General Brock PAC AGM – MINUTES
September 24, 2015 7pm
Mingling, treats, coffee and tea
Welcome (2 minutes)
Inkeri (outgoing chair and incoming treasurer), Krista (vice-chair), Lara (fundraising), Alison
(secretary), Dani (staff/parent liaison), Tara (member at large), Angela (principal), Leone (teacher),
Penny, Tasha, Sheri, Cass, Bryce, Katja, Sue, Janelle, Michelle, Vivian, Nelum, Pat, Colleen, Niki,
Sue, Norine (teacher), Melissa (guest artist), Chau, Helen
What does the PAC do? (10 minutes)
Brock Elementary is a big part of your child’s life for these 8 years.
Our GOALS as a PAC
1.Supporting staff and learning resources in the school (with funding, but also with volunteer support)
2. Encouraging community engagement and support, by effective communications and hosting
inclusive events.
We are a very diverse school community – one objective of PAC is to help everyone feel included and
supported. We have also made a commitment to allocate funds to support the needy families at our
school.
3. Building a community legacy by making long-term investments on the school grounds – which are
used by not just current students, but all families in our neighbourhood, into the future **All the
landscaping, trees, and improvements you see on the east side of the school were all put in place by
past PAC’s, as was the new landscaping in front of the school. We hope to continue this legacy.
By participating in PAC, you will help form your child’s sense of community, and an appreciation for
the importance of active community participation. Unlike high school students, your kids won’t be
embarrassed about your involvement – they’ll be PROUD !
(notes provided by Inkeri, outgoing PAC Chair)
Principal’s Report and ArtStarts Presentation (3 minutes)
Questions (5 minutes)
ArtStarts – Norine Colvin, Melissa
- ArtStarts promotes arts in the school, specific criteria you have to adhere to
- Working with Melissa, an artist/musician, the staff will be applying for an ArtStarts grant to
create a Musical
- The score chosen is Carnival of the Animals
- It would involve all of the children in the school singing, reading dialogue, instruments, helping
with the artwork
- Melissa spoke about her experience
- PAC will fund 30% of the costs approximately $2400
- PAC voted in May 2015 to cover the cost of 30% of the ArtStarts grant.
Principal’s Report
- Directed parents to the website where most information is listed, walked through the
general how to of the site
- this year the new curriculum is being explored but will be implemented next year
- email Angela if you have any questions aahughes@vsb.bc.ca
Financial (10 minutes, including discussion)
TREASURER’S REPORT GENERAL BROCK PAC – SCHOOL YEAR 2014-15
I have summarized PAC revenues and expenditures for the 2014-15 year and presented them alongside
the September, 2014 budget. Bank balances at August 31, 2015 reconcile with the final net balance on
hand from this report.
We have set aside $13,511 from last years’ fundraising toward our playground rebuilding fund. This
leaves us with a starting balance for the 2015-16 year of $9,202.
Signed,
Inkeri Meharg, PAC Chair, 2014-15 and Treasurer 2015-16
GENERAL BROCK PAC
2014 - 2015 SCHOOL YEAR
TREASURER'S REPORT
REVENUES
Starting Balance (GAMING)
Starting Balance (Main Account)
$
$
BUDGET
2014-15
1,972
5,785
Gaming Grant (based on 2014 enrollm)
Mabel's Labels
Donations & Grants
Direct Drive Donations
Gift Card Sales
Garage Sale
Interest & Other Revenue
$
$
$
$
$
$
4,860
1,000
20,000
25,000
1,000
3,000
$
$
$
$
$
$
$
4,320
190
3,120
9,981
2,744
3,286
357
TOTALS $
62,616
$
31,755
RAISED THIS YEAR (Net of Starting)
EXPENDITURES
Staff Requests
$
3,450
Extracurricular Events & Programs
$
4,860
Additional Gaming Funds available
$
1,894
PAC EVENTS
$
1,900
Tupper Scholarship
$
250
Grade 7 Grad
Front Playground upgrade
$
500
Staff Gifts
$
200
PAC Meeting childcare (8 x $20)
$
160
Fundraising COSTS?
$
250
Admin costs
$
150
Playground Funding
$
40,000
$
23,998
$
$
$
$
$
$
$
$
$
$
$
$
2,893
3,957
735
250
250
356
140
90
223
130
-
TOTAL Projected Expenses $
53,614
$
9,024
9,003
$
22,731
Net Balance (shortfall)
$
2014-15 ACTUAL
Actual
$
1,972
$
5,785
Note 1
Note 2
Note 3
NOTES:
1. Starting bank Balance adjusted for $909.60 of outstanding cheques from previous year
2. Gaming Grant was based on previous year's enrollment, not current year
3. Staff requests included classroom supplies and $539 projector purchased.
GENERAL BROCK PAC ACCOUNTS
BANK RECONCILIATION - TO AUGUST 31, 2015
6-Jul-15 Period Starting Balance
Revenues
Interest
Expenses
756 Gift Card Angie Hair Design
758 Gift Card The Fish Counter
761 Gift Card Sushi Hub
767 Lara Spence - gift for PAC treasurer
MAIN ACCOUNTGAMING
$
7,936.07 $ 1,817.19
JUMP START TOTAL
$13,511.48 $ 23,264.74
$
$
1.34
0.16
17.37
-47.50
-90.00
-45.00
-15.00
768 Inkeri Meharg - staff retirement gift + treats for last day
-71.98
769 Alison Sharpe - leaving staff gifts
-25.00
Ending Balance - August 31, 2015
$
OUTSTANDING CHEQUES
755 Classroom Supplies(Mr. E. Wong, Div.2/G5/6)
766 PAC Website Annual Fee(reim to Tara Landes)
ADJUSTED CLOSING BALANCE
$
$
7,642.93
$ 1,817.35
$13,528.85
$ 22,989.13
-173.57
-83.88
7,385.48 $ 1,817.35
$13,528.85
$ 22,731.68
Niki made motion and Sue seconded the motion to accept the 2014/15 Treasurer Report as shared. One
vote of dissent and all others in favour.
A parent discussed the importance of including time and monetary goals regarding the capital
fundraising plans for the playground.
The same parent raised several concerns surrounding not feeling that enough time was provided to
thoroughly understand the treasurer’s report. Please note that all budget documents are on the PAC
website, are shared with the PAC each month approximately one week prior to each PAC meeting via
the email list, and are printed and placed on tables at the PAC meeting.
Inkeri mentioned that the Direct Drive letters will be going out tomorrow. Lara raised the point that
Direct Drive requests can go out beyond the immediate families at the school and that extended family
could be contacted.
If anyone is interested in working on fundraising including grant writing please email Lara Spence at
lara@laraspence.com
GENERAL BROCK PAC – DRAFT BUDGET 2015-16 SCHOOL YEAR
GENERAL BROCK PAC
PROPOSED BUDGET
2015-2016 SCHOOL YEAR
Starting Funds and Projected Revenues
2015-16
BUDGET
Starting Balance - Gaming Acct
Starting Balance (Main Account)
Starting Balance (JumpStart Account)
$
$
$
1,817.35
7,385.48
13,528.85
$
$
2014-15
Actual
1,971.82
5,785.00
Gaming Grant
Community Donations & Grants
Direct Drive Donations
Gift Card Sales
Garage Sale
Other fundraising (TBD)
$
$
$
$
$
$
4,860.00
15,000.00
6,000.00
2,000.00
3,000.00
1,500.00
$
$
$
$
$
$
4,320.00
3,120.00
9,981.00
2,744.00
3,286.40
547.00
TOTALS $
55,091.68
$
31,755.22
Fundraising Goal (Net of Starting) $
32,360.00
$
23,998.40
$
$
$
$
$
$
$
$
$
$
$
4,860.00
3,465.00
5,000.00
1,830.00
600.00
450.00
250.00
250.00
300.00
310.00
29,000.00
$
$
3,957.00
2,893.00
$
$
$
$
$
$
$
$
735.00
223.00
250.00
250.00
140.00
220.00
356.40
TOTAL Projected Expenses $
46,315.00
$
9,024.40
8,776.68
$
22,730.82
EXPENDITURES
Extracurricular programs & visitors
Staff Requests
Artists in the Classroom?
PAC EVENTS *see projections
Helping families fund
Fundraising COSTS?
Tupper Scholarship
Grade 7 Grad
Staff Gifts
Admin costs & Childcare
Playground Funding
Net Surplus (shortfall)
$
EXTRACURRICULAR EVENTS BUDGET
$15/kid from gaming
$5/kid from general revenue?
$
$
$
STAFF REQUESTS
Remaining Gaming funds (technology, uniforms,
$ etc.)
$150 x 13 divisions?
$
$75 x 4 resource teachers?
$
$
PAC EVENTS
Welcome coffee mornings
Welcome back event
Pumpkin Patch event
Holiday Hot chocolate event
Multicultural night
Sports Day ($1 per kid?)
Last Day of School treats
Parent Education nights
STAFF GIFTS
Welcome back coffees
Sushi lunch?
Staff Appreciation week (February)
Appreciation lunch (May-June)
Leaving gifts, other gestures
FUNDRAISING COSTS
Mailing for tax receipts
Printing - various
Garage sale (ads,Equipment, garbage bags
3,645.00
1,215.00
4,860.00
1,215.00
1,950.00
300.00
3,465.00
Notes
$
$
$
$
$
$
$
$
$
80.00
300.00
50.00
400.00
250.00
250.00
500.00
1,830.00
$
100.00
$
$
$
$
To be discussed?
100.00
Nesters points & Potluck contributions?
100.00
300.00
*Excluding donated value approx $300
Nesters Donation
Plus Nesters points used
?
Notes
$
$
Notes
100.00
150 (or, printing can be all done at school or donated…)
200
450.00
If anyone has questions or concerns regarding the budget or other financial documents please email
Inkeri at the4mehargs@telus.net
Lara moves to approve the proposed 2015/16 budget and Krista seconds, unanimously accepted.
Positions and Roles (20 minutes, including discussion)
- nominations and election of incoming PAC Executive
The PAC accepts the resignation of the outgoing treasurer Cheryl Wang. Proposed by Inkeri and
seconded by Tara. Unanimously accepted.
The PAC accepts the resignation of the outgoing chair Inkeri Meharg.
The following slate of executive officers was presented:
Chair – vacant
Vice- Chair – Krista Knight
Treasurer – Inkeri Meharg
Secretary – Alison Sharpe
Fundraising – Lara Spence
Tara makes the motion to accept the slate as presented, seconded by Dani. Unanimously accepted.
Please note that while the role of chair is vacant the existing PAC Executive will attempt to divide up
responsibilities and absorb some of the tasks the chair was doing into their own roles. More
information to follow in October.
Class Parents (2 mins)
- the staff/parent liaison (Dani), explained the role of class parents and attempted to
elicit more volunteers.
- If anyone is interested in this role please email her at danielleconrad@hotmail.com
Meeting Adjourned
ITEMS TO BE CARRIED THROUGH TO OCTOBER:
- division of roles with lack of a chair
- signing authority discussion
- opportunity for small group discussion of ways parents can get involved, what roles still need filling,
and presentation of any new fundraising or community building ideas
PAC Organized Events/Activities
Full-year Executive Roles:
Chair - VACANT
Vice Chair – Krista Knight
Treasurer – Inkeri Meharg
Secretary – Alison Sharpe
Fundraising Coordinator – Lara Spence
Supporting Roles:
Fundraising team (2-5 people) – Tara Lanes, Penny McCleary, Maryann, Michelle, Elisabeth, Lisa,
School/Parent Liaison – Dani Conrad
Nesters Market LiaisonComfort/ Earthquake kits (2 people) – Sherri Lomas and Tasha
DPAC Liaison – Alison Sharpe
Parent Education committee (2-3 people) – Sue Ironside (primary)
Correspondence manager – Dani Conrad and Deborah Bender
PAC Childcare organizer (ideally a Grade 7 parent) –
Class Parents (one per division ) - ongoing
Parent Rep for School Planning Committee (cannot be a teacher)
Monday Hot Lunch Coordinator (only to help on day of, all other work done by company online) Proposed Events – all events listed are proposed only until an appropriate team of volunteers is
willing to take them on.
TERM ONE
Welcome Back Coffee Mornings – Alison Sharpe, Inkeri Meharg, Tara Landes, Krista Knight, Dani
Conrad, Deborah Bender
Welcome Back BBQ/Event – Alison Sharpe and Inkeri Meharg
Direct Drive Campaign – Tara Landes
Pumpkin Patch – Cass Savage
Holiday Assembly (hot chocolate and mandarins) Shopping Cards (multiple times a year) – Georgina Butler
TERM TWO
Multicultural Night – Janice Hague and Melanie Paris, Palma Bjarnasdotter
Parent Education Night –
Staff Appreciation – Dani Conrad
TERM THREE
Garage Sale – Sue Montgomery and Janelle Sheen
Sports Day (one rep per division, plus 2 parents to coordinate) Staff Appreciation Luncheon (2 parents to organize volunteers, many to bring food) –
Las Day of School Picnic (supply a special treat) If anyone has any other suggestions for events or fundraisers please let someone from the PAC
executive know. We would love new ideas to be shared, planned and implemented!