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Empowering council operations: understanding the Council Facility Evaluation Tool (CFET) 
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Empowering council operations: understanding the Council Facility Evaluation Tool (CFET) 

2025 May-June Edition

Mike Prachar
  • Michael Prachar
  • 5/22/2025

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Empowering council operations: understanding the Council Facility Evaluation Tool (CFET) 
2025 May-June Edition
Mike Prachar
  • Michael Prachar
  • 5/22/2025

As Scouting America continues to strengthen the impact of its programs across the country, the Council Facility Evaluation Tool (CFET) has emerged as a critical asset for local councils aiming to enhance the safety, effectiveness, and sustainability of their camp and facility operations. 

What is the CFET? 

The Council Facility Evaluation Tool (CFET) is a standardized assessment instrument developed by the National Council to help local councils evaluate the condition, usage, and long-term viability of their camps and properties. It provides a comprehensive framework for assessing a facility’s physical infrastructure, programming capacity, and alignment with strategic Scouting goals. 

CFET is part of Scouting America’s broader commitment to responsible stewardship, safety, and strategic planning. The tool was designed not only to identify immediate maintenance or safety issues but also to support long-term planning and data-informed decisions about the future of council-owned facilities. 

Key Components of CFET 

The CFET covers several critical domains, including: 

  • Facilities Condition Assessment: A detailed look at the physical state of buildings, infrastructure, and utilities. 
  • Usage and Capacity: Evaluation of how often and how effectively properties are being used for council and district programming. 
  • Program Alignment: An assessment of whether current facilities support the types of programs that meet youth needs and align with Scouting America’s mission. 
  • Risk and Safety: Identification of hazards and compliance with health and safety regulations. 
  • Financial Sustainability: Analysis of operational costs, income potential, and long-term viability. 

Each domain includes a rubric-based scoring system to ensure consistent and objective evaluations across councils. 

Why CFET Matters 

For Scouting America professionals—especially those involved in operations, camping, property management, and executive leadership—the CFET is a valuable decision-support tool. It can do the following: 

  • Identifies critical needs before they become costly problems. 
  • Supports strategic property planning, including closures, renovations, or reimagining the use of facilities. 
  • Promotes transparency and consistency in council-level facility management. 
  • Provides data to support fundraising, grant applications, and board presentations. 
  • Strengthens youth program delivery by ensuring facilities meet modern needs and expectations. 

How It’s Used 

Scouting America encourages councils to use CFET on a regular basis, such as every three to five years, or in conjunction with key strategic planning efforts. During the Summer is a great time to update the CFET especial if the camp encounters hard winters. The evaluation process typically involves a multidisciplinary team including council staff, volunteers, engineers, architects, and health/safety professionals. Some councils also partner with the national service center or regional support teams for additional guidance. 

Once completed, the CFET report becomes a living document—guiding improvement plans, investment priorities, and policy development around council facilities. 

Conclusion 

The Council Facility Evaluation Tool represents more than just a checklist—it’s a strategic asset for every council seeking to ensure its properties are safe, functional, mission-aligned, and financially sound. By using the CFET proactively, council volunteers and employees can play a pivotal role in building the foundation—literally and figuratively—for a strong future in Scouting. 

See the rest of the articles from the 
2025 May-June edition
See the rest of the articles from the 
2025 May-June edition

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Winter Wonderland: 7 Indoor Maintenance Projects for Camp

Winter weather can bring challenges to outdoor maintenance projects at Scout camps. However, it’s also an opportune time to focus on indoor tasks that contribute to the overall upkeep of the camp. In this article, we’ll explore maintenance projects that can be done indoors during the winter season.

Cabin Inspections and Repairs:

Use the winter months to inspect cabins for any issues that may have arisen during the year. Check for leaks, drafts, or damaged windows and doors. Addressing these concerns early ensures a comfortable and secure environment for campers when the camping season resumes.

Indoor Painting and Refinishing:

Consider giving indoor spaces a fresh coat of paint or refinishing wooden surfaces. This not only enhances the aesthetics of the camp but also helps protect surfaces from wear and tear.

Update your FIIX Records:

Use this time indoors to ensure your FIIX records and files are up to date. Have you logged all the maintenance from the last few months? Create check lists for spring and get prepared for summer. Aren’t using FIIX yet? Reach out to outdoorprograms@scouting.org for details on this important tool.

Equipment Inventory and Repair:

Take inventory of indoor equipment such as tables, chairs, and kitchen appliances. Identify items that require repair or replacement. This ensures that all equipment is in optimal condition for the upcoming camping season.

Safety Equipment Check:

Inspect and maintain safety equipment stored indoors, including first aid kits, fire extinguishers, and emergency exit signage. Confirm your SDS sheets are up to date. Replace expired items, replenish supplies, and ensure that all safety measures are up to date.

Storage Organization:

Take the opportunity to organize storage spaces. Properly label and arrange equipment, tools, and supplies. This not only makes it easier to locate items when needed but also contributes to a more efficient use of indoor spaces.

Training and Development Sessions:

Use the winter weather to focus on your professional development. There are many online trainings that can be a great addition to your training profile as well as ensure you have the required 12 hours of continuing education per NCAP standard SQ-404.

Winter at Scout camps provides a unique chance to focus on indoor maintenance projects that contribute to the overall well-being of the camp. By tackling these tasks during the colder months, you ensure that the camp is ready to welcome campers with open arms when the warmer weather returns.

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Protect Your Roofs From Snow Collapse

If your camp location experiences heavy snowfalls during the winter months, your roofs may be at risk of collapsing. It’s not just the amount of snow, but also the snow’s water content that contributes to the overall weight. One inch of water weighs 5.2 pounds per square foot, and snow can have different distributions of water content. A particularly wet snowfall can pose a greater danger for your roof, and rain falling on the snow can triple its weight.

The following tips from Church Mutual can help you prevent roof collapse from snow:

  1. Regularly inspect your roofs for damage. Well-maintained roofs are less susceptible to snow collapse. Perform an annual inspection on every roof at your camp — or hire a contractor to do so. Remember to follow all safety regulations.
  2. Watch for warning signs that may indicate structural weakness in your roofs. Warning signs to keep an eye out for include:
    • Doors or windows that are difficult to open.
    • Cracking, popping or groaning sounds.
    • Bent or deformed metal roof supports or beams.
    • Walls that have cracks or are bending outward.
    • Roofline or decking that is sagging or wavy.
  2. Determine the maximum safe snow depth for each roof. This should be based on each roof’s load capacity as determined by an engineer during the planning and construction process. If you don’t know the load capacity of your camp’s roofs, consider enlisting the services of an engineer to provide you with this crucial information. It’s also important to know the type and amount of snow your camp location typically receives.
  3. When snow accumulates at your camp location, keep an eye on your roofs. Many camps do not maintain full-time staff on-site during the off-season. If that’s the case for you, be sure to implement a process for monitoring snow depth on your roofs throughout the winter. Watch for snow in roof valleys — low areas of the roof that may end up bearing a larger load of snow than other areas. Check the downwind side of pitched roofs, and if there are dormers or other structures on your roof, watch for accumulation of snow along the sides.
  4. Remove snow from your roofs before it reaches 50% of the safe snow depth. You can do this by using a roof rake. If this cannot be completed from the ground, consider securing the services of a qualified, licensed contractor, given the risk involved and the potential for damage to the roofs.
  5. When removing snow from your roofs, do so uniformly, in layers. This will prevent unbalanced loads, which could cause a collapse. Again, consider using a qualified licensed contractor to help you remove snow from your roofs.
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Three maintenance myths that can impact your camp’s finances

Maintaining a Scout camp property involves various challenges that can affect the bottom line of the camp and your local council. Here are three common myths about maintenance that can hurt your camp and council’s financial health: 

Myth 1: Maintenance Is Only Necessary When Something Breaks 

Reality: Waiting for things to break can lead to costly repairs and downtime. Preventive maintenance, such as regular inspections and servicing, can help identify and address issues before they become major problems. This approach can save your camp money in the long run by reducing the need for extensive repairs and ensuring that facilities are safe and functional. This is one of the reasons the NCAP standards include a pre and post camp inspection – so you can proactively prepare for camp. 

Myth 2: Outsourcing Maintenance Is Always More Expensive 

Reality: While outsourcing maintenance may seem more costly upfront, it can save money in the long term. Professional maintenance providers often have specialized knowledge and equipment that can lead to more efficient and effective repairs. Additionally, outsourcing allows your camp staff to focus on their core responsibilities, leading to increased productivity and potentially reducing overall costs. It is important to budget for additional maintenance support to supplement the knowledge and skillset of your on-site camp ranger. Your camp ranger(s) has many responsibilities and may need additional help to prepare camp to open. 

Myth 3: Cutting Maintenance Costs Is a Good Way to Save Money 

Reality: While cutting maintenance costs may seem like a quick way to save money, it can end up costing your camp more in the long run. Neglecting maintenance can lead to equipment failures, safety hazards, and a decrease in property value. Investing in regular maintenance can help your camp avoid costly repairs and ensure that facilities remain in good condition for years to come. Owning a camp (or multiple camps!) is not easy and funding maintenance is critical to managing these assets. Ensure that your maintenance budget reflects the needs of your specific camp(s). Start by estimating the annual costs for routine maintenance tasks such as groundskeeping, building repairs, and equipment servicing. Consider factors such as the age and condition of your facilities, as well as any upcoming maintenance projects. It’s also wise to budget for unexpected repairs or emergencies. Leverage the NCAP tools (such as the CFET and CCIP) to help you predict and plan for maintenance costs. Finally, utilizing the FIIX software can help you plan for your annual maintenance costs accurately. For details on FIIX, email andrea.watson@scouting.org.  

In conclusion, maintaining a Scout camp property is essential for its long-term success. By dispelling these maintenance myths and investing in regular upkeep, your camp can save money, ensure safety, and provide a positive experience for campers and staff alike. 

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Help me help you! 4 ideas to help engage camp staff in maintaining camp this summer

After months and months of juggling maintenance projects, capital improvements and year-round camp visitors, summer camp is just days or weeks away! For our camp rangers and maintenance teams, maintaining camp during the summer camp season can be complex! With new and returning camp staff, hundreds of weekly visitors, and the inevitable breakdown of some piece of equipment, it can be stressful to keep camp “day 1” ready every day.  

Here are a few suggestions of how you can leverage your summer camp staff to help them help you! 

  • Provide resources. Working alongside the camp director, ensure that camp staff understand what a clean, safe and hazard free environment looks like in their specific area and then provide camp staff with cleaning supplies and basic supplies to help you help them keep their respective areas clean and hazard free.  
  • Regular Inspections. Camp staff can conduct routine inspections of camp facilities, equipment, and grounds. See something? Say Something! They should report any issues, such as damaged buildings, broken equipment, or hazardous conditions, to the maintenance team promptly. This proactive approach can help prevent minor issues from becoming major problems. Make regular inspections a part of their daily camp routine in their assigned areas. 
  • Have a specific process to notify you when something needs maintenance and communicate it to camp staff. Is this via paper? Via FIIX or other CMMS software? Online? Via text? The easier the process, the more likely you will know when something needs immediate repair. Share a sample of a “work order” that meets your expectations so camp staff know what will best help them help you help them when they submit a work order.  
  • Promote a Culture of Care: Camp staff can help promote a culture of care and respect for camp facilities among campers and visitors. Encouraging campers to clean up after themselves, use facilities properly, and report any damage they notice can help prevent unnecessary wear and tear on camp facilities. By modeling this behavior as camp staff themselves, campers will also model this behavior.  

By actively involving camp staff in camp maintenance efforts, camps can ensure that their facilities remain safe, functional, and enjoyable for all campers and visitors throughout the camp season. 

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