PCM notes for 5/23

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
May 23rd, 2011 at 7:20 pm

Members Present:  Diane John, Melissa Greenspon, Darlene McLaughlin, Donna Cognata, Carolyn Powell, Claudette Borgersen, Sue Martin

Guests Present: None

There were enough registered troop committee members present to have a Quorum.

Diane John welcomed the committee and called the meeting to order.

A MOTION was made to APPROVE the minutes from the March 28^th meeting.  APPROVED

• Brennan Flowers presented his Eagle Project concept to the committee.  Brennan plans to build a Kiosk at Pine Knot and signs for closed trails.  After the committee offered some recommendations concerning the planning of Brennan’s Eagle project, such as adding benches and completing the other side of the kiosk his concept was APPROVED.

Scoutmaster Report: Scoutmaster Fox’s requested that the committee approve the expenditure for rope for the gateway and dining tents.  The MOTION was TABLED until further information is received.  The committee will need to know how much rope is needed and the cost.

The whitewater rafting trip is the weekend of June 18^th on the New River in West Virginia.  The cost of the trip is $80-$90.

Sea Base – 6 boys can go but how does the troop decided who get to attend?  The discussion was TABLED until we actually know who can go on the trip.  It was recommended that Jay contact parents of scouts that are interested in going and explain to them the criteria and then see who is qualified and serious about going.  It was recommended that the troop begin selection based on seniority (by age).  It was discussed that Scouts should pay the troop in 3 installments and if the scout backs out, they still have to pay in full.

Troop calendar –Upcoming Important Dates:

June

• June 13^th  - SPL Meeting
• June 20^th  –
  • Personal Management Merit Badge Meeting – arrive at 6:30
  • Board of  Review
  • June 18-19 – Whitewater Rafting Trip- New River, West Virginia
  • June 26-July 2^nd – Scout Camp – Physicals Due Now!

July –

• July 22nd  – Summer Court of Honor and Pool Party – Foxcroft Clubhouse and Pool
• July 25^th  – Committee Meeting (7:20)

August –

• August 27^th  – Applebee’s Fundraiser

Treasurer’s Report: Sue Martin reported the following

• 2009-2010 expenses and income
• 2011 projected and actual (to date) expenses.
• Projected expenses are estimated at $1825.00
• To date expenses are 511.00
• Current income stands at 1047.82

Based on current estimated expenses and actual income it is evident that the troop will need more income to cover expenses.  A MOTION was made to implement troop dues at the rate of $50 per year which will be collected semi-annually in September and February.  APPROVED.

Fundraising:  Tickets for the Applebee’s fundraiser will be handed out soon.

Advancement Report:  Melissa reported that TJ C., Will D., and Joe T. had their Board of Review for Life Scout and will advance. On May 16, 2011 Buck P. and Carter M. had their Board of Review and have advanced to the Life rank. On April 18, 2011 Quinton B. and Taylor N. advanced to Star rank.

Old Business:

Jay requested new camp flags and new flags for the troop to use in the fellowship hall.  The State Flag has been donated to the troop through Rob Bell’s office and the U.S. Flag is on order.

Scoutmaster Fox will conduct a new parent meeting on June 6^th for all parents that have new scouts in the troop.

Troop Committee Training – Diane will ask Peggy when she can conduct the Troop Committee Training.

Camp Physical and Permission Slips – Melissa Greenspon has agreed to take care of Camp Physical and Permission Slips for camp.

• Part A and B – Due Now!
• Part C - Due no later than June 6^th.  Parents of High School student are reminded that any scouts that are involved in sports the High School level should wait until after May 1^st to schedule their  physicals do the scouts can have both physicals done at the same time as the schools require physicals to be dated after May 1^st.

 New Business:

A MOTION was made to donate $25 to the Stonewall Jackson Area Council in memory of Mrs. Ives.  APPROVED

Announcements:

The BOR is the third Monday of the month and the committee is the fourth Monday of the month.

Scouts must request a BOR by June 13th, 2011 for BOR on June 20^th, 2011 and must have had a scoutmaster’s conference.

There is no Committee Meeting in June.  The next Committee Meeting will be July 25^th at 7:20.

A MOTION was made to adjourn the meeting. APPROVED

Respectfully Submitted,
Diane John

Registered Committee Members:

Name	Position
Badgley, Lowell
Borgersen, Claudette	Secretary
Cognata, Donna
Define, Lynn
Flowers, Lita
Greenspon, Melissa	Advancement
Ives, Peggy	Advancement
John, Diane	Chairperson
Martin, Jeff
Martin, Sue	Treasurer
McLaughlin, Darlene
Powell, Carolyn
Sesler, Chris

 

PCM meeting minutes for 3/28/2011

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
March 28, 2011 at 7:20 pm

Members Present:  Diane John, Melissa Greenspon, Darlene McLaughlin, Chris Sesler, Donna Cognata, Carolyn Powell, Claudette Borgersen

Guests Present: Ann Hoy

There were enough registered troop committee members present to have a Quorum.

Diane John welcomed the committee and called the meeting to order.

A MOTION was made to APPROVE the minutes from the March 7^th meeting.  APPROVED, with the following amendments:

• The Tree Sales went to the boys scout accounts not into troop funds
• A MOTION was made to have Jack G’s funds in his scout account carried over for this year and until 2013. APPROVED.

Scoutmaster Report: Tim Cognata and SPL Winston reported

Troop calendar – The scouts, SM and ASM will have a PLC every month and a main PLC quarterly.  They will provide the committee with a troop calendar on a regular basis so that the committee can plan accordingly.  Highlighted on the calendar that was provided are the following Upcoming Important Dates:

April

• April 11th – SPL Meeting
• April 16^th    - Dr. Fords
• April 18^th–
  • Personal Management Merit Badge Meeting – arrive at 6:30
  • Board of  Review
  • April 25 – Troop Committee Meeting

May

• May 9^th – SPL Meeting
• May 14^th – SJAC Camporee at Frontier Culture Museum (Stanton)
• May 16th – Personal Management Merit Badge Meeting – arrive at 6:30
• May 21^st – Moose Camp
• May 23^rd–
  • Citizenship in the Community
  • Committee Meeting
  • May 30^th – No Meeting

June

• June 13^th SPL Meeting
• June 20^th–
  • Personal Management Merit Badge Meeting – arrive at 6:30
  • Board of  Review
  • No Committee Meeting in June
  • June 26-July 2^nd – Scout Camp

Citizenship in the Community Merit Badge -

• By the end of June, each scout working on the Citizenship in the Community Merit Badge will need to complete 8 additional hours of community service at Loaves and Fishes.
• Each Scout will need to attend a public meeting

ASM Camp Fee – Jay requested the committee pay for the camp fee for the ASM over 2-3 at a cost of $95.00.  A MOTION was made to pay for an additional $190.00 for Assistant Scoutmasters to attend camp.  APPROVED

Treasurer’s Report: Via e-mail, Sue Martin reported the following

• Checking Balance – Estimated 10,920.06
• Scout Account Balance  – 1561.12
• A quorum was reached on the vote for camp scholarships which approved 2 at $100.00 each for a total of $200.00.

Fundraising:  The troop is planning a Whitewater Rafting Trip for June.  It was noted that the approximate cost of the trip will be $80.00- $90.00 and the troop will need to look into having a fundraising event to pay for the trip.

Advancement Report:  Melissa reported that TJ C., Will D., and Joe T. passed their Board of Review and will advance.

Old Business:

Jay requested new camp flags and new flags for the troop to use in the fellowship hall.  Jeff Martin is checking on prices and Todd relayed that state flags could be requested through Senator Warner’s office for around $9.00.

A MOTION was made to approve the wording on the Church Pew plaque to read:

“In Honor of Hinton Avenue United Methodist Men’s Club Given by Boy Scout Troop 37”

APPROVED

New Parent Meeting – Scoutmaster Fox was asked if he would like to schedule new parents meetings for new Scout’s crossing over and all new scouts to the troop.  Scoutmaster Fox agreed.

Camp Physical and Permission Slips – Melissa Greenspon has agreed to take care of Camp Physical and Permission Slips for camp.

• Part A and B – Due Now!
• Part C - Due no later than June 6^th.  Parents of High School student are reminded that any scouts that are involved in sports the High School level should wait until after May 1^st to schedule their  physicals do the scouts can have both physicals done at the same time as the schools require physicals to be dated after May 1^st.

 New Business:

 

Troop Committee Training:  It was proposed that the committee receive training to help the troop committee work as a team and to improve the Scouting experience for adult and youth members.  This training can be conducted online, at the Orange Baptist Church on May 21^st from 9:00- 12:00, or Peggy Ives (who is qualified to give the training).  The committee agreed they would like for Peggy to conduct the training and Diane will check with her to see if she would be willing.

Mentorship program – The Committee discussed the idea of the creation of a mentorship program.  The committee will present the idea to SM Fox.

Summer Court of  Honor  – There was discussion regarding holding the summer CoH prior to summer camp so that the boys could get their patches and rank prior to camp.

 

The BOR is the third Monday of the month and the committee is the fourth Monday of the month.  Next BOR is April 18^th.

The Next Committee Meeting is April 25^th, 2011 at 7:20pm.

A MOTION was made to adjourn the meeting. APPROVED

Respectfully Submitted,
Diane John

Registered Committee Members:

Name	Position
Badgley, Lowell
Borgersen, Claudette	Secretary
Cognata, Donna
Define, Lynn
Flowers, Lita
Greenspon, Melissa	Advancement
Ives, Peggy	Advancement
John, Diane	Chairperson
Martin, Jeff
Martin, Sue	Treasurer
McLaughlin, Darlene
Powell, Carolyn
Sesler, Chris

PCM meeting minutes for 3/7/2011

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
March 7th, 2011 at 7:20 pm

Members Present: Diane John, Sue Martin, Claudette Borgersen, Peggy Ives, Melissa Greenspon, Jeff Martin, Darlene McLaughlin, Jeff Martin, Chris Sesler, Donna Cognata

Guests Present: Nancy Snyder

There were enough registered troop committee members present to have a Quorum.

Diane John welcomed the committee and called the meeting to order.
Reports from committee members:

Scoutmaster: Jay requested the First Aid box be updated, new camp flags and new flags for the troop to use in the fellowship hall. Jeff Martin is checking on prices.

Treasurer’s Report: Sue Martin reported the following
• Sue reviewed the 2010 projected and actual expenses and the 2011 projected expenses
• The projected amount for awards may need to be increased due to the number of scouts attending Merit Badge Colleges and the fact that there will be 5 Eagle Scout ceremonies in the upcoming year.
• The troop saw revenue this year from the following sources:
o Applebee’s, Tree sales, popcorn and peanut sales
• Fundraising ideas should be thought up and researched by the scouts
Diane gave Sue a blank check for re-chartering and funds for 50 year patches

Old Business:
There was discussion concerning the Code of Conduct as to whether the committee should get together with the scoutmasters and see if they would like this signed before future campouts. It was decided that, according to troop procedure, the committee should take this to Mr. Fox and have the Scouts draft the document.

A MOTION was made to approve Wayne Snyder’s reimbursement for $37.50 for the books and shoulder loops for the three boys crossing over to Troop 37. APPROVED.

A MOTION was made to regarding Braxton Sesler’s scout account to have the funds as of September 30, 2010 reinstated to his current scout account so that he can save for Sea Base and 2013 Jamboree. APPROVED.

Diane John reported that the Re-charter package was turned in and all the fees have been paid.

New Business:

A MOTION was made to purchase a new church pew for the cost of $400. There will be an attached plaque for HAUM Men’s Group for sponsoring Troop 37 for over 50 years. APPROVED.

A MOTION was made to create a finance sub-committee to work on budget/dues/scout accounts and report findings to the committee meeting. MOTION TABLED.

A recommendation was made to examine creating a set of standards and guidelines that the subcommittee would go by before looking at creating a sub-committee.

A MOTION was made to have Jack Greenspon funds reinstated to his scout account and carried over for this year and until 2013. APPROVED

It was discussed that there could be a need for a new parents meeting scheduled for new scouts crossing over. It was decided that, according to troop procedure, the scoutmaster should decide on the needs of the new scouts and families. Diane John will approach Jay with the suggestion.

The Troop calendar was discussed and the committee was briefed that the senior patrol leader will develop a calendar in conjunction with meeting with Mr. Fox. The senior patrol leader and scoutmaster will then provide the committee with the Troop Calendar for review so that we can support the troop functions.

Unresolved Business
Physicals and Permission Slips for camp need to be turned in as soon as possible. It was noted that if any scouts are involved in sports at the High Schools, they should wait until after May 1st to schedule their physical so the scouts can have both physical done at the same time as the schools require physicals to be dated after May 1st.

Announcements:
• The BOR is the third Monday of the month and the committee is the fourth Monday of the month.

A MOTION was made to adjourn the meeting. APPROVED.

Respectfully Submitted,
Diane John

PCM agenda for 2/27/2011

Troop 37 – Charlottesville, VA
Troop Committee Agenda

Scheduled Meeting Date: February 27, 2011, 7:20pm
Quorum = 5 Registered Troop Committee Members

Call the meeting to order

Welcome and introduction of new members and guests

Approval of previous meeting’s minutes posted on the website

Reports from committee members:

Scoutmaster: Jay requested the First Aid box be updated, new camp flags and new flags for the troop to use in the fellowship hall. Jeff Martin is checking on prices.

Treasurer: Sue Martin

Budget – Treasurer’s Report

Fundraising: Anything new to report?

Advancement Coordinator: Peggy Ives and Melissa Greenspon

Chartered Organization Representative

Old Business

Code of Conduct (attached) – Should we get together with the scoutmasters and see if they would like this signed before future campouts.

Formally approve Wayne Snyder’s reimbursement for $37.50 for the books and shoulder loops for the three boys crossing over to Troop 37.

Braxton Sesler’s request to have the funds as of September 30, 2010 reinstated to his current scout account so that he can save for Sea Base and 2013 Jamboree.

Re-charter package was turned in and all the fees have been paid.

New Business

The church is trying to re-finish the pews. Cost is $400. There would be a plaque we could put HAUM Men’s Group for sponsoring Troop 37 for over 50 years.

Create a finance sub-committee to work on budget/dues/scout accounts and report findings to the committee meeting.

Jack Greenspon would like to request to have his funds reinstated to his scout account.

New parents meeting needs to be scheduled for new scouts crossing over.

Troop calendar for review so that we can support the troop functions.

Unresolved Business

Physicals and Permission Slips for camp

Announcements:

• The BOR is the third Monday of the month and the committee is the fourth Monday of the month.
• Scouts must request a BOR by March 14, 2011 for BOR on March 21, 2011 and must have had a scoutmaster’s conference.
• The next Committee meeting will be March 28, 2011 at 7:20pm.

• Winter Court of Honor is scheduled for Saturday March 12, 2011 at 5:00 pm.

Adjournment

THANK YOU ALL FOR COMING!

Committee Meeting Notes for January 2011

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
January 24th, 2011 at 7:20 pm

Members Present: Diane John, Sue Martin, Claudette Borgersen, Peggy Ives, Melissa Greenspon, Jeff Martin, Lita Flowers, Darlene McLaughlin, Neil McLaughlin, Carolyn Powell

Guests Present: Rich Gregory, Wayne Snyder, Nancy Snyder, Chris Sesler, Donna Cognata, Michael Prosser, Anne Hoy,

There were enough registered troop committee members present to have a Quorum.

Diane John welcomed the committee and thanked the guests for attendance.

A MOTION was made to TABLE Braxton Sesler’s request to have his troop account reinstated until a review of the scout account policy has made and has come to a vote. APPROVED.

Wayne gave a review of Klondike and thanked the committee for the wagon and the fire circle.

Scout Sunday is February 13th.

The date for the Court of Honor was discussed. A MOTION was made to change the date to March 12th, 2011. APPROVED.

The committee discussed the Scout Account Policy. A MOTION was made to AMMEND the policy to add the following: “Upon turning 18, a Scout’s account reverts back into the troop general fund or if the Boy Scout leaves the troop for any reason.” APPROVED. The rest of the policy stands as stated.

A MOTION was made to NOMINATE Tim Cognata as Unit Scouter of the Year. APPROVED.

Peggy reviewed the new process for registering for summer camp.

Due to the fact that the current scout account policy stands unchanged (not withstanding the amendment which does not affect the intent of the policy), no vote was needed regarding Tommy Carters scout account. His account balance will revert to Troop 37.

A MOTION was made to have scouts sign the Code of Conduct sheet. The MOTION was TABLED until the next meeting where copies of the Code of Conduct sheet will be distributed for committee members to read prior to a vote. APPROVED.

A MOTION was made to adjourn the meeting. APPROVED.

Respectfully Submitted,
Diane John

Committee Meeting Notes for November 2010

Troop 37 – Charlottesville, VA

Troop Committee Minutes

Scheduled Meeting Date:  November 22, 2010

Quorum = 5 Registered Troop Committee Members

Committee Members Present:  Diane John, Neil and Darlene McLaughlin, Sue and Jeff Martin, Carolyn Powell, Melissa Greenspon, Claudette Borgersen who plans to be a committee member and Rich Gregory

Call the meeting to order

Welcome and introduction of new members and guests

Need Adult forms filled out and Youth Protection Training completed.

Claudette Borgersen is going to become a committee member and we discussed the form that needed to be filled out and the procedure to submit the form.

Approval of previous meeting’s minutes

The information on the website submitted by Janet Stern, former Committee Chair was approved.

Reports from committee members:

Fundraising:  Diane John

Diane discussed the Applebee’s pancake breakfast fundraiser availability.

The Applebee’s on Pantops is booked through the end of the year and “corporate” needs to decide if the program will continue at that location.  They do have the “Dining to Donate” option.  We choose a date and time frame and they provide a template that we fill out to create a flyer to hand out to people. The people have to bring the flyer with them at the designated date and time and the Troop will get 10-15% of the proceeds.  The flyers cannot be handed out at the door.  Diane will call Applebee’s to see if we can get two dates: a lunch and a dinner date after she contacts the Branchlands Applebee’s after the 2nd week of December (see below).

The Applebee’s at Branchlands said that they are also booked through the end of the year and to call the 2nd week of December to try to book for next year. Diane will give them a call then.

Treasurer:  Sue Martin

Scout Accounts:  If a scout wants to keep the balance in his account and not have it revert to the troop August 31st, he needs to come before the Troop Committee. He needs to provide, at a minimum, documentation showing Scoutmaster approval and the date of the trip or project that he is saving for and how much he needs to save for the activity. The troop committee reserves the right to accept or deny any request and/or ask for additional information and documentation. (The entire Scout Account Policy is posted on the website). Upcoming activities that Scouts may want to save towards are a trip to Sea base in Spring 2012 and Jamboree in 2013.

Budget:  The budget runs from registration to registration. Our operating expenses are generally $1,000. Every Court of Honor costs several $100 dollars. Our other costs include insurance on the trailer and troop equipment and supplies.

Donation:  The troop received a generous donation from Christopher Woolheater to be used at the Troop’s discretion. A thank you note will be prepared with a picture on the front of all the troop members for the Scouts to sign.

Equipment:  The fire pit is working out really well and we all appreciate Sue Martin’s effort in obtaining it. The all terrain utility wagon is also working out well. It was suggested that we get Troop 37 license plates to insure that if it is borrowed by another troop, that it will be returned to Troop 37.

Advancement Coordinator:  Peggy Ives:  She was not at the meeting. We need to get a list of the members of Troop 37. She is working on this.

Old Business:  Ben Stern will be holding his Eagle Ceremony on January 8, 2011 from 1-4pm in the Sanctuary of the Hinton Avenue United Methodist Church with a reception following in the Social Hall.

Hunter Hearl is finalizing the details of his Eagle Ceremony.

Unresolved Business:  If a Scout needs a scholarship to attend Summer Camp, the request needs to go to the Scoutmaster who will then go to the Treasurer, Sue Martin. She will bring the request to the Troop Committee for approval. The Campership forms are on the SJAC website.

New Business:  Braxton Sessler, Troop Librarian, has gone through the Merit Badge Books and has determined that we need to get the following merit badge books:  First Aid, Environmental Science, and Citizenship in the Community. An email will go out to the troop requesting donations of any Current Merit Badge Books that the scouts no longer need. Sue Martin pointed out that the books become out of date quickly and the scouts can go online to Merit Badge.org and get the new requirements and workbook for each merit badge.

A request has been made that we start 10 minutes early so that our Scoutmaster, Jay Fox, can attend for part of the committee meeting.

Announcements:

• There will be no BOR in December because we will only be meeting December 6^th for caroling and on December 13^th for the Holiday party dessert contest and gift exchange. Scouts need to bring a gift costing no more than $10.00.
• The next Board of Review will be January 10, 2011 due to the school holiday on January 17, 2011 and the committee meeting will be January 24, 2011. Scouts must request a BOR from Diane John, Committee Chair, by January 3rd and need to have already had their scoutmaster conference.
• In February, the Board of Review will be February 14, 2011, due to the school holiday on February 21, 2011 and the committee meeting will be February 28, 2011. Scouts must request a BOR from Diane John, Committee Chair, by February 7th and need to have already had their scoutmaster conference.
• Typically, the BOR is the third Monday of the month and the committee is the fourth Monday of the month.
• Winter Court of Honor is scheduled for Saturday January 22nd.

THANK YOU ALL FOR COMING!

Committee Meeting Notes for September

Members present: Peggy, Janet, Jeff, Sue, Bonnie, Neil, Carolyn. Discussed and voted on purchase of wagon with pneumatic wheels for troop. Approval was given for Jeff to purchase a fire pit with lid up to $150. Still working on purchase of fire pit- concerns with air flow, leg strength and ash screens. Sue still working on reconciling summer camp payments. 2 scouts applied for camp scholarships through council without committee approval/knowledge. Both scholarships were not funded by council therefore troop must pay the cost for these boys. Policy needs to be in place for troop with regards to scholarships so this does not happen again. Brennon F. presented his Eagle Project and it was approved by the committee. No committee help is needed for scouting for food according to troop leadership. Also, troop leadership does not wish to do a fall COH instead would rather wait until March.

Advancement report: 6 boys attended BOR in September. There are 3 boys on the list for October. Peggy will no longer continue as advancement chair as on January 2011. Behavior of scouts during canoe trip was discussed.

Committee will need to find a replacement committee chair as current chair has stepped down.

Committee Meeting Notes for August

Members present: Peggy, Janet, Jeff, Sue, Bonnie, Diane, Lita, Darlene, Carolyn. Treasury report: $6,157.37. Of that, $804.16 in scout accounts. Reviewed troop committee reviewed purchasing policy: All requests for purchases must be brought before the committee for approval. Discussed and voted on purchase of fire pit for troop. Council has a new policy prohibiting digging fire pits at council camporees. Approval was given for Jeff to purchase a fire pit with lid up to $250. Parents of NYLT boys were granted full payment of fees prior to getting committee approval. Committee felt they should pay the full fee of $50 per boy in fairness to the parents. However the committee does not want to set a precedent of paying full NYLT fees since it could potentially bankrupt the troop. Council may be changing the format of NYLT training such as extending it to a week-long training and increasing the fee. The committee agreed to revisit the issue of paying some portion of NYLT fees prior to next summer. Membership report: scouts may enter to win either a Wii or DS2 by registering a new scout to the troop. Visit the council website for details. Advancement report: 3 boys attended BOR in August. There are 3 boys on the list for September. Boys can no longer email committee for BOR requests- they must request in-person. Requesting that SM check dates, MB’s and leadership prior to signing off on scoutmaster conference. There have been issues with scouts coming to BOR that haven’t fulfilled these requirements but was signed off anyway. Troop needs to determine if they want to continue the tradition of Eagle coins. Some Eagle medallions are not getting returned. Peggy will research and bring information to the next committee meeting. Neil/Darlene will purchase the Eagle plates for the plaque for both Peyton and Hunter as approved by the committee.

Set date for annual parent/volunteer meeting for Sept. 13. Set date for MB sign up and training for Oct. 4. All adults and MB counselors need youth protection training as per council policy. Training will be held Sept. 2 at roundtable for all adults or it can be done on line.

Scout Accounts: Additional discussion was had regarding zeroing out the accounts on Aug. 31 each year. Committee voted to extend the cut off for 2010 to September 30 to allow boys to use their funds for the upcoming canoe trip. Following the meeting, a vote was taken via email of all 9 registered committee members regarding whether to alter the current policy. 8 voted to keep the policy as written and 1 voted for change. Therefore the policy stands as written. No further discussion will be held in this matter.

Scout Account Policy

Scouts may save funds from troop fundraisers in which they participate in their personal “scout account” for a period of up to one calendar year beginning on September 1 and ending on August 31. Scout account funds are owned and managed by Troop 37.
All reverted scout account funds are to go into the general troop fund at the end of each calendar year and are used to pay for troop expenses. The troop committee reserves the right to extend the deadline for reversion and should review scout account totals at the end of each calendar year prior to reversion.
Upon turning 18, a Scout’s account reverts back into the general troop fund.
No scout may cash out his account to receive hard currency for any reason.
Scout accounts may be used to fund troop activities and registration. Scout accounts may be used to fund high adventure trips such as Philmont. Scout accounts are not used to pay grubmaster fees.
Scout accounts may be used to fund a Scout’s Eagle project. 10% of the total cost of the project is the maximum that can be used on any project.
Any Scout (not parent) may approach the troop committee about carrying over funds in his Scout account into the next calendar year in order to pay for Eagle project expenses or planned high adventure trips. Scouts must provide, at a minimum, documentation showing Scoutmaster approval and date of trip or project. The troop committee reserves the right to accept or deny any request and/or ask for additional information and documentation.
If a Scout fails to pay his registration fee or activity expense the troop committee reserves the right to deduct said expenses from his Scout account.

It is up to the Scout and his parent to review expected troop expenses and determine whether to participate in troop fundraisers in addition to helping their scout set fund raising goals. It is up to each Scout and his parent to review troop policies and procedures and make the decision to participate. No Scout will be forced to participate in troop fund raising activities.

Committee Meeting August 23

A. Call to Order

B. Welcome and Introductions

C. Approval of Previous Committee Meeting Minutes

Members present: Peggy, Janet, Wayne, Jeff, Sue, Bonnie, Diane. Treasury report:$6,627.97. Summer camp final fees were turned in to the treasurer for payment to council on May 1. Need to begin collecting Moose Camporee fees but the cost is not yet known. Advancement report: 3 boys attended BOR in April. Several new scouts have earned the rank of Scout. There is 1 boy on the list for May.

Google Group: Janet will contact Gary to find out who is signed on to this group and remove anyone who doesn’t need to be on the group. Most members do not have a profile. We will need to ask scouts to create a profile so we can see who is a member.

Ann will coordinate with Peggy to organize forms for summer camp. This will happen in May.

Janet will work with Jay to maintain the calendar for the troop. Following the PLC, the Google calendar will be updated.

Fundraising: We should consider looking at additional fundraisers for scouts. There were questions about whether to increase the amount the scouts will earn per ticket for the upcoming Applebee’s breakfast. Currently scouts get $1 for each ticket. This fundraiser was intended to be a troop general fundraiser. At this time, we will not increase the amount but if we do this fundraiser again, we will consider giving the boys a bigger cut.

Scout Accounts: Additional discussion was had regarding zeroing out the accounts on Aug. 31 each year. Concerns were raised about boys not being able to spend money before August. See agenda meeting minutes from April 2009 for decision about scout accounts. We will see how much money is left in the boy’s accounts in August and determine whether we need to waive the rule for this year.

Steven M. presented his Eagle concept. Peggy will find out whether his project is a former Eagle project or an extension of a former Eagle project. Steven needs to get approval from the recipient. Both items need to be finalized before he can continue. The committee will meet with him in May to give him a decision.

1. Reports: Please note functions for each

1. Scoutmaster: (Scouting program progress, Patrol activities, PLC activities, OA activities, disciplinary issues, attendance/membership issues, monthly outing plans/needs, troop needs, etc.)

2. Secretary: (committee minutes, troop calendar, resource survey results, etc.)

3. Outdoor/Activities Coordinator – VACANT: (outdoor plans, special activities, service projects, etc.)

4. Treasurer: (Scribe support, current financial standings, troop budget, Friends of Scouting, etc.)

Committee to review and discuss committee financial procedures regarding purchases

5. Membership Coordinator: (Scout recruiting, Pack outreach, community relations, publicity, etc.)

6. Advancement Coordinator: (Scribe support, troop advancement, courts of honor, etc.).

7. Chartered Organization Representative: (Historian support, sponsoring organization news and needs)

8. Training Coordinator: (new training materials, youth & adult training opportunities, youth protection program, etc.)

9. Equipment Coordinator: (Quartermaster support, troop equipment [needs, safe use & storage], etc.)

E. Old Business: (reports on task assignments from previous meetings and unaddressed business)

1. Status on outdoor activity coordinator position.

F. New Business: (volunteer for or assign tasks as issues are discussed)

1. Scout accounts: review monies and determine whether to hold off on zeroing accounts until 9/30/10.

2. Discussion of NYLT payment.

3. Determine date for annual state of the troop meeting for parents; review volunteer list and committee positions and determine need for 2011.

4. Troop calendar for approval. August is supposed to be PLC focus for the next cycle- September to February. Calendar is only good through October.

5. Youth protection training requirement for all registered adults and how it affects recharter.

6. Canoe trip- we need to collect money and get a payment to livery service (Sue). Money is to be paid by 9/13 (no meeting 9/6). Also need collection process for Apple Harvest soon.

7. Fall COH is on the yearly troop calendar for November. Discuss and schedule.

8. Jay has requested committee handle procuring plaques for SPL and McLaughlin awards. We will need to purchase prior to winter banquet/COH.

9. Signaling MB was started but troop needs someone qualified to finish MB. Discussion.

10. Annual review and update of documents (boy, adult handbooks) on troop website. Janet

G. Unresolved Business: (volunteer for or assign tasks as issues are discussed)

H. Announcements:

1. The next PLC meeting is ?

1. The next troop meeting Scouts can attend a Board of Review is Monday, September 27. **SCOUTS must request a BOR from committee prior to 9/13 and have already had a scoutmaster conference.**

2. The next Troop Committee meeting is 7:30pm on Monday, September 27th, at HAUMC.

I. Adjournment

Committee Meeting April 26

A. Call to Order

B. Welcome and Introductions

C. Approval of Previous Committee Meeting Minutes

Members present: Peggy, Janet, Darlene, Wayne, Jeff, Sue, Bonnie. Treasury report:$5,599.39. Summer camp deposit was mailed. Final payment is needed by May 1. Advancement report: 4 boys attended BOR in March. There are still 2 boys on the list for April.

Troop numeral patches will be available for purchase for $4 each. New scouts crossing over will continue to receive these along with their scout handbook. Sue will look into new class B t-shirts for summer camp. The website needs to be updated with the current BSA waiver form. The remainder of the decals for the trailer will be put on when the temperature is warm enough.

D. Reports:

1. Scoutmaster: (Scouting program progress, Patrol activities, PLC activities, OA activities, disciplinary issues, attendance/membership issues, monthly outing plans/needs, troop needs, etc.)

2. Secretary: (committee minutes, troop calendar, resource survey results, etc.)

3. Outdoor/Activities Coordinator – VACANT: (outdoor plans, special activities, service projects, etc.)

4. Treasurer: (Scribe support, current financial standings, troop budget, Friends of Scouting, etc.)

5. Membership Coordinator: (Scout recruiting, Pack outreach, community relations, publicity, etc.)

6. Advancement Coordinator: (Scribe support, troop advancement, courts of honor, etc.).

7. Chartered Organization Representative: (Historian support, sponsoring organization news and needs)

8. Training Coordinator: (new training materials, youth & adult training opportunities, youth protection program, etc.)

9. Equipment Coordinator: (Quartermaster support, troop equipment [needs, safe use & storage], etc.)

E. Old Business: (reports on task assignments from previous meetings and unaddressed business)

1. Status of troop ID decals for trailer.
2. Update on Applebee ticket sales – Diane.
3. Status on outdoor activity coordinator position – Ann.

F. New Business: (volunteer for or assign tasks as issues are discussed)

1. Summer camp parent meeting needs to be set.

2. Class B t-shirts.

3. We need a troop calendar for approval.

4. Presentation of Eagle project concept by Steven M.

G. Unresolved Business: (volunteer for or assign tasks as issues are discussed)

1. Patrol boxes- are we going to introduce to the troop patrols?

2. Troop calendar.

3. Summer camp final fees were due 4/19.

H. Announcements:

1. The next PLC meeting is ?

1. The next troop meeting Scouts can attend a Board of Review is Monday, May 17. **SCOUTS must request a BOR from committee prior to 5/17 and have already had a scoutmaster conference.**

2. The next Troop Committee meeting is 7:30pm on Monday, May 24th, at HAUMC. There will be NO committee meeting in June.

I. Adjournment