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P & C GENERAL MEETING AGENDA
P & C GENERAL MEETING AGENDA
Wednesday 29 October 2025 at 7.00pm
Venue: Ferncourt PS Hall and online
Welcome to P&C – (5 mins)
Acknowledgement of traditional owners
Membership, introductions & apologies
President’s update
Acceptance of minutes of previous meeting, and outstanding actions (3 min)
Principal’s Report – Mitch King (5 mins)
Executive and Sub-Committee Reports and Items (30 mins)
Treasurer
Fundraising and Events
2026 Ferncourt May Fair
Communications
Grants
Environment
Band & Strings
Extracurricular
Air con
Other items of business for noting, decision or discussion (as required): (15 mins)
Funding Proposals - see appendices.
Laptops - $10,000
Excursions contribution - $1,500
Outdoor learning contribution - $1,000
Year 6 graduation decorations - $300
Funding notice
IWB invoiced by school - previously approved via Funding Proposal
Mathletics invoiced by school - previously approved via budget
Generative AI - any planned stage 3 lessons?
NSW seems to be moving forward with AI training for high school students. Are there any plans for lessons to Stage 3 students to prepare them for AI and help them understand the benefits, pitfalls and ethics, so that when they reach high school they are more prepared?
Reference - https://education.nsw.gov.au/teaching-and-learning/education-for-a-changing-world/nsweduchat
Enquiry about number of parent teacher meetings
Some parents have asked about a possible mid-year parent-teacher meeting. P&C would like to hear the school’s thoughts.
Next meeting – confirmation of date; proposed agenda items (2 mins)
Term 4 Week 8, 3rd December
Meeting close 8.00pm.
Previous Minutes
Previous Minutes
Minutes of this meeting
Minutes of this meeting
TBC
Links / References
Links / References
Funding Proposal - Laptops - $10,000
Funding Proposal - Laptops - $10,000
Name of Project/ Initiative
New laptops
Name/s and contact details of proposers
Pat Macpherson
Description of Project/Initiative.
The school is updating its technology strategy and is looking to move away from a computer lab towards a laptop cart. They have identified a DET standard-issue laptop, and are looking to start this transition with a purchase this year of approx 28 (for a single class) at $800-1200 per laptop. Pending review of this initial purchase, it is expected that they would aim for another 1 or 2 classes worth of laptops in the following years.
Summary of benefits:
Computer labs provide students with the opportunity to learn digital skills and increased inclusiveness. For teachers, this technology offers opportunities for increased engagement and enabling better STEM education.
What amount needs to be funded by the P&C this year?
$10,000
What other (non-financial) support is required?
None.
Is ongoing funding or other non-financial support required in future years?
No. As purchase is through DoE, maintenance will be covered. It is likely but not expected that the P&C would contribute towards the eventual replacement of these laptops when they meet end of life. Any decision on end-of-life replacement would be handled by the P&C at that time.
Will some of the cost be funded in other ways?
Yes. P&C funding would be a top-up on top of funding from the school. The school will be funding this from both "DoE technology allowance" and its own discretionary funds.
Is the funding request time critical?
Mildly. Clearing these funds in Term 4 would allow them to be combined with the school's planned funds, to possibly allow for better purchasing power.
Is there any further information you would like to add?
No.
Funding Proposal - Excursions contribution - $1,500
Funding Proposal - Excursions contribution - $1,500
Name of Project/ Initiative
Contributions to Term 4 school excursions
Name/s and contact details of proposers
Pat Macpherson
Description of Project/Initiative.
There are 3 planned excursions for Term 4 - Kindy, Stage 3 and Whole School. These excursions involve significant school planning whilst giving our students a memorable experience.
Summary of benefits:
The funding will give the school added flexibility around these excursions. It could be used to either reduce costs, provide for an improved experience or to help any students experiencing hardship to attend. The exact use of these funds would be at the discretion of the school.
What amount needs to be funded by the P&C this year?
$1500, being $500 per excursion.
What other (non-financial) support is required?
None.
Is ongoing funding or other non-financial support required in future years?
No. It has been relayed to the school that this funding is a bonus, and not a yearly expectation. (It should be noted that this could change, e.g. P&C could choose to budget for this)
Will some of the cost be funded in other ways?
The majority of the funding will come from student families.
Is the funding request time critical?
Yes. Excursions are scheduled for this term.
Is there any further information you would like to add?
FYI - This proposal received approval during the September 2025 P&C meeting.
Funding Proposal - Outdoor learning contribution - $1,000
Funding Proposal - Outdoor learning contribution - $1,000
Name of Project/ Initiative
Contribution to Outdoor Learning Fees
Name/s and contact details of proposers
Pat Macpherson
Description of Project/Initiative.
Creating and maintaining gardens helps students to develop knowledge and skills for sustainable living. Garden activities can be linked to many areas of the curriculum.
Summary of benefits:
Practical activities in garden design, planting and harvesting, can be linked to a range of curriculum areas including science, arts, literacy, and numeracy. Outdoor Learning lessons provide students with a different way to interact with the curriculum.
Increases in cost of living have bought greater scrutiny on school fees, meaning the school is wary of increasing costs, and that the fees are not always paid. This has placed some light financial pressure on the outdoor learning program. This contribution will help give some financial stability to the program.
What amount needs to be funded by the P&C this year?
$1,000
What other (non-financial) support is required?
The P&C Enviro committee plans regular gardening bees. Parents are invited to volunteer at the outdoor learning sessions.
Is ongoing funding or other non-financial support required in future years?
No. This is a one-off contribution. (Note - this could change, e.g. it could be budgeted for)
Will some of the cost be funded in other ways?
Costs for outdoor learning are mainly covered by the school's budget and a contribution from parents as a line-item in school fees.
Is the funding request time critical?
No. Outdoor learning is committed to. These funds would help some non-payment of fees, and assist with longer term budgeting and financial stability of the program.
Is there any further information you would like to add?
No.
Funding Proposal - Year 6 graduation decorations - $300
Funding Proposal - Year 6 graduation decorations - $300
Name of Project/ Initiative
Year 6 Graduation Decorations
Name/s and contact details of proposers
Pat Macpherson & Ms Riddoch
Description of Project/Initiative.
The Year 6 graduation ceremony is held offsite, and if approved these funds will be used for decorations.
Summary of benefits:
To celebrate the graduating class of the school, to give them a memorable send off and to recognise their efforts towards the school over their time at Ferncourt.
What amount needs to be funded by the P&C this year?
$300
What other (non-financial) support is required?
No.
Is ongoing funding or other non-financial support required in future years?
Not directly. This matches last year's P&C contribution.
Will some of the cost be funded in other ways?
Most of the event will be covered by families of the attending students.
Is the funding request time critical?
Yes, as the graduation ceremony is scheduled for late term 4.
Is there any further information you would like to add?
No.
Proposal for an update to Standing Rules
Proposal for an update to Standing Rules
Existing standing rules at https://www.ferncourt.asn.au/about/policies
The aim of this proposal is to clarify - there is no expected changes to our processes, rather this is making the existing process more explicit.
That the existing item-
Budget: The budget for the year shall be presented at the first meeting following the AGM. Any expenditure exceeding 20% of a budgeted item or any unbudgeted expenditure over $500 must be approved by a simple majority at a General Meeting. A funding request proposal should be submitted to the treasurer and president 7 days prior to the meeting.
Be replaced with-
Budget: The outgoing committee will present a yearly budget at the first meeting of the year. This will allow for better support for Term 1 events. The incoming committee has the option of revising and updating the budget. Major revisions would be expected to be raised in the first meeting to be held after the day of the AGM (i.e. not the post-AGM general meeting, to give time for the new committee to review).
Major vs Minor items - Items over $500 or exceeding 20% of a budged item are to be classed as a major spending item.
Approval of minor spending- Minor spending is to be approved by the Executive Committee.
Approval of major spending- Major spending is to be approved by either- a) being part of an approved budget, or b) being approved at a single P&C meeting by having a funding proposal submitted to Treasurer, President and Secretary 14 days prior to the P&C meeting, AND that proposal being widely communicated at least 7 days prior to the P&C meeting, or c) being passed at 2 consecutive P&C meetings.
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