P&C AGM 1/2016 – 2nd March DRAFT Minutes

MEETING:TERM 1 WEEK 5

Date:Wednesday 2 March 2016

Time:7.30 pm – 8.30 pm

Location:ForrestPrimary School

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1. Welcome, introductions & apologies Chair

Tui welcomed those who attended.

In attendance: Tui Davidson, Perdi Mitchell, Rudi Emerson, Robyn Calder, Ali Kobal, Melissa Turner, Simone Alabaster, Louise Youngman, Kate Hambly, Leonie Blenkiron, Carleen Jones, Chris Pilgrim*, Nicole Richardson*, Jemma O’Brien*, Christine T*, Raeline George*. (* denotes school staff or employees).

Apologies: Ruth Hyde, Jenny Bramley, Yasmine Grey, Hayley Singh.

2. Ratification of the minutes of the previous meeting (AGM 2014)

Minutes of the 2014 AGM were endorsed. Moved by Robyn, seconded by Kate.

3. Annual Reports

a. President’s reportTui Davison

2015 involved building on the efforts of 2014 with continuing review of the P&C businesses including:

  • Employment of an education leader who has introduced a number of important training and induction processes;
  • Employed a uniform shop manager;
  • Engagement of a new book keeping service;
  • Finalisation of the rental agreement with the school;
  • Further work on the governance and organisation structure of the business.

In total the P&C businesses employ about 40 staff, 4 of them permanently. The focuses this year will be on consolidating businesses, the partnership to refurbish the school library and also refurbishing the FOOHSC offices at the school. Thank you to all the parents who volunteered at the school during the year. Strong school communities are created by active and engaged volunteers.

b. Treasurer’s reportKate Hambly

The accountants are currently finalising the profit and loss statement and balance sheet to complete 2015 accounts. The draft audit was available. There will be another meeting in two weeks’ time to consider the finalised financial report.

The draft P&C balance sheet does not look great – operating at a loss last year. This is due to the significant outlays last year including contribution to the toilet refurbishment ($100k), rent ($47k), painting of junior hall ($25k) and donations to charities ($10k). Revenue was slightly lower mostly from less profit from activities although slightly offset by increased revenue from childcare fees. Additional costs were for external book keepers, increased wages for educational leader, uniform shop manager, increased training budget and backfilling staff on extended leave.

Still need to put through depreciation and final numbers may vary slightly once uniform inventory is included. Next meeting will be held at 8.20am on Wednesday 16 March. The Treasurer will email around the papers.

4. Election of 2015 Office Bearers - nomination and selectionPresident

Tui thanked the outgoing committee members and declared the positions vacant. The positions were filled as follows:

a. President Tui Davidson was elected unopposed

b. Vice President – Ali Kobal was elected unopposed

c. Honorary Treasurer – Kate Hambly was elected unopposed

d. Secretary – Jenny Bramley was elected unopposed (she agreed to continue the position if no other candidate came forward).

e. Public Officer – Rudi Emerson was elected unopposed.

f. Other positions

Communication officer - Melissa Turner agreed to continue to fulfil this role

ACT P&C delegates – Leonie Blenkiron, Carleen Jones.

Canteen committee - Kate Hambly, Simone Alabaster (with Jemma O’Brien and Christine T as the school’s representatives).

Uniform committee- Nicole Richardson and Rudi Emerson

General Committee - Jarrod Fitzgerald, Robyn Calder, Jemma O'Brien, Louise Youngman, Nicole Richardson, Perdi Mitchell, Irene (?), Sam Reid, Cassie (?), Carleen Jones, Leonie Blenkiron.

Signatories on the P&C Business bank account should be Tui Davison (President), Kate Hambly (Treasurer), Raeline George (Director), Carl Kroon (Assistant Director).

5. Other businessChair

Perdi Mitchell passed along her personal thanks to the P&C Executive for last year for doing such a fabulous job of keeping everything going well. Chris Pilgrim also thanked the executive and indicated that it had been extraordinarily good to work with this team as they build a strong cooperative relationship.

Thanks & ConclusionChair

Meeting is adjourned at 8.24pm, to be reconvened on Wednesday 16 March. Continuing to general P&C meeting 8.35pm.