2005-06 Meeting Minutes
August 24 Meeting Minutes
Many thanks to Kevin, David, Jeff, and everyone else who contributed for a great Space Derby!
We decided to have our Fall Youth Roundup on Monday, Sept. 18 and Thursday, Sept. 21. Vicki is checking the availability of Olsen and Ridgeview on these nights, and Craig is checking the availability of St. Eds.
Craig
Hand out flyers at children?s liturgy (Sun. Sept. 17)
See about putting an announcement in the St. Ed?s bulletin (Sun. Sept. 17)
Check about availability of St. Eds for Monday Sept. 18 and Thursday Sept. 21 Fall Youth Roundup
Check with St. Eds about Blue and Gold (Feb 9, 10, or 24)
Reserve St. Eds for Pinewood Derby at 9:30 on Saturday, March 17
Check with Steve Haugesag about troop members at Fall Youth Roundup
Check with Lions Club about pancake breakfast date plus other volunteer opportunities
Contact Val Mortenson about wreath sale, get contact info to Kevin
Allison
Coordinate Back- to-school night booth at Olson on Aug. 29
Design a parent skills survey
Coordinate flyers for Wednesday envelopes (Wed. Sept 13 and/or Wed Sept. 20)
Check with Dan?s South Side Marine about selling popcorn and wreaths
Call Chris Wallace to get contact info for toy drive (Noelle?), arrange for her at Nov. 30 pack meeting
Sheryl
Coordinate Back-to-school night booth at Ridgeview on Aug. 29
Forward contact info for Pack 469 treasurer to John
Vicki
Check about availability of Olson Elementary and Ridgeview for Monday Sept. 18 and Thursday Sept. 21 for Fall Youth Roundup
Reserve Olson for 2006-2007 pack meetings and for March 15 Pinewood Derby weigh-in
Judy
Report our Fall Youth Roundup dates to Jason
John
Write up den assignments for 2006-2007
Write first draft of 2006-2007 budget
Write first draft of by-laws
Write up invoice for Pack 469 and send to Pack 469 treasurer
Kevin
Help write first draft of 2006-2007 budget
Get wreath info and pass on to Val Mortetnson
All
Make sure that you have the proper training for your position (New Leader Essentials is on Tue, Sept. 19 and Leader-specific is on Tue, Sept. 26)
August 13 Calendar Meeting
Action Items
Craig
Reserve St. Eds for 8:00 Thursday for committee meeting
Call Val Mortenson and ask her to get wreath sale dates
Check with St Eds: Feb 9, 10, or 24: Blue and Gold banquet
Reserve St. Eds: March 17 in morning for pinewood derby
Check with Lions club about pancake breakfast date plus other volunteer opportunities
Allison
Make sure there are enough ribbons for the Space Derby
Pick up Space Derby launcher from David
Call Chris Wallace to get contact info for toy drive (Noelle?), arrange for Nov. 30 pack meeting
John
Check with Ross for April 22 for Earth Day
E-mail Peter Olive about Star Fun and district Pinewood Derby
July 13 Committee Meeting
We decided on the following:
Collect dues in September for the entire year, each year (Council still expects dues in March)
Give Tiger books to all new Tigers for free
Set up recruiting booths at Ridgeview?s and Olson?s back-to-school orientations
Here are the action items:
All den leaders:
Recruit parents to help run the pack. Open positions include (but are not limited to!) Advancement Coordinator, Newsletter, and Fund Raising Assistant.
Allison:
Put together a re-registration form for returning cub scouts
Set up a cub scout recruitment table at Olson Elementary?s August orientation
Sheryl:
Set up a cub scout recruitment table at Ridgeview Elementary?s August orientation
Mike:
Follow up with Northern Star council on Pack 469 dues check
John:
Get last year?s registration materials to Allison
Confirm that dues check was not received from Pack 469?s former treasurer
Write a first draft of Pack 461 bylaws, focusing on financial aspects and boy accounts
Kevin/David:
Find an indoor location for the Space Derby
Build the Space Derby ?race track?
Help coordinate the building of the rocket ships by the boys
Kevin/John/Rob:
Draft Pack 461 budget for Fall 2006 ? Spring 2007 based on 2005-2006 expenses
June 8 Committee Meeting
We need some volunteers:
We need volunteers to help Craig with the Cubanapolis on June 24! Check with your den?s parents and have them contact Craig if they can help. Also, please consider checking with Craig to see what needs to be done.
We also need a volunteer to chair the Raingutter Regatta on July 15, plus volunteers to help out..
The action items from the meeting are listed below. As always, please let me know if anything needs to be added or corrected.
All Den leaders
Inform cub scouts and parents about Cubanapolis
Schedule a den meeting to make Cubanapolis cars
Pass on summer calendar to cub scouts/parents
Identify parents who would make good volunteers?pass on names to committee
Pass on link to Pack web site (http://www.geocities.com/cubpack461/) to den?s parents
Craig
Organize Cubanapolis
John
Talk to Craig?how to make sail boats for raingutter regatta, where to get raingutters
Talk to Linda Clark?send out reminder about Walking Den Leader training
Talk to Craig?Northern Star council patches
Write meeting notes from latest finance/bylaws subcommittee meeting
Write first draft of bylaws (with boy accounts) based on the subcommittee meetings
Kevin and David
Make Space Derby rockets for next committee meeting
Find a location to hold the Space Derby
Kevin
Find out about flag ceremony and box car races at Raceway Park
Vicki
Pick up ribbons for Cubanapolis (talk to Craig)
May 11 Pack Committee Meeting
Action Items:
All den leaders
Send attendance estimate for Sunday breakfast count to Vicki or Allison
Start collecting dues ($30.00) based on list that will be sent by John
Get all advancements to John by Wed May 17
Allison/Vicki
Run Fishing and Knots activity 1:00 Saturday afternoon
Rent pancake griddle
Organize Sunday breakfast and buy food
Allison
Bring wood
Buy first aid kit
Work with Mike to organize campfire program / pack meeting
Run pack meeting
Investigate getting ribbons for summer events
Mike
Work with Allison to organize campfire program
Jim
Bring flags
Bring wood
Explain fire rules during campfire
Check whether available to help organize Cubanapolis or Raingutter Regatta
Craig
Bring arrows
Bring propane stove for sausages
Check whether available to help organize Cubanapolis or Raingutter Regatta
John
File local tour permit with council
Announce need for summer activity volunteers at campfire
Prepare dues list and send to den leaders
Update summer calendar and distribute
Update summer committee calendar and distribute
Kevin
Announce Scounting for Food results at campfire
Get Scouting for Food patches
Continue working on Space Derby
David
Continue working on Space Derby
Sheryl
Bring spatula awards for Saturday campfire
Organize Friday night campfire
Organize Saturday morning breakfast
May 9 Bylaws Committee Minutes
Overview
Reasons for bylaws
Prevent bad things from happening
Preserve continuity
Set the rules for boy accounts
Make it easier to learn a new position
Define how the pack is run so that people can quickly get ?up to speed?
Overall approach to bylaws:
Leave out things that will change over time
Leave out things that are defined elsewhere by BSA
Possible inclusions in the bylaws.
If any bylaws are in contradiction to BSA regulations it becomes null and void
Define family responsibilities
Use of pack funds only for items covered in guidelines. Otherwise the expense must be approved by a committee vote.
Committee will set dues each year (don't specify amount since it will change each year)
Cover conduct:
Parents
Kids
Pack meeting behavior
Den attendance
Volunteer to assist in den meetings
Attend den meetings
Family members/siblings encouraged
Define how to change bylaws. Majority vote of committee. Two-thirds vote.
Strongly recommended that den leaders not head event committees. Should be delegated to other parents. Den leaders should concentrate on leading dens. Den leaders can help with committees but should not chair.
Strongly recommend that advancements be completed by Blue and Gold, although they have until end of school year. The exception is Webelos 2, which must finish arrow of light by March and then transition to a boy scout troop.
New committee members must be approved by a majority vote of the committee.
Require committee meetings to start with quorum (3 committee members? 5?)
Define pack meeting and consider setting requirements for the number of pack meetings each year.
State that the pack Pinewood derby will use Northern Star council rules
State that the pack will have a year round program
Strongly recommended that the pack attempt to get district awards for quality program.? Examples include the National Summertime Pack award and the Quality Unit award.
State that the calendar is planned in August
Invite parents to attend the calendar planning meeting
Specify that recruitment will be done both in the spring and in the fall
Other Ideas
Notebook for each position? (CD and printed version)
When setting the new calendar, identify potential conflicts with:
OLE
Ridgeview
BAA
Build agenda templates for each month
Have an acting Tiger leader over the summer until Nov 1. Leader should be Tiger trained. This solves possible start-up problems each year with the new Tiger den.
April 20 Finance Subcommittee Meeting
Purposes of boy accounts:
Teach kids about money
Earning
Budgeting
Spending
Make scouting more affordable for families
Ensure that boys who make the most effort are rewarded
Improve fundraising results
How it might work
Calculate the cost per boy, based on pack's expenses from the previous year
Each boy should raise the per year amount.
After the boy raises the per year amount, any additional profits are split 50/50 between the pack and the boy? NOTE: We can use any ratio that we think is appropriate, or use different ratios for different fund raising events.
Each boy is issued a pass book for tracking their money
Boy account money can be used for any scouting related activities or merchandise:
Council dues
Pack dues
Boy's Life subscriptions
Uniforms
Scout books
Anything at the scout shop
Day camp fees
Overnight camp fees
Other fees related to scouting activites
The Boy Account Manager
The Boy Account Manager's duties include:
Working with the fund raising chair to determine how much is deposited into each boy's account.
Periodically informing each boy about his current balance
Handling reimbursement for purchases.
Doing boy account record keeping and accounting
Explaining how boy accounts work to new cub scouts and their families
How a Boy Makes Purchases
There are several ways to handle payment for purchaes:
The boy can turn in the receipt to the treasurer or boy account manager to get reimbursed.
If the boy knows what he wants to buy, he can get a check from the treasurer or boy account manager for the Scout Shop for the amount of the purchase.
The treasurer or boy account manager can go to the Scout Shop with a group of boys (as part of a den outing)
Boys Who Leave
If the boy leaves scouting, the boy account money goes back to the pack.
If the boy transfers to another pack in the area, the money stays with this pack.
If the boy goes on to Boy Scouts, then the money is transferred his troop.
Transferring Boy Accounts to a New Troop
Webelos 2 boys will be sent a letter explaining what the scoutmaster needs to do to bring the money over to the troop.
The boy scout leader will need to send a letter to the boy account manager that:
Confirms the boy has joined the pack
Requests the funds
Directs where to send the funds
Open Issues
What is the most efficient way for the Boy Account Chair to handle reimbursements? Should he/she be able to write checks?
Should Boy Account money be in a seperate account from the pack treasury?
How should Boy Accounts be covered in the by-laws?