AGM and Change Over Preparations
Under the Education General Provisions Act 2006, the financial year for P&C’s ends on 31 December therefore all P&C’s have to hold their AGM before the end of March. In many cases that will mean a changing of the guard. While it is good to see new blood taking on important roles within schools, it often means a loss of the vital corporate knowledge and experience the P&C needs to keep on track.
Unfortunately many new P&C executives will not have received any sort of handover. Some may have been given a verbal “catch up”, others will have received a bunch of papers but few will have the keys to the P&C filing cabinet that contains all of the important information that a P&C needs. If you really don’t know what you have let yourself in for, what can you do? The best answer is to do what we tell our children to do … LEARN. Learn where to find information, who to call when you need help, how you can do it to the best of your ability. As a new P&C executive you should make it your goal to learn the role you have been elected for, and ensure that there is a handover process in place so that whoever follows you is not put in the same situation.
Where can you go to find out about the job? You can approach your predecessor, continuing P&C executive members, your Principal, the Community Participation Officer in your Education District Office and the Regional District Office generally. For hands on, practical advice, you can’t go past your QCPCA Regional team. They will be happy to coach new executive members on their roles and responsibilities and provide guidance at meetings. They have a wealth of experience in all aspects of P&C operations, so use their experience to get your team on track.
Having made contacts and gathered information the greatest tragedy would be to keep it to yourself, rather than pass it on. The most enduring legacy you can leave is a functional P&C Manual that covers the important aspects of how your P&C works, from how to prepare for an audit to where the barbeque for the sausage sizzle is kept. Keep alive the knowledge you have acquired. Maintaining and passing on records is one way that P&C’s continually improve their operations, reducing time spent in meetings and spending more time getting on with the job.
If you are new in the job or newly re-elected, why not start developing your own manual that can hold your important notes and be passed on for the benefit of future executives.
Preparing for the AGM
The P&C treasurer should have all the P&C books up to date and ready for the auditor. Subcommittee treasurers should be advised of their responsibility to get their books to the P&C treasurer as soon as possible after the end of the P&C financial year to allow their books to be presented to the auditor for inclusion in the P&C audit. Audit needs to be completed and ready to be presented at the AGM.
The treasurer should also be checking that the current auditor is the one to be proposed for the ensuing year. If not, then a new auditor should be sought, ready for recommendation at the AGM.
Secretaries should be ensuring that all minutes are completed and adopted minutes signed as a true and correct record by the P&C president. The minutes from the last AGM need to be ready and the president and the secretary should be working on the AGM agenda.
Subcommittees should be advised to meet and propose their recommendations for the new subcommittee executive to allow the Annual General Meeting to approve them. Also, any member of a subcommittee who cannot attend the AGM should put their request for membership to the P&C in writing, ready for the Secretary to present to the AGM for approval.
Once your AGM is completed, the P&C secretary should advise, as soon as possible, the new executive details to QCPCA and Education Queensland District office. Education Qld also requires you to advise the name of your auditor for next year and to provide a copy of your P&C Audited Statements (incorporating all subcommittee information).
In addition, below is a list of a number of other items the current executive should ensure are ready for handover to the new executive members at the time of the Annual General Meeting.
Handover Checklist
(This information can be sourced from the P&C Operations Manual section 2 www.qcpca.org.au/pc_operations/operations_manual.htm)
Attracting New P & C Members
Well, it’s the start of the school year and you’re probably asking the same old question: How can we get more members?
Letting your school community know about your P&C and attracting new members is now a little easier.
The QCPCA Marketing and PR Committee has developed three useful tools under the theme:
“The things you do make a real difference”
- P&C brochure
- P&C sticker
- P&C poster
The more visible presence you create, the more interest you will generate!
Book Review: "Lousing About" By Shirley Calvert
Great story for Kids and Parents with an important message.
This story is about 2 head lice having the time of their life in 2 children’s hair. It takes readers through the cycle from the children scratching and discovering the head lice to the basic and best treatment that their mum’s undertake to eradicate the head lice.
It is a story suitable for children to read and understand what head lice are and how they live in hair and transfer to other’s hair. This story also helps to dismiss the stigma associated with head lice and educate children and parents on the processes involved in getting rid of the head lice and keeping them at bay.
This book was read to a grade 2 class in a State school on the Gold Coast where the prevalence of head lice was continuing to be a major issue.
The teachers noted that the children’s responses were positive and they seemed to now understand why they were scratching and how the head lice move to all the kids in the class. The students were obviously going home and telling their parents due to the number of parents enquiring about the information the kids now knew about head lice.
The teacher also found a major reduction in head lice in her class over the ensuing months meaning many teachers wanted to read the book to their classes as well.
This book is not only a fun book for kids to read but its greatest asset is that it educates.
This book can be purchased through the Co-Op Bookshop www.coop-bookshop.com.au (Just type in 'Lousing').
P&C Insurance - Are You Covered?
In March 2006 a Ministerial review of school sport and physical activity was announced to provide direction for the future delivery of sport and physical activity in Queensland State Schools. The Ministerial review committee made 13 recommendations with the view of enhancing the health and well being of Queensland students.
Recommendation 12 is that “Education Queensland is to better inform parents of the department’s insurance policy in relation to student injuries sustained during school sport and physical activity programs.” The department does not have personal accident insurance cover for students. As physical education, particularly contact sports, carries inherent risks of injury, it is a personal decision for parents as to the type and level of private insurance they arrange to cover students for any accidental injury that may occur.
It is important that parents are also aware that students are not covered by the Personal accident insurance paid annually by P&Cs. This insurance is solely to cover people participating in volunteer work at the school or partaking in P&C organized events.
For further information contact Mr Steven Murray, Manager, Qld School Sports Unit on 07 3350 7829.
Information provided by Department of Education, Training and the Arts Director General Rachel Hunter.
"Just Doing It For Our Kids" PR Campaign
2008 will be an exciting time for P&Cs, as we work towards the launching of our PR Campaign “Just doing it for our Kids” designed to attract new members, keep current members and raise the profile of the great work we do in our school communities.
The QCPCA Marketing and PR Committee spent a large part of 2007 speaking to P&C delegates, conducting focus group research and forums to find out the most pressing issues facing P&Cs.
The theme of the campaign: “Just doing it for our kids”, ties into the main reason why parents, guardians and community members join their school P&C, and that is to support their children at school. The really great part of this is how it dovetails with the overwhelming evidence from research studies that shows children perform better at school when their parents are involved with their children’s education. There is no better way for a parent to get involved than through their local school P&C.
The campaign will be in two stages. Firstly, we are developing a P&C Toolkit that will be a step-by-step guide on attracting new members, keeping current members and building a strong P&C identity. Part of the Toolkit will be a section that showcases great P&C activities. If you have any great activities you would like to share please contact me at This e-mail address is being protected from spambots. You need JavaScript enabled to view it as I would love to include these in the Toolkit.
The second stage of the campaign will focus on raising the P&C profile within the school community and to the wider public. P&Cs do a fantastic job and the more we can do to let people know about the important role we play in educating our children, the more support we will get.
Please don’t hesitate in contacting me if you have any questions or ideas.
Wayne Chalmers QCPCA Marketing and Public Relations.
New Model Constitution
In early 2008 Education Queensland will be forwarding information to all P&Cs about the new Constitution with guidelines and instructions on how to adopt it at a meeting and then register it with the department.
Although the format of the new Constitution is a little different to the current one, the content is still very much the same. The new document will also reflect any changes that came about when the new Education Act was legislated in late 2006 – things like a common end of financial year date of 31 December.
No doubt you will have questions about this new document. The QCPCA Operations Support Unit and Regional Councils are ready to assist you with any questions you may have. Also the Education Queensland Community Participation Officers (CPO’s) have great knowledge of the new Constitution and are also available to assist wherever possible. You should refer to the Education Qld contact in the first instance and a listing of their contact points is as follows:
Education Queensland Contacts
Early Warning Eases Parents' Financial Strain
Nobody these days needs to be told how expensive living in the 21st Century is. With petrol, mortgages, rent and food prices going through the roof, parents really have to watch their spending and budget for all expenses. As we know, our “free” state education certainly provides our children with a world-class education but there are always extra costs attached that can surprise the most prudent budgeters.
Our schools provide a wonderful learning environment where opportunities abound for our students to go on excursions, camps, see plays and science fairs but all these cost parents extra. In some cases students can miss out on these wonderful learning opportunities because parents did not have enough prior warning to budget for the activity.
Anecdotal evidence from parents is that only a very small percentage of schools already practice the creation and sharing of an overall budget for the oncoming year and provide updates prior to each new term.
While teachers plan ahead for workshops, excursions, activities and performances that need to be approved by the principal, they also need to let parents know well in advance of the upcoming activities. This gives parents plenty of notice on what’s coming up and how much money they have to put aside. In turn, Parents feel they are truly partners in education and that their children’s learning is valued.
QCPCA recognises the need for this practice to occur in all schools. Parents from all income levels need to budget and deserve the courtesy of knowing ahead of time what expenses they are in for.
QCPCA is working with Principals’ Associations and Education Queensland, drawing this issue to their attention and encouraging the need for advising, in advance, the planned activities that incur an expense for parents. Furthermore, QCPCA will include this issue as part of the Principal induction process for new Principals. If such practices are not already happening in your school it may be time to broach the subject with your principal.
QCAR Framework
Parents/careers can now view the Essential Learning's on the Queensland Studies Authority (QSA) website. The Essential Learning's identify what should be taught and what is important for students to have opportunities to know, understand and be able to do by the end of Years 3, 5, 7 and 9. Throughout 2008 teachers will begin using the Essential Learning's as the basis for their school-based curriculum and assessment.
In 2009, the QSA will re-release the Years 1-9 key learning area (KLA) syllabuses. The Essential Learning's will be embedded in the redeveloped syllabuses and will represent the core of what is to be taught in schools. The redeveloped syllabuses will also contain additional learning statements which schools may choose to use, along with links to resources that support curriculum planning. In addition, there will be clear advice about assessment and reporting. Schools will still be able to tailor their curriculum to the needs and interests of students.
The Standards (A – E) have also been published on the QSA website. For teachers, parents/careers and students the Standards provide a common language for describing how well a student has demonstrated their learning, based on a collection of evidence. Standards can be used to make judgments on achievement and also for reporting.
The online Assessment Bank will be available from 2008 to support everyday assessment. A trial of the Assessment Bank is being conducted with a limited number of schools from February to July 2008, to ensure that the assessments and resources will meet the needs of teachers and students.
Sample Assessment Bank packages have been added to the QSA website.
The Queensland Comparable Assessment Tasks (QCATs), administered annually, will provide students in Years 4, 6 and 9 with the opportunity to demonstrate what they know and can do in relation to a selection of Essential Learning's in English, Mathematics and Science. Two options of QCATs are currently in development:
- centrally-devised assessments – developed by the QSA
- school-devised assessments – developed by individual schools or clusters of schools.
In semester two 2008, there will be an expanded trial of QCATs. All schools will have the opportunity to trial one centrally-devised assessment. School sectors will nominate fifteen schools to trial the school-devised assessments.
Parents/careers can view sample centrally-devised assessments on the QSA website.
The Guidelines for Reporting will be published in 2008 to provide advice to schools and school sectors on twice-yearly reporting and on reporting the results of individual student achievement on the QCATs to parents/careers.
For more information about the QCAR Framework, including a range of detailed information statements and professional development workshops, visit the QSA website www.qsa.qld.edu.au. (Information supplied by QSA)
ROAR Competition Wrap Up
Last year, QCPCA launched the ROAR Soccer competition and we were swamped with entries. Feedback from those lucky winners was very positive and all enjoyed the games.
The following P & Cs were the lucky winners:
- Seven Hills State School P&C
- Kedron State School P&C
- East Brisbane State School P&C
- Goondiwindi State School P&C
- Camira State School P&C
- Ramsay State School P&C
- Bargara State School P&C
Make sure you keep checking Parent Talk for further competitions that can reward your hard working P&C volunteers and your school community.
Wayne Chalmers QCPCA Marketing and PR
School Uniform Logo Copyright
School logos are artistic works in which the State of Queensland usually owns the copyright. The most obvious application of logos is on school uniforms. When schools engage persons to create new school logos they should always ensure that a written agreement is entered into whereby the State of Queensland (“the State”) owns the copyright in the logo.
In 2002 the Director-General delegated the authority to grant permission for the use of logos to principals. It should be noted that it is only principals who can authorise manufacturers to reproduce the school logo for the purpose of manufacturing of school uniforms. P&Cs do not have the authority to authorise the use of the school logo.
A precedent Licence Deed was prepared by Crown Law containing a condition that the licensee comply with the Queensland Government Code of Practice for Employment and Outwork Obligations for Textile, Clothing and Footwear Suppliers. Principals were informed that existing permissions for logo reproduction should be terminated in accordance with their current agreement although schools may have needed to seek legal advice regarding termination processes.
Current events have led us to review the situation and new precedent Deeds of Licence have been prepared that will enable schools to license a manufacturer to reproduce the school logo for the purpose of manufacturing uniforms and to restrict the retailers to whom the licensed manufacturers can supply the uniforms.
The three (3) situations are:
- the manufacturer itself sells uniforms to the public and no one else is permitted to retail uniforms
- the manufacturer supplies the P&C which sells uniforms to the public – no one else (including manufacturer) is permitted to retail uniforms.
- the manufacturer supplies uniforms to those retailers specified by the school – no one else (including manufacturer) is permitted to retail uniforms. This option could be used to permit P&C and other retailers to retail uniforms.
Existing Licence agreements may be either written or oral agreements. If the agreement does not clearly state the termination conditions, or it is an oral agreement where the terms are not clear, then the termination must be reasonable in the circumstances. If there is doubt, the principal can seek legal advice from the Legal and Admin Law Branch.
Where schools are purchasing the uniforms from a manufacturer as well as licensing the manufacturer to reproduce the logo then that school will need to comply with the department’s purchasing policies set out in EPPR FNM-PR-014 (http://education.qld.gov.au/strategic/eppr/finance/fnmpr014/). Where the P&C Association is purchasing uniforms the association will need to comply with the P&C purchasing policies and procedures outlined on the department’s website (http://education.qld.gov.au/corporate/pandc/pcpurchasingpolicy.doc).
However where a school is not purchasing the uniforms and is only authorising the reproduction of the logo by the uniform manufacturer (albeit with retailing restrictions) then the school does not need to engage in the tender process although the circumstances may be such that it is prudent to do so e.g. where there are several uniform manufacturers keen to manufacture the school uniforms.
The precedent Licence Deeds also contain the condition requiring that the Licensee complies with the Queensland Government Code of Practice on Employment and Outwork Obligations for Textile Clothing and Footwear Suppliers. Further to this condition Principals should provide a copy of the code to the Licensee at the time of entering into the Licence Deed. Principals should also report annually in August to the Department of Industrial Relation (Principal Industrial Officer DIR – 3225 2068) those manufacturers the school has used or licensed to produce uniforms.
Details on the Code of Practice for Employment and Outwork Obligations for Textile, Clothing and Footwear Suppliers can be found in EPPR FNM-PR-014 (http://education.qld.gov.au/strategic/eppr/finance/fnmpr014/).
Schools should keep a current register of licences.
(Information sourced from Education Qld Policy and Procedures Register) Legal And Admin Law Branch 1/9/2006
TAFE Training Courses
One of the major issues facing P&Cs is attracting volunteers to the executive roles, especially Treasurer, Secretary and President. We all know that these roles are becoming more complex and require special knowledge to fulfill the specific duties. Unfortunately, that can deter talented people who may be interested in joining the P & C management team.
To solve this problem, QCPCA has been working closely with the Brisbane North Institute of TAFE (BNIT) to find a solution. We are proud to say that late last year, a pilot training program called “TREASURE YOUR TREASURER” was conducted for P&Cs in the northern area of Brisbane. The program consisted of a set of training modules designed specifically to help P&C Treasurers in the valuable work they do.
The “Treasure your Treasurer” course was so successful QCPCA and BNIT have now developed two more executive training programs: “PREPARE YOUR PRESIDENT” and “SUPPORT YOUR SECRETARY”. Again, we will trial these courses during the first half of 2008 to ensure they meet the needs of P&C Presidents and Secretaries and assist them in the important work they do. The trial courses will be available at BNIT.
The pilot courses will run one night per week for 10 weeks, commencing Tuesday 15 April 2008.
Modules to be covered under these programs will be:
PREPARE YOUR PRESIDENT
- Manage Meetings
- Promote Team Effectiveness
- Establish Business and Legal Requirements
SUPPORT YOUR SECRETARY
- Organize Meetings
- Write Simple Documents
- Produce Text from Notes
All modules presented come from accredited, nationally recognized training courses. Participants will receive a Statement of Attainment for all modules satisfactorily completed, which can count towards further study if they wish.
As a result of the success of the initial pilot, the Treasurer your Treasurer program is being offered again at Brisbane North Institute of TAFE in the first half of 2008, and a number of other TAFE institutes in Qld are considering starting the program.
Contact your local TAFE and enquire if they are offering the course. If they are not, please contact the QCPCA’s Ops Unit on 3352 3900 so we can encourage the TAFE's in your area to become involved.
This is a great chance to provide your Executives with some valuable training in their role and to make contacts with other P&Cs at the same time.
Work Skill Voucher Programme
The Work Skills Voucher is worth up to $3000 under the Australian Skills Voucher Programme that covers the cost for those eligible to achieve a certificate II qualification. This is an Australian Government Initiative created to further your skills and career opportunities.
Certificate II in Business (BSB20101)
There are just 4 simple steps to take, for you to achieve a free qualification and receive a brand new Laptop with Accredited Online Training:
Step 1 - Are you eligible for the Work Skills Voucher?
Step 2 - Choose the course that is right for you
Step 3 - Enroll for the Work Skills Voucher
Step 4 - Start to achieve and receive your brand new Laptop
This is your chance to realise your untapped potential!
Also with the added bonus of a free brand new laptop, the opportunities are endless.
You can continue to build on your professional and personal development; search on the World Wide Web for information and knowledge to ensure you get that job, promotion or help your kids with their assignments, the list goes on!
Work Skills Voucher Eligibility
To meet the entry requirements you must:
- be an Australian citizen or permanent resident
- be aged 25 years or over
- not hold a year 12 or equivalent qualification
- do not hold a Certificate II qualification or higher
Further information can be found at www.yourfreelearning.com/. There is a cap placed on the number available so get in early. Offer will close apron. by April 2008.
Information provided by Accredited online training program, a Federal Government Initiative.
Young Workers Protected by New Laws
Queensland’s employment laws have been updated to protect children and young workers under 18 years of age from exploitation and health and safety risks.
The Child Employment Act 2006 and the Child Employment Regulation 2006 came into effect in Queensland from 1 July 2006.
The new laws protect young workers from being required to perform work that may be harmful to their health and safety, or that compromises their mental, moral or social welfare.
The laws set minimum ages for work and place obligations on employers who employ children. Hours of work of school-aged children are limited to ensure that their studies aren't adversely affected. Additionally, school-aged children must provide their employer with a consent form signed by their parents permitting them to work.
From 1 January 2007 specific guidelines were also introduced covering children and babies working in the entertainment industry and safeguards for work involving nudity or semi-nudity, including a ban on women under 18 years from working as topless waitresses.
A new Children and Young Workers Code of Practice 2006 has also been developed by Workplace Health and Safety Queensland to help businesses more effectively manage the risks associated with young workers. It highlights hazards that can pose particular risks to young workers when compared with older, more experienced workers.
Some of the hazards include:
- manual tasks
- noise
- chemicals
- electrical hazards
- construction sites
- workplace harassment
- industrial equipment and machinery.
Employers should undertake a risk assessment before young persons begin work.
The importance of training and induction programs for young workers is also addressed in the code, highlighting specific needs for employers to ensure these programs are carried out effectively.
In addition, the code requires employers to take appropriate health and safety measures when dealing with children and young people in the workplace who may not be working, but at the workplace for any other reason, at any time of day.
For more information visit the Department of Employment and Industrial Relations website at www.deir.qld.gov.au or call 1300 369 945.
Supplied by the Department of Employment and Industrial Relations.
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