Waiheke Sea Scouts Committee Meeting 03/08/2017

dan@cyberhub.co.nzCommittee meeting

Date 3/08/2017
Attendees Julia Crawford, Esme Pfaff, Christina Hyde, Alex Kahl, Dan Ballard, Paul Walden, Sol Harris
Apologies
MINUTES AND ACTIONS
ITEM ACTION RESPONSIBILITY DUE DATE
1 Finance
Account balance $3, 700 after skippers course paid out.
NZ Scouts Organisation is invoicing WSS for the incorrect number of members. Pay the amount for the number of members we have Esme 11/03/2017
13 members still have outstanding funds. $2217.00 Ring/email Esme 11/03/2017
Insurance bill from Scouting Insurance is $700 for $90k coverage Get competitive quote on higher figure Esme Next Committee Meeting
High school has indicated they are willing to contribute to the use of the boats Organise meeting to discuss Paul Next Committee Meeting
Write letter to Team Sailing RE sharing maintenance costs of the Cadets they used last summer and suggesting an amount
Proposal that $100 Volunteer Bond be added to 2017/2018 fees, to ensure parents support working bees and fundraising events.  Passed. Add to 2017/2018 fees.
2 Fundraising
Proposed that WSS pay 10% commission to anyone that gets grants for WSS
Submitted application for COGs funding (Community Operational Grant scheme)
Christina tabled opportuntity  to join in Rotary fundraiser. Committee Agreed. Introduce Sol to Rotary Committee Christina
Set up template via OSM Dan Next Committee Meeting
3 Digital and Membership
Registration form inc consent for activities and calendar on website Put a calendar on the website Dan Next Committee Meeting
Website to include meeting times, fee info, contact form for enquiries to Julia. Ensure approval to use photos is part of joining process – Include in welcome letter Julia
Prepare for new registrations in Term 4. Establish suitability of Scout forms for WSS Julia
Dan to create drop down box to direct emails -(when he has time) Dan Next Committee Meeting
Advise members of volunteer bond, new year coming up and involvement with Rotary Draft letter to members Julia
OSM database has some incorrect/missing emails and DOBs Get emails from Xero or call Dan
4 Upcoming Events
National Regatta: New Year’s in Wellington. Committee agreed for Scouts/Venturers group to attend. Registeration forms Paul Next Committee Meeting
Invoice Scouts and Venturers for $50 deposit to confirm attendance numbers Esme Next Committee Meeting
5 Working Bee Get digital lock from Clive Paul Next Committee Meeting
Preparation for summer sailing: new survey required for boats in September
Need a Quarter Master Ad/Editorial in Gulf News, post in WSS Facebook Page Christina
 Spring clean required prior Organise working bee for October Christina Next Committee Meeting
8 Next Meeting September 7, 7pm. All All invited