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
BSA Activity Consent Forms
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 Twin Rivers 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 Pack 232 Google Drive
- Folder structure should mirror the type of record (Health Forms / [Year], Meeting Minutes / [Year], etc.)
- Ensure Committee Chair and Treasurer have access