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MiNUTES OF THE general meeting of hinton school
p & c Association inc.
3 August 2011
Meeting opened: 7:08 pm
K.Kennerson presiding, welcome everyone.
Present & Apologies : As per attendance book.
Minutes: The minutes of the previous meeting were read and passed as true and correct.
M: S. Baird S: K.Kennerson
Business arising from minutes:
Haven’t heard anything regarding the trivia night from Neil Munroe, date is yet to be decided.
Has anything happen regarding Year 6 disco, could we check and see if Year 6 wish to run as fundraiser or maybe P&C run as a fundraiser up for discussion later.
Kaylene Kennerson has the shopping trip list if anyone would like to have a look at.
Correspondence: (In and Out) as per book
Our insurance has arrived and needs to be attended too.
Email that not sure about - Ken Sharkey will look into
M: J.Douglas S: K.Kennerson
Treasurers Report:
Opening Balance June 2011 - $4,736.81
Balance as per book June 2011 - $6,177.93
Opening Balance July 2011- $6,177.93
Balance as per book July 2011 - $5,309.79
M: J.Woodward S: S.Baird
Can an audit take place to make any stock left after an event an asset - for the next fundraiser.
Need a float for zone need $500.00 cash to start.
M: M.Hawkins S: S.Baird
A cash advancement of $800.00 was given to Genevieve Leonard up front to pay for zone carnival food and preparations, this was given with executive approval.
There needs to be some sort of procedure put in place to assist organizer to pay for food etc in advance and not pay money out of their own pockets.
Michelle Hawkins would like a petty cash put in place as well. There was no resolution.
Presidents Report:
Mrs Burton has given a letter regarding the sport carnival and how it was very nice that the children were in their sport’s colours for the carnival and that it would be good if they had that all the time for sport. Many school do have a sport’s uniform and it would be good if the school had a sport uniform.
Kim Lantry will find out how much it will cost for the shirts to be the different colours with the logo on them.
Leanne Smith has ordered Father’s Day stall gifts to the price of $567.50 a cheque has been written.
Uniform Co-ordinator
Are we allowed to put out a sign in the uniform shop. Sorry No cash No Merchandise sign.
M:K.Kennerson S: S.Baird
Canteen Report:
I would like to thank Mr Milson for donating 20 x Dozen Eggs. I wish to acknowledge a thank you to him.
Attached at the bottom of the page is the canteen report.
Principals Report:
With the canteen role, I assume all is good.
We made the executive decision to give Genevieve Leonard the advance payment for the zone carnival of $800.00.
Received the letter from Mrs Burton regarding the uniform as Kaylene Kennerson mentioned in her report.
Computers will be moved in the computer room on 28th August, we have received 3 quotes just need the money.
Our girls touch football team were defeated 5-4 by Metford in the PSSA competition. A second team participated in a 2nd social game. It was a fun day by all thank you to the escorting parents.
Education week Genevieve Leonard was recognized for her continued work on the school vegetable garden. Kim Lantry and Sue Allen for their outstanding work with Active After School Communities program. Georgia Kennerson for her school citizenship and of course Mrs Drayton for her excellent teaching.
Grandparents day was a big success with the Senior/Junior Choir performing with Starstruck dances. Mark Cridland of course entertained everyone. Thank you to Mrs Burton and Mrs Burton, Mrs Winchester and the volunteers in the canteen and lovely scones.
If there is a school lockdown, whom ever is on canteen must shut the canteen and walk out.
OH&S Regulations is the canteen cannot have anyone under the age of 18 years inside.
General Business:
Ken Sharkey motions the canteen closure on the 1st and last week of term be a term by term bases. If the canteen receives the volunteers to be open.
M: K. Sharkey S: G.Leonard
Is there a Junior Vice President, so meetings can still go ahead. Staci Baird said she has this role. Jackie Woodward will look into it.
Can there be supervision for the zone carnival like there is for starstruck, as all parents will be working in the canteen. Ken Sharkey will look into it.
When does the soft fall need to be replaced. What is the legal height?
Genevieve Leonard put forward there be an Event Procedure to go ahead for receiving advance payments for food, hiring and goods with an estimate cost with receipt given with change within the 5 days of advanced payment for Carnivals and events. G.Leonard will type up a procedure with every aspect. Also, format the event to be for the computer in the office.
M: G. Leonard S: K.Lantry
Jackie Woodward proposed an Art Festival to be held at school in February 2012 to assist the P&C with the cost of starstruck. Proposal at the end of minutes after the canteen report.
M: J.Woodward S: S.Baird
Kaylene Kennerson has a letter back for the bus trip. Another note needs to be issued to make profit there needs to 38 people on the bus. The frozen vegetable finishes in October if we want to go ahead with it Elizabeth Drayton wants to know if there needs to be a system in place.
Are we doing the Coles voucher? A staff decision is Woolworths only as they have art and stationary and it is best for parents to concentrate on one shopping voucher at a time.
Meeting Closed: 9.26pm
Next Meeting: 14 September 2011 . All are welcome.
CANTEEN REPORT
Canteen
- Canteen will be closed 1st and last week of each term.
- Rochelle had roster out end of last term
- May be meal deal last week of term. Need an organiser
- Canteen role description has been provided by Principal.
- Belinda unable to find box of Zooper Doopers, invoiced as delivered.
- Belinda has ordered a lot of foods required for Zone from regular suppliers.
HPS Sport Carnival
- Sports Carnival profit of $596
- Not much left over see (spread sheet), mainly only drinks inherited from Bunning’s BBQ which will hopefully sell at Zone Carnival.
- Taking school pie warmer to Stuart Park great success as lunch orders bagged, served warm and on time.
- Plenty of parents helped on the day.
- Thank you note went in school newsletter.
Small School’s games day
- Meal deal offered in line with deal offered to Y3-6 by Largs PS; $2.50 - Sausage sandwich, juice piece of fruit, $1 extra. Will only make minimal profit.
- HPS to host 149 K-2 kids. Received orders for 165 orders.
- Postponed due to rain. Yet to be advised of rescheduled date.
- Sausages & drinks have been purchased. Sausages frozen. Drinks are in drink fridge.
- Canteen volunteer to cook & teachers to serve on the day.
- Fruit being donated by Mrs Eade Armstrong. Need to advise her when given new date.
- Bread to be purchased.
- Am unaware of which schools have paid for meal deal. Mrs Jordan would know and has held on to any monies.
Zone Carnival
Contacted Trish Cherry & Kathy Gibb re previous carnivals. Trish’s memory provided invaluable information.
- Thornton PS zone info supplied by Mrs Burns, 26 schools compete. Estimate we will be catering for at 800 - 1000.
- Contacted Thornton PS to discuss how they did Zone.
- Newsletter notice issued
- Helper note issued. Response o.k
- Roser issued
- All parents attending will be required help.
- Price list’s printed
- Restocked our event containers.
- 20 Dozen eggs donated. Thank you Mr Milson
- Steve Walterback providing 2nd BBQ. Thank you Steve
- 100’s & 100’s of bags of lollies packed. Thank you Jacob, Belle & Elliott.
- Rosemary Brahe lending fresh food containers. Thank you Rosemary.
- Lettuce, tomatoes, cucumbers & onion purchased this morning at Sandgate Market.
- 500 coffee cups & lids, 800 servietties, 600 ziplock small bags purchased
- Confectionary, chips, etc purchased.
- Meat ordered
- Bread ordered
- Pies & sausage rolls ordered
- Chicken Chippees purchased
- Cool room trailer booked
- Fold-up tables borrowed
- Electric cords, powerboards borrowed
- Safety bunding & posts borrowed
- Car freezer borrowed. Anyone else got one?
- MONEY
- Requested funds, received Cash Advance of $800.00. Thank you Treasurer
- Requested Michelle Hawkins take charge of money at zone.
- $500.00 Float required on day of zone
- $100.00 cheque required. Morpeth Bakehouse (50 loaves)
- $70.00 cheque required- Hudson Caterer’s (Coolroom)
- $300.00 cheque required - Telarah Pies (100 pies 100 /rolls
- $121.89 cheque required - Coles (70 loaves 66 hd rolls)
THURSDAY 4/8/11 (tomorrow)
-11am Collect ham & milk, etc Woolworth Greenhills.
- 1pm Mr Milson delivered eggs to HPS canteen.
- 1.30 Rosemary Brahe to help prepare HPS canteen.
- 3pm Need someone to collect 50 loaves, Morpeth 3pm tomorrow
- 3.30pm at HPS
Ø Sandwiches to be prepared
Ø 10kg onions to be cut
Ø Slices & scones to be individual wrapped & labelled
Ø Coolroom to be loaded with
· Drinks
· Sandwiches
· Eggs salad supplies
· Margarine
· Milk
· Sandwich fillings
Ø Load Kim or Genevieve vehicles with
· School BBQ
· 1 fold up table
· Cuppa, BBQ, stationary & Cleaning containers
· Sauces
· Coffee, tea & milo
· Coffee cups, lids & serviettes
· Confectionary
Ø Load Steve Walterback trailer:
· 2 School gazebo’s
· 2 fold up tables
· His BBQ
· Safety bunding and posts
Ø Load other Vehicles with
· 1 HPS canteen pie warmer
· Potato chips
· Canteen chip rack
· Eskies
· Urn
- Collect Coolroom 4 pm tomorrow at Heatherbrae
FRIDAY 5/8/11 Zone Day
- 6am Genevieve collect Chicken Chippees & Zooper Dooper’s from Canteen freezer.
- 6.30am Kim to collect 70 loaves Coles
- Collect Woodberry Cnateen key 6.45am Friday from Michele McPhail. 17 Lawson Ave Woodberry (0410 664 363)
- 7am Kim & Genevieve unlock canteen
- 7.15am BBQ1 unloaded & fired up.
- 7.30am Morpeth Butchery delivering meat to Woodberry.
- 7.30am Telarah Pies delivering to Woodberry.
- 7.30 ZONE CANTEEN OPEN FOR BUSINESS.
- 4pm Coolroom to be return
- 4.30pm onwards canteen key returned to Michele Mc Phail
- 4.30 onwards unload basics at HPS.
Fundraising Idea for Starstruck & P&C 2012
The Arts at Hinton
· Possible date to be held Mid February or Week 3 2012, maybe on weekend day
· Venue - Hinton Public School
· Community involved fundraiser going towards star struck and the computers.
· Advertising the school and promotes businesses in many different art fields.
· Possible cost for entry $2.00 per person or $5.00 per family
What’s on:
v Dancing:
Ø Hinton Students
Ø Local Ballet studio’s in Morpeth, Hinton, Bolwarra, Maitland, Raymond Terrace (they can perform their previous year concert dancers)
v Singing:
Ø Hinton Students (choir)
Ø Asking local Singing studio’s
v Talented Musicians:
Ø Hinton Students
Ø High School Students & Music Studio’s
v Martial Arts display:
Ø Local tae kwon do and karate demonstrations
v Art:
Ø Hinton students (canvas competition - drawing and paintings $2.00 entry approx per entry) - Same as fete
Ø Wallalong preschool (canvas competition)
Ø Local drawing studio’s for display
Ø Tafe students for display
Ø University students for display
v Craft
Ø Asking talent people to display craft (tapestry guilds, quilting guilds)
Ø Scrap booking
v Cake Stall
Ø Hinton Families to bring a cake
Ø Have tea & coffee
In Detail and The Reason for Mid February 2012
DANCING
SINGING
MUSIC
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