Committee & Governance

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.

Approved by the committee on October 14, 2026.

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 held the first reading of the Financial Controls policy, which requires timely receipt submission and Key 3 approval of expenditures. The vote is set for the October meeting. 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.

6:00–7:30 PM at Jefferson Elementary School. Open to all Troop 3054 families; committee members vote.

Our goal: get how we run the troop in writing. Each decision gets an owner and a date it's reviewed, so the troop keeps running no matter who's in which seat.

Votes at this meeting:

• Approve the September 2 minutes
• Adopt the Financial Controls policy (second reading)
• Adopt how we build the budget each year
• Adopt the 2026–27 budget
• Adopt the adult roles and responsibilities matrix
• Approve the troop side of the joint troop and pack recruiting process

Agenda:

1. Welcome & Last Month's Minutes. Approve the September 2 draft minutes above.
2. The Scouts & the PLC. What the Scouts have planned and what each event needs from adults, training the PLC on the troop app, and next year's calendar from the PLC's annual planning conference.
3. Treasurer's Report & Budget. Second reading and vote on the Financial Controls policy, then votes on how we build the budget each year and on the 2026–27 budget.
4. Roles, Backups, and Who Helps. Vote on the adult roles and responsibilities matrix: who holds each job and who backs it up.
5. Recruiting & Our Pack. Vote on the troop side of the joint troop and pack recruiting process, and a look back at fall recruiting.
6. Upcoming Events. The Court of Honor, Trail of Treats, the food bank, Orienteering Day, the STEM Merit Badge Day, and the Camp Wakpominee weekend.
7. Follow-ups from September.
8. Open Discussion. November weekend conflicts and our 85th year.

Want something on the agenda? Email info@troop3054.org.

Draft minutes, pending committee approval at the November 18 meeting.

Date: Wednesday, October 14, 2026, 6:00 PM, Jefferson Elementary School.

Present: William Mau (Committee Chair); Julie Yanson (Scoutmaster); Kyle Stark (Assistant Scoutmaster); Victoria Jasinski (Advancement Coordinator); Joe Cross (Outdoor Activities Coordinator); and Chris Catalano (Equipment Coordinator).

Minutes

The committee approved the minutes of the September 2 meeting.

Advancement & the Court of Honor

Preparations continue for the October 26 Court of Honor, including confirming that first aid rank requirements are complete and recorded, and that merit badges earned at Camp Wakpominee are recorded correctly. Sandra Riggin, Dave Lawrence, and Victoria Jasinski will hold boards of review for four Scouts the following Monday, and one more volunteer is needed for an additional review. The committee also discussed patrol flags and leadership training. The Senior Patrol Leader is preparing the plan for the first aid meeting, and William will help set up the troop app's planning tools for the Patrol Leaders' Council.

Financial Report & Policy

The committee adopted the Financial Controls policy on its second reading, with financial records kept for five years (the IRS's general rule is three). The committee adopted the 2026–27 budget, including covering a projected $510 shortfall from troop savings, and adopted how the troop builds its budget each year, maintained by the Treasurer and reviewed each May. The committee discussed fundraising, including whether the troop should take a percentage of Scouts' popcorn sales or a flat fee, using fundraising money for camp registrations and equipment, and other sources such as grants and bottle returns. Popcorn sales close in mid-November, and the troop will submit the paperwork for the council's popcorn bonus. The Polish Veterans Fraternal donated $100 toward flags, and the Scouts will send a thank-you note.

Roles, Backups, and Who Helps

The committee adopted the Troop 3054 adult roles and responsibilities matrix as the starting point for the year, maintained by the Committee Chair. The Secretary position is open and will be filled through recruiting; until a position is filled, the Committee Chair covers it or appoints someone. Changes during the year are posted on the Get Involved page, and the committee reviews the matrix each September.

Recruiting & Our Pack

The committee approved the troop side of the joint Troop and Pack 3054 recruiting process, maintained by the New Member Coordinator and reviewed each August, and the pack's Key 3 gave their verbal approval. To help families register, leaders will bring laptops or tablets to the next pack meeting, and recruiting flyers or tags will go out at Trunk-or-Treat and Trail of Treats.

Upcoming Events

Harry O'Connell is running the Jefferson Trunk-or-Treat, and the Schalmont Trail of Treats needs volunteers, with a sign-up for Scouts coming. The Scouting for Food collection on November 14 conflicts with other events that day, so William is looking into moving it to November 15 at the Rotterdam Community Center.

Action Items

• Julie: follow up with the Senior Patrol Leader on the first aid meeting plan; check that Camp Wakpominee merit badges are recorded correctly; collect advancement items from Harry and get them signed off; send the Scouts' thank-you note to the Polish Veterans Fraternal; make recruiting flyers or tags for Trunk-or-Treat and Trail of Treats; follow up on two merit badges in progress.
• Julie and Victoria: organize the October 26 Court of Honor.
• William: help finish pending merit badge advancements; submit the council popcorn bonus paperwork; finalize the bank account signers with David when he returns; look into a November 15 food pickup and sorting event at the Rotterdam Community Center; set up a Trail of Treats sign-up for Scouts; plan the November troop trip around rank advancement; follow up with a new family on registration; add the budget timeline to the troop calendar; update the merit badge counselor list on the website.