Austinmer Public School - Minutes 12/12/05

Nicole Phipps; Eleanor Chamberlain; Joy Lynch; Peter Gatwood; Mark McCaughtrie; Sharon Concannon; Kaye Causero; Rob Jarvis; Andrew Eyre; Eva Hampel; Caroline Seal; Di Oliver; Michael Adams; Helen Whelan; Margaret King; Leanne Pattinson; Anne Phelan; George Kalinin; Kate Kocatekin; Rhiannon Morgan.

Apologies:

Elizabeth Jarvis; Melinda Scherf; Martin Smith; Jo Vercoe; Megan Kovac

Caroline paid

The meeting was opened at.7.40pm

The minutes of the previous meeting - held on 23rd November 2005 - were tabled and read:

Motion That the minutes be accepted as true and correct

Eva queried the following points:

3.2 “…that the retaining wall near the flagpole has been sealed…” Peter Gatwood clarified that it was capped not sealed.

3.2.2 “… so Eva suggested using materials other than timbers …” Eva clarified that she actually said other than chemically treated timbers.

Action: Di Oliver

Moved: Di Oliver
Seconded: Eva

Motion: That the minutes of the AGM held on 23rd November were tabled and read

:

Moved: George Kalinin
Seconded: Rob Jarvis

Rob mentioned the agenda and that the new committee would be focussing on topics being raised in the agenda. Therefore it was requested that any items for discussion should be given to Diane prior to the next meeting to be placed in the agenda. This will give us plenty of time to discuss all issues and save us going off on tangents. On behalf of the Executive, Rob advised that we are open to changes and ideas that will refine what we are doing. He requested that people don’t hold back on notifying us of changes or discrepancies in minutes.

1.0 Incoming Correspondence

1.1 Receipts from PNP Amusements; Advanced Shade & Sails; G E & N Tobin (re concrete work). Passed to Caroline Seal.

1.2 Invoice from Packaging Direct. Passed to Caroline Seal.

2.0 Outgoing Correspondence

2.1     Letter to Federation of P & C Association of NSW advising of New Committee Members, and enclosing copies of audited reports and                     cheque for Fest Insurance.

2.2    Letter to Sally Warren of Number Works thanking her for Vouchers and advising recipients of same.

2.3     Letter of appreciation to Coca-Cola Amatil for their donation of a Portable CD Player, for the Fun and Food Fest.

Note: Margaret advised that the Fun and Food Fest Committee sent out letters to cover all donations received.

3.0 Business Arising from the Previous Minutes

3.1 Rob enquired whether any further action had been taken regarding the soil testing. Nicole spoke to Heather Wright. Heather is going to contact the EAST Laboratories advising them that we have $400.00 and seeing what we can do with it, ie how many samples we will be able to obtain. Heather will advise us when she has further details.

3.2 “Raincoat” is the product that will used to seal the timber in the retaining walls and the steps on Wednesday. Peter Gatwood explained that Raincoat seals and is designed for CCA Treated Timber. It is not just an oilbase, but also contains wax that seals more than a regular oilbase would. It will last for 3 to 4 years. Rob asked if all timber would be sealed with Raincoat, however, Peter advised only the retaining wall and steps – CCA treated timber only.

3.2.1 Rob and Eva have taken photographs of all the treated pine in the school grounds, so that someone can actually draw on the photos and use them for a reference of what is CCA and where we are up to with treatment.

Action: Michael Adams & Rob Jarvis

3.2.2 Eva mentioned that everything she has read indicates that painting needs to be done on a 6 monthly basis. She was surprised to hear that Raincoat lasts for 4 years. Eva mentioned a review being conducted by the USA Environment Protection Agency of various sealants and the effectiveness of forming a barrier of arsenic in timber. (Note - Eva was unsure if this report had been finalised). It was suggested that we refer to scientific literature rather than take the word of a salesman. Perhaps some research should be undertaken. Eva put a summary of a report by the Review Authority on the table for people to read.

After much discussion, it was resolved that we would wait for a report from the Landscaping Sub-Committee, with further details, and take it from there.

Peter Gatwood has purchased the best sealant he could find and will go ahead and seal the areas agreed to in previous meetings. This should be done in the next week or so.

4.0 Canteen Report

4.1 Helen advised that stocks were low on most things and some substitution was in place.

The new Canteen Co-Ordinator is Tracey Martin, and Megan Kovac is now Co-ordinating the Rosters.

5.0 Landscaping Report

5.1 Eva advised that the Landscaping Sub-Committee tried to have a meeting, however, there was a poor turnout, so it became an informal meeting, hence no report as such.

5.1.1 Eva, Rhiannon and Nicole discussed issues relating to the treated pine and felt that we should take the most permanent action within an allocated budget to be determined by the P & C. They also discussed work proposals; regular meeting times, and procedural issues. All quotes would be submitted to the P & C before any work being allocated. Meetings would be open so that parents could voice their issues/contributions. They spoke about developing a more coherent vision for the school grounds and the development of a master plan which would be reviewed by the P & C and the School Staff. This would display a confidence that the work would come together as a whole at the end.

5.1.2. The Landscaping Sub-Committee is proposing to meet two weeks after each P & C Meeting. Di will be advised of the date.
Action: Landscaping Sub-Committee
.

6.0 Before School Care Report

6.1 Before School Care tabled a report. In brief:

? BSC provides a good quality service, has hard working staff and appreciative families.
? Fee increase to $12.00 per child, with no lowered rate for siblings
? New cancellation notice.
? The seniors area has been commenced which will hopefully increase the number of older children.
? A Parent Committee is being formed and roles will be allocated to will parents, thus easing the workload for staff.

Leanne advised that there are some roles with the sub-committee. Andrew is the Treasurer and oversees a lot of the things Louise does. The role of the Sub-Committee is to communicate to Louise that the parents would be more actively involved. The Centre is secure. Anne noted that raffle tickets raised over $200.00 which will be used for future resources. BSC is currently looking into the Treasurer overseeing the BSC books and passing onto the P & C. Agreement was that the Before School Care will be looking at purchasing their own accounting software.

Rhiannon advised that she is involved with the Neighbourhood Centre at Thirroul where there is a crisis of too many numbers at After School Care since the Montessori Pre-School closed down. Thirroul School is trying to establish before and after school care and requested placing a “survey of needs” notice in our Newsletter tomorrow. Peter Gatwood advised that we agreed at the last meeting that we would not ask the survey about Before School Care and the questions regarding After School Care will be inserted into newsletter tomorrow. Leanne advised that someone had approached her with the question of whether it was worth attending either a
P & C Meeting at Thirroul Public School or to try and speak with the person trying to organise the Before and After School Care. Leanne and Rhiannon will discuss this further.

7.0 Fundraising Report

7.1 With Lisa Metcalfe away, Di advised that there hadn’t been a formal meeting as such. However, the P & C were donating a cookbook to the Library and another would be auctioned in a few year’s time. Both these cookbooks will be signed by all students and staff. Peter Gatwood is organising the signatures.
Action: Peter Gatwood

7.2 No further copies of the cookbook will be published as it is too expensive, however everyone agreed that the Cookbook was fantastic.

7.2.1 Rob asked where all the information and money was from the festival. It was noted that $20,900.85 was banked, which included the $1500.00 float. Caroline advised that she should be able to provide a breakdown at the next meeting. There is still money to come from the Quilt Raffle, the cookbook needs to be balanced, the RTA Funding and the Spider’s Run at the Canteen which was held today (note 10% of the takings go back to the Canteen).

A Vote of thanks given to everyone involved with the Fun and Food Fest.

8.0 Principals Report

Peter Gatwood thanked everyone for an outstanding effort. He noted that the teamwork was incredible. Special mention to Joy Nicholls and Kay Causero for being so professional at a stressful time. The money collected was spot on with the amount that was banked, and the teamwork and camaraderie during the clean up was awesome. Thanks everybody.

Staffing Issues – Peter would continue as Acting Principal until the middle of next term when the position would most likely be advertised. Not definite at this stage. Di Vest and Marian Taylor will not be teaching here next year. Marian has been filling for Peter whilst he has been Acting Principal and Di Vest has been teaching Kindy. The Kindy Teaching Position it about to be filled and it is a shame that we will be losing such a wonderful teacher.

There are currently eleven classes. The structure is currently unknown due to DET Policies, such as 22 children in Year 1 Classes, which has huge implications in the way we structure at Austinmer as we staff K to 6, not K to 1. Classes are still being formed and nothing has been finalised as yet.

Peter also advised that he had secured more fencing – from Lake Illawarra High School - for the driveway. He would like an extension up the driveway to block off the bank. This is to be further discussed at the Landscaping Sub-Committee Meeting.

Margaret noted, that if the fencing goes in, allowances need to be made for special equipment, such as the rides that we had at the Fest.

A pole in the bottom playground was knocked out and broken at the Fest, allegedly a red car hit it.

Kate congratulated Peter for a very fine job as Principal of the school. All agreed and congratulations given.

Alison advised that struts under the big shad shelter are rusted and asked Peter whether this was a P & C issue for repairs. Peter advised not.

9.0 New Business

9.1 Purchase of New Software
Rob advised that up until now, the P & C had used Cash Manager for our book-keeping. After much discussion, it was resolved that Rob would have a look at QuickBooks Basic, which is on sale for $50.00, and a previous version of QuickBooks, that may or may not need to be upgraded.

9.2 Standard format for Sub-Committees
Rob advised that the Executive was thinking of a standard format for the Sub-Committee Meetings and processes. The P & C requires a monthly report from the Sub-Committees at each P & C meeting, therefore it is suggested that Sub-Committees hold their meetings in-between the monthly P & C Meetings

BSC will trial holding their meetings just prior to ours, and give any items for discussion or action to Di at the start of the P & C Meeting.

Eva said that the Landscaping Committee had not really had much format in the past 12 months, and they have some complicated issues. Rob suggested a written format and we will check the P & C Guidelines to see if there are any rules and conditions that we should be following.

It was agreed that we would all do the best we can and see what we come up with at the next meeting, when we will refine as we need to.

9.3 Website:
Rob offered to get our minutes on a Web Site. This will be a cheaper and more efficient alternative from what we have currently. A website has been promised through another website business but nothing has happened. John Wooding and Rob are going to set up a web page that eventually uses the School’s existing domain name. There is no cost for this. It will be called the Austinmer Public School Website and can edited and developed by students., with a sub-section for the P & C and various sub-committees.

Minutes of the last 12 meetings, and current Agenda’s will be posted to the web-site and all rules and regulations regarding School Web-Sites will be adhered to. Kaye noted that Bulli High School has a very good Web Page with many interesting facts about the history of the school. Austinmer Public School has 150 years of history which would be very interesting to some people. A notice will be put in the newsletter by Alison to see if we can find someone with experience in Web Design.
Action: Alison

Margaret was interested to know when we would discuss spending and funding from the Fest. It was decided early next year. Peter provided the Staff Wish List. More information regarding quantities, costings and prices to be provided by Peter.

? Portable Stage Boxes
? Junior and Senior Home Readers
? Information Big Books (Stage 2)
? Stage/Guided Reading Books
? CD Players with recording microphones
? Percussion Instruments
? Large Robotics
? Lego Tehnics (advanced Lego)
? Extension of Fixed Equipment (bottom playground)
? Electric pencil sharpeners
? Drying Racks
? Software

Rob raised the possibility of using a live video and audio feed so that people at home could be part of the meetings. There was a unanimous negative response to this.

MERRY CHRISTMAS AND HAPPY NEW YEAR

MEETING CLOSED AT 9.05pm.

Next Meeting Wednesday 15th February at 7.30pm.

Austinmer Public School P & C CommitteeM I N U T E Sof meeting held on 12th December, 2005

Present: