Support Group Guidelines 2022

Parents’ Association & Support Group Guidelines 2022

Camberwell Grammar School values the work of its Parents’ Association and Support Groups and encourages parents to get involved at any level. There are many Parent Support Groups that are active within our vibrant CGS Community.

There are many ways to be involved, from volunteering at our Cafeteria and Uniform Shop, assisting at our annual Open Day, to assisting the Parents’ Association or a specific Friends of Group with student activities.

Whatever your interest, or whatever time you have, you will be made welcome and your ideas, efforts and support will be valued.

This manual has been developed to assist parents in accessing information that is related to the many roles of the Parents’ Association and Support Groups within the School.

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Parents’ Association & Support Group Guidelines Community & Development Office ............................................................................ 4 Important Contacts .................................................................................................... 4 Term Dates 2022 ...................................................................................................... 5 Important Dates ......................................................................................................... 5 Parents’ Association Committee Meetings 2022 ....................................................... 5 About the Parents’ Association & Support Groups .................................................... 6 Meetings.................................................................................................................... 8 Reporting................................................................................................................... 8 Financial Governance ............................................................................................... 9 Keeping Accounts ..................................................................................................... 9 Use of Funds Raised ............................................................................................... 10 Communication - DEEDS ........................................................................................ 10 Functions & Events Guidelines ............................................................................... 11 Functions at CGS (afterhours) ................................................................................ 11 Cleaning .................................................................................................................. 12 Sport Presentation Nights ....................................................................................... 12 How to Book a Room .............................................................................................. 12 Events & Food Safety Guidelines ............................................................................ 13 Self-Catered Events ................................................................................................ 13 BYO Food & Drink Guidelines ................................................................................. 13 Alcohol Sales – Temporary Liquor Licence ............................................................. 13 Food Sales Food Safety Program ........................................................................... 13 Miscellaneous Information....................................................................................... 14

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Community & Development Office The Camberwell Grammar School Community and Development Office exists to raise friends and funds for the School. It is the registered office of the Foundation and the Old Camberwell Grammarians’ Association (OCGA).

The Community and Development Office also: • acts as the convenor for the School Parents Association and Support Groups; • produces all School marketing and communication publications (including Spectemur and The Grammarian) The Community and Development Office staff: Ryan Whitehead Director of Community & Development Karley Knight Parents and Friends Coordinator Cindy Parker Development Associate – Alumni Claire Denbury Communications & Marketing Manager Taryn Das Neves Marketing & Communications Coordinator Clare Jacobsen Community Engagement Coordinator The Community and Development Office can assist Support Groups by: • checking dates for ‘clashes’ in functions or events • booking events into the afterhours calendar • creating event invitations • organising the printing of invitations, notices, etc.

• organising the distribution of notices and minutes of meetings • publicising events/notices • booking and organising meeting venues • liaising with catering for quotes • submitting orders for goods • emailing groups about specific information

Important Contacts Camberwell Grammar School Reception Community & Development Office Junior School Middle School Senior School After Hours Security

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9835 1777 9835 1742 fog@cgs.vic.edu.au 9836 1726 9835 1815 9835 1824 0425 780 314

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Term Dates 2022 Term 1 Term 2 Term 3 Term 4 Public Holidays

Monday 31 January Wednesday 27 April Tuesday 12 July Monday 3 October Labour Day Good Friday Easter Monday Anzac Day Queen’s Birthday AFL Grand Final Holiday Student Free Day Melbourne Cup

Friday 8 April Friday 24 June Friday 9 September Thursday 8 December Monday 14 March Friday 15 April Monday 18 April Monday 25 April Monday 13 June Friday 23 September Monday 31 October Tuesday 1 November

Important Dates Last date for Group AGMs Sunday 28 February 2022.

2022 Convenor and Treasurer Reports to be uploaded to Google Drive by Tuesday 1 March. https://drive.google.com/drive/folders/1xkFVgbAFqXW6RrDug01Wuh1aNzVOucPh?usp=sharing Parents’ Association Social Open Day Grandparents’ Day

To be confirmed Saturday 8 October Tuesday 25 October

Parents’ Association Committee Meetings 2022 Term 1 - Tuesday 8 March (Annual General Meeting) Term 2 - Tuesday 3 May Term 3 - Tuesday 2 August Term 4 - Wednesday 9 November

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About the Parents’ Association & Support Groups The Camberwell Grammar School Parents’ Association (PA) is an incorporated association and a registered charity. Every parent/guardian of an enrolled student is automatically a member of the PA unless they choose not to be (by contacting the Community and Development Office).

The PA is an umbrella group under which a wide range of Support and “Friends of” Groups operate to foster connections between and provide support to parents/guardians. A secondary function of the Support Groups is to raise funds to enhance the boys’ experience. Current groups are shown below, and parents/guardians are encouraged to join in any or as many as they are interested in.

CAMBERWELL GRAMMAR SCHOOL PARENTS’ ASSOCIATION SUPPORT GROUPS CGS ANGELS Support CGS families in need CGS AUXILIARY Cafeteria Roster Memorabilia Christmas Puddings PLUS

Pre-Loved Uniform Shop

YEAR REPRESENTATIVES Fosters connection within year cohorts

FRIENDS OF GROUPS Aquatics

Hockey

Baseball

Kayaking

Basketball

Library

Cadets Auxiliary

Norge

Cricket

Performing Arts

Cycling

Snowsport Soccer

French Connection Tennis

The Rules of Association for the PA set out the way in which the association and the sub-groups operate.

The following summarises key elements of Schedule 2 to the Rules which prescribe how the sub-groups operate.

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Members

Office Bearers

Rule The minimum number of members of any sub-group is 5 members.

Each sub-group must elect Office Bearers to form the Committee and include, as a minimum: A Convenor who co-ordinates the group and its activities and represents the group with the PA. A Treasurer who controls and accounts for the group’s funds and prepares a report of the group’s financial position and performance to present at each meeting and to meetings of the PA and provide to the PA Treasurer.

Elections Minutes Meetings

Duties

A Secretary who maintains a list of members, prepares notices and minutes of meetings, manages elections and the AGM, and ensures the group operates within the rules.

Elections for roles on the Committee are held at the AGM each year.

Minutes of a general meeting are to be provided to the PA Secretary within 1 month of the meeting.

The Committees must meet at least 2 times a year.

Committee members and group members have a general duty to act

Comment Members must be members of the PA (anyone who is a parent/guardian of the current student and has not opted out of membership).

Members join groups by providing their details to the Committee of the group or to the Development Office advising they wish to join the group.

Other possible Committee roles may be determined by the group based on its activities and needs and may include for example: • • • • •

Events Coordinator Memorabilia Coordinator Administration Rosters Open Day Co-ordinator

Any member can nominate for election to any role Minutes of general meetings are to be provided to the PA Secretary within 1 month of the meeting.

Some groups are seasonal and only meet twice or only at certain times of the year; others meet more often and all year round – it depends on their activities.

See more about meetings below.

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Fund-raising

Keeping records

in accordance with their purpose and to not act with a conflict of interest.

The funds of the Support Group may be derived from donations, fundraising activities, grants, interest, and any other sources approved by PA. Records of the group – including minutes and financial reports and records are to be retained for 7 years.

Records are primarily held by the Office Bearers and are expected to be handed on to the next person taking the role.

Information such as “how to” for various activities undertaken by the group should be passed on but do not need to be kept if once they are no longer useful.

Meetings Support Group Meetings are generally held on campus in the Community and Development Office.

Support Groups are welcome to use the kitchen facilities and, on request, meeting documents can be printed and set out in the Boardroom.

Groups are asked to: • Plan meeting dates at the end of the previous year; and • Book a room for your meeting - refer to the section ‘How to Book a Room’.

A Google Drive Folder has been set up so that meeting minutes and agendas can be uploaded for each group. If you require access to the Google Drive Folder, please contact fog@cgs.vic.edu.au to gain access.

Reporting The PA holds an AGM in March and a meeting of the groups in each of Terms 2, 3 and 4 for which each group is expected to upload the following reports to Google Drive Folder in advance of the meeting: • • 8

a Convenor’s Report outlining the group’s past and planned activities; and a Treasurer’s Report setting out the group’s income and expenditure since the last meeting and the group’s assets and liabilities.

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Financial Governance Group Committees are empowered to undertake the activities which they have reported on and to incur the expenses necessary to undertake those activities and to receive the income from those activities.

Bank Account The Group must operate a bank account within the PA account with NAB and must have at least three Group office-bearers as signatories in addition to at least two PA Committee members.

When there is a changeover of office-bearers the incoming office-bearers must become signatories and deactivate the outgoing signatories as soon as possible after election.

Keeping Accounts Accounting for Income All income must be banked to the NAB account.

To the extent funds are received in cash or through a third party, for example TryBooking, the funds must be transferred to the NAB account as soon as possible.

A cash float may be maintained throughout the year as required to service events, but all cash must be accounted for and banked into the NAB account by year end.

The PA is a registered charity and has a high turnover threshold before GST is applicable.

Accordingly, GST is not to be added to the price of any items sold by any Group and GST paid on purchases by Groups is not able to be claimed back.

Accounting for Expenditure Group Committees are empowered to approve expenditure which is: • •

Necessary for the purpose of undertaking its normal activities; and Does not exceed $5,000 (including GST) in any one payment.

Groups should avoid cash expenditure and as far as possible spend funds only by EFT or use of a debit card attached to the bank account.

Invoices are required for all payments and for reimbursement of members for expenses incurred on behalf of the group, receipts must be submitted by the member before payment is made.

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The following expenditure requires the approval of the Committee of the PA: • •

Amounts in excess of $5,000 (including GST) which are for the purpose of the group undertaking its normal fundraising activities; and Any amount which can be characterised as a use of the funds raised from normal activities (e.g. purchase of equipment)

All payments must be signed/authorised by at least two signatories.

Use of Funds Raised Generally, funds raised by a Support Group should be spent in that year so that current students can benefit from the efforts of the Group.

Groups should avoid accumulation of funds year on year unless it is a case of saving for a special focus such as the acquisition of an expensive piece of equipment (sports, music, etc).

Ideas for using funds raised should involve consultation with the relevant staff member in charge, Department Head or Headmaster.

The PA Committee has ultimate responsibility for financial governance and must approve all use of funds raised by Groups.

Uniforms and Memorabilia Please note that CGS uniform and memorabilia items are the responsibility of the school and the Uniform Committee, not our Support Groups.

Communication - DEEDS DEEDS is the online portal where all school communication is relayed. Each Support Group has its own DEEDS page where information relating to that Group is displayed. It also outlines the role of the group and the main office bearers, plus any up-and-coming functions and events. If you would like any additional information added to your ‘Friends of Group’ page, please send it through to fog@cgs.vic.edu.au

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Functions & Events Guidelines To maximise participation in social events, plan function dates at the end of the previous year.

To book a room for your function please refer to the section ‘How to Book a Room’.

The Community and Development Office can assist with the following: • • •

Assisting Groups with setting up a ‘TryBooking’ link to sell tickets to your function, whether it be a free or ticketed event; Issuing invitations and information about the function; and Arrange a quote for the cost of catering your function through Chartwells.

Performing Arts Centre (PAC) The PAC has the following facilities and equipment available for general use; a kitchenette, multipurpose glasses, trestle tables and barbeques.

Access to the commercial dishwasher in the Cafeteria can be gained if organised through the Community and Development Office.

Camberwell Room The Camberwell Room kitchen must be left how it was found; dishes must be washed using the commercial dishwasher. Instructions can be found on the wall alongside it. All rubbish (e.g. pizza boxes, soft drinks cans etc.) must go in the big bins located just outside the kitchen door, at the rear. All benches in the kitchen must be wiped down.

If you have any problems with the opening of any of the booked facilities on the day/evening of your function, please contact security on 0425 780 314.

Functions at CGS (afterhours) A CGS member of staff must be responsible for supervising events outside of regular school hours. However, teachers as part of their responsibility are never expected to come in on weekends or stay back at unreasonable hours.

In the instance that you do not have a teacher attending and supervising your event, a duty manager can be arranged through the Community and Development Office. The cost may need to be incurred by the Group or added into your function ticket prices. Please ask Karley Knight for a quote fog@cgs.vic.edu.au. The duty manager will be responsible for arming and disarming the building and will be available should there be any issue with audio visual, etc.

After hours events may need to be held at an off-site venue if CGS facilities are unavailable or there is no available teacher in charge.

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Cleaning In the case that there is a function to be held the following day in the same area and cleaners need to be called in specifically because of your function, your Group may incur the charge of a cleaning fee which is $150.

Sport Presentation Nights / Season Launches Templates regarding the set-up of your Presentation Night and Season Launches, checklists to ensure that everything is done and sample running sheets can be obtained from sending an email to fog@cgs.vic.edu.au. Sports Presentation Nights and Season Launches will also need to be organised through the Sports Department.

How to Book a Room You must check the selected dates with the Community & Development Office to avoid date clashes with other Support Group functions and major school events. Due to the vast number of school functions and events held during the year, clashes are sometimes unavoidable.

Rooms that can be booked include; o Community and Development Office Boardroom (Kingussie) o Camberwell Room, Sports Centre o Foyer, Performing Arts Centre (PAC) o Wilson Room, Performing Arts Centre (PAC) o Phillips Room, Performing Arts Centre (PAC) o Highton Room, Music Building A function request with a complete list of requirements must be submitted to the Community and Development Office. You must include the below details: o Event name and type (e.g. Friends of Basketball Presentation Night) o Date o Start and finish time o Proposed location o Approximate attendance o Catering required o Audio visual required o Contact during the event (name and contact number) o Set up requirements (chairs, tables, layout) Functions/meetings held at the School need to conclude by 10.00pm.

If your function/meeting is running over its scheduled time, please advise the staff member/duty manager or phone Security on 0425 780 314 to notify them.

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Events & Food Safety Guidelines Self-Catered Events These are events where the catering is provided by members of the Support Group.

BYO Food & Drink Guidelines Each person attending the event brings their own ‘plate to share’. Crockery/cutlery may be provided if required and arranged through the Community and Development Office. In this case no permit is required, and the Event simply needs to be booked in the normal manner.

Alcohol Sales – Temporary Liquor Licence Where alcohol is being sold, a Temporary Limited Liquor Licence is required.

A Temporary Limited Liquor Licence can be obtained online through the Victorian Commission for Gambling and Liquor Regulation website.

Please contact the Community and Development Office to assist you with obtaining a permit. If you are unsure as to whether a permit is required, check first with Karley Knight fog@cgs.vic.edu.au. The cost of the licence is approximately $62.80 and must be incurred by the Support Group. Each licence can list up to three functions in a three-month span. For further information, please visit https://www.vcglr.vic.gov.au.

Food Sales Food Safety Program The selling of food or drink in Victoria must be appropriately classified according to the level of risk the food handling activities pose. It is a requirement that compliance with the Food Act 1984 safety regulations and requirements for the classification is met, regardless of the type of business or group.

The Department of Health requires a food safety program be completed for the preparation and selling of certain high-risk foods.

A food safety program is a simple document that describes the steps required to ensure food sold is safe to eat.

To determine if you are required to complete a food safety program or find out what your obligations are, please go to the following link http://communityfood.health.vic.gov.au/wordpress/

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Miscellaneous Information • If a Support Group wishes to have information/articles published in Spectemur or on DEEDS, please email any information and photos to pub@cgs.vic.edu.au.

• Each Support Group Office Bearer receives a name badge supplied by CGS. Please email Karley Knight fog@cgs.vic.edu.au to order your badge.

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