Minutes of Last Meeting - 11.05.2007
Present
Peter Robson,Miss Mitchell, Martin Edmundson,Nick Skeet, Margaret Gill, Andy Shirley, Neil Bolton, Letitia Bradley-Proulx.
1) Apologies for Absence
Sally Mitchell, Sarah Taylor, Julie Duddy.
2) Minutes from the Last Meeting
- Class Tea money - no totals have been ascertained. It was noted that due to the strain put on our funds by the contribution we have had to make to the building works the school agreed at the beginning of this academic year to put half of the Class Tea money back into the PTFA pot. Miss Mitchell confirmed the teachers also had not yet received any money. Neil is to talk to Sharon tomorrow and try to find out how much has been raised.
- Lottery Funding for the outdoor classroom - It is not possible for us to apply on our own for this, as it would just be for the school’s exclusive use.
- Sister Concepta - We are still unsure if she will be happy to make a speech at the Ball, Sarah to approach her.
- Gift Aid - The bottom line is we can go back and claim from May 2006 for any events that are covered.
- Funding for the new building development - The structure of the additional funding capital that is coming through will mean that the School has to fund part of it and therefore the PTFA will also have to find funds for this. It is thought to be considerably less than the last time.
- A letter inviting the New Reception Parents to buy tickets for the Ball has been sent out.
- Fiona Dowling was thanked for the leading on the street party, especially at such short notice.
- Different Venues - We are acting on the suggestion that we try different venues for the meetings, and thanks to Mrs Gill for booking the Chapel for us.
- The questionnaire - this has been completed – see item later.
- Friendship stop - The cash has been handed over.
- A target time to finish was set for 9.30.
3) The Chairman's Report
Peter started his report by saying that there has not been very much front line activity, but with the Ball, the questionnaire, the street party and updating the information pack for the New Parents induction (June 8th), that there had been a lot going on behind the scenes. The documents have been updated, and are to be finalised, Tea and coffee will be served on the morning as usual. It was suggested that we need to make sure this link to the document on the website is clear, and also to advertise it in the newsletter and have a few copies at the front desk.
The outdoor classroom floor is in urgent need of attention as it is hampering it being used to its full potential, Miss Mitchell pointed out it is dusty in dry weather and muddy after the rain. It had been planned to ask parents connected with the trade to measure up and estimate the quantities of materials needed. These can then be sourced, (hopefully by donation) and skills of the parents brought in to lay them.
Peter then went on to the subject of Gift Aid. We are registered and we can claim either annually or after each event. He wondered if the sponsor forms from the fun run in 2006 had been kept as we could claim upto £300 back on this. He commented that parents might prefer to sign a form once which would be valid for the time that they are associated with the school. This would help for audit purposes too and that annual contributions could be given, not just the spend at individual events. It was decided to issue a declaration to each family to explain in terms of gift aid what can and can not be claimed. Because of data protection issues it is felt that it would be better if this is handled through the school.
The date for the Mass has now been confirmed (10th July) - to be followed by a picnic for the parents and families, because of the timing of this it is not possible to run a BBQ.
Peter then filled us in on the banner, because of a lack of response from the parents to the plea that was issued in the newsletter, Jackie approached Michael Hope to see if they could make one for us, it would cost £2500 for one to be hand sewn. One option that was suggested was that an addition to the existing banner be made , this could be continued, for other anniversaries showing the history of the school. However some people at the meeting commented that they hadn’t see the original request for help and it would be worth while to try again. Nick said he would make up a new flyer and Peter would approach Michael Hope to cost out the price of just the badge scaled up.
4) Headmaster's Report
Miss Mitchell did not have a formal report from the school, but that Mr Loftus wanted to pass his thanks on to Fiona Dowling and the team who helped for the Street Party organisation.
The school is concentrating on the 40th anniversary celebrations and they will be asking for contributions from the pupils in the form of a prayer for the St Patrick’s prayer book that the school is putting together.
The school is also busy rehearsing the songs for the CD that it is making.
5) Treasurer's Report
Neil told us that £5,000 for the PTFA contribution to the building fund has now been given to the school. Neil went on to explain that the updates are behind as they are based on the monthly statement (this one being from the 16th April). Neil also wanted to point out that the balance is not the amount available to spend as this includes money already committed and the money from the sale of Ball Tickets which will be used to pay Hartham Park. A question was raised about the amount of interest that the account was paying, it is in fact quite poor. Neil explained that we would look to see what options are available from the NCPTA.
It was noted that we need to discuss the appointment of the auditors before the Summer Holiday, in the meeting scheduled for July.
6) Events Update
Summer Ball update
Sarah felt the ticket sales were going well and expects the Ball to be sold out soon. (88 bought and 20 reserved, 2 guests of honour tickets for Sister Concepta and Sister Stella plus 2 given as raffle prizes, the teachers have not yet reserved their tickets but want two tables).
We have been given an anonymous donation of £200 as a prize and the idea was raised that we should have a raffle for the whole school to take part in as opposed to an auction on the evening. There have been numerous requests and enquires as to when we would be having a raffle anyway so we would be answering that call too, and it could be drawn at the Ball but was more inclusive to the whole school. Those present agreed to this and decided that the PTFA should add £100 to the first prize money so that it would be £300. Sally has worked hard writing letters and has got some great prizes for us. Peter said he would arrange the printing of the raffle tickets and another discussion ensued about the price. £5 a ticket was touted but after discussion the price was agreed to be left at £1 a ticket bearing in mind that the cost of printing is £70 and anything less may not cover costs unless we did another major selling campaign outside the school again.
Margaret filled us in on the ladies favours she has sourced for us and also she has arranged for a photographer to take photos on the evening that will be available on the web to download with all the proceeds to go to the school via the PTFA.
7) Summer Event
We were hoping to run a small event in the Summer based around a BBQ which would be more relaxing for the parents and lots to do for the children but with the Ball, Mass and now the raffle it was felt that it would be too much so we thought that perhaps we could do this in September or so when the weather is often favourable.
8) Questionnaires
Nick revealed that he had only had 13 replies after two weeks and this was not representative of the parent body, although it had been a useful tool for some parents to express strong views that they had. This lead to the idea of a suggestion box in the office might be a good idea. We would not do the questionnaires next year. Nick felt they had been a useful way for parents to offer us skills that might otherwise have been overlooked and offered up information on a wide range of topics of interest to running a successful PTFA. Other ideas were to do pupil interviews and run the questionnaires every couple of years. It was a shame really - one problem was that 3 other letters went out on the same day and Peter pointed out that 2 of them were asking for money for Yr. 5 and Yr. 6 trips which can be a bit of a shock.
One important comment that was gleaned from the questionnaires was that there were some negative feeling about the splitting of the class tea money and that this has gone to the classes directly. We talked about reversing the decision, but it was decided that a letter explaining why this decision had been taken was the correct route and how it was a one off situation.
Miss MItchell said that the teachers had been a little surprised at first too but the school had taken the decision to collect it all together and divide it equally. They too did not know how much had been made. The school had at first asked for a contribution of £1,000 for the building works then this was raised to £2,500 then suddenly doubled to £5,000, the suggestion of feeding some of the class tea money to the PTFA to spend on the pupils was raised and minuted when the extra money was requested. However the questions as to why the money had not been given to the teachers, or why it was just in the safe remained unanswered. Neil said he would investigate this.
9) Mugs
Nick had several quotes for the production of commemorative mugs. When this was requested by Mr Loftus we had set aside a budget of around £500. The quotes that were presented were in the region of £1,500 for china mugs and this was not including the cost of the art work etc. We asked various questions - such as a higher ordering amount and selling them or only using two colours but the quotes were all based on 400 mugs. We came to the sad conclusion that this was not going to be feasible and Nick will go back to Mr Loftus with the suggestion that the PTFA contribute the budget amount and the school contribute the difference based upon 250 mugs.
10) School Sports Day
School Sports Day is pencilled in for the 29th of June, but this will clash with the Ball and although not every one is of course interested in this event there are enough parents involved in helping with the set up, etc. that we were worried that it would affect negatively the attendance at Sports Day. Sarah Taylor is going to approach the School and explain the situation so that we might, as a parent body support both events properly.
11) Active Kids Vouchers
We are still collecting them and so far you have given us 14,228. We asked Miss Mitchell if the school gets a lot of use out of the equipment as it was easy to imagine a sports shed full of items that were collected year by year, she confirmed that they did use the equipment but that a big item might be of use. We all agreed that the school should feel free to order whatever was required, even if all the vouchers were spent on one item.
12) School Kits
Peter has sourced quotes for the new kits and Michael Hope can supply the whole kit plus Crests for £310. This is for 15 full outfits with filled in V collar and airflow material. The school will give us an idea of what sizes to order. After another brief discussion Peter said he would cost the extension of the kit to include netball/hockey skirts and polo shirts so that all the sports in which the school participates are provided for and we will be represented as a team.
13) AOB
We still have some articles of clothing from the nearly new sale which are in the bungalow. We talked about our options and decided to go with a clothes collection. This involves sending home a bag per pupil to fill with any unwanted clothes and textiles, at the end of the week the bags are brought to school and a truck will collect them. We will be paid £8 per metric tonne. It is hoped that this low effort, clutter clearing exercise will find support amongst the parents.
The topic of how mad it is on the Lacock road at pick up and drop off times was raised again, and the suggestion of car sharing opportunities given. Peter said he would raise it with Mr Loftus and as the school is also keen to reduce congestion and encourage the walk to school initiative. Because of privacy matters again it may need to be run through the school or at least have an in school contact.
The meeting was closed at 9.30.
14) Actions raised
- The new parents document needs to be advertised, as available to all to read on the website, in the newsletter and have a few copies at the front desk.
- Nick to make up a new flyer to call for parent support in the banner and Peter would approach Michael Hope to cost out the price of just the badge scaled up.
- Neil to investigate the class tea money.
- Peter to raise car sharing opportunities with Mr Loftus.
- Peter to cost the extension of the kit to include netball/hockey skirts and polo shirts.
- Sarah Taylor to approach the School re the clash with Sports Day and the Ball
- Nick to speak to Mr Loftus to resolve the mug issue.