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Minutes of the Loyalist Area Forum 29 March 2017 In Attendance: Geoff Priems, AC Nick Cardamone, AYC Bill Racz, GC 1st Bayridge Shawn Fortin, GC 1st Amherstview Bath Nicole Raymer, GC 1st Kingston West Serge Landry, GC Kingston Centre Kevin Ryan – GC/Chair Brotherhood Dave Cunningham, DAC Finance Jennifer Palmer, Area PR Team Somnath Sinha, DAC Recognition Pat Friske, DAC - Colony Janet Anderson, DAC - Pack Robin Nuttall, DAC - SS Herb Weir, 1st Bayridge Troop Nicole Baird, 1st Amherview Bath Colony and Pack Regrets: Amy Patterson, ASM Wilma Shawtraw, GC 1st Joyceville Group Tim Weston, GC South Frontenac Ian Troyer, DAC - Troop Brian Mabee, GC 2nd Gananoque Gord Campbell, DAC Comms Sean Braley, Warden- Folly Item Summary of Discussion/Decision Action Assigned to:

1. Welcome The meeting was called to order at 7:30 pm. Round table. Announced that Jenn Palmer will be GC of 1st Bayridge in coming months, and Diane Woodman (apologies) will be GC of Kingston Centre. Serge and Bill were thanked for their service. Nicole Baird welcomed.

All

2. Review of Previous Minutes

Accept the minutes of the previous meeting as the true record, Moved by: Shawn Fortin, Seconded by Bill Racz, Motion carried (all)

Info

Next 90 days Events 3. Otter Lake

Cleanup Day – 8 April

All adults are welcome to volunteer to work at this cleanup day. Please notify Bill Racz of ability to attend. raczw@queensu.ca

All

4. Lee Valley See website for opportunity http://www.kingstonscouting.ca/lee-valley/ All 5. Support

Scouter 1 – 22/23 April

Excellent training event planned. Please register at http://www.voyageur.scouts.ca:8080/courseInfo.asp?ID=VoyVCSSI22042017

GCs, All Scouters

6. 6 May – Scoutrees

Please advise Shawn amherstviewbathscoutregistrar@gmail.com of number of adults attending and youth by age (program level) including all family members.

GCs

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10am -1 pm event. Lunch and gifts provided to those Groups who reply to Shawn.

7. 27/28 May – Standard First Aid

Open to 3rd and 4th year Scouts, Venturers, Rovers and Scouters, $70. Register through http://www.voyageur.scouts.ca:8080/courseInfo.asp?ID=VoyLASFA27052017

All

8. CJ Pre-Camp 2-4 June

Pre-Camp for CJ'17 is being put on by Voyageur Council. While not mandatory, it is highly recommended by Council organizers for all patrols that are planning to attend CJ'17. The Loyalist Area Contingent that travelled to CJ'13 also attended the Pre-Camp for that at Apple Hill Reserve prior to the Jamboree, and all Leaders including myself can attest it was well worth it. CJ'17 Pre-camp: 1. Registration for Pre-camp open until March 31st 5pm. There is a registration form available on the FB page, link below, can be submitted electronically. 2. Camp is to be held June 2-4 at Wesley Clover Campground, Corkstown Road, Ottawa 3. Purpose of the camp is to familiarize you and your youth as to what life will be like at CJ 2017 with light weight camping and close quarters. You must transport your equipment to and from your campsite by walking only. At CJ your food will be purchased at the CJ Store but for this Pre-camp you will also have to transport and cook your own food. 4. Fee is $25 for youth and $10 for leaders which includes 2 CJ17 pre-camp badges. Cheques can be made out to "Scouts Canada - 19th Nepean" Food and transportation not included in this fee. 5. Final Payment for these fees due by the May 7th CJ'17 Voyageur Contingent meeting or before. Several methods availble to pay, including mailing a cheque. Here's a note from the Voyageur Team on the Pre-camp from a few days ago: At this point 23 OOS (looking for at least 10 more). We've got 24 Patrols registered for 190 participants. Room for more! More info: If any attending section in Loyalist has not already done so, I highly recommend they subscribe to the Voyageur FB page: https://www.facebook.com/groups/CJ17.Voyageur/ Our patrol from SF is registered to attend, pre-camp, not sure of other Loyalist Area patrols. Other general notes on CJ, March 31st is the final deadline with no penalty for paying all final CJ registration fees. Those patrols that are registered, but are still with outstanding balances will have been notified by e-mail of those figures.

9. Council Beaveree 2-4 June

Details here: http://voy.scouts.ca/ca/event/voyageur-council-beaveree-2017

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10. Area Management Meeting – 14 June

Will be a Pot luck BBQ format. Kevin has volunteered to organize. Likely venue is Rotary Park. More to follow.

11. Amazing Race Troop Camp 16-18 June

Third year cubs and Scouts. Have invited Council participation. For more information http://voy.scouts.ca/ca/event/amazing-race-camp

Event Reports 12. Camp Chilly Nick - Camp was cancelled due to weather. Info 13. Frontenacs Somnath - Report attached. Info 14. ScoutCON Geoff - Excellent event. Will happen in Nov 17. Encourage attendance please Info 15. Rally Tim – not present. Report not provided. 16. Bash Bill – excellent event. High energy. Thanks to all. 17. Bridge Building Serge – awesome Group Reports GCs 18. Amherstview

Bath 1.a. Number of Active Scouters - 20; and 1.b. Number of Active Youth - 54 (32 x Beavers (26 x Amherstview and 6 x Bath), 15 x Cubs (9 x Amherstview and 6 x Bath) and 7 x Scouts). 2.a. Number of Pending Scouters - 1 x Troop Scouter/Gp Comm Member (renewal PRC submitted). Plus, we have 5 x Scouters working on MS1 in their new Sections or Group levels; and 2.b. Number of Pending Youth: 1 x Beaver pending for Amherstview and in MyScouts. 3. GYC Status - we still have Taylar Castell appointed and pending in MyScouts. 4. Any other issues: a. Awaiting Certificate of Insurance Renewals for our Group Meeting Locations; and b. Discussions continue with the Bath Lafarge-Holcim Plant for Scoutrees 2017 (Sat, 6 May 17). Jim Wynn is our primary contact. We will plan for larger LAS participation with the CFB Kingston location not available again this year. Crests have been ordered and are free to our Groups. Additionally, sign design sent to Bob Harding who is building a large wooden sign to be placed on the Lafarge property to highlight that Scouts Canada Scoutrees are planted there. There will be a small sign ceremony at the end of planting and before lunch. Sign location along Highway 33 still TBD. Group pledging for donations as a fundraiser intended to commence next week.

19. Joyceville I still have 2 Beavers 7 Cubs 5 Scouts Jacquie Ball Treasure Amber Fretts Fundraising Lisu Turcotte Secretary Robin, Sean, Mindy Scout leaders Nicole Raymor signing up to cub leader Chantle Moving up to Cub leader MJ Hubert-Potter signing up to Beaver leader in April

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We are going to Pre CJ camp and we did the Beaver Buggies. Still fundraising for CJ.

20. Kingston Centre

See Annex A

21. WiG The Wildly Important Goal of 3 non-section Scouters was reviewed. We updated the tracking sheet to ensure it was complete and correct. Attached as part of this report.

GCs

22. Brotherhood Report

Willing to pay for Youth trg of respect once all other requirements to be “active” have been met.

GCs.

DAC Reports 23. DAC

Growth/Retention

We are at 95.1% of last year’s youth membership. Grew by 2 last week. 15 required to meet 100%; and 30 more required for 10% growth. Total of 45 required to meet 110%. Keep up the great work.

Info

24. DAC Finance See Annex B 25. DAC Property

1. The sale of Camp Oskenonton will be close April 6 th . All memorabilia have been removed. They are available at Crawford Hall by contacting Bill Racz 613-390- 0694. These items will be held until June 1, 2017 and which time any remaining items will be destroyed. 2. The flag pole has been relocated to Camp Otter Lake. We still have a few items to remove and will complete the task this weekend. 3. Fire inspections have been held at both Crawford and Selby Halls. There are a few minor deficiencies and these are being corrected. 4. Fire inspection at Otter. Main issue we need fire suppression equipment in the kitchens for any grease laden cooking. Cost can be in range of $10,000.00 to $15,000.00 for both kitchens. I had reported earlier that no cooking that generates grease vapor is allowed. As part of the inspection a detailed fire and safety procedure is being written. The fire inspector recommended that all users be asked to sign that they have read and will abide by the rules and procedures. 5. A list of projects for repairs/capital maintenance at Otter Lake was circulated with the agenda. Funds will be requested from the OIB and interest on investments will be used. 6. Work Weekend. April 8 th . Please let me know who is able to help by April 5th. 7. Awaiting arrival of heavy equipment to move rock fill and contour lower Gillespie field. 8. I am also seeking to move forward with phase 1 of the business plan. Pavilions at Otter and at Folly. Sea Can at Folly for storage. Motion 1: Loyalist Area supports and approves the use of the interest amount from the “Rock Dunder” and “Rock Dunder (Morton)” OIB held investments to the amount of $12,840.00 for the six projects listed below: Project 1. North side of building footings. $1500.00 Project 2. New tanks for water system $2,100.00 Project 3. Landscaping new campsites and lower field. $5,660.00 Project 4. Finish and Paint new front deck. $580.00 Project 5. Paint Sea Cans $360.00

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Project 6. New Gate and front fence. $500.00 Total. $10,700.00 Contingency – 20% $2,140 Total Including Contengency $12,840 Made by: Bill Racz, 2nd by Janet Anderson (Note: our AYC fully supports) Motion: carried (all) The next two motions are understood to be vague however, it is an expression of intent and desire for approval of the Area to move forward with our program according to the Business Plan. Motion 2: Loyalist Area supports and approves allocates $18,600 from the “Rock Dunder” account held by the OIB for a project at Camp Otter Lake (ON) to include: construction of a pavilion; Trailer; Seacan; and a weed wacker. Moved by Bill Racz, 2nd by Nicole Raymer Motion: carried (all) Motion 3: Loyalist Area supports and approves allocates $12,00 from the “Rock Dunder” account held by the OIB for a project at Camp Otter Lake (ON) for the construction of a pavilion. Moved by Bill Racz, 2nd by Dave Cunningham Motion: carried (all)

26. DAC Communications

1. Email list stats as of this morning: a. Area Management: 22 members total b. Colony: 35 c. Pack: 41 d. Troop: 27 e. Company: 4 f. Crew: 4 g. Groups: The usual suspects h. All Scouters: 128 I wasn’t able to update it last night or today: MyScouts is down for maintenance. 2. Still looking for CJ Fundraising info. Please share them with me and I’ll fire them out on the Area channels along with our regular messaging. 3. I’ve started granting ‘Editor’ access to the Facebook page, allowing various people to post directly instead of having to send it to me and wait for me to do it. If you don’t already have access, add me as a friend on Facebook and message me. 4. Social Media Stats a. Twitter: 109 followers. b. Facebook: only 147 ‘likes’, but post “reach” is down to 187 people. It was over 600 at Christmas. This all depends on the popularity of a post: ‘likes”, but also how many other people share it.

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27. DAC Recognition

#1 The DAC-Council meeting in January went well and the Excel tracking sheet seems to be working well. #2 The next DAC-Council meeting is scheduled for April 20. #3 A new category for tracking Youth Certificates of Appreciation will be opened in the spreadsheet. 4 certificates confirmed. Unconfirmed reports of 21 certificates in the 2016 pipeline, in total. New Area Award in the works by the Area Youth (Cardamone-OPI). #4 Loyalist Area seems to have caught up to late-summer 2016 commendations. #5 Fall 2016 commendations for Popcorn fundraiser, Apple Day, Santa Claus parades, should have been launched already, and in the pipeline. If I can get a show of hands at the meeting, I can track them with Council/Lynn. #6 Winter 2017 commendations for Camp Chilly, Frontenacs Game, Kub Kar and Bridge Breaking should be getting launched now. If I can get a show of hands at the meeting, I can track them with Council/Lynn.

28. DAC Program/Canadian Path

Recommend all Scouters re-do Canadian Path Woodbadge 1.

29. DAC Colony

Nobody seems to be attending Council Beaveree from Loyalist due to the long drive to Apple Hill Scout Camp. Working with Colonies to determine potential for our own Beaveree

30. DAC Pack

Offering service where it has been asked for. Lot of new resources have come available for CP online.

31. DAC Troop I am looking for another date to schedule another Area Troop Scouters meeting. Aiming to hold it in Sydenham, and I would like to do so on a Saturday again. Three broad agenda items: to include 1. CP and PQS updates and some of my findings on how to implement, 2. Scoutstracker updates from my takeaways from Scout Con, and 3. CJ updates. Once I have figured out a suitable date, I will poll the Scouters through the "List" function that Gord has provided.

32. DAC Sr Section Rovers seems to be growing and they are taking back their program rather than just volunteering in sections. Happy for that. Question from Nicole: I have a 17 year old Venturer who turns 18 soon. Does he require a PRC as soon as he turns 18 to remain in the program, since he is a Rover. Are there any issues with me having him remain with Venturers the following year (and do I register him as a Vent or Rover). To be answered:

33. DAC Training Presented Outdoor Skills Basic course to a number of folks due to WB 2 previous training (in person) – and awarded the Scoutcraft 1 recognition (goes underneath your Voyaguer Council badge on left shoulder). Will be happy to organize Outdoor Skills Basic if demanded. Let’s work on our CP WB 1 as it is the new program. Please make this training priority #2. Do Respect first. RESPECT Training Status – 29/124 have completed it. 23% completion rate; Council is at 11.9%. Keep up the great work. 31 Aug Deadline will not change.

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See here for re-imbursement details: http://www.kingstonscouting.ca/news/training/

Key 3 Reports 34. ASM Insurance slips will be available rather immediately. Please contact Amy if you

don’t get it and need it.

35. AYC Area Youth Commissioner – sought approval of timetable. Made appeal for committee members and nominees. Nicole encouraged use of the GYC network. Youth Network – has a planned training date (missed it) at Otter Lake.

36. AC Points Respect training completion. For those on Area Team, we are at 50%. Please work hard to get it complete for 30 April. It’s my challenge to you. Group Committee – 3 non-section Scouters by 1 June. 6 is the desired number… Acting Area Commissioner – Shawn Fortin – 31 March to 11 April.

- Keep up phone calls for our Group goal. Partnership with Canadian Tire Jumpstart – this will help for subsidies. Tied to LICO for families. Winter Reviews – should be completed. Some honesty and depth is necessary, so that program reviews actually help us improve! Will schedule DAC/GC reviews in May/June. A reminder that appointments as a Scouter are good for a year. I know that I want to make some changes, so please be prepared for an honest discussion. Don’t be disheartened if I don’t invite you back to the Area Team. Keep on Scouting!! It’s about the youth!

37. Roundtable Question

From Kevin: A question was posed about Council camps - such as Ope and Apple Hill - if the Council itself or the Area responsible for Apple Hill do not grow - will they have the same limitation towards investment applied to them? That is, will this mandate for growth before investment be applied equally. Answer from the Council Commissioner, Tim Welch: I can confirm that the Voyageur Key 3 does not want to invest significant funds where we have progressively shrinking youth membership. It would not make sense from a youth program quality and impact perspective or from a financial perspective. Areas like Heritage and Nepean that are approaching 10% growth and have 2-3 times more youth than Loyalist make sense for us to invest in as our financial expenditure impacts a greater number of youth. We applied the same logic to Apple Hill. Opemikon as a Council camp is expected to remain profitable every year.

38. Adjournment Meeting Concluded at 9:30pm. Long, but very content filled. Next meeting is scheduled for 26 April 17 at 7:30pm, Selby Hall.

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G. Priems Area Commissioner Loyalist Service Area List of Annexes Annex A – Kingston Centre report Annex B – Finance Report

Annex A 29 March 2017 Kingston Centre Group Commissioner’s Report - March 2017

a. # of Active Scouters, Youth (as of 30 Mar 17) b. # of Pending Scouters, Youth (how long and what help is needed)

2015-16 - Youth

Sep 2016 My

Scouts Youth

Sep 16 Physical Youth

Oct 2016 M

y Scouts Youth

Nov 2016 M

y Scouts Youth

Jan 2017 My

Scouts Youth

Mar 2017 M

y Scouts Youth

2015-16 Volunteers

Sep 2016 My

Scouts Volunteers

Sep 16 Physical

Volunteers

Oct 2016 M

y Scouts

Volunteers

Nov 2016 M

y Scouts

Volunteers

Jan 2017 My

Scouts Volunteers

Mar 2017

My Scouts

Volunteers

Kingston Centre

Pittsburgh Colony 20 10 11 10 12 12 14 7

6 3 5 5 5 6

1 Activity Leader / 1 SIT

Pittsburgh Pack 17 15 15 17 17 16 18 4

4 4 4 6 6 6 1 Int'l

Baptiste is now gone

8th Kingston Pack 13 3 10 4 12 12 12 5

5 4 5 5 4 4 Portsmouth

Pack 16 11 8 12 9 9 11 6

6 5 7 7 6 5 1 SIT Troop 10 7 7 7 7 7 7 1 3 2 2 2 2 3 Company 4 0 0 0 0 0 0 1 0 0 0 0 0 0 0 Group

2 2 1 1 1 1 7 1

TOTAL 80 46 51 50 57 56 62 26 26 16 24 26 24 31 6

Annex A 29 March 2017 Pending Scouters and Youth:

Kingston Centre currently has:

Pending Scouters:

Pending Youth:

Comments

Pittsburgh Colony 0 2 2 youth Pending in MyScouts. Reason unknown

Pittsburgh Pack 0 0

1 youth Pending in MyScouts – Double entry needs to be cleared in MyScouts (Andrew St. Germain) 1 part-time Scouter needs to complete Section training.

8th Kingston Pack 0 1 5 youth still need to be paid for via subsidies. 1 Pending in MyScouts – Double entry (York Mason)

Portsmouth Pack 0 2 2 youth Pending. (isaac david gerald Lalonde, Lachlan Glen McCurdy) Reason unknown.

Troop 0 1 1 Youth Pending. (Jayden Hannah Byers) Reason unknown.

c. GYC status – Alex Abicht is the identified youth. William Priems is the alternate name. Both youth have been approached by AYC. Both are in MyScouts as GYC for Kingston Centre d. Any other issue the GC thinks is important:

• None at this time e. 30 Second Brag on Adventurous Activity – also pass secretarially to DAC Communications with Photo for inclusion in Social Media:

• We ran a very exciting Bridge Breaking contest. Even though the turnout was small, the activity was very successful. Many lessons learned were taken for next year.

• 1st Pittsburgh Beaver’s attended the BeaverBash and had an ecstatic time

Annex A 29 March 2017

Wildly Important Goal Kingston Centre - Serge - Wednesdays (during the day) 613 549-3743

• Needs to Review list and names to determine who to contact. – Completed -- identified several other names; however, current focus on John Tamkee, Courtney Mahoney, Julia Towes and Marcus Freeman

• Needs to enter John Tamkee’s registration –Completed. Now need to get him to do training plus • Will approach Courtney Mahoney (mother) of Corbin at 8th. She put us onto the bridge building guys. – She was approached and is willing to take

on the role of Group Administrator. She is very keen. Need to get her entered, PRC/VSS to get done as well as all the other screening • Will approach Julia Towes (Kevin from A Pack’s wife) – Spoke with Kevin Towes (Pack Scouter) about approaching her. He thought it would be a

great idea, as she likes to do things behid the scenes. I would approach her to be a Fundraiser (Popcorn or Apple Day) – Still in the works • Need to call Marcus Freeman – Assistant Quartermaster or help with Apple Day fundraiser or Camp Committee - I have emailed him to see if he

has any interest and will follow up with a phone call as I identified in my email to him. • Diane Woodman will be appointed as GC. – Completed

(Importance) KC (Currently) Proposed GC (must) Serge Landry

incoming GC Diane Woodman -m, 2020 Diane Woodman -m, 2020 GYC (must) Alex Abicht -n Alex Abicht -n GYC (optional) William Priems -n William Priems -n Group Admin (must) Courtney Mahoney Group Admin (optional) Treasurer (must)

John Tamkee –n

Secretary (highly recommended)

Quartermaster (optional)

Marcus Freeman A/ Quartermaster George Keleher* -m

Fundraiser (highly recommended) Marlene Scouten* Julia Towes (Apple Day / Popcorn)

Registrar (position not needed in future) Member (lucky) Member (lucky) Legend *represents this member works in a section. NOT a non-section Scouter. -n represents NEW scouter -S represents only PRC/VSS missing -m represents only missing MS1 or WB1 in section

Annex A 29 March 2017

Annex BFinancial report - 27 Mar 17

Revenue Budget YTD Actual Jan Feb MarApple Day 8,385.00$ 8,384.92$ Bank Interest 30.00$ 0.55$ 0.12$ 0.06$ Otter - Rentals 5,800.00$ 1,250.00$ Folly - Rentals 500.00$ 102.00$ Selby - Rentals 300.00$ 300.00$ 300.00$ Crawford - Rentals 1,250.00$ -$ Popcorn - Area Level 1,000.00$ -$ Badges Sold 224.91$ Training 10.00$

Total Revenue 17,275.00$ 10,262.38$

Expenses Budget YTD Jan Feb MarAdministration 100.00$ -$ Apple Day 1,288.00$ 1,288.28$ DAC Property 2,000.00$ -$

Crawford - Insurance 500.00$ -$ Crawford - Util 400.00$ 349.22$ 97.94$ 17.95$

Crawford - Maintenance 200.00$ -$ Folly - Maintenance 500.00$ -$

Oskenonton - Insurance -$ -$ Oskenonton - Utility 400.00$ 123.90$ 31.71$ 28.77$

Selby - Insurance 500.00$ -$ Selby - Utility 1,500.00$ 601.76$ 198.83 236.75$

Selby - Maintenance 200.00$ -$ Otter - Insurance 900.00$ -$

Otter - Utility 900.00$ 1,072.30$ 132.06$ 167.20$ Otter - Telephone 1,080.00$ 264.78$

Otter - Maintenance 1,700.00$ 1,836.75$ 700.00$ 600.00$ AYC 200.00$ 36.11$ DAC Colony 100.00$ -$ DAC Pack 100.00$ -$ DAC Troop 100.00$ -$ DAC Senior Sections 30.00$ -$ DAC Training 750.00$ 561.06$ DAC Communications 200.00$ -$ PR Team 1,500.00$ 412.68$ 226.00$ Popcorn - Area Level 500.00$ 1,014.00$ 1,014.00$ DAC Recognition 200.00$ -$ Contingency 1,370.00$ 60.10$ Badges Purchased 187.47$ 330.03$ 65.54$

Total Expenses 17,405.47$ 7,950.97$

Surplus/)Shortfall) (130.47)$ 2,311.41$

*Capital Expenditures 3,604.10$

Financial report - 27 Mar 17

Money on Deposit

OIB Money 31-Aug-15 31-Aug-16 'Interest'

Rock Dunder (Morton) 125,744.44$ 135,518.35$ 6,711.18$ 5.3372%Rock Dunder 214,262.94$ 230,877.47$ 11,432.83$ 5.3359%Loyalist Area Reserve 51,544.03$ 55,540.99$ 2,750.34$ 5.3359%Folly Reserve 24,252.10$ 26,132.67$ 1,705.93$ 7.0342%

415,803.51$ 448,069.48$ 22,600.28$ 13,560.17$

Council Trust Accounts 31-Aug-16 30-Nov-16 28-Feb-17

Loyalist Area Operating 5,059.90$ 5,079.59$ Loyalist Area Reserve 12,809.57$ 13,167.05$ 13,485.46$ Edgar Babcock Trust 23,355.88$ 24,007.68$ 24,588.23$

41,225.35$ 42,254.32$ 38,073.69$

Area Accounts 31-Aug-16 15-Jan-17 21-Mar-17

Operating Account 4,487.42$ 10,019.68$ 8,789.86$ Badge Shop Account * 2,097.51$ -$ Camp Account 10,908.09$ 10,909.91$ 11,410.82$

17,493.02$ 20,929.59$ 20,200.68$