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Clyst St Mary Primary School

Clyst St Mary PTFA Meeting Minutes

PTFA meeting 28th September 2011

Present

David Stevenson (treasurer), Cathy Jermey, Mike Howe (chair), , Tracy Gristy, Carol Price (vice-chair), Jolie Rogers, Gill Clavey (co-secretary), Nicola Blacker, Martin Coats, Elisabeth Ostrom, Louise Herbert, Steph Maynard.

Apologies

Sally Stevenson Claire Ward, Trupti Desai, Katie Harrison, Emma Ford. .

  1. Appointment of new Chair

    1. Many thanks to Mike Howe for acting as chair during the past year and to Carole Price for agreeing to take over as chair (with Mike as vice-chair). Thanks also to Martin Coats who offered his support and to chair meetings if possible when Carol and Mike are unavailable.

  2. Events - review

    Summer fete

    1. It was generally agreed that this event went well. The money raised exceeded expectations. Full details are available in the treasurer's report.
    2. It was suggested that a list of stalls and a plan of where they are to be situated would be useful in the future and make setting up and the distribution of floats far easier.
    3. Individuals running stalls are to be on site in advance to set up rather than just turning up to help
    4. The provision of more bins, especially around the BBQ area, would be useful during the fete and would help with clearing up at the end

  3. Events - planning

    1. Disco - Thursday 20th October (last day of half-term)

      • KS1 5.45 - 6.45
      • KS2 7-8.15
      • Nicola Blacker suggested offering face painting and/or glitter tattoos on the evening. Gill Clavey will help.
      • Glow sticks were very popolar last year and will be offered again, along with bracelets and necklaces if possible - Nicola offered to buy these
      • Jolie Rogers offered to make a list for volunteers to put in the PTFA window. Volunteers on the night included Sally Stevenson, Tracy Gristy, Cathy Jermey
      • Tickets will be for sale on the door on the night - £2. Money will be collected outside.
      • KS1 and KS2 print-out of names to be used to allow children to be signed in and out.
      • David will bring float and payment for the DJ to school on the day.

    2. Bingo Evening - possibly around Easter time

      • A license would be needed for this. The same license could be used for other events during the year. The cost would be £40. It was agreed that this would be useful to have. Mike to go ahead and obtain and hold the license.

    3. Christmas Quiz to be held on the 25th November at 8PM

      • Jolie Rogers to source questions.

    4. Dance/Music evening at the village hall.

      • Shelley (Maddie's mother - class 2) has kindly agreed to sing for free. Shelley will confirm the cost of the band.
      • Carol has reserved four dates at the village hall.
      • The event will be open to everyone

  4. Treasurer's report

    • David presented a Full report. This is available in the PTFA window
    • Very positive report - PTFA funds healthy

  5. AOB

    1. Louise Herbert asked for funding for an overhaul of the school library. This would involve liberating half her office space to make a Full functioning library in the reception area. The school would fund the cost of the building. The PTFA would be asked for an estimated £2,500 to pay for stock, seating etc.
    2. Elisabeth Ostrom suggested several money-saving and fund-raising ideas, including Tops for Books (she is sending details to parents via Elena), Usbourne Books (which she can obtain at a 40% discount plus giving her commission), Easy Fundraising and TerraCycle (written details to follow), solar panels (which has been investigated in the past but was not found to be worthwhile at the time), and a 100 Club (Steph's school is already running a similar scheme and she offered to find out the details)
    3. Jolie Rogers suggested having a visible target (Blue Peter style) outside the school to illustrate the amount of money raised for specific targets
    4. Carol reminded us of her request for funding for storage for lunch time activities (£99 for general storage) and £5.99 for school costume storage. This had been agreed previously. She had also requested a donation or Breakfast Club from the profit from the Summer Fete - £100 - as she was unable to raise money on the day
    5. Louise Herbert said a PTFA newsletter would be welcomed by many parents
    6. Raffle for the Nativity play evening to be arranged at the next meeting

  6. Next PTFA meeting is on Wednesday, 2ndNovember at 7.30



PTFA meeting 17 May 2011

(– Action points)

Present

Mike Howe (Chair), Louise Herbert, Carole Price (Vice-Chair), Martin Coats, Trupti Desai (Co-Secretary), Stephanie Maynard, Lizzie Gray, David Stevenson (Treasurer), Cathy Jermey, Julie Rogers , Helen Muscutt

Apologies

Gill Clavey (Co-Secretary), Clare Werry, Claire Ward, Katie Harrison, Sam Chandler, Ellie Wilkinson, Sally Stevenson, Mike van der Burgt, Elisabeth Ostrom, Tracy Gristy, Nigel Blacker, Emma Ford, Sally Stevenson, Nicola Blacker

  1. Review of minutes from last meeting
    • Agreed everything in order and correct
  2. Review of Events
    1. Easter Sponsored Walk
      • This was a great success and enjoyed by all
      • The event has raised at least £610, which is great
    2. Grounds Day
      • Again very successful and enjoyable
      • Many thanks to Mike and Katie Howe for providing the rolls and to Arthur’s butchers in Topsham for donating the sausages
      • All the plants were bought with a £100 voucher (from where?), so all plants sold at the summer fête will make a pure profit for PTFA funds
  3. Future events
    1. Sports Day
      • Friday, 17 June or Friday, 1 July – Trupti Desai to confirm with Mandie Rose which one it is. Mandie has now confirmed the date to be Friday, 17 June
      • Julie Rogers, Cathy Jermey and Helen Muscutt to organise the cream teas. It was suggested that hot drinks are served in cardboard / polystyrene cups to save the hassle of transporting the crockery to and from the field and also to solve the problem of running out of cups and saucers... Louise Herbert promised to make use of the used cardboard cups afterwards. Carole Price to find out where to buy value-for-money cups from
    2. Summer Fête
      • Sunday 26 June – Mike Howe is leading on this event
      • Marquees to be set up on Friday 24 June at 1730h-ish to ease pressure on Sunday. Will need lots of strong hands to help with this
      • Special fête letter with Silent Auction items on the back to be sent out to all parents in the week of 6 June – Mike Howe to write the letter and organise this
      • A representative from Exeter Chiefs to open the fête and / or come dressed as the mascot or lend us the mascot costume(s) for a parent to wear and mingle with the crowds? A signed rugby ball could also be given away as a prize... Michelle Jackson / Lizzie Gray / Rachel Elliot to explore
      • There’s only one barbecue, so PTFA will buy another one - ? to follow this up
      • Since the French café had limited custom last year, everyone agreed to try out small pasties and tea instead to see whether they would draw more customers. Louise Herbert to check with the governors that this is okay
      • Ice-cream stall – to be put with the pasties and tea café to draw people into the café. Louise Herbert to check with Wendy Laverack (?) to see if she can still provide a freezer for the ice-creams
      • It was agreed to keep the book and DVD (but not video) stall as people – and children – enjoyed buying them. Devon Air Ambulance gratefully took away all the leftover books and DVDs last year. Louise Herbert to ask them to do the same again this year. We need to be more specific about what kinds of books we want
      • The committee decided to have a spot the ball competition instead of a treasure map stall. Julie Rogers to find out how much it would cost to have a big poster up and to obtain a signed football from Exeter City (?) as a prize
      • Face / nail painting and tattoos – Cathy Jermey to find out from Pre-School whether they have any tattoos left over and whether they’re prepared to give / sell them to us (Since the meeting, Martin Coats has spoken to Verity (?) and she said that she had plenty of tattoos that she was willing to give away for the fête. Helen Muscutt has also agreed to buy nail varnishes in a variety of colours. What about face paint?)
      • Water into Wine stall – Trupti Desai to write to parents about bringing in full and empty wine bottles in the week beginning 23 May
      • Penalty shoot-out – Mike Howe to explore with Exeter City and Lizzie Gray with the Riverside to see if 2 of their staff can help with the penalty shoot-outs
      • Fashion Club – Lucy Carpenter to hold a fashion show and a class one mum to sing to it
      • Clyst St Mary’s Got Talent – Louise Herbert to organise this
      • Bar – stock up with cider, lager, bitter, Pimms and water – Mike Howe now has the licence.
      • Moshi Monsters and Milkshakes Bar – Since the meeting, Julie Rogers asked if we could have this stall. Mike Howe has very kindly agreed to provide us with free milk; so all we’d need are mountains of Moshi cards and liquid (or failing that, powdered) flavours to produce colourful (!) milkshakes. There’d be competitions and prizes. Lizzie Gray has agreed to manage the stall
      • Coconut shy – The committee agreed that it would be good to have this as it is generally a popular game – Carole Price to find out how much it would cost to hire one
      • Human fruit machine – Another idea that wouldn’t cost much, but could be a money-spinner!
      • Balloon modelling – one of Nicola Blacker’s colleagues does balloon modelling and would be happy to walk about at the fête making models for the kids. He would take 20% of the money raised to cover his time and expenses and the rest would go to PTFA funds. The committee agreed that this should go ahead. Nicola Blacker to co-ordinate this
      • Fair ride – Mike Howe is still investigating with Rowlands Fair (?) to see which ride (if any) they can spare on 26 June
      • Summer Draw – Carole Price to organise
    3. Silent Auction
      • Sunday, 26 June. Katie Harrison, Tracy Gristy and Claire Ward are leading on this event
      • It was strongly suggested that we should make the event electronic this year, as having the list of items and different bids on pieces of paper made it chaotic, confusing and time-consuming in the past
      • A TV screen (David Stevenson offered to lend his if there wasn’t one forthcoming) showing the items and bids to be put out with the other stalls so that the auction is physically part of the fête
      • Ownership of the auction will have to carry through until all the prizes are allocated – this might be a few days after the fête is over
      • The auction will close at around 1450h, just before the fête finishes
      • Once the list of items is finalised, Katie / Tracy / Claire should ensure that:
        • the list is sent out in book bags together with Mike Howe’s letter on the fête (see 3.2) in the week of 6 June
        • it is sent electronically with the 17 June Friday Flyer
        • an A3 poster goes on a wall in the school for all parents to see
        • it is also sent to Darren Schroeder so that it can go on the school website
      • outstanding issues / people to be sorted / contacted:
        • Rydon Garage – Mike Howe
        • Aladdin – Katie Harrison to speak to Latife Goulec
        • Topsham School of Dance (Vicky) – Julie Rogers has introduced Katie to Vicky. Perform a show at the fête?
        • Exeter Golf & Country Club – Mandie Rose
        • The Riverside – their suggestion of having 2 members of staff creating an awareness of membership through a fitness activity for people to take part in return for a silent auction prize is fine. Katie Harrison to clinch the deal now! Lizzie Gray will also check if 2 other members of staff could help with the penalty shoot-outs
        • The Half-Moon Pub – Mike Howe
        • Splash Swim Club – Helen Muscutt
        • Crealy Park – Sally Stevenson has negotiated a year’s free pass
        • Dart’s Farm – Gill Clavey
        • Clarins Facial – Helen Muscutt
        • Hot Air Balloon ride – Mike Howe
  4. AOB
    Sally Stevenson asked if children’s scooters could be parked / locked away during school hours. This would save parents having to take them away and bring them back after school. Louise Herbert said that parents were welcome to use the 6 cycle racks at the back of the school as long as they weren’t being used by year 6 children and that they did not obstruct the fire exit. The scooters would also have to be left at the parents’ risk.
  5. Next meeting
    This is on Tuesday, 21 June to finalise arrangements on the Summer fête. It would be great if everyone involved could please come to the meeting.


Tasks Minimum number
of volunteers 		Names
Collect marquees from storage

Help sort out prizes, items for stalls etc on Friday (24/6) afternoon
Sally Stevenson
Put up Marquees Fri, 24/6


Stalls Minimum number
of volunteers 		Names
Entrance
2
Bar
3
Balloon-modelling
Nicola Blacker to organise
Barbecue
3
Books / DVDs
2
Cakes
2
Clyst St Mary’s Got Talent

Louise Herbert
Coconut shy
2 Sally Stevenson
Face / Nail painting / Tattoos 3
Fashion Club

Lucy Carpenter
Fitness is Fun! 2 The Riverside
Funfair ride (borrow from Rowlands Fair)
Mike Howe
Ice-Cream (to be put in the Pasties café) 2
Jam Jar
2
Human fruit machine
3
Lollipop stick
2
Moshi Monsters and Milkshakes Bar
3 Lizzie Gray
Pasties and Tea Café
3 Governors
Penalty shoot-out
2
Planters and Plants
2
Silent Auction
3 Katie Harrison, Tracy Gristy, Claire Ward
Splat the Rat
2
Spot the Ball
2 Julie Rogers
Summer Draw
2 Carole Price
Tombola
2
Toys
2
Water into Wine
2

PTFA meeting 15 February 2011

( - ACTION POINTS)

  1. Review of last AGM minutes
    • Agreed everything in order and correct
  2. Review of previous minutes
    • Agreed correct
  3. Appointment of new Chair
    • Many thanks to Mike Howe for agreeing to take over as new Chair with immediate effect
    • Many thanks to Martin Coats for all his hard work as previous Chair & for his continuing support
  4. Events
    1. Valentine's Disco
      • On Friday, 18 February. Sam Chandler's organising it and has volunteers to help
      • More volunteers might be needed, especially at the crisps counter (depending on demand). Please contact Sam if you can help out
      • Volunteers need to arrive at 1745h
    2. Reading Breakfast
      • Louise Herbert and colleagues to organise this event for parents to read with their children over breakfast at the school on World Book Day on Thursday, 3 March
      • Mike Howe to see if he can provide (hot or cold) pancakes and syrup for the breakfast. If not, it'll be a continental breakfast
      • PTFA to provide funds for the event
      • It'll be dress-up day (in a book character?) for the children on Friday, 4 March
    3. Music Night
      • On Wednesday, 30 March
      • Emma Ford to organise an Easter Egg Raffle for the night (NB - it'd be great to offer a prize to the child donating the best Easter Egg in each class. It worked as a good incentive with the Christmas presents)
    4. Grounds Day
      • On Sunday, 15 May - Louise Herbert to confirm
    5. Sports Day
      • On Friday, 17 June or Friday, 1 July - Mandie Rose to confirm the date and organise
    6. Summer Fête
      • On Sunday, 26 June. Mike Howe to lead the event
    7. Silent auction (to be held at the Summer Fête)
      • Katie Harrison, Claire Ward, Tracy Gristy and possibly Sally Stevenson to form a sub-committee to manage this demanding project. Helen Muscutt and Julie Rogers to provide business contact details to approach for possible prizes. The committee will see the event through and run the silent auction stall at the Summer Fête
  5. Class One needs a wooden play-house , for which PTFA has agreed to allocate £200 (subject to confirmation from Nigel Blacker / David Stevenson)
  6. Next PTFA meeting is on Tuesday, 5 April at 1930h at the school.

PDF fileMinutes from 25 January 2011 meeting (pdf)


For previous years check 2010 Minutes Archive