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Clyst St Mary Primary School

Clyst St Mary PTFA Meeting Minutes

PDF fileMinutes from 2 November 2010 meeting (pdf)


PDF fileMinutes from 30 September 2010 meeting regarding barn dance(pdf)


PDF fileMinutes from 21 September 2010 meeting (pdf)


PDF fileMinutes from 16th June 2010 meeting (pdf)


PDF fileMinutes from 26th May 2010 meeting (pdf)


Clyst St. Mary Primary School PTFA

Meeting 27th April 2010

Present: Nigel Blacker (treasurer), Martin Coats (co chair), Sam Chandler (secretary), Ellie Wilkinson (class 2 teacher), Gill Hutchings (co chair), Julie Jukes (class 5 rep.), Tracy Gristy (class 1 rep.), Louise Herbert (head teacher), Clare Ward, Julie Rogers, Cathy Jermay (class 1 rep.)

   ACTIONS - None

Apologies: Tracy Aggutter, Helen Muscutt, Emma Ford.

   ACTIONS - None

Review previous minutes - All agreed correct – refer PTFA website

   ACTIONS - None

   ACTIONS -
Nigel to get up to date information re finances and report back at next meeting from Helen

Review of previous events - Sponsored Walk & Musical Express

Thanks to all volunteers and Leads for preparation and help at events. Also apologies from Gill (Co-chair) for lack of committee support at these events

Nigel estimated profit for SW-£399.00 and £237.00 for raffle

   ACTIONS -
Co Chairs to support all Lead names for each event, any committee member available for support who will then liaise with Co Chairs as necessary.
Always to have a raffle at each production

Treasurer’s Report
a) Nigel updated meeting with Report (see website and PTFA notice board for copy)
b) discussion with those present re what has been bought or proposed or confirmed to have been bought by Louise.
Proposal that school prioritises decision over what is bought for the benefit of the whole school. If parents want to have an opinion about what is bought they can attend the PTFA meetings.

   ACTIONS -
a) Nigel to present Report at every Meeting
b) Martin to check the PTFA constitution that if 5 people present 2 of committee members decision can made
proposal to be confirmed at next meeting

Class room representatives

   ACTIONS -
Julie to put up photos of class rep and PTFA Team
Sam collect reps email addresses so that information of PTFA events/minutes/activity etc can be sent to them

Grounds Day – 16th May 2 pm - Description of event – social occasion for parents / children and teachers to meet and support the school with minor repairs / fence creosoting/painting / pond clearing / planter making to sell at school fete etc - ESSENTIAL to wear old clothing. Followed by BBQ for all those lending their time and skill – not forgetting the children.

   ACTIONS -
Ellie W to speak to Kate Howe with regards to supplying the food (approx 70-80 rolls burgers / sausages, squash for children) from her stock
Ellie to ask Shaul bakery re supply of rolls
Tracey G to buy paper plates (include enough for book bag and summer fete cake stall) cups

Sports Day – 11th June - 1330 races start at CSM football field

   ACTIONS - Ellie to check Mandy has booked Hut
Julie R to ask around for parents providing scones for cream tea and to buy cream /jam
Sam to put out volunteer list for helpers – set up / take cups to field / walk children over / give out refreshments / wash up / tidy up
Next meeting to decide cost of each cream tea& who to get tea/coffee/milk

Summer fete – 27th June 12-1600

   ACTIONS -
Exeter city involvement - Julie R to speak to Tina re help of her husband
Silent auction - Julie R Helen M Claire W to start preparation
Face painting - Julie R to ask Steve E and Emma W
Cake stall –Ellie W to approach Jackie and Bridget
Hook a duck – Martin to ask Sharon in office for equipment
Win a car – (Nigel) Martin to speak to Tim at BMW re car and insurance if not Al at Vauxhall
Large raffle prize – Gill to investigate cost of printing tickets and encourage selling of . Gill also to get 3 large prizes – centre parks voucher £2-250.00, DS XL, a meal for 2
Lolly pop game – Claire W to obtain
Ladder game – approach Lucy C for this
Treasure map – Nigel to obtain local map
Extended schools coordinators – Julie to define role and with Barbara to promote this at fete – see if can get Crealy discount support
Sam C to adjust template list for volunteers for PTFA window and give to Martin
Volunteers to sort toys/put up marquees(Sat)/gazebo(Sun)
Martin to ask Tracey A re obtaining alcohol licence

Any Other Business -

Next meeting 26th May 2010 – 1930 -2030 hrs at CSM school

Conclusion

Clyst St. Mary Primary School PTFA

Meeting 4 th March 2010

Present:
Emma Ford, Nigel Blacker (treasurer), Martin Coats (co chair), Sam Chandler (secretary), Ellie Wilkinson, Gill Hutchings (co chair), Julie Jukes (class 5 rep.), Vincent Jermay, Tracy Gristy (class 1 rep.), Louise Herbert,

   ACTIONS - None

Apologies:
Tracy Aggutter, Julie Rogers, Helen Muscutt, Clare Ward,

   ACTIONS - None

Review previous minutes:
All agreed correct – refer PTFA website

   ACTIONS - None

New Treasurer:

   ACTIONS - Nigel to get up to date information re finances and report back at next meeting from Helen

Review of previous event - Valentines Disco:

   ACTIONS - School staff to assume responsibility for leading in event of FIRE

Autumn Disco planning:

   ACTIONS - Nigel to speak to Helen M so that she can enquire as to whether the disco will be available on the 21 st Oct instead

Proposed event – Easter Sponsored Walk – 26 th Mar 1330-1500:

   ACTIONS -

Musical Express – 31 st Mar 6.30pm:
Organised by school

   ACTIONS -

Grounds Day – 16 th May 2 pm:
Description of event – social occasion for parents / children and teachers to meet and support the school with minor repairs / fence creosoting/painting / pond clearing / planter making to sell at school fete etc - ESSENTIAL to wear old clothing. Followed by BBQ for all those lending their time and skill – not forgetting the children.

   ACTIONS - Ellie W to speak to Kate Howe with regards to supplying the food (approx 70-80 rolls burgers / sausages, squash for children)
Julie J and Tracy G to speak to Gill Clavey to check her husband still able to help cook BBQ alongside Martin C (who is kindly lending his BBQ equipment)

Summer fete – 27 th June 12-1600:


   ACTIONS - Sam C to adjust template list for volunteers for PTFA window
Need to ask Caroline Davidson ? class 4 mum about Exeter City help again this year

Class room representatives :
Julie R has spoken to all reps who have given permission for their photo and a description of their role to be put up in their respective class rooms
Class 1 – Cathy Jermey and Tracy Gristy
Class 2 – Elisabeth Ostrom
Class 3 – Nicola Blacker
Class 4 – Ruth Flannagan
Class 5 – Julie Jukes

   ACTIONS - Sam C

Any Other Business:

Next meeting:
27 th April 2010 – 1930 -2100 hrs

Conclusion :

Extraordinary Meeting

Tuesday 19 th January 2010
Clyst St Mary Primary School

Present
Martin Coates (Chair), Tracey Agutter (Assistant Chair), Helen Muscutt (Treasurer), Nicola Rumsey (Secretary), Samantha Chandler, Nicola Blacker, Gill Clavey, Gill Hutchings, Peter Skelton, Emma Ford, Vincent Jeremy, Cathy Jeremy, Steve Cox, Alison Clyburn, Julie Rogers, Louise Herbert, Claire Ward. Ellie Wilkinson, Mr Shelton.

Apologies
None received

Discussion of future of PTFA
Martin explain that all the current committee had enjoyed their time serving in their various roles in the PTFA but they now wished to step down and for new committee members to be elected. Martin outlined the various roles, what fund raising events had been carried out in recent years. Mrs Herbert thanked the committee for their work to date and highlighted what a difference the money from the PTFA had made to school. Mrs Herbert suggested that in the future rather than the whole committee being involved in every event hosted perhaps there could be one major event per term with different people each time taking the responsibility for managing the event.

New Committee Members Elected
Gill Hutchings – Co-Chair
Samantha Chandler – Secretary
Martin Coates agreed to stay on the committee as Co-Chair
Helen Muscutt kindly agreed to continue as treasurer until the next PTFA meeting while a search is made for a new treasurer.

Failure to find a new treasurer by the next meeting will result in the disbanding of the PTFA.

Classroom Reps
Discussed the role of the class room reps – to net work with parents to encourage their involvement in school activities – assisting teachers to find volunteers or selling tickers to events or encouraging parents to attend PTFA meetings or take roles in PTFA fundraising events.

Julie Rogers agreed to talk to current classroom reps about their role and whether they are willing to remain in position and take a more active role.

Dates For the Coming Year (some provisional)

Other possible events

Christmas wreath making evening - - early December
Christmas bazaar
Quiz night

AOB

  1. Julie Rogers to purchase voucher for Lily Simon re. thank her for purchasing the Christmas crackers for the school Christmas dinner.
  2. Arrangements for Valentines disco
    • Nicola to buy refreshment Mrs H to ask Steve to produce tickets and flyers
    • Martin to produce volunteers sign up list
    • Ali & Emma to issue tickets to book bags
    • Nigel Blacker will be a bouncer
    • Possibility of making the staff room available to parents for tea and coffee during event.

Date of Next Meeting
Thursday 4th March 2010

For previous years check 2009 Minutes Archive