Seabrook Playgroup Inc

10th Annual General Meeting AGM
 Wednesday 10^th November 2010, 7.30 p.m

Held at Seabrook Community Centre,

Cnr Truganina Ave and John Cook Tce, Seabrook

Playgroup Victoria Membership – 43823                                       Consumer Affairs Reg. – A0041653L

AGENDA:

1.      Welcome: Meeting opened at 7.45pm

2.       Confirmation of previous minutes from last AGM dated 5^th November 2009:

Confirmed by: Meg Wilson

Seconded by: Helen Simons

3.       Ordinary business – presentation of reports:

Coordinator – Megan Wilson

Co-ordinators Report

It’s been a fantastic year with playgroup, and a steep learning curve for me. A big thank-you to Helen Simons (Carruthers) for all your help this year, you have been truly amazing.

A big welcome back to all of you members from this year, and a big welcome to all the new members as well, here’s hoping 2011 will be another great year for Seabrook Playgroup. I look forward to seeing you all next year.

Our groups have consistently maintained their member numbers with a brand new Tuesday PM group forming consisting of parents with children around just over one year of age. It is groups like this one that shows me how as very unique each of the 9 playgroup sessions are as they are filled with families of different background and children of varying ages which reflects in the variety of ways our Playgroup sessions run and what experiences the children and their parents obtain from them.

We have made some changes to the structure of committee positions.  Core positions will now have the playgroup fees excluding insurance waived for the term of their position.  Group leaders will now get the last terms fees free.  This incentive was introduced to ensure the continuity of the playgroup executive team and to encourage other members to become more involved in the governance of Seabrook playgroup.

Fees have been increased to offset a reduced fundraising burden.  The playgroup fees will now be $45 per term or $160 per year for members who pay the fee annually in advance.  It is envisaged that this will reduce the burden placed upon all member to sell chocolates and other small fundraising items.  We will now only need to have the Bunnings BBQ or something similar.  

Committee meeting dates 2011

Term 1: Wednesday 16^th February @ 19:30

Term 2: Wednesday 11^th May @ 19:30

Term 3: Wednesday 10^th August @ 19:30

Term 4: Wednesday 26^th October @ 19:30

AGM:     Wednesday 9^th November @ 19:30

Cleanup days:

1st Term: February 1^st - April 8^th: Friday am and Friday pm are responsible for the cleanup last week of term 1 or in the holidays.
2nd Term: April 27^th - July 1^st : Wednesday am and Wednesday pm are responsible for the cleanup last week of term 2 or in the holidays.
3rd Term: July 18^th - September 23^rd : Thursday am and Thursday pm are responsible for the cleanup last week of term 3 or in the holidays.
4th Term: October 10^th - December 22^nd : Tuesday am, Tuesday lunch and Tuesday pm are responsible for the cleanup last week of term 4 or in the holidays, which includes the stock take(plus the purchasing officer for  2011 if possible)

Christmas party date:

Sunday 4^th December 11am – 2pm

Enrolment Coordinator – Tammy Todd

ENROLMENTS
 
Due to demand, this year we introduced a new session on Tuesday afternoons which runs from 1:30 to 3:30 pm.  Seabrook Playgroup currently runs 9 sessions per week from Tuesday to Friday. 
 
Most groups have been running at capacity throughout the year. 
 
Our final numbers for 2010 are 79 families and 114 children.

Secretary – Helen Simons

There’s not a lot to say about the secretary role, it’s pretty easy. Mainly just support for the co-ordinator, organising meeting agendas, taking minutes, photocopying and liaising with the enrolments officer to keep the Committee and Group Leader lists up to date.

I took the role on at the start of term 3 and have really enjoyed doing it, but as I also took on the treasurer’s role a few weeks ago, I’m looking at continuing the treasurers role instead.

Secretary is by no means a difficult role and has only become time consuming with getting the AGM organised.  It would suit someone who would like to be on the Committee but in a role that is not that strenuous.

Treasurer – Helen Simons

Purchasing Officer – Fiona Anderson

Purchasing Officers Report AGM 2010

Over the year we have purchased some great new equipment and kept a well stocked craft cupboard.  We have had almost weekly craft activities that have inspired the children’s creativity and given them much enjoyment, without too much mess!

For anyone considering taking on the role for next year you will be required to make all purchases for playgroup including toys, craft, cleaning products and tea and coffee supplies.  It is a fun role, as you get to spend someone else’s money while enhancing the enjoyment of all that attend the playgroup.

Fundraising Coordinator – Alison Peck

Just want to thank everyone for their support this year and hopes that everyone enjoys the Christmas party on Sat the 4^th Dec.

4.       Adoption of all reports:

Moved by: Helen Simons

Seconded by: Meg Wilson

5.       All positions declared vacant:

6.       Election of Office Bearers and General Committee and Group Leaders:

Nominee’s: forward : seconded.

Coordinator: Meg Wilson

Enrolments Coordinator: Trillian Ralston

Secretary: Amanda Lowe

Treasurer: Helen Simons

Purchasing Officer: Tammy Todd

Fundraising Coordinator: Meg Wilson/Amanda Lowe

Leaders:

Tuesday AM: - only 1 member so far – vacant group

Tuesday Lunch: Shared role b/w Amanda Lowe and Helen Simons

Tuesday PM: Beata Blannin

Wednesday AM : Simone Harnden

Wednesday Lunch: vacant group

Thursday AM: Julie O’Brien

Thursday Lunch: Marg Sayers-Marchett

Friday AM: Julie Leitch

Friday Lunch: vacant group

7.       Welcome of new committee:

Please come forward and fill out your details on the Committee Sheet or the Group Leader sheet and welcome to the Playgroup committee.

8.       General Business

• Presentation of gifts of appreciation to core committee members of 2010.
• Sign Election of Office Bearers sheet
• New coordinator, treasurer and secretary to become signatories of Playgroup bank account (2010 treasurer to inform bank of change of signatories).
• New Committee Members given handover date meeting notice
• The last clean-up and store room stock-take date for 2010 to be confirmed by Friday’s group leaders, in liaison with Fiona Anderson.
• Christmas Party on Sat 4^th December between 11am and 2pm.

9.       Close of Meeting:

• New members invited to join groups.

Meeting closed at 8.00pm