AnyScouts Parents Committee 121024

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 24 October 2012

DRAFT Minutes

Meeting started at 7:12 pm

Apologies
Richard, Jenny, Brianna, 

Present
Chris, Donald, Andrew, Sue, Erina, Bob, Denise, Gavin

Key items

Budget 2013
Erina suggested the maintenance budget should be higher - to cover some elements of minor work.

Chris outlined the process he had gone through to estimate the 2013 Budget.

AP 10/1 - Any budget 2013 feedback to Chris by 6 October 2012

[Henry joined at 7:19pm]

Venture 2013 funding

Res 12/51: THAT $1,200 is released from funds to support Venturer travel to Venture 2013
- Moved Sue; sec Denise -- CARRIED Bob, Erina, Henry
- Abstain - Donald, Chris, Andrew

The Committee noted the absence of records on the state of Venturer funds, but was willing to receive and support the motion on the basis of historic understanding.

There was reluctance to resolve forward looking policies on fundraising income allocations in advance of an outstanding policy (that is under development).

Res 12/52: THAT Venturers undertake to reconcile their historic fundraising activities, working with the Treasurer, and that this information is presented monthly to the committee.
- Moved Donald, sec Andrew
- CARRIED U

AP 10/2 - Chris to speak with Mel about the Treasurer function for 2013

Subs recommendation - 2013
Donald briefly reviewed the process for producing a recommendation for the 2013 subscription levels.

Res 12/53: THAT the base single member subscription fee for 2013 is set at $170 pa, for two members at $310 pa, and for three or more members at $360 pa.
- Moved: Chris, sec Sue
- CARRIED U

The Committee thanked Donald for his work on the subscriptions process.

The situation of hardship and costs for youth of Leaders was raised (within the context of impact on subscription levels).

The committee suggested that some separate work be done on how to best support youth in hardship situations, e.g. uniform support, 

AP 10/3 - Denise, Chris, Erina to draft a policy for the committee's consideration by year end

[Sue left 7:53pm]

The committee felt that it would accept quarterly / term instalment payments if requested, but would not advertise such.  Upfront annual payments were preferred due to payment of National costs.

AP 10/4 - Leaders to report to a committee with an (ideally) consensus view on their views for any discounted subscriptions for Youth of Leaders.

Leader Expenditure Policy
Bob noted some feedback has been received.  Chris summarised the paper.  The Committee thanked Bob for his work.

On Leader's Training - there were several supported to soften the expectations around paying the costs of Leader Training - such support required the money to be there and have been approved  Add the wording "in principle" to this section.

Discussion on whether we need a detailed schedule for transport reimbursement.

Res 12/53 - THAT the Leaders Expenditure Policy be adopted as a set of guidelines subject to the amendment that Leader Training support was "in principle, subject to appropriate committee approvals and funds availability".
- Moved: Chris, sec Andrew
- CARRIED U

AP 10/5 - Donald to post Leaders' Expenditure policy on line

Brooklyn School Outdoor Skills programme
Donald briefed the committee.

AP 10/6 - Denise to deliver 2 Silva compasses to Donald's house by Thursday pm this week

AP 10/7 - Chris to follow-up with Mel on raising an invoice for Brooklyn School

Compass and Maps purchase
We need to purchase more compasses and maps for use of Scouting activities, to a total cost maximum of $300.

Res 12/55 - THAT a maximum of $300 be allocated to the purchase of maps and compasses
- Moved, Chris; sec Erina
- CARRIED, Abstain - Bob

Membership lists and attendance
Chris summarised the main points of Jenny's email, sent in absentia.  Leaders were comfortable to use the new attendance sheets.  Nice work Jenny!

QM disbursements / delegated authorities
The Chair highlighted the need for a delegated authority policy covering all officers and Leaders - and that he proposed he take a first draft.

AP 10/8: Chris to produce first draft of delegated authority policy in the coming month or so.

Previous Minutes

Res 12/56: THAT minutes of the meeting on 12 September be accepted as a true and accurate record
- Moved: Chair
- CARRIED U	

Correspondence
None.

Leaders Reports
Keas
3 new Keas making the numbers up to 11.  

Cubs
No report

Scouts
Regional forum in PN was a good event, with good feedback on what successful groups were doing (Brooklyn scored well!).  Up to 17 scouts, but growing challenging to keep all happy at once.  Andrew is growing his contributions to leadership of the Scouts.

AP 10/9: Denise to distribute slide show from the regional forum by 30/10/12

Treasurer's Report
None this month.

AGM
We require annual accounts, with a strong recommendation on these being audited.  The challenge is that this is a big challenge given the still developing nature of our formal control systems and governance.  Scouts NZ have good guidance on this.

The minimum requirement is to present a set of accounts that can be understood, analysed and backed by evidence.

Denise will help, Chris needs to extract information from Mel, especially for the Nov - March period.

AP 10/10: All committee members to bring a plate, bottle of wine, juice etc! - Erina to co-ordinated.

AGM agenda items

Minutes from last AGM
Chair's Report
Group Leader's Report
Presentation of Accounts
Proposal on new subscriptions level
Elect officer positions (nominations at least xxx in advance to both Chris and Donald)

Quartermaster's Report
Compass issues and general disbursements already covered.

Matters arising
Not covered this meeting

Hall maintenance
The roof has been fixed - yay!  Flashing issue.
Rex is also looking at getting a second toilet installed.

Res 55 and 56: THAT we apply to Trusthouse / Windmill Trust for up to $1,900 to fund the provision of essential first aid training for Leaders, senior scouts and other volunteers.

- Moved: Erina, sec Henry
- CARRIED U

Next Meeting	
Agreed to meet on Wed 21 November at 7pm - 9pm

Meeting closed  9.00pm