Brooklyn Scouts Joint Parent Leaders Committee 
141 Washington Ave
Wednesday 11 June 2014

Minutes

Meeting started at 7.10 pm

Present
Gillian, Denise, Oliver, Erina, Rex, Jo, Terry, Jenny, Grayson, Bob, Duane, David, Sue, Gavin

Apologies
Anneleah

Minutes of previous meeting
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Accepted.

Actions review
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See comments on the action log below. 

Erina made particular note of the excellent movie night organised by the Venturers. Very successful and a great community service. A vote of thanks was moved.

Correspondence
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•	WCC land lease bill (approx. $80) to pay.
•	Brooklyn neighbourhood website flyer – potential to advertise on the site?
•	Letter from ex-Brooklyn scout who had heard about a fire of a scout hall and who asked whether Brooklyn Scouts had considered sprinklers. Also suggested taking photos of memorabilia (Bob noted he knows where some of this is). Grayson noted properly scanning items gives a better result than photography. Gavin to respond and take actions (eg Emerald photographing, Grayson looking at scanning options).
•	Flyer suggesting selling chocolates. This has been trialled before but created a heavy administrative burden for little result. However Jenny suggested it could be treated differently, eg scouts selling chocolates on the Brooklyn corner to raise profile as well as funds. Jenny offered to give it some further consideration.

HSSE check in
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After one of the scouts fell and cut his hand badly on a hinge, it’s timely to review the hall for hazards. This includes building materials being stored in the hall. Oliver and Gavin will organise this. The first aid kit was well equipped though!

General business
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Fundraising/Grants

$5K grant received from Pub Charities. This is for ‘fit-out’ – doors, plastering and labour. This is fantastic news and enables us to complete the QM store. A Pub Charities representative will need to be invited to the opening. (While discussing this, Paul Boden from Placemakers was suggested as an invitee as well).

The Lion Foundation request for funding for the kitchen ($20K) is still awaiting a response.

Jenny had suggested we approach Z energy and New World to see if we could be nominated in the token drops. These raise funds for community charities. 

Quartermaster update

No volunteer as yet.

Parent letter

$300 donated. Potentially a response re stadium co-ordination role – Gavin still talking with the person who has offered.

The need to add in the call for parent volunteers to that letter highlighted a concern re numerous emails that are potentially un-co-ordinated. Gillian suggested a set newsletter might help reduce the flood and create some cut through. Jenny volunteered to help pull this together.

National Exec Update
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Denise provided feedback on the results of the research surrounding the strategy development. Key themes included the need for ‘diverse’ growth (noting a flat-lined population growth in our traditional target market), youth-led activity (as per Baden-Powell’s original concept for scouting), and the need to promote scouting more widely as a quality youth experience (scouting not front of mind – perceived as religious, boys only, dubious re leadership scandals). Motivated, well-equipped leaders are needed. The strategy paper will be released for consultation later this year.

Denise reinforced her earlier ‘warning’ that consolidated finances (managed locally but consolidated up) will be required very soon – Xero is the preferred platform for finances. This is necessary to maintain charitable status.

Sue noted that in line with finding more youth leaders, she has contacted Victoria University’s Victoria Plus programme which looks for opportunities for students to participate in the community. One volunteer has already responded. 

Building sub-committee report
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Work is now well-advanced and we are on the home-stretch. The old steel beam has been moved out and is for sale on Trademe. A target date of 25 July was mooted for an opening – this will be discussed more and to be confirmed. 

There is still a lack of clarity over total costs to complete the work and Rex agreed to update the budget as a matter of priority.

Sue has kindly taken on the task of collating materials for the time capsule. Rex and Gavin will organise for a reporter to be present when the capsule is sealed. A ceremony will also be held during a scout night so the youth can see the capsule (later in the meeting a date of Tues 24th June was suggested to co-incide with the information evening about the World Jamboree.

Treasurer’s report
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The Treasurer provided a detailed breakdown of hall expenditure against the grant codes which was very positively received by the Committee. At present this is ‘positive’ but final hall estimates need to be completed. The additional work caused for the Treasurer was acknowledged and the need to more clearly establish separate and clear accounts for this type of activity was a key learning. Jenny thanked those with delegated authority for the very fast turnaround when expenditure requests were made.

The outstanding national fees have been reconciled after Jenny visited National office and found out the problem related to a change in frequency of payments.

Matters Arising
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World Jamboree

The World Jamboree will be in Japan and will cost $5,900 and those thinking of attending need to make a preliminary registration by the end of June. Potentially up to a dozen scouts would be eligible.

The Committee discussed whether it would support youth wishing to attend and some views were expressed about the difficulty of juggling yet another fundraising activity (and the impact of this on existing fundraising and volunteers). A clear view was expressed that those attending, and their parents, would need to commit to any fundraising activities.

Denise offered to find out whether the preliminary registration could be done without payment, and to organise an information evening for the start of the scout night on 24 June.

Major fundraising

Oliver explained his proposal for a South Coast fun run. This would need support from Zone level but could raise a significant sum, well beyond any single individual fundraising activity. Oliver will continue working on the details of a proposal before raising this at Zone level.

Bob also suggested the UK Scouts had established a fund raiser for Xmas cards postage. The Committee felt there was probably limited opportunity to establish something similar here given declining Xmas card postage.

Signage

Gavin showed the Committee a mock-up of the signage on the hall. This had been quoted at $200. He then showed a much bigger option which the Committee preferred subject to cost. Jenny also suggested it would be good to have visible signage from the community centre side of the hall. Gavin will investigate costs for this as well.

Section summary
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Cubs now up to 18 – steadily increasing again.

Keas – 7 regular.

Scouts – increasing numbers and a structural imbalance in age ranges is making managing scouts increasingly difficult. Denise suggested a wait list might need to be initiated at somewhere between 25 – 27/28 scouts and the Committee agreed this was a suitable solution (and could be ‘marketed’ to show our growth).  

The Committee asked Denise and Bob to determine the exact wait list number at the leaders meeting. They will also discuss options for extra assistance, eg parent roster, parent volunteers, youth coaches. 

There are 13 active Venturers. 

Meeting closed: 9.25 pm

Next meeting
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2 July – 7.30 – 9 pm at the Scout hall. NOTE LATER START TIME

Note Bob not available on this date.

Record of actions discussed and closed (see comments), and still open or new as at 2/06/2014. Red = overdue actions 

No.	Date raised	Action	Who	Due date	Status	Comments	
14/130	11/06/2014	Discuss the number at which a wait-list would kick in and the best way to get additional leadership support at scouts at the leadership meeting	Denise / Bob	02/07/2014	Open		
14/129	11/06/2014	Re-quote signage based on larger sign and additional sign visible from the community centre	Gavin	02/07/2014	Open		
14/128	11/06/2014	Work up a proposal for a major fund-raising activity in the form of a South Coast fun run	Oliver	02/07/2014	Open		
14/127	11/06/2014	Organise for an information evening on 24 June regarding the World Jamboree	Denise	23/06/2014	Open		
14/126	11/06/2014	Move invoicing activity for new people to Anneleah so she can send invoice with the welcome pack	Jenny / Anneleah	02/07/2014	Open		
14/125	11/06/2014	Finalise the list of final basement build activites and provided estimated costs for each	Rex	20/06/2014	Open		
14/124	11/06/2014	Decide on the date for the hall opening and communicate this to the committee	Rex / Oliver / Gavin	02/07/2014	Open		
14/123	11/06/2014	Create a parent newsletter	Jenny / Gillian	02/07/2014	Open		
14/122	11/06/2014	Make a request to Chaffers New World about participating in their token drop fundraising	Jenny	02/07/2014	Open		
14/121	11/06/2014	Make a request to Z energy about participating in their token drop fundraising	Oliver	02/07/2014	Open		
14/120	11/06/2014	Write a letter of thanks to Pub Charities, and ensure a representative is invited to the official hall opening	Erina	02/07/2014	Open		
14/119	11/06/2014	Follow-up on the recommendations of the incident register to identify and remove health and safety hazards from the hall	Gavin / Oliver	02/07/2014	Open		
14/118	11/06/2014	Gavin to pass on information about selling chocolates to Jenny who will review and provide an opinion to the group	Gavin / Jenny	02/07/2014	Open		
14/117	11/06/2014	Respond to letter from ex-Brooklyn Scout around fire sprinkler and memorabilia, and arrange for photos or scanning of memorabilia	Gavin	02/07/2014	Open		
14/116	11/06/2014	Review Brooklyn neighbourhood website for promotional opportunities and also real estate agent flyer	Erina and Oliver	02/07/2014	Open		
14/115	07/05/2014	Discuss options for additional programme help at Cub level with Sue and Duane	Gavin	04/06/2014	Closed	Discussed. Cubs growing again. Josh is helping and is reliable. Move further discussions to the leaders meeting.	
14/114	07/05/2014	Prepare letter to parents asking for help with the final $3K fundraising activity	Gillian	04/06/2014	Closed	Letter prepared and discussed. Some response to date (but small). Co-incided with request for additional parent support for particular parent roles, ongoing requirement to better co-ordinate communications. 	
14/113	07/05/2014	Check that the leadership training plan is shared with the parent committee	Oliver	04/06/2014	Closed	No specific training plan. New materials are coming out. Move this to discussion at leaders meeting.	
14/112	07/05/2014	Email Jenny to confirm how to treat the Venturer's $5K amount in the accounts	Oliver	04/06/2014	Closed	No record in accounts. As money is raised it will be treated as a donation / transfer from venturer accounts to Hall Retained Earnings Account. $4K raised already in venturer fundraising.	
14/111	07/05/2014	Follow-up with Louise on how the meeting at Trust House went	Erina	04/06/2014	Closed	Meeting didn't provide anything beyond what the website does.	
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		
14/100	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	No chance to make final amends. To be done shortly.	
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	Vote	Comments	
14/85	11/06/2014	THAT, the Treasurer's report be accepted	Jenny	Oliver	CARRIED U	With acclamation	
14/84	11/06/2014	THAT, a vote of thanks be given to the venturers for their very successful movie night	Erina	Bob	CARRIED U		
14/83	11/06/2014	THAT, the minutes of the previous meeting be approved	Gillian	Rex	CARRIED U