QM inventory ideas

[dennis99ss]

I would like some feedback on possible inventory control policies, and see what you have found that works, and what has not.

 

We have about 50 scouts, and as a troop, we supply tents, tarps, cooking equipment, patrol boxes, troop first aid kits, tables, some chairs, etc.

 

Of course all of the boys do not go on each campout.

 

our scouts sleep 2 or 3 to a tent.

 

we have tried checking out tents, and rechecking them in after they have been cleaned, but with 20 tents coming back in at times, it is a very difficult job for the qm to open each tent, check it, record it, etc. The issue arrises on the next campout if another scout finds the tent he grabs was not cleaned properly, is missing a stake, etc.

 

we have some thought about going to assigning specific tents to specific scouts. has anybody done this, and how has it worked.

 

any other ideas from any inventory control guru would be appreciated, and i could suggest same to our qm.

[ScoutNut]

Not specific tents to specific scouts, but patrol specific gear.

 

Divide up all gear between the patrols. Give each patrol their own storage area, and some way to mark the gear as theirs.

 

Have a patrol QM, who is in charge of his patrols equipment, and reports to the Troop QM.

 

Then if the patrol ends up with damaged, missing, equipment it will be their own fault, and hopefully they will learn from it.

[Tampa Turtle]

In our Troop:

 

Boys own personal packs tents, tarps, and hammocks according to taste. Troop owns a few back-ups.

 

Patrols "own" patrol box with stove, lamp, food cooler, drink cooler, propane tank and tree. We may add dining fly. If it is lost or damaged it is their responsibility. Each Patrol has a Patrol QM with a lot of responsibility.

 

Troop owns dutch ovens, chimneys, tongs, flags, trumpet, message board, special cookers, trailers, and (rarely used) large awning. Troop QM handles this stuff and coordinates with Patrol QM on equipment issues.

 

Adults function as own patrol.

 

We have shifted from the Troop model to the Patrol model and more and more to a backpacking model.

[Eagle92]

I second Scoutnut's comments. My troop did the same thing, everything was divided among the patrols, and everything was numbered and assigned to a patrol. So if tent 12 is the Ravens tent, and it gets put away wet and develops mold, the Ravens are responsible for it. They are the ones who have to buy a new one. If something gets damaged the patrol is responsible for it. Something left behind, ditto.

 

Now there were two exceptions to the policy above. One was when the CO used the brand new fiberglass shed we had gotten a few weeks earlier as a dartboard. So new tents and lanterns were not the patrols' responsiblities.

 

Second was when the adult treasurer decided on his own to not buy the tents the QM wanted, but instead some tents on sale that were "pop ups," the poles all folded in on themselves. Let's just say that they break easily, are no replacement parts available to fix them, they are heavy, and take more space.

 

Should have realized that there was a reason they were on sale for $50/tent.

 

FORGOT TO ADD, the troop also had some older, canvas Baker tents with no floor and mosquito netting when I first joined (they got damaged with the dartboard incident above). If the patrol screwed up a tent, or someone broke one of the rules that the troop had in regards to the tents, you got to use one of those instead.

 

Never saw anyone in one of those tents at all while we had them, except at summer camp when we were all in them.(This message has been edited by eagle92)

[dg98adams]

the Troop I serve uses the same model as mentioned above, and works if you stick to it.

 

Patrol gets a nice custom made aluminum cook box (we have a Fabricator dad in the Troop donate 4 boxes) stocked with array of pots, pans, propane stove, etc....

 

Patrol get a plastic tub with 4 tents, propane tree, lantern.

 

Each Patrol has QM (or assistant QM/APL) to check in/out from the plastic tub as needed. Consumables or normal wear and tear are reported after each camp out to be addressed. A list of gear/stuff is printed (several copies and placed in the tub).

 

the SM/ASM has to really be on-board with not allowing PL's to pillage a Patrol's gear (for ANY reason - a patrol's gear is NOT a spare if the other Patrol did not do their job) or the system breaks down..

[TWOMORROWS]

What do you do if only one boy shows up for a campout from Patrol A? If he assigned to camp with another patrol and use their gear?

[Twocubdad]

Doesn't matter. Patrol A is responsible for their gear. If their guest damages something, it's still the patrol's responsibility to hold him accountable or assume the liability themselves.

 

We handle gear just as Scoutnut describes. Had exactly the same problems as you describe until started doing so. It's not 100%. There is still much more wear and tear on gear than on the stuff you and I own, but it's a big improvement.

[Jay K]

If the troop has 50 Scouts, the Quartermaster needs a staff of assistant QMs.

Ideally, that would be the Assistant Patrol Leaders. Keeping track of equipment that was checked out to the patrol will train the APL as he interacts with the Scouts of the patrol regarding the proper care and use of the equipment.

 

This will work on the Trustworthy part of the Scout Law because the APLS will be accountable; when they turn equipment in, it will have been properly prepared and packed before being turned over to the QM. Then the QM will be trained in leadership as he manages the APLs and gives feedback if equipment is returned in poor order, but the point is to prevent this from happening. Ah, the joy of a huge, ponderous troop is that there are lots of boys to put into action.

 

[John-in-KC]

What ScoutNut said. There are other supplemental good ideas here as well, but start with what ScoutNut said.

[Eagledad]

The Scoutnut system works very well, but like Tampaturtle, we went more to a backpacking troop. We got away from patrol boxes and just about all the patrol gear is backpackable. In fact it is the same gear we used on our high adventure trips. The patrols could still check out Dutch ovens and lanterns from the QM if needed. The premise behind being a backpacking troop is the PL doesn't have to rely on the troop trailer to go on campouts. Since most of the gear can be carried in packs, the patrols are free to find their own transportation and travel on their own schedule.

 

Use to the troop trailer was packed full with patrol boxes and gear, now 3/4 of trailer is filled with packs.

 

That being said, the adults still use a patrol box and Coleman stoves.

 

Barry

[Tampa Turtle]

We still might use the Patrol boxes; it depends on the boys and the campout. I suppose if a patrol wanted to opt for it we would let them do it.

 

I found the adults pushed for the Patrol boxes far more than the boys.

[Eagledad]

They still have the patrol boxes and can choose to use them anytime they want, but its very rare.

[IM_Kathy]

we have patrol totes with dishes and utensils - each tote is marked by patrol name and on inside lid lists number of each item... about 2 or 3 times a year the troop has part of a meeting where the patrols go through and recount everything and make sure everything is totally clean (they do good with washing dishes, but sometimes need to wash the tote)

 

as for tents they are not done by patrol as we have a couple different size tents and patrol needs for tent vary each campout. but the way the troop packs up is all personal gear is removed from tents, they are swept out, and the QM's approve the cleaning before they are put away. If tents are needed to take home to dry out the inside is still checked. the QM records who is taking home tents and just marks them off as they are returned. as for tent stakes - we keep them in a stake box rather than with the tents... we have more than they need and they know how many each tent requires so they grab them and return them at the end. never had any lost, but have had some of the cheaper ones break.

 

the other important thing is the QM keeps a log book for anything that is broken, damaged, or needs replaced... they then turn that into the adult QM and work together to fix or replace what is needed.

[Kudu]

I'm with EagleDad and Tampa Turtle. The ideal Troop is a group of backpacking Patrols.

 

Troop tents are more trouble than they are worth, except as an option for new Scouts. Most Scouts would rather sleep in their own tents, and will take better care of them.

 

Patrol boxes and Troop tents keep the unit focused on the Troop Method.

 

Limiting your Troop to only one Troop QM is by definition the "Troop Method." There is no rule against each Patrol having its own Troop QM, with position patch and POR credit.

 

Yours at 300 feet,

 

Kudu

http://kudu.net

 

 

 

[Eagledad]

Our "troop" QM is considered one of the top three leadership development positions in the troop and it is considered an unwritten prerequisite for SPL because of the skills it develops. He is responsible for training the "patrol" QMs how to manage their equipment and teaching them how to delegate members of the patrol to assist with maintaining the patrol equipment including loading and unloading the trailer or cars. The troop QM holds the keys for the equipment room and trailer and access can only go through him. He is also responsible for training a Replacement for outings he doesn't attend like high adventure crews. He is responsible for hitching and unhitching the trailer and is the trainer for the driver pulling the trailer.

 

The "troop" QM is expected to teach the same basic responsibilities to the patrol QMs for their level of requirements. Our QMs works hard at all levels which is why I like the teaching responsibilities of the troop QM. It certainly requires a mature scout. I think the position at both the troop and patrol level develops more basic leadership skills than anyother POR. I really enjoy watching them manage the patrols for loading and unloading the equipment. Even the PLs step back and take orders from their QMs. When they are working as they have been trained, they a bonded crew of their own. And yet each patrol QM is one of the most independent and trusted POR member of the patrol because the patrol is expected to function independent of the troop at any time.

 

Barry