Chellaston Infant School PTFA AGM Meeting22nd February2016

Minutes: Tricia Clifton

Present:

Jon Williams (JW)

Jane Leyland (JL)

Tricia Clifton (TC)

Lindsay Galley (LG)

Claire Palmer (CP)

Emma Bourke (EB)

Beth Fryatt (BF)

Carolyn Toogood (CT)

Sam Hayer (SH)

Ravinder Limbert (RLi)

Amardeep Dhamrait (AD)

Sarah Gamble (SG)

Rachel Leyland (RLe) (arrived midway)

Apologies received:

Jo Grayley (JG)

Michele Bramley (MB)

Jane Spink (JS)

Lisa King (LK)

Hillary Williams (HW)

Absent:

Denise Gamble (DG)

Kate Walmsley (KW)

Charlotte Convey (CC)

Stacey Tidmas (ST)

Katherine Johnson (KJ)

Suzanne Penn

Xiaobin Wu (XW)

Rachel Smith (RS)

TOPIC / KEY POINTS / ACTION/DECISION / BY WHOM / BY WHEN
Welcome & Apologies / JWwelcomed everyone to the meeting, and read out the apologies.
Sign off previous minutes. / Previous minutes signed off.
Treasurers Report / JW gave the statement of accounts for the preceding year. The main points being:
  • £7,000 plus was the net income.
  • Discos are now the 3rd largest fundraiser.
  • £10,000 plus closing balance.
  • JG needs Christmas gift receipts.
  • SP needs the PTFA cheque book.
/ Collect from pigeon hole.
JG to bring in. / JG
JG / ASAP
Statement of progress toward tablet target / We achieved our objective to raise enough money to buy 30 tablets for the school. LG and Mrs Glover are in discussion as to which tablets to buy. Some teachers favour IPads. The PTFA as a whole prefers Android tablets as the initial purchase cost is less as are the maintenance costs. It was felt that children are able to move between the two systems easily so wouldn’t have a problem using either. LG and Mrs Glover are having a meeting on Thurs where a decision will be made. CP can then source them for us. / Final decision. / LG / 25/02
Presentation and comments on Chairman’s report / JW has produced a Chairman’s report which he summarised for us. He will forward a copy to LG so she can put it on the website. He will email a copy to JL so she can produce a newsletter. He thanked LG, the school and all of the PTFA members for their continuing help and support. Highlights included the hugely successful Summer Fair with the new bar and bbq, the Christmas Fair, the sold out discos, the sold out movie night, Easter Bonnet Parade, Newsletters, Facebook, evening meeting. We funded books, outside learning equipment and clothes, Christmas presents and the well liked Leavers Medals. He recommended priorities for the new committee: Gaining Charity status, sending out a survey to parents to see if we can gain new interest, increase participation – it was noted that no reception parents were at the meeting. / Copy for website and newsletter
Charity status / JW
JG
Dissolution of current committee / The committee formally stepped down.
Election of new committee / LG led the election of the new committee. She started by thanking both the committee and the wider PTFA for their support noting that without them there wouldn’t be a PTFA to raise money for the school.
JL, CT nominated TC to become Chair
JL, TC nominated EB to become Secretary
JL, SG nominated CP to become Treasurer
CT, SG nominated JL to become Vice Chair
Everyone accepted their nomination and position.
EB had mentioned to Hannah Finch about the opportunity to become an Evening Meeting Secretary but reported that she had declined the invitation. EB doesn’t mind being involved in evening meeting set ups.
Handover planning / TC led the handover planning. JW will pass on the PTFA file but a lot of the information is on Google drive.
PTA UK membership will need to be passed on to TC.
JW will pass on more control of the Facebook page to TC.
JW will continue to handle the lottery for the time being. / Handover meeting to be arranged.
Handover of PTA UK and Facebook. / TC
JW
Mother’s Day / CP is getting flowers from Langley’s in Allenton. We are very grateful to Joe Langley for selling us the flowers at cost price. We will bring the flowers into school the Thursday before Mother’s Day, ready for the TA’s to wrap them in pictures that the kids produce and ribbons that we are also providing, on the Friday. CP will collect the money Friday morning. LG will produce a newsletter which will include letting parents know. Donna will send out text reminders. LG will tell the kids in assembly. JL will produce a Facebook post. / Flower pick up and distribution.
Newsletter.
Facebook post. / CP/EB
LG
JL
Easter Bonnet Parade / JL to buy 12 books for prizes. TC to source Easter Eggs for all children and sweets for Lactose intolerant children. CG to be Panda. / Eggs and sweets
Books. / TC
JL
Disco / The teaching staff and PTFA responsibilities at the Discos were discussed to consider if there is a better way of organising ourselves. RLe said that dismissing time is always the most difficult and is when the teaching staff are most needed. A provisional date of the 17th March was set for a Disco but we need to check with the teachers if this date is okay. / Check with teaching staff if 17th March is okay for a Disco. / RLe
Fairs / It was discussed that we are considering not having a Christmas Fair but may have a breakfast with Santa event or a concert of some sort. Ideas are welcome. We discussed Summer Fair dates but concluded that we all needed to look at our diaries and set a date at the next meeting.
Next PTFA meeting / 13/03/16
PTFA meeting ended at / 15.30