Scouts Parents Committee 131219  

Brooklyn Scouts Joint Parent Leaders Committee 
141 Washington Ave
Thursday 19 Dec 2013

Minutes

Meeting started at 8.10

Apologies
Andrew, Duane, Anneleah, Sue

Present
Gillian, Gavin, David, Terry, Rex, Oliver, Erina, Denise, Jenny, Jo, Bob, Richard

Minutes of previous meeting
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RES 13/60 - THAT the minutes of the 2013 AGM be approved for adoption. Gillian/Richard. CARRIED U

Correspondence
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Placemakers invoice and a note from Mel re the community gardens. Erina explained she and Rex have been updating Mel on the gardens.

General business
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2014 goals and objectives

Oliver shared the proposed Goals and Objectives for Brooklyn Scouts. The Committee agreed growing all sections to reach a target of 100 was a challenging goal but aspirational. A recruitment campaign would be needed for Term 1 (rather than Term 2). 

A clear badge and award structure for Venturers would be in place by Term 1 (rather than Term 2).

Denise also raised attendance at the World Scout Jamboree in Japan in 2015. While not an explicit goal to be added right away this is aspirational and could be added.

Actions:

AP 13/75 - Share the membership list via a read only drop box account – David and Jenny to organise
AP 13/76 – Discuss potential of having attendance at the World Scout Jamboree as a goal at the next committee meeting – Denise
AP 13/77 – Every Committee member to provide email address and phone numbers to David (David will print out minutes and agendas for Terry and Vic and put in the venturer box).
AP 13/78 - Make amends to goals and objectives as discussed and place on website. Oliver

Roles for 2014

Grants	Erina	
Marketing campaign (for 100 and leaders)	Gillian with the assistance of Anneleah, Richard and Gavin. (Noting this activity needs to kick off prior to term 1).	
Building 	Rex with the assistance of Terry, Gavin and Erina.	
Membership	Anneleah	
Hall cleaning roster	Jo	
Quartermaster	Andrew	
Comms / website	David	
Fundraising	Richard volunteered to lead a conversation at a future meeting	
Parent / fundraising support - how to involve parents and get their contributions to the community effort of the group	Jo/Richard/Anneleah	
Stadium co-ordination	No volunteers – Jo/Richard to see if they can find a parent to help.	

Recognition of effort
The efforts of Rex/Terry and all the various labourers, and all the helpers for stadium fundraisers were noted and acknowledged.

Building sub-committee report
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Rex presented his report. With $11K still in the bank, the next steps can be completed within the original delegation granted. Rex noted that with the skilled volunteers we have had, and the support from the engineers, approximately $70K of work has been completed for $25K. Grant money does need to be spent now though.

The sub-committee has explored fire sprinklers. With an estimated cost of $30K to get water to the hall, it would cost around $50K to get sprinklers. Instead we will focus on ensuring we have good extinguishers and smoke alarms and take other actions to reduce fire risk. Part of this will include completing an evacuation plan (Scouts were supposed to be completing this). The Committee agreed that the building sub-committee should continue to look at ways to future proof the hall, provided any actions are within existing delegations.

AP 13/79 – Rex to develop a plan for the building project phase 4 based on the ideas previously submitted by the sub-committee and wider committee. This needs to be submitted to Council in February.

Treasurer’s report
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Jenny presented her report and outlined the basis for the resolutions about applying Jamboree funding. These resolutions were Carried in an email resolution process prior to the meeting but are minuted here:

13/62	12/12/2013	THAT refunds are paid to parents by December 13th 2013 as per the column titled “Adjusted refund to parents” contained within that same document	Oliver	Gavin	CARRIED	
13/61	12/12/2013	THAT the Jamboree funding allocation described in the column “Total Funding (Subsidy)” in the file “Jamboree Fundraising and Hours FINAL.pdf” is applied to Jamboree attendees.	Oliver	Jenny	CARRIED	

In addition, Harriet has been able to attend Jamboree at the last minute. The Committee therefore resolved that:

Res 13/63 – THAT surplus jamboree funds be used to send Harriet to jamboree with funding based on the same formula as applied to other scouts. Denise/Richard – CARRIED U

Jenny also noted that Oliver will be added as a signatory to the accounts.

Matters arising
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Upcoming grants

The following draft resolutions were agreed – these resolutions will be finalised via email once the specific requests have been identified:

Res 13/64 – THAT we apply for a grant from KBCT for the purpose of the “hall renovation”. Denise/Bob 

Res 13/65 - THAT we apply for a grant from Transpower for the purpose of the “hall renovation”. Denise/Rex

AP 13/80 – Get quotes and determine the specific criteria for the KBCT and Transpower grant applications then email updated resolutions to the Committee for agreement. Erina.

Thanks
Parent committee members noted their thanks to all the leaders for keeping the kids busy all this year.

A thanks to Oliver for his hospitality and pizzas!

Items for next agenda

-	How to manage email groups (Leaders and Committee)

Meeting closed: 9:55 pm

Next meeting
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Wednesday 29 January: 7pm.