May 2009 Minutes

Date: Monday 04 May 2009 Venue: Fellowship Hall
Present: Kimone (Terror Tots / Admin 2), Samantha (Puddleducks), Liz (New Tots on the Block), Terhi (Maxi Kids), Karen (Bright Sparks), Julie (Little Marshians), Michelle and Beth (Little Gems), Gretta (Busy Bees), Vicki (The Kids Club), Sue (Munchkins), Sarah (Yummy Mummies), Amber (Marsh Minis), Christina (Marshmallows 2007), Reverend Blair (Church).
Introductions: Little Gems – started 08 April
Apologies: Melanie (Terror Tots / Coordinator), Mavis (Church), Multiple Marshians
Meeting Commenced At: 7.35pm

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

Coordinator: (Kimone on behalf of Melanie)
Outgoing Correspondence
1. Thank you to Catherine King MP for the Easter baskets. An additional Easter basket was available for a group that may have missed out. Terhi from Maxi Kids accepted this, as nobody else mentioned that they were missing one.
2. Letter to Church Re playgroup sign on fence (to go to Church Council in May 09)
3. Donation to the Victorian Bushfire Appeal
- PGV advises that they have been inundated with toys. Cash donations to PGV Vic Bushfire Fund can be made to support playgroups. 3 sites were lost and more mobile units are required.
- Initially a discussion took place and a vote was taken on an amount of either $500 or $1000. The majority voted for $500, however, further discussion was entered into regarding items on the Wish list which were regarded as unnecessary. A second vote was taken with the majority voting for a donation amount of $1000, with Terror Tots, Puddleducks and New Tots on the Block voting against the motion. Motion put forward by Amber and seconded by Sue to donate an amount of $1000 to the Bushfire Appeal.
- The payment of $1000 to PGV for the Victorian Bushfire Appeal needs to be made as soon as possible.

4. Secretary position
- Due to personal commitments, Jayne Runge has resigned as Secretary effective immediately. We thank Jayne for her contribution and hard work to date. We now seek someone to take over the interim role of Secretary until the AGM later in 2009. A Position Description /nomination has been placed on the notice board. A by election will take place at the June meeting. In the meantime, Liz has offered to undertake the role as Secretary.
5. Cleaning of hall
- As briefly discussed at April meeting, 2 proposals to consider:-
A. Once off and thereafter twice annual clean of chairs & tables, high dusting, clean skirtings budgeted for July 09 @ $90 (as per quote).
B. Cleaner in the hall weekly. Duties could include:- thorough vacuum, mop, highchairs, change table and rotation list of jobs ie clean toys, skirtings, etc. Quoted @ $60 per week for 2-3 hrs work. This should reduce the time taken to clean at the end of your session but would not eliminate it altogether. We would all still need to spot clean (mop, vacuum, wipe) after use.
- If proposal 2 is agreed, how would we fund this? (@ $60 week = $3120 pa). Suggestions: - $30 per family per annum cleaning levy (will provide approx $3000pa), $0.50c per family per week fee increase (approx $2600 pa and take something off wish list?).
o A lengthy discussion took place as to whether cleaners were necessary at all. As a result, the second proposal was rejected, as it was deemed to be unnecessary (in part) due to the additional cost. The first proposal was accepted as necessary due to health and safety issues and lack of equipment for dusting high on the ceiling and lights.
o A discussion on frequency came to an agreement of quarterly, which it is expected would increase the cost of the 1st proposal by $180, to $360 per annum. Sam suggested that this increase in cost would not affect the current budget a great deal. A new quote for quarterly cleaning to be sought.
o Further discussion took place regarding the toy storage boxes, which are one of the more time consuming jobs on the cleaning roster. A suggestion was made that the storage boxes be put on their own roster so that all groups are aware of the need to keep them tidy and clean at all times, therefore sharing the pain and negating the need for one group to spend more time cleaning than others.
o Motion put forward by Sam and seconded by Sarah to bring cleaners in quarterly at a projected additional cost of $180 per annum.
Policies
o Privacy Policy & Allergy Policy due
o Further time needed for research & compilation to make sure the wording is right, but not too onerous. We will circulate drafts during the month to Group Leaders for comment at June meeting.
Draft Budget and Wish List
o Due to lack of communication between group leaders / meeting attendees and the members of their groups, there was a general lack of awareness about the details of the Wish List, even though it has been discussed in detail at previous meetings. With a donation amount of $1000, there is expected to be a budget shortfall. The budget needs to be reviewed (in particular, wish list items will need to be reconsidered; either removed, sourced at cheaper prices or donated).
o An enlarged copy of the Wish list will be placed in a prominent position in the hall so that every group can discuss it in detail by the next meeting. Please identify any items which can be removed because someone is able to donate them, or offer an affordable alternative or avenue of procurement which can bring the budget down.
Draft (2nd) budget for the year period 1 July 2009 – 30 June 2010
· Budgeted income for year - $8900 ($6900 weekly fees & $2000 Church fees).
· At this stage, no fundraising budget for.
· Budgeted expenses for year - $8680 ($10680 - $2000 church fees paid)
· Contingency of $500 allowed for all year
· Budgeted end of year surplus - $665.
· Please Note – current budgeted amount to PGV Bushfire appeal = $300.
Wish List 08/09 (2nd draft)
· Items 1-15 included in July 2009 budget
· Items 17 & 18 included in November 2009 budget (in time for outdoor weather and toy sales)
· Items 19-23 included throughout year and in conjunction with Church
· Items 24 -26 will be carried over to 2009/2010 for consideration.
· Note – fridge figure not reduced to $300 (Apr meeting) as we need to have a fridge big enough for functions/parties to use the hall (if required at a later date). A bar fridge would not be adequate for this.

Action:
· Secretary position
· Cleaning Proposal (quarterly)
· Donation to the PGV Vic Bushfire Appeal
· Budget 1.7.09 – 30.6.10
· Wish list 08/09
By Whom/When:
· All groups to consider for next meeting
· Melanie to seek new quote for quarterly cleaning
· Melanie / Samantha to pay ASAP
· All groups to discuss by next meeting
· All groups to discuss by next meeting

Administration: (Kimone)
o First Aid Course – 20 June, 9am to 1pm in playgroup hall
o Minimum of 10 people required to run course
o Pre-payment is required to ensure numbers. $50 per attendee due at next monthly meeting on Monday 01 June 2009.
o Additional details of what the course covers to be provided for those who were not around last time it was run.
Action:
· Provide additional information on course
· Pre-payment for First Aid Course
By Whom/When:
· Kimone
· All attendees by next meeting

Treasurer: (Sam)
o Audit of Accounts – Sam has found a quote for $500, which all agreed was too much for an audit of the size we require. A notice to be put up asking if anyone is an accountant themselves or knows someone who can offer to do the audit for a cheaper price.
o Weekly fees received for March - $481.00
o Expenses paid in March $141.78
o Current balance is $3265.97
o Hall fees are due to be paid to the Church this month
Action:
· Put up notice regarding audit
By Whom/When:
· Melanie / Samantha

Fundraising: (Liz)
o The brochures for Social club books will be available on Friday, with orders and payment required by 01 June, at the next meeting.
o Further fundraising is currently on hold until the Budget and Wish List have been finalised and any necessity discovered.

Purchasing: (Sam on behalf of Helen)
o Mothers Day craft is in the cupboard ready to use – fans for the children to paint or draw on and cards to make book marks
o Play gate – Sam has been able to procure a safety gate for the hall door for a very reasonable price, which will be fitted before the end of the week. It may be able to stay in place once it is up, though was purchased with a view to removing it after each use.
o A safe mirror for the side of the dress up cupboard is still trying to be found.

Church: (Blair)
o The Church fete on 02 May went very well, making approximately $6000 (usually $4000)
o Not sure of the figure that the Jumping Castle contributed, however, it lowered the median age of the crowd and was therefore a success.
o Reverend Blair mentioned that he and Melanie need to have a discussion regarding the relationship between the playgroup and the Church before we went ahead with purchasing big ticket items, ie fridge.
Action:
· Discuss relationship between Church and playgroup
By Whom/When:
· Melanie and Reverend Blair

General Business

o Baby toys – please make sure that baby toys are kept separated from the general toys and that baby toys are put back in the red cupboard after use (Liz). The groups with babies would like a note put on the boxes to remind them.
o Website/blog – Blair and Sam are hoping to meet this month to proceed further.
o Christina from Marshmallows 2007 asked whether it was feasible to have fresh milk each week instead of UHT. General consensus was that UHT was easier to provide and have in stock than fresh, but groups were more than welcome to bring their own.
o Yummy Mummies used their Easter Basket as the prize in a raffle and raised $110. This has been put forward to make up the short fall towards the $1000 donation to the Bushfire Appeal.
o The outside gate will be replaced on Saturday 09 May.

MEETING CLOSED AT 8.45pm


NEXT MEETING
Monday, 01 June 2009 @ 7.30pm


Minutes approved by: Kimone Stacey -Missen (as coordinator)

April 2009 Minutes

Date: Monday, 6 April 2009

Venue: Fellowship Hall
Present: Melanie (Co ordinator & Terror Tots), Kimone (Administration & Terror Tots), Liz (New Tots on the Block), Gabrielle (Yummy Mummies), Amber (Marsh Mini’s), Olivia (Nat Parenting), Gretta (Busy Bees), Rev Blair & Mavis (Uniting Church), Adele (Bright Sparks), Lisa (Marshmallows), Yvette (Multiple Marshians), Elise (Munchkins), Julie (Little Marshians)

Introductions: New group starting 8 April
Apologies: Jayne Runge (as Secretary), Sam (Treasurer & Puddleducks), Maxi kids
Absent: Kids Club

Meeting Commenced At 7.35 PM
Business arising from the previous Minutes of the March meeting
The donation made in lieu of payment to Marg Bennett (Clown) to the “Darley Neighbourhood House”, should have read “The Neighbours Place”.
Interim budget – approved. Motion moved by Kimone, seconded by Amber.
Coordinator (Melanie)

Teddy Bears Picnic
Held 22 March 2009
Good weather and good fun had by those who attended, but very disappointing attendance – 16 families attended (from 100+)
Lions Train didn’t turn up.
Some groups felt the event didn’t cater to babies very well, which was why they didn’t attend. Suggestions were made for an entertainer, music or ball pit for next time to remedy this.

Donation to the Victorian Bushfire Appeal
· PGV advises that they have been inundated with toys. Cash donations to PGV Vic Bushfire Fund can be made to support playgroups. 3 sites lost.
· Initially $300 was suggested as a suitable donation amount. A proposal to lift this amount to $1000 was put forward by Amber. A final figure will be endorsed at the meeting in May after all leaders discuss the donation amount with their groups.

Toy Donations
· We gratefully accept all toy donations. We ask that all toys for donation be clean and left in the kitchen for the attention of Helen (Puddleducks). Helen & Sam will decide if they are safe for use and where they should be stored etc.
· We currently require small sized low heeled shoes for dress ups (ie teenage girls or ladies Size 6-7), train set (or pieces of) that match our existing set (ie Aldi or Ikea).
· Baby toys have been separated from the other boxes of toys in the hall, cleaned and disinfected, and placed in the red cupboard for groups with babies to take out when required. The baby toys have been separated further into two boxes and labelled with the applicable box. ‘0’ for 0 to 6 months and ‘1’ for 6 to 18 months olds. A request was made that the groups with babies clean or wipe the toys down before storing them away again after each use. A big thank you to Mel for undertaking the initial clean of the baby toys over the last couple of weeks.

Fundraising Officer
· 1 nomination received from Liz Strike, New Tots on the Block. Motion moved by Kimone, seconded by Elise to accept Liz as Fundraising Officer effective immediately.

Stockdale & Leggo board
· Church Council has advised that whilst they are not opposed to a sign, it cannot contain any advertising or business logos. Therefore, Stockdale & Leggo are no longer interested.
· Suggestion that we approach the Church for permission to erect our own sign on the playground fence facing Foodworks (ie “Join Playgroup 5367 1234”)? Motion supported by Amber, seconded by Adele.
· Suggestion that the sign needs to read ‘Individuals and groups’ as well as the phone number. The Church’s phone number is agreed as the best to use, as it will remain consistent.
· Julie’s husband is a sign writer, so if permission is granted from the Church and once content is confirmed, we can approach him regarding a quote to produce the sign.

Church Fete – 2nd May
Jumping Castle offer:-
· Operator will waiver the hire fee
· Charge a pay-per-ride fee of $3 per child.
· Split the day’s takings equally between the operator and playgroup.
· We would also not charge to have a staff member supervise the castle
· No risk, guaranteeing you a profit and minimal, if any, need for volunteers.
· Castle - Scooby-Doo (larger and can fit more children on at once)

Agreed to proceed, however, need to drop the price to $2 per ride ($1.5 to operator, $0.50 to Church or $1 each if operator agrees). As our current bank balance is good, suggestion made that all playgroup profits from the day be donated back to Church.

Mavis from the Church is worried that parents spending lots of money on the jumping castle will therefore not have money to spend at the fete. It was suggested that the jumping castle might bring more families to the fete as well though.

The jumping castle would need to be set up in the car park, in full view of the road to attract parents.

Mavis will seek approval from the Church Council on 7th April to undertake this activity.

Draft budget for the year period 1 July 2009 – 30 June 2010
· Budgeted income for year - $9740 ($7740 weekly fees & $2000 Church fees).
· At this stage, no fundraising budget for.
· Budgeted expenses for year - $7795
· Contingency of $500 allowed for all year – is this enough or $1000? Agreed to leave it at $500 for now
· Budgeted end of year surplus - $4390. Remember we are not for profit!

Wish List 08/09
Items 1-16 included in July 2009 budget
· Butter knives removed from wish list as some have already been donated by Liz. Request for other cutlery to be donated if available.
· Budget for toy foods, saucepans to be increased from $50 to $100 to include new storage unit
· Wooden train set removed, as buildings are required more than track. Kimone to donate some buildings and Liz to make some.
· Suggestion made to look in the St Bernards Op Shop for plastic dolls and clothes
· Dolls house to be redecorated and refurbished, with furniture acquired to suit Barbie doll size dolls

Items 17 & 18 included in November 2009 budget (in time for outdoor weather and toy sales)

Items 19-27 discussed at meeting re priority, funding and timing
· All outside and kitchen items may require discussion with Church
· Repairs to kitchen drawers put at top of list, due to safety concerns. Adele to approach her father in law regarding a quote for repairs. Budget reduced to $500, as other cupboards not currently
requiring refurbishment.
· New fridge second on list. Bar fridge agreed as suitable size and budget reduced to $300
· Repairs to sand pit to stop sand pouring out third on list.
· Replacement of surfaces (soft impact or artificial turf) fourth on list (with remaining funds to be
invested until year 2 or 3 for this to occur and depending on church assistance).
· Hook on door of shed removed from list, as the padlock can be used to secure door against
fence.
· New locks to be purchased for shed, as small one is too small.
· Timber outdoor table with seating for adults to be tabled as possible funding project through the
Shire later in the year.
· Any items that do not get up this year will be carried over to 2009/2010 for consideration.

Action:
· Donation to the Playgroup Vic Bushfire Appeal
· Fence sign - follow up with Church
· Church fete - follow up with Church
· Budget 1.7.09 – 30.6.10
· Wish list 08/09
By Whom/When:
· All group leaders to discuss the donation amount with their groups
· Melanie
· Mavis & Melanie
· May meeting
· May meeting
Administration (Kimone)
· First Aid Course – 2nd May (clashes with Church Fete), so needs to be rescheduled
· Request was made for a Sunday afternoon session, as Saturdays are hard for some parents
· Suggestion was made that Playgroup cover the entire or partial cost of the first aid course to encourage participation. A vote was taken, with 7 people voting for the cost to remain the same and 3 people voting for the playgroup to cover the cost and reimburse the six people who paid during the first session. Melanie suggested that Amber add the first aid funding to the wish list for next year so that it can be discussed again.

Action:
· Reschedule First Aid

By Whom/When:
· Kimone

Treasurer (Sam)

Church fee – now $20 per family per annum due TODAY (6th April) and no concession rate.

Weekly fees received for March - $508.40

Expenses paid in March $1013.06

Current balance is $3122.75

A schedule of weekly fees paid per group for January and February was provided with a calculation of the average number of families per week per group for the month of February paid. A total of 63.55 families paid (out of a possible 100+) to attend for the month.

Fundraising (Vacant)

Nothing to report.

Purchasing (Sam on behalf of Helen)

· Dress up cupboard installed and in use. (A big thank you to Melanie and Owen Tudball for several hours of assembly.)
· Easter & Mothers Day craft purchased. Easter masks in bottom of craft cupboard.
· Mothers Day craft to be taken from surplus box closer to the day.

Church (Blair)

· Church schedule for the Easter period is on the Community Notice board
· Church in the park went well
· The Church magazine is also on the notice board for everyone to look at
· Working bee on 18 April, in preparation for the Fete on May 2. A display of miniature living will be in the Playgroup hall and a DVD of Queen Mary’s doll house will be in the Church, with a donation box
· The Church has confirmed that there will be no discount to the Church fee for this year. $20 per family. Several members mentioned that they had concession holders who were disappointed with this. The committee has discussed several avenues for reimbursing concession holders; however, consensus was not reached. Attendees at the meeting were to go back to their groups and speak to their members. Any further issues can be raised with Melanie or Kimone privately on mellytud@ofx.com.au.

General Business

· Website/blog (Chelsea & Sam) – some work has been completed and Sam and Chelsea are working with Reverend Blair to continue this.
· The outside gate is to be replaced before the end of April. It has already been ordered.
· The play pen gate on the hall door needs to be looked into, as some small children are able to open it.
· Brat Pack is changing their name to Busy Bees, as they are no longer brats!
· Cleaning the hall is still an issue, with several groups mentioning the time it takes to do a proper job. Liz suggested having a professional cleaner come in regularly to do a thorough clean of floors, chairs, tables, etc, however, this would not negate the responsibility for each group to at least vacuum after each session to remove small sequins and other objects that could be harmful to babies and toddlers. This is to be further discussed at the May meeting.
· The artwork displayed on the storage and craft cupboards to be removed and rotated more regularly.

Action:
· Cleaning issue
· Play pen gate @ entrance door
By Whom/When:
· May meeting
· Melanie / Sam
MEETING CLOSED AT 9.20 PM
NEXT MEETING
Monday, 4 May 2009 @ 7.30 pm