BHPS P&C Minutes Page 1

Beacon Hill Primary School

Parents & Citizens’ Association

MEETING MINUTES 11th June 2019

APOLOGIES

Jonathon Sharp

ATTENDANCE

Jenny Harrison, Sally Bate, Peta Hanson, Sarah Garland, Alex King, Louise Scope, Hannah Creelman, Jane Stanley, Kellie Alexandratos, Mel Manning

ITEM 1 – MINUTES OF PREVIOUS MEETING

Approved by, Sally Bate Hannah Creelman

ITEM 2 – STATUS OF ACTION ITEMS

Action items to be completed:

Action Items Status

Review By-Laws of P&C for discussion in next meeting (August) In Progress

ITEM 3 – CORRESPONDENCE

1. By-Laws

ITEM 4 – PRINCIPAL’S REPORT

Thank you Fair Committee On behalf of all of us here at BHPS, we extend a very sincere thank you to the P&C and the very hard-working fair committee for their incredibly hard work leading up to and on the day of the fair. It truly was a fantastic day and we are so grateful to you all! We know there were many many people who supported

and assisted with the fair but a very special mention must go to the extremely talented, incredibly organised, calm and creative Fair Committee- Jonathan Sharp, Lucy Jackson, Sally Bate, Liz Hanson, Caroline Clarkson, Sophie Sizeland, Hannah Creelman, Sarah Garland, Nikki Clayton-Ashe, Jacinta Ward, Rachel Turner, Olivia Burns, Kellie Alexandratos, Kaz Pritchard, Kylie McManus, Jenny Harrison, Alex King and Huana Kerr.

P&C School Wishlist:

Supporting the purchase of flexible furniture

IT maintenance, support (HR) and replacement/ purchase (continue to build our bank of laptops in the 3-6)

Supporting the Grounds

Air Conditioning for spaces not covered by Cooler Classrooms (e.g admin, canteen)

Supporting Green Team Sustainability initiatives- Green House program/ Solar Panels

MPC upgrades- Fans, Stage Curtains

Shade over STEM balcony

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Electronic Sign

Additional flag pole

Thank you Band Committee Our bands shared a fabulous 2 days of fun and music recently at the annual band workshops. My thanks are extended to the incredible team of volunteers involved in the organisation and running of the workshops as it is a massive task. Special mention must go to Kellie Alexandratos who did an exceptional job coordinating the weekend. It is an enormous task that takes months of preparation. Huge thanks also must go to our band conductor Matt Hurditch once again for his hard work and leadership over the weekend and to the team of tutors who assisted. The weekend was a huge success and our bands sound amazing! Congratulations to all involved.

Reporting to parents Semester 1 student reports will be sent home on Monday 1 July 2019. As always, parents are welcome to

make an appointment with their child’s teacher at any time of the year and are strongly encouraged to do

so. This year we are working towards emailing digital versions home.

ITEM 5 – SCHOOL COUNCIL

Nothing to Report

ITEM 6 – TREASURER’S REPORT

Band: Showing a profit of $12,527 YTD showing a profit of $15,294 Canteen: Showing a profit of $176 YTD showing a loss of $2187 Same time last year - May was showing a loss of $714.96 and YTD was a loss of $6133.87. Compared to where we were this time last year, we are approx. $6k ahead. YTD Wages are $1K less and food costs are $5,994.77 less. Uniform: Showing a profit of $7390 YTD showing a profit of $5676 P&C: Showing a profit of $8451 (1.5.19-31.5.19). YTD showing profit of $8068 When reporting date is extended to 5th June: 1.5.19 = profit of $19,336.75 YTD = profit of $19,554.19

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Fundraising so far for 2019: Cake Day $272.70 Mother’s Day Stall $1427.16 Fair $16,902.72 Election BBQ $3,712.35 Total $22,314.93 Fair breakdown - this is a rough estimate/guide as change was being shared on the day BBQs $6212 Books $218 Cakes $2169 Canteen $2131 Chocolate wheel $1023 Farm $285 Dunk the teacher $637 Face painting $629 Raffle $4158 Rides $7135 (ticket sales on the day) Laser tag $130 Wristbands pre-sale $11875 EFTPOS takings $3412

At the time of this report, we were waiting for funds to land for the post fair BBQ and pulled pork sales. So, we are looking at approx. $17,500.00 for the Fair Profit. The uniform shop needs to be reimbursed for merchant fees. I was in contact with the bank to get an exact break down of these costs at the time of this report. July - I’ll be taking a break for a month due to end of financial year. Sally and Hannah will be taking care of wages and payments. Financial reports will resume at month end for August.

ITEM 7 – FUNDRAISING

Thank you to all who helped at the School Fair, through the Committee, to donations, to volunteers on the day to all those who came. Also, a thank you to the Teachers who were able to help as well and for those who put themselves up for the Dunk the Teacher. We feel this was a fantastic Community event. $17.500 will be put towards the School’s wish list see below; The fair committee has put a survey together and will have a debrief to be submitted to the P&C for next meeting. Points that the P&C discussed were to Plan Committee early with a Date in Spring to build up support and commitment with more time. This is the 2019 WISH List in which we are raising money for…..

Supporting the purchase of flexible furniture

IT Maintenance, Support (HR) and replacement/purchase (continued to build our bank of laptops in the 3-6

BHPS P&C Minutes Page 4

Supporting the Grounds

Air Conditioning for spaces not covered by Cooler Classrooms (eg; Admin, Canteen).

Supporting Green Team Sustainability initiatives – Green house program. Solar panels.

MPC upgrades – Fans, Stage Curtains

Shade over STEM balcony

Electronic Sign

Additional Flag pole.

It was also discussed with all fundraising events to reinforce the financial requirements and procedures that were put in the place back in the June 2018 Meeting. (insert Financial Authorities). Also was suggested that we ensure we have more Vendor selection process for all events to ensure we are transparent. First Aid Course – has approx. 12 bookings – Hannah to coordinate Insurance & RMP and morning tea with Kellie. Disco K-2 – Karlin & Claire have the insurance and Risk Management Plan already submitted. They are trailing the new times and suggested that 3-3.30pm for Kindys to be escorted to Hall for transition to the Disco. For the combined disco of 3.30-5.30 – Disco with all K-2. it was discussed that we will require more volunteers and it would be great to have the parents to take responsibility themselves to bring the children to the disco at 3.30 for all ages. This was voted and agreed by all in attendance. Date – for Parent Evening it was agreed to push back to October and to advertise to gain Committee, it was discussed to keep this more of a Community event for the parents rather than a fundraiser. Father’s Day Breakfast – it was discussed to possibly move the Father’s Day Breakfast to the Thursday the same day as the Father’s Day Stall as it clashes with many other Friday morning events that are held. It was agreed to check with the coordinators. Hannah to coordinate with the Term 3 Event Coordinators to ensure all requirement and teams supported.

Wk. Date Event Coordinator/s Insurance RMP

TERM 2

8 21 June K-2 Disco (Combined) Claire Locke, Karlin Clements Yes Yes

TERM 3

All term Family Dinners No Low risk

4 13 Aug P&C Meeting

6 29 Aug Father’s day stall Andrea Bowers, Christie McIver

Yes Yes

6 29th Aug Father’s day breakfast Kylie McManus, Sophie Sizeland

Yes Yes

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7 2 Sept Mango Drive Lesley Elkan No Low risk

8 10 Sept P&C Meeting

10 27 Sept Year 3 – 6 disco Claire Locke & Karlin Clements Yes Yes

Oct Parent Evening Possible dates: Committee to discuss. – advertise for committee

Yes Yes

TERM 4

2 24 Oct Mum’s Movie night (tentative date depends on movie)

Kellie Alexandratos (TBC) Yes Low risk

3 31 Oct Cake Day Yes Yes

5 12 Nov P&C Meeting

5 13 Nov National Recycling Week: Closet Clean out (Stewart House)

Claire Johnston no Low risk

8 5 Dec Carols and Picnic Band Committee Yes Yes

9 3 Dec Farewell drinks P&C No No

ITEM 8 – BAND

Over the weekend 103 Beacon Hill Band students worked hard extremely hard with their friends and enjoyed lots of learning, music, Nerf Wars, fun and food! We would like to Thank the Band Committee lead by Kellie Alexandratos and Matt Hurditch Band Director who have put together a wonderful weekend of fun and music! Thanks to the many volunteers who have helped over the weekend with setting up, afternoon teas, morning teas, dinner and lunches, and also watching over the children and enjoying the many sounds of the four incredible bands. This event cannot happen without the huge efforts of almost 50 volunteers over the weekend. THANK YOU all so much: Dino Alexandratos, Kumi Aoki, Lisa Armitage, Pia Atkins, Karen Bennett, Gabrielle Bombardiero, Rodney Bosland, Elisha Cherni, Caroline Clarkson, Keith Clarkson, Karen Coulstock, Chris de la Motte, Merry Dickson, Erin Downey, Fiona Eyre, Christina Femia, Mariana Festa, Linda Helm, Jill Hingston, Doreen Henning-Fagan, Nic Herrmann, Cheryl Hovey, Claire Johnston, Andrea Kerekes, Siobhan Little, Pam Low, Yvette McEnearney, Katherine McLelland, Zoe Meunier, Dearne Mulder, Vanesa Mulders, Clarissa Newman, Abbie Norgaard, Amanda Pearson, Tracey Plant, Gill Rayfield, Jessica Smallwood, Romona Smith, Suzette Stevenson, Tristan Stevenson, Lucy Strong , Abi Tabone, Karen Tilson, Ali Watson, Lel Weir, John Williams and Judy Williamson.

ITEM 9 – CANTEEN

WHS – all good, no issues

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Volunteers are still required the Days that are really needed are Thursday. And 1hr on Wednesday’s during packing of lunches.

Soup Day on Wednesday is still in trail period.

Suggested that P&C purchase a freezer for the Kitchen in the MPC for P&C events that have left overs to ensure we don’t waste and can be used at other events. This will stop the Canteen being overstocked with items not relating to menu.

Procedure of picking lunches up at Canteen for Year 3-6 is working well. This is stopping the few missing lunches that have been occurring.

ITEM 10 – UNIFORM SHOP

No new news to report Discussion: Uniform Committee Meeting is Monday 17th June at 2.30pn

ITEM 12 – GROUNDS & TUCKERBOX

Tuckerbox: Call out for donations and baking and we need to review the sign-up roster for this.

Grounds: Grounds are looking fantastic with all the hard work.

ITEM 13 – OTHER BUSINESS

Motion put forward to adopt the P&C Federation Prescribed Constitution for Incorporated Associations. Moved by Alex King – Seconded by Hannah Creelman – All voted for. It was agreed that we advertise and note a Special Meeting on the 13th August to submit the proposed By-Laws for the P&C Associations. See attached proposed By-Laws. It was also agreed to advertise in the P&C news about the special meeting the proposed By-laws. For a copy of the current bylaws and/or P&C federation prescribed constitution please contact secretary@bhpspc.com

It was also agreed that the P&C Executive to purchase new storage boxes of $500 for the new P&C Cupboard.

Next Meeting: Tuesday 13th August 2019, 7.30pm