Troop
Parent Committee Meeting
Jim Starratt’s Office
Attendance:
Jerry Seymour
Beverages were
provided by
Action Steps Update: (Peggy McGrew )
Flyers for pot luck went out
Purchased griddle for Prince of Peace kitchen
and pancake breakfast
File boxes were purchased and stocked
Not sure if CPA review has been scheduled
May Roundtable Report: (Peggy McGrew )
Youth Protection training
Safe Swim Defense and Safety Afloat training
Friends of Scouting ends May 31st
Scoutmaster Report: (Patrick)
Upcoming Outing.
Total of about 12 Scouts on both outings. Much of this probably due to holiday
weekend. Historically we have not camped
on Memorial Day. Scouts attending this
month’s outing are going to have a terrific weekend with incredible learning
opportunities because of the small numbers of boys attending.
Probably shouldn’t schedule an outing for
Memorial Day weekend in the future.
Peggy is helping to set up a Mandatory Parent
Meeting on June 10th to discuss discipline within the troop and
required parent support. Patrick will
meet with the parents at 8:00 pm while the boys are involved in an activity.
We have enough backpacking equipment for the
outings this month.
Finance Subcommittee Report: (Ernest Zimmermann )
There are still slots available for working at
the Garage Sale. Great to use phone tree
for this.
Pancake Breakfast. We will write the procedures for all aspects
of this job so that it will be easier next year. Marti did a terrific job supervising all
areas of this major event from set up, physical arrangements, managing
cooking/food prep volunteers, managing serving volunteers, making sure we had necessary
equipment for cooking and serving, collecting food donations, tracking sales of
tickets, advertising this event within the troop, and cleanup. Perhaps in future years this fundraiser would
best be run with a committee of people meeting a couple months in advance of
the event to lighten the load on our Pancake Breakfast Coordinator and
Assistant Pancake Breakfast Coordinator (Ernest Zimmermann). It is clear to the troop parent committee
that this event will always require a strong leader who can oversee all
activities. Thanks to Marti for being
just such a leader this year and last year!!
Net finances are fine at this point
Membership/Communications Subcommittee Report: (Rayna
Burgess )
Phone Tree – getting this started
Recruiter – Pot lucks are working really
well. We’re having a good time getting
together for fun!
Tim Shannon needs more experienced Scout parents
for the New Scout Parent Buddy Program.
If interested, please contact Tim directly.
Peg will send out Newsletter etc. tomorrow including:
Mandatory
parent meeting
Friends
of Scouting letter
Membership
cards from last December
Garage
Sale Flyer
Other
Misc.
Roster update coming in June.
Outdoor/Activities Subcommittee Report: (Jerry Seymour)
TRANSPORTATION:
Michelle is doing a great job with transportation. We still need a backup/assistance to work
with Michelle.
T-SHIRTS:
55
shirts were ordered by Scouts
Parent
Committee approved expenses to buy extra T-shirts for our Troop inventory.
T-shirt
order will be placed on Friday.
UPCOMING OUTINGS
May
– Multi-outings after Flags on Graves
June
– Outing cancelled due to change in date for Summer camp
June
meeting activities are geared for Summer Camp.
Reviewing merit badges, medical forms etc. It is important for Scouts to attend
meetings!
PLC
will meet for Annual Program Planning in June
Summer
Camp
We
will set up a Summer Camp meeting for Parents on a Monday in June
2nd
Payment is now due
High
Adventure (Northern Tier)
Crews
are getting ready for this outing.
MEDICAL FORMS:
Medical Forms are still not completed.
We need someone to do this job!
We will call an Outdoor/Activities Subcommittee meeting on a Monday and
recruit any parents standing around or available to help with these menial but VERY necessary tasks.
Help
to complete spreadsheet of who needs what.
New
Scouts don’t have proper medical forms on file yet.
Want
to convert old-style files into file boxes like our mailboxes. Expenses were approved, by the committee, for
this effort.
OUTING PACKET PROCESS
Questions
were raised as to how we keep the driver information, which we use to fill out
our local tour permits. This information
is kept in the Troopmaster database and updated annually. Driver rosters can be printed out from the
database and attached to the local tour permit.
We will be getting this information from our new parents so that they
can be drivers too.
It
would be good to document this process so that it is clear for anyone who has
to fill out a local tour permit, lead an outing and also for patrol outings.
Current
Trip Slip procedure is not effective, we must update it. Trip Slips are turned in and then Scouts
no-show on the date of the event causing extra food costs and an extra burden
on those attending the event. Scouts
show up for events when they have not RSVP’ed with Trip Slips or phone calls,
also an extra burden to those leading the event. This procedure must be revised and
documented. Patrick to also talk about at
upcoming Mandatory Parent Meeting.
Advancement Subcommittee Report: (Peggy for Lisa Solomon)
Lisa is putting together a Camporee “Fishing”
box. This will contain needle and thread
and extra patches necessary to bring uniforms up to “perfect” such as “2”s,
Council patch etc.
Roberta Bronstein is going to take over the
Neckerchief job. Yeah! Thanks!!
Three cheers for the Red, White and Blue!
We have a volunteer to take over Advancement
Database entry and running reports so that our Assistant Scoutmasters will have
up to date advancement information for each Scout when they go on outings. Scouts will still need to bring their books
to all meetings and outings to get them signed off!! Responsibility for advancement still resides
appropriately on the shoulders of each individual Scout, however with these
advancement reports, the Assistant Scoutmasters will be better able to nudge
Scouts toward completing requirements, or even just getting requirements signed
off that they have completed time and time again without bringing their book!!
Susan Freed is taking over the display Advancement
Boards. Hurray!! These boards are great for everyone to see
how our Scouts are progressing. It is a
big job and we are grateful to Susan for taking this on. It will help all of our Scouts!
Troop Advisors (All Positions Open)
Training
Adult awards
Chaplain
Other Business
Financial System Transition. We plan to begin using QuickBooks next
month. Quickbooks will be used to
generate invoices for payments due, to track fundraisers, to track expenses, to
generate monthly financial reports, and eventually to generate and maintain a
troop budget. The key to presenting
up-to-date reports at each meeting is for the back statement information to be
input shortly after receipt (Kathy needs to get information to Judy.)
Work on the hill behind the church is starting. They are going to develop the hill with
houses etc.
Prince of Peace is currently raising funds for
their own development. Committee is
considering making a donation to this for good will and as a way of thanking
the Church for all of the things they do for us (meeting space, storage space,
use of tables and chairs, use of kitchen for Pancake Breakfast, etc.).
Would the troop consider making a donation to
Friends of Scouting? These funds go to
improving our Council’s camps and creating new Camps. Committee approved a donation to this
fundraiser.
Camperships.
What are the criteria? Every kid
should have the opportunity to go to summer camp. In the case of High Adventure, funds ought to
be raised by the Scout participating in the Troop Fundraisers. It would be good for the committee to
establish procedures for the camperships.
One method may be to have an application and review board. Every Scout in this troop is capable of
earning $1000 in their campership accounts by participating fully in our
fundraisers.
Action Steps Review:
Rayna to get phone tree running and use it for
garage sale info and mandatory parent meeting. For Garage Sale, bring stuff
6-7am or give to friend who is going. Need volunteers! At Mandatory Parent
Meeting, bring insurance card and fill out medical info.
Peg to get Newsletter out by Saturday.
Peggy and Jerry to talk to Joe Perret about a
donation to the church
Peggy will get a check from Finance for Friends
of Scouting
Rayna will email Patrick and Owls about pot
luck.
Peg to distribute latest database to Patrick.
Peg will make a draft of campership procedures
by end of summer.
Rayna to add school schedule dates to complete
template calendar for June Annual Program Planning
Jerry will purchase file box for Medical Record
Information
Peg and Kathy to follow-up to ensure CPA Review
of QuickBooks setup
Peg to get driver information from our new
parents for the database and so they can be drivers too.