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Minutes of the
Woodvale Primary School P & C Association
Annual General Meeting
Wednesday 19th February 2013
7pm WPS Conference Room
Present
Darryl Ruland (Vice President)
Kristi Ruthven (Secretary, Safety House)
Judy Davis (Ex Officio)
Ulla de Jayer
Avril Clark
Clare D’souza
Kylie Smyth
Melissa Patterson
Kelley Matthews
Lyndell Bohnen
Ashleigh Larner (Treasurer)
Nathan Murray (Grounds)
Neil McCallum (Principal)
Rob Fairholme
Zara Mokrzycki
Kate Brown
Fiona Pengelly
Cally McNeill
Kerryn McKenner
Karen Looney
Apologies: Kelly Ruland, Samm Grant
1
Welcome
Outgoing Vice President, Darryl, opened the meeting at 7:15pm and welcomed attendees.
2
2.1
Outgoing President’s Report
Darryl read his report (attached to these minutes).
3
Presentation of Audit results and Appointment of Auditor for 2014
3.1 Outgoing Treasurer, Ashleigh, explained the financial audit was not able to be
completed over the holidays as planned as she did not receive all required documentation
from all sub-committees in time. It is a requirement that the audit be completed and
submitted to WACSSO within one month of the AGM. Therefore, all paperwork must be
given to Ashleigh by COB Friday 21st February at the latest.
It was agreed to pay the auditor, Ian McCallum CPA (brother of Principal, Neil McCallum) for
his services with a gift voucher, as was done in 2013.
Motion (Ashleigh Larner, Seconded: Rob Fairholme):
“That the P&C purchase a $200 restaurant voucher as payment to Ian McCallum for
conducting the 2013 P&C financial audit.”
All in favour – CARRIED
Ashleigh recommended the P&C engage the services of Ian McCallum (CPA) for the 2014
audit.
3.2 Annual Financial Report 1/1/13 – 31/12/13 was tabled (not yet audited).
Westpac Cheque Account
31/12/13
$ 8,303.60
Westpac Community Res.
31/12/13
$ 35,420.78
Total liabilities
$ 26,339.40
Total Funds available as at 31/12/13
$ 17,384.98
7:25pm Lyndell entered the meeting
Woodvale Primary School P & C Assoc. –DRAFT MINUTES ANNUAL GENERAL MEETING 19th February 2014
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4 Declaration of 2014 Committee positions vacant
Darryl declared all position vacant.
5 New / Renewal P&C Membership subscription
All present were encouraged to join the 2014 P&C committee and pay the 20c annual
membership fee (as per Regulation 124(2)(a), School Education Regulations, P & C
Constitution Rule 6.1).
6 Call for Nominations
A number of nomination forms were received prior to the meeting.
Executive
• Only one nomination per position was received for the President, Vice President,
Treasurer, Secretary, and Executive Member: Secretary Support and Webpage
positions.
• Two nominations per position were received for the Executive Member: Treasurer
Support and the Executive Member: Short Term Projects positions. Nominees
discussed the positions and reached a mutual agreement without the need for a vote.
• Nominees were voted into the new 2014 Executive Committee unanimously.
Sub-Committees
• Nominees were voted in unanimously as the new 2014 Sub-Committee Coordinators
POSITION
PRESIDENT
NOMINEE
Kate Brown
VICE PRESIDENT
Darryl Ruland
SECRETARY
Clare D’souza
TREASURER
Ashleigh Larner
EXEC
MEMBERS
CLASSROOM REPRESENTATIVES
SEC. SUPPORT
Kylie Smyth
TREAS. SUPPORT
Kerryn McKenner
WEBPAGE
Kelly Ruland
S/T PROJECTS
Nathan Murray
K1
K2
PP1
PP2
Area 2
Area 3
Area 4
Area 5
Area 6
Area 7
Area 8
Area 11
Area 12
Area 13
Area 14
Area 15
VOLUNTEER REQUIRED
Lyndell Bohnen
Zoe Hancock
Karen Looney
VOLUNTEER REQUIRED
Alison Curran
Melissa Patterson
VOLUNTEER REQUIRED
Samm Grant
Kylie Smyth
VOLUNTEER REQUIRED
VOLUNTEER REQUIRED
VOLUNTEER REQUIRED
Avril Clark
Rob Fairholme
VOLUNTEER REQUIRED
Woodvale Primary School P & C Assoc. –DRAFT MINUTES ANNUAL GENERAL MEETING 19th February 2014
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Area 16
CANTEEN
DISCO
GROUNDS
COMMUNITY
SAFETY HOUSE
STUDENT BANKING
VOLUNTEER REQUIRED
Melissa Cook©
Alison Kepplinger (Manager)
Trish Keegan
(Manager)
Melissa Patterson
Petra Zanuttigh
Rose Fisher
Nadine Pyke
Kylie Smyth
Rebecca Evers
Nelita Hills
Fiona Pengelly ©
Kylie Smyth
Rebecca Evers
Zoe Hancock
Amanda Skuba
Rebecca Armstrong
Kelly Ruland
Mikala Courtney
Nikki Wann
Katherine Spinks
Nathan Murray ©
Darryl Ruland
Rob Fairholme
Ross Bohnen
Cara Murray
Lyndell Bohnen
Kelley Matthews
Kylie Smyth
Kelly Ruland
Ailsa Tonemann
Kristi Ruthven ©
Samm Grant
Heather Silva ©
GENERAL MEMBERS
Ulla de Jayer
Zara Mokrzycki
EX-OFFICIO
Neil McCallum
Judy Davis
Cally McNeill
7 Authorised Signatories to Bank Accounts
With the appointment of a new committee, the following changes will be made to those
authorised to sign off on payments made from the P&C Westpac bank accounts:
• The role of Administrator will be transferred from Richard Cornall to Ashleigh Larner.
• Online payment and cheque signatory authorisation will be given to:
o President – Kate Brown
o Treasurer – Ashleigh Larner
o Executive Member: Treasurer Support – Kerryn McKenner
Woodvale Primary School P & C Assoc. –DRAFT MINUTES ANNUAL GENERAL MEETING 19th February 2014
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•
Additional cheque signatory authorisation:
o Secretary – Clare D’souza
These new authorisations will override authorisations given in 2013.
8
WACSSO Conference Delegate
Action: Clare to add “WACSSO Conference Delegate” to the agenda for the next meeting.
9 Next meeting date
The group agreed for the next general meeting to be held in two weeks time on Wednesday
5th March.
10 Bush Dance
Discussion around holding a social event in Term 1. In previous years the P&C has hosted a
Bush Dance at the school in Term 1.
Motion (Lyndell Bohnen, Seconded: Rob Fairholme):
“That the Community sub-committee arrange a Bush Dance, or similar community
night, in Term 1 2014.”
All in favour – CARRIED
Motion (Lyndell Bohnen, Seconded: Zara Mokrzycki):
“That $2000 be allocated towards the costs for the Bush Dance (or similar community
event).”
All in favour – CARRIED
11 Sub-committee financial processes
Ashleigh explained she would like to attend the initial meeting of each sub-committee to
explain financial processes and responsibilities for each committee.
12 Close
In closing, newly elected President Kate thanked Kristi for her efforts over the past two years.
Neil congratulated the new office bearers and introduced Cally McNeill, new Deputy
Principal, to the group.
Next meeting:- Wednesday 5th March 2014 @ 7pm WPS Conference Room
Meeting Closed at 8:17pm
Woodvale Primary School P & C Assoc. –DRAFT MINUTES ANNUAL GENERAL MEETING 19th February 2014