September 2015

Dan Beard District Committee Meeting Minutes
Thursday, September 10, 2015



1. Call to Order – Kristopher Fisher, substituting for John D. Richardson, called the meeting to order.
2. Opening  - Kristopher Fisher led the Pledge of Allegiance, Scout Oath, and Scout Law. Flem Goins then offered the invocation.
3. Welcome – Kristopher Fisher welcomed the Committee members.
4. Training – Jay Reilly spoke on the Dan Beard OLS, stating that 25 participants were signed up with 3-4 more expected. He stated that 12 staff members were signed up.
5. District Chairman’s Report
a. Special Recognition – Susan Murrell was recognized as the District’s Service-Minded Leader of the Month.
b. Expectations – No report
c. Work Hard, Play Harder – No report
d. Journey to Excellence – Kristopher Fisher noted that the district is still at the Bronze level.
e. District Calendar – Kristopher Fisher discussed the possibility of Packs that are camping the same weekend as the camporee might come see the Downhill Derby.  He also mentioned September 11th, Popcorn Sales, OA Fall Fellowship (stressing sealing membership with Brotherhood), Cubs-n-Family, and Outdoor Leadership Skills. He also mentioned that Veteran’s Day, with Nashville’s annual parade, would be on November 11th.  He mentioned the upcoming District Business Meeting in November and suggested that Charter Organization Representatives should be contacted.  Randy Foster will facilitate a conference call for anyone who cannot attend in person.
f. Friends of Scouting Update – There was no FOS report.
g. Dan Beard District Newsletter – No report
6. District Commissioner’s Report – Linda Stinson reported that Commissioners are working to accomplish unit visits.
7. Committee Reports
a. Communications – Steve Foster reported that the Dan Beard District Facebook page and Dan Beard Underground page had added new members, standing at 123 likes and 107 members, respectively.  
b. Membership – There was discussion concerning Alternative Religious Beliefs and Scouting’s focus on reverence to God.  Kristopher Fisher stated that the District is still looking for a membership chair. Round-ups were held at 10 schools and 85 youth and 50 adults were recruited. Three “new” units were established, 2 that are brand new and another unit at Southminster Presbyterian Church.  Jason Cowan is becoming the Webelos Scout Transition Chair.
c. Finance – Susan Murrell stated that the finance report from the Council had not come out yet. She mentioned that only 11 of the 102 gift cards to incentivize popcorn sales had been picked up.  Steve Foster volunteered to promote the existence of the cards. Susan Murrell stated that she would check with the Council about whether food could be donated by corporate donors for the Dan Beard District Banquet.
Susan Murrell mentioned that popcorn sales were a bit down over previous years, and she encouraged a concerted effort by District units.
Kristopher Fisher mentioned the $2500 gift from the Professional Insurance Agents of Tennessee for the Council’s silent auction.  He also focused on District adult awards and stated that there would be a list of all adult leaders in the district available in October.  He wants this to be used as a tool to identify potential honorees.  Any training award paperwork needs to be given to Jay Reilly.
d. Finance Subcommittees – No report.
e. Program
f. Program Subcommittees
i. Training – Jay Reilly reported that the Monthly Training Report was 4 times thicker, with a huge amount of training now reported. The database indicates:
2 units are ≥ 80% trained
2 units are ≥ 70% trained
1 units is ≥ 60% trained
6 units are ≥ 50% trained
1 unit is 0% trained
Jay Reilly also reported that the LDS training record has still not been located.  The District is showing 49% trained and 51% not trained. The not trained number is substantially driven by people who are no longer serving at the District level.
ii. Advancement and Recognition –
iii. Activities and Civic Service – The District banquet bid document was shared and was to be emailed to the various units. Jim Byers spoke about the importance of pre-registration and stated that the precedent had already been established for non-registered banquet attendees not to be permitted to participate in the meal. 
iv. Camping and Outdoor Activities – A new location is being scouted out for Cub Scout Day Camp.
8. Other Business – Kristopher Fisher spoke of the need to establish this year’s nominating committee for district officers.
9. District Executive’s Report – DE Ian Weir announce his new son’s name, Oliver Wesley Weir.
10. Adjourned.

2015-05-14 - District Committee Meeting Minutes (DRAFT)

Dan Beard District Committee Meeting Minutes (Draft)

Thursday, May 14, 2015

Present:

Abramson, Sanda

Fisher, Kristopher

Foster, Randy

Johnson, Jim

Jones, Sandy

Reilly, Jay

Richardson, John D.

Weir, Ian

Absent:

Byers, Jim

Foster, Steve

Goins, Flem

Kirkpatrick, Jeff

Bill Martin

McCoy, Mack

Murrell, Susan

Ollis, Sam

Richardson, John W.

Rhone, Donnell

Scrough, Andrew

Smith, Chris

Stinson, Linda

Tidwell, Will

1.    Call to Order – John D. Richardson (JDR) called the meeting to order.

2.    Opening  - JDR led the Pledge of Allegiance, Scout Oath, and Scout Law. Kristopher Fisher then offered the invocation.

3.    Welcome – John Richardson welcomed the Committee members.

4.    Training – Jay Reilly spoke on the topic of coaching volunteers that are brought in to serve with the District Committee. He stated that they need to be mentored and monitored to feel that they are doing the right thing.  He said that they should not be left hanging out to dry.

5.    District Chairman’s Report

        a.    Special Recognition – There was no special recognition at this meeting.

        b.    Expectations – JDR spoke about wanting to know how the District is doing and had the members of the District Committee complete a survey.   

        c.     Work Hard, Play Harder – JDR provided 20% off coupons to Dick’s Sporting Goods for the Committee members to share as they desired.

        d.    Journey to Excellence – JDR went over the figures to-date for the District and express that the District is making progress.

        e.    District Calendar – The 18-month calendar was discussed.  It was noted that the Vision Roundtable (approximately 1.5 hours) and the District Leadership Institute are both set on November 14, 2015. EDGE Training is set for August 1, 2015.  Ian Weir was asked by Kristopher Fisher to see if the Google calendar for the district on the MTCBSA website can be edited by the District Co-Chairs for Communication. JDR asked Ian Weir to work on the Dan Beard site on the Council website.  JDR also requested a list of contact information for all the adults in the District.

        f.     Friends of Scouting Update – There was not FOS report.

        g.    Dan Beard District Newsletter – No report.         

6.    District Commissioner’s Report – Linda Stinson reported via text that there are still issues in accessing the toolbox so tracking of unit visits was still lagging.  Since there is not a District Membership Chair, Ian Weir asked the Commissioners and Jay Reilly to help with calling members of units to see why they are no longer involved.

7.    Committee Reports

        a.    Communications – Steve Foster reported that the Dan Beard District Facebook page has 114 likes and that the Dan Beard Underground page has 101 likes.  He discussed the need for content.  JDR requested a synopsis of the Leadership Summit.

        b.    Membership – No report.

        c.     Finance – Susan Murrell inquired when Brian Wolfensberger would be joining Committee meetings. JDR stated that he would contact Brian.

        d.    Finance Subcommittees – No report.

        e.    Program

        f.     Program Subcommittees

                i.      Training – More people are getting their Youth Protection Training done.  Packs with 80% or more of their leaders not trained are: 6114, 85, 205, 242, 201, 204, 480, and 616. Troops with 80% or more of their leaders not trained are 621, 210,337, 6114, and 201.

                        The LDS units just had a training event.

                        Jay Reilly asked Ian Weir to check Jim Johnson’s records for OLS since Jim should be grandfathered under prior training, and his records would serve as an example of similarly situated leaders.  The question is whether some leaders are grandfathered or untrained.

                        The next two months, Jay Reilly will be sending email and snail-mail to units naming who has not been trained and explaining what training those persons need.

                        The District is going to provide Youth Protection training using a DVD and a facilitator.

                        Jay Reilly reminded the Committee of EDGE Training from 9-3 on August 1^st and stated a need for 5 volunteers.

                        OLS/Baloo has 7 trainees and 3 trainers lined up.

                ii.     Advancement and Recognition – Jim Johnson gave the report. He stated that he would be coordinating advancement records, doing a comparison of unit records, and a comparison to records of other districts.  He stated that the next meeting of the Advancement Committee is April 21, 2015.  Sonja Dobbs is joining the Advancement Committee, and Donnell Rhone is working on another person.

                        Jim Johnson stated that Advancement and Training Coordinators are still needed. He talked about doing visits with Unit Commissioners. Mack McCoy is to verify that each unit has an Advancement Coordinator and will also get Unit Charter Organization Representative information.  The desire is just to make sure that the advancement program is being offered.

                        There was discussion of the LDS approach to the programming and the timing of the program affected by LDS needs.

                        John V. Richardson is cleaning out the Merit Badge Counselor database.

                        The Advancement Committee intends to conduct training on Eagle projects and training on boards of review.

                        Kristopher Fisher stated that Andrew Strough is working on ideas for the 2016 Spring Camporee.  There was discussion of asking a committee of Senior Patrol Leaders as long as there are strong unit commitments to their SPLs.

                iii.    Activities and Civic Service – Sandy Jones thanked the Committee for the idea of asking volunteers to help with specific things and, as a result, she has 1 or 2 committee members recruited to work on specific things.  There was then a discussion of whether a unit could cater the leader banquet. This issue will be taken up at the next District Committee meeting.

                        Sandy Jones discussed the Memorial Day flag placement and asked Ian Weir about the length of the events.

                        She spoke about the June 2^nd NOVA event at the Scout Office.  Ian Weir stated that he would make photos.

                iv.   Camping and Out Activities – JDR stated that he is looking to Kris and everyone else to help with the Camping Committee.

8.    Other Business – JDR stated that Day Camp participants are needed, and Linda Stinson is going to reach out to kids.  JDR stated that Boy Scouts are needed to work Day Camp.

9.    District Executive’s Report – DE Ian Weir stated that the District had reached 101% of its Friends of Scouting goal of $50,000.

10.  Adjourned.

2015-03-12 - Draft

Dan Beard District Committee Meeting Minutes (Draft)

Thursday, March 12, 2015

Present:

Abramson, Sanda

Byers, Jim

Fisher, Kristopher

Foster, Randy

Foster, Steve

Johnson, Jim

Jones, Sandy

McCoy, Mack

Murrell, Susan

Ollis, Sam

Reilly, Jay

Rhone, Donnell

Richardson, John D.

Richardson, John

Scrough, Andrew

Stinson, Linda

Absent:

Goins, Flem

Kirkpatrick, Jeff

Smith, Chris

Tidwell, Will

1. Call to Order - John Richardson called the meeting to order.

2. Opening - Jay Reilly led the Pledge of Allegiance, Scout Oath, and Scout Law. Steve Foster then offered the invocation.

3. Welcome – John Richardson welcomed the Committee members.

4. Training – Jay Reilly reminded the committee of the May 2nd District Committee training event and mentioned that the Middle Tennessee Council would be providing the training, using the Dan Beard District Committee as a “guinea pig.”

Mr. Reilly referred to the District Operations Handbook, stating that everything committee members need to know about their roles can be found in the Handbook.  He walked the group through the Handbook, first discussing the Key 3 (the District Chairman, the District Commissioner, and the District Executive). He then described the importance of the District Fund Development Committee and its tasks, stating: “If the District’s not there, the Council’s not there.” Mr. Reilly then turned to the District Membership Committee, discussing the tasks assigned to it and observing that the role of the committee is not just about recruiting youth but is also about recruiting leaders.  He stated: “If we don’t have numbers, we don’t have a program.”

Mr. Reilly then discussed the District Activities and Civic Service Committee whose role is to create visibility for the District and its programs and to create interest in other committees and activities. Mr. Reilly then turned to the District Advancement and Recognition Committee.  Its 17 tasks are focused on creating a program to help with youth advancement and providing recognition for adult leaders.

Mr. Reilly then discussed the District Training Committee and training opportunities such as Wood Badge, OLS, and Philmont.  He then shared the Work Plan forms that can be used as agendas for the District Committee Meetings and the meetings of the various committees.

5. District Chairman’s Report

a. Special Recognition – John Richardson recognized Randy Foster regarding the minutes for the District Committee. There was discussion, and it was decided that minutes would be posted online for archival purposes.  Steve Foster will see to this.

b. Expectations – John Richardson encouraged the Committee to use the Operations handbook and really read it.  He stated that the May 2nd training will be the Handbook “on steroids.”  He then talked about the Feedback Form provided at each District Committee Meeting.  He stated that he had received some forms already.  He encouraged the various committee chairs to recruit additional members, because “doing stuff alone is lonely.”

c. Work Hard, Play Harder –

d. Journey to Excellence

i. Committee Challenge

e. District Calendar – Mr. Richardson mentioned the University of Scouting scheduled for March 14.  The charge at the door was set at $35.

f. Friends of Scouting Update – Mr. Richardson stated that $14,000 was raised at the Patron’s Lunch from Dan Beard givers.  He stated that Committee members may be asked to make a few fundraising calls.

g. Dan Beard District Newsletter – Mr. Richardson stated that he would like for the District Committee to produce a newsletter that could be provided online and in paper.  He stated that the Council’s Area Director had expressed a willingness to provide some resources.  Steve Foster and Randy Foster expressed a willingness to produce a newsletter but noted the need for content.

h. District Leadership Summit

i. District Executive Search – Mr. Richardson stated that a strong candidate had been identified.  He is an Eagle Scout, college graduate in his 20s who was going to be going on his ride-along.

6. District Commissioner’s Report – Linda Stinson reported that no Unit Commissioners’ Meeting had been held in the prior month due to inclement weather.  She also spoke that certain of the computerized tools for Commissioner use were down and, as a result, unit visitations had not occurred.

7. Committee Reports

a. Communications – Steve Foster reported on reach of District Committee’s social media and stated that he would set up an archive for District Committee minutes.

b. Membership – In the absence of a chair, John Richardson stated that the position would be filled in due course with the right person.  He is looking for an elementary or middle school principal or someone similar.

c. Finance – John Richardson stated that he would be making some fundraising calls.

d. Finance Subcommittees

i. Friends of Scouting

ii. Family Friends of Scouting – Kristopher Fisher  - Jeremy is working on a program to call former givers.

iii. Popcorn and Camp Cards – Susan Murrell reported that the sale of camp cards was going “phenomenally.”

e. Program

f. Program Subcommittees

i. Training – Kristopher Fisher reported that 3 members had been recruited to the committee. A mobile training group for Youth Protection is going to be formed.  Currently, only 61% of Dan Beard District Adult Leaders are Youth Protection trained and only 26.1% are position-trained with approximately 45% of Cubmasters and Scoutmasters being position-trained.  He related that informal OLS/Baloo training will be given at Camp Beany Elam October 2-4, 2015.  He stated that the Council wants each unit to have a Unit Trainer to work with the unit and the District.  Adult leaders will be dropped if not Youth Protection trained by June 1, 2015.

ii. Advancement and Recognition – Mack McCoy reported that his committee had met and set meetings for the rest of the year. The committee has six strategies with tactics, metrics, and expected outcomes.  Three of seven coordinator positions have been filled.  The “sweet spot” for the committee is 8-10 members. John Richardson (the elder) stated that he has expanded the Merit Badge counselor database and expressed that he wanted to collaborate with Unit Commissioners.

It was stated that the Eagle advancement process needs to be demystified and that the District needs to emphasize Eagle Scout Coordinators at the unit and district levels.

Donnell Rhone reported that he had spoken with Sonja at the Scout Office and that he had gotten a list of unit Committee Chairs and will be receiving a list of unit Advancement Chairs as well.

iii. Activities and Civic Service – Sandy Jones reported on Scouting for Food.  She stated that 1700 lbs of food had been weighed and that there were 327 other items to weight.

She reported that she was aware of 3 Troops and 1 Pack that had participated in Scout Sunday activities.  

National Public Lands Day is set for September 26, 2015, and there will be potential opportunities for service relating to the event.

There was a discussion of the Eagle Scout and Volunteer Reception.  Sandy Jones mentioned that she had attended one previously and that it was inspiring.  Kristopher Fisher commented that this year, there will be two mentors for each table and a different format for the event.

iv. Camping and Out Activities – Andrew Strough reported that this year will be the last time for Day Camp at the Airport due to insurance issues.  He reported that the District Pinewood Derby is set for April 11th at St. Edwards.  He reminded the Committee that the District Campfire and Crossover will be held that evening at Longhunter State Park.

8. Other Business – Kristopher Fisher commented that it was important to get ahead on calendaring future events, getting out to units what will happen next year.  He suggested that unit leaders bring their calendars to the April Roundtable for rationalization with the District’s provisional calendar.  Steve Foster asked Linda Stinson if the Roundtable format would be changed. Jim Johnson suggested that the District’s provisional calendar be sent out early.

John Richardson shared an interesting factoid that a cubic yard of water weighs 1700 lbs which also is the maximum weight of a crate.

Jim Byers announced that he was stepping down as Boy Scout Roundtable Coordinator and recognized Steve Foster for stepping in at the last moment to conduct the program at the night’s Roundtable.

9. District Executive’s Report – John Richardson reiterated that the Council was close to hiring a new District Executive.

10. Inspirational Quote of the Month –“We must depend upon the Boy Scout Movement to produce the MEN of the future.” – Daniel Carter Beard

11. Adjourn in Honor of the Dan Beard Districts Service-Minded Leader of the Month - Chairman Richardson adjourned the meeting in Randy Foster’s honor.

2015-02-12 Minutes - Final

Dan Beard District Committee Meeting Minutes (FINAL)

Thursday, February 12, 2015

Present:

Abramson, Sanda

Byers, Jim

Fisher, Kristopher

Foster, Randy

Foster, Steve

Goins, Flem

Johnson, Jim

Jones, Sandy

Kirkpatrick, Jeff

McCoy, Mack

Murrell, Susan

Ollis, Sam

Reilly, Jay

Rhone, Donnell

Richardson, John D.

Richardson, John

Scrough, Andrew

Smith, Chris

Stinson, Linda

Tidwell, Will

District Committee Chair John Richardson called the committee to order and led the Pledge of Allegiance, Scout Oath, and Scout Law.

Will Tidwell then gave the invocation.

Committee member Jay Reilly read a short inspirational passage.

Chairman Richardson then began his report. First, he specially recognized Jim Byers for his efforts in helping to organize the recent Dan Beard District adult recognition banquet. He then discussed his expectations for the committee. He referenced the district operations handbook that had been provided to each member and requested that all members review that handbook before the next meeting.

The Chairman also explained a new feedback form to be used, to capture ideas and to provide a mechanism for questions, comments and criticism. He expressed his expectation that each committee member was to be accountable for his or her obligations related to his or her role at expressed the desire that all work hard and have fun.

He stated a 2015 goal of reaching the gold level on the journey to excellence and provided a progress report as of the end of January. He stated that there would be a focus on the districts program with a particular focus on membership.

The chairman then provided the Dan Beard District 2015 calendar, and there was discussion of it and of some suggested changes to it. There was then discussion regarding a district leadership summit in the Fehrman training center at the Boxwell reservation. Three dates were offered up, April 18, April 25, or made to. The decision on the date was postponed until the ending of the meeting.

Linda Stinson then gave the District Commissioners report. She explained that a new system of reporting had been instituted in December 2014. She said that the system would allow unit commissioners to see more information on the units that they serve.

Randy and Steve Foster then gave a report regarding district communications. Randy spoke about the Dan Beard Underground Facebook Page and the Dan Beard District Facebook Pages. Steve Foster mentioned a blog he had previously created for the District and made an appeal for content, particularly from the District Key Three. He also mentioned that he was going to provide information to AntiochTN.com concerning Scouting activities in the Antioch area in particular. Jim Johnson then noted that he still owned the dead Beard district.org and Dan Beard district.com domains.

John Richardson then mentioned that there was not a membership report but stated that it was his intention that the district is GOING TO GROW!

Susan Murrell then gave a report regarding Family Friends of Scouting, Popcorn, and Cards. She encouraged all to get with her to schedule Family Friends of Scouting presentations by Jeremy Roland who is the Central Area Field Director, standing in for the District executive. She mentioned that it was important to order cards now since the scheduling window.

Jay Reilly then reported on training. He stated his desire was to make sure that leaders are appropriately trained, particularly Cub Scout leaders who need face-to-face district training. He mentioned the University of Scouting which is scheduled for March 14 and stated that Weekend Wood Badge sessions would be held in August and September. He stated that he would provide a list of training opportunities in other districts to help ensure that training was available in a timely fashion to those seeking it.

Mack McCoy then gave the advancement report. He stated the goal of his committee was to promote advancement through training and recognition. He stated that his committee desire to work with unit advancement coordinators and that he was going to seek to recruit additional persons to assist the District in advancement activities including Eagle boards of review with respect to the Journey to Excellence. He stated that his philosophy is "crawl, walk, run." He desires to share advancement information with units, identifying merit badge counselors, collaborating with unit commissioners, and identifying training needs for units. He stated that efforts with respect to Venture crews would be subordinated at this time with a focus on Cub Scouting and Boy Scouting training since there are not strong and active Venture Crews in the district.

Will Tidwell then reported on his coordination of religious emblems awards. He stated that there are boys in the unit that he is associated with working on such awards. There was discussion by the committee of the duty to God obligations now a part of certain advancements, including the earning of religious awards.

Sandy Jones then reported on the activities and civic service committee, which has responsibility for publicizing and seeking opportunities for units to provide public service among the committee's duties will be the coordination of the annual leaders’ appreciation banquet. The committee's primary focus will be on non-camping activities.

Andrew Scrough reported for the camping and outdoor committee. He mentioned the April 11 Dan Beard crossover and campfire and Jim Byers reported that a number of units had already committed to attend and camp.

Khristopher Fisher, vice chair of program committee, wants to see the four subcommittees under his committee look at the district calendar and journey to excellence to identify anything affecting each coordinators area. He wants to know their thoughts and plans regarding achieving a good journey to excellence outcome. He saw the biggest problem is solidifying dates for 2015 and looking forward to 2016.

Will Christopher requested that committee units will communicate to the district possible nominees for Silver Beaver, Long Rifle and Pathfinder awards. He requested the training awards not be taken directly to the Council but asked that they be turned into Jay Reilly who will make archival copies for the district and then turn the man.

The chairman then led a discussion regarding the selection of the date for the district leadership Summit and the committee selected Saturday, May 2. There being no other business, the meeting was adjourned