MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 24 February 2016

Venue: Scout Hall. Meeting started at 7.10 pm

Present
Oliver, Gillian, Terry, Rex, Alevtina, Jo, Bob, Erina 
 
Apologies
Denise, Michael, David, 

Minutes of previous meeting
Resolutions in the minutes of the previous meeting (special meeting on building update and jamboree fundraising) were still being confirmed. The minutes will be formally approved at the next meeting.

Actions review
See comments on the action log below. 

Correspondence
Scouts NZ – letter re census process. Will now be term by term and associated payment of fees. From 1 October 2016. OSM will need to be kept up to date. 

Note received from engineer re unpaid bill. Alevtina dealing with now. Terry noted we need to make sure we pay on time. 

Treasurer’s report
Reports over the last four months. Good fundraising amounts for the stadium. 

The Treasurer recommended we now close the project – QM equipment. The committee agreed.

The Treasurer suggested we open a new project for jamboree fundraising – assign the roughly $10K already raised to this. Money will need to be paid during the year for fees.

Erina noted we are in a healthy position. Key challenge this year is raising money for Jamboree – plus ongoing equipment upgrade and hall upgrade.

Alevtina noted she needs to be informed about upcoming larger bills so she can manage the cashflow, including managing term deposits. (One matures in April; one later – Bob suggested we should record when the term deposits mature on the balance sheet and think about when these roll over (particularly given low interest rates at the moment)). 

Subscription invoices will start to be issued in next few days. However Alevtina needs clear lists. Oliver noted he is working with leaders to get clear lists. 

Alevtina noted the Waikaremoana liability is still there. Denise is working on getting this sorted. Terry asked for some clarification of payments to ensure donations to Venturers are getting put through accurately.

General business

Building update
Rex ran the group through a report updating on the split of costs for the deck work. This noted the existing costs will be split between the new building development fund, hall maintenance and the deck project. The Committee noted his memo which clarified the splits formally resolved at the previous meeting.

Council requests still remain inconsistent – latest advice was that it’s our responsibility as the building owner to decide whether consents are required. Given advice keeps changing, Don Thomson advised he could help resolve by writing a producer statement for us. It may be as simple as a letter. Rex will liaise with Don, Lee and others. Once we have the producer statement Rex will liaise with Carrie to ensure this meets her needs.

Rex will also establish some dates for the working bees. Rex suggested he establish a working bee sign in and sign out sheet. This gives us some health and safety protection and also enables us to recognises contributions in fundraising calculations. 

Chief Scout 
15 March for Nicky’s presentation. Denise co-ordinating. Councillors and council to be invited plus other community leaders.

Fundraising
The committee discussed we won’t have the fundraising meeting for Chief Scout – instead run that the following week. 45 minutes in the Den.

Upcoming camps. Rimutaka rail trip. LNI camp – 18 – 20 March
LNI - cost will be about $120. Terry asked whether the committee would be comfortable to subsidise this cost to about $25 per scout. Oliver noted this was the sort of thing we discussed our increased subs would cover. Good to see. David and Terry co-ordinating

The Committee had a discussion about how to keep parents informed about all these activities. Solutions include links to plans in every newsletter, plans on walls, getting consent forms out early. Clear subject lines in emails.

Community liaison
Kaye has asked whether a Scout could talk to after school care kids about opportunities to join. There are limitations as we are nearly full in Keas and Scouts. Erina will talk with the after school co-ordinator. 

Cleaning roster
Working well. People are regularly doing it and letting Jo know. 

Lease
Oliver noted that at Zone meeting it was noted someone is dealing with a common lease. The Committee expressed their concern that this is now creating a significant risk for the Group because it still hasn’t been resolved after a number of years. 

Section summaries

Keas and Cubs
Duane has organised a roster system to help out with leading. Oliver to help with this. Erina suggested we talk to the youth helpers and check they are clear on what they need to do.

Scouts
Very successful Battle Hill camp. 14 scouts. Awaiting final child to pay. Nicky has achieved Chief Scout Award. To be presented 15 March. Some new members including Cubs coming up to Scouts. Word of mouth is helping increase the Scouts.

Venturers
Have a term plan. A new Exec and Committee has been voted in. Have raised around $1000 doing section clearing. 

Other business

Newsletter
Ideas discussed for the newsletter (which will be after Nicky’s presentation) included:

•	A note about hiring out the hall
•	Link to section plans

2012 resolution to annually update fuel costs. 
Bob notes we haven’t done the annual update. Oliver advised he has a template to calculate based on prevailing fuel cost.

Tree-planting
Rotary activity to plant 100,000 trees. Proposal for Brooklyn Scouts to be involved and lead Zone activity on it. Will be great for youth service awards. This is a long-term project and we have to wait for a plan coming from Council/Rotary. Committee happy for us to be involved once we know more – input will be needed from Zone too. 

Meeting closed: 9.00 pm

Next meeting
==============
Wednesday 9 March
Record of actions discussed and closed at or since last meeting (see comments), and still open or new as at 24/2/2016. 
Red = overdue actions Grey = closed at meeting.

No.	Raised	Action	Who	Due	Status	Comments	
16/219	24/02/2016	Put fuel cost expense claim template on the website so leaders can download	Oliver	31/2/16	Open		
16/218	24/02/2016	Follow-up who at Zone is dealing with the common lease and pass on our significant concerns that this has still not been resolved	Oliver	31/03/2016	Open		
16/217	24/02/2016	Develop a list of fundraising opportunities to circulate at the parent meeting planned for 23 March	Erina/Gillian	15/03/2016	Open		
16/216	24/02/2016	Set up a project code for future building works and code deck expenses into a mix of future building works, deck project and hall maintenance as outlined in Rex's memo	Alevtina	30/04/2016	Open		
16/215	24/02/2016	Print out venturer accounts for Terry and arrange to have them available each month	Alevtina	30/04/2016	Open		
16/214	10/02/2016	Set up a fund-raising meeting to be run on the night of Nicky's Chief Scout Award presentation. Erina to organise catering	Erina	15/03/2016	Open	See action 16/217 - new date for meeting	
16/213	10/02/2016	Set up a process to ensure the 10% venturer allocation from stadium fundraising is always paid	Oliver/Alevtina	29/02/2016	Open		
16/212	10/02/2016	Check other architectural draftspeople's availability for design work (Bob's son, Oliver's contact)	Bob/Oliver	29/02/2016	Open	Bob has passed on his son's details. Oliver to hold off contacting his person till we see how Bob's son works out	
16/211	10/02/2016	Follow-up with engineer for the deck and ensure we have signoffs properly documented for future work	Rex	31/03/2016	Open		
15/210	29/11/2015	Discuss with Jason how Scouts could help with the community emergency work	Oliver	31/4/16	Open	Had an initial chat. Awaiting response	
15/209	29/11/2015	Write a letter of thanks to Placemakers	Rex	31/12/2105	Open	Rex has drafted	
15/206	14/10/2015	Ensure old fire extinguishers are tidied away in hall	Terry	20/10/2015	Open	Terry to talk to Michael about taking over this activity and also action 15/191	
15/198	05/08/2015	Fix smoke alarms in basement	Rex	30/04/2016	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. 15/10 /15. Kiwibank now say proof we are part of Scouts NZ is enough. 24/2 Kiwibank has now said they want proof we exist. Erina can supply original set up letter	
15/196	08/07/2015	Approach the Masons to see whether they would be interested in funding the 'apron' for the Hall	Erina	31/03/2016	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	30/04/2016	Open	Deadline extended. Waiting on quote so Rex can have the conversation.	
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	Rex	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	Terry	31/03/2016	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. 15/10/15 Cmte resolved to purchase extinguishers at full price if negotiation is unsuccessful. 24/2/16 Terry to take over this action	
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. 24/2/16 Gillian printed off picture but we need some written instructions.Rex to provide plan of hall so we can mark in location of First Aid boxes. Oliver's name to go up as emergency contact.	
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. 24/2/16 Need to have IRD exemption certificate before we can send receipts. See action 15/197	

Record of resolutions from 24 February 2016
No.	Resolution	Moved	Seconded	Voting	
16/169	THAT, we provide a subsidy for the LNI camp up to $25 per head or $400 in total whichever is the lesser, to cover the petrol costs	Terry	Rex	CARRIED U	
16/168	THAT, the Treasurer's report be accepted	Alevtina	Bob	CARRIED U