Brooklyn Scouts Joint Parent Leaders Committee 
Scout Hall
Wednesday 2 July 2014

Minutes

Meeting started at 7.30 pm

Present
Oliver, Terry, Jo, Duane, Terry, Rex, Denise, Gavin, Anneleah, Erina, Gillian

Apologies
David, Jenny, Sue

Minutes of previous meeting
==============

David had noted it was Edward’s leg, not hand that was injured. Otherwise minutes accepted. Rex thanked Gillian for production of excellent, easy to follow minutes (liked the actions/resolutions tables).

Actions review
==============

See comments on the action log below. 

New action raised to investigate funding for signage and for further discussions on invoicing role. 

Correspondence
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•	Formal letter received from Pub Charity confirming the $5K grant.

HSSE check in
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•	Denise had printed first aid notices but they had gone astray. Oliver will reprint if necessary.
•	Anneleah had emailed fire evacuation template as per action but will send again to Bob.

General business
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Fundraising/Grants

The Lion Foundation has requested further information about our request for funding for the kitchen ($20K). They need a copy of the hall lease. 

The lease has been under discussion with the council for nearly two years following our requests to alter aspects to better represent our use of the hall and surrounding land. In the meantime we are just continuing to pay the previous amount. Since the lease is actually held at Zone level, John Saunders had been handling the final discussions. Gavin will immediately follow-up with him to find out current status as we urgently need this in order to respond to the Lion Foundation request.  

Parent letter has generated $925 in donations – nine separate donations ranging from $25 - $200 with two specifically asking to remain anonymous.

Quartermaster update

No volunteer as yet.

National Exec Update
==========================
No specific update, though Denise had earlier informally circulated newspaper clippings that included our time capsule story. It also included a story about prosecution of an old scout leader for sexual offences. The parent committee was advised the leaders group had discussed the need for good systems to check leaders and for leaders to protect themselves in their interactions with children and youth.

Building sub-committee report
==========================

Work is on track to be completed in time for the building opening. The budget is very tight but doable. Quality locks and keys will be purchased and Bob suggested a key register will need to be set up (note, no specific action captured here).

Treasurer’s report
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Currently a positive balance across the building works accounts. Oliver explained the parent fundraising figure was not showing on the printed account statements but had been captured in the building works information. This will be corrected in the main accounts.

Oliver noted that our current accounts track cash only. He suggested he would work with Jenny to also capture assets, depreciation etc. Denise suggested we could volunteer to do this as a pilot for National who are keen to consolidate accounts. 

Matters Arising
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Opening of the basement – 31 July 2014

Erina and Oliver offered to co-ordinate the activity required to make the evening a success. Ideas discussed by the group included:
•	Starting at 6.30 pm
•	Inviting all parents and youth, and all those associated with the works – tradies, sponsors etc
•	Also inviting Celia Wade-Brown
•	Gavin has already invited the Cook Strait Times and will let them know the new date
•	Asking for some baking from families – having the catering upstairs
•	Bringing in portable gas heaters for the upstairs (heaters have been purchased but won’t be installed in time)
•	Senior scouts being asked to help
•	Having a cleanup by parents the weekend before 

Usage of new space

Erina raised we want to keep the space looking good after all the work and shouldn’t look to hire to outside groups. The Committee Chair agreed. Denise suggested that if we can get additional leaders for scouts, we could use the space to cater for a larger scout group.

World Jamboree

An information evening was held. Dawn and Thomas interested in applying and a couple of venturers and a leader may also be interested.

Section summary
===============

Not covered.

Meeting froze: 8.35 pm

Next meeting
==============
6 August – 7.00 – 9 pm at the Scout hall. 

Record of actions discussed and closed at meeting (see comments), and still open or new as at 2/07/2014. 
Grey = closed at meeting. Red = overdue actions 

Number	Date	Action	By whom	By when	Status	Comment	
14/136	02/07/2014	Co-ordinate the activities required to make our basement opening a success	Erina/Oliver	31/07/2014	Open		
14/135	02/07/2014	Ask National whether they would consider Brooklyn Scouts as a pilot site for new financial reporting approach	Denise	06/08/2014	Open		
14/134	02/07/2014	Discuss with Jenny expanding financial reporting to cover non cash assets and liabilities	Oliver	06/08/2014	Open		
14/133	02/07/2014	Update Committee on status of hall lease agreement	Gavin	06/08/2014	Open	Note, Gavin will also urgently update Erina directly so she can respond to the Lion Foundation request for information	
14/132	02/07/2014	Discuss proposed action 14/126 to make invoicing part of membership role as Anneleah saw risks with this approach	Oliver/Jenny	06/08/2014	Open		
14/131	02/07/2014	Investigate funding for signage	Jenny	06/08/2014	Open		
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	Closed	Leaders recommended waitlist at 24. Parent committee endorsed.	
14/129	11/06/2014	Re-quote signage based on larger sign and additional sign visible from the community centre	Gavin	02/07/2014	Closed	Small sign $200, Large sign $1,700. Refer new action 14/131	
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	06/08/2014	Open	Extended deadline	
14/127	11/06/2014	Organise for an information evening on 24 June regarding the World Jamboree	Denise	23/06/2014	Closed	Complete. Denise sought expressions of interest.	
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	Closed	Sent to Anneleah. See new action	
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	Closed	Date confirmed 31 July 2014	
14/123	11/06/2014	Create a parent newsletter	Gillian	02/07/2014	Open	Re-assigned to Gillian	
14/122	11/06/2014	Make a request to Chaffers New World about participating in their token drop fundraising	Jenny	02/07/2014	Closed	On checking this out it looks like NW donate specifically to certain causes and that the donation box is for local schools. So I did not pursue this further 	
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	07/07/2014	Open	Can be completed now we have the opening date confirmed	
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	Gavin still to provide information. Jenny still keen to investigate	
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		
14/105	26/03/2014	Make three laminated signs to place near the first aid box showing their location	Denise	30/04/2014	Closed	Completed but printed copies may have gone astray. Oliver to reprint if necessary	
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	Closed	Richard has resigned from all but ad hoc activities	
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	Closed	Anneleah to send again to Bob	
13/60	23/10/2013	Create and post in the hall a simple list of hall use rules. 	Gillian/Oliver	21/11/2013	Closed	Completed as per May minutes. 4 A3 posters on walls.	
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	
14/87	02/07/2014	THAT, subject to amending the accounts to correctly show parent donations, the Treasurer's report be accepted	Oliver	Erina	CARRIED U	
14/86	02/07/2014	THAT, the minutes of the previous meeting be approved subject to a minor amendment (Edward's leg not hand injured)	Gillian	Duane	CARRIED U