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Troop Parent Committee Meeting Minutes

October 27th, 2005

7:30 - 9:00 pm, Starbucks at Fallbrook/Victory

Attendance:

Peggy, Dave D., David T., Sonia, Barry, Rayna, Lisa, Judy, Bill and Cheryl

Roundtable Report

  • Recharter

    • Almost complete.  Due earlier and earlier each year.

  • Training

    • Outdoor training scheduled for Sage ranch was postponed due to the fire.  It has not yet been rescheduled.

  • District Volunteers Needed

    • Our district is low on volunteers

    • They would like at least one volunteer from each unit.  Troop 22 has Judy.

    • If anyone is interested in volunteering at the District level please let Peggy or Judy know.

  • Camporee  -- April 2006

    • Theme is:  "Be Prepared -- Be a Survivor"

    • Right now there is a contest for Scouts to design the patch for Camporee

    • There is a 6 color limit, patch should be 4 inch x 4 inch square or 4 inch round

    • Designs due by December's roundtable

    • Any troop 22 Scouts interested in the competition should start designing asap!!

  • Eagle Workshops 7pm at every roundtable

    • Every Life Scout should go to at least one of these workshops

    • Each Life Scout must show up in full uniform and must have a parent attend the workshop with him

    • Every Patrol Advisor should be aware of these workshops and be pushing our Life Scouts to attend

    • It is an opportunity to meet, speak with, and get clarification from our District Advancement chair who will ultimately be approving each Eagle rank.  Don't go in the wrong direction!  Get clarification now!!

SM Report

  • Barry for Patrick

  • Patrick will be away for most of the month of November

  • ASM crew will need to pick up the slack

  • Our many Life Scouts can not wait through November, they are time critical with respect to their birthdays.  Janice and Barry will work with them during November.

  • Outing Leaders

    • The concept of Outing Leaders is that each monthly outing is assigned a different ASM to coordinate, advertise for, plan (with boys & SM), and lead. 

    • In August we filled in each outing with ASM volunteers. 

    • Huge THANKS to all those ASMs who have volunteered!!

    • The Outing Leaders have really stepped up and we have four Outings currently in the planning stage!!!  That's TERRIFIC for the troop!!

    • The plan is to always have 3 outings in the planning queue

    • We need the Outing Leaders for the following 3 outings to come to these Monthly Parent Committee Meetings so that we can progress on the planning

    • This month we discussed all three outings in the queue plus we had a fourth Outing Leader come to discuss his outing way in the future because it is going to be a hard one to coordinate.  That's AWESOME!!!

  • Tents from Council

    • Council has had ~6,000 tents donated.

    • They have been used for one event

    • We decided to try to get 25 of these tents for the troop if they are in good enough condition

    • We need a volunteer to go select them and pick them up

    • They will be distributed this Sunday

    • Call or email Barry asap if you can help out

  • ASM Outing November 12-13 at Leo Carrillo

    • All ASMs should attend, please contact Barry

    • It will be strictly Car Camping

    • No uniforms it is not a formal Scouting event

    • Barry is taking input for discussion items via email.

    • PARENTS & ASMS if you have something you want the ASMs to discuss/address please email Barry (burgess@jsei.ucla.edu) asap with the topic/problem/idea.

  • Recruiting Essential

    • We need to encourage Scouts to recruit friends that have never been in Scouting

    • Council wants each unit to recruit 3 new Scouts by the end of the year

  • JLT Huge Success

  • We had 100% attendance at the JLT!

  • We had 100% attendance at the first PLC

  • Patrols leaders are enthusiastic, competent and ready to lead

  • We emphasizes the importance of 100% attendance at PLCs

  • PLC attendance linked directly to advancement

    • Each Patrol Leader knows that if his patrol is not represented at ALL SIX PLCs in his term then he is in danger of not getting credit for his leadership requirement. 

    • The Patrol Leader must personally attend as many PLCs as he can

    • If he can not attend, he must call his Assistant Patrol Leader

    • If his Assistant Patrol Leader can not attend, the PATROL LEADER must call all of the other Scouts in his patrol until he finds one who can attend. 

    • These communications must happen well in advance of the PLC or the PL has failed to do his job.

    • We know right now when each of the six PLCs will be, it is not a surprise.

    • If a Patrol Leader goes through all of his patrol members well in advance of the PLC and still no one can attend from his patrol then he must call his Patrol Advisor (ASM)

    • You see it is much easier to just put the PLCs on your calendar and go to them!!!

    • The troop can not function if the Scouts do not attend the PLCs.

    • Leadership is the whole point of Scouting and they can not learn leadership if they are not present.

Finance Subcommittee Report

  • Financial reports were presented and reviewed

  • Need to get signups asap for Summer Camp and Florida

  • Need to start collecting money for Summer Camp and Florida (especially Florida since we have already spent a lot of money)

  • Recharter money is mostly in

  • Budget

    • Sonia put together a fantastic start at a printed itemized yearly budget for the troop

    • This has been needed for some time

    • After this initial year we will have better numbers on budget items

    • It looks like a great budget to start with, tried to include everything!

    • THANKS SONIA!!

  • Popcorn

    • great job by our popcorn kernels Catherine and Judy!

    • we sold over $6000 worth of popcorn!

    • we made over $2000 in profit, half for the Scout accounts and half for the Campership fund

    • Eric Z. sold over $1000 in popcorn!!  That's awesome!!  Congratulations Eric!!

    • November 5th is popcorn pickup

    • This year's sales were the best they have been in 2 years

    • Great job troop!!

  • Garage Sale

    • Volunteers stepped up

    • THANKS to Ernest who ran another great event

    • We made over $800!!!

    • Thanks to all who volunteered and contributed!

  • ASM Food for Outings

    • Each month food for adults on the outing will cost $15 unless otherwise noted

    • Each adult has an account in our Quickbooks database

    • Adults can make payments to their accounts in advance or wait to be billed

    • Attendance for each outing will be given to Sonia

    • Sonia will bill via email after each outing.

    • Paper invoices are sent troop wide 2-3 times per year and will include any unpaid balance you have.

    • Your account balance is kept in Quickbooks.

    • The adult in charge of food for an outing is given the most up to date adult sign up list and purchases food based on $15 per person and the number of meals necessary for the outing.

    • The adult in charge of food pays for the food and gives Sonia the receipt to be reimbursed.

    • If the adult in charge needs an advance to pay for the food, he or she needs to talk to Sonia personally.

    • If you sign up for an outing, you pay for food even if you don't go

      • If you are an adult and you commit to the outing and you don't uncommit yourself to the adult food coordinator for the outing before that person has purchased the food for the outing, you will be billed for food even though you did not attend.

      • The troop will be buying food for you.  It does not matter if you ate it!!

      • A Scout is courteous.

Outings Subcommittee Report

  • Outings Subcommittee Needs Volunteers

    • We are seriously hurting without Jerry!!!

    • We need to fill in the Outings Subcommittee with a team of volunteers so that things can get done

    • It is CRITICAL right now.  We need reservations for our outings and they are not being made!!

    • We need YOUR help!!!

    • Rayna, Peggy and Jerry to get together to document jobs

    • Monday Outings Subcommittee Meetings in November to recruit and train volunteers

  • Council Patrol Challenge

    • Everyone who participated said it was a lot of fun!

    • One patrol had a 50% no show on attendance

    • This is unacceptable

    • A Scout is Courteous

    • If you say you will attend something, attend

    • If you don't want to attend, don't say that you will

    • That patrol was seriously let down by those thoughtless boys

    • If we had known in advance that there would be so few boys, we could have combined them with another patrol and they all would have had a better time

  • November Climbing Outing

    • Dave D. is Outing Leader

    • Camp Three Falls is booked (Now with its climbing walls you need to book 6 months in advance)

    • Tentative location is Lower Cascade Lake

    • Activities: Hiking, fishing

    • Rent a climbing wall for 2 hours for $400

    • Committee voted to pay half of the cost of the climbing wall and charge Scouts $10 each to pay for the other half.  (means we need 20 Scouts to attend the outing).

  • December Backpack Outing

    • David T. is Outing Leader

    • At JLT the Scouts had lots of ideas for this outing

    • Scouts wanted a two tier trip with an easier backpack and a more challenging backpack all to hook up at the end for a camp on the beach.

    • David willing to coordinate two-tier outing if he can get adult leader support required.

    • Will work with Barry to brain storm possible locations.

  • January Treasure Hunt Outing

    • Patrick is Outing Leader

    • We need to get reservations at Rancho Alegre asap

  • May River Rafting Outing

    • Scouts wanted river rafting and shooting outing

    • Drive up on Saturday early morning (better than Friday night)

    • We will need plenty of drivers

    • Stop on the way up for the Rafting then go on to Camp Whitsett for shooting and camping.

    • This will be another outing that costs

Advancement Subcommittee Report

  • Council Merit Badge policy change

    • Council is no longer accepting blue cards

    • Blue cards are still used for Troop and Scouts

    • Lisa turns in form and keeps the blue card stub

  • Lisa talked to Council about getting our Troop OA information so that we can put it into our Troopmaster database.  She hasn't heard back.

  • Attendance

    • since September attendance has been kept for meetings, PLCs and outings

    • Should be available soon on our Troopmaster database

Membership/Communications Subcommittee Report

  • Recharter is due next month, a few families have not paid yet

    • We desperately need help with the website

    • We would like to separate the photo website from the information website from the Troopmaster database website

    • Anyone who can help we need it asap

    • Historian can help with photo website if we separate the three

  • New Org Chart proposal

    • Peggy suggested that we split the Membership/Communications Subcommittee into two separate subcommittee's the Membership Subcommittee and the Communications Subcommittee.

    • All voted to accept this change

    • All voted for Judy to take the lead of the Membership Subcommittee

    • THANKS JUDY!!!

    • Rayna retains the Communications Subcommittee

    • Look for a new org chart in your mail box in the upcoming weeks

  • Calendar input

    • It was requested that we do not have meetings on Jewish holidays in the future

    • Voted to approve this suggestions

    • Selected preliminary date for Fall Fundraiser as Oct 14,  it is same day as Adventure Day (Cub Scout outreach event), Adventure Day is over by 3:00 so it shouldn't be a problem

  • New Site for Monthly Parent Committee Meetings

    • Voted to have Committee meetings at Gelsons in Calabasas instead of Starbucks

    • Starbucks is too crowded if we get good attendance for the meeting

    • Lots of people don't have time to eat dinner before the meeting and they can run in to Gelsons and get something to eat (biscotti just doesn't cut it!)

Uniform/Training Subcommittee Report

  • NTR

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