Scouts Parents Committee 120718

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 18 July 2012

DRAFT Minutes

Meeting started at 7.10pm

Apologies
Chris (overseas), Donald (ill), Duane, Richard

Present
Andrew (Chair), Terry Poll, Denise Church, Bob Bevan Smith, Gavin McGlashan, Vic Scott (part meeting), Erina Papp, Henry, Mel

Previous Minutes

RES 12/32: THAT minutes of the meeting on 20 June be accepted as a true and accurate record
- Moved: Gavin
- CARRIED U	

Matters arising – see list
3/6 Warrants for new leaders:   Gavin reported that Andrew, Brianna and Henry are lined up for course at end July.    

Correspondance
None

Leaders Reports

Keas
Start again next week.    6 at end of last term – now looking for more members

Cubs
Start again on Monday 23rd

Scouts
12 at first night scouts, 2 are new.    El Rancho camp accounting form to be completed.   Celebration / International Dinner likely to be first or second weekend in September.   

Venturers
Possible new member, now up to 5

Leaders training organised for end July – Andrew, Henry, Brianna
Venture are looking for unit leaders for Venture (on staff) for end of year Venture jamboree
Census has gone in, based on youth members that have paid or are committed to pay

Treasurer's Report

Monthly report presented by Mel.  
  
Subs due to National Office.    Mel reported that she is preparing a paper on future fees at Brooklyn.   Current cost of National Sub is approx. $95, national fees still being assessed for next year.
Agreed that Mel should chase outstanding subs

Noted that balance can be shifted to savings while still allowing plenty for working capital.  Moved Andrew that Mel should transfer amount beyond working capital to savings on call.   CARRIED U

Agreed THAT the Treasurer's report be accepted, 
- Moved: Bob, sec -Gavin
- CARRIED U

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

Mel to check on whether SAPD cheque has been cashed (query from Terry)– cheque will be cancelled if payment not located and Mel will arrange direct payment for the amount of $490 to Scouts NZ.   

Quartermaster:   Andrew spoke to his report on Leaders Canvas tents.    Proposed treatment approach outlined.    
1)    Obtain clarification from Section leaders on requirements for large canvas tents
2)    Equipment condition audit to be done
3)    Audit used to prepare quotes
4)    Quotes come to committee for authorisation of solution and expenditure

Bob notes that we need at least two tents, since we have male and female leaders.   Gavin noted availability of second hand tent.   Andrew will take into account.

Approach was agreed as circulated by Andrew.

Sticky labels and circulars
Excellent work, thanks to Andrew.   Labels have gone on fliers.  Gavin will talk to Donald with a view to getting the labelled circulars to Brooklyn School for distribution asap.  Contact Maryann Butterfield as needed.

Hall refurbishment
Erina reported – no responses re volunteers for Committee, sub committee to proceed with agreed programme, reporting back to Committee.  Possibly co-opt further members if volunteers arise.   

Subcommittee chaired by Rex (Terry, Gavin, Erina, Rex) will meet 7.30pm Weds 25 July at 183 Karepa St (room above garage).   Any eager volunteers are welcome to turn up on the night.

Erina reported that fundraising options for Hall to be reported on once scope of work clearer.

Venture application:   Venturers asked to report on response to their application.  Terry to encourage them to reapply if needed.    

Leaders shirts:
To be clarified from past minutes.  If not already decided, moved (Erina) that as required new uniform shirts be acquired for leaders, with badges, from Group funds.   Leaders to acquire their own and submit receipt.
Seconded Mel
Carried U

Noted Gavin – if Leader leaves, encourage new shirt to be returned to Group stocks.

Fundraising
Louise is collating replies, 2 received, needs more.   Update to next Committee meeting.

Stadium fundraising:  

More events coming up, Gavin awaiting replies, Leaders to encourage parents to sign up for duty – mention at end of meetings and promote as a fun event!!   A “leader” is needed for each event – Gavin or Terry.   Must be 18+.   Gavin has shirts available for use.   

Membership:
Application forms:  are in the files in scout hall.    Details to pass to Donald.   Mel and Donald to follow up next week with Jenny to take up membership records role.    

Scarves:
Further supply of fabric needed for scarves, agreed that Gavin should acquire a suitable roll of material and the necessary Wellington Zone badges
Follow up on additional scarf maker as volunteered last meeting (Lyn or Dave’s mother) – Terry to follow up.

Zone meetings:
Duane to report next time on meeting attended and to share minutes if produced.   Gavin to check dates and circulate list so that we can ensure Group representation at meetings.   
Bob noted:  need to know when next Cossgrove course scheduled.   Gavin to follow up and advise any info as known.   

Next Meeting	
Agreed to meet on Wed 22 August at 7pm

Vote of thanks to Andrew for well run meeting

Meeting closed  8.10pm