Brooklyn Scouts Joint Parent Leaders Committee 
Scout Hall
Wednesday 10 September 2014

Minutes

Meeting started at 7.05 pm

Present
Oliver, Gillian, Sue, Jo, Gavin, Vic, Michael, Bob, Duane, Erina, Rex, John Saunders (Zone Leader), Denise (from 8.30 pm)

Apologies
David, Anneleah, Jenny, 

Minutes of previous meeting
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Minutes were accepted.

Actions review
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See comments on the action log below. 

Correspondence
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Various copies of invoices. 

HSSE check in
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Actions identified last meeting are still to be addressed as part of finalising the basement.

Sue noted the deadbolts that have been installed on doors that are exits in the basement may not be legal. The Committee agreed it is worth checking legal requirements, but that as a principle agreed we need one door that isn’t dead-bolted.  

General business
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Code of conduct
The Committee terms of reference doesn’t include any specific code of conduct. Given recent tensions in the Committee, the Committee agreed it would be useful to add in a Code of Conduct section. This needed to be more specific than the general Code of Conduct information outlined in the National document ‘An introduction for Committee member’ circulated by Gavin.

Oliver volunteered to draft a Code of Conduct for discussion by the Committee. 

Fundraising/Grants
The Committee acknowledged receiving the $20,000 Lion Foundation grant for the kitchen. A further grant application for kitchen appliances was suggested. Sue asked whether the appliances could be sought within the funds already allocated instead of applying for an additional grant. The Committee generally agreed it would be preferable to seek an additional grant.

Quartermaster update
Michael presented a plan to develop the QM store, based on a thorough needs analysis that will see us ask ourselves: what do we want to do; what do we need and then what do we have and what gaps to do we need to fill?  

The Committee discussed whether parent input should be sought and decided it could be raised in the newsletter. Gavin noted we need an updated stock take of items – the previous one is now out of date. The next step is to seek the input of leaders and Michael will attend the next leaders meeting to seek their views.

Erina noted having such a thorough approach will help if we come to seek grants for new gear in future.

Gavin also raised the opportunity to use a storage facility at the Vogelmorn Bowling Club. This is a garage that would be shared with the FOOS group – but that we could partition off for our side. It would be large enough to contain all our gear and have room to hang tents. There is no cost to us, except for mowing the greens. We could have the space for up to 15 months initially – possibly renewable.

The Committee asked whether we would have lease obligations – BCA run the space so we believe it would be covered by them, but we need to check this. We also need to check insurance obligations. 

The Committee agreed that given our gear is currently spread over several spaces, this might provide us with a useful short term storage solution that would make our equipment accessible in one place. While Gavin had also identified potential shelving units for the garage, the Committee felt we should focus on a ‘no-cost’ approach, as items purchases for the short-term garage solution may not work once we’ve completed our thorough QM store analysis.

Project finance support
The proposed approach to the kitchen development does not require a separate project finance resource.

National Exec Update
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No update this month

Building sub-committee report
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QM finalisation
Ideas, designs and costs will be presented once the QM needs assessment and research is complete. Note the comments re finance in the Treasurer’s report section.

Kitchen renovation
Rex presented two quotes for the kitchen renovation, noting both were much more reasonable than might have been expected. He recommended the Wgtn Kitchen and Bathrooms quote since they measure in advance and make the units to fit the space. He recommended existing appliances are used for now – appliances are standard sizes so we can still apply for further grants to upgrade those in due course. If the quote is agreed immediately, the kitchen could be built now and installed over the October holidays with no disruption to scouting activities.

Sue queried the speed with the proposed implementation and noted concerns about some aspects of the design. Other leaders also made suggestions for design improvements noting items such as room for a broom cupboard, a low sink for filling large containers, querying the need for so many cupboards and suggesting placement of the sink, oven and fridge could be better. 

Sue also noted revised designs may reduce costs, enabling us to complete the kitchen, including appliances, within $20,000. While this did not seem a shared view, other concerns were raised about staying within budget with Committee members noting we need quotes versus just estimates for associated works. We need to carefully manage the risk of over-run of costs.

Part of the need for speed was to spend the grant. Committee members also raised concern about delaying and pushing into Xmas/New Year breaks (not satisfactory). However agreement was reached that leaders be asked to provide further input into the design as the design was based on requirements and concepts created over a year ago. This would be sought at the next leaders meeting with a view to progressing as quickly as possible to avoid the risk of losing grant money.

Gavin endeavoured to circulate a new timeline as quickly as possible, with Rex to circulate floor plans to enable informed consultation.

Treasurer’s report
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Oliver presented Jenny’s reports on her behalf.

Jenny had noted we have a deficit of $7K in the basement fund. Rex updated the Committee that further transfers between the various grant funds had still to occur, and Oliver noted the $2K Venturer funds were still to be applied so the deficit was more like $3-$4K. There is sufficient money in Group funds to cover this and the Committee agreed this was appropriate. However storage spend is still to occur (it was unclear how much from the storage fund was to be transferred to the basement fund at the meeting). There is still work to be completed in the basement and Rex will update the Committee on costs for this.

Funds otherwise are healthy, and we have managed to meet our budgeted $5K toward the next jamboree.

Bob noted some funds for the Gang Show are still outstanding and the Committee agreed a general policy to enforce payment for activities parents commit their youth to, particularly those we must pay for in advance.

Matters Arising
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Signage
Gavin presented some additional options. These will be written up and circulated to the Committee for further consideration. Michael noted any signage would need to be agreed to by Council as part of the terms of our lease. 

Sue suggested a vote of thanks to Gavin for his work in creating the artwork. We are constrained by Scouting style guides, but Gillian noted we need to ensure the original aim, (making sure ‘Brooklyn Scouts’ was very prominent).

Lease
Michael had met with Council on our lease earlier that week. They have agreed to extend the lease from 5 years to 10 years with a 5 year extension right. They had acknowledged the terms were “too commercial” although had been reluctant to make wholesale changes. Michael will work on minor revisions for their consideration. 

In terms of works on the hall, they are happy for us to proceed, provided they are kept updated (in general rather than any detailed specific terms). We can also hire out the hall provided we email the Council each time we propose to do so and provide a clear list of hall rules.

AGM
Set for Friday 21 November (to include drinks and nibbles).

Other items
Enrolment process, call for newsletter items, let’s mobilise, were deferred to other meetings due to lateness of the hour. 

Section summary
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Not covered.

Meeting closed: 9.45 pm

Next meeting
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8 October – 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	Action	By whom	By when	Current status	Comment	
14/148	Provide building signage options to council and seek approval	Michael	08/10/2014	Open		
14/147	Circulate a written update on signage pricing options and the proposed designs	Gavin	20/10/2014	Open		
14/146	Present a report on the residual works for the basement and costs to complete	Rex	08/10/2014	Open		
14/145	Investigate whether we could delay spending Lion money on the kitchen	Erina	14/09/2014	Open	NOTE, since the meeting we have found we have till 2 Feb. 	
14/145	Circulate floor plan for kitchen	Rex	14/09/2014	Open		
14/144	Seek confirmation, in writing, from the insurance company, that gear stored in the proposed shared off site storage still be covered by insurance	Gavin	30/09/2014	Open		
14/143	Call for parent feedback on what the QM store could contain in the newsletter	Gillian	10/10/2014	Open		
14/142	Draft code of conduct guidelines	Oliver	10/11/2014	Open		
14/141	Arrange to fix upstairs, outside sensor light	Rex	10/11/2014	Open		
14/141	Check legal requirements for exit doors - and note committee's direction to have at least one deadbolt free exit door in the basement	Rex	10/10/2014	Open		
14/140	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	Ensure the 'safety' items relating to the den are incorporated into the building plans	Rex	30/09/2014	Open		
14/138	Design a follow-up survey for children/youth who leave 	Erina/Sue	03/09/2014	Open	Sylvie happy to do. Erina to forward questions to her	
14/137	Follow-up parents on unpaid fees	Gavin	03/09/2014	Open	Calls have been made. Gavin now needs to followup whether payment has been made.	
14/134	Discuss with Jenny expanding financial reporting to cover non cash assets and liabilities	Oliver	06/08/2014	Open	No progress to date - will be required in preparation for AGM	
14/133	Update Committee on status of hall lease agreement	Michael	03/09/2014	Open	Michael updated group on meeting with Council. Work still ongoing.	
14/132	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	Gavin/Anneleah have developed proposal. Will be discussed at meeting	
14/131	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	Work up a proposal for a major fund-raising activity in the form of a South Coast fun run	Oliver	06/08/2014	Closed	Too late for this year - but subsumed by need for kitchen redevelopment anyway. Will continue to progress as a future option and work with National as required (Oliver)	
14/121	Make a request to Z energy about participating in their token drop fundraising	Oliver	02/07/2014	Open	Date confirmed 31 July 2014	
14/117	Respond to letter from ex-Brooklyn Scout around fire sprinkler and memorabilia, and arrange for photos or scanning of memorabilia	Gavin	02/07/2014	Closed	Discussion held with Z. Significant process to go through this. Recommend close (for now)	
14/103	Ask whether a venturer will take responsibility for ongoing maintenance of the first aid kit	Terry	30/04/2014	Closed	Oliver raised via Venturer Chair. Person identified and has been structured into Venturer responsibility. Close!	

Record of resolutions from 10 September 2014

Res No.	Resolution	Moved	Seconded	Voting		
14/96	THAT, the Committee agree to spend $50 on an advert in the Brooklyn Kindy calendar	Gavin	Sue	CARRIED		
14/95	THAT, the Committee agree to a principle that where Scout parents have committeed to an activity, parents are obliged to pay	Bob	Oliver	CARRIED U		
14/94	THAT, if leaders can provide consistent feedback that their requirements for the kitchen can be met, Rex be given approval to progress with the design of the kitchen on the basis of a maximum spend of $15,180	Bob	Oliver	CARRIED	Gavin against, Sue abstained, Vic abstained	
14/93	THAT, Gavin progress setting up a temporary storage facility (subject to due diligence), while we complete the QM store	Sue	Bob	CARRIED U		
14/92	THAT, the principles behind the development of the QM store (as presented by the Quartermaster at the 10/09/2014 meeting), be adopted by the committee	Oliver	Bob	CARRIED U		
14/91	THAT, we apply to the Inifinity Foundation for a grant of up to $10,000 for appliances	Erina	Bob	CARRIED	Sue against	
14/90	THAT, the minutes of the previous meeting be approved	Gillian	Jo	CARRIED U