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 6th for caroling and on December 13th 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!
