Minutes from the Parents Committee meeting of 11th March 2010
10thFife, 1stCupar Scout GroupParents Committee Meeting –11th March 2010PresentIsobel Bonnes (Chair), Susie Mitchinson, Lucy O'Connor, Norma Cooper and Lisa Ingram.ApologiesCaireen Finnigan, Janet Douglas, Alison Milne, April Sheldrick, Angie Reader, Julie Goad, Jackie Wilson, Jacqui Black, Sue JackBUSINESS1. Welcome.Isobel welcomed all for coming.2. Minutes of previous meeting.These were proposed by SM and seconded by L O'C.3. Matters arising.Coffee Morning -10-12 am Sat 20th March.Arrangements in place for setting up on Friday evening and duty rota on Sat morning. List on board downstairs in hall. Any additional help welcome.Tablecloths located. Stalls as follows:Thurs Scouts – Tombola;Beavers – Queen of Hearts game, Lucky/Unlucky dip;Parents Committee – Cake and Candy;Mon Scouts – Books.Donations for all welcome on Friday evening or Saturday morning. Set up at 9.30am.Tesco Bag Packing - Sat 20th MarchTues Cubs – 10-12am;Weds Cubs – 12-2pm.Funds to Gilwell Park Trip. NC reiterated parent for each child required as Tesco will be very busy.4. Financial report.SM reported that a significant number of letters had gone out to those whose children's capitation fees were outstanding and also to some requesting Gift Aid section of information forms to be filled in. This has raised a number of issues -lSM raised the “perceived” (on the part of parents) lack of communication between parents, committee and leaders, despite best efforts. NC suggested texting parents as a way forward. Parents to be canvassed on this. How and by whom would this be done?llACTION: To be raised for further discussion at next committee meeting as quorum not present to move forward ALL.llConfusion amongst parents over when and how capitation fees are paid. Sorting out the finance has taken significant effort by SJ and SM. Some parents have received letters who feel they shouldn't have done. Discussion took place also over whose responsibility it is to collect fess and NC informed us thatl**It is the Parent Committee's responsibility to collect Capitation Fees.**lThis was significant news to the committee. SM felt that it would be better if all the monies were collected by standing order to avoid a repeat of this year and that this should be adopted as procedure. Alternatively, an invoice could be designed and then raised for fees to all parents in August which is when most children start. NC was concerned that there was a good system of recording in place for this.llACTION: To be discussed and voted on at next meeting of full quorum ALL.llRole of committee was discussed in light of the fees and the committee's resolve to improve communication with parents. NC/SM suggested some sort of letter be given to parents on their child joining the group outlining the function of the committee, leaders' expectation from parents, capitation fees etc..NC suggested a welcome pack from the parent committee on these lines that could be given at each stage as their child moves from Beavers to Cubs to Scouts etc reminding parents of their function and responsibilities.llACTION: Further discussion on content by ALL.lDiscussion took place on how funds raised by the committee were allocated currently. NC kindly explained that the money raised to date is only covering basics such as upkeep of hall and that if any of the sections wish to do fun things that incurr additional costs, then the section has to do additional fundraising to cover these. Those present were surprised by this and all agreed that it was in the interests of the group that parents know this and that the parents get involved in more fundraising. This sort of information could be included in the welcome letter to parents as a means of motivation.llSM reported that it wasn't clear from paper files who was in each section and also that there was no paper copy of the information form for a good numberof members in the central file. I t would be good record keeping to have this in the file. lACTION: SM to ask SJ if the leaders could produce a list of members for each section and also, for a copy of the form to handed over for each child and kept in the folder SM.l5. Section reports.Beavers have had a sleepover, swimming event and fun family night.Tuesday Cubs have taken part in various activities including curling at Fife Ice Arena as part of their Winter Olympics theme. They will also be having an Easter Parade. The younger ones enjoyed a “Sponge Bob” sleepover on Fri 26th Feb. An adults only disco is taking place on Sat 14th March for ?5 including stovies as a fundraiser for the section.Wednesday Cubs have been to the Observatory in Dundee as part of their astronomy theme.Thursday Scouts have visited the Fire Brigade, done archery at Cluny Clays as well as swimming and iceskating in Dundee.6. AOCBAngie Reader has secured the car park at Eden Valet for the location for the car boot sale in June. This has been kindly offered for free.ACTION: Date to be set at next meeting AR.7. Date of next meetingWas set for 13th May but Sue Jack has kindly requested this be brought forward to the week before to allow her to report any actions from the parent committee meeting to her leaders at the Group Leader meeting on Friday 14th May.***Please note that the next meeting is now on Thursday 6th May 2010***
Events Diary 
