Meeting at "The Cottage' Seabrook Community Centre

Tuesday 15^th February 2011

Playgroup Victoria Membership - 43823

Consumer Affairs Reg - A0041653L

AGENDA

Welcome: Meeting opened at 7.32pm

Present: Megan Wilson (Co-ordinator/Fundraising), Helen Simons (Treasurer/Tues Lunch), Amanda Lowe (Secretary/Fundraising/Tues Lunch), Tammy Todd (Purchasing/Fri AM), Beata Blannin (Tues PM), Michelle Gardiner (Tues AM), Julie O'Brien (Thur AM)

Apologies: Simone Harnden (Wed AM)

Minutes from previous meetings: Nil

Business arising from last minutes: Nil

Correspondence in:

• Received confirmation of booking for 2011 Xmas party at The Altona Miniature Railway
• Received notification of temporary food premises for the Bunning's BBQ
• Marg from the Community Centre was invited to raise any issues relevant between the community centre and playgroup. (I have attached a copy of this document at the conclusion of the minutes)

Correspondence out:

• 10^th December 2010 Megan Wilson hand delivered letter to Bunning's requesting vacancy for community BBQ spot
• 11^th February Megan Wilson hand delivered completed acceptance forms for Bunning's BBQ

Reports

Co-ordinators Report:

A big welcome back to our returning families and to our new members. We have a new group that started on Tuesday mornings with Wednesday pm and Friday pm being completely free. Most other sessions are full with a couple having 1 spot free. Playgroup equipment including table and chairs are not allowed to be borrowed for any reason. We had a few occasions last year where playgroup members ‘borrowed' chairs from the cupboard for the weekend and had some difficulty trying to return them on the Monday. The members said they had ‘committee approval' which they did not. Please let all your members know that it is not OK to borrow Playgroup stuff. The centre has had new floors laid, which look good and are easier to keep clean. All doors have also been fixed, thanks Marg.

 

Can we also make sure we turn off the air conditioner at the end of the session? We had Friday morning group leave on the air conditioner which luckily was found Friday afternoon (otherwise it would have been on all night). Electricity costs have skyrocketed, so please ensure it's turned off.

Treasurers Report:

1^st quarter (1^st Nov 2010 -31^st Jan 2011):

Total Income: $2985

Total expenses: $2185

Reconciled Balance in Bank: $3220.31

Current Balance in bank (14^th Feb 2011): $5959.31

Still have to receive invoice in order to pay rent for Semester 1, which is approximately $1500.

As of Monday we have 18 families still to pay term 1 fees, 13% (9) of the families took advantage of the early bird rate.

Purchasing Co-ordinator's Report:

Other than kitchen items, nothing purchased.  Have been asked to buy some more coins for the cash register.  Please let me know if you have any request.

Social/Fundraising Co-ordinator's Report:

We have secured a Bunning's BBQ on the 11^th September 2011 at Hoppers Crossing.

A booking has been made for the miniature railway for Sunday 4^th December for the Christmas party.

Enrolment's Officer's Report:

Session numbers are as follows-

TUES AM: FULL = 10 families /14 children

TUES LUNCH: 7 families / 15 children

TUES PM: FULL = 10 families /14 children

WED AM: FULL = 10 families /13 children

WED LUNCH: FREE

THURS AM: FULL = 10 families /13 children

THURS LUNCH: FULL = 10 families /16 children

FRI AM: FULL = 10 families /14children

FRI LUNCH: FREE

 

We currently have one family on the waiting list for an AM session.

Group Leader's Reports

Tuesday AM :

Our Tuesday AM group (9 families 13 kids) has been doing fine.  Mariah, whose son is anaphylactic to egg, seems happy with the arrangement we have to try and avoid bringing anything with egg in it to the session and will monitor other things she thinks may affect him.  We do separate snacks as opposed to a shared snack and Mariah is just happy to have some understanding from us. We have not yet met Charmaine who is listed as being in our group.

A couple of other amendments to our list:

Deanne Stark - Child one: Georgie  26/7/07  F  Child two: Holly  1/6/09  F

Waiting to speak to Peta Keown about her payment/enrolment form...

We have 1 expectant mum (Anoma Whitmore) who is due in ???(Have to find out for you...)

Tuesday Lunch :

We have had 2 families with a total of 2 children leave our group.

Additionally we had discussed and arranged with Tues AM group for larger items to be left out, however after some thought and further discussion within our group it was decided that all items should be packed away to prevent the possibility of items remaining out in the event of a ‘no show' from group members.

Tues PM : All ok, nothing to report.

Wednesday AM : Our group spoke about the congratulatory card for newborns & they are happy not to receive it & play group can save the money on card & postage.

Wednesday PM: Vacant

Thursday AM : All is running smoothly, all members are same as last year, just chasing up a few fees.

Thursday Lunch : We have a few new members, everyone seems to be settling in well and enjoying their time at P/G. Have some concerns with the tables, some screws are missing on the corners and we are bit worried about the safety of the tables.

Friday AM : Friday lunch has now combined with the remainder of members from fri am.

Friday PM: Vacant

General Business:

• Megan to look into changing the code for the key safe which houses the keys for the playgroup room, it has been several years since this was done.
• Committee to look into extending the time given for payment of fees in full to a 3 week window.
• Committee members and Group leaders to receive a levy for the payment of term fees.
• Concerns with the tables, some screws are missing on the corners and we are bit worried about the safety of the tables (Amanda to arrange for kids tables to be fixed at no expense to the playgroup)
• For safety reasons no children are allowed to be in the playgroup storage cupboard or kitchen, it is each parent's responsibility to ensure this doesn't occur.
• All playgroup brooms (including children's brooms) are to be stored in the playgroup cupboard not the kitchen as the kitchen is accessed by other community centre users.
• Swings should now be stored on the floor as they have previously fallen and may cause accident or injury.
• Playgroup equipment including table and chairs are not allowed to be borrowed for any reason. We had a few occasions last year where playgroup members ‘borrowed' chairs from the cupboard for the weekend and had some difficulty trying to return them on the Monday. The members said they had ‘committee approval' which they did not. Please let all your members know that it is not OK to borrow Playgroup stuff.
• Can we also make sure we turn off the air conditioner at the end of the session. We had Friday morning group leave on the air conditioner which luckily was found Friday afternoon (otherwise it would have been on all night). Electricity costs have skyrocketed, so please ensure it's turned off
• It has been decided that a newsletter will not be circulated this year, the playgroup notice board will provide all relevant information to interested members.
• An ad has been placed in the Point cook weekly's "See & Do" section advertising places available for our wed and Fri sessions
• A notice advertising vacancies in playgroup will be displayed on the community noticeboard located inside of Gloria Jeans at the Point Cook Town Centre (Amanda to do)
• End of term clean up will now be Tues PM and Friday AM groups, date to be chosen and group leaders will be notified closer to the time.
• All Group leaders to email Amanda details of new baby arrivals in their relevant group, ie Other Family members names, babies sex and name etc so that a congratulatory card may be given on behalf of the playgroup.
• Items to be purchased include;

- New coins for the cash registers (These will now be kept in a separate sealed container to prevent possible hazard to younger ones, however parents need to exercise their own caution as many groups consist of mixed ages)

- New tunnel

- Watering cans will be replaced, however if they disappear again they won't be replaced

- Stepping stool for easier access to the kitchen sink for the kids

• Any other ideas for toys etc can be expressed in the communications book

• Any items discarded as a result of being broken, damaged or irreparable need to be entered into the communications book.
• A checklist will be posted onto the back of the door outlining steps that need to be taken by all groups prior to leaving the playgroup room (Amanda will do)
• Increase in term fees is to cover fundraising with the exception of the Bunning's BBQ, however concerns have been raised with the possibility that the BBQ may not bring in desired funds. Group leaders to raise the issue of 1 or 2 other fundraisers to be held with members to ensure we have enough funds to provide a Christmas party at the end of the year. Some ideas include; obtaining raffle tickets for the Playgroup Victoria raffle which costs us nothing.. Offering catalogues for the Educational toy companies eg: Early Learning Centre, Chalk, Parent Direct. Purchasers made generate dollars for the playgroup.. Purchasing of vouchers for Shell petrol station for $5 and selling to members for $10 ($5 profit per voucher sold) entitles purchaser to 5 books of vouchers including meat pies, chocolate bars, coffee, ice cream and magazines (RRP $20) Group leaders to put it to their groups for ideas and or confirmation of participation in current ideas..

• Correspondence received from Marg:

•1. Playgroup equipment:

It would help if I had some clarification of the committee policy on use by playgroup members of playgroup equipment eg chair. A couple of times last year, people came to the centre to remove chairs from the playgroup cupboard for private use. I always asked I they had permission from the playgroup (always got a ‘yes') and often they were put out when the room was not accessible when they wanted to return them.  If I could be made aware of the policy/common practice on this and there is some way that I could be informed that they have permission that would be great. If there is no borrowing allowed I am happy to support this and will not allow people to remove items.

** NO PLAYGROUP MEMBERS ARE ALLOWED TO BORROW ANY PLAYGROUP ITEMS

• 2. Use of the centre:

If groups could please be aware that the centre is used out of hours and the kitchenette is not exclusive use by playgroup. Therefore all playgroup equipment/toys/etc. needs to be returned to the cupboard/store room for safekeeping, including broken items, and the brooms belonging to playgroup as they are a hazard when banked up behind the door.

** WE WILL NOW STORE ALL PLAYGROUP CLEANING ITEMS IN PLAYGROUPS DESIGNATED CUPBOARDS

• 3. Cleaning up:

A few general issues which are often a problem when packing up; can all groups please ensure doors are locked (including the back door) and air cond/lights off to ensure security and keep power bills as low as possible.

Common issues for playgroup; air cond on; back door not locked; playgroup cupboard not locked; artworks left in the room and kitchenette; floor not clean.

Playgroup, as a part of hire agreement, is required to leave room including floor clean -it often requires better sweeping and mopping.. If I have to get the cleaner to complete I am charged additional costs. The pm activity groups require a clean floor for barefoot activities.   If I could have a list of the group's leader names and contacts I am happy to follow up individual group issues from this end.

** AMANDA TO EMAIL GROUP LEADER CONTACT DETAILS TO MARG

• 4. OHS: Please report any identified hazards so I can report for response as soon as possible.

If playgroup is purchasing any cleaning products for the kitchen can you please repeat buy products, or supply MSDS (material safety data sheets) for the safety of the children and all other users of the centre.  I have supplied them for the products which were in the kitchen when the safety walk was carried out last year.

• 5. 10^th Birthday celebration: The centre sis 10 years old this year and ewe are planning a couple of ways to celebrate including a family open house and barbeque with kindergarten tour on 7^th April....more details to follow.

Recipe book: I would like to put together a recipe book of centre family contributions to with favourite family recipes so will be sending out a n electronic template for people to complete and will launch later in the year.  Would love playgroup to participate and contribute.

Next Meeting Date:

Wednesday 11^th May @ 7.30pm in "The Cottage"

Meeting Closed at: 9.14pm