Committee Meeting Agenda for September 28

A. Call to Order
B. Welcome and Introductions
C. Approval of Previous Committee Meeting Minutes
We have not met formally since April.
D. Reports:
1. Scoutmaster: (Scouting program progress, Patrol activities, PLC activities, OA activities, disciplinary issues, attendance/membership issues, monthly outing plans/needs, other troop needs, etc.)
2. Secretary: (committee minutes, troop calendar, resource survey results, etc.)
3. Outdoor/Activities Coordinator: (outdoor plans, special activities, service projects, summer camp information, 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.Jay would like additional decals for trailer that identify our troop, chartered organization and location. These need to be priced and purchased if we have an acceptable vendor (Sue/Jeff).
F. New Business: (volunteer for or assign tasks as issues are discussed)
1.Troop committee positions need to be filled: Training Coordinator and Outdoor Activity Coordinator. How can we get more parents/adults involved with the troop?
2.Should we begin tracking blue cards? Is there a procedure for this?
3.Troop fundraisers: Our October Applebee’s date coincides with Apple Harvest. Do we want to reschedule in the winter?
4.Scout accounts: Sue will update current list. Reminder that all accounts will go to –0- on 8/31/10.
5.Need date for summer/fall COH. Does the committee need to do anything for this COH?
G. Unresolved Business: (volunteer for or assign tasks as issues are discussed)
H. Announcements:
1. The next PLC meeting is ?? Jay will determine.
1.The next troop meeting Scouts can attend a Board of Review is Monday, October 19. **SCOUTS must request a BOR from committee prior to 10/19 and have already had a scoutmaster conference.**
2.The next Troop Committee meeting is 7:30pm on Monday, October 26th, at HAUMC.

Committee Meeting Agenda for July 27

A. Call to Order
B. Welcome and Introductions
C. Approval of Previous Committee Meeting Minutes
We have not met formally since April.
D. Reports:
1. Scoutmaster: (Scouting program progress, Patrol activities, PLC activities, OA activities, disciplinary issues, attendance/membership issues, monthly outing plans/needs, other troop needs, etc.)
2. Secretary: (committee minutes, troop calendar, resource survey results, etc.)
3. Outdoor/Activities Coordinator: (outdoor plans, special activities, service projects, summer camp information, 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. Jay would like additional decals for trailer that identify our troop, chartered organization and location. These need to be priced and purchased if we have an acceptable vendor (Sue/Jeff).
F. New  Business: (volunteer for or assign tasks as issues are discussed)
1. Troop committee positions need to be filled: Training Coordinator and Outdoor Activity Coordinator.
2. BOR: review procedures, guidelines, training, troop policies.
3. Troop fundraisers: Our October Applebee’s date coincides with Apple Harvest. Do we want to reschedule in the winter? Clean Machine fundraiser info. Need a popcorn kernel for the troop if we want to participate in sales.
4. Scout accounts: Sue will update current list. Reminder that all accounts will go to –0- on 8/31.
5. Need date for summer/fall COH. Does the committee need to do anything for this COH?
G. Unresolved Business: (volunteer for or assign tasks as issues are discussed)
H. Announcements:
1. The next Troop Committee meeting is 7:30pm on Monday, August 24, at HAUMC.

Photos from the last court of honor

Hey all,
Jay had mentioned that he had not seen the photos I took from our last court of honor. I wanted to resend them and perhaps Gary can attach this link to our website…or download a few photos?

Anyway, here’s the link.

Thanks,

Mike Cvetanovich

Committee Meeting Agenda for April 27

A. Call to Order

B. Welcome and Introductions

C. Approval of Previous Committee Meeting Minutes (3/09) Members Present: Janet, Sue, Jeff, Gary, Peggy, Neil 1. Committee meeting minutes from January were approved. 2. a. There was discussion about re portioning fundraiser money into scout accounts. Currently the troop does not make enough money to cover expenses. 100% of popcorn and tree sales go into scout account with the troop getting no money. The Applebee fundraiser does not make enough money for the troop. It was decided that the scout accounts will accrue money for up to 1 year (August to August). Whatever money remains in a scout account will revert back to the troop after August 30 of each year. Scouts may use their accounts to fund summer camp, high adventure trips, troop outings and registration. Up to 25% may be used toward an Eagle project. 100% of popcorn and Christmas tree sales go to the Scout. For the Applebee fundraiser, Scouts will earn $1 for every ticket sold and the troop earns $4. Scouts attending high adventure trips may accrue money in their accounts longer than 1 year provided they obtain permission from the troop committee. b. The calendar has been completed through July. c. Stencils for trailer are still being worked on. d. Budget Discussion: The following budget was adopted for 2009: Awards/Insignia $600 (possibility of many scouts attaining Eagle this year), Equipment $75, Meeting Expense $150, Trailer Fees $150, Miscellaneous $100. Total Amount Needed: $1075.

D. Reports: 1. Scoutmaster: (Scouting program progress, Patrol activities, PLC activities, OA activities, disciplinary issues, attendance/membership issues, monthly outing plans/needs, other troop needs, etc.) 2. Secretary: (committee minutes, troop calendar, resource survey results, etc.) 3. Outdoor/Activities Coordinator: (outdoor plans, special activities, service projects, summer camp information, 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. Jay would like additional decals for trailer that identify our troop, chartered organization and location. These need to be priced and purchased if we have an acceptable vendor (Sue/Jeff). 2. Class B t-shirts need to be purchased. 3. Status of payments for summer camp and camporees. Have we received all monies owed? When is final summer camp payment due?

F. New Business: (volunteer for or assign tasks as issues are discussed) 1. Troop committee positions need to be filled: Training Coordinator and Outdoor Activity Coordinator. 2. Following G., these scouts wish to present their Eagle projects: Jordan, Ben S.

G. Unresolved Business: (volunteer for or assign tasks as issues are discussed) 1. Update on Eagle projects status.

Troop Planning Calendar as of 2/18/09

The troop planning calendar as of 2/16/09 is online.

Committee Meeting Agenda for Febrary 23

Abbreviated Minutes from January 26.

Members Present: Janet, Lita, Sue, Jeff, Diane, Gary, Peggy, Neil

1. Committee meeting minutes from November were approved.

2. January Minutes

a. We currently have about $4000 in the account but some of that money belongs to the scouts in their accounts. Sue will check with council to find out how much money is in our troop account. There is still a scout who has not paid for their popcorn. Scout account totals (including popcorn sales but not tree sales) were given out to the scouts.

b. There was discussion about re portioning fundraiser money into scout accounts. Currently the troop does not make enough money to cover expenses. Currently, 100% of popcorn and tree sales go into scout account with the troop getting no money. The Applebee fundraiser does not make enough money for the troop. It was suggested that the troop go back to the old way, which is to allow the scouts to earn enough money to cover summer camp and whatever profit exceeds that amount go into the troop general fund. The Applebee fundraiser will continue to benefit the troop exclusively. We will need to vote on this at the February meeting.

c. Jeff suggested returning to the old method regarding chuck boxes. Each patrol is assigned a color coded chuck box and they are responsible for maintaining it. This prevents abuse and lost items.

d. Stencils for trailer are still being worked on.

e. The winter COH has been set for February 21, 2009. Church has been confirmed. Each family will bring a main dish and a side according to their patrol. Troop will provide bread and paper supplies. Darlene is making the drinks. Sue will send out invitations. Families will be asked to donate money to help defray the cost to the troop (see above money discussion).

f. Summer camp deposits will be due soon, usually by March 1.

g. Recharter is due next Saturday. All scouts turning 18 must submit an adult application. There are still a few boys and adults who need to pay their registration fee.

h. Budget Discussion: We need to prepare a budget to determine exactly how much fund raising the troop needs to do to cover expenses. Based on 2007 and 2008 data, we proposed the following numbers: Awards/Insignia $600 (possibility of many scouts attaining Eagle this year), Equipment $75, Meeting Expense $150, Trailer Fees $150, Miscellaneous $100. Total Amount Needed: $1075. We will need to vote on this at the February meeting.

Agenda for February 23:

1. Approval of January minutes.

2. Reports from committee members.

3. Old Business: Update on signage for trailer. Class B tshirts.

4. New Business: Summer camp deposits and fees need to ironed out. Deposit for troop is due around March 1. Troop calendar from February PLC presented.

5. Unresolved Business: Discussion and vote on scout account practices. Discussion and vote on 2009 budget.

6. Next BOR is March 16. Next committee meeting is March 30 (no school on 3/23).

Committee Meeting Agenda for January 26

Abbreviated Minutes from November 24.

Members Present: Janet, Lita, Sue, Jeff, Diane

1. Committee meeting minutes from October were approved.

2. Old Business:

a. Currently, the troop does not have enough income to cover expenses therefore paying for part of or all NYLT fees for scouts will be done on a case by case basis.

b. Cost for blank t-shirts will run about $10 per shirt. A decision needs to be made about a logo. Perhaps a scout can design one.

c. Jeff and Sue will work on stencil and signage for the trailer.

d. A 2-burner stove is the only piece of equipment that needs purchasing for 2009.

e. The winter COH has been set for February 21, 2009. We need to confirm with Neil that the church has been reserved for us.

f. Registration fees are due now. They have been increased to $35 for scouts to cover troop expenses. Adult fee remains $12.

g. Janet and Sue will work on preparing a budget and updating scout account totals.

Agenda for January 26:

1. Approval of November minutes.

2. Reports from committee members.

3. Old Business: Update on signage for trailer. Class B tshirts. Scout account totals.

4. New Business: Budget review for 2009 based on 2007 and 2008 data. Registration fee payment update (has everyone paid prior to recharter?). Unregistered adults must submit adult applications tonight to be included in this year’s recharter. Winter COH preparations. Definitely need committee members to help with BOR on Feb. 2.

Committee Meeting Agenda for November 24

Abbreviated Minutes from October 27.

Members Present: Janet, Peggy, Sue, Jeff, Lisa

1. Committee meeting minutes from September were approved.

2. New Business:

a. A budget needs to be prepared before determining whether to allow Applebee’s profits to be shared between scouts and the general troop fund. The committee needs to determine what equipment needs replacement and include it in the 2009 budget.

b. For new adult leaders, letters should be sent out to references and checked by the committee since council does not do this.

c. Merit badge counselors will be reregistered with our recharter in February. It was agreed that photocopies of the registration form will be used in subsequent years so that counselors will only need to resign and date. This makes the advancement chair’s job easier.

d. Class B t-shirts need to be ordered since it has been several years since the troop has done this. Peggy and Sue will facilitate this.

e. The winter COH has been set for February 21, 2009.

Agenda for November 24:

1. Approval of October minutes.

2. Reports from committee members.

3. Old Business: Decals for trailer need to be priced and purchased if we have an acceptable vendor. Class B tshirts. Need to confirm with Neil that the church has been reserved for Feb. 21 COH.

4. New Business: Jay has asked that the troop pay for part of NYLT fee if a scout wants to attend. 2009 budget needs to be prepared based on 2007 and 2008 expenses. Equipment replacement list needs to be prepared with budget. Christmas tree sales. Applebee’s fundraiser has been set for 10/17/2009. Scout account totals need to be updated and posted with popcorn totals before year end.

5. Possible BOR if time permits.

6. No committee meeting in December due to holiday. Meetings will resume in January 2009. BOR for December will be scheduled for either 12/8 or 12/15 depending on troop schedule.

Committee Meeting Agenda for September 29

Abbreviated Minutes from August 25

Members Present: Janet, Gary, Jeff, Peggy, Sue

1. Committee meeting minutes from July were approved.

2. Reports

Peggy: There were some merit badges from Moose camporee not given out at COH. The records exist for these and those badges will be given out at the next COH. Scout books will be checked for advancement dates, leadership and service. The scoutmaster should be sure all requirements are signed off in the scout’s handbook at the scoutmaster conference. Some boys have come to BOR without having requirements signed off. Corey L. and Chris H.’ s eagle projects were deemed acceptable but the write ups need to be cleaned up. Peggy is working with these scouts. There will be merit badge training on September 8 for adults who signed up as MB counselors. Peggy would like to talk with new Life scouts as they advance about Eagle project write ups in terms of detail and format needed. The life purpose paper for prospective Eagle candidates is due at their Eagle scoutmaster conference.

Sue: $5015.45 is in the bank. Insurance for the trailer is on the way. Note that contents in the trailer will not be covered with the insurance.

Jeff: New dining flys/tarps were assembled tonight. Jeff will check the propane supply prior to Apple Harvest.

3. Old Business: Jeff will set up a meeting date and time to resolve the issues raised during the Philmont trip.

4. New Business: Mike agreed to be the training coordinator for the committee. Youth Protection training is needed in the troop. Popcorn order forms were mailed and scouts should be taking orders. Applebee’s tickets will be available the first week in September.

Agenda for September 29:

1. Approval of August minutes.

2. Reports from committee members.

3. Old Business: Popcorn sales- need a volunteer to pick up the troop’s popcorn order on Nov. 7. Applebee’s- need a volunteer to make a large sign to put on Rt. 29 and another to buy a couple dozen donuts for the kitchen staff. Decals for trailer- need a volunteer to price decals for trailer.

4. New Business: Youth Protection Training- set an October date for adult training if possible. Review letter to council regarding committee’s recomendations from the Philmont trip. Jordan F. presentation of his Eagle project concept paper.

Committee Meeting Agenda for August 25

Committe Meeting Agenda for August 25

Abbreviated Meeting Minutes from July 28

Members Present: Janet, Lisa, Sue, Gary, Jeff, Jay

1. Committee meeting minutes from April were approved.

2. Reports

Sue: The troop now owns a 6×6x10 trailer. Still need to title, license and insure it and are working on that. Summer camp fees were paid in full and there is no outstanding debt on the boy’s part. Checkbook balance is $5235.16.

Gary: PLC has outlined a rough plan through the end of the year. Coming up are the Rivanna trail cleanup and day hike to Rip Rap followed by Apple Harvest prep campout and Apple Harvest.

3. Old Business: The popcorn in the scout room expired in 2007. It will be given out to the boys tonight since it can’t be sold. There are still 2 cases of caramel corn with no dating on it (although it is approaching 3 years old). We will drop the price to $4/can and try to sell it within the troop.

4. Unresolved Business: Jay would like new dining flys ready by Apple Harvest. Jeff will assemble the materials and work with the boys during a troop meeting so they know how to put them together. The finance section of the parent/boy handbook has now been updated to include guidelines on how funds from a scout account may be used. Funds may be used for troop activities or registration but not to finance an Eagle project. Once a scout ages out or leaves the troop, funds will revert into the troop general account.

5. New Business: Jay brought the committee a letter written by the Philmont expedition leader detailing his experience on the trip. The committee reviewed and discussed the letter.

Agenda for August 25:

1. Appproval of July minutes.

2. Reports from committee members.

3. Unresolved Business: Philmont trip

4. New Business: Applebee’s fundraiser (logistics, date and whether all money goes to troop or it some portion will go towards boys accounts) and peanut/popcorn sales. Decals for side of trailer.