PA Committee Meeting 20th May 2010

Class 1 OS Music project for September
Frau Heger was invited to address the committee with an up-date of the music wind instrument project that is going ahead for class 1 OS students in September. This project, initiated by the music teachers, will offer wind instrument lessons during the school day, as part of the music timetable. The course will run for two years, after which the students can decide if they wish to continue privately or not. Students participating will have 2 lessons a week with the ESK music teachers and one lesson a week with a professional wind instrument teacher. The course is voluntary and over 30 parents have expressed an interest. It has been proposed that the instruments be leased from a musical instrument dealer in Karlsruhe and that these instruments plus the cost of the professional music teacher is covered by a monthly charge to the parents. The advantage of this is that all parents will be required to pay the same costs, and there is some flexibility for the students regarding the instruments they chose. The PA, in its capacity as a registered association, has been asked to agree to sign the contract with the music dealer. However, all the administration of such a project will be carried out fully by the administration staff and teachers of the school. Any financial risks are covered by insurance.

The PA expressed their full support for this project and is very grateful for all the hard work that the music teachers and the admin staff, in particular, Frau Heger, have done towards realising this project for the students.

The PA requested that in order to make an informed decision, full details, including all costs, and a copy of the proposed contract, be made available in writing to the Committee so that they can give it every consideration.

Finance
It was requested that an extra-ordinary meeting of the PA committee be held to discuss the PA financial situation. The school year is nearly finished (the PA finance year runs from 1st September to 31st August) and in order to establish a clearer picture of the current financial situation it was proposed that the meeting be held on the 2nd or 9th June depending on the availability of the PA Treasurer and the AA coordinator.

It has been requested that the following information be available for this meeting.

• The position of the PA account up to and including 30th April 2010
• The PA account for academic year 2008-2009, which should have been approved by the General Assembly, which should have been verified and audited as agreed with Mr Scott-Stewart
• A clear picture of the current position of each separate budget line
• A copy of the proposal of the new itemised budget structures as drawn up by Christiane Sardain, so that it can be discussed and adopted.
• The final state of accounts for the After-school Activities

It has been requested that by the 31st August 2010, a fully itemised budget proposal be in place for discussion and approval by the PA Committee at the first committee meeting in September.

EuroBoutique
The launch of EuroBoutique was a great success and the design and quality of the collection was very well received. On Open Day, over 3000 Euros were taken, and re-orders will have to be made for the Summer Fest.

Tanz in den Mai Party
The party on the 30th April was a fun occasion for all who came. Although the PA would like to make this an annual event offering an opportunity for teachers, parents and friends to get together on an informal basis, the date of such an event will have to be discussed again, so that more teachers can attend. Over 300 Euros was taken when costs are deducted, and this money will be used to support school activities.

Educational Councils
Both Secondary and primary educational councils have taken place. Details of what was discussed at the meetings are available in the PA web reports.

SAC (School Advisory Council) meeting 25th May
The reports are now available from the school from the 3 working groups (WG). The PA is very happy that the working groups are being so proactive. There was concern that there are so few parents involved in the working groups, and it was requested that this situation be re-examined to see if by modifying meeting times, or information flow, more parents can be persuaded to take an active part. As the trial year is almost over and the SAC will run in earnest in September 2010, the PA requests that the following points be clarified.
How will the ideas from the SAC WGs be channelled into the School Development Plan (SDP)? As this is a new venture for many people, is it possible to see the last SDP?
How will the SAC recommendations be presented to the Administration Board?
As there will be strict budgetary constraints what will be the procedures for setting priorities?
Decisions for next year are already being made – will the ideas from the SAC WG meetings be itemised by budgetary considerations so that they can be prioritised and will be clearly presented in writing?

Summer Fest 20th June 2010
The “to-do” spreadsheet was presented and agreed with a few additions (see attachment)
Main points:

• Michel Messmer will be the main coordinator and will keep the master check list.
• There will only be one helpers list and tasks will be allocated according to individual’s wishes. Michel Messmer will keep the master list.
• Anja Bühner will be in charge of the café, Michel Messmer is in charge of the grill and drinks
• Kevin Barber will do the public announcements
• An information letter will be printed for all Grundschule pupils to take home.
• Posters with information will be put up around the school.
• Emails with information will be sent to parents; main requests: please donate a cake, please help
• Scolarest will be asked how much they will charge to provide 70kg frozen French fries and 750 bread rolls.
• Cindy van Velzen has already book the bouncy castles
• Barbara Weiner will write and obtain the relevant permission from the Gemeinde.
• Letizia will organise the EuroBoutique

The meeting ended at 10.00pm

Sarah Winthrop
20th May 2010

Present: Ana Gorey, Michel Messmer, Barbara Weiner, Letizia Dalle Donne, Nathalie Beroard-Barth, Ann Sierig, Sarah Winthrop

Apologies: Cindy van Velzen, Kevin Barber, Debjani Basu, Anja Bühner