Scouts Parents Committee 130828  

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 28 August 2013

Minutes

Meeting started at 7:05

Apologies
Bob, Erina, Denise
Present
Chris, Gillian, Gavin, Sue, Duane, David, Jenny, Donald, Terry, Rex, Andrew, Oliver

Treasurer's Report
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First updated report prepared – a huge thanks to Jenny who has taken on this role. 
The treasurer noted there was around $7,180 in Jamboree funds and $21,440 in hall funds. In addition we have another $22K in the bank. A huge effort from where we were with an almost zero balance in the bank! Some smaller final reconciliations are needed.

AP: 13/44   : Follow-up on the status of $500 that Denise said had been granted for one of the scouts. Jenny 
AP: 13/45   : Follow-up on funds received from Hutt Valley DHB. Terry / Jenny
AP:13 /46   : Follow-up on jamboree funds - $400 difference. Andrew / Jenny

General Business
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Brooklyn showcase
Gillian has confirmed our attendance – Saturday 1 – 4 pm.
To ensure a successful display from Brooklyn Scouts the committee discussed the following:
•	Use a banner
•	Get flyers to hand out (Terry to pick up from National and ask Andrew about stickers)
•	Email parents to tell them about it and request them to get their kids along
•	Co-ordinate an activity (activities) so visitors see scouting is fun
•	Duane to co-ordinate on the day

AP: 13/47     : Co-ordinate all activities ready for 14 Sept. Gillian

Res: 13/39    : That the organisers of the Brooklyn Showcase be authorised to spend up to $50.
Moved Donald. Sec. Chris
CARRIED U 

WCC Land Lease

Rex noted discussions are still ongoing. Re clause on hiring out hall, the council have advised this is a standard one and they are open to change. Rex will ask Michael to draft some alternate wording that will give us more flexibility. The additional space requested has now been shown on the lease plans.

The Chair thanked Rex for his work on arranging the lease.
Thank you also to Gavin for liaising with National who will sign the lease.

Basement
A huge thanks to all who worked on clearing the basement and to Oliver who organised the cleanout.

Rex advised that with the space clear, the engineer could see the structural beams and is now more comfortable with the structure. Rex has discussions underway re costs of metal beams and the grant money can be used to purchase those (noting grant must start being spent within 3 months). A thanks was passed to Rex for getting this work underway. Discussions on timing and other next steps will be held at the venue sub-committee meeting on 29 August.

A huge thank you also to Erina for securing the grant money!

AP: 13/48     : Confirm exactly when grants must be spent and whether it needs to be spent in full or just starting to be spent. Erina

Res: 13 /40 		: That the $5,000 grant from the Infinity Foundation be added to the $20,000 allocated for external basement work previously agreed and the $4,000 grant from Four Winds Foundation be set aside for kitchen work.
			Moved Donald. Sec Duane			CARRIED U

Jamboree fundraising – status and where to from here
A thank you to the 8 who turned up for a hugely successful session at the fundraiser for the Bledisloe Cup. Thanks also for the taxi ride.

Jenny has now reconciled the fundraising hours and other ideas were discussed at the meeting:
•	Strike bowling. They have offered dollars for games booked. Gavin will send email to parents asking for a volunteer to co-ordinate.
•	Samosa/Croissant sales – Jenny will check availability – can be a good money spinner.
•	Movie night – discussed but decided too much effort and too similar to play evening. Better to focus on activities the scouts can do themselves.
•	15 Sept – BBQ booked – Oliver/Jenny to work on finding some other dates
•	Scrap metal – Gavin will follow-up Harriet on scrap metal idea. Needs to happen before first week of November.
•	Grants may be possible according to some discussions Gavin has had.

AP 13/ 	: Apply for any grants we can identify and co-ordinate grants through Erina. Chris/Jenny and Sue

General
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Debit cards
Raised again as not fully discussed at previous meeting. Issue is trying to avoid leaders being out of pocket for lengthy periods.

While the group agreed that with a ‘full time’ treasurer again that repayments should happen more quickly, there was still felt to be a need to have a system to enable leaders to purchase bulk supplies (food for camps was quoted as the biggest cost) without having to pay out of their own funds. 

Debit cards were discussed but some members felt the practical difficulties of sharing a single card, and the potential difficulties of reconciling funds if multiple events were on, meant debit cards might not be the best solution. Advance payments were discussed as a potential option. Advance payments would only be made as follows:

Advance payment policy
•	Payment would be for amounts no greater than what had been received for the activity at the time the payment was requested
•	Maximum advance of $1,000
•	Receipts must still be obtained and provided to the treasurer within 2 weeks
•	Any funds advanced not used must be deposited back to the Scouts account as soon as possible but not later than 2 weeks
•	Advance payment requests must be made to the treasurer with at least 3 days notice
•	The treasurer must note any advance requests made in the treasurers report
•	Full fund reconciliations must be made for each activity

Res 13 /41 	: That the advance payment policy is adopted effective 1 Sept with a review of its effectiveness to be held at the December meeting
Moved Donald, Sec Duane
CARRIED. Gavin against. Sue abstained.

Spouting
Gavin stepped aside as Group Leader during the following discussion.

After discussions with CCS, Chirpy Chipper Builders (whose director is Gavin) has made the following offer to Brooklyn Scouts:
•	Chirpy Chipper (CC) will assume any costs (except insurance excess) including any re-purchase costs of spouting
•	CC will invoice the insurance company for up to the amount previously approved by the insurer. CC will advise Brooklyn Scouts what the amount will be.
•	The insurance company will pay CC less the $500 insurance excess
•	CC will then invoice Brooklyn Scouts for the $500 insurance excess
The group noted CC’s offer to Brooklyn Scouts regarding the excess.
The Chair noted a vote of thanks to CC for completing the spouting repairs.

Res 13 / 42  	:  That Brooklyn Scouts will pay Chirpy Chipper $500 on receipt of an invoice.
			Moved Donald, Sec Andrew
			CARRIED U

Gavin rejoined the meeting as Group Leader.

Other
Donald resigned from the Committee. 
Chris wished Donald well as he leaves for the States with his family in October. He noted Donald’s enormous contribution to Brooklyn Scouts in getting the committee going and working so effectively. The group wished Donald all the best.
Donald thanked the leaders for their contributions and their willingness to adopt new requirements set by the Committee.

Next meeting
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Wed 25 Sept: 7pm.   (Gillian noted her apologies for this meeting)

Meeting closed 9:06 pm