The Lakes College Community Association

Transcription

1 The Lakes College Community Association Minutes Date: 19 June 2013 Time: 7.00pm to 9.30 pm List of Attendees attached (1) Opening Prayer The opening prayer was conducted by Mike Millard (2) Opening of meeting Establish Quorum The meeting was opened at 7.10pm by Victor Nicholls, who welcomed Luke Howarth, LNP candidate for Petrie at the next federal election. Quorum is Executive + 6 others (11 in total). 12 attending, quorum established. (3) Confirmation of Agenda Agenda was confirmed by the Secretary with no additions to the Agenda made. (4) Apologies Monique Perry Sharon Lollback Fiona Compton (5) Minutes of previous meeting The last meeting was held 15 May The minutes were distributed according to the Constitution, provided for inspection on the TLCCA webpage and provided again for inspection at the current meeting. Minutes were passed as true and correct. Proposed Peta Klein Seconded Graham Quirk Passed Unopposed (6) Business arising from minutes (7) Outward & Inward correspondence (8) Business arising from correspondence Quite a number of items were required to be brought back to this meeting however, these have all been scheduled to look at later in the agenda. If there are any further items please let me know now Outward None Inward Moreton Bay Regional Council kind letter of support and accompanied by $500 donation to the TLCCA in support of our activities. Nil Victor to write to Cr Greer to thank the MBSC. Simon to countersign the letter.

2 2 (9) Principal s Report 1. Capital Works Update Food Technology and Creative Arts Centre due for completion Friday 2 August Official opening day 9 August with Yvette D ath Northbuild are going to construct stairs from upper carpark 2. Staffing Danae Weatherly to commence 15 July, 3 days per week to assist Tracy Shivnen in Reception. All new academic staff have completed their 6 month probationary reviews and all have gone extremely well. 3. ISSA Independent Schools Sports Association Simon has met with Moreton Bay Boys College and Clayfield College to establish an Independent Sports Association. MBBC will host an invitational swimming carnival in Term 1 and Clayfield College to host a Gala Day in Term 3, while TLC will have the cross country again. There appears momentum for local schools to be involved. 4. Reporting Commencing this semester, student academic reports wil only be available through the Parent Lounge, with hard copies available on request. The online reports has a number of benefits, including environmentally friendly, archived documents are available all the time, and technically modern improvement. 5. Recent/Upcoming Events Simon noted the positive response to the visit by Bruce and Denise Morcombe to the school to talk to students about safety. 300 RSVPs for Grandparents Day, should be a big event QCS workshop continuing to prepare senior students Year 7s made a presentation at 30 th Annual Synod meeting where there was positive response to the students ICAS testing attracted increase in numbers to attend the early morning testing program

3 3 (10) Treasurer s report Westpac Bank Balance as at 19/06/2013 $1, Westpac Bank Balance as at 19/06/2013 $16, TLC Contra a/c Balance as at 19/06/2013 $6, TOTAL $24, Treasurer s report was passed as true and correct. Proposed Garry Wylie Seconded Aaron Bell Passed Unopposed New authorities still to be finalised to be sorted out this week; procedure for handover in the future to be managed more urgently after AGM change in positions. Refunds for Fleur and Graham for reimbursement of Trivia Night and Fun Run expenses respectively were passed inclusive in the Treasury Report. (11) Fund Raising activities update Walkathon prizes to be given out to students on last day of term 2. (12) Social Activities Update Trivia Night Social events are not designed to make profit. $1086 in receipts with a small loss of $114 due to the extra carers required for the child minding. Given success of the Trivia Night this year, we will offer a second function in October. Historically a smaller event but all involved have committed to a second trivia night with Scott Johnston s availability dependent on setting a date. Foundation Dinner Invitations sent out in last week of term 2. Theme is 007 Casino Royale. $80 per ticket includes $65 for three course meal, drink on arrival and bottle of wine at tables;$2 per invitation; $13 to cover entertainment and decorations. Budget is for 80 people to attend, historically about that number each year. Part payments at Reception welcome to be made at any time. Trivia Night date for October to be determined. Update on responses

4 4 (13) Communications Aaron has updated TLCCA communications pages on the TLC website, including Trivia Night, Foundation Dinner and Second Hand Uniforms. TLCCA has a much higher presence on the website as a result. Aaron has also arranged with Stocklands to put out TLC/TLCCA communications as an extra communication channel. (14) Constitutional Reform The TLCCA Constitution has had various re-writes over the last 7-8 years. This has been due to the growing nature of the school and the association. There remain a few details that require amendment, some small, some a little more complex. Graham Quirk leads the Constitutional Reform sub-committee. Graham s proposed amendments were accepted at the meeting. The next step is to take the proposal to the TLC Board, whose authority is required to approve any amendments to the Constitution. In summary, these points are: Update terminology of procedures, such as using electronic banking transfers for payments instead of cheques; Clarify volunteer definition and status to amend an indemnity clause, so that TLC families are properly covered under liability insurance cover and that non-tlc volunteers (for example, SES or Lions who volunteer at the Fun Run) are covered by their own liability insurance. Clarify for what purpose and for whom the TLCCA can fund raise. To be clear, there are no concerns, we are simply ensuring the Constitution reflects fund raising is for the benefit of the school. No one is planning to head off to Rio! Amend the definition of Members and Friends of the TLCCA. The Constitution states that the TLCCA must keep a register of members, who are signed up as a member if and when they come to a General Meeting. The view of the TLCCA committee and members at the General Meeting all felt that the document should be more inclusive and that if you are a custodial parent/carer of a student at TLC, you should automatically be regarded as a Member. Aaron to continue to update with progress. Graham to take proposed reform to the Board and report back.

5 5 (15) ATO Change of Name Still waiting on outcome. Fleur to continue to follow up. (16) Second hand Uniforms (17) Fun Run Report We held a special stall to gauge interest in second hand uniforms. The interest was overwhelmingly positive. We have sold about $2800 in uniforms and a further $80 or so of sales to come this week. The majority of items are small sizes but that will change as the senior school increases in size. The level of commitment that the constant stocktaking, management of quality stock, reimbursement to suppliers etc requires is very high and is the reason we have changed the rebate to 50%, from July 1. In the process of ing all suppliers with what was sold recently, what has been rejected a lot of stock was not saleable and what they want done with that stock (returned or donated) and then what the rebate is, can we get bank details and finally what stock is left in the shop. Quite a big process as we have about 50 current suppliers. Waiting on bank details from some families, so Melinda can put all through in one go by end of the month. For the future, we are going to have an open hour once a week and will gauge interest, that may change depending on take up of the online option, which Graham and Aaron can talk about. Also having a donation morning tomorrow. Graham provided a profit and loss statement that is a minimum expectation of revenue and near maximum expectation of expenses. The event will go ahead in all but dangerous weather conditions. The minimum we would expect to make on the event is $5,300. Victor is to approach coffee providers, Juice Boost and Woolworths about purchasing a stall spot or providing cheaper material for a bbq. Monique Perry and Adele Bell were nominated to manage a cake stall. Other parents will be approached for interest in a mini market/stall inside the school on the morning. Raffle tickets are completed and sent home with students. The raffle will be managed by Liz. Peta to ensure stock ready to be sold at first open afternoon in week one of Term 3. Graham/Scot t to continue to provide updates. A subcommittee to work on help for this year s event and next year s to be established before or at next meeting. Liz to provide update on raffle progress.

6 6 (18) Other General Business Project Funding Initiatives There are two Funding Requests brought by the Senior students and Junior Student Council before the TLCCA at the moment. A list of school wish list projects for TLCCA to fund include: Shade sail cover over the void area between F and G blocks (Senior request) Two more gazebo for Senior seating (Senior request) Shade sail over the 4-6 playground (Junior Student Council request) Shade sail over the Prep playground Extension of the Prep playground area Provide assistance with fitout of equipment in the new Food Technology and Creative Arts Centre (due to open early August). Simon requested that the Senior funding request be presented by the School Captains at the next meeting. Everyone at the meeting agreed we need a program to start putting fundraising profits back into the school. Victor is to work on a funding program that will be discussed and voted upon at the next meeting. Christmas market Victor is speaking with Stocklands about their revamped Christmas Carols and market plans for 2013 and what involvement we may have. TLCCA Freezer A decision was made to give the large freezer in the container to Sue King and the café to use on a daily basis with use by the TLCCA as we need it. Sue s freezer is broken and ours just sits in the container for occasional use. Luke Howarth spoke briefly at the end of the meeting about the role of community associations. (19) Closing The meeting was closed at 9.30 pm and next meeting to be held on 17 July Minutes compiled by: Peta Klein Secretary