From: GDSTEXAS@cs.com
Sent: Thursday, November 18, 2004 4:58 PM
To: mmanusov@ghg.net
Subject: Committee Meeting Minutes
COMMITTEE MEETING MINUTES
FRIENDSWOOD LIBRARY ACTIVITY BUILDING
NOVEMBER 17, 2004



Welcome and Introduction:  Robbie called the meeting to order at 7:04pm.  Those present- Robbie, Henry, Bill K., John, Carla, Dorothea, Randy, Psam, Teresa, Alan, Steve L., Denise, Karen, Bill P., and Mark.
Previous Committee Minutes:  No changes were noted concerning these minutes.  Committee approved them as written.
Treasurer's Report:  Denise stated that the Troop had $4207.67 in the account.  Robbie wanted to know if the money from the sale of the 72 First Aid kits was included in that amount as well as any reduction needed for the building of new First Aid kits.  Psam said it was.  Bill K. said he had an additional $40 in sales from what was previously stated.($20 of this is included in the account total)
Eagle Projects:  Robbie stated that a Scout wished to present his Eagle Project a week from Monday at the Troop meeting.  He asked as many Committee members as possible to be at the meeting to hear the presentation.
Roundtable Report:  No report available.
Advancements:  Karen stated no advancements to note.  Robbie said he has a list of Scouts completing Family Life merit badge.  Alan noted that OA elections were soon.  He would like a list of current OA members in the Troop.  Karen stated she could put them in Troopmaster if she had a list.  Alan said he has tried to get a list from Ron.  It was suggested that Tristen might have a list of the members or contact the OA Lodge for the list.
Training:  John reported no new training.  He asked that anyone who receives training at camp to let him know so that he can update his records.  Randy stated that 10 people (Pack and Troop) took VIRTUS training.  He said another session would occur on December 4, 2004.  He will send an e-mail with further information.  Robbie wanted to know if everyone required to take the training had done so.  Randy asked if adults that were listed but no longer active were required to take it.  Discussion arose as to who needed to take VIRTUS. The comment was that any adult registered as an adult leader needed to take the training.  It was also felt that any adult interacting with the Scouts (i.e. going on camping trips, being counted as part of the two-deep leadership at a Scouting event) needed to be trained.  Randy stated he would check with the VIRTUS coordinator at the Church to find out the requirements.  Robbie said he would e-mail any adult who did not have VIRTUS to let them know they needed the training.  Robbie wanted to verify that adults had been selected for Wood Badge- John and Jim going with Bill K. as back up.
Equipment:  Equipment chair has created an inventory of equipment for the trailer in response to several e-mails.  The former Quartermaster also created an inventory list of supplies and equipment in the trailer.  Bill K. and Teresa requested a copy of the lists.  Bill K. stated that items were being removed from the trailer without the knowledge of the Quartermaster and Equipment chair.  He felt that a sign-in/sign-out sheet was needed to keep track of Troop equipment.  He acknowledged that this had been tried before without much success.  Dorothea stated that an erase board is mounted on the door for people to write down what was removed from the trailer.  Alan thought that it was time to change the combination of the locks.  Denise felt that the combination should change with each quartermaster election.  It was suggested that a different combination be used for the equipment door.  Committee decided that the combinations would be changed on the locks every 6 months (elections).  This will limit access to the trailer and equipment to current Troop members.
Fundraisers:  Bill K. asked what adults would be present for the building of First Aid kits at his house on December 4.  He needed an adult volunteer to get pizza.  Teresa volunteered.
Camping:  Henry stated all were ready for Fall Camp.  He had all the merit badge selections but one.  The designated campsite is 2- campsites may change if it continues to rain.
Calendar:  Teresa asked why only one merit badge was offered at each Troop meeting.  Alan stated he was trying to follow a guide suggested by BSA on running a troop meeting and keeping some organization.  Discussion ensued that those Scouts that already had the merit badge being taught could help teach others in learning the merit badge requirements.  Bill K. felt that the older Scouts teaching some of the requirements for the Camping merit badge at the last meeting were a step in the right direction for the Troop.  Teresa stated that she would like to teach a merit badge on Animal Science.  It was suggested that she make an adult announcement at the Troop meeting so that those interested could sign up with her to do the requirements.  It was mentioned that merit badge counselors are available to the Scouts for those merit badges not taught in the meetings.  Committee meeting moved to December 8 so the library would be available.  Highway clean up scheduled for December 11- Robbie will contact Lee Swindler.  Caroling- Alan said he called two nursing homes and neither had returned his call.  It was suggested that the Scouts could carol for the Special Friends at Mary Queen.  Lexington is scheduled for March 5 but the Troop is not registered- need number of people going and money sent.  Robbie suggested that Committee set a number so that the money and registration could be completed.  Committee decided on a total of 20 (Cub and Boy Scouts and adults).  It was also approved that a Scout could bring a friend as long as he was scouting age.  Winter Camp scheduled for December 26-31- two adults going.  Alan questioned whether two-deep leadership could be maintained with only two adults.  Henry stated other adults told him they could attend some of the days but not the whole campout.  Ad Altare Dei project on calendar- Dorothea stated that the reminder on the calendar should be removed on days when no troop meeting occurred and that the project ends as of January 2005.  Space Center lock-in cancelled- no camping activity now scheduled for January.  Committee blocked off the weekend of January 14-16 for a camping activity to be decided on by the Troop.  Pinewood Derby is on the weekend of January 22- need Scouts to help.  Dorothea noted that the Ad Altare Dei lock-in is on January 7-8.  Scout Sunday on February 13- campout at Mary Queen that weekend with work on Pioneering merit badge.  Dorothea stated that DCCS has Scout Sunday scheduled for February 6 with the Scouts who completed AAD receiving their religious emblem at 1:30pm in Missouri City.  Mark announced that Crossover will be on February 27 and Blue and Gold on February 5- he will need Scouts to help with both events. Scouting Redbooks and handbooks need to be assembled for the Scouts crossing over.
Other:  Camp accounts:  Robbie felt that a differentiation needed to be made in the funds put into the camp accounts for the Scouts.  It was noted that adults do not have camp accounts.  Psam stated that when her son entered the Troop, he and his parents had to sign a form stating what the camp account was and that only funds from fundraisers would go into the account; that it was a credit and not actually money; account was not cashed out to the Scout when the Scout left the Troop; funds used toward Summer Camp registration.  Now the money going into camp accounts is from refunds from various Troop activities as well as fundraisers.  The camp account funds are used for all Troop activities as well as registration renewal.  Steve L. presented a spreadsheet of the camp accounts.  Total amount of money in accounts from refunds is $467.00.  Robbie felt that money should be refunded to parents on cancellations as long as it didn't impact the Troop fund (i.e. nonrefundable deposits, Troop paying fees).  Denise stated that maybe a grace period could be established for the Scouts to use the money in the accounts, but after today only funds from fundraisers go into the camp account.  Discussion followed on various ways to handle this situation and what to do with the money.  It was suggested that Steve L. and Denise create a formal policy and present it at the December 8 Committee meeting.  Psam said she would give a copy of the form she signed concerning camp accounts to Denise.  A motion was made and seconded to notify the parents of Scouts listed on the spread sheets with money in the columns labeled "credit misc. (notes)" and "credit camp refund" and give them the options of: 1) donating the money to the general Troop fund and receiving a tax receipt for that donation; or 2) receiving a check for the money from the Troop. Committee approved this motion with no opposition.
Previous campout:  John is sending an e-mail out to all who still owe money for meals at the last campout.  Newsletter:  Dorothea suggested the Scout Historian(s) start a newsletter covering previous month's Troop activities at meetings, camping, service projects, and a calendar of events.  A copy could be given to the COR to present to Father Skip so he would know what the Troop was doing.  Another copy could be posted in the display case at Mary Queen to let others know the Troop activities.  No Scout names would be posted- just Patrol names.  Committee approved the establishment of a newsletter.  Courtesy:  Robbie commented that if bringing a Scout to an event that he is not signed up for- not to just drop the Scout off but to let an adult leader know.  Scouts and adults are not to be impolite or discourteous to that Scout or parent(s).  Also, if someone does not show who has signed up, Scouts and leaders are not to be impolite or discourteous to that Scout or parent(s).
Adjournment:  The meeting was adjourned at 8:27pm.