AGENDA. 3. MINUTES OF THE PREVIOUS GENERAL MEETING Motion: That the draft minutes of the P&F Meeting held on 8 November 2017 (the EGM) be accepted.

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1 ST HILDA S PARENTS & FRIENDS ASSOCIATION INC. Annual General Meeting (AGM) Wednesday 14 March 2017 at 7pm Staff Room Bay View (upstairs, June Jones Teaching and Learning Centre) 1. WELCOME 2. ATTENDANCE AGENDA 3. MINUTES OF THE PREVIOUS GENERAL MEETING Motion: That the draft minutes of the Meeting held on 8 November 2017 (the EGM) be accepted. 4. PRESIDENT S PRESENTATION 4.1 Taking the forward in light of the outcomes of the 2017 Strategic Review of the, that was conducted by Clarity Communications. 4.2 This year s initiatives to support the parent Year Group Representatives. 5. REVIEW OF 2018 EVENTS Events Schedule & Volunteer Roster (Appendix 1) 6. TREASURER S REPORT 6.1 Presentation of the 2017 accounts of the. Motion: That the 2017 Audited Financial Statements, as signed by the Treasurers and President, be accepted. Motion: That the Auditor s Report on the 2017 Financial Statements be accepted. Motion: That the Treasurers Report be accepted, and transactions identified therein, as requiring ratification be ratified. Motion: That Leanne Gallelis CPA be appointed as Auditor for Update on how the is tracking for income and expenditure this year. 7. AMENDING THE S CONSTITUTION 7.1 The Parent Working Group who are tackling this project & the review process. 8. PRINCIPAL S REPORT 9. DIRECTOR OF COMMUNICATIONS & ENGAGEMENT S REPORT 10. CORRESPONDENCE 11. OTHER BUSINESS 12. NEXT MEETING Meeting Schedule (Appendix 2).

2 APPENDIX 1. EVENTS SCHEDULE & VOLUNTEER ROSTER FOR 2018 THE EVENTS SCHEDULE In 2018, the has planned the following series of fun social events. Help would be gratefully received in the areas of planning, set-up on the day, serving refreshments, supervising activities, taking photographs (unpaid), and packing up. Parents can volunteer via the section of the St Hilda s App or by expressing interest by ing parentsandfriends@sthildas.wa.edu.au. Please let us know how you can help! Sundowner Sunday 28 January 2018 The Great Court, Bay View 4pm to 6pm This is the annual welcome event for both Senior School and Junior School families and friends. Welcome Drinks for Year Group Reps Sunday 4 February 2018 The Beach Club at the Cottesloe Hotel 4pm to 6pm Information Session for Year Group Reps Friday 9 February 2018 The Gallery, Hope Nicholas House, Bay View 9am to 10am An opportunity to meet the members of the Committee in a casual, social setting off campus at the start of the year. RSVP at by 1 February This event will give you ideas for how to carry out the role and provide you an opportunity to meet the other Year Group Reps. Year 7 New Parents Morning Tea Friday 16 February 2018 Foyer, Joy Shepherd Performing Arts Centre, Bay View 9am to 10am Year 7 is the first year of Senior School and has the biggest intake of new parents to the School. This annual event is aimed at supporting parents at this exciting moment of transition. Boarder Soiree Thursday 12 April 2018 Steve s Hotel From 6pm Arts Festival 13 April 2018 Bay View and Chidley es The inaugural sponsored event for Boarder Parents to engage with each other and acknowledge the support of friends and family. A ticketed event for Boarder parents with a plus one invite. Each year the Junior and Senior Schools run a vibrant Arts Festival during school hours. The P & F plays an important role in supporting this event by sponsoring refreshments on both campuses.

3 Cocktail Party Saturday 4 August 2018 School Hall, Catherine House, Bay View Christmas Event Wednesday 28 November 2018 Chidley 5.30pm to 7pm Every year, the P & F organises a kid-free evening event, bringing together the whole School. We ve had quiz nights (QASH), Gala Dinners, and this year we re having a cocktail party. This is a fun and relaxing end of year celebration for the families and friends of both senior and junior school students. THE PARENT VOLUNTEER ROSTER There are many social events on the School calendar that rely on volunteers. These events are a mix of sponsored events (eg. the Sundowner) and events co-ordinated by the School (eg. the Year 12 Ball). The table below lists the events for 2018 that require the assistance of volunteers to be a success. The, together with the School s Communications and Engagement team, have created a roster where select year groups have a specific opportunity to get involved. This roster of volunteers has taken into consideration year group commitments and seeks to give year groups a break now and again during their time at St Hilda s. Date Term 1 Event Volunteers Sought From The Following Year Groups Contact For Volunteers Sunday 28 January Sundowner All year groups Year 7 New Parents Friday 16 February Morning Tea Year 7 Friday 2 March Year 12 Ball Year 12 Thursday 12 April Boarder Parent Soiree Years 7 10 Friday 13 April Arts Festival Day All year groups Student Refreshments Year 3 (JS) and Year 9 (SS) Adult Refreshments Year 5 (JS) and Year 8 (SS) Student Lunch Years 1 (JS) and Year 7 (SS) Term 3 Friday 3 August Year 11 Dance Year 11 Saturday 4 August Cocktail Party All year groups Thursday 16 August Year 12 Father/Daughter Dinner Year 12 Term 4 Wednesday 28 November Christmas Event JK - 6

4 To volunteer for one of the above events, please contact: Sally Vasudavan President School Sally Bryant Parent Liaison & Events Coordinator Volunteers can also register their interest to assist with events on the St Hilda s App (via the section). The parent Year Group Reps have been encouraged to contact Sally Bryant at the start of the year to begin preparations and collect the previous year group s notes on that event. This will greatly assist them in establishing a work schedule and will save them the trouble of having to re-invent the wheel. They are encouraged to give suggestions to improve the existing arrangements and requested to prepare a short report at the end of the event to assist the following years Reps who will be tasked with the same event. From time to time, there may also be other events or activities at which parent volunteers are sought.

5 APPENDIX 2. MEETING SCHEDULE FOR 2018 Mindful of the diverse time constraints of our parent community, and to encourage attendance from as many parents as possible, the Committee has arranged a meeting schedule that includes both morning and evening meetings with one meeting scheduled for the last day of Term 3 (to encourage Boarder parents to attend). 7pm Wednesday 14 March 2018 The Annual General Meeting (AGM) Staff Sitting Room, Bay View 9am Friday 18 May 2018 Parent Forum #1 Staff Lunch Room, Chidley 7pm Wednesday 1 August 2018 Parent Forum #2 2pm Friday 21 September 2018 (last day of Term 3) Parent Forum #3 A meeting at which the committee gives an update on their work behind the scenes, presents the financial documents of the association for review, and canvasses topics for decision-making. The Principal, The Head of the Junior School and key members from the Communications & Engagement team are invited to present a short report from the School. A meeting of the parent community. It is an opportunity to come together and discuss current projects, suggest ideas for future projects, and consider issues that may have arisen. As above. As above. A meeting at which the outgoing committee gives a review of the work of the during the year 7pm Wednesday 14 November 2018 The Extraordinary General Meeting (EGM) to Elect Committee Members and consider Funding Proposals Nominations are sought from parents to join the Committee for the following year and an election is held. In advance of this meeting, staff, parents and students are invited to submit requests for funding for projects/items. Shortlisted proposals are presented to the at the meeting and voted on by members in attendance. The Principal, The Head of the Junior School and key members from the Communications & Engagement team are invited to present a short report from the School.