Minutes- Humpybong State School P&C Association (HSS P&C Assoc.)

Transcription

1 1. 24/06/2015 Minutes- Humpybong State School P&C Association (HSS P&C Assoc.) Date and Time- 24 June 2015 Special meeting- 6.15pm, General Meeting- 6.30pm Place- The STIC at HSS Attendance- Apologies- Special Meeting Opened 6.22pm -President: Nominations were called and collated. I move that P&C member position of President of Humpybong State School P&C Association. be nominated for the -Adoption of Student Risk Management Strategy I move that the Humpybong State School P&C Association adopt the Student Risk Management Strategy Closed 6.30pm General Meeting Opened-6.31pm Confirmation of the previous General Meeting Minutes- dated 27 May 2015 I move that the minutes, including any amendments, be ratified. Business Arising from General Meeting Minutes- dated 27 May 2015 Topic Notes To Action Uniforms Uniform Shop Quotations Certification Progress on patch for cotton shirts That HSS P&C Assoc. members and spend no more than $2300 to outfit the new Uniform Shop during their upcoming visit to IKEA. That arrangements be made so Tuckshop Convenor,, procure a Food Safety Supervisor s Certificate /06/ comms with uniform convenor -ongoing Completed - to book- ongoing

2 Certification cont. Notes -Food Safety Supervisors Certificate $250 [non mem] $200 [mem] (P&C to pay) -Menu Management Course $375- Treasurer applying for DET Training Grant- The Qld Gov. Smart Choices Grant Initiative to cover cost -(P&C to pay if not approved) -free on-line training investigated (when internet is established) Electronic/secure online record keeping Online Uniform and Tuckshop Ordering- Online Options Illegal parking Bunnings Housekeeping Asbestos P Point -registered to enrol, dates to be investigated That permission is granted to investigate use of electronic/secure online record keeping for volunteer registers & signing in and out, and also development of online P&C diary / calendar to track mtgs etc.. QP&C website- communal calendar with username and password available That permission is granted to investigate use of electronic/secure online approved Qld P&C uniform and tuckshop ordering systems. On-going -3 major companies commissions, sales support to investigate and invite to P&C meeting That permission is given for the Fundraising team to explore options for use of on line fundraising for payment of sponsorship etc.. On-going -3 major companies commissions, sales support to investigate and invite to P&C meeting That a letter be sent to the Dept. of Transport outlining current problems with illegal parking in the two cul-de-sacs in Mable and Ernest Streets. - BSM-, person from Moreton Bay Council to liaise/ support us, hi-vi vest friendly reminder, impact re parking picking up children early at 2.30pm That the P&C investigate running a Bunnings Sausage Sizzle requiring the following to make an application. - Letter of application on P&C letterhead - done - Public Liability Insurance information. That the 2015 P&C Membership to date becomes conversant with asbestos management within the school setting as per DET requirements. (Separate time to tonight) Actions 1-arrange load up PowerPoint up on the tuckshop computer, volunteers to access 2- PowerPoint ed to uniform shop refit people 3-Motion- first motion- 10 mins next meeting ongoing ongoing Ongoing (Letter) -liaison person - ongoing

3 3. 24/06/2105 Correspondence- Inwards/ Outwards- Listed Incoming Snail Mail June 2015 Peters ice-cream invoice Smartbag invoice HSS invoice for coloured paper for tuckshop LWReid Invoice (Uniforms) Bendigo Bank statements x2 PAYG tax forms Various Fundraising catalogues mainly for Father s Day Incoming 1 June 2015 Tuckshop working party. 3 June 2015 P&C news 3 June 2015 resignation.. 4 June 2015 tender by HOTSHOTZ coffee van ( 10% of profits to the P&C) Go Greener Grants (perhaps for Grandpa s Garden), $20 000, 20 schools () 16 June 2015 receipt from QAST membership QCPCA directories nominations 18 June 2015 QAST 18 June invoice 2015 query.pretty s Galore ( has invoice?) 18 June 2015 Sports Day ribbons 19 June 2015 Fun Run gifts missing ( and to investigate) 19 June 2015 Resignation. Fundraising Co-ordinator- 23 June am- to P&C Secretary with 3 x P&C Applications 23 June am- to all (P&C, Reg. Office etc..)- ref to AGM/ Special/ Mtg 23 June pm- (QP&C) re to all (P&C, Reg. Office etc.) 24 June am- to P&C Secretary- can t attend Mtg Outgoing Mail s to HOTSHOTZ coffee van re disco, recital night and sports days. to Snow Cones re sports days to Pretty s Galore re supply of headbands 23/06/ pm- from to school community Business Arising from the Correspondence- If not listed below, see General Meeting Minutes Topic Notes To Action (Undated) Go Greener Grants Go Greener Grants (perhaps for Grandpa s Garden)

4 - $20 000, 20 schools June 2015 Invoice-Pretty s Galore June 2015 Fun Run gifts missing Pretty s Galore -query unpaid -Who has the invoice? -,? Fun Run gifts missing -(no such child is listed on OneSchool, closest is a Yr. 7 who has left, suggest see original ) June 2015 Sports Day ribbons 4. 24/06/ June 2015 Sports Day ribbons P-2- I am a good sport ribbon as they run their race, every child to get one. -Year 3-6- Championship event 123, Standard event - I am a good sport ribbon ( to reply) to communicate Reports President- (Report previously ed to all) I move that the President s Report be received. Treasurer- (Absent) - presented by President I move that the Treasurer s Report be received and the accounts ratified. Principal- (Report previously ed to all) -Grandpa s Garden to be bob catted over the June/July holidays -Specific taps, toilets to be checked and refitted if necessary over these holidays The Principal s Report is endorsed. Tuckshop Convenor- (Report previously ed to all) I move that the Tuckshop Convenor s Report be received.

5 Chaplain- (Report previously ed to all) Playgroup- readiness- Pre-preps in room Friday morning, as from Term 3, Week (Prep classroom teacher) mentoring I move that the Chaplain s Report be received /06/2105 General Business Topic Notes To Action HSS P&C Assoc. Operations Manual School Building Fund Tuckshop Mural New Bendigo Bank Signatory Past Bendigo Bank Signatories Tuckshop Report I move that we develop a HSS P&C Assoc. operations manual which outlines all roles and responsibilities in relation to required legislation and also clearly documents operational guidelines & processes necessary for HSS P&C. I move that we register HSS P&C Assoc. with the Australian Commission for Not for Profits (ACNC) which will give us Tax concession charity status with ATO. This is turn enables us to apply for grants & establish a deductible gift register (school building fund). That the P&C advertise via website, social media and newsletters etc.., for mural designs to complement external painting off the tuckshop. Deadline- 31 July Theme- healthy food Deadline- 31 July Theme- healthy food. Can be lodged at the school office, any P&C Exec. Member or ed -winner/s discussed at Tuckshop Committee Meeting That (Secretary- Correspondence) be added to the Bendigo Bank signatory and token list. That past P&C Executive members,,,, be deleted from the Bendigo Bank signatory and token list. Moved Seconded- CARRIED That a progress report of 5-8mins is made from tuckshop working party. Read minutes, - QAST-sent current menu through for audit, BSM assisting with profit and loss financials, what sells, costs etc. - collated as items are sent to her to liaise with and

6 CMS to assist treasurer HSS P&C Qld Rep Tuckshop volunteers That an Option 3 is chosen re level of treasurer support from CMS., for a 12 month period, capped rate at 5 hours to organise records into a manageable, ordered and compliant order. That a member of the 2015 P&C be nominated as the Humpybong State School Qld Rep. -advertise/flag with registered disseminate information That free food safety and smart choices training to be made available to tuckshop volunteers. (Professional Development will be recorded for future reference) P&C/ HSS Etiquette Internet Connections -Tuckshop 10 x HSS P&C Assoc. applicants Application- Application- Application- Long sleeved school shirts /06/2105 That all members be aware of and follow HSS P&C Assoc. Code of Conduct and proper use of social media. - will put on school website That the Treasurer investigate Telstra packages available for Internet connection for the tuckshop. That any available Internet connection for the tuckshop be clarified. That a letter of explanation be sent to the 10 HSS P&C Assoc. applicants regarding conditions of acceptance of membership according to the P&C Constitution which they may be unaware of. That a letter re application of to the HSS P&C Assoc be sent outlining: that the application form is incomplete and a request that he attend a HSS P&C Assoc. General Meeting as the applicant is not a current parent or known volunteer. That the application of to the be accepted. Moved- Seconded- UNANIMOUSLY REJECTED. That the application of to the be accepted. Moved- Seconded- UNANIMOUSLY REJECTED That the Uniform Shop Convenor investigate the costing of long sleeved school shirts. Moved Seconded- CARRIED to communicate with

7 Fund-Raising Coordinator Housekeeping- Application for P&C Membership That be accepted as the new Fund-Raising Co-ordinator Having attended their first meeting and agreeing to abide by QLD P&C s Code of Conduct, it is moved that that newly received HSS P&C Membership applications of and be accepted. To communicate with- welcome letter Meeting Closed- 8.28pm Next Meeting- Wednesday 29 July