Minutes of Last Meeting - 06.03.2006
Present
Peter Robson, Nick Skeet, Neil Bolton, Letitia Bradley-Proulx, Sue Chapman, Martin Edmundson, Pam Williams, Amanda Fitzgerald, Maeve Hunt.
1) Apologies for Absence
Jane Pouton, Veronique Needham, Lena Pheby, Lis Skeet, Julia Robson, Fiona Dowling, Sarah Taylor and Julie Duddy.
2) Matters Arising from Previous Minutes
None
3) The Chairman's Report
Peter thanked everyone concerned with the success of the Valentines disco, but especially to Letitia, Nick, Lis Teresa, Amanda, Jane, and Julie. He also again thanked Charmaigne for making it possible. The feedback that has been received from the pupils has been good.
Peter also thanked Lena for organizing the Balloon Launch and said that she had collected for the Heart Foundation Charity.
A budget of £1,500 had been approved for the school to spend on a new PA system, and Peter Croom, one of the parents, has very kindly offered to fit the system for free, although there may still be some additional electricians fees, it will save the school a lot of money, the PTFA is now waiting for an update from the school.
Peter also mentioned that the main committee is busy with various background activities and plans for the core concern of the PTFA, i.e. fund raising.
Peter also mentioned how pleased the PTFA is that the premises Development has been approved and he pointed out that the PTFA are still waiting to hear if it will be required to add to the fund. It was also noted that because of the various Dioceses contributions the actual amount the PTFA would be called upon for was likely to be less than £500 if any at all.
4) Headmaster's Report
Mrs Hunt presented the wish list from the school. Peter said that the PTFA committee hope to hold a special meeting soon to start to discuss this with a view to the allocation of funds for both this and the Head teachers priorities list.
5) Treasurer's Report
Neil presented his report and distributed it to everyone present. He pointed out that the net income was showing a loss but that this was due to the restocking of the uniform shop twice. He also pointed out that the receipts and expenditure on and for the Race Night were not included. It was felt the disco had made a good profit especially as year 6 had not been present.
Peter wanted to clarify that in the past the funding of the Isle of Wight trip has been an area of concern but because it is a curricular trip, all the children must be given the opportunity to go. Non curricular trips would not normally be funded. He said that after discussions the PTFA agreed to contribute £200 and the remainder of the deficit has been funded by the School.
6) Event Updates
Race Night
The race night is now sold out which is fantastic. Neil said that all the races had been sponsored and mentioned that many of them hadn't sponsored the school before. They are Coppins, Indulgence, Chapel etc, Baker & Baker, Quickcrepes, The Harvey Herd, Strakers, On Course Bookmakers, Hale Veterinary Group, and Diageo. The Raffle sponsors are Thodoras, Viva La Pizza, Flemish Weaver, My Loaf.
The programmes Neil felt were wonderful and he thanked Stuart Woodington for all the hard work he had done in creating them.
Neil said that the horses where now being sold through the class reps and that there were still a few left to buy. The School is helping to decorate the hall with shamrocks and in green and white. The race team were still looking for volunteers to help with setting up after Mass on Friday afternoon. ( neilandfee@tiscali.co.uk). Father John will be attending and that he had mentioned it at the 5.30 Mass the previous Sunday.
Doors open at 7.30 and the first race will start at 8.00. There will be 20 minutes in between each race and the bar will be open until 10.50, with the evening drawing to a close at 11.00. The tote is being run by Jim Evans, Neil Bolton and Lis Skeet will be in charge of the bar, Hans Parker will be making and selling crepes, Sarah Taylor will be in charge of Corporate hospitality, Margaret Gill is doing the seating plan and table set up, Emma Kayne will be taking photos. Peter thanked all involved but particularly Neil, Margaret, Sarah and Lis for all of their hard work.
The Summer Fete
Nick presented the agreed outline details in the latest progress update . The committee agreed to proceed on the basis of the update (i.e. theme, suggested structure and content). A formal title is pending approval from the School.
There was some discussion about stalls as in the past it has been found that people have run stalls for profit and offered to give a portion of this to the school but then have not sold as much as they had hoped and thus reluctant to make a donation. There were no actual objections to the idea of renting out a pitch for a flat fee (TBD) but as this would still take money out of the profits it was thought to be a good idea to see if we can make enough stalls and if not we could investigate the option of renting a pitch at a later date.
Various names were put forward with a view to them opening the fete but no one person was decided upon. It is also hoped to have a fancy dress parade through town with a world of sports theme. Peter again thanked Lis and the team for all the work that has so far gone into the planning.
7) Calendar of Events for 2006
It was pointed out that in the past there has not been enough notice of events for parents to plan adequately and to allow for a day off to be booked, the committee agreed to try to announce events as soon as possible.
a). Easter Egg decorating competition 31st March
The school is again to run the decorate an egg competition, the PTFA will then provide a prize for everyone who enters and a large Easter Egg per Class for the egg judged to be the best. A lot of names were discussed but it is hoped that Alf would be willing to be the judge.
b). Fun Run and family picnic May 19th
Amanda has kindly agreed to act as the lead on this. The fun run will be sponsored and a small charge made for the picnic with all proceeds to go to Sister Stella. A start time of 2.30 for the Fun Run was discussed and the picnic to start at 4.00.
c). A bottle for Mufti day June 30th
... to try to collect bottles of wine etc for the fete bottle stall.
d). Summer fete July 1st from 12.00
e). PTFA AGM September
... this date is a little earlier than last year but it was felt that by holding it before any other PTFA event we might be able to encourage any new parents to attend not only the meeting but the forthcoming events.
f). 40th reunion disco
Also in September we hope to organize two events the dates of which are to be decided but a 40th reunion disco at the school to tie in with their celebrations. Mrs Hunt said she would be able to procure Marquees for the event and we suggested getting some of the old photos enlarged to decorate the hall. It is hoped that we would be able to hold this at the school, but it was suggested that the town Hall would also be a good venue.
g). Sponsored Walk
The PTFA will also be organizing a for the children.
h). Thanksgiving/Harvest Disco
October will be the annual Thanksgiving/Harvest Disco for the children the date is not yet decided.
i). Family Ceilidh/Barn dance November 18th
Peter has kindly agreed to be the lead on this event.
j). Christmas fete December 2nd
This date has already been agreed by the school.
9) Questionnaire Feedback
Nick presented everyone present with a written report of the findings from the questionnaire and pointed out that this would soon be posted on the website for everyone to see. He said that the core committee would be studying the main points and that he would just present the highlights to this meeting.
He said that the response rate was 26% which is average for this kind of questionnaire. Also that of the people who responded the vast majority were in accord in that the main purpose of the PTFA was to raise funds. Another major finding was that whilst a lot of the respondents hadn't attended a meeting they would like to assist in events. The lack of communication was a big factor and who the key contacts are. Nick said we will continue to think of ways of reaching people.
People also wanted to see more family events. The fetes are popular and several comments were made about being disappointed at the lack of a Christmas fete. This started a conversation around the table about other general area where information could be better, it was felt that new parents particularly had very little guidance on the uniform and PE kit, Mrs Hunt said that there used to be a little diagram that was sent out with the new parents notes, the website too was felt not to be as interactive as it could be and several parents had offered computing skills on the questionnaire, so Mrs Hunt said she would speak to Mr Loftus about adding items such as the fantastic projects produced during art week.
Issues were raised about using photos of activities where the children were involved and this was duly noted. Peter and Nick also raised the point that the Governors are keen to keep improving the website and thanks again was given to Rob Reed for all the work he has done for the PTFA web pages.
Fund raising priorities were raised and Mrs Hunt felt that the trim trail area at the bottom of the field is ripe for development, the idea of a wild life pond (with the legal safety measures) was raised, however this is felt to need a lot more research before any decision could be made. One very useful suggestion was to ask and involve the children more and ways to involve the school council are to be investigated.
All in all there was felt to be a lot of helpful information gathered and it was suggested the exercise might be repeated next year. Peter again thanked Nick for the hard work that had gone into the creation and analysis of the questionnaires.
10) Constitution Update
Peter was pleased to report that the PTFA constitution from October 2003 is now on the PTFA website. The Constitution appears to have been drafted based on a model provided by the NCTPA in order to register as a Charity. Peter is reviewing all aspects of this and whether we have to register or not, plus the impact on the fund raising. He explained that registration is a lengthy proposition and highlighted that a special meeting of the PTFA would be called if the existing Constitution required amending. It was also noted that the Charities Commission do not take retrospective action against organisations that have not register previously but should have done so.
AOB
There wasn't any other business raised.
12) The Date of the next meeting
The Date of the next meeting was set for 24th April, venue to be decided.
St Patrick’s Teachers Wish List
| Class | Description | Cat Ref | Price (£) |
|---|---|---|---|
| Rec | Cassette Listening Package | 069200 p. 265 | 109.95 |
| Rec | Red Rock Face Table-Sand Tray | CAEY0001 - p.529 | 78.95 |
| Yr 1 | Cassette Listening Package | 069200 p. 265 | 109.95 |
| Yr 2 | Guillotine - Rotarium Mastercut A Series | Rota0112 - p.202 | 55.00 |
| Yr 3 | Guillotine - Rotarium Mastercut A Series | Rota0112 - p.202 | 55.00 |
| Yr 4 | |||
| Yr 5 | Guillotine - Rotarium Mastercut A Series | Rota0112 - p.202 | 55.00 |
| Yr 6 | Phillips CD / Tape Deck BDC25247 | - p.283 | 77.95 |
| Total Request | 541.80 |
Account Summary 28th February 2006
| Item | Total (£) |
|---|---|
| Previous balance | 5,386.00 |
| Income | 903.27 |
| Net Income | -223.70 |
| Expenditure | 1,126.97 |
| Current balance | 5,162.30 |
| Item | Total (£) |
|---|---|
| Uniforms | 527.90 |
| Net. Interest (to 5 Dec) | TBC |
| Disco/Mufti1 | 375.37 |
| Donation | 0.00 |
| Total Income | 903.27 |
| Item | Total (£) |
|---|---|
| Sweets-disco | 70.56 |
| Books-disco | 15.00 |
| Ents licence (Race Night) | 21.00 |
| Insurance-NCPTA | 80.00 |
| Questionaire Prizes | 24.98 |
| I.O.W. Trip | 200.00 |
| Uniforms | 715.43 |
| Total Expenditure | 1,126.97 |
Outstanding Commitments
Food-disco2: £38.00
Notes
- 1. Profit from isco/Mufti: £251.84
- 2. Awaiting receipt
Latest bank statement not recieved