Fundraising and Events Minutes
Wednesday 28th March 2018
In Attendance: Lauren McKay (Chair), Calley Thomson (Co-Chair) Kat Girdler (Vice Chair), AndyBlaikie (Deputy Head), Hazel Roberts, Jennifer MacDonald, Jo Stewart, RadoRzeznicki, Kirsten Imlach, Laura McGurk, Barbara McSween, Paul Steven, AristedesKiprakis
Apologies: Michael McLeod (Treasurer), Helen Harris
Welcome
Lauren thanked everyone for coming. We did a quick introduction around the room.
Minutes from the last meeting were verified by Hazel Roberts and seconded by Calley Thomson.
Events
May Fair discussion
Stalls/activities discussed :
Face Painting – Pure brilliant events have been booked for this at a cost of £60
Glitter tattoos – Lauren and Kat have stensils/glue/glitter. To check if we need to order any more. Very popular stall 2-3 helpers required.
Tombolla - Adult and children’s tombola. Letter to go out after Easter break with request for donations of prizes. Check storage facilities
Toy stall – Request for donations after Easter break. Check storage facilities
Photo Booth – Kat has received 3 quotes from companies and presented the cost and photographs of each setup. We voted on best option for blow up booth from Gregg’s graphics at a cost of £200. Kat to check setup of photos and layout with them and confirm prices we will charge.
Playground development stall – to confirm with Janet Buckle if they will be doing a stall.
Baking stall – Bags/plates to go out 2 weeks before. Baking to be brought in Friday 25th May, Info to go out on Parentmail.
Guess the sweets in jar – winner announced at end of fair.
Hook a duck – Ducks and hooks in PTA cupboard, need to purchase a small paddling pool. Small prizes needed.
Mr/Mrs Pockets – Was done years ago at May Fair, skirt with pockets in PTA cupboard. Small prizes in each pocket. 20p a pick. Approx 200 small prizes needed. We need to recruit a suitable volunteer for Mr/MrsPockets !
Lucky Dip – it was agreed we would not run this in favour of Mr/Mrs Pockets
Raffle – Raffle tickets have been printed and will go out in school bags beginning of May. Request for raffle prizes to go out with other requests. The P7’s have written out to local businesses for prizes so some of those will be used for raffle prizes. Calley still to receive gambling licence but application is in. Calley has compiled further list of businesses to write to.
Silent auction - usually run by parent council members. Gold bid box in PTA cupboard. Sealed bid opened at Fair.
Pick a card – Lauren proposed this as a new stall having seen it at her neice’s school. Large board with 400 numbered cards. Cards are either marked ‘sorry try again’, ‘winner’ or ‘Gold winner’ Winners get to pick a prize, gold prizes are higher value eg bottles of spirits/wine/childrens toys. £1 a go. £150 spend on prizes. £250 profit. Game was discussed and agreed a mixture of adult and childrens prizes.
Refreshment stall – To bulk buy items from Costco, coffee, tear, water, diluting juice, fizzy juice, sugar, milk, spoons, takeaway cups, plastic cups.
Beat the goalie – P7’s to man. Need to confirm goalie. Calley to organize purchase of plastic footballs to sell on the side.
Ice Cream – Usually buy ice cream from Luca’s but had issues in the past with running out, ice cream melting etc. Lauren has arranged an ice cream van, which also has a slush machine. Owner has agreed to split the takings with us. Contract to be agreed in writing. Potential future use for other events if works well.
Entrance admission – If weather good to be situated at main gate, otherwise in entrance foyer.
BBQ – Lauren to confirm with people who regularly run the BBQ for us. Amanda Roberts is ordering the meat from the butchers. Kat to speak to local bakers and Tesco re donating rolls/ketchup etc
Coconut shy – ran out of coconuts last year. Price from Costco/supermarket. Check where stands are.
Balloon man – Firrhill Community council have kindly donated the balloon man. Heather Levy will have a stall at the fair to provide community advice/support.
Guess the bear’s birthday – Kat has a prop build a bear with a birthday t shirt for display – win a build a bear voucher. Costco sell packs of Build a bear vouchers at a reduced cost. Decided we could use one as a gold pick a card prize, one in the raffle and possibly one in the silent auction.
Nerf gun shoot – board with targets, small prizes.
Bouncy Castle/assault course – Lauren checking with the army as to possibility of this, would need to confirm location if it is available.
Football raffle - Kat sourcing signed Hearts ball, Lauren sourcing signed Hibs ball. Raffle to be done in school before fair and on day.
TA Colinton cadets – Laura McGurk confirmed the cadets will attend the May Fair.
Prizes for each stall to be confirmed at next meeting.
Kat working on sign up sheet for website, printed copy to go in staff room before start of May for staff to sign up.
Letting Hours
Lauren explained the process in arranging lets within the school for meetings and events. We have 16 hours free of charge after which we have to pay a fee. The fees have increased this year and there is a new lets form which has to be signed by the Head Teacher and the janitor. This must be completed and sent a month prior to any events/meeting.
Stamptastic
Kat explained new online shop through Stamptastic, who we receive 30% commission from on all sales. The sell stamps and labels for names childrens school clothes and also gifts, including personalized gifts. Promotion of this to be done through the Facebook page and possibly a schoolbag leaflet.
Easy Fundraising
Calley explained the easy fundraising concept which works like a cash back site where the school earns a percentage from sales made through easy fundraising from many retailers. More promotion of this is to be done through the Facebook page and also leaflets/slips in school bags.
Discussion of possible new events for next year
Halloween party/Fright night – 1 hour 5-6 pm in gym hall. Refreshments for adults. Free juice and treat for children. Glow sticks to purchase. Best costume prize.
Bunny bingo – Spring/Easter event. 1-2 hours in gym hall. Prizes of easter eggs/ bunny teddy. Calley has a bingo ball machine.
Race night.
Smarties fundraiser – each child gets a tube of smarties which they eat and fill the empty tube with coins and brings back to school.
New events to be discussed with Mrs Walsh after the Easter break.
P1 Welcome meeting
We provide refreshments and present the PTA/what we do. Date 20th June 2018 TBC with Miss Crole/Miss Mercer
AOB
Secretary
We are currently seeking a secretary for the fundraising group. Duties would include taking minutes at meetings, arranging lets and licences.
Allermuir Tapestry
Susan Weir has emailed regarding possibility of some Oxgangs pupils being involved in this community project which will be displayed at the new Allermuir health centre. The next two dates for the project are the 9th and 16th of April 10-12 at Oxgangs Library. Laura McGurk ( SecretaryFirrhill Community Council) to confirm dates for after the Easter break.
Date of next meeting – All welcome to attend
Wed 9th May 6.15pm in the staff room. Agenda : May fair final preparations