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Troop 16 Committee Meeting
Date: Wednesday, September 28, 2011
Call to Order: 1840 Adjournment: 2100
Location: BGUMC – Upstairs Classroom
Comm. Chair: Bryan Gordon Type of meeting: Monthly Committee
Facilitator: Tony Stewart Scribe: Ken Faller
Attendees: Tony Stewart, Bryan Gordon, Ken Faller, Sharon Spivey, Carol Ferguson, Alan
Ferguson, David Ramsey, Rick Daigneault, Steve Turner
Minutes Approved:
Minutes Corrected: MINUTE
S
Agenda item: Presentation of Treasury Report Presenter: Carol Ferguson
OB NB
Discussion: 09/28/11: A full accounting of JULY & AUGUST of Troop & Scout transactions was
provided.
Conclusion: A summary of the Treasurer’s Report is due for October’s committee.
Action items for this agenda: Person responsible Deadline
Provide a summary Treasurer’s report. Ferguson, Carol 10/26/11
Agenda item: Scout Fundraisers Presenter: Sharon Spivey
OB NB
Discussion: (1) 07/27/11: The Troop 16 Pancake Breakfast/Dinner using Glebe during
weekend DRIVER DAYS, 2011 has been APPROVED, according to John
MacDonald.
(a) Should we have a TICKET PRE-SALE?
(b) Will funds be shared with Scouts working the pancake service?
(c) Should we could cook outside or have a hickory campfire going to attract customers.
(d) One or both days?
(e) What will be served?
(f) What will be charged?
(g) Do we need a sign for the road?
(h) Is BGUMC going to have a pancake breakfast this year too? None was done last year.
(i) 09/28/11 – Can we have Scouts canvas the neighborhoods around Driver during Driver Days?
(2) TRAIL’S END POPCORN –
(a) The time slot for the NORVA Base Exchange has been confirmed as Saturday,
08/20/11. Note that this date conflicts with the CASS Family Campout weekend.
(b) 09/03/11 sale at BASS PRO SHOP (Jonathan Echols will NOT attend)
(3) 06/29/11 – Some Scout parents have inquired about having a fundraiser such as a Car Wash
to help with the funds of the Scout Accounts.
Conclusion: (1) 08/31/11 Resolutions – Driver Days Pancake fundraiser:
(a) NO Ticket Pre-Sale – The charge for parking complicates how to provide access for
those wanting to eat only. Ticket pre-sales for the pancake service is NOT RECOMMENDED.
Page 1 of 7
Troop 16 Committee Meeting
(b) Scouts WILL NOT share in pancake service profits? – Time serving will be COMMUNITY
SERVICE as will be the Car Parking.
(c) Campfire to attract customers – Good idea. The outside fire can be used as auxiliary cooking
service for sausages or bacon to support the meal.
(d) Pancake service will be held on SATURDAY, 10/29/11 ONLY from 8-11 a.m.
(e)Suggested menu: Pancakes, link sausages, fried apples, coffee, orange juice, milk
(f) Suggested price: $5 for All You Can Eat - ages 7 years old and under FREE.
(g) SIGNAGE: Bryan to have the sign made.
(h) BGUMC Pancake Breakfast: It was confirmed that BGUMC will have its own pancake breakfast
for Driver Days. Ours is exclusive due to location and will have minimal impact on there’s.
(i) 09/28/11 – If there are enough participating Scouts during Driver Days, some may canvas the Driver
neighborhood selling popcorn PROVIDED that they DO NOT ENTER TOWN, otherwise a fee may
be incurred.
(2) TRAIL’S END POPCORN (NOTE: Popcorn sales funds will be placed in participating Scout accounts at the
end of the sales campaign & donations will be placed in the Troop General Funds) –
(a) $910 in sales & $233 in donations for the Norfolk NAVY EXCHANGE (08/20/11, 10-2
& 2-6)
(b) $610 in sales & $163 in donations for the BASS PRO SHOP (09/03/11, 10-4)
(3) CAR WASH (09/10/11, 9-3) earned $173 in donations that will be divided among the
participating Scouts.
Action items for this agenda: Person responsible Deadline
PANCAKE BREAKFAST Saturday, 10/29/11, 8-11.
- Develop grocery list & cost to receive funding. Spivey, Sharon 10/24/11
- Approach KEN DUGAN to act as cook.
Produce signage for Driver Days Pancake Breakfast. The sign will be
Gordon, Bryan 10/24/11
placed on the Monday before the event (10/24/11).
IF time & participation permits, canvas Driver surrounding
neighborhoods w/ Scouts selling popcorn. Sales must NOT be Echols, Jonathan 10/29/11
performed in town during the Driver Day’s event.
Agenda item: TROOP EQUIPMENT & MATERIALS Presenter: Tony Stewart
OB NB
Discussion: (1) 06/29/11: A total 4 new coolers were purchased. Three were purchased
at $18 each (discounted from $20). One cooler was special ordered for $19
(including shipping). Total purchase was $75.
(2) 07/27/11: Tony has received some filing cabinets from the fire dept. exclusively for
Troop 16 use (cannot be used for private purposes).
(3) 08/31/11 – Consideration was requested for adding the names of the Troop 16 Eagle
Scout recipients to the trailer.
(4) 08/31/11 – The Troop Candelabra used in Eagle Ceremonies does not list Troop 16 Eagle
Scouts prior to Matt Esch. Consideration for previous Eagles should be shown.
(5) 09/28/11 – Request for new zipline pulley & lanyard (specific use at I. Walton campsite.
The old equipment is in need of replacement for safety. The details of several versions
were presented.
(6) 09/28/11 – Request for a new set of dining fly poles & ropes to be purchased to be used
at our District Camporee.
(7) 09/28/11 – During an inspection of the trailers by Bryan & Mike New (08/31/11 @ Glebe
for ideas on the Bill Brady Memorial graphics), decoration of the red trailer was also
discussed. It was noted that there is no display of the US Flag on any of our trailers.
Page 2 of 7
Troop 16 Committee Meeting
Conclusion: 08/31/11:
(1) Mark/stencil the 4 new coolers with Troop 16 identification. (1) Sharon
provided a package of manila stencils; (2) Mr. Daigneault provided a permanent metal
stencil template manufactured from a water-jet cutter.
(2) The new filing cabinets will be moved to the upper storage room at BGUMC during the
clean up period. The 2 new locking 4-drawer filing cabinets are in Tony’s garage.
(3) 09/28/11 – Due to concern over maintaining the quality and aesthetics in the method of
adding names (font, size, color, alignment, fading, etc.) this item has been dropped.
(4) Names of Eagle Scouts prior to Matt Esch can be added to the “back” of the Troop Eagle
ceremony candelabra.
(5) 09/28/11 – Approval received for 2 new zipline cable pulleys and 2 lanyards for
immediate purchase. Quicksilver Cable Pulley @ $110 each and Standard Lanyard @
$10 each.
(6) 09/28/11 – Approval received for a new set of dining fly poles and ropes for immediate
purchase. (Sizes & quantities approximate. Not all materials are listed.)
a. EMT conduit ½” – 10 each for sides (6’)
b. EMT conduit ¾” – 6 each for corners (6’) & ridge pole (8’)
c. PVC pipe 3” – 1 each for ridge pole (10’)
d. Nails & dowels for poles
e. Ropes and materials for tie-downs
(7) 09/28/11 – The design and application of the US Flag in a graphics detail for the red
trailer is being considered by Mike New. Bryan reported that per his discussion with
Mike, the costs of this project “will be taken care of.”
Action items for this agenda: Person responsible Deadline
Mark/identify the new coolers for Troop 16 and include in inventory. Quartermaster
Stencil templates were provided by Sharon Spivey and by Rick Gordon, Bryan 10/26/11
Daigneault. Daigneault, Rick
Move the new filing cabinets to the upper storage area of BGUMC. A
LOCKING file cabinet will be reserved for utilization by the Troop Stewart, Tony 10/26/11
Treasurer.
Add the names of Troop 16 Eagle Scouts prior to Matt Esch to the Stewart, Tony
Troop Eagle Ceremony Candelabra, possibly on the “back” of the 10/26/11
piece? Gordon, Bryan
Purchase (2) new zipline cable pulleys and lanyards as approved. Daigneault, Rick 10/26/11
Purchase and prepare new set of poles and ropes as approved for the Ferguson, Alan
dining fly. Tony to provide ropes. Alan to get the PVC ridgepole. Stewart, Tony 10/10/11
Items to be ready for use at the District Camporee in October.
Follow up with Mike New for a graphics appliqué of the US Flag and
Gordon, Bryan 10/26/11
Troop 16 identification for our red trailer.
Agenda item: Troop Library & 2nd Story Storage Area Presenter: Tony Stewart
OB NB
06/29/11: The church is planning some changes to the upper storage area, partially occupied by Troop
16. The entire area needs to be policed and cleaned up by Troop members.
Our library has many outdated merit badge books. These books cannot be used to qualify for merit
Page 3 of 7
Troop 16 Committee Meeting
Discussion: badges as requirements have changed.
Conclusion: 09/28/11 – No action taken on these items.
06/29/11: A working party is needed to straighten up the upper storage area of the church.
Schedule to be AFTER SUMMER during a “free” Saturday.
Schedule a time with Scout Librarian to gather up old merit badge books. The books will be
sorted through and categorized, but NOT PITCHED. A method to have current merit badge book
information is needed. PROPOSED for SUBCOMMITTEE WORK:
i. Scouts will be responsible to purchase & provide their own books when they take any merit
badge class in-house. They may donate their books to Troop 16 to be maintained by the
Troop Librarian. [It was noted that former Scout McGinnis has donated a box of his old
scout materials to the Troop, including merit badge books.]
ii. Troop 16 will purchase 1 copy of the latest issue and photocopy.
iii. The POC person will purchase and charge the Troop a few copies of the book.
Action items for this agenda: Person responsible Deadline
AFTER SUMMER: Schedule a time with the Troop Librarian to clean
house of old, outdated merit badge books and pamphlets. Devise a Stewart, Tony 10/26/11
method to determine if the publication has been updated.
Subcommittee report on the best method to purchase and/or supply
10/26/11
the Scouts with the current merit badge booklets.
Agenda item: SUMMER CAMP 2011 Presenter: Tony Stewart
OB NB
Discussion: (1) 07/27/11 – The Summer Camp for 2012 may be held at Raven Knob Scout
Reservation in North Carolina.
(2) MERIT BADGE PARTIALS: Over 40 merit badges have not been completed from the 2011
Summer Camp. In the past, most of these partials never get completed.
Conclusion: (1) 07/27/11 – Further discussion is needed for choices for the 2012 Summer
Camp location. Raven Knob is being considered. 09/28/11 – No action taken
on this item.
(2) MERIT BADGE PARTIALS: Scoutmaster will assign adult leaders as councilors for those
merit badges that have not been completed during Summer Camp 2011.
09/28/11 - Process is continuing on the merit badge partials. There are 31 merit badges
that are still open. Some merit badges require extra help (expertise, visitations, etc.)
that are not immediately available to the troop such as needing an Archeologist.
Action items for this agenda: Person responsible Deadline
Determine the location for Summer Camp 2012. In consideration is
Echols, Jonathon 10/26/11
Raven Knob (NC).
Adult councilors follow through with contacting and working with the
Scouts to complete all partial merit badges identified by Tony. Report Merit Badge Councilors 10/26/11
progress to committee.
Arrange for the assistance of an Archeologist for this merit badge. 10/26/11
Agenda item: BILL BRADY FUND Presenter: Tony Stewart
OB NB
Page 4 of 7
Troop 16 Committee Meeting
Discussion: (1) Bill Brady has passed on and a trust has been established for Troop 16 in the
amount of $500 annually to be used towards CAMPERSHIPS. A check for $500
has been received for 2011. 05/25/11 - The Troop 16 committee has decided to honor the
generosity of BILL BRADY with a memorial in graphics on the new (big) trailer. Space is
available on the doors.
(2) 05/25/11 – No one has come forward to request financial assistance for summer camp.
Conclusion: (1) 08/31/11 – Mike New viewed the trailer and was given some ideas for a new
“trailer wrapper” to denote BILL BRADY and his contributions. Mike New has a
new company now. He did not attend the meeting but got sufficient information to make a
design & cost proposal.
(2) 06/29/11 – Summer Camp Financial Help: Consideration was made by committee to use
the funds ($500 total) to lower the Summer Camp fees for multiple summer campers in a
family (Families that have 2 or more participants for summer camp 2011). A previous motion
to approach George Hackett did not occur and has been withdrawn. It was decided that the
following families would receive a check from Troop 16 for $125 per family.
(a) Jones
(b) Parsons
i. 09/28/11 – NEED TO CONFIRM RECEIPT by Parsons
(c) Walters, Matthew (exception granted for non-multiple situation)
(d) Heyman (has not been contacted as of 08/31/11)
i. 09/28/11 – Bryan thinks he has been contacted.
ii. NEED TO CONFIRM RECEIPT by Heyman
NOTE (08/31/11): Wording for the memorial will be “SPECIAL THANKS TO THE EAGLE SCOUT
BILL BRADY MEMORIAL CAMPERSHIP” or similar – Up to Bryan.
Action items for this agenda: Person responsible Deadline
Provide the verbiage of the memorial to MIKE NEW (377-0778, 692-
Gordon, Bryan 10/26/11
9283).
Receive cost & design proposal from MIKE NEW (377-0778, 692-
9283) for the trailer wrapper to commemorate BILL BRADY. NOTE: Gordon, Bryan 10/26/11
Trailer was at Glebe Church (field) when Mike viewed 08/31/11.
Dispersal of the $125 from the $500 Campership funds to the
HEYMAN FAMILY. Need to confirm receipt by the PARSON Ferguson, Carol 10/26/11
FAMILY.
Agenda item: Hiking Preparation & Training Presenter: Tony Stewart
OB NB
Discussion: Scouting events that have involved hiking and backpacking have shown a lack of
preparedness in equipment, procedure, and physical readiness. Of particular concern
are the injuries suffered during these events. The extents of these injuries, although minor, indicate
the need to change our preparation techniques to prevent failures and injuries of a more serious
nature.
Conclusion: 12/22/10: A proposal was made for the Troop to have periodic hiking events
throughout the year to expose more Scouts to the finer details of hiking &
backpacking. Although it is understood that infrequent hikes will not in itself build physical
strength or endurance, it should encourage more Scouts to take part and learn in smaller
increments. It should also increase the likelihood that Scouts will practice and prepare on their own.
02/23/11 – Brian & Steve were added to the sub-committee for this item.
07/27/11 – Cycling is progressing during Troop Meetings continuing from the boost that the C&O
Canal Bike Ride provided. The hiking proposal is tabled until after summer camp.
Page 5 of 7
Troop 16 Committee Meeting
09/28/11 – A hike on the Appalachian Trail is to be scheduled as an alternative for older Scouts
during the weekend of Blackstone (11/04-06/11). Courses for backpacking gear & food will be done
during meetings before the hike.
CRITERIA: Hikes will be a ONE DAY EVENT (no overnight activity), should cover 2-4 miles, and be
conducted four times per year on a Saturday or Sunday. Day hikes should be a near locality such as
Newport News Park, Northwest River Park, Lone Star Lakes, Dismal Swamp, etc. Initial packing
should include the bare necessities (water, first aid, snack, whistle, etc.). Advanced training could
include completely equipped backpacks with provisions.
Action items for this agenda: Person responsible Deadline
Plan 3 or 4 DAY HIKES using the Troop Calendar using the Echols, Jonathon
conclusion criteria. Present possible dates and locations to
Turner, Steve 10/26/11
committee for approval and implementation. (on hold until AFTER
Summer Camp) Champigny, Brian
A backpacking hike on the AT is on the calendar for 11/04-06/11. Turner, Steve
Two classes are planned to prepare: BACKPACKING 101 – GEAR 10/24/11
(10/17/11) and 101 – FOOD (10/24/11). Champigny, Brian
A CampMor order will be consolidated from Troop 16 members and
Turner, Steve 10/24/11
sent 10/24/11 as a group order.
Agenda item: FALL CAMPOREE Presenter: Tony Stewart
OB NB
Discussion: Tony has been approached with the idea of Troop 16 conducting the 2011 FALL
CAMPOREE, 10/14-16/11. At the Troop Committee Meeting on 06/29/11, approval
was given for running this event.
Conclusion: 07/27/11 – The 2011 Fall Camporee for Colonial Trails District is Oct. 14-16, 2011.
Tony presented the theme as the FINEST & BRAVEST: Remembering the Heroes of
9/11 to highlight and promote the Police and Fire Departments. Possible merit badges to be
concentrated on would be: CRIME PREVENTION & FIRE SAFETY. The approved location is
JOHNSON’s GARDEN & NURSERY (Site has water available, Chapel area – although overgrown, fire
ring, No power, etc.). The event cost is $9/per person ($25 non-refundable deposit to council) which
includes the patch. Patch design has been completed and will go to vendor for production. Need
Port-A-Johns (possibly 4).
08/31/11 – A Beaver Day for the site will be held 10/01/11 for Troop 16 Scouts to prepare the area.
This will also be a SCOUTMASTER APPROVED PROJECT for Scouts that have not been able to be
elected to a leadership position. The nursery will supply/loan some equipment for clearing their
property.
09/28/11 – Tasks needing support for the Camporee
- Determine Command Post location and set up (Ferguson’s mobile home)
- Coordinate with police for the Crime Prevention Merit Badge. Provide covered area.
- Coordinate with fireman for the Fire Safety Merit Badge. Provide separate covered area.
- Adult leaders to help for some requirements for Fire Safety:
a. Refueling Lawn Mowers
b. Campfire, Camp stove, & Lantern safety
c. Melting wax
d. Aux. heating devices
e. Match striking
Action items for this agenda: Person responsible Deadline
Plan out and organize the Fall Camporee slated for 10/14-16/11. See
Stewart, Tony 10/14/11
above list for some details to prepare.
Page 6 of 7
Troop 16 Committee Meeting
Conduct a Beaver Day & Scoutmaster Approved Project to prepare
Stewart, Tony 10/01/11
the Johnson’s Garden & Nursery site for the camporee.
Additional Information
Observers & Guests: N/A
TIMBERLINE SKI TRIP – Carol Ferguson found a reduced rate offer for this event
Special Notes:
for the dates of 12/26-27/11. $99 includes the meals, lodging, ski rental, lessons,
and lift tickets for these two days. Carol will put together the ski trip package and try to
extend the event dates to [possibly] Monday, 12/26/11 through Thursday, 12/29/11.
Information will be shared before the next committee meeting.
Page 7 of 7
