Notes of the Meeting of Stafford Preparatory School

PTA

Wednesday 24^th April 2013

In Attendance:

Clive O’ Donnell (President), Jeanette Murray (Chair), Helen Deane (Committee), Audrey Gwyther (Committee), Paul McColl (Committee), Karen Marsden (parent member), Louise Shore (parent member), Kelly- Ann Perry (parent member), Sarah Dredge (staff member), Hana Martin-Young (Committee).

1. To Receive Apologies

Dainy Runton, Sarah Bailey, Kay Raja, Alison Medford, Clare Rasdell, Linda Williams

2. Welcome

Jeanette welcomed everyone to the meeting which will be the last formal one of this academic year. Further meetings will be informal re: Summer Fair planning.

3. Approval of the Minutes of the Meeting 12^th March 2013

The Minutes were approved.

4. Matters Arising

a. Mobile Book Unit

Jeanette questioned progress on the purchase of a mobile book unit for the school library. CTO’D reported back that he had found one in the Librex catalogue for £319. Committee agreed to purchase.

Action: CTO’D to purchase and invoice PTA

5. Treasurer’s Report

Dainy was absent but a treasurer’s report had been submitted. It showed a healthy balance of £2,309.61 and was agreed by the committee.

6. Easter Bingo

Due to bad weather the event had sadly been cancelled. All children had however played bingo in their classes and all of the Easter eggs and prizes had been distributed. The feedback from parents and staff had been successful.

Cans of drink purchased for the event were still stored in Helen Deane’s garage and it was agreed that these would be used for the summer fair.

7. Summer Fair planning

Gladiator Duel

Jeanette reported that this has been booked at a cost of £190. If it needs to be cancelled there is only a minimum charge and not the full amount. This can be done up until the evening before the fair. The ‘duel’ is 25ft by 25ft and needs to be within 50m of a 240volt electricity supply. The company will set up from 12noon on the day of the fair with it available from 2 until 5. It was decided that the best location would be on the playground near to the main prep building. A price of £1 per person for the best of 3 duels was agreed.

Action: Jeanette to continue to be the contact

a) Giant Dart Board

Jeanette reported that this has also been booked at a cost of £92. It was agreed it should be located inside one of the KS1 classrooms as it measures 6ft by 6ft. Price was agreed at 50p for 3 darts, with a large prize for the overall highest total and small prizes for 3 of the same colour. It was mentioned that younger children (KS1 and below) would need to stand nearer the dart board when throwing the darts.

Action: Jeanette to continue to be the contact

b) Penalty Shoot Out

To run as previous years. Mr Gunnell to be in goal. Price agreed at 50p for 5 goes. Prizes awarded for 2/5 for KS1 and younger, 3/5 for KS2 and 5/5 for adults. Prizes to be inflatable footballs. (70 to be purchased.)

Action: Jeanette to ask Dainy to purchase footballs.

c) Shoot a Hoop

To be run in the same way as the Penalty Shoot Out, however scoring goals using a netball hoop. KS1 will need a lower hoop. To take place on the playground. Prizes were discussed, to look at perhaps getting skipping ropes or hoola hoops.

Action: Jeanette

d) Water or Wine?

A new event for this year’s summer fair. To replace the bottle tombola. After much discussion it was decided that all bottles were to be wrapped in newspaper and placed out on the stall. Donations of both full and empty bottles of wine were to be asked for in the school newsletter (26/4.) Looking for a ratio of 80 water to 20 wine (1:5) however will be reviewed once donations are collected. Cost will be £1.

Action: JM to ask for donations in school newsletter. SD to collect bottles in her classroom. AG to collect bottles weekly and store and wrap.

e) Jam Jars

Hoopla to run as normal. 50p for 3 hoops. Helen has some stored at her house. Donations to be asked for in school newsletter.

Action: JM to ask for donations in school newsletter.

f) Smash a Plate

New to this year’s Summer Fair. Children pay 50p for 1 plate and 3 balls. Can draw any design/ picture on plate and then smash it on a rack.

Action: HD to contact Mrs Dudson re: plates. PMcC to construct set up on trailer and run the stall.

g) Hook a Duck

20p a go. Small paddling pool with roughly 15 ducks. Various ways of winning a prize discussed.

Action: JM to ask SB to organise stall, purchase ducks, design posters etc.

h) Whack a Mole

New to this year’s Summer Fair. Price to be 20p a go.

Action: PMcC to construct.

i) Children’s Lucky Dip

To appeal to younger children. Decided prizes should be beach themed. Kelly-Ann agreed to organise this stall and source prizes. 50p a go.

Action: K-AP and JM to look for prizes in Baker Ross catalogue.

j) Mr Simms

Mr Simms sweet shop is to attend the fair. They do not pay to attend but will donate a ‘Guess the number of sweets’ jar to the fair.

Action: None required

k) Cake stall

Donations to be requested nearer the time

Action: JM to ask for donations in school newsletter.

l) Grand Prize Draw

Prizes already donated include balloon flight, cash prize, freedom brewery gift box, single malt whisky. Donations for prizes to be asked for in school newsletter.

Each family in school is to be given 5 books of tickets. Each book to contain 5 tickets at 50p each so £2.50 a book. More books will be available is requested from the school office and also on sale on the day. Mrs Adams will be asked to send tickets to ex SPS pupils in the Grammar School.

Cost of booklets £50 for a minimum of 400 books. £10 for additional 200s.

Action: JM to ask for prize donations through school newsletter and then meet with CTO’D to order tickets.

m) Treasure Map

To run as previous years. 20p a go.

Action: Hana to design

n) Guess the Sweets in a Jar

Donated by Mr Simms. To be in school prior to the fair.

Action: to agree price.

o) BBQ

Mr O Donnell to order food and parents to cook as in previous years.

p) Face Painter

Booked. Cost £2 with £1 going to SPS.

q) Ice Cream Van

Booked.

r) Choir and Dance Club

Action: CTO’D to check availability with Mrs Lamplough and Miss Scholes.

8. AOB

Members leaving

Jeanette informed the committee that this would be the last formal meeting for Paul, Mandy and Audrey due to their children moving onto the Grammar school in September. All three of them have been part of the committee from the beginning and have worked very hard to make it a success. Jeanette expressed her thanks for all their help and support. She also thanked Kay Raja, a new member this year, who will also be leaving the committee. The thanks were echoed by the committee.

There being no further business, the meeting closed at 8.25pm

10. Date and Time of Next Meeting(s)

Monday 13^th May at 4pm in Miss Dredge’s classroom.

Monday 3^rd June at 4pm in Mr O’Donnell’s office

Purpose to continue Summer Fair organisation.