Utah National Parks Council Boy Scouts of America Executive Committee Meeting Minutes Thursday, July 23, 2009 Council Service Center, Orem In Attendance: Beverly Armstrong, Curtis Arrington, Rex Barrington, Mike Bateman, Ray Chipman, Tracy Frandsen, Bob Gentry, Hal Miller, James Olsen, Lynn Snow, Kathy Worthen, Ron Nyman, Mike Plowman, Steve Royster 1. Hal Miller welcomed all in attendance. 2. Jim Olsen gave the invocation and led the Pledge of Allegiance. 3. Hal Miller led us in the Scout Oath and Law and gave the thought for the day. He referred to an experience he had last week at the Philmont Training Center in the Council Key 3 Session there. He told of a Multicultural Marketing session that he attended and how a man of Caucasian ethnicity, who was a longtime Scoutmaster and recently retired from his profession, deliberately moved into a Black neighborhood in a large Midwest city. There he and his wife joined a Black church and he subsequently volunteered to organize a Scout troop where none had existed before and to become Scoutmaster. In the following five years the troop flourished, and several new troops were organized in the area. He had won the confidence and support of the church's pastor, who commended him to the congregation as "someone we should all support." Hal said that it was a great example of how individuals who are committed to Scouting can make a difference for good in circumstances that originally may appear unpromising. 4. Hal Miller made the motion, Tracy Frandsen seconded and all approved the minutes of the June 18, 2009 meeting as written and distributed. 5. Hal Miller addressed old business and asked for updates. (A) Rex Barrington reported that he had met with the Council Advancement Committee about the Silver Beaver Colony and the Silver Beaver selection process. A report from the Committee will be ready soon. (B) Kathy Worthen reported that the Eagle Board of Review standard operating procedure was revised and that she would send it to the Executive Committee members. (C) Curtis Arrington indicated that he was still working to develop guidelines (rather that calling them a policy) for the creation of new Districts, District realignment and District discontinuance. Hal offered to provide photocopies from a document that he had received at the Philmont course that might be of help. 6. Tracy Frandsen gave the Council Commissioners Report. He made the motion that Brett Barker become the Sector 4 Commissioner and Robert Jaramillo for the Provo District Commissioner, Mike Bateman seconded and all approved. Later in the meeting Tracy amended the motion and Lynn Snow seconded to approve Richard Kimball as the
new Black Hawk District Commissioner. Tracy announced that the Council had been approved to participate in a national BSA pilot program for mandatory new-leader training. More information will be out later, but it is exciting that the Council will be part of the pilot. Tracy also mentioned that Commissioners are gathering Quality Unit Commitments from each of the Districts. On average 60% of the units have submitted commitments. He indicated that Ron Nyman and the staff were aiming for 70% completion of commitment forms from each District. 7. Ray Chipman gave the Treasurers Report. He called attention to the Statement of Financial Position. He specifically explained that pledge receivables were running higher than last year because we have a number of monthly deductions and monthly credit-card charges toward FOS pledges of $120.00 or more. He also indicated that the campaign has raised more pledges than in prior years and thus the greater amount showing in pledge receivables. He and the office staff are watching this category closely. He also brought attention to the Interfund Loan account, the cash situation in the Capital Fund and the accounts and notes receivable in the Endowment Fund. He indicated that endowment gifts have been pledged and are set up as receivables. These are estate plans or life insurance policies, gifts that will come at a later time. Next Ray referred to the Statement of Operations, highlighting the Friends of Scouting campaign. More funds have been added in the 2009 Friends of Scouting campaign, so there is a positive variance. He also called attention to Camping Revenue which has been undeferred in June and shows as over-budget through the month of June. He reminded that it's still early in the camping season, and many more expenses and additional income will arrive in before the season is over. He indicated that total revenue is ahead of estimate by $220,000 and when the reclassification from the prior year's income including Friends of Scouting, is considered there is a positive $263,200 variance. Expenses are also running a little higher at this point. Ray called attention to Supplies and Occupancy which are over budget. Both are related to summer-camp development, construction, maintenance and District activities. Activity revenue is up as well as expenses for some of the District activities. He also mentioned that recognition award expenses specifically for the finance campaign were $35,989 over budget. Income less expenses showed a positive variance of $38,427 a net increase in income and a positive situation through the first 6 months of the year. Next month's report will show a lot of changes. Ray then presented a document prepared by Joel Zabriskie with input from Mike Plowman, Leon Perry and Steve Royster that identified the capital activity for each Council camp and office facility from the end of 2005 through the current month. This report tracks contributions and expenditures for each camp and office property. It includes interfund loans and compares the outcome to the actual finance statements in the Scoutnet system. At this point, the difference was only $3,000. Overall, expenditures exceeded revenues by $1,549,000 during that period. Ray Chipman made the motion, Tracy Frandsen seconded it and all approved the Treasurer's Report as given. 8. Lynn Snow gave the Finance Report. He called attention to a document called the Camp Annual Report of Operations and provided an overview of this document and how it applies to each camp. He reviewed his concerns about the past reporting procedure for the camps and pointed out the possible trends that the new document will identify. He
indicated that since the camp season is still ongoing, a year-end report will be much more valuable in order to create projections for the next few years. A discussion of several many camp-related issues followed, including the control of spending, and the best ratio of income to expenses for camp operations. Lynn challenged the Committee to look at each camp on its own and collectively to see how the camping program will create net income for the Operating Fund. 9. Jim Olsen gave the Administration Report. He called attention to a draft document titled "Policy Statement on Camping Property Expenditures." After Committee members had read through the document, they discussed how it applies to the Camp Committees, to the Fund Development Committee, to the Camping Committee and to the Properties and Maintenance Committee. Concerns were expressed, questions posed and answered regarding terminology in the draft statement. After the discussion, Tracy Frandsen made the motion, Lynn Snow seconded and all approved the policy statement. 10. Kathy Worthen gave the Cub Scouting and Boy Scouting Report. She announced the success of Family Camp at Maple Dell, that it was a great opportunity for camp promotion and that there is room for growth in program quality. Bob Gentry suggested that the Learning for Life curriculum be used at Family Camp. Kathy will pass the suggestion on to the Camping Committee. She also mentioned that there is a need for a permanent Council Quartermaster to assist the training courses and camps in order to assure that materials and equipment are the right places. 11. Rex Barrington gave the Varsity Scouting and Venturing Report. Rex indicated that there is much activity related to the Centennial year in the Activities and Civic Service Committee. He proposed the dates of October 14th and 15th, 2010 for a camporee-style expo that would involve the full family of Scouting from Cub Scouting through Venturing. It would be a 2-day event for those that could attend overnight. The event may be held at various sites in the Council in order to encourage broad participation. After discussion the Committee agreed that the proposed event is a good idea. Rex will report the Committee's approval to Maughan Pearson. 12. Mike Bateman gave the Marketing Report. He mentioned the ongoing Centennial celebrations and the 2010 Year of Service, including emphasis on April 17th, 2010 which is the Day of Difference. Mike also mentioned a coordinated marketing plan with the Great Salt Lake Council and the Trapper Trails Council that includes a billboard campaign, local TV and radio public service announcements, and also a Scouting for Food campaign that will be coordinated throughout the state. Mike mentioned the Jamboree Shining Light program, which broadcast the 2010 National Jamboree to 5 sites throughout the United States and link to many other sites. It was suggested that Utah could host one of those at one of the churches or the universities. Mike also mentioned Adventure Base 100, which is a traveling semitrailer exhibit of Scouting memorabilia, interactive games and a model campsite. The Adventure Base 100 will be available in Salt Lake City during its national tour.
13. Curtis Arrington gave the District Operations Report. Curtis made the motion, Hal Miller seconded, and all approved Ben Knowlton as the new Hobble Creek District Chair. Curtis made the motion, Tracy Frandsen seconded, and all approved the Palmyra District South being renamed Black Hawk District and the Palmyra District North District combined with Mapleton being named the Diamond Fork District. Curtis made the further motion to change Cascade District to Rock Canyon District and Provo District to Fort Utah District. Hal Miller seconded, and all approved. 14. Bob Gentry gave the Learning for Life Report. He talked about the recent review of curriculum in the state's school districts. He reported a grant application to Workforce Connection for Exploring and Learning for Life. The Gingerbread Gala and auction are set for November, and preparations look good. Bob also indicated that two new Explorer posts were being organized - one at Provo High School and the other at Timpanogos High School. These posts will be organized in partnership with Key Clubs through the local Kiwanis Clubs and will serve as a leadership program for the high-school students. 15. Steve Royster gave the Scout Executives Comments. He presented a plaque from the gate dedication at Mountain Dell Scout Ranch and indicated that Paul Crookston asked that the plaque to be hung in the Scout Office and that a similar plaque be hung at the Ranch. Steve also mentioned that October 6th - 9th will be the Capital Campaign Feasibility Study dates. In preparation he and Mike Plowman and the Fund Development Committee will prepare a case statement and literature to support the Feasibility Study. Steve announced that there will be a Utah County golf tournament on September 9th at Thanksgiving Point and that invitations will be sent shortly. He also reported a secretary change at the Council office. Julie Atkinson will become the Executive Secretary and retain the Jamboree records and organization duties that she and Ron Nyman have. Leah Overson will become the Field Secretary for the professional staff, answering the phone in the 2nd-floor lobby area and continuing to have the Silver Beaver event and Silver Beaver selection process among her responsibilities. 16. Hal Miller gave the Council Presidents Comments. He confirmed new changes in titles and introduced Kathy Worthen as the Vice President of Program/Cub Scouting and Boy Scouting and Rex Barrington as the Vice President of Program/Varsity Scouting and Venturing and thanked them for their continued service. He highlighted some of his experiences at Philmont, indicating he was pleased to hear of the ongoing changes at and the flexible nature of the National Council. At future Executive Committee meetings he will propose a revised organizational structure for the Council Board that will fit Council operations more directly. Hal mentioned an emphasis on continuing education for Council Board and recommended that there be a Council Board retreat during the second week of November at a more southern location in the Council. He will invite all Board members to attend this day-long training event. More information will follow. Hal then talked about his recent visit with a Chartered Organization Representative who wanted to find out more about his function and how the Council operates. Hal asked Curtis Arrington to give consideration to a Chartered Organization Representative Training schedule in each sector. Beverly Armstrong and Lynn Snow mentioned examples of training in their Districts that was very effective with the Chartered Representatives there.
Curtis said he would work with Doug Muir and any others who are involved in training to put together a proposal for Chartered Organization Representative training. Hal thanked everyone for their support and time wished them a happy holiday weekend. 17. Kathy Worthen gave the benediction. As there was no further business, this concludes the minutes. Respectfully submitted, Hal Miller Council President Steve Royster Scout Executive