Tregeagle Public School P&C - Operational Guide 2013
ABN 91 653 761 640
Tregeagle Public School P&C - Operational Guide 2013 1
Vision 1
Introduction 2
Goals for P&C 2
Benefits of Membership of P&C 2
Financial goals 3
Executive Positions 3
Communication 4
P&C Executive 4
P&C Decision making process 4
Reporting 5
Process for the handling of Complaints 5
TPC Bank Account Details 5
Canteen Sub Committee 5
Fundraising & Events Sub Committee 6
Uniform Coordinator 7
P&C Federation 7
Current issues for TPC 7
Sustainability Plan 9
P&C Calendar 9
Vision
· The Tregeagle P&C fosters cooperation and communication between the School and Parents. We aim to support the school by providing resources, skills and knowledge and want to help provide a safe and happy learning environment.
· We achieve this by encouraging active involvement of parents, fundraising and providing a canteen that encourages healthy eating choices.
Introduction
The operation of the Tregeagle P&C is in accordance with the Constitution of the Tregeagle Public School P&C Association and By-Laws. We operate under the Tregeagle Public School P&C Association Code of Conduct.
P&C meetings are held on the first Monday of the month during term starting at 6:30pm and run for approximately two hours.
The P&C Calendar shows event and important dates that the P&C are involved with. The Calendar can be found in the P&C section of the school website under Calendar.
Goals for P&C
· Promote the P&C
· Provide resources to the school as guided by the Principal
· Participation in school events
· Assist the Principal to provide a healthy, safe and enjoyable learning environment for both students, staff, volunteers and parents.
· Regular communication to all parents, staff, citizens and pupils regarding P&C activities through regular newsletters, meetings and attendance at school events.
· Foster relationships with school patrons and P&C Life Members
o Patron – Thomas George
o Life Members – Merv and Bernice King, Jack and Irene Pearce, Andrea Bryant.
· Increase and maintain a strong membership
o Members apply by completing a membership application form and submitting to an Executive member either via the school office or at a general meeting with membership fee of $1 per operational year (January – December).
o To be eligible to vote at both General Meetings and Annual General Meetings a member needs to have attended at least one meeting during the operational year. This is as per the Constitution.
Benefits of Membership of P&C
· Members that have attended at least one meeting during the year are eligible to vote at meetings.
· Members that have attended at least one meeting during the year are eligible to stand for positions on the Executive and Sub-Committees.
· Can be formal representatives of the P&C at school events.
· Opportunity to raise issues that affect your child and help to address them.
Financial goals
· Prepare recurring budget– reading resources, contributions to Excursions, sport bus subsidies, regional sport support, Yr 6 shirts, gifts for leaving families, ANZAC day wreath.
· Prepare major project budget – upgrade Canteen, covered walkway from Hall into school.
· Meet budget through canteen, events, sponsorships and donations.
· Events – discos, trivia nights, BBQs,
· Donations – local businesses and community
Executive Positions
Executive positions are in accordance with the Constitution –
President – Jim Kinkead
Position roles and responsibilities:
· The successful functioning of the P&C Association
· The attainment of the P&C Association’s objectives
· Ensuring that the P&C Association takes part in decision-making processes in the school
· Fostering fair participation of all members and ensuring that all new members are made to feel welcome
· Supporting volunteers
· Consistent adherence to the constitution
· Acting as the P&C Association’s spokesperson when public statements or actions are needed
· Setting up lines of communication with the Principal
· Being signatory on the Association’s bank accounts
· Chairing meetings (see fact sheet: Chairing Meetings) but, in the absence of the President, one of the Vice-Presidents will chair the meeting or the meeting can elect a chairperson from the members present for that meeting.
Senior Vice-President – Hugh Harris
Position roles and responsibilities:
Supporting President in achieving Presidents roles and responsibilities
Vice-President – Jason Brunton
Position roles and responsibilities:
Supporting President in achieving Presidents roles and responsibilities
Treasurer – Steve Roberts
Position roles and responsibilities:
· receives and deposits monies, maintains records, draws cheques and presents accounts.
· presents a report in the form of an income and expenditure statement together with a reconciled bank statement for each and every P&C meeting.
· ensures that all funds held and handled by P&C are properly and openly accounted for
· a signatory on the P&C accounts and should not delegate this responsibility.
· encourage members to understand the state of the P&C finances.
· ensure a case book or books are kept, recording all financial transactions of the P&C Association.
Secretary – Kylie Gartside
Position roles and responsibilities:
· carrying out the administrative tasks related to the decisions of the meetings as resolved.
· prepares, in consultation with the President, all meeting agendas.
· attend every association meeting and take notes of the discussions in order to produce a set of Minutes for subsequent distribution to members and for receipt, possible amendment and adoption at the following meeting. (In the absence of the Secretary the meeting should elect a person to take the Minutes, this person should be identified in the Minutes.)
· receiving and tabling all correspondence as well as writing and dispatching outgoing correspondence as resolved/appropriate.
· issues notice of all meetings and
· maintains official records of the P&C Association such as the constitution, by-laws, rules of subcommittees, Incorporation Certificate, ABN details, list of financial (voting) members, Minutes, Attendance book
· issue Newsletter with President and input from sub-committees
Communication
The P&C communicates to parents through meetings, P&C newsletters, on a one to one basis, emailand the P&C website. The P&Cwebpage on the schools website and the tab is called P&C
http://www.tregeagle-p.schools.nsw.edu.au/p-c and includes Canteen, Music Lessons, Newsletters, Operational Resources and Documents, Contact Us, Uniforms, Calendar and join the P&C.
The P&C email address is
P&C Executive
Role and responsibility
· Provide direction for clear, fair and transparent processes for the P&C operations
· Make decisions and recommendations to P&C
· Provide regular reports to the monthly P&C meetings.
P&C Decision making process
· Executive will make decisions as elected representatives for and on behalf of the P&C members – this includes financial approvals up to $2,000.
· Executive decisions will be in consultation with and guided by input from parents and citizens of Tregeagle Public School.
· For any major decisions the Executive will agree to a position and will take to full P&C for any objections.
· In the case of a majority objection then the Executive would revisit options.
Reporting
The Executive provide regular reports to the monthly P&C meetings.
The Sub-Committees will report to the Executive as follows:
The Canteen SC will request an endorsement from the Executive for the following:
· Proposed menu changes
· Proposed price changes
· Action to be taken regarding end-of-term debts to Canteen
The F&E SC will request an endorsement from the Executive for the following:
· Proposed major events
· Proposed sponsorship/fundraising program
Process for the handling of Complaints
The Executive has a process for managing complaints and welcomes feedback to the functioning of the Tregeagle P&C. Complaints will be treated confidentially and will be responded to confidentially. Complaints can be addressed to any member of the executive, lodged in an envelope at the school office or via the Tregeagle P&C email address
TPC Bank Account Details
Bank: Commonwealth
Branch: Lismore
Operational account name: Tregeagle Parents and Citizens Association Inc
BSB No: XXX XXX
Account number: XXXX XXXX XXXX
Signatories: 2013 – Jim Kinkead – president; Steve Roberts – Treasurer; Jason Brunton – Vice President
Sub-committees can be formed as required. Currently there is a Canteen Sub-Committee and Fundraising and Events Sub-Committee.
Canteen Sub Committee
Positions: President – J. Brunton (March-June 2013) currently vacant; Secretary – K Bryant; Treasurer – M Bird (March –May 2013) N Roles (June-current).
Goals
· Increase uptake of healthy menu options
· Provide healthy menu consistent with guidance from DET guidelines
· Foster a strong volunteer community
· Involve kids in canteen processes – provide learning opportunities about healthy eating habits.
Role & Responsibilities:
· manage and operate canteen in consultation with P&C Executive
· manage and coordinate volunteers
· manage canteen consistent with Departmental policies and strategies
· receives and deposits monies, maintains records, draws cheques and presents accounts.
· presents a report in the form of an income and expenditure statement together with a reconciled bank statement for each and every P&C meeting.
· ensures that all funds held and handled by P&C are properly and openly accounted for
· Canteen SC will request an endorsement from the Executive for the following:
- Proposed menu changes
- Proposed price changes
- Action to be taken regarding end-of-term debts to Canteen
Canteen bank account details:
Bank: Commonwealth
Branch: Lismore
Account name: Tregeagle Parents and Citizens Association Inc Tuck Shop Account
Account number: XXXX
BSB No: XXXXXX
Signatories: 2013 – Jason Brunton, Kylie Bryant – Secretary, Nikki Roles – Treasurer, Jim Kinkead – P&C President, Steve Roberts – P&C Treasurer
Canteen Operations
The canteen operations and procedures manual is being finalised and will include:
- Canteen operations - keys, cleaning, money handling, food hygiene, timing
- Collating lunch orders
- Order/food preparation
- opening times
- recycling
Fundraising & Events Sub Committee
Positions: President – H Harris; Secretary – K Gartside; Treasurer – L Rudwick
Goals
· Increase profile of the P&C within the school and local community
· Organise fun, safe and profitable events for the school and the community
Role & Responsibilities:
· Develop budget in consultation with P&C Executive and Principal
· Plan and manage fundraising events
· Maintain Events Calendar: meetings, discos, major events – Bunnings, Trivia,
· The MFE will request an endorsement from the Executive for the following:
- Proposed major events
- Proposed sponsorship/fundraising program
· Develop policies for approaching potential donors
· Supporting the Mia Johnson fundraising program
Uniform Coordinator – Miranda Wells
The Uniform Coordinator manages and coordinates school uniforms including polo shirts, blouses and hats. For more information, order forms and contact details please check the P&C section of the school website.
P&C Federation
Tregeagle P&C is a member of the Federation of Parents and Citizens Association of New South Wales. Membership to this organisation provides insurance for the P&C. The Federation has an annual conference each year usually held in July. The local P&C can submit agenda items to the Annual Conference. Membership is renewed annually and advised in writing. TP&C can nominate delegate/s to attend the Annual Conference each year. In 2013 that representative was Jim Kinkead (President), who was also elected as a Councillor on the State Council. The Federation is an organisation that provides advice to the Government on P&C issues.
Current issues for TPC
A planning session is to be held in September 2013 P&C general meeting. The aim will be to canvas parents and citizens to identify what was considered important from a P&C perspective and to provide some direction for the P&C executive.
The following are the important items/issues raised in 2012.
Nits / Safe and happy learning environment / SportCommunication conduit / Consistent approaches / Access to a canteen (2)
Information about impact of on-line gaming and mental well-being / Sustainability plan / Kids involvement in healthy eating and choices
Cooperation between school and P&C / Adequate funding / Incorporate the vegie gardens in the canteen more
Safe school environment / Support
- Financial
- Knowledge/skills / Growing and selling vegies/produce for income
Close relationship with Principal / Fundraising (2) / Supportive P&C body – growth
Zero tolerance to bullying / More volunteers in canteen / Improve parent participation in P&C
Fridges in classrooms (2) / Excursions / Community for kids.
In 2012 some of the items raised required further investigation and/or action. Some of the items raised will require further explanation, greater capacity and/or new volunteers to consider further:
- Nits
- Sport
- Growing and selling vegies/produce for income
- Incorporate the vegie gardens in the canteen more
- Information about impact of on-line gaming and mental well-being
The following outlines/actions on items raised in 2012.
Item / Comments / ActionNits / To be further investigated
Communication conduit / Critical importance for effective running of P&C and for the relationship with school / Included in P&C vision & is a commitment from P&C Executive
Information about impact of on-line gaming and mental well-being / To be further investigated
Cooperation between school and P&C / Critical importance for effective running of P&C and for the relationship with school / Included in P&C vision & is a commitment from P&C Executive
Safe school environment / Critical importance for effective running of P&C and for the relationship with school / Included in P&C vision & is a commitment from P&C Executive
Close relationship with Principal / Critical importance for effective running of P&C and for the relationship with school / This is a commitment from P&C Executive
Zero tolerance to bullying / Check to see if this is consistent with current policies
Fridges in classrooms (2) / Initial investigation indicates issue with cross contamination of food, management of fridge and limited space in classroom / To be discussed further. Principal did not support the proposal.
Safe and happy learning environment / Critical importance for effective running of P&C and for the relationship with school / Included in P&C vision & is a commitment from P&C Executive
Sport / Further clarification required
Consistent approaches / Critical importance for effective running of P&C and for the relationship with school / This is a commitment from P&C Executive
Access to a canteen (2) / Canteen operates once a week
Sustainability plan / Sustainability plan in place.
Kids involvement in healthy eating and choices / Further clarification required.
Adequate funding / Marketing, Fund raising & Events committee plan funding goals in consultation with Principal and develop programs to meet objectives / Ongoing
Incorporate the vegie gardens in the canteen more / Further discussions on implementation required
Support – Financial; Knowledge/skills / Further clarification required
Growing and selling vegies/produce for income / Further clarification required
Fundraising (2) / Important for effective running of P&C and for the relationship with school / Included in P&C vision & is a commitment from P&C Executive
Supportive P&C body – growth / Further clarification required
More volunteers in canteen / Canteen sub comm continually seek volunteers for operating canteen / For further discussion
Improve parent participation in P&C / For further discussion
Excursions / Further clarification required
Community for kids. / Further clarification required
Sustainability Plan