AGM (Parent Teacher
Association) 7 March 2015 2.30pm
You should have received your copy of the Notice of
AGM . Over the next 2 weeks , we will
try to provide a series of articles covering this topic with the view to generate
some interest in this topic so more parents will participate in the forthcoming
AGM.
Annual General meeting is the most important meeting
of any organization and PIBG is no exception. The members of PIBG comprise of
the teachers of the school and parents who have children studying in school
during the current year. Although the
accounts relate to 2014, the ruling (verbal)
from JPN Selangor is that only parents with children in 2015 are
eligible to attend the 2015 AGM.
The 3 key elements of AGM are
1.
Tabling of accounts for the preceding
year ( January 2014 to December 2014): and
2.
Election of Office Bearers for the
current year 2015 ; and
3.
Matters arising .
In this article we will attempt to give a brief
outline of what members can expect during the tabling of PIBG accounts and what
to ask if any member is not satisfied
with the presentation of accounts .
In most organisations , accounts are normally
circulated together with the notice of meeting so members will have time to
read the financial reports prior to the
meeting . Unfortunately , there is no specific requirement for PIBG to do so,
resulting in members having to read the reports upon registration on the day of the AGM . For
newcomers with little financial literacy
, it will be difficult to understand the reports which are normally very
brief with little or no explanation notes. As part of our attempt to educate
our members on PIBG accounts , I have included the financial reports
(summarized version ) of 2012 and 2013
so members will have an opportunity to familiarize with the format of reporting
.
The objectives ( in so far as they relate to financial
matters ) of PIBG as outlined in the relevant sections of the Constitution AKTA
Pendidikan 1996 are :
4.2 (3) b- “untuk
membantu dan menambah usaha sekolah dalam memenuhi kehendak dan keperluan
kebendaan murid-murid dalam kegiatan mereka “( loosely translated –To provide
material assistance to the children in order to
fulfil or satisfy their material
requirements in the course of their school activities
4.2 (3) e –“Untuk membolehkan ibu bapa dan guru dalam
sekolah untuk berusaha menambah kewangan sekolah dan meningkatkan kemudahan
fizikal bagi tujuan meningkatkan kemudahan fizikal bagi tujuan meningkatkan
kemudahan pengajaran dan pembelajaran “ (To enable parents and teachers to
raise funds for the purpose of improving the physical infrastructure of the school
in order to provide better
teaching and learning environment )
To paraphrase , one of the main objectives of PIBG is
to provide financial assistance to the school for the benefit of the children.
In PIBG LICK HUNG, how did it raise funds ? Based on the financial reports of 2012/2013, the
funds came from
2013
|
2012
|
|
Collections From:
|
||
Tuition Class
Computer Class
Curriculum Activities (Note 1)
|
991,391.00
-
75,635.00
|
772,032.50
253,440.00
240,119.00
|
Total Collections
|
1,067,026.00
|
1,265,591.50
|
(Less)
|
||
Tuition fees paid to teachers
Trainers’ fee paid for computer class
Trainers’ fee paid for curriculum activities
|
(672,909.40)
-
(69,781.50)
|
(612,419.80)
(169,625.00)
(214,953.90)
|
Total Fees Paid
|
(742,690.90)
|
(996,998.70)
|
Net Collection
|
324,335.10
|
268,592.80
|
Add - Other Collections
|
||
Lick Hung expo
Hung Jia Jia’s children theater
Other contribution
|
-
16,837.10
5,800.00
|
58,455.25
-
4,700.00
|
Total Net Collections
|
346,972.20
|
331,748.05
|
Where did the money go ??
Expenses Paid
|
||
- Upkeep of school,
music and sports equipment
- Replacement teachers’
allowance
- Trainers’
allowance for training school team
- UPSR cash award –
2012 and 2013
- Gift, incentive,
award for students
- Teachers’ farewell
party & Teachers’ Day celebration
- Travel and
transport allowance
- Teachers’
refreshment
- Sports Day
- Chinese New Year
festival celebration
- Telephone,
electricity and water bills
- Participation fee
on out bound school competition
- Printing and
stationery
- Allowance for
school general workers and security guards
- Insurance on
school equipment
- Sundry expenses and
bank charges
|
(76,057.20)
(37,750.00)
(38,660.00)
(52,320.00)
(14,046.50)
-
(13,975.60)
(4,957.96)
-
(4,700.00)
(11,009.75)
(12,872.05)
(4,915.70)
(2,500.00)
(6,490.00)
(6,344.50)
|
(128,594.05)
(45,090.00)
(29,865.00)
-
(37,968.00)
(17,556.65)
(9,670.40)
(8,757.90)
(7,483.55)
(3,137.50)
(4,641.30)
(4,097.00)
(3,343.25)
(3,900.00)
(1,420.00)
(3,888.00)
|
Total Expenses Paid Note 2
|
(286,599.26)
|
(309,412.60)
|
Note 1. Most of
the fee paying extra-curricular activities
were transferred to BOG in April 2013
Note 2 . RM292,280.91 comprising of PIBG FD and cash
balance was transferred to BOG in April/May 2013
Questions –
1. Did the expenditures meet the objectives of PIBG?
2. What are the checks and balances to ensure competitive pricing of service providers ?
3. Why can’t
the treasurer provide a budget for members approval?
4. Do AJK members get paid for serving in AJK?
What can you expect from the 2014 accounts ? As at the date of this article, I have not
been able to examine the accounts so I
cannot give much comment at this stage .
I have been frequently asked : what if the accounts
were not approved by the members ? Will
that affect the validity of the meeting ? The simple answer is the meeting will
continue (election can take place etc )
and a further meeting will be called to approve the accounts . This
scenario occurred in 2013 AGM and the accounts were passed during the
subsequent EGM. In some respects ,
having an EGM to approve the accounts was a preferred method because it will
allow the incoming office bearers to have a better understanding of the
accounts since they have to take responsibility of the expenditures occurred during
the entire year which include the months before they were elected . In
addition, new AJK can prepare a budget for members to approve at the same time.
Next Episode – Election of AJK members
Ken Koo
YDP
25 Feb 2015
25 Feb 2015
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