Scouts Parents Committee 131121  

Brooklyn Scouts Joint Parent Leaders Committee – EXTRAORDINARY MEETING
Brooklyn Scout Hall, Harrison St, Wellington
Thursday 21 Nov 2013

Minutes

Meeting started at 7:05

Apologies
Jenny, Bob, Andrew

Present
Gillian, Gavin, Sue, David, Terry, Rex, Oliver, Erina, Denise

These are the minutes of the Extraordinary meeting to prepare for the 2013 AGM. In addition a handful of additional items were discussed. However an update against the register of actions, and the normal business of the committee was not discussed at this meeting.

General Business
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Grants and assistance

Grant of $5,000 has been received from Infinity. These funds are to be applied to the activity cost for Jamboree as per the grant application."

Actions around other grants and practical support as follows:

AP 13/71 	: Write a letter of thanks to Craig Rowe for hay for the scarecrows
 Gillian/Sue

AP 13/72 	: Write a letter of thanks to Rotary for funding.  Denise

AP 13/73  : Send Erina copies of all invoices related to hall/basement expenses so she can provide grant providers of evidence of spend.  Jenny

3 Dec presentation
Denise is largely organising the 3 Dec event. It would be good to get a photo of as many scouts as possible at that event to send a photo to the engineer helping with the basement as a thank you gesture. Gillian volunteered to bake a cake for supper after.

AP 13/ 74	: Organise a photo of 3 Dec awards presentation and arrange to pass onto Rex for the engineer. Denise

AGM
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Officers/Committee members
The Committee discussed the merits of providing parents with an indication of nominations already received and agreed this showed a strength in the committee. A discussion was also held about ideally the chair being a parent who is not a leader. However members also noted we all have conflicts and it would be up the chair as to whether or not they felt they had capacity to act in both roles.

The following nominations were made for officer roles and will be publicised in communications on the AGM

•	Chair – Oliver
•	Secretary – Gillian
•	Treasure – Jenny (Oliver to confirm Jenny happy to accept nomination)

In addition the Committee considered advertising a number of small roles would help parents see how they might be able to contribute. While exiting members were happy to stand for roles again (Rex building works, Erina grants co-ordinator, David next webmaster) these roles would be advertised without names to encourage more parents to join.
Roles to be advertised include:

•	Building (and Grounds)
•	Grants co-ordinator
•	Fund-raising co-ordinator
•	Cleaning roster
•	Webmaster
•	Communications

The Committee discussed what might happen if additional officer nominations were received. A vote by show of hands would be the way to resolve this.  There is no maximum on additional committee members and existing committee will encourage parents to attend.

Fees
The analysis provided by Jenny suggests we can afford to keep fees at current levels. The Committee liked Bob’s suggestion to divide into an amount to cover National Levy and an amount to cover Operational Expenses (once better understood). The committee also discussed the situation where more than three members of one family were attending and resolved:

RES 13/49: THAT if more than three children belong to Brooklyn Scouts, that the addtional children are charged only the $92.50 (per additional child) to cover association fees
Moved Denise. Sec Oliver. CARRIED U – note subject to review of accounts to be provided by Jenny.

Clean up and displays
The committee agreed to clean up the hall in advance of the AGM.
Rex volunteered to make a display of materials from the time capsule.

Next meeting
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Wednesday 27 Nov: 7pm. AGM

Meeting closed 8 pm