WINSTON HEIGHTS PUBLIC SCHOOL

P & C MINUTES

Buckleys Road

Winston Hills NSW 2153

WHPS P & C Meeting Minutes 22 May 2017

MINUTES Monday 22 May 2017

Meeting Opened: 7:05pm (The meeting was chaired by Senior-Vice President, Helen Hottes)

Meeting Closed: 8.35pm

Next meeting: Monday 26 June 2017 at 7pm in the school staff room

Attendance

Amir Hussein Khoshoee, Amy De Bruyn, Christine Buscall, Eleanor Grant, Faith Cook,

Gabriella Kiraly, Garth Fisher, Helen Hottes, Janelle Civijovski, Jenny Charters, Jess

Rochford, Kata Collimore, Kerri Douglas, Linda Bryant, Margaret Creagh, Pam

Cuelho, Sheridan Go, Sonia Macdonald, Steve Longworth, Therese Helander-Hills

Apologies Angela Wilson, Anita Abdisho, Christine Longworth, Gwen Govender, Jodie White,

Mark Macdonald, Penny Millgate

Motion to accept the

previous minutes

Moved To be confirmed at June’s meeting

Seconded To be confirmed at June’s meeting

Item 1 – Completed actions from previous minutes

1.1 Westpac Term

Deposit

Can be closed at any time without penalty

1.2 Promote school

banking help Included in newsletters term 1, week 10 and term 2, week 2 (will include

intermittently in future emails, Kerri will keep Penny in the loop re new volunteers)

1.3

Uniform letter Request for transfer of funds circulated – copy of letter included in

correspondence

1.4

JOT JOT up to date as at now. JOT bag dropped end of term 1 included in term 2,

week 2 newsletter

1.5

Incoming Exec Advised in Term 1, week 10 newsletter / NSW P & C Feds advised

1.6 Audit

Audit complete. Financials sent to the NSW P & C Fed on 6 April 2017 – advised

school community via term 2, week 2 newsletter

1.7 Easter Parade

Thanks to coordinator Faith, volunteers, donators and outcome raised

($1838.15), advised in term 2, week 2 newsletter. ERS to be tabled.

1.8

MYOB

Renewed until 25 May 2017– agreed via email

1.9

Bank

Change of authorities complete

1.10

JOT

JOT ownership handed to Kata

1.11 Chocolate

fundraiser invoice

Paid $6779.32 - agreed via email

Item 2 – Status of actions pending

2.1

School App How/if parent owned businesses can be advertised – Lee and Margaret discussed

this. An email will be sent out to families. This is a work in progress.

2.2 ERS and event

process

Develop action plan for registering events with the NSW Feds, completing risk

assessments and the ERS. Helen spoke about this and it is still a work in progress.

2.3

Constitution, by-

laws, 2018 AGM

Exec to review and circulate constitution, by-laws and 2018 AGM nomination

process at the June meeting for agreement by financial members. Discussed

by Amy and indicated it needed to be tidied up with a formalised structure. It

is a work in progress with the aim to be ready for June’s meeting. A question

was raised if a vote could be given by proxy.

WINSTON HEIGHTS PUBLIC SCHOOL

P & C MINUTES

Buckleys Road

Winston Hills NSW 2153

WHPS P & C Meeting Minutes 22 May 2017

2.4 Communication

re membership

Communication to be sent to all members who want voting rights.

Remains a work in progress.

Item 3 – Correspondence received

3.1 Various fundraising flyers and P&C Federation magazines.

Motion to accept correspondence. Moved : Helen Seconded : Kata

Item 4 – NSW P & C Federation notices/policy

4.1 NSW P & C Federation have introduced guidelines around email policy & procedure across the P&C.

Creation of any new email account should be approved via P & C and relevant sub-committees. Email

policy to be developed in accordance with NSW P & C Federation guidelines.

Item 5 – Reports

5.1

Principal’s report - provided a verbal report at the meeting. Other points raised included;

Family Levy -217 responses to date which represents $6510

2 Invoices submitted – Laptops $35 123.20 / Pavers & Paving $13 678.70. It was remarked that the

P&C has paid approximately $30 000 for this combined.

5.2 President’s report was tabled at the meeting.

5.3

Treasurer’s report was tabled and a verbal report at the meeting. Points raised were;

Receipts we receive should be made out to Winston Heights Public School P&C Association.

Amir wants to put in place an asset register for the P&C and Sub-Committees. This is to be

reviewed.

Amir asked if the payments received from the school (P&C contribution), could be sent to the

P&C and then paid back to the school. Margaret will investigate.

Amir said that every 3 years we need to renew our business name through ACNC. Amir to

complete.

5.4 Uniform shop was not tabled and will be sent so it can be attached to the minutes.

5.5 School banking report was tabled at the meeting.

5.6

Canteen report. A verbal report at the meeting advising that current bank balance is $17 058.17 which

leaves a profit of $8484.15. Other points raised included;

Helen mentioned that the fridge had died. Quote for new fridge via Nisbits for $900.00. This was

approved by all members.

Toilet in canteen has no hot water. Kerri said that this issues has been raised in the past. Margaret

to look into.

Music report was tabled at the meeting. Other points raised included;

Once the Cadbury fundraiser had finished and monies sorted, Christine asked if it could be

continued and the proceeds go to Music. All members agreed this.

5.8 Twilight committee report was tabled at the meeting.

Motion to accept correspondence Moved : Helen Seconded : Faith

Item 6 – Parent Feedback

6.1 Refer to President’s reports

Item 7 – General Business

7.1 Chocolate Fundraiser has been a great success. P&C agreed to pledge 1/3 of the revenue to Band

Camp. Music asked could the fundraiser be continued past the finish date, and all income from this go

directly to band camp. Agreed by all present.

7.2 Working Bee – 18th June decided as next working bee. Janelle to confirm with Cathy King if she would like

to co-ordinate it

WINSTON HEIGHTS PUBLIC SCHOOL

P & C MINUTES

Buckleys Road

Winston Hills NSW 2153

WHPS P & C Meeting Minutes 22 May 2017

7.3

Event Co-ordinators – Kata spoke to the meeting and all events now have a co-ordinator

Community Chest - Gaby & Pam

Trivia Night – Mark, Steve, Sonia and Chris

Working Bee 18 June – Cathy King – TBC

Athletics Carnival – Canteen & Amanda Eglon to be asked re Coffee Van

Education Morning Tea – Kerri Douglas

Working Bee 20 Aug – Cathy King – TBC

Father’s Day Stall – Amy, Jess, Eleanor

Halloween Movie Night – Garth & Sam

Working Bee – 19 Nov – Cathy King - TBC

Twilight Markets - Committee

Carols Night – Tessa Duncan

7.4 Tea Towels – this is proceeding and all is on track.

7.5 Pavers Update – Helen has the letter to go to Margaret for approval. The email address will be changed

to event@winstonheightspandc.com

7.6 Mother’s Day ERS – is a work in progress. Waiting on 17 payments. Profit to date is $1400

Pedlars Day ERS –submitted by Faith who also submitted a folder outlining the procedure. The event raised

$1838.15 and Faith said it was a great event,

7.7 Trivia – Steve gave an update and requested a budget of $300. Approved by all.

7.8

Community Chest update – all going well and they have enough volunteers to sell tickets at the mall.

Money handling was spoken about and the outcome was that the money will be counted by two people

and Margaret will be there as well. How money will be stored will be in line with money handling policy but

nothing concrete was agreed at the meeting.

7.9 Bunnings BBQ will be music funder raisers in the future. Steve mentioned he had sent letters to both

Northmead and Seven Hills. Christine and team to chase.

Item 8 – Other Business

8.1

Sonia and Janelle raised the PSSA and Zone uniforms mentioning how poor and tacky the children look.

Margaret will look into this and Sonia offered to assist. Amy advised she could not be part of these

discussions due to the complexities and the need to remain neutral.

Item 9 – The next meeting will be held at 7pm on Monday 26 June in the school staff room

Item 10 – The meeting closed at 8.35pm

P & C Association

President’s report – 22 May 2017

Page 1 of 3

Our May meeting is the first of two for term 2. There are lots of P & C activities going on in the background to get things in place for our future events and to continue the good work of Band, Canteen, School Banking and Uniform. I’ll aim to include information about events and outcomes in the P & C news section of the school newsletter. We’ll also discuss events at meetings and therefore I don’t intend to include much information about events in the monthly report. P & C news will be added to every other newsletter (so you’ll receive information monthly). P & C meetings are scheduled for every 4th Monday during term time. Any changes to this regular time slot, due to extenuating circumstances, will be notified to the school community. School Council Two meetings are held per term. The most recent meeting was held on Wednesday 10 May 2017. From 2017, a brief overview will regularly be placed in the school newsletter regarding the functions of School Council. Mrs Creagh aims to include anything relevant to P & C matters in the ‘Principal’s P & C report’ and/or school newsletters. Parent Feedback In agenda item 6.1 you’ll see that I have referred back to this report for more information about parent feedback. The following feedback has been received (verbatim), please see my accompanying comments in bold.

Ensure the Year 6 gift is publicised each year (I’ll let the 2017 Year 6 fundraising group know; once they are established)

Rules around the withdrawal of nominations prior to the AGM from the office (By-laws will be reviewed and presented as part of the papers for the June meeting, following this notice voting by members will take place at the July meeting and/or changes will be made until such a time that members are in agreeance)

Confidentiality agreements for financial members (I’ll look in to this more and report back at the June meeting).

Fundraising across sub committees; how to handle better (We will make sure processes are put in place for future events. The auditor requirement is that events do not cross over sub-committees. Therefore, if an event is run by uniform, band or canteen all expenses and income will be paid from and to the same account. Correspondence to

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the school community regarding any event will clearly state the purpose of the activity so that volunteers and contributors can make informed judgements about whether they want to participate)

All correspondence on P&C letterhead to be passed to President first & then to be agreed by Principal before circulation (This will be put in place, for greater transparency and to reduce dilution of style, message and presentation to the wider school community)

Float process for all events in future (to be incorporated into by-laws)

Pass BBQs to Band (added to May agenda). 

Financial decisions to be transparent (wip and always forefront of mind)

Events to be discussed at least six months before to flesh out concepts ie Mother's Day; Linda Bryant had a good idea re plants but really too late to implement (in an ideal world we could do this but will aim for more notice about events and what they can include)

Allocate one meeting a year for something fun. Perhaps a brainstorming session about events or a team building exercise (to discuss at June meeting)

Ex-parents want to be able to place pavers (FYI for Helen and Marg)

Code of Conduct (to be reviewed and emphasised when updating by-laws) If anyone has any comments re the above, we can talk about it at the June meeting; unfortunately, I can’t make the May meeting due to an online, timed exam. Too many email accounts exist The P & C Federation are reviewing email usage, privacy and storage of data/information, in line with Australian law. The best we can do, as a volunteer organisation at this stage, is to ensure that we have a tight control on the various email addresses that have been created. Please do not create any further email addresses as we have plenty. If you would like to know which email account to use, for what purpose, please email me and I’ll let you know: president@winstonheightspandc.com Networking evenings I am a networker and, where possible, aim to attend anything on offer Parramatta Networking Group Amir (Treasurer) and I attended the term 2 ‘Parramatta P & C Executive Networking Group’ meeting on Thursday 11 May, at Rydalmere East Public School. Around 20 other P & C executives attended. The objective of the evening was to ‘network’ and talk about some of the tools we can use to make our life easier. I’m pleased to say that we already use many of these tools (and in fact invented some of them). It was a worthwhile evening, if only to hear that P & Cs have the same opportunities and challenges. Northwest Sydney Group

I attended the ‘North West Sydney Group of P & Cs’ on Thursday 18 May 2017 at Epping West Public School. Steve Carpenter, General Manager of the NSW P&C Federation was present and

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took questions from the floor regarding compliance issues, privacy, data storage and other general questions.

If you have questions about this or would like more information, please contact me direct.

General

The efforts of everyone is very much appreciated. I know we’re all very proud to be part of such a giving school and community. The hours spent by volunteers and staff coordinating, taking part and contributing is never forgotten.

Thank you everyone

Penny

president@winstonheightspandc.com

Music Committee Report

May 2017

1

Prepared by: Christine Buscall, Committee Chair

Submitted to P&C: 12 May 2017 (due date)

Activity Report

The Music Committee’s AGM was held on Wednesday 5 April 2017 with the following positions

filled.

Committee Chair – Christine Buscall Vice Committee Chair – Michelle Hatchell

Treasurer – Jodie Dean Co Treasurer – Christine Buscall

Secretary – Christine Longworth Instrument Coordinator – Sheridan Go

Band Tutor Coordinator – Therese Helander-Hills Ass. Band Tutor Coordinator – Jodie White

Keyboard Coordinator – Caroline Thompsett Ass. Keyboard Coordinator – Christine Longworth

Music Librarian – Helena Castelletti Ass. Music Librarian – Julie Elliott

Band Parent Helper – Amber Edmonds Ass. Band Parent Helper – Caroline Thompsett

A Music Instrument Hire Agreement will be introduced shortly for all instruments hired out to

students. As the instruments are purchased by the school on behalf of the committee, insurance

cover must therefore be taken out by the school. School Insurance does not cover the

instruments outside of the school (apart from occasional concerts) & will therefore need to be

covered for at home use by the families’ insurance premium.

The Police Band has been confirmed for 25 May 2017. This is a workshop for both the Concert &

Performance Bands and a very valuable event. The Police Band ordinarily do not attend a

school in consecutive years, however they make an exception for WHPS. We have a good

reputation for taking care of them (good catering).

Band Camp confirmed & changed to Monday 28 & Tuesday 29 August 2017 due to previous

dates conflicting with the Stage 3 Camp. Venue – Crusaders Conference Centre, Galston.

Activities will include Archery, Rock Climbing & BMX riding. Concert is 7pm on the Monday night

followed by a disco for the children. Planning is underway.

Wednesday lunchtime Keyboard lessons all now shutdown with remaining students moved to

other lesson times.

Creative Arts concert to take place end Term 2. All Bands to perform along with Dance & Choir

groups. Art work fundraiser to be held, with food & drink available for purchase.

Auditor reporting

The 2016 management letter from the auditor noted that no instrument inventory was sighted. I

can confirm that an instrument register is now in place and has been forwarded to the school to

be added to the Schools Asset Register & Insurance.

Band Committee noted that the minutes dated 22/2/16 (accompanying the 2015 audit) stated

that the balance of the band accounts was in overdraft (-$3501.33). The minutes are confusing

and do not accurately reflect that this was in fact net profit from the P & C’s overall profit and

loss statement and not the bank balance. The Treasurer confirms that the bank balance was in

fact $51,260.44 as at 31 December 2015. The closing bank balance as at 31/12/2015 was

$31,363.43. At no time in the last 4 years has music had a negative balance or been close to

running out of funds.

Music Committee Report

May 2017

2

Overview and request

Treasurers have moved to MYOB & a suitable laptop has been purchased (approved by

committee Dec 16). This has made invoicing much more manageable.

Band account signatories have been updated with the P&C President (Penny Millgate) also

added. Staying with CBA for now. Tutor fees to be paid electronically from Term 2.

New French Horn purchased.

Request – The Band Committee requests a third of the profits from the Cadbury Fundraiser towards Band

Camp. This is because a third of the student numbers are enrolled in the music program & a third of the

parents who volunteered to sell chocolates are band parents. As this was originally to be a Band

Fundraiser, the estimated difference will therefore be fundraised at the CAPA Event which is being

organised by Mrs Sim & Mr Leeson & to be held on 28 June 2017.

What’s next?

The Music Committee will meet again on 26 July 2017.

Winston Heights Public School P & C Association

Treasurers Monthly report

Page 1 of 2

1. Bank Accounts Balance

Our bank accounts balances as at 28th April 2017 are as follows:

Account Name Balance

Cheque Account $21,944.63

Cash Reserve $31,986.06

Term Deposit $67,313.33

Total $121,244.02

*Term deposit rolled over for 6 months (Until 05th Nov 2017).

2. Income and Expenditure

Brief Summary of events income and expenditure for 2017 are as follows:

Income

Opening Book Balance from March 2017 $49,698.91

Easter Hat & Pedlars Parade $1,838.15

School Banking Commissions $494.22

Interest – Cash Reserve $25.74

Interest - Term Deposit $0.00

Sub Total $2,332.37

Less Expenses

Paid to Uniform Shop $7,448.23

Mother’s Day Stalls $0.00

Donation to School $19,680.42

Twilight Christmas Market $978.00

Audit Report $1,980.00

Sub Total $30,086.65

Book Balance $21,944.63

Winston Heights Public School P & C Association

Treasurers Monthly report

Page 2 of 2

3. Bank Statement Reconciliation

Balance as per Bank Statement 28th April 17 $21,944.63

Add un-presented Deposits $0.00

Less un-presented Cheques $0.00

As per Book Balance $21,944.63

Notes: - Entity Type updated to other incorporated entity instead of other un-

incorporated entity, which was wrong. - Associated people information updated for ABN. - Under the ATO regulation for not for profit organisations, because we are using

tax exemption concession, we need to be registered with ACNC. Hence, I have started registration process and it will be completed in few weeks.

Sincerely, Amir Hossein Khoshoee Treasurer

P & C Association

Twilight sub-committee report – 22 May 2017

The twilight committee has met twice. The items listed below are part on ongoing dicussions. Regular reports will be circulated to P & C financial members.

Sponsorship and fundraising (Matt Dean, Steve Longworth, Penny Millgate)

Fundraising pack form last year is being updated

Email address for all correspondence event@winstonheightspandc.com

The committee agreed that the sponsorship target should be $5000.

Marketing (Kylie Mulquin, Sally Ryan)

Research on the domains names and hosting has been undertaken

suggested domain name could be www.whpstwilightmarket.com.au

Options for hosting are GoDaddy, MelbourneIT, Domain Registration Services and Optus.

We need content for the website before it is launched

Photos and videos from 2016 would be great to have and add to the website (request was sent in newsletter)

Facebook (Jodie Doyle)

FB page updated for 2017

Jodie to respond to any new enquiries that come through FB.

Other

The committee agreed that the official name for the event is ‘Twilight Market’.

Flyer is being created by Kylie ( graphic designer)

The committee agreed that the flyer to promote the event should be finalised by 1 November.

Other marketing material was discussed posters, banners etc

The committee discussed the event program and it should contain: Schedule of events Map layout Sponsors

The committee would like bigger and clearer maps and signage around the school re stall holder names, sponsor logos, wheelchair, elderly and pram access

Volunteers (Kata Collimore, Jodie Doyle) – Kata and Jodie in charge of volunteers

Entertainment

The committee discussed what rides they would like to see at the market which included:

Jumping castle (only one)

Giant slide

Dunk tank

Bubble soccer

Jodie will get prices for a range of rides and provide these at the next committee meeting.

P & C Association

Twilight sub-committee report – 22 May 2017

The committee discussed selling wristbands via flexischools with a price of $20 per wristband and $25 on the night.

Single ride options will also need to be provided for families who do not wish to purchase a wristband.

Music

To investigate

Face painting and plaster painting

The committee advised that we will provide the face painting

The committee advised no to plaster painting but will have tattoos, coloured hairspray and cupcake making.

Stalls (Anita Abdisho)

Change of location to K – 2 Cola, and surrounding grounds

Stall holders start arriving from 2pm onwards and last year they drove onto the Cola.

Steve and Matt offered to look at the K – 2 Cola to see if it would be suitable and measure to see how many stalls could fit in the area.

This year we want to reduce out-sourcing for food. Utilise the canteen, canteen area and seating. P & C run food stalls to include:

Chips Pizza Gozleme (outsourced ?) Coffee ? Fairy Floss Snow cones Nachos Pies, sausage rolls and spinach triangles (could be just the smaller size in

these items such as party pies)

Margaret to look at Year 6 helpers

In regards to setting the fee for the stall holders a $90 fee was discussed with an early bird price of $75. The committee decided that it would be best to do some research on the fees by asking other schools in the area what they charge. To be agreed at next meeting.

The committee discussed going to Costco to purchase food to sell.

Budget and timeline (Jodie Doyle & Amir Hossein Khoshoee)

Update the timeline and budget for 2017

Next Meeting

Next meeting, Tuesday 6 June at 6.30pm.

Uniform Shop Report The Uniform Shop is tracking nicely we are currently running at about an 8.5k profit to date. My new team of Trudy Evans and Jessica Rochford are fabulous and they are currently being trained on MYOB so we can get the data entry up-to-date & share the load a little more. After this has job has been completed our focus will be on starting the ordering process for the 2018 orientation packs.