Gold Award & Eagle Scout Project Guidelines

Pre-Proposal Process

Please send an email to Janelle Robbins, Executive Director, that contains the following information:

• Your full name, email address, phone number, home address, and school
• Your parent’s full name, email address, and phone number
• The date of your 18th birthday—be sure to consider your birthday when selecting a project, as some projects are seasonal
• Your Troop Number and Troop Leader’s full name, email address, and phone number
• A list of potential projects that you’re considering—check our list of needed projects, but we’re open to new project pitches, too

Proposal Process

Once we get your pre-proposal email, we’ll set up a time to discuss potential projects and select one that meets both of our needs. From this point, you should begin working on your Proposal, and provide to us a timeline that includes:

• First Draft (include detailed budget and project timeline)
• Second Draft (incorporate feedback from Project Beneficiary)
• Beneficiary Sign-off & Fundraising Form
• Presentation to Council

Project Meetings

Please plan to meet with Bedford Audubon’s Staff throughout the stages of your Project. We’re a small but mighty team here, so please remember that we are not always in the office—email or call ahead to set up a date and time that works for both of us!

Remember, this is your project and it should reflect your best work and development as a community leader!

Please come to meetings prepared with your plans, questions, paper and pencil for taking notes, measuring tape, and a camera if necessary. Consider creating a notebook just for your project so you have everything in one place.

You should be the point of contact for Bedford Audubon—not your parents. We welcome parent involvement and know that they’re an integral part of your project success (thanks to all the Moms and Dads out there!), but emails and phone calls should come from you. And, you should never send your parent to a meeting in your absence—you should attend and lead every project meeting.

Example Timeline of Project Meetings:

• Discuss any changes to your Proposal suggested by the Council
• Review/approve any mid-construction changes to materials, sizes, design, etc.
• Final siting decision—bring landscape spray, small flags, or flagging tape to mark exact locations
• Mid-point meeting—a check-in to see if everything is on track
• Pre-completion meeting—are there any last details to attend to?

Scheduling Work Days

We strongly encourage Work Days to occur during the work day (Monday-Friday). Just like you weekends off from school, we also enjoy time away from our work, too! If your project is at Bylane Farm or the south side of the Hunt-Parker Sanctuary in Katonah, you and your fellow Scouts and volunteers may get off the bus at 35 Todd Road during the school year.

Our properties are busy! We conduct conservation research, host events, and lead nature walks and workshops. Your onsite Work Days must be pre-approved by Bedford Audubon’s Executive Director at least two weeks prior to the date to ensure that there isn’t a conflict (start by checking our program calendar). If you wish to schedule a Work Day for a weekend, the date and time must be cleared three weeks prior to the date.

Work Day Checklist:

• First-Aid Kit
• Water
• Gloves
• Tools (if you need to use Bedford Audubon tools, please clear this ahead of time and make sure that all tools are returned clean and in good repair to their original place)
• If Bedford Audubon Staff or Board Members cannot attend your Work Day, please provide the name and contact information for the adult(s) in charge

Project Fundraisers and Donations

If you’re holding a fundraising event for your project with us, please let us know! We would love to include the details in our e-newsletters, media alerts, and on social media.

If an individual, family, or vendor provides an in-kind or monetary donation toward your project, please provide Bedford Audubon with the following information so that we can send them a letter of acknowledgement for tax purposes (you should also send them a heartfelt and handwritten note of gratitude, too!):

• Amount or Fair Market Value of in-kind donation
• Date of donation
• Full name of donor
• Mailing address

This does not apply to car washes, dinners/breakfasts (except for food donations), or dumpster days—when a donors receives a service in exchange for their donation it is not tax-deductible.

Project Completion

Congratulations! You’re almost there. As your project nears completion, please provide us with:

• Timeline of Report Production
  • First Draft
  • Second Draft (incorporate feedback from Project Beneficiary)
  • Beneficiary Sign-off
  • Presentation to Council
• Date of Council Presentation
• Schedule a date for any ribbon-cutting or other onsite ceremonies
• Date of any Town Board commendations
• Date, Time, and Location of Court of Honor or Court of Award