District Matters Feb 2016

MattersDis

tric

t

February 2016

District Matters1 Hold your mouse over text and images

to find clickable website links email addresses and downloads

2 Additional Downloads are on the last page

Contents ʞ World Thinking Day 2016 ʞ Biscuit Campaign 2016 ʞ Membership Fee Increase ʞ GGQ AGM ʞ How to Register for Online Events and

Trainings ʞ Scroggin ʞ Kindilan Update ʞ Audit Reports 2015 ʞ Hire of Girl Guide Huts ʞ Internet Banking ʞ Membership Enquiries ʞ Important Grants Information ʞ Grant Applications ʞ Database ʞ Website Update ʞ Guide Supplies Website ʞ Service Opportunity ʞ Positions Vacant ʞ Excess Stationery ʞ ADDITIONAL ATTACHMENTS ʞ REMINDERS

Attachments ͵ Grant Writing Applications ͵ Blue Card Reports (Nov-Jan) ͵ 2014 Audit Reports ͵ Positions Vacant ͵ Stationery List ͵ Sunsmart Initiative ͵ Trials and Tribulations ͵ Audit Report Forms

Posted items ͵ Membership Cards and Receipts

Regards Paul Nicholls State Executive Officer E PaulNguidesqldorg

ATTACHMENTS

DOWNLOAD PDF

CLICK HERE if you prefer to

read District Matters as a PDF

The 2016 World Thinking Day theme is lsquoConnectrsquo and Girl Guides Queenslandrsquos theme for 2016 is about getting connected

We live in such a busy world This Thinking Day theme Connect is such a wonderful reminder of how important it is to be connected As a Guide we belong to 10 million other sisters across the world in over 147 countries How amazing What an exciting connection and how wonderful to have a day dedicated to thinking about others and to appreciate our connections

Please visit the WAGGGs website for some great ideas The pack built on the theme of lsquoConnectrsquo invites you to explore and celebrate the meaningful connections that make our lives better whether to the people closest to us to a place we care about or to a Girl Guide or Girl Scout friend on the other side of the world

I look forward to hearing about your activities and to connecting with many Guides at South Brisbane Musgrave Park Stay Connected

BISCUIT CAMPAIGN 2016Our biscuits are being baked early March They will be packed and dispatched with a delivery time of mid-April I will have more information of deliveries and the new improved system that has been developed to ensure hassle free deliveries More information we be supplied in the next edition Any questions contact CarolMguidesqldorg or 3357 1266

In Brisbane we have secured a banner site on the inbound structure of the Story Bridge from 18 April to 1 May And for the very first time the Story Bridge will be decked out in blue and yellow lights from 26 ndash 30 April This will be promoted on radio and social media

The 2016 Girl Guide Biscuit range is all NEW with more options and flavours

to order

Traditional biscuit $350 RRP 230g packet - 24 pktcarton

Loved by the loyal Girl Guide biscuit buyers A sweet - but not too sweet - biscuit they wont feel as guilty eating this one Ideal for morning and afternoon tea when consumers are more likely to choose a plainer biscuit Great to use in cooking and especially our Girl Guide recipes

Mix it upMany Girl Guide groups order a mixture

of biscuits and then create mixed cartons for the Guides to sell This lets everyone have a chance at selling each

of the fabulous flavours

Triple chocolate $350 RRP 190g packet - 24 pktcarton

This is a perfect evening treatA delicious fancy biscuit Try it warmed in the microwave for a few seconds or for a simple dessert bake marshmallow between two biscuits and you will have the best smore - YUM A favourite for families this one

Shortbread (GF) $400 RRP 160g packet - 24 pktcarton

This is a delicious butter shortbread with the added bonus of being gluten free It will be popular with all shortbread fans so there is no need to buy something separate for the gluten intolerant in the family Lots of people are choosing wheat free diets these days so this will be a popular choice Ideal for morning and afternoon tea and great for when you have guests drop in

Bush buddies $450 RRP 8 x 25g snack packs per packet 9 pktcarton

Similar to the minis these are bite- sized animal shaped biscuits in little bags Ideal for putting into lunch-boxes having on hand in the car or in your handbag for a quick snack when you are out and about Both little and big kids will love the cute shapes ideal for families with children A lovely choc flavour will be a favourite

Deciding which biscuits to order for your group can be a tough decision We are confident our entire 2016 range will be a hit with your community as weve covered all tastes There is the classic Traditional vanilla biscuit for our loyal supporters the Triple Chocolate indulgent biscuit for those who prefer something a little bit fancy the buttery Shortbread because well everyone loves shortbread and it gives us a gluten free option and of course Bush Buddies our bite-sized choc biscuits which we know families will love Chat with others in your team and ask yourselves which biscuits traditionally sold best for your District or Unit the chocs or the plains Consider running a survey with the families in your District or Unit to find out what they think will sell best Dont be afraid to try the new flavours Think about who you typically sell to and keep in mind the carton quantities too

If all else fails order one carton of each biscuit per every three girls in the unit and see how they go we know you wont be disappointed

Thinkbull Traditionally which biscuits sold

best for your District or Unit The chocs or the plains

bull Consider running a survey with the families in your District or Unit to find out what they think

bull Think about who you typically sell to and what will work for that market

bull Keep in mind the carton quantities

about

Not sure what Herersquos some information to help you decide what to order


to order



















about


BISCUIT 2016 POSTER AND VIDEO COMPETITION

MESSAGE FROM GGAbull Could your unit be the design inspiration for the 2016 Biscuit Campaign

bull Can you see girls and young women from your region producing our next video ad

bull Is your patrol ready to unleash their creativity skills and be the driving success of the 2016 Biscuit Campaign

Then we need you to spread the word to all Girl Guides about our new completions to help us grow our primary fundraiser ndash the Biscuit drive We are looking for budding designers and video producers to design a fabulous poster and incredible video ad for this yearrsquos Girl Guide Biscuit Campaign that tell the world how important this fundraiser is for girls across Australia

We are looking for a whole new look for our Biscuit Campaign We want our Campaign to really reflect the voices of Girl Guides across Australia and highlight our new Biscuit range in 2016

POSTER COMPETITIONThe poster is a key tool for our campaign Traditionally the campaign poster has been put up in unit halls and huts around Australia offices of parents and guardians at schools and other community groups to promote the biscuit fundraising drive

We are looking for a creative design that ʞ communicates why this biscuit campaign is so important ʞ speaks of the spirit of Girl Guides ʞ tells the story of the new biscuit range ʞ can be produced in an A3 high gloss full colour format

VIDEO CLIP COMPETITIONFor some years Australian Girl Guides have developed a series of TV commercials to support our biscuit campaign

How times have changed

Now we know that girls and young women from across Australia are very savvy with cameras (phone or otherwise) and You Tube

So we are giving the ldquopower to the peoplerdquo and asking our Girl Guides to come up with the next video clip to promote our fundraising campaign This video should

ʞ Be 30 to 45 seconds in length ʞ Be suitable for playing via You Tube or other online video viewing sites (eg GGA

website Facebook twitter and vimeo) ʞ Tell the community about why Girl Guides is great and why the fundraising through

biscuits helps Girl Guides ʞ Reflect the spirit of Girl Guiding and represent our movement positively to the

public

SUPPORTING MATERIALSTo assist our budding graphic designers and production crews a full set of graphic materials can be downloaded from the GGA website here Those entering should note that whilst it is not compulsory for the submissions to use any of these graphic materials the winning designs will have the GGA Logo and other biscuit branding placed on it

ENTRYDoes this sound exciting Want to get involved FANTASTIC

All the entry details are on the GGA website here Please read carefully the terms and conditions of entry Girls who are under the age of 18 will need to get written permission from their guardianparent to enter ndash particularly important if you are using images of other girls All entries will need to comply with the Girl Guides Australia Guide Lines in relation to media and image use (all girls images that are included in submissions will need to have permission to use them)

The winning designs will be used as the primary tools to promote our biscuit campaign The poster will be professional printed and distributed across Australia and the clip will be promoted across Australia and used to engage media in our campaign

They will be crucial tools in driving the success of our campaign and generating much needed resources for your girls Get your girls involved in this great opportunity to make a real difference to Girl Guides and girls throughout Australia

Here is the link for more details entry conditions and the necessary forms Good luck

httpwwwgirlguidesorgaunews-eventsnational-eventsgirl-guide-biscuit-competitions-2016html

MEMBERSHIP FEE INCREASE FROM 1 JANUARY 2016A reminder that all membership fees increased from 1 January 2016 This was the first fee increase since July 2014 There was an increase of $5 per annum across the board New annual Membership fees from 1 January 2016 are

PREVIOUS FEE MEMBERSHIP CATEGORY NEW FEE

$15000 Youth (1st year) $15500

$12500 Youth Renewal $13000

$15000 2nd Daughter (1st year) $15500

$12500 2nd Daughter Renewal $13000

$9500 3rd Daughter (1st year) $10000

$7000 3rd Daughter Renewal $7500

nil 4th or more daughters Nil

$15000 Adult (1st year) $15500

$12500 Adult Renewal $13000

$13000 Lones and Nowra Region Members (1st year) $13500

$10500 Lones and Nowra Region Members Renewal $11000

$8500 Lones and Nowra Region - 3rd Daughter (1st year) $8500

$6000 Lones and Nowra Region - 3rd Daughter Renewal $6500

$7500 Girl Guides Queensland Supporter $8000

$125000 Life Membership $130000

$18500 Support GroupDST $19500

$5500 Trefoil Guild Members $6000

$3000Queensland on the Go Subscription (included with adult membership)

$3500

There is a $25 administration fee to re-instate a membership once it has expired (after 3 months)

Financial assistance is available via the GGQ Cork Fund (renewing memberships only) The Get Started vouchers are available for both new and renewing memberships Details are

ʞ Round 7 of the Get Started vouchers has closed Vouchers must be presented to a registered club by 6 May 2016

ʞ Round 8 of the Get Started vouchers opens 13 July 2016

INVITATION TO AGM Due to an early Easter this year our 96th AGM will be held on Friday 18 March at a new venue ndash Hanrahan Theatre Villanova College 24 Sixth Avenue Coorparoo This beautiful theatre offers ample free street parking and no hectic peak hour CBD traffic It will commence at 7pm If you will be attending please

RSVP Carol by Friday 11 March for seating and catering requirements

Supper will be served after the AGM This will then be followed by a Special State Council meeting to discuss and vote on the proposed new Constitution All State Council members are invited to particiapte

If unable to attend teleconference links will be availabe Please notify Carol with your email address by 11 March Again please register online if you will be attending or not

wwwguidesqldorgagm

HOW TO REGISTER FOR ONLINE EVENTS AND TRAININGSThere are help guides to using key feautures of the GGQ website available from wwwguidesqldorghowto including the attached

How to register for online events and trainings

REVIEWING THE AGP - UPDATE CONT

NEW VENUE Villanova College

Hanrahan Theatre

96TH ANNUAL GENERAL MEETING

New Venue

CORDIALLY INVITES YOU TO ATTEND ITS

DATE CLAIMER ndash SCROGGIN 2016 30 September to 3 October

Please keep the long weekend in October 2016 for the next Scroggin It will be an action packed weekend Pick those events and activities you wish to be involved in

ʞ Learning Partner update ʞ Outdoor skills assessor update ʞ Region Consultants day ʞ Adult only ldquocome and tryrdquo Outdoor skills ndash abseiling canoeing high ropes

low ropes archery rock climbing outdoor cooking geocaching photography hiking expedition canoeing expedition and more

Full time and part time options will be available Register your interest and to request for other activities please email outdoorsguidesqldorg

KINDILANIf you have not been to Kindilan lately prepare yourself form some wonderful changes

ʞ Kinta has been refurbished ndash new floors new painting throughout new bathrooms and showers and new landscaping It looks fantastic Current and potential clients are very excited at the transformation

ʞ A low climbing wall has been constructed beside the abseiling tower This allows participants to practice while waiting their turn on the tower A great addition

ʞ Both Kindilan and Koona halls have been painted throughout They are brighter and very welcoming

ʞ Many other refinements have also happened ndash just look out for them on your next visit

Thanks to Jenny Neumann (our new Kindilan Manager) and her dedicated team

AUDIT REPORTS FOR 2015New forms have been prepared for the 2015 audited reports Samples are attached Please use these Old forms or different forms will no longer be accepted

Go to wwwguidesqldorgforms under the finance tab

ʞ QFFI0816 ndash Units and District use ʞ QFFI0916 ndash Region use ʞ QFFl1016 - Support Groups

These forms include a change to Policy on who can sign off in the Auditorrsquos Certificate panel bottom right corner on each form Policy 22143 was amended at the last Board meeting

The updated policy now reads

Conflict of Interest

ʞ The person or company to be appointed as an auditor for Unit District or Region accounts must not be a signatory or a partner or family member of a signatory manager leader or support group person of the account or associated with the account

ʞ No member of a district should audit any accounts of their district ʞ Care should be taken at all times to ensure that the auditor has no conflict of

interest when auditing any guide accounts

Decisions regarding the appointment of Auditors must not be in breach of ldquoConflict of Interestrdquo

Avoiding actual potential and perceived conflicts of interest is fundamental to ensuring the highest levels of integrity and public trust An actual conflict of interest is one where there is a real conflict between a personrsquos public duties and their private interests A potential conflict of interest arises where a person has private interests that could conflict with their public duties A perceived conflict of interest can exist where a third party could form the view that a personrsquos private interest could improperly influence the performance of their duties now or into the future

HIRE OF GIRL GUIDE HUTSWe have 148 huts currently located on land owned by the Department of Natural Resources and Mines (DNRM) or local councils Times are changing Councils are becoming very serious about how frequently our huts are being used for Guiding activities Where they are under utilised they are starting to pressure for more community use In some cases they are insisting we encourage greater involvement by local community groups

As a charity we receive several financial benefits from Councils and DRNM Councils are happy to maintain this situation but not on the basis that our huts sit idle for the majority of the week It is happening with Councils in Brisbane Moreton Logan and on the Gold Coast Lease terms can be reduced if we are not seen to be actively encouraging more community use

The obvious benefits for Guides are that more income will help to pay for insurance utilities and maintenance So please look at the usage of your hut If it is only Guides using the hut each week you need to be seeking other community groups to hire your hut on a regular basis As an example a District of 20 Guides using a hut once a week is going to attract the attention of the Councils ndash if not now ndash very soon Please be proactive ndash if you need assistance contact me directly

Then when you have a tenant there are forms that must be completed and signed by State Office I am sorry that this is another form but it really is straight forward and it is there to protect the District in the event of a problem

Depending on the circumstances you will need to complete one of these

ʞ Licence to occupy (to be used by any group or individual who have public liability insurance)

ʞ Licence to hire facility agreement (to be used by any group or individual who do not have public liability insurance)

Both forms are available - together with explanation on when and how to use - on the GGQ website at wwwguidesqldorgFormsandResources

Again any questions please contact LesleyJguidesqldorg or myself

INTERNET BANKINGSince the Board approved Internet banking many Regions and Districts have reaped the benefits of convenience and efficiency of this facility For those wishing to utilise internet banking the same rules as traditional banking apply

ʞ The bank account must be set up so that 2 electronic signatures are required for every transaction

ʞ No two family members can sign the same transaction ʞ You will be required to print monthly bank statements to meet audit requirements

Contact your bank for assistance as every bank has a different way of managing electronic banking As you will be setting up a new way of banking it would be a good time to look at the bank accounts that you currently have and if you need all of them It would also be a good time to look at formatting the name on your bank accounts to read Guides Qld helliphelliphellip District (if you have not already done so)This is desirable but not essential

To eliminate issues that have arisen in the past Region Managers should ideally be one of the signatories on all District accounts Not necessarily as a ldquoworkingrdquo signatory but as a person who can assist with changing signatories if others leave the District or GGQ At the very least the Region Manager needs to be given advice on who are the electronic signatories for each District account

It is very important that updated GGQ Policy and Procedure should be followed all times

ʞ Monies received must be receipted and banked in a GGQ bank account as per Policy and Procedure 22134 - all banking must be carried out on the next business day in order to comply with our insurance requirements All membership moniesforms received in the UnitDistrict must be forwarded to GGQ as soon as possible - and no longer than fourteen (14) days after receipt

ʞ All Unit District Region and Support Group accounts must be audited within 90 days of the closing of the books (31 December each year) as per Policy and Procedure 22144 and forwarded to the GGQ Support Centre by 30 April every year Please note that auditing of financial records is NOT optional It is a legal requirement If you need assistance with auditing please contact Lesley on 07 3357 1266 or LesleyJguidesqldorg

If you have any queries about electronic banking contact LesleyJguidesqldorg at the State Office

MEMBERSHIP ENQUIRIESWe are currently receiving a steady flow of membership enquiries via email or the website enquiry form The process for managing these is as follows

1 Enquiry is acknowledged and details provided on the day received

2 The appropriate District Manager is copied into the email

3 The Region Manager is blind copied into the email

Enquiries by telephone (very few now days) are handled in a similar way

It is expected that the DM or someone from her team will contact the enquirer within a couple of days at the latest By including the RM this allows the RM to have oversight of the number of enquiries being received and in what areas She is then able to provide assistance if necessary

GRANTS - IMPORTANT INFORMATIONREFER WEBSITE

Securing grants is critical for every District To assist Districts and Support Groups we are building a page on our website that lists all grants that we are aware of We will continue to add to this as we hear about new opportunities Please check this page regularly ndash under My GGQ Grants amp Fundraising There are details on Applying for a grant Community Grants Fundraising Resources and Travel Funds There is a wealth of helpful information ndash please check regularly for updated information

In addition we will publish monthly important facts about grants that you may not be aware of For example

ʞ All funding bodies require that you must acquit a current grant BEFORE applying for another grant from the same grant body

ʞ Copies of all grants must be forwarded to the Support Centre so that we have a record of current applications Send to LesleyJguidesqldorg

ʞ The documents required for most applications are available on this page

If there is anything you require that is not on that page please advise the webmasterguidesqldorg so that we can add it in

GRANTS APPLICATIONSWe have received a letter (attached) from the Gambling Community Benefit Committee advising that due to the ever increasing number of applications being received for each round they must have all the requested detail and quotes included in your application Failure to provide this will severely lessen the chance of your grant applications being considered ndash let alone approved So please check before submitting your application

DATABASEAt the end of last year we upgraded our iMIS database to the latest version This was completed prior to and over the Christmas holidays I am pleased to say that many of the small irritating issues that were causing frustration have now been eliminated Our membership module is now 95 functional Data is being gradually uploaded into the Finance Property and Awards modules We are making real progress

We have also connected to a fibre optic cable that that we discovered was installed for a previous tenant in our Lutwyche Road building This has meant a significant improvement in capacity and speed of our database and internet Progress

WEBSITE UPDATEPlease check our website regularly We are updating and making improvements every week We welcome your suggestions and requests for other information to be included Please contact webmasterguidesqldorg

GUIDE SUPPLIES WEBSITEIf you have not been on the new Guides Supplies website ndash you just got to go there now It is brilliant ndash thanks to a lot of hard work by Joanne Jamie Steven Lesley and Trudy It looks great It is easy to find what you are looking for - even those you are not looking for The purchasing and payment process is simple Your orders can be tracked You will know instantly if the item is in stock ndash you an even add a comment at the end to order when stock is available

Check it out and let us know what you think Feedback so far has been absolutely amazing

wwwguidesuppliescom

SERVICE OPPORTUNITYThere is a large volume of archival documents to be scanned at the Support Centre This provides a wonderful service opportunity for any Guide wishing to assist We are steadily reducing the hard copy files from our Archives at Gould Road in preparation for relocating the entire facility mid 2016 If you are keen to help please contact Carolmguidesqldorg or phone 3357 1266 This has to be undertaken during office hours

POSITIONS VACANTSee attached the list of volunteer positions vacant and a paid Guide Supplies Retail Assistant position Please circulate to anyone you think may be interested in any of these positions

View Positions Vacant List

EXCESS STATIONERYOver the last few years the State Office has acquired various stationery items that are now surplus to our needs A list of items is attached Contact CarolMguidesqldorg or call 07 3357 1266 to organize to collect what you need NO CHARGE

Stationery List


Upcoming EventsEvent Date Venue Contact Person

Thinking Day 21 February 2016 Musgrave Park South Brisbane

Kathy Neehousekneehousevncqldeduau

Girl Guides Queensland AGM

7pm Friday 18 MarchHanrahan TheatreSixth Avenue Coorparoo

RSVP by 11 March online atwwwguidesqldorgagm

Contact CarolMguidesqldorg or call (07) 3357 1266

State Council

After the AGMHanrahan Theatre Villanova CollegeSixth Avenue Coorparoo



RemindersEvent Details

Audited Reports for 2014 NOW OVERDUE - Email financeguidesqldorg

Audited Reports for 2015 Due 30 April - Email financeguidesqldorg

Get Started Vouchers Round 7 Closed Round 8 Opens 13 July 2016

Gambling Community Benefit Funds

Closes 28 February For information and application forms go to the Community Benefit Funding Programs website

Incident ReportsAny accident that occurs must be reported on an ADM24A or ADM24B and forwarded to receptionguidesqldorg and your District Manager

DOWNLOAD ALL ATTACHMENTS FROM wwwguidesqldorgdistrictmatters

ATTACHMENTS

The 2016 World Thinking Day theme is lsquoConnectrsquo and Girl Guides Queenslandrsquos theme for 2016 is about getting connected

We live in such a busy world This Thinking Day theme Connect is such a wonderful reminder of how important it is to be connected As a Guide we belong to 10 million other sisters across the world in over 147 countries How amazing What an exciting connection and how wonderful to have a day dedicated to thinking about others and to appreciate our connections

Please visit the WAGGGs website for some great ideas The pack built on the theme of lsquoConnectrsquo invites you to explore and celebrate the meaningful connections that make our lives better whether to the people closest to us to a place we care about or to a Girl Guide or Girl Scout friend on the other side of the world

I look forward to hearing about your activities and to connecting with many Guides at South Brisbane Musgrave Park Stay Connected




to order



















about



to order



















about

















public










$15000 Youth (1st year) $15500







$15000 Adult (1st year) $15500











$3500









wwwguidesqldorgagm





Hanrahan Theatre


New Venue





























































wwwguidesuppliescom





Stationery List









State Council












ATTACHMENTS




to order



















about



to order



















about

















public










$15000 Youth (1st year) $15500







$15000 Adult (1st year) $15500











$3500









wwwguidesqldorgagm





Hanrahan Theatre


New Venue





























































wwwguidesuppliescom





Stationery List









State Council












ATTACHMENTS
















public










$15000 Youth (1st year) $15500







$15000 Adult (1st year) $15500











$3500









wwwguidesqldorgagm





Hanrahan Theatre


New Venue





























































wwwguidesuppliescom





Stationery List









State Council












ATTACHMENTS



$15000 Youth (1st year) $15500







$15000 Adult (1st year) $15500











$3500









wwwguidesqldorgagm





Hanrahan Theatre


New Venue





























































wwwguidesuppliescom





Stationery List









State Council












ATTACHMENTS





wwwguidesqldorgagm





Hanrahan Theatre


New Venue





























































wwwguidesuppliescom





Stationery List









State Council












ATTACHMENTS




























































wwwguidesuppliescom





Stationery List









State Council












ATTACHMENTS





Stationery List









State Council












ATTACHMENTS








State Council












ATTACHMENTS

District Matters Feb 2016

Documents

Transcript of District Matters Feb 2016