Scouts Parents Committee 26 Feb 2014  

Brooklyn Scouts Joint Parent Leaders Committee 
Brooklyn Scout Hall
Wednesday 26 February 2014

Minutes

Meeting started at 7.40 pm

Present
Gillian, Denise, Bob, Anneleah, David, Oliver, Gavin, Erina, Rex

Apologies
Jo, Andrew, David, Sue, Terry, Jenny

Minutes of previous meeting
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Rex noted he was missing from the list of those who attended.

Correspondence
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We have received an invite to participate in Youthline workshops which Gavin will pass on to the Venturers. Information about Vision 2025 was discussed below.

General business
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Marketing

Ridgway School has run two notices about joining Brooklyn Scouts and has agreed to let us have a stand at their Gala on 30 March (10:30 am – 2:30 pm). We need to get flyers from National and Gavin suggested a stamp for adding our details. There may also be information from the induction packs Jenny co-ordinated previously. Duane suggested re-using some of the activity ideas from the Community Centre promotional day.

The Brooklyn Tattler will be delivered into mailboxes this month so it’s the ideal opportunity to write another story for this. Gillian will also follow-up Brooklyn School who have yet to run a notice in their newsletter.

The meeting agreed the primary target for new youth is at the Keas and Cubs levels. Pre-schools are a potential target for Keas. Scouts is nearly full and messaging can reflect that there are now limited places. Getting additional leaders is a priority, particularly for the Scouts. Younger leaders would be good (target Rovers, Universities/Polytech?).

Vision 2025

The Scouts NZ Vision 2025 exercise is running through 2014 and we have an opportunity to provide input. Feedback on four questions is due by 10 March 2014. A small sub-group (Duane, Erina, Oliver and either David or Anneleah) will be meet to answer on our behalf.

Matters Arising
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Facebook page

David is already actively managing the website and does not have capacity in managing a Facebook page as well. Gillian recommended that now we have a very active website, the generic Brooklyn Scouts Facebook page is not required as well. Managing two vehicles is time-consuming and can result in audience confusion (do I find things on Facebook or the website)? The group agreed with Gillian’s recommendation that the Facebook page be de-activated for now. (Note the Venturer’s facebook page is actively used by them and is separate to the generic group one that will be deactivated).

Rex and Erina publically thanked David for his very active work on the website.

Membership list on dropbox

This has been completed.

First aid kit

Our first aid kit is missing supplies. It’s particularly essential for it to be fully stocked while the building work is going on. Andrew should pick this up as quartermaster and also set up a process for regularly monitoring the supplies.

Fundraising

The Transpower application is in and Erina has sourced quotes for the kitchen (over $30K!). Erina will continue with the applications as noted in the previous minutes.

Denise raised the possibility of seeking grants for the higher-cost Scouts activities. The Committee agreed in principle to look at this possibility.

Building sub-committee report
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Rex provided a detailed update on the work to date including costs. We are still within the original budget thanks to the ‘free’ labour. The Committee once again passed on their thanks to the helpers (particularly the Rovers who will be formally thanked by letter), and noted a way to thank the Scout helpers was to present special badges. Other regular helpers could be thanked at the basement opening (April). Gavin has spoken to some other families who may wish to help and will pass on details to Rex.

Rex also presented a model for later stage work including two options for decks/office/toilets with the Committee resolving to support the expansion plans. 

The Committee discussed the areas that would provide greatest utility with leaders noting a lower deck with space for a sink and running water would be their first priority followed by a toilet/shower area (good for girls to have an extra toilet and important if staying overnight in the building) and the proposed office (providing vital storage space and space for one-on-one feedback and activities). The Committee suggested more feedback should be sought from other leaders and parents and that the formal opening of the basement would be an ideal time to do this.

In addition the group discussed:
-	While fully fire-proofing the building was beyond means, a battery operated smoke alarm should be installed as soon as possible, and the building sub-committed should immediately investigate a monitored smoke alarm (this requires a phone line)
-	 Terry is following up on sound proofing options
-	 The sub-committee also need to keep in mind other immediate needs for the den itself (eg heating). It would also be good to consider how to improve the functionality of the hall (eg enabling parents to come in more easily.

Treasurer’s report
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Jenny’s written report and notes were presented in her absence. 

In particular Oliver drew attention to the need to ensure accounts sent up for particular purposes should only be used for that purpose (eg Placemakers account only for building related work) and that expenses can only be paid if a receipt (or scanned copy of a receipt) is presented.

Erina also noted an invoice for chippies and drinks had been included in the building expenses and this should be removed. 

Bob noted a $10K transfer from a savings account had been incorrectly coded as income.

Quartermaster’s Report
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Andrew not present, but Gavin updated the group that he has been repairing tents. It was suggested that once the QM store is up, photos of each tent be added so people know what they are taking.

Gavin confirmed good working tents will be available for the Scout camp planned for 7 and 8 March.

Section summary
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Activity plans are now up for all groups.

Oliver noted there were some actions on the Leaders group to update the wider Committee (managing transitions and costs of activities). This would be handled by circulating the Leaders group minutes to the Committee.

Meeting closed: 9.30 pm

Next meeting
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Wednesday 26 March: 7pm. 

Record of actions from 26/02/2014 and outstanding actions (orange)

Number	Date raised	Action details	Who	By when	Comments	
14/94	26/02/2014	Update the first aid kit and set up a mechanism to ensure it is actively monitored	Andrew	12/03/2014	Proposed buying at least one new kit	
14/93	26/02/2014	Vision 2025 subcommittee meeting to discuss our responses to the four questions provided by National Council	Oliver/Duane/Erina and David or Anneleah	10/03/2014		
14/92	26/02/2014	Write Tattler article and follow-up Brooklyn School newsletter 	Gillian	02/03/2014		
14/91	26/02/2014	Advertise for new leaders by emailing all parents	David	30/03/2014		
14/90	26/02/2014	Co-ordinate all activities required for a stand at the Rigdway School Gala	Anneleah	30/03/2014		
14/89	29/01/2014	Take the direction on 'cost' activities expressed at committee meeting to the leaders meeting to discuss further and report back to the committee	Gavin	26/02/2014	Will be closed once we receive minutes from the Leaders meeting	
14/86	29/01/2014	Anneleah to provide an example fire evacuation plan to Denise and Bob so the scouts can finalise completing and posting a fire evacuation plan in the hall	Anneleah	26/02/2014		
14/85	29/01/2014	Discuss how to better manage the transition between groups at next Leaders meeting and provide update to Committee	Bob	26/02/2014	Will be closed once we receive minutes from the Leaders meeting	
13/76	19/12/2013	Discuss potential of having attendance at the World Scout Jamboree as a goal at the next committee meeting 	Denise	26/02/2014		
13/60	23/10/2013	Create and post in the hall a simple list of hall use rules. 	Gillian/Oliver	21/11/2013	Oliver/Gillian to do after meeting	
13/53	25/09/2013	Carpet to be listed on Trademe	Oliver	25/10/2013	Gavin needs to provide access to trademe	

Record of resolutions from 26/02/2014

Number	Dated	Resolution details	Raised	Seconded	Voting	
14/73	26/02/2014	THAT subject to re-classifying the $10K savings amount and the food invoice incorrectly coded as building work, the Treasurer's report be accepted	Oliver	Erina	CARRIED U	
14/72	26/02/2014	THAT the further expansion of the hall is in the future best interests of the Scout group	Oliver	Bob	CARRIED U	
14/71	26/02/2014	THAT the Brooklyn Scouts facebook page be deactivated	Erina	Oliver	CARRIED U	
14/70	26/02/2014	THAT the minutes of the previous meeting be approved, subject to adding Rex as present. 	Gillian	Rex	CARRIED U