MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 9 September 2015

Venue: Scout Hall. Meeting started at 7.05 pm

Present
Oliver, Gillian, Michael, Alevtina, David, Bob, Terry, Rex, Erina
 
Apologies
Sue, Jo, Sue, Annaleah, Chris, Gussy, Denise, (Rex and Erina (for lateness))

Minutes of previous meeting
The minutes of the previous meeting were accepted. 

Actions review
See comments on the action log below. 

Extinguishers – more expensive to buy through person who came out to quote, but Michael will negotiate price. Need to also fix the hose ($75).

Correspondence
None

HSSE check in
A request to put some more hooks/fix broken hooks in the foyer.

Treasurer’s report

Still some activity amounts out of synch – awaiting receipts or bank account details for refunds.

Subscriptions are up-to-date but still reconciling against membership.

Cash balance has gone up because the stadium has paid us. But underlying we went down as our expenses are more – though still at approximately $31.5K. This includes the amounts earmarked for deck, QM store and jamboree funds. Note, accounts don’t yet show the allocation of $3,000 for the decking outside. However QM store allocation is set up.

Placemakers bills – Alevtina asked who she should contact to clarify which fund the bill should be attributed to. Answer was Rex.

Suggestion to ensure fundraising activities and donations are recognised in the final accounts for the AGM. Note that stadium amounts raised have been particularly high this year.

Section summaries

Keas
16 Keas now (up from 10 at census). Including 4 girls. Josh is warranted.

Cubs
25 Cubs. 21 – 22 turning up every night. One joined in Term 3. Some transition to Scouts underway. 
Lots of cross-section activity. 
New Cub leader – Zoe. Has come up from Dunedin. 

Scouts
16 last night (including the Scubs). Great to have David on board. Terry back too.

Venturers
Looking for a new chair for next year. Activity every week. Attendance pretty steady. 

Census – 68 youth (up from 41 last year). 9 leaders. (As at 31/7/15).
Now up to 81 overall – growth in Term 3.
Need to ensure we are capturing these in OSM. OSM is now proving really useful in terms of recording attendance, tracking badges etc. 

General business

Newsletter

Ideas discussed for the newsletter included:
•	JOTA – Jamboree on the Air 
•	Turere tramp
•	Term 4 plans and link to website
•	Saywells photos
•	Thank you for NZCT for money for the dining shelter – would be great to include a photo
•	Venturejam – the activities they are doing. January in Rotorua. Gussy to send Gillian info
•	Nov AGM coming up. Call for committee and chair
•	Canoe school in January for senior scouts
•	Zone swimming sports in Kilbirnie pool 
•	Scout camping competition at Wellington High School

Fund raising
To obtain funding for the planning and consent phase and professional services for the next phase of the building project up to $20K. Amend the existing action. It’s been recommended that we don’t talk about feasibility studies in any approach to council – focus to be on direct plans & implementation.

Masons – not asked yet. Will do so.

Quartermaster update
Waiting on wish list – due Sept 20th.
Need to have everything out of Vogelmorn by November. Awaiting fine weather as there are large things to move and shelving to be dismantled. Some will go to Saywells.

Emergency beacons purchased. Need to register three emergency contact people – suggest put it on the leaders page on the website so we remember who the emergency contacts are as people move on. For now they will be Gillian, Michael and Erina.

Projects update
Building inspector has checked work and wasn’t concerned other than the need to remediate the bank. This is already underway.

Rex will work up a schedule for work and set up working bees to make this happen. Note, this work can count toward jamboree points for Scouts (provided they work properly).

Smoke alarms – still waiting for the provider to call back. Cupboards are now all hinged and locked and are good. 

Other business
First aid training – Bob asked if he can go ahead and book it (wanted to ensure it was paid for). Haven’t received grant but we have agreed to pay for this – essential part of training.

Meeting closed: 8.10 pm

Next meeting
==============
14 October, 7 pm.

Record of actions discussed and closed at or since last meeting (see comments), and still open or new as at 9/9/2015. 
Red = overdue actions Grey = closed at meeting.

Number	Date	Action	Who	By when	Status	Comment	
15/204	09/09/2015	Change key code at the start of term 4 then let leaders and Jo know the new code	Rex	10/10/2015	Open		
15/203	09/09/2015	Send membership forms for Keas through to Alevtina so invoices can be issues	Duane	20/09/2015	Open		
15/202	09/09/2015	Fix broken hooks and add more hooks in the foyer	Terry	20/11/2015	Open	Not urgent	
15/200	05/08/2015	Reconcile what is outstanding against current membership list	Alevtina	30/09/2015	Open	In progress	
15/198	05/08/2015	Fix smoke alarms in basement	Rex	30/09/2015	Open		
15/197	05/08/2015	Explore getting set up as a charitable trust (as part of Scouts NZ) which will give us an exemption 	Oliver	31/10/2015	Open	Forms sent to Alevtina. Not good enough for Kiwibank - they want actual IRD exemption certificate. Back to Oliver to contact Scouts National	
15/196	08/07/2015	Approach the Masons to see whether they would be interested in funding the 'apron' for the Hall	Erina	30/08/2015	Open		
15/195	08/07/2015	Approach Council to discuss potential funding for next phase of building project work	Erina/Rex	30/08/2015	Open	Note action changed to To obtain funding for the planning and consent phase and professional services for the next phase of the building project up to $20K 	
15/194	08/07/2015	Erina to put in applications for funding as noted in the resolutions	Erina	10/08/2015	Open		
15/193	08/07/2015	Supply the Chairman’s report and financials from AGM to Council to meet the conditions of our lease to provide financial reporting	Michael	31/12/2015	Open		
15/191	08/07/2015	Organise to purchase 6 fire extinguishers (hall, den, kitchen QM store and 2 camping) to be paid out of the hall maintenance fund in the absence of any grant	Michael	30/08/2015	Open	Michael sought clarification on what fire extinguisher types we should have and what sizes. Will need a particular one for the kitchen and a fire blanket. Michael will also check with NZ Fire Service. One of the suppliers is in Porirua so he may need help collecting extinguishers. 9/9/15. Quotes received. Also need to fix hose. Michael to negotiate with supplier to see if he can get closer to the online prices.	
15/190	08/07/2015	Talk to Kiwibank about setting up a best available rate savings account to separately maintain jamboree funds ($5,000) 	Denise/Oliver/Alevtina	10/07/2015	Open	Alevtina to complete	
15/189	08/07/2015	Set up a system for recording stadium hours (liaising with Denise re adding to total jamboree fundraising hours)	Chris	30/08/2015	Open		
15/186	08/07/2015	Include information in the next newsletter about how Group funds are to be allocated (split between operating, fundraising etc)	Oliver	31/07/2015	Closed	No July newsletter. 9/9 Include in jamboree info to parents instead.	
15/184	08/07/2015	Leaders to organise to print out the evacuation plan	Gillian	30/08/2015	Open	Re-allocate to Gillian to format and print off	
15/178	27/05/2015	Send donation receipts to those who've donated to the building project	Alevtina	15/06/2015	Open	Oliver to send Alevtina a template to use	
15/175	27/05/2015	Complete set up of Online Scout Manager	Leaders	30/06/2015	Closed	Good progress made. Cubs 100%, Scouts 80%. Venturers 40%. Keas needs help. 9/9/15 Full complete and census completed. 68 members (v 42 last year). Since census date, up to 77	
14/152	15/10/2014	Put seeking leader feedback on what the QM store should contain into the next leaders meeting agenda	Oliver	21/11/2014	Open	Discussed at leaders meeting although no outcome was determined.To be confirmed. 9/9/15 Note sent out request prioritisation. Leaders meeting next week.	
14/147	10/09/2014	Circulate a written update on signage pricing options and the proposed designs	Terry	30/ 4/2015	Open	Terry will take over actioning this. Waiting for email from Gavin. 9/9/15 - Name given to Oliver - Nick someone	

Record of resolutions from 9 September 2015
Number	Date	Resolution	Proposed	Seconded		
15/143	09/09/2015	THAT, the Committee approve purchase of a voucher and card to thank Jenny for her work as Treasurer	Terry	Oliver	CARRIED U	
15/142	09/09/2015	THAT, the Treasurer's report be accepted	Alevtina	Oliver	CARRIED U	
15/141	09/09/2015	THAT, the minutes of the previous meeting be accepted	Gillian	Michael	CARRIED U