Scouts BSA Troop 457 > FAQs > Meetings & Events

School was cancelled or delayed today. Will we still have a meeting / depart for an event?

Troop 457 takes cues from Seneca Valley School District for determining weather-related cancellations, however a school cancellation does not mean our Troop meeting is cancelled. We will always try to offer our meetings virtually before we fully cancel the meeting (although this is not always feasible based on the planned activity).

Our leaders will evaluate the closure and current conditions to determine whether to move to a virtual meeting or cancel the meeting.  This information will be communicated via TroopTrack email (or text message for urgent cancellations) and on the Troop’s social media accounts.

You and your family’s safety is of the upmost importance.  DO NOT attend a meeting if your local conditions are unsafe.

STAY INFORMED

The Troop shares important information about weather-related cancellations using three key channels:

Who can Attend Troop Activities?

“Who can attend Troop activities” is probably one of the questions most frequently asked of our Adult Leaders.  The answer to that question is determined by the Guide to Safe Scouting, which establishes the official BSA rules and policies for Scouting activities.

The Troop must comply with these policies, not only for the safety and security of our Scouts, adult leaders, and event attendees; but also to ensure the event is covered by BSA insurance policies.

ADULTS

Parents and guardians are always welcome to attend and participate in Troop activities.

RULE CHANGE Effective September 1, 2023
In February 2023, the BSA updated the Guide to Safe Scouting to require that any Adult participating in an overnight activity must be a registered, fee-paid Adult Leader.  This ensures all overnight participants have the appropriate background checks, clearances, and Youth Protection training.

Parents/Guardians may still participate in events during the day, but may not spend the night unless properly registered.  LEARN MORE

Other adult attendees may be accommodated with approval from the Committee Chairman and Scoutmaster.  Please request approval at least one week prior to departing for the event.

YOUTH

Youth members of the Troop may participate in Troop activities as long as they meet pre-established participation requirements.

EXAMPLE
Participation in BSA High Adventure Expeditions requires Scouts to be at least 13 years of age.

Youth who are not registered in the unit may not accompany parents or siblings in camping programs of Scouts BSA, Venturing, and Sea Scouting.BSA Guide to Safe Scouting

LIMITED EXCEPTIONS

Concurrent Participation

Families of Troop members may participate in similar activities concurrent with Troop events (e.g., biking on the Marine State Park bike trail or visiting a museum at the same time as the Troop).  These individuals are not participating as part of the Troop event and are not covered by BSA insurance coverage.

Adults who are solely responsible for non-registered youth cannot be adult leaders / participants in the Troop activity and do not count towards two-deep leadership / youth protection requirements.

EXAMPLE
An adult leader, their spouse, and a non-registered youth are participating in an activity concurrent to the Troop event.  The Adult leader CAN be a part of the event and count toward YPT requirements as their spouse can be responsible for the non-registered youth.

Conversely, if the Adult leader and non-registered youth are participating in a concurrent activity without a spouse/other adult, the Adult leader is not a part of the Troop event and does not count toward YPT requirements.

Group Ticketing

Occasionally, the Troop will receive discounted group admission / tickets for an activity.  The Troop will extend those reduced admission / ticket prices to families of Troop members if permitted by the source organization.

If families take advantage of the discount, non-members are participating in the activity concurrently and ARE NOT considered to be a part of the Troop activity.

Family Events

Occasionally, the Troop may hold events opened to our members and their families (“Family Events”).

  • BSA rules (e.g. Youth Protection, Buddy System, SAFE Swim rules) will be followed at Troop Family Events.
  • However, Family Events are not considered official Scouting activities and are not covered by BSA insurance.
  • Parents/guardians are responsible for the health and safety of their family members during these events.

Family events will be clearly designated in the description of the event in TroopTrack.

REFERENCE INFORMATION

How do I generate a permission slip from TroopTrack?

The Troop requires youth have a completed permission slip (completed by the Scout’s parent or legal guardian) when attending any outdoor activity.  A blank version of the form can be downloaded from Scouting.org or a partially populated version (including your Scout’s name, address, and birthday as well as the Event name and adult coordinator) can also be downloaded from TroopTrack.

  1. Go to: https://Troop457Zelie.trooptrack.com/plan/permission_slip
  2. Select the event name from the Event dropdown and the Scout’s name from the Member dropdown.
  3. Click Print to generate the partially populated form.
  4. The Scout should sign and date the form in the spot marked “Participant Signature.”
  5. A parent or guardian’s name, phone number and email address should be written in the appropriate spots
  6. A parent or guardian must sign and date the form in the spot marked “Parent / Guardian Signature”
  7. Review the rest of the form and complete any additional blank spots. Use the Scoutmaster’s name and contact information if it is not populated at the bottom of the form.

It is recommended that parents keep a copy of the form and contact the tour leader in the event of any questions or in case emergency contact is needed.

Of course, our goal in all of this is to make sure that parents are aware of the kind of activities their youth will be participating in. So thank you.

What is the BSA swim test and when is it required?

Safe Swim Defense and Safety Afloat guidelines tailor activities to swimming ability. The BSA requires that adults and youth participating in aquatic activities to undergo a Swim Test to evaluate their swimming skills and determine what activities are appropriate.

Swim Classifications

The BSA Swim Test is administered by an Aquatics Instructor, BSA; BSA Lifeguard; BSA Swimming & Water Rescue; or other lifeguard, swimming instructor, etc.  Participants start the swim test and are classified based on their ability to complete the following requirements:

  • SWIMMER’S TEST:
    • Jump feet first into water over the head in depth, level off, and begin swimming.
    • Swim 75yards in a strong manner using one or more of the following strokes: side stroke, breaststroke, trudgen, or crawl;
    • then swim 25 yards using an easy resting back stroke.
    • The 100 yards must be swum continuously and include at least one sharp turn.
    • After completing the swim, rest by floating.
  • BEGINNER’S TEST:
    • Jump feet first into water over the head in depth, level off,
    • swim 25 feet on the surface,stop, turn sharply, resume swimming as before, and return to starting place.
  • NON SWIMMER: Anyone who has not completed the beginner or swimmer tests is classified as a nonswimmer.

Participants must recertify annually.  The Troop typically organizes a swim test in the Spring and June for Scouts to complete the Swim Test requirements prior to Summer Camp.  Scouts who do not complete the test before arriving at camp can complete it at camp.

Should I attend Summer Camp?

Scouts are highly encouraged to attend Summer Camp, but they are not required to do so.

Summer Camp is an excellent opportunity for Scouts to have fun, make new friends, and learn new skills. The Troop attends a week-long summer camp (typically the last week of June) at Scout camps throughout area.  The specific Scout camp we attend is selected by the Scouts during the Annual Planning Conference.

Attending Summer Camp is a valuable experience for several reasons:

  • It provides Scouts with the opportunity to spend time in the outdoors and learn new skills such as camping, hiking, and fishing, which enable them to be more self-sufficient in the wilderness.
  • It is an excellent way to make new friends and build strong relationships. Scouts from different troops come together to form new groups and participate in various activities, such as swimming, archery, and campfires. These activities encourage teamwork, camaraderie, and a sense of belonging.
  • It provides Scouts with the opportunity to earn merit badges, which recognize their achievements and skills. Scouts can also work towards other awards such as the National Outdoor Award or the Mile Swim award.
  • Scouts can complete rank requirements that are more difficult to complete during meetings due to the availability of locations or equipment.  Adult leaders are also more accessible to Scouts because they’re spending time at camp too.
  • It is a fun and memorable experience that creates lifelong memories. Many Scouts look back on their summer camp experiences with fondness, recalling the new friends they made, the skills they learned, and the adventures they had.

Summer Camp registration typically begins in the late winter / early spring with an invitation from TroopTrack.  Additional instructions on how to sign up will be included in that message.

What should I wear / bring to a meeting or event?

  • Scouts should always be in uniform for Troop meetings or when departing for a Troop activity.  That typically means the following except when otherwise communicated in the TroopTrack meeting invitation:
    • Class A (Field) Uniforms when meeting at English Lutheran Church
    • Class B (Activity) Uniforms when meeting in Zelienople Park
  • Your copy of the Scouts BSA Handbook
  • Your Scout Binder
  • Any supplies listed in the TroopTrack meeting invitation or appropriate for the event.
  • Any gear needed for a Scoutmaster Conference of Board of Review (if applicable)

What is a Court of Honor?

Courts of Honor are  gatherings for Scouts, families, and  guests where the troop and troop members are recognized for what’s been accomplished and achieved. They are presented in a manner appropriate for a special occasion and can feature a variety of impressive ceremonies.

Troop 457 tries to hold a Court of Honor once a quarter (typically on the month with a fifth Tuesday).  Family and friends are encourage to attend these events.  The Troop plans these events.

An Eagle Scout Court of Honor is a more rare and special event.  This Court of Honor is focused on the Scout who is receiving their Eagle Scout award and may include additional participants, recognition, and celebration on achieving this major accomplishment.  The new Eagle Scout and their family are actively involved in planning their own Court of Honor.

What is the Parent Meeting, who should attend, and what happens there?

The Troop Committee hosts a Parents meeting every month on the third Tuesday, immediately following the PLC.  All parents / guardians are encouraged to attend.

During the Parent’s meeting, we review the Scouts’ plans for the upcoming month and discuss Troop operations (i.e., finances, upcoming events, and fundraisers).

This is a great way to keep apprised of what is going on in the Troop.

If you’re unable to attend the Parents Meeting, minutes will be made available on the Troop website and key highlights will be communicated via the monthly Troop Newsletter.

What is the PLC meeting, who should attend, and what happens there?

The third Tuesday of every month is our Troop’s Patrol Leaders Council (PLC). The PLC is the Scout’s opportunity to plan what to do in the upcoming months’ activities and assign responsibility to a Scout or Adult to help plan the activity. All Scouts in a Troop or Patrol Leadership position are required to attend, but all members are encouraged to attend to learn about the PLC process, provide input on upcoming activities, and stay up-to-date on Troop plans.

The Structure of the PLC Meeting

The PLC Meeting follows a standard agenda:

  • Opening Flag Ceremony
  • Review of meetings & events since the last PLC meeting: The Troop performs a “Stop, Start, Continue” review of the past month’s meetings and activities.  This review asks Scouts to consider:
    • Things that went well that we should CONTINUE doing from the event.
    • Things that would be beneficial for us to START doing at similar events.
    • Things we are currently doing that are not working and we should STOP doing at events.
  • Patrol Leaders Report: During this portion of the meeting, the Patrol Leaders for each patrol present an update on his patrol’s activities.  This can include:
    • Progress toward ranks & requirements that the patrol needs to work on
    • Upcoming patrol events
    • Other updates on his patrol members
  • Positions of Responsibilities Report: Similar to the Patrol Leaders report, each Scout holding a Troop position provides an update on their specific area of responsibility and brings any issues to the SPL / PLC’s attention.
  • Upcoming event planning: Here is where the planning happens.  The Troop tries to plan events 2 – 3 months in advance.  During this section of the meeting, Scouts will review the specific plans for the upcoming month’s activities, brainstorm activities further out into the future, and assign planning responsibilities to a Scout or Patrol.
  • Other business and Reminders and FYIs: During this section, the Troop discusses any additional information that needs to be covered as a Troop (e.g., providing the Scoutmaster input on how activities will be run, helping to design a Troop neckerchief)
  • Closing benediction

The PLC meeting is one of the Scout’s opportunities to influence what we do as a Troop.

Reference Information

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