Notes of the Meeting of Stafford Preparatory School

PTA

Thursday 12^th January 2012

In Attendance:

Clive O’ Donnell (President), Sarah Bailey (Chair), Jeanette Murray (Secretary), Dainy Runton (Treasurer), Audrey Gwyther (Committee), Paul McColl (Committee), Helen Deane (Committee), Clare Rasdell (Deputy Chair), James Thorpe (Committee).

1 To Receive Apologies

Apologies were received from Hannah Martin-Young (Committee) and Karen Douglas (Member).

2 Approval of the Minutes of the Meeting 21^st November 2011

The Minutes were approved.

3 Matters Arising

a. NCPTA Membership renewal. Dainy Runton advised that membership has been renewed.

b. Easy Fund Raising update. Sarah Bailey advised that five people have joined the scheme and the PTA have raised £5 as a result. Mr. O’Donnell reiterated that the scheme does not cost the school anything and can add to PTA funds without any real effort. He agreed to inform parents of the scheme again in the Newsletter. Action: Mr. O’Donnell

c. PTA Newsletter/Website. A discussion took place over the usefulness of a termly newsletter produced for parents by the PTA. The newsletter would detail forthcoming events, report on previous terms’ events and what the PTA has been able to purchase for the school as a result. It was agreed by all that a PTA Newsletter would be worth trying. It should be put on the notice board and sent out with the school newsletter at the start of each term. Mr. Thorpe agreed to produce the newsletter. Action: Mr. Thorpe

Further discussion took place over progress of the purchase of a notice board for PTA use. Mr. Thorpe agreed to pursue the purchase of the notice board forthwith. Action: Mr. Thorpe.

d. Summer Fair theme. It was confirmed that the theme will be ‘Pirates’. It was agreed that Miss Hana should go ahead and book the ‘Titanic’ waterslide and the Ice Cream van. It was noted that Miss Hana will not be available on the day of the fair. Action: Miss Hana

Paul McColl had investigated the possibility of hiring a climbing wall for the event. He confirmed that it was available and would cost in the region of £400 for three hours use. This would include equipment and staff to manage the activity. A discussion took place over the financial viability of the climbing wall. The committee was in agreement that this would be a great activity to provide for the children even if it were to run as a loss leader. The committee felt that the PTA should enhance the children’s experiences and not just raise money and the climbing wall would do that. It was agreed that we should charge £3 per child. The remaining cost of the hire will be funded from monies raised on other activities. Paul McColl agreed to book the climbing wall but to check at the same time if there are any height restrictions which may cause a problem and what liability we would have if it was a rainy day and it could not be used. Action: Paul McColl.

e. Brainhouse Academy. Mr. O’Donnell advised that due to recent Foreign Office warnings regarding Kenya, Miss Scholes’ planned trip is no longer going ahead. The Girl Guiding Association felt that it was too dangerous a situation. As a result the money donated by the PTA from the chocolate tombola at the Christmas Fair will now put back into PTA funds.

f. Old School Wines Event. Jeanette Murray advised that this had been put on hold last year due to lack of time. It was agreed that it would be a good social event to run. Jeanette Murray advised that it would be run more as a social event rather than a fundraising event as there was not much opportunity to raise money. It was agreed that Jeanette Murray should identify possible dates. Action: Jeanette Murray

A discussion took place about the possibility of running a separate ‘Promises Auction.’ Mr. O’Donnell has been involved with these in the past and they have proven to be very successful. Essentially people promise a gift or a service which others then bid for. It is an excellent fundraiser and a fun evening. It was agreed to look at such an event next September.

4. Treasurer’s Report

Dainy Runton reported that we have £1880.36 in the bank. The Christmas Fair generated £717.12 in comparison to last year’s £527.41. A breakdown of the stalls revealed that the chocolate tombola generated the most money and Mr. Thorpe’s Games Room was very successful.

Dainy Runton advised that Miss Hana is arranging for the £130 raised from the sale of Christmas cards to be transferred from the Grammar School to PTA accounts. Action: Miss Hana

5. Christmas Fair Evaluation

Everyone agreed that this had been a fabulous event enjoyed by everyone. There were a few suggestions for next year:-

Music to be louder for the dance display, chocolate tombola to include more winning tickets (last year there were too many, this year we had probably put too many non winning tickets in!) leave selection boxes whole if at all possible, use the excellent raffle tickets idea again to encourage children to bring in items for the tombola but don’t give them for books as it may have detracted from the tombola items.

Sarah Bailey showed the committee an idea for the ‘no adults allowed room’ for next Christmas. Miss Hana had struggled this year to find suitable gifts and Sarah Bailey has identified wooden tree decorations which can be engraved. They cost 45p each to purchase and Sarah has offered to do the engraving. It was agreed that we should purchase 100. Action: Sarah Bailey.

6. Quiz Night – Friday 3^rd February 7pm – 9pm

Mr. O’Donnell advised that the teachers will organise the questions and run the event as usual. Prizes have already been obtained. The money generated from last year’s pay bar did not outweigh the effort of setting it up and running it so it was decided to revert back to inviting people to bring their own drinks if they wish. Entrance fee was fixed at £1 per child and £2 per adult with a maximum of £5 for a family ticket. It was agreed that the PTA will provide free squash for the children and snacks for everyone. Dainy Runton and Jeanette Murray agreed to purchase them. Action: Dainy Runton/Jeanette Murray.

7. School Council/School Wish List

Trolley for Laptops

Mr. O’Donnell confirmed that this was still an ongoing ‘wish’ but would not be required until September. He advised that it would be used by the whole school not just in the new building. The trolley will cost in the region of £600. The possibility of identifying this as a fund raising ‘target’ at the Summer Fair was put forward. Further discussions will take place nearer the time.

Benches for Playground

Helen Deane has collated brochures for the school to consider. It was agreed that she should pass them to Miss Scholes and suggestions brought to the next meeting. Action: Helen Deane/Miss Scholes

Annual Pantomime

Jeanette Murray enquired as to the possibility of funding a trip to a pantomime for the whole school. Mr. O’Donnell advised that the school normally organises this but due to high demand at the New Vic this year, tickets had sold out. It would be too expensive for the PTA to fund although we could sponsor ice creams.

Flasks

Jeanette Murray reported that Miss Hana has asked if it was possible for the PTA to purchase two flasks for use by the PTA and school at events. At the moment we borrow the Grammar School’s flasks when running events. It was agreed to purchase them.

Action: Miss Hana

Radio Microphones

Mr. Thorpe put forward the idea of purchasing radio microphones and a receiver for the school. He had investigated the possibility of purchasing two dual set tie clip microphones and a hand held microphone for use at school productions and concerts. Currently we hire them in at a cost of £40 per week. The cost to purchase these items would be in the region of £225. It was agreed to purchase two dual set tie clips, a receiver and a hand held microphone. Action: Mr. Thorpe.

Three other ‘wish list’ items were put forward in the meeting:-

Playground Equipment

Paul McColl asked if it was possible to purchase more skipping ropes and hooplas for use in the school playground. Mr. O’Donnell thought that such a purchase should be made by the School Council and he would speak to Miss Hana to organise it. Action: Miss Hana

SPS Music Stand Banners

Clare Rasdell proposed the purchase of SPS banners for the music stands similar to those which the Grammar School has. Mr. Thorpe agreed to investigate this and to report back at the next meeting. Action: Mr. Thorpe

Sledges

Mr. Thorpe advised that Miss Hana has asked if it would be possible to purchase 5 sledges. Whilst many children brought in their own sledges this was not always possible and they often ran short. This was approved. Action: Miss Hana

8. AOB

a. Sharing of School/PTA refreshments

To avoid confusion, it was agreed that where complimentary refreshments are served at any school event, they will be funded by the PTA.

b. Costume storage

The issue of donating costumes to the school was again raised. All agreed this was a fabulous idea but at the moment the school has nowhere to store them. This will be an ongoing consideration.

c. Tea Towels

On behalf of Miss Hana, Mr. Thorpe asked whether Miss Hana should be arranging for the production of the ‘tea towels’ which will be sold at the Summer Fair. It was agreed to put this on the Agenda for the next meeting.

Action: Jeanette Murray.

9. Date and time of next meeting

Monday 5^th March at 4pm. Headmaster’s office.

There being no further business, the meeting closed at 8.15pm.