Byron Bay Public School P&C Committee Meeting

10 February 2011

Apologies: Linda Quinn, Lyndsay Howarth, Sandra Vickers, Bruce Paskin, Darlene Booth, Ephraim Sella, Liz Rankin, Peter Purcell

In attendance: Nikki Kempnich, Susanne Weiley, Tim Gotterson (Chair), Kathy Heathcote (Minutes), Belinda Fleming , Steve Huntsman, Geoff Spargo, Georgie McDougall, Stuart Amos, Gav Farrell, Sharon Burstall-Evans, Liette Snow, Martine Gudgeon, Bryony Pearson, Michele Visser, Les Einhorn, Caston Smith, Melissa Ashworth, Therese Mulder, Brooke Young

*All members in attendance paid $1 at the meeting and are financial for 2011. Those not in attendance, but who forwarded membership payment and are therefore financial for 2011 include: Bruce Paskin, John Weiley, Liz Rankin, Veronica Rogers

Meeting opened: 6.45pm

Agenda Item Discussion Action/Decision/Responsibility

1. Minutes from last Kathy reported that the minutes had been corrected to show that  Moved: Liette Snow, Seconded: Martine Gudgeon meeting 15 Oct 2010 funding would be sought for the art screens rather than movie screens.

Minutes passed 2. Correspondence in Nil

3. Correspondence out Nil

1. Business arising  Kingsley St footpath – The Committee thanked Tim, Stuart  Tim to write to Jan Barham on behalf of P and C from Minutes and Geoff for their work with Council in getting the footpath thanking the Council for paving the footpath paved. Agenda Item Discussion Action/Decision/Responsibility

 Grant writing workshop – Tim reported that there are some  Tim to convene a second grant writing meeting, enthusiastic and very capable parents interested in assisting asking members to come armed with ideas for with grant writing. A meeting was held in December 2010 to grants.. canvass ideas.  Federal Government Funding review Submission – Nikki  Nikki to email out date and time for the next meeting reported that submissions close on 31 March (so far there for the Funding Review submission are 1700 submissions) and that there is a need to set another meeting date asap  Charity donation for discussion at General Business  Donation to a Charity - see ‘actions’.. 2. Standing items

Treasurer’s report  Gav reported that as at Dec 1 2010 there are cleared funds of around $51, 184. A great deal will have to be paid out in the next month or so, on items such as white boards, band  Moved Kathy Heathcote, Seconded: Steve Huntsman scholarship, teacher reimbursements and some insurance. There are also further funding commitments with the need to refit the new Uniform Shop and or replace the PhotoCopier.  It has been very beneficial having the online banking accounts linked to a high interest account that earns on average $150/mth.  The yearly audit will also be happening very soon

Canteen Report  Bryony reported that the closing cash balance at 31.12. 2010 was $2,145.11.  Both motions were passed unanimously by the  Thanks to Nikki for setting up the Canteen’s new email Committee address, so emails can now be sent out to volunteers  Several new volunteers have signed up.  Moved: Kathy Heathcote. Seconded: Stuart Amos  There are a few changes to the menu Agenda Item Discussion Action/Decision/Responsibility

 Need to continue to encourage both staff and students to adopt Flexischools for lunch ordering so the amount of cash flowing through the Canteen is minimised  Nikki presented for 3 years of profit and loss figures showing that the Canteen is has become busier and that substantial amount of money in donations have been made to the school.  There is a need to extend the working hours of the Canteen coordinator to 2.30pm each day. This entails increasing the daily hourly work from 5 and ½ to 6 hours  Consider forming a Canteen subcommittee at the AGM  Also, Bryony will be stepping back as this is her last year with the school.  Robyn Peters from BB High School has been approached and expressed interest in job sharing with Bryony . Darlene will remain working in the canteen and is a valuable support person  Two motions were presented for the Committee to vote on: 1. For a ½ hour increase per day for the canteen coordinator, from 5½ to 6 hours per day 2. For Robyn Peters to come to the school for 2 days per week on a trial basis for Term 1.

Uniform Shop Report  Sharon reported that sales have been very busy with total  Geoff to explore ways, with the Office staff and sales to date being $16,143. With some outgoing expenses Sharon to make the Eftpos transactions run more the end profit is not finalised yet. efficiently  There is a world wide problem with cotton supply and this is causing delays in the production and supply of polo shirts  Uniform Subcommittee to meet and discuss further  Thanks to the volunteer helpers over the holiday period and the school dress situation. thanks to Nikki for her valuable input and support  Sales are being held up with the need to run Eftpos  Tim, on behalf of the Committee, wished Sharon well Agenda Item Discussion Action/Decision/Responsibility

transactions at the office. and thanked her for her hard work, professionalism  There is ongoing support from some parents about and dedication to the Uniform Shop. reinstating the dress as another uniform option.  Sharon tended her resignation, citing family and work reasons. She thanked the School and the P and C for their trust and support, particularly from Nikki. She has offered to Moved Belinda Fleming . Seconded: Georgie McDougall help find a new coordinator during Term 1 Fundraising Report  Liette opened her report stating this was her last meeting and Fundraising coordinator. She thanked the Committee,  P and C unanimously supported the plan to have a and Geoff and Cheryl for their support. cash prize for the Collector Caps  Collector cap promotion is ongoing, and a discussion was had re having a $100 cash for the prize this year  Geoff to discuss with the Arts Committee re the plan  P and C and the Arts Committee will run 2 discos this year – 1 to hold a Disco during the year per semester.  There is a need to identify someone who can coordinate the  Continue to search for a Carnival coordinator. Carnival on 8 April. Ticket purchasing is very time consuming Interested people see Liette. Also consider and needs substantial parent input advertising in the Newsletter for a Carnival  Dee Howarth will coordinate the Art Exhibition this year. coordinator  Michelle Hall and Anita Woods will coordinate Mothers and Fathers Day stall  Explore the feasibility of selling tickets via the  Consider forming a Fundraising Subcommittee meeting at Flexischools system the AGM  Moved: Sharon Burstall-Evans. Seconded: Kathy Heathcote Principal’s Report/Arts Committee Report  See attached report:  Additional points raised as follows:  Moved: Gavin Farrell. Seconded: Georgie McDougall

 Geoff opened his report by welcoming new members and thanking Sharon for her work on the Uniform Stall  There is a need for a Parent representative to serve on a Agenda Item Discussion Action/Decision/Responsibility

Merit Selection Panel. Nikki and Gav are trained to do this, so will decide between them who will attend the interview  Thanks again to the P and C for the purchase of the white boards.  Geoff has a copy of the full financial report 2010 is anyone wants to read it.  Many thanks to Cheryl Booker and Lanny Davidson for managing the school in Geoff’s absence  Geoff is continuing to explore the possibility of getting air conditioning into the new building (BER building)  There is a need to decrease expenditure on electricity, as the bills are getting higher, even though usage appears have decreased.  Geoff is liaising with an A/C firm re getting a grant for the school to help with air conditioning costs.

President’s report  Tim welcomed new members and encouraged all to come to the AGM next month.  No report this month

3. General Business  Donations to a Charity – this was not discussed in detail and  Suitable Charities for P and C donations to be will be held over for future meetings. There one suggestion discussed at the next meeting. that the P and C support a school affected by floods  Les expressed concerns about mould and fungus in the  Geoff to address the mould and fungus problem in carpets of some of the classrooms (lower classrooms of the the classrooms and will feed back to the Committee brick block, the far classroom on the top floor, and to a lesser via Tim. degree, in the 1M demountable. There are potential public health problems as a result of exposure to the mould and  Geoff will discuss the maroon issue with his staff. It is fungus and there are anecdotal reports that some children more than likely that a red colour will suffice. are experiencing symptoms. Les has raised his concerns with Geoff.  Georgie offered to explore alternative travel options Agenda Item Discussion Action/Decision/Responsibility

Geoff stated he will discuss this problem with his Director and prices with travel agents asap and would also like to get a second opinion about the extent of the problem, the potential health risks and the appropriate action to take. Some suggestions were to contact the Public Health Unit for the North Coast (Paul Corben) and/or a related department with the Council, eg the Environmental health.  A concern was raised about the colour chosen for the School fundraising day for the flood victims – very few people have maroon clothing. Geoff stated that this initiative had come from the Department and not the School  Georgie raised the issue of the Year 6 school excursion and the reports from previous years that children have been very sick on the bus, while travelling to Canberra. A suggestion was put forward that it may be better for the children to fly, however there are costs to consider and a need for bus transport around to different venues while the children are down there… 4. Next meeting AGM followed by a regular meeting 10 March 2011 – 6.30

Meeting closed: 8.10pm