Varsity College P&C Association

General Meeting Minutes

Wednesday 24th July 2019

Meeting opened by Andrea Williams, P&C President

Minutes taken by Katie Garrett, P&C member

Item What Description 1 Call to order – Welcome to

General Meeting Opening remarks, welcome to all parents and guests. Apologies: Catherine Fitzsimmons, Caroline Beckley, Cindy Paterson, Briannah Fisher.

2 Confirmation of previous minutes

The minutes of the previous General Meeting held on Wednesday 15th May are a true and accurate record of the meeting. Noting amendment made, correction of name. Motion proposed to accept the minutes of the previous General Meeting – Wednesday 15th May, as a true and accurate record of the meeting. PROPOSED: Andrea Williams SECONDED: Sharon Schultz PASSED: Yes

3 Business arising from previous minutes

Primary bike racks

• No further action has currently been taken, P&C President Andrea to follow up with Primary Campus further

School Toilet Project

• No further action has currently been taken, to be reconsidered as a 2020 project

The Grants Hub

• A discussion was held around possibly using this in the future, however in the meantime the P&C will work internally to gather a Grants database

Athletes Foot

• No further contact has been made with Athletes Foot.

4 Correspondence received since the last General Meeting

Incoming

• P&C President Andrea has advised that Varsity College have given verbal notification of no Colour Fun Run in the 2019 calendar year due to conflicting dates

No outgoing correspondence noted

5 Business arising from incoming correspondence

Varsity College have advised dates are not approved for a 2019 Colour Fun Run.

6 Tabled Executive Committee’s Decisions

Executive Committee will perform planning for 2020 events intended and submit to the College prior to the end of Term 3 for consideration and approval.

7 Presidents Report Andrea Williams, P&C president offered her thanks for all voluntary support of events held during her absence. A particular thank you offered to Joella Targett who managed the GLOW disco which was a big success for the school. A sincere thank you also to Cindy Paterson for her input into sustainability action at the school and her planning of the recent Bee Day event which was well received by students, teachers and media who attended on the day. In addition, thank you to our growing support team, Katie Garrett for her work on grants and social media, Caroline Beckley for her graphics assistance and Bec Campbell and Melanie Bryson for their hard work on the Woolworths Earn and Learn program and Angus for keeping all our files and correspondence in order and for organising the GLOW Disco with Jo. A discussion was held around Varsity College P&C Mission and the importance of engaging more parents to volunteer with a focus on ‘just one thing’ - a commitment to help throughout the year on just one thing. The suggestion was made for the P&C to have a display at the Prep entrance to the school in the mornings in order to better engage Prep parents. P&C President Andrea to follow up in recruiting P&C volunteers to assist with this. The school have offered their support in the way of paying for 2 pull up banners for the P&C use at these kinds of displays. Andrea has reached out to Robina P&C to network and see how we can work better together, combining knowledge and skills to improve outcomes for both schools and communities. A question was asked to school representative, Sharon Schultz as to whether the school can send an email communication out to all parents on behalf of the P&C to encourage engagement in P&C activities. Rochelle to advise whether this is possible and best timing for this communication. A conversation was held around the P&C focus to build a database of businesses that would be happy to support the schools fundraising and community endeavors. This database could potentially be turned into a business directory on the existing Varsity App in the future. Proposed motion that the Business Directory Project be endorsed and approved to presentation to the Varsity Community Limited meeting on Sunday 28th July 2019. PROPOSED: Andrea Williams SECONDED: Michelle Davis PASSED: Yes A meeting has been arranged with P&C president Andrea and Councillor Hermann Vorster for Friday 26th July for continued discussion around improvements for the primary campus drop off zone. More information to follow once consultation has been undertaken with QLD Department of Main Roads and the City of Gold Coast. Proposed events for the rest of 2019 include Father’s Day stall and a Term 4 disco, need to work with the school on a date ASAP as it is a very busy time

of year for staff and students. Sharon reminded the P&C of the importance of 12-month planning for events; however, this was not possible for this year due to the significant change of P&C Executive Committee members.

7 Treasurer Report Bank account statements

• Bendigo Bank, School Building Fund – Savings AC (044): $10,691.28

• Bendigo Bank, School Building Fund – Transaction AC (988): $799.35

• Bendigo Bank, General Savings AC (887): $782.52

• Bendigo Bank, General Transaction AC (838): $21,827.56 Due to extenuating circumstances a full financial report of the recent

events, GLOW disco, Bee Educated Day and Mother's Day stall were

unavailable for this meeting. These events financials will be reported on at

the next general meeting, Wednesday 4th September 2019.

Proposed Motion: That $6,500 be approved as the budget for purchasing goods for the Father’s Day Stall. PROPOSED: Angus Forsyth SECONDED: Mel Bryson PASSED: Yes Proposed Motion: That $450 be allocated to a new prepaid VISA card, to be used for purchase of supplies for P&C PROPOSED: Angus Forsyth SECONDED: Michelle Davis PASSED: Yes An executive decision was made due to extenuating circumstance to approve a budget of $800 for costs associated with Bee Day event stall. $650 worth of equipment to be donated to Inclusion Support Team as part of the ongoing Rebel Sport Kickback Program.

8 Grants Cyberbullying Grant - Queensland Government

• Grant application has been submitted for the purpose of funding a senior campus podcast, ran by students

A discussion was held around the gathering of a database of grants available to the P&C. Katie Garrett is assisting with the compilation of this database and will forward to Rochelle to review, advise what is best to apply for and to redirect to relevant Varsity College faculty to assist with application where needed.

9 Sub Committee Report & Financial Statement

Andrea, P&C President asked school representatives Sharon and Rochelle whether there were specific projects the P&C fundraising efforts could be directed. Sharon Schultz advised that the priority for all fundraising efforts needs to be concentrated on the continuation of funding air conditioning at the senior campus through the School Building Fund Sub Committee.

10 Other Reports Executive Principal – Sharon Schultz

• Tabled – see attachment 1 With regards to the 2020 Student Resources Scheme and Fees, Motion by Executive Principal – The P&C Supports the SRS as described – see attachment 2

PROPOSED: Andrea Williams SECONDED: Bec Campbell PASSED: Yes 11 Motions on Notice No motions on notice

12 General Business Prep Gate Entrance Issue

• Requested for the gate to be opened to avoid issues with bikes and large volume of students and parents trying to access this entrance. Rochelle has advised she will see if a senior primary student monitor is available to assist better flow of traffic through these gates.

Separate Year 6 End of Year Disco

• A discussion was held around running a free disco for year 6 students in term 4, Executive Committee agreed this was a good idea. Further discussion and planning is required to develop this event.

Facebook

• Katie Garrett to forward plan social media promotional requirements for both the P&C and to support the College

• P&C will liaise with Varsity College staff member Renee White to progress school priorities for promotion on the P&C facebook page

13 Review of events since last meeting

Woolworths Earn & Learn Stickers

• Fundraising ended on 24th June 2019, special thank you to Bec Campbell and Melanie Bryson for their efforts on this program.

• Great outcome with equipment supplied to both Primary and Senior campus.

• TBC how much the school has raised through this program. Bee Day

• Very successful event, with positive feedback from students, teachers, staff and media whom attended on the day

• Thank you to Cindy Paterson for all her work on this event GLOW disco

• Disco was well attended by students

• Teacher support and participation was really needed during the Prep disco, revision of the process used to communicate expectations to teachers is required for further disco’s that run during school hours, Deputies need to be included in all communication to teachers.

• In order to successfully run future disco’s, there is a need for a lot more voluntary support by parents. This disco was held together largely by two people, Joella Targett and Angus Forsyth at great personal expense.

• A very special acknowledgement of Joella and Angus hard work and the many hours they contributed to making this disco such a success for our students

Current events Nil

Upcoming events Event planning for full 2020 calendar year needs to be considered and submitted for approval to Varsity College prior to the end of Term 3 2019. Father’s Day Stall

• Budget approved during this meeting for Father’s Day stall purchases

• Stall to be held at the Primary campus on 27th and 29th August as outlined in the College term planner

• Volunteers required, Executive Committee to begin a recruitment drive for this event

Disco Term 4

• Proposed date to be submitted to the school for approval during Term 4 2019

• Consider whether P&C has enough voluntary support to make another disco happen during 2019 school year

Winterfest Saturday 3rd August

• P&C to run an information stall at Winterfest and propose that we sell Varsity College student artwork on cards as a fundraiser

• Rochelle to assist in the coordination of student art so that photos can be taken and printed for cards

• P&C President, Andrea to progress actions required for this event

Other Nil Applications for

membership and recording of new members

Tracie Ramos

Motions Proposed Motion The P&C propose a motion to accept membership application from Tracie Ramos. PROPOSED: Andrea Williams SECONDED: Katie Garrett PASSED: Yes

Meeting CLOSED 7.57PM Next General Meeting Wednesday 4th September 2019,

The Globe, Primary Campus

These are the official minutes and we the undersigned acknowledge they are a true and accurate record of the

meeting on the 24th July 2019.

Name: __________________________________ Signed: __________________________________

Name: __________________________________ Signed: __________________________________