Minutes - Manly Village Public School P&C

MINUTES OF THE MEETING OF THEMANLY VILLAGE PUBLIC SCHOOLPARENTS & CITIZENS' ASSOCIATIONHeld 7.00pm on 15 October 2012To forward agenda items or comments to the P&C: mvpspanc@gmail.comPresent – P&CP O’Brien J Hoffman N PageauA Roper S Heesom S DodshonR DefinaC WoulfeJ BeagleyV GlykasM PoleSchool Staff:L Black – PrincipalP Hanson – Deputy Principal1. Presidents Welcome & Meeting ChairPaul O’Brien opened the meeting. It was noted that P&C members now receive copies ofmeeting minutes and agendas via email and asked that they print their own copies for futuremeetings.2. ApologiesAdam Formica Zarli French Chris BraslerTony Bernard Sarah Durham Jo BlaggRadim ZajicekBen Streckesen3. Confirmation of minutesThe following changes were proposed to the minutes from 10th September 2012:4.4 Philosophical Ethics ClassesEthics classes have commenced for Years 3 and 4, not Years 2 and 4.There are a total of 3 Ethics teachers who underwent training, 2 of whom are former parents, not5 Ethics teachers/4 former parents.It was agreed that the minutes for the 10 th September 2012 meeting be accepted with the abovenoted changes.Motion: Colleen WoulfeSeconded: Sarah HeesomMotion carried unanimously.4. Carried Forward BusinessMVPS P&C Meeting Minutes 10 September 2012 1

4.1. Art Show Fundraiser Wrap-Up - Rachel DefinaThe art show was a great success. The hall looked spectacular with fantasticdecorations. The online auction helped encourage interest and attendance at theevent, as did having the hall open during the day of the markets which enabledpeople who could not attend the auction the chance to view the artwork. 200people attended on the night.It was noted that one of the reasons the art show was so successful is due to thecamaraderie between the team that put it together and the teachers andstudents. There was also no unrealistic expectations on the amount of moneythat should be raised.The total amount raised has yet to be confirmed as there are outstandinginvoices to be paid. Leonie offered the following figures based on paymentsreceived through the school accounts:Silent Auction: $7427.20Building fund $4300.00Library Fund: $12690.00General P&C Fund: $2070.00Rachel Defina was thanked for the huge effort she put into organizing the event,ably supported by a great Year 2 Fundraising Team.It was suggested that having an art show every year would be too difficult butperhaps every other year would be more reasonable.4.2 Other Fundraising Activities - Marcus PoleE-card Christmas Fundraiser –Marcus and Heather Nash have been discussing the possibility of an ecardChristmas fundraiser which has been successful in the UK.4.3 Royal Far West Development: Update - Julie BeagleyMVPS P&C wrote to the Department of Planning and got an extension of time forour submission on the revised plans until after the October P&C meeting.Submissions officially closed on 21 September but we have until 31 October.Councillors Barbara Aird and Hugh Burns called an extraordinary Manly CouncilMeeting which was held Wednesday 10 October. Paul spoke at that meeting. AMotion was passed at this meeting to call for Public Hearings and hold ameeting with the Local MP to make him and others aware of public concerns.Julie, with the input of the P&C Exec has drafted up the P&C Submission. Thiswas summarised and read out. No changes were suggested.Motion:Motion: That Julie and Paul send the submission to the Department of Planningand the Department of Education by 31 October.Moved: Simon DodshonSeconded: Sarah HeesomMVPS P&C Meeting Minutes 10 September 2012 2

Carried Unanimously.Colleen Woulfe voluntered to organise a school community petition. It wouldl beconducted outside the school gates. This is due to the political nature of thepetition which cannot be conducted on the school grounds. Julie will assistColleen in drafting the petition and information will be sent through the CPRnetwork.4.4 Playground Master Plan update: Leonie BlackThe costings for the Playground Master Plan from the architect were broken upinto 4 sections:Site works: $20,700 (Includes site preparation, demolition, subsoil drainage,grading…)Pavement edges: $135,250 (Includes concrete edges, stepping stones, artificialturf, reprinting of lines on sports courts, bitumen resurfacing.)Features: $44,250 (Includes pallet seats, timber decking, sitting walls and cubby.)Planting: $15,560 (Includes planting mix,bark surface, plants.)The sub total is: $215,760. In addition to this is sundries and unmeasured at$5394, overheads at $11 057.70 and contingency at $11610.59.These estimates are based on current pricing. Because the projects are intendedto be carried out over a period of ten years, the pricing will change. The bitumensurfacing is being funded by the Department of Education and will be carried outover the upcoming summer school holidays so the estimate for this would besignificantly less. It was also noted that spending too much money on bitumenresurfacing can be a waste because of ongoing damage caused by tree roots.It was noted that the costings should have been broken down and prioritised intosmall manageable projects however Leonie stated that the landscape architect isnot in a position to prioritise projects. It is a school decision and Leonie willrequest funding from the P&C for funding when it is appropriate to go ahead withthe implementation of other projects on the Master Plan. Parent and teacher inputwas sought, and this feedback will be considered to assist with priorities. Thepriorities identified were:1. Maintaining open running areas (bitumen being replaced this year)2. Farmer Brown Vegie Garden (current priority)3. Play equipment (already installed)Because of current building works and the upcoming bitumen resurfacing, otherprojects on the master plan will not be looked at until later next year..Dependent upon revenue, the P&C will endeavor to set aside approximately$20,000 per year for funding projects on the Master Plan. It was noted thatsetting a target for a specific project is a good fund raising initiative.It was suggested that having a 3D model of the Master Plan from the architect ora member of the school community with relevant experience would give people abetter idea of how the playground will look.The copy of the master plan in the office will be moved to the library for referenceduring P&C meetings.MVPS P&C Meeting Minutes 10 September 2012 3

4.5 Coles & Woolworths promotions – Annette RoperColes and Woolworths promotions have finished for the year. There were 710sticker sheets for Woolworths and 20 bags of Coles vouchers, 15 of which weredonated to Arranoubai School in Frenchs Forest. Woolworths sticker cards havebeen redeemed by teachers for items that would have cost a few thousanddollars. The Coles vouchers were packed and sent before the school holidaysand ss yet the total is unknown.4.6 P&C Executive DelegationsCarried forward to next meeting to allow Radim (not present) to speak to the item.4.7 Toilet CleanlinessThis issue has been resolved. The issue of toilet cleanliness was brought to theattention of the students. Jenny McCreadie spoke to the children about using thetoilets. After every break, Gus cleans the toilets. A question was raised regardingwhether there are enough toilets per number of students and Leonie confirmedthat the ratio is fine.5. New BusinessCommunications ReportIn an attempt to coordinate P&C communications, P&C key messages are as follows:1. P&C support funding beyond what the government provides (i.e. smart boards, sunshade)2. P&C organises events that both connect school parents, carers and teachers as wellas raise funds for key items3. P&C provides support to key school activities (grounds, uniforms student activitiessuch as band)4. P&C accepts requests for funding from all student groups:This is closely aligned with the NSW P&C Federation’s description for the purpose of aP&C as follows: Promote the interest of the school by bringing parents, citizens, students and teachingstaff into close co-operation Assist in providing facilities and equipment for the school (e.g. smart boards, sunshade, supporting activities such as band) and promoting the recreation and welfareof the students at the school Encourage parent and community participation in curriculum and other educationissuesTo support the dissemination of these messages, the current vehicles used as well astheir target markets have been clearly identified. In the coming months we will worktowards unifying these vehicles to further the P&C charter.1. Seasider (target: school families)a. Deadline for submissions is Friday. P&C items put into one section to maximiseimpact.2. CPR Network (target: school families)MVPS P&C Meeting Minutes 10 September 2012 4

a. Communications ad hoc as needed. Goal is to get one weekly P&C piece toreinforce P&C key messages3. Word of Mouth (target: school families, anyone externally interested in what’s going onat MVPS)4. School Events (target: school families and future school families)a. Kindy transition in next month. Need to determine best way to reach new parentswith P&C key messages. Options include stall, speaking, email/paper.5. P&C Members6. Community events (target: local community and anyone externally interested in what’sgoing on at MVPS)a. Include Manly Council events. President historically represents P&C.7. Snail mail (target: local community and entities interested in MVPS P&C)a. Primarily incoming but also includes drafting submissions regarding localhappenings (i.e. Royal Far West, bottle shop proposal)8. Blog/Facebook page (target: school families, anyone externally interested in what’sgoing on at MVPS)a. Goal to develop as key online communications points.9. School website (target: school families, anyone externally interested in what’s goingon at MVPS)a. As it is not currently very interactive, the goal will be to use to support and direct to(8.)10. P&C email address (target: school families, anyone externally interested in what’sgoing on at MVPS, local community)6. President’s ReportMuch attention has been spent in regards to the Royal Far West development aspreviously reported. This included speaking at Manly Council, correspondence,discussions with individual Councillors and dialogue with other communityrepresentatives. The historic employment matter has also occupied some time in trying topiece together the past and startegising on an approach going forward.Very pleasing was the terrific focus by all involved in the Art Show to put on such awonderful school event. Again our children continue to surpass our expectations with thequality and creativity of the artwork, directed of course by the committed teaching staffand parents/caregivers at the school.7. Principal’s ReportAs our school continues on our path to making education more relevant for today’sstudents, it is interesting to note current neuroscience and psychological research whichsuggests that kids today learn differently and their brains are wired differently. Thechildren coming to primary school today have grown up with and are typically surroundedby a range of digital devices, including the Internet, mobile phones, video games,personal computers, and more recently, tablets. The ubiquitous nature of technology isbelieved to have changed the way kids process, interact and use information, and thisMVPS P&C Meeting Minutes 10 September 2012 5

has impacted on the way they learn and this then impacts on shifting how we teach.Children typically prefer accessing a range of information from a range of multimedia (thesmartboard supports this), can multitask and process information from a range ofauthentic sources (project based learning supports this), learn from networking withothers (eg use of Edmodo which some classes are using) and like instant just in timelearning which they view as relevant and interesting (Jukes & Dosaj, 2006).An interesting and useful video clip of 8 minutes duration provides further information canbe found:http://www.youtube.com/watch?v=ecFizWZgIiAThis generated some discussion about some of the characteristics of todays’ learners,exposure to digital devices and impact on our school’s directions.8. Committee Reports8.1 Treasurer’s report- The main focus concentrated on providing an input and assistance onfinancially related matters in relation to the preparation, during and after the2012 Art Show. The Show raised over $36,000 in total for the school(pending confirmation of the final figures). Over $20,000 was generatedthrough Auction of the School Art and most of this went directly into theSchool’s Building and Library fund accounts. $4300 was donated to thebuilding fund, $12690 was donated to the library fund and $2070 wasdonated to the general account, which is to be transferred to the P & Caccount. $7427.20 was raised from silent auctions. This will also betransferred to the P & C account.- Assisted the P&C President with finalization of a historic employment matter.- Resolution of Internet connectivity issue for the canteen to ensure operationof Flexischool ordering system.- Minor modifications to the Teachers’ allowance procedure to minimize thevolume of transactionsFinancials for the period 1 September – 12 October 2012The main financial transactions for the reporting period 1 – 12 October 2012:- The income generated from canteen sales has been $18,039 with theassociated cost for the same period $18,061. The total income for canteensales since January 2012 is $127,172 bringing the total net result for thecanteen activities for the year to $2,581.- The net result for the school markets for the same reporting period has been$5,860 bringing the total net result for market activities since January 2012to $27,639- The main expense items (excluding market, canteen and art show relateditems) were teachers allowances totalling $1,137.- The bank account position as of 12 October across the 5 bank accounts is$52,617.Art Show – preliminary resultsDue to school holidays period, the items below are pending the finalMVPS P&C Meeting Minutes 10 September 2012 6

econciliation and are indicative only, as some of the expenses have not beenpresented as well as not all credit card payments have yet been processed andreconciled.School Art Items - With the exception of $360, all buyersnominated their funds straight into the School’s funds(Building and Library funds)Gross receipts – (in addition to the School Art Items)as per Bank StatementTotal Gross Sales (on a cash basis)$20,200$15,456$35,656Note:OutstandingCredit Card payments processed by the School Office,unreconciled flexi school payments, unpresented expenses.Specific Results:Silent Auction (few items yet to be collected and paid$ 6,479for)Lucky Dips (Balloon items) $2,500Ticket sales (prior to night) $2,4508.2 Canteen reportNothing of note to report. Canteen operations continue to run smoothly andincrease, with many days at the start of this term breaking past ordering records.As Paul has mentioned there is an ongoing employment issue that involves apast employee. The P&C Executive are continuing to work through this issue andwill report on it when solved.Lori and staff are planning some big event days this term with fun days plannedfor Halloween celebrations and a BBQ for the end of yearDance Spectacular.Wanted to personally thank Lori, Gabby and Karen for their great volunteeredhard work in producing some great food for the art show.8.3 Social Committee - Vicki GlykasThe P&C Christmas party was originally going to be at the Fishos butunfortunately the venue has gone into receivership and so another venue willhave to be arranged. At present there is no answer but the Steyne wasmentioned as a possible venue.8.4 Y2 Fundraising - Rachel DefinaPlanning for fundraising next year should begin as soon as possible via the CPRnetwork. Because there can be delays in establishing the CPR communicationnetwork at the beginning of the school year it’s a good idea to begin the processof establishing a team of interested Year 1 parents now so that fundraising canbegin as soon as possible next year. Rachel to discuss with Nancie anappropriate communication note out to Year 1 parents.MVPS P&C Meeting Minutes 10 September 2012 7

8.5 Grounds report - Colleen WoulfeThere was nothing more to add to the above regarding the Playground MasterPlan.8.6 Markets report – Simon DodshonThe most recent market on the day of the Art Show was the biggest day with$5860.00 raised. The next markets for 20 October are full.8.7 Band report – Jo BlaggThe Concert Band was awarded the John Speight Encouragement Award atBattle of the Bands in September. A great achievement given the high standardof the other bands that performed. It was worth the kids giving up their Sunday!Band Information Night is coming up on Tuesday 6th November. Booklets will goout in Week 2 to current band members, all Year 2 and interested students inYears 3-5.8.8 CPR report – Jenny ClarksonNo report8.9 Uniform report – Colleen WoufePhotos were taken by the school photographer of children in uniforms and will beready Friday. The photos are for the Pickles brochure, school uniform policy andpost card.8.10 Loyalty Program – Chris BraslerIt was reported that money is due to be received from participating businesses inthe coming term and that new cards have been issued.8.11 Student Banking – Sarah DurhamDespite the renovation to the Pottery Room which has taken away the historicalschool banking site at the rear of the canteen, Kelly and Sarah are still offeringthe service of deposits to the Commonwealth Bank to the school children andtheir siblings at MVPS. We have moved to in front of the School office, with acouple of fold away tables used as the counter during the renovation period. Weare not sure where we will be located if the weather is inclement - perhaps undercover outside the junior girls toilets. The school has over 200 regular bankersand the children eagerly deposit their savings (sometimes as little as 5c) in orderto qualify to receive their prize. 10 deposits = one prize. The popular prizescurrently are the USB and penpod.The Commonwealth Bank pays MVPS an amount of money based on thedeposits. It is usually around $400 pa. Currently and in the past, this money hasbeen used to sponsor a child at school in Africa. Glennis in the school officeforwards the money under our instructions to UNICEF annually, in December.Kelly and Sarah offer this service to the children because they both believe inencouraging the children to learn the benefits of regular saving. It is veryrewarding when the children bring in the big ticket items they have purchasedfrom their savings (like Heelies!)8.12 School Magazine – Annette RoperMVPS P&C Meeting Minutes 10 September 2012 8

Annette noted that 3 quotes had been received with $7500 approved forproducing the magazine which will cover producing the magazine, shipping, GSTand Customs Duty.9. Parent Representative Reports9.1 School Council – Paul O’BrienThere was no meeting held since the last P&C meeting to report on. The nextmeeting is scheduled for Wednesday, 17 th October.9.2 District P&C – Tony BernardNothing to report.9.3 Correspondence (Mail/Email) - Annette RoperCorrespondence received was as follows:• Letter received from lawyers representing a former employee regarding anemployment dispute. See item 10 - Other business for more information.10. Other Business(i) Audit Report - Paul O’BrienThe audit report was received for 2011. Noted were a couple of discrepancies regardingthe handling of cheques which are being investigated by Radim. Noted in the audit wasan ongoing contingent liability for a former staff member and a comment suggestingtighter controls around the sign-off of cheque payments should be implemented.. Theoriginal audit is held by the P&C. To obtain a copy, email mvpspandc@gmail.com.Postscript comment: The item around tighter cheque controls was already recognised bythe new Treasurer earlier this year and new sign-off requirements have already beenintroduced.(ii) $800,000 in available funding allocated to Manly for worthwhile projects - NanciePageauThis relates to an offer from the NSW Government to interested organaisations in theManly area. Options were discussed and Nancie will prepare a submission to Mike Bairdapplying for a grant to refurbish the K-2 toilets. The submission needs to be submitted by30 October 2012.(iii) Letter from Atkinson Vinden Lawyers - Paul O’BrienA letter to the P&C was received from Atkinson Vinden lawyers acting for the formercanteen supervisor claiming long service leave, additional work outside of rostered casualhours and holiday pay. The canteen supervisor who has not worked at the school since2009. The employee has been receiving worker’s compensation from early 2010 untilJune 2012r. The letter also included a notice of resignation.A similar claim was made bythe employee through the same firm in 2009 but was rejected at the time. The claim hasbeen resent with variations. An investigation of the claims is underway. The Lawyershave requested a response by Friday 19 of October or the claimant will approach FairWork Australia with the matter. Paul has contacted the lawyers who assisted the P&Cwith the matter in 2009 and requested a quote to respond with a letter. The quote was$550.00.Motion: To approve payment of $550 to spend on legal fees to respond to the claimsfollowing investigation.MVPS P&C Meeting Minutes 10 September 2012 9

Moved: Simon DodshonSeconded: Vicki GlykasMotion carried unanimously.The meeting closed at 9:30pm.Summary of actions: Leonie Black to move a copy of the Playground Master Plan from the office to thelibrary Leonie Black to request Architect of Master Plan to supply additional costingssplit by component. Julie Beagley to prepare and send a submission opposing the Royal Far WestDevelopment to the Department of Planning, the Department of Education andother key stakeholders by the end of October Colleen Woulfe to organise petition opposing Royal Far West Development withhelp from Julie Beagley Radim Zajicek and Paul O’Brien to investigate claims made by former canteensupervisor and respond. Nancie Pageau to submit request for grant to Mike Baird for the funding of therenovation of the K-2 toilets by 30 October 2012. Rachel to discuss with Nancie an appropriate communication note out to Year 1parents to commence fundraising ideas for 2013.Next Meeting: Monday 12 November 2012MVPS P&C Meeting Minutes 10 September 2012 10