Minutes of the 2011 AGM and 2012 Budget presentation meeting for Parents held in the School hall at 18:30 on Tuesday, 25 October 2011

Transcription

1 Minutes of the 2011 AGM and 2012 Budget presentation meeting f Parents held in the School hall at 18:30 on Tuesday, 25 October Welcome and Opening Mrs. Schlebusch welcomed every one to the meeting and reminded them to sign the attendance register and all apologies f not attending must be noted. The SGB members were thanked f their input in the proposed budget. The parents were reminded that they had the opptunity to view the proposed budget, but no Parents availed themselves of the opptunity. Accding to the SASA, the SGB must submit a budget f the parents approval and certain resolutions will be proposed, which the parents are asked to vote on with the aim to adopt. Accding to law, the SGB can enfce the payment of school fees, and parents must prove that they are eligible f full exemption, partial exemption conditional exemption. Sound financial management takes place at CKPS. Parents are welcome to meet with the people in charge of managing the finances, should they feel the need to do so. All the resolutions and the school policies are in line with the South African Schools Act. Any questions will be dealt with at the end of the presentation. Our most valuable possessions are our children, and we should put steps in place to help them on their way to adulthood. A parent s role in this is very imptant. They should suppt the school and show interest in what is happening at school. Parents should be the role models f how they want their children to grow up. 2. Present See attendance register 3. Confirmation of the previous minutes Proposed: Mr. B Saunderson Second: Mrs. A Benjamin 4. Repts on 2011 activities 4.1. Principal s rept Mr. J P Fourie (See rept attached) SMT repts Deputy Principal Mrs. J C Schlebusch (See rept attached) HOD Foundation Phase Mrs. Y J Smith (See rept attached) HOD Intersen Phase Mrs. J A Holloway (See repts attached) HOD Educational Guidance Mrs. R Watson/N Crawley (See repts attached) HOD Extra Curricular rept Ms T C Shellard (See rept attached). 5. Fundraising Committee Chairperson s rept Mr. J Parau - Rept presented by Mrs. W Elshove (See rept attached). 6. SGB Chairperson s rept Mrs. W Elshove (See rept attached).

2 Mrs. Elshove was thanked by Mrs. Schlebusch f all her hard wk as Chairperson of the SGB Financial rept Mrs. A Benjamin (See presentation attached). 8. Resolutions to be adopted w.r.t Mrs. A Benjamin (See presentation attached). 8.1 Academic Programme We propose that the school s academic programme consists of the following Learning Areas/Subjects: Gr 1-3 Life Skills English Home Language Mathematics Gr 4-6 First Language English First Additional Language Afrikaans Natural Science General Studies Physical Education General Studies Arts General Studies & Crafts and Music Mal & Religious studies Mathematics Social Science Computer Literacy Gr 7 Literacy (English First Language) Natural Science EMS Literacy (Afrikaans First Additional Language) Technology (Includes Computer literacy) Arts & Culture (Arts and Crafts & Class Music) Mathematics Social Science Life Orientation (Educational Guidance & Physical Education) Mrs. Benjamin put the resolution to the vote and the result was as follows: Yes 22 Abstain 1 It is thus resolved that the academic programme, as proposed, is adopted.

3 8.2 Extra Curricular Programme We propose that the school s Extra Curricular programme consists of the following activities: Spt Swimming Tennis Mini - Tennis Netball Soccer Hockey Cricket Mini - Cricket Athletics (track events only) Chess Speed - stacking Cultural Drama Art Choir Concerts (biennially) Cultural Evenings (biennially) Carols by Candlelight (biennially) K4J It is thus resolved that the Extra Curricular programme, as proposed, is adopted. 8.3 Resolutions regarding School Fees To levy School fees We propose that Constantia Kloof Primary School, as a Section 21 School, will be charging School fees in It is thus resolved that Constantia Kloof Primary School, as a Section 21 School, will be charging School fees in Method of Payment of School Fees We propose that we adopt two payment methods: 1. Payments made at the School s payment office. (No cheques will be accepted).

4 2. Electronic payments into the School s bank account. (Should you use this option, we urge you to use the school fee account number, and not the child s name). It is thus resolved that the two payment methods, as proposed, are adopted School Fee Payment Plan We propose that School fees are paid as follows: * Plan 1 Once off payment of annual fees * Plan 2 Four (4) equal quarterly payments * Plan 3 Ten (10) equal monthly payments It is thus resolved that the proposed school fee payment plan, as proposed, is adopted When School Fees are due We propose that the various payment plans dates are as follows: * Plan 1 Once off payment due by 31/12/2011 (Qualify f 10% discount) Once off payment due by 31/01/2012 (Qualify f 5% discount) * Plan 2 Four (4) equal quarterly payments due each term on 03/02/2012; 04/05/2012; 03/08/2012 and 05/10/2012 * Plan 3 Ten (10) equal monthly payments due on 03/02/2012; 02/03/2012; 05/04/2012; 04/05/2012; 01/06/2012; 06/07/2012; 03/08/2012; 07/09/2012; 05/10/2012 and 02/11/2012.

5 Yes 20 No 1 Abstain 2 It is thus resolved that the various payment plans dates, as proposed, are adopted Procedure - Non Payment of School Fees We propose that the following legal steps are taken by the School in cases of non payment of School fees: 30 Days in arrears - Final warning sent per registered mail pri to handing account over f collection. It is the parents legal responsibility to ensure that the School always has the crect postal and residential address. 60 Days in arrears - Full amount becomes due and payable, legal procedures will be instituted. It is thus resolved that the legal steps to be taken by the School in cases of non payment of School fees, as proposed, are adopted The charging of interest on late payments. We propose that the School charges interest be charged on overdue accounts. It is also proposed that this interest be charged at a rate of 2% per month. It is thus resolved that the School charges interest on overdue accounts at a rate of 2% per month.

6 Procedures followed w.r.t. the granting of exemptions. We propose that the following procedures are followed by the School when receiving, evaluating and granting/refusing a parent s application f the exemption from paying the annual School fees: The prescribed fm Annexure B as per Regulation must be completed by parents as follows: when Married one application fm is required and the documents of both Mother and Father are required. The applicant is both the Mother and the Father. Divced particulars of both parents are required. Separate application fms must be completed by each parent and the required documents of each applicant must be attached to the relevant application fm. Widowed one application fm is required with the necessary documentation. Unmarried separate application fms must be completed by each parent and the required documents of each applicant must be attached to the relevant application fm. Separated separate application fms must be completed by each parent and the required documents of each applicant must be attached to the relevant application fm The application fm and accompanying documents must be sealed in an envelope addressed to the Bursar and must be delivered to the school by hand registered post. The Governing Body would prefer to have exemption applications by the end of April each year. Incomplete application fms received and/ those without the required documentation will be returned to the applicant. The Chairperson and Treasurer will evaluate each application by applying relevant legislation and regulations befe granting declining an application Applicants will be infmed in writing by the School Governing Body of the outcome of their application. It is thus resolved that the proposed procedures are followed by the School when receiving, evaluating and granting/refusing a parent s application f the exemption from paying the annual School fees

7 Discount on School Fees We propose that if a learner s school fees are paid in full by the 31st December 2011, a 10% discount will be given. It is proposed that if a learner s school fees are paid in full by the 31st January 2012, a 5% discount will be given. It is thus resolved that discount on School Fees, as proposed, is given Additional monetary contributions We propose that the budgeted School fees exclude the following: * School and spt unifm, learner book cases and lunches. * Educational & Spts tours during weekends and official school holidays. * Additional learner stationery (school provides only the basics), spts kit (school fees only cover the basics). * Charity donations (including civvies days, charity spellathon/mathsathon), cake & candy sales. * Funds needed to do school projects at home. * Cost incurred f Entrepreneurs Day * Lost textbooks/library & exercise books that need to be replaced. * Photocopies/duplicating of wk lost by learner. * Gr 7 Farewell (if not enough funds raised during the year). * Replacement of/repairs to, deliberately/maliciously damaged school property. * Activities arranged by the Fundraising Committee (i.e. Father/Child campout, Gladiat Day, Mother/Daughter tea, Mother/Father s Day raffles, Bingo evenings, Fun Run, etc.). * Events such as: Concerts, cultural evenings, musical evenings, carols by candlelight, etc. It is thus resolved that the exclusions from budgeted school fees, as proposed, are adopted.

8 8.4 Presentation of proposed 2012 Budget. Questions and answers: There were no questions Resolution to accept 2012 budget as proposed Yes 22 No 1 It is thus resolved to accept the 2012 budget as proposed Payment of additional remuneration to GDE employees We propose that Section 38A payments ( Additional Remuneration of GDE employees ) are made as per the proposed 2012 budget. It is thus resolved that Section 38A payments ( Additional Remuneration of GDE employees ), are made as per the proposed budget We propose that the school fees f 2012 will be R per learner. Yes 22 No 1 It is thus resolved that the school fees f 2012 will be R per learner. There were no questions at the end of the presentation. The meeting concluded at 20:20 W ELSHOVE SGB: CHAIRPERSON J BEESLAAR SGB: SECRETARY