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.
