Brooklyn Scouts Joint Parent Leaders Committee 
Brooklyn Scout Hall
Wednesday 7 May 2014

Minutes

Meeting started at 7.05 pm

Present
Gillian, Denise, Oliver, Erina, Rex, Jo, Terry, Jenny

Apologies
Bob, Anneleah, David, Gavin (for lateness)

Minutes of previous meeting
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Accepted.

Correspondence
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We received a letter inviting us to a Trust House meeting. Louise was going on our behalf. 

National also wrote regarding an unpaid invoice. Jenny is following this up.

General business
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Fundraising/Grants

Erina is completing three grant applications this week. Terry has been discussing with Venturers a proposal for them to contribute $5,000 for the basement (from fundraising to be completed). The Committee discussed exactly how this will work in the accounts with Oliver offering to clarify this with Jenny.

Quartermaster update

QM store is still in Oliver’s garage. Unfortunately Jenny’s husband is unable to take on the role of QM. There is an outstanding action to email parents re this role.

The Committee noted that Terry will be purchasing around $200 of gas fittings for equipment in the store. This comes from the maintenance budget. 

Leadership Training

Gavin has been invited to participate in leadership training. The Committee noted funds allocated for leader training will be used for this purpose ($450). Denise noted that at the leadership meeting a suggestion was made to share the leaders training plan with the parent Committee.

National Executive update
A Zone meeting has been held. No specific news, but Denise noted the group had discussed the value of volunteers and the need for national and Group level to recognise the significance of what volunteers do. Celebrations are important. 

Building sub-committee report
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Not quite as advanced as hoped with the various holiday periods. But a quarter way through the lining, electrics are in and joinery is underway. ETA 4 – 6 weeks to completion.

Treasurer’s report
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The Treasurer provided a detailed report which was circulated prior to the meeting.
The Committee noted funding was tight and assumed an ongoing level of fundraising dollars from the stadium.

To complete the basement, $5-$8K is needed – at present we do not have these funds. The $5K Venturer fundraising will help toward this but we don’t have these funds yet. Rex and Denise generously offered to act as guarantor for the amount of $5K. Additional funds will need to be raised. Suggestions were made about asking parents for contributions.

Matters Arising
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Hall rules

The Committee discussed the draft rules noting several additions to be made (no food or alcohol to be left on the premises) and some suggestions regarding formatting.

Camp – activities during school days

Oliver noted some parents had raised concern over the Easter camp requiring children to miss a days school. The Committee noted that as a general position activities should not require youth to miss school. However the leaders did request a caveat that there may be times where we consider this – eg a ski trip where many youth had a teacher only day so only a small number were affected by a day off. 

The Committee asked that if leaders felt there was justification for starting an activity on a school day, that consideration be given to providing alternative transport to avoid missing school, or at least a clear explanation be given as to why the activity would start on a school day (avoiding confusion for parents).

Section summary
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Cubs are still very low in numbers – now only 8-10 regularly attending. Ideally another 10 are needed. 

The Committee noted this was a real concern as Cubs is the feeder into Scouts. Feedback about the lack of structured activities was discussed. Denise also shared that very successful cub groups have a much higher ratio of leaders to children. This provides the necessary attention younger children need.

The Committee discussed ideas such as:
•	Asking Venturers/Rovers to help with programme development
•	Adopting programmes from National
•	Asking an external person to come assess activities and help with suggestions (Julia, one of the parents who is a primary school teacher may be able to help)
•	A Brooklyn Tattler call for more leaders

At Scout level there are 21 active Scouts. Cubs will attend the Scout meeting on the Tues after Queens Birthday (in place of their regular Monday meeting since that won’t be on).

There are 12 active Venturers. The Term plan is still to be completed. The Leaders notes 6 were on courses over the break.

Meeting closed: 8:20 pm

Next meeting
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TBC

Record of actions from 5/07/2014 and outstanding actions (red)

Number	Date	Action	By whom	By when	Current status	Comment	
14/115	07/05/2014	Discuss options for additional programme help at Cub level with Sue and Duane	Gavin	04/06/2014	Open		
14/114	07/05/2014	Prepare letter to parents asking for help with the final $3K fundraising activity	Gillian	04/06/2014	Open	Oliver and Gillian to discuss ideas. Note $35K raised so far. $70K in labour donated.	
14/113	07/05/2014	Check that the leadership training plan is shared with the parent committee	Oliver	04/06/2014	Open		
14/112	07/05/2014	Email Jenny to confirm how to treat the Venturer's $5K amount in the accounts	Oliver	04/06/2014	Open		
14/111	07/05/2014	Follow-up with Louise on how the meeting at Trust House went	Erina	04/06/2014	Open		
14/107	26/03/2014	Discuss options for funding moving the gas pipe	Rex/Denise	30/04/2014	Open	Turns out it's a water pipe	
14/105	26/03/2014	Make three laminated signs to place near the first aid box showing their location	Denise	30/04/2014	Open		
14/103	26/03/2014	Ask whether a venturer will take responsibility for ongoing maintenance of the first aid kit	Terry	30/04/2014	Open		
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	Open		
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	Open	Mark unable to help	
14/100	26/03/2014	Discuss fundraising activity with Richard	Oliver	30/04/2014	Open		
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	Open		
13/60	23/10/2013	Create and post in the hall a simple list of hall use rules. 	Gillian/Oliver	21/11/2013	Open	Final amends to be made before finalising	
13/53	25/09/2013	Carpet to be listed on Trademe	Oliver	25/10/2013	Open	Gavin needs to provide access to trademe	

Record of resolutions from 7 May 2014

Res No.	Date	Resolution	Moved	Seconded	Voting	
14/80	07/05/2014	THAT the minutes of the previous meeting be approved	Erina	Denise	CARRIED U	
14/81	07/05/2014	THAT, the Group accepts the offer from Rex and Denise for $2.5K each toward the basement, to be repaid as available from Venturer fundraising	Erina	Oliver	CARRIED U	
14/82	07/05/2014	THAT, the Treasurer's report be accepted	Jenny	Gillian 	CARRIED U