Minutes of last Parents' Committee

Parents Committee Meeting –  Thursday 24^th February 2011 Present Isobel Bonnes (Chair), Sue Jack (GSL), Susie Mitchinson, Gill Brocklehurst, Norma Cooper, Laura Williams, Julie Goad, Caireen Finnigan.

1. Welcome.Welcome from Isobel.

2. ApologiesAngie Reader, Jacqui Black, Gail Herd, Liz Gibson, April Sheldrick, Jaqui McSporran, Elaine Robinson 

3. Minutes of previous meetingProposed – Gill BrocklehurstSeconded – Susie Mitchinson 

4. Matters arisingCoffee morning, Saturday 19^th March – IB has received a request from Monday Scouts that they be allowed to keep the proceeds from their stall towards their trip to Orkney. Following discussion, it was decided that in view of fairness to all sections, all monies raised need to go to group funds.

Action: IB to inform Monday Scouts of decision and reasons for this. Car Boot Sale, Sunday 15^th May – IB had approached Eden Valet but unfortunately, it is now open on a Sunday so is no longer an option. Alternative plan is to have an indoor table sale in the Scout hall and sell teas, coffees and baking etc..

Action: ALL Ascertain interest and check with section leaders before confirming event is to go ahead SM. Tea Tent Children's Gala, Saturday 4^th June – SJ intimated that the committee needed to get in touch with the Gala Committee to see if they want us to do the tea tent again this year.

Action: IB to e-mail Gala Committee Chair Phil Gibson. Further possible fundraiser – Casino Night at £400 for the evening, including the services of a chap who compères and brings everything needed for the event. We would be given approx 60 tickets to sell, getting some profit from tickets sold and also any raffle etc we run on the night. 

5. Hall Lets IB brought up issue of importance that all hall booking lets be charged at the same rate, as she had noticed some difference between current rates of pay.

Action: IB to ensure standard charge applied. Committee to draw up standard booking form and procedure. 

6. Financial Report As per finance sheet, balance as at 7^th Jan 2011 was £6564. Taking into account Jan and Feb DD cap fees, payments for water/electric/Insurance (£400) as well as outgoing cheques (including £2784 to District), current balance stands at £3582. Jan census took place and we have 131 members of whom 70 pay cap fees monthly, so still a way to go to get all cap fees on DD.  Total fundraising so far for 2010/11 is £3080 (fundraising £1330 plus donations £1750) so well on the way to our £5000 target. NC reported that she Tues Cubs had not yet received their promised £100 cheque towards their activities.

Action: SM to chase up with JB.

 7. Section Reports Tues Beavers – made musical instruments, been to RAF Leuchars and going to Vets.Monday Scouts – doing night hike and having film and pizza sleepover in hall on Friday.Tues Cubs – doing Chef and Home Help badges part of which was an evening at the Kingarroch Inn, seven Cubs had been awarded their Silver Award which is a great achievement and, as part of their Shelterbox Project, they raised £490 in order to donate their own Shelterbox to the Rotary. Rotary were so impressed they donated part of the cost back to the Cubs. Weds Cubs – studying endangered species, aiming to raise funds to adopt a wolf and planning a zoo trip in Easter holidays. Having a pack weekend at Balmullo this weekend on the theme of astronomy and sci-fi.Thurs Scouts – at the Ice Hockey in Kirkcaldy last Saturday and having a talk by an RAF pilot this evening (24^th).  

8. AOCB SJ requested date of AGM be moved as she won't be here then, nor will NC!

Action: New date of 23^rd June be circulated. NC brought up issue of rent of hall by outside parties and by the different sections. Acknowledged that hall is getting busier now. Firstly, had been intimated that sections needed to ask the committee if they needed the hall outside their normal evening. Secondly, there could be a clash in usage, for example the Karate chap is in the hall on a Saturday and Soccer Sevens on a Sunday both of which are times when the sections might need it. At the same time, it is recognised that the extra funds such rental brings is much appreciated. SJ has put a diary on line which she can  access but not everyone has the time or option to access a pc.

Action: Committee to put up calendar on wall in office with all bookings so that sections can write in when they are using hall, outside bookings etc. Committee to consult all sections before agreeing to let out the hall to outside parties and to  think about the procedure more formally perhaps. NC enquired on the progress of the welcome pack including standing order mandates.

Action: Office bearers to meet next week to update and print welcome pack and to check through database to ensure all cap fees are now being captured. 

9. Next Meeting 7pm upstairs in Scout Hall on Thursday 28^th April.