Committee Meeting Agenda for November 30

A. Call to Order

B. Welcome and Introductions

C. Approval of Previous Committee Meeting Minutes (September)

Members present: Sue, Jeff, Peggy, Janet, Darlene, Diane. The committee will pursue an Applebee’s fundraiser to be scheduled at a later date. Patrol boxes will be assigned to each patrol for record keeping and organization. This will help both the troop advancement coordinator and patrol scribe. Peggy will take the old boxes and update them with current information, logs for attendance, camping, service, and blue cards and rosters and bring to the next committee meeting. The parent’s meeting will be held on October 21. This is to be an annual event. Jeff is working on the decals for the trailer. Ben M. presented his Eagle project concept and the committee gave recommendations for improvement.

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). Status?

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

1. Troop committee position needs to be filled: Outdoor Activity Coordinator. Ann Hoy is serving as the parent coordinator and is working on filling positions.

2. Applebee’s fundraiser date; has Diane scheduled a date yet?

3. Annual registration/dues: Reminder needs to go out for all troop members to pay. $15 for adults and $35 for Scouts.

4. Leadership position responsibility review.

5. Alexander E. presentation of Eagle project concept.

6. 2010 Budget- we need to start thinking about a budget for next year.

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

1. Patrol boxes- need to be introduced to the troop. Who is going to oversee this?

H. Announcements:

1. The next PLC meeting is January 11. (Troop elections are scheduled for January 4).

1. The next troop meeting Scouts can attend a Board of Review is Monday, January 11. There are no BOR in December due to the short meeting month. **SCOUTS must request a BOR from committee prior to 1/11 and have already had a scoutmaster conference.**

2. The next Troop Committee meeting is 7:30pm on Monday, January 25th, at HAUMC.There is no CM in December due to the short meeting month.
   

2009 T37 Christmas Tree Sales

Troop 37

Albemarle Square Sat. 11/28 until 9PM
Set up lot and work lot

Barracks Rd Sun. 11/29 3PM to 9PM
Barracks Rd Sat. 12/5 10AM to 3PM
Barracks Rd Thurs. 12/10 5PM to 9PM
Pantops Fri. 12/11 5PM to 9PM
Pantops Sun. 12/13 9AM to 3PM
Pantops Sat 12/19 3PM to 9PM

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.