The Central Florida Council James Ball Scoutingislife@cfl.rr

1. “Trail to Eagle” Eagle Encampment 2014 The Central Florida Council James Ball Scoutingislife@cfl.rr.com

2. Objectives • Guidance on Choosing a Project • Explain Role of the Project Coach • Introduce New 2014 Workbook & Advice on “How to” fill it out • How to navigate the Approval Process • Explain the Paperwork & How to Prepare for your Eagle Board of Review

3. Helpful Tip Don’t try to capture everything… Presentation available at Eagle Encampment website: “Trail to Eagle” apopkashores.com/EE/ You are about to drink from a “firehose”! Instead… • Focus on the discussion, • Write down observations & key insights (“light bulb” moments)under each slide’s “title”, • AND…above all,ask questions!

4. The Requirement “While a Life Scout…(Eagle Requirement #5) Plan, develop, and give leadership to others in a service project helpful to… • Any Religious Institution, • Any School, or… • Your Community” • Such as: United Way/Give Kids the World Community/Charity Organization Metro, State, National Parks Public/Civic Memorials Retirement/Nursing/Assisted Living Public Service Project Other non-profit organization* Community Event w/worthwhile Purpose

5. The Requirement “While a Life Scout…(Eagle Requirement #5) …AProject Proposal must be approved by the organization benefiting from the effort, your unit leader and unit committee, and the council or district before you start. You must use the Eagle Scout Service Project Workbook, No. 512-927, in meeting this requirement.”

6. Eagle Project Tools “You MUST use the Eagle Scout Service Project Workbook in meeting this requirement” NEW 2014 (#512-927) Where to obtain: • Download at: cflscouting.org nesa.org • PDF (edit/print/save) • Check with your • Scoutmaster www.cflscouting.org > Boy Scouts > Eagle Forms

7. Eagle Project Tools You will find this GUIDE invaluable! It will answer many of your questions Eagle Encampment website…24/7/365

8. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

9. Life To Eagle SM Conference Your first step: a meeting with your Scoutmaster… • Purpose: review Eagle process/reqs. • Special SM Conference shortly after your Life Board of Review…You request one if one is not offered • Discuss your Eagle Project ideas • Review use of Eagle Project Workbook • Should recommend an Eagle “Project Coach” • Cover Benefiting Organization responsibilities & relationship as you search for a project (Workbook, last 2 pages) • Remind Scout to read & share “Message to Scouts & Parents or Guardians”(Workbook p.5) • You should also review…(Indv. History) • Paperwork: Project Approvals, Eagle Scout Rank Application, NESA form, etc. • Required Merit Badges(esp. timelines) • Required Leadership Positions(timelines) • Verify records & timelines of all required Merit Badges for Eagle… AGAIN, just to be sure!

10. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

11. It All Starts With An Idea… …a “Vision” of what is possible! You may explore (& discard) a dozen ideas before one glows with the promise of success. Take your time…choosing the “right” type of project for YOU is an important key to success!

12. The “Purpose” “Project Purpose” (p. 4 Workbook) “In addition to providing service…the primary purposes…is to: • “Learn, Improve, & Demonstrate …Leadership Skills” • “Lessons in Project Management” • “Lessons in Taking Responsibility” (ie…this is YOUR project, not someone else’s!) In short…“presents a challenge that requires leadership” The “service” provided, while important, is secondary to the opportunity to demonstrate your leadership abilities! The “challenge” part is also important. This is intended to be a “significant accomplishment”. As with many things in Scouting, through challenge comes learning & growth, and an Eagle Service Project is your ultimate growth opportunity.

13. The “Rules” “Choosing a Project” (p. 4 Workbook) • Does not have to be original, just “yours” • Redefined “your community” to include “community of the world” • “…an individual in need can affect community”(need to find & work through a community partner/representative to provide approvals) • Must present an “…opportunity for Planning, Development, & Leadership” • New guidance on “canned instructions” type projects: • Typically DO NOT provide opportunity for planning & development(“5 Tests”) • “Something you can do with unskilled helpers…within reasonable period of time.”

14. The “Rules” “Restrictions” (p. 4 Workbook) • No minimum size/hours, but… (5 tests) • Must be sufficient to Demonstrate your “leadership to others” • Expanded definition of “routine labor” • “…not normally appropriate for a project” • Expanded definition of “commercial” nature of projects • Not meant to disallow work for community outreach programs… that would otherwise be disqualified (ie: for-profit organization) • Not a Fundraiser in and of itself • One project = one Eagle credit • May not be for BSA affiliated properties * Make sure you read “Message to Scouts & Parents or Guardians”(p. 5 Workbook)

15. Project “Pop Quiz” • Does the project have to be original? • Can project be something you dream up? • Can the project be something that has never been done before? • In addition to “Service”, a project MUST present an opportunity for: • _________________ • _________________ • _________________ • Can you do a project which may be considered “routine labor”? • Can you do a project where you’re given a set of “canned instructions”? …Why?? • Can you do a project on private property? …for an individual?? • Can you & a friend do a project together & BOTH get Eagle credit?

16. Examples of Projects (all here in Central Florida Council) • Set up a community study center for children who need place to do homework • Built footbridge on trail in National Forest • Created a video explaining a neuro-logical disease, distributed nationally • Refurbished & rededicated the B-52 memorial at Orlando Intern. Airport • Windermere 9/11 memorial & garden • Painted a wall mural and built gaming area for patients at children’s hospital • Built a Tortoise habitat at Metro Park • Built & installed Bat Houses for local Park • More at…. nesa.org

17. “Every journey begins with a single step” Bottom Line… Qualities of a good project… • Something significant… • Implies investment in Time - both calendar time & man-hours(100-250 MH typical) • Implies an effort of many people: “…giveLeadership to others”(10-25 helpers typical) • Something worthwhile… • Implies “real lasting value” to benefiting org. (will you be proud of your project 30 years from now?) • Do some homework… • Ask around: Minister/Pastor/Rabbi • School principal • Park Ranger/non-profit Director • Community Leaders • SM, Project Coach, parents • Help with other Scouts Eagle Projects and observe what goes on. • Talk with Eagle Scouts about their project’s challenges & experience…especially ask “WHAT they would do differently!”

18. “Every journey begins with a single step” Bottom Line… The key is to… find something YOU can get excited about, or perhaps, touches your heart in some special way! …the “right” type for you Here’s a tip… Do your required Merit Badges first OR your Eagle Project first…but, don’t try to do both together. Focus on one at a time so you don’t become overwhelmed. Ideally, try to get required Merit Badges done BEFORE you enter high school…the older your get, the more demands there will be on your time!

19. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

20. Project Coach What is the most important decision you will make about your project? Picking an Eagle Project Coach! An Eagle Service Project is a complex undertaking few of you will have any prior experience with. It involves NOT just “Leadership”, but planning, development, & project management skills which most of you will have to learn as you go. This is going to be a Learning experience as much as anything else…so embrace it, & pick a knowledgeable “Project Coach” to guide you!

21. Project Coach How a Project Coach helps… • Mentor, Coach, Advisor… • Resource for all kinds of info, assistance, or resources while planning your project, • Guidance on planning, writing your Proposal, & navigating approval process, • Assist you with benefiting organization issues & leadership challenges, • Advice on dealing with obstacles, problems, & other challenges… the Project Management process. • Should be someone you trust, but… subject to district approval Project Coaches know the process & will guide you step-by-step through your project… They offer you the best way to ensure a “successful outcome”, strongly encouraged!

22. The Next Step Something else to keep in mind… The average Eagle project takes almost a year to complete… (longer if “Zoning” or “Building” permits, or community Review Boards are involved!) You are about to eat an elephant… How do you eat an “elephant”? OK, you’ve chosen an Eagle Project & a Project Coach! What’s the next step?

23. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning: the “Proposal” • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

24. Research & Planning Research is different for each project, but… • Start by talking with your Benefiting Org. representative -- gather info/agree on “scope” • Discuss with your Project Coach • Use the internet, books on subject, etc. • Seek out experts for their expertise, advice, & guidance… • a Contractor or Professional, • a Teacher, Professor, or “Expert” • an adult with experience or knowledge in this subject, • Visit locations with relevant examples • Seek advice from other Eagle Scouts who may have done similar projects • ??? Tip: buy a spiral notebook to captureALL your thoughts, ideas, & discussions with others from day one! (record dates, time spent, contact info, sketches, meeting notes, random thoughts, everything!)

25. Planning: New Workbook “You MUST use the Eagle Scout Service Project Workbook in meeting this requirement” New Version 2014 (#512-927) New Workbook (4) “Forms”: I Project Proposal II Final Plan III Fundraising Application IV Project (“closeout”) Report www. cflscouting.org > Boy Scouts > Eagle Forms

26. I Project Proposal • “…an overview, but also the beginnings of planning.” • “It must show…you can meet the (5) tests.” • HHHNew District approval stage HHH Parts include… • Description & Benefit • Lots of BEFORE pics (…tell a story) • Highly recommend include helpful drawings, sketches, details to visualize anything built • Key is to define your project’s “SCOPE of work”! • Giving Leadership “What…will be most difficult about leading them?” • Recommend man hour breakdown showing WHERE anticipated man hours are needed, • Recommend provide a “Leadership Statement” describing how you see your leadership role!

27. I Project Proposal Description • Drawings, sketches, details do not have to be professional…just legible & enough to “tell the story” • Key is to define your project’s “SCOPE of work”… Tip: doing preliminary drawings, sketches, plans, will greatly help your understanding of “scope”! Bat Box 3 Bat Box 2

28. Tip: over estimate your key materials & supplies! (consider 5-10% typical) Even though these tables are part of Section II: “Final Plan”, partially filling them out now will greatly increase your understanding of the “scope” of your project, help you estimate your costs & fundraising needs, & increase your chances for approval! I Project Proposal Knowing what your Project will cost… • Materials (parts of…) (Qty.+Unit $) • Recommend use table format in “Final Plan” section & fill in first 3-4 columns • Supplies (consumables needed…) (Qty.+Unit $) • Recommend use table format in “Final Plan” section, fill in first 3-4 columns • Tools (…and equipment) • Recommend use table format in “Final Plan” section & fill in first 3 columns (scope) Other Needs (fees, food, printing, postage, etc…)

29. I Project Proposal Parts include… • Permits* & Permissions • Work w/benefiting organization & consultants • Recommend get a “letter of understanding” from Benefiting Organization for any changes that alter the property. (protects both parties) Work w/benefiting organization & consultants • *Permits are the responsibility of Benefiting Org. • Preliminary Cost Estimate+Fundraising expectations(“…where will you get money, Plan B?) • Breakdown all money & material sources • Fundraising should exceed estimated costs…? • Include example of intended solicitation letter w/Council-required disclaimer! Central Florida Council requires any solicitation communication MUST include this statement… “The Boy Scouts of America is not affiliated with (benefiting organization) or this Project and any allowable tax deduction must be taken in the name of (benefiting organization) -- NOT the Boy Scouts of America.”

30. I Project Proposal Parts include… • Project Phases (AKA: a “Work Plan” + process)… again, part of understanding “scope” • Logistics (Transportation, labor, restrooms…) • Safety Issues • Recommend include “safety briefing” as part of your leadership role. (Guide to Safe Scouting) • Read “Risk Management…” NEW (Workbook p.6) • Further Planning (Action Steps) • List steps needed to finish your project! (don’t forget daily work schedules!) • “...enough to show you have a reasonable idea of how to complete a final plan” • Signatures (5 total) • “Scout’s Promise”…”to be the leader” • New explanation of “What” each is agreeing to • Must have ALL (4) other signatures at time of submittal BEFORE District will sign off on project approval!

31. I Project Proposal

32. Working with Benefiting Organizations Benefiting Organizations… • New info for educating & working with Beneficiaries…(Workbook last 2 pages) • Covers purpose, fundraising, routine labor, safety, commercial use, permits, & ongoing maintenance • Discusses sufficient impact, planning & leadership, & the approval process • Also allows for Final Plan Approval by Beneficiary • Read Carefully…understand their role • Be prepared to explain & discuss in detail! • Tip: think about the type of Beneficiary partner YOU want to work with…before you commit! • Asked to copy/share at 1st Meeting • “Navigating the ESSP, Information for Project Beneficiaries” This “new” responsibility is also part of your role in directing (managing) your project & in demonstrating leadership!

33. Additional Guidance on Writing your Proposal • Use NEW 2014 PDF workbook version: clean & legible… edit/print/save • Answer each section separately, do not combine sections • Answer EACH question in a section, do not skip, even if answer the is “not-applicable” • Complete & include “Contact Info” with your Proposal submittal! • Included throughout: lots of “What types”, “What kinds”, “Where”, “How”, “Explain”, “Describe”, “List” type questions --Take the time to answer each one thoroughly!

34. Additional Guidance on Writing your Proposal …the “5 tests” • Provides significant opportunity to meet Eagle Scout Service Project “…must SHOW that planning. Development, & leadership will take place” • It appears to be feasible “…must show project is realistic for YOU to complete” • Safety issues will be addressed “…must SHOW you have an understanding of what must be done…(scope)” • Action steps for further detailed planning are included “…must make list of key steps…(to ensure) your plan has enough details to be carried out successfully” • On right track w/reasonable chance for positive experience This is the MOST difficult test for Reviewers to assess …those who provide the most information will find approval much easier to attain

35. Comfort Zone 0% 100% Final Plan Recommend 40-65% range Additional Guidance on Writing your Proposal So… HOW much planning is “enough” for Proposal approval? …it depends: • Enough to ANSWER all major questions: “How”, “What”, “Where”, “When”, “Who” and “How much”? • Enough to SHOW reviewers you pass ALL “5 tests” • Enough to ASSURE reviewers you under-stand your project’s “scope” (3Ms: materials, methods, money) & have a reasonable chance for a “successful outcome” (Test #5)

36. Bottom Line… The ONLY information the District reviewers will have to judge your project on is the info you provide! Make sure your Proposal is well thought out and complete enough to describe your project’s entire… “SCOPE of the work” (3Ms: materials, methods, money!) Review in detail with your Project Coach BEFORE you submit for approval!

37. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

38. The Review Process Signatures required… I Project Proposal (Scout’s “Promise” + 4 signatures) • HHH District review & approval required! • Allow 30± days for process II Final Plan (“development”) • Project Coach review & comments - important! III Fundraising Application (Beneficiary, unit leader, council) • HHH Council review & approval required! IV Project (“closeout”) Report (Scout’s “Promise” + beneficiary, unit leader sigs) Eagle Board of Review (read “Evaluating the Project…” Guidance p.6) • HHH Final approval of your project!

39. Submitting your Proposal Avoid these common omissions when submitting your Proposal… • Incomplete “Contact Page” info • Insufficient information/drawings (must define the “Scope” of the work!) • Lack of before pictures • Missing “Permission Letter” from Benefiting organization (when required) • Insufficient fundraising plans! (plan “B”) • Insufficient “Further Planning” info • Missing signatures (4 required, new B.O.) Remember…those who provide the most complete information will find approval easier to attain! But…it’s NOT about the volume of info… it’s about the right type of info! It’s about “SCOPE” (3Ms: materials, methods, money!)

40. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

41. II Final Plan • “This is tool for your use, (shows you did req’d. planning & development) no one approves it…” • However,review with your Project Coach” (help you avoid many problems & mistakes) • Show to your Beneficiary…assures plans agree with expectations. *(Beneficiary has authority to require & approve a Final Plan!) Parts include… • Comments from your Proposal Review • Description & Benefit - Adds/Changes • Present Condition or Situation • Project Phases (Changes + more detail) • Work Processes (step-by-step, methods) • Attachments • add’l. drawings, details, plans, diagrams, maps, etc. needed to do the work

42. II Final Plan Parts include… • Permits* & Permissions • Materials (Table refined) • Supplies (Table refined) • Tools (Table refined) • Expenses & Revenues (Details + a detailed Fundraising Plan - including “Plan B”) • Giving Leadership • Recommend you do “workday schedules” (task/time req./tools/assignments) …this is part of your leadership role! • Logistics (How + How + How…) • Safety (safety briefing, Read “Risk Management…”) • Contingency Plans • Comments - Project Coach This “Part II” section is very critical to your success (required), review with your Project Coach. This will be reviewed at your Eagle BOR!

43. Bottom Line… This is your “instruction manual” on your project. Make sure you go over every aspect/task/method on paper first…BEFORE you start. Important: Work Day Schedule(s) are a critical tool. Without them, a recipe for disaster -- mistakes, forgotten items, & a lot of wasted time as you try to figure out things “on the fly”! Reviewin detail with Project Coach! HHH Test: imagine you had to ask someone to do your project in your absence & all they had to go on was your written Final Plan (“instruction manual”)!

44. Eagle Project Tools You will find this GUIDE invaluable! It will answer many of your questions & show you how to complete your plan …in detail! Eagle Encampment website…24/7/365

45. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

46. III Fundraising Application • Only required if raising money… (not required if funded by beneficiary/family/unit) • READ “Procedures & Limitations” • “All money left over… goes to beneficiary” • HHH Requires Council approval HHH Parts include… • “Describe how funds will be raised” • Proposed start of Project • Proposed dates for Fundraising • “How much do you expect to raise?”Always try to raise MORE than you need! • If asking for donations, “how”, “who” (MUST attach list of prospective donors + sample solicitation letter) • “Any contracts to be signed?” (include details/copy of contracts) • Approvals (Beneficiary, unit leader, council)

47. Fundraising Tips Fundraising is an essential component of your project’s success and takes considerably more time and effort than you think… Make sure you do your homework… a well defined “scope” (define expenses) Always target fundraising efforts for MORE than your estimated costs… Why? Always have a “Plan B”… Why? Always try to offset the cost of materials, supplies, & tools with donations “in kind”… Don’t forget to include Council-required disclaimer in any solicitation letter! Review with your Project Coach BEFORE submittal. HHHAnd don’t forget to thank all your contributors!

48. The Steps …to a successful Eagle Service Project • Life to Eagle SM conference • Choosing a Project • Pick a Project Coach • Research & Planning (Proposal) • Project Approval • Final Planning • Fundraising • Working your Project • Paperwork • Eagle Board of Review

49. Working your Project Make “Workday Schedules” part of your planning & let everyone know the schedule & objectives …before you start! AND don’t forget to hold a “Safety Briefing” …before you start!

50. Working your Project It is OK to “hire” adult experts as long as YOU direct their work… …and let them know this is a teaching opportunity.