Scouts Parents Committee 120822

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 22 August 2012

DRAFT Minutes

Meeting started at 7.05pm

Apologies
Richard, Mel, Briana

Present
Chris (Chair), Andrew, Terry Poll, Bob Bevan Smith, Gavin McGlashan, Vic Scott (part meeting), Erina Papp (part of meeting), Henry, Jenny (part of meeting), Donald, Denise, Sue Deveraux

Previous Minutes

RES 12/36: THAT minutes of the meeting on 18 July be accepted as a true and accurate record
- Moved: Erina, sec Henry
- CARRIED U	

Matters arising
Status updates were captured in the action point register.  The following actions and resolutions were made.

AP 8/1 - Gavin - followup on dates with our demand for next 'new beginners' and Cosgrove courses

AP 8/2 - Chris to call Duane & Richard in advance of next meeting to co-ordinate their attendance

Res 12/37 - THAT the Group purchase a bias machine to help makes scarf production easier, to be marked as Brooklyn Scouts property, for up to $120
- Moved: Gavin, sec Andrew
- CARRIED U

Res 12/38 - THAT the group cease trying to collect remaining outstanding chocolate funding, due to the effort involved vs the possibility of recovery, noting that we had made a $1,500 margin
- Moved: Gavin, sec Denise
- CARRIED U

AP 8/3 - Chris to liaise with Richard to progress A/P 3/21

Hall working group update
Erina reported that initial investigations on the back of the Hall have revealed a concrete wall - which is good news, gives an extra structure.  Plus there are no obvious signs of moisture at that location.  

There is a piano downstairs, beyond being usable, so the working group can dispose of this as they see fit.

The Chair thanked all those involved in an organising the working bee.  There were some new parents turning up to engage.

We have a new leak in the roof.  Rex has noted this.  The Committee considered that an interim was appropriate and asked Rex to investigate.

Chris has added functional wooden hold-ups for the storage seats and some cupboard door knobs.

AP 8/4 - Rex to undertake a patch repair to the roof, if amenable.

AP 8/5 - Chris to get the exterior sensor lights working again.

Grants update
Initial requests / ideas through from Scouts and Venturers.  No input yet from Cubs and Keas.  Erina to chase Duane to ask for input on grants that might support Cubs and Keas.

We already have a $250 discretionary spend per year - this activity is above and beyond this spend.

Correspondance
None

Leaders Reports

Keas
We have 6 Keas now, with some ongoing interest form a 7th.  Olypmics is the term theme.  Leaders wise, Duane and Henry are regular, Jo has been for last 3 weeks and also Bryana.  Great Leaders to Keas ratio.

Cubs
20 regular attendees on average.  Note to be careful not to tidy up resources well signed for other sections!  Olympics theme.  Aim is to have an early plan out.  Great to see the Scouts setting an example when they're there.  

Scouts 
15 attending last night  [out of 18 signed-up] a new high in recent times! PL succession planning underway, possibly resulting in some SPLs.  Banguet Sat 15th Sept planning underway - will be open to Scout Families and all Section Leaders at $10 pp.  The Banquet will be in the Hall. 

A couple of Scouts are aggressively pursing the Chief Scout's award.

Great to have Andrew attending supporting.  

Venturers
Working through certificate work towards Queen's scout.  Are planning some cooking and have some Tramps being planned currently.  There are planning to engage with the senior Scouts that may be graduating from Scouts next year.

Venture 2013 is in January.  

AP 8/6 - All section leaders to prepare Term 4 plans in ADVANCE of Term 4 ending.  To be done via a sep Leader's meeting before Term end.  Target 7:30pm 16th September.

Treasurer's Report

Taken as read!

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

Membership Lists
Jenny gave a report and shared progress.  Great progress.

AP 8/7 - Jenny to proactively fill in the holes between membership list and where we don't have signed consent forms.

AP 8/8 - All Leaders to use the attendance forms when provided by Jenny and place any returned membership forms into the blue folder.

AP 8/9 - DC to put Jenny on Committee list

It is critical work as our insurance cover may be at risk if we don't have this information up to date and reliably accessible.

Vote of thanks for Jenny!

Fundraising co-ordination

Res 12/39 - THAT Jenny be appointed as Fund-raising co-ordinator 
Donald, Henry
- CARRIED U

AP 8/10 - DC to send funding plan and budget to Jenny

Harbourside Market Fundraiser

Res 12/40 - THAT the Group agree to apply to the Harbourside Market fundraising event
- Sue, Chris
- CARRIED U

Stadium Fundraiser

Gavin still needed 3 extra people for the 8 September.  Terry, Denise and Jenny may be able to fill in, otherwise they'll seek others.

October 6th a 14th are still open and need more volunteers.

Warehouse sausage sizzle
To support the two scouts going to AusJam raise some 

Res 12/41 - THAT the Group approve that a Warehouse Lyally Bay sausage fundraising  for scouts going to AusJam13

Res 12/42 - THAT all public fund-raising activities sanctions by the Group be clearly signed as to the benefices, e.g. group, section, individuals, group

Res 12/43 - That all public fund-raising receipts pass through Group accounts appropriately itemised and recorded.

All Move - Sue, Sec Denise
- CARRIED U

AP 8/11 - Sue to get some labelled leaflets about Scouts from Donald to place on the table to attract interest.

Subscriptions setting for 2013
Discussion on the paper.  Sue discovered that $40-$60 per term was average across the term.  Paparangi and some Lower Hutt charge $40 / term plus the National levy.

Next steps are to finish the paper including current the costs.

Res 12/44 - THAT the paper "On setting future subscription levels for the group" be received and the recommendations in it adopted
- Bob, Denise
- CARRIED U

AP 8/12 - Seek advice from National on whether subscriptions count as charitable donations from individuals and any experience on the options and mechanisms around accounting for this, Donald.

AP 8/13 - Complete a final version of the subscriptions paper, including new information, for consultation, Donald, 19/9

Leaders' expenses

AP 8/14 - Bob to produce a final draft, absorbing Denise's and other Leaders' comment, and then forward onward public consultation with parents / caregivers

Sue said that the Zone representatives stated the most prevalent approach was a section-level delegated .

Next Meeting	
Agreed to meet on Wed 19th September at 7pm - 9pm

Meeting closed  9.05pm