New Member Guide

Welcome to Ship 100.  This is the barebones basics of what to expect and how to get engaged and informed.  For more information, visit Forms & Reports.  Specific attention should be paid to the Bylaws and Financial Policies.

Information

We use TroopTrack.com to manage everything from email to calendars to money.  Registered members receive an account invitation from the Ship within 48 hours of completing their BSA Membership Application.

Adult Involvement

There are numerous ways to become an active adult with the Ship.

  • Committee Member – these adults “own” a topic area and help manage it.  This includes but is not limited to Treasurer, Secretary, Service Chair, Health & Safety Chair, or other specialty areas.
  • Program Adults – this includes the Skipper and Mates.  We have a fixed number of these adults.  We must avoid overwhelming the scouts with multiple and conflicting sets of requests or instructions.  In a youth-led Ship, the scouts should get requests or instruction from their youth leader: the Boatswain, Boatswain’s Mates or Crew Leaders.  As such we only assign as many program adults as needed to advise those specific positions. The key requirement is to have the confidence of the Adult and Youth leadership.  A demonstrated aptitude for youth mentoring is the key requirement.
  • Adhoc Support – this includes chaperones and boat captains.
    • Chaperones are any adult who has completed BSA Youth Protection Training.  We are often in need of female adults (over 21) who are capable of helping supervise older youth.
    • Boat Captains.  These are adults with experience sailing or boating who can operate an engine, troubleshoot problems, demonstrate specific knowledge of individual boats and meet all the requirements of a Chaperone.  One Boat Captain is required on any boat before it leaves the dock or trailer.  Any adult may become a boat captain, but requires an NASBLA Boater Safety Certificate (we can train) and minimum competency on a specific boat.  Each boat has her own personality.

For any cruise – we require a minimum of two adults.  Any additional adult spaces will only be granted if no youth is denied access.  Boats are fixed quantities of space, so a seat occupied by an adult is a seat that cannot be occupied by a youth.

Adults typically do not drive or operate the boat unless fatigue or critical need mandates.  Program is for youth.

Meeting Schedule

Ship 100 meets on Thursdays at 7pm.

The first Thursday is Quarterdeck which is the leadership meeting for the youth.  This is followed by the Committee Meeting where the Boatswain presents the calendar and adults ask questions about logistic.

Because we span multiple school districts, we watch Prince William County Schools for closures.  However, official notice for cancellations will be provided by email through TroopTrack no less than 4 hours before departure for any event.  We do our best to avoid cancelling.  However, if conditions don’t support the safe and fun completion of an event, we will cancel rather than take unnecessary risk.

Calendar

To officially plan an event, it must meet certain requirements.  First it must be open to all scouts in the Ship with the only limitations being age or rank restrictions based on BSA Guide to Safe Scouting or other skill qualifications.  Second, it should meet the “DLC66” requirements.  This is not absolute, but it helps ensure basic information with sufficient time to plan.

  • D – Date.  When is the event?  We work to avoid conflicts with other events as much as possible.  This should be reviewed with the Quarterdeck at the earliest available Quarterdeck Meeting.
  • L – Location.  Simply put – where is this?  Driving is part of life in Northern Virginia. Whether it’s campgrounds or marinas, we plan around tides and traffic.
  • C – Cost.  Generally speaking we plan $5 per person per meal, as well as any costs for admission, boat fuel, pumpout, etc.
  • 6 – 6 Months in advance.  We do our best to put events on the calendar 6 months in advance to allow for as many scouts as possible to arrange their busy schedules.
  • 6 – 6 Weeks in advance.  We allow 6 weeks for registration as much as possible.

Money

Each scout or active adult will be given a Money Account in TroopTrack.  This allows members to look at transactions in their Ship’s Money Account at any time to see what’s been received, paid or refunded.  We avoid having complex financial statements and parents know what their owed or credited balance is at any time.

Dues

For information on Ship 100 Operations Dues, please visit the Costs Page.  These cover the costs of patches, and the Annual Budget.   Any surplus at the end of the year (which has never happened) would go to the Ship’s Urgent Reserve Fund (SURF).

Event Costs

The Ship does not allow Scouts with a negative balance to register for new events without paying in advance.  Payment is made through TroopTrack when you register for an event. There are two ways to “stay in the black”.

  1. Write a check to the Ship’s Treasurer to maintain a positive balance in the account.
  2. Pay online through TroopTrack.  TroopTrack uses Stripe, and there is a fee that ranges from $1-3 depending on the size of the transaction.  That fee is tacked onto any charge from the Ship.
  3. If events are cancelled due unforeseen complications, the Ship will post a refund through TroopTrack.  Checks are only issued by the Ship upon request.

Because the Ship takes our responsibility for a youth’s welfare seriously, the TroopTrack Account also allows us to make purchases on your behalf in an urgent situation.  The amount due will simply be appended to their account.  This may include unscheduled meals, emergency clothing, or other needs.  No parent should ever worry that their scout will not have resources available if something goes wrong.  The Skipper or Mates will contact the parents, advise them of the situation, and work to coordinate the purchase within responsible limits.

Fundraising may occur from time to time.  However, as many of the scouts are at an age where they have jobs, most parents have noted that the scout earns more money for the same time working as a lifeguard, mowing lawns other jobs.  We are always open to fundraising ideas and members are always welcome at Quarterdeck and Committee meetings to present ideas.

Refunds are not typically given as we often have more scouts than seats for events.  Holding a space may result in denying a space to another scout.  Meals are often purchased up to 6 days in advance and once food is purchased, the money is spent.

Medical Issues

Medical Forms A&B are due each January.  Form C is due one month before long cruise to allow our Health & Safety Chair ample time to consolidate records, make copies and provide to the Program Adults for review.

Ship 100 maintains a medical lock box for controlled prescriptions.

All Program Adults are required to maintain current CPR and First Aid Certifications through either the American Red Cross or America Heart Association.

Food Menus are published 7 days prior to events.  We cannot account for every food allergy or preference.  If a scout is medically unable to eat the planned meal (and this is documented in their BSA Medical Form) the Ship will work with the parent to enact options.  Notice must be provided more than 7 days in advance of this need.   Mitigation may include a reduction in the event fee, or supplementing provisions.

Uniforms

Ship 100 uses two types of uniforms.  The Sea Scout Official Uniform, also known as New Century Universal (NCU) as well as activity t-shirts which are made each June or July before Long Cruise.  This provides the scout with a supply of 5-10 cheap t-shirts that can be worn for work and sailing, without significant financial outlay.

From time to time, we may order custom polos, hoodies, or other clothing items.  These are not required, but often make the scouts feel like a team.

For formal ceremonies or bridges or review, scouts wear the Uniform Shirt with their choice of navy dress slacks, black shoes and the Sea Scout Tar Flap.  For informal events just the shirt may be worn.

For more information on uniforms, visit the Uniforms Page.

Advancement

We do not use any intermediate tracking software for rank and merit badges.  These are entered directly into BSA ScoutNet through the Internet Advancement interface.

Responsibility for driving their advancement rests with the scouts.  Many scouts are only interested in the skills and fun.  This is a valid reason to be in scouting.  Others are interested in rank.  We support both approaches.

Sign-off on rank requirements is limited to another scout who is at least Ordinary rank, and who has already completed the rank level in review.  Example – an Ordinary may not sign off on Able requirements.

Parents may not sign off on rank requirements.  Please also be advised, that taking a class does not meet most rank requirements.  The scout must still return to the Ship and demonstrate the skill required.

All scouts may work on Merit Badges and many of our adults are merit badge counsellors.  Any parent may apply to be a merit badge counsellor provided they meet BSA Youth Protection requirements.  Sea Scouts do not have a merit badge sash, but we would not object to scouts who wanted to “customise” their uniform on the Trail to Eagle.

Electronics

Ship 100 allows electronics aboard provided they do not interfere with program or safety.  Earbuds are never allowed during meetings or boat operations.  For overnight events, only the adult phones may be charged to minimize draw on the battery.  Scouts should budget their battery use accordingly.

BSA Youth Protection Rules apply and any inappropriate content makes the device subject to confiscation.  Illegal use of an electronic device will be reported to authorities and the Ship will cooperate with any and all requests from law enforcement.

A scout is the sole source of responsibility for their electronics.  Loss, damage or submersion is not the fault of Ship 100.

Gear

The Ship has substantial property.  All scouts are expected to treat this gear with appropriate care.  Acute negligence may result in a bill to the parent.

Scouts should include in their personal inventory:

  • Personal Duffle – 12x12x24. No larger.  If it doesn’t fit in there, it doesn’t fit on the boat.
  • Rain jacket and pants.  NO PONCHOS.
  • Polarised sunglasses
  • Modest and well-fitted swimwear.
  • Sailing Shoes.  Don’t recommend socks.  We’re sailors.  We burn our socks in March.
  • Notebook with pen.  Something 5×8 and spiral bound.
  • Pocket knife with tools.  (Screw drivers are always recommended.)
  • Personal first aid supplies.
  • Waterbottle with carabiner hook.  Water bottles are hooked on the lifelines to avoid overboard loss.
  • Small sleeping bag.  Liners are best.  And an inflatable or other small pillow.
  • Personal hygiene kit.
  • Sunscreen.  Titanium or Zinc Oxide.  Chemical sunscreens may be prohibited on some trips:  ~benzones or salates are banned due to reef impact.
  • Lightweight long-sleeve shirt.
  • Wide-brimmed hat.