Minutes of Last Meeting - 24.04.2006
Present
Peter Robson, Neil Bolton, Mr Loftus, Lis Skeet, Veronique Needham, Sarah Taylor, Letitia Bradley-Proulx, Martin Edmundson, Amanda Fitzgerald and Margaret Gill.
1) Apologies for Absence
Jane Pouton, Lena Pheby, Fiona Dowling, Nick Skeet, Pam Williams, Jackie Parker and Julie Duddy.
2) Matters Arising from Previous Minutes
None
3) The Chairman's Report
Peter gave his congratulations on the successful race night and said that the feedback he had received was that it was a great night (for those that remember it!).
He also gave his thanks to Amanda Fitzgerald for all the work that she has put into arranging the Sponsored Fun Run/Picnic and mentioned how much the children especially are looking forward to it.
Peter also wanted to thank Lis Skeet for heading up the organisation of the fete. He also pointed out how important to the success of the fete the support of the parent body is, not only on the day but during the run up.
Lastly he stated how he was looking for agreement for the allocation of funds and and hoped that tonight's meeting would provide the wider consensus desired.
4) The Headmaster's Report
Mr Loftus gave the school's thanks to the race night crew and said how he felt the event was not only a financial and social success but brought the wider community into the school and even though it was in the school hall the atmosphere was fabulous.
The school also wanted to thank everyone connected with the St Patrick's day teas and to Jackie at MyLoaf (who baked the delicious banana cake at short notice and at a discounted price). Mr Loftus told us how enjoyment is as essential a part of a school as is achievement and thus how important these events are.
With regards to the upcoming Fun Run he wondered if it would be possible to hold it on the Friday afternoon. He , himself has a previous appointment which will prevent him from attending and how it is often disappointing that more staff do not attend the events especially weekend ones. After a brief discussion it was felt that the Fun Run is to be a family orientated event and so it is important to ensure that parents and families can easily attend and so although it was difficult as both the parents and the children like to see their teachers at these events that sometimes a balance has to be found and everyone understood that the staff of course have other commitments too. Lastly Mr Loftus acknowledged how sleek and professional the website has become and said what good feedback he had had.
As the agenda also included specific “Allocation of Funds and Fete items” Mr Loftus drew his report to an early close so that he could bring up further points at the relevant time.
5) The Treasurer's Report
Neil's report is attached but he wanted to point out that the discrepancy between the previous balance on the minutes from the meeting on the 6th March and the current one was due to an error on the former.
6) Allocation of Funds
Neil presented the attached Funding Options document and pointed out the additional requirements for the upcoming fete and the large seasonal invoice for the uniforms.
The request for help with the funding of a new PA system was already agreed at a previous meeting. One of the parents, Peter Croom kindly offered his expertise and knowledge of PA systems and was due to submit a quote for approval early this week. The objective being that the said system could be ordered at the end of the week before long weekend break. Everyone present felt it was important to have the system in place for the summer fete.
The chairman also proposed that the wish list presented at the last meeting was accepted so that the children could start to enjoy and benefit from these extras. It was also drawn to our attention that that had not been a YR 4 wish list submitted and so the final figure for the wish lists would be slightly higher.
There was a brief discussion was held around the role of the school council and how it has traditionally been supported by the PTFA and it was felt perhaps it would be useful to meet with the council to strengthen ties and explain were the money has come from.
The request for the Teachers wish list and the sum for the school council were approved.
The other request which was for an outdoor classroom was a more difficult decision, although the figure for five thousand pounds had been agreed it had not been approved.
The PTFA felt it would be of great benefit to the children and pleasing to all those who had been so generous so see something as tangible and useful as this being bought by the PTFA for the school. However last week the contribution for the Capital Building Fund was presented to the PTFA. The amount requested was also five thousand pounds.
Peter explained how originally the projected figure in the region of one thousand two hundred pounds. Mr Loftus explained how after various discussions he found out that the money that has been granted to the school can be made to work flexibly and that both building projects that are close to his heart could be achievable, (the second building works would be the much needed covered walkway to link the reception block to the main school).
During the long discussion that followed various points and ideas were raised as to how the PTFA could fund both projects with the funds available. The outdoor classroom could be erected within days after the order was processed and would be nice to have in place for the summer however it was noted that the structure is not essential but the building works obviously are. To keep the disturbance to a minimum the building works would start at the at end of the Summer term and should be finished by the Autumn half term. None present wanted to back down on the funding of the outdoor classroom. Various fund raising ideas were suggested and it was agreed that we would need to increase the pool of potential sponsors in order to fund both big projects. However everyone present was confident that we could raise the capital needed by the end of the year.
It was agreed, even though there is not enough money available at present, that the PTFA would rise to the challenge of finding the funds requested so the full building works could happen.
7) Event Update
Fun Run
Amanda explained that there would be a one pound entry charge per child and this would cover the cost of the medals. Every child will receive a medal and Amanda has found a supplier who will engrave them so that the total cost will be 80p each and the children will receive a worthwhile souvenir to keep.
Amanda is making up numbers for the entrants to wear and it seems, according to Mr Loftus that there is already quite a buzz in the school about the event.
It was felt that the reception and first years should have a maximum distance of 2 laps of the course (to be marked out with cones). Years 2 and 3 would have 3 laps - Years 4, 5 and 6 would have 4 laps.
Amanda asked for volunteers (even older brothers and sisters) to help act as stewards, etc.
It was also hoped that parents would donate squash to keep the costs down. Mr Loftus gave us kind permission to use the fridge from the staff room to use for ice creams and Alf is to be approached to see if we can use the school hall in case of rain.
Amanda again asked for helpers who would help clear up with a projected ending of around 2.00pm.
Summer Fete
Lis told us how she felt the fete was starting to come together and how she hoped that the flier on the back of the newsletter would stimulate more ideas which are still welcome. What she would like to start to happen next would be to divide the fete up into its natural areas (such as BBQ, craft stalls, physical activities etc) and have coordinators in charge of them. Again Lis stated that all help was welcome both now during the planning and on the day.
Mr Loftus then expressed his concerns about the raffle and how in recent years it seems the prizes have become less tempting. Amanda mentioned that last year we struggled to sell all the tickets.
It was proposed that the first prize be 250 the second prize be 175 and the third prize be 100.
Amanda raised the point that we are in fact limited to the amount we can offer as a cash prize as it can only be a certain percentage of the total tickets sold. It was agreed that she would check this out before the final prizes are set.
Mr Loftus also suggested setting up an inter class competition to see which class can sell the most, everyone felt this would be great with a suitable prize being given to the winning class.
Lis also raised concerns about cash flow as some items will need to be paid for in advance and said she will draw up a costings sheet for the next fete meeting.
Sarah and Fiona are looking into the possibility of Pony Rides, the NCPTA has given the PTFA a comprehensive list of the insurance issues and it was hoped that after a through risk assessment it might be a good, fun lucrative crowd drawer however Mr Loftus said he remained cautious at this point and would like to reserve judgment until all the details have been formalised.
The other attraction that had health and safely issues would be the use of tag a long bikes which it was hoped to give rides in. Lis explained that Pam Williams will use her professional expertise in this area to address any health and safety issues and ensure that there are enough helmets etc.
It was hoped that a PTFA sponsored writing and or poetry competition can be fitted into the busy school curriculum and this could then be judged by someone outside of the school and we could even try to get the BBC Newsround journalists interested.
The issue of the schools neighbours was raised and fears about noise (pollution) upsetting the good relationship that the school has with them. Mr Loftus said to his knowledge there had not been any past complaints and it was agreed that the PFTA would ensure that we would try to minimalise the effects and also consider writing to them to in advance.
Sarah has found a supplier for an inflatable maze who will give us a discount the of hiring it would be one hundred pounds so we would need to have 67 children at an entry cost of 1.50 to cover the hiring fee, the vendor said he often makes three hundred or so pounds at a time. It was however felt that this entry fee was a little high.
Because it is a covered sealed inflatable concerns were raised about the heat inside and lack of visibility Sarah said that fresh air is pumped into the maze and although it does get warm inside the door is opened to let the kids in and out. There are windows which act as escape hatches and we would have to let the children in, in small groups of similar ages. Overall if it was well policed it was felt that it would give a novelty aspect and again act as a crowd pleaser.
Lis summed up by saying she was hoping there would be a good balance between the traditional fund raising and imaginative fun and enjoyment.
40th Anniversary celebrations
The 40th anniversary celebrations are in the early planning stages the School is coming up with a year long celebration to ensure that all aspects of spiritual and educational life in the school are covered. It was hoped that some of the traditional PTFA events would be given a slightly different flavour to fit in with this. Discussions with the management at the school will continue to ensure that it is an outstanding celebratory year. It was particularly hoped that the PTFA would help in the planning of two long-lasting projects. One would be a memorial Garden dedicated to the memory of Mrs Deborah Meehan, which it is hoped would be a year round space that the children could enjoy. It is hoped that all gardeners (and particularly someone with planning expertise) would make themselves known to the PTFA so help make this project grow.
Again the skills of the parent body would be needed to help make an appliqué banner to celebrate the upcoming 40th celebration. It is hoped that this will be made over the summer break so it will be ready for the start of the new school year.
The school again will be running a competition to design the banner, and it is hoped all those with sewing skills who would like to be involved will contact the PTFA. A small trip down memory lane was then sparked as Mr Loftus remarked how he had kept his Queen's Silver Jubilee Mug that we had all received in 1977 for many years in pride of place and how he would like to give each member of the school a similar one to celebrate the upcoming 40th anniversary. Everyone agreed that this would be a good idea and the pricing and design was to be formulated over the next months.
8) Constitution Update
The notice of a special meeting for the adoption of the NCPTA Constitution given at the meeting and was to be posted on the notice board at School and on the website the following day ensure the correct amount of time was given. The special meeting is to be held on the 24th May at the Meuthen Arms at 7.30pm. It was asked how many people were needed to form a Quorum to make the changes and it was pointed out it would take 4 officers of the PTFA to do so. It was also pointed out that everyone is welcome to attend.
9) AOB
Mrs Teressa Lynch (a reception parent) has agreed to and been given permission to run a course of Ceildh classes for the children after school to start in September in the lead up to the Family Barn Dance/ Ceildh to be held on November 18th. Again if anyone would like to help her with this or knows of a band who would be free to play she has asked for you to contact her via the PTFA either in person or via the website.
10) The Date of the next meeting
The next meeting is to be held on June 19th at 7.30, the venue is to be decided.
Account Summary 21st April 2006
| Item | Total (£) |
|---|---|
| Previous balance1 | 4,937.21 |
| Income | 3287.25 |
| Net Income | 1501.27 |
| Expenditure | 1785.98 |
| Current balance | 6438.48 |
| Item | Total (£) |
|---|---|
| Uniforms | 0.00 |
| Net. Interest | 0.33 |
| Race Night2 | 3,286.92 |
| Donation | 0.00 |
| Total Income | 3287.25 |
| Item | Total (£) |
|---|---|
| Race Night | 1,589.42 |
| Egg Painting Prizes | 101.56 |
| Disco Food | 35.00 |
| St. Patrick's Day Cakes | 60.00 |
| Uniforms | 0.00 |
| Total Expenditure | 1,785.98 |
Outstanding Commitments
Notes
- 1. Starting balance adjusted to align with bank statements.
- 2. Race Night Profit £1,676.50
Gen: Latest statement up to 16 Mar 2006 - figures to be confirmed.