Category: Guides

Grubmaster’s Guide

Tony Ellard on October 8, 2023

Grubmaster Documents

Duty Roster

Meal Planning Sheet

Introduction

Attention Grubmasters: Managing the food-buying task for your patrol is a very important job!

Your patrol members are going to be hungry and unhappy if you don’t buy enough food and
leftover food is often wasted if you buy too much. A Scout is Thrifty is an important Scout Law to
remember. You must keep track of which Patrol members are attending the campout so you
know how many people you are feeding. Knowing your budget ($25 per person), planning your
meals, and managing your funds are big parts of being successful in this leadership task.

Save All Your Receipts

Place receipts in an envelope labeled with your name, Patrol name, and the total cost of the
food, ice, and supplies. Buying food for the Patrol is supposed to be a break-even situation. As
Grubmaster, it is your responsibility to stay within your food budget.

Planning and Shopping

  1. Scouts are often ravenous, but sometimes, they don’t eat very much. Ask the
    Scouts/Scouters within your Patrol how much they will eat. For example, will they eat
    one sandwich or two sandwiches? How many slices of cheese do they want on their
    sandwich(es)? How many eggs will they eat if you’re making scrambled eggs? Be sure
    to note these details on the menu plan for use when you do the shopping. If you’re
    unsure about the counts, a good rule of thumb is to double the listed serving size.
  2. Make sure to follow the budget. If you need to save money (remember, the budget is
    $25 per person), you can cut down on costs by taking snacks and/or desserts off the
    menu and choosing cheaper brands and/or fewer varieties of meats, cheeses, and
    sides. To make the most of your funds, shop at Aldi first and then get remaining items at
    a name brand store if needed.
  3. Be sure to purchase pre-cooked sausage if you’re purchasing sausage.
  4. If you are buying snacks, buy snacks that have a longer “shelf life” and give the extras to
    your Patrol Leader to store and track for the next campout. (Don’t just distribute and/or
    eat the snacks because there are extras.) Each grubmaster should check with their
    Patrol Leader to see if it is necessary to purchase new/additional snacks.|
  5. Be sure to evaluate the costs when considering single-serve snacks.
  6. Additional drinks for lunches, dinners, and snacks are not recommended. Scouts could
    have juice or milk with breakfasts but should focus on water at other times.
  7. Condiments and other items that can be stored for use later should be stored by the
    Patrol Leader and tracked so that it can be used at the next campout/when needed.
    Each grubmaster should check with their Patrol Leader to see if it is necessary to
    purchase new/additional condiments.
  8. If unsure about the amount of food and you have money in the budget, always buy more
    rather than less.
  9. Consider the weather when determining your meal plans — if it’s cold, ensure that you
    are making hot foods. If it’s hot, you may not want to make hot foods for breakfast or
    lunch.
  10. Dutch oven meals provide warm meals with little prep work or oversight. Check out a
    Dutch oven cookbook and try some new recipes.
  11. Make sure you have fruits and/or vegetables with each meal.
  12. Ensure that you purchase wood if you are cooking by fire and/or want/need a campfire
    (or several campfires). Foraging for wood is wise if possible in your camping location,
    and you will need to forage for kindling. Keep the weather in mind when determining how
    much you plan to forage and how much you may need to purchase.
  13. Don’t forget to consider how you’re cooking the food and to get charcoal if needed; don’t
    try to save money by buying cheaper charcoal — it won’t work well. It is recommended
    that you purchase Kingsford charcoal. NEVER purchase charcoal with the lighter fluid.
  14. Don’t forget to buy ice (or fill and freeze empty bottles or Ziploc baggies in advance) to
    keep the cold items cold. You’ll need more ice the hotter it is outside, but you always
    need ice.
  15. Make sure to check with the quartermaster to ensure that you have enough propane if
    you’re using the camp stoves. The quartermaster should have this inventory from the
    last campout.
  16. Grubmasters should purchase/bring two rolls of paper towels.
  17. For some campouts, especially at Richwoods and Camp MacClosson, the grubmaster
    will need to purchase/bring toilet paper as well.
    `
  18. The grubmaster must lead the shopping efforts, not the grubmaster’s parent,
    grandparent, guardian, etc. However, the adult may/should certainly make suggestions
    and offer guidance.
  19. Save your receipts and be sure to submit them to the Treasurer
    (778gtreas@gmail.com).

Preparation and Packing

  1. If you have time, cut items (for example, peppers and potatoes) before you pack them
    and take them to camp, premeasure rice or other items, pre-cook meat so it only has to
    be warmed up at camp. It saves so much time!
  2. For food safety, use a cooler and ice.
  3. Instead of purchasing bagged ice, you can also use gallon Ziploc bags. Fill them partway, seal them, and lay them flat to freeze. If you’re using jugs, fill them three-fourths full of water and freeze the jugs several days before departing for camp. Remember to keep the jug’s cap off during the freezing process. By having frozen water bags or jug(s), you can avoid melting ice making your Patrol’s food in the cooler all soggy.
  1. Remove excess wrappings to reduce weight and trash at the campsite. Ziploc-type
    plastic bags are an excellent choice for different packaging.
  2. Pack bread and squishable items on top.
  3. Make sure you have physical copies of recipes, duty rosters, and other papers you need
    easily available so you can reference them at camp with or without signal.
  4. Be sure to email the duty roster to your patrol prior to the campout.

At the End of the Campout/Following the Campout

  1. The grubmaster should review food/non-perishable items with their Patrol Leader. The
    Patrol Leader will keep a list of what the Patrol has available in order to share that
    information during the next campout’s meal planning and ensure items are not wasted.
  2. The Patrol Leader will store the items and bring the selected items to the next campout.
  3. The grubmaster will need to report items that are low (e.g., propane, Ziplocks, trash
    bags, sanitizing tablets, etc.) to the Scout and adult quartermasters. They will be able to
    determine whether the Troop will replenish the supplies or whether the appropriate
    Patrol Leader should be contacted to make a note that the next grubmaster will need to
    purchase/bring the applicable supplies for the next campout.
  4. Don’t forget to send receipts to the Treasurer (778gtreas@gmail.com) if you have not
    already done so.

Eagle Scout Project and Application Guidance

troop778g on October 25, 2022

This post provides advice and guidance based on others’ experiences on their paths to Eagle. Some actions can be taken and some signatures can be received in different orders, but the following is what Troop 778G considers best practices. 

When and How to Begin

Eagle Scout Rank Badge

Scouts should be thinking about their Eagle Scout projects while in Star rank, at the latest, but cannot begin actively working on their Eagle Scout projects until they enter Life rank. It is recommended that Scouts read the entire current/approved Eagle Project Workbook prior to starting with active work toward the project, particularly because they need to track all planning, fundraising, and working (execution) hours for themselves (the Eagle candidate), their family members, and other adult and youth helpers. 

When the Life Scout is ready to work more actively on the project, the first step is to read the Eagle Project Workbook (if not already done). The second step is to select an Eagle Project Coach. The coach may be helpful in working with the Scout to select a project and/or find a beneficiary/beneficiary sponsor. The coach can provide feedback on project ideas and help make important connections to possible beneficiaries and beneficiary sponsors. 

Building the Proposal

Once the project and beneficiary/beneficiary sponsor is confirmed, the Scout should definitely begin tracking time spent planning the project, working on the Eagle Project Workbook, etc. It is now time for the Scout to begin work on the project proposal using the current/approved Eagle Project Workbook. When the proposal pages are complete, the Scout should first request a review by their Eagle Project Coach. Incorporate feedback from the coach into the proposal as appropriate (it is, however, the Scout’s choice whether to incorporate the feedback) and resend as needed until the Scout is ready to send the pages on to the beneficiary sponsor for their feedback. Again, the Scout should incorporate any feedback received that they feel is appropriate and resend the pages as needed until the beneficiary sponsor is ready to sign the proposal. There must be a balance/compromise between what the beneficiary sponsor and Scout envision/want in order to move forward. 

The Scout must then meet with the Scoutmaster to request their review of the project proposal and get their signature in the Unit Leader Approval space. Once the Scoutmaster has signed, the Scout must meet with the Committee Chair for their review of the project proposal and to get their signature in the Unit Committee Approval space. Both the Scoutmaster and Committee Chair will likely offer advice and suggestions that the Scout may take or not as they continue with their project. 

At this point, the Scout signs as the Candidate and the project review is ready to be scheduled! The Scout must email gteagleprojects@gmail.com to request a project review for council/district approval. The email should include the completed Eagle Scout Project Proposal pages, including the signatures of the Scoutmaster, Committee Chair, Beneficiary Representative, and Scout; any blueprints or designs relevant to the project proposal; and any other supporting documents, including photographs. 

The Project Plan and Fundraising

Once the project review is complete and council/district approval has been granted (indicated by a signature in the Council or District Approval space of the project proposal), the Scout may move forward with their project plan pages of the workbook and with their fundraising efforts. 

If more than $500 in funds must be raised, the Eagle Scout Service Project Fundraising Application (found in the Eagle Project Workbook) must be completed and the necessary signatures (beneficiary sponsor, Scoutmaster, and council) must be obtained. Fundraising cannot proceed until the application is approved by council. Additionally, no actual work may completed on the project until the plan is approved. 

Following fundraising approval, if approval is required, the Scout may seek material donations and complete fundraising efforts in a variety of different ways. The Scout should talk to Scouts who have gone through the process, their Eagle Project Coach, and/or other adult leaders to get ideas and/or feedback about their fundraising plans. The Scout should also consider submitting a grant request to the St. Louis Eagle Scout Association. However, please note that this application requires the completed project plan pages of the workbook and it can take several months for the grant application to be processed and addressed. No signatures are needed for the project plan pages of the workbook, but the Eagle Project Coach must provide comments on the last page of the plan. 

The Scout may proceed with fundraising, scheduling workdays, etc., as appropriate/as needed and based on the needs/timeline of the beneficiary. Ongoing consultation with the Eagle Project Coach and adult leadership in the troop is highly recommended. The Scout should definitely request that their workday scheduling information be shared with the troop/entered in TeamSnap. 

Project Report

Following the project workdays, the Scout must complete the Eagle Scout Service Project Report – the last section of the workbook. Once this section is completed, the Eagle Project Coach should review the pages and provide feedback. This feedback should be incorporated into the report if the Scout would like, and the Scout may want to resend the report to the coach until they’re both ready to move the report forward. The coach’s signature is not requested on the project plans pages, but their feedback is often very valuable. The report should then be sent to the beneficiary sponsor for their review and signature. Again, any feedback the Scout would like to include should be incorporated into the report. Once the beneficiary sponsor signs, the report should be reviewed by the Scoutmaster for their signature in the unit leader approval space. (NOTE: If the beneficiary sponsor refuses to sign the project report for any reason, the Scout may proceed without the beneficiary sponsor’s signature.) 

The Eagle Project is now complete – and can be signed off in Scoutbook! If the Scout has earned all of the Eagle-required merit badges as well as the required number of elective merit badges and met the other requirements for Eagle rank, particularly the leadership requirement, the 

The Eagle Scout Application

Scout should be working on their Eagle Scout Application, which can be found on the Greater St. Louis Area Council website and/or generated as a pre-filled application out of Scoutbook. (NOTE: The pre-filled application should still be reviewed for accuracy and updates made as needed.) The application requires at least five letters of recommendation as well as a statement of the Eagle candidate’s “ambitions and life purpose and a listing of positions held in your religious institution, school, camp, community, or other organizations, during which you demonstrated leadership skills. Include honors and awards received during this service.” The letters of recommendation should be requested as soon as possible in order to give people from whom they’re requested time to write and provide them. The letters should be provided to the Scout in hard copy in sealed envelopes. 

Once requirements noted on the Eagle Scout Application have been received/completed, the Scout will meet with the Scoutmaster for their Scoutmaster conference and to get the Scoutmaster’s signature in the unit leader space. Then, the Scout will meet with the committee chair for their signature. 

The Scout may then take the following items to council (4568 West Pine Blvd., St. Louis, MO 63108): 

  1. Eagle Scout Application with all signatures
  2. All merit badge blue cards earned (either the original blue cards or print-outs from Scoutbook)
  3. All applicable letters of recommendation provided in individual sealed envelopes from the references
  4. Scout’s statement of ambitions and leadership experiences
  5. Eagle Project Workbook with supporting documentation and photographs

Eagle Board of Review

Once council has approved the application (by signing in the BSA Local Council Verification area of the application), the council representative will provide the Scout with the information regarding who to contact for the Eagle Board of Review. The Scout should reach out to request the Eagle Board of Review as soon as possible, and once the Board of Review is complete (indicated by a signature in Requirement 7 of the Eagle Scout Application), the Scout should email the signed application to Council at help@stlbsa.org for the application to be processed, sent to national, etc. The signed application can also be hand-delivered to the Council office, where the Scout and their family can also shop for Eagle Scout items. With the signature from the Board of Review, the Scout is officially an Eagle Scout! 

Celebrate!

The official Eagle Scout certificate from national may take up to six weeks to receive, so consider that timeframe when planning an Eagle Court of Honor (which can be as formal or informal as the Scout would like).

Advancement and Merit Badges

troop778g on October 3, 2022

Rank Advancement and Merit Badges 101

This post outlines the basics of rank advancement items and merit badges. Please use the section headers to find what you want/need.

For each of these items, there are several different ways to achieve the item, and the steps to do once you earn the item can vary.

There are two ways that Scouts learn important life skills and have a super fun time in Scouts BSA:

  1. Rank advancement items
  2. Merit badges

It is up to each Scout (and their family) how they go about completing each of them, but rest assured, there are many paths, and they are all good.

Side Note on Recording Advancement

We are currently in a time of transition as far as the recording of both items. The Scout has a paper Scout handbook with an area to record and “sign off” on items AND there is also an electronic Scoutbook where all of these same items need to be recorded. There will be times when a Scout has items recorded in their electronic Scoutbook but not in their paper Scout handbook or vice versa. Occasionally, the Advancement Chair or other adult leader will reconcile these records to each other and update all records. Scouts and their families can also complete these reconciliations. If you do not have access to your Scout’s electronic Scoutbook, please reach out to an adult leader, and we will help get you connected.

Advancement Items

The first four ranks (Scout, Tenderfoot, Second Class, and First Class) are related to learning and teaching the basics of Scouts BSA. There are several resources to learn the rank advancement items:

  1. The Scout handbook is a great resource! In the back of the Scout handbook, there are page numbers next to each advancement item that direct Scouts to the pages that cover that particular item. The Scout can go to those pages and read the information.
  2. The Scout can work with another Scout or an adult leader to learn more about the advancement item. This work can be done before, during, or after meetings, campouts, and other activities or at another pre-determined time.
  3. The Scout can visit Scouter Rob’s YouTube channel where he has posted videos for most advancement items. (This resource has been helpful for many of our Scouts.)
  4. The Scouts can attend events (one-day events or at summer camp) that are organized to teach Scout advancement items. At the end the event, the Scout receives a paper outlining what was covered and brings it back to the troop to be recorded in their electronic Scoutbook and paper Scout handbook.

For Troop 778G, adult leaders (particularly the Scoutmaster, Assistant Scoutmasters, and the Advancement Chair) and/or Scouts who have reached Life or Eagle rank may review and sign off on advancement items. Scouts who have reached Life or Eagle rank must sign off on requirements in person and using the paper Scout Handbook. Additionally, they must follow two stipulations in order to be allowed to sign off on another Scout’s advancement requirements:

  1. The Scout signing off must have already completed the particular rank advancement and
  2. The Scout signing off must not have taught the rank advancement to the Scout

When a Life or Eagle Scout signs off on another Scout’s rank advancements, the Life or Eagle Scouts will initial and date the Scout’s paper handbook. Later, the Scout will present the handbook to the Scoutmaster, an Assistant Scoutmaster, or the Advancement Chair to have the electronic Scoutbook records updated.

If an adult leader is signing off on a Scout’s advancement requirements, the process can be completed one of three ways:

  1. In person
  2. Virtually (Zoom or Google Meet)
  3. Through texted/emailed videos of the Scout demonstrating the required item – To begin the Scout should state what item(s) they will be demonstrating/discussing, and then, they should proceed with the material to complete what is required. For example: “I am Sally Scout, and I will be demonstrating First Class 4b. … “

Youth Protection

Please note that all electronic communications should include a second adult for Youth Protection standards. Often, the Scout copies their parent(s) or another adult leader on emails and includes their parent(s) or another adult leader on texts. In-person meetings should always have another adult nearby/within eyesight as well. 

It is important to remember, too, that relatives (parents, grandparents, siblings, etc.) cannot complete sign-offs for their relatives. Relatives should also not complete Scoutmaster Conferences or Boards of Review for their relatives.

And, if an adult leader signs off on a Scout’s requirement electronically, the Scout and/or their parents should update the Scout’s paper handbook for any rank advancements that have been approved. Record the adult leader’s initials and the date once the adult leader confirms that they have signed off in Scoutbook. (Adult leaders can also reconcile electronic and paper records when time allows/as needed.)

The next three ranks (Star, Life and Eagle) are built around service and leadership. The advancement requirements for these ranks will be worked on closely with the troop’s adult leaders, particularly the Scoutmaster, Assistant Scoutmasters, and Advancement Chair. Scouts can also participate in district and council events to help them on their trail to Eagle.

Scout Goals

Not every Scout has the goal of achieving Eagle, which is perfectly fine. Ideally, every Scout will achieve 1st class in their first year of Scouting, but again, that progression is up to the Scout. The troop provides opportunities to work on and complete the advancement items, but we do not force a Scout to work on advancement. Some Scouts love to be part of Scouting just for the friendships, camping, and fun, which is also awesome! All are welcome!

Merit Badges

There are more than 135 merit badges available for Scouts to earn, but did you know to earn Eagle Scout only 21 merit badges are needed? There are 14 specific merit badges required for Eagle Scout and an additional seven “Scout’s choice” (or elective) merit badges needed. Some Scouts want to earn all of the merit badges. Some Scouts only want to earn the minimum required merit badges. And, for many Scouts, it’s everything in between! Most Scouts choose merit badges based on what is Eagle-required and then on what is of interest to them. However, we have had Scouts who have chosen merit badges based on what the actual merit badge patch looks like! The list of Eagle-required merit badges as of July 2022 is available at Eagle Rank Requirements (usscouts.org).

There are many ways to earn merit badges, and again, it is up to the Scout to determine what works best for them. A few options follow, and there is an appendix at the end of the document with more details for each of these options:

  1. Scouts can complete merit badge classes virtually (usually through Zoom). The Scout is usually asked to complete prerequisites before the Zoom session and to actively participate during the Zoom session, including having their camera on and wearing their field uniform. You can find virtual merit badges through many different means.
  2. Scouts can complete merit badges at their own pace through Google classrooms that have been created by organizations and/or merit badge counselors.
  3. Scouts can complete merit badges through various stores/organizations that have in-person sessions and/or work-at-your-own-pace processes.
  4. Scouts can attend a Merit Badge University (some are virtual and some are in-person) or complete merit badges at a summer camp.
  5. Scouts can connect with a local merit badge counselor and work with them directly.

Most Scouts complete their merit badges through a combination of several of the options above. Once a merit badge is earned, it has to be recorded.

Requirements

To earn a merit badge, the Scout must satisfactory complete the items required for the merit badge. To find the requirements, the Scout can search the internet and review the required items and/or print the workbook. These workbooks are very helpful because they provide an outline and allow the Scout to record the information needed. However, Scouts BSA is very clear that the workbook is not required but is a great way to organize what is needed.

Recording the Merit Badge

Some merit badge counselors connect with the Scout through the electronic Scoutbook and record the requirements achieved and completions inside of Scoutbook (this method is becoming much more common). Other merit badge counselors require the Scout to bring provide a blue merit badge card that has been signed by a unit leader from the Scout’s troop (this method is becoming more rare). Finally, there are merit badge counselors that provide an electronic blue card. For both the actual blue card and electronic blue cards, the Scout forwards the blue card (or a photo or scan of the blue card) to the Advancement Chairperson and/or Scoutmaster. The Advancement Chairperson and/or Scoutmaster then records the merit badge in the electronic Scoutbook. The Scout should track merit badge completions in their paper Scout handbook, too – both in the appropriate rank advancement area and in the merit badge section.

Appendix

Virtual Merit Badges

When it comes to finding in-person and virtual merit badge sessions, Facebook is your best resource. There are many groups that list merit badges that are being offered both by individual counselors and by councils for merit badge universities. (If you do not have a Facebook account, it is recommended that you create one just for finding merit badge opportunities. You never have to post or “friend” anyone. You will simply join or follow groups that are posting the merit badges.)

Several groups have proven helpful to other Scouts and Scouting families, and you can search for these groups on the Facebook site/in the Facebook app:

  1. Greater St. Louis Area Council, Boy Scouts of America
  2. Gravois Trail District, St. Louis Area Council, BSA
  3. Gravois Trail District Scouting
  4. Online Merit Badge Classes-Scouts BSA
  5. Virtual Merit Badge Classes
  6. BSA Merit Badges & Awards
  7. Merit Badge Workshop Finder-STL Area
  8. BSA Merit Badge classes with Scoutmaster Heather
  9. BSA Merit Badge Opportunities
    10.BSA Merit Badges with Tim and Lisa
  10. BSA Merit Badge Classes with Kerri Mikulus
  11. “Scouts BSA” Virtual Summer Camp
  12. BSA Merit Badge Zoom
  13. Classes with Erin McCown Foster (This Scouter’s daughter was part of the troop when we were virtual. Erin is excellent, and we love the family.)
  14. BSA Virtual Merit Badges: Classes with Joshua Cromer

Some of these groups you “follow” while you need to join others. To join, you sometimes answer a few questions about your involvement in Scouting. Then, they will admit you to the group. Within each of these groups, there are individuals who also post other merit badge opportunities. There are probably many more groups available, too!

You can also search, in any browser, for the merit badge the Scout is looking for and find many resources. Edmond Historical Society (edmondhistory.org) is one organization through which many Scouts have completed merit badges. Its programs are excellent.

Local Merit Badge Counselors

To find a merit badge counselor for a specific merit badge in the St. Louis area, reach out to the troop Advancement Chairperson for assistance and/or a recommendation.

Other Merit Badge Opportunities

Additional opportunities for merit badge sessions may be available through the Greater St. Louis Scouts BSA Merit Badge Center (https://stlbsa.org/advancement-
awards/merit-badges/). The Swimming section is particularly helpful, and many of our Scouts have completed water-related programs through Y-Kiki Divers.

St. Louis Sprout & About also offers information about scouting badge possibilities (both Girl Scouts and “Boy” Scouts, which is now called Scouts BSA):
https://www.stlsprout.com/articles/best-bets/item/6231-fun-places-to-earn-scout-badges.