Minutes of the Parents and Citizens Association
437th Meeting held at the School on
Monday 7th April 2003

        Meeting opened by the President Tim McDonald at 8.10pm.

In Attendance As per attendance register (42 parents & 5 teachers (Mr Trevena, Mrs Hanley, Mr Osborne, Mrs Jarvis, Mr Thomson)

Apologies 2 as per attendance register

Previous Minutes

Amendment to minutes of 3/3/03. Jon Iredell asked for amendment to Cooling methods 5d - delete a few more colds might be possible.

Canteen - Rosie Yalland asked that we amend not suitable for pizza's etc to oven is old and does not work properly.

Cooling Methods 5g. Rosie Yalland asked that we amend "voting was abandoned" to say we declined to count the votes of her amendment to the motion. This was voted on, and the amendment was not passed. The minutes concerning 5g remain the same.

It was resolved with the amendments to "Cooling Methods 5d and Canteen" that the Minutes of the meeting held on 3^rd March 2003 be accepted. Moved by Stephanie Davison Seconded by Jon Iredell.

Correspondence In/Out

In	Out
Biannual audit of school - Would like to see more paperwork in regard to School Canteen.	Email to Melissa Iredell attaching previous P&C Minutes
Kings & Queens Cubbies - If we advertise their cubby houses in School Newsletter, for every sale we will receive $100. If there are over 30 sales will go in draw to win $5,000
Kidzone - Child I.D. 24hr Service. $19.95 for 1 child or $34.95 per family. Info accessed by Emergency Services personnel only.
School Global Funding report from Dept Of Education. $39,492 Semester 1. $78,983 annually.
P&C Certificate of Incorporation 15/11/02
Letter from EHPS, David Trevena requesting reimbursement for lawn mowing $1166.00, Blinds in new demountable $763.64, and amount budgeted for Peer Support $300.

Business Arising

1. Demountable - Steel mesh fence has been put around the new demountable - this appears to be good.
2. Side of Oval - Quote 1 - Embankment opposite toilet block. Three tiers of raised 300ml high terraces, 2 staircases to toilets 1 Boys & 1 Girls, includes retaining wall near drain (which is now full of soil) and extra drain. $3,970.00. Quote 2 - Extending lower retaining wall to tyres, additional $1,294.00. Total Quote 1 & 2 $5,790 excl GST. Thanks to Margaret & Robert Ramsay for all their work. Is the side of the oval an Occupational Health & Safety issue - possibly but we think this was brought up before with Colin Wallis and it was thought unlikely that the Dept would fix this. Decided we would write to the Dept and maybe rope off the area, also asking the School to endorse the request. Kaye McIntyre suggested we write a letter to Education Dept asking them to fix the embankment, but if they will not, the P&C fix the embankment all the way to the tyres. Can the School pay and P&C reimburse less GST.
3. Kim Meyer moved a motion (1) that "P&C write to the Dept of Education asking them to fix the embankment at the side of the oval, and if this fails, the P&C fund $5,790 to fix the whole embankment, as quoted by Yates Garden Care" seconded Sue Crowley. Grahame Woods asked that the figure be amended to $6,000. It was also requested that we obtain further quotes in the interim. Seconded by Ralph Graham. Amendments to the above motion adopted, to be voted on at next meeting.
4. Motion from Melissa Iredell "That previous (2002-03) executive meeting minutes, all correspondence be made available prior to the next monthly general meeting of the P&C Association, where they will be tabled, and relevant questions taken. And that any future executive meeting minutes and correspondence be made available to members prior to the subsequent general meeting." P&C business should be transparent & accountable. Seconded Stephanie Davison.

Debate ensued: Kay McIntyre asked why motions were put in the newsletter. Donna replied that the detailed agenda was produced upon a request for it at the previous meeting. There was confusion regarding Melissa's motion, as it was retrospective. Melissa replied, saying the purpose was to obtain details regarding funding allocations that were discussed previously. Kay McIntyre felt that the Exec is open. It was raised, that if there are issues regarding spending allocations, maybe the P&C could poll the P&C School Community as ask them to rank the items in order of importance. Vickie Rollo asked whether a letter to Exec only, could then be shown to all, as this may pose a privacy breach. Melissa is happy that the motion be amended by deleting "retrospective". Seconded Vickie Rollo. Kim Meyer said Exec minutes were previously available and it was only this year that they were not. Tim McDonald said Exec meetings were held to discuss matters and hopefully streamline the meetings. Grahame Woods stated that minutes should be available to everyone. Jon Iredell said the purpose of the motion was to make the procedures of the Exec painless. Rosie Yalland said that there was no secrecy previously. Kim Meyer suggested we amend the motion to say, "Exec minutes only". Carl Davison asked that the minutes be put on the P&C notice board. Carl Davison offered amendment "That future Exec minutes be made available and be tabled on P&C notice board, and that all correspondence in regard to same be made available upon request". Seconded by Stephanie Davison. Amendment was carried. Carmel McVeity stated agenda should be brief. Regarding the constitution, Tim McDonald said after conversations with the Federation of P&C, that By-Laws and Constitution are there to assist in the smooth flow of a meeting and the agenda of a meeting may be altered to suit an item under debate. Please remember that all efforts are for the benefit of our children.

5. Temperature Control - Motion from Melissa Iredell "That the Association undertakes to fund the necessary electrical upgrade of the school and install reverse cycle, thermostat controlled air-conditioners in all classrooms, not yet air-conditioned and that we immediately air-condition the three classrooms in the administration block (includes 1G room)." Melissa said that A/C is the only means of reducing humidity. A/C will benefit all children. Seconded by Carl Davison. Rosie Yalland requested that the debate be adjourned until next meeting. A note has gone into the newsletter asking for alternative spending options of P&C funds. This would also allow for the new principals input. Rosie referred to her letter to the Exec, which stated a time frame for compilation of these options, and she had received nothing in writing stating that this was not acceptable. . Carl Davison asked if we debate the motion tonight, could it be discussed again at another meeting? The chair responded saying that the time limit for debate of a motion is generally half an hour. That tonight's debate would easily reach that and should be concluded in this meeting rather than be continued at another meeting. Glennys Endicott asked if this motion means all monies available will go towards A/C. Tim McDonald said the motion did not state money to be spent or time limits.

Rosie moved a procedural motion that "Debate regarding Melissa's 2^nd motion be deferred until the next meeting, to allow her to present the report on alternative spending allocations." Seconded Glennys Endicott. Voting on this procedural motion was counted, 20 for and 25 against. Accordingly the procedural motion was not passed. Rosie Yalland asked that it be noted; she is now unable to present the report, as requested in the previous meeting.

Question asked as to why the Extraordinary Meeting did not go ahead. The chair responded, because we may have been procedurally incorrect at the previous meeting; it was decided to abort the meeting. Mandy asked that a decision be made tonight that all classrooms need to be cooled. Chris Coates said yes we would like classrooms cooled, but a tax-deductible building fund would be advantageous, as was done with the COLA. Kaye McIntyre said we have a duty of care to all members. Melissa Iredell clarified that her motion was to accept A/C as the preferred cooling method for the school and to A/C the three classrooms in the Admin Block. Amendment by Carl Davison to provide a timetable for this - 1^st three classrooms and electrical upgrade be done by September 2003. Seconded Jon Iredell. Spending to be to a maximum of $23,000. Write letter to Dept of Education re electrical upgrade and to confirm that the school will be able to request extra funding for increased electricity and maintenance costs.

Rosie & Chris queried that the Dept would allocate extra funds for this, as they have made enquires and were advised to the contrary. Melissa/Kathy Dixon were advised that the School would be able to apply for these funds, and they were told that other schools, having had applied for it, were granted the extra funds. The meeting asked if we could get confirmation from the Dept confirming this. Amendment to the motion: Kathy Ware asked if we could remove from motion 2 "all classrooms" as this is covered in motion 3. Seconded Sue Crowley. Robert Ramsay asked if the motion could be split - 1. A/C is the preferred cooling method, and 2. How much of the school do we A/C?

This amendment discussed and altered to become "The P&C Association undertakes to upgrade the electrical system and A/C 3 classrooms in admin block by September 2003 up to $23,000". Seconded Carl Davison. Amendment voted on and passed. The motion will be voted on at the next meeting.

6. Rosie Yalland put notice of motion to be raised at the next meeting, "Quotes be sought to rectify drainage problems in regard to the COLA up to $10,000".

Treasurer's Report

$27,904 available. $4,666 receipts just in for clothing. Started the financial year with $33,000 in the bank. Project funding in budget of $12,470. If we make the budget we will roughly have a pool of $45,000, but we need to allow for tables & chairs, retaining wall etc from this amount. We should have approx $35,000 later in the year to spend on future projects. Moved by Kathy Dixon Seconded by Carl Davison. Kim Meyer asked if we could allocate $100.00 for Easter eggs for the children. Moved by Phil Meyer seconded Melissa Iredell.

Committee Reports

Bookclub

Stephanie Davison - 2nd order $1,676.00. Third issue will out be out early next term.

Canteen

Peggy Gum - Canteen will be open on the 1^st day back in Term 2. New winter menu out tomorrow. Asked if OOSH could hold fundraisers on days other than Tuesday as some children spent their lunch monies on lollies etc.

Clothing

Kathy Dixon - Nil.

Fundraising & Social

Mandy Bransgrove - Chocolate Drive 20 boxes left. We have made $3500 so far. Election Day - Kindergarten made $850.00. Competition in AMP shopping centre - Macquarie Centre - coming 6th. David Trevena is collecting $500 AMP cheque this week for being the 8^th registered for the competition. Year 3 Bargain Threads Fashion Parade made $780.00. Mothers Day stall to be held on Thursday 8^th May 2003. Tea towels, athletics carnival and social car rally are future fundraising.

Gardening

Nil. Ramsey's will stay on as acting conveneyors til next term.

Safety House

Kim Meyer - Nil

Acting Principal's Report

Mr Trevena - Welcome to Mrs Julie Hanley who will start on the 1^st day of next term. Anzac Day ceremony to be held on 9th April 2003. Flower will be done tomorrow. Meeting gave David a big thanks for the good job he did as the Relieving Principal.

NEW BUSINESS

Nil.

MOTIONS (of which notice has been given) to be voted on at next meeting

1. P&C write to the Department of Education asking them to fix the embankment at the side of the Oval, and if this fails, the P&C fund $6,000 (as per quotes from Yates Garden Care) and that in the interim further quotes be obtained.
2. That all future Executive Meeting Minutes be made available and be tabled on P&C notice board, and that all correspondence in regard to same be made available upon request.
3. The P&C Association undertakes to upgrade the electrical system and A/C 3 classrooms in admin block by September 2003 up to $23,000.

NOTICES OF MOTION (To be discussed at next meeting)

1. Quotes be sought to rectify drainage problems in regard to the COLA up to $10,000.
2. The P&C survey the School Community in regard to possible P&C expenditures, with the amount required to carry out each option noted. Preferences to be marked 1, 2, 3 & 4 etc".

Next Meeting Monday 5^th May 2003

P&C Meeting 8.00pm

At school hall.

Meeting Closed 11.20 PM

Signed Tim McDonald, President ___________________

Donna Collier, Secretary ___________________