Scouts Parents Committee 120307

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 7 March 2012

DRAFT Minutes

Meeting started at 7:06

Apologies
Denise, Erina, Sarah, Henry

Present
Chris (Chair) Gavin, Bob, Terry, Duane, Richard, Donald, Sue

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

Scarves
Thanks to Julia for making scarves.  Need to give correct badges - Wellington zone badge + Brooklyn 1909 name tape, with placement as far down as possible. All leaders should make an effort to recover smaller scarves, particularly from youth that leave part way through.

AP 3/1: Sue to liaise with Julie on the above additional points re scarves in the coming week
AP 3/2: Donald to add to request to return old kea.cub scarves to planned BrookylnTattler article
AP 3/3: Duane to order woven plaited leather woggles for cubs
AP 3/4: All leaders to create respective section plans by the end of March 2012 (new guidance from Scouts NZ available)

To take as an agenda item on the next meeting, on Hall options, in light of reports

It was noted that the many materials from Scouts NZ are now no longer being provided in paper form, instead being available from their website.

Previous Minutes

RES 12/7: THAT minutes of the meeting on 31 January be accepted as a true and accurate record
- Moved: Donald, sec Gavin
- CARRIED U

Correspondance
Sue noted she had re-filed out all the Leaders' warrant forms and hand delivered them.

Leaders Reports

Keas [Duane]
Rebekah is finishing this week.  The new Kea Leader is Briana Leahy [ph 027 3861496].  She is not fully warranted currently.

The Committee noted their significant thanks to Rebekah and that the Keas would do an appropriate thank-you.  Kea numbers are c. 10.  Good parent support.

AP 3/5: Donald to draft welcome item, with Briana, and publish
AP 3/6: Gavin to work with Briana to ensure she obtains here warrant asap

Cubs [Duane]
Sue Deveraux is starting as a Cub Leader.  The additional help is valuable.  Sue is focusing on the badges and awards.  Numbers are around 18/20.  Camp this weekend - about 12 going.   National cub day is not  31st March, the Venturers will be running the activity 1 - 4pm, with option to stay on for campfire.  Badge available - $5 payment includes some food.

AP 3/7: Duane to send full email to Donald for distribution by 10 March 2012.

Scouts [Bob]
Looking for some more recruits.  Current levels of between 8 and 10 is not ideal.  Sunday 18th, Scouts walk.  A Cosgrove course for the scouts is planned on 30 March - Sue has already emailed the details around.  Baden Powell day, the Scouts celebrated with a cake.

Venturers [Terry]
Saywells camp planning underway.  Some off to Napier to support community fundraising for their service activities.  Also helping by planning National Cub Day.

Treasurer's Report
Sarah submitted and talked to a report covering December and January.  The RWC fundraising event had been particularly successful, resulting in more than $6,000 in net income.

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

Communications update
Being distributed

AP 3/8:  DC to Sue copy of flyer to test for printing, keep distributing, give flyers to bob / duane to give out on night.

Open sourcing history
Additional ISBNs for e versions.

Res 12/8: THAT the Committee agree to release the three books, and any associated materials. that have been written on the history of the Group under a Creative Commons NZ - Attribution license, subject to: agreement from any accredited authors, approval of reasonable digitisation costs (to be advised)
- Moved: Donald; sec Bob
- CARRIED U

Budget
The Committee discussed the draft budget.

The following additional line items were noted; leadership training (and associated grants as offset income), website hosting.

AP 3/9: All leaders to provide a completed activity financial sheet [as supplied by Bob] 
AP 3/10: Donald to put Bob's form online on the Leader's page
AP 3/11: Donald to create a Download's page for all Forms and key documents.
AP 3/12: Chris to send a grants idea to Erina by this friday

Res 12/9: THAT we accept the draft Budget as the Group's budget for the year
- Moved: Donald, sec Gavin
- CARRIED U

Resignations / Leader succession planning
With the appointment of a new Kea leader, the appointment of a new Treasurer is the most pressing point.  Given we have the budget in place, and the banking in place, the role is not overly onerous.

AP 3/13: Chris and Gavin to pull together a short job description, including the time commitments on avg per week, by 15 March.

Expenses
Committee members are advised to submit expenses in a timely manner.

Chocolate fundriaiser

AP 3/14: Denise to close out the financials for the 2011 Chocolate fundraiser asap

The Group to consider a 2012 chocolate fundraising activity after all outstanding 2011 monies are collected.

Res 12/10: THAT we make every effort to collect and reconcile outstanding funds from the 2011 chocolate fundraiser, but accept bulk unreconciled returns as pragmatic and if agreed by at least two leaders.
 - Moved: Sue, Donald
- CARRIED U

Any other Business
=================

Zone meeting
Duane gave verbal report.  And agreed to type up and circulate to the committee list the dates and activities.

Generally, sections are charging $180 per year for Youth.

AP 3/15: [duplicate of AP 3/7]

Res 12/11: THAT the Group agree to pay the relevant charges for Leaders to stay current with their First Aid training
- Moved: Donald, sec Chris
- CARRIED U

Uniforms

The Committee agreed that as youth require a new uniform, and they are available, they should purchase the new uniform.  Older uniforms can still be used, particularly for activities (less formal occaisions).
The Committee agreed that it is desirable that all Leaders are to don the new uniform at their earliest convenience.

AP 3/16: Sue, in consultation with Erina, to submit a grant for some uniform funding.
AP 3/17: Donald to post details on website when the uniforms are generally available

Celebration

Res 12/12: THAT Bob and Richard organize a group event on or around the 4 July to celebrate the birthday of the Group
- Moved: Gavin, sec Chris
- CARRIED U

Administration

AP 3/18: All Leaders to take a roll of attendance at every weekday night from next week ongoing.

All consent forms are to be stored at the Hall in a folder.

AP 3/19: Duane to organize a suitable storage for all the consent forms in the Hall by 25 March

AP 3/20: Bob to investigate details of the bonfire planned for the Queen's anniversary this year and mail round.

Fundraising

Res 12/13: THAT the group Authorise the purchase of 20 assorted adult sizes of old scout polo shirts at up to $5 and a suitable low-cost Brooklyn identifying emblem, to be used as additional uniforms on fundraising and other activities.
- Moved: Duane, sec Sue
- CARRIED U

The committee discussed the priorities for fundraising across the sections.  

AP 3/21: Richard to draft a set of principles on fundraising for April committee meeting that address group vs section vs individual equity issues, and control of allocation issues.

Next meeting

Wed 4 April 7pm set for next meeting.

The focus will be on money: hall options / funding, fund raising (targets and distribution) and future budget requirements.

Meeting closed 9:22pm