Apologies: Melissa Palmer, Lisa Nicholson, Karen Andersson, Brad McDougall; Melissa Boughey, Dionne Wild.

Transcription

1 GM MINUTES Tuesday 10th March pm Conference Room Meeting Opened: 4.35pm Members Present: Diane Cole (Principal), Emma Holland (President), Julie Lehane (Vice President), Romy Surtees (Secretary), Andrea Blowes (Treasurer), Rose Robson (Assistant Treasurer), Sharman Syme (Canteen Manager),Tarin Amarto (Canteen Assistant), Committee Members - Ary Clarke, Paul Gunning, Sarah Gunning, Katy Bewley. Community Members - Wendy Wilson, Tracey Whooley, Petra Thompson. New members: Committee welcome Wendy Wilson (who volunteers in the Monday thanks Wendy!) Tracey Whooley and Petra Thompson who became Committee Members. Apologies: Melissa Palmer, Lisa Nicholson, Karen Andersson, Brad McDougall; Melissa Boughey, Dionne Wild. Approval of minutes of 10 February 2015: Moved: Andrea Blowes 2 nd: Sharman Syme Business arising 1. President s Report Nothing to report 2. Canteen Report Julie/Sharman see attached. Sharman: needs volunteers for Hawaiian bike riders Tuesday 24 th March. Thanks to Dawn Barrington, Wendy Wilson and Community Collective for donating food produce. 3. Treasurer s Report Andrea/Rose see attached 4. Principal s report Diane Cole: Waiting to hear from Ed. Dept. about money for new. School approach to promote a local business school policy is guided by Ed Dept and so does not promote businesses. The school s Substance Abuse Policy is available for download on the School Website. 5. Correspondence IN invoices, WACSSO contaminated berries, from Gary Schwab confirm auditor for 14/15 financial year, Maggie Dent public seminar calendar and costings, 2015 Fundraising directory, Engraved brick fundraiser, FunRun fundraiser, WACSSO 2015 Welcome Pack; bank statement, Fair Food documentary event. OUT Canteen Bulletin 1 ed to parents 25th Feb. Sarah passed on Anglicare complement on catering.

2 6. Objectives: Connect, Engage and Communicate with Community (parents, teachers, students and community members). Parent Events Came to conclusion that entertainers like Maggie Dent are too expensive at $2,200 for 2 hours and that we should aim to get free education sessions to help parents from local, involved people eg. Cyber safety/anglicare/headspace. YouthFocus Depression talk 16 th 5.30pm Denmark Senior High School - Library Theatre. Facebook Paul offered to raise idea with Allister Dickson. Keep on agenda. Special newsletter- Sarah to review first Bulletin and look at setting up Mail Chimp. Sarah offered idea of using approved advertising in Canteen Bulletins as a fund raiser. Meeting Time Committee resolved to keep meeting time at until next AGM. Also decided that people who could not attend need a way to feed info to the P&C. Keep on agenda. Assist in the provision of resources, facilities and amenities for the School Canteen: New Building Funding approval/tenders/timeline waiting for funds from Ed Dept. Fundraising/Grants: Motion - That the P & C authorize Treasurers Andrea Blowes and Rose Robson to give Denmark Senior High School $3000 towards funding of Chaplain out of money owed from P & C Voluntary Contributions. Moved: Emma Holland 2 nd Ary Clarke (9 For/ 0 Against) unanimous Paul set up grants list on Google Drive. Wishlist to be completed. Update treasury report to include locker & contributions. Motion That the P & C authorize the Treasurer to open a business BankWest Telenet Account and transfer $15,000 from the existing bank account into the new account to earn extra interest. Moved: Rose Robson 2nd Emma Holland (8 For/1 Against) 7. Other Business Katy Bewley offered idea to increase sales at High School Canteen by catering by weekly catering for Steiner and Spirit of Play Community School. As Primary School sales down due to lower student numbers, this is possibly an idea for the Primary School. Next Meeting: 28 April 2015 Closure: 6.40pm

3 CANTEEN: OGM 10 th March 2015 The Canteen Committee have had an extremely busy period over the past few months and my thanks and gratitude to everyone involved for the many, many hours of voluntary labour that have gone into restructuring our management practices in the. A review of our financial situation indicates that we have built up what has become a significant loss in the. The most valuable learning from this is that as a group we all need to have a greater understanding of the P & C financial situation and that as a group we need to be constantly reviewing and scrutinising the information provided. The Canteen Committee will be meeting again during the next holidays to review our situation and implement further strategies as required to address the losses. The Denmark Senior High School 2015 P& C Plan lists the following as part of Objective 2: Assist in the provision of resources, facilitates and amenities for the school. It is this area that deals mainly with the management of the business. Below is an update of our progress in these areas. Task Progress Manage finances and wages Investigate employment of additional Canteen staff member. Ensure staff are up to date with training Andrea and Rose sharing role of Treasurer working very well particularly with increased workload. Process in place during Term to record sales and cost of goods sold. Canteen Manger elected to record sales information manually during Term 1. To be reviewed. Stocktaking each term Canteen Manager and Assistant employment contracts. Draft job description form completed. To be approved at next committee meeting April New process in place as at 5 March re lodgement and approval of staff timesheets to comply with audit requirement Financial statements provided and reviewed by staff and committee members. Tarin Amarto employed as casual - 15 hours per week in Feb 2015 initially for Term 1. School Canteen Traffic Light training Familiar with Department of Education Health Eating Policy. Copy provided to manager for display in Safe Food Handling training (Denmark Shire To be reviewed end Term 1 Scheduled for end of term 1 Reviewed 5 th March To be reviewed end of Term 2.

4 website) Recruit and Canteen Bulletin co-ordinate School News letter volunteers Currently 1 regular volunteer via Canteen Manager. A person/s responsible for the role of managing volunteering would be appreciated by the current committee Term 1 Bulletin ed Task Progress Assist in the establishment of new Update from Principal on funding/tender process Ensure makes profit Look at providing faster service Liaise with PS manager Review menu prices and health Canteen current making loss in current financial year approx Jan 2015 Review of existing practices underway to get accurate picture of current financial situation. Committee not able to be confident at this point in time. Trend for Feb/March promising still a lot of ground to make up. Staff and committee focussing on core business of providing a service to the school community at present time not looking at outside catering or major changes i.e. Online Ordering at this time. Meeting during next school holidays to scrutinising finances, implement further changes as necessary. Committee to report back to next OGM of P & C week 3 Term 2. Term additional staff member 3 hours per day. Working well. Decision pending review of finances. Sharing of accounting and management practices and information Investigation into operation of a number of different school s Initial review of prices undertaken by the Canteen Manager prior to commencement of Term 1. Some food items increased in price no change in drink prices. Costings of every item sold in completed for Term 1 menu. Committee resolved that complete costing required before any item offered for sale. Further review of prices and menu items at April Committee meeting. /

5 Concern that Canteen Manager doing volunteer hours to complete tasks with existing menu. Healthy Eating Strategy Complete Traffic Light training. Review draft Denmark Senior High School Healthy Eating policy for adoption at next AGM. Staff and committee to be familiar with Department of Education Health Eating Policy Denmark Senior High School P & C Treasurer s Report March 2015 ATO the ATO have reversed all general interest charges and our integrated client account is now zero. Auditing Gary Schwab has agreed to continue doing the audit for us. Our current bank account balance is $22, February has seen strong sales, being 45% up from the same time last year. We have tried to pay as many debtors as possible for February in the same month to give us a more accurate picture. Our COGS for the year is still up, but February is looking better with 51% of our income being for COGS. Please see attached financials; this financial year and the same period last year, along with detailed analysis that we currently cannot provide with 100% accuracy due to not having current stock figures. The extra income this month has certainly helped our situation. We are in the process of gathering detailed and accurate costings and sales information to ascertain whether our pricing is accurate. Once we have gathered all this information the next decision that needs to be made regarding the and how we move forward is do we want to break even (and not make a loss), or do we want to try to generate a profit to enable us to provide extras to help our students. If we continue to have strong sales whilst reviewing our costings and pricings I believe we will be in a much better position than last year. Andrea Blowes/Rose Robson Treasurers Current financial year