Minutes of the Annual General Meeting Commenced At 6.48 pm on 19th March 2015

Transcription

1 Manly West State School P & C Association 226 Manly Road, Manly West, Qld, 4179 President: Morgan McPherson Vice President: Robyn Rapson Secretary: Rosie O Toole Assistant Secretary: Andrea Asquith Treasurer: Tanya Holt Assistant Treasurer: Vacant Minutes of the Annual General Meeting Commenced At 6.48 pm on 19th March Welcome and Attendance Attendees and apologies were entered in the attendance book. Attendees: Rosie O Toole, Morgan McPherson, Lyle Fallis, Vicky Lorimer, Yvonne Gay, Lesley Irons, Tanya Holt, Brad Small, Stuart Houliston, Julie Oliver, Samantha Culley, Hazel Walsh, Petra Von Richter, Lisa Morrison, Tracey Longley, James Tapp, Andrea Asquith, Robyn Rapson, Beth Joyce, Donna Russell Apologies: Anne Comiskey, Sally Waters, Taidhg Retford, Beverley Speer Morgan welcomed everyone to the Annual General meeting and thanked all for attending. 2. Minutes of previous Annual General Meeting MOTION: Brad moved the motion to accept the minutes of the Annual General Meeting held on Thursday 20th March 2014 as true and accurate. Tanya seconded the motion. All in favour. 3. Business arising from previous Annual General Meeting None. 4. Treasurer s Annual Report & presentation of Audited Financial Statements Copies of the MWSS P&C financial statements were presented by Tanya Holt (P&C Treasurer). Specific points mentioned in report, as follows: a) This year has been a highly positive cash flow year with the cash now held in main and all subcommittee bank accounts being far greater than that of the same time in the prior year. Page 1

2 b) There have been many donations to the school from these funds accumulated this year while still also managing to increase cash on hand. Donation was received and passed on for Breakfast homework club from Uniting Church while also making contributions to the school for IT network and school seating, year-end socials and awards, gazebo contributions and other minor expenditures. c) Contributed $4200 to Tuckshop to cover years losses and $3000 to cover swim club pool rental costs from prior years. d) Received contributions from OSHC in the amount of $35,000 during the year which we are extremely grateful for. This is a fantastic result thank you. e) $24,000 has been received in GST refunds from prior years from the past 4 years and I thank Yvonne for her help with this process. f) Other main revenue items have been Entertainment Book sales, Trivia night and Bunnings BBQ. g) Our tuckshop has now had thorough reviews of pricing and has been brought online for ordering purposes. h) The uniform shop is now trading cash positive and Lyle has taken ownership for her accounting and reconciliations with these reviewed by treasurer. i) All audit review points from the prior year have been addressed by staff and subcommittees and the auditor was extremely impressed by this. j) Auditor has compiled current year s financial statements and has carried out an audit of the numbers and processes. Current year s management review points have been responded to. All points were minor this year and I commend all staff and subcommittees for their hard work and attention to detail. k) Audit report highlighted that we haven t provisioned enough for leave balance required in 2015 and that $8,000 should be put aside for this. l) Large amount of cash currently held to go towards middle oval repair and multipurpose court. We will need to complete as many grant applications as possible to ensure this process is completed ASAP. Fete takings are also to be put towards this purpose. m) Swim club Grant received $12000 to be spent on timing system and to be drawn down on as soon as possible to enable future grant applications. n) Auditor can no longer continue in her current role as there is a conflict of interest as the P&C treasurer will now be working with her in a professional manner. A new auditor is currently being searched for and a special meeting will need to be called to appoint once an appropriate substitute has been found. ACTION: Tanya to submit financials by end of May MOTION: Yvonne moved the motion to accept the Treasurer s Annual Report and Audited Annual Financial statements. Petra seconded. All in favour. 5. President s Annual Report The President s Annual Report for 2014/2015 was tabled by Morgan McPherson (P&C President), with specific points mentioned in report, as follows: Page 2

3 a) Since recent state elections, there is uncertainty how much grant money will be available, so it is great that the P&C have profit buffer at this time. b) It is pleasing to report that all sub-committees and business units of the P&C are now functioning in a profitable state, and are now self-sufficient in the delivery of their services to the school community. The P&C has worked with all sub-committees in an effectively collaborate way which has ensured that we are now able to focus on the effective delivery of services throughout c) Our Outside School Hours Care (OSHC) is the most popular OSHC in our wider community, with a reputation that has brought credit to our hard working OSHC personnel and MWSS in general. It is amazing to hear the positive comments from people in the community regarding our OSHC, especially those whose children don t attend our school. Our OSHC operates efficiently with great business acumen that continues to support the operational effectiveness of the wider P&C. d) With a great level of consultation with school Tuckshop users, parents and independent parties, we successfully restructured the Tuckshop menu and reviewed prices. We have 5 days a week trading which is unique around the Bayside area. e) Our Uniform Shop has been streamlined with new stock, and the selling of older stock. The Uniform Shop is now operating in an effective manner, delivering a new range of high standard uniforms to MWSS at reasonable prices and bringing more MWSS branding to other items used at school eg. swim togs, sports shirts etc. f) The Manta Ray Swim Club is now operating in a self-sufficient position. Membership is growing (currently 55), and a new range of swimwear has been introduced to members. The P&C was recently awarded a grant of approximately $12,000 to fix the timing system in the pool area. This will greatly impact on the delivery of services by the Swim Club, and is a credit of the efforts of those who were involved in the grant application. g) The big event for this year is the school s fete the WOW Festival, to be held on Saturday 15 August A great deal of planning, fundraising and sponsorship sourcing is presently being undertaken by our Secretary and sub-committee, which in turn will see the delivery of a successful fete, which will again provide entertainment to the community, show case MWSS and assist with the school s brand recognition and reputation within the wider community. h) I d like to personally thank Rosie for her commitment to the secretarial duties of the P&C, and Tanya as our Treasurer, who has done a great amount of work, particularly with the Australian Taxation Office (ATO) in dealing with GST issues, as well as general profit and loss matters. i) I d like to thank all our volunteers who have contributed to the P&C over the last year. Whether it be manning a BBQ (Thanks go to Brad Small for organising), doing the hard yards on numerous grant applications, giving up your time to attend the school, representing the P&C in some capacity or just being involved and committed to the school community, I thankyou. Rosie moved the motion to accept the President s Annual Report. Andrea seconded. All in favour. Page 3

4 6. Memberships Lapse In accordance with the Constitution, all current memberships lapsed at this point Membership Motions Rosie read out the names of all the membership forms received. a) Rosie moved the motion to consider all applications to renew existing membership. Hazel seconded the motion. All in favour. b) Yvonne moved the motion to accept all applications to renew existing membership. Julie seconded the motion. All in favour. c) Tanya moved the motion to consider all new applications for membership. Robyn seconded the motion. All in favour. d) Donna moved the motion to accept all new applications for membership. Beth seconded the motion. All in favour. All those present signed their name to the 2015/2016 Membership Register and Morgan welcomed all to the P&C of 2015/2016. At this point in the meeting, Rosie thanked Morgan, on behalf of the P&C, for stepping in as P&C President mid-year and pulling us together as a team. 10. Election of Executive Committee Officers All Executive Members were called to stand down and the meeting was passed to Lisa Morrison, as Manly West State School Principal. Lisa thanked the outgoing P&C Executive team and commended the achievements by all Exec members and the Sub Committees. You do such great work and you are highly valued by our school. Quite often the P&C achievements go under the radar. Great team work. Thank you. Lisa called for nominations: President: Robyn Rapson (nominated by herself.) No other nominations. All agreed. Vice President: Secretary: Andrea Asquith (nominated by herself.) No other nominations. All agreed. Rosie O Toole (nominated herself). No other nominations. All agreed. Assistant Secretary: Hazel Walsh (nominated herself). No other nominations. All agreed. Treasurer: Tanya Holt (nominated herself.) No other nominations. All agreed. Assistant Treasurer: No nominations received. Position not filled and remains open. Grants Convenor: James Tapp (nominated himself). No other nominations. All agreed. Page 4

5 MOTION: Petra moved the motion to accept all nominees. Morgan seconded. All in favour. Lisa congratulated the new P&C Exec for 2015/2016 and handed the meeting back to Robyn. 11. MOTION: Brad moved the motion to update the P&C bank account signatories to the newly elected officers Robyn, Tanya and Rosie for the next year. James seconded. All in favour. 12. P&C Sub-Committees MOTION: Hazel moved the motion to confirm the continuing of all subcommittees (OSHC, Tuckshop, Uniform Shop and Swim Club). Lesley seconded. All in favour. ACTION: Robyn to sign OSHC approved provider form and all Exec members need up to date blue cards. The key members of the Sub-Committees are: OSHC Chair Treasurer Secretary Tuckshop Chair Treasurer Secretary Swim Club Chair Vice Chair Secretary Treasurer Carnival Convenor Points Recorder Canteen Convenor Nicole Stringer Rochelle Chisholme Amy Thierry Nicola Christie Vacant (Lyle can no longer be as she is now a P&C employee) Jess Evans Julie Oliver Samantha Culley Michelle McKerrow Samantha Culley Michelle McKerrow Julie Oliver Bev Stemm 13. Appointment of Association s Auditor Search for new auditor in progress. In accordance with P&C Qld guidelines, appointment of MWSS P&C Auditor for will take place at a Special Meeting before the next AGM. 14. MWSS P&C Constitution MOTION: Andrea moved the motion to adopt the 2015 MWSS P&C Constitution. Julie seconded. All in favour. 15. MWSS P&C Student Protection Risk Management Strategy MOTION: Yvonne moved the motion to defer the checklist update to a future P&C meeting. James seconded all in favour. Carried Page 5

6 MOTION: Sam moved the motion to adopt the 2015 MWSS P&C Student Protection Risk Management Strategy. Tracey seconded. All in favour. 16. General Business None. 17. Close of meeting The 2015 Annual General Meeting closed at 7:40 pm. The next MWSS P&C Annual General Meeting will take place on Thursday 17 th March 2016 at 6:30pm. Rosie O Toole MWSS P&C Secretary Page 6