Seabrook Playgroup Inc Minutes

Tuesday 19^th October, 2010 7.30pm

At ‘The Cottage’, Seabrook Community Centre

Playgroup Victoria Membership – 43823

Consumer Affairs Reg – A0041653L

AGENDA

Welcome: Meeting opened at 7.33pm

Apologies: Elizabeth Rossendell (Fri AM), Susie Thomson (Wed PM), Tash Hair (Tues AM), Kate Ascough (ex-Treasurer), Marg Sayers (Thurs PM)

Present: Fiona Anderson (Purchasing), Kellie Brown-Kenyon (Thurs AM), Tammy Todd (Enrolments/Fri PM), Kate Colquhoun (Fundraising/Wed AM), Trillian Ralston (Tues PM), Meg Wilson (Co-ordinator), Helen Simons (Tues Lunch/Secretary/Treasurer)

Minutes from previous meetings: 

• Forwarded : Tammy Todd

• Seconded : Meg Wilson

Business arising from last minutes:

• Issue with door – Thurs AM also need to put it up and are OK with it, no issues have been reported since last meeting.

• Bunnings BBQ – Income on day $3355.57 expenses $1027.57 = PROFIT $2283. Sold out of food around 4.00pm

• Folder – will look at updating etc after the year finishes

• treasurer position – Kate has resigned, Helen Simons has taken on the role

• enrolments position – Tammy Todd will stay on until the end of the year, and then Trillian Ralston has expressed her interest in taking over

Correspondence in:  Dept of Justice Annual Statement – to be completed after the AGM

Correspondence out: nothing

Reports:

Co-ordinators Report:

1.    Current member number is 76 families with 99 children 

2.    Committee members have left and it has almost been impossible to replace them. Tuesday Lunch has 4 of 6 of these positions (co-ordinator, treasurer, secretary and purchasing officer/craft officer) Unsure whether any of these families are coming back so all these positions will be vacant at the AGM. Group leaders need to encourage members to volunteer for these positions. Remember: no committee = no playgroup.

3.    Do we need to separate purchasing officer and Craft officer? Personally, I think so, both jobs are time consuming at times and perhaps too much to ask of one person. – the discussion surrounding this was to stop doing a weekly craft box and instead put it back onto the groups to arrange their own craft for their individual sessions. The purchasing/craft officer role will just go back to being a purchasing officer one.

           4. From Marg at the centre:

a.    DATA REPORTING

Term four data reporting is due to be taken the week, 24^th - 30^th October, so I will again be asking for your feedback on the numbers of activities and people attending your programs. Your support in this is greatly appreciated.

      All playgroup members must sign in.

         b. RAISED GARDEN BED

A raised vegetable and herb garden has been established. It provides an opportunity for the centre to contribute to your home cooking; just pay Marg a visit when they are matured if you need some veggies or herbs. Marg hopes our playgroups will become more involved next year and perhaps the children can rotate groups to plant out the bed each term. 

We need to ask all group leaders if their playgroup is interested and if so, how it will work?

Treasurers Report: 

Opening balance as at 1^st August $7485.90

Closing balance as at 14^th October $6644.52

Of this $4152.85 belongs to fundraising

Enrolments Report:

Playgroup is running with only a few gaps.

There has been interest from some mum’s groups that have 12 mum’s, it was decided to relax our 10 family policy to allow room for them to join together if they can find a time that suits.

Purchasing Co-ordinator’s Report:

Lots of craft has been ordered as well as 6 huge tubs of playdough, please just open one tub at a time and throw out when it becomes un-useable, before opening another tub. Will look into replacing/fixing the sink (?) with the broken door.

Discussion regarding buying watering cans for the garden bed.      

Social/Fundraising Co-ordinator’s Report:

It was bought up that an article in the Herald Sun reported pedophiles were working at a steam railway based in Newport, please view the article here http://www.heraldsun.com.au/news/victoria/train-club-pedophiles/story-e6frf7kx-1225918691310 , there was a lot of discussion regarding keeping the Christmas party at the venue, it was decided that we would confirm that the workers had a working with children check, and also look into alternate venues.

However it was confirmed by Meg Wilson on the 20^th October (the day after the meeting) that the place named in the article is at an entirely different location and also that all the volunteers at the Altona Miniature Railway (where the Xmas party has been booked) do indeed have Working with Children checks, so the venue and time will remain the same. Currently Sunday the 5^th December between 11-2 (time to be checked).

Discussion regarding adding a fundraising contribution to the fees to alleviate fundraising pressure on the families. Please see the fees section below. It was a unanimous vote for this, running in conjunction with the Bunning’s BBQ (or another one-off event if we do not get a Bunning’s spot).

Group Leader’s Reports:

Tuesday AM : - nothing reported

Tuesday Lunch : 1 member has left who had 2 children attending. All ok otherwise.

Tuesday PM : 2 new babies, all OK.

Wednesday AM : All OK.

Wednesday Lunch : - nothing reported

Thursday AM : 1 new baby. All OK.

Thursday Lunch : We have two new members Katrina (Sienna and Leo) and Carly (Cooper). We now have 6 families attending. All is well, nothing else to report!

Friday AM : At  the moment there will be about 4 families returning to playgroup and out of these 4 families they don't want to lead next year.

Friday Lunch : All OK

General Business:

·         Fundraising Contribution : Some discussion about incorporating some funds into the fees to take pressure of all families in regards to fundraising. There was a unanimous vote to include $10 into the fees per term ($40 per year) so that we would not have to sell chocolates, pies, and other small fundraisers. This will also mean that next year there would be no reason to charge families an extra $5 to attend the Christmas Party. Based on 80 families this will mean that there will be $3200 put aside for fundraising prior to any other events.

·         Housekeeping issues from the Community Centre : All OK, nothing has been mentioned, although Marg has said that the centre will be getting new floors (lino) in January.

·         Adding and deleting signatories to the Bendigo Bank Account :

Playgroup needs to delete the following people (as signatories) off the bank account as they are no longer current members of Seabrook Playgroup or the committee.

• Kylie Cunningham

• Kym Paddock

• Nicole Watt

• Charmaine Taylor

• Kate (Katherine) Ascough

And we need to add

• Helen Simons (current treasurer)

• Meg Burnett (Wilson) (co-ordinator)

·         AGM – flyer, setup and schedule : flyer approved – with fee changes, and committee fee exemption

·         Xmas Party : See above (fundraising co-ordinators report) for discussion into the venue.

Presents: Fiona to liaise with Alison $10 limit – possibly to be purchased from the Mattel warehouse.  Non-playgroup siblings that will attend will need to have theirs parents buy their presents – also with a $10 limit.

·         Discuss validity of Core Committee Members getting the entire year for free, and Group Leaders a $10 discount per term (as we are an incorporated group we must have the positions filled or we disband – nothing we can do)

Unanimous vote (after some discussion) that core committee members (co-ordinator, treasurer, secretary, enrolments, fundraising, purchasing) will receive the entire year for free (they will still pay the $25 Playgroup Victoria Insurance though)

Group leaders will receive the last term for free (if paying by the early bird special they will receive a cheque at the end of the year)

·         Fees for 2011 : lots of discussion regarding the fees. But there was a unanimous vote that they would be raised to $45 per term $180 for the year or $160 early bird (must be paid by the 5^th February 2011.) It is thought that the Playgroup insurance fee would still remain at $25 for 12 months membership.

·         Vegie patch : Playgroup can use and care for this, and Marg would like Playgroup to take over the major roll of caring for it.  Next year the committee will look at alternating those groups that are interested, it is thought that each term the group allocated could plant herbs or seeds and let the children become involved in their planting, watering and care. Marg will provide any plants, seeds etc that are decided on being planted.

Next Meeting Date:  AGM: 10^th November, 2010. 7.00pm setup, with 7.30pm start.

Meeting Closed at: 9.43pm