Return to Minutes 2004

Minutes of meetings 6 April 2004

PRESENT:
* Chair
+ Agenda/Minutes		 *Russell Parry, +Ian McKenzie, Diane Taylor, Anne Martin, Anne Porter, Janusz Bonkowski, Beth Rooke, Paul McWilliam, Chris Burrows, Mark Gibbs, Margaret Lavery, Pamela Camp, Joe McSherry, Trevor McIntyre, Trisha Wells, Miriam van Riel, Chrissie Chan, Lyn Le Prevost, Julie Daly
APOLOGIES: Sharyn Woodhouse, Kim Dale, Steve Fraser, Margot Minet, Alan Warne

Minutes of Special General Meeting, 6 April 2004

The purpose of the meeting, as signalled at the February AGM, March PTA meeting and by circulation of draft rules, was to discuss and amend the PTA rules.

A draft set of rules, based on the 1959 rules, was prepared by a sub committee and circulated to the PTA prior to the special general meeting. These draft rules were used as a basis of discussion and amended by the meeting.

Amendments were made to draft clauses 1, 4, 7, 9, 10, and 16 and the amended draft then adopted as the PTA Rules (moved Russell Parry, carried).

The special general meeting then concluded.

Minutes of Ordinary General Meeting, 6 April 2004

Present & apologies: as recorded above for the Special General Meeting

ACTION
1. Minutes of previous meeting
The minutes of the March meeting were approved.
2. Actions from previous minutes
Canteen staff employment contracts
Two draft contracts have been prepared by the school and discussed with the staff. Trevor is pursuing the contracts on behalf of the school.

Chris still to contact Mark Robertson to see whether he will convene the Maintenance committee

Chris Burrows
PTA Meeting day.
It was decided that this will stay at 1st Tuesday of the month.

Wish list
It was agreed (moved Janusz, seconded Diane) that the PTA transfer $51,000 to the school to be spent on the staff list of capital purchases. The items were identified on the list distributed to the PTA and Trevor is to identify these in the next newsletter.

Trevor
3. Reports
Headmaster
Term 1 has, unusually, been an 11 week term. $22k in scholarships have been awarded. Tournament week has been held. Academic colours & Blues have been awarded at a ceremony with winners and parents. Successful Significant male & boys sporting day held, 40 attendees. Reports have been sent out, parent evenings next term. Newsletter over holidays & questionnaire with 200 questions & asking parents for their 10 most important matters. Similar survey to staff. Still in negotiation with Ministry of Education over building funding. May have to stage some of the work. $30K from Work Day to go to swimming pool cover and heat exchanger.

Treasurer
Janusz gave a verbal report on current balance and likely balance at the end of the year based on income in previous years. Now has volumes of material from Corinne.

Catering
ANZAC day - 8 people needed to prepare sandwiches.

All
Joe to arrange in Kim’s absence. Russell to contact Kim to see if he will take the coordinators role Russell/Joe
Uniforms
Anne Porter has liaised with Margaret Lavery. Margaret tabled the following report and presented a cheque to the treasurer:

Proceeds of Profit Made By Uniform Sales: Cheque Enclosed $9,980.00 which represents a net profit of 14.84 %.
Honorariums have been distributed according to the principles laid out in the February minutes 2003. It was approved by the executive to distribute the $1000.00 to the three permanent helpers in this ratio: 2 x $300.00 and 1 x $400.00 as this person is carrying the extra responsibility of being a key holder.

Suggestions Open for Discussion:

Background
The split for payments of sales of garments has been 75% to owners and 25% for PTA ever since the inception of the Sharing Shed.
Is it time for a change?

Accounts
While most items purchased are paid at the time, accounts are starting to increase.

This is very time consuming to recoup! Postage, phone calls and further documentation, photocopies and a lot of time!

A charge of $5.00 to be made and deducted if paid by the 20th of the month.

Vacancy
The position of Convenor is once again up in the "Situations Vacant" column!
If anyone is interested please make yourselves known I am happy to once again stay on to support the "Incoming Convenor" for a period of time.

It was agreed that the split for payment will stay at 75/25
It was agreed that a $5.00 may be made for late payments
It was suggested that an advertisement for a Uniform Shop Convenor be placed in the newsletter

Margaret/Trevor
Anyone with ideas on who may be interested to let the PTA know All
Russell can arrange for EFTPOS/credit facilities for the annual sales day Margaret/Russell
Greater promotion needed to increase new uniforms sales. Trevor suggests and advert in every newsletter stating that the PTA profits from this and that costs are competitive. Anne/Margaret

Hostel
AGM is 25 April - Anzac day. Chris Thompson is acting catering manager.

Board of Trustees
Election held. Note: Results published in Press 16 April

Te Kura Trust
History of the Trust has been prepared.

Chairman’s 2002 report is on the web site, Russell to ask that this be updated with the 2003 report and the history be put up there se well

Russell
4. Correspondence
School Newsletter closing day - already past

Next meeting:TUESDAY 4 MAY 2004, 7.30PM SCHOOL STAFF ROOM
Distribution:PTA membership list,
School web site - http://www.cbhs.school.nz/family/pta/