PTA Meeting
3:00 pm 12 February 2009

Present: Jenine Abarbanel, Selena Grant, Kay Mueller, Gillian Irons, Aprile Everitte

Apologies: Ritchie Watson

Reading of previous minutes. Read by Jenine, Move to accept as true and correct by Gillian, seconded by Jenine

Business arising from last meeting
We have registered with the charities commission. We have a notebook from NZPTA with important documents in it. We will keep this in the sick bay on the shelf labeled PTA. We have not yet received a letter confirming from charities commission. Does James have it? Check with him and charities, and when we get the status letter, put in Green NZPTA folder.

Incoming Correspondence
Letter from Gilmour’s asking to renew our credit account. Selena has taken to submit.
Invoice from Mitre 10 for gas cylinder. Paid by Check
Invoice from School Supplies for fire station table. Paid by Check
Invoice from banner company from 2007, not sure if paid yet. Selena will call and find out. (Not really incoming, more like old business)
Number of Carnival donations. Complete list to be tabled next time.

Outgoing Correspondence
250 Letters asking for Carnival donations

Financial Report
Read by Selena in absence of a newly elected Treasurer

I have gone through the PTA Accounts box and sorted through what were important documents and filed them, focussing on this year’s accounts. They will need to be audited for the Charities Commission. Secondly we could find ourselves in the GST realm. Talking to a qualified accountant would help set us up with a proper system to look after our books.

Our income and expenses for the year are incomplete because I haven’t finished… (check for bank fees on the Statements ). Some Statements are missing also. The cheques are all accounted for but a few invoices and other relevant paperwork are missing too. I hope to fill the gaps before March 31!

If anyone needs to be reimbursed for expenses eg; purchases for PTA lunch fundraisers and the Carnival, please complete a reimbursement form and attach the receipt/s. The Treasurer will have extra copies.

Has the Fabric Shelter Holdings bill been paid? Dated 29/02/08 – no record…It was for 3 x banners. (Carnival 2007).

The invoice book /s for the Calendars advertisers would be great to have – we can check off who has paid – and for accounting purposes.
Income and Expenses for 2008 are incomplete, but in process and should be done by next time.
Move to accept by Kay, 2nd by Gillian along with a huge thank you to Selena for taking this on as Naeri has left us.
Next priority: we NEED A NEW TREASURER!

General Business:
17 February, “Meet the Teacher” barbecue. Families bringing their own meat. Kay and Selena to bring out the barbecue so people can cook, and sort out some plates and utensils and what not.
5 March, Swimming Sports. Let’s do a barbecue burger lunch. Everyone start asking around for tomatoes, cucumbers and lettuce from gardens so we can save our money for cheese. 300 burger buns in the freezer. Can someone please volunteer to do the shopping?
12-13 March, Marae Visit. Not technically a PTA event, but there will be plenty of opportunity for parent participation.
Calendars: This year, we would like to get it done by end of Term 3. So families can purchase and send overseas. Gillian has already started collecting photos. Start putting it together now, it’ll be easy. Jenine to burn a disk of files for Gillian so she can start putting things together. And we need to contact Kate and ask if she’ll do sponsors again, only earlier. (Money collection: Gillian owes $40, Ritchie owes $75, Matakana ITM still to pay $30. Money received from Fish & Chip shop, to be banked.)

Carnival
Jenine to come up with list of jobs and volunteer opportunities to hand out at “Meet the Teacher.”
Road signs: ask Carmel

Next meeting
Carnival planning: 24 February after school.

Meeting closed at 4:30pm.