2015 Midrand Primary AGM Minutes

2015 MIDRAND PRIMARY AGM MINUTES

 

DATE: 2015/11/18

 

VENUE: SCHOOL HALL

 

TIME: 18H00

 

TOTAL NUMBER OF PARENTS PRESENT: 415

 

SGB & SMT MEMBERS PRESENT: ALL

 

ALSO PRESENT: AUDITOR (Mr Given Maedza)

 

APOLOGIES: PRINCIPAL (Road emergency involving sibling)

 

AGENDA:  1. Opening and welcome

  1. Adoption of minutes of previous AGM
  2. The principal’s report.
  3. The chairperson’s report.
  4. Financial statements for year 2014
  5. Budget/Resolutions

6:1 Proposed budget for 2016

6:2 Approval of 2016 school fees and exemptions.

6:3 Approval of discounts for early school fees settlements.

6:4 Approval of interest to be charged on overdue accounts.

  1. Closure.

 

1: OPENING AND WELCOME

 

The chairperson Mr Thebe Rantso opened the meeting by welcoming all the parents.  He invited one of the parents to give an opening prayer and the meeting began.

 

2: 2014 AGM MINUTES

 

The secretary Mr Daniel Mazambara led parents in reading the minutes. They were adopted as a correct record of the 2014 annual general meeting. Ms Zandile Mposelwa moved for adoption and was seconded by Mr Mbulelo Dakada.

 

 MINUTES ARISING

 

  • Old (Red) Uniform

Some parents wanted to know how the new uniform will be rolled out and at what point will the red uniform be discontinued.was supposed to be ?

Response: The new (blue) uniform was rolled out phase by phase i.e Grade 1 – 3 first, followed by Grade 4 -6. Only 2015 Grade 7 learners were exempted from buying the blue uniform. From January 2016 all learners in the school were to be in the new (blue) uniform.

 

 

  • Cleanliness Of the School

Classrooms and corridors were still dirty. Why was the problem not solved if it had been discussed in the previous AGM?

 

Response

Parents’ concern was noted. Management would take additional measures to reach acceptable standards of cleanliness.

 

  • Early School Fees Settlement Discount Window

The discount window period was up to end of March; not February.

 

Response

The correction was noted and effected on the minutes.

 

  1. PRINCIPAL’S REPORT

 

Mrs Mandy Dias; Deputy principal for Foundation Phase , read the principal’s report on behalf of  Mr Kgaabi who had to attend to a family emergency.

 

The report highlighted among others the academic and extra curricular achievements that learners had made in competitions with other schools in the country. The report further outlined the following:

 

  • Mental Maths

A Grade 3 learner named Sasha Domnikov reached provincial level in the mental maths competition. Learner was in Mrs Mangole’s class.

 

  • The Battle of the Books

Our school came first in the Midrand cluster and reached regional level. Mrs P Pillay was in Charge of the Battle of the Books learners.

 

(c) Public Speaking

Khulani Mhlongo and Isaac Mudau in Grade 7 won gold and silver respectively; in the NEA prepared speech competition. Mrs P Pillay was in charge of the team.

 

  • Performing Arts

The drama group did very well nationally both in group and individual performances.

Lebogang Baqwa in Grade 5 attained a diploma in a monologue competition. She would proceed to the next level of the competition in February 2016. Mr Jokozela was in charge of the team.

 

  • Visual Art

Three learners won vouchers worth R300 each in the Liberty Art competition.

Mukundi Mwendamutswu in Grade 4 qualified for next round at Regional level.

Mr Mashate was incharge of the team.

 

  • Gymnastics

Gymnastics is a new sporting activity in the school. The school had attained good positions in various gymnastics competitions in 2015.

 

Olwethu Mathobela in Grade 5 had been selected to form part of the team to represent Gauteng at national level. Miss Mashiane was in charge of Gymnastics team.

 

Academic Performances

The principal reported that the overall academic performance of the school is continuously improvingly in quality. He singled out Mathematics in Intermediate phase, which was towards a 60%; from averages of below 50% 3years before.

 

The principal thanked both parents and teachers for working together to improve the quality of results in the school.

ANA

Annual National Exams which were supposed to have been written in September 2015 had been postponed by Department of Education to a date yet to be officially communicated to schools.

 

4: CHAIRPERSON’S REPORT

The chairperson’s report focused on the work of the SGB, projects completed, pending projects, school fees and discipline matters.

 

  • SGB Mandate

The chairperson explained that SGB as structure was a product of SASA.

The SGB’s work was to make policies that would in turn be handed over to the school management team for implementation.

 

Since its inception in March 2015, the SGB had convened 17 SGB formal meetings to discharge its duties.

Completed Projects

Fixing of toilets.

  • Painting of palisades.
  • Repairing the bottom field pavilion.
  • Roll out of new school uniform.
  • Resurfacing of combined courts.
  • Air conditioning installations.

Pending Projects

  • Steel lockers for learner books (urgent).
  • Visual classrooms.

 

School Fees Payment

The chairperson began by thanking parents who had clean school fees accounts; for giving the school the support the school really needed. Without financial support the SGB would not be able to equip the school with resources, putting the children’s education in jeopardy of possible poor quality.

He reminded defaulting parents that Midrand Primary was a fee paying school which meant that its main source of funds was school fees. He urged defaulting parents to pay before incurring extra costs resulting from debt collection lawsuits.

Midrand Primary has 26 additional staff deployed in teaching, support services, admin and cleaning departments.

In order to enhance quality educational service delivery, it is therefore important for the school to be financially stable and that means the parents must pay school fees on time.

 

(e) Discipline

 

The chairperson reported that discipline was still a challenge in the school. He appealed to parents to help with discipline from home; through occupying their children with activities that promoted good discipline.

He urged parents to desist from unnecessarily defending their children; in order to improve discipline among learners.

Staff members struggling with discipline would, where possible, receive the necessary support in order to develop them. Management and SGB would however take necessary measures in cases of serious staff misconduct.

 

  • Fun Day

The chairperson thanked parents who availed themselves for the fun day.

 

POSTPONEMENT OF AGM CONCLUSION TO 25 NOVEMBER 2015

Parents had a lot of contributions, suggestions and opinions after the chairperson and principal’s reports. These engagements consumed time set aside for 2014 audited financials and 2016 budget proposal. As a result it was agreed to set another day for the financial reports and budget proposal.

The set date of continuation was the 25th of November 2015.

On the 25th, the chairman welcomed parents and announced the presence of the principal who had missed part 1 of the AGM on the 18th. The chairperson immediately invited the auditor to give the 2014 audit report.

 

  1. AUDITOR’S REPORT

 

The appointed auditor, Mr Given Maedza began by giving an outline of legislation and international principles governing audits.

He went on to inform parents that he was well satisfied that the school’s financial report for 2014 was sound and accurate.

  • Income Statement (summary)

 

The total income collected in 2014 was R11 172 932.00 this was an increase of close to a million rand from 2013’s collection of R10 346 257.00.

 

By the end of 2014 Midrand primary had a surplus of 2 million rand to carry into 2015.

 

(b) Expenditure (summary)

 

The total expenditure in 2014 was R8 135 756 .00, an increase from 2013’s R7 805 960.00.

 

Salary went up significantly due to the introduction of a provident fund scheme for SGB employed staff members.

 

(c) Balance Sheet (summary)

 

The total assets in 2014 were R13 559 713.00 and the total liabilities were R13 559 713.00.

 

There was no bad debt written off in 2014; to allow the incoming SGB to make its own engagement on the matter.

 

  1. BUDGET PROPOSAL FOR 2016 (Highlights)

 

The Treasurer, Mr Kabelo Motshabi presented the 2016 budget proposal to the parents.

 

  • Expected Income

School fees (main source) R9 605 000. 00.

Total expected (including minor sources) R10 153 117. 00.

 

  • Expected Expenses

 

Salaries (main expense) R5 773 500. 00

 

Total Expenses (including capital projects, LTSM, bills and consumables)

R9 284 000. 00.

 

  • List of proposed Capital Projects

(i) Toilets (near the sports fields)           R 120 000

(ii) Lockers for textbooks                         R 150 000

(iii) Laptops for educators                       R 217 770

(iv) New school car                                    R 150 000

(v) Visual classroom pilot project           R   52 000

 

The new toilets are to afford learners with easy access to such facilities and alleviate pressure on our current facilities due to increased enrollment numbers.

The Lockers were a long overdue answer to calls for lighter schools bags for the young and fragile learners.

Laptops were to empower educators for more convenient access to research, lesson preparation and exam setting among others; as opposed to queuing at the media centre to access computers.

The car was a necessary move to end the unproductive costs of repairing the school’s current aged car.

The pilot visual class is a step towards looking into the feasibility of replacing chalkboards with smart boards in line with the GDE agenda of a chalkless classroom.

 

 

  • 2016 School Fees Proposal

The treasurer presented a R500 increment to the school fees. He outlined the motivation (already captured in the chairperson’s report above) for the proposal.

The proposal would translate to an additional of R50 per month. Total fees would then be R8 500 paid in R850 instalments over 10 months.

 

PARENTS’ RESPONSES TO AGM REPORTS AND PRESENTATIONS

There were many similarities and repetitions in the parents’ responses to the principal, chairperson, auditor and treasurer’s presentation.  Below is a consolidation of key responses from parents.

 

  • Debt Collection

Parents with clean school fees felt betrayed by defaulting parents. They wanted to know what measures the school was taking to recover the bad debt.

 

Response

The treasurer informed parents that the school had already engaged a debt collection company to assist with collections from defaulters. Within a month’s time the company had already recovered R60 000 from parents who had never paid a cent to the school for years.

 

The cost of paying the debt collectors would be recovered from the interest charged on parents with the bad debts.

 

(b) Exemptions

Why was the school continuing to admit parents who could not afford school fees?

 Response

SASA stipulated that parents living or working near a school had the right to apply for admission and could not be discriminated on the basis of their financial situation.

 

Accordingly, parents who qualified for fees exemption were by law allowed to apply so such exemptions. Joint parents’ gross income is assessed in order to determine qualification for exemption or not.

 

  • Cell phone Mast

Some parents believed that the cell phone mast inside the school posed radiation danger to learners.

Response

There were no conclusive studies in that regard. In fact research that far had pointed to the fact as long as the classroom were 12 metres away from the actual antennas, they would be outside the mast’s magnetic field. Therefore only if the classrooms are lifted into the sky to the level of the antennas will the children be in danger. The City’s Environmental Health wouldn’t have granted the permission if there was evidence of danger to humans.

 

Does the school benefit from the mast?  Yes, the school receives rentals for the mast.

 

  • Bullying

There was need to mount cameras around playgrounds in order to combat bullying and collect evidence in order to counter parents who defend their children who may be perpetrators of this act.

 

(d) Reckless Driving during peak hours

 

Parents reminded each other to put the safety of learners first by driving slowly and exercising patience.

 

There is a need for more visible speed signs in front of the school.

 

  • Poor Parent Activities during Fun Day.

Parents felt that activities during fun day were mainly for learners, leaving the parents bored with nothing to do. It was important to organise real innovative activities for parents to ensure parents were gainfully occupied during fun day.

Parents were also reminded not to smoke nor drink alcohol in front of kids

during the fun day.

 

  • Corridor Lighting too Dim/dark

The corridors were too dim. Brighter lights could both make the learners safer and school more beautiful.  In response the chairperson told parents that an upgrade was in the process.

 

  • Re -teaching times Inconvenient

Parents complained that re-teaching times interfered with their learner transport arrangements. Could there not be Saturday classes?

 

Response

Parents were reminded that re-teaching was an activity of normal week days, not weekends. Therefore it was incumbent upon them to make transport arrangements that ensured that their children attended if they were on re-teaching list.

 

  • Feeding Scheme

Parents were reminded that the feeding scheme in the school was for children from poorer families only.

 

  • Swimming Pool

What happened to the swimming pool project?

 

Response

The Joburg City Parks which was supposed to give the school some of the land from Noordwyk park had not done so.  The only piece of land left in the school (known as the Top Field) was small and is the only playground left for Grade 1 to 3 learners.

 

  1. 7. RESOLUTIONS

After thorough and lengthy deliberations and constructive engagements, the following resolutions were adopted.

7:1 To adopt the 2016 budget proposal as presented to them by the treasurer.

7:2 To accept the R500 fees increment for 2016 from R8 000 to R8 500.

7:3 To grant a 10% treasurers or early school fees settlement until 31st March

2016.

7:4 To grant 18% discounts on the 3rd child.

7:5 To charge 18% interest on over due accounts.

7:6 To permit SGB to do ICT tracing on defaulting parents and those applying

for school fees exemptions.

7:7 To empower the SGB with authority to move budget allocations from one

Item to another (budget review) twice a year.

 

Mr Audience Maluleke proposed the adoption of the above resolutions. He was seconded by Mr Godfrey Mangotlo and several other parents in attendance.

 

  1. CLOSURE

The chairperson, on behalf of the SGB and School Management Team, thanked the parents for all their valuable contributions and for investing their time in school matters. He promised parents that the SGB and SMT would do their best to implement the parents’ resolutions and thereby and deliver quality education for Midrand Primary School children.

 

The AGM ended at 20H45.