Ickford School PTA EGM/Christmas Fayre Minutes

Transcription

1 Ickford School PTA EGM/Christmas Fayre Minutes Meeting called by: Emily Davis Wednesday 16 th November 2016, 7.30pm Attendees Anna O Kennedy, Ben Sayer, Adele Chapman, Gael Crafts, Sarah Chadbone, Ingrid Pearce, Adele Jones, Charlotte Snell, Nikki Dawson, Dawn Basnett, Mrs Wolfe, Victoria Johnson, Emily Davis, Maria Millan, Jane McKinney, Tory Coke Apologies Debbi Carter, Ali Stow, Zeita Scott, Martine Smith, Karli Lester Welcome and official voting in of new committee AO welcomed the group and started proceedings by thanking the outgoing PTA committee for all their hard work and money raised, which has provided many resources for the children that can be seen around the school. Following the resignation of the whole PTA committee at the recent AGM, interested parents were invited to put themselves forward for an Officers role and a parent vote was held. This EGM has been called to facilitate the voting in of the new committee, as per the parent vote, which is as follows: Outgoing Chair Maria Millan Outgoing Vice Chair Charlotte Snell Outgoing Treasurer Jane McKinney Outgoing Secretary Emily Davis Incoming Chair Emily Davis Proposed by Nikki Dawson and seconded by Sarah Chadbone Incoming Vice Chair Ben Sayer Proposed by Nikki Dawson and seconded by Charlotte Snell Incoming Treasurer Richard Shackleton (represented by Dawn Basnett as unable to attend) Proposed by Maria Millan and seconded by Nikki Dawson Incoming Secretary Victoria Johnson Proposed by Ben Sayer and seconded by Charlotte Snell

2 Christmas Fayre 2016 Update Emily Davis Apples Donations of apples from parents this year has produced 148 bottles. Pressed at Longwick at a cost of 1.44 per bottle, the PTA have collected and paid in full ( ). Bottles will be sold at the Fayre for 3 each. Louise Sayer is manning this stall. Richard Shackleton spoke to Rachel Wright (ex-parent of Ickford School) who has continued to produce labels for the bottles of apple juice. She feels that with the new committee change, now is a good time to step down. We would like to officially thank her for her continued and much appreciated contribution. Kelly Wakelin (who designed this year s Christmas Fayre poster) has hand-drawn a new label. This has been printed by Ben Sayer FOC. Christmas Fayre (outside stalls) The Grotto will be situated outside this year in the PE Shed, following feedback that last year (Sports Hall Cupboard) was too crowded, hot and dark. Zeita Scott and Aimee Sidgwick are transforming it into a Gingerbread House and Mr Boardman has kindly donated 40 to cover the cost of materials. Father Christmas is coming and Mrs Brunet will be his helper again. A time limit of 2 mins per child has been set to avoid heavy queuing. The Grotto gift will be a wrapped chocolate selection box, and Grotto entry will be 3, as per last year. X2 Yr 6 girls will run a craft table for the children queuing. There will be shelter in the form of a marquee and straw bales for seating. Anna O Kennedy and Nikki Dawson will run a traditional sweet stall. Nikki will provide sweet cones and these will be sold at 1 per cone. Anna will donate handmade fudge and chocolates which will be priced individually on the night. Ben Sayer and Popsie Wootten will sell Turkey Rolls, Cranberry Sauce and Stuffing/Hotdogs/Tea & Coffee/Squash as per last year. Turkey rolls will be sold at 3, Hotdogs 1.50, Tea & Coffee 50p and Squash 20p. Food allergen signs will be displayed as per current legislation. Zeita Scott and Emily Davis will run a Port & Cheese Stall for a shot glass of port and x3 cheeses of your choice. 4 bottles of Port have already been donated by Tory Coke, Gael Crafts, Gaby Straughan and Sarah Chadbone. Cheese and biscuits to be donated by ED and ZS. A food allergen sign will be displayed as per current legislation. Mulled Wine & Mince Pies/Spiced Apple Juice this stall will be run by Tory Coke and Ali Stow for a glass of mulled wine and a mince

3 pie and 2 for a glass of spiced apple juice and a mince pie. Tory and Ali will each donate some bottles of mulled wine and the cost of the remainder will be met by the PTA. Apple Juice stall to be manned by Louise Sayer. Bottles will be sold for 3. The sell-by-date is printed on the bottle. A new Thame-based Delicatessen will attend, selling slate cheeseboards, homeware and food-based gifts. They are paying 20 for their stall and will come and set up in the daytime. Baban Thame-based ladies clothing shop, will attend selling accessories, jewellery and ponchos. They are paying 20 for their stall and will come and set up closer to the end of the day. As organised by Richard Shackleton, a local choir will open the Fayre at 5.30pm 6pm singing traditional carols (unaccompanied 4-piece harmony). Choir members to join in with Fayre afterwards. This addition to our Fayre came about following a recommendation by Rebecca Walker. Thank you to Mrs Walker. Christmas Fayre (inside stalls) Karli Lester is running a stall selling gift balloons (for adults and children), organic skincare products and Christmas gifts. Also paying 20 to attend. Large balloons and gift balloons are filled with air, children s balloons are filled with helium, however this has been accounted for in the Risk Assessment. Ruth Quayle to run the Personalised Bauble Stall. Baubles and glitter sharpies need to be purchased. Cost on night will be 1 per bauble. Any personal message or name of family members, friends, pets etc can be written onto a bauble of your choice. Ickford W.I. are attending to sell their Christmas Wreaths. Paying 20 for their stall. Nicky Fletton and Martine Smith are running the hamper raffle on the night. Hamper stall to be situated inside the hall, not the foyer as too cramped. Hampers to be put together by PTA following donations from parents. Any unclaimed hampers on the night to be stored in PTA shed until correct person claims. 1 per ticket/ 5 per book. Madame Basnett and Mrs Townsend to run the Sweet Jar Tombola. Jars will come in on the day of the Fayre and be judged in assembly. Helen Purnell to label afterwards. 1 for x5 tickets. Winners of Sweet Jar competition will each receive a chocolate Santa to be purchased by

4 PTA. Lucy Harding to run glitter face painting stall. 1 per motif. Debbi Carter to accompany her offering hair braiding at 50p per braid. Name The Christmas Teddy Finella Devitt will run this stall and the teddy has been donated by DunElm in Aylesbury. 1 for 2 guesses. Hook The Christmas Duck Mr Owen and Mr Ancil to run this stall. 50p per go. Sweets will be given as prizes which the PTA will purchase. Ducks and hooks to come from Anna O Kennedy. ED to source paddling pool. Key to the Door Miss Vukomanovic and Mrs Snell to run this game. Sweets as prizes which PTA will provide. 50p per go. Buzzer game to be run by Gael Crafts. 50p per go or 3 for 1. Sweets as prizes which PTA will provide. Financial Update Jane McKinney Main account: 2, (this figure takes into account the we spent on apple juice) Deposit account: Cash: Our annual commitments to school are: Library subscription 290 My Maths subscription 280 Class 200 per class PTA Insurance 96 It was discussed and agreed that the PTA will gift each class a sum of 200 each academic year. This sum ( 1000) will be paid directly to Mr Partington at the start of each academic year. He will be responsible for accounting for and distributing this money to each class as and when they request it. It was agreed that it can be spent at the Teachers discretion, rather than be limited to class trips, but that the Teachers ensure spend is agreed with Mr Ronane first and the PTA are informed so that we can report what it has been spent on. It was agreed that the PTA continue to fund the annual subscription for "My Maths". It will be paid on invoice from Mr Partington. It was agreed that the PTA continue to fund the annual subscription for the school library. It will be paid on invoice from Mr Partington.

5 These subscription monies, along with the PTA annual insurance, will be ring-fenced in a separate account. This will ensure the PTA views their "working balance" as something very separate from their promised commitments. It was agreed that any monies required for gardening and maintenance should be agreed before any spend is made. It was discussed and agreed that the PTA would pay for the Pantomime Coaches this year. School Office to confirm cost to RS ASAP. JM confirmed that the gas bottle we used for the Summer Fayre has now been returned and full rent of 46 paid. We do not owe them anything else. JM has relevant paperwork if we want to apply for an account again. MM confirmed that the PTA took orders totalling from the Christmas Wrapping Paper initiative, bringing in a profit of 18 to the PTA. Only 4 orders were received from the entire school. AC raised issue that not all children use MyMaths, however even if not set as homework the children can still access it, and will benefit from it as they move up through the school. It was discussed and agreed that the new signatories on the bank account will be Emily Davis, Richard Shackleton and Dawn Basnett. JM confirmed that from Jan Mar 2017, Ickford School will be part of the Asda Wheatley Box Token Scheme. Whichever box ends up weighing the most receives 500. Runners-up receive 200. Wheatley Asda have approved our inclusion. Approval just needs to come from H.O. MM reminded group that the money from the blue Textile bin goes directly into the Hardship Fund and parents can apply to this at any time and in confidence via Mr Ronane or the school office. AOB Anna O Kennedy asked that discussion re the Parent Forum be postponed and discussed at a later date. Adele Jones raised the issue of a fundraiser for a ballet barre, mentioned by Mr Ronane during the last ballet assembly. It was discussed and agreed that Mrs Jones would put on a small ballet performance around Eastertime, charging 5 per ticket and holding a raffle to raise 305 plus VAT for a 4m portable ballet barre. This has

6 been discussed and agreed with Miss Sharon who is happy for it to go ahead, however due to time constraints and work commitments, it is unlikely she will be able to attend. Date of next meeting ED re-confirmed that the PTA s fundraising target is for new playground equipment and that going Forward the PTA should focus on projects and resources for the school. A separate meeting will be scheduled to discuss and agree a workable fundraising plan for TBC