THORNLEIGH-WEST PUBLIC SCHOOLP&C Meeting Agenda

Tuesday 18th March 2014

1.0 Opening and ApologiesApologies: Gordon Dracup, Mrs Granville, Jane Pines Attendess: Veryan McALlister, Judy Reilly, Nicky Honeysett, Kate McGettigan, Nicole Reid, Ew Bolgar, Julie Tanger, Tony Smallwood, Anke Vaughan, Alex Ravaillion, Kirtsy de Vallance, Alex Ryan, David Stanton, Wim SCoeman, Hannah Grummet, Patty Correll, Rachel Dunn,Narelle Bowly, Trish Stephen, Fara Pelarel. Libby Crothers, Kerith Massey, Amanda Long, Kristen Elvy

2.0 BASC – Plans & Incorporation – Wim Schoeman Deputy ConvenorVeryan explained BASC can no longer remain as a sub-committee of the P&C, because of the P&C constitution. Meeting last night for BASC. Now in good position financially, last year restructure of staffing, to meet regulations, 2 fulltime people at the top. See handout 1 – why BASC Incorp assoc (at end of P&C minutes)Veryan - Next P&C meeting formal vote will be taken, open up to floor any questions or comments.Question – Is there anything negative? Wim – no financial arrangement with P&C, no flow back either way, but this hasn’t happened for a number of years.Currently legal problems would have had implications for P&C and BASC committee members.Profits would go back into the centre.Need to keep relationship formally recognised in the constitution between BASC and P&C.Is the name change a requirement? Can be tricky if we keep it and will reflect change.

3.0 Minutes of the Meeting and AGM – 11th February 2014 Approved Tony Smallwood and seconded Nicole Reid

4.0 Business Arising from Previous Minutes - none

5.0 Correspondence – - email from NorthConnex about the M1 to M2 tunnel, big questions where the air vents are, where is all the dirt going. Construction site between Trelawney and Loch Maree, at the end an emergency smoke extraction. Public meetings coming up, look out for those. Worthwhile to look at the link.

- a lot of fundraising corrospondence

6.0 Principal’s Report – like to acknowledge all the work Kim and Wim have done for BASC and welcome Jenna, the new BASC Director.

BASC – welcome to Jena as new BASC coordinator. Thank you to BASC committee and Odette for extensive work done to transition BASC through the period between directors. Staffing Principal position filled, successful applicant is Chantal Mamo from Granville South Public School. Chantal is an experienced principal and will bring considerable knowledge and experience to the position. We look forward to welcoming her on to the staff later in the year. Wish ListSee end of Minutes PhotosWent well from school perspective, teachers were happy with the professionalism and consideration shown towards the children. There were some problems regarding online payments (website site crashed) and family photo payments – order envelopes received after the day will be handed on to the photographer. TreesAudit to be conducted and trees deemed unsafe to be trimmed at DEC expense. I have sent 2 letters to council regarding trees on perimeter (Qsessions Rd) and verge (Giblett Ave). No response as yet from council. Parent Teacher Interviewswww.schoolinterviews.com.au Site becomes live for parents to log on and book interview times. There will be an Event Code published in the newsletter next week, parents enter code, click on the teacher they would like to have an interview with and select an available time. Parents receive an email confirmation and the teacher can see a list of parents’ names and interview times. Teachers can make an interview time for parents on request. Events remaining - Term 1

Harmony Day, 21st March National Day of Action Against Bullying and Violence, 21st

March P&C mufti day, 24th March Wakakirri Parent Information Evening, 25th March, 7pm AFL Paul Kelly Cup, 27th March Young Leaders Conference, 31st March Parent Teacher Interviews, 2~11th April Principal’s Morning Tea, 8th April Combined Easter Service, 9th April Easter Hat Parade, 10th April Anzac Day Service, 11th April

7.0 Other Reports – from P&C Subcommittees

7.1 President – Veryan McAllister Focused on researching ideas, to enhance the services educationally as well as supporting the parents. Few ideas will be tabled later. All work together a lot can be achieved. Primarily focusing on finding volunteers. Janda doing mufti days.

7.2 Treasurer – David Stanton Audit being done on P&C and subcommittees, over the next 2-3 weeks, recommendations they have on ways we can improve. Preparing the budget for this financial year, fairly conservative fiqures from subscriptions and Spring Fair, may have a loss, but accounts in good condition. Tony propose to go through expenses to approve. Cyber Bullying & Resilience Donut – building resilience considering internal & external environment. Parent at Cherrybrook trained in these, contacted directly costs $200 and $500 to run, don’t have finite detail. How many to attend? Cost to parents - depends. In principle approval Tony proposed motion for $700 on above seminars, Kerith Massey seconded. Road Safety – need to get more information Year 6 Farewell $ $500 – Approved Tony Seconded Libby Crothers Class Resources $2100 – Approved Tony Seconded Libby Crothers Wakakirri - $500 Approved Tony Seconded Libby Crothers Learning Support $20000 + $7000 for extra day – Tony Smallwood Approved & Anke Vaughan Seconded 26 ipads & Charging Station – maybe wait and see use of current iPads Landscaping Project – hold off for next meeting, need to look at quotes Interactive Whiteboard in KB, has already been replaced, old one put in French room. Carried forward some items from last year – Bullying program

7.3 Uniform shop – Nicole ReidFinancial Position Cash in bank $23,459.10Outstanding debt to suppliers $1107.00Balance of cash $22,353.10

Total Sales YTD $15,860.50(A total of 573 items) Currently overstocked in discontinued lines (ie: old style

sports uniform and girls skirts / short sleeve blouses) so selling these at a discounted rate $5 each advertised in WW

In process of receiving quotes for extra lockable cupboard space as too much stock is currently not locked away

7.4 Canteen – Karen Edmond Freezer Area ventilation. We are waiting on a visit from the freezer guy to provide some advice on improving the ventilation around the freezer to prevent overheating in the future. This is likely to require more venting. Will provide more

details and costs as soon as they are available. Wholemeal Bread Options. All bread items in the canteen have been wholemeal. Unfortunately, as the volume is low, the baker is not happy to continue providing this. We are investigating options around this, but would like to support the local baker if possible. Pie Warmer. An electrician is required to fix the cord on one of the machines. Gingerbread Folk, with no egg or nuts have been added to the menu. Karen will be attending the Canteen Expo, and will no doubt have lots of new ideas following on from this. Janda Tanner will be talking to Karen with regard to sourcing the items for the Mufti day on 24th March. Karen will not be working that day. Gordon had a discussion with the Pennant Hills PS Canteen Committee regarding their proposal to use Flexishcools. A couple of them may be coming to the school to see it in action as some point. Discussion at P&C meeting on how we can improve the menu for more healthy menu. Karen would like to get rid of TNT’s, Yummy Drummies, etc. Need to have an audit of what we should be able to get from the canteen against healthy list. It also generates a lot of the rubbish Need to abide by DEC policy. Action Item – Healthy Canteen Dept of Health website.

7.5 MDFDGG – Judy Reilly The Mothers Day Stall is on 8th May. We have finalised all the gifts and are just busy pricing and wrapping. Looking for volunteers for the day of the stall to help with wrapping

7.6 BASC - Jenna Sheather Attendance has risen and we are at full capacity on Monday and Tuesday afternoons, we also only have 2 spots remaining on a Thursday afternoon. Monday, Tuesday and Wednesday mornings are our busiest with only a few spots remaining, however Thursday and Friday mornings are quieter Jena has started in the Director’s role, working 38 hours/week, with Odette as the Assistant Director also working 38 hours. We’ve currently employed another two casuals, due to a few staff members commencing uni and are now unable to work every day, and an increase in numbers. Courtney King who has a certificate 3 and experience in early childhood, and Susanna Batchelder who is currently studying teaching at University, both currently obtaining their working with children check they will be starting in the next couple of weeks. We have had a short meeting with full-time staff members to briefly go over some changes and introduce some new procedures. Odette has been appointed as Educational leader, and David has been appointed as our Fire/health/safety officer. We are in the process of organising a staff meeting to address several issues that need discussing eg. Upcoming vacation care,

behaviour management strategies, new procedures, programming, and child observations. Odette and I have been working on improving the centre’s curriculum to better reflect children’s interests. We have changed formats for the curriculum, and discussed with staff new procedures for collecting and documenting information. The children have been involved in Active Sports which we currently have AFL and netball on Monday and Tennis and Dance on Wednesday, the children really seem to enjoy participating in these activities A fun and exciting program has been planned for the children to experience in the April holidays. We have a Teddy Bear Day, My Pet Dino, Go Karts and Wheels Days. Easter Egg Hunt followed by an Easter hat parade, Easter cooking and art and craft. KindiFarm visit, followed by other activities Crazy Dress Up and Our Big Kitchen. For Staff Development Day – BBQ, Games and Wheels day at Ruddock Park. Payment process for Vacation Care has changed to ensure the centre doesn’t go into debt leading up to vacation care. Parents are now required to pay their vacation care fees upfront prior to Vacation care, by the form due date. Without the form and payment by the cut-off date, places will not be given to families. This is important as we need to organise staffing, bus numbers, and liaison with excursion and incursion contacts regarding numbers.

7.7 Fundraising General – Veryan McAllister- Spring Fair - As of now nobody has volunteered to be Spring Fair convenors. Last year they did outstanding job. We had 3000 people to the school for the fair, helps share fundraising load and show off school. If you take away Spring Fair, subscriptions was $23000. Veryan happy to be convenor, problem sets a precedence, many discussions regarding last years fair. Personal opinion that three people were bearing the brunt of the load, need to share across more people, as there is too much burn out. People who have complaints and treated convenors poorly. Veryan bring complaints to her as it is a P&C event. Don’t believe we don’t have the option not to have it, unless some one has a better plan. It’s a well oiled machine with a lot that has been documented and providing a lot of advice. Idea to divide into sections, with Team leaders for key areas, filters down to class parents who look after stalls and rosters. Removing some stalls that have caused Spring Fair fatique, such as Chocolate Wheel. Can we get smarter.

Alex Ryan explained the break down into relevant areasPR – external/internal communicationsExternal MarketsEntertainmentCateringSponsorship/Silent Auction – money making Admin Competitions – Art Colouring CakeSocial Media

Graphic DesignExternal Rides – agreed presaleRaffleSchool Stalls – cake, chocolate tossExternal EquipmentHands Up to put help – Nicky Honeysett, Belinda Muir, Anke Vaughan, Farah, Trish Stephens, Tony Smallwood, Hannah Grummet, Kirsty de Vallance, Amanda Long, Alex Ryan, Julie Tanger, Rachel Dunn, Nicole Reid, - Veryan to send email out. Class Parents source parents who are willing to work on the Spring Fair committee- Photo Fundraiser – Every couple of years traditionally done Photo Day, she is happy to run in November, agreed in 2013.- IGA BBQ – IGA looking for options to fundraise, facilitate BBQ and provide bread, and then sausages/meat at cost, and provide. Need people on the day.

7.8 Band - Jane PinesBand performances & fundraising

Calendars available on website Community performances – Bunnings Easter Family night

10/4/14 and Luncheon at Thornleigh Baptist Church for retirees in the community 7/5/14

Assembly performances organised with Mrs Granville

Treasurer please see report below audit information prepared and submitted by Bettina Welgemoed

for the P&C reviewing budget to ensure enough cash flow Bunnings BBQ $600 profit

Bands Training Band – good balance of mentors – Parents welcome to stay and listen anytime to hear progress Junior Band/Senior Band – sectionals – Lachlan to set up to

maximise playing time and minimise logistical issues

Band Camp proposed program circulated additional playing time for all bands looking for guest conductor

Badge System Proposal 3 components

o curriculum guideline for tutors and parentso reward systemo fast track system

unanimous support for development of curriculum guideline tutors to be canvassed for their input and buy-in reward system

o not tied to succession through bandso limited to 2 rewards/year

o costs vs benefits being consideredo Bettina checking fundso grants being researchedo still in concept stage

Band Financial report Term 1 2014:The Band financial opening balance for Term 1 is in a healthy, positive cash flow position. We are able to meet the expected Term 1 expenses, knowing that not much revenue is generated from Band fees at this stage.Revenue generated in Term 1 are from:

- Band bag sales from new Training Band members who now almost all have a bag for performances and rehearsals

- Final last year band fees – all have been paid. - A successful Bunnings BBQ that raised a profit of over $600 –

which is very good considering the rainy weather.

Term 1 expenses are:

- 50 band bags were purchased to ensure there would be sufficient stock for this and next year’s members

- Band master fees for rehearsals and assemblies- Fees paid for sectionals that allow a more 1:1 learning session

where different instrument types are separated and receive concentrated, focused learning

- Performance entry fees – normally most of these are paid in term 2 but more have requested early entry and payment.

The band cashflow and budget is continually updated and reworked to see what other benefits we can provide to students. At the moment we are looking at providing as much tuition in the upcoming Term 2 band camp whilst still keeping the per child costs as low as possible. Our aim is to break even so that all benefits are passed on to the students. We are also looking at providing a more structured curriculum with an opportunity for students to earn awards with the aim of providing goals and introducing more excitement. This requires additional funding that is being investigated. We have always welcomed the very generous P&C Grant that we have received every year. This grant is used to fund the band expenses that are mainly lessons/rehearsals; performance entry fees and performance costs – most of these costs are covered by band fees but we try to keep these fees as low as possible to make the band program as affordable as possible to most parents. Consequently not all expenses can be covered by band fees. We actively fund raise each year and we are looking at getting sponsors, but we ask that the P&C consider the band this year and continue to support us by providing some financial assistance. Finally, the 2013 financial year end financials was submitted for the audit.

8.0 Agenda Items8.1 Green Thumb Sub-committee – Creating a sub-committee of the

P&C, expanding the number of garden beds, with teachers engaging as an Education project. Great grant already received over 3 years, requirements in that the message is filtered through the school, with sustainable living and waste. Would need a committee, get involved create rosters, involve BASC(there over holidays). That produce from the garden beds could then feed into the canteen.Mr O’Doherty- teachers are already involved in a lot of activities, would need some parents to get involved. Mrs Liddle – Schools that have most success are run by the parents. Look at compost, vegetables, herbs. Kids see the whole cycle. Farah Pelarel offered support with using native fruit plants, teaching about bush food. Needs to be built into the curriculum. Haven’t canvassed wider community. Maybe get Grandparents involved. Narelle Bowly, Farah Pelarel, Nicky Honeysett and Alex happy to be involved Patty Correll offered to be Team Leader. Mrs Liddle applying for grant for the garden.

8.2 Cyber bullying/ Resilience seminars –see above

8.3 Telstra Kids Grant- We missed first round, was $1200. The garden area would fit into this. Another round in June/July.

9.0 General Business10.0 Closing – 9:51pm11.0 Next Meeting – 7.30pm, Tuesday 13th May 2014

P&C REQUESTS FOR 2014

26 iPads + charging station $18 000

20 Laptop computers + charging station $15 000

Interactive Whiteboard Kinder room $ 7 000

Landscaping project $15 000

Learning Support Teacher 3 days per fortnight Increase to four days per fortnight

$20 000+ $7 000

Wakakirri P&C donation ?

Class resources $2 100

Bullying Awareness Program (Interrelate) $2 300

Year 6 farewell $500

Road Safety markings $2 000

TOTAL $59 900

N.B. Above list collated and discussed with school executive. Unshaded items were most preferred, shaded items - may work towards or fund in whole or part from school budget.

Many thanks to the P&C for ongoing consideration and support.

F. O’Doherty18/3/14

Thornleigh West Before and After School CareFrom P&C subcommittee to Incorporated Association – P&C meeting 18 March 2014

Why should BASC become an Incorporated Association?1. It operates as a business, quite separate from P&C and with paid staff and a

professional Management Committee. 2. New legislation has increased the demands on management.3. Most OSCH committees in NSW started as P&C subcommittees but have now

incorporated4. The main benefits are:

a. It protects the individuals within the incorporated body (i.e. committee members), so no personal liability

b. It makes the organisation and how it’s run more transparent, with clear checks and balances

c. This will make it easier to get parents to volunteer, without which the Centre cannot operate!

The BASC Management Committee and the P&C executive have consulted with the OSCH peak body Network, and agreed on 21 October 2013 that BASC should become an incorporated association.What will happen to the relationship with the P&C?

Currently BASC is already running quite separately. This includes finances: officially all surplus is to go to the P&C, but as a non-

for-profit organisation and in practice all surplus is reinvested in the service However, the new constitution will enshrine a strong relationship with the

school and the P&C, including regular updates at P&C General Meetings So in practice, little will change

What does incorporation involve?1. Decision by current BASC Management Committee (done)2. Agreement by P&C 3. Inform parent body4. Draft new constitution5. Apply to become Incorporated Association

Will anything change for the Centre?No. The Centre will continue to be run in the same way with great, professional staff and a dedicated volunteer parent management committee. The only thing that may change is the name: sugegstions welcome!Next stepsWhat WhenTabling of proposal to formally cease as a P&C subcommittee and become an Incorporated Association

Today

Prepare application to NSW Department of Fair Trading Starting immediatelyFormal P&C agreement (vote) to farewell BASC as a subcommittee and agree to its incorporation

Next P&C meeting

Finalise application to NSW Department of Fair Trading As soon as possible after next P&C meeting

Contact for further questions and fact sheets about incorporating BASC:Kim Smallwood, Convenor, kimsrichards@hotmail.comWim Schoeman, Deputy Convenor, wim.schoeman@gmail.com