Friday, 25 June 2010
Leigh PTA AGM
Official Minutes

Present: Jenine Abarbanel, Katrina Hunter, Selena Grant, Rebecca Wycherley, Gillian Irons, Helena Murray, Micaela Irvine
Apologies: Robyn Minson, Cath Lewis, Kaye Mueller, Zeti Shah

Reading of previous AGM minutes: 22 June 2009

Read by Jenine, moved to accept as true and correct. Seconded by Selena

Reports: Chairperson’s report

Chairperson’s report PTA Leigh School
For the year ending June 2010

It has been a very stable year in terms of regular attendance at the PTA meetings and lots of support from the community for our fundraising activities.

These activities have included the yearly Carnival in April, which raised an impressive total of approximately $18,000 under the organisational skills of Faye Bradnam. Many thanks to you, Faye, for your significant part in this success, and to all the school families that put so much work into another fun event for the community. Other activities have been the Sawmill Disco last September, always an excuse to dance to Abba in public, the ongoing regular barbecues beautifully coordinated by Katrina, and the newly created Love Leigh Run in February which I think has the potential to become another regular feature in the year. Thank you to Helena, Bec and Kaye for all their energy with that. The 2010 calendars were a great hit once more as well, and great to see the kids involved in their production.

The fundraised money has been used for such things as the interactive whiteboard for Room 2, the annual school bus trip, beanbags and curtains for the library, the painting of the school pool, and a new water tap. More recently we have funded a member of the board to attend a conference, purchased a table tennis table, and are assisting with the planned toilet block for the school pool.

I would like to give special thanks to my secretary Jenine, particularly in terms of the website being so up-to-date and full of information, and to Selena my treasurer who is standing down but we so appreciate all the effort she has put into the role over the last year. Many thanks to all the PTA members who have had such a positive, relaxed yet proactive approach throughout the year, and also to Gillian who always manages to find the time to attend the meetings in her busy schedule.

Here’s to another year of the same! Our little school’s doing great and is worth all the work!

Robyn


Reading and review of current financial report

  • Selena has the qualified audit from Middleton Accountants. Qualified, because the level of control over funds is somewhat loose, by the nature of the organisation. That audit covers up to the end of March 2010.
  • Most recent bank statement shows $32, 455.42 in checking account. No deposits or checks have been written since then.
  • Jenine and Selena have transferred our accounts to an Excel spreadsheet for future maintenance. Will make sure everything is updated and sorted before handover to new Treasurer.
  • There is still Carnival money in the office with Fay needing to be collected and deposited, and we need to make sure nothing else needs to be paid.
  • Will attach copy of the accounts with the minutes.

Election of Officers and Committee. Jenine (acting as chair in Robyn’s absence) relinquishes the chair and Gillian takes over.

Nominations:
  • Chairperson: Robyn Minson has agreed to stay on as Chairperson. Accepted by all present without objection. Katrina tries to nominate Jenine again, but Jenine declines. Jenine thinks about nominating Cath in absentia just to annoy her.
  • Secretary: Jenine has agreed to stay on as Secretary. Accepted by all present without objection
  • Treasurer: Selena standing down. No nominations. Jenine standing as acting Treasurer until someone else takes it.
  • Deputy Chairperson: Rebecca Wycherley. Accepted by all present.
  • Committee nominations: Katrina Hunter, Cath Lewis, Helena Murray, Kaye Mueller, Kate McConnell, Selena Grant, Zeti Shah

Jenine requests another committee member take over as Treasurer as soon as possible because she is not good with money and generally should not be trusted with such things.

Committee asks Kaye if she could present a short report on her role this past year as “New Family Liaison,” and will she be continuing on?

General Business:

Carnival 2010
  • Thank you certificates, handed over by Gillian and Fay. Jenine, Helena, and Rebecca have them. Will sort by geographic location for distribution.
  • Jenine and Selena will talk to Fay about money left to bank and any outstanding bills left to be paid.

Financial requests from BOT and School
  • Board Conference. Micaela charged flights ($232) and registration ($585) on school credit card, is paying the rest out of pocket with hope of reimbursement by PTA.
    • PTA respectfully requests of Board that in future, we are given more notice on large expenditure requests like this. Robyn drafting official letter.
    • Micaela helpfully explained how this situation came about. In previous years, professional development (PD) money for the Board has been written into the budget, but because it was never used it wasn’t put in this year! This caught the new Board a bit by surprise, thus the short notice. And the newly formed Board deems PD very important now for the school. Board planning on putting PD back in the budget for future years. Very grateful to PTA for assistance this year.
  • The pool upgrades and toilets. Hoping this happens in Term 3. Gillian to send grid created by James Ross last year along for attaching in our minutes. Will have quotes for costs soon!
  • After school care. Started on this program because there were requests from parents, some threatening to move kids to Matakana because their lifestyle requires after school care. Survey sent out with newsletter indicated there were 10 families keen on it. But since the notice on Monday, only one family has enrolled. Being a small school, OSCAR funding cannot be received until a definite need is demonstrated. In the meantime, there is a funding gap. Rules of OSCAR mean we cannot use any school funds (or, technically, equipment) for the after school care. Jane will run it as a pilot program for 4 weeks. Estimates for costs is $200/week. Board requests $800 to cover pilot program of 4 weeks. Any usage by families will mean a surplus of funds, and these will be fed back into the school. PTA TO DELIVER FINAL ANSWER BEFORE JULY 2.
  • Curtains for the lower windows in Room 1, because light is too strong for the white board.

Current checks to be written:
  • Katrina, $150 for table tennis table. (ck. 650864)
  • Bus to Peter Pan, $600 (ck. 650865)
  • BOT professional development, $1400 (ck. 650865)
  • New Camera, $400 (ck. 650865)
  • Donation for after school pilot program $800 (pending)
  • Hall Hire for production, $250 (in question)

Upcoming Events:
  • Interschool Hockey in July. Katrina and Cath. Sausages, bread, drinks.
  • Disco in Spring holidays. Robyn and Helena keen.
  • Grandparents Day: going to do a tea towel with self-portraits of each child. PTA to organise with teachers. Helena is project manager.
  • Kate and Kerrin are all talking together and with others about the Calendar. That is so happening and moving along, oh yeah.

Final note: PTA earned $82 at school production selling candy floss and drinks. Cash donation given to school to help cover cost of production.

Meeting adjourned: 4:50 pm.

Next meeting: 23 July, 3:15 pm.