PTA Committee Meeting Minutes
Charity: 1103524
PTA Committee Meeting Minutes 10th May 2016 7pm -8.30pm School Staff Room
Date: Time: Location: Attendees:
David Harper - Chair (DHA) Sarah Hayward-Bradley - Secretary (SHB) Dawn Moriarty - Committee Member (DM) Debbie Wolsey -Treasurer (DW) Jo Wilson - Committee Member (JW) Laura Underwood (LU)
Brett Butler - Committee Member (BB) Ms. McGonagle – Head (SMcG) Amy O’Neill (AO) Clare Polley (CP) Janet Box (JB) Rachel Hirons (RH) Action
1.
Welcome and Apologies Welcome from David Harper Apologies from: Penny Gibbons Dawn Hogg Lisa Kerr
2.
Summer Sizzler - Progress Update SMcG put forward the finalists for the brochure cover competition. An entry from KS1 and KS2 were chosen as covers. The brochure will be split 50/50 with different covers. Brett will take the covers away for scanning and return to SMcG There was discussion about displaying all the finalists on a board to display on the day. DHA gave out samples of the flyer and banner. A discussion was had around the background colour. It was decided to stick with the blue and yellow school colours. It was agreed that the admission entry of 50p should be displayed on the flyer. The inverted commas are to be removed from the flyer and banner. The day Saturday to be added to the flyer. The banner will be displayed on the relief road. We have two banners so it was suggested that we could all have a look around cawston and suggest somewhere else it
BB
BB
ALL
could be displayed. SHB gave an update on progress so far: Brochure adverts – we have secured enough to have a good size brochure. A few requests for invoices / payment info have been received. DW will organise invoices / receipts. SHB to send a list to DW. Howkins & Harrison – SMcG to send contact details to SHB Rugby Motor Company – Amy to chase up artwork We have sent out various requests for donations. Tesco Bilton have offered Pimms and Strawberries Co-op have offered food donations / man support. The manager is waiting for a meeting with DHA and SMcG Britvic has offered soft drink donations Cemex are taking a request to their committee William Davies have arranged a cheque Post Office Bilton have donated a raffle prize Hatton – donated entry tickets Sainsbury – donated a voucher Halfords have donated sponges and buckets for the stocks and may be able to donate a scooter for the raffle. Currys may be able to donate some headphones. Janet Box has given SHB a list of other areas to request raffle prices. SHB to write to building contractors & Redrow All to request raffle prizes where possible. Hairdressers, etc. 3.
SHB / DW SMcG AO
DHA
JW SHB SHB ALL
Summer Sizzler – Site Plan DHA gave out copies of the most recent site plan for thought and comments. Car parking for the day was discussed. SMcG to contact the community hall to confirm the date and check it is ok to use the carpark. Car display to be moved to allow the front of the carpark to be used for staff parking. Discussion was had around the location of refreshments and it was decided to move the pimms bar to the field. It was also agreed to add in an ice-cream / ice pop stall on the field rather than include these as part of the refreshments in the hall. It was agreed the rides would be ticketed (with the exception of the go karts) 50p per ticket. Jolly jacks bus will be 4 x tickets for 15 mins on the bus. Hook a Duck and Pick a Stick stalls to be added on the field along with the splat the rat and beat the buzzer stalls. Prices for stalls were agreed as per the sizzler plan with most things being 50p.
SMcG
Face painting will be more. £1 for a cheek / arm £2 for a face. A gazebo will need to be sourced for these stalls.
4.
Brett agreed to make the changes to the plans as discussed. DHA and BB to meet to measure up and ensure the plan works. SHB advised that we had agreed external stalls, as follows: Cawston Brownies / Guides - TBC what they will do. SHB to follow up. Scouts – TBC what they will do. SHB to follow up Cashton WI – crafts Margaret Murphy – non children book stall for community hall. Pricing structure to be agreed Virgin Active – goodie bags and they will also man our stalls. Cakes fabulous cakes – requested shade. Stall is in the hall. Rugby – Amy to confirm is they can do anything.
BB DHA / BB
Wet weather plan is still to be agreed.
Committee
SHB SHB SHB SHB SHB SHB AO
Summer Sizzler – Next Steps The programme of events was discussed. SMcG confirmed that the governors would like some presence and the judging of the writing completion will be judged. It was agreed that the governors will man a stall. Progress during the build of the new building will be displayed in the hall and we will highlight this using the PA system. The programme of events was agreed as follows: 3.30 Cheerleading 3.45 Birds of Prey 4.15 Choir 4.30 Gymnastics 5.00 Martial Arts 5.30 Competition winners announced Gardens/Writing 5.45 Raffle Draw 6.00 Close SHB to contact external parties to confirm attendance and timing.
SHB
A discussion was had around the raffle prizes and what we show on the tickets. It was agreed that an iPad would be the main prize which would be stated on the tickets. We would then look into getting a scooter and possibly a kindle fire as a second prize, depending if Halfords can donate a scooter. SHB highlighted that we are now in a position to pull together a timeline of actions, so that we can make sure we hit deadlines regarding the brochure, leaflet dropping, tombola label evening, etc. and assign tasks. It was agreed
SHB
that SHB would send a first draft out for a review to all at the meeting. The committee members arranged to meet on the 24th May to discuss the action list. Others welcome.
5. 6.
7.
Committee
The tombola collection is on the 10th June. Clare Polley agreed to store at her house. A label evening is to be agreed, or a few helpers may be able to do that job in the day.
CP / SHB
Helper email also to go out with breakdown of activities for the day in half hour slots. We may need to setup a stall ar school drop off to gain commitment - TBC
SHB
School Purchases To be discussed at the next meeting. Committee/Financial Update The minutes of the last meeting held on 11th April 2016 have been emailed to the committee and helpers list. They have been approved as a correct record and published onto the website. Date of next meeting:
TBC - Tuesday 14th June 2016 at 7pm Agenda Items: o Summer Sizzler o School Purchases – Agree list o Other Events – Sports day? o Committee and Financial Updates
PTA Committee Meeting Minutes 10th May 2016 7pm -8.30pm School Staff Room
Date: Time: Location: Attendees:
David Harper - Chair (DHA) Sarah Hayward-Bradley - Secretary (SHB) Dawn Moriarty - Committee Member (DM) Debbie Wolsey -Treasurer (DW) Jo Wilson - Committee Member (JW) Laura Underwood (LU)
Brett Butler - Committee Member (BB) Ms. McGonagle – Head (SMcG) Amy O’Neill (AO) Clare Polley (CP) Janet Box (JB) Rachel Hirons (RH) Action
1.
Welcome and Apologies Welcome from David Harper Apologies from: Penny Gibbons Dawn Hogg Lisa Kerr
2.
Summer Sizzler - Progress Update SMcG put forward the finalists for the brochure cover competition. An entry from KS1 and KS2 were chosen as covers. The brochure will be split 50/50 with different covers. Brett will take the covers away for scanning and return to SMcG There was discussion about displaying all the finalists on a board to display on the day. DHA gave out samples of the flyer and banner. A discussion was had around the background colour. It was decided to stick with the blue and yellow school colours. It was agreed that the admission entry of 50p should be displayed on the flyer. The inverted commas are to be removed from the flyer and banner. The day Saturday to be added to the flyer. The banner will be displayed on the relief road. We have two banners so it was suggested that we could all have a look around cawston and suggest somewhere else it
BB
BB
ALL
could be displayed. SHB gave an update on progress so far: Brochure adverts – we have secured enough to have a good size brochure. A few requests for invoices / payment info have been received. DW will organise invoices / receipts. SHB to send a list to DW. Howkins & Harrison – SMcG to send contact details to SHB Rugby Motor Company – Amy to chase up artwork We have sent out various requests for donations. Tesco Bilton have offered Pimms and Strawberries Co-op have offered food donations / man support. The manager is waiting for a meeting with DHA and SMcG Britvic has offered soft drink donations Cemex are taking a request to their committee William Davies have arranged a cheque Post Office Bilton have donated a raffle prize Hatton – donated entry tickets Sainsbury – donated a voucher Halfords have donated sponges and buckets for the stocks and may be able to donate a scooter for the raffle. Currys may be able to donate some headphones. Janet Box has given SHB a list of other areas to request raffle prices. SHB to write to building contractors & Redrow All to request raffle prizes where possible. Hairdressers, etc. 3.
SHB / DW SMcG AO
DHA
JW SHB SHB ALL
Summer Sizzler – Site Plan DHA gave out copies of the most recent site plan for thought and comments. Car parking for the day was discussed. SMcG to contact the community hall to confirm the date and check it is ok to use the carpark. Car display to be moved to allow the front of the carpark to be used for staff parking. Discussion was had around the location of refreshments and it was decided to move the pimms bar to the field. It was also agreed to add in an ice-cream / ice pop stall on the field rather than include these as part of the refreshments in the hall. It was agreed the rides would be ticketed (with the exception of the go karts) 50p per ticket. Jolly jacks bus will be 4 x tickets for 15 mins on the bus. Hook a Duck and Pick a Stick stalls to be added on the field along with the splat the rat and beat the buzzer stalls. Prices for stalls were agreed as per the sizzler plan with most things being 50p.
SMcG
Face painting will be more. £1 for a cheek / arm £2 for a face. A gazebo will need to be sourced for these stalls.
4.
Brett agreed to make the changes to the plans as discussed. DHA and BB to meet to measure up and ensure the plan works. SHB advised that we had agreed external stalls, as follows: Cawston Brownies / Guides - TBC what they will do. SHB to follow up. Scouts – TBC what they will do. SHB to follow up Cashton WI – crafts Margaret Murphy – non children book stall for community hall. Pricing structure to be agreed Virgin Active – goodie bags and they will also man our stalls. Cakes fabulous cakes – requested shade. Stall is in the hall. Rugby – Amy to confirm is they can do anything.
BB DHA / BB
Wet weather plan is still to be agreed.
Committee
SHB SHB SHB SHB SHB SHB AO
Summer Sizzler – Next Steps The programme of events was discussed. SMcG confirmed that the governors would like some presence and the judging of the writing completion will be judged. It was agreed that the governors will man a stall. Progress during the build of the new building will be displayed in the hall and we will highlight this using the PA system. The programme of events was agreed as follows: 3.30 Cheerleading 3.45 Birds of Prey 4.15 Choir 4.30 Gymnastics 5.00 Martial Arts 5.30 Competition winners announced Gardens/Writing 5.45 Raffle Draw 6.00 Close SHB to contact external parties to confirm attendance and timing.
SHB
A discussion was had around the raffle prizes and what we show on the tickets. It was agreed that an iPad would be the main prize which would be stated on the tickets. We would then look into getting a scooter and possibly a kindle fire as a second prize, depending if Halfords can donate a scooter. SHB highlighted that we are now in a position to pull together a timeline of actions, so that we can make sure we hit deadlines regarding the brochure, leaflet dropping, tombola label evening, etc. and assign tasks. It was agreed
SHB
that SHB would send a first draft out for a review to all at the meeting. The committee members arranged to meet on the 24th May to discuss the action list. Others welcome.
5. 6.
7.
Committee
The tombola collection is on the 10th June. Clare Polley agreed to store at her house. A label evening is to be agreed, or a few helpers may be able to do that job in the day.
CP / SHB
Helper email also to go out with breakdown of activities for the day in half hour slots. We may need to setup a stall ar school drop off to gain commitment - TBC
SHB
School Purchases To be discussed at the next meeting. Committee/Financial Update The minutes of the last meeting held on 11th April 2016 have been emailed to the committee and helpers list. They have been approved as a correct record and published onto the website. Date of next meeting:
TBC - Tuesday 14th June 2016 at 7pm Agenda Items: o Summer Sizzler o School Purchases – Agree list o Other Events – Sports day? o Committee and Financial Updates
