Dutton Park State School Parents and Citizens Strategic Plan

Dutton Park State School Parents and Citizens Strategic Plan 2013-2016 March 2013 Contact details: 112 Annerley Road, Dutton Park Ph: 07 3010 8333 e-mail: pandcsecretary@duttparkss.eq.edu.au ABN 92 971 845 809 Dutton Park P&C Strategic Plan 2013-2016 Page 1

Contents 1. INTRODUCTION AND CONTEXT... 3 2. MISSION... 3 3. ROLES AND RESPONSIBILITIES OF P&C COMMITTEE... 3 4. STRATEGIC PRIORITIES FOR 2013-2016... 7 5. ESTIMATED COST OF PRIORITIES... 8 6. INCOME SOURCES... 9 7. FUNDRAISING AND EVENTS CALENDER...10 8. KEY TASKS FOR 2013...11 9. MONITORING AND EVALUATION...12 Dutton Park P&C Strategic Plan 2013-2016 Page 2

1. Introduction and context In 2012, the Dutton Park State School P&C Association undertook a Strategic Planning process to help align its Mission, priorities and planning processes with the School s strategic plan. This document represents a summary of that process. This plan: provides a description of the Mission of the P&C (Section 2), provides a description of the responsibilities of the Leadership team that will help deliver the plan (Section 3), outlines the key strategic priorities identified for the school for 2013 (Section 4), outlines the financial support for these priorities (Sections 5), describes the process of acquiring funding resources for these activities (Section 6). provides a calendar of events for 2013 (Section 7). outlines the key tasks remaining to help operationalise the plan (Section 8), and provides a mechanism for evaluating if the P&C is on target for achieving its financial goals (Section 9). Communication of these results to the entire school community is considered a critical part of this process. Importantly, this plan is meant as a guide only, and it should be periodically updated (at least annually) according to the changing priorities of the school and community. Other less quantitative goals (e.g. community support), will need to be periodically evaluated by the P&C on an as needs basis. 2. Mission P&C Mission Statement: We aim to provide approachable and strong leadership, as well as volunteers and funding resources, to support the students, staff and broader school and local community of Dutton Park State School. 3. Roles and responsibilities of P&C committee The DPSS P&C has four formal positions (President, Vice-President, Treasurer and Secretary) and several other positions and committees that support and implement the P&C Mission. This section briefly describes the roles and responsibilities of each member/committee. The descriptions of the first four positions are summarised from the QCPCA Legal and Financial Responsibilities Operation Manual 2011 (Section 8), and this document should be consulted if further information is required. President The QCPCA constitution provides that the President: shall preside at every meeting of the association in which she/he is present shall be a signatory on P&C accounts is the officer empowered to sign any agreement for and on behalf of the association upon resolution of the association to enter such an agreement The President should: provide leadership (delegate) act as representative of the P&C ensure communication between P&C, school and community. Dutton Park P&C Strategic Plan 2013-2016 Page 3

encourage participation conduct meetings efficiently and timely while ensuring all members feel valued be familiar with the rules, operations and meeting procedures of the P&C Vice President become familiar with all P&C operations, rules and meeting procedures provide support and assistance to the President act as Chair for any subcommittees established by the Association look on the role as a means of gaining an understanding of the various executive roles Treasurer The Treasurer has the overall responsibility for the financial management of the P&C, including all subcommittee accounts. Treasurers: MUST comply with the Accounting Manual for P&Cs which can be viewed at http://education.qld.gov.au/finance/procedure/pandc/ must prepare an AOP and a budget in consultation with the P&C executive, for the P&C should be involved in the preparation of the school AOP and budget keep accurate accounts of receipts and expenditure supply a statement of finance to every meeting prepare an annual statement, which must be audited ensure that all monies received are banked promptly in the appropriate account issue receipts for all monies received ensure all cheques are correctly filled out and signed by the appropriate people follow the guidelines in regard to electronic banking including EFT payments and ensure a copy of the audited annual financial statement is attached to the minutes of the AGM. At the Dutton Park State School P&C, the role of Secretary is split into the Secretary and Minutes Secretary Secretary shall be a member of the executive committee shall be a signatory on the accounts cannot hold the office of Treasurer will receive written resignations from members shall notify QCPCA and the Director-General in writing, through the Regional Office, of the names and addresses of elected executive officers will receive nominations for election prior to the AGM receive agenda items prior to the meeting and assist the President in preparing an agenda for each meeting shall collate agenda papers for each meeting - including subcommittee reports will give fourteen days notice of intention to convene the AGM is responsible for the collection and disbursement of money along with the President and Treasurer shall prepare and present minutes of P&C at each general meeting shall record and deal with correspondence in/out as directed by the P&C will generally organise, record and maintain information pertaining to the activities of the P&C Dutton Park P&C Strategic Plan 2013-2016 Page 4

will maintain custody of P&C Association documents Will provide new committee members a copy of the strategic plan Minutes Secretary will record all proceedings of any meeting of the P&C by way of full and accurate minutes QCPCA representative summarise all QCPCA correspondence e.g. Parent Talk newsletter, Regional QCPCA newsletters, letters and flyers. Provide a summary of information received from QCPCA attend conferences (whenever possible), Regional Council and Branch meetings Volunteer sub-committee (has lead Coordinators) Coordinate the classroom parent for the P&C. o Identify a class parent for each classroom o Encourage the development of e-mail/phone lists for communication o Use the class parent to rally volunteers when required and communicate significant P&C news Develop and maintain a volunteer contact list Help link volunteers to the required sub-committees Fundraising sub-committee (has lead Coordinators) Plan and coordinate the running of a range of fundraising activities throughout the year Delegate the lead for specific fundraising activities where required Uniform Shop sub-committee (has lead Coordinators) Coordinate and operate the school s uniform shop Provide financial statements describing the income and expenditure of the shop to the P&C Provide the school with information about opening hours and prices Grants sub-committee (has lead Coordinators) Identify opportunities for submitting grants for the school that align with the Strategic Plan Write and prepare grant applications Acquit grants following successful application Identify specific project managers for large grants A 10% in-kind contribution will be available for all grants from the P&C. Additional approval is required for values above this amount. Tuckshop sub-committee (has lead Coordinators) Coordinate the running of the tuckshop on a specific day/month Organise volunteers Advise P&C of finances and any other issues requiring decisions or support Environment (Gardening) sub-committee (has lead Coordinators) Work with teachers to integrate gardening projects into school curriculum Coordinate working bees Liaise with grants committee about funding opportunities Dutton Park P&C Strategic Plan 2013-2016 Page 5

Newsletter Committee (has lead Coordinators) Identify and secure sponsorship through newsletter advertising Support communications through the newsletter Sponsorship leverage sub-committee (has lead Coordinators) Identify and secure sponsorship for the school from bigger suppliers such as one off payments/services by large businesses and aligned services for mutual benefit eg: o Share facilities with other schools o Extra school services funded by local development activities o Provision of services in exchange for marketing opportunities o Facilities hire Facilities sub- Committee Investigate options and opportunities relating to school facilities (e.g. school oval redevelopment, playground, tennis court, St Laurie s cricket net proposal, hall soundproofing or re-development etc) Investigate the use of the P&C building fund to support some activities Work with the Grant s committee to obtain funding to support activities Work with Sponsorship Leverage sub-committee to action leverage opportunities related to facitilites. Dutton Park P&C Strategic Plan 2013-2016 Page 6

4. Strategic Priorities for 2013-2016 Table 1summarises the key priorities identified for 2013 using the Strategic Planning process. Table 1: Summary of P&C priorities for 2013 and how they align with the School s priorities Dutton Park P&C Strategic Plan 2013-2016 Page 7

5. Estimated cost of priorities Table 2 Outlines the estimated cost and proposed contribution from the P&C for the 2013 Strategic plan activities. Table 2: Estimated cost of proposed priorities P & C goals for 2013 P & C contribution/action Estimated Cost ($) Proposed Contribution from the P&C ($) Subsidise one excursion visit per Support via funding (cash to support cost of child annually (e.g. CSIRO) travel/tickets) Support development of new Provide financial support and undertake grant facilities at the school applications and support facilities where required Build and maintain community Welcome new prep parents, support family fun events, relationships P&C recruitment events, develop welcome packs for Tuckshop Uniform shop Teacher Wish-list (including reader program) Support Philosophy Program Support the running of the Tuckshop Support the running of the Uniform shop Provide funding for wish list Provide support for initiation of program Support the school pizza garden Provide funding/grants/volunteers where required Support music instrumental Support the junior grades to get training onto of school program program Celebrate the staff and provide Continue to support a morning tea on World Teachers funding where needed Day Provide feedback on behaviour Support any program requiring parent input outside the management programs classroom. Provide support and advice on the support any program requiring parent input outside the Year 7 to High School Transition classroom. Committee Development Fund Support new committees to bring in funding $1,000 10% of grant $250 volunteers volunteers $20,000 $20,000 volunteers $1,000 $2,000 $250 volunteers volunteers $1,000 Total revenue required (minimum) $25,500 Dutton Park P&C Strategic Plan 2013-2016 Page 8

6. Income Sources Table 3 summarises the potential and estimated income for 2013. Table 3: Summary of potential/estimated income for 2013 Income Source Target Revenue (after costs)$ Term P&C services Voluntary Contributions 2500 All year Bank Interest 600 All year Uniform shop 3000 All year Tuckshop 0 All year Newsletter 2700 All year Events Multicultural festival 12 000 Term 4 Family Fun Day 500 Term 1 Under 8 s day 200 Term 2 Mothers day stall 700 Term 2 Cross country 600 Term 2 Run around Australia 3000 Term 2 Fathers day stall 600 Term 3 Sports day 1000 Term 2 School disco 2000 Term 4 Other fundraising Fathers day raffle 200 Term 3 Mothers day raffle 500 Term 2 Bunning s sausage sizzle 2000 All year Xmas raffle 500 Term 4 Total: $29 000 Grants BBC Lord Mayors 1000 Term 4 Coles/Yates gardening grant 1000 Term 3 Gambling Fund All year BBC sports grounds Term 1 BBC travel grant Term 3 State Multicultural festival unknown grant Leverage Bunning s monthly school program Neighbouring business Neighbouring developers Broader businesses e.g. grass providers in exchange for marketing Share facilities with other schools All year Dutton Park P&C Strategic Plan 2013-2016 Page 9

7. Fundraising and Events Calender The P&C will produce an annual Events Calender and distribute calendar via Newsletter. The 2013 Calender is below in figure 1. Figure 1: 2013 Calendar JANUARY FEBRUARY MARCH APRIL 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Public Holidays, School Holidays and Student MAY Free Days are shaded. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 5 Feb* P&C 26 Feb* P&C JUNE 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 3 Mar Family Fun Day 19 Mar* P&C JULY 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 16 Apr* P&C 15 Apr-31 AUGUST 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 9&10 May Mothers Day Stall & Raffle 17 May Under 8 s Day 21 May* P&C SEPTEMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 18 Jun* P&C 19 Jun Sports Day (TBC) OCTOBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 16 Jul* P&C NOVEMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 20 Aug* P&C 17-23 Aug Book Week 29&30 Aug Fathers Day Stall & Raffle DECEMBER 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 8 Sep Multicultural Festival 17 Sep* P&C 15 Oct* P&C 25 Oct World Teachers Day Morning Tea 1 Nov Spooky Disco 19 Nov* P&C 18 Nov- 9Dec Christmas Raffle 4 Dec Swimming Carnival (TBC) 10 Dec* P&C Dutton Park P&C Strategic Plan 2013-2016 Page 10

8. Key Tasks for 2013 The most significant event for 2013 will be the Multicultural festival on September 8 th. This will be supplemented by other focused events and income generating effort throughout the year. All events will be communicated in the Newsletter and through the Volunteer Committee. These events provide opportunities to raise revenue, strengthen our community sprit, and engage parents and citizens in the school. The Uniform shop, Gardening program and Tuckshop will be key regular services in the 2013 year. To lighten the load for all participants a new Volunteers Sub Committee was established to engage new helpers and support community interaction. Furthermore leaders will be identified for all activities, so our fundraising committee does not burn out in delivery of all the events. The P&C will continue to respond to the needs of the school as they arise. Dutton Park P&C Strategic Plan 2013-2016 Page 11

9. Monitoring and Evaluation To help evaluate if we are on track for fundraising, and facilitate the communication of progress with respect to fundraising efforts, we propose that a summary of progress is given each term. A description of funds raised, and where the money has been spent, will be documented in the Newsletter and on the school website. See http://www.entropyfarm.org/software/thermo/ to change values in thermometer Fundraising Target Example items to be purchased/funded Support for extra reading support teachers Support for junior grade instrumental music Funding for student excursions New Playground facilities IPADS Whiteboard Learning Garden P&C achievements Term 1 Parents contact and volunteers register First payment to the school - $8,000 Family Fun Day 10 th March raised $500 dollars P&C AGM 26 th Feb Uniform Shop open Tea and Tim Tams for new parents 29 th Jan Figure 2: Example fundraising thermometer that can be used to monitor progress in the Newsletters Dutton Park P&C Strategic Plan 2013-2016 Page 12