Williams Primary School P&C Association Inc

Agenda for the 2nd Term Meeting 2021.

Monday 3rd of May at 6.47pm.

Agenda;

1 Welcome – Darren welcomed all those in attendance both in the room and joining via Webex.

2 Present – D. Redhead, S. Bull, C. Gordon, B. Steicke, A. Moore, S. Moore, S. Johnstone.

Present via Webex – S. Stewart, B. Higham, J. Chadwick, G. Haddrick.

3 Apologies – J&C Charles, B. Bull, S. Steicke, B. Kirk, R. Willcocks.

4. Acceptance of previous minutes of meeting:

Accepted: Steph Seconded: Annie

5. Business arising from previous minutes:

Still haven’t received an invoice or the medical kit from St John. Sam to follow up.

Ben Kirk wish list item (Marquees) to be discussed in general business. 6. Correspondence inwards –

Fundraising Pack from expressions & Fundraising Australia

WACSSO Newsletter

Wish List, CRC, Perm-A-Pleat(x2) & Williams Rustic Grocer Invoices.

Ben Kirk wish list item request form.

Quote for Kindy Shade from Price’s Fabrication.

Stargazing info pack

Williams Rural Supplies donation letter

6a Correspondence Outwards –

Request for donation payment from Dawson’s Funeral.

Flyer for the expo to CRC and School.

Letter seeking chocolate donations to Coles Manager, Williams Rustic Grocer, BP and Caltex.

Letter to Sianne.

7. Financial Statement – See Attached

Sam moved the financial report to be true and correct. Seconded by Annie.

8. Principal’s Report by Catherine Gordon. – See attached.

9. Reports from Committee.

President – What a sensational start to the year for the P&C, all involved should hold your heads high as a

lot of work has gone into the first terms fundraising success. Effort from all is outstanding resulting in

phenomenal achievements. We smashed our goal for expo, and the bulbs has been an incredible success.

Darren would like to acknowledge all the parents who have helped the P&C in the first quarter of the year,

looking forward to a successful Term 2!

Canteen – We had the first canteen for the year last week, huge thanks to Janet Gowland for being the co-

ordinator for the year 6 classroom. Thanks to all the parents who cooked a meal, did shopping or helped on

the day. Also, to the parents that help out with borrowed equipment when we need ie. popcorn machines!

We made just over $500 for the first canteen and are hoping to run another in 2-3 weeks’ time and the last

for term 2 in the final week. We’re also looking to hold a Toastie Tuesday possibly between the two

canteens.

Uniform – See attached.

10. General Business –

Uniforms

1. New shirt ordering – New shirts have been approved by executive committee, they will cost $24.97

instead of the previously reported $22 (including GST) due to the express nature of the ordering. When

we order again, the shirts will be $22 for the committee to buy. Annie will organise, once new stock

arrives, a Monday and Tuesday to do shirt swaps, any parent that can’t come on those days can organise

another time with Annie. Annie to organise HCA cheque with Steph.

Annie moves a motion to order $6000 worth of HCA shirts on 04/05/2021 to stock the uniform shop and replace

existing incorrect stock. Seconded: Ben.

2. Outstanding Bills – There is the outstanding Perm-A-Pleat bill, discussion was held as to whether we

donate/sell the shirts. Ben will ring Perm A Pleat in order to try and get the bill reduced. In the mean-

time;

Ben moves a motion to sell the “Williams” printed shirts at cost price of $17.50. Seconded: Steph.

One parent has asked for a refund for 2x pre-ordered shirts and 1x pre-ordered jacket, none received.

Steph to organise a cheque.

3. Old shirt donations – Discussion was held on what to do with the incorrect logo shirts. Gemma and Bec

advised that Ruth Tinley’s in-laws help a community in Africa and that they would happily take the stock

once Covid restrictions lift and they can go back.

4. HCA jacket ordering? – Annie at this stage does not want to move to the HCA jacket but they have

created a prototype just for Williams PS, once the sample arrives an executive meeting will be organised

to see the sample and look at the possibility of stocking a jumper in the uniform shop full time. Jacky

mentioned in the past that the uniform shop didn’t stock jumpers aa they are passed down between

families and therefore not needed as often. Gemma suggested the wear of the jumper i.e.

fading/stretching, Ben suggested that we purchase a jacket from HCA and run it through the machine

regularly to check for integrity etc.

School Photo Companies – P&C understands that photo packages can be expensive BUT they are optional.

There were some concerns with the quality of last year’s photos. Because of this, the P&C will contact Fotek

and enquire on their availability and liaise with the school.

Payments and Motions – Steph has read the treasurer’s guide; it states that ALL cheques must be presented

before a meeting to be signed. As we meet once a term this isn’t ideal and therefor Steph needs to move 4

motions for payments moving forward.

Motion 1 -Steph moves a motion to pay the outstanding LWReid invoice to a value of $935.01. Seconded:

Darren.

Motion 2 – Steph moves a motion to pay our WACSSO membership to the amount of $615.58. Seconded: Bec.

Motion 3 – Steph moves a motion to authorize a payment for all invoices regarding teacher wish list items up to

the previously approved amount. Seconded: Sam.

Motion 4 – Steph moves a motion to authorize payments of up to $300 per cheque, not exceeding $1200 per

term. Seconded: Ben.

Ben Kirks Marquees -Tabled for next meeting as Ben isn’t present.

Fundraising

1. Expo – Incredible success! We smashed it, making a profit of approximately $2400, thankyou letters will

be written to all sponsors, a big thankyou to all parents who assisted in the stall on the day and behind

the scenes.

2. Bulbs – Another amazing success, with bulbs profiting approximately $1556. Thank you to Carmel for

absorbing the cost of postage, as a thankyou we are entitled to some free bulbs which we will gift to

Carmel along with a thankyou letter.

3. Carnivals – Both swim carnivals were successful, thanks to all that helped.

4. Mother’s Day – Number raffle is going well and to be drawn this Friday the 7th of May.

11. Any further Business –

Stargazing – it was suggested we do another stargazing night like the one run in 2018. Sam to liaise with

Hazel at the CRC to see how to move forward. Look at booking possibly for Term 3.

Family Photos – Ben suggested we do a mini photo session fundraiser He has heard of other schools in the

area that do a $150 mini session lasting 30 minutes. $30 goes to the P&C and the photographer keeps $120.

You would get a small number of digital copies for printing etc. Ben to look in to for a future fundraising idea.

Governance Tree – Sharon J presented a picture called the ‘Governance Tree’ that shows a flow chart

representation of the roles and responsibilities of the P&C, School Council, and the School. It is a great

reference for people new to the committee in knowing where their responsibilities lie. A copy will be added

to the P&C page as requested.

Next meeting: Term 3 – 26/07/2021 at 6.30pm.

Meeting Closed at: 8.39pm

Uniform Report by Annie