This is a safety message to all.

WRITTEN RISK ANALYSISS ARE VERY IMPORTANT IN TODAYS WORLD.  HERE ARE THE TWO AND A BIT PAGES THAT COMPRISE OF THE MAY 2010 MORNING TEA RISK ANALYSIS.       THE RATIONAL BEHIND KEEPING RISK ANALYSIS SIMPLE AND  GENERAL IN THE APPROACH IS THAT IN EMERGENCY SITUATIONS YOUR BRAIN IS ON LOCKDOWN.     EACH MEMBER OF THE TEAM HAS A JOB DESCRIPTION.      WITHIN THIS JOB DESCRIPTION THEY HAVE JOBS TO DO.     EMERGENCY TRAINING ARE PART OF THESE JOBS.     LEAVING THINGS IN THE ALLOCATED AND TRAINED PERSONS HANDS MEANS THE EMERGENCY SITUATION IS FOCUSED AND ‘SHARED’ AMONG ALL.

May good times safety be with you!

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Morning Tea 13th May 2010 SWOT

Program to be worked out.Hazelwood and Churchill District Morning Tea:

Date: 13th May 2010

Person proposing: Neerida

PROPOSAL: To hold a morning tea for the District Team, volunteers and stakeholders.

S.W.O.T.  ANALYSIS BEFORE EVENT;

STRENGTH Organisation of room on 12th May 2010. communication level ours2share.wordpress.com Good sub-committee team spirit. Sub-committee want to give the organisation, preparation and Morning Tea a fair go. First aid kit available. first aid knowledge.’insurance yes the District has a ticketed food supervisor. knowledge of cooking at reasonable level. Hossessing abilities okay. thank you card can be made. Glendonald Child and maternal building has fences around. Building on bus route. Medium preparation required. 100 yr celebration.  Asked to wear their old Promise badge if they have them still. District leaders trust and support in Sub-committee Keeping receipts and writing report at the ‘review’ morning in the local cafe. Having a SWOT template. Using this SWOT for reviewing the Morning tea. having a Latrobe City Council building where the food preparations can occur. having a food cupboard with items in it that are usable for the cooking Looking forward and already planning the next morning teas!

WEAKNESS lack of knowing. Arrogance. ‘Stupidity’ Week  day [Thursday] Food handling Key Time consumption lack of finance What job description goes where Wearing of safety clothes. Dietary and allergy requirements to be met. Risk analysis needs doing. Not knowing the boundaries of the sub-committee Wanting to go overboard too soon. Having to evaluate/review. Not yet having the Guiding Police Check through for handling Guide Monies. What equipment is available at office?

OPPORTUNITES Program to be worked out. practice for other sub-committees Building public awareness of District team. Building public awareness of District Guiding movement. use of Skills. for review of skills, talents and opps. Skills recognition. membership drive. fundraising revenue? later in year Morning tea to invite Mayor and councillors. Invite volunteers and local stakeholders. have theme days…Bring a friend opportunities. Set starting and finishing time frame . Friendship making. reinforcing District team recognising other people. recognition of people past Guiding history. Learning how to have a SWOT done. Learning how to do the risk analysis. Having the ability to include other things into next years Morning teas…. i.e. Australia’s Biggest Cuppa. Getting to know other people as they come onto the team. Being able to present a top act.  One that places the team in high esteem of the visitors [ dress, manners, presentation of tables/ room, etiquette,  food and refreshments available…] Having a shared responsibility with the developing subcommittee. Being an integral part of the District.

THREATS Food handling problems Key not being available. Stranger danger. Unacceptable behavior issues. weather changes OHS issues feeling stupid if this does not work. Conflict resolution needed and how to handle these. Having a shared responsibility with the developing subcommittee.

BEFORE THE EVENT SWOT WITH EXPLAINATIONS (IF NECESSARY)

STRENGTHS

• Organisation of room on 12th May 2010.
• communication level
• ours2share.wordpress.com
• Good sub-committee team spirit.
• Sub-committee want to give the organisation, preparation and Morning Tea a fair go.
• First aid kit available.
• first aid knowledge.’insurance yes
• the District has a ticketed food supervisor.
• knowledge of cooking at reasonable level.
• Hossessing abilities okay.
• thank you card can be made.
• Glendonald Child and maternal building has fences around.
• Building on bus route.
• Medium preparation required.
• 100 yr celebration.  Asked to wear their old Promise badge if they have them still.
• District leaders trust and support in Sub-committee
• Keeping receipts and writing report at the ‘review’ morning in the local cafe.
• Having a SWOT template.
• Using this SWOT for reviewing the Morning tea.

OPPORTUNITES

• Program to be worked out.
• practice for other sub-committees
• Building public awareness of District team.
• Building public awareness of District Guiding movement.
• Use of Skills.
• For review of skills, talents and opps.
• Skills recognition.
• membership drive.
• fundraising revue?
• later in year Morning tea to invite Mayor and councillors.
• Invite volunteers and local stakeholders.
• have theme days…Bring a friend opportunities.
• Set starting and finishing time frame .
• Friendship making.
• reinforcing District team
• recognising other people.
• recognition of people past Guiding history.
• Learning how to have a SWOT done.
• Learning how to do the risk analysis.
• Having the ability to include other things into next years Morning teas…. i.e. Australia’s Biggest Cuppa

WEAKNESS

• lack of knowing.
• Arrogance.
• ‘Stupidity’
• Week  day [Thursday]
• Food handling
• Key
• Time consumption
• lack of finance
• What job description goes where
• Wearing of safety clothes.
• Dietary and allergy requirements to be met.
• Risk analysis needs doing.
• Not knowing the boundaries of the sub-committee
• Wanting to go overboard too soon.
• Having to evaluate/review.
• Not yet having the Guiding Police Check through for handling Guide Monies.
• What equipment is available at office?

THREATS

• Food handling problems
• Key not being available.
• Stranger danger.
• Unacceptable behavior issues.
• weather changes
• OHS issues
• feeling stupid if this does not work.
• Conflict resolution needed and how to handle these.

OBJECTIVES-  To

• Have a safe and enjoyable Morning Tea.
• Increase public awareness of District Team /Guiding as a whole
• Create a sub-committee.
• Manage a sub-committee.
• Share with others interest in food and hosting.
• Meet new people.
• Write a concise report for District Leader records.

ACTIONS:

• Create a District Morning Tea Sub-committee.
• Train sub-committee in what is expected of each person [using their talents] and what is expected in working together]
• Prepare paper recodes to be viewed and held by Hazelwood and Churchill District. [include all receipts and contact name/numbers]
• Acknowledge others skills and support.
• Review and write Report
• Book a continuance for 2010 third term Morning Tea.

OUTCOMES

SWOT : AFTER EVENT

STRENGTH:  Same as above except point one where date will need to be changed for every morning tea.

WEAKNESS Changes to Point 4 where the day will now be Saturday to accommodate more people to attend.

Opportunities: Add to opportunities – A good opportunity for sub-committees to invite their volunteers to come along as a thank you for their work, ideas and ‘suffering’. knowing and keeping an invitation book from whence individual invitations may be sent out 1 month in advance.  Then remininder texts only a few days before. The older youth members and new members of Adult team would like to be included in preparations and event somehow. An excellent time to practice both communication and Hostessing skills once the members have been shown how to present themselves and converse between the guests, then move on and repeat the process.

THREATS Most people either over talk and drown out the Guests opportunities to gently put themselves forward or the people find a job and hide.

SWOT AFTER EVENT EXPLAINATIONS

STRENGTHS

OPPORTUNITES

WEAKNESS

THREATS

EVALUATION

REPORT  (Be brief)

General S.W.O.T. to use

NAME OF ACTIVITY PROPOSED:

Date:

Person proposing:

PROPOSAL:

S.W.O.T.  ANALYSIS BEFORE EVENT;

STRENGTH	WEAKNESS
OPPORTUNITES	THREATS

BEFORE THE EVENT SWOT WITH EXPLAINATIONS (IF NECESSARY)

STRENGTHS

OPPORTUNITES

WEAKNESS

THREATS

OBJECTIVES

ACTIONS

OUTCOMES

SWOT : AFTER EVENT

STRENGTH	WEAKNESS
OPPORTUNITES	THREATS

SWOT AFTER EVENT EXPLAINATIONS

STRENGTHS

OPPORTUNITES

WEAKNESS

THREATS

EVALUATION

REPORT  (Be brief)

SWOT General for:Camping or overnight stays

Strengths

• Years of experience of us
• Trainings
• Interests
• Ability of adults
• Knowing Guidelines (updates included)
• Network.
• Helpers and District Team assistance
• Complementary learning
• Leasers know know what’s in the training book
• Qualifications : Guiding, First aid, food safety, After school coaching program.

Weakness

Lack of girls

Lack of other experienced leaders

• Time to train other leaders
• Lack of parental involvement
• Parents lack of what’s expected of them (assistance, police check, working with Children)
• Transport.
• Finances
• Dietary requirements
• Opportunities
• Public relations.
• Support through ‘Networking’
• Advertising-Word of mouth, posters, being seen out and about.
• Increase of skills levels.
• Recognition levels.

Threats

• Seasonal illnesses and asthma.
• Environment danger
• Boredom and temper tantrums.
• Other organisations.
• Non-communication of what they want
• Objectives and actions for all the District Outdoor activities
• Increase mental stimulation
• Encourage practical activities that fulfil the need for achievement and recognition.

• Badge work, peer acceptance at school and guides,

1. Achievement of badges

• Expanding tunnel vision and sharing information.
• Presentation night.
  • Charts and displays
  • badges

1. Acceptance of change.
2. Keeping the programs interesting

• Back up systems
• integrated learning and sharing

1. Increase numbers in guide units.

• Being seen participating in community activities / service.
• Girl/ leader/ parent participation.
• Public Relations being positive.
• Advertising
  • In Newspaper with region.
  • Posters
  • Word of mouth
  • Radio

5. Training of leaders.

• Active participation
• Support network
• Encourage trainee leaders to bring there personalties into guiding.

6. Encourage outdoor activities

• follow up and included prelim training during program
• Open to District these events
• Included Gipps Guides and parents to participate.
• Participate in Region and State activities

7. Record of events.

• Photo evidence.
• Journals

8. Finances

9. Transport

• Car Shuffle

10. Adequate clothing for event.

11.Food preparation.

• Food safety
• Making sure that everyone to be fed and watered in group.

12. Job descriptions given.

13. Communication links to be function able.

14.       Occupational Health and Safety

Outcomes

1. Increase mental stimulation
   1. Having calendar of all events from Unit to State.
   2. Girls in meetings programming their own calendar around their interests and known events, service and activities.

• Encourage practical activities that fulfil the need for achievement and recognition.
  • Walk around Churchill planned and carried out.
    • Assisted by Unit Helper, Gipps Guides, trainee leader and Parents.

1. 1. Badge work, peer acceptance at school and guides.

• 1 x bronze endeavour aimed for and achieved.
• New girls realized that there were people there that they knew therefore – not so frightening being included.
  • Expanding tunnel vision and sharing information.
  • Having the Gipps Guides and parents involved on day builds up the self worth, service times and sharing of knowledge of all participants.

1. Achievement of badges

1. Qualifications and life skills knowledge is shared and passed on.

• Remember that all active participants need food and drink. Especially when directly cooking and not getting fed.
• Presentation night.

1. Charts and displays.
   1. i.      Older ones used as training aids.
   2. ii.      Recognition of past peoples efforts in the creation of these charts.
   3. badges
   4. Back up systems
   5. Integrated learning and sharing

1. Acceptance of change / transformation process .
2. Keeping the programs interesting

1. Increase numbers in Guide units.

• Being seen participating in community activities / service.
• Girl/ leader/ parent participation.
• Public Relations being positive.
• Advertising

1. In Newspaper with region.
   1. i.      Churchill News will have an article on the Walk around Churchill- 19th Feb 2008.
   2. Posters.
      1. i.      Guides had posters up in schools and hall. They felt good.
      2. Word of mouth
         1. i.      Parent has asked to have updated A4 posters that have our Guides photos included so that the prep parents have something updated to send their girls to.  There is a conscious note by prep parents there is nothing advertised for preps to attend after school.
         2. ii.      2 x (10 yr olds) girls attended before Walk around Churchill activity.  One Girl on the day (7 year old).

5. Training of leaders.

• Active participation
  • Walk around Churchill (preparation to evaluation, then next years one) organised by current trainee leaders,  unit helpers, Gipps Guides and Guides.
• Support network
• Encourage trainee leaders to bring there personalties into guiding.

6. Encourage outdoor activities

• follow up and included prelim training during program
• Open to District these events.
  • All levels participated.
  • Included Gipps Guides and parents to participate.
  • Participate in Region and State activities

7. Record of events.

• Photo evidence.
  • Used Camera.
  • To be added to what the ‘Gipps Guides do’ CD.
  • Stored on Computers in hall and office.
  • Part of the history of activities re youth badges.
  • Journals

8. Finances

• The expectation of ‘Free’.,
• Donation from Business.
  • A selection of changeable protides letters for donations to be kept and used.
  • Copy of receipts kept in camp folder.

9. Transport

• Car Shuffle
  • Licensed driver for car shuffle so that all cars arrived at departing time.
  • Parents who have access to a drivable car that they use regularly for their family actives need to realise that car pooling (by assumption) does not work. They need to get to activity by themselves.  Parents to read and note what’s on the Activity form.

10. Adequate clothing for event.

• Hats and footwear still a concern.

11. Food preparation.

• Food safety
  • Purchased just before the event and kept cool until used.
  • Food preparation certificates held by cooks.
  • Making sure that everyone to be fed and watered in group.
    • Note taken that all adults who participate are the first ones to be fed. Suggestion is that food for cooks and active adult participants is kept separately covered and warmed until participant is ready to consume in their rest period.
    • Have adequate fuel for stand by
    • Menu planned by Guides.
    • Overeager food orientated participants/adults are to be fielded away from the table holding/ cooking preparation areas.  Unless given a recognised job with a job description. This may be games coordinator rubbish removalist, Occ Health and Safety person etc.

12. Job descriptions

• Adult assistances and parents not knowing where there assistance and skills boundaries lie. Job taken by one person then they are moved on by another.

13. Communication links to be function able.

14. Occupational health and safety.

• Evaluation of Outdoor activities and events
• Camping or overnight stays
• Report s