Present: Simon Parson, Rachel Wagland, Tristen Cosgrove, Karen Jones, Belinda Lavers, Anna Webster, Anna-Maria Ford, David Smail & Trish Bray.
Apologies: Ruth McLeod.
2. Acceptance of previous minutes from the 10th June 2014
Moved: Tristen Cosgrove, Seconded: Anna Webster.
Business arising from previous meeting/s
Release of Term Deposit funds; although approved at prior meeting, the timing for this to be done – Simon Parson is awaiting a reply from Assets, therefore the P&C is advised we can hold the term deposit until we hear back. David Smail advised that the term expires this month (on the 19th). Tristen moved to finish up the term, and move the funds to regular P&C account, so as to be available for donating to the school as soon as Assets approves the start date of the grounds work and contacts Simon. All in favour. Tristen, David and Simon will liaise further on this to enable the release of the funds.
3. Correspondence – In/Out
In:
- Fundraising correspondence received by Tristen is distributed to Anna & Trish.
- Insurance information from alternate provider, received by Tristen, is distributed to David.
- Christopher Pyne correspondence received by Tristen is given to Simon.
- Email – request for P&C financial assistance of State Sport cost, for one child, received 17 June, to be discussed in General Business.
Out:
- ACNC Annual Reporting has been completed & submitted by Tristen Cosgrove.
4. Reports/Updates
President’s Report
Thank you once again for a successful couple of months since our last meeting on 10th June 2014.
Thank you to all those who have given and who continue to give their time and effort for the school and the school community.
Since our last meeting in June, the P&C has held a disco, raising $1,524.25 plus sales of the raffle from after the disco. Deposit of $1,545.05.
We also had an open day at the school that was very successful and from all reports a fun day.
Interestingly in the Port Stephens Reports June 2014 edition by Craig Baumann, Craig says: “As part of the Capital Works program, …..Soldiers Point Public School will receive a new modular library. The works are scheduled to commence within the 2014-15 financial year.”
I also managed to write 8 grant submissions so fingers crossed.
So here’s to another great month!
Moved: Tristen Cosgrove, Seconded: Trish Bray.
Principal’s Report
I’d like to start by thanking the P&C for all your support with our recent Open Day. This year’s Open Day activities were very well supported by the school community with more than 250 visitors in attendance for our assembly and classroom visits. We even had a few parents join in our walk-a-thon.
I particularly thank the P&C for your support with the BBQ lunch – Paula, Dean & crew did an amazing job serving so many people in such a short amount of time.
The day was also very well supported by the wider community through individual donations for the walk-a-thon. To date we have received a little over $1600 in donations which is a great boost toward the purchase of 10 more iPads.
I would also like to further thank Paula & the canteen staff for their support of the Zone Public Speaking finals, which we hosted at SPPS last week. Your willingness to provide a coffee & cake was greatly appreciated by our visitors.
Next week we will be hosting our 2014 Book Fair, which will further promote literacy with our students and wider community. I encourage as many parents to drop in to view and possibly purchase a few books.
The Book Fair will be held in the hall from Monday – Thursday. It will be accessible before school from 8:30-8:55 and after school from 3:00-3:30.
Nearly 100 of our Stage 3 students, accompanied by 4 teachers, are about to embark on their 3-day outdoor education experience at Morisset. This is a wonderful opportunity for our students, which I know has many personal benefits for them. I look forward to hearing about their adventures on their return.
More than 120 of our primary students are currently preparing for the Tomaree Music Festival, which will be held on August 27 & 28 at the MPC. This year we have our combined choir, a junior & senior dance group performing over the two nights. It is my understanding that tickets will be available for purchase next week. Watch this space.
If you haven’t had the opportunity of attending a TMF in the past I recommend you get along as it’s a very entertaining evening.
Whilst the TMF has been a wonderful event for our students to perform for the wider community, the TMF Committee recently decided against holding the TMF in 2015. The event has been running for more than 21 years and the committee believe it’s time to have a break and allow schools to stage their own in-school activity such as a musical or similar event in the interim.
The TMF will most likely be held again in 2016.
As a staff we are currently determining the viability of holding a school event, such as a musical. A decision will be made about this in the near future.
This year’s music festival will be followed by our own Evening of Music on Monday, September 1, where our bands and individual musicians will be performing.
Our students also have the opportunity to perform at the Twilight Bandstand later in the year.
Soon, we will be hosting about 40 pre-schoolers who will be experiencing school for the first time as they join us for Storytime 2014. The dates for Storytime are:
• _Storytime: August 27 – general information
September 3 – P&C / canteen / uniforms
September 10 – Best Start
• _Our Parent Information Session will be held on Tuesday, October 28, in the hall.
• _Kindergarten orientation will be run Weeks 7 & 8 of Term 4.
I invite representatives from the P&C to attend the session on September 3 to present general information about the P&C, school uniforms and canteen.
As a staff we have continued to undertake a significant amount of professional learning throughout 2014. The main focus areas have been:
• _Supporting the implementation of the English syllabus, which continues to be an on-going priority;
• _Familiarizing ourselves with the new mathematics syllabus which is to be implemented in 2015. Our goal for this year is to become acquainted with the document ensuring we’re prepared for its introduction in 2015; and
• _We will also be exploring the new science syllabus later in 2014, which is to be implemented in 2016.
I extend a big thank you to the many families who have taken time to complete the Effective Learning Code survey which is currently open. By providing us with your constructive feedback we’re able to identify our strengths and areas we need to place more attention.
Moved: Simon Parson, Seconded: David Smail.
Treasurer’s Report
Balances are as follows:
Current balance
P&C account: $14,323.63
Uniform account: $6,566.17
Canteen account: $4,508.73
Term Deposit (at 19 July) $21,452.37 ($44.08 interest due)
The P&C account
In June $27, 000 deposited for grants, $1,000 transferred back to term deposit as agreed in previous meetings and $15,500 donated to the school for covered walkways
In July, $1,145 was paid out for P&C Federation insurance
QBE Workers Compensation insurance renewal has just been received for $419.03.
Canteen Account
July invoices total $2,926.07 which will be paid out this week. August invoices already total $402.29.
Canteen invoicing and payroll responsibilities will be transferred to Deanne Cosgrove this week, now that the Deanne has the required access and set up for internet banking. Corrie and Tristen have been removed from the canteen account and Penny added.
Responsibilities
I will continue to maintain the overall P&C Treasurers position, dealing specifically with the P&C account covering insurances and fund raising income, and co ordinating the annual audits, while Deanne manages the canteen account and Belinda continues to maintain the uniform account.
I received a letter from Mark Edmunds Accountants notifying of their merger with Newcastle based Sidcor Chartered Accountants recently. The Nelson Bay office and staff will remain.
Moved: David Smail, Seconded: Anna Webster.
Note, further to the release of funds donating to the Creative Playspaces ground work – Tristen Cosgrove moved that $1500 be transferred from Uniform Shop account to P&C account. Seconded by David Smail. All in favour. David to action.
It has also been noted that the $600 donation approved from P&C to the school for Craft resources has not yet been presented. David & Tristen co-signed cheque and presented it to Simon Parson tonight.
Upon suggestion by Belinda Lavers, for ease of co-signing, it is moved that Deanne Cosgrove be added as a signatory to the Uniform Shop account. Approved by all.
Canteen Committee Report
I would like to thank all those wonderful helpers at the Open Day sausage sizzle on Friday 1st August. Because there were so many willing to pitch in even for just 1/2 hour, the day flowed smoothly and everyone was fed on time, with only 20 sausages left to spare. A special thankyou to Dean Jones for cooking all 400 sausages, setting up and cleaning up afterwards, all the time with a smile.
The Canteen needs to replace the classroom lunch tubs as the current ones haven't stood up to the job. We have had a freezer out for a few weeks now, this belongs to Peters Ice Cream and a technician is due out soon to hopefully rectify the problem as with summer on its way we will struggle with only one ice-cream freezer.
I would like to thank Simon for the practice "lock-down" a few Thursdays ago. This highlighted a few issues for the Canteen if this ever becomes a reality. The Canteen Committee will soon meet to discuss this and come up with a Canteen Plan.
Once again thankyou so much to those fantastic core group of parents who are always there to help and to those fabulous year 6 who step up and help out, it is always a joy to work with them.
Moved: Belinda Lavers (for Paula Browne), Seconded: Karen Jones.
Uniform Committee Report
Current Balance: $6566.17
Deposit today: $ NIL
Payments this month: $ NIL
Total: $6566.17
Extended Credit (Feb 2015) $1277.51
We have had a steady flow of customers this term. We still have some reduced stock available. The shop is currently well stocked, with the exception of some sizes of Bomber Jackets.
Our extended credit from our main supplier LWReid has already started for this year.
I have just received new pricelists from both LWReid and PSW Pty Ltd. There have only been changes to printing and embroidery costs. As these changes are minimal and due to the quantities which I order, our current prices do not need to be changed.
Moved: Belinda Lavers, Seconded: Trish Bray.
School Improvement & Finance Committee Report
- Funding for new library announced by Craig Baumann. Formal confirmation of funding not yet received from DET however preliminary discussions continuing. Next steps include an asset protection zone assessment to be conducted by environmental consultant and a review of possible locations by the DET Assets unit. Considerations to include possible impacts on koala habitat.
- Earth works done above top field. Need approval by Assets before undertaking next tasks.
- School zoning changes recommended for SPPS boundary to be extended along Salamander Way as far as the duck pond. Change to take effect in 2016.
- P&C to encourage parents/carers to participate in the SPPS student welfare survey currently online.
Moved: Simon Parson, Seconded: Anna Webster.
Fundraising Committee Report:
Twilight market organisation is steaming along, with lots of willing volunteers who have replied to our call for help on the day. As well as the School Stalls, so far we have 15 parents of SPPS kids who would like a stall, with lots of variation as to what they are selling. We have also had some interest in ‘outside’ stall requests, which we will address once we finalise the current stalls we have mapped out.
We have asked the teachers to be specific when telling us how much space they will need for the student stalls. Once we have this information we can finalise the mapping out. At present, we have allocated the ‘best’ positions to the students under the COLA, and estimated the space required. We are hoping to have this confirmed by the teachers. We have some maps we will circulate for confirmation.
Laura Miles has done a very professional layout with potential stall spaces, allocating a standard 3m x 3m in most cases. We are plotting most of them to be undercover, in case of inclement weather, but will be requesting detail of any stallholders with gazebos, with a plan to place them in any of the open sites.
We have drafted a Terms and Conditions document for stallholders to sign and abide by, at the moment it is being looked at by Corrie. We will also circulate this tonight at the end of our report for anyone here interested in those specifics.
We have asked Deanne coordinate some of the Dinner food options for the night, along with the canteen committee. We have also applied for Rotary to partner with us, hoping they will provide a donated service of BBQ sausage sizzle (everything from ordering, to cooking, to selling). We have made a project application for this and will await a reply. This would be a huge advantage, as it would free up our Food Service volunteers to be able to run some ‘other dinner options’ outside of the regular sausage sizzle.
The food preparation and provision on the night is of paramount importance, as we don’t want people to go home hungry. As the timing of the market is 4-8pm, visitors will come expecting dinner for them and their children. As we are unsure of numbers, this is going to be a tricky area. Any help is appreciated, and we are going into the markets with the idea that the food area is one that we will all contribute to. We will be discussing this further at our Twilight Markets meeting next Tues 10am, with our full team of volunteers, after we hear back from the Canteen Committee, and hopefully also from Rotary.
Lianne Saunders has approached some businesses with requests for donations for a raffle, and has been successful in acquiring some good prizes. A good idea (and Lianne agrees with this) would be to have one big drawcard prize, which we are still working on. There has also been the idea of a more corporate sponsorship, where people don’t necessarily have an item to donate but can promote their company in the local community by putting their logo on the screen in the hall when a performance is on. We are keen to get donations for prizes from anyone in the local community, Lianne has suggested that ‘warm’ calling instead of ‘cold’ calling is a good idea – if anyone from the school knows someone who would like to promote their business at the markets please let us know.
Facebook page has been set up by Ella De La Motte, with 75 already having ‘joined’ the event. It’s a great way to appeal to a wider audience and keep people up to date as to what’s happening. Lianne suggested posting prizes on the Facebook page to promote event.
The entertainment is being handled by Emma Bowen, who also helps out with the school band. As Mrs Soulsby will be away for the markets, Emma is in the process of talking to Bianca, Mrs Sproule, Mrs Waglan and Mrs Dawson. We would also like to ask Fin Adnam to be a ‘town crier’ and announce band/dance/choir performances as they are coming up.
Anna-Maria has kindly offered a slushy service for the markets at cost price, which we think will be a huge success. We would also like to help by promoting the slushy machine as something people can hire for future events.
P&C stalls: we are going to decide on these at our next meeting, and allocate spaces. Depending on how many volunteers we have rostered, we are hoping to run: the Dinner food stall, A Canned Drinks/ Poppa’s/ Water Stall, the Slushie Stall, the Baked Goods Stall, the Raffle, the Showbags stall, a Used Books/Boardgames stall, a Dress-up Photo Booth activity stall, and possibly some other activities. These will all be discussed & rostered at our meeting next week.
Next meeting for the fundraising committee is on Tues 19th, 10am at SPBC, all are welcome to attend.
There are a few items we would like general comment on, and P&C approval, if we can discuss those now in General Business….
Moved: Trish Bray, Seconded: Belinda Lavers.
Also, Ikea/DFO Sydney Shopping Trip Fundraiser – briefly discussed. Flyer circulated for comment. Quote has been provided by Port Stephens Coaches, for bus transport. Moved to accept Port Stephens Coaches quote. All in favour.
General Business
Twilight Markets Maps circulated – Noted the amount of ‘set up’ going to be required for us to get the School Stalls and P&C Stalls ready prior to the 4pm start. Requested access & shut off Site 5&6 from end of lunchtime onwards on the Fri. Also requested the use of the Hall all day on Fri 17th, for receipt & storage of Baked Goods donations & pricing items during that day.
Twilight Markets – Trestle Tables for P&C stalls required. Rachel Wagland has offered to liaise with Anna Bay Public School who may be able to loan us some tables.
Request for P&C Financial Assistance for State Sport cost discussed. It has been noted that in the past the P&C has financially supported State Sport competitors from the school, by way of a $50 donation, if that child has requested support from the P&C, by written letter from the child. It is moved that we continue with the precedent set prior, and Tristen will make contact with the family to advise. The P&C congratulates this student on their State Sport involvement.
Tristen advised us of the latest Grant submissions made.
Grant aquittal forms signed by Tristen & Trish, and witnessed by Anna.
Lost property from Disco, to be noted in next newsletter.
It is suggested that the P&C hold it’s own files of completed Working With Children Checks for all volunteers. Trish to follow up.
Future replacement of key positions next year or sooner, if required, on the P&C – discussed. Noted it may be wise to advertise in the newsletter the potential of vacant positions for 2015 with a call out for any interested parties to express interest, giving time for training up & handover. Anna to include in newsletter.
Meeting closed 9.35pm.
Next meeting – 9th September 2014 – School Administration Block