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.

Committee Meeting Agenda for May 19

Abbreviated Committee Meeting Minutes from April 28

Members Present: Janet, Peggy, Lita, Jeff, Sue, Neil, Jay, Lisa

1. Committee meeting minutes from March were approved.

2. Reports:

Lita: Still working on contacting principals.

Jeff: Outbuilding has been straightened out and cleaned up.

Peggy: BOR can’t be on a committe meeting night. Boys must have their scoutmaster conference completed prior to scheduling a BOR. BOR should be held the 3rd Monday of each month if possible. Peggy needs to check requirements such as leadership and merit badges prior to BOR. A SM must check service hours to be sure they were completed. We need to be sure we check who is signing off on advancement or merit badges. Peggy and Lita volunteered to go over leadership requirements with the boys to make sure they understand what is expected of them.

Sue: Checkbook balance is $9591.37 with the majority of funds held in scout accounts. 13 boys are signed up for Moose Camporee. All boys except Steven M. and Adam B. have paid the balance for summer camp.

3. Old Business: Roadside cleanup was cancelled. Committee is to ask the boys/troop whether they want to continue with this service project. If they do not want to do this project on a regular basis, we will give up our section of road with VDOT. Jeff will make the announcement. Popcorn sale: The earliest date we can get is June 7 at WalMart, however the majority of committee members can’t be there. It was decided to give away or toss expired popcorn and see how many caramel corn tins are left to determine if it is feasible to sell. Troop 37 Handbook: The handbook needs revision in the finance section to detail current practice.

5. Unresolved Business: What is the plan for ASM for the new boy patrol? Will these boys be split into established patrols if no ASM is found for them?

6. Announcements: Scouts are not to drink the soda in the scout room. Jeff will make the announcement.

Agenda for May 19:

1. Approval of April minutes.

2. Reports: Outdoor Activities, Advancement, Equipment, Training, Treasurer, Chartered Organization, Scoutmaster, Recruitment

Old Business: Status of popcorn (what is left). Summer camp fees (has everyone paid).

New Business: Revisions to finance section of handbook.

Unresolved Business: Boy and adult recruitment.

Announcements: Next committee meeting is June 23, 7:30 PM, HAUMC.

Commitee Meeting Agenda for April 28

Committee Meeting Minutes from March 24

Members Present:  Lisa Hearl, Janet Stern, Peggy Ives, Lita Flowers, Sue Martin, Jeff Martin, Guido Lamonica, Neil McLaughlin

1. Reports:

Neil: The church has asked the scouts to clean up the outbuilding so that maintenance can get to the lawn items. Jeff will make sure this is done.

Lita: Training Dates: March 29 SM and ASM, April 19 New Scout Leader, April 4-5 Outdoor Skills. See SJAC website for details. Note: Lita is moving to Membership Coordinator. We will need a volunteer to be the Training Coordinator.

Jeff: Propane tanks have been filled. No other equipment issues.

Sue: Sue brought a registration and summer camp letter for committee review. She will get these out to boys. Summer camp fees will be due in full April 28. Sue will get list of boys going to camp to Jay and Neil. Need a copy of the roster to check who has not paid their registration.

2. Old Business:

Christmas Tree Sales:  The overall profit for the boys & the troop was very low. The hourly wage for any of the boys, & their helpers, who worked a tree lot was only $3.90 / hour. It was agreed that the tree sales is a lot of time & effort for very little profit. The committee discussed the possibility of the Appleebees pancake breakfast becoming an ongoing fund raiser which would take the place of the tree sales as a means to help raise individual & troop funds. The last profit from the Appleebee’s breakfast was $700. With everyone participating, each boy could potentially earn $50. Even if a scout is unable to be there on the breakfast date, he could sell tickets ahead of time in order to participate. The committee would need to review & set the profit for the troop & the boys. The next pancake breakfast is scheduled for October 25. It was discussed that the troop would continue supporting the tree sales, but possibly cut back on the number of lots & dates. The council, which offers support to all of the troops, does benefit from the profits of the tree sales & it would be understood that the troop should continue to participate. Further discussion will take place regarding specific details at a future meeting.

3. New Business

Leftover Popcorn & Peanuts:  There is quite a bit of leftover popcorn & peanuts from 2 years ago. Items were bought for booth sales & there were only a couple of booths that year. All items were not sold – leftovers include popcorn, lite popcorn, & caramel corn. The caramel corn should be fine as it is sealed within a tin & does not have an expiration date. The popcorn has already expired, but is still usable; however, the quality is not as good as it should be. A couple of ideas were discussed regarding getting rid of any leftovers:  donate it, set up a booth, or just offer it to the boys as theirs to eat. Sue volunteered to set up one booth to sell the leftovers. The caramel corn will be sold as is for $5; the popcorn boxes will be opened & sold for $1 / package. Any leftovers will be donated  to a selected group.

 

Road Clean Up:  The date is 4/19, 8a to 11a. Looking for an scout volunteer to Mr. Fox to lead this community service project. Jeff and Guido will check to be sure vest and bags are available. Those participating should wear long pants & bring gloves.  Janet will make the announcement to the troop and post on the discussion group.

4. Unresolved Business 

Recruitment:  Five new boys joined the troop from Pack 74. Currently, there are only 2 adult leaders – Al Coleman for the Bulls Patrol & Jim Straker for the Cobras Patrol. The troop is in desperate need of new adult volunteers to assist with the other patrols. The Ducks Patrol & the new boy patrol have no adult leaders. Jay will “mentor” the new boys for now, but would like to hand this over to someone interested in becoming an assistant scoutmaster. Jay is willing to do a presentation at PTO meetings, Back to School Nights, or any other open venue in hopes to recruit adults. An assistant scoutmaster does not have to be related to any of the active scouts.  Lita will check on options for Jay & bring back info to the committee. Jay offered to prepare a troop brochure to give to Ann Hoy to take to Winston’s school.

Seabase Trip:  The troop has 6 boys & 2 adults attending Seabase this summer. The cost for camp has gone up to over $700 per person – including the adults who are attending & paying their own way. The group asked the troop if they were willing to donate $200 towards the gas costs which is projected to be $400+. The committee agreed to approve the donation of gas money. Neil also offered to check with the Men’s Group of the church to see if they would be willing to make a donation towards gas money.

5. Announcements:

Board of Review for a Life Scout scheduled for 3/31/08. Will need two registered adults in attendance to conduct the review.

 

Janet edited & updated the Boy Intro, Parent Intro & the Committee Positions. All documents are now available on the troop website.

 

New Parent Intro meeting will be 4/21/08 at 7:30pm. Peggy is going to do orientation session for new parents.

 

Upcoming Scout Events:  day hike -  4/5; hike & overnight camping  -   4/22 and 4/23.

Meeting Agenda for April 28

1. Approval of March minutes.

2. Reports: Scoutmaster, Outdoor Activities, Advancement, Chartered Organization, Training, Equipment, Treasurer, Membership.

3. Old Business: Summer Camp and registration fees status, annoucement of date for popcorn sale

4. New Business: Troop accountability of fees paid for trips, tighter control over money disbursed for trips.

Contact Janet if you have new business to be discussed.

5. Unresolved Business: Recruitment

6. Announcements:

There will be one or more BOR following the committee meeting. 3 registered adults will need to to attend.

The next Troop Committee meeting is 7:30pm on Monday May 19, HUAMC.

Committee Meeting Agenda for March 24

Committee Meeting: Monday March 24 7:30PM

Agenda

Reports: Scoutmaster (Jay), Outdoor Activities Coordinator (Gary), Treasurer (Sue), Advancement (Peggy), Training (Lita), Equipment (Jeff) and Chartered Organization (Neil)

On the table for discussion:

1. Recruitment- both boy and adult. We need to find a volunteer to be the membership coordinator (if we don’t have one already).
2. Fundraisers- tree sales results, Applebee’s
3. Leftover popcorn/peanuts. Need to determine if it is expired. If not, we need a volunteer to schedule a time/place to sell it in the very near future.
4. Schedule Rt. 20 Spring cleanup.

BSA Troop 37

Committee Meeting Minutes – 2/25/08

Members Present:  Peter Michaels, Lisa Hearl, Janet Stern, Gary Banks, Peggy Ives, Lita Flowers, Sue Martin, and Neil McLlaughlin

REPORTS:

Outdoor Coordinator:

Summer Camp:  Deadline to register the troop for camp is 3/1. Camp week is 6/22 – 6/28. There is a $40 deposit due 2/28 along with verbal commitment that scout is attending. If a scout changes his mind later and does not attend camp, the deposit will not be refunded. Camp fee is $185 this year and $225 if paid late. Money can be deducted from scout accounts with balances. All scouts receive notice about camp via direct contact:  Janet will contact new boys from Pack 74, Lita will contact the Ducks, Peter will contact the Bulls, Sue will contact the Cobras, and Chuck will contact the Roadrunners. Sue will maintain a list of scouts who will attend camp and verify payment.

Treasurer:

Disbursement of scout funds from accounts of non-registered scouts will be absorbed back into the troop’s account. All remaining funds from non-registered scouts will be considered a donation to the troop.

There seems to be 2 boys from summer camp last year that have not paid there fees. Neil will follow up & confirm if payment is still needed. If it was deducted from the troop’s funds, the deposit will cover the reimbursement.

The troop has completed rechartering to include all boys that identified that they wish to continue with the troop. Not all boys have paid the $30 registration fee that was due. Sue will send a letter to all of the boys who still owe money & let them know that the full amount will be deducted from their scout accounts. If a boy’s scout account does not have a sufficient balance to cover the $30 amount, a deadline will be set requesting that the registration fee be paid in full. 

Advancement: 

Merit badge counselors are needed in all areas. Boys should think about recruiting teachers, coaches, neighbors, etc. Parents will be encouraged to register as a counselor for areas that they feel comfortable teaching or that they may have some expertise in.

Scouts need to be held accountable for leadership positions, whether it be Historian or Patrol Leader or any other elected role, if they are going to use the position for rank. Adult leaders need to be diligent during Board of Reviews to verify the positions & question the boys to determine follow through from each regarding the duties of their elected positions.