PA Committee Meeting 9th June 2010 report

Ana Gorey opened the meeting and welcomed everybody. It was requested that the topic of the wind instrument project for September’s class 1 OS be included under AOB. The agenda was approved. The meeting report of the committee meeting on the 20th May was approved without comment.

There was a quick round table session for members to bring any issues to the attention of the committee. The only issue was about the medical check-ups that pupils undergo once a year with the school doctor. Parents have asked if these check-ups are compulsory for every child. Also the PA were requested that they ask the school management again that parents are informed about the doctor’s visit well in advance.

Finances
The audit by Mr Bill Scott-Stewart of the 2008/2009 accounts was presented to the Committee and accepted. Mr Kevin Barber reported that the finances for 2008/2009 were close to the budget forecast, and that it was not necessary to use money from the PA’s reserves. However, he warned that so far, the out-goings for 2009/2010 have exceeded income, and the projected balance is that, due to the start up costs of EuroBoutique and other PA sponsoring and funding activities, and the extensive and expensive After-school activity programme, some of the PA reserve funds will have to be used to cover all out-going commitments. One area  highlighted was that there was still a significantly high number of members who have registered for membership but have not paid or have not paid the correct fee due. It was also clear that membership numbers are still very low, and the PA should look at developing a positive drive for membership for next year. Details of how to become a member, by when, and payment methods need to be much more clearly communicated to parents and the management of the members list needs to be simplified for easier access by the Committee.

It was noted that the PA account is fast becoming overloaded due to various budgets that fall under the administration of the Association. Many budget areas are managed under one heading, and this has led to difficulty in understanding the actual financial position to date for various topics. This lack of clarity has meant that decisions on sponsoring and project funding are becoming harder to make for committee members.
It was proposed that the fundamental structure of the budget lines be revised and that a member of the Association be requested to take over the day-to-day management of the petty cash and PA accounts. The current Treasurer, Mr Kevin Barber announced that he will be stepping down at the next AGM, so that this will be the ideal time to revise procedures for the Association as he can continue in his capacity as treasurer and complete the accounts up to 31st August 2010 for the school year 2009/2010.

The following budget structure was proposed:

The various budget areas of the Parents’ Association are divided up into the following Budget groups. Each budget group has sub-lines (groups) which can be modified as necessary with the introduction of new activities or the removal of activities which are no longer running. Budget groups are under the administration of the Treasurer, but the administration of a budget sub-line can be transferred to a committee member responsible for that activity.

Budget A – Operational Costs

1. Membership fees
2. Communication
            2.1 Website
            2.2 Communication costs
3. Insurance and other annual fixed costs
4. Bank charges
5. Interparents
           5.1 membership fees
           5.2 Expenses
6. Statutory meetings
7. School ID cards

Budget B – Events

1. Summer fest
             1.1 Refreshments and food
             1.2 Independent contractors (eg bouncy castles)
2. Open day
            2.1 Refreshments and food
            2.2 Other costs
3. Tanz in den Mai /other parties
            3.1 Refreshments etc
4. Coffee mornings
5. Christmas / Aula performances (refreshments)

Budget C – School activities (sponsoring and funding support)

1. EuroSport
2. Class trips
3. MEP
4. Kangaroo
5. Project days
6. Special Projects

Budget D – After School Activities

Budget E – EuroBoutique

Budget F – Social Fund (Photos)

Budget G – Reserve (savings fund)

Each Budget Group and sub-line will show the income and out-goings of that specific line so that when necessary informed committee decisions and realistic forecasts can be made to optimize funds.

After discussing various points, a vote was taken – that this new budget structure be developed and adopted by the PA in order to manage the accounts in future.
In favour: 12
Against: 0
It was a unanimous decision.

It was proposed that the financial numbers from 2007/2008 and 2008/2009 should also be transferred to a similar formula so that an overview of the PA account can be analysed over 3 years.
It was requested that the main structure as shown above (Budgets A – G, and the sub-lines 1, 2, 3, etc) be agreed by the end of term so that the financial figures from the previous 2 years and up to the end of this school year can be put in and completed by the 1st September 2010.

The above format is only a proposal and Committee members are asked to look at it carefully and to send in their suggestions and comments.
The final structure (when completed) with the sub-lines will be sent to all committee members and agreed upon by written procedure.

Summer Fest 2010
Everything has been arranged and confirmed.
The following issues were discussed:
•  InterSport Hoffmann will offer a “football challenge”. They will present prizes for the winners. They would also like to charge for taking part in the challenge and this money will be donated to a local charity. Barbara Weiner suggested that the money be given to a local children’s home “Kinderheim Sybelstraße”. This was agreed and it was requested that the Children’s home be visited and the action coordinated as far as possible considering how little time is left before the Summer fest.
•  The stage programme is not as full as last year, but there are many more activities on offer instead.
•  Prices will remain the same as last year.
•  Stock re-orders are necessary for EuroBoutique. This was given the go-ahead.
•  Parent helpers are still urgently required. A further email will be sent out asking for volunteers.
•  The Programme leaflet was shown to everyone and approved. This will be ready next week and be available on the website, as well as handed out on the day.
•  A plan of the Fest area will be available at the entrance so that visitors can see where everything is.

Wind Instrument Project for OS
Nathalie Baroard Barth presented the current situation to the members (annex 4). After discussion, the conclusion was that if the PA agreed to the requests from Frau Heger and Herr Klagges there would inevitably be a financial risk and further work implications for the PA committee.
The final decision whether to accept the proposal from Frau Heger was put to the vote.
Against the proposal : 11
For the proposal : 1
Frau Heger’s proposal was rejected.

As an alternative, Frau Baroard Barth proposed that a “Förderverein” be started involving only those parents whose children are taking part in the project. The “Förderverein” can then officially sign contracts and seek parent helpers to administer the project. Frau Baroard Barth kindly volunteered to investigate this further with Frau Heger and Herr Klagges. There was a short discussion whether the “Förderverein” should come under the ‘umbrella’ of the PA. This idea was rejected by the majority of the members present and it was said that such a “Förderverein” should remain independent, so that procedures can remain as straightforward as possible. The PA committee agreed that the “Förderverein” may, in the future, submit to the PA requests for financial support as and when the need arises.

PA info for new parents on Test Day (6th September 2010)
The Committee agreed to the School’s request that there be PA presence on the test day for new students (day before the beginning of term Sept. 2010) PA info, membership forms and other relevant material will be available as well as PA reps to answer questions (in English, French and German!)

The meeting closed at 10.00. Ana Gorey thanked everyone for attending.

Present: Ana Gorey, Kevin Barber, Ann Sierig, Hamid Batani, Madeleine Koch, Nathalie Baroard Barth, Letizia Dalle Donne, Barbara Weiner, Michel Messmer, Anja Bühner, Jacqueline Ribeiro, Sarah Winthrop

Sarah Winthrop
11.06.10