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ST SEBASTIAN’S C of E PRIMARY SCHOOL PTFA Minutes of the P.T.F.A Annual General Meeting held on Wednesday, 30th September 2015 @ 8.00pm Present: Clare Martin, Lucy Nicholas, Jo Grace, Dawn Temple, Laura Brooks, Sophie Harding, Nicole Post, Caroline Shepherd and Tiffany Davis.
SUBJECT 1.
ACTION
APOLOGIES
Linda Baldwin, Gill Wingfield, Kate Askew, Steve Martin, Emma Bates
2.
WELCOME TO NEW MEMBERS
Dawn welcomed the new members. A short summary of the last meeting before the AGM was given (see point 5).
3.
MATTERS ARISING FROM THE MINUTES
Gonerby Gazette: Sophie spoke to the Gonerby Gazette and they are happy to help and offered ¼ of a b/w page for free. It was agreed that this could be used to promote the Christmas Fayre. Dawn will make suggestions about the content and liaise with Sophie. For the future this was seen as good way to promote activities like the Summer Fayre even if the PTFA will have to pay for the advert.
Dawn / Sophie
Macmillan Coffee Morning: On Friday 16th October (9.30 – 11.30am) the PTFA Jo / Dawn and Class 5 (in partnership with St Sebastian’s Church) will be holding a coffee morning in the school hall. Class 5 is working with Miss Haydock on the design of the letters and some of the children are potentially able to help on the day. Jo will hang posters, e.g. in the post office, the pub, the social club and the school fence as well as send out a letter to the parents to ask for cake donations. It was agreed that the cakes won’t be priced, but that we will ask for donations as the experience from similar events shows that the takings are higher. The money will be split See volunteers between the Hayward House Hospice and Macmillan. In order to promote the event Dawn will send an e-mail to the local radio station “Gravity”. Volunteers for the day: Jo, Lucy, Clare, Dawn
4.
ROLES AND RESPONSIBILITIES
Dawn to email about this before next meeting.
5.
Dawn
AIMS AND TARGETS FOR THIS YEAR
Raising the profile of the PTFA at school and within the local community and encouraging people to become “friends” of the school’s PTFA is a main focus this year. As a result different activities have been planned, e.g. the Macmillan Coffee Morning together with the church, regular adverts in the Gonerby Gazette, …
6.
BOOK SWAP
Sophie explained the book swap and the envisaged timeline (see attached notes). The timeline has to be agreed with Mrs Baldwin (Sophie) Bookmark Design: Clare will liaise with Sophie for the template. The winner of the bookmark design will be announced after half term, potentially in the Shine assembly. Sophie will ask Mrs Baldwin. Grantham Book Services have been sent a letter to ask for book donations to support the book swap. Sophie will send a reminder e-mail. It was suggested that “freecycle” websites should be monitored to see if
Sophie / Clare
Sophie Laura
any suitable books come up. Laura volunteered to keep an eye open. A photo of the book swap launch should be sent to the Grantham Journal. A whole set of “How to train a dragon” books has been donated by the author Cressida Cowell to the PTFA. Jo will send a thank you letter to Mrs Cowell alongside with a photo of the book swap launch. It was agreed that the book set will be used as a raffle prize at the Christmas Fayre. The books will be stored in plastic crates in the old PE shed which will be assigned to the PTFA. Volunteers: 19th October: Sophie, Lucy, Laura, Dawn, Caroline 22nd October: Sophie, Laura, Dawn, Jo
7.
Dawn Jo
See volunteers
MOVIE NIGHT
The movie night for Key Stage II will take place on the 8th October 2015 3.30 – 5 pm in the school hall. The children had a choice of three films and the votum fell on “Big Hero 6”. Jo reported that the ticket sales are going well. Volunteers: Shopping – Clare Popcorn – Jo Movie Night – Jo, Clare, Dawn, Caroline
See volunteers
Key Stage I will have their movie night potentially in February.
8.
NOVEMBER DISCO
The disco is planned for the 13/11/2015 6 – 7.30pm. The day will be a nonuniform day in exchange for a raffle prize and a £1 donation. The £1 donations will go to “Children in Need”. It was suggested that the helping PTFA members could wear something spotty at the disco. Clare will order the glow sticks. It was agreed that 1000 sticks should be ordered as they will keep for future discos and a bulk order is cheaper. Volunteers: Dawn, Clare, Jo, Sophie, Nicole, Caroline, Tiffany, Laura
9.
CHRISTMAS FAYRE
10.
CHRISTMAS CARDS
Clare See volunteers
The Christmas Fayre will take place on the 2nd December 2015 at 3.30pm in the school hall. It was agreed that it isn’t necessary to build a sub-committee, but that the arising questions can be dealt with via e-mail. Some initial new ideas (see below) were mentioned, but the detailed planning will be on the agenda of the next meetings. Initial new ideas: Santa’s Grotto (Caroline volunteered her father as Santa; costume: potentially Ebay) Every child will get a template to create their own Christmas card design. The designs will be sent to the printing company and they will send us a proof back together with a price list. The parents will pay the PTFA for their order and the printing company will get paid by the PTFA. Dawn will speak to Mrs Baldwin if the children could make their card design at school - ideally before half term. Addition after the meeting: Mrs. Baldwin agreed on this matter. Dawn will add the poster on the PTFA notice board. The following prices were agreed by the PTFA: 1 pack of 12 cards - £4 2nd pack of 12 cards – £3.50 12 gift tags - £2.50 12 thank you notes - £3 15 sheets of wrapping paper - £6
Dawn
Fridge magnet - £2.50 Mug - £8 Canvas - £25
11.
LOTTERY
Initially 50 numbers will be available. The winner takes a % of the taken money. There will be one public draw every month. The 1st draw is planned to take place at the Christmas Fayre. The licensing is already done. The school will not be involved in this PTFA activity. Therefore Dawn suggested that participants will pay by a standing order. “Friends” of the school will be ok to take part in the lottery.
12.
Dawn
CAKE FRIDAY
Will be discussed next time
13.
MATTERS ARISING
Library: Tiffany had a look into possibilities to update and overhaul the school library and will speak to Mrs Baldwin about her ideas and findings of various available grants for design/ furniture/ organisation /staff training etc.. It was agreed that the PTFA will be supporting this idea. Initial ideas were: offers to staff the library, school internal reading challenges with certificates handed out in the Shine assembly, potentially raising money for books,… . Further discussions and agreements are needed and will be put on the agenda for November. Parents’ questionnaires: Only a few questionnaires came back. Feedback: more family focussed events like the summer gala, quiz nights… are wanted. Due to the poor return rate of the questionnaires it was agreed that there should be a table with the questionnaires at every event to gather the opinions of the parents, e.g. the next parents evening. Future fundraising ideas: auction (e.g. in combination with a different activity ) suggested by Caroline pet show in the summer suggested by Caroline Beatle Drive suggested by Tiffany Barn Dance (maybe in the Social Club) suggested by Tiffany Christmas light trail for children suggested by Dawn PTFA Christmas Dinner/ Drinks: Dawn suggested that we could go out together for a meal / drinks towards the end of the year. Everyone pays for themselves.
14.
DATE OF NEXT MEETING Wednesday 21st October 2015 20.00h Social Club Great Gonerby
Tiffany
SUBJECT 1.
ACTION
APOLOGIES
Linda Baldwin, Gill Wingfield, Kate Askew, Steve Martin, Emma Bates
2.
WELCOME TO NEW MEMBERS
Dawn welcomed the new members. A short summary of the last meeting before the AGM was given (see point 5).
3.
MATTERS ARISING FROM THE MINUTES
Gonerby Gazette: Sophie spoke to the Gonerby Gazette and they are happy to help and offered ¼ of a b/w page for free. It was agreed that this could be used to promote the Christmas Fayre. Dawn will make suggestions about the content and liaise with Sophie. For the future this was seen as good way to promote activities like the Summer Fayre even if the PTFA will have to pay for the advert.
Dawn / Sophie
Macmillan Coffee Morning: On Friday 16th October (9.30 – 11.30am) the PTFA Jo / Dawn and Class 5 (in partnership with St Sebastian’s Church) will be holding a coffee morning in the school hall. Class 5 is working with Miss Haydock on the design of the letters and some of the children are potentially able to help on the day. Jo will hang posters, e.g. in the post office, the pub, the social club and the school fence as well as send out a letter to the parents to ask for cake donations. It was agreed that the cakes won’t be priced, but that we will ask for donations as the experience from similar events shows that the takings are higher. The money will be split See volunteers between the Hayward House Hospice and Macmillan. In order to promote the event Dawn will send an e-mail to the local radio station “Gravity”. Volunteers for the day: Jo, Lucy, Clare, Dawn
4.
ROLES AND RESPONSIBILITIES
Dawn to email about this before next meeting.
5.
Dawn
AIMS AND TARGETS FOR THIS YEAR
Raising the profile of the PTFA at school and within the local community and encouraging people to become “friends” of the school’s PTFA is a main focus this year. As a result different activities have been planned, e.g. the Macmillan Coffee Morning together with the church, regular adverts in the Gonerby Gazette, …
6.
BOOK SWAP
Sophie explained the book swap and the envisaged timeline (see attached notes). The timeline has to be agreed with Mrs Baldwin (Sophie) Bookmark Design: Clare will liaise with Sophie for the template. The winner of the bookmark design will be announced after half term, potentially in the Shine assembly. Sophie will ask Mrs Baldwin. Grantham Book Services have been sent a letter to ask for book donations to support the book swap. Sophie will send a reminder e-mail. It was suggested that “freecycle” websites should be monitored to see if
Sophie / Clare
Sophie Laura
any suitable books come up. Laura volunteered to keep an eye open. A photo of the book swap launch should be sent to the Grantham Journal. A whole set of “How to train a dragon” books has been donated by the author Cressida Cowell to the PTFA. Jo will send a thank you letter to Mrs Cowell alongside with a photo of the book swap launch. It was agreed that the book set will be used as a raffle prize at the Christmas Fayre. The books will be stored in plastic crates in the old PE shed which will be assigned to the PTFA. Volunteers: 19th October: Sophie, Lucy, Laura, Dawn, Caroline 22nd October: Sophie, Laura, Dawn, Jo
7.
Dawn Jo
See volunteers
MOVIE NIGHT
The movie night for Key Stage II will take place on the 8th October 2015 3.30 – 5 pm in the school hall. The children had a choice of three films and the votum fell on “Big Hero 6”. Jo reported that the ticket sales are going well. Volunteers: Shopping – Clare Popcorn – Jo Movie Night – Jo, Clare, Dawn, Caroline
See volunteers
Key Stage I will have their movie night potentially in February.
8.
NOVEMBER DISCO
The disco is planned for the 13/11/2015 6 – 7.30pm. The day will be a nonuniform day in exchange for a raffle prize and a £1 donation. The £1 donations will go to “Children in Need”. It was suggested that the helping PTFA members could wear something spotty at the disco. Clare will order the glow sticks. It was agreed that 1000 sticks should be ordered as they will keep for future discos and a bulk order is cheaper. Volunteers: Dawn, Clare, Jo, Sophie, Nicole, Caroline, Tiffany, Laura
9.
CHRISTMAS FAYRE
10.
CHRISTMAS CARDS
Clare See volunteers
The Christmas Fayre will take place on the 2nd December 2015 at 3.30pm in the school hall. It was agreed that it isn’t necessary to build a sub-committee, but that the arising questions can be dealt with via e-mail. Some initial new ideas (see below) were mentioned, but the detailed planning will be on the agenda of the next meetings. Initial new ideas: Santa’s Grotto (Caroline volunteered her father as Santa; costume: potentially Ebay) Every child will get a template to create their own Christmas card design. The designs will be sent to the printing company and they will send us a proof back together with a price list. The parents will pay the PTFA for their order and the printing company will get paid by the PTFA. Dawn will speak to Mrs Baldwin if the children could make their card design at school - ideally before half term. Addition after the meeting: Mrs. Baldwin agreed on this matter. Dawn will add the poster on the PTFA notice board. The following prices were agreed by the PTFA: 1 pack of 12 cards - £4 2nd pack of 12 cards – £3.50 12 gift tags - £2.50 12 thank you notes - £3 15 sheets of wrapping paper - £6
Dawn
Fridge magnet - £2.50 Mug - £8 Canvas - £25
11.
LOTTERY
Initially 50 numbers will be available. The winner takes a % of the taken money. There will be one public draw every month. The 1st draw is planned to take place at the Christmas Fayre. The licensing is already done. The school will not be involved in this PTFA activity. Therefore Dawn suggested that participants will pay by a standing order. “Friends” of the school will be ok to take part in the lottery.
12.
Dawn
CAKE FRIDAY
Will be discussed next time
13.
MATTERS ARISING
Library: Tiffany had a look into possibilities to update and overhaul the school library and will speak to Mrs Baldwin about her ideas and findings of various available grants for design/ furniture/ organisation /staff training etc.. It was agreed that the PTFA will be supporting this idea. Initial ideas were: offers to staff the library, school internal reading challenges with certificates handed out in the Shine assembly, potentially raising money for books,… . Further discussions and agreements are needed and will be put on the agenda for November. Parents’ questionnaires: Only a few questionnaires came back. Feedback: more family focussed events like the summer gala, quiz nights… are wanted. Due to the poor return rate of the questionnaires it was agreed that there should be a table with the questionnaires at every event to gather the opinions of the parents, e.g. the next parents evening. Future fundraising ideas: auction (e.g. in combination with a different activity ) suggested by Caroline pet show in the summer suggested by Caroline Beatle Drive suggested by Tiffany Barn Dance (maybe in the Social Club) suggested by Tiffany Christmas light trail for children suggested by Dawn PTFA Christmas Dinner/ Drinks: Dawn suggested that we could go out together for a meal / drinks towards the end of the year. Everyone pays for themselves.
14.
DATE OF NEXT MEETING Wednesday 21st October 2015 20.00h Social Club Great Gonerby
Tiffany
