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Peterhouse Boys

Annual General Meeting

MINUTES of the ANNUAL GENERAL MEETING of the

PETERHOUSE PARENTS ASSOCIATION
Saturday 28 May 2016, Fieldsend Hall, Peterhouse Boys 

Present: Mrs Nyasha Mbofana (Chairlady)
Mr Ben Mushavi (Vice-Chair)
Mr Howard Blackett (Rector)
Mrs Trevlynne Manuel (Secretary)
Mrs Lindsay Rendell
Mr Kazito Makuni

Apologies: Ms Lynn Green

WELCOME
Mrs Mbofana welcomed those present.

CHAIRLADY’S REPORT
Mrs Mbofana presented her report as attached.

RECTOR’S REPORT
Mr Blackett presented his report as attached.

MATTERS ARISING
• Academic results - Girls by nature are self driven. Boys do not like to read. They should be encouraged to read.
• Is next year’s intake almost certain? Looking healthy.
• What is the school’s policy on scholarships and bursaries? These are revised on an annual basis.
• If numbers for intake are low, could the school not offer scholarships to encourage exceptional students? In line with ATS policy, Chisz schools do not offer scholarships.

OFFICE BEARERS
Mrs. Nyasha Mbofana - Chairlady PHB & PHG
Mr. Ben Mushavi - Vice Chairman PHB
Mrs. Trevlynne Manuel - Secretary PHB
Mr. Kezito Makuni PHG
Mrs. Lindsay Rendell PHB & PHG
Mr. William Whaley SVH
Mrs. Lynne Green PHG
Mr. Terence Chaparamhosva PHB

• Mr Harold Muvuti automatically is no longer a member of the committee as his son is no longer a student at PHB.
• Mrs Mutukwa volunteered but the committee already has enough representation of C Block Parents.
• Nyasha urged parents from the other blocks to volunteer or nominate new members.

ANY OTHER BUSINESS
• The cold weather - the boys have to wear their khakis, can they be allowed to dress warmly? The boys are actually allowed to wear their tracksuits to prep.
• Why has the Falcon weekend changed, the junior boys away at Falcon and the seniors at home? It was done due to the fact that this weekend there was too many fixtures and the school would of needed to hire buses. Cannot afford to hire buses in the current economic situation.
• Why did PHB not participate in Daribord rugby festival this year? PHB play teams like St Georges and St Johns in this tournament and yet they play the same schools twice during the term.
• PHB food not sufficient. This is the first complaint since Introwise took over the kitchens. There is a procedure to follow if any pupil is not satisfied with their meals.
• PHG not utilising all their food, could they not share with PHB?
• Housemasters meeting - food is always an issue.
• Digital cocaine meeting.

There being no further business, the meeting was closed at 10:10am.



PETERHOUSE PARENTS ASSOCIATION
CHAIRMAN’S REPORT
AGM – 28 MAY 2016

INTRODUCTION
Mr Arthur Mutsonziwa a Petrean, former parent , member of Exco and the Peterhouse Board of Governors passed away two weeks ago. He passionately served the school for many years and will be sorely missed.
The Peterhouse Group of Schools is run very effectively and efficiently by the Rector and his staff. A tremendous effort has been made by all stakeholders to ensure that our children receive a world class education.

PARENTS ASSOCIATION ROLE
The role of the PA is clearly tabled in the Constitution and we have made great strides in achieving the objectives. We have a very close working relationship with the School. Our committee members have had an opportunity to contribute to innumerable issues. All matters that are raised are debated robustly. Our aim is not to run the school, but to bring parental perspective to the fore. We agree on most issues, but we have agreed to disagree on others.
As stated last year, we do not conduct any fund raising activities. Therefore, there are no financial accounts to present.
We are planning to hold Practical Parenting talks whose objective is to raise awareness on various challenges that both parents and children face. One of the topics to be discussed is “digital cocaine” which will focus on digital addiction and the side effects of our technologically saturated society.

MEETINGS
Our Committee Meetings are held in Harare and the Rector is a regular attendee. In future, the Development Officer will also attend. I would like to thank the ATS/Chisz Executive for allowing us to meet at their offices in Chisipite.
In October 2015 the Rector invited the PA to tour Grinham house after completion of its refurbishment. Those with children in this and other refurbished houses can attest to the positive impact and quality of workmanship. Malvern and Snell will be attended to in the near future.
A meeting was held in March 2016 to discuss a proposed fee increase to cover the additional cost of formerly Government-employed teachers. Parents ratified the proposed fee increase.
Parents are represented on the Executive and Finance Committes of the Board of Governors (EXCO and FINCO) by the Chair and Vice Chair of the PA in compliance with the Education Act.

ATSP
I represent Peterhouse parents at the ATS PA Chairs meetings which are held every term. Chairs of PA s meet to discuss topical issues affecting ATS schools. Whilst this association has been in existence for a few years on an informal level, the ATSP Constitution has recently been finalised and the first AGM will be held in Harare on 11 June 2016.

ACADEMICS
The academic profile of the school remains a key priority for the Rector and his team as evidenced by the ever improving performance of Peterhouse pupils in public examinations. Please refer to the school website and the Rectors report for further details.

SPORTS AND CULTURE
Our children continue to excel in sports and culture and each child has a wide array of activities to choose from.

SCHOOL POLICIES
The Rector and his team have been formulating various school policies over the last few years. These are clearly outlined on the website and I would encourage each parent to familiarise themselves with them.

CONCLUSION
Parents are critical stakeholders and play a vital role in supporting the school, mainly through payment school fees payment and support of all sporting and culturing activities; it is this spirit that holds the Peterhouse Community together.
I would like to express my sincere gratitude to the PA Committee for their sterling work and support of the school over the last year. The Committee will continue to serve both the school and parents for the mutual benefit of our children.
Thank you for your support.

Nyasha Mbofana
Chair
Peterhouse Parents Association



RECTOR’S REPORT TO PARENT’S ASSOCIATION

AGM TRINITY 2016

1. INTRODUCTORY REMARKS
I would like to thank members of the Parents’ Association committee led by Nyasha Mbofana for their support over the past twelve months – the school and the PA have a very healthy and constructive working relationship and the parents are well represented by the PA on EXCO; parents’ concerns and aspirations are regularly raised at these meetings.

It my hope that over the years ahead the Parents’ Association and the School will continue to work well together for their mutual benefit and, above all, for the benefit of pupils at Peterhouse. As I said last year’s AGM the Parents’ Association does have a number of specific responsibilities/tasks, which are laid out in the Parents’ Association constitution, but in general terms the Parents’ Association should be seen as a useful conduit between the School and parents and as a body which will support the School; it should not be seen as a mechanism for raising complaints and interfering with the management/leadership of the School.

2. FINANCE/FEES
The Peterhouse Group operates as efficiently as possible and the Business Director, Mark Whitaker keeps a very close eye on expenditure during the financial year.

The school’s Top Management (three Heads and the Business Director) together with Members of EXCO are highly sensitive to the difficulties parents face in meeting their school fee commitments and do all they can to keep fee increases to a minimum. I would like to thank parents for agreeing to the recent modest increase in fees to cover the additional burden of government teachers coming fully onto the Peterhouse pay roll.

3. MAJOR DEVELOPMENTS

3.1 Peterhouse Boys School

In the recent past the following work has been done:
• The refurbishment of Grinham (complete)
• The refurbishment of two chemistry classrooms as a result of a $25k donation from the Curtain Foundation
• Upgrading of the estate (NB improvements to all playing fields)

Planned projects
• The Megahey Building
• Further work to classrooms
• Further improvements to playing facilities
• The refurbishment of Malvern and Snell

3.2 Peterhouse Girls School

The expansion of PHG has been completed but further work is required as follows:

• Renovation of the old DH and kitchen into alternative use (not yet decided)
• Renovation of the PHGHM’s office/entrance area

3.3 Springvale House

In the recent past the following work has been done:
• Phase 3 of the new pavilion (almost complete)

Planned project:
• Phase 4 of the new pavilion

In addition to the planned projects the Group’s Top Management Team (Rector, Business Manager, HMPHG and HMSVH) has drawn up a list of other major projects and planned maintenance work.

4. PUPIL MATTERS
4.1 Public Examination Results

Last year’s public examination results were as follows:
• A Level PHB/PHG combined: overall pass rate was 99%. (2014 pass rate – 99%)
• IGCSE PHG The overall pass rate was 92% (A*15%; A 25%; B 27%; C 25%). (2014 pass rate – 88%)
• IGCSE PHB The overall pass rate was 82%. (A* 6%; A 21%; B 25% and C 31%) (2014 pass rate – 83%)

4.2 Pupil Discipline

The overall standard of discipline remains excellent, in spite of the effective abolishment of corporal punishment; in its absence a new disciplinary code has been introduced (boot camp etc.)

4.3 Pupil activities

The breadth of opportunity within the Peterhouse Group is outstanding and it is good to know that so many pupils achieve so much – all reflected in this year’s first class school magazine. Under the general heading of pupil activities I would like to highlight the great value/importance I place on the following:
• The Duke of Edinburgh’s International Award
• Leadership training
• Outward bound activities
• The Group’s Infinity Programme led by Andrew Shoesmith

4.4 Pupil recruitment/marketing

Interest in all three schools remains healthy but there is no room for complacency. I spend a great deal of time, together with the other two Heads and Catriona Borman, marketing the school. In the recent past the following has been done:
• Recruitment visits to major feeder schools (Ruzawi, Lilfordia, Bryden, Hippo Valley, Triangle, Victoria Falls etc.)
• Recruitment cocktail parties in Harare
• Recruitment visits to Botswana and Mozambique (planned for later in the year)
• The school web site and other marketing literature are regularly updated to present with a corporate identity

5. CHISZ (The Conference of Heads of Independent Schools in Zimbabwe) and ATS (Association of Trust Schools) matters
None of consequence to report this year.

6. MISCELLANEOUS
6.1 Development Plan

The Development Plan is available on the Group’s website.

6.2 PH60
PH60 (2015) was a highly successful year; a well-coordinated programme of events, which included a Jubilee Dinner in Oxford and a Jubilee Dinner in Harare (which dovetailed with the Falcon w/e), was led/organised by the PH60 committee, expertly chaired by Simon Philp, together with Corralee Greeff, our Development Officer. I would like to thank all concerned for their energy and commitment.

6.3 PHG30
2017 in the 30th anniversary year of the founding of PHG; a PHG30 committee has already been formed and a programme of events for 2017 is beginning to take shape.

7. CONCLUSION
I am delighted to report that the Peterhouse Group remains in excellent form.

My three priorities for Peterhouse since I have arrived have been:
i. to raise the school’s academic profile;
ii. to develop a culture/ethos which ensures that all pupils enjoy school and feel safe and secure; and
iii. to develop a well-structured programme of personal/leadership development which results in senior pupils understanding a good leadership model.

In all respects much progress has been made; there is, of course, always room for improvement and we have ambitious plans for future development, but the quality of education which pupils receive is very good indeed and Peterhouse remains Zimbabwe’s premier school.

Thank you for your continued support.

Howard Blackett MA (Oxon)
Rector

9 June 2016



Constitution

PETERHOUSE PARENTS’ ASSOCIATION CONSTITUTION

1. FOREWORD

The Peterhouse Parents Association (PA) pertains to all three schools in the Peterhouse Group: Peterhouse Boys (PHB), Peterhouse Girls (PHG) and Springvale House (SVH).

2. OBJECTS

2.1 The objects of the association are to:

i. Promote communication, understanding and good relations between the Peterhouse Group and in particular its Top Management Team (the Rector, the Business Director, the HMPHG and the HMSVH) and the parents with a view to sharing ideas on matters of common concern.
ii. Encourage parents to take an interest in the activities of the school.
iii. Promote and protect the good name of the school.

3. MEMBERSHIP OF THE ASSOCIATION

3.1 Every parent or guardian of a pupil attending the Peterhouse Group will automatically be a Member of the PA

3.2 The Rector, the Business Director, the HMPHG and the HMSVH will be ex-officio members of the PA

3.3 A Member whose child ceases to be a pupil of the Peterhouse Group for any reason whatsoever will automatically lose his/her membership.

4. EXECUTIVE COMMITTEE

4.1 The affairs of the PA will be managed by an Executive Committee, including a Chairman, Deputy Chairman and Secretary of no less than 6 and up to 10 elected representatives from all 3 schools in the Peterhouse Group, whose services to the PA and the school will be voluntary and rendered free of any remuneration whatsoever.

4.2 In addition the Rector is ex officio a Member of the Executive Committee and is expected to attend meetings of the Executive Committee

4.3 The Chairman and the Deputy Chairman are ex officio members of the Peterhouse Group Executive Committee (EXCO) and Finance Committee (FINCO)

4.4 The Executive Committee may exercise any of the powers laid out this Constitution, other than those powers which may only be exercised by the PA in meetings of the PA (See Paragraphs 5.1 and 5.2 below).

4.5 The Executive Committee may from time to time co-opt any Member or Members for the purpose of advising it or assisting it on any matter upon which it requires such advice or assistance, but the Member or Members so co-opted will not be entitled to exercise any vote.

4.6 All elected and ex-officio members of the Executive Committee will have one vote with the Chairman having a casting vote in the event of an equality of votes.

4.7 The elected Members of the Executive Committee will hold office for a period of 2 years from the date of his/her election.

4.8 A retiring Member of the Executive Committee will be eligible for re-election for up to three further periods of 2 years (i.e. a Member may serve on the Executive Committee for a maximum of 8 years).

4.9 An elected Member of the Executive Committee will cease to hold office if:

i. He/she is absent from two consecutive meetings of the Executive Committee without leave of the Chairman.
ii. He/she no longer has a child within the Peterhouse Group.
iii. he/she resigns from office.

4.10 If at any time a vacancy occurs amongst the elected Members of the Executive Committee or a vacancy is not filled at an Annual General Meeting (AGM), the Executive Committee may appoint an eligible person to fill the vacancy and the person so appointed will be deemed to be an elected Member and will hold office until the next AGM.

4.11 Duties of the Chairman include:

i. In liaison with the Rector’s Secretary, to convene and chair all meetings of the Executive Committee.
ii. In liaison with Rector’s Secretary, to convene and chair all meetings of the PA.
iii. In liaison with the Chairman of the Peterhouse Executive Committee (EXCO) and Rector’s Secretary, to convene and chair all fees’ meetings.

4.13 The Chairman will ensure that at least 3 meetings of the Executive Committee are held each year.

4.14 At least 7 days’ notice should be given of any meeting of the Executive Committee unless all the Members of the Executive Committee agree to accept a shorter period of notice.

4.15 At any meeting of the Executive Committee:

i. 6 Members will form a quorum.
ii. The Chairman will preside, or in his/her absence, the Deputy Chairman, or in his/her absence any Member present elected by the meeting will preside.
iii. The person presiding may, in the event of any equality of votes exercise a casting vote in addition to their deliberative vote.

5. MEETINGS OF THE ASSOCIATION

5.1 AGM

i. The AGM of the PA will be held before the end of the Trinity term each year.
ii. Notice of the AGM will be sent to Members of the PA not less than 14 days prior to the date of the AGM.
iii. 20 Members will form a quorum.
iv. If at the AGM 20 Members are not present and therefore a quorum has not been formed, the meeting will be adjourned and will be reconvened within 3 weeks; the Members present at the reconvened meeting will form a quorum.
v. All decisions will be made by simple majority.
vi. The Chairman will preside or, if he/she is absent the Deputy Chairman, or if he/she is absent any Member of the Executive Committee will preside.
vii. The person presiding may, in the event of any equality of votes, exercise a casting vote in addition to his/her deliberative vote.

5.1.1 At the AGM the following business will be conducted:

i. Reading and adoption of minutes of the previous annual General Meeting.
ii. Report of the Chairman.
iii. Report of the Rector.
iv. Election of the Executive Committee including the Chairman, the Deputy Chairman, the Secretary and other Members of the Executive Committee (See Paragraph 6 below).
v. AoB – any other items for the agenda must be submitted by Members of the PA at least 10 days in advance of the AGM.

5.2 FEES’ MEETING

A fees’ meeting will be conducted in the same manner as an AGM save that the quorum for a meeting called to consider school fees and levies payable at the School will be 20% of the parent body, including votes cast by proxy.

5.3 SPECIAL GENERAL MEETING

5.3.1 The Chairman may at any time and will, if so requested by not less than 50 Members of the PA in writing, convene a Special General Meeting of the PA.

5.3.2 Notice of a Special General Meeting will be sent to Members of the PA not less than 14 days prior to the date of the Special General Meeting.

5.3.2 50 Members will form a quorum.

5.3.3 If at the Special General Meeting 50 Members are not present and therefore a quorum has not been formed, the meeting will be cancelled.

5.3.4 All decisions/resolutions will be made by simple majority.

5.3.5 The Chairman will preside or, if he/she is absent the Deputy Chairman, or if he/she is absent any Member of the Executive Committee will preside.

5.3.6 The person presiding may, in the event of any equality of votes, exercise a casting vote in addition to his/her deliberative vote.

6. ELECTION OF EXECUTIVE COMMITTEE MEMBERS

6.1 Members of the Executive Committee including the Chairman, Deputy Chairman and Secretary will normally be elected at the AGM, unless their term of office has not expired (see Paragraphs 4.7 and 4.8 above).

6.2 Nominations for the Executive Committee including the Chairman, Deputy Chairman and Secretary will be sent to the Chairman not less than 7 days prior to the AGM on the relevant form (See Annex A below). In the event that nominations are not submitted in advance of the AGM they may be received at the AGM, but nominations sent prior to the AGM will take priority.

6.3 Any Member of the PA will be eligible to be elected into the Executive Committee on condition that such a member is not in arrears in terms of fees or levies payable to the Peterhouse Group.

6.4 Voting will be by show of hands at the AGM.

7. GENERAL

7.1 This constitution may be amended or replaced at any time by a resolution passed by a 2/3rds majority of Members present and voting at the AGM.

7.2 The inadvertent omission to give notice or the non receipt of notice of a meeting by a Member of the PA will not invalidate any proceeding or resolution at a meeting.


Adopted at the PA AGM
22 June 2017




Annex A

PETERHOUSE PARENTS’ ASSOCIATION

NOMINATION FORM FOR THE EXECUTIVE COMMITTEE


I……………………………………………………………………………………………..

being parent/guardian of (Name/House/Year Group of Pupil)

…….…………………................................………………………………………………...

do hereby nominate (NAME OF PARENT)

……………………………………………………………………………………………….

being parent/guardian of (Name/House/Year Group of Pupil)

……………………………………………………………………………………………….

FOR THE POSITION OF

………………………………………………………………............................................…

ON THE EXECUTIVE COMMITTEE OF THE PETERHOUSE PARENTS’ ASSOCIATION

SIGNED……………………………………………………………………………………..

DATE:………………………….…………………………………………………………...

I……………………………………………………………………………………………

accept the nomination

SIGNED…………………………………………………………………….……………….

DATE:……………………………………………………………………………………..

Fees/levies pad and up-to-date: Yes          -            No

Committee Members

ELECTION OF OFFICE BEARERS: The following Committee was voted in for 2017.

OFFICE BEARERS

Nyasha Mbofana (Chair) PHB
Benson Mushavi (Vice) PHB
Cathy Hove (Secretary) PHB and PHG
Kezito Makuni PHG
Terence Chaparamhosva PHB
Lindsay Rendell PHG
Ali Palmer PHG
Rachel Kutukwa PHB
Oscar Johnson - SVH
William Whaley - SVH

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