SEABROOK PLAYGROUP

MINUTES OF MEETING 06 MAY 2009 @ 7:00 P.M.

Present:  

Kylie Buckingham, Co-coordinator;                    

Kate Ascough, Treasurer;

Kelly Carter, Purchasing Co-coordinator;          

Helen Carruthers, Fundraising Co-coordinator;

Charmaine Taylor, Secretary

Susan Sewart, Tues AM;                                                    Mandy Wilson, Tues Lunch;

Julia Huisman, Wed AM;                                                    Caroline Cassar,  Thurs AM;

Michelle Patterson, Friday AM

Apologies:  

Tammy Todd, Enrolment Officer and Friday Lunch Group Leader

Minutes from previous meeting:           

None

Business arising from previous meeting:      

Group Leaders receive $5 discount off term fees. If fees already paid $5 refund will be issued by Kate otherwise take $5 off when paying fees.

Committee members receive one term for free. Let Kate know what term you wish for this to be applied to.

A big Thank you to  Friday AM and Friday Lunch groups for the end of Term 1 clean-up.  Clean up day for term 1 to be done by Wednesday AM and Wednesday Lunch groups - Group Leaders to co-ordinate and inform Kylie so she can confirm access to the building with the Centre.

New babies - cards will be sent to new mums on behalf of Seabrook Playgroup.  Charmaine to organise.

Correspondence In:

·                   Invoice from Cadburys

·                   Invoice from Council

Correspondence Out:

·                    Letter to council (copy to be attached)

Reports:

Co-coordinators Report (Kylie Buckingham):

New Secretary – Charmaine Taylor has volunteered to take over this position from this meeting on. We have two new Group Leaders which are Susan and Caroline who will be the leaders for Tuesday and Thursday AM’s respectively.  Thursday lunch is looking for a new group leader.

The Backyard paperwork has been submitted, Updated & feedback of the design has been rectified and sent to the designer we are still awaiting the starting date.

5 Star playgroup - Group leaders to find out if other mums in there group speak any other languages, all surveys are to be completed and handed back to group leaders as soon as possible.

Module 1 – “Welcoming Families” on which the survey is based - I will develop a Welcome to Seabrook Playgroup Letter that can be personalised by Group leaders to hand out to new members. To be submitted to Playgroup Vic shortly.

Module 2 – Discussion Starters will be placed up onto the notice board by Kylie for feedback from members - will change weekly so keep an eye out and put your groups thoughts down.

Every week or two discussion starters will be raised to prompt members to discuss specified topics.

Centre Update – Cigarette butts issue –No smoking signs are up by Centre. There has been an improvement I no. of butts in the yard.

Gates are now to be locked after lunch sessions for security. There have been reports of teenagers jumping on shade sails out of hours by local residents.

Workshops –This will have an affect to our Wednesday groups. Wednesday group must have a finishing time of 11am due to the workshop times 11am till 1pm. Due to this inconvenience session costs will be credited back at $30.00 each - there are 4 workshops for the year. The course ends on the 3^rd June 2009.

Playgroup Bushfire Toy drive- Kylie & Helen donated some toys but were advised they received so much that they no longer required anything prior to them being delivered to Playgroup Victoria. This was also the case with the $100 donation our Group pledged at our last meeting from Playgroup funds.

The air-conditioner has been fixed in the centre & the outdoor shade sail has been replaced.

Enrolments Tammy Todd (Kylie Buckingham gave report)

·                    Tuesday AM – 1 position available

·                    Tuesday lunch – Full & Currently nine families which will remain till the end of the year

·                    Wednesday AM – 1 position available

·                    Wednesday lunch – Full

·                    Thursday AM – Full

·                    Thursday lunch – Full

·                    Friday AM – Full

·                    Friday lunch – 2 vacancies with trials happening this week

Treasurer's Report (Kate Ascough)

We currently have 19 people still owing money for term fees the total amount is $700.00. We have a member possibly new has paid $35.00 for the term and $25.00 for the insurance but the only details we have on record is Linda T. Group Leaders are to ask who has made this deposit into the Bendigo Bank. Please ensure new members fill out a membership form.

Purchasing Co-coordinators report (Kelly Carter)

The amount of $327.18 has been spent on Craft, extra hooks which have been placed up in the toy room to keep it tidier and a further $120.08 on more cars, new prams etc. Tea & coffee will also be topped up.

Our Budget remaining for term 2 is $152.74, discussion of saving as much as we can for when the new backyard is done so we can purchase other items for backyard ie picnic rugs and play tents.

Requests for purchase - New broom with upright shovel & Jitterbug.

Social / fundraising report (Helen Carruthers)

Term 1 – Chocolate Easter egg/Jelly drive – Our profit to date is $1141.79 we still have lots of jellies to sell, which we are going to sell as an add on at the Bunning’s BBQ. If there are still any left over we will redistribute in one of the following terms at a lower price.

Aprons – We have $70 so far, still with some to be collected and made this will continue till the end of the year.

Boo Boo Buddies – Our profit made came to a total of $171.45. Forty five were sold.

The Total Fundraising Profit for Term 1 is $1383.24

Term 2 - Bunning’s BBQ - 6 June 2009 (long weekend).  Volunteers from each group to do 2-3 hour shifts on the day (8am to 4pm) further discussions to take place on how best to coordinate everyone on the day.

Utensils – We will have 1 box for the use of everyone on the day. Helen to purchase the necessary items for a BBQ box to be keep for Seabrook Playgroup for use on the day and in the future - to be reimbursed by Playgroup.

Big Thank you to all those who have already volunteered their time or sundry items.

 Although further sundry items are needed i.e. sauce, BBQ tongs, large eskys etc.

Topic brought up of donations from companies to help with our BBQ fundraiser- Coles, Money donation from Real estates and Bread from Bakers delight. Helen will make further inquiries.

Trolley Bux Sale – Possibility of sale was discussed which revealed that we would need to have sold a 100 per group to sell to achieve a worthwhile profit.  The price would have to be $5.00 each to make a reasonable profit or minimum of $3.00 each which wouldn’t make for a worthwhile profit, however, Coles sells them for only a dollar each. We had a vote on the committee to which the result was unanimous no to include this as a fundraising option.

Christmas Party – The Altona Miniature Railway has been booked for the 29^th November between 11-2pm. There will be an animal farm, Santa and the trains will be free. Further discussions are required to determine the arrangements for the BBQ i.e. meat, food and drinks.

Term 3 – To be advised. Car boot sale – Groups will be queried to determine level of interest. Possibly to be conducted during late term 3 or 4.

Term 4 – To be advised.

Newsletter report (Charmaine Taylor)

None

Group Leaders' Reports:

Tuesday AM – no problems.

Tuesday Lunch - no problems.

Wednesday AM - no problems. 3 families have trialled the group but have not returned.

Wednesday Lunch - no problems.

Thursday AM - no problems - request for an extra member known to some group members - they have 10 families currently with 14 children. New member will only bring the children total to 15 which is acceptable according to our rule - Kylie has supported this proposal with agreement from others present at the meeting.

Thursday Lunch - no report - kylie will visit group this week to see how things are going and source a new group leader (tanya has increased work commitments so regrettably has resigned from this position)

Friday AM - no problems.

Friday Lunch - no problems. Two families trialling

General Business:

The possibility of leaving toys out for the next group was discussed. Tuesday AM and Lunch agreed that this would be a suitable arrangement, however, Wednesday PM would rather the toys be returned prior to their time as their group size fluctuates.

Seabrook Playgroup will be promoting the new development of the backyard in two local newspapers when it occurs.  To increase our exposure as a local playgroup, provide thanks to our local govt and canvass new members for next year.

In Term 4 we will be organizing a waiting list for the new members for next year.

During the backyard development - yet to confirm a start date, Kylie has informed the group leaders that we can have the inside partition doors open during the playgroup sessions.

It has been noted that at times the storeroom has been packed away unsafely. Groups are to be aware of how the storeroom is packed and ensure it is done safely.

Next Meeting Date:  29th July 2009

Meeting closed:  8:15 p.m

Purchasing Report

Term 2 2009

$$ Money spent $$

Craft items - $327.18

Toys/ Misc - $120.08

Amount remaining for term 2 - $152.74