AGM Meeting

The Gap State High School Parents’ and Citizens’ Association AGM Meeting Minutes 13 March 2023 at 7:00pm The Gap State High School Library Meeting open: 7.01pm Attendees: Kym Bierenbroodspot, Erin Williams, Angela Windmill, Leigh Passfield, Rachel Greig, Anne McLauchlan, Janelle Grace, Veronica Stephenson, Francine McFadden, Belinda Poznik, Genevieve Healy, Skye Sewell, Lisa Lusty, Jodi Rees, Terri Bainbridge, Ariana Halberstater, Sally Bourne, Kerry Ashton, Trinity Ryan, Stephanie Smith, Rona Claffey, Adam Massey, Christiana Xu, Penni Davidson, David Nichols Apologies: Leah Marshall, Elizabeth Watson-Brown Welcome to members and introduction of any special visitors Adopt the Agenda Request General Business items for later discussion Request any items of general business that members or visitors wish to discuss later

Confirmation of the minutes of the last AGM meeting

2023.3A.1

View 2022 AGM Minutes here

Motion: “That the minutes of the 2022 AGM be accepted as a true record.”

Moved: Penni Davidson

Seconded: Kym Bierenbroodspot

Secretary to publish the 2022 AGM minutes.

Business arising from the minutes of the previous AGM meeting

Nil Receipt and adoption of Association’s audited financial statement and Treasurer’s report (including all relevant subcommittees’ audited financial statements) 2022 The Gap State High School P&C Association Audited Financial Statements TGSHS Financial Statements for the year end Dec 2022, Compliance Report and Auditor’s Certification

The Gap State High School Parents’ and Citizens’ Association 2022 AGM Agenda 2 | P a g e TGSHS P&C Association 2023 AGM Agenda

2023.3A.2

2023.3A.3

Detailed Financial Reports Jan 2022 to Dec 2022 View 2022 The Gap State High School P&C Association Budget here 2022 Annual Treasurer’s Report

Motion: “That the Treasurer’s Report (2022), the Audited Financial Statements (2022) and the Budget (2023) be received.”

Moved: Christiana Xu

Seconded: Angela Windmill

• SHAPE Report
• POPARTS Report
• A4A Report
• Student Support Parent Group Report
• Building Fund Report

Motion: That the sub-committee reports be accepted.

Moved: Terri Bainbridge

Seconded: Erin Williams

Receipt and adoption of President’s annual report

2023.3A.4

View Annual President’s Report here

Motion: “That the President’s annual report be received”

Moved: Erin Williams

Seconded: Kym Bierenbroodspot

Receive applications for membership (to include renewal of existing membership and new membership) 2023.3A.5 Motion: “That the 63 membership applications for 2023 be received”

Moved: Christiana Xu

Seconded: Penni Davidson

The Gap State High School Parents’ and Citizens’ Association 2022 AGM Agenda 3 | P a g e TGSHS P&C Association 2023 AGM Agenda Elections of officers/executive committee

2023.3A.6

2023.3A.7

2023.3A.8

2023.3A.9

2023.3A.10

2023.3A.11

President Nomination: Erin Williams

Moved: Kym Bierenbroodspot

Seconded: Penni Davidson

Vice President Nomination: Leigh Passfield

Moved: Angela Windmill

Seconded: Penni Davidson

Treasurer Nomination: Christiana Xu

Moved: Leigh Passfield

Seconded: Penni Davidson

Secretary Nomination: to be filled

Moved:

Seconded:

Minute Secretary (non-executive) during meetings Nomination:

Moved:

Seconded:

Motion: That the new 2023 Executive Committee be endorsed

Moved: Kym Bierenbroodspot

Seconded: Janelle Grace

Send an email about VP and Secretary with position descriptions.

Change of bank signatories 2023.3A.12 Motion: “That the bank signatories are changed to the newly elected officers and the current executive are retained as signatories until these new signatories can be organised.”

Moved: Adam Massey

The Gap State High School Parents’ and Citizens’ Association 2022 AGM Agenda 4 | P a g e TGSHS P&C Association 2023 AGM Agenda

Seconded: Leigh Passfield

Confirmation of continuing subcommittees of the association (including appointment of members of subcommittees)

2023.3A.13 SHAPE

Chair: David Moran Secretary: Andrew McLean Treasurer: Not needed as sub-committee has no bank accounts.

POPARTS

Chair: to be filled Vice-Chair: Secretary: Steve Williams Treasurer: Student Support Parent Group (SSPG) Chair: Terri Bainbridge Vice Chair: Janelle Grace Secretary: Kym Bierenbroodspot Treasurer: Not needed as sub-committee has no bank accounts.

A4A

Chair: David Nichols Secretary: to be filled Treasurer: Not needed as sub-committee has no bank accounts.

Motion: “That the subcommittees be constituted as detailed above”.

Moved: Kym Bierenbroodspot

Seconded: David Nichols

Appointment of association’s auditor 2023.3A.14 Motion: “That XP Accountancy be appointed as the Auditor for 2023”

Moved: Christiana Xu

Seconded: Kym Bierenbroodspot

Adoption of updated Student Protection Risk Management Strategy

The Gap State High School Parents’ and Citizens’ Association 2022 AGM Agenda 5 | P a g e TGSHS P&C Association 2023 AGM Agenda 2023.3A.15 Motion: “That the Student Protection Risk Management Strategy be adopted.”

Moved: Terri Bainbridge

Seconded: Janelle Grace

Adoption of updated Constitution Adopt the updated constitution for 2023 Updated Constitution Changes to building fund Not a parent you have to have a blue card (now mandatory)

Moved: Leigh Passfield

Seconded: Sally Bourne

General Business

2023.3A.19 Motion: “That P&C insurance is renewed every year prior to the AGM to ensure continuous coverage.”

Moved: Christiana

Seconded: Angela

Meeting closed at ______7.58___ pm

NEXT MEETING: 11 March 2024, 7:00pm. Venue: The School Library