SEABROOK PLAYGROUP

MINUTES OF MEETING 29th JULY 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;                                                       Julie Recupero, Wed Lunch; Caroline Cassar, Thurs AM;                                                             - not present

Michelle Patterson, Friday AM

Apologies:   Tammy Todd, Enrolments

Minutes from previous meeting:           

None

Business arising from previous meeting:      

Job well done to Wednesday AM & Wednesday Lunch for the end of Term 2 clean-up. Clean-up Day for the end of Term 3 to be done by Tuesday Am & Lunch groups. This will take place on Friday afternoon depending on what Friday Lunch session is doing.

Unsafe packing away of the storeroom was raised as at the last meeting - no further incidents reported so well done to all groups.

Correspondence In:

·                         Invoice from Council regarding fees

Correspondence Out: None

Reports:

Co-coordinators Report (Kylie Buckingham):

Backyard Update:

A meeting re the rear yard is scheduled for 6th August with the Centre, Council, Designer & Contractors and the due start date for the works at 20th August.

5 Star Playgroup Modules:

Module 1 – “Welcoming Families” and Module 5 - “Exchange Ideas & Parenting Information” have been submitted and we have received an acknowledgement and prizes from Playgroup Victoria - Crayola Product and Books. We still need to implement a Parent Resource Library as an assignment from Module 5 - we have had some donations from members, more would be appreciated and I would like to request a purchase to be made from Playgroup funds towards this. I will then create a list and borrowing process for the Parent Cupboard in the kitchen.

Module 3 - “Are Safe & Supportive” has been sent.

Module 2 - “Help Children Learn & Develop through Play” is awaiting group responses from four discussion starters that are on the Notice Board - please respond as a group when you see new ones up there. An extra week given up on notice board for parent feedback then there is two more items to go up on notice board.

Module 4 - “Take Responsibility & Work Together” to be commenced.

Centre Update:

New combination storage device for our Playgroup Keys has been purchased and installed.

Bunning’s BBQ:

A huge effort from Helen Carruthers and her Tuesday Lunch group for coordinating a successful Bunning’s BBQ this year to raise funds for our end of year xmas party. Thank you to all the members who donated either their time or items for the BBQ also.

Annual General Meeting:

Booked for Wednesday 4^th November at 7:30pm. Payment process to be discussed. Reports and set-up will be discussed at our next Committee Meeting.

Weekly Activity Box:

Thank you so much to Kelly Carter our Purchasing Officer who restocks and invents our weekly Craft Activity - it is above & beyond her job description but it is greatly appreciated and enjoyed by both the children and parents of Playgroup!

Enrolments Tammy Todd (Kylie Buckingham gave report)

  We have three on waiting list but don’t want Friday

• Tuesday AM – Full
• Tuesday lunch –Full
• Wednesday AM – Full
• Wednesday lunch –Full
• Thursday AM – Full
• Thursday lunch –Full
• Friday AM –Full
• Friday lunch – 3 positions

Treasurer's Report (Kate Ascough)

Group leaders to remind parents fees are still owing – (21 people).

Kate will also email or phone to remind those parents who have forgotten.

Group leaders are to report to Kate of any changes of phone numbers & email to keep records up to date.

Insurance of $25 to be paid at AGM - Next year no early bird fees apply. If you pay from Jan your cover is till Jan next year, if paid in June your cover is paid till June next year, there are no part payments.

Concession holders still $15

Kate will contact Tammy in regards to Joycela Calista a member who has placed money into the account with no reference to which group she is in.

Our Bank Account is approx $3,800.

Purchasing Co-coordinators report (Kelly Carter)

See Annex A.

 Social / fundraising report (Helen Carruthers)

Semester1

Chocolate Easter Egg/Jelly Drive-Profit to date $1141.79 still with 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 leftover we will redistribute in one of the following terms at a lower price.

Aprons: $70 so far, still with some to be collected and made. Group leaders; please bring out the folder for members to look again at your next Playgroup session.

Boo Boo Buddies: Profit of $171.45

Total Fundraising Profit for Term 1 is $1383.24

Semester2

Aprons: Profit $45

Chocolate Raffle: $88.80

Bunning’s BBQ: $655.55

Total Fundraising Profit for Term 2 is $789.35

TOTAL PROFIT: $2172.59

PAID $100 deposit to Altona Railway

Small donation for Santa

Fundraising Discussion

·         The fundraising goal is $4000 to be raised for the Christmas party at the end of the year.

·         Term 3 Fundraising - Dri Eyes. Information to go on notice board and all group leaders will have an order form list in their group pocket to collate orders in their group. Julia will collect the group order list to submit order. Payment to go through normal black money box with Member name, group and what the money is for on the receipt. Cost and order by date will be on the notice board.

·         Children’s design Plates and Cups will be sold at approximately $20 each depending on item ordered. Artwork for the plates and cups to be done in Texta and it may take some time to get your order back after it is sent for firing in kiln. May be a good xmas idea. Cut off for ordering is the 21 August 09. If majority of your group are interested, it may be a great craft activity to do during your Playgroup session.

·         The idea of creating a recipe book was discussed, the idea being that parents will be able to submit a recipe for one entree, a main and a desert. It will possibly sell for $10 (TBC). One parent has offered to do the binding and printing. Committee are considering an illustration competition for the Playgroup children to be front cover and also throughout the book.

·         The venue for our Xmas Party – the Altona Minute Railway now charged $5 per child entry when you arrival which will be applicable on the day of our Xmas party also. Committee is considering having another not for profit group to run a sausage sizzle on the day to provide a lunch option for Playgroup families. Still waiting costing for a face painter. Idea of Mr Whippy attending was discussed but not going to go ahead at this stage. It has been agreed that Snow cones, fairy floss and petting zoo will be at the xmas party. Still need to confirm costs.

·         We will be running another Chocolate drive this term to raise the extra funds need to host a xmas party as provided in previous years. Committee understands that most members are ‘chocked- out’ but it is the most profitable fundraising option available. It would be greatly appreciated if all members commit to selling one box per family and if you can sell more through work – offices, job-sites etc it would be greatly appreciated. There are still some jellies remaining from our Term 2 drive so we need to sell these also.

·         Xmas presents, once it has been determined which store will be used by providing the best discount, we will decide on a buying option either Kelly, Purchasing Officer will do with assistance or all group leaders will attend on one night to purchase toys with a budget of $10 per child. 3 or 4 different types of toys to be chosen for each age group and sex.

·         If parents are bring other children they are to provide a present before the day to ensure they are included in the gift giving from Santa. These sibling gifts can be given to the group leader for wrapping along with the ‘Playgroup attending children’ so all gifts are wrapped the same and are given out together on the day. The group leader is responsible for bringing the gifts to the venue on the day of the xmas party.

·         For next semester the possibility of a sun screen drive and a photography session was discussed.

·         A night to setup chocolate boxes and add the remaining jellies from term 2 will be organised if needed

·         The car boot sale idea isn’t going ahead, not enough interest.

Newsletter report (Charmaine Taylor)

Mandy Wilson, Tuesday Lunch group will produce a Term 3 newsletter

Group Leaders' Reports:

Tuesday AM – full

Tuesday Lunch – Nothing to report

Wednesday AM – New 4yr old no probs

Wednesday Lunch – Nothing to report

Thursday AM – New Baby born, Carolyn to advise Kylie of details and she will sed a card.

Thursday Lunch – no report

Friday AM – nothing to report

Friday Lunch – a few members interested in car boot sale. Offer of a baby toy donation – Tammy to receive.

General Business:

·         New baby last term from Tuesday Lunch Group - Charnie Botsaris and family welcomed a little girl, Emma into their family on 30th May - card from Playgroup given.

·         Purchase bleach for blood & excretion spill clean-up.

·         Lock-up routine - Ensure gate is locked by the Lunch session, Heating/Cooling turned off, Lights off and both external & internal room doors are locked. Also 8-10 black adult chairs to remain in the room not stored away.

·         Website Advertising – Kate.

·         Children's parties at Playgroup – only children registered with Seabrook Playgroup can attend as others are not covered by insurance.

·         No bikes / scooters to be ridden in the room - Notice to be placed up on board to remind parents.

·         Repairs to the centre - please report in the communication book and to the centre staff - if they are not available, please let the coordinator know so she can report ASAP.

·         Playgroup Victoria Insurance Fee – no longer an Early Bird option available - $25 per year.

·         Marg, Centre Coordinator reported to Kylie an incident involving one of our groups using the the other Community Room and its kitchen. We must book and pay for the use of the other room/kitchen or run it by Marg as to the availability of these areas. We are one of many user groups in this centre and we need to respect the processes in place when using the centre. All group leaders and members are asked to make a point of introducing yourself to Marg so she knows who you are and when you have requests regarding the Centre, you know who to go to.

·         Bendigo Bank offering $5000 grant- Unanimous no. We have no purchases to make at this moment that would be applicable for submission.

·         Seabrook newsletter Environmental information- Notice board.

·         Animals on the move flyer - Notice board.

·         Backyard space- Kylie to liaise with Marg on the possibility of using 2 rooms at once when backyard not available during works, ideas such as excursions arranged for children to the park or other activities to solve the issue of not being able to use the yard.

·         Parent Resource Library- Group leaders to put out word we are looking for more donations.

·         Illness policy to be placed on notice board. - Kylie

·         Mandy is doing newsletter- copy to go onto notice board with information flyers and also a general email.

·         Vacuum-Charmaine to find out cost of new power-head on conclusion of status of vacuum from Caroline.

·         Tammy, Enrolments Officer to receive toy donation from member in Her Friday Lunch group, check current baby toys for viability and report to Committee as to whether purchases need to be made

·         Urn not to be turned off.

·         Kylie alerted playgroup committee that a parent has badly hurt fingers using a slicer at her work – Kylie to send a get Well Card

·         It was reported that many members feel that the blind cords on the Centre windows have broken devices that hold them in place thus allowing children to put the cords around their necks – Kylie noted that Tuesday Am group knot the cords up so they are out of reach of the children and advised other groups to do the same. – Kylie to discuss with Marg at the Community Centre

Next Meeting Date: Wednesday 21st October 2009 at 7pm

Meeting closed:  9pm