Brooklyn Scouts Joint Parent Leaders Committee 
Scout Hall
Wednesday 6 August 2014

Minutes

Meeting started at 7.05 pm

Present
Oliver, Gillian, Rex, Erina, Gavin, Bob, Sue, Jo, and Denise and Jenny from 7.45 pm

Apologies
David, Anneleah

Minutes of previous meeting
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Bob noted he had been left off the names of those present. The minutes will be updated. Bob also noted an error with the date at the top of the resolutions table (though the resolutions themselves were dated correctly).

Actions review
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See comments on the action log below. 

The committee discussed how to follow-up outstanding invoice payments. Gavin offered to do this. We also discussed following up those who leave to find out why. Erina offered to help with an ‘exit interview’ questionnaire and Sue suggested Sylvie might be a good person to do this (someone who is not a leader is preferred).

Correspondence
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A number of complimentary emails were received congratulating us on the new den and the opening event.

A letter was also received from the flooring company. Various issues have been raised which Rex offered to resolve.

The Zone Cub leader followed up the opening event by sending through ‘Brooklyn’ branded cub law, promises etc. The committee agreed Sue could spend up to $50 on printing and laminating the new signs.

HSSE check in
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Various issues were raised about finishing touches for the den which Rex agreed to resolve as part of the building project:
•	Fixing the light on the edge of the building so the path will be lit all the way down
•	Painting white lines on the steps
•	Organising for the exit light to go off when not in the building so people don’t see into the basement via that light
•	Putting opaque frosting on the door so people can’t see in

Oliver raised concerns about intention forms. The committee agreed intention forms are evidence of quality and timely planning, not a tick the box exercise and asked that leaders consider the most effective means of using them to help keep children and youth safe.
 
Various ideas such as partially completing forms as soon as planning began and planning at the start of terms were discussed. The committee noted the actual process should be in line with guidelines provided by Scouts National and completed by the relevant leaders.
 
Erina noted she had observed evidence of good planning with the scouts and congratulated Terry, Bob and Denise for their efforts in coaching scouts.

General business
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Fundraising/Grants

No news on our applications, but we may have lost the opportunity for the Lion Foundation grant because we couldn’t show evidence of up-to-date lease arrangements. (As noted in the actions, Michael Veneer is now progressing the lease work.)

It was noted that a number of councillors at the den opening mentioned the possibility of future council funding.

Quartermaster update

Michael has volunteered to be quartermaster.

Sue noted ventilated shelving would be important to help damp tents dry out and suggested Michael look at some good QM stores for ideas (First Karori, Newlands and Paparangi were suggested as good examples). Robust rather than ‘pretty’ shelving is needed as it tends to get knocked around a bit.

Rex will involve Michael and Gavin in developing plans for the final stages of the QM store (shelving and layout taking into account considerations above). 

Kaka project
Sue updated the group on a council led project she’s been involved in that promotes community led planning. Sue will circulate any information that comes out, but is acting in a personal capacity (not representing Brooklyn Scouts) at this point.

National Exec Update
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Vision 2025 consultation paper is due out next week. There will be a 2 month feedback period. The committee discussed setting up a sub-group (different members to the last group) to consider and put in a submission. We also discussed involving parents.

Building sub-committee report
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Approximately a month to complete the QM store shelving. Chris is still to put in the heating upstairs but has been busy recently. Other work includes the health and safety work covered above.

Treasurer’s report
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Jenny presented the reports and suggested once the building works are complete we ‘shut down’ the separate building accounts (the electrical hall account needs to stay open for the 2 years it will take to spend that sum). She noted that for future activity it would be useful to have a finance person separate to the project manager to make both tasks more manageable.

There will be reimbursements from the ski trip. It was suggested that if any of those due a reimbursement are still to pay subs the suggestion be made they could leave money in the account to go toward that outstanding amount. 

Donations from parents for the den are now over $1500. There have also been trademe sales. 

Jenny noted she and Anneleah still haven’t discussed the invoicing process. While Jenny is happy to do the invoices there needs to be a good system for alerting her to new members. This will be discussed this month.

Matters Arising
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Opening of the basement – 31 July 2014

Congratulations to Oliver and Erina for a well run event. Oliver also passed on thanks to Gillian and Gussy for help with invites.

David had emailed prior to the meeting asking if the committee wanted to reserve a .nz website name. The committee felt this was unnecessary, eg many people just google Brooklyn Scouts (and find the .org address ok).

Jenny and Mark have donated $500 toward the new signs (on the basis of them being a larger sign). The committee suggested Gavin contact a Wellington signwriter for an alternative quote. Jenny is happy to co-ordinate fundraising to raise the remaining funds. We discussed chocolates but Sue asked about the signal that sends when obesity and diabetes is becoming an issue for NZ. Denise noted National do endorse chocolate fundraisers. Others such as car-washes are problematic (kids don’t take very seriously). Jenny will have a think about whether there is a better alternative.  

Section summary
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Cubs and Keas still need to grow. Scouts almost full. Gavin noted some Kea groups are very large and the committee discussed possible reasons for this. Gavin will explore some more with these groups. 

Gavin pointed out that while there has been growth, it’s potentially not as strong as it feels – we had 53 at the time of the last census up from a low over the last few years of 39.

Meeting closed: 9 pm

Next meeting
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3 September – 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 6/08/2014. 
Grey = closed at meeting. Red = overdue actions 

Number	Date	Action	By whom	By when	Status	Comment	
14/140	06/08/2014	Work with Gavin and Michael to complete the QM store, incorporating best practice ideas from other scout QM stores	Rex	30/09/2014	Open		
14/139	06/08/2014	Ensure the 'safety' items relating to the den are incorporated into the building plans	Rex	30/09/2014	Open		
14/138	06/08/2014	Design a follow-up survey for children/youth who leave 	Erina/Sue	03/09/2014	Open	See whether Sylvie would be prepared to do the survey	
14/137	06/08/2014	Follow-up parents on unpaid fees	Gavin	03/09/2014	Open	Suggest any due a skiing reimbursement consider leaving money in toward their subs.	
14/136	02/07/2014	Co-ordinate the activities required to make our basement opening a success	Erina/Oliver	31/07/2014	Closed	Success achieved!	
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	Closed	Request made and accepted	
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	03/09/2014	Open	Michael is now working with council on this	
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	03/09/2014	Open	Jenny happy to just keep doing the invoicing if this is easier - just need to discuss with Anneleah and Oliver re: ensuring any new people come from her and then she just lets Jenny know to create an invoice. 	
14/131	02/07/2014	Investigate funding for signage	Jenny	03/09/2014	Open	Have a $500 donation towards this. Jenny will consider chocolate, but preferably other fundraiser types to raise the rest	
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		
14/123	11/06/2014	Create a parent newsletter	Gillian	02/07/2014	Ongoing	First issue complete. To become ongoing action.	
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	Closed	Completed	
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	Closed	Erina will contact Paula (real estate newsletter) for story about recruiting keas and cubs	
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		
13/53	25/09/2013	Carpet to be listed on Trademe	Oliver	25/10/2013	Closed	Not sure where the carpet is. List if we find it	

Record of resolutions from 6 August 2014

Number	Date	Resolution	Moved	Seconded	Voting	
14/89	06/08/2014	THAT, the Treasurer's report be accepted	Jenny	Oliver	CARRIED U	
14/88	06/08/2014	THAT, the minutes of the previous meeting be approved subject to adding Bob as present and correct the date at the top of the resolutions table	Erina	Gillian 	CARRIED U