Scouts Parents Committee 120516

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 17 May 2012

DRAFT Minutes

Meeting started at 7:08

Apologies
Duane, Bryana, 

Present
Chris (Chair), Mel, Gavin, Henry, Donald, Sue, Denise, Richard, Vic, Erina

Previous Minutes

RES 12/18: THAT minutes of the meeting on 4 April be accepted as a true and accurate record
- 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.

Denise and Richard joined the meeting - 7:14pm 
Erina joined the meeting - 7:27pm
Bob joined the meeting - 7:29pm

Scouts NZ National will be submitting a census shortly.  Brooklyn will be ensuring that it will only be listing youth that have already paid, to mitigate against fiscal exposure.

Note: Lyn Bryceman's Mum mother - may be able to support or lead scarf making

AP 5/1: Terry to return his chocolate money from 2011 by 30 May
AP 5/2: Gavin to get two keys cut - school and cleaning -  for the upstairs only asap.
AP 5/3: Donald to prepare and distribute a newsletter highlighting relevant issues by 25 May.

Correspondance
None.

Leaders Reports
Skipped in the interests of time.

Treasurer's Report
Not this time due to Mel still being in hand over of accounts from Sarah

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

Subs – payments status
Section leaders to raise directly with parents of unpaid subs.

AP 5/4 - Mel to keep list of paid subs vs people directly.

Fundraising & Grants Plan – progress
Lynn & Louise have made significant progress enacting Res 12/13.  The Committee discussed concerns that Res 12/13 ran counter to Res 12/2 - in effect that applications to Lion Foundation and Pub Charities for support of individual youth to attend AusJam may result in our inability to target these funding organizations for higher priority targets.

However, it was noted that without a Fundraising & Grants Plan it was very hard to consider these applications within a wider context.

Erina noted that Pub Charities don't fund overseas trips.

Denise noted her abstention from any vote relating to AusJam fundraising, given her family conflict of interest. 
Denise and Erina asked that no funding for their children be included in the AusJam applications.

The committee discussed in some length how to improve its efforts in this area.

Res 12/19: All future resolutions for funding or grants applications should include the purpose, beneficiaries, the amounts being applied for, sources of other funds, and the bodies being applied to.
- Moved: Chris
- CARRIED U

AP 5/5 - Create a summary of the applications or NZ Venture and AusJam covering the purpose, beneficiaries, amounts and bodies (Gavin to work with Lynn and Louise and then send this to Donald by 21 May.
AP 5/6 - That  resolutions for the NZ Venture and AusJam activity funding applications be put to the list for discussion and subsequent e-resolution when ready (Donald to co-ordinate)
AP 5/7 - Erina and Richard to create a list of which charity / organizations exist for funding purposes.  

It was noted that AP5/6 would likely become a nascent fundraising plan.

Hall Options – subgroup & next steps
Will be progressed following approach to Rex by Erina to agree to lead it.

Gold Badge Dinner
Denise working on it.  Details still to be released.  Likely to be a weekend night in Term 3.

Quartermaster
Terry volunteered to be interim Quartermaster, whilst a parent was found.

AP 5/8 - Terry and Henry to complete interim stocktake by first weekend in June and to provide that list to all section leaders (kit, condition, 
AP 5/9 - Denise to coral leaders input to create a wish list of kit, to be cross-reference against the list from AP5/8
AP 5/10 - A call for a quartermaster to be put out to the community by Donald during May.

The committee's thanks were expressed to the 2-day effort from Terry and Grayson in sorting out all the tents.  We now have 12 complete dome and a-frame tents.  In addition, Richard has picked up a number of almost complete second hand tents at very low cost.

Res 12/20: Brooklyn Galleria be paid $30 in return for two tents already supplied
- Moved: Richard, Gavin
- CARRIED U

Res 12/21: Brooklyn Galleria be given authority to incur up to $100 expense on behalf of the Group to buy a large "leaders style" tent
- Moved: Richard, Gavin
- CARRIED U

Other Business

Scouts tent suggestion
The scouts suggestion to include spiderweb tents will be included in AP5/7, i.e. as part of the collection of kit wish list ideas.

Web-hosting
Investigation of cheaper web/email list hosting options is underway.  Potentially cheaper hosting options have been identified, but any move has some complexities which will require a window of Donald's time.

Firewood fundraising
There was discussion to clarify which sections were able to be involved in the regular firewood fundraising.

Next Meeting
Agreed to Wed 20th June.

Meeting closed 09:07 pm