School Council Minutes s1

School Council Minutes Date: 19 February 2015

Present: Erin Schroeder, Roger Smith, John Melia, Kathy Dellar, Megan Ogle Mannering, Jackie Van Vugt, Kath Boyer, Pauline Rice

Apologies: Louise Dorrat, Yvette Higgins, Linda Mitchell, Kate Atkinson

1. Previous minutes

Discussion: minutes tabled

Motion: That the minutes of the previous meeting be accepted

Moved: Megan Ogle Mannering Seconded: Kathy Dellar Carried

Action items Person Deadline responsible As per sub-committee reports

2. Essential business

2.1 School council subcommittees for 2015, including co-option of teachers (from previous meeting)

Discussion: Framework for sub-committees accepted and in use by Education and Community sub-committees. The terms of reference will be used by sub-committees from the start of the new school council in May.

Motion:

Moved: Seconded: Carried

Action items Person Deadline responsible Framework as outlined in paper to be discussed at sub- Sub-committees Completed committee meetings Rainer P-S to be asked to join the Community subcommittee Linda Completed Community sub-committee terms of reference to be Linda Next meeting formatted as per framework

2.3 School Council elections

Discussion: School Council schedule: Parents 4 positions are due for election (Jackie Van Vugt, Louise Dorrat, Yvette Higgins and the current vacancy). Jackie and Louise have indicated they will not stand. Teachers 2 positions are due for election (Kate Allison/Bronwyn Lewis and Erin Schroeder). Community representative due for election (Roger Smith). School Council elections will be advertised through the school newsletter, on the school website, at 3 Way Conferences and emailed to families. Nomination forms can be obtained from the front office.

Motion:

Action items Person Deadline responsible Nominations to be advertised through the school newsletter, Pauline, Erin ASAP. on the school website, at 3 Way Conferences and emailed to Nominations families. open 23 February 2.2 Retiring School Councillors

Discussion: The last meeting for retiring School Councillors to attend is the AGM19 March

Motion:

Action items Person Deadline responsible None

3. Correspondence

Discussion: Response to letter from Terri Runciman – fees and charges to be discussed by Community sub committee and wording on parent communication to be reviewed.

Motion: That the inwards correspondence is received and outwards correspondence endorsed. Further that any recommendations be approved, apart from items (if any) to be discussed in General Business.

Action items Person Deadline responsible Pauline to respond on behalf of School Council saying that we Pauline Completed note her concerns and will discuss in the new year. Community subcommittee to look at the wording of the letter to Community May 2015 parents about fees and charges subcommittee

4. Principal’s Report

Discussion: The year has started well with new students settling in. Year 7 has 99 students with one more scheduled to start in April. Year 7 parents had an information evening and picnic last week and Year 8 parents met tonight at school.

Motion:

Action items Person Deadline responsible Letter of thanks to Tom, regarding the Cabaret John Completed

5. Finance

Discussion: School is in a good financial position. 2015 budget presented to school council last year is being updated and will be presented at the next meeting.

Motion 1: That School Council ratifies all payments and reports approved by Finance Committee for December 2014 and January 2015 including:  Bank Account Movements – summary  Cash Flow Statement  General Ledger Balance Sheet

Moved: Roger Smith Seconded: Kath Boyer Carried

Motion 2: That School Council meets audit requirements by approving/endorsing/ratifying the following documents  Table, sign (Principal & President) and approve end-of-year financial reports (Balance Sheet & Operating Statement)  Approve any proposed fundraising events for the year including 10 year anniversary celebration events.  Endorse proposed GST treatment of fundraising events including School Performance - Input tax  Endorse proposed GST treatment of trading operations including School Formals, valedictory, sports shirts, VCE hoodies – NPSE – Non-Profit Sub Entity  Minute whether the funding of camps or excursions are approved - Yes  Endorse the school investment policy attached  Endorse the school internet banking policy attached  Endorse the school purchasing card policy attached  Endorse the school purchasing card register (card holders and limits)

Moved: Roger Smith Seconded: Kathy Dellar Carried

Action items Person responsible Deadline

Follow up on warranty insurance with architect. See Sue Ongoing previous building report MECU bank account to be established on March 2. The Sue March 2 Westpac account will be operational for a further month Follow up Hands On Learning grant Sue ASAP 2015 budget to be updated and presented at next meeting Sue By March 19

6. Sub-committee reports

6.1 Community

Discussion: No report. This sub-committee will operate from the first meeting after the AGM 19 March

Motion:

Draft fund raising processes Linda, Pauline Early 2015 and communicate policy to staff The school’s position/policy/processes developed Community For 2016 regarding the need for a levy for subjects studied through subcommittee charges VSL or DECV and explained to parents. Information to be made available to parents prior to subject choices. Consideration made for families with financial hardship. The above levy to be flagged during the year in Chris Millard Mid 2015 documentation and at senior school information nights. John Hinman Review wording of the letter to Community subcommittee May 2015 parents about fees and charges Community subcommittee to Community subcommittee look at Compass access and design of system for School Council members to log in, as well as the protocols for timing of papers, etc

6.2 Education

Discussion: Joint advisory program with Collingwood College is being implemented. It is held 4 days per week and students attend advisory at whichever campus they have session 1. Problem with students attending CC when classes have been cancelled – primarily session 1. Is there a way to inform students before they travel to CC? A meeting will be held with CC with Principals and Assistant Principals of both schools, Claude Sgroi DET, Zita Pinder who has knowledge of and involvement with both schools and Leigh Crocker who will facilitate. The aim of the meeting is to consider what the senior program may look like in the future. Lousie Dorrat’s work on the sub committee is acknowledged and very much appreciated.

Motion: That the report as tabled is accepted and that the recommendations contained therein are endorsed

Meeting to be set up for future thinking around senior Pauline Completed programs. Set up a small working group including staff from Matt Early 2015 Collingwood to discuss ideas above and seek feedback from students/parents Identify student leadership activities in newsletter to Pauline, Linda Feb 2015 inform families newsletter Check newsletter on website – provide hyperlink on Pauline, Linda ASAP front page, provide URL in email to distribution list Continue to monitor time lines for scholarships and Community Ongoing notify Sandra subcommittee Investigate ways to inform students of cancelled classes Matt T ASAP at CC in S1 before students travel there. Minutes, Terms of Reference and summary of sub- Pauline ASAP committee activities to be emailed to councillors

6.3 Built & Natural Environment

Discussion: Watering of the garden was carried out during the school holidays. Linda emailed all volunteers to thank them for their efforts. New taps and drink bubblers have been placed on the north-east corner of the old building and the western side of the new building. Cooling issues with the gym are still being explored. Quote from one air conditioning company received, a second quote has been sought. Termite damaged timber window and doorframes will be replaced with metal frames. Shifting the bike racks from the car park to another location has been investigated and planned. How the costs are to be shared is under consideration. Fence behind science wing has been repaired. School has paid the costs and neighbour has been informed they are required to contribute 50% of the cost. EfS Policy has been edited into 2 parts – the policy was ratified by council in December 2014. One basketball ring has been backed with soundproofing material. It is being tested for effectiveness before other boards are done.

Motion: That the report as tabled is accepted and that the recommendations contained therein are endorsed

The necessary plumbing and associated works for Linda, Ian Completed drinking bubblers and tap on the eastern side of the school The necessary conversion (experimental) of the Ian Completed basketball backboards as suggested by Arthur Andronas of Andronas Conservation Architecture Grant of $5,000 to be used to implement some parts of Linda Ongoing the Education for Sustainability Policy via VCAL and Hands on Learning students Replacement of damaged window frames, due to white- Ian, Pauline Next meeting ants - in three areas. NB Aluminium recommended. One frame at a time. Cost to be budgeted. Contact Vincent Davi of AE Total Solutions for quote on Roger Next meeting installing fans in the gym Contact City of Yarra to determine if they agree to help Ian Next B&E relocate bike frames as per minutes Built and Natural subcommittee Environment 13 Feb (Ian Park) meeting Contact Alister McDonald, Bicycle Strategy Project Roger Next B&E Manager, City of Yarra, to determine procedures for subcommittee relocation of bike frames meeting Graffiti around the school – suggest that incidents be Linda, Pauline photographed and reported to police and cleaned off as soon as possible. Also contact Neighbourhood Watch to see if this can be organised. Place EfS policy on website Linda Next meeting Test effectiveness of sound proofing substance on Ian Next B&E basketball rings subcommittee meeting Let City of Yarra and Richard Wynn’s office know of Linda ASAP action taken

7. Working Party Reports

7.1 None

Discussion:

Motion:

8. General Business

8.1 Student Wellbeing and Engagement Policy

Discussion:

Motion: That Student Wellbeing and Engagement Policy is accepted (deferred to Feb 2015 meeting)

Moved: Seconded: Carried Action items Person responsible Deadline

Student Wellbeing and Engagement Policy be altered to Linda By March include explanation of wellbeing roles meeting Look at standard responses to assist with risk Linda, Pauline Start 2015 assessment for camps

Close of meeting: 7:45pm

Next meeting: 6:30pm AGM followed School Council Library