Committee & Governance

Open meetings, published agendas and minutes, and the policies that keep our troop accountable to the families it serves.

How We're Run

Transparent, family-led Scouting

Troop 54 is run by a volunteer committee of parents and leaders, on behalf of the Scouts and families we serve. Our committee meets monthly, and every meeting is open to all Troop 54 families. In the spirit of open, accountable governance, we post our agendas ahead of each meeting and our minutes afterward, right here.

A note on privacy. To protect our youth and families, sensitive matters — anything about an individual Scout, a family's finances, or a personnel or Youth Protection concern — are handled in executive session. Those items appear in the public record only as "discussed in executive session," and we never name an individual Scout in a public document.

Policies

The rules we hold ourselves to

Financial Controls

Our financial controls policy covers budgeting, bank accounts, bill payment, cash handling, financial reporting, and annual review. It exists to keep the troop's money safe, accountable, and separate from any individual. Adopted 2025.

Read the Financial Controls Policy (PDF)

Committee Meetings

2026–27 program year

Committee meetings are held Wednesdays at 7:00 PM at 1410 Curry Road, Rotterdam (front office building next to the pool), and are open to all Troop 54 families. Agendas are posted below before each meeting, and minutes are added afterward.

Dates: Sep 2 · Oct 14 · Nov 18 · Dec 9 · Jan 6 · Feb 3 · Mar 3 · Apr 14 · May 12

Meeting Records

September 2, 2026 — Agenda

First meeting of the 2026–27 program year. 7:00–8:00 PM.

  1. Welcome. Introductions, and the test we use all year: is this ours, or is it the Scouts'? If it's theirs, we ask what they need.
  2. Scoutmaster's Minute & the PLC. Everything on the agenda exists so the Scouts can run their own troop. Review what the Patrol Leaders' Council needs from adults for fall campouts and 2027 summer camp: drivers, gear, funds, reservations, and lead time.
  3. Roles, Backups, and Who Helps. Confirm committee and unit-leadership roles, Monday-night coverage and two-deep leadership, the Scoutmaster Minute rotation, and the calendar owner.
  4. The Troop App. Demo of my.troop3054.org as one source of truth for events, attendance, and communication.
  5. Financial. The financial controls policy requires an annual budget; the Treasurer and finance help to build one for the October meeting.
  6. Supporting Our Pack. Where the troop and Cub Pack overlap and volunteer, including Den Chief roles.
  7. Decisions. Adopt the committee meeting schedule, confirm the September new-member night, and add key deadlines (recharter, membership, popcorn) to the calendar.
  8. Open Discussion.

Minutes from this meeting are below.

September 2, 2026 — Minutes (DRAFT)

Draft minutes, pending committee approval at the October meeting.

Date: Wednesday, September 2, 2026, 7:00 PM, with members also joining by Zoom.

Present: Bob McLean (Scoutmaster, Troop 1011, guest); William Mau (Committee Chair); Julie Yanson (Scoutmaster); David Schaefer (Treasurer); Kyle Stark and Harry O'Connell (Assistant Scoutmasters); Jay Lawrence, Jackie Stark, and Laurinda O'Connell (Committee); Chris Catalano (Pack 3054); and parents Victoria, Drew, Joe, and Mr. Benjamin.

Scout-Led Program & the PLC

The committee affirmed the troop's move to a fully Scout-led model. The Patrol Leaders' Council, with adult guidance, will plan meetings and events. The Senior Patrol Leader will lead PLC planning for the September 21 meeting (and possibly September 28).

Program Calendar

Reviewed the year's outings, including the Harvest Fest campout (Oct 2–4), fall camporees, an orienteering day (Nov 7), a Camp Wakpominee campout (Nov 20–22, focused on Tenderfoot through First Class requirements and including Arrow of Light crossovers), and a joint MLK-weekend trip to Camp Wakpominee with Troop 1011 (Jan 15–17, possibly through the 18th). Additional possibilities discussed: a USS Slater sleepover, a Fort Ticonderoga outing, and a Boston trip (Apr 1–4) with a possible USS Constitution sleepover. Some events depend on adult availability.

Adult Leadership, Succession & Training

Discussed succession planning for key roles (Chartered Organization Representative, Committee Chair, Treasurer, Advancement Coordinator, and activity coordinators) and the need for more registered adults as the troop grows and prepares to welcome female Scouts, which will require both male and female registered leaders. Reviewed training requirements, the effect of untrained-leader fees, and the Scoutmaster Conference and Board of Review sequence. Parents were encouraged to register for committee and merit badge counselor roles.

The Troop App

Introduced my.troop3054.org as the troop's single channel for communication, attendance, medical forms, and service-hour tracking.

Financial Report & Policy

The Treasurer reported an operating balance of approximately $36.86 and a $100 donation from the Polish Veterans Fraternal, with a thank-you note to follow. A bank signature-card update is needed to add a second authorized signer. The committee reviewed the Financial Controls policy (adopted 2025), which requires timely receipt submission and Key 3 approval of expenditures. Individual Scout accounts and family financial matters were reviewed in executive session and are not recorded here.

Fundraising

Popcorn sales support both the troop and individual Scouts, with sales closing in mid-November. The committee also discussed local business sponsorships and online donations through Zeffy, to be led by volunteers.

Pack Support & AOL Crossover

Discussed supporting Cub Scout Pack 3054, including a September open house, and Arrow of Light crossover expectations: attending the Harvest Fest campout (Oct 2–4), observing a troop meeting, and completing two hours of community service.

85th Anniversary

Early ideas for the troop's 85th year: a Flag Day event, a Court of Honor, and inviting former members.

Committee Meeting Dates

Approved the committee meeting schedule for the year (listed above). The November meeting was moved from the 11th to November 18 for Veterans Day.

Action Items

  • Bob: share USS Slater details; reserve the Camp Wakpominee dining hall for Jan 15–17 (possibly the 18th); finalize the USS Constitution request for the Boston trip.
  • David: add a second signer to the bank signature card; send the Polish Veterans Fraternal thank-you.
  • Julie: circulate the Monday-night point-of-contact schedule.
  • Senior Patrol Leader / PLC: lead planning for the September 21 (and possibly 28) meeting.
  • William: update the calendar and policies at troop3054.org; roll out the troop app; share the Monday-night coverage document with parents; follow up on open committee roles; compile the merit badge counselor list; review council inflatable-archery rules; plan the Nov 20–22 Wakpominee campout; coordinate the January Troop 1011 trip; arrange an EMT for the November and January trips; and plan the 85th-anniversary celebration.

Adjourned following a review of dates and a call for greater parent involvement.