Scouts Parents Committee 111211

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Sun 11 December 2011

DRAFT Minutes

Chris Ewers was appointed inaugral Chair of the Committee after a brief discussion.  It was noted that the role of this Committee was in support of the Group Leader, as per Scouts NZ best practice guidance.

Moved: Duane; sec Donald
CARRIED U

Meeting started at 7:45

Apologies
Rebecca, Rex, Bob, Terry, Henry

Minutes of 2011 AGM

The following ammendments were sought:
	⁃	Confirm that single child fee retained at $120
	⁃	Include that Julia Harris vounteered to make the the scarves for the Group again.

RES 11/1: THAT the draft Minutes of the 2011 AGM be received, with suggested ammendments
	⁃	Moved: Erina; sec Denise
	⁃	CARRIED U

Matters Arising

Communications costs: forecast budget of $150 for mailing lists, website and domain name for 12 months.  Donald to send forecast and breakdown to Sarah and to bill in appropriate chunks.

Scarves: The following numbers of scarves were estimated

Keas - 10 - small size
Cubs - 10  - standard size
Scounts 10 - standard size

AP 1/1 Gavin to notify Julia of a requirement for 10 small and 20 standard scarves, at least half ideally for start of first term 2012

Investiture box: the concept of a ready investiture kit with c. 5 sets of scarves, badges etc for each unit in a "ready to use" state was discussed.

AP 1/2 - Each section leader to create an investiture box by start of Term 1 2012

Treasuers Report

Sarah presented a report covering the first two months of the Group fiscal year since Y/E 30 Sept 2011.  Key points were:
	⁃	Bank balances up $1663
	⁃	Anticipation of additional income from Chocolate fundraising sales and outstanding from ski trip contributions
	⁃	Anticipation og outflows due to share of Rugby World cup fundraising with other Groups of around $700 
	⁃	Election BBQ fundraiser netted c. $230.

RES 11/2: THAT the Treasurers report be accepted
	⁃	Moved: Donald; sec, Gavin
	⁃	CARRIED U

Sarah has investigated options for dual-signature interned-based accounts.  Westpac - our current bank - doesn't, but Kiwibank does.  Internet banking is recommended by Scouts NZ for reason of transparency.

RES 11/3: THAT Brooklyn Scout Group transfers its business from Westpac to Kiwibank
	⁃	Moved: Denise; sec Duane
	⁃	CARRIED U

AP 1/3: Sarah to execute move from Westpac to Kiwibank

The following sIgnatories were put forward by the Committee
	⁃	Gavin - Group leader
	⁃	Sarah - Treasurer
	⁃	Chris - as Committee Chair
	⁃	Bob - as Scout leader - or Denise if not [see AP 1/4]

AP 1/4 - Denise to check with Bobh is he is happy to continue as a bank account signatory in an Internet-preferred environment; if not, Denise will take role as a Scouts section signatory

RES 11/4: THAT the following become authorised signatories on behalf of the Group: Gavin McGlashan, Sarah Jackson, Chris Ewers and Bob Bevan-Smith (or Denise Church, as alternate)
	⁃	Moved: Donald; sec Erina
	⁃	CARRIED U

GENERAL BUSINESS

Terms of Reference

The draft terms of reference were discussed and the following ammendment soughts:
	⁃	Officer positions to be able to allocated by the Committee without AGM election and not required to be Committee members.

RES 11/5: THAT the draft Terms of Reference be accepted, including the suggested ammendment
	⁃	Moved: Sarah; sec Duane
	⁃	CARRIED U

Grants plan

RES 11/6: THAT Erina Papp be appointed as Grants Officer
	⁃	Moved: Chair; sec Denise
	⁃	CARRIED U

AP 1/5: Erina to work with Louise to develop a Grants Plan for the next 12-24 months, within four weeks after section activity plans received from Leaders (see AP 1/7)
AP 1/6: All leaders and committee Members to provide grant ideas to Erina by Christmas 2011

Activity Plans

AP 1/7: Denise and Duane with Rebekah, to prepare Activity Plans for each section including significant dates, budget implications, training requirements etc using a common termplate by end of second week Jan 2012

Hall Development

A plan exists, from a visual / surface investigation.   It was suggested that a first step in a more complete process was to assess the structural condition of the Hall as this would inform priorities for Hall development.

AP 1/8: Erina to ask Bob's son to provide an informal structural appraisal of the Hall, by end of January 2012.
AP 1/9: Erina to distribute existing Hall Maintenance documentation to committee by 16 Dec
AP 1/10: Wednesday 18th Jan, 1830 - Future Hall visioning session, open to parents of all scouts, to be held at 183 Karepa St, Brooklyn

Fundraising Plan

There was general discussion on the regular annual fundraising items.  

AP 1/11: Sarah to document the regular annnual fundraisiing activities, approximate dates and associated income expenditure by 15 January.
AP 1/12: Chris to seek Brendan's for willingness to advise on the Group Fundraising Plan

Communications

AP 1/13: Donald to send out introductory email "newsletter" by the end of December 2011, following review by Gavin  - incude call for Treasurer.
AP 1/14: Denise and Duane to confirm section start dates for 2012 with Donald by 16 December 2011

2012 Budget

The need for a foreward buget for the year was discussed.  Sarah noted that many of the items were recurring and fixed and could be reasonably implemented.  

AP 1/15: Chris and Sarah to work together to produce a skeleton 2012 budget by the end of January 2012

Hall cleaning roster

The committee discussed different approaches for managing a cleaning roster.  A clean hall was fundamental to presenting a good image as a Group.

The proposal was for a compulsory roster as "part of the deal".  Parents need to have an expectation and clear understanding of the time required and tasks to be done.  This would result in 1 or at most 2 sessions per family per year, of around 1 hour.  Scouts section to start first, for Term 1 2012.

It was noted that a working bee would be required to kick off the start of term 1.  This would be led by the Committee to ensure the hall was in a good state before the new roster regime begins.

AP 1/16: Committee to undertake a hall working bee on Wed 1 February at 19:00
AP 1/17: Sarah to draft materials around the cleaning roster and pass to Donald for communications, by Wed 1 February

Other business

Venturers: Gavin noted that South Wellington Zone are seeking to establish a Venturer Unit.  Discussions are underway between the 5 groups in the area who are all supportive of supporting a single sustainable Unit for the Zone.  The Committee noted its obligation to consider Venturers and Rovers in its activities to ensure a strong contribution and pathway for older members.

Zone meetings: a standing item on the Committee agenda should be a report from the Zone meeting from Duane [attending on behalf of the Group Leader].

Uniforms: It was noted that it would be desirable for all Leaders to have the new uniform from Scouts NZ.  All leaders are expected to be in the new uniform for the start of 2012, if desired by the Leader the Gruop will fund this purchase.  For youth, a natural revolution approach will be adopted: whilst youth will be encouraged where possible and pracitcal to adopt the new uniform, continuing to wear older unfirom will be acceptable.

Meeting closed 9:35pm