Minutes from Parent / Troop Committee Meeting

Wednesday, April 8^th. 2009

The following were in attendance:

Troop Committee Members: Brenda Campbell, Kathy Casadonte, Paul Casadonte, Sheri Colquitt, Lorna Hodge, Terry Parker, Katie Prock, Victoria Rose, Donna Rozansky, Jean Stephano, Robin Thomas

Scoutmaster/Assistant Scoutmasters: Bill Campbell, Robin Jewitt, Don Prock

Chartered Organization Representative: Warren Givens

1. Role of Troop Committee: In order to clarify the role of the Troop Committee, the chairman drafted the following, in consultation with the Chartered Organization Representative and Scoutmaster. This was approved by the committee to be added to the Troop 314 Handbook

The Troop Committee’s role can be summarized as follows:

• Ensure that the Troop has the strongest possible leadership, by: recruiting, selecting and promoting training of appropriate adults.

• In conjunction with the Scoutmaster, develop an intermediate/long term set of priorities for the Troop. Ensure an appropriate strategy exists for accomplishing these priorities and that the annual program for the Troop is consistent with these priorities and is implemented appropriately.

• Provide logistical and administrative support for the planning and activities of the Troop.

2. Troop Committee Members: The committee would like to see that at least one parent of each scout in the troop serve some type of role to help support the troop. Potential roles include Troop Committee member, Sub-committee member, and assistant scoutmaster. If interested or need additional information contact Terry Parker. There are several roles that need to be filled. The following roles are vacant:

• Chaplain

• Recruiting Coordinator

• Chair - Outdoors Activities and sub-committee members

• Chair – Ways and Means and sub-committee members

• Community service sub-committee members

• Membership and Advancement sub committee members and someone to learn Jean Stephano’s role for the future.

3. Receipt reimbursement policies: Donna Rozansky reviewed the newly approved policy with the committee. The Scoutmaster/Assistant Scoutmasters will be informed by Donna and will be asked to follow the policy being distributed. The Reimbursement Request Form needs to be approved in advance with the committee member that is accountable for the appropriate budgeted line item. Policy needs to be added to the handbook. Reimbursement request form to be made available.

Approved reimbursement policy

Certain Troop Committee members are responsible for all disbursements made to their respective budget category. Troop Committee members are authorized to approve disbursements up to the yearly budget amount. If the budget amount is reached, then all future expenses for the year need to be brought to the Committee for a vote.

In order to ensure reimbursement of expenses, the individual should obtain approval from the respective Troop Committee member, purchase items requested, complete the reimbursement form with all receipts attached and obtain appropriate signatures before submitting. If the items are purchased from more than one budget category, all appropriate Troop Committee members must approve the form. In the absence of a specific Troop Committee member, the Troop Committee chair may approve reimbursements.

The form should include a breakdown of the expenses by items purchased, related budget category and the respective amount. The form should be totaled with receipts attached. Copies of the receipts are acceptable. Reimbursement will be made within 2 weeks of a properly submitted form to Treasurer. If reimbursement is required earlier, please include mailing address on the form. No reimbursement will be made without a properly completed form.

4. Troop 314 Handbook: The handbook was last reviewed in 2005. The Scoutmaster and Committee Chair are going to review and work through any revisions needed over the next six months.

5. Budget: The budget was reviewed in detail by the committee for vote. A summary of the expenses planned for this year include the following:

Membership & Advancement: $xxx

Youth & Adult Leader Training: $xxx

Outdoor Activities: $xxx

Equipment & Supplies: $xxx

Scholarships: $xxx

Meals and Entertainment: $xxx

Office Supplies, Printing/Copying: $xxx

Insurance & Registration (trailer): $xxx

Occoneeche Council Capital Campaign (Pmt. 1 of 2): $xxx

Note - details available upon request

Included in the budget are funds for two notable activities that have not been undertaken previously:

• Funds for a “Troop Award/Patrol Competition” which will be used to reward the troop if our goals for 2009 are met. The Patrol that wins a Patrol Competition will have the privilege of determining how these funds are spent. The details of the Patrol Competition are to be determined by the Scoutmasters and PLC. According to the Troop Mission Statement, our annual goals include:

• Earn the annual “Quality Unit Award” awarded by Boy Scouts of America

• Earn the “National Camping Award” awarded by Boy Scouts of America

• Maximize the number of scouts that earn the Eagle Rank and ensure that each scout (other than Eagle Scouts and Eagle Scout candidates) advances in rank annually

• 90% or higher of our scouts (under 18) remain in scouting

• Perform meaningful Community Service (need something specific)

• At least 90% of our scouts have a parent/guardian that regularly supports the Troop as a scoutmaster, committee member or merit badge counselor.

• The Troop will sponsor a Troop/Family cookout in the summer. Details to be determined. Anybody willing to help plan this please contact Terry Parker.

Mr. Parker will look into permanent tags for the trailer and our current insurance coverage.

Committee approved proposed budget.

6. Summer Camp: Paid approx. $1,200 to Camp Durant as deposit. Fees, medical forms, and merit badge choices need to be collected. Communication will be coming to meet our deadlines.

The next Troop Committee meeting will take place on Tuesday, May 12^th at 7:30 p.m. in the Lewis Room of the Parish Center. All Troop 314 families and adult leaders are encouraged to attend.