fundralsing Explain where you will get the money for total costs indicated below, left.
Materials 1
Supplies
Tools --- � — --_
Other*
Total costs:
*Such costs as food, water, gasoline, parking, permits, equipment rental, sales tax, etc
Project Phases (You may have more than eight phases, or fewer, as needed, if more, click the button to add a phase.)
Think of your project in terms of phases and list what they might be. The first might be to complete your final plan. Others might
include fundraising, preparation, execution, and reporting. You may have as many phases as you want, but It is not
necessary to become overly complicated..
1.
4.
— I
7.1
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Eagle Scout Service Project Proposal, continued
(A tour and activity plan has also been called a 'Your permit.' Check with your council service center to determine
Logistics if one is required.)
How will you handle transportation of materials, supplies, tools, and helpers? Will you need a tour and activlt Ian?
Safety Issues (The Guide to Safe Scouting is an important resource in considering safety issues.)
Describe the hazards and safety concerns you and your helpers should be aware of as this project is conducted.
L —LJ
Further Planning (You do not have to list every step, but it must be enough to show you have a reasonable
idea of how to complete a final plan.)
List some action steps you will take to complete a final plan. For example, "Complete a more detailed set of drawings."
Candidate's Promise (Signed before approvals below are granted)
On my honor as a Scout, I have read this entire workbook, including the "Message to Scouts and Parents or Guardians" on page 4-4. 1 promise
to be the leader of this project, and to do my best to carry it out for the maximum benefit to the religious institution, school, or community
have chosen as beneficiary.
Sii ned _ _ Date
Unit Leader Approval' Unit Committee Approval"
I have reviewed this proposal and discussed it with the candidate.I This Eagle Scout candidate is a Life Scout, and registered in our unit.
believe it provides Impact worthy of an Eagle Scout service project, have reviewed this proposal, I am comfortable the project Is feasible,
and will involve planning, development, and leadership. I am and I will do everything I can to see that our unit measures up to the
comfortable the Scout understands what to do, and how to lead the level of support we have agreed to provide (if any). I certify that I
I effort. I will see that the project is monitored, and that adults or have been authorized by our unit committee to provide its approval
others present will not overshadow him. for this proposal.
Signed - -- (Date Signed -Date —
Beneficiary Approval"
This service project will provide significant benefit; and we will do all
we can to see it through. We realize Funding on our part is not
required, but we have informed the Scout of the financial support (if
any) that we have agreed to. We understand any fundraising he
conducts will be in our name and that funds left over will come to us.
We will provide receipts to donors as required.
Sned lDate
'Council or District Approval
I have read sections 9.0.251 through 9.0.2.15, regarding the Eagle Scout
Service Project, in the Guide to Advancement No. 33088.1 agree on my
honor to apply the procedures as written, and in compliance with the
policy on "Unauthorized Changes to Advancement" Accordingly,
approve this proposal. I will encourage the candidate to complete a
final plan and further encourage him to share it with a project coach.
Signed :Date
'While it makes sense to obtain them in the order they appear, there shall be no required sequence for the order of obtaining approvals
marked with an asterisk ("). However, council or district approval must come after the others.
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