COMMITTEE MEETING MINUTES
Friendswood Library
July 13, 2005
Welcome and Introduction: John called the meeting to order at 7:05
pm. Those present: John, Dorothea, Denise, Karen, Jim, Kathleen,
Henry, Mark, Randy, and the Senior Patrol Leader (SPL).
Minutes: No changes noted to the previous minutes, the minutes were
approved as written.
Treasury Report: Denise reported the Troop account balance as $6733.48 of
dispersible funds. She noted that Council had charged the Troop $32.50 on
6/03 and $34 on 6/07 for registration fees. She called Council concerning
this and received information for the date of 6/07- fees for 5 adult leaders not
previously registered in March. She asked Council for an accounting of
these charges. Karen had a letter of late registrations of Scouts and
adult leaders from Council. Denise stated she had not received that
letter but the names did match those she was given by Council.
John wanted to know how many adult leaders of this Troop were registered with
Council. Karen stated, at last count, she knew of 29 leaders
registered. She checked Troopmaster and noted that its database showed 31
adult leaders registered.
John asked about 501c. Karen stated that the school band had sent out an
e-mail stating the band was not permitted by the government to keep individual
accounts for students from fund raising events to help pay for trips.
Denise felt the difference between the Scouts and the band was that the Scouts
were never reimbursed monies in their accounts. The Scout Camp Accounts
are actually "points" earned by the Scout for participation in a fund
raiser- no money is given to the Scout. It was suggested to talk to an
IRS auditor to verify the Troop is in compliance.
Denise discussed Philmont fees listed on the Treasury Report. She stated
that prior to leaving for Philmont, $185 was collected from each Scout to pay
for fuel and wear & tear on vehicles transporting the Scouts to
Philmont. The funds listed for these expenses on the Treasury Report did
not come out of the Troop account but out of the money collected. Of the
money collected, approximately $136 was left. The Philmont group decided
to donate it to the Troop account instead of trying to divide it out among the
Scouts that went to Philmont. The $945 for equipment is what the Philmont group
actually spent of the $1000 approved by Committee for equipment expenses.
Kathleen stated she had a check from the parents of a Scout who signed up late
to go to Camp Cherokee. The check is written for the wrong amount.
Denise said she would return the check to the parents and have them write
another for the appropriate amount. Kathleen stated that one Scout that
placed a deposit for Camp Cherokee did not go and he will need to be reimbursed
for his deposit.
Eagle Projects: None presented. Still need someone to be Life to
Eagle Coordinator. Henry stated that the Scout who presented his Eagle
project last Committee meeting had approached him to have his project signed so
he could present it to Council.
Roundtable Report: No report- Roundtable does not meet again until
August.
Service Projects: Randy stated the service project for the Church needed
rescheduled. He has e-mailed Father Skip and is waiting for a
reply. Dorothea noted Operation School Supply is on the calendar for
August 13. Mark stated he needed to make a sign-up sheet for the
Scouts. Scouts need to be at Mary Queen at 7 am.
John stated July 17 as the day for the Scouts to help serve donuts at Mary
Queen. He commented that the Scouts could help out any Sunday for service
hours as long as they wore their Class A uniform and had someone sign off on
their participation.
SPL Report: SPL discussed the Troop's activities:
Last Troop meeting- a gathering of Scouts to talk about the activities
they were involved in over the summer.
Camp Cherokee- He heard that no Camp staff leadership prevalent at the
Camp. Discussion ensued concerning safety issues at the Camp. It
was recommended that before signing up for camps to verify that only Scout
troops would be present at the camp. Also, the Troop should not sign up
for the last session of a camp. The SPL felt that the Scouts did enjoy
the Camp.
Philmont- He thought everyone really enjoyed the experience and that the
Troop should go again. He noted one of the light stoves failed at 7000
ft. The crews also did service projects.
Advancements: Karen stated she has all of Camp K and Camp Cherokee merit
badge information. Kathleen said she had the sheets from the Ranger
Program at Camp K. She gave these sheets to Mark. She asked for
clarification of "ready for testing" which was written on the sheets
by some of the requirements. It was explained the Scout needed to talk
with Scoutmaster/Assistant Scoutmaster to demonstrate knowledge and proficiency
for that requirement. Randy stated that if a Scoutmaster/Assistant
Scoutmaster witnessed the Scout doing the requirement it could be signed off
without the Scout discussing the requirement.
Training: John asked Karen if she had received many responses on the
merit badge classes offered in September. She stated Carla was handling
this and she had forwarded the e-mails she received to her. She said she
believed the cut off date was in August. She noted that a sign up sheet
was at the Troop meeting but she did not hear it announced to the Scouts.
Some parents did sign Scouts up for classes on the sign up sheet.
Camping: Kathleen stated she had not yet signed the Troop up for Summer
Camp at Buffalo Trails but a deposit should be sent in by February. SPL felt
fundraising needed to be started now in order to pay for transportation to
Buffalo Trails. Mark stated he had checked into the cost of a bus- $5300.
He noted that reservations for Buffalo Trails could be made after Labor
Day. Kathleen stated she would make the reservation and reserve tents for
approximately how many would attend.
August campout scheduled for the 26-28 at Camp K. It was recommended the
Troop camp near the pool or at the FCE site for access to fire rings for BBQ
cook off. Henry said Ron Harris told him to let him know if anything was
needed to ensure the pool was open and he would make sure it was done.
Need someplace to go in September. Chain of Lakes not feasible.
October campout will be at Brazos Bend on 28-30. Need someone to go early
to reserve campsites. Jim volunteered to do this.
Need someplace to go in January- Enchanted Rock already booked. Kathleen stated
she could make reservations for the Troop in 2007.
March is the Lexington trip with campout at reservoir on Friday. Henry
told Kathleen he had the information on this. Attempt to plan this for
the 24-26.
John recommended that Kathleen and Henry get together with the PLC to come up
with camping ideas for the months that need it.
Equipment: Trailer tire, tire iron, farm jack, and new lock for trailer
purchased by Equipment Chair. Griddles still not purchased.
Kathleen stated the griddle could be found at Wal-Mart, brand name Ozark.
Committee requested the purchase of a lock for the trailer tongue.
Fundraising: John asked if Committee felt the Troop would be interested
in selling briskets for a fundraiser. The briskets would sell for about
$30 apiece, cooked by the Knights of Columbus, and delivered to the
purchaser. Committee felt this was a good idea. Tentative date for
sales would be in January.
Flags- Mark stated the next dates for subscription flag set up/take down were
September 5 (Labor Day) and November 11 (Veteran's Day)
Calendar: Kathleen stated she has been looking into a different calendar
software to link to the Troop website. It costs $60/year. Committee
suggested giving the program a trial run to see if it was easier to use and
more accessible than the Yahoo! calendar site.
July 25- PLC meeting at Mary Queen to complete the Troop yearly calendar
August 8- Troop meeting at Mary Queen
August 13- Operation School Supply; be at Church at 7 am.
August 19-21- OA Ordeal
August 26-28- Campout at Camp K with BBQ cook off
Adjournment: The next Committee meeting is scheduled for August 17, 2005
at Friendswood Library. The meeting adjourned at 8:55 pm.