Troop - · PDF file2 Introduction. Equipment is essential for a quality scouting program. Upon accepting the appointment of Troop Quartermaster as a junior leader, a Scout

Troop 37Geneva,Illinois

TROOP QUARTERMASTER SMART BOOK

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Introduction. Equipment is essential for a quality scouting program. Upon accepting the appointment ofTroop Quartermaster as a junior leader, a Scout agrees to provide a service and leadership to thetroop. He understands his role is to manage and maintain the troop’s inventory to the best of his ability.The Smart Book serves as a reference to assist the Troop Quartermaster to successfully carry out hisrole with the equipment entrusted to his care.

Purpose. The Troop Quartermaster Smart Book establishes a framework to enforce a troop-widesupply discipline that emphasizes good stewardship of equipment. It stipulates the responsibilities,guidelines, and practices for the Troop Quartermaster to follow when carrying out his duties. It outlinesprocedures for requisitioning, accounting, maintaining, transferring, issuing and turn-in of troopequipment. In addition, it introduces the basic documents and records the troop will use to manage itsequipment.

Scope. The Smart Book applies to all adult volunteers and active Scouts of Boy Scout Troop 37.

Applicability. This document is meant to guide actions regarding the management of troop equipmentand supplies. The adoption of the document is “SMART”:

• Simple. Emphasizes simplicity in managing troop equipment• Manageable. Strives to keep the inventory control process at a manageable level.• Accurate. Provides procedures to keep accurate records of inventory transactions.• Resourceful. Serves as a quick reference guide for the Quartermasters to carry out his duties.• Timely. Anticipates needs to have the right equipment in the right place at the right time.

Variations to Guidance: The Troop Scoutmaster or Committee Chair has the authority to approvevariations to the guidance stipulated in this Smart book.

Suggested Improvements: Troop members are encouraged to submit comments, recommendationsand suggested improvements regarding the management of troop equipment to the TroopQuartermaster. He, in turn, will present the suggestions to the Quartermaster Advisor and TroopCommittee members for their review, consideration and action as required.

Distribution: Distribution of this document is unlimited. It is posted on the troop website and a hardcopy is available in the Quartermaster binder located in the troop equipment room. Copies of the SmartBook can be distributed to troop members upon request.

TROOP QUARTERMASTER SMART BOOK

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TABLE OF CONTENTS

ROLES AND RESPONSIBILITIES PageTroop Quartermaster (QM) ………………………………………….….………………… 4Quartermaster Advisor (QMA) ……………………….………………………..…………. 7Patrol Quartermaster (PQM) ……………………………………………………..………. 8

TROOP EQUIPMENTGeneral Equipment Guidelines ……………………………………………..….………… 9Equipment Purchase Guidelines …………………………………………………………. 10Equipment Issue Guidelines ………………………………………………….……..…… 10Miscellaneous Equipment Guidelines ……………………………………….………….. 11Personal Equipment Guidelines ………………………………..…….…………...…….. 12EQUIPMENT CARE & MAINTENANCETents …………………………………………………………….………………………….. 13Ground Tarps …………………………………………………………………..………….. 14Patrol Boxes ……………………………………………………………………..………… 15Propane Stoves ……………………………………………………………..……………... 16Coolers and Water Jugs …………………………………………………...……………… 17

QUARTERMASTER SHAKEDOWNSShakedown Schedules ………………………………………….……….……………….. 18Shakedown Process …………………………………………………………..………….. 18

DOCUMENTS AND RECORDSPatrol level and Quartermaster section documents list ………….....……..………….. 20Equipment Check Out Card (QM Form 1100) …………………………………………. 21Tent Assignment Sheet (QM Form 1200) ………………………………………………. 22Chuck Box Inventory Sheet (QM Form 2100) ……………………………….…………. 23Equipment Repair/Replacement Request Form (QM Form 2200) …………….…….. 24Tent Inspection Form (QM Form 2400) …………………………………………………. 25Equipment Request Form (QM Form 3100) ……………………………………………. 26Physical Inventory Count Sheet (QM Form 4100) …………………………….………. 27Inventory Transfer Sheet (QM Form 4200) …………………………………………….. 28

APPENDIX A: Pre-Camp Checklist …………………………………………………………….. 29APPENDIX B: Equipment Support Plan ………………………………………………………. 30APPENDIX C: Troop Organizational Chart ………………………………………………….… 31APPENDIX D: Troop Schedule …………………………………………………………………... 32APPENDIX E: Lessons Learned Feedback Sheet ……………………………………………. 35

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Introduction: The duty description for a Troop Quartermaster (QM) outlines theoverall role and responsibilities while serving in this position. Any questions,issues or guidance needed during a Scout’s tenure in the position should beaddressed with the Senior Patrol Leader or Quartermaster Advisor.

Responsible to: The Senior Patrol Leader (SPL).

Troop Quartermaster Role: The Troop Quartermaster is the troop’s supply and equipment boss. Heplays a supporting but active role in the Troop by keeping an accurate inventory of equipment; issuingequipment to troop members; and making sure equipment is returned in good condition. The TroopQuartermaster periodically reports on equipment status to the Patrol Leader Council (PLC) as required.

General Duties: Issue equipment to Patrols and make sure it is returned in good condition. Inspect equipment to be sure it is serviceable prior to placing it in the troop inventory. Ensure proper storage of all troop equipment. Report to Patrol Leader Council (PLC) on new equipment or that in need of replacement or

repair. Enforce procedures for issue and turn-in of troop equipment. Conduct orientation with newly assigned Patrol Quartermasters. Update equipment status as to loss, damage, repairs done, additions, and possible

equipment to be added. Convey information to the Quartermaster Advisor. Oversee the loading/unloading of the troop trailer. Be responsible for troop gear at campouts or outings. Work closely with the Quartermaster Advisor. Address any equipment safety concerns with Quartermaster Advisor or Scoutmaster. Set a positive example for all other scouts by following the Scout Oath, Law, Motto, and

proudly wear the correct uniform to all meetings and activities.

Specific Duties: Maintain inventory of equipment.

With the Quartermaster Advisor, conduct semiannual equipment shakedowns. Maintain troop equipment room organized. Maintain a master record of all troop gear. Ensure each patrol has an assigned patrol “chuck box”.

1 ROLES & RESPONSIBILITIES

1.1 TROOP QUARTERMASTER

Roles & Responsibilities

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Add or delete gear to the troop inventory. Replenish consumable items after each outing. Manage lost or broken gear. Assist Patrol Quartermasters in managing their patrol gear.

Issue and receive equipment Utilize the Equipment Check Out Card (QM Form 1100) to issue and receive

equipment from troop members. This form serves as the primary control documentfor issue and turn-in of troop equipment. Assign troop equipment prior to campouts or outings. Update inventory database as equipment is issued and turned in.

Campout Preparation Two weeks prior to a campout or outing. As the troop plans a trip, the Troop

Quartermaster will be required to conduct an initial prep: Develop an equipment support plan (Appendix B). Inquire about any special equipment needs with the SPL and Scoutmaster. Begin process of tent assignments with patrols.

Troop meeting prior to campout or outing (Final prep) Finalize the equipment support plan. Issue equipment to Patrols for outing. If unable to attend an outing, contact the SPL to assign someone to handle

Quartermaster duties. Ensure to instruct the assigned person onwhat to do and how to do it.

Departure to site Arrive 15 – 20 minutes prior to departure time to stage equipment for loading. Man the troop equipment room to issue last minute equipment to patrols.

Consult Scoutmaster and SPL about last minute troop equipment needs (additionalpropane cylinders, coolers, lanterns, charcoal, rope, etc.) Oversee loading of trailer. Ensure all equipment is securely fastened before

transporting it to the camp site.

During campouts Responsible for troop gear at camp. See that it is set up and used properly. Keep track of any damaged equipment and separate it for repair or replacement. Provide patrols with bright fluorescent flagging tape to clearly identify tent guy ropes.


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Prior to departure from site Remind Patrol Leaders of the need to inventory chuck boxes and remove

perishable items before closing them for storage. Have patrols load their equipment for the return trip. Have Patrol Leaders (PLs) assign equipment to be taken home for cleaning. Separate wet and dirty equipment for scouts to take home to be cleaned, dried and

rolled/folded/packed.

• Site departure Oversee loading of trailer. Ensure equipment is securely tied down for transportation.

All cargo netting, tie- downs, and bungee cords must be in place before closing thetrailer for the return trip. Remind scouts that the equipment to be cleaned is to be returned no later than two

troop meetings after the campout or outing. Inform the Quartermaster Advisor and/or the Scoutmaster of damaged, destroyed, or

missing equipment.

First troop meeting after a campout or outing. During closing comments, remind scouts of the equipment needed to be returned and

deadline that it should be returned. When equipment is returned, visually inspect it to make sure it is dry, clean and

properly rolled/folded/packed. If the condition of a returned item is not to your satisfaction, show the person what’s

wrong and send it back with them for corrective action. Report any problems to theSPL, Quartermaster Advisor or Scoutmaster. Make sure equipment is properly stored in its designated storage container. When all equipment is returned, report it to the Quartermaster Advisor or

Scoutmaster. Replenish each patrol’s consumable items (paper towels, matches, dish soap, spices,

trash bags, aluminum foil, etc.) as required.

Troop Quartermaster Eligibility and Service: The requirements to be a Troop Quartermaster include: Be appointed by the Senior Patrol Leader with the approval of the Scoutmaster. Have achieved First Class rank or higher. May not serve three consecutive terms.

The Troop Quartermaster is a troop leadership position that counts towards the requirement of aposition of responsibility for the ranks of Star, Life and Eagle.


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At the End of Your Tenure as a Troop Quartermaster Take a moment to fill out the Lessons Learned Feedback Sheet contained in this book to

provide the Scoutmaster and Quartermaster Advisor any feedback and comments about yourexperience prior to the new Troop Quartermaster taking over. Spend some time during the next few troop meetings with the scout appointed to replace you.

Review with him what you did during your tenure and what worked, didn’t work or could havebeen done differently. Commit to conducting an orientation with the newly appointed TroopQuartermaster to ensure a smooth transition of duties from you to him.


1.2 QUARTERMASTER ADVISORIntroduction: The Quartermaster Advisor (QMA) is a committee member who works closely with theTroop Quartermaster to advise and coach him on the management and care of all troop equipment andtroop storage room. The Quartermaster Advisor should not be confused with the Troop Quartermasterwhich is a junior leadership position. In some troops, the QMA is sometimes referred to as the TroopEquipment Coordinator (TEC). This position is appointed by the Committee Chair and the personserves at the satisfaction of the Committee Chair, Scoutmaster and the Troop Committee.

Responsible To: The Committee Chair.

General Duties: Coordinate the procurement, repair and replacement of troop equipment. Provide the necessary resources, guidance and support to the Troop Quartermaster to

successfully carry out his duties. Establish an inventory control system for the Troop. Guide the Troop Quartermaster with inventory management, proper care, storage and

maintenance of troop equipment. Oversee the Troop Quartermaster’s activity of issue and turn-in of troop equipment to patrols

and troop members. Submit equipment purchase or repair requests for funding approval by the Troop Committee. Conduct periodic safety checks of troop gear and encourage troop members in the safe

use of outdoor equipment. Mitigate equipment safety issues.

Additional Duties: Mentor the Troop Quartermaster with personal advancement and leadership development. Work closely with the Scoutmaster, Senior Patrol Leader and Troop Quartermaster to

ensure adequate equipment is available for each outing.

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Conduct equipment issue and turn-in in the absence of the Troop Quartermaster. Provide continuity of programs and procedures as scouts rotate through the Troop

Quartermaster position. Schedule and conduct summer camp gear checks or shakedowns. Preventative maintenance of troop trailer and keep a copy of trailer keys secure and

available. Annual renewal of troop trailer registration. Budget for annual troop gear purchases. Identify and purchase troop gear. Coordinate towing of troop trailer to/from campouts, when required. Report equipment updates to the Troop Committee at each Committee meeting.


1.3 PATROL QUARTERMASTERIntroduction: The Patrol Quartermaster (PQM) has the overall responsibility of caring for the patrol’sgear. Patrol Quartermasters are selected by Patrol Leaders or elected by the patrol. Troop guidesassigned to new scout patrols will coordinate issue, turn-in and care of patrol equipment.

Responsible To: Patrol Leader (PL)

General Duties: Keep records of patrol and troop equipment. Ensure proper care and maintenance of assigned patrol equipment. Keep patrol chuck box properly equipped for campouts. Issue equipment to patrol members and see that it is returned in good order. Ensure patrol members use equipment properly and safely. Communicate with the Troop Quartermaster, Patrol Leader and Patrol Grubmaster when

updating or changing any gear used by the patrol. Notify Troop Quartermaster of equipment in need of repair or replacement. Check out additional equipment from the Troop Quartermaster and return it. Suggest new or replacement equipment to the Troop Quartermaster. Assist the Troop Quartermaster as needed, such as loading/unloading of troop trailer. Ensure no perishable items are stored in the patrol chuck box. Request consumable and specialty items from the Troop Quartermaster, as needed. Check patrol chuck box content against the chuck box inspection sheet BEFORE each outing. Ensures patrol equipment is clean and ready for storage AFTER each outing. Address any equipment safety concerns with the Troop Quartermaster. Participate in Quartermaster equipment shakedowns. Set a good example by living by the Scout Oath, Law and Scout spirit.

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The troop provides “common use” equipment for its members. Most of the common use equipmentconsists of non-consumable or durable items that Patrols, Scouts, and Troop Leaders share such as:Water jugs, cooking gear, stoves, Dutch ovens, rope, lanterns, chuck boxes, coolers, saws & hatchets,tents, and other camping equipment.

The troop will make equipment available for use during troop activities. The equipment mayinclude items intended for group use, special purpose use, or unique training opportunities.

All equipment will be treated with respect, either personal or troop equipment. Patrols are responsible for cleaning and storing their assigned gear, not the Quartermaster.

All troop equipment will be recorded and accounted for by the Troop Quartermaster.

Entry to the troop equipment storage area will be restricted to the Quartermaster Advisor,Troop Quartermaster, Patrol Quartermasters, the Scoutmaster, and such other individuals whoare authorized by the Quartermaster or Scoutmaster.

No troop equipment, gear, or other items may be removed from, added to, or placed in thetroop equipment storage area without prior knowledge or permission of the TroopQuartermaster or Scoutmaster.

Active members of the troop may check out equipment for use at troop activities, scoutingactivities, or special events.

The Troop Quartermaster may refuse to accept the return of any equipment that is dirty,damaged, or deemed to be unacceptable in his opinion.

Individuals issued troop equipment will be responsible for its proper use and care.

Safety of troop members is of utmost importance. Always follow the manufacturers instructionsor guidelines when using any troop equipment to avoid harm or injury.

Use of OPEN FLAMES of any kind in tents are STRICTLY PROHIBITED, at any time, in anyplace, under any circumstance!! Tent fires are extremely dangerous.

Adult supervision is essential for use of stoves, lanterns, saws, axes and open fires. Troop equipment that is accidently damaged or lost or worn due to normal wear and tear can

be replaced as recommended by the Troop Quartermaster. Individuals that willfully or negligently damage, lose or misuse troop equipment will be subject

to disciplinary action and afforded an opportunity to replace the equipment. Individuals may report missing items or equipment problems to the Troop Quartermaster by

using the Equipment Repair/Replacement Request Form (QM Form 2200).

2 TROOP EQUIPMENT

2.1 GENERAL EQUIPMENT GUIDELINES

Troop Equipment

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Troop equipment is acquired or replenished with troop funds or through donations. In an effort to bettermanage troop inventory and minimize the expenditure of acquiring or replacing gear, troop membersshould follow these general guidelines:

Troop members (Patrol Quartermasters, Scouts and Adult Leaders) should submit anEquipment Repair/Replacement Request Form (QM Form 2200) to the Troop Quartermaster torequest replacements for lost, damaged, or unserviceable equipment.

The Troop Quartermaster will gather all equipment request forms and submit them to the TroopCommittee for funding approval.

Upon receiving approval for funds, the Troop Quartermaster or Quartermaster Advisor willsecure and replenish the equipment requested by troop members.

Failure of troop members to submit an Equipment Repair/Replacement Request for fundingapproval prior to purchasing equipment on their own may result in no refund for the purchase.

To avoid duplication of expenses and inventory, troop members should refrain from purchasingequipment on their own.

Due to the Troop’s tax-exempt status, a valid Tax Exempt Certificate should be used to makeretail purchases. A copy of the Troop’s tax-exempt certificate is available from the QM Advisor.

Donations of approved equipment are always welcome!

2.2 EQUIPMENT PURCHASE GUIDELINES

Troop Equipment

2.3 EQUIPMENT ISSUE GUIDELINESTroop equipment is maintained and stored for use by all active troop members. The TroopQuartermaster is responsible for distributing and maintaining inventory, whether participating on anouting or not. Patrols may be issued equipment at any time (ie: a parade or patrol camping). In addition,the QM is authorized to lend troop equipment to outside organizations with the Troop Committee’sapproval.

Following these guidelines will help ensure that the Troop knows who is issued equipment, whatequipment is available, and that the equipment returns in the same condition as it left. Condition ofequipment is as important as its availability. A tent missing poles or having a tear is as good as a tentthat has been left at home.

Troop 37 is an active troop with scheduled campouts each month and high adventure excursionsthroughout the year. Based on the number of outings conducted by the troop, it is important to haveprocedures in place to ensure all equipment is accounted for and available for each outing.

The Troop Quartermaster or his representative will use the Equipment Check-Out Card (QMForm 1100) as the control document for issue and turn-in of troop equipment by any activemember of the troop. The card will show the name of the borrower, date issued, Patrol name,equipment control number and description of the equipment requested.

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The Troop Quartermaster or his representative will use the Inventory Transfer Sheet (QM Form4200) as the control document for issue and turn-in of troop equipment to organizations outsideof the troop. The transfer of equipment to other organizations requires the approval of the TroopCommittee.

The Quartermaster is responsible for the Troop trailer equipment, and knowing who has whatduring a campout.

During an outing, the only people authorized in the trailer (except by permission) are the TroopQuartermaster, the Quartermaster Advisor and the Adult Leader in Charge. All others, includingPatrol Quartermasters, should obtain permission from one of these three members beforegoing into the trailer.

The trailer should remain locked when not actively distributing equipment. Adult Leaders willhave keys to the trailer.

The Troop Equipment Management application is a database created to record all troopequipment data and activity. The database must be updated after each issue and turn-in ofequipment to ensure data is accurate when reporting equipment status to the PLC or TroopCommittee. The database is used as the primary tool for inventory control and reporting.

The Troop Quartermaster, the Quartermaster Advisor or an assigned representative areauthorized to issue and turn-in Troop equipment.

Troop Equipment

2.4 MISCELLANEOUS EQUIPMENT GUIDELINES Replacing Gear due to Normal Wear and Tear

Eventually all troop equipment will need to be replaced, especially items that get the most use.When an item is worn beyond repair, the Troop Quartermaster should inform the QuartermasterAdvisor (QMA) . In turn, the QMA will approach the Troop Committee for its replacement. Iffunding is available, the Committee may approve the purchase of the replacement item.

Damaged or Lost EquipmentOccasionally equipment will be damaged or lost while they are issued out. For damaged items,indicate in the Equipment Check Out Card (QM Form 1100) the date the damaged item isreturned and initiate the Equipment Repair/Replacement Request Form for action. If an item islost, write “lost” and the date the loss is reported in the Equipment Check Out Card. When anyof these situations happen, usually the troop will replace the item(s) without penalty unless thedamage or loss is deemed to be intentional or due to negligence by a troop member.

Changing Documents and Procedures. The documents and procedures presented in thisSmart Book are not the final word in troop equipment management. They were put togethersimply to establish a framework for an inventory control system. As experience is gained, waysof doing things better may arise. When an improved method is identified, the TroopQuartermaster and the Quartermaster Advisor will discuss it. Upon agreement by both, thedocument or procedure will be updated or changed.

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2.5 PERSONAL EQUIPMENT GUIDELINES

Personal Equipment

Personal GearAs a general rule, the troop does not maintain personal scout gear. Scouts and volunteerleaders are expected to bring their own personal gear for each outing to include: a mess kit,sleeping gear, rain gear, first-aid kit, water bottle, flashlight, clothing, personal hygiene itemsand other outdoor essentials that are specific to the outing or event. On occasion the troop maysolicit personal gear on short-term loan from troop members for special training needs orunique outing experiences (ie: High adventure outing). Personal gear "loaned" to the troop willbe considered as troop equipment during the outing and will follow the same guidelines asstipulated in section 2.1 (General Equipment Guidelines). Scouts are expected to treat personalgear belonging to others with respect.

Lost and FoundIt is important that troop members label all clothing and personal gear with an indelible marker.Despite our best efforts, things do get mixed up on occasion. Lost and found items cannot bereturned to its rightful owner if they cannot be identified. Every effort will be made to returnitems to their proper owner. To this end, the Quartermaster section will maintain a troop Lostand Found bin in the troop equipment room. Scouts are expected to keep track of their personalgear and claim any missing items from the Troop Quartermaster during troop meetings. Itemswith an unknown owner will be held in lost and found until the end of the scouting year.Personal gear not claimed by the end of the year will either be auctioned or given to charity.

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Introduction: The troop owns an inventory of equipment that represents a sizable investment of funds.As good stewards of the equipment, we are charged to properly maintain the gear entrusted to our careso that it is kept in good working condition. At the end of each campout or outing, Scouts will beassigned certain equipment that must be taken home, cleaned and brought back to the next troopmeeting.

3.1 Tents:If you are assigned a tent to take home, you should set it up when you get home or hang it up in thegarage or basement. Drying and cleaning tents is extremely important to prevent mildew and toincrease the usable life of the tent. Mildew can set into a tent in as little as 24 hours, so it isimperative to get even a slightly damp tent aired out quickly. Mildew can damage the waterproof coatingby causing it to separate from the fabric, but mild to severe staining is more common. Mildew stains arepermanent.

Guidelines for cleaning tents Dry the tent, fly, bags and ground tarp by hanging outside or set up in the garage or basement. Clean the tent

Shake out any debris from the inside of the tent. Sweep out the inside of the tent, if necessary.

Gently scrub any dirt, bird droppings or sap with warm soapy water (non-detergent). Never place a tent in a washer or dryer. A washer will damage the tent’sprotective and water repellent coating. A dryer will distort or potentially melt thetent material.

3 EQUIPMENT CARE & MAINTENANCE

Equipment Care & Maintenance

Rope Guy LinesAs needed

Tent StakesAs needed

Tent Bag1

Tent Poles1 set

Rain Fly1

Tent Body1

ItemQuantity

Typical Tent Parts

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Make sure all pieces are included and in working order. Rain fly. Check for holes, rips and cleanliness. Tent body. Check for holes, rips and cleanliness. Tent and stake bags. Check for condition of bags. Guy lines. Check number of loops on tent. Stakes. Check number of loops on tent. Wipe with dry, soft cloth to remove any

dirt and moisture. Zippers. Check they are working properly. Clean with a toothbrush after each use.

If zippers don’t slide easily you can lubricate them with a silicone spray lubricant.

Make sure poles are in good shape. Any poles missing or broken? Are pole shock cords intact? Are poles frayed and need replacement?

Pack tent. Place the guy lines and stakes in the stake bag. Fold the tent in half or thirds, so the width is somewhat less than the length of the

tent bag. Fold the rain fly so that it is the same size or slightly smaller than the folded tent. Roll the poles, stake bag and fly neatly inside the tent and place in the tent bag.

Report issues, if any. An expedient way to report issues is to note any problems on a piece of paper and

tape it to the tent bag, where it is easily visible. Include your name, patrolname and date problem found.

Formally report any missing items or problems to the Quartermaster by using theEquipment Repair/Replacement Form (QM Form 2200) when you return the tent.

Turn-in tent to the Quartermaster for storage in the troop equipment room.

3.2 Ground Tarps:A good tarp is an essential piece of equipment for any camping trip. Use it as a ground cloth beneathyour tent for an extra layer of protection from encroaching morning dew, an extra lining to protectagainst tearing the tent floor material, or as a levee against tent flooding from an unexpected downpour.A tarp installed overhead between trees can also serve as a makeshift awning or carport if it looks likeyou're in for a monsoon, but don't want to spend all day inside the tent. Cleaning, folding or rolling andstoring your tarp properly will keep the material in good shape so it will be ready when you need it most.


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It is the responsibility of each patrol to care for their patrol box or chuck box; however, the TroopQuartermaster must periodically inspect patrol boxes to ensure that they are clean and complete.

Patrols cook and eat from items in the patrol box. It is to their best interest to keep it clean! Food-borneillnesses are not something that anyone wants to deal with. Keeping patrol boxes clean will avoid this.

Guidelines for cleaning Patrol Boxes

All towels, washcloths, sponges and gloves should be taken home, cleaned, dried and returnedto the box.

Empty the patrol box of contents. Thoroughly clean the inside and outside of the box. Repair or note any damage. Check equipment against the Chuck Box Inventory Sheet (QM Form 2100) to make sure all

equipment is present. Note the need to resupply any consumable items (paper towels,aluminum foil, dish soap, etc.)

Clean any items that require cleaning or washing. NEVER wash cast iron cookware in a dishwasher. Always hand wash them.

Dry all equipment before storing back in patrol box. Pack items in patrol box and lock.

Report issues, if any. An expedient way to report issues is to note any problems or missing equipment

on a piece of paper and tape it to the equipment where it is easily visible. Includeyour name, patrol name and date problem found.

Formally report any missing items or problems to the Quartermaster by using theEquipment Repair/Replacement Form (QM Form 2200) when you return the patrolbox.

Turn-in the patrol box to the Quartermaster for storage.

3.3 Patrol Boxes


Guidelines for cleaning tarps Lay tarp out to dry. After it dries, sweep all dirt and debris from the tarp with a broom. If dirt or mud remains on the tarp, you should spray it with water and use a stiff brush to clean

off the dirt. After the tarp is completely dry, fold or roll it up. Report issues, if any. Turn in to the Quartermaster for storage in trailer.

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3.4 Propane StovesPropane stoves are ideal for outdoor cooking. Like home stoves, they need to be cleaned on a regularbasis to remove food residue and keep the appliance working efficiently.

Guidelines for cleaning propane stoves

Make sure the following parts are included: Stove cover Metal grate Drip pan Regulator assembly Knobs

Disassemble the propane stove Turn the burner knobs to the “Off” position. Disconnect the propane cylinder from

the regulator assembly and set aside. Disconnect regulator assembly from stoveand set aside. Remove the grate from the stove.

Clean the stove thoroughly. Use warm water, dish detergent or a degreasing agent like 409, and scouring

pads, as necessary. Wash the grate. Remove any grime or grease until clean. Wash the burners. Gently scrub the burners on the propane stove with the soapy

cloth until all of the grease and grime has been removed. Wash the inside of the stove. Wipe out the drip pan under the burners and the

sides of the stove by gently rubbing away any food residue. Wash the outside of the stove. Wipe any dirt or grime from the outside of the

propane stove. Dry the stove. Use a clean drying towel to dry the entire stove, including the

grate, burners and drip pan. Reassemble the stove. Place the grate back inside the propane stove.

Note: Do not reconnect the propane canister when storing the stove. Report issues, if any.

An expedient way to report issues is to note any problems or missingequipment on a piece of paper and tape it to the cover of the stove where itis easily visible. Include your name and patrol name.

Report the issue to the Quartermaster when you return the propane stove. Turn-in propane stove to the Quartermaster for storage. Stoves are kept in the troop trailer.

Note: For safety purposes, partial or unused propane canisters are stored in the troop trailer.


Cover

Grate

Drip Pan Knobs RegulatorAssy.

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3.5 Coolers and Water JugsCoolers and water jugs, no matter what material they are made of, can develop fungus and/or bacterialgrowth if you don’t clean them properly. Coolers and water jugs will develop a musty odor that is likely togive your water an unpleasant taste. To keep the jugs and coolers fresh-smelling and sanitary, it isimportant to clean them after every use and before you store them.

Guidelines for cleaning coolers and water jugs

Wash the inside and outside of the cooler or jug with warm, soapy water. Pour the soapy water out and refill with warm water to rinse out soap residue. Rinse several

times. Fill water jug or cooler half full with cool water and add a half capful of bleach. Carefully swish it

around. Caution: Be very careful with the bleach. Besides ruining clothes, it is poisonous

and can burn your skin and eyes. Empty jug/cooler carefully and rinse several times. Use a stiff brush to remove any stubborn dirt on the lid or body of the cooler/water jug. Allow items to completely dry, with the lids open/off! After completely dry, close lids and return the items to the Quartermaster for storage. Report issues, if any.

An expedient way to report issues is to note any problems or missingequipment on a piece of paper and tape it to the cooler or jug where itis easily visible. Include your name, patrol name, and date problem found.

Report the issue to the Quartermaster when you return the cooler or jug. Turn-in coolers/jugs to the Quartermaster for storage.


Troop 37

Troop 37

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To ensure that all of the equipment in the trailer and troop equipment room is accounted for and that itremains in good condition, the Troop must periodically take inventory of the equipment. This periodicinventory is called an “Equipment Shakedown” or “Quartermaster Shakedown”. The TroopQuartermaster has the overall responsibility for conducting shakedowns.

The Spring Shakedown should be scheduled in March or April prior to the beginning of Springcamping season. The Troop Quartermaster should inform the PLC to schedule this on theTroop Calendar.

The Fall Shakedown should be scheduled in October, prior to the snow season. The TroopQuartermaster should inform the PLC to schedule this on the Troop Calendar.

A Rotation Shakedown should be scheduled shortly after the rotation between the outgoingand incoming Troop Quartermaster.

(>2 weeks) Prior to Shakedown Inform the PLC of the shakedown to get it on the troop schedule. Inform the Webmaster to post the information on Troop website. Announce shakedown at the Troop meetings to inform everyone. The Quartermaster prints out copies of the Physical Inventory Count Sheet (QM Form 4100). Coordinate access to the Troop Equipment Room for shakedown day. Scouts and adults sign up for the shakedown. A good ratio is 10 - 15 Scouts and 3 - 5 adults.

Scout Tents.

Remove each tent from tent bag and unroll the tents. Check for damage to material such as tears, rips or mold. Check for broken zippers Count and verify the proper number of stakes, poles and bags. Verify the proper numbering identification of the tent, tent bag and pole bag.

If the condition of the tent is acceptable, roll the tent up and set aside. If not, repairthe tent or mark the tent for repair.

4 QUARTERMASTER SHAKEDOWNS

4.1 Shakedown Schedule

Quartermaster Shakedowns

4.2 Shakedown Process

Shakedown Day

19

Patrol Boxes. Check the exterior of each patrol box for damage. Note the combination of the lock for future reference. Open each patrol box and remove contents. Each patrol box should have an Chuck

box Inventory sheet (QM Form 2100) Check the interior for damage and cleanliness. Check the content against the Chuck Box Inventory Sheet. Throw away any old or

questionable items. If the condition of the patrol box is satisfactory, close the box and set aside. If not,

inform the leader responsible for the patrol box. Cooking Equipment.

Pull all Dutch ovens, griddles, stock pots, iron skillets, propane stoves, etc. fromthe trailer. Inspect each one for damage or rust. Clean as necessary.

Dining fly/ tarps. Open and inspect each dining fly for damage, tears, and mold. Ensure that

the proper number of poles and lines are with each fly. If the condition isacceptable, fold the dining fly and set aside. Check each tarp for damage, tears, and mold. Report issues, if any.

Trailer (1 - 2 Scouts). Check the general condition of the interior of the trailer. Look for broken or

damaged shelves, disconnected wiring, etc. Sweep out the trailer.

Wrapping it up.

Load everything back into the trailer in an organized fashion. Put items that mustcome of the trailer first towards the rear. Balance the load so that there is a little more weight towards the center of the

trailer than towards the front or rear.

Collect Physical Inventory Count Sheets with comments. Initiate an Equipment Repair/Replacement Request Form, as needed. Suggest improvements for the next Quartermaster shakedown.

Quartermaster Shakedowns

After the Shakedown

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The following is a list of documents that Patrol Leaders, Assistant Patrol Leaders and PatrolQuartermasters should use and submit to the Quartermaster section when inventorying, requesting ormaintaining assigned troop equipment. The use of these documents establishes a troop supplydiscipline allowing for better management of equipment and supplies. Copies of the documents areavailable from the Troop Quartermaster upon request.

5 DOCUMENTS AND RECORDS

5.1.1 Equipment Requisition: (1000 Series)

• Equipment Check-Out Card (QM Form 1100)

• Tent Assignment Sheet (QM Form 1200)

Documents and Records

5.1.2 Equipment Inventory and Maintenance: (2000 Series)

• Chuck Box Inventory Sheet (QM Form 2100)

• Equipment Repair/Replacement Request Form (QM Form 2200)

• Tent Inspection Form (QM Form 2400)

5.1 PATROL LEVEL

5.2 QUARTERMASTER SECTION

The following documents and records are used by the Quartermaster section to maintain accountabilityof all troop equipment. Copies of the documents are kept in the troop equipment room.

5.2.1 Equipment Forms: (3000 Series)

• Equipment Request Form (QM Form 3100)

5.2.2 Inventory Sheets: (4000 Series)

• Physical Inventory Count Sheets (QM Form 4100)

• Inventory Transfer Sheet (QM Form 4200)

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Samples of Equipment Check Out Cards (filled in)

Tommy Tenderfoot Timberwolves

T-100 2-Man Tent

10 Jul 11

19 Jul 11 QMA

10 Jul 11

Tommy Tenderfoot Timberwolves

T-100 2-Man Tent

Equipment CHECKED-OUT Equipment CHECKED-IN

EQUIPMENT CHECK OUT CARD (QM FORM 1100)

Blank

Documents and Records – Patrol Level

22

TENT ASSIGNMENT SHEET (QM FORM 1200)

TimberwolvesCamp “Lost in the Woods”, WI

May 10, 2011 – May 16, 2011

T-100 Tommy Tenderfoot

Sammy Second ClassTommy Tenderfoot


23

CHUCK BOX INVENTORY SHEET (QM FORM 2100)


10 Jul 11

Timberwolves

Need griddle and measuring cups for next month’s backpacking trip.

24

EQUIPMENT REPAIR/REPLACEMENT REQUEST FORM (QM FORM 2200)

10 Jul 11

PS-01 Propane Stove X

Timberwolves

Missing propane gas regulator assembly.


25

TENT INSPECTION FORM (QM FORM 2400)

Timberwolves

T-100 T-100 T-100

10 Jul 11

Missing 2 pegs/stakes

Missing 1 Guy Line


Tommy Tenderfoot

26

EQUIPMENT REQUEST FORM (QM FORM 3100)

5 Jun 11

1639 ALPS Meramac 3 FG Tent 20 $74.67 $1493.67 9 Jul 11 Scoutmaster************************************************NOTHING FOLLOWS**********************************************

$1493.67

1 1

Rosario SparacioRosario Sparacio

Documents and Records – Quartermaster Section

27

PHYSICAL INVENTORY COUNT SHEET (QM FORM 4100)

11

5 Jun 11

T-100T-101T-102PS-01 Propane Stove

2-Man Tent2-Man Tent2-Man Tent

QM RoomQM RoomQM Room

111

Propane regulator missingTrailer 1

Troop Quartermaster Troop Quartermaster

Replaced missing stakes & Guy lines


28

INVENTORY TRANSFER SHEET (QM FORM 4200)

1 1

25 Jun 11

DVN1DVN2DVN3DVN4DVN5

LodgeLodgeLodgeLodgeLodge

Dutch OvenDutch OvenDutch OvenDutch OvenDutch Oven

TrailerTrailerTrailerTrailerTrailer

11111

9 Jul 119 Jul 119 Jul 119 Jul 119 Jul 11

X

[Quartermaster Name] Quartermaster Signature

Troop 12, Batavia, IL

Michael PalledorousMichael “Squints” Palledorous, Scoutmaster


X

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PRE-CAMPOUT CHECKLIST

(2+ weeks) Prior to outing:Check troop gear Inquire about any special equipment needs with the SPL and Scoutmaster.

Source equipment/materials not in troop supply system. Determine total number of participant for the outing (See Equipment support plan).

Assign patrol gear Tents Tarps Coolers

Check Consumables Trash bags (3 bags) Paper towels (1 roll) Aluminum foil (1 roll) Charcoal (3 full bags) Paper plates (50) Plastic bowls (50)

Patrol chuck boxes Dry Boxes

Spare dish towels (3) Sponges (2) Matches (2) Water tablets (3)

(1 week ) Prior to outing:Pack and stage Troop Gear Propane canisters/charcoal Coffee Pots Water Jugs Axes, shovels and saws Rope Propane cookers, if needed

Backpacking stoves, if needed Extra stakes Troop dining fly and poles Flags Spare tents First Aid Kit

Day of outing:Pack Patrol food and personal gear Water jugs (filled) Coolers loaded

Personal packs/gear loaded

APPENDIX A

APPENDIX A:

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APPENDIX B:

EQUIPMENT SUPPORT PLAN

APPENDIX B

Initial Prep:

Determine the total number of scouts, leaders and parents attending the outing. Determine equipment requirements.

Number of tents (1 per every two scouts) Number of ground tarps (1 per tent)?

Determine the number of patrols attending the outing Number of chuck boxes (1 per patrol)? Number of dry boxes (1 per patrol)? Number of water jugs (1 per patrol)? Number of beverage/ice coolers (1 per patrol)? Consumables needing replenishment, as needed. Begin tent assignments

Inquire about any special equipment needs with the SPL and Scoutmaster. Hatchets? Saws? Rope bridge set?

Is it complete? Flags? Shovels?

Stage Troop Equipment Dutch ovens Water jugs Propane stoves Propane canisters (2 per patrol)

Replenish consumables items in patrol boxes. Secure equipment/materials needed not in troop supply system. Finalize tent assignments Emergency Plan ~Nearest medical facility, driving directions and contact information (1 per

patrol)

The following check list should be used to assist in determining the equipment requirements to support aplanned campout or outing. This is a general list; the type of outing will determine additional requirements.

Final Prep:

Charcoal & Charcoal Chimneys? Troop Dining Fly? Backpacking stoves? LP Propane stove burners? Ice fishing shelter? Snowshoes?

Repair parts Batteries Lanterns Extra mantels for propane lamps

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APPENDIX C:

TROOP ORGANIZATIONAL CHART

APPENDIX C

= Members of PLC

Scribe

32

APPENDIX D:

TROOP SCHEDULE(Placeholder)

APPENDIX D

33


APPENDIX D

34


APPENDIX D

35

APPENDIX E:

LESSONS LEARNED FEEDBACK SHEET

APPENDIX E

Position: ___________________________________________ Date: ___________________

Name: _____________________________________________

The purpose of the Lessons Learned Feedback Sheet is to provide a means to comment on lessonsthat you’ve learned while serving as Troop Quartermaster. We recommend that during your time in thisposition, keep a record of what worked, did not work, and any other comments you can share thatwould improve the Troop Quartermaster program. You may submit your comments to the Scoutmasteror an adult leader. Thank you for your dedicated service.

Things we should START doing: ________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Things we should STOP doing: ________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Things we should CONTINUE doing: ____________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Additional Comments: ________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Troop Quartermaster