Varsity College P&C Association

Annual General Meeting Minutes

Wednesday 29th July 2020

Item What Business

1 Call to order – Welcome to General Meeting

Meeting opened at 7pm and chaired by Sharon Schultz, Executive Principal.

Opening remarks, acceptance of apologies & thanks to special guests, members

and volunteers for coming.

2 Apologies Joella Taggart, Anna Stacey

3 Confirmation of previous minutes

The minutes of the previous Annual General Meeting held on Wednesday 20 March 2019 are a true and accurate recording of the meeting. Motion proposed to accept the minutes of the previous Annual General Meeting held on Wednesday 20 March 2019, as a true and accurate record of the meeting. PROPOSED: Emma Silver SECONDED: Catherine Fitzsimmons PASSED: Yes

4 Business arising from previous minutes

The P&C Association agreed to donate $10,000 to the 2019 Varsity College

Rewards and Recognition program. The donation was to include events but not

limited to: World teachers' day, leadership dinner, new parents welcome, prep

orientation events, volunteers thank you event, cultural and arts festivals. Varsity

College to provide a reconciliation of these funds at the next general meeting.

Motion proposed to confirm and accept the business arising from the previous

Annual General Meeting.

PROPOSED: Emma Silver SECONDED: Sharon Schultz PASSED: Yes

5 Receipt and adoption of the P&C Association audited annual financial statement & Treasurers Report

Ian G Keel Chartered Accountants has finalised the 2019 audit and this has been

signed off by the current P&C Executive Officers. Tabled, see appendix 1.

2019 Treasurer’s report tabled, see appendix 2.

Motion proposed that the annual financial statements for 2019 and treasurer’s report be accepted. PROPOSED: Emma Stawicki SECONDED: Catherine Fitzsimmons PASSED: Yes

6 Receipt and adoption of the Presidents annual report

Tabled, see appendix 3.

Motion proposed that the presidents report be accepted.

PROPOSED: Sharon Schultz SECONDED: Emma Silver PASSED: Yes

7 Receive applications for membership (to include renewal of existing membership and new memberships)

All memberships lapse at this time (except P&C Life Members).

All attendees should complete a P&C membership application. On completing the application voting rights are then eligible from this meeting.

Collect all new membership forms.

Motion proposed to consider and accept all applications to renew existing

memberships and new memberships.

PROPOSED: Sharon Schultz SECONDED: Rochelle Lewis PASSED: Yes

8 Election of Executive Officers

Call for nominations for the following Executive Officer positions. Officers vacate seats while election is progressed. President - Andrea Williams, Colin Frew

Vote counted by Renee White and Tania Ryder.

Vote in favour of Colin Frew. Vice President - Catherine Fitzsimmons, Andrea Williams, Lisa Psaras Motion proposed to declare all nominees elected. PROPOSED: Sharon Schultz SECONDED: Melanie Bryson PASSED: Yes Secretary - Katie Garrett Motion proposed to declare Katie Garrett elected. PROPOSED: Sharon Schultz SECONDED: Andrea Williams PASSED: Yes Treasurer – Nicola Jones, Lisa Redmayne

Vote counted by Renee White and Tania Ryder.

Vote in favour of Nicola Jones. Motion proposed to declare all nominees elected. PROPOSED: Sharon Schultz SECONDED: Melanie Bryson PASSED: Yes Welcome new officers to their positions and the principal hands the chair to the new president Colin Frew to continue the meeting.

9 QCPCA Officer

Nomination of a Queensland Council Parents & Citizen Association Representative - Jackie Parass. Motion proposed to accept Jackie Parass as the QCPCA representative.

PROPOSED: Colin Frew SECONDED: Sharon Schultz PASSED: Yes

10 Bank Signatories

The P&C Association authorises that all Executive Officers as named above, be granted access to all P&C bank accounts (Bendigo and CBA), be

registered as signatories and have online banking access for transfer of funds and payment of invoices.

The P&C Association will change ATO authorised persons and update with all new Executive Officers details and remove those persons no longer occupying Executive Officer positions.

Motion proposed to change bank signatories at Bendigo Bank and the CBA to the

newly elected Executive Officers.

PROPOSED: Colin Frew SECONDED: Rochelle Lewis PASSED: Yes Motion proposed to change ATO authorised persons to the newly elected Executive Officers. PROPOSED: Colin Frew SECONDED: Andrea Williams PASSED: Yes

11 Appointment of Associations Auditor

Nomination of an Auditor for the Association. Motion that the P&C accept and endorse the use of Ian G Keel as their preferred auditor for the 2019 audit. PROPOSED: Colin Frew SECONDED: Karen Gravendyk PASSED: Yes

12 Adoption of Student Protection Risk Management Strategy

Adoption of Student Protection Risk Management Strategy carried over to the next

general meeting.

13 Adoption of the P&C Constitution

Tabled, appendix 4 dated 2019, no change in 2020. Motion proposed to adopt constitution as it stands. PROPOSED: Colin Frew SECONDED: Sharon Schultz PASSED: Yes

14 Honorary Life Membership (if any)

Nomination for honorary life membership: Michelle Davis Executive Principal, Sharon Schultz recognised the work done by Michelle Davis in her capacity as P&C President. Thanks to Michelle on behalf of Varsity College Executive Team. Michelle Davis thanked everyone for their support of herself and the P&C Executive Team. Motion proposed that Michelle Davis be accepted as Honorary Life Member of the Varsity College P&C Association. PROPOSED: Colin Frew SECONDED: Rochelle Lewis PASSED: Yes

15 General Motion to allocate a budget of $2000 to pay for Ian G Keel to complete the 2020

Audit.

PROPOSED: Colin Frew SECONDED: Sharon Schultz PASSED: Yes

Motion that the P&C Association agree to donate $1000 to the College for the

2020 Varsity College DUX award and VET award carried over to the next general

meeting to allow further discussion.

Motion that the P&C Association agrees to pay the cost of General Property,

Personal Accident and Combined General Products Liability for the 2020/21

period (Premium estimated at $3500).

PROPOSED: Colin Frew SECONDED: Nicola Jones PASSED: Yes

Motion proposed to allocate a budget of $20,000 to pay for P&C Association

fundraising activities during 2020 which will comprise of Mother's Day stall,

Father's Day stall, 2x school discos, parents social evening and a colour fun run

carried over to the next general meeting to allow further discussion.

Motion proposed to allocate a budget of $300 to pay for P&C Association

stationery required throughout 2020 carried over to the next general meeting to

allow further discussion.

Motion proposed that the P&C sponsors the use of volunteers in school activities.

PROPOSED: Colin Frew SECONDED: Andrea Williams PASSED: Yes

Motion that the P&C Association donate up to $10,000 to the 2020 Varsity College

Rewards and Recognition program. The donation will include events but not

limited to: World Teachers Day, Leadership Dinner, New parents welcome, Prep

orientation events, Volunteers thank you event, Cultural and arts festivals carried

over to the next general meeting to allow further discussion.

Meeting CLOSED

8.20PM

These are the official minutes and I, as President, acknowledge they are a true and accurate record of the annual

general meeting on the 29 July 2020. I further acknowledge that this has been voted on by members at the 2020

AGM.

Signed _________________________________________ Date: ___________________________________

Colin Frew

President, Varsity College Parents and Citizens’ Association