Circular 2

Circular 2/2010                                                                                      14 January 2010

Dear Parent

PAYMENT OF SCHOOL FEES FOR 2010

This is a new school year with new responsibilities.  One of these is our financial responsibility towards the running of our school, which we wish to address as a matter of urgency.

By law the total school fees are payable in advance.  However, we realize that this is a large once off expense and therefore most schools allow parents to settle this on a monthly basis.

The following two methods of payment may be used for school fees during 2010:

School fees may be paid as follows:

1.                   DEBIT ORDER SYSTEM

We would like to encourage the use of the debit order system.  The school benefits by having a steady monthly cash flow and time is saved with regard to recovering debts.

1.1        Parents currently on the debit order system

Parents who have paid by means of the debit order system in 2009 do not have to complete a form again.  The amount will be adjusted to R885. 

1.2               New parents

Only parents who have not completed a debit form, must obtain a form from the financial secretary, Mrs I. Esterhuizen and return it to her by 22 January 2010.  Please check your bank statement on 29 January 2010 for the first deduction.

2.                   INTERNET PAYMENTS

If you make a direct or internet once off (R8 400) payment of school fees, the account number (NOT the learner’s name) must be clearly indicated on your statement as reference number.  Our bank details are as follows:

ABSA Bank Durbanville

Account no:  1410 670 115

Bank code:  334810

Fax or e-mail the slip as proof of payment to fax number 086 646 6554 or e-mail address accounts@durbieland.com.

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3.         CASH PAYMENTS

We suggest that cash payments should be done DIRECTLY AT THE BANK, as it is a much safer option.  Refer to No 2 for banking details.  If it is impossible to make use of this request, you may use one of the following options:

·         a cash payment directly to Mrs I. Esterhuizen, whereby you will immediately be issued with a receipt. 

·         in a sealed envelope.  The following detail must appear on the envelope:  Name, grade, amount and account number.  The correct amount and the statement must be in the envelope.

The envelope must be placed, by the learner himself/herself, in the designated post-box in the school, at main entrance.  As soon as the payment has been processed, a receipt will be given to the class teacher, who in turn will hand it to the learner.  Please ensure that you receive this receipt.

We, however, urgently request you to keep cash payments at the school to a minimum, for security reasons.

4.         ACCOUNTS IN ARREARS

Accounts in arrears is costly for both the parents and the school.  We would, therefore, like to encourage you to keep your account up to date, or to make an arrangement with Mrs I. Esterhuizen.

The onus for application of reduction in school fees, is on the parent and not on the governing body.  The governing body will consider the application according to given information, to determine whether a parent qualifies for reduction in school fees.  The governing body regards accounts in arrears as a serious matter and will act accordingly against such parents, in terms of Article 41(1) of the Schools Act.  Thereafter, these accounts will be handed over to our debt collector.  Interest and administrative costs will be added to the balance of your account.

Once an account has been handed over, the debt collector will handle the account for the remainder of the financial year.  All correspondence and collections will then be handled by the debt collector.  Attached is the procedure that will be followed for accounts in arrears.  See Addendum A.

5.                   Account enquiries may be made to Mrs Esterhuizen from 07:30 to 14:30.  Kindly have your reference number at hand for any queries.

6.                   Kindly notify Mrs Esterhuizen immediately of any change of address or telephone numbers.

7.                   Financial aid forms may be requested from Mrs Esterhuizen in the financial office.  Completed financial aid forms must reach Mrs Esterhuizen before 26 January 2010.  She will present your details to the school’s financial committee for evaluation.  As a parent, you are responsible for the timeous handing in of these forms.

We trust that you will give us your full support to ensure that our 2010 budget balances.

Yours faithfully

H. Boshoff                                                                     (Mrs) I. Esterhuizen

CHAIRMAN : FINANCIAL COMMITTEE                          DEBTORS ADMINISTRATOR

ADDENDUM A

DURBANVILLE PRIMARY SCHOOL

COLLECTION PROCESS OF SCHOOL FEES 2010

During the year any account which is in arrears for a second payment, will be handled from Step5.