Parents & Friends of Papamoa College ANNUAL GENERAL MEETING Wednesday, 4 July 2018, 6.30pm Staff Lounge PRESENT: Nicki McLaren, Kath Sargent, Clare Langdon, Loretta Johnstone, Lisa Morse, Fiona Mackay APOLOGIES: Elna Steenkamp, Tracey Cumming, Signe Bokaer-Wilkinson CORRESPONDENCE Inwards: Business Directory Enquiries from Inspire Me Health Coaching, Papamoa Dental Association, EmbroidMe, Grow ECE, Avantiplus Enquiry from Avantiplus to set up a loyalty scheme through the store Enquiry from Bay Underwater Supplies to price out and supply extra bike racks, and a note of thanks to the group for their efforts to support the college. Bayfair Acknowledgement of Gift Wrapping Application Outwards: Database - Group Update - Support request for sponsorship and specific group roles - AGM Notice Sponsorship Application to Barrett Homes Gift Wrapping Application to Bayfair CONFIRMATION OF LAST MEETING MINUTES Motion that the minutes from the last meeting are true and correct: Moved: Loretta Seconded: Clare CHAIRPERSONS REPORT Nicki presented her report noting the successes of the past year and thanking everyone, their families and the community for their support over the past year. Chairperson Report Attached. FINANCIAL REPORT Net Fundraising Total $18 325.07 Purchases $13 248.65 As per financial report, attached. Clare is exploring different accountant options to see if we are able to get a local accountant to audit our accounts. Current Report Pies have raised approximately $1 400.00 Elna will follow up with OJI about outstanding payments.
Nicki suggested that we look at putting some money into Term Deposit to try accrue interest. RESIGNATIONS All officers resign informally to allow opportunities for new members. Motion to re-elect all past members, unless they have formally resigned. Moved: Nicki Seconded: Loretta ELECTION OF OFFICERS Chairperson: Nominations: Nicki McLaren Second: Clare Accepted Treasurer: Nominations: Clare Langdon Second: Kath Accepted Secretary: Nominations: Kath Sargent Second: Loretta Accepted Vice Chairperson position will not be filled this term. SIGNATORIES Motion to keep three officers as signatories, and to have payments authorised and cheques signed by any two. Moved: Nicki Seconded: Kath NEW MEMBERS New members were welcomed to the group. Elna Steenkamp will retain the position to be the Staff Representative for the group. Fiona Mackay has been welcomed as a new member of the group. Lisa and Tracey will also sign on officially as members of the group. GENERAL BUSINESS Easy As Pie Sales have increased again this year, with total sales currently coming in at $10 457.50. Nicki will ask Cath Neidhardt or Tracey Gibson to present the prizes at the next Lower Middle School Assembly which is to be held in the second or third week of Term 3. Nicki and Clare will arrange the prizes for the top sellers. Action: Nicki Clare Van Sponsorship The group will be able to contribute $20 000.00 to the purchase of the van. We are seeking sponsorship for $40 000.00. The school will help to cover a shortfall up to $20 25 000.00, if needed. Following a meeting with the General Manager of Barrett Homes, an application and sponsorship proposal has been submitted to them for $20 000.00 for van sponsorship. They held a meeting to discuss it on Tuesday, 03 July. We have not heard back from them as yet. Fiona will go ahead with writing up Grant Applications for sponsorship for the van. We are looking for $20 40 000.00. The PE department will assist with writing a rationale to support the application. Action: Fiona Kath
Outdoor CrossFit Area (Playground) The Multi-Purpose Playground is the next major project we have coming up. A new parent to the College, Jacqui Henzler, has been approached to lead and establish a Project Team to seek sponsorship for the Playground. Jacqui has accepted the challenge and will work on gathering a team to begin in about a months time. Our target is to have guidelines in place as to design, cost and sponsorship. Nicki, Clare and Kath will meet with Steve and appropriate staff to establish these guidelines. Business Directory We are still looking for a Business Directory Champion to take over the role of running the directory. Kath has placed a request out to the database, with no takers for this as yet. We will keep trying. An advert will be placed in the next newsletter. After looking into the sign placement on the fence it was decided that it would possibly be too unstable with the wind and so we will not go ahead with placement of the signs on the Tara Road boundary fence. We will instead erect 2 new frames on the Doncaster Drive face of the Collage campus. The signboard has been sized up and priced. 4 businesses will be placed on 1 ACM panel (1220cm x 2440cm), allowing each business sign to be 610cm x 1220cm. 2 signboards will be erected with 3 ACM panels on each sign, allowing space for 20 businesses. It was discussed that the initial top 2 panels will be erected and will begin with 4 businesses. Panels will then be added as 4 businesses sign on. A quote has been received for the signboards. It will cost $200 per panel, which works out to be $50 per business. A replacement business quarter will cost $103 per business. Pete McLaren will quote up for the manufacture of metal frames. It was discussed that he would receive free inclusion in the business directory and on the signboard as appreciation for his work. Based on the signboard and installation expenses it has been decided that we will charge as follows for the Business Directory: $100 Business listing on Website, Feature on Facebook and inclusion of Logo in the Newsletter $500 As above plus Business on Doncaster Drive signboard (610cm x 1220cm) $800 As above plus Business on Tara Road signboard (610cm x 1220cm) A business advert in the Newsletter will be charged out at $60.00 per edition. The business directory promo and options will be drawn up. A timeline needs to be determined for when the signboards will be erected. A business directory listing will run from July to July. Quiz Night Scotty McCullough has agreed to be our Quiz Master (MC) for the Quiz Night. Sponsorship Pacific Palms has agreed to support us with 2 nights accommodation. Loretta has approached Rain Bar, Papamoa Beach Resort, The Blue, Doug Jarvis. We are waiting to hear confirmation. Clare suggested that we look at a round of golf, including cart hire for the boys. Lisa will look into this. Lisa will liaise with Tracey to see which businesses have been approached and then we will relook at it and see what else we are able to get.
Promo Promo material should be ready by the end of the week for us to look at a launch of the quiz night at the beginning of August. Team Outfits have been discussed. One has been decided on, though we will continue to look into options for it. Lisa is unavailable for the event, she ll be away with family. Sound desk and lighting has been booked, just need to confirm closer to the time. Venue The event will be held at the college, though we are not 100% certain that it will be in the theatre. We will continue to plan for the theatre and then adjust if we need to. Action: Lisa Tracey Loretta ANY OTHER BUSINESS Communications Champion A call was placed out to the database for someone to support us with this role. This is an important role and one that could assist with growing the group. We haven t had any takers from the database, as it is a role that requires meetings to be attended. Nicki raised the call out again, it will entail compiling the Newsletter, Managing the Facebook Feed, Emailing out to the Database and running the Website. Fiona has accepted the role LEGEND!! Thanks Fee Kath will pass on information for the newsletter, etc. and arrange a meeting with Leah to see if we can arrange a handover of the Website. Summer Festival / Movie Night Discussion was held on the future of this event. It was felt by all that following the event held at the beginning of the year and the issues that have been faced by Night Owl Cinema at the events we, as a group, don t feel comfortable with hosting the event again. Nicki suggested that we relook at the Amazing Race event as an option. All agreed that this event will be quite different to The Hunt for Gold, hosted by Papamoa Unlimited. We hope to hold the event early in Term 1 of 2019, the timing of this will need to be discussed with the college and staff. If the event is to go ahead, planning for it will begin immediately following the completion of the Quiz Night. School Disco It was mentioned to Kath that there were enquiries from the LMS students about a disco and if we would be able to host one. Lisa mentioned that the LMS were beginning to organise it. This is great news for the students, and us ;) Tracey Talk Option A Wellness Coach, Tracey Brownlee, is looking into hosting evenings to discuss certain topics relevant to student well-being. These talks could be on a topic of our choice, teenage hormones, eating right for sports and muscle growth, etc They would run along the same lines as the Hannah McQueen evening where our involvement will be minimal and involve just the sale of tickets as a fundraiser. We as a group have been invited into attend an initial talk on Thursday, 19 July @7pm to see if this is something that we would like to explore. The talk is free and will run for about half an hour with an extra half an hour Q&A session.
P&F Group Promo With the next round of Parent Teacher Interviews approaching Kath wondered if it was time for some more group promo. We had had a flyer drawn up to promote the group with a brief explanation of who we are and what events we have coming up. We will ask for Big Picture to quote on printing it, otherwise we will ask the college to print them again. Rialto Movie Night Fundraisers Kath enquired if we should look into the option of hosting a couple of Rialto Movie Night fundraisers. Lisa and Tracey will be the team leaders for these evenings. Thank you ladies! Lisa will make enquiries and then report back at the next meeting. Meeting closed 8.30pm NEXT MEETING IS: WEDNESDAY, 8 AUGUST AT 6.30PM in the STAFF LOUNGE.. Nicki McLaren Chairperson Kath Sargent Secretary
CHAIRPERSONS REPORT 2018 Welcome to our 2018 AGM. We held and were involved in many successful events over the past year and look forward to being involved in more this coming year. Events that have been hosted through 2017/2018 include: Summer Festival Movie Night Oxford Pies Fundraiser every year this is getting bigger and bigger! Mitre 10 Boys Night Out Doughnut Fridays with Real Italian Doughnuts Paper & Cardboard Recycling Bayfair Christmas Gift Wrapping Second Hand Uniform Sales The Raffle With the challenge set at the 2017 AGM to purchase another van for the College we thought that it would be a huge feat and one that would keep us busy for a few years. We are, however, getting close to our goal, so thank you for your support! Our successes only come about by a small dedicated group of us on the Parents and Friends group who give up so much of their valuable time to get behind our events to make these the best for everyone; for the college community and the wider community to enjoy or partake in. I would like to personally thank all our committee and volunteers for their efforts, and I would especially like to thank Kath, our fantastic Secretary who puts in hours and hours of time dedicated to our group, and Clare our great Treasurer who also spends hours and hours sorting all our dollars and cents. I better not forget all our families, they truly support us all as well, whether this is support at home or being roped into help us out at an event. Another big thanks goes out to all our Sponsors through the year, we really appreciate you all! So please support our sponsors: The Big Picture, Mitre 10 Papamoa, Real Italian Doughnuts, Pak nsave Papamoa, Paper Plus, Stirling Sport, House of Travel Papamoa, Papamoa Beach Holiday Park, Pacific Palms Resort, MR. CHIPS and McDonalds Papamoa. We have several projects on the go now and we need not only committee support; we need our college and wider community support as well! We will be submitting grant applications to help with the purchase of our school van. We will also be looking for sponsorship for our annual Quiz Night. Lots of work goes on behind the scenes to organise this night. We are doing a massive push to get our Business Directory up and running. Helping and organising a sub-committee to help raise funds for a Multi-Purpose Playground, this will be our next focus for us to fundraise for, this so exciting for and the College, our children will benefit greatly. So with exciting times and challenges ahead we look forward to another great year ahead for our College and continue to give as we do so well. Thanks again for your support. Nicki Mclaren CHAIRPERSON
Treasurers Report 4th July 2018 TOTAL NET INCOME FOR 2018 (Year to Date) Parents & Friends Group PO Box 11 150 Papamoa 3154 Phone: 07 542 0676 Fax: 07 542 9069 parentsfriends@papamoacollege.school.nz Boys Night Out $360.00 Recycling $229.26 Summer Festival $1,389.20 S/Hand Uniform $590.00 Real Italian Doughnut Day $126.00 Oxford Pies $1,392.76 Total Net Income Received 2018 $ 4087.22 Note: OJI No payments for last two months. S/Hand Uniforms $50.00 Expense: Oxford Pies $10,457.50 Xero monthly payment $13.80 paid Automatic payment Closing Bank Balances as @ 4th July 2018 : ASB Current Account $ 18,516.44 ASB Business Saver $ 1,000.80 $ 19,517.24 Signed:. (Clare Langdon Treasurer)