Parent Support Groups
Introduction
Our Shared Purpose About Each Group
How our Community Team supports Parent Support Groups
Parent Support Groups Expectations and Guidelines
Volunteer Expectations and Procedures
Communications
Guidelines for Meetings
Organising Events
Managing Finances
Sponsorship Opportunities
Merchandise
2026 Meeting Schedule Join
St Hilda’s
Introduction
Parent Support Groups (PSGs) are an invaluable extension of our School community. The effort, expertise and enthusiasm contributed by the members of each of these groups support and enrich the varied programs of St Hilda’s School and are greatly appreciated by the Principal, staff and School community.
All Parent Support Groups operate under the auspices of St Hilda’s School. St Hilda’s endorses a friendmaking approach for all Parent Support Groups. Friendraising is focused on building deeper relationships with the community, modelling our culture, our values and our motto, Non Nobis Solum - Not For Ourselves Alone, with conviction, knowing that our work supports St Hilda’s students and our shared community.
Currently there are seven Parent Support Groups (in alphabetical order):
• Boarder Parents Support Group (BPSG)
• Fathers‘ Club (FC)
• Parents and Friends Association (P&F)
• Rowing Supporters Group (RSG)
• Sport Supporters Group (SSG)
• Supporters of the Creative Arts (SOCA)
• Women’s Auxiliary (WA)
Other connected Community Groups
The St Hilda’s Old Girls’ Association (OGA) focuses on St Hilda’s past students (Alumnae), maintaining connections and contributing to St Hilda’s School’s future.
Unlike Parent Support Groups, St Hilda’s Foundation and St Hilda’s Aquatics Club operate as separate legal entities with defined governance and compliance obligations, structured programs, fundraising and community partnerships.
If you would like to get involved with the St Hilda’s Foundation, Aquatics Club or Old Girls’ Association, please reach out to our Community Team events@sthildas.qld.edu.au or visit the Community pages on our website sthildas.qld.edu.au for more information.
This information aims to support all Parent Support Groups with clarity of purpose, to achieve shared ambitions for the students of St Hilda’s School and our community.
Our Shared Purpose
Build Community
Fostering positive and engaging relationships amongst the School community.
Facilitate Communication
Providing a structured way for parents and the School to share updates, ideas and feedback.
Provide resources and assistance
Volunteering at key events and generating new ways of supporting our girls’ learning and wellbeing.
Coordinate activities
Meeting regularly throughout the year to plan and formalise activities under the direction of, and in collaboration with, the Principal and Executive Team of the School.
Collaborate to plan, organise and deliver initiatives under the guidance and approval of the Principal and Management Team.
Please note: Parent Support Groups do not become involved in the operational aspects of the School’s programs or serve as lobby groups
About Each Group
All are welcome. You do not need to be a committee member to get involved in a Parent Support Group. All enquires are to be made through the Community Team on (07) 55 777 7283 or events@sthildas.qld.edu.au.
Boarder Parents Support Group (BPSG)
The Fathers’ Club (FC)
The BPSG supports our girls in boarding, (domestic and international), to enhance the boarding home life and support our boarding community. The BPSG hosts the fabulous Bush to Beach Bash, Boarders Long Lunch and supports the School Fete.
The Fathers’ Club is all about connection. Come and enjoy guest speakers, craft beer and winemaker tasting nights. Fathers can support their daughter and enjoy the camaraderie. Events include: the Golf Day, hosting the Year 11 Presentation Ball, Fete, Dads’ Barbeques and Father/ Daughter breakfasts. Thanks to our dads for their support of our Foundation sponsorships. Fathers’ Club supports amazing opportunities for young ladies.
Old Girls’ Association (OGA)
The OGA promotes connection between past Alumnae and current students. They are engaging, fun and willing to help and support our girls. The annual OGA Reunions are celebrated on the oval with the Brunch on the Green, additionally they host long lunches and soirees on the Gold Coast, Toowoomba, Brisbane, Sydney and Melbourne.
Parents and Friends’ Association (P&F)
Our Parents and Friends Association (P&F) is open to all parents, caregivers and friends at the School. Focused on supporting helping to strengthen the partnership between families and the School, the P&F drives the famous Cent Auction at the Fete and welcomes new families at their Meet & Greet mornings on the first day of each term.
Rowing Supporters Group (RSG)
RSG helps to promote and encourage the rowing program by providing volunteer assistance, fundraising and community spirit for the team. RSG assist with early morning breakfasts for training sessions in Terms 2 & 3 plus regattas and camps. Fundraising ventures support equipment purchase. Parents enjoy socialising at regattas, operating our champagne tent at the Fete and the Ammonite end of season lunch.
Sport Supporters Group (SSG)
SSG supports our fifteen QGSSSA sports, exceptional athletes and coaches. The SSG volunteer their time at Inter-House Carnivals and home games with BBQ’s and spirit, building community opportunities to cheer on our athletes. Come along and find out how you can support your daughter’s sporting endeavours.
Supporters of Creative Arts (SOCA)
SOCA supports Music and Performing Arts programs and student performances in pursuit of excellence. Events include school concert performances in music, drama, literacy and the arts. SOCA supports our Musicals, Gala Concerts, Winter and Spring Fest performances and the annual Art Show.
Women’s Auxiliary (WA)
WA provides general support across the school by organising events, fundraising and helping to strengthen the school community. WA holds morning meetings and fundraises through events providing great entertainment including High Tea, Mother/Daughter Lunch, the Fete Mega Uniform Sale, Mothers’ Day, Fathers’ Day Markets and our sustainable Second-hand Uniform Shop. In addition, in 2025 the WA funded the new Chapel glass doors and sponsored the fireworks for the Junior School Christmas Carols!
How our Community Team supports Parent Support Groups
Support with Meetings
Booking rooms, listing events on School calendar, arranging catering, preparing virtual meeting links.
Support in the Coordination of Events
Facilities request, catering, set up, invitations, marketing collateral and ticketing.
Float and Credit Card Machines
All requests need to be made a minimum of one week prior to an event via the Community Office.
Communication
Newsletters, social media posts, Spirit Magazine, website updates and news articles. There are several communications channels that our Parent Support Groups can use for promotion.
Please submit items via the Community Office.
Fundraising Activities
All groups are reminded that all major fundraising initiatives occur through the St Hilda’s Foundation and general fundraising is facilitated through the Community Office. Fundraising activities and in kind contributions (raffles, auctions, prizes) must be approved by the Principal through the Community Office.
Sponsorship Opportunities
All Parent Support Group sponsorship arrangements must be handled via the Community Office.
Branded Request
All requests for branded items and gifts must be approved by the Principal. Requests can be made via the Community Office.
Volunteer Expectations and Procedures
Expectations of the School Community
All parents are encouraged to review the expectations of the School Community Policy This policy outlines the standards of behaviour that helps us maintain a respectful and supportive enviornment, as well as the steps the school may take when expectations are not met.
Volunteering Expectations
To ensure a consistent understanding of our expectations, St Hilda’s School provides volunteers with access to important policies, procedures, and guidelines.
If you are considering volunteering at St Hilda’s School, please take the time to review the Visitors and Procedures Handbook. All volunteers must also complete the Annual Volunteer Application Form.
Blue Cards
All volunteers at St Hilda’s School are required to obtain a Volunteer Blue Card prior to volunteering at school. Applications for Blue Cards can be made online at Blue Card Application Qld.
Conflict of Interest
Parents are reminded to disclose any conflicts of interest to the Parent Support Group and to the Community Team. For example: a Parent Support Group member purchasing goods from their own business.
Communications
Social Media
The School has an official Facebook, Instagram, LinkedIn, and YouTube presence. These official St Hilda’s School Social Media platforms are managed and monitored by St Hilda’s Marketing. All parents are encouraged to review our Social Media Policy
The following reminders are provided to parents when posting via social media and online platforms:
• Always remember your online reputation. How you conduct yourself online is very important. Your posts on social media should be professional, honest, open and mindful of others.
Emails
• Any social media pages not managed by the School are not to be used to send official communication from the School.
• The Marketing Department should be the first to post school announcements through official school platforms.
• Parents are reminded not to post photos of students involved in any activities on their personal social media platforms without expressed permission from those students’ parents.
The president and secretary of each group will be added to the group email list and should respond to all emails to ensure the community and Parent Support Group have up-to-date communication.
Each Parent Support Group has an email address. The president and secretary of each group will be added to the group email list and should respond to all emails to ensure the community and Parent Support Group have up-to-date communication.
Boarder Parents Support Group (BPSG)
boarderparentssupportgroup@sthildas.qld.edu.au
Fathers’ Club (FC) fathersclub@sthildas.qld.edu.au
Old Girls’ Association (OGA) oldgirls@sthildas.qld.edu.au
Parents and Friends’ Association (P&F) parentsandfriends@sthildas.qld.edu.au
Rowing Supporters Group (RSG) rowingsupportersgroup@sthildas.qld.edu.au
Sport Supporters Group (SSG) sportsupportgroup@sthildas.qld.edu.au
Supporters of the Creative Arts (SOCA) supportersofcreativearts@sthildas.qld.edu.au
Womans Auxiliary (WA) womensauxiliary@sthildas.qld.edu.au
Guidelines for Meetings
Meetings
Each Term, each Parent Support Group will have one formal meeting on a nominated date during the school term. This meeting will be attended by a member of the School Executive as well as a staff member from the School’s Community Team.
Each Parent Support Group may have various informal meetings throughout each term.
Meetings can be held as a conventional face-toface meeting, using a virtual means (MS Teams), or a blend of the two, to enable maximum participation by General Members.
Agenda
An email from the Parent Support Group President or Secretary is to be sent to all interested parties calling for agenda items two weeks prior to the meeting. An agenda is to be submitted for consideration to St Hilda’s School one week prior to the meeting. Once the agenda is approved, the Parent Support Group President or Secretary shall circulate the agenda and previous minutes to all parties.
Proceedings of Ordinary Meetings
• Attendance - Names of those present and apologies
• Confirm Minutes of the previous general meeting
• Correspondence
• President’s Report
• Treasurer’s Report
• School Executive Team Report
• General Business
• Upcoming Events
New initiatives or the purchase of resources by a Parent Support Group will require a formal proposal to the Principal for consideration and approval.
Any donations from a Parent Support Group to the School are to be recorded in the minutes and communicated to Finance AReceivables@ sthildas.qld.edu.au for correct entries to be completed.
Any purchases are to be voted by the committee and then taken to the Principal for approval. This needs to be minuted.
Minutes
At each meeting the Secretary is required to record the proceedings at the meeting and the decisions made at those meetings. The minutes once approved at a subsequent meeting are to be securely and permanently retained in digital form by the St Hilda’s Community Office.
Annual General Meeting
A Parent Support Group is required to hold an Annual General Meeting (AGM). This will be held each year in Term 4.
The date, time and location for the Annual General Meeting should be circulated to Parent Support Group members at least one calendar month ahead. The Community Office will circulate dates for the year ahead in December each year.
The purpose of the AGM is:
a) To elect new Committee members; and,
b) To provide a summary of the previous year.
The agenda of the AGM will include but is not limited to:
a) A report from the President on the activities of the previous 12 months.
b) A report from the Treasurer on the financial position of the group; and,
c) Election of Committee Members (as required).
Organising an Event
Organising Events as a Parent Support Group
All events and functions conducted by or on behalf of a Parent Support Group and held at either St Hilda’s School or at an external venue must be advised to the Communities team and approved by the Principal.
Please ensure permission to conduct an event is granted by the Principal before proceeding with any arrangements or before advertising the event to the community. Please request approval for all events in the year prior where possible.
The first step to have an event proposal approved is to email our Community Office at events@sthildas.qld.edu.au.
The Community Office will be able to assist with scheduling and booking facilities. Please contact the Community Office on 07 5577 7283 or events@sthildas.qld.edu.au
Ticket Sales for Events
All ticket sales must be conducted by an external online ticket provider. Please contact the Community Office on 07 5577 7283 or events@ sthildas.qld.edu.au to discuss our preferred supplier and how we can integrate your event into our existing online ticketing system.
Cash Banking for Events
Although taking cash is strongly discouraged and online booking sites are preferred option, on some occasions, Parent Support Groups can access cash floats from St Hilda’s for use in their events and raffles.
Procedure for a Cash Float Request
1. When a Parent Support Group requires a cash float, the Parent Support Group Treasurer is to lodge a Float Request Form with the Community Office with a minimum of 5 working days’ notice. If a request is not received within this time frame, there is no guarantee that a float will be available.
2. The St Hilda’s School Accounts Office will prepare the float (split into the required denominations) and it will be available on the date requested on the Float Request Form.
3. When the cash is collected by a committee member of the Parent Support Group, the Float Request Form must be signed, confirming receipt of the funds. The committee member collecting the cash should count it to verify that the correct amount is provided prior to signing the receipt.
4. At the conclusion of the event, a Parent Support Group committee member will return the float along with any cash received at the event, to the Accounts Office (located on ground floor of the James Admin Building) within two working days and sign the Cash Received Form to confirm the funds have been returned. The committee member returning the funds must count the float with a member of the Community team to verify the correct amount is being returned.
Please Note:
• Cash floats must not be banked, they need to be returned to the Accounts Office along with the Cash Received Form.
• Payments should not be made out of the float, sales or other takings. All payments must be accounted for and recorded separately.
Managing Finances
Supplier Invoices
• All supplier invoices must be approved by two people: one current office bearer of the Parent Support Group and the Community Office.
• No invoice is to be paid prior to it being approved.
• All supplier invoices are to be paid within agreed payment terms.
Procedure for Payment of Invoices
• As soon as supplier invoices are received by a Parent Support Group, they should be checked to confirm the expense is a genuine expense of the Parent Support Group.
• Where an invoice relates to an expense for a particular event the Parent Support Group has facilitated, the name of the event must be clearly written on the invoice, e.g. “Event – Father’s Day BBQ”.
• Invoices received by the Parent Support Group need to be emailed to the Community Office events@sthildas.qld. edu.au with a confirmation by email that the invoice is approved for payment.
• The Community Office will then email that invoice and any related correspondence or relevant documents with regards to that invoice to the Accounts Office at apayables@sthildas.qld.edu.au.
• Once received by Accounts, invoices are processed via the Therefore system for coding and payment run once digitally approved.
Volunteer Expense Reimbursements
• All invoices or receipts for Parent Support Group expenses paid for personally by a volunteer must be approved by two people: one current office bearer of the Parent Support Group and the Community Office.
• Any expense a volunteer seeks reimbursement for must have been already paid and only for a genuine expense of the Parent Support Group.
• All volunteer reimbursements are to be claimed as soon as possible as defined in the procedure following on the next page.
Procedure for Volunteer Expense Reimbursements
• Processing invoices: a volunteer seeking reimbursement for expenses incurred on behalf of the Parent Support Group is required to email a copy of any tax invoice/receipt as well as their bank details to the Community Office at events@sthildas.qld.edu.au.
• The Community Office will then submit the expense online via our online Therefore system and it will then be allocated to the Community Office for digital approval.
• Invoices and receipts must be in the form of a Tax Invoice, with the GST component clearly showing. EFTPOS or credit card receipts will not be accepted.
• If a receipt has been lost, a Statutory Declaration form must be completed.
• All volunteer reimbursements will be made by Electronic Funds Transfer. Any volunteer expense reimbursements that have been approved by 3pm on a Wednesday will be paid on Friday of that week.
• Only invoice/receipts for volunteer reimbursements that have been properly approved will be processed and paid.
• Retaining invoices/receipts – a digital copy (PDF) of all invoices/receipts processed via Therefore is attached to the Accounts Payable transaction in TASS system. PDF images are accepted by the ATO as an acceptable form of record and therefore original invoices will be shredded by the Community Office after successful processing has been completed.
Banking Transaction Report
The Accounts team will provide each Parent Support Group with a banking transaction report and ending cash balance via the Community Office. This information will be provided to the treasurer as a basis for their treasurers report for the Parent Support Group meetings. Refer to the previous section for information of cash float.
How does a Parent Support Group make a Financial Contribution to the School
If a Parent Support Group agrees to contribute funds to St Hilda’s School at a Parent Support Group meeting, for a specific project or towards the cost of a School invoice, this should be emailed formally by an office bearer of the Parent Support Group to the Community Office with the email copied to the Accounts Office accounts@sthildas. qld.edu.au so the transfers can formally be done in the school accounts. A copy of the minutes (if available) can be emailed too, as supporting documentation.
Sponsorship Opportunities
From time to time, Parent Support Groups may seek sponsorship for school sports, events or activities. To help ensure that these proposals are coordinated effectively, the following procedures are to be followed.
Sponsorship Procedure
All St Hilda’s School sponsorship opportunities and arrangements are managed by the Community Office.
By liaising with the Community team, we minimise sponsorships being lost due to conflicting approaches. It is also important that any potential sponsors have values aligned with the school. The Community team will also ensure the value of the sponsorship reflects the value of the offering.
Parent Support Groups and any potential sponsor, liaise with the Community Office who will seek approval from the Principal. All sponsorships must be approved by the Principal before a sponsor can be invoiced and before the use of their logo or promotion of their brand can occur.
When the sponsorship agreement has been approved, the Accounts Office will invoice the Sponsor (this is not to be done by the Parent Support Group) and the sponsorship arrangement can begin.
Merchandise
Any new item of apparel or promotional items (shirts, bags, hoodies, hats etc) must be approved by the Principal and ordered and arranged through the St Hilda’s School Uniform Shop.
Merchandise is considered affiliated with the School if it:
• is to be worn at, or is part of, a School associated event.
• references the School through its branding.
• is worn by a person directly associated with the School community.
To apply for merchandise, apparel or promotional items approval
• Contact the Community Office for information regarding preferred suppliers and potential costs and objective of requested item for approval.
• Suggested merchandise can be discussed at Parent Support Group meetings.
• Community Office will discuss the proposal with the Principal.
• Once an item is approved by the Principal, the Community Office will commence design for brand approval and ordering through the uniform shop.
• A final approval will be made through the Principal.
2026 Meeting Schedule
