HomeMy WebLinkAbout09ci MOTION - BOREAS PASS COUNCIL COMMUNICATION
TO: Mayor and Council
FROM: Chris Edelstein, Pieter Van Ry
DEPARTMENT: Utilities
DATE: March 17, 2025
SUBJECT: Boreas Pass Eagle Scout Project
DESCRIPTION:
Agreement with the Boy Scouts of America (BSA) for volunteer services associated with the
maintenance of the Boreas No. 2 Ditch (Ditch).
RECOMMENDATION:
Utilities staff recommends that City Council approve, by Motion, an Agreement with the BSA for
volunteer services associated with the maintenance of the Boreas No. 2 Ditch (Ditch) for an
Eagle Scout Service Project.
The Water and Sewer Board recommended Council approve the Agreement with BSA during its
March 11, 2025 meeting.
PREVIOUS COUNCIL ACTION:
None.
SUMMARY:
The Ditch, located in the White River National Forest near the continental divide, conveys
snowmelt from the area near Boreas Pass and directs it through a transmountain diversion to
the South Platte River basin and, ultimately, to Chatfield Reservoir. The water from the Ditch is
released from the Chatfield Reservoir and pumped to the McLellan Reservoir, where the City of
Englewood (City) typically leases it to Highlands Ranch Water (HRW). The City owns and
operates the Ditch and associated water rights and is responsible for the ongoing maintenance
to keep water free flowing in the Ditch to maximize yields. The City typically contracts out these
services to a local contractor.
In July 2024, an Eagle Scout candidate, Donovan Ramey contacted the City through the local
contractor about the potential of completing his Eagle Scout Service Project by performing
necessary maintenance on the Ditch. Mr. Ramey proposed removing any obstructions within the
Ditch, clearing vegetation from the banks of the Ditch, and reinforcing the side slopes of the
Ditch where necessary. Mr. Ramey would be supported by ten (10) members from his Boy
Scout Unit. A total of 100 volunteer service hours are proposed to be completed on the Ditch
ANALYSIS:
Utilities staff recommends entering a no-cost agreement with the BSA for volunteer services
associated with Donovan Ramey’s Eagle Scout Service Project.
Page 352 of 2454
During a site visit to the Ditch in August 2023, numerous saplings were observed growing within
and along the banks of the Ditch that were identified for removal in upcoming years. In addition,
areas of the Ditch bank often erode due to heavy spring runoff, leading to water loss from the
ditch. These areas must be maintained annually, and the proposed Eagle Scout Service project
will improve Ditch bank conditions. The City does not need to supply tools or materials to
complete the planned work, as this will be supplied by the BSA.
The scope of work includes:
Clearing debris from the ditch and adjacent areas within the City’s easement
Removing vegetation or obstructions; and
Other maintenance tasks as agreed upon in writing
Having the BSA perform this work reduces costs for the City by alleviating the need for a
contractor for annual maintenance. This also allows the local contractor to complete additional
maintenance activities that may have been deferred in the past due to the contractor’s capacity
and the short season of accessibility and operation in Boreas Pass. The BSA is responsible for
procuring and maintaining the insurance requirements set forth by Englewood Municipal Code
Section 11-7-8.
COUNCIL ACTION REQUESTED:
Motion to approve an Agreement with the Boy Scouts of America for volunteer services.
FINANCIAL IMPLICATIONS:
There is no cost to the City for this Eagle Scout Service Project.
CONNECTION TO STRATEGIC PLAN:
Infrastructure:
Ensure protection of the City's water infrastructure
Proactively and in a cost-effective manner invests, maintains, improves and plans to
protect water infrastructure
Sustainability:
Maintaining infrastructure
Safety:
Protects public health
Ensure safe drinking water is delivered to customers
ATTACHMENTS:
Contract Approval Summary (CAS)
Agreement for Volunteer Services
Boy Scouts of America Eagle Scout Service Project Workbook
PowerPoint Presentation
Page 353 of 2454
Contract Number
City Contact Information:
Staff Contact Person Phone
Title Email
Summary of Terms:
Original Contract Amount Start Date 3/24/2025
Amendment Amount End Date 3/23/2026
Amended Contract Amount Total Term in Years 1.00
Vendor Contact Information:
Name Contact
Addres Phone
Email
City State Zip Code
Contract Type:
Please select from the drop down list
Descripiton of Contract Work/Services
Procurement Justification of Contract Work/Services
City of Englewood, Colorado
CONTRACT APPROVAL SUMMARY
The BSA shall perform volunteer services as described in the Project Description attached hereto as Exhibit A and incorporated herein by reference. Such services
may include, but are not limited to:
• Clearing debris from the ditch and adjacent areas;
• Removing vegetation or obstructions; and
• Other maintenance tasks as agreed upon in writing by the Parties.
Utilities staff recommends entering a no-cost agreement with the BSA for volunteer services associated with Donovan Ramey’s Eagle Scout Service Project. During a
site visit to the Ditch in August 2023, numerous saplings were observed growing within and along the banks of the Ditch that were identified for removal in
upcoming years. In addition, areas of the Ditch bank often erode due to heavy spring runoff, leading to water loss from the ditch. These areas must be maintained
annually, and the proposed Eagle Scout Service project will improve Ditch bank conditions. The City does not need to supply tools or materials to complete the
planned work, as this will be supplied by the BSA.
The scope of work includes:
• Clearing debris from the ditch and adjacent areas within the City's easement
• Removing vegetation or obstructions; and
• Other maintenance tasks as agreed upon in writing
Having the BSA perform this work reduces costs for the City by alleviating the need for a contractor for annual maintenance. This also allows the local contractor to
complete additional maintenance activities that may have been deferred in the past due to the contractor’s capacity and the short season of accessibility and
operation in Boreas Pass. The BSA is responsible for procuring and maintaining the insurance requirements set forth by Englewood Municipal Code Section 11-7-8.
Renewal options available n/a
Payment terms
(please describe terms or
attached schedule if based
on deliverables)
Jay Chambers, Scoutmaster
n/a
AGREEMENT BETWEEN THE CITY OF ENGLEWOOD AND THE BOY SCOUTS OF AMERICA FOR VOLUNTEER SERVICES
$ -
$ -
$ -
Chris Edelstein
Utilities Environmental Compliance
Manager
303.762.2571
CEdelstein@englewoodco.gov
Boy Scouts of America
PSA-Professional Services Agreement
Page 354 of 2454
City of Englewood, Colorado
CONTRACT APPROVAL SUMMARY
Budget Authorization of Contract Work/Services
Source of Funds:
Revenue CAPITAL ONLY Item A B C D 1=B+D
Capital Tyler New World Agreement Budgeted?Projected Revenue To Encumbrance Settlement Revenue
Operating Year Project # / Task #Fund Division Account Line Item Description Name YES / NO Budget Date (Outstanding PO)Amount Total
R 2025 n/a n/a n/a n/a
AGREEMENT
BETWEEN THE
CITY OF
ENGLEWOOD
AND THE BOY
SCOUTS OF
AMERICA FOR
VOLUNTEER
SERVICES
YES -$ -$ -$ -$ -$
C -$ -$ -$ -$ -$
O -$ -$ -$ -$ -$
-$ -$ -$ -$ -$
-$ -$ -$ -$ -$
Total Current Year -$ -$ -$ -$ -$
C -$ -$ -$ -$ -$
O -$ -$ -$ -$ -$
Total - Year Two -$ -$ -$ -$ -$
GRAND TOTAL -$ -$ -$ -$ -$
Process for Choosing Contractor:
Attachment (For Capital Items Only / Expense Line Item Detail is Located in OpenGov):
All Other Attachments:
PLEASE NOTE:
City Council Approval Required for the following:
- Budgeted Contracts or Agreements greater than $250,000
- Non-Budgeted Contracts or Agreements greater than $125,000
n/a
n/a
n/aSolicitation Name and Number:
NOTES/COMMENTS (if needed): There is no cost to the City for this Eagle Scout Service Project.
Solicitation Evaluation Summary/Bid Tabulation Attached
Prior Month-End Project Status and Fund Balance Report
Evaluation Summary/Bid Tabulation AttachedEvaluation Summary/Bid Tabulation AttachedEvaluation Summary/Bid Tabulation AttachedContract
Copy of Original Contract if this is an Amendment
Copies of Related Contracts/Conveyances/Documents
Addendum(s)
Exhibit(s)
Certificate of Insurance
Page 355 of 2454
AGREEMENT BETWEEN THE CITY OF ENGLEWOOD AND THE BOY SCOUTS OF
AMERICA FOR VOLUNTEER SERVICES
This Agreement (“Agreement”) is entered into as of [Date], by and between the City of
Englewood, a Colorado home rule municipality (“City”), and the Boy Scouts of America
(“BSA”), collectively referred to as the “Parties.”
RECITALS
WHEREAS, the City owns and operates the Boreas No. 2 Ditch, a/k/a the Boreas Pass
Ditch (“Boreas Ditch”), which is currently being used as a source of water for municipal
purposes; and
WHEREAS, the BSA has offered to provide volunteer services for the maintenance and
upkeep of the Boreas Ditch to assist the City in preserving its functionality and appearance; and
WHEREAS, the City desires to accept such volunteer services, subject to the terms and
conditions of this Agreement, to further the public interest and maintain the ditch’s critical
infrastructure.
NOW, THEREFORE, in consideration of the mutual promises set forth herein, the
Parties agree as follows:
1. SCOPE OF WORK
The BSA shall perform volunteer services as described in the Project Description attached hereto
as Exhibit A and incorporated herein by reference. Such services may include, but are not limited
to:
• Clearing debris from the ditch and adjacent areas;
• Removing vegetation or obstructions; and
• Other maintenance tasks as agreed upon in writing by the Parties.
2. RESPONSIBILITIES OF THE CITY
The City shall:
a. Provide the BSA with access to the Boreas Ditch and adjacent areas necessary for the
performance of volunteer services;
b. Supply any guidance for the maintenance activities as mutually agreed upon; and
c. Designate a City representative to coordinate and oversee the BSA’s activities.
d. Exempt the permit and license requirements set forth in Englewood Municipal Code (EMC)
Section 11-7-4.
Sign.com Document ID: 99942aea76 - Page 1/3
Page 356 of 2454
3. RESPONSIBILITIES OF THE BSA
The BSA shall:
a. Supply volunteers with any necessary tools for maintenance activities as mutually agreed
upon;
b. Ensure that all participants comply with applicable safety standards and instructions provided
by the City;
c. Supervise volunteers to ensure work is performed in a safe and responsible manner;
d. Promptly report any hazardous conditions or issues to the City representative; and
e. Procure and maintain the insurance requirements set forth by Englewood Municipal Code
Section 11-7-8. BSA specifically agrees not to commence work under this Agreement until it has
obtained the insurance required under this paragraph and satisfactory proof of such insurance has
been submitted to City. The City shall be named as an additional insured and be furnished thirty
(30) days written notice prior to cancellation.
4. WATER USE DISCLOSURE
The City affirms that the Boreas Ditch is currently being used as a source of water for municipal
purposes. The BSA acknowledges and agrees to conduct all maintenance activities with due care
to avoid disrupting the ditch’s functionality or water flow.
5. INDEMNIFICATION
To the extent permitted by law, the BSA agrees to indemnify, defend, and hold harmless the
City, its officers, employees, and agents from and against any claims, damages, or liabilities
arising from the acts or omissions of the BSA or its volunteers in performing services under this
Agreement, except to the extent caused by the negligence or willful misconduct of the City.
6. TERM AND TERMINATION
This Agreement shall commence on [Start Date] and remain in effect until [End Date] or until
terminated by either Party with thirty (30) days’ written notice.
7. INCORPORATION BY REFERENCE
This Agreement is made under and conformable to the provisions of Section 4-1-3-4 of
Englewood Municipal Code which provides standard contract provisions for all contractual
agreements with the City. Insofar as applicable, the provisions of EMC Section 4-1-3-4 are
incorporated herein and made a part hereof by this reference and shall supersede any apparently
conflicting provision otherwise contained in this Agreement.
8. GENERAL PROVISIONS
a. Entire Agreement: This Agreement constitutes the entire agreement between the Parties and
supersedes all prior discussions or agreements.
b. Amendments: Any modifications to this Agreement must be in writing and signed by both
Parties.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written
above.
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Scouts and Parents or *uardians
Please read "Message to Scouts and Parents or Guardians” on pages 5 and 6. This includes excerpts and summaries
from the Guide to Advancement that may help ensure requirements are properly administered according to national
BSA policies and procedures. Please note, also, that when Eagle Scout candidates submit their project proposal they
will promise they have read this entire workbook. Doing so will be important to their success.
2nly tKe 2fficial Workbook 0ay %e 8sed
Eagle Scout candidates must use the official Eagle Scout Service Project Workbook, No. 512-927, as produced by the
BSA and found at www.scouting.org/advancement. Although it is acceptable to copy and distribute the workbook, no
council, district, unit, or individual has the authority to produce or require additional forms, or to add or change
requirements, or to make any additions, deletions or changes in the text, outlines, links, graphics, or any other elements
of the workbook.
$ttention 8nit 'istrict and &ouncil 5evieZers
Eagle Scout projects must be evaluated primarily on impact—the extent of benefit to the religious institution, school, or
community, and on the leadership provided by the candidate. There must also be evidence of planning and
development. This is not only part of the requirement but relates to practicing the Scout motto, Be Prepared. However,
in determining if a project meets Eagle Scout requirement 5, reviewers must not require more planning and
development than necessary to execute the project. These elements must not overshadow the project itself, as long as
the effort was well led and resulted in otherwise worthy results acceptable to the beneficiary.
+oZ to 8se 7Kis Workbook
This workbook includes valuable information that can help ensure your success. It includes four project forms: a
proposal, a plan, a fundraising application, and a report. Following the project report you will find “Navigating the Eagle
Scout Service Project,” an information sheet that you should provide to the project beneficiary before the beneficiary
approves your proposal. You will find it helpful to take the entire workbook—even the parts that have not yet been
prepared—with you to all meetings and discussions concerning your project.
Before preparing any of the four forms, read with your parent or guardian, the “Message to Scouts and Parents or
Guardians” found on pages 5 and 6. If your project is worthy and meets Eagle Scout requirement 5 as written, the
message will help you successfully present your proposal through the approval process.
Preparing tKe Project Proposal
Your proposal must be completed first. It is an overview, but also the beginnings of planning. Be sure to read
“Instructions for Preparing Your Proposal” which appears right after the proposal cover page in this workbook.
7Ke Project Plan
Prepare your project plan after your proposal has been approved, but before you begin work on your project. The
Project Plan form is a tool for your use. No one approves it, although your project beneficiary has the authority to
review it and require changes in it. Your project plan can also be important in showing your Eagle Scout board of
review that you have planned and developed your project as required. And you are strongly encouraged to share your
project plan with an Eagle Scout service project coach. Doing so can help you avoid many problems associated
with service projects. Be sure to check with the council or district person who approved your proposal to learn how
project coaches are designated in your community.
7Ke )undraising $pplication
If your fundraising effort involves contributions only from the beneficiary, or you, your parents or relatives, your unit or
its chartered organization, or parents or members in your unit, then you do not need a fundraising application. If you will
be obtaining money, materials, supplies, or donations from other sources, you may need to submit an application. See
“Procedures and Limitations on Eagle Scout Service Project Fundraising,” which appears on page B of the
fundraising application.
7Ke Project 5eport
Prepare the project report after the project has been executed. You must sign it to confirm you led and executed the
project. Note also, the signature lines for the beneficiary's and your unit leader's approval that your project fulfilled Eagle
Scout requirement 5.
Page 2
Page 360 of 2454
0eeting Eagle Scout 5eTuirement
Eagle Scout 5eTuirement
WKile a /iIe Scout SlaQ GeveloS aQG give leaGerVKiS to otKerV iQ a Vervice Sroject KelSIul to aQ\ religiouV iQVtitutioQ aQ\ VcKool
or \our commuQit\. 7Ke Sroject muVt beQeIit aQ orgaQi]atioQ otKer tKaQ tKe %o\ ScoutV oI $merica $ Sroject SroSoVal muVt be
aSSroveG b\ tKe orgaQi]atioQ beQeIitiQg Irom tKe eIIort \our uQit leaGer aQG uQit committee aQG tKe couQcil or GiVtrict beIore \ou
Vtart. <ou muVt uVe tKe Eagle Scout Service Project Workbook No. 2- 2 iQ meetiQg tKiV reTuiremeQt.
Project Purpose
In addition to providing service and fulfilling the part of the Scout 2ath, “To help other people at all times,” one of the
primary purposes of the Eagle Scout service project is to learn leadership skills, or to improve or demonstrate
leadership skills you already have. 5elated to this are important lessons in project management and taking
responsibility for a significant accomplishment.
&Koosing a Project
Your project must be for any religious institution, any school, or your community. It is important to note, however, that
the BSA has defined “your community” to include the “community of the world.” Normally, “your community” would not
refer to individuals, although a council or district advancement committee may consider scenarios in which an
individual in need can affect a community. It is then a matter of identifying a source representing the “community” who
will provide approvals. For more information, see the Guide to Advancement, No. , topic 9..2.5.
Your project must present an opportunity for planning, development, and leadership. For example, if a blood drive is
chosen and the blood bank provides a set of “canned” instructions to be implemented with no further planning, the
planning effort would not meet the test. You may need to meet with blood bank officials and work out an approach that
requires planning, development, and leadership. This might involve developing and carrying out a marketing and
logistics plan, reaching a challenging collection goal, or coordinating multiple blood collection events.
An Internet search can reveal hundreds of service project ideas. Your project does not have to be original, but it could
be. It might be a construction, conservation, or remodeling project, or it could be the presentation of an event with a
worthwhile purpose. &onversations with your unit leader, teachers, your religious leader, or the leaders of various
community organizations can also uncover ideas. In any case, be sure the project presents a challenge that requires
leadership, but also something that you can do with unskilled helpers, and within a reasonable period of time.
5estrictions and 2tKer &onsiderations
There are no required minimum hours for a project. No one may tell you how many hours must be spent on it.
•5outine labor is not normally appropriate for a project. This might be defined as a job or service you may
provide as part of your daily life, or a routine maintenance job normally done by the beneficiary for example,
pulling weeds on the football field at your school .
•While projects may not be of a commercial nature or for a business, this is not meant to disallow work for
community institutions, such as museums and service agencies like homes for the elderly, for example , that
would otherwise be acceptable. Some aspect of a business operation provided as a community service may
also be considered for example, a park open to the public that happens to be owned by a business, but
primarily benefits the community.
•A project may not be a fundraiser. In other words, it may not be an effort that primarily collects money, even
for a worthy charity. Fundraising is permitted only for securing materials and facilitating a project, and it may
need to be approved by your council. See “Eagle Scout Service Project Fundraising Application” later in this
workbook.
•No more than one Eagle Scout candidate may receive credit for working on the same Eagle Scout service
project.
•Projects must not be performed for the Boy Scouts of America, or its councils, districts, units, or properties.
&ollecting Service Project 'ata
The BSA collects information on hours worked on Eagle Scout projects because it points to achievement of our
citizenship aim. Please assist with data collection by keeping a list of people who help and the number of hours they
work. When you prepare your project report you will need to include this data on page B of the report. Providing
accurate information will also help your unit leadership enter your project into the BSA¶s -ourney to Excellence tracking
system.
Page
Page 361 of 2454
0essage to Scouts and Parents or *uardians
The Eagle Scout service project requirement has been widely interpreted—both properly and improperly. This message is designed to
share with you, the Eagle Scout candidate, and your parents or guardians the same information BSA provides to council and district
volunteers responsible for project proposal approvals throughout the Boy Scouts of America.
In addition to reading this entire workbook, you and your parents or guardians should consult the Guide to Advancement, No.
, beginning with topic 9..2., “The Eagle Scout Service Project.” The Guide may be accessed at www.scouting.org/advancement.
The current Guide to Advancement, No. , along with the Scouts BSA 5equirements book, No. 216, and this workbook, are
the primary official sources on policies and procedures for Eagle Scout service projects. The Guide to Advancement and Scouts BSA
5equirements book are available in Scout shops or on www.scoutshop.org. Your local council and district are important resources for
information and guidance and can tell you where to submit service project proposals.
The council and district may also establish limited local procedures as necessary. However, all of this must be done in harmony with the
official sources mentioned above. &ouncils, districts, units, and individuals must not add requirements or ask you to do anything that runs
contrary to, or that exceeds, the policies, procedures, or requirements of the Boy Scouts of America.
Available from your Scout Shop or on www.scoutshop.org is an Eagle Project plaque to place at your project location at the completion
of the project https://www.scoutshop.org/catalog/product/view/id/61 .
WKat an Eagle Scout &andidate SKould E[pect
The Eagle Scout service project belongs to the Eagle Scout candidate. The candidate's parents and others may help, but
the Scout must be the leader. Nonetheless, while working toward completion of the project, especially during the proposal
approval process, a candidate has the right to expect the following, as reprinted from the Guide to Advancement,
topic 9..2.1.
$Q aGvaQcemeQt aGmiQiVtrator iV a member or cKair oI a couQcil or GiVtrict aGvaQcemeQt committee or a voluQteer or SroIeVVioQal
GeVigQateG accorGiQg to local SracticeV to aVViVt iQ aGvaQcemeQt aGmiQiVtratioQ.
Page
1. 4uestioning and probing for their understanding of the project, the proposal, and what must be done, shall be
conducted in a helpful, friendly, courteous, and kindhearted manner. We will respect the Scout¶s dignity. Scouts will be
allowed, if they choose, to have a parent, unit leader, or other adult present as an observer at any time while they are
discussing their proposal or project with someone who is reviewing it.
2. Project expectations will match Eagle Scout requirement 5, and we will not require proposals to include more than
described in the Eagle Scout Service Project Workbook.
. If requested by the Scout or the Scout's parent or guardian, an explanation of a proposal rejection will be provided in
writing, with a copy sent to the council advancement chair and staff advisor. It will indicate reasons for rejection and
suggestions concerning what can be done to achieve approval.
. Guidance that maximizes the opportunity for completion of a worthwhile project will be readily available and strongly
recommended. 8ltimately, however, the responsibility for success belongs to the Scout, and final evaluation is left to
the board of review.
5. &andidates who believe they have been mistreated or their proposal wrongfully rejected, will be provided a method of
redress. This will include the opportunity for a second opinion and approval, either through another volunteer or
professional advancement administrator
, or the Scout executive, as determined by the council advancement
committee or executive board.
Page 362 of 2454
E[cerpts and Summaries )rom tKe *uide to $dvancement
Eagle Scout Service Project &oacKes See tKe *uide to $dvancement topic
Many units, districts, and councils use Eagle Scout service project “coaches,” because the advice they provide after approval of a
proposal can be invaluable as candidates develop their project plan. A coach can help Scouts see that if a plan is not sufficiently
developed then projects can fail. Assistance can come through evaluating a plan and discussing its strengths, weaknesses, and
risks, but coaches do not have the authority to dictate changes or take any other such directive action. Instead, coaches must use
the BSA method of positive adult association, logic, and common sense to help the candidate make wise decisions.
It is up to the council to determine who may serve as project coaches and how they might be assigned or otherwise provided to
candidates. &oaches must be registered with the BSA in any adult position and be current in BSA Youth Protection training, and
may come from the unit, district, or council level. For examples of how a service project coach can assist, please see the Guide to
Advancement, topic 9..2.9. Note that there should be only one coach that is designated for you by your council or district but
your unit may also provide people to coach you.
WKat ,s 0eant by ³*ive /eadersKip to 2tKers «"´ See tKe *uide to $dvancement topic
“2thers” means at least two people besides the Scout. Helpers may be involved in Scouting or not, and of any age appropriate for the
work. &ouncils, districts, and units shall not establish requirements for the number of people led, or their make-up, or for time worked
on a project.
Evaluating tKe Project $fter &ompletion See tKe *uide to $dvancement topic
Eagle Scout projects must be evaluated primarily on impact—the extent of benefit to the religious institution, school, or community,
and on the leadership provided by the candidate. There must also be evidence of planning and development. This is not only part of
the requirement, but relates to our motto to, “Be Prepared.” However, in determining if a project meets requirement 5, reviewers
must not require more planning and development than necessary to execute the project. These elements must not overshadow
the project itself, as long as the effort was well led, and resulted in an otherwise worthy outcome acceptable to the beneficiary.
There may be instances where, upon its completion, the unit leader or project beneficiary chooses not to approve a project. 2ne or the
other may determine, for example, that modifications were so significant that the extent of the service or impact of the project
was insufficient to warrant approval. The candidate may be requested to do more work or even start over with another project. The
candidate may choose to meet these requests or may decide —if he or she believes the completed project worthy and in
compliance—to complete an Eagle Scout 5ank Application and submit the project workbook without final approval. If
requested, the candidate must be granted a board of review. If it is thought a unit board may not provide a fair hearing, a board of
review under disputed circumstances may be initiated according to the Guide to Advancement, topic ...2.
5isk 0anagement and Eagle Scout Service Projects See tKe *uide to $dvancement topic
All Eagle Scout service projects constitute official Scouting activity and thus are subject to Boy Scouts of America policies
and procedures. Projects are considered part of a unit's program and are treated as such with regard to policies, procedures,
and requirements regarding Youth Protection, two-deep leadership, etc. The health and safety of those working on Eagle projects must
be integrated into project execution. Since an Eagle Scout service project is a unit activity, unit leadership has the same
responsibility to assure safety in conducting a project as with any other unit activity. The unit leader or unit committee should reject
proposals for inherently unsafe projects. The candidate should plan for safe execution, but it must be understood that minors
cannot and must not be held responsible for safety concerns. As with any Scouting activity, the Guide to Safe Scouting applies. BSA
also expects leaders to use the four points of SAFE when delivering the program. The SAFE Checklist can be found at:
https://www.scouting.org/health-and-safety/safe/. The most current version of the Guide to Safe Scouting can be found at:
https://www.scouting.org/health-and-safety/gss/.
,nsurance and Eagle Scout Projects See tKe *uide to $dvancement topic
The Boy Scouts of America General Liability Policy provides general liability insurance coverage for official Scouting activities.
5egistered adult leaders are provided primary coverage. 8nregistered adults participating in a Scouting activity are provided
coverage in excess of their personal insurance. Every council has the opportunity to participate in the BSA Accident and Sickness
insurance program. It provides some insurance for medical and dental bills arising from Scouting activities. If councils do not
purchase this, then units may contract for it. In some cases, chartered organizations might provide insurance, but this must not be
assumed. Most of these programs provide only secondary coverage, and are limited to registered youth and adults and those
interested in becoming members.
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Instructions for Preparing Your Proposal
Meeting the Five Tests of an Acceptable Eagle Scout Service Project
Your proposal must be prepared first. It is an overview, but also the beginnings of planning. It must show your unit leader,
unit committee, and council or district that your project can meet the following tests.
1.It provides sufficient opportunity to meet the Eagle Scout service project requirement. You must show that
planning, development, and leadership will take place; and how the three factors will benefit a religious institution, a
school, or your community.
2.It appears to be feasible. You must show the project is realistic for you to carry out.
3.Safety issues will be addressed. You must show you have an understanding of what must be done to guard
against injury, and what will be done if someone gets hurt.
4.Action steps for further detailed planning are included. You must make a list of the key steps you will take to
make sure your plan will have enough details so it can be carried out successfully.
5.You are on the right track with a reasonable chance for a positive experience.
When completing your proposal you only need enough detail to show a reviewer that you can meet the tests above.
If showing that you meet the tests requires a lengthy and complicated proposal, your project might be more complex
than necessary. Remember, the proposal is only the beginnings of planning. Most of your planning will come with the next
step, preparation of your project plan.
If your project does not require materials or supplies,etc., simply mark those spaces "not applicable." As a reminder, do
not begin any work, or raise any money, or obtain any materials, until your project proposal has been approved.
Consider also, that if you submit your proposal too close to your 18th birthday, it may not be
approved in time to finish planning and executing the project.
Working with Your Project Beneficiary
On the last two pages of this workbook there is an information sheet called, “Navigating the Eagle Scout Service Project.”
This is for you to print and give to the religious institution, school, or community that will benefit from your efforts. You
should do this as part of your first meeting with your beneficiary and use the sheet to help explain how the Eagle Scout
service project works. Be sure to read it carefully so you can explain what it says.
“Navigating the Eagle Scout Service Project” will help you communicate a number of things to your beneficiary. For
example, it provides thanks and congratulations for accepting the project; and it gives some background, discusses the
requirements, and points out the responsibilities connected with approving your project proposal. It also explains that the
beneficiary has the right to review, and also to require changes in your project plan.
Again, be sure to read carefully “Navigating the Eagle Scout Service Project” so you will have a full understanding of the
role of your beneficiary.
Next Step: Your Project Plan
2nce your proposal is approved, you are strongly encouraged to prepare your project plan using the form in this
workbook. Doing so increases the likelihood your project will be approved at your Eagle Scout board of review. As you
begin preparing it, you should meet with a project coach. &heck with the person who handled the approval of your project
proposal to learn how coaches are designated in your community.
Your designated coach can help you avoid the common pitfalls associated with Eagle Scout service projects and be a big
part of your success. You may also want to talk to your unit leader. There may be adults in your troop who are experts in
conducting the kind of project you are planning. It's ok for you to work with them as well. The more coaching you get, the
better your results will be.
Beginning Work on Your Project
Once your proposal has been fully approved and you have finished your project planning, only then, may you begin work
on your project.
Proposal Page A
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&andidate
s Promise
SigQ beloZ beIore \ou Veek tKe otKer aSSrovalV Ior \our SroSoVal.
5emember 'o Qot begiQ aQ\ Zork oQ \our Sroject or raiVe aQ\ moQe\ or obtaiQ aQ\ materialV uQtil \our Sroject KaV beeQ aSSroveG.
2n my honor as a Scout , have read this entire workbook including the 0essage to Scouts and 3arents or Guardians on page . , promise to be the
leader of this proMect and to do my best to carry it out for the maximum benefit to the religious institution school or community , have chose as
beneficiary.
DateSigned
Date
Date
%eneficiary $pproval
&ouncil or 'istrict $pproval
I have read topics 9..2. through 9..2.15, regarding
the Eagle Scout service project, in the *uiGe
to $GvaQcemeQt, No. . I agree on my honor to apply
the procedures as written, and in compliance with the policy
on "8nauthorized &hanges to Advancement." Accordingly, I
approve this proposal. I will encourage the candidate to prepare a
project plan and share it with the designated project coach.
This service proMect will provide significant benefit and
we will do all we can to see it through. :e reali]e funding
on our part is not reTuired but we have informed the Scout of
the financial support if any to which we have agreed.
:e understand any fund raising the Scout conducts will be in our
name and that funds left over will come to us if we are
allowed to accept them. :e will provide receipts to donors
as reTuired.
2uU (agle &andidate Kas SUoYided us a coS\ oI 1aYigating tKe (agle 6cout
6eUYice 3UoMect InIoUmation IoU 3UoMect %eneIiciaUies.
Signed Date Signed
Name Printed Name Printed
Name Printed Name Printed
Date Signed
This Eagle Scout candidate is a /ife Scout and registered
in our unit. , have reviewed this proposal , am comfortable
the proMect is feasible and , will do everything , can
see that our unit measures up to the level of support
we have agreed to provide if any . , certify that ,
have been authori]ed by our unit committee to provide its
approval for this proposal.
8nit /eader $pproval
8nit &ommittee $pproval
<HV 1R
:KLOH LW PaNHV VHnVH WR REWaLn aSSrRYaOV Ln WKH RrGHr WKHy aSSHar WKHrH VKaOO EH nR rHTuLrHG VHTuHnFH IRr WKH RrGHr RI REWaLnLnJ WKRVH aSSrRYaOV
ParNHG ZLWK an aVWHrLVN
&RunFLO Rr GLVWrLFW aSSrRYaO KRZHYHr PuVW FRPH aIWHr WKH RWKHrV
Signed
, have reviewed this proposal and discussed it with the candidate. ,
believe it provides impact worthy of an Eagle Scout service proMect and
will involve planning development and leadership. , am comfortable the
Scout understands what to do and how to lead the effort. , will see that
the proMect is monitored and that adults or others present will
not overshadow them.
3roposal 3age H
&aution 8sing an $doEe or otKer P') reader to insert a signature can cause tKis entire document
s contents to Ee locNed preventing future edits
maNe sure you save a copy if any signatures Zill Ee inserted digitally
Donovan Ramey
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0aterials /LVW HaFK LWHP GHVFrLSWLRn TuanWLWy unLW FRVW WRWaO FRVW anG VRurFH )Rr GRnaWHG LWHPV VKRZ YaOuH Ln FRVW FROuPnV 6HH H[aPSOH
Plywood 3/4", 4'x8', B-C interior grade 3 20.00 60.00 ABC Hardware 'onation
Item Description Quantity Unit Cost Total Cost Source
Total cost of materials:
Supplies /iVt eacK item GeVcriStioQ TuaQtit\ uQit coVt total coVt aQG Vource. )or GoQateG itemV VKoZ value iQ coVt columQV. See examSle.
ABC Hardware
,tem 'escription 4uantity 8nit &ost 7otal &ost Source
Total cost of supplies:
7ools
/LVW WRROV anG HTuLSPHnW WKaW PuVW EH SurFKaVHG Rr rHnWHG ZLWK TuanWLWy unLW FRVW WRWaO FRVW VRurFH anG ZKR ZLOO RSHraWH Rr uVH LW 6HH H[aPSOH
7ool Quantity Unit Cost Total Cost Source :Ko Zill operateuse"
Project Plan Page &
7ool Quantity Unit Cost Total Cost Source :Ko Zill operateuse"
2tKer 1eeds /iVt eacK item GeVcriStioQ TuaQtit\ uQit coVt total coVt aQG Vource. )or GoQateG itemV VKoZ value iQ coVt columQV. See examSle.
Total cost of tools:
ABC Hardware
,tem 'escription 4uantity 8nit &ost 7otal &ost Source
Total cost of otKer needs:
Printing Marketing brochure 2.1 2.
.Mr. Smith Mr. Smith.1&ircular power saw
Plastic tarp 9' x 12', 2mil think 2 ..
Donovan Ramey
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Procedures and Limitations on Eagle Scout
Service Project )undraising
Eagle Scout Service Project Fundraising Application must be used in obtaining approval for service project fundraising of
monies and for in-kind donations of materials, supplies, tools, or other needs.* Send the completed form with any
attachments to your local council service center, where it will be routed to those responsible for approval. This may
be a district executive or another staff member, the council or district advancement committee, a finance committee,
etc., as determined by your council. Only one form is required per service project even if there will be multiple events,
participants, or donors. It is not required to submit this form with your project proposal.
*This application is not necessary for contributions from the candidate, the candidate's parents or relatives, unit or its chartered
organization, unit's parents or members, or the beneficiary. All proceeds left over from fundraising or donations, whether
money, materials, supplies, etc., regardless of the source, go to the beneficiary. If the beneficiary is not allowed, for whatever reason,
to retain any excess funds or materials, etc., the beneficiary should designate a suitable charity to receive them, or allow the unit
to retain them. The unit must not influence this decision.
If the standards below are met, your fundraising effort likely will be approved.
1.Eagle Scout service projects may not be fundraisers. In other words, the candidate may not stage an effort that
primarily collects money, even if it is for a worthy charity. Fundraising is permitted only for securing materials, etc.,
and otherwise facilitating a project. 8nless the effort involves contributions only from the beneficiary, the candidate,
the candidate's parents or relatives, unit or its chartered organization, unit's parents or members, it must be
approved by the local council. This is achieved by submitting the Eagle Scout Service Project Fundraising
Application.
2.It must be clear to all donors or event participants that the money is being raised on behalf of the
project beneficiary. 2nce collected, money raised must be turned over to the beneficiary or to the candidate¶s
unit for deposit until needed for the project. If the unit receives the funds, it must release them to the beneficiary once
expenses have been paid.
.Any contracts must be signed by a responsible adult, acting as an individual, without reference to the Boy
Scouts of America. The person who signs the contract is personally liable. &ontracts must not and cannot
bind the local council, the Boy Scouts of America, or the unit¶s chartered organization.
.If something is to be sold, we want people to buy it because it is a quality product, not just because of an association
with Scouting. Buyers or donors must be informed that the money will be used for an Eagle Scout service
project to benefit the school, religious institution, or community chosen, and any funds left over will go to that
beneficiary.
5.Any products sold, or fundraising activities conducted, must be in keeping with the ideals and
principles of the BSA. For example, they must not include raffles or other games of chance.
6.Should any donors want documentation of a gift, this must be provided through
the project beneficiary, not the Boy Scouts of America. If a donor or fundraising participant wants a
receipt, this too, must be provided in the name of the beneficiary.
7.Youth are not normally permitted to solicit funds on behalf of other organizations. However, a local council may allow
an exception for Eagle Scout service projects.
.Local councils may determine that certain types of fundraisers such as bake sales and car washes do not require a
fundraising application. &ouncils may also establish dollar thresholds, as well for example, "Any effort expected to
raise less than 5 does not require an application."
Fundraising Application Page B
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Navigating the Eagle Scout Service Project
Information for Project Beneficiaries
Thank You and Congratulations
Congratulations on your selection as an Eagle Scout service project beneficiary, and thank you for the opportunity you
are making available to an Eagle Scout candidate. Support from community organizations is important to Scouting—
just as important as Scouting's contributions are to the community. Scouts provide important services, and benefiting
organizations such as yours provides a vehicle for personal growth.
The Eagle Scout Rank and the Service Project
Service to others is an important part of the Scout Oath: “... to help other people at all times.” Each year tens of
thousands of Scouts strive to achieve the coveted Eagle Scout rank by applying character, citizenship, and Scouting
values in their daily lives. One of the rank requirements is to plan, develop, and give leadership to others in a service
project helpful to any religious institution, school, or community. Through this requirement, Scouts practice what they
have learned and gain valuable project management and leadership experience.
Typical Projects
There are thousands of possible Eagle Scout projects. Some involve building things, and others do not. There have
been all kinds: making birdhouses for an arboretum, conducting bicycle safety rodeos, constructing park picnic tables or
benches, upgrading hiking trails, planting trees, conducting well-planned blood drives, and on and on. Other than the
general limitations noted below, there are no specific requirements for project scope or for how many hours are
worked, and there is no requirement that a project have lasting value. What is most important is the impact or benefit the
project will provide to your organization. In choosing a project, remember it must be something a group with perhaps
limited skills can accomplish under the leadership of your Eagle Scout candidate. In order to fulfill the requirement, the
Scout must be the one to lead the project. Therefore, it is important that you work with the Scout and not with the
Scout's parents or leaders.
Projects Restrictions and Limitations
•Fundraising is permitted only for facilitating a project. Efforts that primarily collect money, even for worthy
charities, are not permitted.
•Routine labor, like a service Scouts may provide as part of their daily lives such as mowing or weeding a
church lawn, is not normally appropriate. However, if project scale and impact are sufficient to require planning
and leadership, then it may be considered.
•Projects are not to be of a commercial nature or for a business, though some aspects of a business operation
provided as a service, such as a community park, may qualify.
•The Scout is not responsible for any maintenance of a project once it is completed.
Approving the Project Proposal and Project Scheduling
Once a potential project is identified, you must approve your Scout's proposal. Regular communications with the Scout
can make this quick and easy, but be sure you have both discussed and considered all aspects of the project to ensure
your Scout has a clear understanding of your expectations and limitations. Keep in mind the proposal is merely an
overview—not a comprehensive project plan.
Some projects may take only a few weeks or months to plan and carry out, while others may take longer. Scouts
working toward the Eagle rank are typically busy, so scheduling flexibility may be important. The proposal must also
have several approvals, besides yours, before project planning occurs and work begins. Therefore, if a proposed
project must be completed by a certain rapidly approaching date, it may be a good idea to consider something
different. Remember, too, that all work must be completed before the Scout's 18th birthday.
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Approving Project Plans
After the proposal is approved by the BSA local council, your Scout must develop a plan for implementing the project.
Before work begins, you should ask to see the plan. It may come in any format you desire or are willing to accept. It
could even be a detailed verbal description. That said, the BSA includes a “Project Plan” form in your Scout's Eagle
Scout Service Project Workbook, and we recommend that you ask your Scout to use it. If in your plan review you have
any concerns the project may run into trouble or not produce the results you want, do not hesitate to require
improvements before work begins.
Permits, Permissions, and Authorizations
•If the project requires building permits, etc., your Scout needs to know about them for planning purposes.
However, your organization must be responsible for all permitting. This is not a duty for the Scout.
•Your organization must sign any contracts.
•If digging is involved, it is your responsibility to locate, mark, and protect underground utilities as necessary.
•If you need approval from a committee, your organization's management, or a parent organization, etc., be
sure to allow additional time and let the Scout know if their help is needed.
Funding the Project
Eagle service projects often require fundraising. Donations of any money, materials, or services must be pre-approved
by the BSA unless provided by your organization; by the Scout, the Scout's parents, or relatives; or by the Scout's unit
or its chartered organization. The Scout must make it clear to donors or fundraising event participants that the money is
being raised on the project beneficiary's behalf, and that the beneficiary will retain any leftover funds. If receipts are
needed, your organization must provide them. If your organization is not allowed to retain leftover funds, you should
designate a charity to receive them or turn them over to your Scout's unit.
Supervision
To meet the requirement to “give leadership to others,” your Scout must be given every opportunity to succeed
independently without direct supervision. The Scout's troop must provide adults to assist or keep an eye on things,
and your organization should also have someone available. The Scout, however, must provide the leadership
necessary for project completion without adult interference.
Safety
Through the proposal and planning process, the Scout will identify potential hazards and risks and outline strategies to
prevent and handle injuries or emergencies. Scouts as minors, however, cannot be held responsible for safety. Adults
must accept this responsibility. Property owners, for example, are responsible for issues and hazards related to their
property or employees and any other individuals or circumstances they would normally be responsible for controlling. If
during project execution you have any concerns about health and safety, please share them with the Scout and the
unit leaders so action may be taken. If necessary, you may stop work on the project until concerns are resolved.
Project Execution and Approval
After the project has been carried out, your Scout will ask for your approval on their project report. The report will be
used in the final review of the Scout's qualifications for the Eagle Scout rank. If the Scout has met your reasonable
expectations, you should approve the project; if not, you should ask for corrections. This is not the time, however, to
request changes or additions beyond what was originally agreed.
The Eagle Scout service project is an accomplishment a Scout will always remember. Your reward will be a helpful
project and, more important, the knowledge you have contributed to a young Scout's growth.
Navigating the Eagle Scout Service Project is available for download at http://www.scouting.org/advancement
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Eagle Scout Project Agreement
for Maintenance of the Boreas
No. 2 Ditch
Presented By
Englewood Utilities and South Platte Renew Director, Pieter Van Ry
Englewood Utilities Environmental Compliance Manager, Chris Edelstein
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Location of Boreas No. 2 Ditch
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Background –Boreas No. 2 Ditch
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Eagle Scout Service Project
•Donavan Ramey (far right), Troop
188, is proposing an Eagle Scout
service project
•~100 volunteer service hours
•Clearing debris from the ditch and
easement
•Removing vegetation
•Simple ditch bank repairs
•Boy Scouts of America covers
liability insurance
•Water and Sewer Board recommended
City Council approval during its
March 11, 2025 meetingPa
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Questions?
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Thank you
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