Present: Simon Parson, Grant Lavers, Corrie Howes, Ruth McLeod, Johnny Alessi, Tristen Cosgrove, Kylie Screen, Lesa Cooper, Liz Richards, Sharon Egan, Bronwyn Meehan, Lya Strassmier, Kate Miller, Guy Holloway.
Apologies: Helen Barwick, Paula Brown, Penny Whatman.
2. Acceptance of previous minutes from the 8th November, 2011.
Moved: Grant Lavers, Seconded: Ruth McLeod.
3. Business arising from previous minutes.
3.1 Paula confirmed by email that all items in the canteen have been photographed for insurance purposes and the canteen committee will ensure it’s stored correctly. She will talk with Bronwyn this week to place items over $1,000 on the school’s equipment register. There should only be the double door fridge and oven in that category.
3.2 Paula has placed the hot chocolate recipe on the wall so all volunteers can make it the same way. She will ask for feedback from the new SRC early in the New Year to ensure this is to their liking.
3.3 All policies and inductions etc. Have been adjusted in the canteen regarding Year 6 workers, i.e. can’t use scissors/handle hot food.
4. Correspondence.
4.1 In
Various Westpac correspondences given to Lesa
QBE Workers Compensation correspondence given to Lesa
P & C Federation – student insurance
Lucky Locals - $60 cash contribution for fundraising
4.2 Out
Followed up on new building funding letter by Tristen via email
.
5. Reports.
5.1 President’s Report.
5.1.1 On behalf of the Soldiers Point Parents and Citizens’ Association I want to thank all of the Parents and Citizens’, Teachers, School Staff and Students for all the great work that was done at and for the school throughout the year. 2011 was an important year for the Soldiers Point P&C. It was a year where we made some important decisions that should result in a great outcome for the school community and it was a year where we continued to raise funds.
5.1.2 The uniform shop continues to run smoothly, providing quality uniforms at reasonable prices. Indeed the uniform shop operates at a very small margin and often has a very tight budget. The School has asked that the P&C look into how to better communicate hours of opening and for the P&C to consider what the procedures should be for parents who attend the School seeking the Uniform Shop outside of operating hours.
5.1.3 The canteen also continues to run smoothly, providing high quality nutritious meals at reasonable prices. This year the canteen introduced hand-made meals on to the menu, which has been a fabulous success and we have also extended Paula’s hours so that the canteen has a paid employee available during all hours the canteen is operating. This has provided additional human resources at key times and has enhanced Paula’s ability to fulfil her important and valuable role. The canteen was proud to achieve an excellent outcome from a Council Environment officer who said of our canteen: “Everything is great, wish all canteens were like this.” The canteen does require additional volunteers as particularly on Friday’s the lines of children are long and currently teachers come off their lunch breaks to help in the canteen serving our children. Although the teachers are always willing to help as they are natural givers, and they want the children to receive their lunch during lunchtime, it is starting to become an issue for the school and if we can find a way to encourage more volunteers in the canteen especially on a Friday, it would be worthwhile for all and appreciated by the school. How we achieve this is not clear and I ask that we think about this for next year.
5.1.4 We have held some very successful events throughout the year including the Trivia Night, Bunning’s BBQ, Movie Night and we have assisted the school with events such as the Education Week Sausage Sizzle and the Twilight Bandstand. We have represented the P&C at events such as the Year 6 Graduation Dinner, the awards night at Dungog, and the Kindergarten Information Night.
5.1.5 The P&C has been involved with lobbying Council about traffic calming and a footpath and lobbying the State Government about school building funding. We had our State member hand deliver a request for School Building Funding to the State Minister for Education and have received a reply from the Minister essentially explaining to us that we are in the queue. So this week we have corresponded again with the State Member. We will continue with these causes all of which will improve the school experience for our children, when we are successful.
5.1.6 The P&C has applied for Grants over the year and as yet we have been unsuccessful but will continue these efforts. If anyone feels they can apply for some grants throughout 2012, please contact me. Applying for grants may prove to be a very useful way to fulfil more of the needs of the school and I will look into how this can be a more regular feature of the P&C. Some of the larger, wealthier schools pay people full-time to apply for grants and so whilst we cannot afford that luxury we can all as a school community pick a grant from time to time and ‘have-a-go’ because if we are successful on even a few of these, the efforts will be well rewarded.
5.1.7 Although there are competing needs for funds, which is actively discussed, unless I have left some things out, so far most of the funds raised over the last year have improved the canteen, added to funds which could be used for creative play spaces and added to our P&C bank accounts. The P&C provided $800 to the school this year for reading resources.
5.1.8 The School is going to present to the P&C early in the New Year an annual list of items that it needs for the education of our children. The P&C will try its best to fulfil these needs whilst maintaining a successful uniform shop and canteen. The P&C will also continue to move towards additional fund raising for the creative play spaces project. Balancing these competing needs is not easy. The School has requested that the P&C makes the needs of our children’s education our top priority as specified in the annual list of funding which the School will provide the P&C along with an invitation for the P&C to contribute financially towards these goals. Although many would hope that in a Public School the needs of our children will be met by the Government, unfortunately the funding that the school receives from the Government is not enough to educate our children beyond the very basic. Enhancements to our children’s education need to be funded by the fundraising work of the P&C which includes application for grants.
5.1.9 Last year the School Fete did raise over $35,000 for children’s creative play spaces. All of those funds plus interest earned on that sum remain completely in-tact and are set aside for the creative play spaces project. The children’s creative play spaces project has been our main project. We have received a fee proposal from a landscape architect which will be discussed at tonight’s meeting.
5.1.10 I want to say thank you very much to all those who have helped with the P&C over the year, most of whom are volunteers. The P&C could not operate without the generosity and community spirit of our wonderful volunteers. On behalf of the Parents and Citizens’ Association, I congratulate everyone for a successful year and wish you all a happy, healthy and safe Christmas and New Year. Thank you.
Moved: Tristen Cosgrove, Seconded: Grant Lavers.
5.2 Principals Report
5.2.1 I would like to start by thanking to the P&C for your support and representation at the 2011 Celebration Day and Year 6 Graduation. Both were very positive and successful community events for our school. I particularly thank Tristen for his attendance at the events and the canteen for providing tea / coffee & cake on Celebration Day. I also thank the P&C for their donation of a pen to each Year 6 student leaving Soldiers Point at the end of the year.
5.2.2 I sincerely congratulate all the students involved in our Celebration Day performances. I’m sure, like me, you were very impressed with the skills that were on display. The students continue to amaze me with their talents, whether it be in music, dance, singing, visual arts or even claymation, they’re developing well and I’m keen to see the creative arts continue to thrive at Soldiers Point. Behind those talented children are many, many hours of preparation by our teachers. I would like to thank all of my staff for their selfless commitment to our students and guiding them to success in so many ways.
5.2.3 Throughout Term 4 we have carried out a number of school-based reviews which have provided us with valuable information from staff, students and the wider community. I sincerely thank you, the parents, for being constructive with your input and assure you it will be used to guide our school to future improvement.
5.2.4 Whilst I have described 2011 as a colossal year for Soldiers Point I look forward to our school growing further in 2012. At this stage our anticipated student population for 2012 is 344, which is a little more than we currently have. The staff and I have drafted two class structures based on 13 or 14 classes for 2012. We expect that we’re able to confirm which model to use by the end of Week 1, 2012, when our population is definite.
5.2.5 You will have noticed in the newsletter that I included the prices of the 2012 book-packs. The costs are similar to those of the 2011 book-packs, apart from the Opportunity Class which will include an additional text in 2012. It is intended that the book-packs will provide all necessary stationery for every child. As always, financial assistance will be available for families through application.
5.2.6 Term 4 will conclude this Friday, December 16. Term 1, 2012, will commence on Monday, January 30, for all students in Years 1-6. Kindergarten students will undertake their Best Start assessment from Monday, January 30 through to Thursday, February 2.
5.2.7 As Kindergarten will commence as a whole on Friday, February 3, is the P&C keen and able to support the Tea & Tissues tradition on the Friday when the new Kindergarten students start? All agreed.
5.2.8 Once again, I thank the P&C and the parents of Soldiers Point Public School for their continued support throughout 2011. It has been a great year and, on behalf of the staff and students, I thank you for your time, effort and contributions. I look forward to working closely with the P&C again in 2012 as we work together to make Soldiers Point the best school on the peninsula by ensuring we meet the needs of our children. I wish you all a very merry Christmas and happy holiday with your families.
Moved: Simon Parson, Seconded: Kylie Screen.
5.3 Treasurers Report.
5.3.1 The P & C account has had no movement over the last two months with a balance of $5,832.08.
5.3.2 The Canteen account has a balance of $10,338.92 as of the end of November.
5.3.3 The Uniform account has a healthy $5,558.49. The orders have for next year has gone in.
5.3.4 Paula’s salary needs to be increased and back dated as at the 8th of July as the award has increased. We also need to update and back date her super payments. Lesa apologised for not doing so sooner as the paperwork was copied on the back of a form and she only just noticed it.
5.3.5 Paula would like to do a nutrition course to make the most of her home cooking on Thursdays. We asked for her to come back to us with a proposal and costs for consideration.
5.3.6 Lesa advised that the term deposit would mature in February and asked if we should let it mature then we can access the funds for the creative play space planning. All agreed to let it mature.
Moved: Lesa Cooper, Seconded: Corrie Howes.
5.4 Canteen Report.
5.4.1 The canteen has enjoyed having the Year 6 helpers in and has been a great success. There has not been one negative issue that Paula is aware of. If anyone has heard any negative feedback Paula would like to know so she can address it next year. She will be sending out application forms for Year 6 in the first week back and hope to have it up and running again within the first three weeks next term.
5.4.2 Celebration Day saw about 15 to 20 parents enjoy cake and coffee. Paula believes more would participate if recess coincided with the end of the assembly as most parents left straight afterwards and recess was 15 minutes later. The canteen was able to recuperate the cost of the cakes with those sales on the day. Perhaps make an announcement?
5.4.3 The change to the distribution of drinks at lunch time has been successful and seems to address the problem of the chaos that occurs on Fridays. We now send milk, juice and water that is ordered down in the lunch crates along with the hot food. The Year 3-6 window stays shut until 12.50 with only the K-2 window open for collection of lunch crates. The teachers keep everyone except lunch monitors away from the canteen until the 12.50 bell, then it is open for sales including collection of ice confectionery and slushies even if these are pre ordered as these items aren’t considered healthy food.
5.4.4 Stocks have been run down to the bare minimum needed to get through the week, so Paula will be able to shut down a couple of freezers and a fridge for over the holidays and will have the final stock take figures available for the accountant by the end of the week.
5.4.5 Paula has again enjoyed the year working with a great committee, volunteers and Year 6 helpers and looks forward to the start of Term 1 next year.
5.4.6 Ruth suggested that if we don’t get enough volunteers for the canteen we offer a pre order service only, no over the counter sales. Grant will put a note in the newsletter stating this. Should we look at online ordering again?
Moved: Corrie Howes, Seconded: Lesa Cooper.
5.5 Uniform Report. No report submitted.
5.6 Ground Committee Report. No report submitted.
5.7 SIFC (School Improvement and Finance Committee) Report. Minutes from 7th Sept. submitted.
5.7.1 A 10 page fee proposal from Terras Landscape Architects was submitted, broken into three areas. A landscape Architect and a Civil Engineer have met with Simon on site. The vision is that we ideally want to see the project broken up into 3 key areas.
Area 1, being the top field which is constantly closed due to being waterlogged - Removal of retaining wall and redirecting water flow down towards the storm water drain in the car park. Additionally requires top soil and turf so it becomes an area for play. We may have to lose a bit of space and a few trees. Hydraulic issues are the main issue.
Area 2 is where the library currently sits. Initially just a pathway from the bottom path to the COLA is planned and then install some fixed equipment geared towards infants at a later date.
Area 3 is the most significant of all the stages and is planned for the South/East corner of the site. Clearing and levelling an extensive amount of land including substantial earthmoving and tree removal.
Phillip Williams of Terras Landscape Architects was recommended to us by a playground installer. The fee proposal is broken up into two stages. The first stage is the “Concept Landscape Design” for $8,500 for a concept plan. The second stage is DA documentation at $7,400. Due to the tree removal required we’d have to put a professional DA into council. Both stages total $15,900 + GST. GST applicable to the P & C, not to the school. The presentation is very extensive and transparent with fee breakdowns and additional rates per hour. Simon has a very rough expectation that Area 1’s costing may be in the vicinity of $14,000.
Lesa & Liz asked if it was really necessary to pay for concept & DA of all 3 areas, could we save those costs towards the physicality and concentrate only on Area 1. It was discussed that these all need to happen together with a long term vision and the DA can always be deferred once approved. It was also asked if we could develop Area 3 before Area 2, the answer was yes, another good reason for having whole Concept Plan done at once. Play space doesn’t have to be fixed equipment, just a decent “play space”. We want to show the families that we do really well with the money we have, it was discussed we wouldn’t save money just concentrating on one area and agreed on looking at the big picture. Liz asked if we could also extend Area 1 to beautifying the area in front of the classrooms up there. Small decks, imaginative play spaces, do it really well in consultation with the community to make sure Area 1 is awesome before moving onto the other stages. Sharon said the kids sit in the dirt up there. Other concerns raised were the additional unknown costs of the survey not included and especially the additional unknown costs for an Engineer. We are unable to get a costing until we have a Concept Plan. We would like to get these costs a.s.a.p. after the Concept Plan. Ruth suggested we have an informal talk of ideas for consultation at the Welcome BBQ with boards up. Another concern was you can’t do a plan without a brief. Estimate SIFC will have a brief by mid March. All agreed that Simon can inform Terras that we wish to go ahead on the $8,500 Concept Plan.
Moved: Tristen Cosgrove, Seconded Grant Lavers.
5.8 Fundraising Committee.
5.8.1 Lya said the staff would like to sell Entertainment Books as a fundraiser for the school in Term 1 next year. This will be a school fundraiser.
5.8.2 We discussed the 2012 fundraising calendar and agreed on a disco night at the SPBC in Term 1. Corrie suggested we run another ‘super raffle’ over Terms 1 & 2 as it generated a lot of funds for the fete. Ruth suggested checking all selling opportunities like Blues Fest etc. as well as Salamander Shopping Centre on weekends. Corrie has already started collecting prizes. Lya suggested that they have their music night at the end of Term 2 and we can draw the raffle then. Ruth suggested we check costing on the proposed movie night. Corrie thought a Trivia Night 2 years in a row wouldn’t get great attendance.
5.8.3 Johnny said he will attend the Welcome BBQ and try and recruit as many new volunteers as possible.
Moved: Johnny Alessi, Seconded: Corrie Howes.
6 General Business.
6.1 Lesa advised that Paula can’t open the canteen this Thursday due to medical reasons. Sharon said it shouldn’t be an issue as it’s movie and party day. Simon will send a note home tomorrow to advise parents that the canteen won’t open this Thursday.
6.2 The P & C Federation offer student insurance at $4.85 per student. Although the premium is calculated on a per student basis, it is only available to the school as a whole, not on an individual student basis. All agreed not to pursue as we also agreed in 2010.
6.3 We then discussed the Chaplaincy & Student Welfare Officer Program. Simon believes that we can choose who we employ. The school would love to take advantage of this program as the school could really benefit from the extra support for the school and students. Simon explained that some students are dysfunctional and need additional support to meet simple daily needs including things like hygiene, breakfast etc. Some of the students are disengaged from learning and avoid learning by walking out of class and the school has no current resources to support these students. We have enough affected students in the school to require this additional support. The P & C will only be involved in supporting the application and selecting the officer. We need to stress the welfare component. All in attendance agreed to support the application.
Moved : Tristen Cosgrove, Seconded: Corrie Howes.
6.4 Uniform Shop hours and access was raised. Someone recently drove up from the South Coast expecting it to be open. We all agreed that the limited hours our volunteers commit too are more than reasonable. It was suggested we have a sample set available in the office but also agreed it is not the responsibility of office staff to show samples to new students. Could the P & C purchase a sample set for the office or recycle lost property? Could the uniform Committee please discuss and respond.
6.5 Good Food Rewards Program. Tristen to complete form and submit and we will promote in the New Year.
6.6 We discussed the school newsletter and how much time is taken in the preparation. It takes one staff member most of Monday to prepare and Simon does all of his contributions of a weekend. It was suggested that we alternate 1 week as the newsletter then the second week as a calendar update. All agreed that we enjoyed the ‘news’ component but would be happy to reduce staff hours by the alternate week suggestion. Could we use the school website for updates as it gets over 450 hits per week? All agreed on fortnightly issue for 2012.
Moved: Ruth McLeod, Seconded: Kylie Screen.
6.7 Lesa stated that since she moved to Boat Harbour recently it has been inconvenient to get cheques for wages and suppliers signed in a timely manner and is having to drive to Salamander Bay regularly to meet her obligations. She has been to the bank and has an internet authorisation on the canteen account only, so that two people can log in to process each payment, exactly the same way as we currently require two signatures on cheques. All four parties can do second authorisations online, they are; Lesa Cooper, Tristen Cosgrove, Corrie Howes and Penny Whatman. All in attendance were incredibly relieved that Lesa is staying in the area and continuing on as Treasurer at the school. All agreed and Tristen signed the authorising paperwork at the time.
Moved: Lesa Cooper, Seconded: Corrie Howes.
6.8 Tea & Tissues will be held on Friday 3rd February. Could anyone available please attend?
6.9 The Welcome BBQ will be held on Friday 10th of February. All agreed that the P & C and school would go halves in the jumping castle. Please see previous note in 5.7.1 regarding creative play space consultation at this event.