Monday, September 14, 2009

September 2009 Minutes

Date: Monday 07 September 2009

Meeting Commenced At: 7.35 pm

Business arising from the Minutes of the previous meeting:
- None

Coordinator: (Melanie)

  • Introductions
    - Welcome to Jolly Babes.

  • Outgoing Correspondence
    - Fax to BM Secondary College re cabinet specifications
    - Card & $1000 cheque to Flowerdale Playgroup re donation.

  • Incoming Correspondence
    - None

  • Open Day
    - Held Saturday 08 August 9am – 12 noon. Thanks to all who attended and volunteered their time, especially those that stayed and helped to clean up. 5 new members signed up on the day.

  • Christmas picnic
    - Sunday 29 Nov 2009 11am – 2pm
    - Picnic in Maddingley Park – budget $600. We will choose the exact location in the park closer to the day as the area used previously has been roughed up and is no longer suitable.
    - Activities - Jumping castle x 2 $190 incl supervision, face painter, ‘Merry Christmas’, a ball pit or something similar for babies.
    - More details to be discussed at the next meeting.

  • Annual General Meeting
    - Next meeting – Monday 5th October. AGM will follow normal meeting.
    - Nominations now called for all positions. Current positions will be vacated at AGM.
    - We must have a Committee to continue…no Committee = no playgroup.
    - A great way to volunteer – no experience required, most positions require very little time weekly/monthly (ie an hour or 2), sets a great example for your kids, promotes confidence, and learn new skills.
    - Don’t assume current Committee members will continue!
    - Position Descriptions have been posted on whiteboard. Nomination forms must be completed and posted in the box. Nominations close 5pm Friday 2nd October 2009.
    - Changes - Motion moved by Simone and seconded by Gretta to:
    *New position of Craft Officer (due to time and $$ invested)
    *Rename Admin 1 to Coordinator
    *Rename Admin 2 to Memberships Officer
    *Deputy roles for all positions outlined to ensure coverage due to absence
    *Possible subcommittees or general members to cover things like Christmas function

  • Incorporation
    - As per information distributed at August meeting. Unanimous vote to go ahead with Incorporation. Motion moved by Jayne and seconded by Gretta.

  • Wish list items
    Brief discussion required to clarify:-
    - Outdoor seating.
    Budget $0 (Council Summer Grant).
    Issue - Bench seating or picnic table. Church approval needed if permanent structure. Where would it be located? Issue/s – security (ie if not attached could get stolen), climbing hazard?
    Unanimous vote to go for three park benches that can be moved around and a fold up table that can be stored inside and taken out when needed, with a possible hole for an umbrella.
    - Outdoor resurfacing.
    Budget $1200.
    Area between hall and Church initially and with Church permission.
    Issue - Whilst real turf would be the ideal solution it is not practical – soil is poor, no irrigation, limited sunlight and ongoing maintenance ie mowing, so needs to be discounted as an option.
    Quote – Area A $2500, area B $1000 (or landscape), area C $2500-3500, area D $TBA
    Suggest we apply for Council grant for Area A & B? We would need to match 1:1 contribution ie $1250 or $1750
    Unanimous vote to go ahead with Areas A & B, applying for funding where we contribute 1:1.

  • Grants
    - Australian Government 2009 Volunteer grants. $21 million to give away. $1000 min/$5000 maximum. Items listed for eligibility include BBQ, fridge/freezer, outdoor furniture, printer/copier, shed, sunshade, urn, vacuum cleaner, and guillotine. Mel, Sam & Liz putting application together. Applications close 25/9.
    - Moorabool Shire Council Grant – Summer round
    · Closes 30/9/09
    · See resurfacing?

Administration: (Kimone)

  • Playgroup Victoria (“Family Details Part 3”) forms received from Playgroup Victoria. We will be following up with Group Leaders re lapsed members status

  • Multiple Marshians are going fortnightly from Sept. They will probably finish up at the end of the year.

  • New groups – Jolly Babes & new Wed group alternating with Multiple Marshians = 18 groups

Treasurer: (Sam)

  • Financials. See attached. Great new format that is easier to understand.

  • Audit of Accounts – still trying to contact Gretta’s father.

  • Bank reconciliation completed for year ended 30 June 2009. Prepared by Sam, approved by Mel.

Fundraising: (Liz)

  • Toy catalogue orders incl payment due tonight
    -Vouchers raised will be used for wish list items – basketball ring, toy shopping baskets & dress ups for boys

  • Mattel toy sale – waiting until we are incorporated before sending a letter to apply for the Mattel sale. They have minimal time slots available prior to Christmas.

Purchasing: (Sam on behalf of Helen)

  • Major craft order placed this month, to stock up for Christmas and with paper, etc.

Church: (Blair)

  • Church / Playgroup Agreement – hoping to make it onto the Church agenda in two weeks.

  • Incorporation – Church Council – as above

  • Reverend Blair has resigned and will be finishing up at the Church at the end of the year. It may take some time to find a replacement for his position.

General Business

  • Craft – Spring or football theme. Please place examples on the yellow cupboard.

  • Mirror for dress ups – should be installed soon.

  • Dolls house has been completed, but is waiting for the furniture. Thank you to Liz.


Monday, 5 October 2009 @ 7.30pm (Annual General Meeting follows normal meeting)