Parents & Friends

The school has an energetic and committed P&F committee who could always use support - many hands make light work.  
The P&F meets on the third and seventh week on the Tuesday of each school term to plan fundraising events and to discuss relevant issues.  The P&F have provided many resources for the students over a long period of time.

Parent Engagement

Our home-school relationships are grounded in mutual respect, care, and concern for the growth and development of every child at the school. 

There are many opportunities for families to engage in their child’s school life. These could be opportunites to visit your child's classroom and be involved in their learning, membership of the Parent Assembly, organising events with class parents, volunteering to help in the canteen and classrooms. 

Each year the school offers a parent engagement program based upon an identified Key Learning Area of interest or need.  In 2019 the program was Mathematics. In 2021 there were family workshops on writing. The engagement program entails an interactive and non-threatening workshop where parents work with their own child.  As each program is delivered, families become more familiar with the way the school teaches each subject and more confident in engaging with their child’s learning.

The school offers an interview at the completion of terms two and four after the receipt of their child’s report cards. In addition to this, families are encouraged to take advantage of interviews held in weeks four and five of term one to discuss their child’s needs, interests, areas for growth and areas of strength.

Teachers provide families with their school email address to enable consistent communication and are available upon appointment to meet either before or after school and in some cases during the school day.

P & F Constitution 


St Joseph’s Primary School Parents and Friends Association

South Grafton 2021 


This Association shall be known as the “St Joseph’s Primary School, South Grafton Parents’ and Friends’ Association” and shall be referred to in this Constitution as “The Association”.



  1. The Association recognises and values the role that parents/carers play in the education of their children and aims to strengthen the partnership between family, school, parish and the wider community for the benefit of their children’s overall development and learning.
  2. The Association will endeavour to do this by:
    1. promoting the faith-life and educational goals of the school in the context of its particular role within the mission of the Catholic Church.
    2. fostering effective partnerships involving parents/carers, students, staff, parish, and diocese for the provision of authentic Catholic education within a quality learning environment;
  • providing a parental perspective to assist the Principal in decision making;
  1. collaborating at all times in a cooperative manner with the school Principal and consulting with the Principal in matters relating to the educational needs of the school, staff and students;
  2. raising funds to provide resources and opportunities for enriching the learning environment of the school, in consultation with the Principal;
  3. supporting parents/carers in their parental responsibilities and involvement in their children’s education at home and at school;
  • providing a forum where matters relating to the education and development of students can be discussed productively; 
  • promoting appropriate social contact among the parents and friends of the school.



  1. The Association has no legal identity separate from the School. It is a consultative body established under the auspices of the Principal, who is responsible for carrying out the policies of the Catholic Education Office, Diocese of Lismore.
  2. The Association has no authority in the day-to-day operation or management of the School.
  3. The Association must have the consent of the Principal for activities which affect the school property and its use.




  1. All parents/carers of students attending the school, school staff and friends of the school who are interested in furthering the aims and objectives of the Association may be members.
  2. The Principal and the Parish Priest are ex-officio members of the Association.
  3. All members of the Association when engaged in authorised activities of the Association, or when performing duties associated with their position in the Association are deemed to be volunteers and as such are covered by the volunteer policy held with Catholic Church Insurance. (CCI).



  1. The Executive Committee is responsible for the management of the Association.
  2. The Executive Committee comprises the President, Vice-President, Secretary, Treasurer, together with the ex-officio
  3. The Principal and Parish Priest are ex-officio members of the Executive Committee.
  4. The Executive Committee in consultation with the Principal has the authority to make decisions at Executive Meetings on behalf of the Association when appropriate and within the limits of this Constitution.
  5. organising an appropriate induction process for Executive members;
  6. identifying and using opportunities that promote the Aims and Objectives of the Association;
  7. ensuring the Association works collaboratively and cooperatively with the Principal;
  8. ensuring the Association’s financial accountability in accordance with this Constitution;
  9. organising General Meetings of the Association in accordance with this Constitution;
  10. A quorum for Executive Committee meetings shall be at least half of the members of the Executive Committee.  This must include the Principal or the Principal’s nominee.



  1. The President:
  1. provides leadership and direction for the Association by working cooperatively and collaboratively with the Principal;
  2. promotes the Aims and Objectives of the Association in dealings with its members;
  3. supports members of the Executive Committee;
  4. presides at meetings of the Association as Chairperson, and if absent, nominates the Vice President or another member of the Executive Committee to preside;
  5. ensures the efficient running of meetings;
  6. prepares the agenda in consultation with the Executive Committee;
  7. ensures that minutes of the previous meeting are endorsed as being an accurate record of what took place;



  1. The Vice-President
  1. The Vice-President assists the President and fulfils the duties of the President when the President is unavailable.
  1. The Secretary:
    1. manages the day-to-day communications and records of the Association;
    2. organises meetings, records accurate draft minutes in a style agreed to by the Executive Committee and ensures they are formalised as agreed to by the Executive Committee or General Meeting as the case may be;
    3. receives and deals with correspondence in a manner agreed upon by the Executive Committee;
    4. maintains copies of the minutes of Executive Committee and General Meetings;
    5. receives agenda items in accordance with this Constitution;
    6. informs members of forthcoming meetings in accordance with this Constitution;
    7. provides the minutes for inspection of any member who so requests it;
    8. passes on records, in good order, to the incoming Secretary.
  2. The Treasurer:
    1. is responsible for ensuring that all the financial dealings of the Association are carried out in accordance with this Constitution;
    2. receives all monies and keeps appropriate financial records in accordance with this Constitution;
    3. presents, at each General Meeting, a statement of accounts showing current receipts and expenditure together with the outstanding balance;
    4. organises the annual audit of all accounts in accordance with this Constitution and presents the Annual Financial Report of the Association;
    5. passes on records, in good order, to the incoming Treasurer.



  1. The members of the Association, at the Annual General Meeting, shall elect all members of the Executive Committee as mentioned in this Constitution.
  2. Candidates for the Executive Committee are to be nominated and seconded by members of the Association.  If there is a greater number of candidates than required, an election is to be held by secret ballot and shall be decided by simple majority.
  3. Only members of the Association who are present at a meeting may vote in any election.
  4. Candidates for President should have previous service on the Executive Committee
  5. Any vacancy on the Executive Committee shall be filled by the Executive Committee, unless the Executive Committee decides the vacancy is to be filled by election by members of the Association at a General Meeting.





  1. At the Annual General Meeting all members of the Executive Committee shall retire but may be eligible for re-election.
  2. Members of the Executive Committee can serve for up to five (5) consecutive years.



  1. A member of any Committee may resign during their elected or appointed term of office, by giving written notice to the Executive Committee.
  2. The position of any member of the Executive Committee absent for any two consecutive General Meetings without reasonable cause may be declared vacant.



  1. The Executive Committee will organise a General Meeting at least once every term.
  2. General Meetings are to be held within the precincts of the school.
  3. The first General Meeting is usually to be held before the end of February.
  4. Proxy votes on any motion with notice will be accepted, provided they are presented in writing at the commencement of the meeting.
  5. No meeting is to continue beyond one and a half hours unless a two-thirds majority of those present agree to an extension.
  6. All meetings shall be conducted in accordance with standard meeting procedures.  In the case of a tied vote, the chairperson shall exercise a casting vote.



  1. The Annual General Meeting is usually to be held before the end of February each year.
    1. Notice of the Annual General Meeting is to be publicised in the School Newsletter and or on the School website least fourteen (14) days prior to the meeting.
    2. The Order of Business is as follows:
      1. Prayer and welcome
      2. Record of attendance and apologies
      3. Confirmation of the minutes of the previous Annual General Meeting
      4. Business arising from the minutes of the previous Annual General Meeting
      5. Correspondence in and out
      6. Annual Report of the Principal
      7. Annual Report of the President 
      8. Annual Report of the Treasurer and presentation of the Auditor’s Report
      9. Annual report of other Committees
      10. Election of the Executive Committee
      11. Special Business where notice of motions have been presented, including
        any proposed changes to the Constitution.


The Executive Committee is to develop strategies for fundraising that consider the community’s ability to raise funds.  Proposals for fundraising are presented to General Meetings for discussion and approval.

         Funds are to be used solely for the Aims and Objectives of the Association.

All funds raised by or on behalf of the Association must be banked promptly and fully intact into an account in the name of the Association and all expenses paid by cheque or electronic transfer.

All funds of the Association must be banked or invested at a nominated financial institution and the account shall be operated by two executive committee members.



  1. Authorised signatories for the Association account are any two of the following: President; Treasurer; Secretary, Principal. Two signatures are required on all cheques. Two authorisations are required for all electronic transfers.
  2. At the end of their term of office, retiring member’s signatures/authorisations must be removed and replaced by the signatures/ authorisations of the incoming members.

All amounts received must be receipted and all accounts must be paid promptly.



  1. The Executive Committee consults with the Principal to agree on a list of needs and suggests some priorities for ratification at a General Meeting, either in the first or last term of each year.
  2. The Association may only allocate and disburse funds for school purposes after consulting with the Principal about school priorities and obtaining the consent of the Principal.  Agreed funds are to be presented as soon as practicable.
  3. Funds are transferred to the school as a donation to support and contribute to the resourcing of the school’s strategic plan. All donations are to be transferred expeditiously, in full and without restriction.
  4. With the exception of Petty Cash and approved recurrent expenditure, all expenditure of the Association’s funds must be approved and ratified by the Association at a General Meeting.



  1. Financial records must be audited each year to comply with legislation. The Auditor must be a qualified, external and independent Accountant.







St Joseph’s Catholic School Parents & Friends Association Meeting 2
Attendees:Alana, Anne, Mandy, Kim, Kyra-lee, Lee, Anne
Apologies: Joe
OPENING PRAYER: In our meeting lord help us to focus on what is important. May everything we discuss have a bearing
on the children. Let us never forget that it is both a privilege and a responsibility to play this part. Grant that we may
always support each other in that process. Amen
Item Topic Discussion Decision /
Meeting Opened 5.35pm
1. Treasurers’ report
1.1. Account Balances –
1.2.Income & expenditure
1.3. Accounts for Payment
- Treasures’ report read
Opening: $14,795.93
Closing: $12,453.20
Income: $2.27
Expenses: $2345.00
- See attachment 1.
Kim Smith
Alana Thrupp
Anne Forwell

2. Principals
- Covid restrictions. Have been lifting and are expected to continue to
- Assemblies. Parents can now attend Monday assemblies.
- Open night. Walker learninginformation night for K,1 and 2.
- Cross country. Postponed due toweather and parents will now be allowed to attend when it goes ahead.
- Grant application. Still hasn't been approved however if approved parent ideas for buildings would be appreciated.
- Ideas for grant. Include cola at the end of c block, bigger spaces, taps and bubblers in classrooms, extra powerpoints for walker learning, Sound buffering in classrooms, skylights with covers, warm lighting not cool, ceiling to floor glass where
possible, flooring like the hall (no carpet) and bifold doors to bring the boutside in.
- The architect we would use is thesame one who did Sawtell Primary School.
- Builders, We would love to use the same ones who did the roof. They are amazing with the kids and WHS.
- Technology. A meeting yesterday was held with the technology team to ensure we are using the best options for the kids. And ensure if we update next year we purchase the best. - School improvement plan. This plan is completed yearly, the current plan was completed on a staff
development day. Our last survey doubled our results from the previous one in all four areas. We are also using the clarity program as
a part of the plan for school
improvement. We have 5 staff members working on this.
- Head office. The Improvement team from head office completed an assessment of our school. Said we know where we are going and
endorsed our recommendations.
- We collect data, research, action plan and then repeat to improve students' growth.
- Monday 29th March 2021.
- Please bring ideas to the next meeting.
- Teachers and students will also have input.
- For more information on this plan please see attachment

2. 2021 school improvement plan. And attachment

3. Clarity.
- All students have a high potential.- Literacy. Writing is our primary focus.
- Principal is a lead learner involved in our classrooms.
3. Constitution. - Draft copy complete.
- It will be placed in the office foyer for anyone who wants to access and access.
- A notice will be placed in the newsletter and on the schools website when the p&f tab is created.
- To be voted non in the next meeting Wk 3. Alana ThruppLee Denton
4. Easter. - Easter Raffle. Can go ahead, we just require a Covid plan and parents can't be on grounds longer than 1hr.
- Note, to be sent home in the newsletter ASAP. Regarding donations and raffle tickets.
- The drawing - Plan to draw the raffle at the stations of the cross.
- Speak to Donna Bancroft to organise this.
Alana Thrupp
5. Fundraising ideas.
- Mothers Day Stalls, See if creative parents could donate items they
have made? Keep pricing down to
- Art exhibitions, in the library we can buy the students' artwork. Auction onjoint stage artworks.
- Walkathon, Scienceathon or a readathon
- Colour run, Lee suggested we try something new.
- Fates, too much work for just a p&f alone.
- Christmas in July if Covid
restrictions allow.
- Big Banna does fundraising nights
but a 1 hr each way trip.
- PCYC - Parktour?
- School Discos, during school time
maybe next term.
Alana Thrupp6. General Business
- Book Donations are accepted and appreciated by the school.
- Sports, Days such as the gala day and daily examiner hockey are optional extras. Swimming and cross country had to be close due to the  dates for zone and Covid restrictions that were in place last year.
- Term 4 is harder to fit to many extra activities into, with Year 6 graduations, camps etc.
- A grant was applied for last week for Lawn bowls to go ahead. The school owns a weighted plastic lawn bowl kit and have been offered for
the coaches at lawn bowls to train the children at the club and bus costs should also be covered.
7. Next Meeting Term 2; Week 3, Tuesday
8. Meeting closed 6.25p