Scouts Parents Committee 26 Mar 2014  

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

Minutes

Meeting started at 7.04 pm

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

Apologies
Bob, Duane

Minutes of previous meeting
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Gillian noted a couple of actions were missing from the table of actions however as they have been completed the minutes were accepted.

Correspondence
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Insurance is due and needs to be signed off by Oliver. There was also an approach from fundraising chocolate.

General business
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Marketing

Anneleah outlined the activity planned for the Ridgeway School gala. She had organised some excellent handouts. Scouts and cubs to be encouraged to attend in uniform.

Later in the meeting several other ‘marketing’ ideas were mentioned including better signage on the building and wearing uniform in the community (eg at Round the Bays) /to schools etc. Also presentations at schools and following up other school notices. 

Vision 2025

Completed on time. Denise noted our efforts were acknowledged at national level.

Cleaning rota

Now in place thanks to Jo. Activities and the list of who is on each week are on the noticeboard. A suggestion was made to create a key lock box where the key could be left each week. During the same discussion a commitment was made to replace the combination lock on the membership cupboard.

Fundraising

The Transpower grant was given - $9,500 for wiring, lighting and heating. This was a well targeted grant application, favourably received. Well done to Erina. The building subcommittee will now organise the wiring, lighting and heating from these funds.

The Lion foundation grant application will go in as soon as a second quote is received. Erina will also make a $10,000 application to Pelorous Trust for fitting out the basement. (See amended resolution 14/67).

The Committee discussed the need for our own fundraising efforts. A percentage of stadium fundraising could go to hall maintenance. The Committee agreed an annual target would help ensure funds were raised.

The Committee also discussed a percentage being added to membership fees to help cover ongoing hall maintenance. This should be considered for the next AGM.  

Oliver offered a fundraising opportunity to clean out his garden. Gavin will quote for the work first so Oliver can get an idea of cost. This reflected a discussion that when we offer to do work in the community we should be charging enough to reflect the effort. For example, BBQ’s for a few hours can raise over $400. Terry’s example of suggesting people don’t generally get paid less than $10 per hour. We recognise our groups may not be skilled labourers and our rates should reflect this but we must be smart about the fundraising we do participate in.

Chris Ewers donated scrap metal that raised around $112.

Quartermaster update

Andrew has resigned due to work commitments that him to Auckland each week. 

National Executive update

Denise offered to provide a regular update on activity from national level.

From mid-year there will be a major effort to get parents involved. With so many ex-scouts amongst parents there is potential for more activity, fundraising etc. The Executive will also be asking why people leave or why they don’t join Scouts to better understand relative strengths and weaknesses. This all builds to a vision based around ‘The power of the scarf’.

Denise also noted that with changes to Charities Commission rules, it will be important we have good consolidated accounts. These will be vital to maintaining our charitable status.

Building sub-committee report
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Rex drew attention to several matters from his detailed report.

One was the gas pipe running under the porch. While servicing the Community Centre it may be we need to pay if we want this moved (approx. $1,500). Denise and Rex will liaise on whether there is another option here.

Rex also outlined that putting a phone on would cost around $350 if we ever want to do this (with $48 per month rental thereafter). He is still awaiting the quote for the wired smoke alarms but noted we should remember to seek an insurance discount if we proceed with this.

Rex is on the last big push to get the basement completed by Easter. The Committee gratefully acknowledged his work and recognised that completing the next stage of work will require a different approach that won’t call so heavily on a small group. Rex also acknowledged Terry’s huge contribution.

Treasurer’s report
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Jenny noted putting the Placemakers account ‘on-line’ has been a huge help. Jamboree refunds are now complete and invoices will be worked on this weekend. The Committee agreed it was appropriate to email these and seek payment within 2 weeks (with a note about talking to leaders if this is difficult).

Reconciliation of camps is still problematic though as are late receipts or non-presentation of refund cheques. These create an unknown liability in the books. 

The Committee agreed the policy should be receipts must be submitted for payment within a month, or that Jenny should be at least alerted of what the receipt amount will be. Jenny will also trial a book for paper receipts for general expenses and explore an expense form.

The Committee noted it appeared there was insufficient funds to complete the basement and made a resolution to transfer funds. They noted this will enable the basement to be completed, excluding the QM store which will be a later activity and cost.

Matters Arising
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First aid kit

The three first aid kits are now complete but need ongoing monitoring. Better signage and remembering to encourage people to record injuries will help keep them up to date.

Section summary
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Keas – consistent 8 now attending
Cubs down – not many girls.
Venturers – need to complete membership forms. Excellent presentation by the Rovers last week.

Gavin noted he had had an idea about moving the flag to the other end of the hall to enable parents to come in without disturbing the circle. The Committee unanimously endorsed this suggestion (with acclamation)!

Meeting closed: 9.01 pm

Next meeting
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Wednesday 7 May: 7pm. 

Record of actions from 26/02/2014 and outstanding actions (orange)
Number	Date raised	Action	Who by	Due Date	Comments	
14/111	26/03/2014	Review insurance premium invoice and authorise Jenny to pay	Oliver	31/03/2014		
14/110	26/03/2014	Move the flag in the hall to give better access to parents	Gavin	30/04/2014		
14/109	26/03/2014	Contact National to get hall signage underway	Gavin	30/04/2014		
14/108	26/03/2014	Review the budget to confirm availability of funds to finish the basement	Jenny/Oliver	06/04/2014		
14/107	26/03/2014	Discuss options for funding moving the gas pipe	Rex/Denise	30/04/2014		
14/106	26/03/2014	Talk to St Johns about doing an audit of our first aid boxes	Jenny	30/04/2014		
14/105	26/03/2014	Make three laminated signs to place near the first aid box showing their location	Denise	30/04/2014		
14/104	26/03/2014	Bring up at leaders meeting that leaders should always encourage people to record accidents		30/04/2014		
14/103	26/03/2014	Ask whether a venturer will take responsibility for ongoing maintenance of the first aid kit	Terry	30/04/2014		
14/102	26/03/2014	Put a message out on Group announce about the vacancy in the Quartermaster role plus the need for leaders generally (see action 14/91)	Gavin	30/04/2014		
14/101	26/03/2014	Ask Jenny's husband Mark and Zoe's dad whether either would be interested in being the Quartermaster	Jenny	30/04/2014		
14/100	26/03/2014	Discuss fundraising activity with Richard	Oliver	30/04/2014		
14/99	26/03/2014	Work out how much has been raised in fundraising this year	Jenny/Oliver	30/04/2014		
14/98	26/03/2014	Put in a lock box for the key and a combination lock for the membership cabinent	Rex	30/04/2014		
14/97	26/02/2014	Write a formal thank you to the Rovers for their help on the piling weekend	Oliver	26/03/1014		
14/96	26/02/2014	Investigate costs and requirements for a monitored smoke alarm	Rex	26/03/1014		
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		
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	
13/59	23/10/2013	Continue to use google calendar records to record hall hire. Also establish a simple system for playcentre to record its occasional use (eg fill out a chart on the wall), which Sue will discuss with the new Playcentre president once elected. 	All/Sue	21/11/2013		
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	Resolution	Moved	Seconded	Voting	
14/79	THAT, subject to a budget review to confirm amounts available, up to an additional $5,000 is transferred from Group held funds to enable completion of the basement (excluding the QM store)	Erina	Oliver	CARRIED U	
14/78	THAT the Treasurer's report be accepted subject to clarifying the notes	Jenny	Oliver	CARRIED U	
14/77	THAT Rex be given an enormous vote of thanks for all his work on the hall and that the Committee recognise this level of committment will end once this phase is complete (about Easter)	Denise	Oliver	CARRIED U	
14/76	THAT an annual target of $5,000 be established for hall maintenance	Gavin	Oliver	CARRIED U	
14/75	THAT the building sub-committee spend the Transpower money in the order of wiring and lighting for the basement then heating for the hall	Denise	Oliver	CARRIED U	
14/74	THAT the minutes of the previous meeting be approved	Gillian	Jenny	CARRIED U