COMMITTEE MEETING MINUTES
Friendswood Library
April 20, 2005


Welcome and Introduction:  John called the meeting to order at 7:12pm.  Those present:  John, Mark, Randy, Theresa, Janel, Karen, Dorothea, Denise, Carla, Jim, Susan, Kathleen, Troop Senior Patrol Leader, and John Y’Barbo.
Previous Committee Minutes:  No changes noted to the previous minutes, minutes approved as written.
Treasury Report:  Denise reported the Troop balance as $6542.22.  She stated money coming out of Troop funds for Camp Cherokee- 10 Scouts still owe money for camp.  Denise stated that money still needed to be collected for the mini-Philmont.  John stated the Troop would be receiving a check from the Knights of Columbus. Denise noted that John Y'Barbo was working on a VIP donation from Halliburton. 
Theresa presented a grievance to Committee in person and in writing concerning refunds for camps.  She stated that her family changed troops after paying for Summer Camp.  She thought the other Troop was going to the same Summer Camp and requested registration to Camp Cherokee cancelled and money returned so she could transfer the registration with Troop 442. She was told she would receive 60% of monies paid.  Theresa said when she learned that the Troops were going to separate camps, she tried to turn in her Scouts' merit badge selections in order to prevent any loss of money she had already paid and was told that their positions were taken and she would need to pay full price for her Scouts to now go the Summer Camp.  Kathleen stated she removed the Scouts from the list because Theresa said they were not going.  She stated that refunding money was not her responsibility but that of the Treasurer.  Kathleen stated that she was trying to find replacements for the Scouts so Theresa could receive all of her money. Dorothea stated it was Troop policy to reimburse money when someone was unable to attend a function minus deposit and funds from Scout's camp account.  John asked Theresa what she wanted Committee to do.  Theresa stated she no longer wants her Scouts to go with Troop 452 to Summer Camp, she would like her money refunded.  Denise stated that once replacements were found and the spots paid, the Troop would refund the money Theresa had paid for Summer Camp.  Denise also brought up that Theresa had asked her for half of the registration fee she had paid in March to register her sons in Troop 452.  Mark felt Committee needed to develop a protocol concerning this and put it into the Red Notebook.  Karen thought Committee could pro rate the reimbursement of registration fee for those that left the Troop during that year's registration.  Denise made a motion to refund Theresa $50 (half of registration fee for both boys), Mark seconded the motion.  Committee approved the motion with no dissenting vote.
Eagle Projects:  John stated he knew of a couple of Eagle projects that needed to be presented to Committee.  No Scout at Committee meeting to present project.  John stated that Steve wants to be replaced as Eagle projects chair.  He asked Mark if he would like to take over the position.  Mark said he would think about it.
Service Projects:  Pine needle cleanup at Knights of Columbus Hall on April 30.  Denise said she talked with the woman in charge of the Nature Center and she wants the pine needles.  Denise stated this woman is leaving and that Denise would be meeting with her replacement.
Roundtable Report:  John and Carla went to Roundtable.  Carla brought information on Leader training at 10am on April 23, YPT on May 5 and May 12.  John stated that if you take YPT on-line it would not give you a card unless you have a Scout number.
Carla noted that the Scouts could earn a patch on Organ Donor Awareness if a presentation is given to the Troop.
She brought information on Summer Camp at Camp K and the Air Museum at Hobby Airport ($10/adults, $5/ child; open third Saturday every month)
Another activity she presented from Roundtable was Take a Kid Fishing- held on June 4, 2005.
Advancements:  Karen asked where the Court of Honor would be held.  The SPL stated they had decided to have it at the canoe trip on May 14, and then on May 16 have a follow-up COH for those that did not go on the canoe trip.  Karen stated the cut off date for advancements, awards and merit badges was May 2.  She said Scouts could have a Board of Review on May 2 as long as they requested it before May 2.  Mark told Karen one Scout needed a rank patch that he did receive at last rank advancement presentation.  She told him she would obtain one.  She reminded everyone that a Scout receives his patch of rank advancement at Class A troop meetings and at Court of Honor.  If he received the patch at a Troop meeting, at the Court of Honor he would receive his card and mother's pin.
Camping:  John stated a few Scouts going to Summer Camp at Camp K- need another adult to go with this group.
Carla mentioned Space Center Houston.  She had gone on-line to find out information.  The next date available for overnight stay is September 10.  The cost is $50/Scout.  She thought this should be brought up to the Troop to see if the Scouts were interested.
Mark suggested the Committee consider setting up an award for neat tents.  At last campout most of the tents on the inside were a mess.  He thought the reward could be a gift certificate.  Discussion ensued as to setting up honor points for the Scouts doing various activities such being quiet at Troop meetings, participation, teamwork, etc. and who would be responsible for keeping track of points a Scout earned.  Committee tabled decision until the idea could be discussed with Scoutmaster/Assistant Scoutmasters and Troop leaders.
John started discussion on reimbursement of gas for person who pulls the Troop trailer. He felt a line item should be added to the Troop budget to pay for gas used to pull the trailer.  Kathleen recommended adding $1-$2/Scout fees to pay for gas.  Carla suggested mentioning to parents whose Scouts were riding with someone else to an activity to offer to help pay for cost of gas to make the trip.  Kathleen felt that transporting Scouts to the activities was part of Scouting and not a cost that should be collected from Scouts or parents.  A proposal was made to initially put $50 into a gas account from the Troop budget; add $2 to each Scout's fee for camping activities- this money would be put into the gas account; money would be paid out to the person who pulls the trailer from this account.  Since it could not be decided how the money would be disbursed, Committee tabled the proposal for later discussion.
Denise stated she had $253 extra in Troop account from the Lexington trip.  This money was collected to pay drivers for gas.  Denise stated Henry had told her he would take care of it but if anyone knew whom the drivers were she could make sure they received the money.
Kathleen stated a question arose concerning Troop payment of camp fees for
Scoutmaster/Assistant Scoutmasters.  If Scoutmaster/Assistant Scoutmaster going to more than one camp, does Troop pay their fees?  Dorothea stated that Troop policy says the Troop will pay the fees of Scoutmaster/Assistant Scoutmaster going to long-term camps- it does not limit how many camps attending.  Mark reminded Committee that these leaders needed all the requirements (training, YPT, VIRTUS) to be eligible for this.
Training:  Leader training discussed in Roundtable report.
Fundraising:  Mark talked about flag subscriptions:  $30/subscription.  He stated initially it was set up that each Scout receives $5 for each flag subscription sold.  He wondered if it would be better to divide the money evenly between Scouts that participated in selling subscriptions.  Discussion ensued as to fairness of split, Scouts using buddy system to sell- how to split the money between them, and how to credit money to Scouts who sold subscription outside of Troop fundraiser on May 7. Janel stated it was costing a lot to go to Philmont and the Scouts going needed to raise money to pay for transportation to Philmont, etc.  Karen noted that Scouts going to Jamboree were receiving no funds from the Troop to go and that trip cost more than Philmont.  Committee approved for each Scout selling a flag subscription via the buddy system, he would receive $2.50/subscription.
John stated Bill had asked that Committee set a date on the calendar for the selling of first aid kits.  Committee set no date.
Calendar:  April 30- set up Monkey Bridge for Mary Queen Festival.  Question arose as to who knew how to set up the bridge.  Denise said she would ask Alan if he would supervise the set-up. 
May 1- Mary Queen Festival:  need sign-up sheet at Troop meeting for participation.  Randy stated some Scouts had signed up on the Festival poster.  He noted we also needed older Scouts to help direct traffic at the festival.
Other:  Kathleen recommended that the Committee limit the persons entering information into Troopmaster to Karen and John Y.  If something needed to be added or changed on Troopmaster it could be e-mailed or told to them and they could change the information.  Committee agreed that Karen and John Y. be the only persons to enter/delete/change information in Troopmaster.
Adjournment:  The next Committee meeting is scheduled for May 18, 2005 tentatively at Knights of Columbus Hall.  The meeting adjourned at 8:37pm.