^ shenton ^ college

"^ SHENTON^ COLLEGE

SHENTON COLLEGE P&C

MEETING MINUTES

04 Dec 2018

PRESENT: Larissa Carpenter, Gregor Wild, Danielle Des Forges, Nick Emeljanow, Ann Conlon, VivBlycha, Adrian Barich, Tasmin, Andrew Fox, Chris Hill, Elizabeth Moore, Gaynor Ott, Jenny Hart,Danielle Higgs and Vera Dedijer.

APOLOGIES: JustineOxleyand Mike Morgan, Inger Thompson

Meeting Commenced @ 7.03pm

Introductory remarks. Adrian introduced Chris - Deputy Principal, who is in attendance on behalf ofMike Morgan. Chris introduced himself.

1. ACCEPTANCE OF PREVIOUS MINUTES

1. 1. Accepted: Adrian Seconded: Nick

2. BUSINESS ARISING

2. 1. Friends ofShenton Alumni Sub Committee - Report later in the meeting.2. 2. Head Boy and Girl not available today, but will be invited to the first meeting in 2019.

3. CORRESPONDENCE

3. 1. IN-Nil

3.2. OUT-Nil

3. 3. PRINCIPAL'S REPORT presented by Chris Hill

3.4. New Building Report. Some of the buildings will be completed by Dec 2118. Chris hasundertaken a comprehensive tour of the building this week and observed that zone 1 will be

signed off by end of week. Much evolution has been undertaken throughout the designphase. The refit ofceramics, print room and music room is completed. Landscaping is nowcomplete along with parking. In January, the extension to the hockey turf will occur and theDepartment has committed an establishment grant of $360,000.

3.5. The intent is to hold a community open day on Sunday 3 Feb 19.3. 6. 3 transportables will be removed by the Department by December 7th (to be used in other

schools).

Shenton College P&C Minutes

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SHENTON COLLEGE P&C

4. TREASURER'S REPORT Presented by Nick Emeljanow4.1. See attached treasurers report with highlights below: Larissa and Andrew noted the

treasurers' report.

4.2. Received to date $217Kfrom parental contributions, 106% of projected budget. Abovebudget! Thankyou to the parents of the school for their contribution. A question about why30% of the parent population do not pay voluntary contributions. Adrian asked if we need tohelp those families who are experiencing hardship. Nick to present some options to marketthe benefits of the making contributions.

4.3. School has appointed a Care Coordinator to assist kids with disabilities.

4.4. Received more funds than expected and underspent against budget by $18,0004.5. Surplus of $36,000, compared to forecast of $5000. WACCSSO advised that there is no

requirement for a P&C to spend all funds in the year they were raised.4. 6. Reserves - to be rolled over to 2019: pre-approved items $20,500 estimate*

plus contingency (unknown spend) of $10,000.

4.7. Expecting $20K approx from School request #3 (assumption: 2019 expenditure)4.8. $26,000 additionally predicted for spend in 2019 subject to approval4.9. School funding requests:

4. 9. 1. Dollar figure award for students: Indiana Bamford and Alessandra Donati. ApprovedCHQ433, 434

4.9. 2. Funding Support for Kimberley Student Exchange Program (a part of the AboriginalCulture Framework) 15 x student leaders from Derby and 15 student leaders fromShenton College undertake leadership camp mid 2019 - $10,000. This is the first programand the school may consider increasing frequency of these experiences or indeed thenumber of students able to get involved. Approved CHQ 435

4. 9. 3. 2 x Automatic External Defibrillators - $5,000. Chris Hill will investigate the trainingrequirements. Approved CHQ 436

4.9.4. Shenton College Rowing Program has already been completed. Evolved fromconnection with UWA and involves development of year 8 rowing skills and socialnetworking. - $4,000. Approved CHQ 437

4.9. 5. Exec approved expenditure for $500 Coles Voucher as prize for early voluntarycontributions payments. Approved CHQ431

4.9.6. Expenditure agreed at last meeting to approve expenditure for Homework club forTerm 4 - $4500. Approved CHQ 430

4. 9. 7. Last meeting it was agreed that an allocation would be approved for year 12 graduates'awards. $2000 Approved CHQ 432

4. 10. Rollover of funds - all approved

Noting 7.2. 1 agenda item not relevant, as per Nick Emeljanow


"^ SHENTON\f COLLEGE

SHENTON COLLEGE P&C

Pre approved items for Term 1 2019 spend: $500 Coles Voucher, $10,000 Kimberleyexchange program, $10,000 Executive Officer as per Friends ofShenton (see below)

Contingency funds of $10,000


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SHENTON COLLEGE P&C

5. P&C PRESIDENT'S REPORT presented by Adrian Barich

5. 1. Adrian attended the year 12 graduation ceremony and said it was a great night with a

fantastic atmosphere. In particular, having an ASLAN presence was remarkable. Live

streaming will be a part of future ceremonies again but was not possible in 2018. Parent

feedback was that the parking fees plus ticket purchase was expensive but offset by the

ability to bring as many family members as desired compared to only having 2 tickets per

graduand at Winthrop Hall.

6. SCHOOL BOARD REPORT presented by Jenny Hart6. 1. Nil significant to report. The constitution has been revised and will be released in 2019. Much

of the meeting was dedicated to discussing the best way to implement the constitution.6. 2. Key reforms include: rolling membership, decreased the number of teaching representation,

given the Board the opportunity to appoint people with relevant skills.6. 3. Question was asked if data on parent skills was collected. Chris said that it used to be done,

but has never been methodical.

7. FRIENDS OF MUSIC SHENTON presented by Andrew Fox

7. 1. See attached report

7. 2. 6 Dec is the FOM Christmas Concert. Andrew emphasised how much fun the evening will be

and encourages all to attend.

7. 3. 18 Feb 2019 is the FOM AGM and again, all who are interested are encouraged to attend.

7.4. Quiz night will be conducted on 16 August 2019 and planning has commenced.

8. FRIENDS OF SHENTON ALUMNI

8. 1. See attached power point presentation

8.2. Committee was supportive of the Alumni concept, noting they were keen to see some moredetail about the next steps.

8. 3. Proposal made to establish an Alumni subcommittee (Viv Blycha to head up). Approved.Individuals willing to participate include: Jenny Hart, Adrian Barich, Chris Hill, Tasmin Wright,Larissa Carpenter, Danielle Higgs, Danielle Des Forges, Gaynor Ott and Gregor Wild.

8.4. Proposal made for the P&C to fund 0.1 FTE up to $10,000 to assist with development of thealumni and implementation of the plan. Added to Rollover to Term 1 2019 Approved Nick

Emeljanow and Danielle DesForges8. 5. First subcommittee meeting to be set for early 2019. Viv to send proposed dates to the

subcommittee to arrange.


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SHENTON COLLEGE P&C

9. GENERAL BUSINESS

9. 1. Traffic Management Plan. Adrian highlighted that a student of Shenton College was recentlyinvolved in a vehicle accident, resulting in the loss of his foot. Mike Morgan has written to theMayor of Nedlands to request attention be given to the increasing traffic movement around

Shenton College. Chris Hill highlighted that the school has gone from 1200 to 2200 and Selbystreet is getting very busy.

9. 1. 1. Mayor of Nedlands has responded stating that the issue will be tabled at the next

council meeting to discuss options to improve traffic conditions. Chris Hill suggested aP&C representative may benefit from attending. Key messages for the council would bethat there have been a number of incidents and the volume of traffic and volume of

children in the area is increasing and therefore, something must be done to preventfurther accidents. Adrian Barich has agreed to attend the meeting on behalf of the P&C.

9. 1.2. Discussion was had regards all traffic around the school (not just Selby Street).9. 1. 3. One member asked if the school was intending to undertake an education program

around good habits in regard to crossing roads. Chris Hill said that some messaging hadbeen delivered to students and a letter was being prepared to send to parents regardingthe recent incident.

9. 1.4. All members of the committee were keen to see risk mitigation put in place to preventfurther accidents.

9. 2. School pool proposal. Chris Hill informed the group that a consultant had been engaged toscope options for a pool and other sporting facilities. This report is not yet completed, butChris Hill will circulate information that he has to date. The P&C has previously providedfunds to the school for initial planning that was not carried out. Nick will check with the

school how much it is holding on behalf of the P&C for pool work. To be discussed at nextmeeting.

Meeting Ended @ 9.46pm

Next Meeting Term 1, 2019

AGM - Feb 2019 (date TBC) 7 pm in the School Board Room

Shenton College P&C Minutes PageS

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SHENTON COLLEGE P&C

ACTION ITEMS FROM THIS MEETING

Nick

Emaljanow

To review the communication being delivered to parents to improve voluntary

contributions.

Adrian Barich To attend the Nedlands Council Meeting to represent the P&C re traffic

management issues.

Viv Blycha Set date for Alumni sub committee to meet early in 2019.

I note these minutes have been accepted and seconded by the P&C Committee.

A Barich

President

Shenton College P&C

Dec 18


Shenton College P&C2018

Treasurers ReportPresented to October 2018 P&C meetingCash Book

Period End 31/11/2018

Opening Balance 1/10/2018 $ 71,665.27

Incoming

P&C Membership $

Voluntary Contributions $ 20,000.00

Cash Donations $

Interest $

Fundraising $

Other $

Total incoming $ 20,000.00

Outgoings

Early charges voucher $

Chaplaincy subsidy $Student recognition State/National rep $School psychologist $

End of Year Awards $

WACSSO Affiliation fee $Uniform shop $

Homework Club $

Bank charges $

School request #2 $

Total outgoings $ 54,764.00

600.00

2,000.00 awaiting chq

4,500.00 awaiting chq

47,664.00

Movement

Closing balance (Cash book)

31/11/2018

-$ 34,764.00

$ 36,901.27

See next page for bank reconciliation

Bank Reconciliation and Cash Flow Position

Opening Reconciled Cash balance 1/10/18 $ 71,665.27

Plus Incomings

Less Outgoings

Equals Cash Position at 31/11/18

Plus Unpresented Cheques

Less Unbanked Receipts

Equals Bank Balance at 31/11/18

$ 20,000.00

$ 54,764.00

$ 36,901.27

$ 6, 500.00

7. 00

$ 43,394.27

Notes

Bank reconciliation agreed to bank statement as tabled

Received to date $217K from parental contributions, 106% of projectedbudget. Above budget !

Received more funds than expected, and underspent against budget by $18,000Surplus of $36,000, compared to forecast of $5000

Reserves - to be rolled over to 2019: pre approved items $20,500 estimate*plus contingency (unknown spend) of $10,000

* Expecting $20K approx from School request #3 (assumption: 2019 expenditure)$26,000 additionally predicted for spend in 2019 subject to approval

Shenton College P&CPresented to December 2018 P&C meeting

|YTD Financial Accounts compared to budget2018

Current Year

Actual vs Budget Prior Years

Actual2018

Budget2018

Budgetremaining

Actual2017

Actual2016

INCOME

Membership / SubsContributions - Parents

Other - Foms Paypal Photos to be refundedMiscellaneous / Interest

Interest

$ 41.00$ 217, 000. 00$

$ 1. 40

50.00204,750.00

9.00-$ 12,250.00

$ 21.00$ 143, 500. 00$ 293.75

-$ 1. 40

$ 26.00$ 133, 000.00

4.62

Total Income $ 217, 042. 40 $ 204,800.00 -$ 12, 242. 40 $ 143, 814. 75 $ 133,030.62EXPENSES - actual or committed

School SupportContributions - School 1st ReqContributions School 2nd ReqYouthCare (Chaplaincy)School Psych

Library after hours supportUniform Shop Contribution School

Assistance to State /National Reps -15 paxCitizenship Awards (End of Year see Di Firkin)Fees - Early Payment IncentiveP&C ActivitiesSustainable Schools website

Fathering Project (seed funding)Lighting projectOther - admin costs

WACSSO Fees

Total Expenses

37, 794. 0047, 664. 0022,000.0030,000. 0019,500.0027,000. 001,500.002,000. 00500.00

$ 1, 353. 52

45,000.0042,000.0022, 000.0030,000.0025,000.0030,000.002,250.002,000. 00500.00

1,400.003, 000.002,000.001, 500.001, 500. 00

7,206.005,664. 00

5, 500. 003,000.00750. 00

1,400.003,000.002,000.001, 500. 00146.48

$ 50,163.00$ 18, 000. 00$ 22,000.00$ 30, 000. 00$

$ 27, 126. 00$ 150. 00$ 850.00$ 500.00

$ 1, 318. 18

293.751,412.05

27,190.0012, 000. 0022,000.00

32,140.0025, 740. 001,350.00850.00500.00

2, 525. 09

86.531, 414. 83

$ 189, 311. 52 $ 208,150.00 $ 18,838.48 $ 151, 812. 98 $ 125, 796. 45

Remainder (-ve = overspend)

Surplus from Prior Years

Adjusted Cash Surplus

$ 27,730.88 3, 350. 00

$ 9, 170.39 $ 9,170.39

$ 36,901.27 $ 5,820.39

Reserve - Pre approved expenditure for 2019

Pre approved items for Term 12019 expenditureEarly incentive payment

School request #3 - estimate

Contingency (usually 5-10% of expected contributions)Total

$ 500.00$ 20,000.00

$ 10,000.00$ 30,500.00

Closing 2018 Cash Flow Position 6,401.27 5,820. 39

|Pre allocation for 2019

Additional budget items (not yet approved)Each year major social eventY12 Graduation breakfast

Student leadership camp|Total pre allocation for 2019

$ 6, 000. 00$ 10,000.00$ 10, 000. 00$ 26,000.00

Note: a negative amount indicates requirement for funds to be set aside from 2019 collections

Contributions Calculation

Students in 2018

P&C Contribution

Possible collection

Collection rate (estimate)

Budget estimate at 65% as fees went up 50%

2,100150. 00

315,000.00

Achieved

$ 217,000.00204,750. 0065%)

106%|

of estimated budget|

SHENTONCOLLEGE

Friends of Music at Shenton (FOM@S) Convener Report, November 2018Friends. of.music. at. shenton@gmail. com

2018 FOM@S meeting dates (3rd Monday of each term):18th February 2019 (AGM)13th May 201929th July 201928th October 2019

2018 FOM@S Committee:Convenor -Nee Nee OngDeputy Convenor - Kristy OrchardTreasurer -Gaynor OttSecretary -Robyn Tan, supported by Carolyne RyallP&C Liaison - Andrew FoxCommunications - Brian Widaiodarmono

TryBooking - Lorraine DefleurCommittee Members - Trish Lewis, Sarah Hamilton, Janine Taylor, Teresa Duhig, Savera Boodhun

Christmas Concert:

Thursday December 6th - Xmas Concert Shenton College.5. 30pm Gates Open, 6pm Combine Jazz, 6.30pm Concert starts.Middle school quadrangle.$7 per person General Admission, $35 family pass for 5 people or more.Tickets https://www. trybooking. com/441086

All of Shenton community invited to Christmas Concert, where there will be festive cheer and raffle with greatprizes. Please leave donations at Main administration and Junior administration.

• Help wrap hampers Wed 5/12/18, 1pm at Shenton.• Help sell raffle tickets or gate on Thur 6/12/18.• Help setup on Thur 6/12/18, 2. 30-4pm.• Email friends.of.music.at. [email protected] if able to help.

2019 FOM@S Quiz Night: Save the date 16th August 2019. The theme is "A Night on Broadway".

Other music initiativesYear 7 flash mob held on 16/10/2018.Wind 2 parents sitting with musicians during practice.

227 Stubbs Terrace, Shenton Park WA 600!Tel: (08) 9488 2100 Fax: (08)6380 2166 Email: shenton.college(5)det.wa.edu. au Website:http//www..shenton.wa.edu.au

SHENTONCOLLEGE

END F SHENTON ALUMNICONCEPT

WHY an Alumni

> Aligned with the Shenton College Business Plan milestone:Creation of a program to facilitate alumni mentoring/coaching role forcurrent students

> 20 years of graduates from Shenton College plus those fromHollywood, Swanbourne and City Beach SHS could be upwardof 300,000 people

^ Benefits to our current and ex students

enefits of alumniNetwork for alumni to access

0 Personal/professional mentoring0 Fellowship and Stewardship

Being proud of the school community - An alumni is a great vehicle to showcaseFriends of Shenton successes

0 Provides inspiration to current students

0 Celebrates Shenton (in line with school philosophy)

Provides opportunity for Alumni to give back to the community0 Through sharing of information and learnings

Political Influence

Financial

Sound framework for wellbeing

Executive SummaryProposed Mission: Our mission is to establish a network withinjhe_ShentonCommunity, associated with Shenton College, Hollywood SHS^City Beach SHS andSwanbourrie SHS, in order to foster a sense'of belonging for lifeProposed Vision: Our vision is to connect the Shenton CommunityProposed Strategy:

Short term (12 months)

explore options for database to collect and maintain Alumni detailscreate a platform - single point of connection for Friends of Shenton (Shenton College Website)host an inaugural event to celebrate the Alumni launch (coinciding with 20 years ofShenton College)

Medium term (1 -3 years)Emphasis on growing the network (regular email communications)Conduct networking events, TED sessions, celebrations ofShenton Alumni (platform for reunions to communicatethrough)Inform current students of Alumni and the benefits

Long term (3-5 year)- We will diversify the events and activities coordinated through Friends of Shenton• Continue to grow membership

WHY HOW WHAT

Mission/Purpose:Our mission is to

establish anetwork withinthe Shenton

Community,associated with

Shenton College,Hollywood SHS,City Beach SHSand Swanbourne

SHS, in order tofoster a sense of

belonging for life

Alumni Membership and Value Proposition. we wiii anractAlumni by offering mutually beneficial value proposition to encourage theirparticipation. We will educate current students about the benefits gained fromAlumni membership and ask for their support. Our messaging will be consistent.

Operating Model. Wewill establish a formal Friends ofShenton subCommittee to coordinate communications, events and management ofmembership database. The school website will be the platform for Alumnicommunications and membership database. We will explore options for additionalresourcing to ensure the management of database and website is sustainable.

GrOWth. Establishment of a sub committee will create the conditions forgrowth of Alumni over time. Initial establishment will focus on recently graduatedstudents and a number of already known and accessible high profile Alumni.

[ntent and objectives

Vision/Aspiration: Ourvision is to

connect theShenton

Community

Diversify ^^FY21 beyond

Consolidate andgrow FY19/21

Next steps

^ Formulate sub committee (call for more nominations)0 Create project plan to identify key milestones for first year0 Assess current website/requirements to set upAssess current database options through the school

^ Propose P&C funding be allocated to . 1 FTE to work with subcommittee and assist with establishment of website/databaseand early stages of Alumni establishment - duties defined byAdrian

^ Propose date be selected for inaugural Alumni event to beheld in 201 9 in conjunction with 20 year celebrations

^ shenton ^ college

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