MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 13 April 2016

Venue: Scout Hall. Meeting started at 7.00 pm

Present
Oliver, Gillian, Bob, Terry, Rex, Alevtina, Gillian, David

Apologies
Michael, Denise, Jo

Minutes of previous meetings

Corrections received in advance. Gillian also noticed Oliver was noted as both present and an apology – should have just been an apology. 

Correspondence

Zone leadership note congratulating Nicky.
Insurance bill has come through. Oliver and Alevtina revieved together and confirmed the bill and cover looked right.

HSSE update

The Committee noted the risk around Leaders not having contact details or information about medical conditions because Kea and Cub information not available on OSM. The hard copy folder of all section forms is also missing from the hall. This should not be removed from the hall except for overnight entering of data. In addition, David noted the membership co-ordinator can’t do her role at the moment because the forms from Cubs and Keas are not being fed through. Oliver will follow-up with Duane to express the Committee’s concerns.

Oliver reported back from Leaders meeting that H&S laws don’t require any changes from us or incur any new obligations. However it’s a good reminder to keep up processes we have underway (and to quickly resolve the immediate issue we have identified). Erina has downloaded forms from WorkSafe and will print these out to have on hand. Reporting near misses is an important thing to continue doing.

Building project update

The working bee was successful and with more work this week (thanks Terry and Rex!) we will be ready for the concrete coming on Saturday. We will need 12 people minimum. 

Unfortunately, the sewer pipe was broken by one of the volunteers, so this will incur an additional cost. This should be treated as maintenance costs in the accounts. (Oliver and Rex did check with the Council in advance about pipes but no accurate maps existed.)

Treasurer’s report

Income from fundraising, and subscriptions has led to a $5K balance. With payments to come out, the balance will be back around $3K.

The Committee noted there are some outstanding payments to be made to David and to one of the parents and that we need to prioritise paying those. 

Oliver asked about the jamboree fundraising in the accounts. Alevtina requested some assistance to work out how to accurately show this in the accounts. Also how to transfer over funds for the building work.  

Erina noted $574 raised at the recent jamboree fundraising BBQ. (Not shown in the accounts yet.)

Section summary

Venturers 
•	14 Venturers
•	Did a Venturer explain recently and booked another one for next term
•	Sleepover this Friday
•	Youth development talk from the Rovers next term

Scouts
•	25 Scouts last night. Very successful term.
•	Bob encouraged PL and APLs to encourage their patrols to do something in the holidays. Harry tried to initiate an activity though got some pushback from his Patrol.  Terry will talk to the Scouts about working as a team.

Keas/Cubs
•	Oliver is asking Josh and Lauren to own OSM for the respective Groups
•	David noted his concerns that the new Leaders may be being left out of activity planning and active leadership. Erina asked that Committee be kept informed about how this is being monitored and addressed. It would be a great shame to lose the skilled new leaders we have been attracting.

Group leader update
•	13 leaders in the Group now – extra 5 this term
•	Chris and Gary are parents. Lauren is a Queens Scout who moved up from Christchurch. Andy is a new Scout parent who was a leader in the UK. 
•	Oliver is now managing the warranting process rather than leaving this to Zone.
•	20 registered for jamboree. Now talking to other Scout Groups to form a joint contingent.
•	Term plans underway. ANZAC planned.
•	Initial discussions have been had re working with Wellington College to do some joint activities with the Duke of Edinburgh programme. Erina will follow-up to see if Wellington East would also be interested.

General business

Tree planting
Following the initial meeting, the organisers (Rotary) have come back with a number of questions. Oliver will raise this with Zone at the Zone meeting tomorrow. Good opportunity for Brooklyn to be a leader. 

Bob is happy to be involved with organising this but noted he is on a Scout photography camp in early July. Erina is happy to be involved as well since there are links with her role at Wellington East. Erina/Bob to co-lead this initiative. 

Newsletter items
Items for the newsletter were discussed. Gillian noted she would endeavour to get it out before the weekend.

Succession for hall maintenance
Rex noted it would be good to have a parent who could be interested in taking over the hall maintenance leadership role. Need someone who’s not a fulltime leader. Someone like Gary may be a possibility – we need someone with enthusiasm who would be interested in learning about the strategy behind the upgrade. 

Also we need to keep our eye open for parents who might be interested in committee. Some of those who have helped recently may be interested, eg Christine, Sonya, Tracey.

Erina noted the Committee’s thanks to the Leaders for setting a comprehensive programme that is making an impact.  
Steel Magnolias
Terry took 9 tickets to sell at Venturers. Erina noted she and Denise both have good networks and may be able to sell a number of tickets if there are some left over.

Meeting closed: 8:20 pm 

Next meeting
==============
11 May 2016

Record of actions discussed and closed at or since last meeting (see comments), and still open or new as at 13/4/2016. 
Red = overdue actions Grey = closed at meeting.

No.	Date	Action	Who	Due date	Status	Comment	
16/224	13/04/2016	Oliver and Erina to update Group on how we will work with Wellington College / Wellington East respectively on joint Scouting / Duke of Edinburgh activities	Oliver/Erina	31/05/2016	Open		
16/223	13/04/2016	Organise additional leader to be at Keas/Cubs to help with supporting the Leaders over the first four weeks of next term. Oliver	Oliver	30/04/2016	Open		
16/222	09/03/2016	Add a note to enrolment form asking for permission to be able to apply general medications	David	30/04/2016	Open		
16/221	09/03/2016	Purchase chiller pads and antihistamine cream for first aid kit	Rex	15/04/2016	Open		
16/220	09/03/2016	Write a letter of thanks to the Brooklyn Community Centre for use of the Vogelmorn Hall	Erina	30/04/2016	Closed		
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		
16/216	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		
16/212	10/02/2016	Check other architectural draftspeople's availability for design work (Bob's son, Oliver's contact)	Bob/Oliver	31/05/2016	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. 16/4 Rex has spoken to Bob's son and is following up. New due date.	
15/210	29/11/2015	Discuss with Jason how Scouts could help with the community emergency work	Oliver	30/4/2016	Open	Had an initial chat. Awaiting response	
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.	
15/196	08/07/2015	Approach the Masons to see whether they would be interested in funding the 'apron' for the Hall	Erina	31/03/2016	Closed		
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	Closed	Gillian to send Rex copies for forwarding on. Also copy to David to go on the website.	
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	Closed	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.	

Record of resolutions from 13 April 2016
Number	Date	Resolution	Proposed	Seconded	Vote	
16/178	13/04/2016	THAT, the Treasurer's report be accepted noting changes to come described in the minutes.	Erina	Rex	CARRIED U	
16/177	13/04/2016	THAT, the minutes as corrected be accepted	Gillian	Rex	CARRIED U