Scouts Parents Committee 120620

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 20 June 2012

DRAFT Minutes

Meeting started at 7:10pm

Apologies
Richard, Bob, Gavin, Bryana

Present
Chris (Chair), Donald, Louise, Lynn, Rex, Sue, Mel, Duane, Andrew, Henry, Terry

Previous Minutes

RES 12/22: THAT minutes of the meeting on 16 May be accepted as a true and accurate record
- Moved: Chris
- CARRIED U

Hall Rejuvenation Plan

It was noted that the Playcentre - as occasional users - and the School - as a new regular user should be identified on grant applications as this will strengthen the case for community funding.  Additional reference could be made to the increased utility and attractiveness of the Hall.

The Plan has been written to provide text to copy and paste into applications - and the work has been laid into chunks to further enable applications.

Volunteer groups should also be considered as an avenue for execution.

RES 12/23: Note the Hall Rejuvenation Plan prepared by Rex
- Moved: Chris
- CARRIED U

RES 12/24: Approved the overall purpose and scope of work presented as part of the Hall Rejuvenation Plan
- Moved: Donald; sec Denise
- CARRIED U less Sue (Abstain)

RES 12//25: Approved, in principle, the timeline presented in the Hall Rejuvenation Plan, subject to the endorsement by the Hall Working Group once formed
- Moved: Rex; sec Mel
- CARRIED U

RES 12/26: THAT Rex (as Convenor) and Gavin and Erina and Terry are confirmed as initial Members of the Hall Rejuvenation 
- Moved: Denise, Donald
- CARRIED U

The Chair formally thanks Rex and Erina for the creating of the Hall Rejuvenation Plan.

AP 6/1: Email feedback on Rejuvenation proposal from Committee members to Rex by 30 June

AP 6/2: Email to all section-discuss lists asking for volunteers to be on the Hall Rejuvenation Working Group by Chris by 20 June

AP 6/3: Rex to prepare a RASCI matrix for members of the Hall Working Group

Fundraising and Grants

The Grants environment is tighter than it was a couple of years; being targeted and patient is important.  

(Mel left the meeting at 7:51pm)

Erina provided a list of organizations that fund capital and those that don't.

Trusts that provide funding for Capital works

- FOUR WINDS FOUNDATION LTD
- INFINITY FOUNDATION LTD
- NEW ZEALAND COMMUNITY TRUST
- PELORUS TRUST
- PUB CHARITY
- THE LION FOUNDATION
- LOTTERIES COMMUNITY COMMITTEE

Trusts that don’t that we could apply to for other things

- TRUST HOUSE FOUNDATION
- TINDALL FOUNDATION
- INTERNET NZ
- FLETCHER TRUST FUND

It was noted that we are still short of a detailed plan, but that the Hall Rejuvenation Plan provided some demarkation in terms of capital vs operating.

RES 12/27: THAT the Group ONLY approaches potential capital works funders in relation to Hall Rejuvenation activities
- Moved: Donald, sec- Sue
- CARRIED U

Venturer event and AusJam 2013 were identified as time critical activities for operational grants.
We heard from one of the Venturers, Jack, who had written up a detailed application to the McCarthy Trust.

RES 12/29: THAT the Group support a grant application to support attendance at Venture South 2013, for the benefit Brookyln Scouts Venturer section, for up to $4,000, co-funded by self-funding from families and local fundraising to the TG McCarthy Trust
- Moved: Denise, sec, Erina
- CARRIED U

RES 12/30: THAT the Group support a grant application to support attendance at AusJam 2013, for the benefit Brooklyn Scouts Scout section, for up to $2,500, co-funded by self-funding from families and local fundraising to the Trust House Foundation
- Moved: Denise, sec Sue
- CARRIED U less Erina (Abstain)

AP 6/4: That Leaders and and Committee members email wish lists for operating grants to Louise who will collate on some doc and share it - louise.fawthorpe@paradise.net.nz)

(Louise and Lynn left the meeting 8:21pm)

Correspondance
None.

Leaders Reports

Keas - numbers down, some move ups to cubs - currently 6.  next term the priority is to boost numbers.  A Film evening and bring-a-friend activity
Cubs - numbers throng at 22, weekend camp with 16 22-25, Term 3 programme session to be planned during the holidays.
Scouts - draft programme for Term 3 up, but need to push more recruitment

It was noted that Andrew volunteered to be a potential Scout Leader later in the year.

Urgent need to publicize to primary schools at Years 5-7 - Brooklyn, St Bernard's, Ridgeway, etc

AP 6/5 - Donald and Andrew to create a suitable sticky label to stick onto the Scout color hand outs
AP 6/6 - Terry to get more color leaflets from National and leave in the Kitchen.
AP 6/7 - Denise to email donald details of Gang Show ticket sales when available for communication

RES 12/31: - THAT the Group authorize spend up of up to $60 to support label printing for communications activities
- Moved: Chris, sec Andrew
- CARRIED U

Quartermaster

The Committee welcomed Andrew Simes as the new Group Quartermaster.

Andrew has submitted a proposal to tease out requirements and priorities form Leaders of Sections.

His aim is to get the right processes in place as priority.

Henry noted that an inventory has just been completed, included notes on what is in good condition, needing repaired etc.  The Committee thanks Henry and Terry for their efforts in this exercise, and Terry for his efforts over recent times as stand-in Quartermaster.

AP 6/8: - Andrew to start consultation with Leaders on Quartermaster process and material requirements to generate initial list of investment (grant / purchase) decisions

Treasurer's Report
Donald presented the financial highlights on behalf of Mel.  Chris took the group through some highlights.

Major future expenditures are going to be around National Fees and Investment in Kit.

AP 6/9: Mel to include updates to forecast expenditure on gear as new information comes available

RES 12/32: THAT the Treasurer's report be accepted
- Moved: Denise, sec - Donald
- CARRIED U

Information on unpaid subs for follow-up was passed to Leaders.

It was noted that future budgets should be based on more detail, including a more standardized approach to funding events, delegating limited financial authorities to sections.

Membership Records Keeper

Jenny, Scout Edward's mum, has volunteered to pick up the maintenance of the Membership Records.  Initial action will be to liaise with Donald to understand what may be involved (tools and processes).

The Committee welcomed Jenny in her new role.

General Business
==============

Brooklyn School use of Scout Hall

After an enquiry by Brooklyn School, a proposal was made and accepted for their access to the Hall.  Brooklyn School is able to use and is using to any time during School hours.

A donation structure was agreed of $10 / hour for 2 hours or less per week, $30 per week for unlimited access, $250 per term for unlimited access,

A set of principles was agreed between Brooklyn Scouts and the Principal around use.

AGM Planning 

AP 6/10 - Donald and Mel to work on an options / principals paper on subscriptions for 2013 in advance of the next meeting

Leaders' tents repairs

There was some discussion around what was needed to fix the canvas Leaders tents

AP 6/11 - Andrew to liaise with all relevant parties and prepare a short brief on the state of the Leaders' (canvas) tents, along with any recommendations for value-for-money repairs.

Next Meeting
Agreed to Wed 18 July

Donald to Chair
Denise to minute

Meeting closed 09:06 pm