AGM 131127

Brooklyn Scouts AGM 
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 27 Nov 2013

Minutes

Meeting started at 7:35pm

Apologies
Melissa Hare, Katie Chalmers, Mark Poulford, Belinda Reddington

Present
Oliver Mander, Jenny Smith, Gillian Boyes, Gavin McGlashan, Bob Bevan Smith, Michael Veneer, Denise Church, Rex Collett, Erina Papp, Richard Niven, Duane Stewart, Jo Heitger, Damian Zelas, Mark Prestwood, Sue Devereux, Anneleah Thornburrow, David Thornburrow, Terry Poll, Andrew Simes, Danie Mars, Chris Ewers, Jack Roberts, Grayson Poll, Deborah Hospoda, Lyn Brieseman

Minutes from the previous AGM

RES 13/50 – THAT the minutes from the previous meeting be accepted as a true and accurate record, subject to Denise Church’s name being added as present.
Moved Oliver. Sec Erina. CARRIED U

Group Leader’s report
Gavin presented his report.

RES 13/51: THAT the Group Leader’s report be accepted.
Moved Gavin. Sec Sue. CARRIED U

Chair’s report
Oliver presented the Chair’s report, noting that it had been largely written by the previous Chair, Chris Ewers. Prior to the presentation of the report, Denise presented a token of appreciation to Chris, with thanks from the Leaders for his outstanding leadership contribution to the parent’s committee.

RES 13/52: THAT the Chair’s report be accepted.
Moved Oliver, Sec Gavin. CARRIED U

Treasurer’s report
Jenny presented the Treasurer’s report. 

RES 13/53: THAT the Treasurer’s report be accepted.
Moved Jenny, Sec Richard. CARRIED U

RES 13/54: THAT a vote of thanks be given to Jenny for her work in getting the accounts in order, recognising the difficulty of taking over a role part way through a term.
Moved Sue, Sec Oliver. CARRIED WITH ACCLAMATION.

Budget 2014
Jenny presented a proposed budget for 2014. The meeting discussed whether the fundraising budget was sufficient and decided it was.

RES 13/54: THAT the budget for 2014 be approved.
Moved Jenny, Sec Oliver. CARRIED U

Fees 2014
Jenny noted that while there is a shortfall between fees gathered and expenses paid, that a great deal of thought had gone into setting increased fees last year and another year should be allowed to bed in the current fees. She also noted we need to allow for fluctuating membership. Sue noted a paper had been prepared by Donald on the fees recommending a gradual increase over time and suggested this should be recirculated to the membership.

RES 13/55: THAT the fees for 2014 remain at THE same level as for 2013, with the addition that if there are more than 3 children in one family, additional children are charged at a rate of $92.50 per child to cover national fees.
Moved Jenny, Sec Bob. CARRIED U 

Hall update
Rex presented a verbal report on the hall upgrade and noted a particular thanks to Chris who provided the energy to get the work underway. He also noted the contribution of Don Thompson Engineers and gave thanks for their technical support. He noted the work wouldn’t be achieved without all the parent and leader support and that with the skills and experience in the group money has been able to be spent on materials, rather than on engaging builders. 

As part of the work over the last few weeks, a 1988 time capsule was uncovered. Copies have been made of the materials inside the capsule.

At the conclusion of Rex’s update, Chris noted his thanks for Rex for his everlasting energy on the hall upgrade. Warm thanks was echoed by all at the meeting. Gavin presented Rex with a bottle of wine to think him for his outstanding work in leading the renovation efforts over the year

Election of officers

The meeting noted three nominations had been received for officer roles. A discussion was held about the appropriateness of a leader acting as the chair. The terms of reference for the Brooklyn Parent Committee notes it is preferable that the Chair is not also a leader. However a general discussion was also held that leaders are often conflicted in many ways and noted the importance of the Chair having well developed governance and chairing skills. Erina volunteered to stand as Chair if the meeting agreed it was an issue, but the general sense was that if Oliver felt he had time to act in both roles the meeting was comfortable with his nomination. On this basis Erina withdrew her nomination.

No further nominations were received for officer roles. Voting was held as follows:

RES 13/56: THAT the Chair be Oliver. Moved Denise, Sec Jenny. CARRIED. Sue noted her abstained from the vote.
RES 13/57: THAT the Secretary be Gillian. Moved Oliver, Sec Jenny, CARRIED U
RES 13/58: THAT the Treasurer be Jenny. Moved Oliver, Sec Gavin. CARRIED U

Volunteers were called for for general committee roles. Rex agreed to be nominated to continue his building co-ordinator role. Erina agreed to continue in her grants role and David in his webmaster role (but as a leader he did not need to be voted onto the committee). In addition Jo Heitger, Annaleah Thornburrow and Richard Niven were nominated for and agreed to join the committee.

RES 13/59: THAT Rex, Jo, Richard, Erina, Annaleah join the committee. 
Moved Sue, Sec Oliver. CARRIED U  

General business
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Erina thanked David (and Donald before) for the work on the website which has enabled much more effective communication to parents.

Denise noted the awarding of two Chief Scout Awards and invited everyone present to attend at 7.15 pm Tuesday 3 Dec. She noted Bob’s exceptional work in keeping the group going over many years and enabling this event to occur and the parents for their support.

Richard noted that in previous years only leaders attended AGMs. The huge turnout for this AGM was a strong signal of support for the Group.

Meeting closed 8.35 pm