«First_Name» «Last_Name»
Thursday, September 25, 2014
Dear Parents,
PFA – AGM
Our Parent Friends Association (PFA) Annual General Meeting to be held in the school hall on Thursday 6th November 2014 at 7pm.
Please find attached to this letter a copy of the constitution and the minutes of the meeting from last years AGM.
Please come along if you can, to find out what the PFA do and how you can get involved.
Yours sincerely,
Lisa Whiteley
School Secretary
St Michael’s School PFA
AGM
Thursday 6th November 2014
7pm
School hall
Cheese & Wine
Come along to find out what the PFA do, how you can get involved, join the committee or just let us know events you would like to help with. All welcome.
St Michael’s Primary School
Lyme Regis
Friends Association
CONSTITUTION
1 Name
The name of the Association shall be St Michael’s Primary School Friends Association.
2 Aims
To advance the education of the pupils at St Michael’s VA CE Primary School by providing and assisting in the provision of facilities for education at the School (not normally provided by the LA) and as ancillary thereto the Association may:-
a) Foster more extended relationships between Staff, Parents, Governors, Friends and
others associated with the school: and
b) Engage in activities which support the school and advance the education of pupils
attending it.
3 Membership
Members shall comprise Parents/Guardians of pupils attending the school, Staff, Governors and Friends associated with the school.
4 Management
The Association shall be managed by a Chairman, Vice-Chairman, Secretary, Treasurer, one member of the teaching staff (who shall be elected by the staff), the headteacher, one Governor, and up to 9 other members. This management group will comprise the Association’s full committee. The Committee shall be empowered to co-opt non-voting members as required. The Chairman and Vice-Chairman of the school’s Governing Body will serve as ex-officio members of the committee. The composition of the committee should represent a balance of interests.
5 Committee Members
The Committee shall meet at least once during each school term and at other times when convened by either Chairman, Vice-Chairman or Headteacher. Six members of the committee shall constitute a quorum. The final Full Committee Meeting should take place after 1 September but at least 2 weeks prior to the AGM each year.
6 Annual General Meeting
The AGM of the Association shall be held on the School premises during the first half of the Autumn Term; 20 members shall constitute a quorum.
7 Election of Officers and Committee
All Officers and Committee members (except Headteacher, Governor and Vice-Chairman) will retire each year and new elections will take place at the AGM. The Vice Chairman shall become (unless he/she declines) the Chairman for the succeeding year. Other officers shall be elected at the first meeting of the new Committee.
8 Finance
All funds shall be banked at the NATIONAL WESTMINSTER BANK, LYME REGIS. The bank shall be authorised to act on the instructions of any Two of the following:
The Chairman The Treasurer of the Association
The Secretary The Headteacher
All accounts shall be addressed to the Treasurer of the Association at the school. Profits made by the Association (if any) be given to the School for the benefit of the pupils unless held for a specific purpose.
9 Annual Audit
The Balance Sheet, having been audited by a person who is not a Committee member but is approved by the Committee, shall be presented for adoption at the AGM.
10 Dissolution
Any assets remaining on dissolution of the Association after satisfying any outstanding debts and liabilities shall not be distributed among members of the Association but will be given to the School for the benefit of the children at the School in any manner which is exclusively charitable at Law.
11 Amendments/Alterations to the Constitution
a) Amendments or Alterations to the Constitution shall only be made at the Association’s Annual General Meeting or at a Special General Meeting of the Association called for that specific purpose. Any proposals for Amendments/Alterations must be received in writing by the Association’s Secretary by 1 September each year. Copies of the Agenda and proposals for AGM should be sent to members 14 days before the AGM.
a. No alteration or Amendment shall be made to the Aims Clause or Dissolution Clause in the Association’s Constitution which would cause the Association to cease to be a Charity at Law.
12 Special General Meeting
A Special General Meeting of the Association may be convened at the written request of either the Chairman, Vice-Chairman or at least 10 members of the Association.
St Michael’s Primary School - Parent Friends Association
Minutes from AGM - Tuesday 15 October 2013 – 7pm
Present: Sue Wiscombe, Jacqui Sims, Elaine Street, Jo Hayden, Rachael Deem, Tanya Rattenbury, Annabelle Grose, Lisa Whitely, Sarah Waplington, Lorraine Knowles
Apologies: Kelly Crossley, Sheena Le Bas, Kimberly Clarke, Tina Herbert
Subject / discussed / action requiredMinutes of last AGM / Minutes agreed by committee:
Approved by AG
Seconded by TR
Matters arising / none
Chairs Report (JH)
We have had a good summer fayre and Christmas fayre. The disco’s and cake stalls have continued to be good fund raisers and have been well attended. This year we have tended to focus on the larger events and have done fewer smaller events. We have had good co-operation and involvement from local traders (Christmas and summer fayre – trade stalls) and their support has been encouraging. Bingo (Woodmead halls) continues to be a good fund raiser. The money we have raised has gone directly to the school for such activities as swimming lessons. Thank you everyone for your support and really nice to see some new faces at the AGM (Lorraine Knowles and Sarah Waplington). We look forward to another good year ahead.
Treasurer’s Report (ES)
The PFA have run 19 events including cake stalls, disco’s, eco-bag collections, summer and Xmas fayres, variety show and a treasure hunt.
· Eco-bags raised £345.18
· Five disco’s made a profit of £590.24 (there was only five this year as we ran a special family/SEN disco)
· Bingo raised £900
· Variety show profit - £139.50
- We purchased photo frames for a future art sale (£154.05), a PFA notice board and a coconut shy.
- The casino night (cancelled) cost £326 due to cancellation costs because of lack and support/interest.
- PFA donations to school total £3120.72 for playground benches, PE equipment, swimming, £3 per child for school trips, shed for gardening club, reception/Year 1 play-chairs and table for Wendy house (same figure as 2011-12)
Before donations to school PFA made: £5211.94
Expenditure - £5027.91
Net profit - £184.03
Accounts proposed by ES – seconded by committee
(see separate Income/Expenditure Account & Balance sheet 2012/13 for more detail)
Appointment of Honorary auditor / ES proposed that Mike Lewis will continue to do ‘Accounts’ for PFA for 2013-14.
Agreed by committee.
Election of the Committee / Constitution outlines a committee as follows: chair, vice chair, treasurer, secretary, one member of staff, one head teacher, one governor, plus other members up to 20 in total.
Committee members for forthcoming year as follows:
1./ Lorraine Knowles 2./ Annabelle Grose
3./ Rachael Deem 4./ Jo Hayden 5./ Jo Bennett
6./ Sarah Tootill 7./ Elaine Street 8./ Jacqui Sims
9./ Sue Wiscombe 10./ Tina Herbert 11./ Tanya Rattenbury 12./ Lisa Whiteley 13./ Sarah Waplington
Appointment of the chairperson / Chair – TR nominated Jo Hayden. Seconded by RD. JH accepted post of Chair.
Vice chair – TR nominated Rachael Deem. Seconded by JH. RD accepted post of Vice chair.
Treasurer – JS nominated Elaine Street. Seconded by RD. ES accepted post of Treasurer.
Secretary – Jacqui Sims to stand down as Secretary. Lorraine Knowles nominated by JH. Seconded by JS. LK accepted post of secretary.
AOB / AG – we have a strong base for the PFA committee now. Made a lot of money for the school. We now have systems in place for better communication eg. PFA display board outside school. For the forthcoming year the focus of the PFA’s fund raising activities will be new playground equipment. If everyone knows our focus, hopefully we will obtain good support. Swimming continues to be greatly subsidised by PFA funds. One area of focus for the PFA should be to improve communication between the PFA and the school staff. We look forward to another successful year ahead.
AGM ended 7.35pm
Head Teacher: Miss Annabelle Grose
Website: www.stmichaelslyme.dorset.sch.uk