AnyScouts Parents Committee 121219

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

Minutes

Meeting started at 7:15 pm

Apologies
Jenny, Vic 

Present
Chris, Donald, Andrew, Sue, Erina, Bob, Gavin, Richard, Duane, Bob, Gavin, Denise, Henry

Key items

Subsidised Fees for Youth of Leaders
This item was held over until February.

Delegated Authority Policy
The Committee discussed the draft policy prepared by Chris.  

Res 12/65: THAT the Delegated Authority Policy be accepted and posted on the website
- Moved Chair, sec Richard
- CARRIED U

Hall rejuvenation update
We have plans, but no action as yet.  A separate meeting of the Hall Working Group is required to push things along.  

[Denise and Henry arrived 7:30pm]

There is an opportunity for a substantial grant from Transpower [up to c. $50k] that is due in January.  

Res 12/66: THAT the Group apply for a grant to the Transpower Community Grant fund for up to $50,000 to contribute towards capital works on the Hall in line within the previously agreed rejuvenation work programme.
- Moved Chair, sec Donald
- CARRIED U

AP 12/1 - Erina to draft the application to Transpower, with Richard, Rex and Chris supporting to be ready prior to Christmas or very early January

Res 12/67: THAT the Group apply for a grant to the KBCC Trust for up to $15,000 to contribute towards capital works on the Hall within the previously agreed rejuvenation work programme
- Moved Sue, sec Gavin
- CARRIED U

AP 12/2 - Erina to draft the application KBCC Trust during January with the support of Sue.

Correspondence

1 - Grant application for scouts going to AusJam - TrustHouse - turned down.
2 - SpringFree have approved a donation of $43 to BrooklynScouts
3 - Brooklyn RSA are winding up operations, and have provided a $1,500 donation to Brooklyn Scouts to cover the Groups involvement in ANZAC Day for the coming 5 years.
4 - Brooklyn RSA have agreed to donate $10,000 towards capital works as part of our hall rejuvenation programme.
5 - TrustHouse called Erina to inform her that only one application could be considered from an organisation at one time.
6 - Pub Charities gave a grant for $1,500 for the First Aid course

AP 12/3 - Gavin to get RSA capital works donation to the Treasurer and Treasurer to record as new line item in Budget "Hall Capital Works" asap
AP 12/4 - Letter to SpringFree thanking them for the donation, by Donald in January
AP 12/5 - Letter of thanks to RSA with receipts or both the ANZAC and Hall Capital donations, by Gavin in January.
AP 12/6 - Erina to maintain a register of grants submitted (including success / fail information)

The Committee agreed to take an agenda item at the February meeting to discuss co-ordination of ANZAC day going forward.

Financial Assistance Policy
The Committee discussed the draft Hardship Policy,  A low-key, systematic and confidential approach forms the basis of the initial policy.  The Group Leader and Chair will have joint responsibility to award support with single instance and overall budget guidelines.

The policy would be published in a low-key manner. 

There are existing criteria for similar funds that Denise can provide to the Chair / Group Leader.  These would be supporting material for the Policy and also available on the website.

AP 12/7 - Denise to draft a short Financial Assistance policy based on the submitted discussion document including policy, process, criteria and limits as appropriate.

AP 12/8 - The Committee will re-examine the uptake of the scheme in July 2013.

General Business

Jamboree - Sue noted that specific fundraising for January 2014 Jamboree needs to be captured as a separate 'tagged' line item

AP 12/9 - Treasurer to add new 'tagged' line in the accounts "Jamboree 2014"

AP 12/10 - A sub-group of Denise, Bob and Andrew and 1 or 2 new parents to prepare a paper on  at Jamboree 2014 for February - what's involved, costs, timings, options for support.

AP 12/11 - Jenny to trawl forms for potential new parents to help work on Jamboree 2014.

Welcome pack - The Committee welcomed the suggested content for the welcome pack via Jenny - with the addition of a subs invoice.

Attendance registers
AP 12/12 - Duane and Denise to send attendance registers to Jenny to allow updating of membership details.

Subscriptions monitoring
The Committee welcomed Jenny's offer to monitor and chase subscriptions starting in 2013 - and offered her a vote of thanks.

Res 12/68: THAT Jenny be provided with 'read-only access to the Group Accounts
- Moved Denise, sec Richard
- CARRIED U

Treasurer's Report
The Treasurer's report was discussed in her absence.

A question was raised on the large increase in power costs - and whether this was due to increased use by the school, or, e.g., the water heater being kept on.  

AP 12/13 - Terry to to investigate easy options for timed control of the Zip water heater
AP 12/14 - Mel to send power invoices to Chris to examine the rate and bills.

Res 12/69: THAT the Treasurer's report be accepted
- Moved: Richard, sec: Gavin
- CARRIED U

Previous Minutes

Res 12/70: THAT minutes of the meeting on 24 October be accepted as a true and accurate record
- Moved: Duane, Henry
- CARRIED U

Matters Arising
Updated on the online spreadsheet.

Sandford date is second weekend in June.  Given the large numbers of Scouts we might have needing training in 2013, it may be possible - with some more parent help - to drive some of these ourselves.

David Thornburrow has put his hand up to become a warranted Kea leader, and Casey a Venturerer helper.

Quartermaster's Report
Nothing to add.

Leaders Reports
Kegs
8 Keas attending, all invested as of last week.  Henry's leaving is replaced by David and Casey [noted above].

Cubs
24 Cubs, with 18-20 regular turning up.  Looking stable or slight growth 

Scouts
19 registered, with regularly 14-15 turning up.  Looking for growth next year possibly to around 24.

Venturers
4 currently, with some new plans for 2013.

Next Meeting	
Agreed to meet on Wed 20 February at 7pm - 9pm at the Hall.

Meeting closed  9.10pm