Scouts Parents Committee 190622  

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday June 19th 2013

Minutes

Meeting started at 7:05

Apologies
Jenny

Present
Chris, Terry, Bob, Oliver, Andrew, Rex, Denise, Gillian, Erina, Donald, Gavin, Duane

General Business
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WCC Land lease
Demolition of toilet block unexpectedly led us to discussions with Council that revealed our lease has expired (we are on rolling lease in the interim and we were assured this is a technicality) and our lease only covers the footprint of the hall. The Council also advised they had been planning maintenance. Rex and Erina held several meetings, taking the opportunity to table information about our own maintenance programme and to discuss opportunities to use the space left by the toilet block. The Council halted further work on filling the hole pending outcome of these discussions.

Res 13/30:  The committee supports the concept as presented by Rex of access between the Scout Hall down the south side of the building and continuing to the community centre playground with gate access to the proposed fireplace and paved area; and the extension of the leasehold footprint to include the areas as presented in the plan (the proposed deck and path accesses).
Moved Chris. Sec Donald
CARRIED U

Res 13/31: The committee resolved to delegate to Rex a negotiation mandate with all parties to agree to the proposed access points, fireplace and paved areas and to resolve the lease arrangements.
Moved Donald. Sec Chris
CARRIED U

Hall upgrade – Phase 2 - Basement
Oliver has volunteered to co-ordinate sorting of the gear. After work consolidated work can begin on the construction. Total expenditure to date is approximately $7,000.

Basement refurbishment will enable us to have both better storage and a Venturer Unit den. The elements of this work include:
-	An engineer’s report on required beams
-	Builder’s quotations (awaiting engineer’s assessment and further funding)
-	Removal of stairway
-	Removal of existing quartermaster’s cupboard
-	Retention of existing long cupboard
-	Structural strengthening
-	Stripping out wall and ceiling linings
-	Damp proofing, insulation of walls and ceiling
-	Rewiring to enable new heating and lighting
-	New quartermaster store
-	1.2 m deep shelving for the store with sliding doors
-	Re-lining ceilings and wall with ply
-	New second doorway (where right hand northern window is)
-	Deck surrounding south and east faces of the building

Target date for completion is end September.

AP 13/24: Write up story about basement refurb and get David to publish on website - Gillian

Grant applications
Erina needs quotes and plans to submit with the various applications. Will engage Rex in getting some of these and Andrew in following up the parent who offered with a kitchen quote. Next grant application due is Transpower.

Res 13/32: THAT the Brooklyn Scout Group Committee moves that an application of up to $5,000 be made to KBCC Trust to replace tents and camping gear
Moved Denise, Sec Andrew
CARRIED U

Pride and Prejudice fundraiser
Around 60 tickets currently sold. A raffle will be sold on the night and drinks will be available for sale in the interval (first glass only is free). 

Suggested we get 4 – 6 scouts in uniform to help on the night with ushering, handing out food, and cleaning up. Need to be available 7.15 pm to after interval. Also any scout volunteers for baking.  

The committee thanked Gillian and Jenny for the work on this.

AP 13/25: Gillian to email list of requirements from scouts for P&P night to the leaders and leaders to return names to Gillian by 26 June

Hire agreement
Gillian tabled a draft hire agreement based on one used by the Gryphon Theatre. A discussion ensued about what we would need to have as policy behind this. Questions to be considered in crafting a policy are:
•	What is an appropriate rate?
•	What is the implication for insurance?
•	Who’s going to do the bookings?
•	Do we want to enter contracted relationships – eg legal doc vs simple set of guidelines?
•	Do we have an implied liability even if we do keep things ‘informal’
•	OSH liabilities (noted it may be time to do an H&S audit for use by ourselves anyway)
•	Type of hirer – community vs profit making groups
•	What does the Scouting Association suggest groups do in these situations (and are they the legal owner?)

AP 13/26: Denise to seek Michael's (Property Lawyer) advice on liabilities associated with hireage

AP 13/27: Subgroup (Erina and Donald) to draw up a policy around hall hire and use and seek Andrew's help with checking out insurance implications if there appear to be any

Activity Plans
Activity plans for term 2 never went on the website. Now being prepared. Note, still double-booking ourselves at times and we must use the calendar for everything we are planning (activity plans, fundraising, hall bookings etc)

AP: 13/28: All to advise dates of any activities to any of Chris, Oliver, David or Andrew

AP: 13/29: Leaders to put term 3 activity plans on site before start of term three

Jamboree Fundraising
No stadium fundraising for a while. Sausage sizzles beginning at Bunnings; Warehouse still to be booked. Ideas discussed included:
•	Bob’s choir idea – Gillian advised she and Jenny had discussed but felt with one cultural event that was harder than expected to sell, and quite a lot of organising and cost involved (hall hire) etc it wouldn’t raise sufficient funds
•	Tatler ads offering scouts for jobs – need to cost these well – be explicit in the donation you’re seeking was Terry’s advice.
•	Donations of goods to put on Trade me
•	Donations of goods from the community for a garage sale
•	Scouts to come up with ideas at their next patrol leaders meeting

AP 13/30: Jamboree fundraising subcommittee to consider additional fundraising idea as there is concern without continued focus we will not raise sufficient funds

General business
No consistent mailing address has led to our invoices going astray and missed payments.  Chris is building a letterbox for the Scout Hall and will progressively notify those who mail us of the new address. Our mailing address is 24 Harrison Street, Brooklyn.

Subs: A reminder has gone out.

AP 13/31: Jenny to send list of all those who have not paid to leaders to review before following up (by phone) those who haven't paid.

Previous Minutes
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RES 13/33  : THAT minutes of the meeting on May 22nd 2013, be accepted as a true and accurate record.
- Moved: Duane, sec Andrew
- CARRIED U

Matters Arising
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RES 13/34  : THAT a separate '01' bank account be set up, linked to the Brooklyn Scout group of funds but clearly Venturer funds 
- Moved: Oliver, sec Denise
- CARRIED U

AP 13/32: Oliver to finalise the amount to be put into the new venturer account, email this amount to committee, then organise with Mel to set up the account

Treasurer's Report
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-	Treasurer’s report not available to presented.
-	
AP: 13/33   :  Chris to prepare treasurers report by end June

Next meeting
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Wed July 31st : 7pm set for next meeting.   Meeting closed 9:07 pm