Scouts Parents Committee 120404

Brooklyn Scouts Joint Parent Leaders Committee
Brooklyn Scout Hall, Harrison St, Wellington
Wednesday 4 April 2012

DRAFT Minutes

Meeting started at 7:08

Apologies
Richard, Denise, Sarah (outgoing Treasuer)

Present
Chris (Chair) Gavin, Bob, Terry, Duane, Donald, Sue, Henry, Mel (new Tsr)

Previous Minutes

RES 12/14: THAT minutes of the meeting on 31 January be accepted as a true and accurate record
- Moved: Henry, Duane
- CARRIED U

Matters Arising
The committee worked through the matters arising.  Status of all action points was updated and will be available on the website.

The following new actions were identified in discussion.

AP 4/1: It was confirmed that there would be two sizes of scarves and SectionLeaders would provide to Gavin quantities desired of Small and Large sizes
AP 4/2: Gavin to send a general email to all lists to chase 2011 chocolate monies
AP 4/3: Leaders to submit reconciliation sheets to Denise (copied Mel) and chase specific amounts outstanding
AP 4/4: Leaders to ensure key management and parent reminders for cleaning rota every week
AP 4/5: Cubs / Keas parents on roast for Terms 3 and 4 - Duane

Correspondance
None

Leaders Reports

Keas [Duane]
Currently 11 Keas - 10 Boys, 1 Girl - including 3 new plus 2 new enquiries.  Steady number around 12 to 13 for Term 2.
Bryanna and Henry excellent support as Leaders.

Cubs [Duane]
Currently 18 - 1 Girl: 1 going up to Scouts, Otaki Camp and National Event Cub Day big events.  Starting Badge programmes in earnest.

AP 4/6: Duane & Sue - try to leverage additional parent support by reviewing annual enrollment forms

Scouts [Bob]
12 youth, including 4 visiting friends, on the last night of Term 1.  Highlight was the steam crane visit in March.

Venturers [Terry]
Currently 4 in unit.  Have organized camp for the middle of the Easter holidays.   Some joint activities with Napier venturers scheduled for the coming month.

AP 4/7: Terry to chase Venturers for emails, content for website.

Treasurer's Report
The Chair tabled the report on behalf of the outgoing Treasurer.

AP 4/8: Mel to create report of subscription status by middle of March and distribute to Committee
AP 4/9:  Gavin reconfirm May dates for Stadium Fundraiser and re-notify list by mid April
AP 4/10: Add Henry to Keas email lists [Donald]

RES 12/15: THAT as a general policy the Treasurer manage the low interest transactional account at a level of, or below, $8,000 (subject to operational demands)
- Moved: Donald, sec: Terry
- CARRIED U

It was noted that there may be some issues with payment references and details coming through to Kiwibank.  But that full details on payments were essential for the Treasurer to be able to track transactions accurately.

Insurance costs are up to $3.8k (up from around $2.8k).

AP 4/11: Terry to review invoice for Zip boiler

General Business
==============

Fund Raising Plan / principles

RES 12/16: THAT the Fundraising Plan be adopted, subject to strengthening the content on youth involvement in fundraising, e.g. via BBQs
- Moved: Henry, sec: Bob
- CARRIED U

It was recognized that a lead role was required to be point person for the fund raising plan in order to make solid and sustained progress.

AP 4/12 - Gavin to talk to existing committee members tagged to fundraising to see if still keen, given new Plan.
AP 4/13 - Leaders to step through forms for Fundraising interest

RES 12/17: That the group agree that a grant application be made for the Venturers and NZ Venture and Scouts attendance (including Leaders) at Aus Jamboree
- Moved: Terry, sec: Duane
- CARRIED U 

Hall Options
The Committee, considering the feedback previously received from the Engineer, reviewed the list of options and settled on Option somewhere between A & B - modest maintenance improvements in the order of $20k to $50k.

Someone to lead the sub-group to drive the planning and implementation was required.

AP 4/14: Gavin to approach Rex about leading the sub-group on the Hall - first step to prepare a plan with priorities, cost envelopes to the next committee.

Communications update
Website and email traffic growth continues to grow heavily - moving monthly costs from $12 to $18 and now to $25.  We are only 200M away from 1000MB of traffic and a $40 pcm charge.  Donald is monitoring and may move to new providers to contain costs.

Overall, the trends and engagement the current approach was driving was viewed very positivelyy.

AP 4/15: Henry to approach contact re potential hosting sponsorship

Any other Business
=================

First Aid

AP 4/16: Chris to approach ASB / St Johns re sponsored course as per plan for Outdoor First Aid

Other roles

Quartermaster position is required for the Group - Sue / Duane to review forms for suitable candidates
Membership List - Mel to take on as part of subscriptions management and tracking

Next meeting

7pm Wed 16th May - DC to circulate.

Meeting closed 8:51 pm