Minutes of the Meeting Held: Tuesday 25th March
7pm – 9pm
PRESENT: Terri Ewart, Suz Le Comte, Catherine Lord, Richard (BOT rep), Athalae Elliott, Michelle Roscoe, Lynda Palfrey, Jo Te Whaiti, Kaye Barnett, Jolene Nelson,
APOLOGIES: Suzanne Billington
LAST MINUTES: of 25th February 2014
Accepted by: Catherine
Seconded by: Suz
FINANCIAL REPORT:
As presented by Catherine. Not available yet as still to meet with Shvonn Cunningham. However estimated balance mid March is $5926, including the Icecream Sundae profit.
Terri Ewart (Chair), Catherine Lord (Treasurer) and Jolene Nelson (Secretary) to become signatories. Catherine to organise change in signatories with Westpac. Jo Te Whaiti (Teacher rep) already on there and to remain.
Moved by: Terri. Seconded by:Michelle
TEACHERS REPORT:
See attached.
GENERAL BUSINESS:
· Joining NZPTA. Catherine highlighted the advantages of signing up to the NZPTA including that there is a lot of resources available on their website. Costs $100 to join. Agree to sign up. Moved by Terri. Seconded by Jolene. Catherine to organise joining NZPTA.
· Give me five programme . Catherine discussed the concept of each family donating 5 hours a year of their time to School to spread the load across all projects eg both PTA and school projects. Concerns were it would be time consuming to track and have to be well handled to ensure no one was missed off. Certificates of Appreciation would be given to families to thank for the time donated. Concept has been discussed with Suzanne and she liked the idea. At April meeting website http://www.givemefive.org.nz/ to be discussed further.
· Funding requests document. Document drafted last year has been reviewed by Rochelle before she left and Suzanne. Final tweaks to be made and Jolene to send to Suzanne for signoff.
· Planning for Carboot sale – April 13
o Terri to organise lots of car boot sale and will liaise with the car boot owners.
o Cat to look at corflute or similar sign similar to real estate signs. Terri will organise the erecting of the signs.
o Cat to publish in the Whats On free sections in the Bay and Weekend Sun.
o A flyer drop will be done at the Lakes on the 9th April. Cat will organise the flyers by 9th April. Jolene, Suz, Michelle and Athalae to do flyer drop.
o Athalae to look into radio promotion.
o Michelle to organise easter egg hunt with possible tokens (ping pong balls) and a easter raffle. Terri will place on advertising flyer to parents.
o Terri will contact classroom parents of one or two classrooms to be helpers on the day.
o Terri to organise Coffee Man to come in.
o Candy floss machine to be run with candy floss on sticks.
o John to oragnise bbq and marquee...PTA to set it up on the day
o Terri will organise tables and chairs.
· Planning for ladies movie night in May
o To be held 15th May. Advertising to coincide with Mothers Day on the 11th May. Catherine to draft a flyer. Movie night will a Dads and kids PJ party movie night (intent of Mums having some time off). Kaye to organise which movie. Popcorn and movie to be provided for $5 ticket. Provide some refreshments for Dads.
· School database and advertising space
o Jolene and Terri to organise a form to send to classes for release of names and details to ‘bring’ people together more easily within classes.
o Discussion on having an advertising space to bring community together and so we can support businesses of the school. Purpose would be to be to build the community; know what parents do so we are all about to support/utilise services; develop a directory of services. Suggest something for the fridge eg a laminated flyer with magnets and a mail drop to the Lakes and RD. Discussion held on a business card size could be provided by businesses. Possibility of a discount could be considered if you can demonstrate connection with the school however no pressure for this. Kaye to design a flyer that contains a blurb of what we are doing and why and seek owner details and contact details of businesses. Richard to assist with design and pulling it together. This is the first time we have done this so will need to be a trial for the first year and build on it for future years.
o Would like to utilise facebook more. Terri to provide Richard Facebook details so she can become and administrator.
o Protocol is to be the same as any distribution/communication of PTA events. Same process as anything that is released from the PTA in that it needs to be approved by the Chairperson before being released.
o Terri to liaise with Suzanne about privacy details on utilising children’s photos or otherwise on social media.
· Orchids
o Enviroschools are taking on the sale of the 2000 Orchids donated by Capriss at the carboot sale. Thanks to Capriss for the donation of these.
FUNDRAISING IDEAS
· Smartie tubes – Jolene outlined the concept of Smartie (or M and M tubes) as a fundraiser. Jolene to determine cost of tubes and bring back a formal proposal for discussion at the next meeting.
· Art Exhibition- http://www.blotfundraising.co.nz/the_process - Athalae outlined the fundraiser titled BLOT. A NZ based initiative where they provide the paper, the children draw art, and families can purchase the art for $20 and BLOT frame it or provide the frame. $9 of each artwork is donated to the school. School is possibly going to hold an art exhibition in Term 3 that would coincide with this, however further discussions need to be held with School to determine the type of Term 3 art exhibition eg this fundraiser will not be appropriate this year if the focus is sculptures etc. To be discussed at another meeting closer to the time.
GENERAL DISCUSSION:
· Jolene to talk with office staff about their use of Google Docs and look into setting it up for PTA so we can all access documentation, for now and future PTAs.
· Entertainment books fundraiser was sent out without PTA letterhead or being signed off by Chairperson. All communication to families of the school must include PTA letterhead and must be signed off by the Chairperson before being released. The Entertainment books fundraiser is likely to be redistributed on official letterhead.
· Richard discussed the success of the Kaimai School Golf initiative. Suggest Tauriko look at something similar for a fun day out possibly the start of summer.
· Discussion was held on the 2013 Gala. Richard is to assist in determining who is to ‘own’ the organising of the Hole in One/Gala event set for November 2014.
· The Board are looking at organising a school disco. Terri is to talk with Lisa about a disco or equivalent each term.
· The Friday school lunches concept will take place next term with Suzannes approval.
Terri has sourced some Heart Tick pies for school lunches and also talking about working with the Enviro schools team on doing sushi.
· IC sundae day to be done each term.
· All coke cans will be sold to Food by Design that was leftover from the gala. Catherine to determine quantity. There are to be no more fizzy drinks sold at school.
· Michelle to look into options for a Whats On display board for outside school and bring back to another meeting for discussion of options identified.
Next Meeting: Tuesday 6th May 2014 at 7pm at Tauriko School.
SUMMARY ACTION PLAN:
Item No. / Description / Action / By whom1. / Financial report / Organise signatories / Catherine
2. / Joining NZPTA / Organise joining NZPTA. / Catherine
3. / Funding requests document / Signoff by Suzanne. / Jolene
4. / Planning for Carboot sale / Catherine to organise signs.
Terri to erect signs signs.
Catherine to publish in the Whats On free sections in the Bay and Weekend Sun.
Catherine to organise flyers by 9th April.
Jolene, Suz, Michelle and Athalae to do flyer drop.
Athalae to look into radio promotion.
Michelle to organise easter egg hunt and a easter raffle. Terri to place easter egg hunt/raffle on advertising flyer.
Terri to contact parents helpers
Terri to organise Coffee Man. / Catherine, Terri, Jolene, Suz, Michelle, Athalae
5. / Planning for ladies movie night in May / Catherine to draft a flyer.
Kaye to organise movie. / Catherine, Kaye
6. / School database and advertising space / Jolene and Terri to organise a contacts release form for classes
Kaye to design a flyer for advertising space / Jolene, Terri, Kaye
7. / Facebook / Provide Richard Facebook details
Liaise with Suzanne about privacy details on utilising children’s photos on social media. / Terri
8. / Google docs / To talk with office staff about their use of Google Docs and look into setting it up / Jolene
9. / Hole in one / Richard is to assist in determining who is to ‘own’ the organising of the Hole in One/Gala event set for November 2014. / Richard
10. / Disco / Talk with Lisa about a disco or equivalent each term. / Terri
11. / Coke cans / Determine quantity. / Catherine
SUMMARY ITEMS TO BE DISCUSSED AT FUTURE PTA MEETINGS:
Item No. / Description / Action / When1. / Joining Give me five programme / To discuss / May
2. / Smartie tubes / Jolene to determine cost of tubes and bring back a formal proposal / May
3. / Art Exhibition / To discuss / End of term 2
4. / Whats On display board / Michelle to look into options / As available
Meeting closed at 9.00pm
Minutes taken by Jolene Nelson, Secretary. Email