MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 15 October 2014

Venue: Scout Hall. Meeting started at 7.10 pm

Present
Oliver, Gillian, Sue, Michael, Bob, Duane, Erina, Rex, John, Denise, Terry, Jenny, AnneLeah
Apologies
David, Jo, Ruth, Possum

Minutes of previous meeting
Minutes were accepted.

Actions review
See comments on the action log below. 

Correspondence
Various invoices.
Pub charity request to complete audit reconciliation for QM store.
Email announcement re Gavin stepping down as Group Leader.  

HSSE check in
No issues. Denise noted four senior scouts did an excellent job on their risks forms during their recent Explorer Challenge activity.

General business

Code of conduct
Oliver presented his draft Code of Conduct. The Code refers back to National guidelines (though Denise noted these are being updated) and broadly represent ‘how’ we should work effectively together. 

Four revisions were discussed:
•	Under 2. Add ‘or texts’ (Talk to each other – not just email – or texts)
•	Under 3. Add – ‘avoid interruptions’ (List to others – avoid interruptions)
•	Add new standard – ‘Have fun’
•	Remove Chair’s signature – this should stand as a statement the Committee should collectively own.
Denise noted a checklist tool that had been discussed at the National Executive meeting and the Group requested a copy of this to trial to help us implement the Code. Gillian added we needed an at least annual process to review our performance against the Code.

Fundraising/Grants
Erina confirmed the grant application for kitchen appliances had been submitted to infinity (requesting $6,500). She is currently providing an audit response to Pub charity (re the grant now spent on the QM store) and will work with Jenny to confirm all payments that have been made.

Sue noted a previous request to see grant applications had still not been completed. This led to a broader discussion about the need for a shared cloud storage facility for key documents which Oliver agreed to action. This will exclude sensitive documents such as membership lists and information about hardship grants.

Quartermaster update
Michael has been out of town so limited progress to date.

Sue updated the Committee on the storage facility at the Vogelmorn Bowling Club. A ‘lease’ between BCA and Brooklyn Scouts has been drafted which Michael has reviewed and tabled at the meeting. Broadly this notes we will use the garage for storage only, and ‘rent’ will be by way of mowing the green (which Gavin has confirmed he is happy to do). Michael will hold a key and there is one other key (BCA have others and will charge us additional bond for further keys).

Gavin has sourced free shelving though this needs fixing to meet requirements. He has volunteered to do this, although is busy for the next two weekends. Michael and Rex will discuss with him and aim to progress earlier. Sue has confirmed our insurance covers gear held in an off-site location.

The Committee thanked Gavin for his work in finding the shelves and offering to do the lawn. 

The Committee noted concerns that decisions on sourcing shelves and progressing the facility had taken place without the wider Committee being informed. While Sue noted this was due to time constraints and that she had sought John’s permission, the more appropriate route given our joint Parent/Leader structure and agreed Terms of Reference, would have been to at least copy in the Committee to the decisions being made. 

John acknowledged this, and asked similarly that key discussions being held by Committee members be copied in to him as acting Group Leader. He noted that in an instance where there might be differences between a Group Leader and the Committee, Zone Leader would be called on to facilitate final decisions.

National Exec Update
Denise thanked David for forwarding on the vision survey. She noted a useful discussion on health, bullying/depression which will be picked up by National as a policy issue and which we could consider in due course. She also noted our Zone is looking like it will be the largest in the country (with Karori the largest group – 150 – 200 youth).

Treasurer’s report

Jenny noted her report as an interim one, to be replaced by full accounting reports by the AGM. She confirmed there are some minor errors in the report and endeavoured to circulate an updated, corrected report.

A larger than expected National fees bill has been received. Jenny notes there is an error in the bill (GST has been charged on the fees and should not have been) and John will raise this as a matter of urgency. Jenny will pay the bill, less the GST component now – effectively we will be paying two lots of fees in this financial year – setting us up for a more prudent approach to our accounts for 2015.

Oliver raised a wider issue around GST, querying National’s practice of charging GST to individual Groups – as IRD regards Scouts as a single legal entity, Groups cannot be registered as GST entities and this means we can’t claim back GST spent.  In addition, as a single legal entity, GST should not be charged on what is essentially an internal transaction.  This is of concern as National do not repay GST to individual Groups (and there is no evidence they are claiming back either). John and Denise will discuss with National.

The work this year has enabled us to get a better idea of our actual running costs. Jenny, Oliver and John had met to discuss how these might be recovered. The Committee agreed that as a principle we should look to recover all administration costs via subscriptions. Previously we have effectively used fundraising monies to cover running costs. A preferred solution is to use this money to offset activity costs.

‘Administration’ costs were identified and a resolution passed to recognise these as the costs to be covered by subscriptions. Given the error in National fees, the initial proposed subscription fee needs re-calculating and Jenny will circulate a proposal to the Group. The Committee discussed relevant points in thinking about an increase were:
•	We have not previously understood our costs well enough – now we do we can more accurately set subs
•	Many other Scout groups charge substantially more (eg $220 - $250)
•	Other activities youth do often cost substantially more
•	There are ways of positioning the cost with parents (eg $6 per week)
•	We have a hardship grant available

Gillian noted we should look to alert parents to the potential increase prior to the AGM and an explanatory article in the newsletter would be an appropriate way to do this.

At the previous meeting we recorded that our budgeted $5K jamboree fundraising target had been met. Jenny noted her recommendation, based on the most recent review of funds (which sees us with roughly $8K in the bank once all current known expenditure is spent), was we do not allocate the $5K for this year. 

Denise noted the $5K was a target, but that it was based on youth committing to fundraising activity over and above general fundraising such as the stadium – no such activity has actually taken place this year. The Committee agreed it would be inappropriate to allocate funds to jamboree and formally resolved not to do so.

Jenny also noted Placemaker bills are still being received. She and Oliver will discuss an appropriate amount to allocate for completing urgent, safety related basement completion tasks but suspend use of the account until such time as an allocated basement spend amount can be identified.

The Committee thanked Jenny (and Oliver who assisted) for the work in getting a much sounder basis for our financials.

Building sub-committee report

Rex presented a full list of work to date, work to complete, and an update on the kitchen.

Sue raised concerns the list of activities to complete did not capture items she perceived were safety risks. The Committee asked Sue to provide a list of such items to Rex to be included in the snagging list.

Rex recommended we go with the quote from WK&B which is both cheaper, and tailored to our needs. Sue presented some alternative kitchen quotes she had received. Rex noted he was unfamiliar with the suppliers and would prefer to work with the companies he had previously discussed with Committee. Gillian asked whether the additional costs to install would still be within $20K – Rex was very confident they would be so. 

John said that both he and Oliver would provide an oversight function to ensure costs were being closely monitored.

Duane noted his concerns that a fit out during term could be dangerous for Keas and Cubs. During the basement build, building material was often left in the hall causing hazards – this was even more likely with a kitchen fitout. Sue noted the activity plan for the term had been set and the hall was needed every night. 

Denise noted that for Scouts a more flexible approach could work. Activities could be moved offsite and even the awards presentation could become an outdoor BBQ event. She presented a view that a new kitchen was worth some minor inconvenience. 

The Committee acknowledged the safety concern for Keas and Cubs. Terry suggested an alternative venue could probably be found for the fitout period and offered to make some enquiries. John requested that he and Oliver be provided with a full project plan so that issues of when alternate venues were needed could be addressed.

The Committee resolved to progress the kitchen, prior to Christmas and thanked Rex for his work.

Matters Arising

A number of matters arising had been noted in the agenda, but given time constraints only the Kaka project was addressed.

Kaka project
Sue had circulated a media release and some ideas for scout involvement prior to the meeting. Sue explained there is no formal ‘submission’ process, so there was no particular way for Brooklyn Scouts to present a ‘scouting’ view. However she was happy for Committee members to use the ideas she had presented in their personal submissions.

The Committee agreed we should also encourage parents should be encouraged to submit to the Kaka survey, but we would not circulate Sue’s idea – parents should submit their own views.

Section summary

Not covered.

Meeting closed: 9.35 pm

Next meeting
==============
November 5th – 7.00 – 9.00 pm at the Scout hall. AGM preparation meeting.

Record of actions discussed and closed at meeting (see comments), and still open or new as at 15/10/2014. 
Grey = closed at meeting. Red = overdue actions 

Number	Action	By whom	By when	Status	Comment	
14/159	Send link to Kaka project survey to parents and encourage them to complete it	David	20/10/2014	Open		
14/158	Discuss the costs to fix items on the snagging list, particularly those that raise safety concerns	Oliver/Jenny	15/11/2014	Open		
14/157	Prepare a story for the newsletter about our proposed approach to fees	Gillian/Jenny	15/11/2014	Open	Jenny to provide background notes for Gillian	
14/156	Circulate a fee recommendation to Committee once the issue of what National fees are is resolved	Jenny	15/11/2014	Open		
14/155	Pay National fees early to secure 2% discount, excluding incorrectly invoiced GST component	Jenny	24/10/2014	Open		
14/154	Raise issue of being a GST entity with National 	John/Denise
/Oliver	21/11/2014	Open		
14/153	Follow up on fees - invoice is incorrect as it includes GST when it should not have	John	24/10/2014	Open		
14/152	Put seeking leader feedback on what the QM store should contain into the next leaders meeting agenda	John	21/11/2014	Open		
14/151	Talk to Gavin about his plans so far for the shelving in the garage space then visit the space to see if the work can be progressed immediately	Michael/Rex	19/10/2014	Open		
14/150	Set up a Cloud storage facility for all core documents (eg fundraising grant applications, correspondence etc. The storage will exclude sensitive information such as membership lists, hardship grant information.	Oliver	21/11/2014	Open		
14/149	Complete first round of exit surveys then establish process to run them ongoing as youth leave	Erina	21/11/2014	Open		
14/148	Provide building signage options to council and seek approval	Michael	08/10/2014	Closed	Approved by Council - Email tabled by Michael	
14/147	Circulate a written update on signage pricing options and the proposed designs	Oliver	20/10/2014	Open	Oliver to discuss with Gavin	
14/146	Present a report on the residual works for the basement and costs to complete	Rex	08/10/2014	Closed	Rex presented a report. Sue raised additional items and circulated a list after the meeting	
14/145	Investigate whether we could delay spending Lion money on the kitchen	Erina	14/09/2014	Closed	NOTE, since the meeting we have found we have till 2 Feb. 	
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	Closed	Sue advised of a conversation with JTL our insurers then circulated an email after the meeting	
14/142	Draft code of conduct guidelines	Oliver	10/11/2014	Closed	Amendments were discussed at the meeting - See resolution list	
14/141	Arrange to fix upstairs, outside sensor light	Rex	10/11/2014	Closed	Sensor light part of overall snagging list	
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	Closed	Being dealt with as part of overall snagging list	
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	Ongoing	
14/139	Ensure the 'safety' items relating to the den are incorporated into the building plans	Rex	30/09/2014	Closed	See building update	
14/138	Design a follow-up survey for children/youth who leave 	Erina/Sue	03/09/2014	Closed	Design now complete. AnneLeah and Erina sorting out names. After initial survey this will become an ongoing task whenever someone leaves (see A/P 14/149).	
14/137	Follow-up parents on unpaid fees	Oliver	03/09/2014	Open	1 unpaid fee remains	
14/134	Discuss with Jenny expanding financial reporting to cover non cash assets and liabilities	Oliver	06/08/2014	Open	Oliver and Jenny discussed. Oliver will provide templates and worksheets that allow easier formatting of our account transactions into formal accounts. Re-formatting of this year will occur in time for AGM, with next year FY accounts to be completed in new format.	
14/133	Update Committee on status of hall lease agreement	Michael	03/09/2014	Open	Michael following up but Council not responding to his request for a Word version of the lease on which to do markups. Committee suggested him doing PDF markups instead to keep this moving. Denise will nudge at Council meeting.	
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	Closed	Oliver noted concerns re double-handling but process in place and working. Forms are scanned by David so we have electronic copies. 	
14/131	Investigate funding for signage	Jenny	03/09/2014	Open	Have a $500 donation towards this. Jenny has sourced a water bottles fund-raising idea. To discuss at next meeting. 	
14/121	Make a request to Z energy about participating in their token drop fundraising	Oliver	02/07/2014	Open	No response. Will followup	
 
Record of resolutions from 15 October 2014

Number	Resolution	Moved	Seconded	Voting		
14/103	THAT, Rex be given authority to order and project manage build of the kitchen, subject to a review of the project plan dollars and timeline by John and Oliver	Oliver	Bob	CARRIED	Sue and Duane abstained	
14/102	THAT, the following constitute 'administration' costs that we will seek to cover through youth subscriptions: national fees, insurance, electricity, bank fees, lease, website fees, hall maintenance	Jenny	Rex	CARRIED U		
14/101	THAT, we do not move $5K into jamboree fundraising account	Oliver	Bob	CARRIED U		
14/100	THAT, we suspend use of the Placemakers account until we have money specifically allocated for basement spend	Rex	Oliver	CARRIED U		
14/99	THAT, the committee commit to an annual review of Group processes against the code of conduct	Gillian	Oliver	CARRIED U		
14/98	THAT, the committee trial the checklist tool developed by National in order to strengthen the Group's processes	Erina	Rex	CARRIED U		
14/97	THAT, the proposed code of conduct be adopted, subject to the four amendments discussed at the meeting	Oliver	Rex	CARRIED U		
14/96	THAT the minutes of the previous meeting be approved	Gillian	Erina	CARRIED U