Minutes of Last Meeting - 05.02.2007
Present
Peter Robson, Neil Bolton, Mrs Earing, Sally Mitchell, Martin Edmundson, Margaret Gill, Letitia Bradley-Proulx.
1) Apologies for Absence
Sarah Taylor, Fiona Dowling, Nick Skeet, Veronique Needham.
2) Minutes from the Last Meeting
None.
3) The Chairman's Report
Peter stared his report by confirming that we are now a registered charity and all communications should now carry our registered charity number. He requested a trustee meeting so we can familiarise with our new responsibilities and focus on future fund-raising. This date was set for the 1st March. We can now claim Gift Aid, which is 28p for each pound. Peter also explained that we can actually go back 6 years and claim gift aid on the money raised during this time. Although this potentially could be a huge amount of money the declarations will be needed retrospectively. The time it will take verses the benefit will need to be decided at the meeting in March. This will make a big difference for future events too and it is felt to be important that we try to maximise its potential and make sure everyone who is a taxpayer ticks the gift aid box.
A major concern Peter has is the fact that the same people are doing the work and running events. More volunteers are needed as the work loads that we all have outside of the PTFA make it extremely difficult to find enough time. An “appeal” is to be made next month to publicise the need to find more people to help. The bigger events tend to be organised in the evenings or at weekends mostly so this does not exclude parents who work.
The objectives for this year have not yet been set and the outstanding project is the groundwork surrounding the outside classroom and so has to be the primary objective. It is hoped that we can apply for Lottery funding to help with the cost of this, similar funding has been granted to schools so it is feasible and Letitia will research further to check that we are not expected to match the grants given or if we are to see if we can retrospectively use the £5,000 we have already spent on the outdoor classroom part of the project. We can then decide how much we money we would ask for.
The school has been taking part in various sports schemes recently and it is glaringly obvious that we don’t have a St. Patrick's school kit. Everyone felt it would be highly beneficial to the children taking part if there was a kit available so they can feel like a team, and represent the school appropriately attired. We would thus like to fund the purchase of a set of sports kits for the School teams to wear.
5) Headmaster's Report
No matters of significance were reported.
Peter asked the school to provide a prioritized wish list for their projects.
6) Treasurer's Report
Neil presented his report stating we are in balance, and on target to raise the funds needed to pay for our part of the recent building works. He highlighted the fact that we need to manage the cash carefully as the upcoming events need some working capital before revenue from the events is received. The funds are likely to be boosted by the curriculum based sponsored spelling event which was very successful.
7) Events Update
Class Teas
The new dates have been agreed, there are no figures from the class teas we have had already, it was acknowledged that the school agreed that half the funds raised from the total Class Teas Money would go into the PTFA funds for this year only. It was also noted that the funds need to be passed through the PTFA as we are a charity now and then handed to the school.
Sponsored Spelling
The school felt that this had gone very well. It was relatively simple to organise and was enjoyed by all the children. It is hoped that there will be a short collection period for this event and a request has gone out in the newsletter.
St. Patrick’s Day Mass
The school has again requested that we provide cake for the St. Patrick’s day mass, this was provided by Myloaf last year at a nominal price and it was agreed to provide similar cake again this year.
St. Patrick’s Race Night 2007
Margaret gave us an update on the much anticipated race night, the posters are up and the tickets have been released with the price being kept the similar to last year. She assured us that they would be keeping the same format but ensuring there would be some surprises for us during the evening. They would not be serving crepes this year but there would be plenty of “wow” factors. It was felt it would be great if Hartham Park would sponsor two tickets for the 40th Anniversary Ball as the first prize for raffle.
Street Party Update
As part of the 40th anniversary celebrations a street party is to be held for the whole school on the 30th March, some concerns were raised as this was still in Lent and a lot of the children will have given up sweets and cakes, however as the school had requested and set the date it was felt that this would be explained to them. Mr. Loftus and Miss Mcloughlin are to come back to the PTFA with the outline of the party but it is hoped that each year will be dressing up in outfits from the past 40 years.
Summer Ball update
A saving scheme for the Ball is now in place and flyers will be going out in the book bags soon. It is hoped that Mr. Loftus and Sister Concepta will give a little speech during the drinks reception. Sarah will approach them both and talk through what would be ideal. Sister Stella is coming back over the summer and it is hoped she will be here at the time of the Ball. The ticket price is to be £45, but because this event is to celebrate the 40 years of the School, Sarah has organised a fantastic menu costing £32 a head. The rest of the ticket money goes on the creating an evening that will truly memorable. We would like to invite Sister Concepta and Sister Stella as guests and the PTFA would fund their tickets.
Sports Day Refreshments
Several parents felt that last year was a missed opportunity for the PTFA and suggested that we provide refreshments to the adult spectators. Mr. Loftus also agreed this was a good idea and would be happy for us to do this.
Summer Event
A little more thought is still needed to find an event that will be fun and enjoyable for all, a fete is too big to organise with the other activities that are happening. There were several ideas revolving around an event such as learning Circus Skills or Skipping and a family picnic, but the School is talking about having an family event after the 40th anniversary Mass and we will wait until the details of this has been decided.
8) AOB
Active Kids
Active kids Vouchers scheme is up and running again and there is a box outside of the office to collect them, we were all amazed at how much equipment we received last year as the photo on the notice board showed, and it is definitely worth collecting them.
Nearly New Sale
The remainder of the clothes from the nearly new sale are to be entered into the NCT clothes sale in Chippenham and Pauline will soon be seeking help to label them up. Details to follow.
Questionnaire
The questionnaire last year gave the PTFA some really useful feedback and it was a good way for the parent body to offer up a huge array of skills. An updated version will be sent out soon including questions various ways that are being considered on the supplying of the uniform.
40th Anniversary Mugs
The PTFA is to fund the provision of the 40th anniversary mugs that are to be presented to the children and staff as a lasting momento of this special year. Investigations are underway to source these mugs.
9) Action Points
- Peter - “appeal” to find more people to help.
- Neil - find out the amounts raised so far in class teas and make sure that the money flows through the PTFA accounts.
- Letitia - to order cakes and research Lottery funding.
- Sarah - to answer queries from Mr. Loftus and Sister Concepta re: the Ball