Scouts Parents Committee 130417  

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 17 April 2013

DRAFT Minutes

Meeting started at 7:15

Apologies
Denise, Duane

Present
Chris (Chair), Rex, Gavin, Bob, Andrew, Donald, Jenny, Gillian, Erina

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

Hall
A vote of thanks was given to all the committee, parents and cubs, scouts and venturers for all the fantastic work painting the hall over the weekend. 

During the painting, two rotten windows were discovered. Rex has organised for a builder to replace while the scaffolding is still up. Rex also updated on other jobs that will be completed while the scaffolding is in place – the group agreed that while we will do as much as possible this weekend to try get the scaffolding down next Friday, that if weather is against us it’s more cost effective to keep it up for another week if necessary ($200 per week versus $2,000+ to set up).

Rex outlined plans for phase 2 and advised a local, well respected, engineer has agreed to assess the structure for a nominal fee. Plans for a proposed deck to give additional usability to the space were well received by the group.

A number of parents and contacts have offered to give some free advice. Donald is arranging an architect to give us advice on sound proof baffling for the hall. And a parent is also advising on the kitchen/bathroom. Upgrades of these areas will be a later phase. In the interim, the hall upgrade subgroup added to the fixup list some minor repairs to the oven, fridge and external pipes. 

Chris mooted an idea to organise a parent or leader to work on badges during future working bees. This would help whole families get involved. However it’s too late to organise for the upcoming working bee.

Hall funding
Erina advised the group that we did not receive the Transpower funding. She will now apply to a range of other funding agencies for $5K to $10K funds for specific expenditure.

AP 13/06  :  Erina to email committee a list of potential funding sources to approach them for funding.
AP 13/07  :  Erina to follow-up Duane who had alerted us to a potential funding offer from the local Masonic Lodge.
AP 13/08  :  Gavin to write a letter of apology to the Brooklyn garden group who wrote a letter of complaint about scrapings left in the organic garden.

Jamboree Fundraising
Jenny had emailed the committee a list of fundraising opportunities that the fundraising sub-group had identified. The target is $15,000 and a contribution from stadium fundraising will make up a good percentage of this figure. In addition we will fundraise through:
•	Chocolates – the committee cautioned these need tight controls. Jenny still investigating
•	Pride and Prejudice show at the Gryphon Theatre – Friday 28 June
•	Sausage sizzles – will be in high profile locations to maximise profits – likely July / Sept (awaiting dates from venues). Good scout led activity (though needs parent helper)
•	Cinema night – likely September
•	Newmarket fair – Jenny still to contact co-ordinator
•	Baking stalls – various – TBC. Good scout led activity (though needs parent helper)

In addition, Bob had offered a dish TV box to go on Trademe.

RES 13/17  :  THAT the committee agree to the Pride and Prejudice fundraising activity at the Gryphon Theatre on Friday 28 June 2013.
RES 13/18  : THAT the committee approves a $1,000 plus GST payment, noting this is the maximum fiscal exposure for this event.
Moved: Jenny, sec Gillian
CARRIED U

AP 13/09   : 	Gillian to notify Stagecraft and organise invoice to be sent to the Treasurer (noting we prefer to pay by direct credit).
AP: 13/10   :  Gavin to list Bob’s TV box on Trademe

ANZAC day organisation
Richard not at meeting to update, but he has drilled the children. 

The Chair asked that Sue take responsibility for organising volunteers for poppy selling, noting we had a donation from the RSA and we need to reciprocate.

Calendar of events
Donald raised that with so much more activity happening in the groups we are now sometimes not co-ordinating well. For example camps when working bees or fundraisers are also planned.

He suggested we could use Google calendar to list events and that all those planning events need to get in the habit of checking the calendar first.

AP 13/11 : Donald to teach Gillian, Bob, Chris how to load items on the calendar.
AP 13/12 : Bob/Andrew to update the leaders council on the idea to use the calendar and encourage the behaviour of regularly checking and updating events and activities

Insurance renewal
The committee had noted insurance is our second biggest expenditure after subs.  Andrew had been exploring whether we should seek alternative quotes but we have now run out of time to complete this activity.

However Bob noted the company is one recommended by the Scout Association as the most cost effective. It is based on a group rate and covers both the hall and contents.

Gavin also noted that after informal chats with insurance brokers that it sounds as is if it is a good deal.

Chris pointed out that for an extra $38 plus GST we can cover the current improvements to the hall. We should continue to proactively consider insurance costs each year but given the informal advice and lack of time to explore further we need to pay now.

RES 13/19  :  THAT the committee resolve to pay Jardine Lloyd Thompson Ltd $3,863.69 (incl. GST) for insurance plus $38 (excl. GST) for improvements insurance.
Moved Andrew, sec Gavin.
CARRIED U

Hall cleaning rota
Donald noted we did well last year, but that without a roster this year the hall is not as clean.

AP 13/13   :  Jenny to ask Louise (Harriet and Frances’ mum) to organise a hall cleaning rota starting with Scout parents, then Cub parents.
Any other Business
=================

Subs
Jenny noted she feels she knows where most of the scouts are at with payments but is less confident of cubs and keas.

AP 13/14  :  Jenny to work with Sue who takes the roll at cubs to determine whose payment is still outstanding.
AP 13/15  : Jenny to remind parents who haven’t paid of the outstanding amounts. A welfare fund is available for those who struggle to pay.

Previous Minutes

RES 13/20  : THAT minutes of the meeting on 20 February 2013, be accepted as a true and accurate record, noting a correction to Gillian’s surname (Boyes not Boyle).
- Moved: Chris
- CARRIED U

Matters Arising
The committee worked through the matters arising.  Status of all action points was updated and will be available on the website.

Correspondence
Decline of Transpower fund request as above.
Letter of complaint from Brooklyn gardening group as above.

Temperature check / Section Activity Summary

Keas 
The Chair congratulated Andrew on being warranted.

Cubs 
Cub numbers have stabilised back down to around 24. The committee discussed the need to make new parents feel welcome and ensure things like the welcome packs are used.

AP 13/16  : Gavin to remind leaders about the various tools now available (welcome pack, website etc) and discuss how parents and their children who are new can be made to feel welcome.
AP 13/17 : Jenny to followup with children who decide not to stay (particularly those who have paid for the full year) and see if there are other ways we can improve the experience so they are more likely to remain.
Scouts: [Bob]
The scouts are buzzing. A great night the night before – 30 kids at the ‘bring a friend’ night.

Bob noted the organisation skills of Denise have significantly contributed to the positive changes. More leaders and more sharing of the load are also helping.

Venturers 
No report.

Treasurer's Report
Chris submitted and talked to a report.  We are in a good position although insurance and subs payments will soon be due.

Mel has asked for help in identifying payments coming into the bank account. It’s very hard for her to code these accurately to activities at present.

AP 13/18  : Gavin to ask leaders planning activities that require payments to drop an email to Mel alerting her that payments will be coming in – just needs to be ‘Kaitoke cub camp, $30 EOM’ etc, and to ask parents to code on their bank payments too.

Quartermasters Report
Andrew noted ‘budget’ tents do create difficulties with parts that don’t match. At present we probably don’t have enough equipment to hold a full group camp. The committee noted we may have sufficient funds to invest in more equipment.

AP 13/19  : Andrew to put together a costed list of equipment required to hold a full group camp.

Next meeting

Wed 22 May: 7pm set for next meeting. Jenny to chair.

Meeting closed 9:10 pm