Present: Simon Parson, Ruth McLeod, Tristen Cosgrove, Belinda Lavers, Anna Webster & Trish Bray.
Apologies: Rachel Wagland, David Smail, Karen Jones, Anna-Maria Ford.
2. Acceptance of previous minutes from the 12th August 2014
Moved: Anna Webster, Seconded: Belinda Lavers.
Business arising from previous meeting/s
Term Deposit released, $35,000 donated to the school.
3. Correspondence – In/Out
In:
- Letter – request for P&C financial assistance of State Athletics Involvement cost, for one child, received in Aug/Sept. Tristen moved to approve ($50 as per precedent), All in favour. Tristen will ask David to write cheque, cheque to be given to Simon to pass on to the family, with congratulations from the P&C for the achievement of representing the school at State level.
Out:
- Email & cheque have been presented to the family of State Sport student who had requested financial assistance in June.
4. Reports/Updates
President’s Report
As you may have seen in the newsletter the School will have some major work done shortly as part of the Creative Play Spaces project. In between the last P&C meeting and this one, in accordance with our prior approval some meetings ago, I had the pleasure of presenting the Principal, Mr Simon Parson, with a cheque from the P&C for $35,000 being a donation which might go towards this wonderful project.
Tonight I wish to say thank you to all P&C members and volunteers, our employee, School staff and Mr Parson who have all contributed to making this happen. I cannot wait to see the outcome.
Let’s continue to work together for the benefit of this wonderful School and support the teachers and School in educating our children.
Moved: Tristen Cosgrove, Seconded: Trish Bray.
Principal’s Report
I’d like to begin by thanking the P&C for your supportive efforts over the past few weeks. As we have so many school-based events occurring at this time of the year, the staff and I greatly appreciate your active and on-going support. Whether it is Book Week activities, Storytime or helping with the recent Fathers’ Day BBQ, your time and participation is great and adds to the soul of our school community.
I would like to, once again, acknowledge and thank Tristen for his persistence in preparing the applications for community grants for play equipment and an extension for covered walkway. This is a fairly laborious process, however, you are clearly doing an outstanding job with the applications. Fingers crossed well have a few more wins.
I thank the wider community for your support of this year’s Book Week activities, which are always a lot of fun. The Book Fair was very well supported with sales totalling in the vicinity of $5000.00, from which the school receives a commission of $1200.00. This money then goes directly to the library to purchase reading materials. A special thank you to Belinda and the other ladies for assisting with sales.
Tomorrow we will be hosting our final Storytime from 1:45-2:45. On this occasion we will be talking to parents about Best Start, school costs and communication and basic school administration procedures whilst the pre-schoolers are busy in the classroom.
Witnessing the recent Tomaree Music Festival and Evening of Music was a genuine privilege. It demonstrated just how talented some of our students are. This year we had just over 100 students singing and dancing in the music festival, and more than 35 individual performers were involved with the Evening of Music, along with our rock and concert bands.
The school’s grounds are just about to have some attention as we embark on Stages 2 & 3 of our Creative Play Spaces upgrade.
Improvements will include:
• Removal of the timber retaining wall and extensive excavation of the top field i.e. the construction of concrete seating at the northern end of the field, installation of sub-soil drainage, additional top soil being imported and turfing of the field;
• Construction of a swale to better manage water run-off and prevent further erosion above the field; and
• Provision of a concrete bed for seating in the Stage 2 eating area. The seating (aluminium) for this will be relocated from the current Stage 3 eating area.
The cost of the project will be approximately $74,000.00 excluding GST. The P&C has very generously contributed $35,000.00 to make this project a possibility.
Again, on behalf of the students and staff, I sincerely thank the P&C for their long-term support with the Creative Play Spaces project. We have had our challenges so seeing the completion of Stages 2 & 3 should make the top field & surrounds a much better facility for our students.
Term 3 will be concluding on Friday, September 19.
Term 4 will commence on Tuesday, October 7 for both staff and students.
I wish all families a restful holiday and look forward to kicking off next term with the Twilight Markets on Friday, October 17.
I thank the P&C and the parents of Soldiers Point Public School for your continued support throughout the term.
Moved: Simon Parson, Seconded: Ruth McLeod.
Treasurer’s Report
Balances are as follows:
Current balance
P&C account: $2,315.22
Uniform account: $4,929.17
Canteen account: $4,517.94
Term Deposit (at 19 Aug) $21,542.09, transferred to P&C account
The P&C account
· Term Deposit was transferred into the P&C account at maturity in August
· transfer of $1,500 from Uniform account (as agreed at Aug P&C meeting)
· reimbursement from the Uniform account of $600 for Donation to SPPS for the Twilight markets donation
· Cheque written to SPPS for $35,000 for school improvements.
Canteen Account
Invoices paid for August were $2,926.07.
Payroll responsibilities transferred to Deanne Cosgrove.
Moved: Tristen Cosgrove, for David Smail, Seconded: Anna Webster.
Note: Also, Tristen mentioned that a Debit Card linked to a $400 petty cash account has been approved for the canteen, and is now in use. This enables Paula to spend via the Debit Card for canteen stock/ fresh food items, which is better practice for record-keeping, and avoids her having to carry cash for these items. This is working well.
Canteen Committee Report
All is going well in the Canteen with the Year 6 helpers continuing to be wonderful addition to the week, they continually surprise me. I have had a chat with Tessa from New England Health last week and we are now up to around 55% green items on our menu with the additon of the very popular frozen Juicies which are apple juice based icy poles. Next term we are looking at introducing frozen yoghurt and re-introducing fresh fruit sorbets. We hope to have another meal deal day next term with the intention to raise money for an industrial strength pikelet cooker. We can make over 150 pikelets on a Friday alone and our current cooker is having some issues. Once again thank you to our core group of volunteers who make the Canteen a very enjoyable place to be.
Moved: Trish Bray, for Paula Browne, Seconded: Anna Webster.
Uniform Committee Report
Current Balance: $5198.17
Deposit today: $ NIL
Payments this month: $ NIL
Total: $5198.17
Extended Credit (Feb 2015) $1277.51
Uniform Shop sales have been very slow lately. We still have some reduced stock available. The shop is currently well stocked, with the exception of some sizes of Bomber Jackets.
I attended the Kindergarten 2015 Storytime meeting last Wednesday and displayed our School Uniform to the new parents.
At the beginning of next term I will order more stock in readiness for the Kindergarten 2015 Uniform Orders which we have requested to be returned by 1st November 2014.
Moved: Belinda Lavers, Seconded: Ruth McLeod.
School Improvement & Finance Committee Report
· Library update: Location for new library finalised with DET Assets and planning commenced for construction to start by the end of 2014. Tasks currently underway include:
- residents surrounding the school notified via letter box drop as per Assets request
- environmental consultant preparing flora and fauna assessment and ecological survey report
- meeting scheduled with Assets to discuss timing for construction, access to the site, etc
- staff developing floor plans, shelving, furniture requirements etc.
School will be required to develop flora and fauna management plan based on consultant report and asset protection zone requirements.
· Coordination of future fundraising activities discussed given the success of Year 6 fundraising this year and the focus on the Twilight Markets. Fundraising activities within the school community are generated from P&C, canteen, Year 6 activities, school/staff, approved student fundraisers.
Recommendations included:
- In Term 1 each year fundraising activities being considered be identified and discussed by organisers. Suggest P&C Fundraising coordinator to liaise with Year 6 Fundraising Committee, school and canteen to discuss activities and timing to reduce overlap.
- Fundraising updates at P&C meetings be used to note upcoming activities.
- A Year 6 Fundraising Committee member to attend P&C meetings to assist with communication.
- Similarly Canteen Committee representative at P&C meetings to assist with identification of any special meal days or fundraising planned through the canteen.
· SPPS student welfare survey completed by 45 families. Results suggest low awareness of the school’s Effective Learning Code and a need to review communication with families. A parent forum may be used to discuss the results and preferred communication tools. The outcomes will contribute to the review of the school’s Effective Learning Code. The revised document will be discussed at a future SIFC meeting.
Moved: Ruth McLeod, Seconded: Anna Webster.
Fundraising Committee Report:
Twilight markets are getting closer, with only about 5 weeks until the night. We are progressing well with the organisation of this event.
So far we have 24 potential stall holders. We have sent out the paper work to these parties and have asked that it be returned no later than Friday 19 September. This will allow time to allocate stall spaces and see if we need to modify anything. We are aiming for about 25 stalls at the markets (other than Students Stalls & P&C Stalls). Facebook has provided a really good avenue for generating interest, thanks to Ella De La Motte for organising this page.
Ray White Salamander Bay (Michael Tanner) has approached us and asked to be involved in the markets. They would like to rent a stall, help set up, help pack up and generally help out on the night. They have also offered to print up some of our flyers (with their logo on them) to be used as a letter box drop. We may also get them to print a large poster sign to put up on the corner of Bagnall Ave and Soldiers Point Road (yet to be confirmed). Show print out of DL – OK? Michael Tanner has also expressed a keen interest to be involved at future fundraising events to help out and have a presence at the school. He has also hinted at possible donations to the school if they receive a referral/sale of house through us.
We have asked teachers to send home a note targeting parent helpers for the student stalls. Lisa Cornwell has been a great support in this, unfortunately (as of Monday 7th) she had not received any replies from parents. We would like to meet up with a teacher/s from each stage to discuss explicitly what they would like to have done before the event and what they will need for the night.
Ruth McLeod has organised a note home for show bags which is due back to school by Friday 19 September. This may also give us more of an idea as to expected numbers for the event.
The food for the night has been decided, with Rotary doing the BBQ sausages and drinks, and the other dinner options being roast vegetable frittata and vegetable spring rolls in filo pastry. Trish has approached the main grocery stores asking for donations of food. If we achieve this, all money made from this food (apart from cost of sausages) will be profit. Anna has approached PSP to ask for donations of packaging materials to present food for the markets (haven’t heard back yet).
There has also been an idea floated of a coffee stall, how do people feel about this? The negative would be that we would miss out on any profits made from the sale of coffee/tea through the canteen; the benefits would be that Deanne and Karen (and helpers) wouldn’t need to go into the canteen, we would get $25 fee from stall holder (how much profit would tea/coffee make through the canteen?), a good quality coffee may attract more people.
Slushy stall is proceeding, with two flavours being decided on.
The raffle is still proceeding, with Karen Smail kindly taking over this role as Liane had to go overseas on family matters. Thanks Karen for doing this.
The entertainment will be terrific, with school performances in the hall (still to be confirmed with teachers), buskers and singers adding to the atmosphere. Fin Adnam has agreed to be our MC, we will need to organise a megaphone for him to use. An idea has been to make another entertainment ‘hub’ at the Eastern end of the school (far end of the basketball courts, away from the hall) to attract people to the other end of the markets.
P&C stalls:
There has been a call for used books to be donated for selling at the markets. Belinda has kindly offered to store these in the Uniform Shop until need dictates otherwise. Paula has also offered any space free in the Canteen for storage if needed.
Baked goods – we will organise a note to be sent home first week back of Term 4 calling for baked goods to be delivered on the day.
Photo booth – Trish & Marcelle & Sharon to coordinate.
Lob-a-choc – Anna to coordinate.
Next meeting for the fundraising committee is on Tues 16th September 10am at Soldiers Point Bowling Club, all are welcome to attend.
Moved: Anna Webster, Seconded: Trish Bray.
General Business
Preparations for P&C 2015 (Planning ahead, esp. for positions vacant). Continuing to advertise this in the Newsletter, and invite new members to become part of the P&C.
WWCC forms from all present – Collected WWCC Declarations from Trish, Anna and Belinda. Ruth will provide WWCC Clearance Number and Tristen will provide WWCC Declaration form for files. Aim to collect all forms from all volunteers, for our files as soon as is practical, and in any case prior to Twilight Markets.
Twilight Markets – meeting Tues 16th September for final logistics planning with team. Need to send email to correspond with all Stage Representative teachers, checking for any items or assistance they require for their stalls, advising set-up and logistics planned for Fri 17th, and confirming/coordinating roster of their stalls (supervision) hoping to include parent helpers from replies received in response to parent helper request letter sent home. Anna & Trish will email this correspondence to Simon to forward onto Stage Rep teachers before Term ends.
Sydney Shopping Trip – at this stage, no tickets have been sold. Belinda would like to hear from any individual or group who might like to book seats. Awaiting responses.
Further to discussion about all SPPS Fundraising Efforts being coordinated amongst those varied planning teams, the P&C agrees with the suggestion of a more united approach to all fundraising, and all recommendations contained in SIFC report.
Yr 6 Graduation discussed, by Tristen Cosgrove, where the tradition has always been that a P&C member speech is included at this event. The general consensus amongst the P&C is that the Yr 6 Graduation Dinner may not always require a P&C member speech within it’s line-up, and the P&C does not expect or necessarily need to be invited to speak at the Graduation. It is noted that this event is closely followed by Celebration Day at the School, where a P&C member speech is a feature.
Meeting closed 8.46pm.
Next meeting – 14th October 2014 – School Administration Block