MINUTES of the Brooklyn Scouts Joint Parent Leaders Committee 
Wednesday 9 March 2016

Venue: Scout Hall. Meeting started at 7.00 pm

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

Minutes of previous meetings

Minutes from the previous meeting and the special meeting 2 weeks before that were approved.

Denise noted the concerns raised at the previous meeting around working bee hours counting toward fundraising. She noted that in her paper this was to be by exception and carefully used since working bee hours don’t raise any money.

Correspondence

The Community Centre had emailed asking about Vogelmorn Hall storage. We have been able to confirm we have now removed all the gear stored there. Usuable equipment is now at the hall or stored in Erina and Rex’s garage. Thanks were given to Denise and Michael for cleaning the hall and to David for the loan of the trailer. An action was raised for Erina to send a formal letter of thanks.

A quote has been received to build cupboards on the kitchen walls. This would create additional usable space and resolve the issue of food and crockery being stored in the same space (food is falling through). A resolution was made to approve building the cupboards in principle but to seek a grant for this work.

Rex advised he has received the producer statement required by Council for the deck. This should enable us to get full approvals.

HSSE update

There have been a few minor scrapes and bumps. Denise noted the Scout Leaders are building safety messages into each activity – eg how to look out for hazards when kite flying last week.

Terry noted there was one Scout who had an allergic rash and suggested the first aid kit could include antihistamine cream for similar situations. To be sure this is ok with parents we should add a note to the joining form to ask that we have permission to apply general medications.

Building project update

Rex has fixed flag poles holders to the wall.
Working bee dates to be set once Group plan is available.

A resolution was made to allocate building maintenance money to erect the signs.

Zone update

No update but the Committee discussed that leaders had been waiting a Zone announcement re ANZAC arrangements before confirming their own plans for an ANZAC sleepover. Since we still haven’t heard anything we moved to go ahead with our own plans instead.

Treasurer’s report

List now available for Scouts – once we have Keas and Cubs list we can send out invoices. Duane has promised these this week (David noted he will follow up him). Terry will ask Possum to create Venturer’s list.

There are a few outstanding amounts to come in from the Stadium and the insurance bill is due – but a $5K term deposit is due to mature in April which will easily cover this. Otherwise Alevtina notes we have a comfortable amount in the bank. Venturer and jamboree funds will be shown separately in future accounts. The Committee noted it’s thanks to Alevtina for her work.

Section summary

Venturers 
•	Term plan now complete. 
•	Will be organising a group camp for next tem
•	Regularly helping with Keas and Cubs

Scouts
•	Invite ready to go out for Nicky’s Chief Scout Award presentation. 
•	Patrols have been re-arranged. 
•	Now 31 Scouts plus some additional new enquiries.
•	Some Cubs haven’t come up – would be good to follow-up why not 

Keas/Cubs
•	No update available (would be good to get Cub/Kea leaders to the meeting)

General business

Parkour request
Oliver received a call from the local Parkour group asking about hiring the hall at Easter. They will pay $400. The Committee discussed whether a bond should be sought but felt as long as the fee was paid in advance this would be fine. The Committee asked Oliver to let them know our facility doesn’t have a shower, but provided they are ok with that to confirm the rental. 

Newsletter items
•	Nicky – Chief Scout Award
•	Stadium dates
•	ANZAC day celebrations
•	Zealandia event
•	Zone Camping Challenge or Cosgrove (TBC)
•	Donation of spades, shovels, gardening tools, rates
•	Odd jobs for fundraising – ring Terry eg section clearing

Opportunity for Scouts to speak at a breakfast
Peter Cullen Law is running an event with Chris Puglsey ANZAC historian – why ANZAC matters. They would be happy to have two Scouts in uniform to respond to the speech. The Committee agreed that if the Scout has to pay we would fund it (cost $50). 

Meeting closed: 7.47 pm (woohoo!)

Next meeting
==============
13 April 2016

Record of actions discussed and closed at or since last meeting (see comments), and still open or new as at 9/3/2016. 
Red = overdue actions Grey = closed at meeting.

Number	Date	Action	Who	By when	Status	Comment	
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	Open		
16/219	24/02/2016	Put fuel cost expense claim template on the website so leaders can download	Oliver	31/2/16	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		
16/217	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	Closed		
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	Closed	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	Closed		
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	Producer report received	
15/210	29/11/2015	Discuss with Jason how Scouts could help with the community emergency work	Oliver	31/4/2016	Open	Had an initial chat. Awaiting response	
15/209	29/11/2015	Write a letter of thanks to Placemakers	Rex	31/12/2105	Closed	Rex has completed	
15/206	14/10/2015	Ensure old fire extinguishers are tidied away in hall	Terry	20/10/2015	Closed	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	Closed	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	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	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	Closed	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 9 March 2016
Number	Date	Resolution	Proposed	Seconded	Vote	
16/176	09/03/2016	THAT, we move ahead with our arrangements for ANZAC celebration	David	Jo	CARRIED U	
16/175	09/03/2016	THAT, we allocate up to $250 for materials to erect the new signage	Denise	Rex	CARRIED U	
16/174	09/03/2016	THAT, the Treasurer's report be accepted	Alevtina	Erina	CARRIED U	
16/173	09/03/2016	THAT, we apply to the Four Winds Foundation for a grant of up to $2,000 to purchase kitchen cupboards for the purpose of food storage	Denise	Rex	CARRIED U	
16/172	09/03/2016	THAT, we approve in principle to build cupboards in the kitchen once money is available	Erina	David	CARRIED U	
16/171	09/03/2016	THAT, the minutes of the previous meeting be accepted	Rex	Alevtina	CARRIED U	
16/170	09/03/2016	THAT, the minutes of the meeting on 10 February 2016 be accepted	Denise	Rex	CARRIED U