PCM notes for March 26, 2012

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
March 26, 2012, 7:30pm

Members Present: Diane John, Carolyn Powell, Chris Sesler, Donna Cognata, Claudette Borgersen, Lynn Define.

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:

Treasurer: Sue Martin was recovering from knee surgery and could not be present. Diane reported that the scouts account balance report has been sent out to the troop.

 

Camp fees are due to Camp Shenandoah on May 1^st.  The fee is $225.00.

 

Any additional fees incurred due to extra merit badge scouts participate in while at camp must be paid at the same time that the camp fees are due.

All fees for Camp Shenandoah are due to Troop 37 on April 23^rd!!

Fundraising – Carolyn reported on the Clean Machine Car Wash.  By participating in this fundraiser the troop would distribute (or sell) discount cards similar to a grocery discount card that is pre-purchased for a dollar.  Each time the card is used the troop gets a check equaling the amount of discounts given to customers that have our discount/donation card.  The scouts will be asked to make the initial purchase of each card.  All money earned will be troop money.

A MOTION was made to approve the carwash fundraiser.  APPROVED

Carolyn will make up a flyer that will be handed out at the next meeting.  Each scout will be asked to tell Carolyn how many cards they will want.  Carolyn will order the requested number of cards     

Old Business: The re-charter package was completed and turned in and all re-charter fees have been paid.

New Business:

New Parent Meeting – Since there are no new scout families, there is no need to have a welcome meeting.

 

New Number Patches – Diane will work on getting new number patches.  Since the troop has been around for ?? years Diane will get 60 year patches after speaking with Darlene.

 

Trey and Brandon lost their grandfather James Drury Wood, Jr.  The committee discussed what could be done to honor Trey and Brandon’s grandfather; the troop will send flowers to Hill and Wood Funeral Home if the service has not yet occurred. After the meeting Diane and Carolyn checked with Brandon to see what the troop could do. He or his mother will get back to us. A service has already been held.

 

Tee Shirts – Diane will check with Sue to see if there are any extra tee shirts available for the boys to purchase prior to camp.

 

Announcements:

• BOR is the third Monday of the month and the committee is the fourth Monday of the month.
• No meeting on April 9th
• April BoR – 16 April
• April Committee Meeting – 23 April
• May BoR – 14 May
• May Committee Meeting – 24 May
• New Parent Meeting tentatively scheduled for May.
• Summer Camp – June 24-30th

A MOTION was made to adjourn the meeting. APPROVED

Respectfully Submitted,
Diane John

PCM notes for January 30, 2012

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
January 30th, 2012 at 7:30 pm

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

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:

Treasurer: Sue Martin was recovering from knee surgery and could not be present.    

Old Business: Leadership patches – Diane John has purchased the Leadership patches and the total came to 33.80.  Since this is more than originally anticipated, we may need to revisit the amount that was originally approved.

New Business:

Court of Honor – Feb 11^th.  A MOTION was made to spend 250.00 on the CoH this year.  This is an increase from last year due to the price of food and supplies increasing.   APPROVED

Belt Clips – A MOTION was made to purchase belt clips for the scouts.  In lieu of purchasing the patches for the camping trip, it was suggested that we earmark the money for the belt clips.  APPROVED

Diane John was nominated Unit Scouter of the Year by the troop committee.

Training – Diane John reminded the Committee members to go to the BSA website and get training. This is important and will improve our Journey to Excellence score next year.

Announcements:

• BOR is the third Monday of the month and the committee is the fourth Monday of the month.  Due to the holiday schedule, the BoR for January will be held on Jan 30^th
• Scouts should request their BoR by Jan. 23^rd.
• February’s BoR – Feb 27^th.  Request must be made by 20 Feb.  Again, due to the school holiday schedule.
• The next COH will be on February 11th.
• Scout Sunday is February 12^th.
• March BoR – 19 March.
• March Committee Meeting – 26 March
• Family Welcome Meeting – 26 March – tentatively
• April BoR – 16 April
• April Committee Meeting – 23 April
• May BoR – 14 May
• May Committee Meeting – 24 May
• New Parent Meeting tentatively scheduled for May.

A MOTION was made to adjourn the meeting. APPROVED

Respectfully Submitted,
Diane John

PCM notes for November 2011

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

Members Present: Diane John, Melissa Greenspon, Carolyn Powell, Chris Sesler, Lynn Define, Claudette Borgersen.

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:

Treasurer: Troop balance is 6215.03.    

Old Business: Leadership patches – Jay requested that the troop purchase patches for the scout leadership positions.  A MOTION was made to purchase the patches for one year and then revisit the purchase.  APPROVED

New Business:

Diane noted that the troop needs to issue a reminder that dues are due in February.

The scouts need to work on the troop calendar and provide the committee with upcoming events including Summer Camp Dates.

Court of Honor – Feb 11^th.  Chris Sesler volunteered to order the chicken from Wayside and the Biscuits from the Tavern.  There will be the traditional covered dish sign up and the deserts will be made by the boys.

Announcements:

• BOR is the third Monday of the month and the committee is the fourth Monday of the month.  Due to the holiday schedule, the BoR for January will be held on Jan 30^th
• Scouts should request their BoR by Jan. 23^rd.
• February’s BoR – Feb 27^th.  Request must be made by 20 Feb.  Again, due to the school holiday schedule.
• The next COH will be on February 11th.
• Scout Sunday is February 12^th.
• March BoR – 19 March.
• March Committee Meeting – 26 March
• Family Welcome Meeting – 26 March – tentatively
• April BoR – 16 April
• April Committee Meeting – 23 April
• May BoR – 14 May
• May Committee Meeting – 24 May
• New Parent Meeting tentatively scheduled for May.

A MOTION was made to adjourn the meeting. APPROVED

Respectfully Submitted,

Diane John

PCM meeting notes for October 2011

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

Members Present: Diane John, Melissa Greenspon, Sue Martin, Darlene McLaughlin, Carolyn Powell, Chris Sesler, Claudette Borgersen.

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: The Scoutmaster requested approval to purchase patches for the 8 leadership positions in the troop.  The approximate cost of the patches is $3.00 each for a total of $24.00 per election cycle.   The committee would like to know if this is a one time purchase (recycle the patches or new purchase each election) before it will approve the purchase.

Advancement:  Alex is close to finishing his Eagle project.  He only needs to complete the garden and then he will be done.

Treasurer: Troop balance is 8357.00. The property tax on the trailer is now due.  Sue is working with the insurance company to reduce uninsured motorist cost to $59.00/year which would be a savings of $30.00/year.    

Old Business: Sea Base – It was reported that airline reservations could not be made until 3 month in advance.

New Business:

Caroling – The troop needs to work on getting the van.  The date is still undetermined.  It was recommended that the boys need to work on the troop calendar.

Announcements:

• BOR is the third Monday of the month and the committee is the fourth Monday of the month.
• The next COH will be on February 11th.
• Scout Sunday is February 12^th.

A MOTION was made to adjourn the meeting. APPROVED

Respectfully Submitted,
Diane John

PCM Notes for September 2011

Troop 37 – Charlottesville, VA
Committee Meeting Minutes
September 26th, 2011 at 7:20 pm

Members Present: Diane John, Melissa Greenspon, Darlene McLaughlin, Chris Sesler, Sue Martin, Claudette Borgersen,

Guests Present: Pat Taglavore

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: The boys over paid by about 5.00 for the Canoe Trip.  There was discussion regarding getting the boys a patch for the trip.  Jay will find out how much the patch will be and report back to the committee.

Advancement:  Melissa reports that there are two boys who are actively pursing their eagle rank.  They will need assistance in October.

Old Business:

There was no old business to report.

New Business:

There was discussion regarding how to recognize the scout who sold the most popcorn.

A MOTION was made to recognize the boys at the COH who sold the most popcorn by allowing them to eat first.  APPROVED.

It was discussed that the committee would discuss incentives for next year.

The committee discussed dates for the next CoH.  Current proposal is February 12th which is Scout Sunday.

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 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