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Committee Meeting Minutes

Minutes from the October 2012 Committee Meeting

posted Oct 9, 2012, 10:17 AM by Greg Jewett

Committee, I wanted to document my notes from the meeting on Monday. Please chime in with clarifications / additions as needed:

     We met October 1st, attending were:

  •      Michael Ames - Committee Chair
  •      Roger Gray - Scout Master     
  •      Greg Jewett -  ASM & Communication Chair
  •      Rich Michelson - ASM and Recruiting Chair
  •      Lakshmi Damerla - Camping Activities Chair
  •      Olga Lizcano - Advancement Chair
  •      Connor Gray - Senior Patrol Leader
  1. Senior Patrol Leader Connor Gray brought a report to the committee about the state of the Troop. In summary, he noted that the troops had a low morale/excitement about 1409 activities, some of the scouts in the troop meetings lacked self control in the meetings (disruptive), and the 50% scout participation in outside activities that we are experiencing was disappointing. After discussion the we concluded that the PLC would include as a part of their monthly agenda the creation and maintaining of a prioritized list of fun activities that would energize the troop and increase participation. It was agreed that the SPL would review the list with the Committee each month, and the committee would approve selected activities from the SPL's activity list and incorporate them in the upcoming activities calendar for the scouts. The SPL and PLC members would also take the steps to build the troop interest and excitement about the activities to promote participation and attendance.
  2. We also agreed that going forward we would measure our progress of Troop 1409 along 3 lines:
    • Participation of scouts in activities (percentage of troop)
    • Growth in ranks (# of scouts)
    • Growth in individuals (#promotions and #badges)
  3. Rich Michelson - ASM & Recruiting Chair reported that we need den chiefs for Pack 140 and Pack 406. Roger/Conner took the lead to create a list of candidates from the troop. Candidates must hold the rank of 1st class, or on the verge of earning the rank.
  4. Rich Michelson - Webelos woods is October 19th and 20th. Troop 1409 will participate, Rich is creating games with a backpacking theme. Rich is creating a scout "take home" laminated like item for the cub scout participants. Mike Ames / Greg Jewett / Tyler Bacchi will create a parent 1409 sheet to take home.
  5. Upcoming MUD activities that may involve Troop 1409 includes Fishing Tournament October 13th at Mills Pond
  6. The Committee will continue to meet on the first Monday each month at 7PM at the scout house. The committee chair will coordinate with Treasurer for the report, and we will hold fund raising discussions at parents meetings held on Sunday afternoons during the troop meeting time.
  7. Key Dates coming up:
    • Sunday October 7th - Troop PLC Cleanup of storage cabinets at Troop House 2PM
    • Sunday October 14th - Deadline to sign up for winter camp. $100 deposit needed per scout
    • Friday October 26th - Sunday Oct 28th - Troop Campout at Perdenales Falls
    • Saturday November 10th - Troop 1409 Committee Member Training

2012-07-02 Committee Meeting Minutes

posted Jul 5, 2012, 1:11 PM by Greg Jewett   [ updated Jul 5, 2012, 2:15 PM ]

BSA Troop 1409
Committee Meeting Minutes
July 2, 2012
7:00 PM
Devon Gray - Interim Treasurer, Fundraising Chair
Greg Jewett - Communications Chair/Webmaster
Rich Michelson - ASM
Michael Ames - Volunteer Coordinator
Scott Swain - Committee Chair
Call To Order

Meeting commenced at 7:00 PM

Going forward, minutes from committee meetings will be recorded in a similar format and then posted to the Troop website for public dissemination.
Minutes will be posted within one week of meeting date.
Finance Review:

Current balance as of last statement is as follows:
Total Balance - $3077.67
Checks outstanding - $1170.00
Scout Account Balance - $683.89
General Funds - $1223.78
Outstanding Dues/Fees - $550.30
Will post new update once we have the June statement in hand.
Devon hopes to have review of last 12 months of expenses completed by mid-August to assist in 2012-2013 budget planning.
Discussed the need to have another individual on the bank account as an authorized signer.  Currently, only Roger is authorized to sign.  Once he is back from Lost Pines, he can coordinate to meet Scott (?) at the bank (First Texas in Pflugerville) to have him added.


Devon discussed having further discussions with the Scouts and leaders to determine if Philmont will be a goal.  If so, need to decide if we will shoot for a contingent in summer 2014 or 2015 (more Scouts will be able to go if we wait until 2015).
Based on decision, Devon can then start working on getting quotes for the cost of the trip, so payment schedules can be made for those Scouts that wish to participate.  We will also be able to start planning for more fundraising activities leading up to the event.
Popcorn orders are due at the end of July.  Devon will be sending out a note by 7/6 to find out how many Scouts wish to participate, so she can place an order for Show N Sell.  She will be bringing some left over popcorn packets from last year to sell at Fourthfest 7/4.
Action Item - Devon to send email to parents/Scouts to determine number of Scouts to participate in Show N Sell (due by 7/6).
Camping Activities:

Rich mentioned investigating a possible canoeing trip down the Colorado River (?) to Matagorda Bay.  Would need to be a fall/spring event to avoid extreme temperatures. 
Matagorda Bay campout is still planned for late July 2012 (weekend of 27-29).  Leaders need to follow up with Lakshmi to see if spots are reserved and if so how many.  We need a firm count of Scouts that will be attending, as well as adults/leaders.  Ensuring that we have enough vehicles to transport everyone will be key. 
Committee also discussed need to meet with Scouts and discuss their desires for next year’s campouts.  Tyler Bacchi had expressed concern that more backpacking campouts were not occurring.  Scouts should meet prior to August committee meeting to discuss how they would like to plan upcoming campouts and split between car camping and backpacking.
Committee mentioned that it may be time to develop two different camping tracks or alternate car camping with backpacking.  Perhaps plan car camping for hotter months only?
Need to have PLCs involved in August committee meeting when we begin setting calendar for the following school year.
Action Item - Rich will discuss planning with the Scouts at upcoming Sunday meeting
Community Service

Devon brought up the need to perhaps plan for more community service projects. 
Action Item - Rich will discuss with the Scouts to see what type of projects they may wish to participate in, as well as how often.
Court of Review/Court of Honor
Next Court of Honor is planned for August 5th.  This is the first we’ve had in a year due to various conflicts in planning. Committee agreed that future CoHs and BoRs need to be firm on the upcoming calendar, to avoid cancelations and delays.
Next BoR is scheduled for 7/22. 
Action Item - Michael Ames will contact parents to ensure we have at least four that will participate in the BoR 7/22
Action Item - need to contact Wells Branch to see if we can reserve the event center at Klattenhoff Park.   (Who owns this action item?)
Action Item - need to recruit Advancements Chair and develop communication that can be posted on the website to instruct parents/Scouts about the documentation required to qualify for advancements (need owner for this action item)

Discussed need to post descriptions and information on open committee positions.
Action Item - Greg Jewett to assist in posting details
Devon mentioned need to perhaps schedule Parent meeting early in the school year to recruit for the committee as well as sign up for specific events.  Parents should commit to assisting with at least one committee and one event at a minimum.
Current Committee:
  • Committee Chair - Mike Ames
  • Treasurer - Devon Gray (acting)
  • Membership Recruiting - Open
  • Advancements - Open
  • Training - Open
  • Secretary - Jennifer Bacchi
  • Camping - Lakshmi Damerla
  • Fundraising - Devon Gray
  • Communications/Webmaster - Greg Jewett
  • Volunteers - Scott Swain
  • Community Service - Open
Action Item - Greg to develop format and publish monthly newsletter, which can be published on the website as well as printed and distributed to Scouts/parents at meetings
Action Item - Devon to investigate how to extend admin access on the Yahoo group to Greg Jewett so he can access email addresses/membership info


Tshirt purchase is moving forward!  Details on the design options have been sent to parents/Scouts and posted to the website.  Everyone has been asked to send their tshirt requests to Devon by 7/22 so we can move forward with placing the order.  Goal is to have shirts for distribution in August, before school starts.
**Meeting concluded at 8:00 PM**

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