MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 5 August 2015

Venue: Scout Hall. Meeting started at 7.05 pm

Present
Oliver, Gillian, Michael, Alevtina, David, Jo
 
Apologies
Sue, Jo, Bob, Terry, Sue, Annaleah, Chris, Gussy, Denise, Rex, Erina

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

Actions review
See comments on the action log below. Note a number of actions could not be updated as we did not know their status.

Correspondence
Placemakers invoice for lock-box.
Trust House acknowledgement of grant application.

HSSE check in
In email prior to the meeting, Sue noted light in basement hanging from wires. May have been the smoke alarm which need putting back up as they had been going off. Action added to fix smoke alarms.

In email prior to the meeting, Bob asked about emergency beacons in case of tramps with no mobile coverage. These are on the gear list. Previously the group has been using Oliver and Terry’s. Michael had researched prices and found quality beacons at $289 – considerably cheaper than from other suppliers. The committee authorised Michael to purchase these as a priority.

Treasurer’s report

Subs - still looks like $2500 is outstanding. Alevtina will check against the latest version of the membership list.

Hall hire – one of our days has been dropped so we now only have one day a week of hire. Income is therefore down.

Activities – showing a profit on some of these. However Oliver and Denise haven’t submitted all expenses. Could be up to $5k – needs to come off balances showing.

Otherwise accounts are looking healthy.

Section summaries

75 official members. 69 paid. 
Scouts
New scout has joined. Bella visited from Cubs and will move up soon. Consistently around the 18 mark throughout the term.
Venturers
11 this year – dropped two since last year. Some who couldn’t come last term are now turning up. 
Keas and Cubs
Cubs – Monday – split into two groups to run different activities. 22 cubs turned up – 25 on the books. Leaders are Oliver, Duane and Sue. Plus parent leader rostered on.
Next step is to get more Leaders. Oliver’s preference to split into two groups (dependent, of course, on leader numbers) – would provide more choice for parents.  

Keas – Now 18 Keas. Now four girls – up from none last year. The Committee noted many people still don’t understand Scouts is for girls as well.

New Leaders – Erina now warranted and will float across sections. Josh Brown will be joining as a Leader – helping with Keas. Josh is a teacher aide and only has time available for the Kea slot.

General business

Newsletter
Ideas discussed for the newsletter included:
•	Jamboree – jamboree newsletter (Blenheim). Dates.
•	Fundraising and stadium
•	Ski trip report. Scouts. Plus Venturers (Gussy has a great photo). Advanced trip.
•	Tramping at end of August
•	Introducing Alevtina and Josh
•	Thank you to the cleaners of the hall. Jo will email if it’s your turn
•	Nov AGM coming up. Call for committee and chair. 
•	Shirts – to go in newsletter

Quartermaster update
Cardboard and community association chairs had been put in the Vogelmorn Hall in the way of our gear. Most of the main gear has now been moved. Jamboree kitchen – prefer to not move until the space outside is built. We have until November in the Vogelmorn space. There will be some gear that needs to be dumped.

Projects update
Given our financial situation is healthy (estimated $19,000), Oliver suggested we move on to progressing the apron, even if we can’t secure Mason funding. This can’t happen until the weather improves, but it would be good to set aside funding. The Treasurer would prefer to see large balances go out first then budget from there in case of any unexpected expenses, but was comfortable to allocate funding on the basis that work won’t begin immediately anyway. The Committee resolved to set aside $3000 of Group funding to progress the deck and railing, on the basis that $1500 would also be donated

Other business
Michael asked if funds had been allocated to the two attending World Jamboree. Oliver confirmed it had (which is why fundraising was showing as a negative for fundraising during June). 

AGM – provisional date 11 November. 7.00 pm. Ask Venturer’s to run a movie. Committee put on snacks and drinks. Oliver indicated he would be stepping down as Chair. Annaleah will step down as membership co-ordinator. (Note OSM will make this easier).

Meeting closed: 8.15 pm

Next meeting
==============
9 September. 7 pm.

Record of actions discussed and closed at or since last meeting (see comments), and still open or new as at 5/8/2015. 
Grey = closed at meeting. Red = overdue actions 

Note – numbering of 15/xxx should have been applied from the start of 2015. Rather than change existing action and resolution numbers I’ve started using the correct numbering from this meeting.

Number	Action	Who	When	Status	Comments	
15/201	Annaleah and Alevtina need to be added as access to OSM. 	Oliver	20/08/2015	Open		
15/200	Reconcile what is outstanding against current membership list	Alevtina	30/09/2015	Open		
15/199	Purchase two emergency beacons for tramping	Michael	30/09/2015	Open		
15/198	Fix smoke alarms in basement	Rex	30/09/2015	Open		
15/197	Explore getting set up as a charitable trust (as part of Scouts NZ) which will give us an exemption 	Oliver	31/10/2015	Open		
15/196	Approach the Masons to see whether they would be interested in funding the 'apron' for the Hall	Erina	30/08/2015	Open		
15/195	Approach Council to discuss potential for feasibility funding for next phase of building project work	Erina/Rex	30/08/2015	Open		
15/194	Erina to put in applications for funding as noted in the resolutions	Erina	10/08/2015	Open		
15/193	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	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. 	
15/190	Talk to Kiwibank about setting up a best available rate savings account to separately maintain jamboree funds ($5,000) 	Denise/Oliver/Alevtina	30/08/2015	Open	In process	
15/189	Set up a system for recording stadium hours (liaising with Denise re adding to total jamboree fundraising hours)	Chris	30/08/2015	Open		
15/188	Write instructions for running a fundraising BBQ	Erina	30/09/2015	Open		
15/187	Find the previous jamboree fundraising spreadsheet and organise to set up to record hours for the next jamboree	Denise	10/08/2015	Closed	Proposed approach sent. Committee agreed with direction and asked Leaders to progress and finalise.	
15/186	Include information in the next newsletter about how Group funds are to be allocated (split between operating, fundraising etc)	Oliver	30/08/2015	Open	No July newsletter	
15/184	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	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	
15/177	Add information about pro-rata fees for those joining part way through the year to the website information about fees	David	07/07/2015	Closed	Wording provided.	
15/175	Complete set up of Online Scout Manager	Leaders	30/06/2015	Open	Good progress made. Now 100% complete as of Term 2, Term 3 Keas need to be added.	
14/171	Review forms on website and replace downloaded forms with link to forms on National website	David	31/05/2015	Closed	David advised we can't add links as the forms are on a password protected part of the site. Updated vetting and warrant form instead.	
14/164	Follow-up on results of first exit surveys and establish a system to alert Sylvie of 'new exits'	Erina	31/05/2015	Closed	Interviews have happened. No reasons of note – but committee asked to see them anyway and also process for alerting to new exits. New date set for this part. 8/7 - noted we should only see anonymised trend results.	
14/158	Discuss the costs to fix items on the snagging list, particularly those that raise safety concerns	Oliver/Jenny	31/03/2015	Closed	Items on snagging list now completed with budget assigned at previous meeting	
14/152	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 with some further action required to finalise priority.	
14/147	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	

Record of resolutions from 5 August 2015
Number	Resolution	Moved	Seconded	Voting		
15/140	THAT, we set aside $3,000 to complete the apron, safety rail and external storage. This gives us $4,500 on the basis the $1,500 donation will be provided. 	Oliver	David	CARRIED U		
15/139	THAT, the Treasurer's report be accepted	Alevtina	Oliver	CARRIED U		
15/138	THAT, the minutes of the previous meeting be accepted	Gillian	Michael	CARRIED U