Return to Minutes 2003

Minutes of meeting 1 April 2003

PRESENT:
* Chair
+ Minutes		 *Joe McSherry, Chris Burrows, Russell Parry, +Ian McKenzie, Linda Rogers, Sharyn Woodhouse, Alan Warne, Colin Croudis, Diane Taylor, Mark Robertson, Dinah Stokes, Kim Dale, Steve Fraser, Paul McWilliam, Trisha Wells, Anne Martin, Pamela Camp
APOLOGIES: Corinne Haines, Margaret Lavery, Janusz Bonkowski, Mike Lindroos, Beth Rooke, Martin Ross, Margot Minet, Ann Porter
ACTION
1. Minutes of previous meeting
The minutes of the 4 March meeting were approved.
2. Correspondence
Repertory Theatre tickets available for PTA members for 31 March (too late!).
3. Welcome
The meeting extended a welcome to those attending for the first time.
5. Reports
Treasurer
Ian presented Corinne Haines’ report (attached). The financial situation has only changed since March meeting by two payments totalling $80.25. Current account balances $49,963 plus $23,098 debtors.
A vote of thanks was given by the meeting (Russell Parry/Diane Taylor) to Corinne for her great work as PTA treasurer.

Headmaster
Colin reported that: A new teacher (replacing Bruce Kearney) and groundsman have been appointed; The teacher of Maori has been injured and a temporary replacement is needed. Anyone who knows anyone suitable please contact Steve or Colin.

 All
Colin is away for term 2, Paul McWilliam and Mike Lindroos stand in for him; Sara Kirk (yr 11 Dean) is also away for the term.
Summer tournament held with 20 of the 48 teams through to national championships; Local drama competition held - Paul van Uden selected for special courses as a result; Byron Newton to Youth band, playing in Westminster Abbey on Anzac day; School finances in good order; work day - school council has chosen to spend funds on a projection system for the hall, remainder of money may be used for a heating system for the school pool, possibly exploring a water wheel as a technology project; requests for "renovation day" received from Mrs Uren; prioritised request from staff for funding presented to PTA; teachers collective agreement increases non-contact teaching time (over the next 3 years) from 3 to 4 then 5 periods (in a 25 period week). No undertaking yet from the Ministry to fund this increase. Colin has advised Board that any surplus this year should be reserved in case it is needed for this purpose in future years.

Hostel
Diane Taylor reported that a parents evening was held on 28 March.

Te Kura Trust
Russell Parry advised that the Trust met on 3 March. That there has been an income on investment this year is pleasing (considering the state of the money market). Te Kura will fund the first year laptop computer lease for teachers. Web site exposure for the Trust has been requested.

 Colin
Officers are elected for a 3 year term and 2 are needed from the PTA.
Nominations were then called and Russell Parry (Chris Burrows/Diane Taylor) and Sharyn Woodhouse (Diane Taylor/Russell parry) were nominated and elected unopposed.
Ian is to advise Mr Murray Mowatt (Trust Secretary) of this.		 Ian

Debate
Chris Burrows reported that the debate produced $5,000 each for Boys & Girls Highs. The date chosen was subject to some changes to suit availability of debaters and did unfortunately end up as a rugby night. The meeting extended a thank you to Chris, Joe and the others who put in a considerable effort starting last year to make the debate happen. A possible alternative joint fundraiser will be explored with Girls High.

Renovation day
The date is 3 May (first Saturday in term 2). Mark Robertson is to coordinate the day and has the following list from Mrs Uren:

 Mark

Swimming pool paint stands, additional seating in middle of changing areas
Archive photosSort and hang throughout school
Curtain repairsvarious
Display cabinetsclean cups, clean glass
Clean carpetsrooms 9 & 10
Storage areasre-organise/shift files
Electriciansmany required to check equipment in science, graphics area
Gardenstidy
Groundspick up leaves etc

Notice to go in newsletter describing requirements & with response form. A5 reminder to boys in 1st week of term 2, also with response form.

 Paul
Consider signs on school fence Mark/Paul

Catering Committee
ANZAC day morning tea: volunteers identified for this. Chris to phone others on PTA not at the meeting

 Chris
Joe to advise the group where preparation is to be done Joe

Board of Trustees
Meeting usually 4th Tuesday of month, 3.30pm in the Library classroom. Board papers are available prior to each meeting if anyone wants to see them. AGM is 4.30pm 6 May

 All

Parents Forum
Russell and Chris discussed a possible Parent Education Scheme. Lindsay Thorn is to be invited to the 6 May PTA meeting to discuss this further.

 Russell
It was acknowledged that we need to avoid any conflict with Yellow Ribbon and Eliminating Violence programmes.
4. Reimbursing allowance
Joe is to discuss this further with Sally Cron and Marg Bennett and bring a recommendation on a fair apportionment of the reimbursing allowance to the next PTA meeting. 		Joe
5. Lockers
Steve has found sites around the school for 230 more lockers. New lockers are being costed at present. There are 28 boys on the waiting list and lots of phone calls about lockers. Steve has allocated lockers closest to boys form classes and new allocations will be made on a similar basis. Anyone on the waiting list spotting an unused locker should see Steve and he will check the database.

$2,000 is to be provided by the PTA to the school as a first step toward new lockers (Chris Burrows/Trisha Wells)

Beth/Steve
6. Other business
Parent evenings are arranged - Yr 9 on 5 May; Yr 10 on 13 May; Yr 11, 12, 13 on 15 & 19 May.
29 May is Open Night - opportunity for a PTA tour of the school. To be arranged at the next meeting		 Joe/Paul

PTA fundraising
Joe advised the meeting that only 150 parents purchased tickets for the debate and that considering the effort required to run it that perhaps the PTA donation paid with the school "fees" is a more effective fundraiser. Currently $10 is requested and >96% of parents pay this. Joe is to look at other schools fees vs PTA donations in preparation for discussing a possible increase at a future meeting

 Joe
A decision is not urgent as although the school prospectus is being prepared now & "fees" are listed, the PTA donation is not. Joe also suggested that perhaps the PTA should look toward networking with parents, education and social type events rather than just fundraising.

Staff Finance Committee requests
Colin tabled the request for $40,521 (excl GST) composed of 17 items on a prioritised list (see below). The request follows discussion with the Board of Trustees and Te Kura Trust on the best way to finance various items needed for the school.
There was some spirited debate on the procedure for approval of this expenditure and the motion - (Diane Taylor/Joe McSherry) "That the request for $40,521 for items on the 2003 capital priority list be paid by the PTA from accrued funds" was then carried by the meeting.

 Beth
It was further agreed that to improve this process in future years, when the wish list is available the treasurer is to prepare a report indicating the PTA balance and expected income and expenditure for the year so that this information can be assessed along with the request for funding. Future treasurers

STAFF FINANCE COMMITTEE
2003 CAPITAL PRIORITY LIST (March 2003)

1 Scanners 6 for various departments $2,700
2Printers5 Network Printers$6,000
3Data ProjectorClassroom Use$6,000
4UPSUninterruptible Power Supply$3,000
5RAID ServerTo increase speed and security of network$3,500
6TV Monitors5 29" for various departments (to be used in conjunction with laptops)$5,000
7VCR's2 VCR's - various departments$600
8Tape/CD PlayerFor Library$180
9GroundsHedge Trimmer$780
10ArtPrinting Press$3,750
11Graphics/DesignDrop Saw$1,562
12"Angle Bending Machine$980
13"Threadmaster CarbacTec$671
14"Plasma Cutter$2,888
15EnglishFiling Cabinet (4 drawer)$310
16ScienceElectrophoresis Sets$400
17PCfor Graphics$2,200
TOTAL (excl GST)$40,521

NEXT MEETING:6 MAY, 7.30PM STAFFROOM
Agenda items:
Canteen Coordinators Reimbursing Allowance
DISTRIBUTION:PTA membership list, School web site