2019 mona vale public school p&c general meeting ‐ minutes · 2020. 8. 31. · public - mvps...

PUBLIC - MVPS PCA T4W9 Minutes DRAFT_39 P&C Association of MVPS : Incorporated 1993 of 5

2019 Mona Vale Public School P&C General Meeting ‐ Minutes

Tuesday 10th December 2019

7.30pm in the Staffroom

No Agenda Who

1. Meeting opened at: 7:38PM Welcome, Agenda Review, Attendance / Apologies Attendees: Shannan Judge, Shirlee‐Ann Curtis, Simone Rizzuto, Vanessa Polito, Louise Conn, Chris Stead, Kiri Clancy, Samantha Morgan Apologies: Nichole Alexander, Stacey Sinclair & Hanna Jones Other attendees: Will be supplied on appendix document

Vice‐President – Louise Conn

2. Special Presentation #1 – PSSA Presentation Presentation on the changes coming to PSSA in 2020. Thank you Mel Stevenson for your hard work over the last 18 months to secure a timetable change for PSSA from an afternoon activity in 10+ UV rated sunlight to the far safer morning program that has now been adopted by the Pittwater Zone schools.

Sports Coordinator – Mel Stevenson

3. Confirmation of Minutes of Previous Meeting Draft Minutes from 22nd October meeting CONFIRMED

Secretary – Kiri Clancy

4. P&C President’s Report Read in absentia by Louise Conn for Nichole Alexander. Welcome Principal Shannan Judge! Colour Run – What a success. Fun event. $47,000 raised. A big ‘Thank you’ to volunteers, Sam and Emma for coordinating and the community for getting behind it. Sam Morgan presented photograph of herself and daughter Eloise at Colour Run as a thank you. Special P&C Farewell ‐ Thank you to Tanya Van Der Wall! 9 years of volunteering through the P&C and sub‐committees. Presented flowers

Vice President – Louise Conn


and voucher for dinner. Tanya is still at the school in 2020 but in non‐executive positions. Welcome Karly Jones! New Band & Strings President. Thank you to Shirlee‐Ann & Simone for their care of the school during the transition of the school Exec and for working so hard behind the scenes. Busy year! Please put your ideas forward for fundraising. Always looking for new ideas. Nichole, Principal Judge and the P&C Exec are looking at how we fundraise in future. Communication is also being assessed. Remember, there is no excuse not to know what’s happening in the school. Also ‐ Please be kind! Please remember when you are talking to the P&C or any volunteer at the school, you are talking to a parent at the school. Teach respect to your children through respectful communication. Thank to the P&C exec. We have been working through a spreadsheet of to‐do’s. Our vision for 2020 is to continue following that list of tasks. Continue to work with school and ensure transparency with the community. Continue to value our volunteers. Keep being really invested in this amazing school. We are super excited to see where we go next year!

5. Treasurers Report To be uploaded online with these minutes. Unavailable on night due to technical failure.

Treasurer – Stacey Sinclair

6. Sub Committees 6.1 Social & Events Finished colour run. Presented Australian Fundraising certificate to Principal Judge. Next event is Tea & Tissues for kinder parents. Working with TLC, to get their messaging across in that event. Moving towards the goal in 2020 of working together on events and not operating fractured fundraising and event activities within the school. 6.2 Canteen Thanks to P&C for support, made $6K in a week! Focus over the break is to organise volunteers for next year.

‐ electronic reporting Reports to be taken as read


6.3 Uniform Shop Thanks to volunteers. Turnover of $50K in term 4 alone. Last day for shop will be 17th December and the shop will reopen on 23rd Jan (on Flexischools). 6.4 Band Thanks to committee. Report can be marked as read. 2020 Exec team is a nice mix of returning and new faces. 250 students in Band & Strings program. Strings Soiree last night. Big Band Bash on Thursday night following Presentation Day.

7. TLC 2019 Update Committee 4‐5 people. Operating for 5 years. Supported 30 families (increasing YOY). Largest number of supported families in 2018 (11 families). FY 19 broke even. Calendar year 2019 paints a different snapshot. $12K in bank account. Thanks to P&C for $5K donated at the start of the year. Goods news is that accounts are at a sustainable level. Estimated average annual spend $10K on support initiatives. TLC feel they can comfortably raise $10K a year. Important to raise awareness. Simone helped to get a TLC noticeboard – thank you! Advertising on Facebook & Instagram. Attended Kindy orientation. Want to work closely with P&C on joint events. Refer people for support and put your hand up if you want to help!

Janine Rogers – TLC

8. Correspondence

Secretary – Kiri Clancy

9. Business Arising from Previous Minutes MOTION: Can we permanently change meeting to Week 3 & Week 9? Motion PASSED. MOTION: Can we change AGM for 2021 to NOV 2020? NOT PASSED. Further discussion around time of year required. Constitutionally the AGM must occur after 30/November.

Vice President – Louise Conn


ACTION ITEM: Seek advice from P&C Federation and re‐motion as required at next meeting.

10. Principal and Deputy Principal’s Reports Welcome – Shannan is getting out there meeting the school community. Wanted to start this year so she could be available to support and make decisions for next year. Really pleased to be back in ‘her own’ school (as opposed to supporting other principals in their schools). Ha as deep focus on processes and communication. Purpose driven leadership. Keen to bring all the fundraising organisations together (P&C, B&S, TLC) to one cohesive program for the benefit of students. Communications Strategy – Engaged communications strategist ‘Loved Locked Loaded’. External provider who specialise in brand strategy and creating connection with purpose. They have worked with DeptEd schools before. Shannan wants to know how they would capture all the voices of the community and what we want to communicate. Wants to see stronger communication of what kids are doing in class and how they are connected in the community. The change will take time but Shannan is keen to take the first steps. Enrolment policy ‐ 2020 siblings have been accepted. Performance Space – Greg was passionate about it but Shannan’s understanding is that it would be a council run space. The Performance Space in its current iteration is off the table. Hall is ON the table. School build will cater for around 800 students. Pushing hard for an expanded hall. Louise Conn and Anita O’Hart have been nominated parent representatives on the build committee. Class structure 2020 – 1086 (outside of Support & OC classes).

Principal Shannan Judge


41 classes formed. Formula for creating classes threw up some interesting teaching numbers (eg. 5.6 teachers required for Kindergarten based on the formula). Shannan detests kindergarten composite classes. To ensure this did not occur, decision was made to increase kindy class numbers slightly to 22/23 per class. This will mean, no composite classes in Kindergarten or any other year group. Class placement – Learning support & class teachers know the kids and know where they sit within the school. Teachers know where kids should go. Class nomination form will be assessed next year. Teachers are now reviewing the children in the class for placement next year. MVPS will have 1 class less in 2020. Question Time ‐ This was an opportunity for Principal Judge to answer any questions parents had. Questions ranged from Out‐of‐Area enrolments, parent/teacher interviews, the school building update, BYOD and 5G. It was a great informative session and as always, we encourage parents to turn up and ask questions. Thank you Shannan and welcome aboard!

11. General Business / Motions on Notice Year 6 Update ‐ Sarah Saunders – Year 6 Grad next Monday (16/12/19) Thank you to P&C for sponsoring Year books. Q: Maker Space – What’s happening? A: Opening next year. Had a few hurdles, 95% ready. Will have an official opening and Open Night. Thank you for your contributions and time. It will take a full year to get all the teaching and learning up and running to complete the grand vision. Meeting closed at: 9:18pm MERRY XMAS EVERYONE

Principal – Shannan Judge

Next meeting: Week 3 Term 1 2020 ‐ Tuesday 11th February 2020 7:30pm in the Staffroom.

Trea su rer’s Report for Mon a Va le Public Sch ool P&C

- Fin a ncia l yea r end 30 th Novem ber 2019 , Da n a is cu rren tly prepa rin g th e Fina n cia l Yea r En d reportin g , clos in g ca sh pos ition s below:

Account Description 2019 Opening Funds 2019 Closing Funds P&C General - #5900 25,258.10 26,079.27 P&C Bonus Saver - #5986 255.87 - P&C Savings - #5978 724.49 982.00 26,238.46 27,061.27 Uniform Account - #5898 42,979.77 38,260.50 Canteen Account - #5935 18,580.72 35,179.00 Social & Events Account - #5927 21,620.48 57,367.00 Band Account - #5943 46,776.81 22,761.93 129,957.78 153,568.43 Building Fund - #5951 36,487.47 65,917.43 Cash on hand 192,683.71 246,547.13

- Yea r end reportin g will be u sed to tra ck budget verse a ctua ls an d prepa re 2020 bu dget. - Steph en Jones from Kirkby Jon es will be s ta rtin g th e fin a n cia l a ud it a n d we h a ve s ta rted su bm ittin g

requ ired paperwork. - Gen era l sum m a ry or find in gs , pa ren t volu n ta ry con tribu tion s rea ch ed 78% $28 , 127 .60 a n d

bu ild in g fu nd $32 ,661 . Bookkeep in g a n d au d it expen ses exceeded budget with $11 ,50 0 in Au dit fees a lon e du e to th e ba ckda tin g of 3 yea rs wh ich wa s ou ts ta nd in g . Expected 2019 / 2020 Au dit fees to be $5 ,000 . Th e colou r ru n wa s a h uge su ccess with over $47 ,000 ra ised , $15 ,000 s till to pa id to Fu nd Ra is ing Au s tra lia for orga n isa tion of th e even t.

- We expect to be ab le to m a ke a don a tion of over $32 ,000 to th e sch ool m a ker spa ce a nd will a lso in ves tiga te if we ca n u se a n y of th e bu ild in g fu nd su rp lu s towards th is space.

- Fin a l reports to be presen ted in th e com in g weeks a n d with th e excep tion of th e a ud it a nd bookkeep in g fees on in itia l fin d in gs m os t oth er bu dget item s ca m e in on or u nder budget.

- Studen t In ju ry In su ra n ce – Need to in ves tiga te a n d budget for 2020 $4300 p rem iu m

P&C General Meeting Term 4 Week 9 Tuesday 10 December 2019 A festive and fun end to Term 4 Term 4 is traditionally our term for ensembles bringing together all they have been working on all year and getting ready for our end of year concerts. Our jazz bands have been busy representing Mona Vale at 2 great events – Wheeler Woodstock, a day of workshops with local talented jazz conductors and tutors, and Big Band Boom! which brings together jazz bands and big bands from many Northern Beaches primary and high schools for a Sunday afternoon of great jazz, food and friends hosted at the Pittwater RSL. Our jazz groups were also so lucky to have the wonderful talents of local jazz musician and educator, John Morrison, come to MVPS for an afternoon of workshops! We also held our first Barn Dance which was our first opportunity for our strings students to enjoy learning a different style of music and playing for our families who all showed off their barndancing skills! The wonderful family vibe was a highlight of the evening and our strings students really loved being part of this fun event. All students have also completed their individual assessments in Term 4 which is their opportunity to demonstrate their musical skills and progress to their conductor in a one-on-one short performance. This week we also have our end of year events where we show off all our skills to our families and friends, say goodbye to our graduating students and have a fabulous party with cake at the end! Super Strings Soiree is on Monday 9 December and Big Band Bash is on Thursday 12 December so it is a big week for all our conductors and committee members who are working tirelessly to put on these great events and I thank them for all their hard work and energy at such a very busy time of year. Planning for 2020 Term 4 is also a very important time for planning for our next year’s ensembles and introducing our Year 1s and 2s to our program. All students looking to join our music program have undertaken blow and bow tests to see which instruments they might really excel at. We also held our Training Band recruitment night, and since then our conductors have been working hard to put together a balanced band with the full range of instruments allocated. At this stage we are anticipating a Training Band of approx. 50 students and we are currently working closely with our instrument coordinator to make sure we have enough instruments for everyone to hire. We also held our second hand sale last week which is a great opportunity for families to meet with a reputable second hand instrument seller. Through our strong relationships we are very fortunate that our expert Sterling sources instruments for our families. Students buying instruments ensures that we can confirm the hire instruments that will be available for our future students. We are very excited that we have about 12 students joining the Year 5 Opportunity Class who are currently in their local school’s music program and will be joining our Concert Band and orchestras next year. We also need to address their instrument hire requests. Finally, the MVPS Year 1 strings program continues to delight students and families and is an important opportunity for students to continue their musical journey by joining our Beginner Strings ensemble in year 2. We are very excited that at this stage we have expressions of interest from 40 students looking to join Beginner Strings for 2020 and again, we are looking at instrument requirements for these young students. As such, we are still working our way through our expected numbers and instrument allocations so that we can prepare our budgets for 2020. We will continue to work through the summer on this and provide the final 2019 accounts and the budget for 2020 when progressed.

Creative Kids Voucher

We have been working towards the MVPS P&C becoming a registered provider under the Creative Kids Program so that eligible families can use their annual $100 Creative Kids Voucher from the state government to reduce their Band Fees. As reported last meeting, we have been working on the documentation required and we want to thank Kiri Clancy for her assistance in this regard. We will continue to work with the P&C Executive to submit these documents and work out a process that will assist families to make their claims and for us to ensure our governance and financial requirements are met. We are confident we can have this in place for Semester 1 2020. Thank you Kiri for your help with this!

Band & Strings Committee 2020 As can be seen from the busy activity of Term 4, it is imperative that our Band & Strings Committee continues to work over the summer holidays to ensure that we are ready for Training Band to start in early Term 1 2020, we can ensure we have all our existing instruments repaired, serviced and allocated and we can finalise our budget so that we can look at funds available to purchase the most urgently needed instruments and have those ready for students from day 1. We also need to start planning for camp which takes place week 8 of Term 1. For continuity we have held our general meeting and elections in late November to make sure we have enough time to hand over roles for those leaving the school or the program, and for a seamless transition to a new team. We held our annual general meeting on 20 November and we are very pleased to say that we have a great mix of returning experienced committee members staying in key roles and also some wonderful new committee members stepping into new roles. We were also very honoured to have our new School Principal, Ms Shannan Judge attend our meeting on only her third day in the job! It was great to be able to share our vision for the program and for a number of our families to warmly welcome her to the school community. Thank you also to P&C Secretary Kiri Clancy who attended the meeting on behalf of the P&C. As anticipated earlier this year, 2019 is my last year as Band & Strings President and I am thrilled that Karly Jones has been elected to be the President for 2020. Karly has been involved with our committee for 2 years, has contributed enormously in her role as Assistant Camp Coordinator and organizer of many events this year and has strong past experience as a Vice President of the P&C. Karly and I have been working closely together already to ensure that we have a smooth transition and she has the strong support of our Musical Director, Jacqui Shaw, and our Executive including our returning Vice President, Andrew Young, our returning Treasurer Therese Hall and our new VP, Anita O’Hart. The full list of positions is attached, and we look forward to this being ratified at the P&C Annual General Meeting in Term 1 2020. I would like to say a huge thank you to the Band & Strings Committee past and present for the opportunity to be the President of this wonderful committee since 2016. The past 3.5 years have been some of my most gratifying at MVPS, working closely with so many wonderful staff, families and students to produce a really high quality Band & Strings Program. It has been an absolute honour to work with the dynamo that is our amazing Musical Director, Jacqui Shaw. Her energy and vision to provide and build a program for all students to develop their musical talent is unstoppable. Our conductors Josh Hughes, Holly Doyle and Rachel Lam are all supremely talented and I have loved working with them all. I am very proud of what we all have achieved, indeed evolving from the Band Committee to the Band & Strings Committee. Our strings program continues to grow and thrive and we are so happy to be able to build a strong String Orchestra and Symphony Orchestra which very few primary schools are able to develop. I am also really proud of being able to ensure we have all the ingredients to provide a high quality and enriching musical experience for our students. We work with some of the most accomplished conductors and music educators

in the state in Jacqui Shaw and Josh Hughes in band and Holly Doyle and Rachel Lam in strings. We have built strong relationships with local music tutors to ensure our students develop excellent technique. We provide a mix of performances, festivals, competitions and workshop opportunities and we provide an amazing Band & Strings Camp for students to bond with their peers and experience personal and musical growth and development. With very few exceptions, we provide every student with well-maintained hire instruments appropriate to their level and size, something that is not possible in many school programs. The generous support of our dedicated families, the School and the P&C over many years has ensured that we have continued to add to the school’s quality suite of instruments. Through a mix of parent contributed fees and fundraising we work towards a responsible budget that allows for us to provide a program which is value for money and able to sustain itself into the future in the face of always rising costs. I am very pleased to report that this year we have raised a fantastic $16,240 across 4 discos, the practice a thon, pub to pub, cake stall and our newest event, the Barn Dance which was a fantastic bonding and performance opportunity for our strings ensembles. Fundraising activities: Kindy Disco $920 1 & 2 Disco $2722 3 & 4 Disco $1560 5 & 6 Disco $1933 Barn Dance $1305 ($703 profit) Practiceathon $3903 PubtoPub $1000 + $1000 (2018) Cake Stall $1897 TOTAL = $16,240 Being able to continue to hold these fun events and activities for all students in the school and the community more broadly is a critical part of the sustainability of the program and I thank all of the Committee for their passion and willingness to step up and help for all of these activities whether that be through baking cakes for our cake stalls, helping with the discos, supporting practice a thon or hauling chairs and music stands! The measures of success are not just in what we do but the way we do it, and I am very grateful to the committee who continually perform their roles to a high standard, and with respect for each other and our families. We all share a strong commitment that our priority is always the best interests of the children as they start their musical journey, ensuring they can make the most of the opportunity to be part of this fantastic program and that as many students as possible can participate. I am sure these priorities will continue to be pursued with passion and commitment by the 2020 Committee. Tanya van der Wall Mona Vale Public School P&C, Band & Strings Committee President 2019

MONA VALE PUBLIC SCHOOL BAND & STRINGS COMMITTEE 2020

Position Name Band President Karly Jones

Vice President/ Fundraising Coordinator Andrew Young

Vice President/ Fundraising Coordinator Anita O’Hart

Treasurer Therese Hall

Assistant Treasurer Carolyn Conner

Instrument Coordinator Leanne Haines

Tutor Liaison Anina Rich

Music Camp Committee Susie Diacopoulos

Music Camp - Assistant Coordinator Claire Donald

Meeting Minutes Anne Woolmer

Music Librarian Claudia Schremmer Band Parent Representative (Training Band) Christina Tippett

Band Parent Representative (Intermediate Band) Colwyn Saunders

Band Parent Representative (Concert Band) Mark Thornton

Band Parent Representative (Performance) Annie Woods Band Parent Representative (Big Band, Jazz Band and Jazz Ensemble) 2020 once BB formed

Band Parent Representative (String and Symphony Orchestra) Madeleine Koo

Beginner Strings Parent Representative Holly Hill

Canteen Report Term 4, 2019 The Canteen is finishing the year on a positive note. As of November, we are showing a net profit of $14,800.00. This is due to the measures that we put in place in July. We reduced staff hours, we increased all items by a very modest 10 cents (our first increase in over 6 years) and we sourced cheaper suppliers. New menu items were introduced, and these have proven to be extremely popular which has led to an increase in sales and added to our bottom line. There was a hiccup last week when Flexi Schools went down on the Friday which historically, is our busiest day of the week. Apparently, they had major issues concerning their Cloud server. We were on track for a bumper week before that happened. Thanks to the P&C Committee, we are the proud owners of 2 new freezers and as such we have no cause to budget for any big ticket items next year. I would like to thank the P&C Executive Committee for their support over the last year. It has been much appreciated. Best Regards Christina Giannakakis Canteen Chairperson

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Mona Vale P&C Meeting

Social & Events Committee

Term 4 Week 9 5 December 2019

Colour Run Feedback from kids was hugely successful and amount raised will greatly assist the maker space. Wouldn’t repeat the same model again due to complications from the provider. Lots of learning’s as to how to structure a fundraiser to make it easier for families. Working Bee No update Tea & Tissues Monday 3rd February 9am Provide support, information and morning tea for 2020 kindy parents. Seeking volunteers to assist. Welcome Picnic 2020 Look at potential dates Discuss most important elements and then wish list Parents Night Out Park House and Bowling Club venue options. Date to be discussed Park House minimum spend 9K (discounted from 15k) plus entertainment Bowlo is $600 rental plus bringing in all food and entertainment.

Sam Morgan S&E Chair

Mona Vale Public School - Uniform Shop Committee Report - Term 4 - 2019 – 03/12/2019 Via email: Nadine Phipps, Madeline Koo, Hanna Jones Items for Action Item Proposed action Decision ? Other items for information Stocktake – We finished with a great result, $523.46 positive. This is largely due to some gifted shorts from one of our suppliers for an order that was incorrect. If you take those out of consideration, it was still over at $113.46. Overall for the year, we finished $95 positive. We would like to thank all our helpers on the day, it was a record time this year – we managed to finish before the end of school bell! Lost Property – The two areas will be cleared out at the end of the year. Year 6 Graduation Bears/Balls – The signing day is scheduled for Monday 16th December. We have a small number of spares available for purchase. Orientation 2019 – Uniform appointments almost fully booked out this year. During term 4 the shop has turned over revenue of over $51000! (as of 4th December). We have had a very busy term! Year 6 2020 Jackets – Still need two parent volunteers to help with the process of checking names. A note has gone on the Facebook page. The order has now been placed and they will be made over the summer holidays. Delivery date is to be confirmed. January Opening – Shop will open Flexischool orders again from January for pickup day on the 23rd January. Shop will open on the following days on the first week:

- Pupil Free day (28th January) 830-1200 - Day 1 Swimming Carnival 3-6 (29th January) 830-1130 - Day 2 830-1230

From Monday 3rd February we will be back to normal opening times.

2019 Close – Our last day will be Tuesday 17th December. Volunteers – Nadine, Madeline, Rebecca and Hanna would like to thank all of our volunteers that come to help during the year. Especially those that help with our busy times, stocktake, and kindergarten orientation. We really do appreciate everything they do for us.

2019 mona vale public school p&c general meeting ‐ minutes · 2020. 8. 31. · public - mvps...

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