procedures and guidelines - kingswood-p.schools.nsw.gov.au

KINGSWOOD PUBLIC SCHOOL P&C ASSOCIATION

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PROCEDURES AND GUIDELINES


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PROCEDURES

Table of Contents AGENDA AND MINUTES OF MEETINGS............................................................................................................................. 5

ANNUAL GENERAL MEETING ........................................................................................................................................ 6

The following two items are extracts from the P&C Federation website, followed by a template for the Agenda. .... 6

BEFORE THE MEETING .................................................................................................................................................. 6

ANNUAL GENERAL MEETING Q&A ................................................................................................................................ 7

Minutes Template ......................................................................................................................................................... 8

Registration Form ......................................................................................................................................................... 9

ANNUAL REPORTING TO THE P&C FEDERATION AND THE ACNC ................................................................................... 10

P&C Federation ........................................................................................................................................................... 10

ACNC ........................................................................................................................................................................... 10

ANNUAL REPORTS (ACNC) .............................................................................................................................................. 11

ANNUAL REPORTS (P&C Federation) .............................................................................................................................. 14

ASSET REGISTER .............................................................................................................................................................. 15

BANK ACCOUNT SIGNATURES - PROCEDURE FOR CHANGING ....................................................................................... 16

ELECTION DAY BBQ & CAKE STALL .................................................................................................................................. 18

ELECTRICAL CORDS & GAS BOTTLES ............................................................................................................................... 20

EXPENSE CLAIMS ............................................................................................................................................................. 21

EXPENSE CLAIM FORM .................................................................................................................................................... 22

HALL BOOKINGS .............................................................................................................................................................. 23

INSURANCE RENEWAL .................................................................................................................................................... 25

KINGSWOOD CAFE .......................................................................................................................................................... 31

MOTHERS/FATHERS DAY STALL ...................................................................................................................................... 33

NEWSLETTER, SKOOLBAG & GOOGLE FORMS ................................................................................................................ 35

ORIENTATION - EARLY STAGE 1 AND OC CLASS .............................................................................................................. 36

PARENT HELPERS/VOLUNTEERS ..................................................................................................................................... 37

PHOTOCOPYING .............................................................................................................................................................. 38

PRE-LOVED UNIFORM SHOP (PLUSH) ............................................................................................................................. 39

PSSA SPONSORSHIP ........................................................................................................................................................ 40

RAFFLES (Easter & Christmas Raffles) ............................................................................................................................. 41

SAUSAGE SIZZLE (Meal Deal) .......................................................................................................................................... 46


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TEACHERS APPRECIATION WEEK .................................................................................................................................... 51

WELCOME GIFT FOR PARENTS OF EARLY STAGE 1 STUDENTS ....................................................................................... 52

YEAR 6 FAREWELL DINNER .............................................................................................................................................. 53


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AGENDA AND MINUTES OF MEETINGS

Agenda

1. The agenda for any meeting (Special, General or AGM) is to be decided and agreed between the

President and Secretary.

2. The agenda is to follow the following format:-

a. Welcome and formal opening of the meeting

b. Apologies

c. Minutes of the previous meeting adopted, with any amendments.

d. Business arising from minutes

e. Reports (including Principal, President, Treasurer & sub-committee)

f. Correspondence

g. General Business

h. Meeting close.

3. The Secretary sends a copy of the agenda to all financial members of the P&C.

4. It is advisable to take copies of the agenda for the Principal, President and Secretary.

Minutes

1. The minutes of any meeting are taken by the Secretary or her/his delegated nominee.

2. The minutes are to be distributed to financial members in a timely manner after they have been

approved by the Principal.

3. A copy of the minutes is to be added to the Minute Ledger and signed and dated by the President

& Secretary once confirmed at the next meeting.

4. A copy of the minutes is to be sent to the Principal for approval to be included on the school’s

website.

5. Once approved, a copy of the minutes in PDF format is to be sent to Neil Hazell (2016)

([email protected]) for inclusion on the website.

6. Unfinancial members are encouraged to view the minutes on the school’s website.

7. Minutes are not distributed via Skoolbag.

mailto:[email protected]


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ANNUAL GENERAL MEETING The following two items are extracts from the P&C Federation website, followed by a template for the Agenda.

BEFORE THE MEETING Check the time and date of AGM in the P&C Association by-laws Is the membership list correct and current? Financial members are those people who have previously paid the annual subscription. Members names are recorded in the register (membership list) by the Secretary and the Treasurer will have given them a receipt for their membership payment. Advertise the AGM to the whole school community and all P&C Association members at least 14 days prior to the meeting being held. This notice will include a list of representative positions to be elected at the meeting. Remind members that if they are not able to attend the AGM they must submit apologies to the Secretary and indicate in writing if they are happy to accept nomination to a position or wish to nominate to a position. Ensure all reports required from office-bearers are completed; for example a report from the President, Treasurer’s Report including the Audit Report. Check the by-laws to see if there is a limited tenure on any office-bearer or representative positions and inform the Returning Officer. Distribute the Minutes of the previous AGM as well as a copy of the Constitution and by-laws to all members. Ensure that the Treasurer has presented all the records of the P&C Association for auditing to the auditor appointed by the P&C Association at the last AGM? The records consist of: Minute book / Cash book / Deposit book / Cheque book / Receipt book / Invoices / Bank statements Ensure that reports that have been submitted to the AGM are strictly relevant to the AGM? If not they should be tabled to the General Meeting that is convened following the AGM. DURING THE ANNUAL GENERAL MEETING

The AGM is chaired by the President with required reports and Minutes being tabled and adopted as per P&C Association practice. Once the business of the meeting is resolved the Returning Officer (usually the Principal) is invited to host the elections. The Returning Officer declares all positions vacant. The ballot is conducted by the Returning Officer. Where the Principal is not available the Returning Officer position in determined by the meeting and must be someone who plays no part in the election. (i.e. Does not stand for a position or cast a vote).


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ANNUAL GENERAL MEETING Q&A

Do we have to hold an AGM? Yes. Each P&C Association is required, by the Constitution it operates under to hold an Annual General Meeting (AGM). When is our AGM? Yearly. The AGM is held according to your P&C Association’s by- laws. The by-laws will state the

time and date for the AGM.

Do we advertise the AGM? Yes. The AGM must be advertised to the school community at least 14 days prior to

being held. The notice should include the Agenda items including a list of the positions to be elected.

Does an AGM have a quorum? Yes. The quorum is five if you have less than 50 financial members and 11 where you

have more than 50 members.

What is an Audit Report? An audit report is the presentation of the annual report and balance sheet of the P&C

Association’s activities. An AGM cannot occur until the Auditor’s Report is tabled.

We haven’t got an Audit Report? Stop. No Auditors report available at the time of the AGM requires that the

meeting must be closed and reconvened when Auditors report is finalised. No elections shall occur until the report is

tabled.

When is the Auditor appointed? The auditor for the following year is determined at the AGM?

What other reports get tabled to an AGM? The AGM consists of the President’s Annual Report, the Treasurer’s

Annual Report and any other Annual Reports required.

What other documents belong at the AGM? Lots. You should have copies of the Constitution, the by-laws and the

policies and rules of the P&C Association at every meeting, AGM included. Is the

AGM where office bearers get elected? Yes. The office bearer and executive positions get elected at the AGM. As

well as representative positions such as; School Finance/Merit Panels/Feeder school committee/School Welfare

/Uniform sub-committee/Fundraising sub-committee/OOSH sub-committee/Canteen sub-committee.


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Minutes Template

ANNUAL GENERAL MEETING – KINGSWOOD PUBLIC SCHOOL

HELD TUESDAY (DATE)

IN THE SCHOOL STAFF ROOM, SECOND AVENUE KINGSWOOD

AGENDA

Meeting opened by the President, (Name) at (TIME)

Present:

AS PER ATTENDANCE BOOK

1. Confirmation of 2015 Minutes of Annual General Meeting.

Moved: (Name) Seconded (Name) the minutes of Annual General Meeting held (Date of previous

meeting) are confirmed as correct.

2. President’s Report Move (Name), Seconded by (Name) that the President’s report is accepted

3. Treasurer’s Report – The Treasurer presented the Auditors report for the period ending (Date). The Auditor’s Opinion was “Quote”

Moved by (Name) and seconded (Name) that the Auditor’sReport is accepted.

Move (Name) that Yvonne Faint is appointed as Auditor for 2016, Seconded by (NAME).

The Principal, (Name) took the chair and declared all Executive positions vacant and called for

nominations.

POSITION NOMINEE PROPOSER SECONDER

President

Vice-President 1

Vice-President 2

Secretary

Treasurer

The Principal, (Name) congratulates the newly elected Executive and handed the meeting to the

President. The newly elected President, (NAME) congratulates the newly elected Executive, and

thanks members for attending the meeting.

It was moved (NAME), seconded (NAME) that the next Annual General Meeting will be held on

(Date).

The meeting closed at (TIME).


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Registration Form


Details for registration of Executive Position with the P&C Federation of NSW and Australian Charities

and Not-for-profits Commission.

Title: ____________________________________________________

Family name: _____________________________________________________

Given name: _____________________________________________________

Other given name: _____________________________________________________

Date of birth: _____________________________________________________

Mobile phone number ______________________________________________

Residential address: ____________________________________________________

Email: ____________________________________________________

Is this person of Aboriginal origin?

Is this person of Torres Strait Islander origin?

What language doe the person mainly speak at home?

Position held: _____________________________________________________

On what date did this person become a responsible person: (Date of AGM).

NOTE: This information is kept on file and is confidential; the information is used to complete the forms for the

P&C Federation and the ACNC


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ANNUAL REPORTING TO THE P&C FEDERATION AND THE ACNC

P&C Federation

1. Scan Audit Report in PDF format and save to a file on PC.

2. Access http://pandc.org.au and select Member Register Update and complete form with new

details. You will be asked to upload a copy of the Auditor’s Report which you have scanned. (see

step 1)

3. Print a copy of the submission and save a soft copy to your files.

4. The P&C Federation will send a copy of the Updated Register.

ACNC

1. Access www.acnc.gov.au and select the Charity Portal.

a. User ID: 53976458660

b. Password: 3KN7S@bwr

http://pandc.org.au/


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ANNUAL REPORTS (ACNC)

Following the Annual General Meeting, the Annual Report is to be forwarded to the

Australian Charities and Not-for-profit Commission (ACNC) together with the updated

details of the elected Executive.

Before registering the updated information with ACNC, scan the Auditor’s Report.

1. Log in to ACNC (www.acnc.gov.au)

2. Select “Portal”

3. Log in to Charity Portal

4. Complete the form as prompted –

a. ABN Number 53976458660

b. Section A: Charity Information

i. Email Address [email protected]

ii. Charity Address 46-54 Second Ave, Kingswood NSW 2747

c. Charity Size: Small: Revenue less than $250,000

d. Basic Religious Charity: No

e. Section B: Activities:

i. Activities in the (year) reporting period? Yes

ii. Main activity Other Education

iii. General Activities – Description of charity’s activities and outcomes

The purpose of our charity is to raise funds for our school and provide

the school with equipment to aid the children’s learning.

iv. Changing the way charity pursues its charitable purposes in the next

reporting period? No

v. Changes planned

vi. Beneficiaries help by charity’s activities in the (year) reporting period.

Children under 13

f. Section C Resources and operating locations

i. Number of full time employees 0

ii. Number of part time employees 0

iii. Number of casual employees 0

iv. Estimated number of unpaid volunteers who worked for the charity

during the (year) reporting period 10

http://www.acnc.gov.au/



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v. Where the charity operated during the (year) reporting period

NSW

g. Section D: Reporting and regulatory obligations (This section is optional)

All questions in this section are answered 0.

Section E: Financial Information

Accounting method used in the 2015 reporting. Accrual INCOME STATEMENT For the period 1July 2014 to 30 June 2015 (if different provide range below) 01 Jan 2015 to 31 Dec 2015. Income/Receipts $

Government Grants 0

Donations and bequests 0

Other income/receipts (as per audit report)

Total Income/Receipts (As per audit report)

Expenses/Payments $

Employee Expenses 0

Grants and donations made....... 0

Grants and donations made....... 0

Other expenses/payments (as per audit report)

Total expenses/payments (as per audit report)

BALANCE SHEET EXTRACT

Total assets (as per audit report)

Total liabilities 0

Net Assets/liabilities (as per audit report)

(Year) Financial Report Upload scanned Audit Report

Financial report submitted to a state/territory regulator Yes

Type of organisation incorporated association


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State or territory of the regulator New South Wales

where financial report was submitted.

Once the above information is submitted, electronically, an acknowledgement

will be received, via email, stating –

Annual information Statement successfully submitted.

Your submission number is AIS15-2016-0240816.

You will shortly receive an email from ACNC to confirm this.

Print or save a PDF copy of your Annual information statement.

NEXT STEPS

View your Annual Information Statement on the ACNC Register.

If you have made a mistake, contact us –

If you notice a mistake on your Annual Information Statement and need

to correct it, please contact us by emailing [email protected] or calling

13 ACNC (132262)

Make sure all your information is up-to-date

You can also update other important information about your charity using the

Charity Portal, including adding or removing responsible persons, printing a

copy of your charity certificate or adding your website or operating

states/territories to your entry on the ACNC Register.



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ANNUAL REPORTS (P&C Federation)

Following the Annual General Meeting, the Annual Report is to be forwarded to the P&C

Federation together with the updated details of the elected Executive.

Before registering the updated information with the Federation, scan the Auditor’s Report.

5. Log in to the P&C Federation (pandc.org.au).

6. Select “Members”

7. Select “Member Register Update”

8. Complete the form as prompted –

a. Name of person submitting form Email

b. P&C Association name P&C ABN Number

c. School address

d. President’s Name Email

e. President’s phone

f. Secretary’s Name Email

g. Secretary’s phone

h. Treasurer’s Name Email

i. Treasurer’s phone

j. Is your P&C incorporated? Yes

k. Date of your next AGM Date

l. How many financial members does your P&C currently have?

m. P&C Associations Employee status No employees

n. Have you sent a copy of your last Annual Audited Financial Statements to the

PC Federation? Yes

o. Attached audited financial statements Upload file

p. Have you updated your P&C Association information with the ACNC?

Yes

q. Have your P&C Association Office Bearers considered any Working with

Children Check obligations that your P&C Association may have?

Yes.


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ASSET REGISTER

ITEM LOCATION

Birko Stainless Steel Urn School Stationery Store Room – Front Office

Three Bain Maries P&C Storeroom

One Stainless Steel food warmer P&C Storeroom

2 Stainless Steel trays P&C Storeroom

2 disposable Aluminium trays with lids P&C Storeroom

Two Gas Bottles GA Storeroom

Four Electrical extension cords –

2 heavy duty and 2 domestic

GA Storeroom

Two 4 Burner BBQ’s Outside Staff Room

BBQ & Tomato Sauces (17 of each) Currently being stored by Helen Hawken

Linen – 2 large green table clothes,

2 small yellow table clothes

Various plastic table clothes

P&C Storeroom

Linen – 4 green aprons with school badge P&C Storeroom

Hot Cups & Lids P&C Storeroom

Cold cups P&C Storeroom

Paper Serviettes P&C Storeroom

BBQ Tools P&C Storeroom

3 Cutting Boards/disposable gloves P&C Storeroom

17 plastic crates & lids for delivery of

food from BBQ

P&C Storeroom

17 yellow daisy carry bags for use for

BBQ’s

P&C Storeroom

Tea/coffee/sugar/spoons P&C Storeroom

1 Clothes Rack (wooden) & cloth cover Outside P&C Storeroom

Donations for Pre-loved Uniform Shop

4-6 years

8-10 years (summer & winter)

12-14 years

In marked crates in Storeroom & on Clothes

Rack outside the P&C Storeroom

Mothers & Fathers’ Day gifts Currently being stored by Helen Hawken

20 Rolls Cellophane paper Currently being stored by Helen Hawken

1 Roll white plastic tablecloth P&C Storeroom

Tables – 4 large tables (folding)

2 small tables (fixed)

Chair Storeroom in New Hall

Outside the P&C Storeroom or in the

storeroom


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BANK ACCOUNT SIGNATURES - PROCEDURE FOR CHANGING

Operation of Accounts

P&C Associations may elect to deposit their funds, in the name of the P&C Association, with any financial institution holding full trustee status within the meaning of the Trustee Act 1925, provided interest is allowed on the balance. The bank authority must ensure that two signatures are required on all authorising bank transactions, this means cheques and online banking. Authority is restricted to the Office bearers, President, Secretary, Treasurer and Vice Presidents of the P&C Association. Where practicable an office bearer should not sign a cheque where they are the payee. The school principal cannot be a signatory on P&C Association bank accounts. This is a Department of Education and Communities directive. At the Bank The bank (St. George), require that all current signatories attend the bank at the one time, together with the executive who are to have their signatures added to the account. Executive members whose signature/s is to be removed are not required to attend. The bank will require a copy of the minutes of the Annual General Meeting for the current year. Bank Account Number is to be provided. Each person attending will require to show their drivers licence. The bank may require the new signatories to show 100 points identification, however if this person is already a St. George account holder, this is not necessary.


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CORRESPONDENCE

1. All correspondence is to be on P&C Association letterhead.

2. The Secretary receives and tables all correspondence as well as writing and despatching

outgoing correspondence as resolved/appropriate.

3. All outgoing correspondence requesting donations or similar for the benefit of the

school are to be cited and approved by the Principal prior to mailing.

4. Correspondence can be left at the front office for mailing.

5. Incoming correspondence received at the school will be placed in the P&C tray on the

front desk.

6. Copies of all correspondence are to be filed by the Secretary.

KINGSWOOD PUBLIC SCHOOL P&C ASSOCIATION ABN: 53 976 458 660 Incorporated in 2007

46-54 Second Avenue Kingswood NSW 2747 Email: [email protected]

NOTE: The names of the Executive Officers are to be changed as appropriate following the

Annual General Meeting each year.

President: Helen Hawken Secretary: Kelly Wells Treasurer: Amanda Cooper


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ELECTION DAY BBQ & CAKE STALL

1. Prepare notice to go home to all families for donations of cakes and commitment to help.

2. Approval from Principal for inclusion in the newsletter and Skoolbag

3. Sample of notice attached.

4. Order meat & bread –

a. Suggested quantities are –

i. 200 sausages (thick & par boiled)

ii. 5 kg bacon

iii. 12 dozen eggs

iv. 50 loaves of Bread – allows for 200 sausage sandwiches and 144 egg & bacon

sandwiches

v. 400-500 Serviettes

vi. BBQ & Tomato sauces

vii. NOTE: IN 2016, This quantity sold out by 1:00pm

b. Soft drinks

i. Suggest having a drink drive at school

ii. NOTE: Drinks did not sell well at the 2016 Elections and only top selling drink sold,

e.g. Coca Cola, Fanta, Sprite, Solo – Home brands & Aldi did not sell.

c. Other equipment needed will include tongs, knives, trays, aprons.

d. A small table is needed at the back of the main tables so that workers can put their tools

and also the money

5. Set up on the day is at 7:00am – experience shows that it is better to have a volunteer to be

responsible for the whole of the day.

6. Volunteers needed for BBQ & cake Stall– experience shows that more volunteers respond if

smaller timeslots are shown; SEE EXAMPLE BELOW, or alternatively, see sample notice.

SET UP BBQ or Cake Stall BBQ or Cake Stall PACK UP

7:00 -8:00am 8:00 – 9:00am 9:00 – 10:00am 2:00 – 3:00pm

11:00 – 12:00noon 12:00 – 1:00pm

1:00 – 2:00pm

7. It is suggested that large signs be placed around the school to advertise the BBQ.


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Kingswood Public School P&C Association

Election Day BBQ & Cake Stall

SATURDAY 10th September 2016

The P&C are considering holding a BBQ and Cake Stall at the upcoming Local Government Election,

however we are trying to get an idea of how many volunteers will be available to help on the day. Would

you kindly return the form below, either in paper form or by email at [email protected]

The final decision will be made at the P&C Meeting on 23rd August.

Please tick & return the form below to school by Monday 22nd August.

NAME: ______________________________________PHONE: _________________

CONTACT EMAIL:______________________________________________________

CHILD’S NAME ____________________________________CLASS: ______________

□ YES, I can make cup cakes, slices. How many? __________

□ YES, I can help at the cake stall.

□ YES, I can help with the BBQ.

The time that suits me best is:-

7:00am – 9:00am 11:00am – 1:00pm

9:00am – 11:00am 1:00pm – 3:00pm Please indicate the timeslot that would suit you best so that a roster can be distributed.

All money raised goes to the benefit of the students at Kingswood Public School



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ELECTRICAL CORDS & GAS BOTTLES

Electrical Cords

The P&C owns 4 extension cords (2 heavy duty cords, 2 domestic cords and two power boards)

which are kept in the General Maintenance shed – Frank Bright is the GM and has keys to the

shed, however if he is not in the school grounds, the Principal has the keys.

All cords need to be certified every 12 months by an authorised electrician and these can be done

at the same time as the school’s equipment is done.

Gas Bottles

The P&C owns two gas bottles.

The bottles are to be certified every 10 years at an authorised station.

Currently, gas bottles are refilled and NOT swapped; this is due to the difference in cost and the

P&C bottles are relatively new.


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EXPENSE CLAIMS

1. All expense claims are to be made on the ”Expense Claim” form - template is available from the website ,

under P&C section, Notes.

2. Receipts are to be provided showing expense.

3. Each claim is to relate to only one event, e.g. if the Mother’s Day Stall and a Sausage Sizzle are held on the

same day, the expense claims are to be separate, e.g. Mother’s Day Stall expenses on one claim and the

Sausage Sizzle expenses on another claim.

4. Receipts are to not to be included in receipts for any personal expenses. E.g. if you do your family/personal

shopping at Coles and you have also purchased the bread rolls for a Sausage Sizzle, the receipt for the

sausages is to be separate to that of your personal shopping.

5. All claim forms are to be signed by the person making the claim.

6. The Treasurer will add the Statement Number.

7. Alternatively, expenses incurred on behalf of the P&C can be advised to the Treasurer and a cash cheque can

be drawn. This will mean that the cheque will have to be cashed at the St. George Bank, Penrith. Once the

purchase has been made, receipts are to be given to the Treasurer who will attach them to the claim form.

8. For your information, a copy of the Claim Form is shown below. A copy of the form is on the website under

the P&C section Forms


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EXPENSE CLAIM FORM

Your Name:............................................... Statement # ........................

Date:....................................

To: P&C Association Kingswood Public School Second Avenue

Kingswood NSW 2747 NAME OF THE EVENT:................................................................................................................

DATE DESCRIPTION OF EXPENSE AMOUNT

Receipt/s Attached

AMOUNT DUE $

______________________________ SIGNATURE


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HALL BOOKINGS

1. Determine the date of the event using the School Term Calendar as a guide. Preferably, try to

book as many events as possible during the 12 month period, in advance.

2. If either of the school halls is required, they are to be booked in advance.

3. Bookings for either the old or new hall are made through Lesley Taylor (2016) on

[email protected].

4. Bookings are shown on the chart in the Staff Room.



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INSURANCE RENEWAL


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KINGSWOOD CAFE

1. Prepare a Risk Management Schedule.

2. Determine a suitable date and have included in the Term calendar; this can be done by the Executive or sub-

committee.

3. Book the Old Hall for the date & time required with the teacher responsible (2016 with Leslie Taylor).

4. Determine an anticipated amount of cup cakes/slices required; in the past 14 dozen cup cakes have been

sold.

5. Determine the quantity of tea/coffee/chocolate/ hot cups/sugar/coffee/tea/spoons/stirrers & serviettes

required. Any unused items can be kept for the next Cafe.

6. Determine the quantity of trays & paper bags or cake boxes needed for those who wish to buy cakes to take

home – unused ones can be kept for the next Cafe

7. Purchase the equipment needed in clause 4 & 5, usually from Abcoe.

8. Get confirmation from volunteers that they can –

a. Help on the day to set up and/or serve at the cafe

b. Bake cakes/slices

9. Prepare a notice to go home advertising the Cafe; this is to be approved by the Principal – suggested notice

is attached, but new ones can be developed for each Cafe.


Kingswood Cafe

Wednesday 1st June 2016.

2:00pm – 3:30pm

Bring your family and friends for a relaxing afternoon chat over a cuppa and try one of our famous cup cakes

Coffee/Tea + Cup Cake $4

Cup Cake only $2.50

Coffee/Tea only $2.50

All money raised will benefit the children of Kingswood Public School


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10. A paragraph (approved by the Principal) should go in the Newsletter, together with the notice, referred to in

clause 7. Refer to the Term Calendar to identify which Newsletter is to be used.

11. Notices to be sent home with students approx. 1 week prior to the date of the Cafe (refer to procedure for

photocopying)

12. A Skoolbag Alert is to be sent the day or two prior to the Cafe, as a reminder. This is to be done by the

assigned teacher (2016 Neil Hazell) and is to be with the teacher before 11:00am on Friday.

13. Three A3 posters advertising the Cafe to be printed and laminated and displayed in the school ground the

day before the Cafe

14. Laminated posters giving details of prices to be printed and laminated to be used at the Cafe.

15. If possible, have the Cafe advertised on the front notice board – the Principal is to approve and organise.

16. Treasurer is to organise the Float.

17. On the day of the Cafe –

a. The Cafe is usually set up in the old school hall – this usually takes ½ to ¾ hour

b. Bring the small round tables down from the new hall (students can help with this) and use any larger

square tables that are available. These are distributed around the hall. Chairs currently stored on

the stage can be used and if more chairs are needed, there are some stored in the room behind the

roller door, near the canteen

c. Decorate the tables with tablecloths (plastic ones usually purchased from Abcoe) & flowers

d. Two to three large trestle tables will be needed for serving – The school Maintenance Man will

usually bring these down to the hall, from the new hall the day before.

e. Display the cakes/slices on the serving tables.

f. The large P&C Urn is usually carries enough hot water for the Cafe.

18. The Cafe operates from 2:00pm through to 3:30pm. Cakes cannot be sold to students, however their

parents can buy cakes for the student.

19. The Cafe closes promptly at 3:30pm.

20. Two people are to count the money, complete the details in the book provided and sign that they agree to

the amount of money.

21. The Treasurer counts the money and confirms the amount received and signs the receipt provided with the

money in point 20 above.


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MOTHERS/FATHERS DAY STALL

1. Planning for the Mothers & Fathers Day Stalls commence well in advance,

generally ongoing from one stall to the next and a working group can be formed.

2. P&C Members have the informal authority to purchase small items when on sale

up to the value of say $50. This is regarded as Petty Cash. Claims and receipts

are presented to a meeting when necessary.

3. The P&C determines how many gifts are available for sale. It is desirable to

ensure that there is at least one gift for each student.

4. If it is estimated that there will be a short fall in the number of gifts available, it

is advisable to purchase additional gifts through the various organisations

offering such gifts. These companies sell out quickly, so it is advisable to

purchase as early as possible. For example:-

a. www.bearandmoon.com.au – these have been found to have the best prices.

b. www.mapsfundraising.com.au

c. www.smartgiftideas.com.au

d. www.gifts4ufundraising.com.au

Additional gifts can also be purchased by the P&C from local stores.

5. Donations are sought from parents about 3-4 weeks prior to the particular stall.

A notice to be sent home with “Eldest in the Family”.

6. A notice can be included in the Newsletter.

7. When necessary, organise a day for parents to help with wrapping the gifts.

8. A notice to be sent home “Eldest in the family” the week before the stall,

reminding the date of the stall.

9. A notice is also sent home via Skoolbag advising of the Stall.

10. An alert is sent via Skoolbag as a reminder on the Monday of the week of the

Stall.

11. A timely notice is sent to P&C volunteers/members asking for help on the day of

the stall.

http://www.bearandmoon.com.au/

http://www.mapsfundraising.com.au/

http://www.smartgiftideas.com.au/

http://www.gifts4ufundraising.com.au/


34 | P a g e

12. A request to be given to the teacher responsible (Ms Napper 2017) asking for a

list of the classes and the order in which they will come to the stall, also the

names of the runners who will help. This should be done in a timely manner,

generally the week before the stall.

13. On the day prior to the stall, organise for the printing & laminating of three or

four A3 posters which can be displayed around the school

14. On the day of the stall, set up commences about 8:00 – 8:30am.

15. The students will start coming to purchase at approx. 9:15am

16. The set up of the tables is determined by the sub-committee.

17. Prices of the gifts are determined by the sub-committee.

PLEASE NOTE:

All attendees are to sign the attendance sheet – time of arrival & departure.

Two people are to count the money and sign the book, confirming the amount of

money taken.


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NEWSLETTER, SKOOLBAG & GOOGLE FORMS

1. Use the Term Calendar (published in the first newsletter each term) as a guide.

2. All items to be included in the Newsletter or on Skoolbag are to be first approved by

the Principal (give plenty of time for approval).

3. Once approved, forward the item for the Newsletter to Karen Edwards

([email protected]) and for a Skoolbag item to Neil Hazell

([email protected]).

4. Items for the Newsletter should be received by Karen at least the Friday prior to the

week of publication. Items are to be a Word document. Do not use PDF.

5. Items for Skoolbag should be received by Neil by Friday at 11:00am with details of

when the item is to be sent. Any noticed sent for transmission should be a PDF file.

6. PLEASE NOTE – Newsletters are published on a fortnightly basis on even weeks of

the term – refer to the Term Calendar)

7. Google Forms are used to create forms for responses regarding volunteering, either

in person or perhaps making cupcakes or similar.

8. Once the form is complete, send the link to Neil Hazell for inclusion with the notice

which goes out on Skoolbag.

9. All responses will automatically return to the Responses section of the form.




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ORIENTATION - EARLY STAGE 1 AND OC CLASS

1. The Executive Staff will advise of the dates of the Early Stage 1 and OC Class Orientations.

2. The P&C provides morning tea for these events. There are usually two Early Stage 1 sessions and one

OC Class session.

3. As a guide, the staff, to date, have asked for the following:-

a. Sandwiches – 2 platters – stored in the P&C room

b. Fruit Platters of Watermelon and Rockmelon – 2 platters – Stored in the P&C room.

c. Bottled Water for Early Stage 1 students and Fruit Juice Poppa’s for OC Students.

4. For the past three years the above quanties have been sufficient. We catered with sandwich fillings of

egg/lettuce, ham/cheese, tomato, salad and found that the egg/lettuce was most popular, followed by

ham/cheese and salad.

5. Two loaves of sandwich sliced bread makes up enough sandwiches for two platters.

6. Watermelon was more popular than rockmelon and we catered with about 80 small pieces of fruit (40

on each platter).

7. The above quanties catered for –

a. 50 Early Stage 1 students and their parents.

b. 50 OC students and their parents.

8. One litre of milk was sufficient to cater for tea/coffee

9. We catered with one drink per student, however there were left overs for both groups.

10. The Urn was about half full and this was plenty of hot water.

11. Three large tables were set up in 2016; however two tables would be sufficient.

12. The School Captains and Prefects will help set up the tables.

13. Mats to cover the electrical cord are taken from the classrooms.

14. The food was provided by P&C volunteers with out of pockets to be re-imbursed; receipts to be given

to the Treasurer.

15. Two to three volunteers would be sufficient for serving the morning tea, which is usually at about

10:30. The Executive Staff will provide a program/timetable closer to the day.

16. The donations of food should be brought to the front office by 10:00am

17. Set up takes about ½ hour and timetable can be set by the volunteers who are organising the day.

18. At the P&C meeting following the Orientation Days, it was suggested that instead of sandwiches we

just supply fruit and biscuits (possibly the ones that come in a packet of 2), another suggestion was

made for carrots and celery as a healthier alternative to biscuits. These are good things to think of

when we start planning next year’s Orientation morning tea.


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PARENT HELPERS/VOLUNTEERS

Due to Department of Education requirements parent helpers and volunteers will now have

to take part in an induction session held at the school. This will occur on an annual basis.

During this session such topics as the Kingswood Public School Code of Conduct,

confidentiality and work, health and safety issues will be discussed.

Parent helpers and volunteers will also be required to provide Proof of Identity documents

(100 Points Check) which will be copied and retained by the school and complete a

Statutory Declaration that is required by the Department of Education as this session.

All parent helpers and volunteers must complete an induction session before commencing

volunteering at the school. A register of those who attended will also be kept at the school.

This requirement also applies to all Parents & Citizens volunteers.


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PHOTOCOPYING

1. Copying for the P&C can be done at school by the office staff.

2. All notices to go out with students are to be on BLUE paper and are distributed

to the “Eldest in the Family”.

3. All correspondence and agenda/minutes can be copied on WHITE paper.

4. No colour print copying is permitted with the exception of outgoing

correspondence on a P&C Letterhead.

5. When copying is required, it is desirable to give the office staff as much notice

as possible.

6. Attach a slip (below) to the original with the required details & Special

Instructions.

a. E.g. size of the paper required, A4 or for large notices A3.

b. To be distributed to ““Eldest in the Family”.

c. Date the notice is to be distributed.

7. If the office staff can’t do the copying immediately, put the original in the tray

in the photocopy room.

8. When the copying is completed the office staff will organise for the

distribution of the notices.

9. The original copy will be returned to the P&C tray, located on the front desk.

10. A copy of the notice is to be placed in the school’s folder “Notices for 2016”,

give a copy to the office staff for filing.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

Number of Copies required...................................... Needed by (date)............................................

Special Instructions................................................. Time required by ...........................................

................................................................................ COLOUR: Yes/No

...............................................................................

Back to Back: Yes/no Stapled : Yes/no In no hurry: Yes/no


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PRE-LOVED UNIFORM SHOP (PLUSH)

1. The Pre-loved Uniform Shop is opened each Tuesday from 8:30am to 9:00am and is manned by

parent volunteers.

2. Each item of clothing is $2 unless there is a sale, say “End of Season Sale”, and then the price is

reduced to $1 per item.

3. There is a $30 float. At the end of each session, the float is to be put in an envelope and marked

“FLOAT” and any money from sales is to be put in a zip locked bag marked “TAKINGS”showing the

amount and the date. Both bags are then to be placed in the red P&C Box in the office foyer, for

collection by the Treasurer.

4. Records of sales & income are to be recorded in the book provided. This book is to be kept in the

P&C Storeroom.

5. The Treasurer will place the “FLOAT” in the red P&C box ready for your collection each Tuesday

morning.

6. Each week or fortnight (depending on the build up of clothing) a check is to be made of the

clothing in the Lost Property Bin and any items which has a name printed on are to be returned to

the student’s classroom. The office staff will be able to advice if the student is still at school and

what class they are in. The items are to be placed in the respective classroom tote trays (in the

staff room) and the teacher will return the items of clothing to the student.

7. Each fortnight, or so, the remaining clothing is to be taken home and laundered. Any name labels

are to be removed.

8. Check the clothing item for any repairs that need to be carried out and if possible, repair. Make

sure zippers are working (Parents do not want to buy items if they are not in good repair with

zippers working)

9. If clothing can’t be repaired or is badly stained, these items are to be donated to the “Clothing Bin”

located in the school grounds.

10. All laundered clothing is to be stored either in the plastic containers in age size groups in the P&C

storeroom or on the clothing rack.

11. School hats are not to be sold and if they remain unclaimed are to be disposed of in the Industrial

Bins at the back of the school.

12. All food/drink containers with names shown are to be returned to the student via the classroom

tote tray.

13. All un-named containers are to be disposed in the Industrial Bins at the back of the school.


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PSSA SPONSORSHIP

NSW Primary Schools Sports Association (NSWPSSA) provides opportunities for primary students to

participate in competitive sport at the state level and above.

A number of the students of Kingswood Public School have been successful in being selected to represent

the school at the zone, region and state level.

The Kingswood Public School Parents & Citizens Association will sponsor any students who represents the

school in PSSA competitions at zone, region and state levels.

The amount of sponsorship is–

Zone Level $100 Regional Level $150 State Level $250

Refer to minutes of the monthly P&C meetings of 5th August, 2014 and 25th October 2016.


41 | P a g e

RAFFLES (Easter & Christmas Raffles)

A raffle is a lottery where the total value of prizes does not exceed $30,000. Prizes are distributed by the conduct of a draw of tickets or marbles from a barrel or other device. A lottery where the total value of the prizes exceeds $30,000 is called an art union. An art union can only be conducted under the authorising permit. A raffle may only be conducted to raise funds for the benefit of a not- for-profit organisation. A register must be established for art unions to record to whom tickets have been issued, how many and what was returned, including money and unused tickets. This provides sufficient accountability for the raffle tickets issued, returned, together with funds raised and allows for a transparent reconciliation of funds raised. Raffles, Social Housie and Guessing Competitions may be conducted without the need for a permit. However Chocolate Wheels, Lucky Envelopes and Housie require permits. There are many regulations regarding record keeping and facilitating of fundraising activities. It is important to check with the state legislations and guidelines to ensure that your P&C Association is compliant. Visit the NSW Office of Liquor, Gaming and Racing www.olgr.nsw.gov.au for resources and information to assist your P&C Association.

1. Prepare raffle booklets. They are made up of 10 tickets per booklet and have a front cover attached – see examples below. The cover can be printed 10 to a page (A4) and they will fit nicely over the raffle tickets.

KINGSWOOD PUBLIC SCHOOL P&C EASTER RAFFLE

TICKETS $1 EACH OR 5 FOR $4

ONE BIG EASTER BASKET DRAWN FOR EACH CLASS AND LOTS OF

CHOCOLATE PRIZES TO BE WON.

CHILD’S NAME: CLASS:

KINGSWOOD PUBLIC SCHOOL

P&C CHRISTMAS RAFFLE

TICKETS $1 EACH OR 5 FOR $4

THREE BIG PRIZES TO BE WON

CHILD’S NAME : CLASS:

http://www.olgr.nsw.gov.au/


42 | P a g e

2. Prepare a notice to go home to parents asking for donations. This must be approved

by the Principal before it is distributed and must contain the words “Kingswood

Public School P&C Association”. At the end of the notice include the words “All

money raised will benefit the children of Kingswood Public School”. An example of

the notice is attached – the same notice can be used as a reminder by deleting

DONATIONS and insert the word REMINDER.

3. The draw of the raffle is on the same day as the school’s Easter Hat Parade.

4. The request for donations is usually sent out about three weeks prior to the drawn

together with the raffle tickets.

5. The reminder notice is sent out the week prior to the draw.

6. The Principal is to give permission for an ‘alert’ to be sent out on Skoolbag, say the

Monday before the Easter Hat Parade.

7. The Easter Baskets are prepared the Monday prior to the Easter Hat Parade.

8. All returned tickets are given to the Treasurer, or her delegate and the tickets are

sorted into classes.

9. One prize is drawn for each class and then the 1st, 2nd and 3rd prizes and

supplementary prizes are drawn. It is easier if the draw is made for the Stage 2 &

Stage 3 classes prior to the parade and the rest of the prizes drawn at the parade.

10. The name of each child (First name only) and their class is to be recorded and an item

is to be prepared for the next Newsletter showing the results, e.g. “Congratulations to

the following students, Darcy ES1P, Amanda ES1J, Leila ES1F, Adam S1O, Michael S1J,

Lily S1C, Anna S1/S2B, etc. (Family names are not to be used)

11. The item for the Newsletter is to be approved by the Principal.

12. The Christmas Raffle is drawn at the last week of Term 4. A similar timetable is

adopted as for the Easter Raffle –

a. Notice is to be sent out about three weeks prior to the draw date

b. An item should be included in the Newsletter showing the assignment of

classes for the donation of gifts – see suggested attached notice.

c. A reminder is sent out the week prior to the draw via Skoolbag.

d. The Principal is to give permission for an ‘alert’ to be sent out on Skoolbag, say

the Monday before the draw date.

e. Three Baskets are prepared the Monday prior to the draw.

f. All returned tickets are given to the Treasurer, or her delegate and the tickets

are to be prepared for the draw...


43 | P a g e

g. The winners of the 1st, 2nd and 3rd prizes are announced to the school.


All proceeds will benefit the children of Kingswood Public School

Easter Egg Raffle

DONATIONS

One big Easter Basket will be drawn for each class and lots of chocolate prizes to be won.

Please donate an Easter Egg for the raffle.

Tickets $1 each Or 5 for $4

Please write your child’s name on all tickets sold.

Return tickets and money in an envelope with your child’s name and class clearly written. Students, please leave your donated eggs in your classroom in the

basket provided.

All tickets, money and eggs are to be returned by Friday, March 18th, 2016. Volunteers are needed to help wrap prizes and fold tickets, please contact Helen

on 0413546683 if you can help.


44 | P a g e


All proceeds will benefit the children of Kingswood Public School

Christmas Raffle

DONATIONS Three big prizes will be won.

Tickets $1 each Or 5 for $4

Return tickets and money in an envelope with your child’s name and class clearly

written and leave in the P&C Red Box in the front office. Students, please leave your donations in your classroom in the basket provided.


45 | P a g e

All tickets, money and donations are to be returned by Friday, December 9th, 2016. Volunteers are needed to help wrap prizes and fold tickets. Please complete the form

on Skoolbag if you are able to help. The raffle will be drawn on Wednesday 14th December.

SUGGESTED DONATIONS PER CLASS

ES1P Boy aged 0 to 4 years ES1F Girl aged 0 to 4 years ES1J Boy aged 5 to 8 years S1O Girl aged 5 to 8 years S1J Boy aged 8 to 10 years S1C Girl aged 8 to 10 years S1D Family S1/S2B Christmas Treats S2L Girl aged 11 to 13 years S2AS Boy aged 11 to 13 years S2E Teenage Girl S2/S3H Teenage Boy S3J Gift for Mum S3F Gift or Dad S3T Family S3B Christmas Treats Suggestions – toys, books, cosmetics, DVD’s, CD’s, Chocolates, Biscuits, Christmas Treats (non perishable), decorations, bon-bons, tools, games.


46 | P a g e

SAUSAGE SIZZLE (Meal Deal)

Initial Preparation

1. Determine the date for the Sausage Sizzle and have the date included on the School’s Term

Calendar. The Calendar is distributed to the school community in the first Newsletter each

term.

2. Prepare a Risk Management Assessment.

3. A notice is to be prepared and approved by the Principal, prior to sending out. The notice is to

go to “Eldest in the Family”.

4. A sample notice is attached.

5. All orders are pre-paid in advance by CASH ONLY – note on notice to indicate “correct money

please”.

6. The cut off date for payment is to be in line with the School POP policy.

7. If the Sausage Sizzle is to be held in conjunction with a School Event, i.e. Super Heroes Day or

Kingswood Games, liaise with the organising teachers regarding the parameters of the day, and

undertake their requirements for the day, e.g. location of BBQ, timetable, etc.

Assumptions to be made:-

8. Records show that on average 200 sausage sandwiches (rolls) and approx. 50 veggie burgers will be

sold.

9. Teachers will also order sausage in a roll and veggie burgers and their numbers are included in the

figures shown in paragraph 8.

10. Based on the above assumptions, place the following orders -

a. Thin sausages are ordered (packs of 22 sausages from Coles or Woolworths @ $8.50); say 9

packets, at least 2 weeks in advance (Aldi packs have been too fatty!)

b. Bread Rolls from Coles are baked fresh each day and are packed in packets of 6 for $2.

(Bread rolls for Sausage in a Roll 33 pkts, and hamburger rolls 9 pkts for Veggie Burgers).

c. Veggie Patties are purchased through Abcoe, Batt Street, Penrith, in boxes of 36 or packets

of 6. These should be purchased as soon as possible and kept frozen as Abcoe does run out

of stock. Always ask if there is stock out the back!

d. Order sufficient fruit juices (Aldi is the cheapest) (200) well in advance. Check on delivery

days for the best time to place an order – it is usually at least 1 week in advance.

e. If additional sausages, Veggie Patties or drinks are required they can be purchased

separately after final numbers are known.

f. If too much has been ordered, the sausages/Veggie Patties/bread rolls can be frozen until

the next event. The drinks can be kept in storage.

To be purchased

11. Sufficient serviettes to be purchased. A different colour serviette is used for the Veggie

burgers.


47 | P a g e

12. BBQ and Tomato sauce is to be purchased to allow for one of each sauce to be in each class box

– this usually only requires topping up existing bottles.

13. Ensure the gas bottles have sufficient gas – usually General Maintenance Staff will organise

this. This request is to be written in the General Maintenance Book.

Equipment needed

14. The General Maintenance staff will help carry heavy equipment as listed below but all requests

are to be written in the General Maintenance book, which is kept in the staff room.

15. BBQ/s – General Maintenance staff will bring it across to the old hall (or nominated location)

prior to the date.

16. If drinks are stored in the P&C store room, General Maintenance staff will bring them to the

required location prior to the date

17. Usually 2-4 tables are required. General Maintenance staff will bring them to the required

location prior to the date.

18. Any other heavy equipment need will be carried by General Maintenance staff, prior to the

date.

19. Other equipment –

a. Tongs, cleaners, drip tray for BBQ, scrappers, etc. (P&C store room)

b. Stainless Trays for keeping cooked food warm. (P&C store room)

c. Enough BBQ & Tomato sauces to allow for 2 for each carry crate for each class. (P&C store

room)

d. Carry boxes for each class

e. Carry bags for the drinks for each class (P&C store room)

Volunteers

20. Request to P&C members/volunteers for help on the day – about 6 people needed. (2 for

cooking the sausages, 2 for cooking the veggie patties and 2 for preparing the bread rolls).

21. Depending on the event of the day, request volunteers from parents (2 for each class) to serve

the food within the classroom. Any shortfall can be made up with senior students.

Timetable of the day

22. 10:30 – gather all equipment needed.

23. Using the classroom lists, distribute the drinks into the bags for each class – the bags are

already labelled for each class.

24. 11:00am start cutting the rolls in (nearly) half and wrap in a white serviette. The Veggie

Burgers are wrapped in a coloured serviette.

25. Cooking commences approx 11:30a; ready for taking to the classrooms at 1:00pm.


48 | P a g e

26. Any heavy items of equipment which needs to be stored can be left in the store room near the

canteen and the General Maintenance staff will put it away the following day – request to be

written in the General Maintenance Book.

27. All parents helping are to sign the attendance sheet – time of arrival/departure - in the visitors’

book at the front office.

Administration

28. The Treasurer (or her nominee) will collect all orders from the P&C Red Box.

29. All orders are to be recorded against each student’s name in their class list (Class Lists and staff

list are available from the office staff) – a sample is attached.

30. A notice & order form is to be placed in the Staff Room for Teachers/Staff orders.

31. Once all orders are received, each class is to be totalled up and checked against the orders and

money.

32. The Treasurer will give the order details to the President or Secretary (or their nominee) for

further processing, described below.

33. The orders are to be re-typed (optional) only showing the students who have ordered and the

classes are to be kept separate – a sample is attached.

34. In the case of orders from Staff, they are to indicate if they want their order delivered to the

Staff room or to their classroom.

35. If Staff want their order delivered to the classroom this is to be shown on the classroom sheet –

a sample is attached – the order form can be adjusted according to the particular event.

36. A further check of orders/money is made with a summary – sample attached.

37. A list is to be made of the volunteers taking the food to the classrooms – sample attached

38. An email (or notice) is to be sent to the volunteers advising them of the timetable of the day so

that they know what time they are required.

39. The Treasurer - All money received is to be banked in a timely manner.

40. The Treasurer - All expenses are to be paid against receipts.

41. The Treasurer - A report on the money raised is to be presented at the next P&C Meeting.

42. President or Secretary - All orders received are to be filed and kept for 6 months.


49 | P a g e

CLASS NAME SAUSAGE VEGGIE DRINK

S3J Jeff Meredith 1 1

S1/S2B Clarke Belinda 1 1

ES1P Proud Danielle 1 1

ES1F Fahey Katie 1 1

ES1J Jansen Lisa 1 1

S1O Ochert Lyn 1 1

S1D DiGiglio Janelle 1 1

S1J Cleaver Jordan 1 1

S1C Coffey Caroline 1 1

S2H Hazelll Neil 1 1

S2L Langerak Alicia 1 1

S2F Fox Kristy 1 1

S3T Taylor Leslie 1 1

Library Young Michelle 1 1

LaST Parkin Sheree 1 1

Admin Karavias Kathy 1 1

Prac.St. Miss Jan 1 1

S3T Miss

Vrbanovic

1 1

13 5 18

SAUSAGE IN A ROLL 13

VEGGIEBURGER 5

DRINKS 18


50 | P a g e


Kingswood Games Day – Sausage Sizzle Meal Deal $4

Wednesday 3rd August, 2016.

Sausage in a Roll, or Vegetable Burger PLUS fruit drink

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

CHILD’S NAME: ___________________ CLASS____

Sausage in a Roll _____ (number)Veggie Burger__________ (number)

Parents if you would like to order a lunch, please include your order on this form.

I would like to eat lunch with my children in Class______

I can volunteer 15 minutes to help serve lunch in my child’s class YES/NO

PARENT’S NAME:__________________CONTACT PHONE NUMBER__________

Email address _____________________ Enclosed is $_______ (CASH ONLY – correct change please)

Please return form and money before Wednesday 27th July

and place in the P&C Red Box located in the office area - DO NOT USE POP (no on-line payments)

All money raised will benefit the children of Kingswood Public School


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TEACHERS APPRECIATION WEEK

World Teachers’ Appreciation Week is celebrated each year on the last Friday of October.

The P&C celebrate this occasion by-

Hosting a morning tea for the teachers on a date to be determined in discussion with the Principal –

generally on the Friday. The P&C ladies provide the food and the following is a guide –

o 2 plates of slices

o 1 whole cake or 2 plates of small cakes

o 1 cheese platter

o 1 fruit platter, with strawberries kept separate

o 24 sausage rolls

o 24 quiches

o 1 kilo cocktail frankfurts

The usual number catered for is 30

Giving each teacher a small gift (token gift) at the school assemblies. In the past gifts have been, for instance

–

o Small box of flowers ($5)

o Small craft items, such as pencil caddy with pencils/Crayons (cost of pkt of crayons)

o Clip Board with the teachers favourite colour featured (clip board ordered through school)

o Small pot plant of succulents – cost of pot $2.65; succulents donated

The decision regarding the gift can be made through discussion amongst the P&C Executive, or at a P&C meeting.

The morning tea food is left at the front office and the office staff prepare the morning tea.

1 or 2 ladies join the Principal at the assembly to present the gifts.


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WELCOME GIFT FOR PARENTS OF EARLY STAGE 1 STUDENTS

A few years ago the P&C started to give the parents of the Early Stage 1 students a small gift on the first day of

school. The gifts are given to the parents as they leave the children in the class room on the first day of school. The

gift was:-

A purse size packet of tissues

A tea Bag

A chocolate or lolly

All in a cellophane bag with a small gift tag with a message, something like

Here is a little “gift” for you as you leave your precious one on

the first day of school. After you’ve gone home and dried your

tears with these tissues make yourself a hot cup of tea. Put up

your feet and relax. Enjoy some extra hugs and kisses (sweets)

and know that you may not always be with your little one but I

promise they’ll always be in your heart

70 gifts are made up but there are usually a few left over.

One or two P&C members hand the gift out on the day.


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YEAR 6 FAREWELL DINNER

The P&C are asked to cater for this event. There is usually about 60 students and all staff members

attending. Final figures will be available from the Executive Staff who is organising. All expenses incurred

are reimbursed to the P&C by the school.

In 2015, a hot dinner was provided, however, with no heating or cooking facilities available, this proved

difficult. Also with no refrigerator facilities available, it was difficult to manage ice cream. It also took a

long time to serve the ice cream.

The opinion of those organising the dinner in 2015 was that it was too difficult and they wouldn’t try to

provide a hot meal again. However, the P&C were asked to cater in 2016.

The staff agreed that for 2016, they would be happy with a cold dinner. The suggested menu is:-

Cold Chicken Sliced Ham

Tossed Green Salad Pasta Salad Rice Salad Bean Salad

Supreme Fruit Salad Ice Blocks or similar

Soft drink per student/staff

The dinner is served in the old school hall. The theme is set by the organising staff. The P&C also provide the cutlery/plates (plastic), serviettes. Based on 90 attendees the quantities ordered are:

12 chickens cut into 8 pieces each chicken

90 fish cocktails

70 slices ham

1 kilo of the tossed green salad

2 kilo each of the pasta & rice salad’

2 Kilo Creamy Potato Salad

3 kilos of the fruit salad

1 piece each of the ice block or similar – e.g. Paddle Pop, Bulla Frozen Yoghurt (Bulla Ice Cream is

OK for people with Anaphylactic allergies).

8 bags of ice were required to keep food & drinks cold/cool.

Experience shows that 3-4 people are needed to set up and serve the dinner, followed by the pack up.

Following the 2016 Farewell Dinner, the Principal advised the P&C that future dinners would be catered for

at an another venue.

procedures and guidelines - kingswood-p.schools.nsw.gov.au

Documents