Scouts Parents Committee 120919

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 19 September 2012

DRAFT Minutes

Meeting started at 7.07pm

Apologies
Mel, Duane, 

Present
Chris (Chair), Donald, Henry, Erina, Gavin, Terry, Bob, Richard, Andrew, Sue, Gavin, [Jenny - part], Denise

Previous Minutes

Res 12/45: THAT minutes of the meeting on 22 August be accepted as a true and accurate record
- Moved: Chair, Erina
- CARRIED U	

Matters arising

AP 9/1 - Denise and Duane send Donald the virtually complete Term 4 Activity Plans by start of Term 4

Noted that Cubs Term 4 would probably start first Monday of school holidays, as Labour Day is the second Monday.

AP 9/2 - Duane or Richard to send clear start date on Cubs for Term 4 to lists

Approximately 4 Scouts for the November Cosgrove course, maybe 1 for New Beginner course.  Also 2 or more for Cosgrove Gold Course.  Scout Leaders are co-ordinating interest. Terry might be able to support the Cosgrove Gold.

Next Zone meeting is likely to be second last or last Thursday in November.

Mobilise phone collection fundraising has finished for this year.

Invite the Zone Leaders - John or Pim - to our AGM once we have set a date.

[Jenny joined the meeting - 7:30pm]

AP 9/3 - Fresh update on Gaps between register and subscriptions to find Gaps - Mel, with input from Jenny, to Leaders cc Committee

RES 12/46 - THAT Section Leaders are authorised to spend up to the budgeted discretionary value for activities for the 2012 year.
- Moved: Donald, sec Erina
- CARRIED U

Correspondence
We have received a wash-up cheque from last Jamboree committee for $1,900.  This was based on the number of attending Leaders at the last NZ Jamboree.

The committee discussed whether these received funds should be immediately ring-fenced for support of NZ20 Jamboree  or received into General Funds.  Opinion was divided, with the majority favouring a two-step process: receiving the $1,900 into General Funds and then being open to receiving funding calls for contribution of NZ20.

It was noted that the receipt of the $1,900 would be taken into consideration when receiving any funding call against General Funds to support for NZ20.

AP 9/4 - Sue to report back from initial Zone Jamboree Meeting

Leaders Reports

Keas
Kea numbers light-ish - averaging around 8 Keas [up to 10], most of whom were all new.  All of these are word-of-mouth joining.

Cubs
Successful last term.  Monday had 29 cubs present.  Badges were given out, first aid done, good support from parents.

Thanks to all the parents that have supported over the Term: Sylvie and Helen gave outstanding First Aid training; other parents for supporting swimming and athletics meetings.

It was noted that the ratio of Leaders/Adults to Cubs is 1:6 so this would need 5 adults / Leaders in general.

AP 9/5 - Duane, Sue and Richard [Cub Leaders] to ensure adequate numbers of Leaders / Adults are present.  Andrew prepared to be a 'floating' support adult. Other parents to be engaged if required.

AP 9/6 - Erina [to get Rex] to get fire-rating information for the Hall

Scouts 
Recent weeks have seen between 11 and 15 turning up.  One Cub visited and was keen to move up.  Gang Show visit next week.

AP 9/7 - Donald to send updated email to cubs on cub pack arrangements for Gang Show

Labour Day weekend has JOTI - Jamboree on the Internet.  

AP 9/8 - Gavin to pass on JOTI contacts to Emerald

Push is to get PLs to own the planning and activity programmes for next Term as part of their leadership development.  

Dinner was fantastic - Denise's co-ordination role was noted and appreciation.

Potential need for more parent help to support Awards programme.

Venturers
[no report this meeting]

Section Leaders' meeting
The Leaders held a constructive meeting - notes will be circulated.

AP 9/9 - Bob to circulate notes from the meeting to the Committee list.

[Henry left the meeting - 8:15pm]

Treasurer's Report

Mel was absent, but sent through the transactions and balances.

Chris will use this year's financials to prepare a more accurate budget for FY2013.

Quartermaster's Report
Covered in matters arising

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

Grants
Lynn is a long way down the track with one grant application.
Venturers have applied to their chosen funder as per earlier resolutions.

There was a call in the meeting for an urgent grant application to support a First Aid course for Leaders and Scouts (and possibly parents).  At least 10 people are needed.  The cheapest course is 8 hours / 1 day - both Red Cross and St John offer - at c. $100 pp.  

AP 9/10 - Andrew to approach his contact that is a specialist first aid trainer to see if better costs can be achieved for a proper certificated course.

AP 9/11 - Denise and Andrew to lead the organisation and execution of the First Aid programme

Res 12/47 - THAT a funding application for up to $1,500 be made to Pub Charities to support the costs of all Leaders, Adult Helpers and Senior Scouts attending a First Aid Certification programme
- Moved: Denise, sec Erina
- CARRIED U

Res 12/48 - THAT a funding application for up to $1,500 be made to KBCCT through the Lion Foundation to support the costs of all Leaders, Adult Helpers and Senior Scouts attending a First Aid Certification programme
- Moved: Denise, sec Erina
- CARRIED U

Fundraising
Jenny is still getting a list of targets together or "big targets" for fundraising - NZ20 Jamboree.

First stage is getting the Membership Lists really locked down.  And then get a pack out.

Hall Development
Awaiting report from architect - done Pro Bono - before allocating allocations and chunks of money.  Erina to chase to accelerate.

Building may need to be at 33% of the current code for our lease to be renewed.  This will provide additional boundaries.

AP 9/12 - Urgent requirement to fix emergency exit function - Chris to take initial look (Gavin to help).

AGM 2012
Wednesday 21 November is the date.

There is specific guidance in the administrate leaders guidebooks for advice.

AP 9/13 - Chis and Donald to draft email for AGM, including officers positions, and pre-activities - meet the Leaders, play some games, learn knots, bases.  

Hall Front Side improvements
Donald presented some ideas to improve the visual attractiveness of the hall.  Comfort to bring back a costed proposal to the next committee

AP 9/14 - Donald to bring a costed proposal for improving the visual attractiveness of the hall to the October meeting. 

Training course funding
It will cost around $27 / Leader to attend the CostGrove Gold course

Res 12/49 - THAT any Brooklyn Scout Group Leader attending the CosGrove Gold course has their c. $30 fee paid for by the Group.
- Moved: Denise, sec Sue
- CARRIED U

SAPD Cheque
There is an issue with a payment around a course Terry went on.  Brooklyn Scouts issued a cheque to cover the $490 costs from our old Bank Account. Scouts NZ had no paper trail of Terry's attendance nor payment.

Have been seeking to trace the cheque and get it cancelled or returned. 

Need to seek confirmation in writing from Scouts NZ that Terry's qualification / attendance will be recognised if the $490 funds are received.

Res 12/50  - THAT immediately pay on invoice received Scouts NZ $490 to cover the cost of the SAPD course attended by Terry Poll in 2012, and in parallel trace the previously issued cheque and report back on its status to the Committee,
- Moved: Donald, sec Andrew
- CARRIED U

Next Meeting	
Agreed to meet on Wed 17th October at 7pm - 9pm

Meeting closed  9.10pm