Seabrook Playgroup Inc Minutes

Tuesday 10^th August, 2010 – 7:30pm

‘The Cottage’ Seabrook Community Centre

Playgroup Victoria Membership – 43823

Consumer Affairs Reg – A0041653L

AGENDA

Welcome:  Meeting opened 7.33pm

Present/Apologies:

Present: Kate Ascough, Megan Wilson, Helen Simons, Tammy Todd, Simone Harnden, Suzie Thompson, Fiona Anderson, Alison Peck

Apologies: Denise Sinclair, Kate Colquhoun, Elizabeth Rossendell

Minutes from previous meetings:  None recorded, nothing to move.

Business arising from last minutes: None

Correspondence in:

Council Community Grants – from Jenny at Hobson’s Bay Council

Zumba Vouchers – free trial

Complete Care Bedpads – letter of trial/offer

Correspondence out:

Certificate of Currency (insurance cover) to Bunning’s for the BBQ and Community Centre

Reports:

Co-ordinators Report: Megan Wilson:

Double Doors being left open are an issue for the Tues AM group, Megan has spoken to Marg who has said it is that groups responsibility to close them before their session (to make the room as it has been hired), as it is a safety issue with the kid’s being around then Megan will call Jenny at Council to see if anything can be done.

Treasurers Report:  Kate Ascough:

Balance of Account $6300 but after rent is paid will be $5000, and around $2000 of that is from fundraising.

Purchasing Co-ordinator’s Report: Fiona Anderson

Purchasing Report

The following items have been purchased since last meeting:

• 2 Scooters $60
• Costumes
• Barrel of Monkeys $5
• Bubble mix $12
• Duplo/Lego (approx.) $200
• Craft items
• Storage containers

1. The scooters seem very popular do we want to purchase a couple more? Yes – approval for 3 more given
2. I have had a request for another baby seat/high chair they are about $50- $60 do we want to make this purchase? Yes, but to check ebay first to try and get it cheaper. 
3. Is there any request/ideas about further purchases? Power Point plugs – to be left in the kitchen cupboard for individual groups to use as necessary. Bubblemix to replenish the bubble blower. Dishwashing liquid to be left in the kitchen cupboard. The carpet mats are very dirty, especially for the baby groups – the purchase of large foam squares is OK to replace these. Discussion on detailed instructions to be left for craft, but majority was OK to just look at the demo model and have a play. Discussion to move the craft boxes lower on the shelf but it was decided to leave where it was due to heavier items needing to be left on the lower shelves.
4. What budget do I have to work with? We are below our spending budget and still have money in the bank so more purchases are still OK.

Fundraising Co-ordinator’s Report: Alison Peck:

FUNDRAISING REPORT Term 3 2010

By Alison Peck, Denise Sinclair, Kate Colquhoun.

Huge thanks to Denise for organising an excellent pie-drive – money raised $389

Sausage Sizzle: Bunning’s have Certificate of Currency. Food permit to be issued nearer to 11^th September Roster organised, we need 4 people at least per time slot. Can everyone read the food safety programme.

Questions to be raised.

1.       De we need signatures on a form? ie. F.S.P. No

2.       De we need to go to Bunning’s prior to BBQ to check facilities? No as Foodbiz and Bunning’s will set it all up.

3.       Who sorts out the float and what is cash procedure throughout and at the end of the day? Kate will organise the float and Alison will take it home at the end of the day. A Balance Sheet will be printed so anyone taking cash for safety will need to have the amount countersigned and witnessed to verify where and how much cash has been taken.

4.       What details do volunteers need (other than event checklist rules)? Just to turn up, be safe and have fun.

5.       Do we need signage to promote playgroup (Bunning’s provide blackboard for pricing etc)? No.

Foodbiz are providing sausages, onions, ketchup, esky’s, ice, canned drinks and helping with set up at 8.15 on the day for approx $830.

IGA are providing 60 white sandwich loaves @$1.19, possibly $1 as it’s a fundraiser.

Need a price for canned drinks – Woolworth’s 66c each, Foodbiz 86c each. (decided to buy at Big W or similar when on sale)

All donations of cleaning items: serviettes etc are to be collected on Wed 8^th September from the AM playgroup session.

FUNDRAISING PROFIT:

Playgroup Vic Raffle : $325

Pies : $389

Chocs : $988

Choc Raffle : $170

Total Profit for the year so far : $1870

Any chocolates remaining can be given out during group sessions, or thrown out if still there by the end of term.

Enrolments Officer Report: Tammy Todd

 
Tuesday PM
 
We have been lucky enough to gain some extra access to the Centre and have introduced a Tuesday afternoon session.  This session is a baby/toddler group and runs from 1:30p.m - 3:30 p.m.  Trillian is the Group Leader. 
 
Vacancies
 
Could all group leaders please advise me as soon as possible if any vacancies arise (particularly in morning sessions).
 
Tues AM - Full
Tues Lunch - Full
Tues PM - 3 vacancies
Wed AM - 1 vacancy
Wed PM – 4 (?) vacancies
Thurs AM - Full
Thurs PM - 6 (or 4?) vacancies
Friday AM - Full
Friday PM - 3 vacancies

Group Leader’s Reports:

Tuesday AM : Christine Kalic (delivered by Kate Ascough): Double door is a huge issue for the group

Tuesday Lunch : Helen Simons : New baby boy from Amanda Lowe - Jake

Tuesday PM : Trillian Ralston – New Baby in group

Wednesday AM : Alison Peck : A new member

Wednesday Lunch : Simone Harnden : Happy that kitchen doors have been fixed, bought up that the mats are messy and dirty, prompted discussion regarding replacement foam mats    

Thursday AM : Karen Nel : absent

Thursday Lunch : no leader : absent. But Tammy bought up that there were not many members and that the group leader has left.

Friday AM : Elizabeth Rossendell : absent with apologies

Friday Lunch : Tammy Todd : All OK

General Business:

·         Welcome Megan Wilson to position of Co-ordinator

·         Welcome Helen Simons to position of Secretary

·         Welcome to the new Tuesday PM Group 1.30pm-3.30pm

·         Community Centre Meeting 3^rd August, 2010

General discussion of the workshops/area demographic/plans of the centre, another forum is planned for a few months time with the general public most welcome to attend.

·         Clean-Up day Term 2 and 3.: Term 2 went OK was completed the last Tuesday night (at 8.30pm) of term by Tues Lunch and Wed Lunch groups. Term 3 is to be completed by the Thursday groups. Discussion around damaged toys that need to be thrown out or repaired, it was decided that anything broken and unrepairable could be just thrown out, and anything repairable taken to be repaired. But to make sure that it is communicated in the book so all groups know it is gone.

·         Newsletter – decided that a Newsletter is unnecessary as everything can be conveyed by email, we (Co-ordinator, Secretary, and Fundraiser) need to make sure we put PLAYGROUP in the email title/heading so members don’t think it is spam.

·         Fundraising – Bunnings BBQ and the future of fundraising/Xmas Party. Go back to groups for feedback regarding the viability of a Christmas Party, possibly organise a Trivia Night (as big dollars can be made) for next year so we don’t have to sell chocolates etc. Think about getting the Committee and group leaders to be part of the fundraising team so all groups have more of a commitment to the events.

Maybe have the Xmas Party every two years so that there is less pressure on the families.

Alison is taking the BBQ Box from the kitchen cupboard to clean and sort for the BBQ.

·         AGM – 10^th November, 2010. 7.00pm setup, with 7.15pm start. Advertise in the local paper at least a month early.

·         Other business:

Treasurer and Enrolments officer will be leaving next year, so these positions definitely need to be filled, committee will review all committee position descriptions, so interested people can look them over to consider taking on the positions and have accurate roles provided. And it was bought up that the amount of work that the committee do, to have them attend playgroup fee free for the entire year rather than just 1 semester. General agreement was positive, to be voted at the next meeting, prior to the AGM. Hopefully this will encourage people to join the committee.

Kate Ascough (Treasurer) is leaving next year and the website is attached to her server, she is happy to maintain and host it. It is thought that this should become official rather than just letting it run on a casual basis, more discussion is needed regarding costs etc.

Megan and Helen to go through Black Communication folder (and cupboard) to update paperwork and file irrelevant or outdated sheets.

Cards for new baby’s can be purchased and sent out from the Secretary, Helen will purchase a few to keep in reserve.

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Next Meeting Date: Tuesday the 19^th October, at 7.30pm in the Cottage.

Meeting Closed at: 9.16pm