St John s School PTA Meeting Notes Monday 23 April 2018, 7.30pm. Attendees: Rebecca Cotillard Trudie De La Haye (President)

Transcription

1 St John s School PTA Meeting Notes Monday 23 April 2018, 7.30pm Attendees: Rebecca Cotillard Trudie De La Haye (President) Catriona De Prey Sabina Jagodka Natalie Jardine (Chair) Susie Kelly (Secretary) Heidi Matheson James Matthews (Vice President) Emma Newton Helen Poingdestre Sian Walker Zoe Walton Cole (Treasurer) 1. Apologies Apologies were received from: Helen Fairhead, Vicky Hoblyn, Monika Hughes, Breda Martin, Mike Newton & Rob & Jane Thornton. 2. Minutes of the last PTA (15 January 2018) The minutes were duly noted Matters Arising Healthy Lunch Award It was agreed the PTA will continue to fund the healthy lunch award. Monika Hughes is happy to carry on providing the healthy prize each week. ACTION: Monika Hughes to provide fruit weekly on a Monday by 9am aday Fitness scheme update Andre Le Rossignol trialled a Joe Wicks fitness programme with Year 3 earlier in March. Positive feedback was received despite weak internet connection proving challenging. It was agreed 25 minutes had too much of an impact on the curriculum, therefore the PTA will not spend money on a subscription for any daily exercise programmes at this current time Insurance renewal update ZWC confirmed the insurance had been renewed. The annual Charities Commission fee has also been paid Promises auction update There are two payments outstanding for the Promises auction. HP & SK to chase. ACTION: HP & SK to chase two outstanding payments from Promises Auction PTA picture board The PTA thanked RC for the PTA picture board hanging in reception. SJ informed RC there was an error with the spelling of her name. ACTION: RC to correct spelling of Sabina Jagodka on PTA picture board Page 1

2 Thank you card for variety JM confirmed a thank you card had been sent to variety for the bikeathon. 3. Treasurer s report - Zoe Walton-Cole, Treasurer /17 year end accounts ZWC distributed the final 2016/17 year end accounts. These are available on the PTA section of the school website Report Balance Zoe Walton Cole provided the current finances: Bank balance = 2, (actual funds available = 1,896.69) There are a number of PTA issued cheques still to cashed. It was agreed the PTA will contact those and ask them to bank the cheques. ACTION: ZWC prepare list of those who have PTA issued cheques still to bank and distribute to the group to be contacted Recent income & expenditure ZWC presented the current income and expenses. ZWC announced her intention to resign from the post of Treasurer as of the next academic year. The Chair thanked ZWC for her contribution to the PTA over the past 4 years Proposed Expenditure St Juff s walk (11 May) It was agreed the PTA will fund the oranges for St Juff s walk. The PTA agreed to donate the left over water from the Quiz night to the school. ZWC confirmed the medals had been ordered and will be delivered to the school. ACTION: HP to supply oranges and PTA to prepare on morning of the walk Year 2 Farm Trip The PTA has agreed to fund Farm School year 2 ( 16 per child = 432). Year 2 will sell produce they grow at farm school to raise funds for the PTA Honesty Box In addition to year 2 growing produce to sell, the PTA discussed the idea of having an honesty box at school. A place where families can donate excess plants or home grown produce to be sold to raise funds for the PTA. The stand will be housed outside of year 4 in the playground and items sold to be priced c. 1. The following actions were noted: Page 2

3 ACTION: CDP to project manage setting up the St John s School PTA Honesty Box (this will include providing content for the PTA facebook page & parent s sent from the school) ACTION: RC to co-ordinate building the honest box stand ACTION: SJ to purchase a secure waterproof money tin Netball Kit The PTA is keen to secure a sponsor for the school netball kit but until a sponsor was confirmed they agreed to fund the netball kit and balls = This is on the proviso that if and when a sponsor is found the money gets recouped back to the PTA. ACTION : PTA to co-ordinate securing a sponsor for school netball kit Any other proposals The PTA agreed to fund the following: Sports day medals and ice-creams (c * 2017 costs) ACTION: ZWC order medals for sports day ACTION: NJ purchase ice-lollies for sports day St John Summertime Celebration (Wed 18 July) PTA agreed to provide free ice-creams for the Summertime Celebration. They will also use the opportunity to raise funds by offering an afternoon tea to the grown-ups attending. ACTION: PTA organise afternoon tea at the Summertime Celebration 3.4. Expenditure requests procedure Any future expenditure requests from the school will be requested via TDLH or JM to ensure consistency. A spreadsheet detailing the recent expenditure requests the PTA has agreed to and the school years which benefit was circulated. This document is available on request. 4. Fundraising / Events previous activity 4.1. World Book Day All agreed the children enjoyed their themed world book day. It was a successful joint effort with fun creative activities and cake and book sales raising funds for the PTA Family Quiz night The Quiz proved a great success too and raised for the PTA. 5. Fundraising / Events planned activity 5.1. Summer Ice-Cream Friday Ice-cream Friday will start again from Friday 27 April. RC offered to manage it this year and will organise volunteers as required. ACTION: RC to co-ordinate ice-cream Friday Page 3

4 ACTION: NJ purchase ice-cream and ice-lollies ACTION: HP purchase ice-cream cones ACTION: ZWC to provide a paying-in book so all profits can be paid directly into bank account (at St John s post office) Royal Wedding Party? / Disco? / Movie Night? / Sports day BBQ? The PTA agreed an Honesty box, ice-cream Friday and afternoon tea in July would be enough PTA activity for the Summer term St Juff s walk (11 May) The only PTA volunteers required for the St Juff s walk will be to chop oranges first thing Year Group Fundraising Year 5 will organise a tea and cake sale for the Pop in afternoon on 17 May, to kick-start their French fundraising for The PTA suggested looking into having Perspex money boxes in the school reception for each year group in KS2 for their various fundraising efforts. Further investigation is needed for the legality and logistics. ACTION: Year 5 tea and cake sale for Pop in afternoon (17 May) ACTION: Look into Perspex money boxes /19 activity Christmas Party date (to secure Santa) The Christmas party will most likely be held on either 17 or 18 December ACTION: TDLH to confirm party date and SK will fwd to Santa Mother s day sale? The PTA agreed to have a Share a Gift event to coincide with Mothering Sunday ACTION: Share A Gift B/F to September agenda 5.3. Fundraising schedule The first draft of the fundraising schedule was circulated with the agenda. ACTION: PTA to complete the schedule then share and display by May half term 6. PTA Engagement & recruitment 6.1. Parent Survey It was agreed the PTA survey will happen in January ACTION: Parent Survey B/F to September agenda 6.2. PTA Booklet PTA welcome booklet was circulated. It was agreed JM will reformat and add pictures. This document will be available on the PTA website and distributed to all new starters in their book bags. Page 4

5 ACTION: JM to amend PTA welcome booklet and post on website and ensure forms part of new starters welcome pack by May half term 7. Constitution 7.1. Terms of tenure SK will research examples of a PTA Officer s terms of tenure to bring along to the next meeting. ACTION: SK to bring along proposed terms of tenure to Sept meeting 7.2. Spending agreement The following spending procedure was agreed for when spending requests are made to the PTA during term-time (ie: when a PTA meeting is not imminent). Providing there are sufficient funds and the expense is relevant and appropriate: Any PTA expense up to the value of 100 can be agreed by President, Chair & Treasurer An expense between a value of needs to be agreed by the majority of the following; x3 PTA officers, President and Vice-President, core PTA meeting attendees and class reps Any expense of the value 251 and above needs to be agreed at a PTA meeting or by written notification to the school community as a whole. ACTION: SK to amend constitution to include the Spending agreement and bring along to Sept meeting for formal adoption 7.3. Officer recruitment Following the recent resignation of ZWC as Treasurer, the PTA will advertise the officer vacancy after May half term. All Officer posts will be advertised should others wish to be elected for the 2018/19 academic year. HM agreed to present at the Nursery and Reception new starter meetings in July to promote the work of the PTA. ACTION: SK to prepare Officer recruitment docs to be distributed via and on Facebook after May half term ACTION: HM to present the work of the PTA at new starter meetings in July 8. President report 8.1. Playing Field - verbal update JM updated the PTA on the current status of the Playing Fields. The following items were noted: Parents have recently been asked to participate in a travel survey Big discussions are being held and the working group is exploring ways for the school to access the field, along with right of way 9. Any other business There was no other business. Page 5

6 10. Date & Time of next meeting Monday 10 September at 7:00pm Monday 17 September = AGM End: 10:00pm skelly: Page 6