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Secretary: Records

Secretary: Records

Overview

The Secretary is responsible for maintaining the pack’s official records, including health forms, consent forms, adult applications, and meeting minutes.

BSA Health Forms

Annual Health and Medical Record (Parts A & B) is required for all Scouts and adults at pack events.

  • Part A & B: Required for all events — self-reported health history and basic information
  • Part C: Required for events more than 72 hours or high-adventure activities (requires physician signature)

Responsibilities:

  • Collect health forms at the start of each Scouting year (September)
  • Send reminders to families who have not submitted forms
  • Bring health forms to all pack events (camping trips, overnight events especially)
  • Update forms annually — they expire after 1 year
  • Store securely — health information is private

Consent forms are required for all field trips, camping trips, and activities away from the regular meeting location.

  • Template available from BSA or the Committee Chair
  • Collect from all participating Scouts before the event
  • File with event records after the event

Adult Applications and YPT Records

  • Collect completed adult applications (with YPT certificates attached) for new leaders
  • Route to COR for signature, then submit to your council
  • Track YPT expiration dates for all registered adults — alert Committee Chair when renewals are needed (YPT is valid for 2 years)
  • Maintain a running list of all registered adults and their training status

Meeting Minutes

  • Take notes at each monthly pack committee meeting
  • Record: key decisions, action items with owners, items for historical record
  • Do NOT transcribe verbatim discussion — only capture what matters for follow-up or history
  • Circulate minutes to all committee members within a few days of the meeting
  • File minutes in Google Drive under the appropriate year

Pack Property Inventory

Maintain an up-to-date inventory of pack property (Pinewood Derby track, camping equipment, etc.). Update when items are purchased, donated, or retired.

Google Drive Archives

  • Organize historical records in the the pack Google Drive
  • Folder structure should mirror the type of record (Health Forms / [Year], Meeting Minutes / [Year], etc.)
  • Ensure Committee Chair and Treasurer have access