ࡱ> ` V1bjbjss 4r& hhh&&&8,'d'z:8(N(N(N(N())))))zz|z|z|z|z|z|z$5}hz/))))//zN(N(zW4W4W4/N(N(zzW4/zzW4W4jn$0vN(,( gIjd&0Tr2xz0z s&='2=d0v0v~=wH))*0W4,,))))))zz3d))))))z////D&& Group Committee Meeting Sept 28th 2011 Present: Christopher Robinson (Cubs), Charles Gorley (Scouts) , Alan Clapp (Group Commissioner, Venturers), Craig Defries (Group Secretary), Derek Horne (Group Registrar), David Peters-Woods (Group Treasurer), Brittany Garrick (Rovers) Opening Alan led us in prayer Reports: Finance: - David Registration Refund We can claim a registration refund for any youth who has decided not to return this year but who registered during the early registration period. A full refund will be paid for a claim received by Voyageur Council before September 30th. Please let Derek and David know as soon as possible if there are any youth to whom this applies. No One Left Behind Program Section Leader Directions The form dealing with information needed for making an application to the No One Left Behind program has been posted on the 8th Orleans website (it was reviewed at last months meeting). The form can be downloaded from:  HYPERLINK "file:///\\\\server2\\DPETERSW\\www.8thorleans.ca\\treasurer-forms" www.8thorleans.ca/treasurer-forms. Please complete this form for any youth who require financial assistance for participating in your sections activities. I need this information to make an application to the program. The participation component of the No One Left Behind program covers such expenses as uniforms, books and weekend camps (but not such things as weekly dues). Each application to the program should be for the following two months (i.e., please complete this form now for expenses that you expect will be incurred during October and November). I will collect together information from the different sections and make the first application to the No One Left Behind program for this year by Wednesday October 5th (if I receive input by then). Section Bank Accounts Troop has set up its own section bank account and Company may decide to do the same too. Financial Analysis Our bank account balance as of September 28, 2011 was $5,127. Full financial analysis next month If any youth need to be de-registered. Please let David know within next two days so Group can receive full refund from Scouts Canada Please use the new fund requisition Current bank account is over $5000 because of registration received . details next month Registration Derek 12 beavers, 8 cubs, 3 scouts , 83 youth, 24 adults (leaders), total 107. Our retention rate is 111% Scouts Canada ideal retention rate is 115 % which we are very close AMM Alan Nov 5 Senators vs. Buffalo Sabres recommended for Cubs up. $30 game only, $40 game and sleepover Council Scout Camp June 1-3 Scouts Canada promoting a new model of servicing leaders, recognizing that leaders who are supported remain as leaders longer. 5 pillars of support: orientation, in-person support, training, recognition, Group commissioners role (Alan) is to visit each section a minimum of 3 x year. Also for a section and group self-assessment. Alan requires a youth retention list per section (cross-reference) and average weekly attendance per section Group commissioner requires a plan from each section Ensure that youth are engaged in planning and leadership in each section Sections are aiming for Quality Section Awards Regular communication with parents each month yes for all sections Youth Group Commissioner; we are well represented by youth through venturers and rovers; but we will develop new role. Liaison role. 3-4 youth interested; Alan will be interviewing. Final authority will rest with Group Commissioner October 21-22, WB1 training at OUC for Cubs, Scouts. WB2 will be 3 weekends in April Leadership summit was very good. Look at Voyageur Council website for details of what was discussed, learned. AGM summary is also available on Voyageur Council website Odawa Area has a large four burner propane BBQ for Groups to borrow. Must provide own propane. Fred Hyde is new Odawa Area Quarter Master October 15th Electronic Area Recycling Day being organized by Scouts Canada New Area badges to be introduced. Odawa Area will be holding a contest for new designs. JOTTA Jamboree on the Air (Ham Radio Operator) at Apple Hill Check Odawa website Quarter Master Alan New system seems to be working out well $650 approx. spent on new equipment, $300 replacement, $180 repair One canoe rented out to OUC Ladies Group $20 per rental policy passed by Group last year. T- Shirts Have 5 new shirts, and 2 old cotton t shirts left; Need to order more Alan suggesting that we maintain current sizing Group gave permission to Alan to order new shirts. Long sleeve quick dry shirts to be ordered individually. Alan to order by Friday noon, Sept Sections will determine whether youth need to wear a red activity shirt every day during camps Sections Beavers No report Maximum capacity Cubs Christopher MEMBERSHIP: Youth: 21 Scouters: 5 New Members: TRAINING COMPLETED: Youth: Nil Scouters: Nil RECOGNITION & AWARDS: (Badges, Investitures, etc) Youth: Nil Scouters: Nil [Cubs cont.] ACTIVITY REPORT: (Outings, Service Projects, Hikes, Camps, etc) 12 September Opening Night 19 September Naturalist, Hiking, Conservation badges 26 September Camp Preparations PLANNED FOR THE NEAR FUTURE: (Upcoming events) 1OctoberSaturday 9:00 11:00amApple DayOrleans United Church1-2October11:00am 11:00amFall CampBase Impeesa3OctoberPost camp - No meeting10OctoberThanksgiving No meeting17OctoberMonday 6:30pm 8:00pmTrailcraft badge (survival kit)Orleans United Church24OctoberMonday 6:30pm 8:00pmRecycling badgeOrleans United Church31OctoberHalloween No meeting CUB FINANCIAL REPORT: Petty cash balance is $131.92 and sufficient for current needs. CONCERNS TO BRING TO GROUP: Pack is at full capacity. 21 allows for 15% absentees and a manageable 3 Sixes of 6 each. We do not have sufficient 2nd year cubs to have a 4th Six. The Library is maxed out at this size. Scouts Charles Great camp at 98 Acre Wood; APL and PLs chosen 4 leaders taking 1st aid Medic Alert in October Werner organizing an APL and PL training Badge work system using Ipad 17 youth, 4 leaders Eric and Charles part time; can always use more leaders Linking Ventures Ski weekend, Lodge booked; White water, Work Weekend May canoe camp Venturers -- Alan Missed couch rally Going to Rovent Discussion of linking with scouts hiking camp in November Rovers Brittany First meeting by-laws developed By-laws included at end of minutes Rovers attending Rovent Service to ourselves and 8th Orleans plan a group wide camp ; if not for this year, perhaps next year (realizing that sections have planned year to a large extent already). Tentative date: First weekend of May. Opportunity to link amongst all sections May 4-6 2012 proposed at Mels property. Will be checking out in November cutting down trees; could combine with a service project according to JC model eg. managing tree lot. Endorsed by Group. Upcoming Activities Apple Day & sewing of neckers - Saturday Oct 1st Peter Smith is the lead; need volunteers for neckers Food Drive - Saturday Nov 5th Alan is lead Convent Glen Mall is confirmed. Need someone to organize volunteers Popcorn sales X3-- Peter Show and Deliver October 8th table to be set up at Convent Glen Mall right now 3 youth ideally a beaver, cub, scouts; November 19th volunteers needed also. Credits to be given to youth who show up. Web site Alan Continues to work well. Draft proposal of Special Activity Fund discussed. Motion: Christopher; Second Brittany: Special Activity Fund is to be rebranded as the Jamboree Fund, to be used for Jamboree like events. Group will review section plans for such events to ensure fair access amongst Scouts, Venturers, Rovers. This is to help fund costs for registered members participation and youth offers of service. Annual contribution will be determined and made by Group Committee. Carried. Unamious Constitution and Policy document This years project! Deferred to next meeting. Concerns for 2011/2012 year.None expressed at this time-- All Next Meeting: Wednesday Oct 26th, 7:00pm Closing Scouters 5 led by Alan Appendix A: 8th Orleans Rover Crew By-laws The Official Bylaws of the 8th Orleans Rover Crew AS DRAFTED ON SEPTEMBER 20, 2011 ON MEETINGS We will meet twice a month on the first and third Tuesday of the month. For the first Tuesday we will meet from 6pm to 7pm at the Tim Hortons on Baseline Road. For the third Tuesday we will meet from 7pm to 8:30pm (give or take) at the Orleans United Church. Dress for meetings will consist of a necker and casual clothes. To open every meeting we will greet each other casually. To end every meeting we will simply state meeting adjourned. The meetings will follow the set agenda as stated below. As a crew of small in number we have no formal structure or roles but make decisions collegially. ON PROSPECTIVE MEMBERS To be considered for the crew a person must have completed high school or be at least 17 years of age and have demonstrated an interest and capability of the crew and its service. Any prospective members must attend monthly meetings for a period of two months as well as one (or more) weekend camps to allow the current members of the crew to assess the compatibility, work ethics and morals of said individual. Once a prospective member has been agreed upon they will be asked to plan a service project for the upcoming year. ON FOCUS The focus of our crew is on service to ourselves, our group, and the community. ON THE ADVISOR The role of the advisor in our crew is to mentor, coach, and guide us through the pit falls of life. The advisor is expected to push us out of our comfort zone, challenge our thoughts of the world, catch us when we fall, let us fail and succeed and have as much fun as we do.  The set agenda for the 8th Orleans Rover Crew is as follows: Opening (see above for proper opening instructions) Minutes of the past meeting (discuss any unresolved items) Reflection on past events (i.e. what went well and what didnt) Upcoming events and calendar (discuss any prep work that must be done) Planning Open floor (any special issues i.e. sponsor child, fundraising ideas) Closing (again see above for proper instruction)  If our numbers grow to over 6 youth members we will reassess our structure and roles.  Whether or not this project is put into action is up to the members of the crew.  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