Hampton Park Care Group Inc. Annual General Meeting 2013 Held at: Hampton Park Community House 16-20 Stuart Ave, Hampton Park 3976 Ph: 9799 0708 HAMPTON PARK CARE GROUP INC. ANNUAL GENERAL MEETING MONDAY 19TH MAY 2014 AGENDA 1. Welcome 2. Previous Minutes 3. Words from the Chairman, John O’Callaghan 4. Treasure’s report and annual financial statements 5. Early Childhood Report 6. Out of School Hours Report 7. Playgroup Report 8. Family Support Report 9. Program Co-ordinator Report 10. Managers’ Report 11. Election of new Board of Governance 12. Gift presentations 13. Video Presentation 14. Supper to conclude Document1 Page 2 MINUTES OF THE ANNUAL GENERAL MEETING 29TH MAY 2013 Hampton Park Care Group Inc. Venue: Hampton Park Community House Date: Wednesday 29th May 2013 1: Welcome: Meeting opened by John O’Callaghan 7.35pm 2: Apologies: Kathryn Bellis, Ann Green, Zoe Grealy, Julie Sullivan, Diana Spano, Sue Stephens, Debra McCowatt, Shirley Borlase, Wendy McClimont, Melinda Perry. 3. Acceptance of Previous Minutes: As read. Moved: Peter Hanson Seconded: Alison Kramer 4. President’s Report: As written and read by John O’Callaghan. With thanks to Ann Green, for all of her help in appointing the new manager. Thank you to Lynda Smith for taking on the role of manager with such vigour, you are making the house and committee proud. Sorry to see Kym Frost go, however thank you for all of the time you have given the committee and the house during 2012. 5. Treasury Report: As written by Ann Green and read by Tania Sacco. Ann Green would like to recommend we nominate Inside Accounting Pty Ltd for Hampton Park Care Group’s continued auditing needs. Moved: Alison Kramer Secomded: Peter Hanson 6. Early Childhood: As written and read by Queenie Tirado 7. Out of School Hours: As written and read by Jan O’Callaghan 8. Playgroup: As written and read by Sandra Palmer Document1 Page 3 9. Family Support: As written and read by Wayne Lucas Funding changed throughout the 2012 year, thank you to Jan O’Callaghan for allowing Edith the change roles and step into the Family Support department. Edith and Wayne went through a new reporting process, and will also now go through an annual accreditation process. Feeling is thinking has been great for the house. The launch of the KMG group has been successful, in particular with group mentoring. Barnados now classifies the Community House as a community partner, rather than as a funded body. This is a much better relationship than previous. 10. RTO: As written and read by Tania Sacco. 11. Manager’s Report: As written and read by Lynda Smith. Thanks to the funding bodies for encouragement and support, in particular Lynda Wilkins. Huge thanks to staff and committee for Lynda’s appointment and continued support throughout 2012-2013. Moved: Michael Scargill Seconded: Peter Hanson 12. Election of New Committee 2013 “Committee positions are declared vacant.” By Lynda Wilkens Committee positions are nominated as follows: President – John O’Callaghan Vice President – Peter Hanson Treasurer: Ann Green Secretary: Christie Stoneham Assistant Secretary: Abilasha Ruthiradas General Members: Alison Kramer, Michael Scargill All above nominations are accepted. Congratulations to all committee members. Thank you to Lynda Wilkens for conducting the election process. 13. Presentations of Life Memberships Presentations of life memberships by Diane Spencer Document1 Page 4 Sandra Palmer – has not only been dedicated to the house but has been an exceptional employee. Sandra received flowers and chocolates. Peter Hanson – A valued and dedicated member of the house, Peter is always there to help. Peter received a gift certificate and chocolates. Gifts to all outgoing committee members, each received a metal tree for appreciation. Huge thanks. 14. Guest Presentation: Trevor & Ira Turner, Peter & Lois representing Rotary Club Endeavour Hills, gave us a presentation on a Rescue Mission for Children in Mae Suai, Thailand 2011. The four presenters got involved building a school for disadvantaged girls and boys that have been taken from their homes to be used in child labour. A visual presentation depicting the hard work that Rotary and other volunteer groups have done to protect these children was a definite eye opener for the attendees at the AGM. Thank you very much for this presentation, and a suggestion to committee to sponsor one of the children. Meeting Closed: 8.43pm followed by supper. Document1 Page 5 WORDS FROM THE CHAIRMAN It is my pleasure to present the chairpersons report for this year’s AGM. Once again it has been a busy 12 months. It started with implementing recommendations from our strategic plan that we had been working on for quite a while and finalised during this time. In July 2013 was our 25th Anniversary and it was a terrific day and it was great to see past and present members of the house help us celebrate this great occasion. The former State Treasurer, Mr Rob Jolly, who opened the House in July 1988, was the guest of honour; the then Mayor Cr Amanda Stapleton and Cr Wayne Smith were also present. In November last year, we reviewed our constitution in line with the Associations Incorporations act. This was voted on at a Special resolution meeting so that our members could have the opportunity to have their say on the changes. One of the changes was to bring the committee into the modern era; we changed from a Committee of Management to a Board of Governance. Financially it has been another challenging year, however the support we receive from our funding bodies, in particular the State government and the City of Casey is greatly appreciated. This year one of our long standing and revered members retired from the B.O.G and I would like to wish Alison Kramer all the best in her future endeavours and thank her for her many years of service with us, she will be sorely missed. To the current B.O.G members, I would like to take this opportunity to thank them all for their support and dedication and also welcome our new members of BOG. Saying this we are in need of more B.O.G members, so if any of you know of anyone interested in becoming a B.O.G member please let us know. A massive thank you to all our wonderful staff and volunteers, without their dedication and hard work, the Hampton Park Community house would not be the success it is John O’Callaghan Chairperson Hampton Park Board of Governance. Document1 Page 6 TREASURER’S REPORT Good evening everyone, I would like to present the Treasurers report for 2013 on behalf of the Board of Management. This is my first full year report and to that end I have spent as much time as I could trying to get my head around the financial workings of the house to the best of my ability. I would like to extend thanks to Jan Davies, Janine Gablek, Tania Sacco and Lynda Smith for helping me try and find my feet in this role. 2013 was a watershed year for the House. We took the bold steps forward that we needed to in order for the House to grow and prosper in the future. To that end we did experience a considerable loss of $85,870.07. It became necessary to look at the big picture and take a slight step backwards in order to be able to take positive steps forward in the future. In order to put this in context please let me explain that this loss was made up of asset depreciation, Consultancy fees, Setup of an advertising/marketing program and a major computer refit. Not completing these items and pushing forward would result in us losing momentum and slipping backwards with our ability to provide viable programs in the future. We also experienced a reduced demand for services, especially in the areas of classes and Out of School Hours Care. The balance of the term deposit stayed at the $187,507.00 mark. It is necessary for me to explain that this is not “excess” funds but just the majority of our cash on hand not needed for day to day running that we place in the term deposit so as to obtain a higher interest return. The intent is to make our money work as hard as it can for us. At this time I would like to thank all our funding and community bodies from 2013. City of Casey Commonwealth Bank – Hampton Park DEECD – Dept of Education and Early Childhood Development. – This department incorporates the funding we receive as: ACFE – Adult Community of Further Education – Pre accredited training. Childcare. Capacity and Innovation Funding – final payment. DEEWR – Department of Education, Employment and Workplace Relations. DHS – Department of Human Services. Child Protection and Family Services. Neighborhood House funding. Department of Justice – Security grant. Besen Family Foundation – Dari Literacy Document1 Page 7 Lastly I would like to nominate that we appoint Insight Accounting Pty Ltd for our continuing auditing needs. Ann Green Treasurer Document1 Page 8 Document1 Page 9 Document1 Page 10 Document1 Page 11 Document1 Page 12 Document1 Page 13 EARLY CHILDHOOD I am pleased to present the report for 2013. We had a very successful year; with an increase and a steady number in the Occasional care and Pre-Kinder groups. We found there was a big demand for places for children from “Culturally and Linguistically Diverse” (CALD) families and we also had a large number of children form the “Adult Migrant English Program” (AMES) attending our service. We were able to provide 4 morning sessions of Pre-Kinder and by term four we added an afternoon session. The “Victorian Early Years Framework” (EYLF) guidelines pinpoint the curriculum that we use to delivered programs for the children. In the past few years our agenda has been to encourage our professional development so that we are able to implement the EYLF and its changes in our program. I was privilege and very grateful to attend the 2013 Early Childhood Education Conference “Together we grow-towards excellence” delivered by the Early Learning Association Australia(ELAA) which focus on continuous improvement in children’s education and care which I greatly enjoyed. Through the year we were able to provide children with a broad range of learning experiences, such as the very popular play dough, , box construction, bathing babies; home corner; book area, puzzles, Lego, blocks, dressing up; hairdressing; mechanics, variety of imaginative play; music and movements, we also provided lots of art experiences such as; painting, pasting, using clay, sand and natural materials and let us not forget the very popular out-door play, where they enjoy the sand pit; cubby house, climbing; water play; riding bikes ,cars and ball games. During the year we also were happy to provide some special incursions for our children such as the visit of The “Country Fire Authority” (CFA). Ray delivered an awareness session for our pre kinder children (“Fire safe kids program”). We also had Kerry from the Casey Aquatic Centre who delivered a “Water safety program” for the children which was full hands on, and enjoyed by all children and educators. During the year we had students from Merinda Park, TBM Training Pty and VCE students doing their placement/work experience hours with us. A big thanks to Jaiyden Watts, who was a fantastic Santa for us this year. This year we also had Peta Stevanovic and Chantal Jose our new Pre-Kinder Educators working with us. They have been a great addition to our team. We were happy to be able to purchase a variety of natural items, manipulative, construction and skill development activities to enhance our program. All of these items are appreciated by staff and children. Document1 Page 14 Many thanks to the childhood educators for providing quality care for the children. Sandra is a dedicated educator, being always ready to help and support our program. A big thanks to Pacient, Patricia, Rachael, Jessica and Wendy our volunteer staff for always, willing to help us in whatever is needed to be done. I would like to thank all of the other staff that has supported our area and me as Coordinator this year. Lynda as House Manager, Tania as Program Coordinator, Diana for always being there to help, Jan Davies and Janice as Book Keepers, the OSHC Educators and Sandra on Reception. Thanks to our Committee of Management 2013 for great support for our area. I would like to wish the new Committee all the very best for the year 2014. Queenie Tirado Early Childhood Coordinator. Document1 Page 15 OUT OF SCHOOL HOURS CARE Out of school hours has had rather an unusual year this year. Normally I am saying how high our numbers are, but unfortunately this time around I have to say our numbers are quite low. We have found that many of our families have had one parent out of work for a while and so the children have been pulled out of our program and then put back if a new position has been found. Consequently our numbers are continually changing. Our vacation care program is still well attended and we have picked up lots of new children there. In our before and after school care we drop off and pick up from 5 local schools. With the low numbers it has meant that we can do a lot more one on one with the children, which is always nice. They have been very settled and enjoyed doing a variety of activities which have included science experiments, lots of art work, different crafts, and being active out in the backyard. We also now have a garden plot at the Communal gardens at the Uniting Church and we have a group of children who really enjoy going there and digging in the dirt and keeping it all looking nice. Our own little veggie patch in the yard is popular too, but it’s funny how none of the tomato’s ever seem to get on the plates! Our Vacation care program always seems to be popular with the children being able to do as much or as little as they want. Some children just want to spend their holidays chilling out with their friends and others want to fill their days doing as much as possible. We have had visits from the Music man, Reptile encounters, the Gymbus, Stufflers, which is like build a bear and a very funny puppet show. Our excursions this year have been Roller skating, a community treasure hunt around our area, and a last minute excursion to Laser Tag. This was last minute because after the children asking for a while we had booked to go to Luna Park. Unfortunately on the day we were going in September it was absolutely pouring with rain and the wind was blowing a gale, so they phoned and cancelled us as all the rides were closed. Other activities the children did were cooking days, a pirate day, crazy hair day, different crafts, lots of games and a bike day. We had to say goodbye to my team leader Rene Sulyok at the beginning of the year. She had been a part of this house for many years and it was very sad to see her go, and she has been missed very much by us all in Out of school hours. Thank you for all she did for our program. We have also said goodbye to Tara Williams, Erica Brandt and Linda Hogan. We appreciate all that these people have done for our program and wish them well in the future My permanent staffs this year are as follows: Rene Sulyok, Kelly Yuile, Jaiyden Watts, Sandra Palmer, Olga Minotoli and Rachael Palmer. Plus we have casual workers Sarah Seeley, Tara Williams and Erica Brandt. We also have five lovely ladies that wait at the schools and collect all the children together and get them onto our 2 mini buses. They are Linda Hogan, Charmaine Barron, Jane Cameron, Michelle Nicholls and Belinda Haslet and our two bus drivers Claudia Alevizos and Lynette Michel. Thank you to you all. Document1 Page 16 My thanks also go to my Administrative assistant Janine Gablek who does all the accounts, and all the ladies in the offices Jan D, Tania and Di. To Edith Schaaf in family support, thank you for helping our program whenever you are needed and being a good sounding board. Lastly thanks go to Lynda Smith our house manager who always seems to be able to spare me some time no matter what she has on her plate and the Committee of Management for your support throughout the year. Jan O’Callaghan Document1 Page 17 PLAYGROUP 2013 has been an exciting and successful year for playgroup, we have had a large number of families attending throughout the year, and this year we have seen a rise in the number of family day care people accessing our playgroup. Playgroup gives families and carers a regular meeting place outside of their homes that is safe, secure and welcoming; this gives parents and carers a chance to meet on a regular basis in a familiar place to: To exchange thoughts and ideas on parenting To establish new friendship circles Maternal Child Health is attending playgroup every term answering parents questions and concerns We have had a representative from Tupperware attend several times throughout the year For the children to develop social skills To learn about other cultures Each term Pete’s Clothing has attended playgroup with parents snapping up lots of bargains Cranbourne integrated health attended on a regular basis, they focused on children with speech difficulties This year we have been encouraging families to recycle by using the worm farm as much as possible This year we received a new garden in the back yard from the council, at first there were a lot of issue in regards to safety and the general lack of appeal that the garden had, but as time goes by the safety issues have been addressed and the overall appearance of the garden has improved, the children are using the garden to their advantage, a lovely place to explore, touch, smell and feel as well as a great place to hide Lots of interest in the vegetable garden in particular the strawberries and tomatoes For families to develop a love of music and movement We continue to sell chocolate frogs as an ongoing fundraiser The Afghan playgroup has had a great year, our numbers have grown quiet a lot over the last 12 months. Parents are really starting to understand the importance of enrolling their children in 3 and 4 year old kinder as well as attending school on a regular basis. We have had regular visits throughout the year from the Maternal Child Health Nurse. Parents have been able to access help and advice from the careers guidance officer and Rick Comfort from Centerlink has visited several times to advise the ladies about the benefits that they and their families are entitled to. we have also had a visit from our local library. The SPPI Officer Jodie Soutter has given us lots of support and advice throughout the year. The City of Casey once again has provided a great end of year party at Myuna Farm which is available to all playgroup members and their families throughout the City of Casey. All who attended had a wonderful time. Document1 Page 18 Once again we decided to have 2 separate parties for end of year break up as this seems to suit everyone. Santa arrived bearing gifts and lolly bags for all, much to the delight of the children. I would like to express my thanks to our Santa- Jaiyden Watts who did a wonderful job on the day, children and parents were happy with the gifts that they received as well as the compulsory lolly bags, this year Santa also came along to the Afghan playgroup, I’m not sure who was the most excited about, this the children or the parents. I would like to say thank you to all of the volunteers who have willingly given up their time so regularly in particular Sandra Marks, Jessica Riddiford and Rachael Palmer, without the help of these lovely people playgroup would struggle to run, I would also like to say thank you to all staff and committee members for their help and support throughout the year of 2013. All at playgroup are looking forward to a successful and fun filled year in 2014. Sandra Palmer Playgroup Coordinator Document1 Page 19 FAMILY SUPPORT I am pleased to present this year’s Family support report. It has been a very challenging year in Family Support. During the year we had a change in department head and this always takes time for the changeover process to be completed. We took on the challenge of reporting with ISO9001 (International Organisation of Standardisation) and finalising changes in our area have been a time consuming and all-encompassing procedure. I have found our House Manager Lynda Smith, an invaluable source of help and encouragement to me during this time. Family support has been very busy during 2013, seeing many people throughout the year includes families, couples and lots of children. This includes Child First referrals which we receive from DHS and it is part of our funding. Family Support has case managed 110 clients, many of the issues covered and supported were Parenting support and Education, Child Behaviour and Bullying, Isolation and Depression, Family violence, Drug and Alcohol, Grieve and Loss, Relationship counselling and Migrant concerns. Feeling is Thinking Children’s Feeling is Thinking group is running well and we welcomed two new facilitators to run the group. I was able to successively take over the responsibility of keeping the group running with Kristy a Case manager from Windermere. We have had many children go through the HPCH Feeling is Thinking groups, 52 in the past year with many different outcomes. This group will be continuing throughout next year and hopefully many years to follow. To see the changes in the children’s lives is exciting. I am proud to be part of their lives for a short period of time and see the fun and strengths they achieve while attending the group. I would like to take this opportunity to thank the Board of Governance for their faith in me in heading this department. I would also like to thank Michael Scargill for all the volunteer hours he contributed during the year especially with IT and admin work. A big thank-you to DHS for their funding and commitment of this area and to Moritz Muckenberger for his continued support. Edith Schaaf Family Support Case Worker. Document1 Page 20 PROGRAM COORDINATOR Good evening everyone, at this time I would like to present the Program Coordinators report for 2013. I would like to start with an update on the RTO part of the House. After many years of success and then a change in eligibility criteria for students, we experienced grave concerns with the RTO part of our business. We decided that during 2013 we would put the RTO into a hiatus and research the pros and cons of continuing that part of our business. With a sad heart but a clear purpose we have decided to close the RTO. It has become obvious to us the best way to service the people of Hampton Park is to be able to offer them what they need and when they need it. So to that end we will no longer run an RTO from here but will partner with different RTO’s to provide what courses the people demand. We have partnered up with 2 members of our Learn Local alliance, Merinda Park and Pakenham, to hopefully run Aged Care and Children’s services Certificate Course from Hampton Park. We received insufficient number in the second semester to run the courses here however these people were referred to either Merinda Park (Childcare) or Pakenham (Aged Care) to enrol. We are hoping for better success next year. The Career Guidance Development Program that was started in 2012 was again run in 2013 with funding from the Hampton Park Renewal Program. Under the watchful eye of Jen Schutze we again serviced the people of Hampton Park that for one reason or another slipped through the cracks of mainstream help. We met our target for the year which was most pleasing however due to circumstances beyond our control this service will cease in 2014. This program was designed to provide users of our House the help they require to assist them into further education and/or employment and the usual cohort of people needing help could not afford to pay for career guidance. Though a number of funding possibilities were investigated, we were unsuccessful in obtaining funding for next year; therefore as mentioned the program will end. A big thank-you must be extended to the Hampton Park Community Renewal project for organising matching funding to take us through 2013 and to Jen Schutze for not only taking the program over but by becoming a welcome addition to our team and one that I’m sure will still be involved with our House into the future. We ran our usual compliment of pre-accredited classes that included English and Introduction to Computers during 2013 and managed to stretch our repertoire to include MYOB and Excel. We managed to more than double of our usual delivery of Student Contact Hours from 2000 SCH to over 5000 SCH. It is exciting to be able to provide these hours for our students. Most of our students that previously chose to enter in accredited training chose to transition into the pre-accredited ESL training either because the new rules made it so or because they just couldn’t bear to be parted from Monica and her wonderful teaching. Lastly I would like to mention the success of prototype of a Youth Pre-Employment Program that we trialled. This program was targeted at a number of different Document1 Page 21 elements. We wanted to have a partnership with the local high school, engage possible disengaged youth through employment education, promote the profile of the House and provide some win/win scenarios for us all. Three students successfully completed the pilot and one gained employment. We are hoping to obtain some funding in 2014 so as to run a proper version of the program. A big thanks to Jodie Bayley from Hampton Park Secondary College and the principal David Finnerty for his support of this program. Tania Sacco Program Coordinator Document1 Page 22 MANAGER’S REPORT 2013 has been one of exciting new opportunities and challenges. Following an Organisational Review at the beginning of the year a new Business and Strategic Plan was developed. Several key objectives were identified including; development of new programs offered and increasing IT integrity for training and work purposes. Our brand new brochure containing newly offered programs was released for Semester 2. New computer classes and particularly MYOB were popular. The decision was made to relinquish our RTO status as its retention was unviable. We will continue to reflect the needs of the community by having other RTOs deliver in our facility. Thanks to our involvement in the Casey Cardinia Alliance of Learn Local, other opportunities to gain qualifications in Childrens Services, Home and Community Care and Disability Care were offered for delivery here through partnerships with Merinda Park Learning and Community Centre and Pakenham Living and Learning. Although demographics and trends indicated these accredited courses should be popular, they did not attract enough participants to run from this venue. Our IT capability and support required has improved with the upgrade of software to all staff and learning computers. The server capacity was improved and data moved to the ‘Cloud’. Our WiFi capability is great and allows for classes to login easily. We now have phone and call out support that has been most beneficial. As part of the Business Plan new advertising banners were developed and the community buses were brightened considerably with our logo etc .expertly done. We now have mobile advertising which has resulted in enquiries for OSH when the buses are used for school trips to and fro. Thanks to Tammy Lobato Consultancy, Tania Sacco our program co-ordinator and the then Committee of Management, for giving this project the enthusiasm and support it needed to blossom. We completed the very successful Careers Development Project, funded through Hampton Park Community Renewal and the Capacity and Innovations Fund grant with a new facilitator. Many residents participated and went on to further training and/or employment. Well done to Tania Sacco and Jen Schutze for delivering such an important program! There were discussions during the year whether a community workshop would be erected in our car park area. Funding from the State Government through the Renewal Project is still pending. If it goes ahead a Mens Shed group will be a welcome user of the facility. Document1 Page 23 Our Mens Group is still operating on the first Wednesday evening of each month. The group received a volunteers grant from the Federal Government, with which they purchased vital equipment ie; laptop, camera. They also purchased a portable pool table which is used enthusiastically. The group involves themselves in supplying BBQs at community events. David Maxwell is leading the group, so big thanks to him for his voluntary contribution. It is very much appreciated. The Womens Friendship Café, steered by the hard work of Elaine Smith, has grown to an amazing number of women from many different ethnic backgrounds. The ladies enjoy sewing, craft, guest speakers and great friendships. The group has grown too large for us to accommodate so they have made arrangements to meet at River Gum Primary School and Arthur Wren hall. They appreciate our role in their foundation and it is a privilege to have been involved in the development of such an amazing community development outcome. Funding from City of Casey for community development initiatives was utilised for the development of a ‘Business Brunch’. A networking opportunity for local home based businesses. Members were mostly women with small children who could not attend mainstream networking opportunities. Approximately 40 individuals participated once a month for 6 months. Some wonderful guest speakers gave their time for the group. A closed facebook page was initiated by the group and they still stay in contact. Several members have since partnered for projects such as expos. They are a fantastic group of people who, although too busy now to regularly meet, stay in contact with us. Great success and I am very proud of that project. As part of the City of Casey’s minor capital works program new bi-fold doors were installed between the two childcare rooms. They are just fantastic, sound proof and solid. Thank you City of Casey. After many years of conversation in regard to upgrading of the facility, City of Casey have a budget to do just that. Plans and visions have been developed and continue to be revised. Works should begin in the new financial year of 2014. This was our 25th anniversary year in this building and we celebrated with a morning tea on the 24th July. It was in 1988 that Rob Jolly MP opened the building and we were honoured to have him attend our function and cut the cake. Local MP Judith Graley, Cr Wayne Smith and the Mayor Cr Amanda Stapledon were also in attendance. I will finish my report by wholeheartedly thanking the Admin staff, Jan Davies, Janine Gablek, Diane Spencer, Sandra Hoy and Tania Sacco. Without their support everyday this community would be left wanting. Also the Co-ordinators, Jan O’Callaghan, Queenie Tirado, Sandra Palmer and Edith Schaaf, thank you to you and your fantastic staff and volunteers, for your dedication to your clients, big or small. You all play an integral role in facilitating opportunities for friendship and support for everyone that walks in our door and always go beyond the call of duty. Document1 Page 24 Thank you to the Board of Governance. They are remarkable people, volunteering their time and efforts all year round, couldn’t do it without you! You have been a wonderful support! Lynda Smith House Manager Document1 Page 25