Scouts Parents Committee 130807  

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 7 August 2013

Minutes

Meeting started at 7:10

Apologies
Bob, Donald, Terry

Present
Chris, Oliver, Gillian, Erina, Gavin, Sue, Duane, David, Richard, Jenny

General Business
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Jamboree fundraising – status and where to from here
A number of activities have now been undertaken, most recently the BBQ and the Cake Stall which each raised around $400.

The group discussed the potential stock-take activity at Bunnings – given low potential funds to be raised and the fact it’s on a Monday and limited to adults participating we will not proceed with this opportunity. There are a number of other ideas but we first need to capture what has been already raised. Given it seems unlikely we will reach $15,000 we also need to have a clear policy on how we allocate the money we do raise. As part of this discussion we considered whether ‘family’ hours can be included in calculating participation. The consensus was yes, but only where the scout is participating at minimum levels.

AP: 13/34   : Jenny to draft a policy to clarify how jamboree fundraising money will be split, calculate what’s been raised and how many hours each Scout has already done, and develop a plan of potential next events by next meeting date.

Grant applications
We have received notification we have achieved the following monies from grants:
$1,500 for first aid – Pub Charities
$ 5,000 for basement – Infinity Foundation
$ 4,000 for basement and kitchen – Four winds

The Transpower application was also submitted ($14,000 for kitchen). We will hear back on that in Sept.

Erina advised grant applications made to cover jamboree related costs in the past had been unsuccessful. She noted if a grant is in with one foundation we typically can’t approach the same foundation for another grant. The group noted the importance of co-ordinating all grant activity to avoid these situations.

Erina noted one option for raising jamboree funds would be to identify smaller trusts and target them with applications for individual children. Denise has organised a $500 grant from Rotary for one child. Erina following up on Mason’s offer.

AP 13/35  :    Erina and Sue to work together on potential small trusts to approach and who to not approach for grant applications for individuals for jamboree. Any applications prepared to be submitted via Erina to ensure co-ordination.

WCC Land Lease

Michael’s review of our current lease arrangements (see appendix for synopsis) showed that if we want to hire out the hall we need to get the permission of council. As part of Rex’s negotiations on the lease arrangements this should be included as a discussion point as it could be unwieldy for all parties to manage. (See previous Res 13/31 granting Rex a negotiation mandate for lease arrangements).

The committee also noted the lessee is the Scout Association of NZ, not Brooklyn Scouts. Given Rex has already initiated conversations, and to facilitate the speedy resolution of the now expired lease, it would be good if Rex can continue resolving this on behalf of the Scout Association.

AP 13/36: Gavin to contact National to update them on the lease negotiation discussions we have initiated and confirm they are comfortable with Rex continuing to progress this so that a new lease arrangement can be presented to them quickly.

Toilet block
With Council. No further update provided.

Basement
Now we have grant money we need to start the basement work within a reasonable period of time (grant must start being spent within 3 months).

Once the engineers report is in tenders can be sought. Note, should the engineer’s report continue to be delayed we may need to engage another engineer. In the interim the basement cleanout needs to happen and Oliver updated the committee he planned to co-ordinate a clean-up activity on 17 August.

The committee noted that when the tender process gets underway, committee members who are builders that may wish to tender for the work and should be able to do so. This would be on the basis of them stepping aside from the building sub-group during discussion of the tendering process and during the assessment of tenders. 

It was noted that in fact it was unlikely that a builder in the group would tender for the major structural activities and that a pragmatic approach will likely be for the work to be divided into major activities that would likely be done by external contractors, with smaller activities to be done by working bees or through smaller work piece tenders. 

AP 13/37: Oliver to communicate hall clean-up activity on 17 August.

Spouting claim and replacement
The spouting has now been replaced by Gavin who will invoice the insurance company for the work and contribute money toward scout fundraising. However miscommunication over who was doing the work means the insurance company had already contracted the work to be done and this contractor has incurred costs. The committee discussed how the breakdown occurred and noted:
1.	The spouting has been replaced. This is good as weather-tightness of the building could have been comprised.
2.	Since a third-party had been contracted and the insurance company have now expressed some frustration with the process, we need to deal with the third-party to resolve this. 
3.	There was clearly a process issue around the decision making on this. Based on early email discussions, Rex thought he had a mandate to deal with the insurance company and get work underway. Gavin thought that the mandate was only given for the insurance claim (not remedial work) and took initiative to do the work as a fund-raiser. Some other members of the committee felt given the conflicting views a decision was to be made at this meeting.  There was a lot of email discussing this option but no formal decision made.  Formal voting processes, final decision by Chair on conflicted issues, and having one person accountable for each type of issue were all discussed as potential solutions.

For the minutes, Erina noted Rex’s concern about the reputational damage poor governance and decision making had on both Brooklyn Scouts and on individual leaders and parents working on the committee.

Gavin noted that he was concerned that relationships going forward are strained, and a more general concern about the perception that some members of the committee was more interested in spending money than in fundraising. Neither issue was discussed.

Res 13/35: That discussions on a process review are adjourned until the practical matters of dealing with the third-party spouting people are resolved.
Moved Richard. Sec Oliver
CARRIED U

Res 13/36: That a vote of thanks be given to Rex for the spouting claim work and all the other activity he is doing on the scouts behalf.
Moved Oliver. Sec Gavin
CARRIED U

AP 13/38: Contact third-party spouting people (CCS) to discuss and understand actual costs incurred, but if legal action is threatened, or if we are going to be liable for costs, to report back to the committee and enlist the help of Richard – Gavin and Duane

AP 13/39: Draft a policy for committee decisions that need to be made outside of meetings - Chris

Hire agreement
On hold until lease terms and conditions are agreed.

Outstanding subs
Have now all been collected except for one. Jenny thanked the leaders for their help and Gavin and Sue in particular for the phone calls.

Chris noted this was a brilliant outcome compared to the previous year and thanked Jenny for her work in administering the subs process.

David asked what the process is for keas, cubs, scouts and venturers who join part-way through the year. A pro-rata payment applies.

Res 13/37: That a vote of thanks be given for all those involved in successfully collecting subs this year. 
Moved Chris, Sec Oliver
CARRIED U

AP 13/40: To consider sponsoring any shortfall in a WINZ payment being made for one child – Gavin and Chris in consultation with the Section Leader

Previous Minutes
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RES 13/38  : THAT minutes of the meeting on 19 June 2013, be accepted as a true and accurate record.
- Moved: Gillian, sec Chris
- CARRIED U

Correspondence
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Letter re sorting out signing authorities for the bank account.

Temperature check
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Keas
6-7 regular attendees. Bring a friend next week. Activity plan sorted.
Cubs
21 last week. 24 on books. 2 more looking to join. A number moving up to Scouts over the next 6 months. Activity plan published. Jenny will send spreadsheet showing ages to all leaders.
Scouts
18 – 21 consistently turning up. Good progress being made on skills and badges with some standout achievements about to be celebrated (2 or 3 Gold Awards close to completion, one Chief Scout Award nearly there, and another CSA well on the way):  we really need to make something of this as it will be the first time in a while that Brooklyn Scouts have achieved these high level awards.  Emerald will likely receive her CSA from the Governor General.
Venturers
7 – 11 turning up including venturers from other areas. Activity plan through to mid-Sept. Big focus this term will be on greater linking of activities to badges.

Quartermaster's Report
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No report available.

Treasurer's Report
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Given ongoing difficulties preparing reporting Chris suggested one solution would be for him to step down as Chair and be Treasurer instead. However Jenny volunteered to take on Treasurer duties until the AGM.

Sue suggested a debit card system might work well. However Chris responded the issue is money often comes in after we need to spend it. If processes set up were operating, issues of reconciling funds would not be there.

-	
AP: 13/41   :  Meet to discuss Treasurer role and most urgent actions - Jenny and Chris 

Other business
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Jamboree email
Jenny queried how payments happen – do parents pay Brooklyn Scouts or National. Next payment due 15 August.

AP 13/42  :  Ring Andrew as soon as he is back and ask him to communicate urgently to parents re jamboree payments. - Gavin

Brooklyn showcase
All agreed this was an ideal opportunity to promote Brooklyn Scouts. Gavin and Sue and Duane offered to help with activities (suggested ‘mini-camp’ ground).

AP 13/43  :  Confirm our interest in being in the Brooklyn Showcase and co-ordinate a Brooklyn Scouts ‘stand’. - Gillian

Next meeting
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Wed 28 August: 7pm.   

Note – next Section Leaders meeting 25 Sept.

Meeting closed 9:06 pm

Appendix: Michael Veneer’s synopsis of the main provisions in our current Lease arrangements.  

1.	The lessee is the Scout Association of NZ, not Brooklyn Scouts;

2.       The lease terminated on 30 June 2012 (cl.2.1)– you are holding over on a monthly tenancy, subject to complying with the terms of the Lease (cl 2.4);

2.	Building Insurance is to be for full replacement value, plus fees, demolition and site works (cl 11.2);

4.       The minimum public liability insurance cover is $1m (Reference Schedule)
Query – does SANZ pay for a general policy in this sum to cover all leased premises? 
No one seems to have a copy of the Brooklyn Scouts policy (as opposed to the renewal documents);

5.        The use is restricted to ‘Scout Hall’ (Reference Schedule), which must not include any dangerous, offensive, noxious, noisy, illegal or immoral activity, or anything likely to cause a nuisance in the neighbourhood (cl 6.1);

6.       Hiring out must be for community, cultural or recreational interests only and requires the prior written consent of WCC (as landowner -not Council– cl 17.1), for each hiring (cl12.3);

7.       “Building Work” (as defined in cl.1.1) requires prior consent of WCC (as landowner -not Council), in addition to Building and Resource consents (cl 7.4), and to be carried out under supervision by a qualified architect, project manager or engineer (cll.7.1 to 7.3);

8.       Notices (i.e. for WCC consent etc.) must be in writing (cl 20.1).