Scouts Parents Committee 130925

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday September 25th 2013

Minutes

Meeting started at 7:00pm

Apologies
Denise, Andrew, Gillian, Jenny, Vic, Erina

Present
Chris, Oliver, Gavin, Sue, Duane, David, Terry, Bob 

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

Jamboree fundraising
•	Jamboree funds currently at $7,686, 
•	More funds to come as a result of recent stadium fundraising.  The committee noted that all funds / donations from recent house move efforts have been received, with the exception of approx. $400 from R Kaye.
•	Future fundraising efforts include 3 BBQ’s (Sep 28th, Oct 28th and Nov 23rd), and a future Stadium event (Dec 22nd).  A bowling event is also planned on Nov 3rd, with a first aid kit fundraiser also underway.
•	Committee agreed that we should not pursue further fundraising activities until the current activity plans are completed.
•	Sue noted that she has also applied for a grant from the Infinity Foundation for $5,000.  Further information will be available by end-October.  The committee noted the resolution conducted via e-mail where all were in favour.
Res 13/43: A vote of thanks to Sue was recorded
Moved Chris. Sec Oliver
CARRIED U

Jamboree Policy
•	More time is required to consider the Jamboree funds allocation policy prepared by Jenny and the application of an 80% cap.  
•	Agreed that this would be deferred until the next committee meeting.  In the meantime, further discussion to occur, including some consultation with parents of Jamboree youth.
•	Gavin noted the possibility that the group could pay Jamboree fees as required during October – but this is not a decision able to be made now.

E-Mails
There are lots of e-mails!
Committee agreed that more rigour around use of e-mail was required.  Every group member should be on the “announce” lists, with the ability to opt out of the “discuss” lists.
AP 13/44:  A new “group announce” list to be established, for use only by the Chairman and Group Leader (David)
AP 13/45:  Investigation as to whether voting processes outside of meetings can be managed via a restricted area on the website (David)

WCC Land Lease
Advice received from Rex that we ‘carry on’ in accepting the standard lease.  There is an implication that we would need to advise the council every time the hall is leased to a 3rd party.  In Rex’s absence, discussion carried forward to the next meeting.

Basement
Noted a delay to the basement work, due to late engineering report.
AP 13/46:  Publish conditions of Basement Grant (Erina)
AP 13/47:  Carpet to be listed on TradeMe (Oliver, Terry)

Grant Applications
Committee noted a focus on doing actual work, rather than applying for new grants.  Erina’s e-mail in relation to grants was noted.  The committee noted that the Mason’s grant should not be used for the kitchen, given the volume of other grants.
The possibility of a grant for badges was discussed.
Res 13/44:  Agreed that Gavin would seek quotes for Group badges, with Erina arranging the application of any related grant.
Moved Terry. Sec Gavin
CARRIED U

AGM – Date and Process
The committee agreed that the date for the AGM would be November 20th 2013.  An activity to accompany the evening would be arranged, with the only business planned the election of officers, presentation of accounts and previous year minutes.
AP 13/48:  Actions to establish AM
a.	Finalise accounts and budget for review at October 23rd committee meeting (Jenny)
b.	Advise Zone Leader (Gavin)
c.	Prepare Group Leader’s report (Gavin)
d.	Prepare Chairman’s report (Chris / Chairman)
e.	Propose fees and table on October 23rd  (Chris / Chairman / Jenny)
f.	Advertise AGM to Group members

Note – subsequent to this meeting, Chris Ewers resigned his position as Chairman

Brooklyn Showcase
Committee noted the effort of all involved in the Brooklyn Showcase, with specific thanks to Duane, Gillian, Sylvie and David.  $11 in unsolicited donations were gratefully received.

Previous Minutes
==============
Committee noted the amended minutes following the recognition of a $4,000 grant.
RES 13/45  : THAT minutes of the meeting on August 28th be accepted as a true and accurate record.
- Moved: Oliver, sec David
- Abstain: Bob (non-attendance at previous meeting)
- CARRIED U

Correspondence
==============
•	Invoice from WCC for swimming activity ($11.73) – passed to Treasurer.
•	Correspondence in relation to installation of Smart Meter

Temperature check
==============
Committee meeting was preceded by Leader’s meeting – see separate notes

Quartermaster's Report
==============
E-mail from Andrew discussed by the committee.
Committee discussion that there was no further need for rationalisation of equipment at this stage.
Sue noted that the kitchen may require further attention.
Oliver noted that his garage could be used for storage of equipment while the basement was being refurbished.
AP 13/49:  Empty Quartermaster’s Store (Oliver, Andrew and Gavin)

Treasurer's Report
==============
Committee requested a change to the report to improve readability
Positive recognition of the role Jenny has played since becoming Treasurer (including resolving overdue payments).

Other business
==============
Res 13/46:  The committee noted a vote of thanks to all those involved in the Pot Luck dinner held at the Hall recently.

Next meeting
==============
October 23rd, 7:00pm

Meeting closed 9:00 pm