Reminder and Update - Troop Committee Meeting Oct 16th at 7 PM

Troop Committee Update

 

Our next meeting is Sunday, October 16th at 7 PM. Our standard agenda is below

 

Meeting duration – 7:00 – 8:30 PM

Meeting location – Weymouth HeightsClub

 

Before meeting (6:45 - 7:00 PM) - please report any items for discussion under New Business to the Troop Committee Chair for review.

 

7:00     Call to Order/Opening Remarks                     Troop Committee Chair

 

7:05     Circulate attendance sheet                              Secretary

            Circulate minutes from last meeting

           Approve minutes from last meeting

 

7:15      Scoutmaster Monthly report                          Scoutmaster

 

7:20      Advancementthrough Life rank report          Advancement Coordinator

 

7:25      EagleScout advancement report                    Eagle Committee Coordinator

 

7:30      Merit badge update                                        Open

 

7:35      Membership report                                        Registration Coordinator

 

7:40      Treasurers report                                           Treasurer

 

7:40      Fundraising report                                         Fund Raising Coordinator         

 

7:45      Weymouth Heights Club report                    WHC Representative

 

7:50      Drum Corps report                                        Drum Corps Leader

 

7:55      Public relations report                                   Community Relations Coordinator

 

8:00      100th Anniversary update                             100th Anniv Coordinator

 

8:05      Announcement of upcoming events              Events Coordinator

 

8:10      New business/Open forum                            Troop Committee Chair

 

8:30      Close                                                              Troop Committee Chair 

 

 

We are seeking volunteers interestedin participating as a member of our Troop Committee.

 

Traditional positions are: Chairperson, Secretary, Treasurer, Advancement Coordinator and Eagle Committee Coordinator

 

New positions are: Community Relations Coordinator, Fund Raising Coordinator, Outdoor/Activities Coordinator, Transportation Coordinator, Training Coordinator, Equipment Coordinator, Religious Coordinator/Chaplain, Registration Coordinator.

 

All jobs are open to interested volunteers, and I urge you to consider more than one position - many of the opportunities overlap, and while dedication to the tasks is critical, most are flexible with respect to time management. Training and support will be provided.

 

From an organizational perspective -all members of the Troop Committee report to the Troop Committee Chair, and are expected to attend the Troop Committee Meeting, where a monthly update is delivered by each position.

 

There may be more than one committee member assigned to a role. Our goal is to spread the work and knowledge among several volunteers, to improve our responsiveness and prevent "overload" of a single person. The more support each position has, the better that area will function.

 

In that spirit, when roles are shared there is no primary or lead resource. Responsibilities and ownership are split evenly. A spokesperson or group presentation will be provided as an update at our monthly meeting.

 

Draft descriptions of these opportunities are below. Please review before our meeting, and present any suggestions or concerns during our open forum near the end of the meeting. The aim is to evolve our Troop Committee over a period of several months to implement these new opportunities.

 

Draft Descriptions

 

 

Secretary

• Keep minutes of meetings and send out committee meeting notes for approval by Monday following meeting
• At each TC meeting, report the minutes of the previous meeting

• Archive minutes, provide copies as needed, and provide a synopsis for the BLOG and email distribution by Monday following the TC meeting

 

Treasurer

• Handle all troop funds and bills

• Maintain checking and savings accounts
• Lead in the preparation of the annual troop budget
• Keep adequate records of expenses

 

Advancement Coordinator

• Encourage Scouts to advance in rank
• Develop and maintain a merit badge counselor list
• Make a prompt report on the correct form to the council service center for advancement

• Secure badges and certificates
• Work with the troop librarian to build and maintain a troop library of merit badge pamphlets

• Provide details on Life scouts forthe Eagle Committee Coordinator tracking chart
• Report to the troop committee at each meeting

 

Eagle Committee Coordinator

• Encourage Scouts to advance in rank to Eagle
• Coordinate the activities of Life scouts on the trail to Eagle
• Serve as point person for all Eagle related questions

• Maintain the Eagle materials,tracking changes to forms, and serve as subject matter expert for the program

• Maintain a chart detailing the Life scouts, their current merit badges, needed badges, and status of their Eagle advancement
• Report to the troop committee at each meeting

 

New – Community Relations Coordinator

 

• Handle publicity

• Prepare a family newsletter of troop events and activities
• Manage a resource list – who can help with specific badges, functions, etc
• Plan for family night programs and family activities
• Facilitate communications via the BLOG, email lists and correspondence
• Review content and materials on Web presence (BLOG, websites, calendar, Facebook,etc)

• Direct media inquiries to the correct staff

• Coordinate relationships withother Scout agencies and troops, including Boy Scouts, Cub Scouts, Girl Scouts,Venturing, and Council

 

New - Fund Raising Coordinator

• Promote regular participation of each member in the bottles and cans program
• Promote participation in other fund raising efforts
• Coordinate corporate giving programs
• Identify opportunities for fund raising
• Work with the Troop Treasurer, WHC Treasurer and WHC President on similar programs
• Train and supervise the troop scribe in record keeping for B&C

 

New - Outdoor/Activities Coordinator

• Help in securing permission to use camping sites
• Ensure a monthly outdoor program
• Promote attendance at troop campouts and summer camp to reach the goal of one outing per month
• Report to the troop committee at each meeting
• Contribute details to tour permits

• Provide education on Camping to scouts

• Maintain a Camping "knowledge base" of documentation designed to be easily executed for camping activities

 

New - Transportation Coordinator

• Help secure tour permits for alltroop activities
• Serve as transportation coordinator for activities

• Create and maintain a master listof all “drivers” for tour permits

• Track fuel costs, maintenance needs, and other details for troop based transportation options
• Keep adequate records of expenses
• Work with Outdoor/Activities Coordinator to anticipate transportation needs

• Transportation may include vans, boats, coordination of rides, and verification of information for Tour Permits

 

New - Training Coordinator

• Ensure troop leaders and committee members have opportunities for training
• Maintain an inventory of up-to-date training materials, videotapes, and other training resources
• As needed work with the district training team in scheduling Fast Starttraining for all new leaders
• Be responsible for ensuring BSA Youth Protection training within the troop
• Encourage periodic junior leader training within the troop and the council and national levels

• Assist in management of Troop library of Merit Badge booklets and training materials
• Report to the troop committee at each meeting

 

New – Registration Coordinator

• Facilitate re-chartering activities
• Facilitate Adult and Scout registration
• Maintain contact information for all adults and scouts

New - Equipment Coordinator

• Supervise and help the troop procure camping equipment
• Work with the quartermaster on inventory and proper storage and maintenance of all troop equipment
• Make periodic safety checks on all troop camping gear, and encourage troops in safe use of all outdoor equipment
• Report to the troop committee at each meeting
 

New – Religious Coordinator/Chaplain

• Provide a spiritual tone for troop meetings and activities
• Give guidance to the chaplain aides

• Maintain a non-denominational focus
• Promote regular participation of each member in the activities of the religious organization of his choice.
• Encourage scouts to earn their appropriate religious emblems.
• Report to the troop committee at each meeting

 

 

If you are interested in any of these positions, please contact Mr. Chase.

 

Troop 2 Leadership Contact Information -

 

Troop Committee Chair - Brian Chase- 617-413-4437- brian.chase1@comcast.net
Scoutmaster - David Chase - 781-361-2677 - dmaychase@comcast.net

If you have any questions orconcerns, please don't hesitate to contact us.