MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 14 October 2015

Venue: Scout Hall. Meeting started at 7.05 pm

Present
Oliver, Gillian, Michael, Alevtina, David, Bob, Terry, Rex, Denise, John
 
Apologies
Jo, Chris, Gussy, Erina, Zoe, Josh, Duane

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

Actions review
See comments on the action log below. 

8 Keas ‘missing’ from records. Annaleah will get in touch with Duane to get all the membership details. Also to pass on to Alevtina to invoice. Denise noted National will be getting us to do census via OSM quarterly in future so we need to make sure this is up-to-date. 

Alevtina asked if she should seek formal approval to transfer money to the Kiwibank term deposit. The Committee noted she should aim to manage funds efficiently, but that full Committee doesn’t need to authorise every term deposit transfer. 

Correspondence
Kiwibank term deposit information.
Census bill has been received.

HSSE check in
Bob noted extinguishers are lying around hall and youth can knock into them. Needs sorting.

Had a concern expressed re Scouts running across the road. Bob and Denise took action and spent 10 minutes doing road crossing drills to cover off the concern.

Zone update
Thanked the Group for their work. He noted we are one of the biggest Zones in Wellington. 

Treasurer’s report

Alevtina asked if should start aligning ourselves to National’s standards in accounts. These have yet to be finalised. Denise and John noted there will be support available for early adopters like us but that we don’t need to start quite yet.

Accounts presented will form the basis of what will go to the AGM. Cash surplus over $23,500 vs budget of $1,500. This is almost entirely due to fundraising. The net surplus is lower however due to depreciation.

In terms of tracking activity income and costs, all is up to date except Waikaremoana - $1,000 owing to parents and Greendale for hall. This needs to be recognised as a debt in the accounts so total net surplus will be less than what was presented in the accounts.

Denise suggested it would be helpful to see our uncommitted funds balance – otherwise we need to remember the amounts we’ve committed eg the $5,000 for equipment. David noted it’s important to show this at the AGM as the actual cash balance is only about $7,000. This helps in conversations about the fees to be charged.

It was noted that the asset base has grown during the year (eg basement and kitchen). 

In terms of budget, we generally hit our costs, except on maintenance. $3,200 budget vs $4,200 spend. We have previously discussed we need more than 1% on maintenance. Need to also consider what we allow for depreciation.

Equipment costs are different again. Terry noted we need to allow more in next budget as it’s jamboree year.

Oliver will provide some guidance to Alevtina on how to create budget for next year. 

Michael asked about the admin-lease cost of $82. He noted the rent payable is $100 – however Alevtina noted the invoice received was still $82.

Projects updates and plans

Rex will set up a number of working bees to get preparation underway for the deck which has a target completion date of end November. Has had discussions with engineer to check holes for posts for the decks will be solid enough for future building work. Engineer will keep records of this so that we have evidence of it being at appropriate standard.

Proposed weekends, 31 Oct, 14 Nov. Needs some Venturer or older Scout help to help with rubbish removal along the fence. Dates TBC. 

Rex will put up some information in the hall to remind parents what has been done and what is coming. Also information about the companies who are supporting us (through grants etc).

Section summaries

Keas
No term plans up for Keas or Cubs on website yet. We have a term plan available.

Cubs
19 Cubs. Did a winter Olympics and have been doing other fun activities. Zoe settling in as a new leader. 

Scouts
Two new faces last night. One was Samuel who’d been away for a year. Lars Heitger also turned up. Enjoyed it – a good win since he didn’t go to Cubs (did do Keas). Daniel Forrest also came back.

Venturers
We may have a new Venturer leader. Terry will talk to her and get her along. She’s only interested in leading older youth so not available for other sections.

General business

Lease
Council have contacted John re lease. He noted there was some confusion at Council end as they are trying to move to a common lease arrangement. He will keep in touch with Council and let Michael know once it’s resolved. No new lease yet.

Newsletter

Good feedback on the letter. Around 50% readership which is very high.

The idea discussed for the next newsletter was to do a one-off newsletter – then and now photos of the hall and a request for help. The story can note that Scouts can earn jamboree fundraising credits by helping with working bees.

Fund raising
No further updates.

Quartermaster update
Wish-list now sent. Would be good to get on with buying right away. Terry offered to help with purchasing tents. Would be good to get them in time for the Group camp on the last weekend of November.

AGM
Subs – increases were recommended last year. We need to consider whether the rate agreed could come down as the rate per youth member is going down with increased numbers.

However we also noted the subs were increased last year but not by as much as originally intended. Our healthy balance currently is largely down to fundraising and if we can’t achieve this we would struggle if subs are not reviewed.

Oliver and Alevtina offered to do an analysis of subs and send round to the committee with a recommendation.

Positions:
Chair stepping down. Option for Chair to cover for three month transition.
Treasurer happy to continue
Secretary happy to continue
Annaleah will step down from membership role
Michael/Denise/Rex happy to stay on committee

The note to parents reminding them of the AGM should list all the roles available.

We noted the original date proposed for the AGM was no longer suitable for Oliver, Denise and Gillian. After discussion we agreed a new date, 29 November. Fish and chips will be provided downstairs with the Venturers. Wine and cheese for adults and AGM upstairs. RSVPs will be helpful to gauge numbers.

Other business
David Lee has asked if we can provide 3-4 Scouts for his birthday party on 6 November. He’s offered to ask guests to give funds to Brooklyn Scouts in lieu of presents. Denise will be the supervising adult. Scouts to receive some hospitality training. A very generous offer and we thank David for his generosity.

Meeting closed: 9.00 pm

Next meeting
==============
To be decided after AGM.

Record of actions discussed and closed at or since last meeting (see comments), and still open or new as at 14/10/2015. 
Red = overdue actions Grey = closed at meeting.

No.	Date raised	Action	Responsibility	Due	Status	Comments	
15/209	14/10/2015	Send notice of new AGM date out immediately	Gillian	16/10/2015	Open	Michael later updated the Secretary only 2 weeks was required, not the 6 weeks we had thought. 	
15/208	14/10/2015	Analyse what the sub revenue will be versus expenditure and propose an approach to Committee for email agreement prior to the AGM	Alevtina/Oliver	10/11/2015	Open		
15/207	14/10/2015	Mount a display of work that has gone on in the hall and who has supported that work	Rex/Erina	30/11/2015	Open		
15/206	14/10/2015	Ensure old fire extinguishers are tidied away in hall	Michael	20/10/2015	Open		
15/205	14/10/2015	Check why Bob can't see all section info in OSM (all leaders should be able to see all – they just can’t change anything in sections other than their own); and authorise Michael to be on OSM	Oliver	20/10/2015	Open		
15/203	09/09/2015	Send membership forms for Keas through to Alevtina so invoices can be issues	Duane	20/09/2015	Open	Correct action should be send forms to Annaleah in the first instance. See note in minutes about 'missing' Keas	
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	30/11/2015	Open	Deadline extended. Rex has followed up with the suppliers a number of times. Terry is also now following up.	
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. 14/10/15. Kiwibank now say proof we are part of Scouts NZ is enough. 	
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 for funding for the planning and consent phase and professional services for the next phase of the building project up to $20K	Erina/Rex	30/11/2015	Open	Deadline extended. Waiting on quote so Rex can have the conversation.	
15/194	08/07/2015	Erina to put in applications for funding as noted in the resolutions	Erina	10/08/2015	Closed		
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. 14/10/15 Cmte resolved to purchase extinguishers at full price if negotiation is unsuccessful.	
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	Closed	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. 10/15/15 Mentioned in newsletter. Will re-iterate at AGM.	
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	
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	Closed	Discussed at leaders meeting although no outcome was determined.To be confirmed. 9/9/15 Note sent out request prioritisation. Leaders meeting next week. 14/10/15 List sent with meeting agenda.	
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 14 October 2015
Number	Resolution	Proposed	Seconded	Voting	Comments	
15/147	THAT, the accounts be accepted for end of year	Oliver	Michael	CARRIED U	With acclamation	
15/146	THAT, we pay the National annual registration fees in full	Alevtina	Rex	CARRIED U		
15/145	THAT, we purchase fire extinguishers even if supplier doesn’t move on price	Oliver	Rex	CARRIED U	See action 15/191	
15/144	THAT, the minutes of the previous meeting be accepted	Gillian 	David	CARRIED U