MINUTES AGM MONDAY 10 th February 2014, 7.30PM

Transcription

1 CHURCHLANDS SENIOR HIGH SCHOOL PARENTS & CITIZENS ASSOC. INC 20 Lucca Street Churchlands Western Australia 6018 Tel: +61 (0) Fax: +61 (0) MINUTES AGM MONDAY 10 th February 2014, 7.30PM MEETING OPEN: 7.30PM 1. WELCOME In attendance Ross Elliot (chair), Louise Storey, Peter Howe, David Walden, Lorna De Sancha, Rachel West, Neil Hunt, Tracey Gralton, Steve Strutt, Rob Hall, Adrian O Brien, Marina Biddle, Jennifer Giacomel, AnneLaure GunsonBouillet, Carol Pickering, Alisdair Putt, David Irwin, Fiona Irwin, Carole Elliot, Tes Lynch, Tinta Mwale, Eliya Mwale, Leanne Myers, Julie Fuller, Ma New, Karin Tobias, Trog Nguyen, Christine Price, Kelvin Price, Samantha Maddern, Barbara Rogers, Kim Thomas, Michele Toovey, Mark Gummer, Vicky Edwards, Tanya Crewe, Manyu Li, Cornelis de Groot Apologies Lawrence & Anita Greed 2. CONFIRMATION OF MINUTES OF PREVIOUS MEETING Resolution: That the minutes of the meeting of Churchlands SHS P&C held 9 th December 2013 be taken as read and confirmed as a true and accurate record. Carried 3. BUSINESS ARISING FROM PREVIOUS MINUTES: No business arising 4. CORRESPONDENCE 4.1 Correspondence in Date Recv d From Subject Passed to Action Req d Note: Correspondence received for promotion and advertising purposes not recorded.

2 4.1 Correspondence out Date Sent To Subject Origin Remarks 5. REPORTS: 5.1 President s report The president provided a presentation and overview of the P&C (attached) and the responsibilities of the various committees (attached). 5.2 Treasurer s report Treasurer s Report and end of month financial reports for Dec 13 and Jan 14 (attached) Proposed to add $2,500 to LSL accrual account. Carried Presented the 2014 Budgeted Expenditure list and requested approval. Carried Motion for Audit report to be accepted. Carried Motion for Carol Bell to be reappointed auditor. Carried Action: Treasurer to reassess adequacy of Chaplaincy budget The P&C extended its thanks to Jan Wilson for her book keeping services. 5.3 Principal Report Principal s report (verbal). Major points: median ATAR was the second highest in 9 years; 670 new year 7s will commence next year; no building planning to occur until the state budget is handed down in May; Laptop supply issue being escalated to HP. 5.4 Art Show The Art Show will commence Friday evening 30 th May and conclude Sunday afternoon, 1 st June. Volunteers are sought. 5.5 Canteen Verbal report. 5.6 Uniform Shop Uniform Shop report (attached) 5.7 Health

3 5.7.1 Nothing to report. 5.8 Chaplaincy Verbal report. 5.9 Music Parents The first meeting will occur 6.30pm Monday 17 th February WACSSO Nothing to report School Board Elections are pending, nominations are sought Finance Committee Nothing to report ICT Committee Nothing to report Grounds Committee Nothing to report. 6. GENERAL BUSINESS Fund raising suggestion Tanya Crewe proposed selling manure by the trailer load from the school on a weekend to raise funds for the P&C. Coolbinia Primary School had successfully raised funds this way (refer their website). Action: Tanya to provide a proposal to the P&C. Barbara Rogers volunteered to assist making flyers. 7. ELECTION OF OFFICE BEARERS All office bearer positions were declared vacant by the President. New office bearers were elected (2014 committee list is attached) except to the Canteen Coordinator position which remains vacant. 8. DATE OF NEXT MEETING

4 Next P&C General Meeting will be held Monday 10 th March 2014 at 7.30pm in the Staff Room. MEETING CLOSED: 9.50 PM

5 Churchlands Senior High School P&C 2014 Plan December 2013 Responsible FOSTER COOPERATION BETWEEN PARENTS, TEACHERS, STUDENTS AND MEMBERS OF THE GENERAL COMMUNITY Connect and engage with parents: P&C Communication role Parent Liaison roles for year levels, starting with year 8 and 9 Special events for parents on key topics of interest (eg with key note speakers) Year group social events for parents Guest speakers at P&C meetings P&C web site Electronic mailing list Social media P&C AGM P&C AGM P&C Committee Parent Liaison Year 8 and 9 President Secretary / P&C Communication Secretary / P&C Communication Secretary / P&C Communication Have a P&C presence at, and provide support for, special school events: Year 8 barbecue Year 7/8 parents introduction session? Other? See school calendar Organise the Churchlands Community Art Show Promote and assist the learning of music at CSHS Representation on the school Board and other committees: Health ICT Finance Grounds Art Show Committee Music Parents Committee P&C Board representative P&C Health Committee representative P&C ICT Committee representative P&C Finance Committee representative P&C Grounds Committee representative

6 Responsible ASSIST IN THE PROVISION OF RESOURCES, FACILITIES AND AMENITIES FOR THE SCHOOL Manage the building fund. In 2014 provide funds for: Extra storage in the Uniform Shop To be reviewed when school building plans are finalised during 2014 Provide food and beverage services through the canteen. In 2014: Set up preordering. Initially trial with Year 8 s and 9 s. Implement online ordering and cashless payment systems Set up a mobile serving station in preparation for the 2015 Year 7/8 intake Provide school uniforms and accessories through the uniform shop. In 2014: Prepare the uniform shop for the higher student numbers in 2015 Provide funding and support for the Chaplaincy program Provide funding for other resources as requested. In 2014 provide funds for: Alumni archiving resources Items requested via the Finance Committee during the year Assist with resources for the Music Department Building Fund Committee Canteen Coordinator / Canteen Manager Uniform Shop Coordinator / Uniform Shop Manager Treasurer Chaplaincy Representative Treasurer Music Parents Committee FOSTER COMMUNITY INTEREST IN EDUCATIONAL MATTERS Organise the Churchlands Community Art Show Consider ideas for other community events Responsible Art Show Committee P&C Committee

7 Untitled attachment On 9 Feb 2014, at 4:10 pm, Peter Howe <howevva@bigpond.com> wrote: > Please find attached reports for tomorrows P&C meeting. > > > Regards > Peter Howe > P&C Secretary > > > > <CSHS Uniform Shop AGM 2014.docx><EOM reports Jan 14.xls><Treasurers Report February Meeting 14.docx><2013 Audit Statement.pdf><Treasurers Report February Meeting 14 AGM.docx><EOM reports Dec 13 (Postaudit).xls> Page 1

8 3/19/2014 Churchlands Senior High School P&C 2014 AGM Objectives The objectives of the P&C are to promote the interests of the school through: Cooperation between parents, teachers, students and members of the general community; Assisting in the provision of resources, facilities and amenities for the school and; The fostering of community interest in educational matters. 1

9 3/19/2014 Structure P&C Executive Committee President Vice President Secretary Treasurer Principal Canteen Coordinator Uniform Shop Coordinator Music Parent s Representative WACSSO Representative Chaplaincy Representative School Health Committee Representative School ICT Committee Representative Art Show Subcommittee Representative School Board Representative School Finance Committee Representative Grounds Committee Representative 2

10 3/19/2014 P&C Executive Committee Key activities 2013 Operation of canteen and uniform shop Canteen redevelopment Completion of locker installation Churchlands Community Art Show Music Festivals & sausage sizzles (MPC) Book Fair Canteen survey P&C Committee survey Revised meeting format including guest speakers Web site implementation 3

11 3/19/2014 We also discussed School funding changes Laptop program Chaplaincy program City of Vincent Youth Programs Growth in student numbers, including 2015 Year 7 s Use of P&C funds Improving communication 2014 Plan 4

12 Churchlands Senior High School Parents and Citizens' Association Inc BALANCE SHEET CONSOLIDATED COMMITTEES' 1 January to 31 January 2014 ASSETS TOTAL Canteen Uniform Music General Building Current Assets Bank $ 117, $ 1, $ 37, $ 1, $ $ 75, Cash Management $ 50, $ 50, Long Service Leave $ 15, $ 15, Petty Cash $ 1, $ $ $ Cash Float $ $ $ Debtors $ $ $ $ $ Stock $ 91, $ 2, $ 89, Accrued Income $ $ $ $ $ $ Total Current Assets $ 277, $ 4, $ 128, $ 2, $ 65, $ 75, NonCurrent Assets Cost 40, $ 15, $ 15, $ 4, $ 4, $ less: Accumulated Depreciation 40, $ 15, $ 15, $ 4, $ 4, $ Total NonCurrent Assets $ $ $ $ $ $ TOTAL ASSETS $ 277, $ 4, $ 128, $ 2, $ 65, $ 75, LIABILITIES Current Liabilities Creditors $ 6, $ 5, $ $ $ $ GST Liabilities $ 3, $ $ 3, $ $ (7.53) $ (215.60) Payroll Liabilities $ 1, $ 1, $ Accrued LSL $ 17, $ 11, $ 6, Audit Provision $ 1, $ 1, Accrued Expenses $ $ $ $ $ TOTAL LIABILITIES $ 30, $ 17, $ 11, $ $ 1, $ (215.60) NET ASSETS $ 246, $ (12,935.94) $ 117, $ 1, $ 64, $ 75, THIS IS REPRESENTED BY: EQUITY Membership Funds Carried Forward $ 250, $ (11,583.13) $ 103, $ 1, $ 79, $ 77, Current Years Earnings $ (1,970.11) $ (10,591.64) $ 8, $ $ (255.79) $ Budget Expenditure $ (2,156.00) $ $ $ $ $ (2,156.00) Transfers Between SubCommittees $ (0.00) $ 9, $ 4, $ $ (14,740.43) $ $ 246, $ (12,935.94) $ 117, $ 1, $ 64, $ 75, EOM reports Jan 14 19/03/ of 1

13 CHURCHLANDS SENIOR HIGH SCHOOL P & C ASSOCIATION INC TREASURER S REPORT Monday 10 th February 2014 For the period 1 st January to 31 st January 2014 Financial Reports P & C financial reports for the 1 st January to 31 st January 2014 have been prepared. Canteen Ongoing wage & quarterly superannuation payments have been made in January. A new casual has been employed to try & help increase service speed during the critical rush times. Uniform Shop Ongoing wage & quarterly superannuation payments have been made in January. Music $240 was received for Bike Counting that was undertaken back in November General The quarterly BAS payment was made during January. The LSL term deposit comes up for renewal on February 27 th, There will be approximately a $2 500 shortfall when compared with our LSL accrual. Approval of additional funds is required. Building Fund Minor amount of interest was earnt on the account. Dave Walden was paid for modifications made to the Uniform Shop to increase storage as per approval given by P&C in December Budgeted Expenditure The Uniform Shop modifications were completed & within the allocated budgeted amount $ Budget 2014 The draft budget for 2014 requires approval.

14 Summary of Financial Items of Interest P & C Bank Balances as at 7 th February 2014 Balance Building Fund $ 75, Canteen $ 10, Cash Management $ 50, General $ Music $ 1, Uniform $ 51, LSL Term Deposit $ 15, TOTAL $ 204, Note: The balances shown above are a snapshot only, as there are ongoing commitments for staff wages and creditor payments and banking of trading which continually affect the balances shown above. Prepared by Louise Storey P&C Treasurer 2013

15 Churchlands Senior High School Parents and Citizens' Association Inc BALANCE SHEET CONSOLIDATED COMMITTEES' 1 January to 31 December 2013 ASSETS TOTAL Canteen Uniform Music General Building Current Assets Bank $ 90, $ 6, $ 4, $ 1, $ $ 77, Cash Management $ 65, $ 65, Long Service Leave Term Deposit $ 15, $ 15, Petty Cash $ 1, $ $ $ Cash Float $ $ $ Debtors $ $ $ $ $ Stock $ 112, $ 2, $ 110, $ Accrued Income $ $ $ $ 2.87 $ $ 3.05 Total Current Assets $ 285, $ 8, $ 116, $ 2, $ 81, $ 77, NonCurrent Assets Cost 40, $ 15, $ 15, $ 4, $ 4, $ less: Accumulated Depreciation 40, $ 15, $ 15, $ 4, $ 4, $ Total NonCurrent Assets $ $ $ $ $ $ TOTAL ASSETS $ 285, $ 8, $ 116, $ 2, $ 81, $ 77, LIABILITIES Current Liabilities Creditors $ 1, $ $ $ $ $ GST Liabilities $ 4, $ $ 3, $ $ $ Payroll Liabilities $ 10, $ 8, $ 1, Accrued LSL $ 17, $ 10, $ 6, Audit Provision $ 1, $ 1, Accrued Expenses $ $ $ $ $ TOTAL LIABILITIES $ 34, $ 20, $ 12, $ $ 1, $ NET ASSETS $ 250, $ (11,583.13) $ 103, $ 1, $ 79, $ 77, THIS IS REPRESENTED BY: EQUITY Membership Funds Carried Forward $ 314, $ (5,632.67) $ 100, $ 1, $ 105, $ 113, Current Years Earnings $ 65, $ (35,064.79) $ 6, $ 26, $ (174.23) $ 67, Budget Expenditure $ (129,005.77) $ $ $ (8,200.00) $ (17,991.16) $ (102,814.61) Transfers Between SubCommittees $ 0.00 $ 29, $ (2,964.86) $ (18,752.05) $ (7,116.42) $ (281.00) $ 250, $ (11,583.13) $ 103, $ 1, $ 79, $ 77, EOM reports Dec 13 (Postaudit) 19/03/ of 1

16 CHURCHLANDS SENIOR HIGH SCHOOL P&C UNIFORM SHOP ANNUAL REPORT AGM Monday 10 th February 2014 For the period 1 st January 2013 to 31 st December 2013 Staffing: Diana Potter (Manager), Gloria Southwood, AnneLaure GunsonBouillet, Julie Westbroke plus volunteers. Finances: Please refer to the Treasurer s report. No price increase for the past 3 years. Generally a 30% markup on items. Pricing has now been standardised across both cash and credit card payments to whole numbers. Shop Hours: From 2014 all terms Monday 8:30am4:30pm Thursday 16pm The online appointment system for the 2014 year 8s has now been successfully used for the second year. By allocating specific timeslots to new students it enables the staff to provide individualised attention for each uniform fitting. Sign: A large transportable Aframe sign was designed then purchased to provide greater visibility of the location of the Uniform Shop, in particular for new students and their families. This is now placed out the front on Lucca Street, when the shop is open. New Items: Sports Polo ShirtsDesigned by the Uniform Reference Group and endorsed by the P&C and the School Council, each House (Brighton, Floreat, Scarborough, Trigg) will now have their own sports polo shirt. These correspond with the house colour and are to be launched mid2014 for students. Page 1

17 7/8 Polo Designed by the Uniform Reference Group and endorsed by the P&C and the School Council, from 2015 Year 7&8 students will wear a navy polo shirt with a teal and white stipe in the collar. Year 9&10 will continue with teal and Year 11 & 12 white. New Logo From 2014 new stock polo shirts will have the new school logo, to coincide with the rest of the school stationary, signage etc. Second hand Uniforms: The previous practice of giving a portion of the second hand sale back to individuals, once the item has been sold has now ceased. The uniform shop is now accepting second hand uniforms on a donation only basis. All profits go directly to the P&C. If people are looking to sell uniforms then they need to do so privately. It was proposed that individuals may wish to sell their second hand uniforms at the book fair in December (see below) Details to be decided by the P&C in Second Hand Book sales: The practice of the uniform shop selling second hand books then giving a portion back to individuals, once the book was sold was ceased in mid2013. A very successful Book Fair was held in the school gymnasium on the first Saturday in Dec, which coincided with the release of the 2014 book list. This enabled parents and students to sell their used books to upcoming students for a nominal entry fee, which directly went to the P&C. Due to the success of the fair it was decided to continue with this method in As it was only a trial 2013, advertising will be on a wider scale for 2014 to ensure even greater success. Premises: As an interim measure to provide an extra storage room the back veranda was enclosed. This is required for the large 2015 school intake for which preparations will start taking place mid2014. Staff are very pleased with the outcome. Rachel West Uniform Shop Coordinator 2013 Page 2