MattersDis

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April 2016

District Matters1. Hold your mouse over text and images

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Contents ʞ Biscuit Campaign 2016 ʞ Scroggin Date Claimer ʞ Membership Enquiries ʞ Audit Reports 2014 ʞ Audit Reports 2015 ʞ Annual General Meeting Results ʞ ANZAC Day Service Opportunity ʞ Guide Supplies Newsletter ʞ Hire of Girl Guide Huts ʞ State Good Turn 2016 ʞ Chain of Cardboard Cities ʞ Important Grants Information ʞ Website Update ʞ Handbooks back in stock ʞ ADDITIONAL ATTACHMENTS ʞ REMINDERS

Attachments ͵ “Saluting Their Service” Challenge ͵ Chain of Cardboard Cities Flyer ͵ Blue Card Reports (Feb) ͵ Blue Card Reports (March)

Posted items ͵ Membership Cards and Receipts

Regards Paul Nicholls, State Executive Officer E: PaulN@guidesqld.org

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NEW BISCUITS WEBSITE

If you have not already seen it, Girl Guides Australia has

developed a new Biscuits website with full details about pricing,

ingredients and distribution plus updates to the poster and video

competition.

Bunnings have advised all their stores that the Girl Guide Biscuit Fundraiser is commencing in May and to be aware that Girl Guide Units may approach them to hold a biscuit stalls. Bunnings stores have been asked to help with these requests and to contact their local Guides if they are not approached and would like to support the fundraiser.

Thank you to everyone who has sent through their biscuit sales locations. The listing will be going live on the GGA website next week so please remind your Units to let Carol know where they are holding their Biscuit Sales (location, date, times) so they can be advertised on this GGA Biscuits website.

www.girlguidebiscuits.com.au

DATE CLAIMER – SCROGGIN 2016 30 September to 3 October

Please keep the long weekend in October 2016 free 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 “come and try” Outdoor skills – 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 outdoors@guidesqld.org.

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 received2. 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.

AUDIT REPORTS FOR 2014Audited reports for 2014 are now overdue. Please urgently advise Lesley (LesleyJ@guidesqld.org) if you need assistance or when we can expect these reports).

AUDIT REPORTS FOR 2015It is the responsibility of every Region and District Manager to ensure that audited reports are prepared and submitted on time each year. These reports were required for your AGMs which should have been held by 31 March 2016. They must then be passed to me for our Auditors by 30 April 2016. This is a legal requirement. If you need help – just ask.

New forms have been prepared for the 2015 audited reports. Samples are attached. Please use these. Go to www.guidesqld.org/forms under the finance tab:

ʞ QF.FI.08.16 – Units and District use ʞ QF.FI.09.16 – Region use ʞ QF.Fl.10.16 - Support Groups

These forms include a change to Policy on who can sign off in the Auditor’s Certificate panel bottom right corner on each form. Policy 22.14.3 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 “Conflict of Interest”.

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 person’s 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 person’s private interest could improperly influence the performance of their duties now or into the future.

REVIEWING THE AGP - UPDATE CONT...

ANNUAL GENERAL MEETINGAs a consequence of reviewing and amending the Constitution, there have not been elections for Board or State Council positions this year as we would normally have.

Our current Board believes that as they had oversight of this process for the last few years they are best placed to see this journey to its completion. Consequently, the Board asked the State Council to approve extending their term from the AGM to 31 July 2016.

A postal vote was conducted. The results were 56 in favour – 24 no response. As 41 acceptances were required, the motion was carried.

12 State Council members were also due to retire at this AGM. Again the Board asked for their term to be extended to 31 July to enable the work on the Constitution to proceed. Postal results were 51 in favour – 29 no response. As 41 acceptances were required, the motion was carried.

I would like to acknowledge those members of the GGQ Board and State Council who have agreed to continue in their roles for four months.

BOARD MEMBERS CONTINUING ARE:Susan Hayes Phillipa Jacomb Kathy Neehouse Lynne Price Annalise Taylor Melissa VeerhuisJanetta McDiarmid retired in January.

STATE COUNCIL MEMBERS WHO ARE CONTINUING ARE:Carolyn Atkins Leonora CoxChantelle Currie Helen GrayRobyn Harte Paulette HugginsJanet Jenkins Susanne PhillipsLynne Price Denise RodwellJudith Rogers

STATE COUNCIL MEMBERS WHO ARE RETIRING ARE:Rebecca Crittenden Jennifer Keyt

ANZAC DAY SERVICE OPPORTUNITY25 April 2016

ANZAC Day is fast approaching. Are you organised to participate in your local ceremonies and or marches?

For our Guides to march on ANZAC day is something very special. For the general public to see Girl Guides march in honour of our servicemen and women is very significant on a number of levels. It sends so many positive messages about Guiding, our values and our Guides.

A lot of effort is required to make it all happen, but this is the least we can do on this day of remembrance. No matter how many Guides are in the contingent, if they stand tall and march with pride, they will be noticed and admired for their involvement.

Brisbane City ANZAC Day March

Sixty Girl Guides aged 1o years and older are required to carry the flags and banners at the head of the march. You will need to register from 7:30am. We need about 150 youth in place by 9am for the parade to start at 9:30am.

A further 100 youth aged 9 year and older is required to carry numbered paddles to identify the units marching. These youth will be required by 9:30 am to start the march. Additional youth are required to carry banners during the March for units that cannot carry their own.

Guides MUST wear full uniform including black shoes and sun safe Guide hats. Youth will be transported back to the youth compound at the end of the march. No backpacks are permitted during the march.

All youth that participate in this service opportunity (even at a Local level) will be recognised as a supporter and receive an ANZAC Day 2016 Support badge. This service can also be recognised towards Peak Achievement Awards. To become an ANZAC Day Supporter, discuss with your Guide Leader and contact Amanda Nicholls by emailing amanda.nicholls83@gmail.com.

Thank you to those who have contacted me so far. Keep an eye out in your email inbox for any further details.

Water Distribution

Girl Guides Queensland will be handing out water to thirsty marchers at the start and end of the Brisbane City March. Volunteers please bring empty bottles, paper cups, plastic bags and your friendly smile. A Coordinator is required to set up these water stands. If you are interested in this role or can assist in supplying plastic cups, contact Amanda Nicholls by emailing amanda.nicholls83@gmail.com.

2016

Just a reminder that if you are participating in a local ANZAC Day Parade or March, to wear your full Guide Uniform. Check out Girl Guides Australia’s new ANZAC day badge (expected instore early April) and challenge badge syllabus below!

“Saluting Their Service” Challenge BadgeSaluting Their Service is the 2016 ANZAC Day Challenge which is focusing on the service of Indigenous Australians. This challenge is part of the Centenary of Service which gives girls an increased understanding of the sacrifice and service of Australian veterans in time of conflict.

This badge is to be worn on the back of the sash in the ‘special interest’ section and can be worn for 12 months. Through this challenge girls will learn and do activities about

ʞ Indigenous service ʞ Girl Guides involvement in WW2 ʞ Traditions and symbols ʞ Spirit of the ANZACs ʞ Supporting Australian soldiers

Click Here to download the “Saluting their Service” Challenge

Be Prepared for ANZAC Day ServiceGirl Guides in Australia have a long history of supporting our serving men and women and this year will be no exception as we take part in commemorations all over the country. This gives Guides an opportunity to be involved in their local community through service.

To be prepared for the service all Girl Guides will need to ensure that their uniform is neat and tidy including guide shirt, navy blue bottoms, promise and world badge on the shirt collar, sash with the badges sewn on, girl guide hat and polished black shoes.

Visit www.guidesupplies.com.au now to shop for uniforms.

Stay up to date with the latest

products and shop news with our

online newsletter!

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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 Sunshine Coast 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 – if not now – very soon. Please be proactive – 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 www.guidesqld.org/FormsandResources

Again, any questions, please contact LesleyJ@guidesqld.org or myself.

AN ENOURMOUS STATE GOOD TURN 2016We are so pleased to be partnering with the Queensland Country Women’s Association (QCWA) this year to bring much-needed aid to our sisters in Drought Affected Areas of Queensland and their families.

For the 2016 State Good Turn we have a huge fundraising target of $30,000! Please encourage all units in your district to organise fundraising as well as help to raise awareness of the affects of the drought. This equates to a fundraising target of only $5 per member - a very achievable goal.

The QCWA established a Public Rural Crisis Fund to help families in crisis as a result of natural disaster. When we donate to this fund, 100% of the money goes directly to helping the recipients recover, rebuild and get ahead. Practical assistance is given in the form of grocery store gift vouchers, store credit or payment of accounts. By helping in this way, not only is the recipient assisted but the money stays in the local community.

Identifying which areas are affected by the drought, how they are affected and where the money should be sent raises a multitude of questions. As we are not in a position to assess whose needs are greater, the QCWA will ensure that all monies raised will be allocated to identified areas of need.

As money is raised, transfer it directly to the State Office via EFT Transfer with the following details:

BSB 034071 Acc: 410766 Reference: SGT

Please also notify Lesley Jardine Finance manager of your transaction by emailing LesleyJ@guidesqld.org. Guides Queensland has set up an agreement with QCWA and will forward money to them on a monthly basis on behalf of the organisation.

Activities relating to the State Good Turn for 2016 and updates on progress towards our target will be printed monthly in QotG and featured online. Please send through information and photos of your fundraising efforts and we will print as many as we can!

If you would like any more information about this year’s exciting State Good Turn please contact Heather Pettigrew on HeatherP@guidesqld.org.

Fundraising to Aid Drought affected Areas of Queensland.

Chain of Cardboard Cities Raising awareness to support the Orange Sky Laundry

CHAIN OF CARDBOARD CITIES IS BACK FOR 2016 AND WE’RE INVITING YOU TO SLEEP OUT WITH US TO RAISE AWARENESS OF HOMELESSNESS AND RAISE MUCH NEEDED FUNDS TO BE DONATED TO THE ORANGE SKY LAUNDRY!

Chain of Cardboard Cities is a sleep out event coordinated by members of the Olave Program for Girl Guides aged 10 and up, other Olaves and leaders!

Girls, Olaves and Leaders are invited to join our cardboard city and fundraise or get sponsored to sleep out with us in a cardboard box at Kindilan on Saturday 29 October 2016.

All proceeds raised will be donated to the Orange Sky Laundry, whose mission is “to provide a vehicle for conversations, opportunities and educations through a free mobile laundry service for the homeless, worldwide”.

Meals will be provided via a food card/voucher system, and participants will all sleep outside in a cardboard box overnight. We hope to have a guest speaker and link with regional sites on the day via the internet.

We would love participants to fundraise extra money before the event, and all profits will be donated to the Orange Sky Laundry.” To fundraise money you could hold raffles, bake sales, car washes or ask for monetary donations - remember all donations over $2.00 are tax deductable and will need a receipt.

KIT LIST You must bring a cardboard box to sleep in/on. In addition, you may bring one standard sized pillowcase. In this pillowcase you must have: • Torch • Hat • Sunscreen/ Insect repellant • Waterbottle • Jumper • Plastic mug and spoon • Raincoat/poncho • Blanket/Sleeping Bag • Tarp

Plus anything else that you may need to spend the night outdoors (Eg; scissors and tape to make box, toothbrush/toothpaste etc). You will not be permitted to bring anything that does not fit into your pillowcase to the event, and all electronic devices (phones, iPods, iPads etc) will be collected and stored separately if brought to the event.

Any medication must be clearly labelled in a clear, snap lock bag.

Please wear a Girl Guide camp shirt (sleeves and collar please) and enclosed shoes to Chain of Cardboard Cities. You will receive your Chain of Cardboard Cities shirt and badge (if ordered during registration) on arrival on the day and may change into that shirt when you arrive if you wish!

Date: Saturday 29 October to Sunday 30 October 2016 Time: 3pm on Saturday to 10am on SundayVenue: Kindilan OECCOpen to: Guides aged 10+, Olaves, Leaders, Trefoil Guild membersCost: $20 per participant (Plus $25 Shirt and $2 badge optional) Contact: Laina Standley (LiC) on 0408 749 858 or email chainofcardboardcities2016@gmail.com

REGISTRATIONS CLOSE 17 SEPTEMBER 2016Complete registration and payment at www.guidesqld.org/events and a full event registration kit will be emailed to you including fundraising and sponsorship details, Kit list and ADM27 and ADM 28 forms. Registrations are not complete without full payment and an order confirmation is received.

Chain of

Cities 2016Cardboard

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 – under My GGQ / Grants & Fundraising. There are details on Applying for a grant, Community Grants; Fundraising Resources and Travel Funds. There is a wealth of helpful information – 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 State Office so that we have a record of current applications. Send to: LesleyJ@guidesqld.org

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 webmaster@guidesqld.org so that we can add it in.

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 webmaster@guidesqld.org.

HANDBOOKSStock of all handbooks – Leader and Youth are available from Guide Supplies. Prices are unchanged – Leaders $29.95 and Youth $19.95.

Regards Paul Nicholls, State Executive Officer E: PaulN@guidesqld.org

RemindersEvent Details

Audited Reports for 2014 NOW OVERDUE - Email finance@guidesqld.org

Audited Reports for 2015 Due at State Office by 30 April 2016 - Email finance@guidesqld.org

Biscuit Campaign

Stocks will be delivered week commencing 11 April (after school holidays)

Plain $3.50Chocolate $3.50Gluten free $4.00Bush Buddies $4.50

DOWNLOAD ALL ATTACHMENTS FROM www.guidesqld.org/districtmatters

ATTACHMENTS