SEABROOK PLAYGROUP

MINUTES OF MEETING 16^th Feb 2010 @ 7:00 P.M.

Present:  

Mandy Wilson, Co-coordinator;                    

Kate Ascough, Treasurer; 

Alison Peck, Fundraising Co-coordinator;

Charmaine Taylor, Secretary

Helen Carruthers , Tues Lunch;

Kate Colquhoun, Wed AM

Karin Nel, Thurs AM;                                                  

Pat Vassiliadis,  Thurs Lunch 

Elizabeth Rossendell , Friday AM                                                        

Apologies:   Tammy Todd, Enrolments & Fri Lunch; Narelle Van Bert, Purchasing

Absent:  Christine Kalic, Tues AM; Simone Fary, Wed PM

Minutes from previous meeting:            OK 

Business arising from previous meeting:       None

Correspondence In:

·                         Letter from Bunnings

·                         Tony’s  Pie’s – Pie  Drive

Correspondence Out:

·         Financial statements to be sent to Consumer Affairs

Reports:

Co-coordinators Report (Mandy Wilson):

Backyard Update:

A friendly reminder from Margaret to remind parents to keep children off garden beds, the plants still need further time to establish.

Centre Update:

Reminder -Double doors are to be closed during playgroup sessions. Thank you to Margaret for new brochure for the Seabrook Community Centre the playgroup’s details are provided in it. However, the centre’s own brochure does not have out details in it due to some kind of error in transferring from PDF format this will be rectified next term. Although we are having problems with the enrolments contact number we are looking to resolve this issue quickly with the purchase of a new phone. We are looking into generating further publicity either via Point Cook Banner & The Star.  A new broom has been purchased.

General:

Karen Nel (Thurs AM) advised that due to work commitments for term 1, Kelly Brown-Kenyon will be the temporary group leader. Narelle Van Bert’s Position on the committee as Purchasing Coordinator for playgroup will become available in the near future.

Please forward your interests to either your group leader or to our Coordinator Mandy Wilson.

Clean Up Day:

Agreement reached with committee Wed’s groups are both made up of a lot of new members, it might be best to shuffle the first two terms’ clean-up days so that two more experienced groups (Tues AM & PM) work with the newer ones.

Therefore, Clean-up roster for term 1 are Tues Am & Wed Am. Discussions amongst groups to take place on what day and time is going to be decided.

Groups for term 2 are Tues Pm & Wed Pm

Secretary: (Charmaine Taylor)

Group leaders are to report to the Secretary of any changes of phone numbers & email to keep records up to date. This information will be provided to the Coordinator and Treasurer for term fees.

Congrats to our new mum Bernadette Freese for the recent additions to her family. Bernadette had a baby boy on the 1^st Feb Joshua James Scott a little brother for Charli. The Secretary will be sending a card from playgroup to all mums who have new bubs.  Could all group leaders advise the Secretary when expecting mothers in their group give birth and where possible the provide the details of the birth including sex and name. 

Enrolments Tammy Todd: (Mandy Wilson gave report)

• Tuesday AM – full
• Tuesday lunch – full
• Wednesday AM – full
• Wednesday lunch –4 vacancies (babies group only)
• Thursday AM – full
• Thursday lunch –2 vacancies 
• Friday Am-full
• Friday lunch – 2 vacancies

Treasurer's Report: (Kate Ascough)

Group leaders are requested to remind parents of fees that are still outstanding.

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

Insurance of $25 to be paid at AGM.  Concession holders still $15. Mandy Wilson will collect fees whilst Kate is away on holidays

Our Bank Account is approx $3,000.

Purchasing Co-coordinators report: (Narelle Van Bert) Given by Mandy Wilson

New craft has been brought for weekly activities Narelle currently working on them. Money spent $98 total.

Tea, coffee, milk & dishcloths have been purchased.

Suggestions forwarded on further toys to be purchased are; more scooters.

Other ; Sponges for kitchen. 

Social / fundraising report: (Alison Peck)

Term 1

• Chocolate Easter Egg drive, will commence for Term 1. Cost per bag is $4.00. If there are still any leftover we will redistribute in one of the following terms.
• 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.
• Fruity faces have been discussed for term 1. We are just waiting on literature. It’s a plastic container in the shape of fruit to keep your fruit lasting longer & from getting damaged in school bags. Further information is to be provided & cost.

Fundraising Discussion

• Sauce is to be replaced closer to time of need for BBQ.
• A night to setup chocolate boxes will be organised if needed.
• Certificate of insurance to be renewed for fund raising, especially for Bunning’s BBQ.

• Fundraising Directory – Left a message for fundraising directory request. Directories are available 1^st week of February.
• Fundraising catalogue – Have requested a fundraising catalogue, however it will not be available for two weeks.

BBQ

·         Bunning’s BBQ is booked for 11 Sep 10.

Xmas Party

• Have contacted the Altona Miniature Railway and to enquire about booking venue for xmas party. Have made a preliminary booking for Saturday 4 December 10, booking forms have been received.
• Finding out the dates that bookings need to be finalized for the xmas party including the external providers i.e. animal farms, ball pools etc.

Fundraising Ideas

• Have conducted discussions to generate ideas with the fundraising team. Ideas so far include Easter raffle, shopping trip, discount cards and nearly new clothes sale.
• Also discussed organising a ‘discount card’ similar to one previously run by Lumen Christi Catholic Primary.  Families pay $10 for a card entitling them to discounts at local shops/cafes etc.  Committee in general thought a good idea but would require a lot of work.  An idea was floated that the businesses could be offered free advertising on our website as a further incentive.
• Other ideas include blissful bubbles – bath, body and aromatherapy. Treats for Mum and Dad. Kids cold packs.

Newsletter report (Mandy Wilson)

Mandy Wilson will do newsletter

Group Leaders' Reports:

Tuesday AM – Good

Tuesday Lunch – Amanda having a baby

Wednesday AM – Nothing to report

Wednesday Lunch – Nothing to report

Thursday AM – Kelly Brown- Kenyon temporary leader for term 1

Thursday Lunch – Good

Friday AM –Good

Friday Lunch – Nothing to report

General Business

·         New Broom, coffee & detergent purchased.

·         Colour coding for sponges in the tea room for clean up we shall have more purchased & an information colour key chart will be placed up in the kitchen for all to see which colour sponges are to be used on dishes & which are to be used on glue containers, paint containers & wiping down tables after children eating.

·         For future references we will use generic playgroup website for email addresses.

·         Committee has decided there is to be no splitting of group leader fees 1 person only eligible for discount.

·         Marg, Centre Coordinator reported to Mandy on our groups keeping the divider doors closed to the other Community Room. 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.

·         Seabrook centre’s leaflet number will be corrected & added.

·         Mandy is doing newsletter- copy to go onto notice board with any information flyers.

·         Group leaders are to take the initiative in including others having them participate in knowing how things are packed away all should participate as our storage cupboard is small & there is a certain way to pack up. This shall stop anyone feeling like they are the one doing it frequently & avoid anyone being hurt as in the past things have fallen due to sloppy cleanups.

·         Group leaders are also to advise of processes in the playgroup as it makes an easy transition for new mums & new groups. This has come to our attention due to a group being locked out of playgroup for a substantial amount of time as no one else knew the code & had to ask Marg the centre co-ordinator to let them in.

·         Also a reminder to please lock your cars. We have been informed of a break in recently.

Next Meeting Date: Wednesday 12^th May 2010 at 7pm at the Cottage

Meeting closed:  8.30pm