ANNUAL GENERAL MEETING

25th MARCH 2006

All teachers were present and a register was taken of all people attending.

Apologies: 11

WELCOME

Cindy Cornish, Class 1 teacher, welcomed everyone, stating that she would be chairing the meeting in the absence of Jim Stewart, the Chairman, who could not be present because of work committments.

She said that she intended to keep the meeting flowing, and that everyone needed to be brief in their feedback.

She thanked Cecilia for all her PR preparation in advertising this meeting and preparing the paperwork and set-up in the room.

Cindy said that we have just come through our 9th year as a school - in terms of child development, a year of crisis and emerging independence. This means we are moving from an initiative/pioneer school consciousness towards that of a 'new' school, which is not yet that of an established school.

This 3-fold development process is also to be seen in the events which occured during the year.

We experienced a fire in the physical domain. The old was literally burnt off and there was a sense of loss. Yet through it we have developed a sense of community that is far-reaching.

In the middle of the year we experienced the fire of emotions which ran high in the teaching body where there was considerable conflict, resulting in the loss of a very fine teacher.

We have moved on and are now refining/forging the intellect. We are learning to separate our emotions from our sense of what is right, and to strengthen our intellects.

We also lost a Kindergarten teacher but the Kindergarten department has now grown.

The school can be viewed through the image of the tree, so strongly associated with it. We have developed from being a sapling, in need of much support and care, into a young tree whose roots are deepening and becoming strong enough to sustain us.

REPORT ON THE COLLEGE OF TEACHERS - Daniel Raubenheimer, Chairman

Daniel asked the question "What is the College of Teachers?" He said that the College members hold this body as the heart of the school. In the same way as the heart rejuvenates us via the blood, so does the College purify the spirit of the school. In order to build the spirit and sense of humanity, college members stive to work equally but with different responsibilities. These help us to grow in the aspect of the intellect, while our emotional growth is achieved through learning to communicate. On the physical level, growth is found in the development of the grounds and the classrooms. Finance and fund raising come into the assessment of these needs.

Then there is the spiritual aspect that brings everything together for a higher purpose.

Functions within the College

• The Chairperson sets up the agenda and facilitates the meetings.
• Alex Stott is the Lower Primary Executive member; Fezile Mdzinwa the Upper Primary, and Robyn Davis the Kindergarten. These are the people to approach with any question relating to that area of school life.
• Yvonne Bleach is our school mentor who provides support to the teachers.

Daniel welcomed our 2 new Kindergarten teachers, Joy Levin and Nicole Sparks. He mentioned the growing pains in the Kindergarten department and the need to work through them with the 2 new teachers.

He explained that after one year at the school, a teacher can be invited onto College. It is an open invitation to be part of the decision-making and growing process.

Daniel finished by re-iterating the belief that the core funcion of the College is the rejuvenation and purification of the spirit of the school.

Finance Report

FUNDRAISING - Trisha Lord

Trisha described how Rene Lambert had held this portfolio for 3 years, how Trisha had stepped in and how it was now necessary for someone else to take over. She said that the Fundraising Portfolio had not really created anything new as yet this year. The system of each class having its own annual fundraising event was becoming more established and the running of stalls at the Noordhoek Fair had become a tradition. Other events, however, such as Eco-Day - sponsored clearing of alien growth at Silvermine Sunbird Centre - and the selling of bulbs had not been as successful in 2005 as previously. Trisha said that we need to generate still more at Noordhoek Fair and need to look at new, creative fundraising ideas.

Another regular fundraising source had been the tuckshop, run by Gisela. This had already raised over R5, 000 this term and banked R23, 000 last year. (Gisela was warmly thanks by everyone present)

R120,000 worth of donations from Norway was being held in an account. We had spent the original funds on recovery from the fire but had managed to replace them.

Trisha said that she and others had been busy putting together a business plan for use in seeking corporate assistance in order to eventually buy land.

SPONSORSHIP - Kyoko Kimura

Kyoko presented a diagram of the policies and procedures involved in working with sponsorship of children at the school.

The money coming for sponsored children had dropped when the rand strengthened against foreign currencies and the school fees had risen, creating a bigger shortfall. The number of sponsored children had increased this year. Most sponsored children are in the kindergarten, none in Playgroup.

Management Committee:

Policy and Procedures
Sponsorship (Corresponding with Sponsors)
Non-English Speaking Pupil Support
30hrs/year parental work at Imhoff - Monitoring System
Application Process (Interviews)
Booklet Making and Distribution
Buddy System - Fee Paying Parent
Finding Sponsors
Links with and Supports Parent of Sponsored Child

This is an overview of the elements involved in running the Sponsorship Portfolio.

Kyoko said that there are still many loopholes in policies and procedures that we need to work on these.

PUBLIC RELATIONS - Cecilia Solis-Peralta

Cecilia said that it is very important that everyone is registered and that all portfolio holders are listed. She thanked Sue Olive, Colleen Morris, Angela Drescher and other parents who have helped so much. She said that individuals can be given small tasks so that no-on need feel over-loaded.

She described the first goal of PR as being the promotion of the school as an entity well known in the community - the creation of our identity.

The second goal is to increase enrolment via planned enrolment drives. A sub-committee will be formed to look at how we can increase our pupil numbers, bring Waldorf to the larger community and help us grow to become financially strong.

Cecilia mentioned that Exit Forms now have to be filled in by parents taking their child/children from the school so that we can ascertain what problems we need to address.

She said that the third goal of PR, communication had been a big issue and that PR had worked strongly on this, via newsletters and notices through the children, posters around the school and that email and the school's website had also been utilised. She stressed the need for everyone to support the newsletter and that the website, run by Andrew King, needed articles.

It is now policy that new parents not only have a financial interview, but also a short meeting with the PR team where they learn how the school runs, what the expectations of them are, basic tenets of Waldorf education, and are given a brochure and breakdown of portfolio holders. Cecilia said that parents need to learn more about the Waldorf curriculum so that they can deepen their understanding of what benefits their children. PR now has talks every term to facilitate this. A document has been put together to give a clear picture of all aspects of the school including the rhythm of the year - the calendar.

NEWSLETTER - Alex Stott

Alex stressed that all school events and issues should be covered and forwarded to the newsletter and that we must support it by actively contributing with articles. It has been frustrating for Jenny Bovim the editor, to have to chase articles from teachers and parents. These articles and photos can be hand-given (Jenny’s office) or sent via email. We are looking for a new member for the Newsletter to request and collect the articles that then are pass to the Editor.

The Newsletter now is no longer a Portfolio but it is part of PR.

Alex thanks Jenny (the newsletter editor) and Cecilia (newsletter layout) for putting the newsletter together

CLASS REPRESENTATIVES - Jacquie Mortensen

Jacquie said that this portfolio had not existed until last year. She had finally compiled a document to help give structure to the work of the class reps. This document helps with planning for the year and can help with gathering support from the parents. She said that lack of communication leads to frustration. To help alleviate this, the structure of the Telephone Tree was being created - to reduce time and telephone bills.

She stressed that all parents need to support their class rep. - and should not leave that individual to shoulder the burden alone, since we are involved for our children's sake, not for ourselves. She said that while it was not desirable to overburden class reps with meetings, they did need to connect. She ended by stating the need for a file to be created and kept in the office that would record outings and camps for the year, relevant to each class's main lessons.

MAINTENANCE - Benno Noll

Benno reported on what had been achieved - the refurbishing of the toilets; the arrival of the office container; fencing around kindergarten; the playgroup deck and the jungle gym in the primary school, erected by the Swiss/Italian students; the tuckshop container; the deck between the two kindergarten classrooms; the re-positioning of Robyn's old classroom for Joy to move into.

Benno raised the issue of job cards - which now have to be signed by the teacher connected to the maintenance work being done once the work is satisfactorily completed.

PORTFOLIO HOLDERS FOR 2006/7

Cindy said that Jimmy Stewart had agreed to stay on management as vice-chairman; that Trisha Lord would be stepping down but would continue to support fundraising; and that Kyoko and Benno would also be standing down. She invited nominations for the various positions.

CHAIRPERSON - John Mulder would consider taking this role.

FUNDRAISING - Alexandra James-Getz felt that this was a daunting task as it often translated into a full-time job. Perhaps it would worth while to pay this person. Cecilia supported this idea and added that our school was no longer a pioneer school and would stumble if we didn't move into a more structured system of fundraising.

It was suggested that the fundraising portfolio holder, who would stand on management, might have a team of events co-ordinators who could receive a commission for their work. A vote was taken and showed that most people supported this plan. It was said that this could be an advertised position and would not necessarily go to a parent.

Heather Ogilvie said she was interested in this portfolio and the co-ordination side since she had experience and links with corporate funders. She would not be interested in the paying position.

SPONSORSHIP - Alexandra James-Getz nominated Nicola Nangle who was accepted.

ENVIRONMENT - Alex James-Getz was nominated and accepted whilst Patrick Dowling agreed to support her.

SECURITY - It was acknowledged that there had been problems with security although Marcos had worked hard with the system.
There is nobody in charge at the moment. The Security Portfolio Holder would have to be willing to be on call to deal with problems, although this could be split between members of a team. No one took up this position.

GENERAL

The school grounds are being improved with flower bed, and there has been much clearing to create more play area for the children. A new container for storage is due to arrive.

The school hopes to grow to 80% capacity as a result of Cecilia's enrolment drive.

A behaviour/dress code for children does exist and all parents need to be aware of this.

Some children are bringing cell phones which they can keep but must ensure that they are off and that they are to be used only for emergencies.

Parking has improved but is still not ideal.

Yvette Worrall is the eurythmy teacher as of this term, and Afrikaans teacher for Classes 5,6 and 7.

MATTERS ARISING

Marcelle Webster asked if there were consequences for bad behaviour. Cindy replied that an Alert System had been in place for over a year and that while not part of the documents given to parents, it should in future be included.

Mark Gamble voiced his concern that the teachers do not get a bonus. Cindy replied that each one had received a small bonus last year. Isabella Steiger said that in the Swiss Waldorf School her children used to attend, it was customary for parents to make up any shortfall in awarding a full thirteenth cheque if the normal school finances could not meet this.

Mark and Jacquie Gamble also voiced concern over both physical safety in the kindergarten, and the 'safety' of the general atmosphere - where they felt that their child was being exposed to inappropriate activities and behaviour that they had deliberately hoped to avoid by enrolling their daughter at Imhoff. Regarding issues of physical safety, it was recommended that any parents bring their concerns to the office to be passed on to the teachers. Regarding the broader notion of 'safety', it was agreed that concerned parents and teachers would come together as a group and begin work on how best to foster Waldorf perceptions and activities amongst the parent body.

Gill Naeser thanked the Management Committee for all their hard work over the year.

Kyoko Kimura said that Ocean View children were playing in our school grounds and while one can understand why, they do need to be deterred. The question arose of who supervises the children in the afternoons and the need to involve parents in this - as was the suggestion of Petru Lotter. It was also emphasised that parents must not leave their children and collect them late. Michael Oak School takes uncollected children to a 'safe house' where the parent can collect them, and be charged for this. Imhoff's weak time is 1-3pm.

Aftercare as an annual issue was mentioned by Tanya Van Jaarsveld. The legal and bureaucratic difficulties involved were repeated but the teachers agreed to put a plan together.

Patrick Dowling mentioned the land issue and that we have to be financially able to secure land. He said that this process involves many portfolios so that ultimately everyone is working towards this.

It was mentioned that Carol Berry had written a document concerning a possible Middle School but it was stressed that this is a long term plan requiring much work. Alexandra James-Getz had been working on this too, and said that if no announcements concerning this development were made within the year, parents concerned would be advised to book their child into a high school.

Cecilia mentioned parking problems and asked parents not to park beside the bushes. It was claimed that the space allocated to Kindergarten parents should be further restricted to only those with babes in arms. It was agreed to take this issue to Management.

Glen Ashton mentioned that all schools in the Valley face problems and challenges and that we are all being required to respond to challenges.

Yvette Worrall mentioned that teachers sometimes get frustrated with parents discussing matters in the car park and that issues sometimes get blown out of proportion when they could be better resolved if the parents first asked the teachers for information. However, sometimes car park talk can be a valuable way of connecting and communicating. It is not always a negative. She said that as a eurythmist she gets to see every child in the school and sees the very difficult behaviour but also those moments of exquisite harmony and resolution and parents may not necessarily see. She also mentioned that the kindergarten section has had a huge task in restructuring and wished to acknowledge the immense effort put in by Joy Levin whose efforts had inspired the primary school in turn to develop the primary play areas.

Alexandra James-Getz expressed concern about fees not being paid. Mark Frankel said that there was a system in place to deal with this and that the outstanding fees had been significantly reduced.

Cecilia thanked all who had come to this meeting. The question was asked - are there any comebacks for parents who consistently don't participate in the life of the school? It was stated that commitment was something brought up in the interview process and that it was important to remember the reality of different levels of motivation. A playgroup mother mentioned the subtle but clear message given on the Playgroup noticeboard where a record is posted of those who attended a meeting, and those who didn't. Yvette Worrall suggested that attendance at Termly Parent Evenings/Meetings should be mandatory.

A Parents Handbook is nearly complete, which will help with parent education and there is the beginnings of a parents' resource library.

Matthew Swart said that this meeting had repeatedly brought up the issue of communication hiccups and difficulties. He and Andrew King are working on improving this via far better use of the school website, SMSs as reminders of class meetings, records of minutes being available electronically. Laurence said, however, that face to face contact is still the most powerful tool in communication. Mark Frankel mentioned that use of the website could also help in providing a record of structures and activities involved in each portfolio, to enable smoother transition from one holder to another. Matthew was invited to the next management meeting to bring forward his ideas. Alexandra James-Getz stated that all means of communication should be used in order to reach all members of the community. Angela Drescher raised the need for the parent skills bank to also be properly collated and available.

Thanks were extended to Andrew King for his work with the website, and also to Carol Berry for her continued efforts for the school despite no longer being a parent.