WEDNESDAY 7th August 2013MINUTES CONTINUED
Attendance / ApologiesPaul / Drewniak / Sharlene / Hamblin
Peter / Chester / Celia / Mason
Tony
Jeanine
Mariska / Artuso
Fenton
Intelisano / Maddie
Helen
Toni / Barbour
Coman
Williamson
Janice
Sharon
Stephen
Alex
Kelly / Cutajar
Vogel
Murphy
Langguth
Seibold
The meeting opened at 6.30pm.
- APPROVAL OF MINUTES OF THE PREVIOUS MEETING
Minutes of the meeting heldin August2013 were tabled.
Motion to approve minutes proposed by Peter Chester and seconded by Janice Cutajar. Voted on by P&F and motion carried.
- BUSINESS ARISING FROM THE MINUTES OF THE PREVIOUS MEETING
2.1 Advertisement for new Tuckshop Convenor
The advertisement for the position of Tuckshop Convenor has been placed again in the newsletter. At this stage, tentative interest has been shown by a parent in Prep, however he is yet to submit a formal application for the role.
Action: Continue to place advertisement in the newsletter.
2.2 GCBF submission update
The next round for the GCBF closes on the 30th November. In order to submit a new application, the P&F needs to include relevant quotes for the requested funding. Paul Drewniak has received a quote of $1700 for the installation of Perfect Climate air conditioners in the Prep classrooms. Sharon Sang is still sourcing a quote for the choir risers.
Action: Sharon Sang to provide a quote for the new choir risers. Paul Drewniak to finalise quotes for installation of airconditioners to Prep and the covered walkway.
2.3 Proposal for new PA & Music System
Alex Langguth attended the meeting and presented a quote for a new PA and Music system for the school. The quote is as follows:
Alex Langguth suggested it would be worthwhile upgrading to better quality microphones at an additional cost of $300. The cost of an outside speaker and stand would be an additional $1045.
Alex offered to bring the outside speaker to the school for a demonstration.
Currently outside speakers are hired from BJs Hire at a cost of $500.
Peter Chester said it is necessary to obtain another quote for the supply of the sound equipment for due diligence. Paul Drewniak said he would obtain a quote from the original sound system installer, as a comparison.
Tony Artuso said he would contact BJ’s Hire and obtain a quote from them for the hire of necessary equipment for MADD.
The Committee thanked Alex for his time and for the preparation of the quote.
Action: Tony Artuso to obtain quote from BJs hire for MADD. Paul Drewniak to obtain quote from the original sound system installer.
2.4 New Cubby House for Prep
Paul Drewniak reported that Barb Water’s husband, Matt, works at Nudgee College and has said it may be possible to purchase a cubby house built by the school. The Waters are investigating and will advise of costs.
Action: Barb Waters to advise Paul Drewniak of costs of purchasing a cubby house from Nudgee College.
2.5 Hiring of Pavilion for Markets
Sharon Vogel reported that after discussions with the Market Convenor, it was agreed that our school pavilion would not be suitable for hire because they required parking space for 300 cars.
2.6 Speeding on Morris Street
Paul Drewniak contacted our local Adopt-A-Cop at Hendra Police Station who said they would investigate the situation. Discussions were held regarding the rules for the drop off zone and Paul Drewniak said he would include a reminder of the rules in the next newsletter.
Action: Paul Drewniak to place a message regarding the rules for the drop off zone in the school newsletter.
- CORRESPONDENCE
Correspondence IN :-
3.1 The Federation of Parents & Friends Associations of Catholic Schools in QLD newsletter
3.2 Thank you Certificate from The Pyjama Foundation
It was suggested that in future the P&F will make up the difference in funds to raise the value to an even amount.
Correspondence OUT:-
3.3 None
4. REPORTS
4.1 Principal’s Report
To be provided.
4.2 Tuckshop Report
MONTHLY TUCKSHOP REPORT TO P&F MEETING
Wednesday, 11 September 2013.
- Financials - Full monthly report attached.
Total receipts$ 3 744.17
Total expenses$ 2 698.38
PROFIT (LOSS)$ 1 045.79
YTD Bank Balance as at 19.08.2013: $
- Issues/Events:
-Athletics day included in figures
-Some wholesale items purchased by parents for baking & reimbursed to Tuckshop
- Request:
TUCKSHOP ACCOUNTS 2013 - YEAR TO DATE
Month / Receipts / Payments / Profit & Loss
February / $3,716.02 / $2,897.88 / $818.14
March / $3,187.25 / $1,472.73 / $1,714.52
April / $1,920.09 / $1,390.87 / $529.22
May / $3,844.83 / $2,084.94 / $1,759.89
June / $1,803.76 / $1,088.33 / $715.43
July / $3,152.81 / $1,900.79 / $1,252.02
August / $3,744.17 / $2,709.18 / $1,045.99
September / $0.00
October / $0.00
Nov/Dec / $0.00
Totals / $21,368.93 / $13,533.92 / $7,835.01
August
Receipts(notes 1 - 4)
7/8/13 / On-line / 844.10
On-line service fee / -25.32
Total receipts / $818.78
21/8/13 / On-line / 985.40
On-line service fee / -29.56
Total receipts / $955.84
Cash Deposit 29/8/13 / (Athletics Day & Counter Sales) / 767.40
Cash Deposit 29/8/13 / Reimbursement / 166.40
28/8/13 / Plus cash payments / 291.67
On-line / 767.10
On-line service fee / -23.02
Total receipts / $1,969.55
Total receipts / $3,744.17
Notes
1. Receipt details taken from deposit records
2. Total receipts calculated by adding amount deposited to the cash taken from receipts to pay invoices
3. Takings on 21/8/13 includes funds from on-line orders for Athletics Day
4. Closed 14/8/13 due to Ekka Public Holiday
Payments
Invoice date / Date Paid / Payment details / Supplier
30/08/2013 / 30/08/2013 / Chq300160 / Homestyle Bakeries / Food supplies invoices / 348.50
30/08/2013 / 30/08/2013 / Chq300159 / Quality Food Services / Food supplies invoices / 1621.28
30/08/2013 / 30/08/2013 / Chq300161 / Kelly's Distributors / Food supplies invoices / 212.73
30/08/2013 / 30/08/2013 / Chq300162 / Sushi Yatto / Food supplies invoices / 224.20
18/08/2013 / 26/08/13 / Cash / Coles / Food supplies / 71.53
25/08/2013 / 26/08/13 / Cash / Coles / Food supplies / 75.47
4/08/2013 / 9/08/73 / Cash / Coles / Food supplies / 47.04
20/08/2013 / 26/08/13 / Cash / Aldi / Food Supplies / 25.13
18/08/2013 / 26/08/13 / Cash / Aldi / Food Supplies / 8.78
20/08/2013 / 26/08/13 / Cash / Coles / Food supplies / 63.72
Total payments / $ 2,698.38
Profit & loss
Receipts / $3,744.17
Less: payments / $2,698.38
Profit (loss) / $1,045.79
4.3 Treasurer’s Report
Aug 2013
Income
Pizza Day $ 837.59
Kids Disco $ 3174
Parents Disco $ 967
Festival $ 2681
Entertainment Book $ 130
Expenses
Tuckshop wages $ 6405.49
IT $ 21643
Festival $ 225
Arts $ 2644
Metro Space $ 1581.82
Library $ 138.45
School Supplies $ 3928
Signs $ 550
Pizza day $ 453.85
P & F Levy $ 1666.65
Balance of P & F Accounts
Chq Account $ 31198.93Tuckshop $ 17901.21 @09/08/13
Uniform $ 9822.20 @ 31/07/13
Combined Funds $ 58922.34
Carried fwd PF allocated Funding $ 20800
School Supplies $16000 Library $4000 Arts $800
Unpresented Chqs $ 1513
Allocated Funding and un presented chqs ( $22313)
Available funds $ 36609.34 ( PF Float $15 000 for Festival)
- Fundraising
5.1 Student Disco
The P&F would like to thank Celia Mason and her team of volunteers for organizing a very successful disco. It was a great event which was thoroughly enjoyed by all the children who attended. The disco raised $2071.20, which was a fantastic result.
5.2 Father’s Night
Overall it was a very successful evening with over 40 fathers attending the Barefoot Bowls event held at Windsor Bowls club. Many new parents from Prep attended, which was great. A profit of $120 was made. The P&F would like to thank Mary-Therese Brady for all her hard work organizing such a great evening.
5.3 Father’s Day Stall
Mariska Intellisano reported that over 288 gifts were sold on the day. There is leftover packaging and approximately 30 gifts remaining. A loss of $134 was incurred but as was noted at the meeting the purpose of the stall is to celebrate Father’s Day, not to fundraise. The P&F would like to thank Mariska for the wonderful job she did organizing the stall and wrapping so many presents.
5.4 Father’s Day Breakfast
Tony Artuso said that there was a great response to the breakfast, with over half the fathers from school attending the breakfast. The P&F would like to thank Irene Elder, Jamie Small and Tony Artuso for organizing the breakfast.
5.5 Election Day BBQ and Cake Stall
The Election Day BBQ and Cake Stall was a great successful, raising over $2,800. The P&F would like to thank Natalie Finney, Tony Artuso and Toni Williamson and all the volunteers who helped on the day and baked for the cake stall.
.
5.6. M.A.D.D.
Paul Drewniak said that the event is being advertised during assembly. Classes are currently working on their collaborative art pieces. Jeanine Fenton investigated hiring Snowed Under to provide a snow cone and fairy floss stall, the main benefit being the potential of a travel voucher that could be used for the raffle. After discussing the details with Snowed Under however it was apparent that there was a risk that the stall could end up costing money and that the value of the travel voucher was limited given that the recipient had to purchase breakfast and dinner at the hotel in order to secure a free night’s accommodation.
Other items discussed were:
- Set up to occur on Saturday 9th November
- Tony Artuso to contact Westpac and ask if they can use their BBQ
- Should we arrange for pizza to be delivered mid-afternoon?
- Tony Artuso said he has arranged for cakes to be donated for the Devonshire tea stall, however they may contain nuts
- A site map needs to be drawn that details power requirements, marquis etc.
- Catering numbers are estimated to be 500
- Toni Williamson will contact Gary Stickley regarding borrowing bar items
- Mini cheese platters may be provided
- Tony Artuso will organize the hire of a cold room to store meat, drinks and ice
- Marita Artuso is investigating the hire of a band
- Barbeque: to sell sausages in bread and steak sandwiches. Convener is Steve Rowley
- Lollies, Chips & Drinks: Conveners are Sharlene Hamblin & Jeanine Fenton
- Dippin' Dots: Jeanine Fenton to contact and organize booking
- Devonshire Tea: Sell cakes sourced by Tony Artuso and tea and coffee, and additional items decided by Sharon. Convener is Sharon Vogel.
- Bar: Beer and wine served in cordoned off area. Conveners: Toni & Brad Williamson and Tony Artuso
- Grants Proposals
None.
- Other Items
7.1 2014 Planning
It was noted that there are only another two P&F meeting before the end of 2013 and that it would be worthwhile to begin planning for 2014.
7.2 Excel Events Reward System
Greg Devlin forwarded an email regarding a rewards system being offered to our school from Excel Events, an event hire company that provides tables, chairs etc. The P&F agreed that it sounded like a good idea and could be useful for upcoming events. Thanks to Greg Devlin for forwarding the information.
7.3 Mindilga Open Garden
The P&F received and email from Sharon Kellett advising that she has entered her garden once again in the Open Gardens program and has very generously offered to donate the proceeds from the weekend to the P&F. The open garden will be held on the 2 & 3 November and information regarding the upcoming event will be placed in the newsletter. The P&F would like to thank the Kellett family for their wonderful generosity.
Action: Jeanine Fenton to respond to Sharon Kellett, and organise for an advertisement to be placed in the school newsletter.
7.4 Family Photos
Peter Chester suggested that it would be a good idea to once again arrange family photos. Sharon Vogel said she would contact the photographer from last year and see if they are available on a Saturday during Term 4.
Action: Sharon Vogel to contact the photographer regarding availability.
7.5 Educational DVDs
Kelly Seibold presented a range of education DVDs aimed at Grades 3-8. Paul Drewniak said he would review the information.
- Next Meeting –Wednesday 9th October2013
Meeting Closed at 8.30 pm.
ACTION FOLLOWUP LIST:-
Topic / Action / Owner / StatusTuckshop Convenor /
- Continue running advertisement for the position in the school newsletter
New PA and Sound System /
- Get quote from BJs hire for equipment
- Get quote from original sound system installer for purchase of new PA and soundsystem
Paul Drewniak
Prep funding request /
- Forward information regarding costs of purchasing a cubby house from Nudgee College
M.A.D.D. /
- Lliaise with staff and organize a joint meeting with the P&F to discuss requirements.
GCBF grant /
- Finalise quotes for Band risers, air-conditioning to the Prep classroom, and a covered walkway between the main building and the pavilion for inclusion in next GCBF application.
Mindilga Gardens /
- Respond to Sharon Kellett’s email and provide information for the school newsletter
Family Photos /
- Contact photographer for availability
Page 1 of 10