Minutes of Loose Primary School PTA Committee Meeting Wednesday 15 th July 2015 Present: Rachel Hargrave Lee Drewnicki Sam Hilder Kevin Hatter Michelle Garrett Lucy Dewar Sonia Nunn Linda Bremerkamp Gena Mellett Debbie Ellis Malandra Brace-Cornell Gavin Richards Sarah Syrett Jen Cox Item 1 Apologies Apologies were received from Caroline Sexton, Charlotte Prior and Andrea Muir. Item 2 Acceptance of Previous Minutes There were no issues raised from the minutes of the previous meeting, and these were approved. 3.1 Summer Fun Day Item 3 Feedback from Recent Events The Summer Fun Day raised a profit of 3470, with approximately another 1100 yet to be added from the sale of raffle tickets. Well done to everyone for a successful event. The beer tent sold out of many drinks, although it was very hot day. More drinks could be purchased in future, particularly draft ale. The BBQ sold out of burgers, but only towards the end of the event which was a very good result. This was a good learning experience for this event, with respect to running it across the school and what would be required in future years. Lee has offered his van to enable the PTA to return unused drinks etc in future. Two BBQs would need to be used in future, to reduce the queues, and could even be stationed at two separate points on the grounds. Takings on the gate were high, and the printed handouts may have contributed to this. Honesty table made a great profit. Unsold items could be displayed again on a table at a PTA boot fair. It was helpful to have a volunteer on this stall to
explain the idea of an honesty table and to be responsible for the donations. The children enjoyed choosing items to purchase. Lucky jars sold out very quickly, and numbers could easily be increased in future years. Refreshments went very well in their new location, and most cakes sold. Leftover coconuts from the coconut shy will be offered to Senacre Wood school for their summer fair. The PTA would like to extend their thanks to all staff who helped out, and particularly to the staff who spent time in the stocks. The local Lloyds bank rep could be approached to spend time in the stocks in future years, having volunteered to do this for other school fairs. Bouncy castle got very hot to touch, but it was a very sunny day. Two ice cream vans on different locations on the field could be considered for future years as the queue was extremely long. Archery was very well received. They could be approached again to attend, although this may be not be possible due to planned retirement. It was suggested that something such as inflatable table football could be considered (or this could be considered for a Fathers Day event), or a different theme to give the Fun Day a unique selling point. The PTA would also like to extend their thanks to Mr Powell for providing and running the wine and water stall. The PTA could be more organised in terms of collecting empty wine bottles for this attraction in future years. The welly wanging was advertised as having prizes of 10, but only 5 prizes were issued. This will be rectified. Thank you to Mr Lacey for organising and running the Beat the Goalie attraction. Crockery smashing may have been somewhat isolated on the playground. A second ice cream van closer to the crockery smashing may draw more people up to this area. Face painters needed to be more central. The nerf gun target range was well received as a new attraction. The children enjoyed the novelty of the archaeology. Thank you to Mr Zenn for playing at the Fun Day. Having a band gave the event an added attraction and encouraged people to stay for longer. Thank you to Let s Dance UK and Flair for their performances in the heat of the day. It was suggested that next year, performances are offered to some of the school sports clubs. The school were concerned to find tent pegs left on the field after the event. The PTA have apologised to the school for this and discussed ways to ensure that this does not happen in the future, including spray painting the pegs to make them more visible, or issuing special instructions to those taking gazebos down to make sure they pay special attention to making sure all parts are collected. Three gazebos had to be disposed of, and the possibility of seeking corporate sponsorship for new gazebos with company advertising was discussed. Larger gazebos would be better for covering larger stalls such as the tombolas. Swimming should be revisited next year, and Sharon or Margaret could also be approached to provide this facility.
Emergency services could be approached once more next year, as well as community attractions that would not take money away from PTA stalls. Ponies were unable to come this year at late notice, however they may not have functioned well in the heat. It was suggested that Horseshoes Riding Stables be approached again next year. Year 6 pupils were permitted to run their own henna stall. However, the PTA were unaware that they were donating the profits to a charity of their choosing. The pupils involved in this stall left large amounts of rubbish on the field and had to be asked to leave the field after the end of the event. Other Year 6 pupils who assisted on PTA stalls worked very hard, and were a credit to the school. The company who provide the inflatables have a snow globe, which may be suitable for the Christmas Fair. This will be investigated. Thanks are to be given to Mason, who worked extremely hard during the day, assisting with setting up and clearing up. He made a huge contribution to the work. 3.2 Summer Disco Profit raised from the summer disco was 640.73. This was lower than previous KS2 discos as year 3 5 pupils were all invited to one disco due to the Year 6 prom. It was suggested that two discos could be run in future for years 2 3 and then years 4 5. This has not been done in the past, however now that pupils are part of one school and are familiar with both school halls and parents are not present at any discos, this may be worth further consideration. Item 4 Forthcoming Events 4.1 Ice Pole Sales The PTA have planned to sell ice poles on Wednesday, Thursday and Friday afternoons during the last week of term. Extra freezer space would be required to store sufficient stocks of ice poles. Expanding product choice was discussed, but this would require charging parents more. Linda will look to see if sufficient ice pole stocks can be purchased. Sale points will be under the sail on KS1 playground, on the grassy area outside Mole class and outside the PTA shed on the KS2 playground. Lucy will coordinate the setting up for the sales each day from 3pm. 4.2 Christmas Project The committee discussed the different projects available. Mrs Ellis will discuss the possibility of running the Christmas card project across all year groups during art lessons with Senior Management. The
project was run in class time in years r 2 last year, but only in lunch times for years 3 6 last year. Item 5 Allocation of Funds It was advertised in the weekly newsletter that a vote would take place regarding the allocation of funds to the new KS1 library. This could be installed during August, and the new layout plans have been received. Old book shelf stock will be used to restock classroom reading areas. One response was received from a parent by email raising a concern over the cost involved, as other funds are also being contributed to this project. Staff have recently been visiting London schools, where this is very high standard of items, and the pupils have a great respect for the facilities that they are able to use. The committee voted on the proposal to allocate 5000 for library furniture, and a further 1000 for new book stock, and the allocation was approved with a vote of 13 in favour and 1 against. A new funding request was made to increase receivers for radio mics that are used during school productions. The PTA will request a figure for this request and will then consider the funding. After funds currently allocated, there is 4000 in the bank. Some of this will be required for floats etc for forthcoming events, but some is available for allocation in September when new funding requests are received. Approximately 17 18,000 has been raised in profit since the new Primary PTA was formed in September. Final figures will be available at the AGM in September. Item 6 Loose Primary School Advertising and Information Booklet This was an idea that was suggested by the school. Parents who have their own businesses could pay an amount for advertising space in the brochure, which would then be distributed to all parents in the school. Rates would vary depending on the size of the advert, and would be limited to parents in the school only. Printing would need to be done professionally. Malandra and Michelle G will begin to look into this project in September. It was agreed that the booklet would have to contain a disclaimer advising that the business were not recommended by the PTA. Item 7 PTA First Aiders Further feedback is awaited from the school regarding courses that PTA members could attend. The PTA will keep a register of first aiders, made up of PTA members who could be called on for events.
It was suggested that if a certain number of participants were required for a course to be run within the school, that parents could be offered the opportunity to attend in order to make up sufficient spaces. 8.1 September Inflatable Afternoon Item 8 Any Other Business This has been booked for 18 th September. More wristbands will need to be purchased, and more helpers will be required. Helper slots need to be organised in a similar way to the Fun Day. Those organising were requested to ensure that office staff and the after school club were aware of the event. Wristbands were donated to children who attend the after school club at the last inflatable event. 8.2 New Intake Picnic A request was made for helpers to put up gazebos before the new intake picnic. Linda will speak to the school in respect of this. 8.3 September Boot Fair Malandra, Linda and Lucy will run this event. A BBQ will need to be organised, as well as drinks, tables and the pitch bookings. 8.4 Clothes Swap This event has been discussed previously. It was suggested that the PTA look to run this after Christmas. 8.5 Resignation The PTA thanked Jen for her work within the PTA, as she is now resigning. 8.6 Social Event Information regarding a PTA social event will follow shortly. 8.7 Thank You from the Chair
Lucy thanked all PTA members for the work during the year. The meeting closed at 9.45pm. Actions from July Committee Meeting Linda look into the purchase of ice poles. Mrs Ellis discuss the Christmas card project with school management. Malandra and Michelle G look into advertising booklet. Linda speak to school regarding new intake picnic.