Troop Parent Committee Meeting Minutes

June 22nd, 2006

7:30 - 9:00 pm, Prince of Peace, outside by Scout project Labyrinth

Attendance:

Janice, Patrick, Bob C, Mike H, Michael H, Sonia, Peggy, Lisa, Judy, Catherine, Kathy

Roundtable Report (Lisa and Judy)

• June Roundtable was the District Awards Dinner & several T22 members were honored

  • Bruce Newborn received the prestigious District Award of Merit

  • Lisa Solomon was honored with Parent Committee Member of the Year
  • Mike Hazard was awarded Assistant Scoutmaster of the Year
•  Safety Afloat and Safe Swim will be offered at the July Roundtable.  All leaders who are going to camp need this training. 

Scoutmaster Report (Patrick)

• Troop has an issue with potential Eagle Scouts downloading documents and guidelines from websites that aren’t in line with National standards.  Recently, scouts have put a lot of work into their Eagle Books that aren’t really required.  The application itself, must be taken off of the National website.
• It should be noted that the Eagle application (only 2 pages) is 98% of what National looks at during their review of the application.  The rest of the book is just 2%!!
• It is imperative that each scout talk with one of the four Eagle Guides in the troop before beginning work on their project and their application and book.  Eagle Guides are à Patrick, Barry, Janice, and Bill. 
• We also need to come up with better Eagle Court of Honor templates.  We are using bad templates and problems just keep getting bigger. 
• It is important that the Parents of the Eagle Scout begin to work the program and script EARLY in the process and review these with Patrick or Janice preferably several weeks before the actual Eagle Court.
• We need to schedule a Youth Protection Meeting before summer camp for the scouts.  Please request all scouts to bring their books to the meeting on July 10^th.  This will be a mandatory meeting with parents.
• At the Patrol leader council there were only 3 and a half scouts present.  The program for the year was discussed.  Still need to get together with the SPL to finalize the plan before handing off to the Parent Committee for calendarization.
• Patrick would like to schedule a mandatory parent meeting for August or September, perhaps while the scouts are at summer camp.

Finance Report (Mike and Sonia H.)

• Currently have about $6,500 in the bank, but $2,700 will go to Whitsett, $1300 for travel expenses, and $700 to Philmont for deposit for next summer.  That leaves about $1800.  Other expenses from Eagle courts and perhaps Florida travel will follow.  Bottom line is that money will be tight until our big fundraiser in the fall.
• Over the past year, we have made a profit of over $3000 in fundraising (popcorn, garage sale, car wash, and pancake breakfast).
• But, we have had big expenses this year.  About $2200 on Eagle Court expenses so far (cake, trophy, hall rental), $1500 on un-recouped camping expenses, and $2600 in cancellation charges ($2,100 from Florida Sea base loss and $500 for Camp Whitsett).
• To date this year we are running at a loss of almost $3000 dollars.
• The troop may need to raise membership fees in the fall during Recharter.  

• Fundraising Report (Peggy and Cathy)

  • Dinner/Dance subcommittee meeting was held last week and was well attended with many people signing up to take tasks
  • Jerry S was in attendance and will again offer up the Malibu Racquet Club for the festivities which are set for September 9th
  • Janice noted that it is important that we turn in a Unit Fundraising form to the council and we need to check with them before we do any soliciting of donations from outside the troop family
  • Kathy Z again offered to help raise funds through her SAT course; it was determined that she will come up with a flyer which can be distributed at Roundtable  and within the troop

Outings Report (all)

• Swim Check and Merit Badge event is this weekend at the Foursquare Church in Agoura (Thanks to the Hazard family!).  Teri O will be providing the beverages and Peggy will be providing the meat from Stone Fire Grill.  Mike and Bob C are leading the event; Joe P will be working on the Swimming Merit Badge with interested scouts.
• Summer Camp – all is going well with plans and preparation.  The bus has been arranged. There are still several spots open and the troop may loose more money if they are not filled.  Since the transportation cost is higher due to higher gas prices, it was discussed and approved to ask each person going to camp to pay an additional $25. 
• High Adventure -  no official report, but it was noted that the crew was meeting on Saturday.
• Storage Barn update – several parents worked over the last weekend and tonight cleaning and organizing the barn.  Thanks to Barry B for completing another cabinet that was also installed. Kathy reported that there are some missing items in the cook sets, etc.  It was discussed that we should send out an email requesting that any one having troop equipment should return it ASAP.
• Annual Planning – see under Scoutmaster’s minute
• Outings Form – Patrick noted that he wasn’t sure the revised outings permission to attend forms will work.  He said many times the forms come back with just a name, let alone phone numbers and other critical information.  Discussion occurred with no resolution.  It was suggested we keep the original forms and make copies. We need to work this further since a subcommittee suggested the changes.  Perhaps a test run of the new form?
• Philmont:  Since we have to pay a down payment shortly, it was suggested we begin to collect deposits for Philmont.   We will start at $75 like in the past.   
• In the future we may need to limit access to summer camps and high adventure bases to keep our losses down.

Advancement Report (Lisa)

• Eagle Palm issue – in the past there has been a minor issue when awarding Eagle Palms because the scout may use a merit badge that he also used in his Eagle application.  It was decided that the Advancement lead should always receive the Eagle Application prior to submitting it to council, so s/he can make a copy of the application for the record and for making sure the data base matches the application. 
• Younger scouts – Patrick recommended that we reinstate the use of recognition beads for those on trail to first class.  Some discussion took place with various ideas and comment.  There was some sentiment that last time the scouts did not wear the beads and so that is one reason way they were stopped.  The next step is that Patrick will talk with Barry and bring it up for further discussion and resolution at the next meeting.
• Attendance – Sonia Henderson is taking over entering attendance in to the Troopmaster database. We need someone at the troop level to assist.  But, who is the current scribe?  It was Derek and then Kenny, but they have both turned 18.  Someone suggested Mitchell, but is he at almost every meeting?  Patrick will take to the next PLC meeting to make sure we have a designated scribe.   
• Advancement updates – Mr. Henderson requested that the database be updated with more recent advancement data that would help the summer camp leaders.  There have been some database issues that Lisa will resolve to insure the most recent data is uploaded for viewing.  Also, Lisa can print reports and hand them out for scouts to update, or review their books at upcoming meetings so that partials can be noted and then recorded.    

Membership Report (Judy)

• Cub Scout day camp – Coming up the week of July 9^th.  Will need some help from scouts to build a flag pole with lashings on Sunday the 9^th prior to the start of camp. 
• Post meeting update: 
  • Jacob E and Eric E will be constructing the flag pole at Cub Scout Day Camp.  Any scout that needs knots and lashings for advancement at all levels to First Class should contact Jacob to sign up to help
  • Sat or Sun July 8th or 9th at day camp location. 
• All scouts who have an interest in Den Chief or Den Aides at camp need to get approval from the scoutmaster first!
• Phone buddies:  the new Tiger and Beaver patrols do not have phone buddies.  Judy will set this up. 

Communications Report (Rayna absent)

• Nothing to report per Rayna
• Although, check out the update to the website! 

Uniform/Training Report ()

• CPR refresher course to be held at 6:30 p.m. on June 26 for the first 15 people to sign up
• See note under scoutmaster minute regarding Youth Protection

Other Business (Peggy and all)

• West Valley Food Pantry sent a thank you note for all of the help the troop gave during the annual May Post Office Food Drive.  Special thanks were given to the three “super moms” – Janice D, Sandra S, and Peg M for assistance in early set-up.
• Still some critical open jobs on the parent committee.  Outdoors Chair has been vacant for a year.  While the individual outdoor jobs are being covered, we really need a lead to help us stay out of the financial issues we ran into this last year. 
• Peggy will be transitioning over the next few months from her position as committee chair (her son turns 18 in September and she has held the post for almost 5 years).  Rayna who was one nominee for the job, may not be able to take it due to a possible return to school.  Sonia was mentioned as another possible nominee if someone could take over Finance.
• Voting will take place at the Parent Committee Meeting in August. 
• Peggy will stay in support of the troop and will help train her successor.  Peg will be working with Rayna over the next year to complete the documentation of troop jobs, tools and Eagle Court of Honor templates.

Action Steps Review

• Patrick

  • Meet with SPL regarding outings calendar and then forward to Parent Committee

  • Ask the SPL to do a phone tree reminding scouts and parents about the mandatory meeting on July 10th and to bring their book and any troop camping or cooking equipment they may have.

  • Talk with Barry about how best to recognize advancement progress with younger scouts on trail to 1st class

  • At the next PLC, work to determine a scribe that can work with Sonia Henderson on attendance

  • Talk with Barry about having some of the younger patrols practice lashing while setting up the flag pole for cub scout day camp

• Peggy
  • Contact upcoming Eagle Court families and remind them to work script and program early and then contact scoutmaster
  • Get Unit Fundraising form completed, signed and to the council
  • Make a sign-up sheet for Philmont in 2007
  • Work with Rayna to gather nominees for open parent committee positions
• Sonia/Mike
  • Bill each person going to summer camp an additional $25 to help pay the gas cost
  • Collect down payments for Philmont
• Lisa
  • Work to update the database with partial advancement data to assist the summer camp leaders
• Judy
  • Set up experienced parent phone buddies for the families of the Beaver and Tiger patrols
• Kathy
  • Create SAT form for fundraising that can be used with troop and at Roundtable
• Rayna
  • Schedule the Youth Protection Meeting for July 10th ; mandatory parent attendance plus scouts to bring books.  Urgent Email.
  • Send an email out requesting all people to look for troop camping supplies and cookware at home so they can return it at  the next meeting
  • Get an adult phone tree out to tell families about mandatory parent/scout meeting on July 10; scouts to bring their scout book; look for troop camping and cooking equipment at home and bring it in; and increased fee for summer camp attendees  
  • Work with Peggy to gather nominees for open parent committee positions
• All via email
  • Set date for mandatory meeting of parents in August or September; work agenda
  • Have email discussion regarding Outing permission form and how to have the outing leader and a parent committee member at home base have the list of who is going and contacts

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