Wahroonga Public School P&C Association General meeting Agenda

Date: Wednesday 3rd August Time: 7pm Venue: Staffroom

Please ensure you have signed the attendance register 1. Acknowledgement of country, welcome all attendees and President's address 2. Apologies 3. Previous minutes- General Meeting 28th June 2016 4. Business arising from the minutes of previous general meeting

• RL to report on meeting with Alistair Henskens

• Motion to transfer band assets to WPS

• Update on provision of air conditioning (TM) 5. Principal's report

• School programs: -Band -Environment Club

• Uniform Review Update 6. Treasurer's report 7. Uniform shop committee report 8. Events and Fundraising committee report 9. Correspondence 10. General Business 11. Next meeting - Wednesday 7th September 2016

Wahroonga Public School P&C Association General Meeting

7.00pm, Tuesday the 28th of June 2016 in the Staff room

1. Acknowledgement of country, welcome all attendees and President's address RL opened meeting at 7.08pm. RL highlighted recent P&C events and profusely thanked all those involved in contributing to the overwhelming success of these events. He advised that his recent attendance at a Lindfield P&C Committee meeting and also the P&C Federation Forum was valuable and insightful. RL plans to meet with Alistair Henskens to discuss grants and will highlight the ongoing concerns of traffic problems and road safety at WPS. RL thanked parents who volunteered to help at the pedestrian crossing.

2. Apologies- TS, IVL, KL, KG and KW

3. Previous minutes - General Meeting held 4th May 2016 Accepted as a true and accurate reflection. Proposed: KC Seconded: AM

4. Previous minutes - General Meeting held 1st June 2016 Accepted as a true and accurate reflection. Proposed: KB Seconded: LR

5. Principal's report. TM read to his report (Appendix A). In addition, TM responded to questions regarding:

Staffing Update TM advised that from term three, FVT will be the AP for year 1/2.

Air conditioning In response to LH, TM explained that only companies with a State Government contract are authorised to carry out school works. Each company provides limited choice with regards to air conditioning units.

Library Upgrade AU expressed concern that attractive furniture can be uncomfortable. TM advised that a team of teachers (KG, KM, KJW) will be involved in best practice and review of design and planning. Aim to create a functional and aesthetically pleasing library that will serve all educational purposes.

Band Program Lengthy discussion followed the proposal of Wahroonga Public School to administer the Band Program:

NH: Is it planned to institute this change as soon as possible in order to minimise any disruption to the children? TM: Yes, it is hoped that there will be a seamless transition with minimal impact upon the pupils

NH: The band program at St Ives High School currently operates under management of the school and works perfectly. TM: There may be a requirement for additional help from the administration staff but this may be met with additional funds available from possible reduction in band fees. TM will be able to use his authority as Principal to ensure that any outstanding band fees are paid. Band fees will be listed and included in school semester fees. This will be easier for parents to complete payment rather than making a separate band payment through Flexischools.

KB: How will the band cover itself? Doesn't the band program depend upon fundraising in addition to band fees? TM: The steering committee will continue to raise funds. This will be given to the school in order to manage the Band Program.

KB: If in the future there is a new School Principal, could he or she decide to change the function of the band room if it becomes school property? TM: It is highly unlikely that the Department of Education (DoE) would act in this way.

EA: Can this be guaranteed prior to the motion being passed? TM: If a school and it's P&C have fundraised to create a room for a specific role, then it would not be allowed to change function. RL: By having WPS run the Band Program, then all existing school facilities would also become available to the Band Program. AS: ICT1 room was funded by P&C and displays a plaque to state that the room was specifically created for ICT. Suggested that a similar plaque be placed on the band room to identify its purpose making it less likely to have function changed.

EA: What will be the cost implications for band members? Will the new scheme maintain the same financial transparency and be as detailed as previous years? TM: Unlikely to be additional costs. In fact, there may be a reduction in fees. Details of fees will be available at a subsequent meeting. Annual school financial reports and audits will continue to provide details of the Band Program as presented by AS in previous years.

EA: Will new scheme be able to provide insurance of instruments when not on school property, for example, on the school bus? TM: Will establish appropriate insurance needs for new system. TM will investigate options. Complete insurance details will be made available and parents will be advised when change instituted. Current insurance policy in place until November 2016.

KB: What will be the staff involvement in the new scheme? TM: The current staff of conductors and tutors will remain. AS will undergo a DoE employment process.

KB: Who will make decisions on band, for example, the number of practice sessions? AS: AS and the band committee will continue to make decisions regarding operation and governance of the band program. The same team will continue to coordinate the band program but will now have the additional approval of TM. HG: New scenario will also allow any proposed change to occur easily. Will no longer have to await P&C approval which can entail waiting up to 30 days between general meetings.

KB: What does AS think about proposal? AS: New system will streamline the program. AS has to devote considerable amount of time updating and explaining procedures to new P&C Executive every two years. As tenure of Principal is significantly longer, this will no longer be necessary.

NH: What happens if parents choose not to pay band fees? TM: If band fees are not paid then the child will not be allowed to participate and will be withdrawn from the band program. RL: Will be much easier to manage band program if directive comes from Principal rather than a P&C parent volunteer. RL added that many parents already consider the Band Program to be part of WPS.

DJ: Previous WPS Principal tried to shut down the Band Program but external auditors' report was overwhelmingly favourable and they strongly supported the program. The DoE would consider the Band Program an asset to the school. TM: In agreement. The Enrichment Program, Dance groups and Choir Programs all support children in a variety of positive ways.

HG: The school no longer has its own bank account, what will happen to the profits from the WPS Music Festival? TM: Funds can always be accessed. DoE are not authorised to take community sourced funds.

AM: Proposes one 'package' motion to transfer band program bank account, band room and all instruments to the school. JH: In agreement. Good proposal and good solution of problem.

JH: Is the current proposal preferable to outsourcing band management? TM: In first instance, plan to remove the Band Program from the P&C Committee. Essential to ensure a seamless transition to new management. If transfer to external management program then likely to cause uncertainty and apprehension amongst parents. Parents are already familiar with the system that would be offered by the school therefore enabling a smoother handover. TSA are a profit making business and possibly offer an inferior service. Imperative to maintain quality of band program. TM advised that outsourcing the band program may be a consideration in the future. If for example AS leaves and TM believes that WPS not coping with management of band program then would consider engaging TSA. Moreover, if there is a period of school management then TM would have a greater understanding of Band Program. This would be important if outsourcing occurred in the future. AS: TSA employ tutors at 50% of the rate currently paid by parents. This would result in poor quality tutoring. Quality of School band is dependant upon the quality of the conductor.

JH: If TM now responsible for school band programme will this encroach upon his other duties as Principal? TM: TM will ensure that this change will not compromise his efficacy as School Principal.

On behalf of all Office Bearers, RL expressed his support of TM's proposal and will establish a transition plan to be tabled at the next general meeting.

Motion raised for WPS to administer the band program: Proposed AM, Seconded JH.

6. Business arising from the minutes of previous meetings 'TM to report on lighting, TM to update on insurance coverage for breakfast school events' Both items addressed comprehensively in Principal's report

7. New Constitution, By-Laws and Sub-Committee Rules RL highlighted several changes to by-laws, notably: - Financial year will conclude at end of calendar year. - AGM will take place at the end of Term 1 - General meetings will be held twice per term - WWCC are mandatory. LR advised that WWCC from RMS is valid for 5 years and police

will raise alert if inappropriate behaviour occurs during this period.

Motion to pass By-Laws: Proposed RL, Seconded HG

RL highlighted changes to sub committee rules, notably: - All purchases exceeding $250 not noted in budget require approval

Motion to pass Sub-Committee Rules: Proposed RL, Seconded HG

8. Treasurer's report AM read to his report and highlighted three errors for correction, notably:

1. Music Cheque Account balance displayed in part B of the overview section is incorrect. The correct amount is $94,206. The correct Total Cash amount in the table should read $275,930. 2. On the Profit & Loss statement of the Music Committee, the Bad Debt Expense (under Other Expenses) should read $0 in the Selected Period and the Year to Date columns. 3. On the Balance Sheet of the Music Committee, the Accounts Receivable amount should read $3,186.34.

In addition, RL outlined the need for an independent audit of P&C accounts to clarify and confirm the accounts status. AM sought a specialist NFP accountant to provide statement on current P&C finances incurring a fee of $1500. Ratification of accountant fee - Proposed: HG Seconded NH

LR expressed privacy concerns as pupils names are listed in Treasurer's Reconciliation Report. AM agreed that this will not occur in subsequent reports.

9. Band Committee Report AS read to her report. In addition, she profusely thanked all those involved in contributing to the success of the WPS Music Festival and also expressed gratitude for support of the parent body and teaching staff during the band camp. AS thanked all members of the current Band Sub-Committee and hoped that they would continue to support the Band Program as it makes the transition to becoming a Band Program within the WPS. 'Approval for purchase of blinds'. TM advised that this could now be considered as part of the upcoming air conditioning survey and cost will be absorbed by WPS. 'Approval for purchase of Band Shirts'. NH will investigate whether these could be sold at the uniform shop.

10. Events and Fundraising Committee report VH read to KW's report. In addition, she highlighted that there has been a fantastic response to the forthcoming trivia night which is nearly sold out

11. Uniform shop Committee report NH read to her report.

12. Correspondence Three pieces of correspondence received: 1. RL advised that an email was received from parent regarding concerns with the

current band program. All points of concern were addressed during meeting and RL will subsequently meet directly with parent to resolve any further issues.

2. Alistair Henskens sent letter outlining availability of funding ($200,000). RL plans to meet with Alistair Henskens to discuss funding in addition to road safety concerns.

3. Letter received from NSW Teachers Federation regarding the GONSKI campaign. business

13. General Business 'CCTV Funding' TM will contact the security directorate to investigate quotes for CCTV. Agreed that it would be worthwhile investing in a CCTV security system which would also serve as a deterrent. Consideration to be given as to whether this would be a suitable fundraising goal for the P&C.

'Bendigo Bank Community Fundraising Grants' VH noted meeting taking place on 29th June 2016

'ERC' AU spoke as parent representative of the ERC and updated members of recent class activity in the bush patch. Plan to purchase a greenhouse for seed propagation. Lunchtime gardening clubs will commence in term 3 and will require parent involvement. The official opening of the bush patch will also take place next term. Plans to make the bush patch a community project which will also area to be maintained during school holidays.

Next Meeting Wednesday the 3rd August 2016

PRINCIPAL’S REPORT

P&C Principal’s Report – Term 2 Week 10 2016

STAFFING UPDATE: The staffing of any school, particularly one this size is very challenging. We have 29 classrooms but a total of 63 employees in various capacities such as teaching staff, administrative staff, support officers, a counsellor and general assistant. It is never easy accommodating necessary changes to school staffing mid-year, especially when students form relationships with their teachers. The following changes will take effect in Term 3:

Liam Wright is not able to maintain Fridays teaching 3F. Louise Fiennes will continue to teach 3F Monday to Thursday but Fridays will be covered by Rosemary

Cacciti. Cynthia Groves (1/2G) will be taking leave throughout Term 3. 1/2G will be taught by Kim Ross during

this time. Aimee Durrand returns from maternity leave and will teach some classes on a rotational basis as part of

the Department’s Quality Teaching Successful Students initiative. BAND PROGRAM: The P&C band program has been a very successful and lighthouse program throughout Northern Sydney region and beyond. The recent Wahroonga Music Festival was exemplary. In every way it reflected the immense skill of our talented students who are guided by some of the best tutors and conductors in the business. Regrettably, despite outstanding performances and record numbers of students enrolled and learning music education here at Wahroonga, the program has been plagued by questions about its administration after recorded financial losses in the past. The 2016 band sub-committee led by Derek has worked diligently to ensure a break-even will be achieved this year and indications are that this will occur. Despite my confidence in the current sub-committee's capacity to run this program, due to the disproportionate amount of time being devoted to it through discussion and debate, polarised views within the P&C and at times damaging personal attacks, I have revoked my support of the P&C managing this band program. Tonight I am giving notice that as of Term 3, Wahroonga Public School will be commencing its own band program to be coordinated separately from the P&C. I am pleased to report that Anne Seage will coordinate the school's band program which will provide much needed consistency for students and tutors attached to the current band program who wish to switch to the new school band program. In making this decision I I have the full confidence and support of the office bearers of the P&C. In my opinion, P&Cs are ill-advised running businesses. To this end I now recommend that the P&C commences to wind up its band program and to report its end of year financial outcome at the next P&C meeting. If the P&C opts to do this, some thoughts which may help in transition include:

The P&C will have made a profit on its band program in 2016 to date but have current liabilities incurred in 2016 for future payment. I suggest the P&C makes payment of any YTD profit to the school for future use to pay outstanding future commitments.

I request that a financial member of the P&C association moves that the P&C gifts both the P&C transportable room and instrument assets to the school. Providing notice tonight will enable a resolution at the next general meeting. The school owning these assets makes maintenance and insurance much more straightforward.

In the interim, the school seeks permission to use the P&C's transportable room until such motion is passed or defeated.

In the interim, the school seeks permission to use the P&C's instruments until such motion is passed or defeated.

A school coordinated band program would bring about the following benefits:

Full support of the school principal and administration staff. Streamlined invoicing, collection of fees and payment of employees. Insurance of assets covered under the Treasury Managed Fund. Potential to reduce the overall cost to families. Comfort in the knowledge that all tutors and other employees comply with Departmental employment

protocols surrounding Working With Children Checks, emergency care, anaphylaxis training and CPR. Coordination of the program in-line with other extra curricular opportunities within the school.

Budgets prepared and monitored closely by the school’s finance committee. Employment agreements are made between the school and individuals. Employees are bound by the Department’s Code of Conduct. Communication will be streamlined through school processes such as newsletter and app. A staff representative will attend steering committee meetings which will be held at school and be

accessible to band parents. Importantly, the scope for parents to volunteer and form a steering committee would exist. The level of expertise provided in the program would remain and the quality of lessons and performances maintained. At the conclusion of my report I would welcome questions or comments. GOLF DAY: The Wahroonga Masters golf day was held on Friday 20th May at Asquith Golf Club. 40 parents joined local member Alister Henskins and me for a round of golf followed by a formal lunch. Prizes were awarded for nearest to pin and longest drive, as well as the overall handicap winning group. Laing & Simmons Hornsby sponsored the event and provided drinks on course throughout the day. As always there are numerous people to thank but I would like to particularly acknowledge Vanessa Hodgkinson who did a lot of preparation and drove the drinks cart, and Matt Effenberg from Laing & Simmons for getting behind the event. $2000 was raised. AIR CONDITIONING: I have completed a ‘temperature control audit’ of the school as the first step in the process to air-condition classrooms. I will pass this over to our Asset Management Unit to procure quotes on installing air conditioners and testing/upgrading power supplies as appropriate. The requirement to run this project through the Department’s Assets team negates the ability to source local community tradesmen who may cut margins for us and achieve the best possible price, but it also provides a critical level of insurance and quality control which is also important. I am anticipating to have quotes in time to have a donation drive towards the end of the year. LIBRARY UPGRADE: As you would have seen in recent newsletters, a major project for the school is to redesign the library space into what is known as a futures learning space. This would include flexible furniture solutions, break out corners, an ‘internet cafe’ setup, interactive displays, multimedia production and playback functionality and bright colours to inspire students. I am seeking $15,000 from the community to match $15,000 school funds. I am running this through the tax deductible library fund. I have so far received approximately $1200 in donations. COVERAGE AT BBQ EVENTS: When running a P&C BBQ or like events, it is critical that all volunteers sign on and a list of registered helpers is kept. If the P&C has concerns about specific events it should contact P&C Federation about the individual event and register the event. This is especially important for large scale community events such as a fair, but may not be deemed necessary for something like a breakfast BBQ. If the event is being run as a school event, volunteers are covered for immediate costs involved for injury sustained, but again, they must sign-in and be a registered helper. For the Treasury Managed Fund to consider covering significant expenses, it would need to be proven that there was some negligence on behalf of the Department or Department Officer. Please see the Certificate of Currency attached for more information. UNIFORM REVIEW: The uniform review survey will close on Thursday. I will present findings at the next P&C meeting. LIGHTING UPDATE: Lighting in carpark on the eastern side of the school has been rectified to match early winter sunsets. Lighting at the front of the school on the boardwalk can be upgraded but this would be a Facility Funded Works job through Spotless. I have not yet sought a quote as I need clarification of the extent to which the P&C would like lighting added. I am unable to go through local businesses such as electricians because the Department does not ensure ‘quality control.’ ONE YEAR DOWN, XX TO GO: As the end of this week marks a year in this privileged role as principal of Wahroonga PS, I would like to formally express my sincere gratitude to the P&C for its support of the school and me. Working alongside positive, proactive and well-intentioned parents as partners in education makes my job so much more rewarding. The beneficiaries at the end of the day are our children. Tom Moth 28 June 2016

CONSTITUTION, BY LAWS & SUB

COMMITTEE RULES

Prescribed Constitution for Incorporated Associations12 Section 117 of the Education Reform Act 1990 requires that the prescribed constitution for Parents and Citizens' associations incorporated under the Federation of Parents and Citizens' Association of New South Wales Incorporation (Amendment) Act 1991, be published by the Minister in the Education Gazette. This prescribed constitution is as follows: 1. Name This body shall be known as the Wahroonga Public School Parents and Citizens' Association, a body corporate under the Parents and Citizens' Associations Incorporation Act 1976. 2. Object and Functions The objects and functions of this association shall be those set out in Section 116 of the Education Act 1990, which include:

(i) The objects: (a) to promote the interests of the school by bringing parents, citizens, students

and teaching staff into close co-operation; and (b) to assist in providing facilities and equipment for the school and in promoting

the recreation and welfare of the students at the school.

(i) The functions: (a) to report, when requested by the Minister for Education and Training, on the

material requirements of the school and to advise on the subject of maintenance of the school, alterations and additions to school facilities, and the selection of new sites;

(b) to assist and co-operate with the teaching staff in public functions associated with the school;

(c) to be responsible for the election of parent representatives to any school council constituted at the school in consultation with the Principal of the school to ensure consistency with any guidelines for elections issued by the Director-General of Education and Training;

(d) to assist in any matters in which the Minister may seek the co-operation of the association and to exercise such other functions as may be prescribed by the regulations (under the Education Act 1990).

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3. School Staff The association shall not exercise any authority over the teaching staff or any matter relating to the control or management of the school. School staff may become members of the association. The Principal of the school, or the Principal's nominee, shall be a member, ex-officio, of the association and all its committees. 4. Membership Membership will be open to all parents and guardians of pupils attending the school and to all citizens within the school community. The association shall maintain a register of members. A person whose name appears in the register and who has paid the annual subscription shall be a member of the association. The register shall be updated after each general meeting by the Secretary or the Secretary's nominee. If the name of a person has been omitted from the register when that person is otherwise entitled to be a member and their name should have been recorded in the register, then that person shall be a member of the association. 5. Office Bearers

(a) The executive committee, which shall be constituted of the Officers of the association and up to six other members, shall carry out the decisions of the association. Members of the executive committee shall not receive any remuneration or other material benefit by reason of their position in the association. A member of the Executive Committee may be removed from office by resolution of the association carried at a properly convened general meeting or special meeting, providing at least seven days' notice has been given to members.

(b) The Officers shall consist of President, two Vice-Presidents, Treasurer and Secretary, and shall be elected at the annual general meeting.

(c) The President shall preside at all meetings except that, in the absence of the President one of the Vice-Presidents shall preside and, in the absence of the President and Vice-Presidents, the committee shall elect a Chairperson.

(d) The Secretary shall attend meetings and keep a record of all business conducted. On relinquishing office the Secretary shall hand over records, minutes, account books, etc. to the incoming Secretary.

(e) The Treasurer shall receive and deposit monies, maintain records, draw cheques and present accounts to each General Meeting; present all records for auditing each year and shall hand over all records to the incoming Treasurer on relinquishing office. The requirements for handling money, keeping records, etc in the School Manual on Financial Management shall be followed. Should it be necessary during the unavoidable absence of the Treasurer, another Officer of the association may receive any monies, issue receipts and either deposit the monies in an association account or hand the monies to the Treasurer within two business days, taking a receipt for same.

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6. Casual Vacancies Any casual vacancy on the Executive shall be filled by a ballot of the members of the association at any general meeting. A casual vacancy shall have arisen where a member of the Executive Committee:

(a) dies; (b) resigns from the committee by notice in writing; (c) ceases to be a member of the association; (d) is removed under clause 5(a); or (e) has a continuing and long-term incapacity to fulfill the functions of the position.

7. Annual General Meeting An annual general meeting shall be held once each calendar year at a date specified in the rules. At this meeting all Officer and other positions will become vacant and then be filled by nomination, and where necessary by ballot of members. All nominees shall be members of the association. The audited statement of income and expenditure and Annual Report will be presented. A copy of the audited statement of income and expenditure, certified by the auditor, is to be forwarded to the Federation of Parents and Citizens' Associations of New South Wales within one month of the annual general meeting at which it is adopted. An auditor for the ensuing year who is not an office bearer of the association shall be appointed. The appointed auditor shall possess appropriate skills and experience in auditing and financial record management together with an appreciation of the issues of probity as they relate to the role of association auditor. In particular, the auditor must not have or appear to have any conflict of interest arising, for example, from a personal or business relationship with an officer of the association. 8. General Meetings A general meeting shall be held at least once during each school term. 9. Special Meetings A special meeting shall be called by the Secretary at any time upon written request signed by at least 10 members or on the authority of the Executive Committee. The special meeting shall be held within one month of the date the Secretary receives the request or is given the authority. Members shall be given at least seven days' notice of the meeting which notice shall also state the business of the meeting. 10. Quorum Where the association has a current membership of 50 or more, the quorum at all meetings of that association shall be 11 members. Where the association has a current membership of less than 50, the quorum shall be set according to the rules of that association but shall not be less than five.

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11. Liability

(a) A member or Officer of the association is not, by reason only of being such a member or Officer, liable to contribute towards the payment of the debts and liabilities of the association or the costs, charges and expenses of the winding up of the association.

(b) The association must effect and maintain approved public liability insurance, unless the

association is covered by such insurance affected and maintained by the Federation of Parents and Citizens' Associations of New South Wales. In this section "approved public liability insurance" means public liability insurance, which an association incorporated under the associations Incorporation Act 1984 is required by Part 6 of that Act to effect and maintain.

12. Subscriptions The annual subscription shall be set by the rules but shall not be less than 50 cents. 13. Subcommittees The association may establish subcommittees, however styled, to carry out specific functions on its behalf. Any subcommittees that are established shall report regularly at meetings of the association and follow any directions received from the association. The association may dissolve a subcommittee at any time. Any funds raised or handled by a subcommittee shall be, for all purposes, funds of the association. 14. Dissolution

(a) The association may be dissolved in terms of a resolution carried at a general meeting or a special meeting of members, providing at least seven days' notice has been given to members and subject to the concurrence of the Minister for Education and Training, or otherwise at the Minister's discretion.

(b) The association shall be dissolved if the number of members falls below the quorum or the school to which the association is attached is closed.

(c) Where the association is dissolved minute books, audited accounts and other records, together with the residue of funds, shall be given to a kindred organisation having a taxation status accepted by the Australian Taxation Office as equivalent to that of the association. In particular, where the association maintains a deductible gift fund (such as a School Building Fund) on dissolution any remaining assets or funds must be transferred to another gift deductible fund with similar objects to the association. Any records given to a kindred organization will be retained in accordance with taxation legislation requirements. The transmission shall occur within two months of the dissolution of the association, and only after the books of account have been audited as provided under Clause 16. If the association is registered for GST, dissolution shall not be finalized until all accounts have been paid, all revenue received and all GST transactions have been accounted for in the association's Business Activity Statement.

(d) Where the association is dissolved, assets and funds on hand after payment of all expenses and liabilities shall not be paid to or distributed among the members.

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15. Rule-Making Power The association shall make such rules as are required to carry out its functions. The rules shall not contravene the terms of this Constitution, the Education Act 1990, or the Parents and Citizens' Associations Incorporation Act 1976. The rules may be adopted, altered or withdrawn according to a simple majority vote at any meeting of the association for which a month notice has been given. Such notice shall include details of the proposed changes. The rules shall provide for the procedure to be followed:

(a) at meetings of the association; (b) to convene a substitute meeting when a quorum is not attained at a meeting; and (c) in making an application for membership.

16. Accounts The funds of the association shall be banked in the name of the association with any institution holding trustee status within the meaning of the Trustee Act 1925, provided interest is allowed on the balance. The account shall be operated by two or more officers of the association delegated in that behalf by the association. No commitment shall be entered into for the expenditure of association funds, except by resolution of a meeting of the association. The association must make such financial reports about its affairs (including reports of its auditors) as are required by its rules or by the Minister for Education and Training.

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1. These rules are made under the constitution of Wahroonga Public School Parents and Citizens Association.

2. P&C Association is formed for the benefit of the students of the school, which will;(a) participate as much as possible in the activities of the school and communicate with

all members of the school community;(b) co-operate in the activities of the Federation of the Parents and Citizens Association

of New South Wales; and(c) promote the interests of public education

3. The financial year of the association will close on the 31st of December each year.

4. The annual general meeting of the P&C Association will be held during the last week of Term One each year. An ordinary general meeting of the P&C Association will be held immediately following the annual general meeting. The agenda of the annual general meeting shall include setting the membership fee of the P&C Association for the next year and nominating the person to conduct the audit of the financial records of the P&C Association.

5. No person will serve more than two consecutive years in any position unless approved at the Annual General Meeting. If at an Annual General Meeting a position remains vacant, then it may be filled by a person who has held that position previously for two consecutive years for a further one year only.

6. A general meeting of the P&C Association will be held twice every term. At the end of every general meeting, the date of the subsequent meeting will be determined.

7. Any person eligible for membership may become a member or renew membership by paying the required membership fee of fifty cents to the Treasurer after any general meeting. Membership will remain current until the close of the annual general meeting in the following year. The Secretary shall be responsible for maintaining an up-to-date register of membership.

8. Members are expected to behave in a civil and respectful manner. The President or the Principal (or their delegates) may request any member displaying inappropriate behaviour to leave the meeting.

9. The P&C Association may confer the honour of Life Membership or Outstanding Service on a member of the P&C Association or a volunteer who has made a significant contribution to the work of the association. Life Members may attend and speak at meetings but are not entitled to vote or hold office unless they are also ordinary members.

10. Any employee or parent volunteer working within the school grounds must provide to the principal 'working with children checks' prior to engaging in any school activity.

WAHROONGA PUBLIC SCHOOL P&C ASSOCIATION ABC SUBCOMMITTEE RULES

23 1. Name The subcommittee shall be known as the Wahroonga Public School P&C Association ABC subcommittee.

2. Aims (a) To provide a service to children and school community at a reasonable cost. (b) To provide ……..(activities of the subcommittee) (c) To provide a source of revenue for the school, whilst encouraging parental

involvement in the school community.

3. Membership of the ABC subcommittee The ABC subcommittee shall consist of at least four (4) members elected annually at the Annual General Meeting of the Wahroonga Public School P&C Association. Membership will include: a Convenor, the Treasurer of the P&C Association or a nominee ( that is a financial member of the P&C as nominated by the treasurer) and at least two (2) other financial members of the Wahroonga Public School P&C Association. The Principal and President shall be ex-officio members of the ABC subcommittee.

No person shall serve more than two (2) consecutive years in any position unless approved at the annual general meeting. If at an Annual general ma position remains vacant, then a person who has held that position previously for two (2) consecutive years may fill it for a further one year only.

4. Duties of the ABC subcommittee (a) The ABC subcommittee shall organise and control the full administration of its activity

under these rules and the Constitution and By-laws of the Wahroonga Public School P&C Association. However, the ABC subcommittee shall be responsible in all its actions to the Wahroonga Public School P&C Association which shall have the right to reorganise, disband or close the ABC subcommittee, such decisions to be supported by a majority vote at a general or special meeting of the P&C Association called for that purpose. Notice of Motion for action to reorganise, disband or close must be given in writing to the Secretary of the P&C Association and must be signed by five (5) financial members of the Wahroonga Public School P&C Association. Further, such notice shall be circulated to all financial members at least seven (7) days in advance of the general or special meeting.

(b) The ABC subcommittee, via the Convenor shall present a written report including the minutes of the subcommittee to each general meeting of the Wahroonga Public School P&C Association. The report shall be submitted to the Secretary of the Wahroonga Public School P&C Association at least 5 working days before the general meeting.

(c) The Treasurer's representative must lodge with the P&C Association's Treasurer a current financial statement and reconciled bank statement for presentation to each general meeting of the P&C Association. The documents must be submitted to both

the Secretary and Treasurer of the Wahroonga P&C Association at least 5 working days before the general meeting.

5. Meeting of the ABC subcommittee (a) The ABC subcommittee shall meet at least twice a school term. (b) The quorum for all meetings shall be four (4) members (c) A special meeting may be summoned by the Convenor on a written request signed by

at least three (3) members of the ABC subcommittee. Seven (7) days’ notice of any such meeting, stating the business of the meeting, shall be given to all members of the ABC subcommittee including ex officio members.

6. Budget The ABC subcommittee will submit a detailed budget each year for the operation of the subcommittee. The budget for a new financial year must be submitted for approval by a general meeting prior to the end of the current financial year. The budget documents must be submitted to the Treasurer and Secretary at least one calendar month prior to the general meeting at which the budget will be submitted for approval.

The financial report of the ABC subcommittee which is required to be produced at every general meeting must include an updated budget statement for the year to that date and such report shall also contain comparative figures for the previous year.

7. Funds All money received by the ABC subcommittee shall be deposited in an account in the name of the ABC subcommittee or the P&C Association general accounts. All monies expended out of the P&C general accounts to the ABC subcommittee account are to be approved by any two (2) of the following P&C Association office-bearers: President, Secretary, Vice Presidents or Treasurer. All income received by the ABC subcommittee shall be given to the general funds of the P&C Association at the end of each financial year. Recognition shall be given for;

(a) The provision of employer obligations such as superannuation and/or long service leave, as may be required.

(b) Stock, replacement assets and the purchase of additional equipment for the efficient running of the activities for which the subcommittee was established.

(c) Purchases exceeding $250 which have not been approved under the budget in clause 6 must secure prior approval from the P&C Association or the P&C Association Executive Committee. Purchases may not be split into smaller amounts to avoid approval having to be sought.

The P&C Association Executive Committee in conjunction with the Convenor shall as part of the budget approval process set a limit for funds to be held in bank accounts maintained by the sub-committee. Funds in excess of such limits must be transferred to the P&C Association’s general accounts.

8. Contracts a) The written recommendation of the relevant Convenor to enter into a contract for

goods or services should, as a general rule, contain two or more written quotes from different suppliers and must retain those quotes for a reasonable period. In cases where that is not practical, the Convenor must make a statement and explanation to that effect.

b) The Treasurer shall maintain a register of all contracts to which the Association is a party.

9. Employees The ABC subcommittee may employ staff as necessary and as agreed in advance by the P&C Association Executive. The employment contract must be approved by the P&C Association Executive.

10. Audit The accounts of the subcommittee shall be audited annually as part of the audit of the Wahroonga Public School P&C Associations accounts. The ABC subcommittee will surrender all minutes, financial records and other appropriate materials to the Wahroonga Public School P&C Association Treasurer no later than fourteen (14) days following the end of the P&C Association’s financial year or at the request of the President.

11. Operations (a) The ABC subcommittee Convenor shall ensure that the Wahroonga Public School P&C

Association has all appropriate insurance and other mandatory legal cover including workers compensation insurance to cover all employees.

(b) The ABC subcommittee shall utilise the insurance cover provided by the P&C Federation where appropriate and will request the Treasurer to utilise existing policies held by the Wahroonga Public School P&C Association in the first instance.

(c) The Convenor will liaise between all staff of the ………. and report any issues, including legal and financial issues of concern to the President and Principal. The Convenor will ensure that all ABC subcommittee reports are tabled at each general meeting of the Wahroonga Public School P&C Association.

12. Alterations The rules may be altered according to a simple majority vote at any meeting of the P&C Association for which a month’s notice has been given. Such notice shall include details of the proposed changes.

CONVENOR Print Name: Signature:

P&C ASSOCIATION PRESIDENTPrint Name: Signature:

P&C ASSOCIATION SECRETARY Print Name: Signature:

TREASURER’S REPORT

Social / Fundraiting Committee

Total P/L

$9,300Event # Event Name Event date Cost Revenue P/L

1 School Disco 31‐March‐2016 2,500.00$                      4,500.00$                                 $2,000

2 Breakfast BBQ #1 Term 1 $0

3 Breakfast BBQ #2 Term 2 500.00$                          200.00$                                    ‐$300

4 Breakfast BBQ #3 Term 3  500.00$                          200.00$                                    ‐$300

5 Breakfast BBQ #4 Term 4 500.00$                          200.00$                                    ‐$300

6 Trivia Night 23‐July‐2016 2,350.00$                      10,000.00$                              $7,650

7 Halloween Event 31‐October‐2016 825.00$                          325.00$                                    ‐$500

8 Family Photos 24 & 31 July 2016 1,000.00$                                 $1,000

9 Kids Movie Night 01‐August‐2016 950.00$                          1,000.00$                                 $50

10 $0

11 $0

12 $0

13 $0

14 $0

15 $0

16 $0

17 $0

18 $0

19 $0

20 $0

Total P/L$3,753

Event # Event Name Event date Cost Revenue P/L

1 School Disco 31‐March‐2016 2,227.00$                      6,955.00$                                 $4,728

2 Breakfast BBQ #1 Term 1 $0

3 Breakfast BBQ #2 Term 2 475.00$                          150.00$                                    ‐$325

4 Breakfast BBQ #3 Term 3  $0

5 Breakfast BBQ #4 Term 4 $0

6 Trivia Night 23‐July‐2016 411.25$                          ‐$411

7 Halloween Event 31‐October‐2016 $0

8 Family Photos 24 & 31 July 2016 $0

9 Kids Movie Night 01‐August‐2016 $0

10 Election Day Cake & BBQ Stalls 02‐July‐2016 239.18$                          ‐$239

11 $0

12 $0

13 $0

14 $0

15 $0

16 $0

17 $0

18 $0

19 $0

20 $0

List of Events ‐ Forecasts

List of Events ‐ Actuals

BAND REPORT

P&C MEETING     28 JUNE, 2016 

BAND REPORT 

What a busy month, with Band Camp, many band eisteddfods and Wahroonga Band 

Festival! 

WAHROONGA BAND FESTIVAL 

Wahroonga Band Festival was a great success thanks to outstanding organisation by a hard‐

working committee and many parent helpers on the day.  In just its second year, it has 

already gained a respected profile within the community as a professional, well‐run band 

festival, which provides excellent feedback to children and conductors.  It provides a 

positive, supportive and rewarding platform to engage parents in working together for our 

school and it showcases Wahroonga Public School as an outstanding provider of quality 

education. 

49 bands performed and received professional comment from Ms Deb Dietz, a highly 

experienced musician, conductor and adjudicator. 

Thank you to Turramurra Music for their extremely generous support as major sponsors.  

Thank you also to Tom Sparkes Instrument Repairs, Kuring‐gai Dry Cleaners and C3 Church 

for their sponsorship.  The support from local businesses for music in our schools is just 

wonderful and very much appreciated.  Thank you also to the anonymous donour for all the 

high‐quality printing. 

Without an amazing committee and many, many parents baking cakes and scones, making 

soup and helping in a myriad of ways on the day, such an enormous undertaking would not 

have been possible.  Thank you to everyone involved in the organising committee:  Linda 

Russell (Festival Manager), Karen Campbell, Anna Fraser, Kate Gardner, Chris Goringe, 

Hamish Greig, Beatrice Hofmeyr, Belinda Hunt, Lucy Rigby, Rebecca Saunders and Ghretta 

Smith.  Thank you also to Derek and Michelle Lightfoot, Amin Manji and Kylie Lee. Ben 

Russell was also of enormous help. 

It was wonderful to have Mr Moth and Mrs Zorian  attend. We very much appreciate them 

giving up their Sunday. 

At the time of writing, it looks as though we made a surplus of $11,405.93, which is 

fabulous, as we made a surplus of approximately $8,500 last year, the first year of the event. 

BAND CAMP 

Band Camp provides a fabulous opportunity for the children to make leaps and bounds in 

their playing and offers a positive environment to make music together.  It sets the bands up 

to perform at the eisteddfods that immediately follow the camp.  A huge thank you to Mrs 

Zorian for all her organisation on behalf of the school, to Mr Edwards and Ms Spillane who 

stayed for 2 nights, to Mrs Griffith who stayed for one night and to Mrs Campbell and Mrs 

Zorian who came along for the day.  Thank you also to all the parents who assisted with 

moving equipment and supervision of tutorials. 

EISTEDDFODS  

Once again Wahroonga achieved excellent results in eisteddfods: 

Concert Band won First Place at the Ryde East Band Festival and a Highly Commended at the 

Sydney Eisteddfod. 

Stage Band won 2nd Place at the Ryde East Band Festival and 2nd place at the Sydney 

Eisteddfod with an incredibly high score of 97/100.   

Intermediate Band won 2nd Place at the Ryde East Eisteddfod and 3rd place at the Sydney 

Eisteddfod in a field of 22 bands, many of which were the senior band in the school ‐ an 

outstanding result. 

 

Anne Seage, 

Band Coordinator 

UNIFORM SHOP

REPORT

Wahroonga Public School Uniform Shop Subcommittee – May 2016 Report

Prepared by Nilu H

WPS Uniform Shop has had a very busy first few weeks in May, regardless of the very warm weather and a late summer. The uniform shop had quite a large numbers of shop sales and also Flexischools’ sales. Total income from sales continued on a high from April 2016. As the result, a large number of stock items needed to be replenished in April/May period. (NB. Suppliers generally raise the prices in April/May period).

The uniform shop stock was short for a brief period due to some stock arriving late from the Cyclone hit Fiji.

The uniform shop also finished its audit for 3 years and paid for all of it in May ($706.00).

We had a gross profit of $5006 in May 2016 which is higher than the same time last year ($4710) and also higher than the forecasted budget for May 2016 ($4946).

Our Net Profit for May 2016, is $3042, which is just under the same period in previous year ($3293) and subsequently the forecasted budget for May 2016 ($3514). This is a direct result of the higher operating expenses ($2121) by $576 from same period in 2015. The forecasted budget for May did not take into account the payment for the 3 year audits.

A formal review of the school’s uniform policy was initiated in May. Tom M and Nilu H had a meeting to discuss the steps and a survey was put to the school community which will close in 30 June.