Friends
AGM Meeting Notes
08 May 2008
Attending: Karin Larkin, Louise Forsyth, Sarah Dyson, Julie Case, Rachel Smart, Stephanie Linnell
1. Apologies: Heidi Fleming
2. Chairpersons Opening Remarks: Chair expressed delight with the previous years work, social events and fund raising.
3. Consideration of Constitution: Agreed to amend section (6) to include reference to the term of office normally for a period of two years.
4. Appointments to committee and member posts:
Karen Larkin – Chairperson formally resigned with effect from 23rd July 2008.
Elections: Chairperson – Rachel Smart from 24th July 2008
Treasurer - Julie Case (2nd year)
Secretary - Stephanie Linnell (2nd year)
4 Committee Members - Louise Forsyth
- Sarah Dyson
- Karin Larkin
- Heidi Fleming
5. Budgets 2007 – 08: revised budgets submitted by treasurer, to reflect actual spend on Music system £243.88 and identified that the bags to school funds for March had yet to be received. £48.76 spent on decorations for America Class.
£250 budget for outdoor toys and shed not sufficient, liaise with Ms Carr and seek financial contributions for possible supplies i.e. Homebase, MKM, Dewsons
6. Requests to Budget: None received to follow up in September 2008 in discussion with new head teacher and teaching staff.
7. Fund Raising/Social Events 2008/09: Draft List
Halloween and Spring Disco
Christmas Bingo
Celidhi (Jan/Feb)
Bags2School
Sandcastles (May 09)
Quiz night - September 08, at school adult/family night, light refreshments
Rounder competition local schools or family groups
8. AOB:
• Art Exhibition a success, all children to receive their works of art
• PFA banner almost complete will be ready for summer fair
• Development Trust Play day Saturday 15th August 2008
• School Sports Day 24th June 2008 PFA to support where needed
• School fun run 4th July 2008, PFA to supply Water (KL), Oranges (LF)
9. Date and Venue next meeting:
Meeting to organise Summer fair, 7:00pm, 20 May 2008, FBI
Meeting of 28 February 2008
Present:
Louise Forsyth, Stephanie Linnell, Sarah Dyson, Rachel Smart, Julie Case
1. Apologies
Karen Larkin (attending Dev’t Trust meeting on behalf of PFA)
2. Minutes and Action points
1) AONB keen to support Art Project, offer likely to be made in April.
2) School request for CD player with speakers agreed at a cost of £199.00. Also agreed cabinet for CD player at an estimated £50.00
3. Ceilidh Assessment
Well attended and very enjoyable was general verdict! Raised £184.50. Donation of £80 to band and food provided at £37.00. Notes for future events;
• have softer lights,
• wasted food, next time just do crisps/nuts
• Have 15-20 min break max
• Consider different table layout to give a longer floor area for dancing
• Keep numbers to a maximum of 70
4. Easter Bingo
Previous minutes required consideration of an Easter Bingo. As China Class undertaking an Easter Egg raffle it was agreed not to run an Easter Bingo.
5. Bags to school
Revised date of 14 March. Stickers to indicate kerbside collection available from 6pm on Thursday 13 March.
Action SL/RS to amend stickers, distribute bags throughout village and collect.
6. Summer Fair
Special meeting to be held on Thursday 20 March to organise summer fair. Potential date of summer fair 28 June 2008.
Action LF to liaise with school w.r.t possible date.
7. Financial Review
Statements still going to wrong address. Agreed to close account and move to Barclays Bank. Internal Audit undertaken. Balance at £1625.75 + £40 cash tin
Transactions to be added:
£27.40 reindeer dust
£15.52 Yellow Moon
£67.50 Ceilidh
Revised balance of £1736.17 (not including any interest)
Action: Explore options for an external audit (SL/JC)
Action: Update required on outdoor classroom (LF)
8. Date and Agenda for AGM
Agreed to hold AGM in early May, date to be discussed with school (LF).
Publicity required for AGM, agreed to do posters for school and a newsletter for book-bags. Newsletter to set out past years activities and request nomination for PFA posts (SL/KL). To be completed no later than 22 April.
Agreed AGM would set out a timetable of future PFA meetings to enable all those who wish to attend to be fully informed of dates and venue. More informal meetings or working parties to organise events may be necessary in-between formal meetings.
Any other business
1. Possible Easter Extravaganza talent show to be held by school. If so, PFA tol support with refreshments.
2. Feed back for School Council.
• Request made from China Class for construction sets to be used during wet play. PFA noted that it had spent £300 on sets in 2007, disappointed that these were now not all usable. Agreed to match fund any contribution from China class to new construction sets.
• Request made for playground equipment. Agreed School Council should first establish method of looking after playground equipment. Suggested may need PFA to purchase dedicated storage space for ‘buddies or young leaders’ to be able to monitor and look after any equipment purchased. Agreed to fund raise towards new equipment in discussion with head teacher and School Council.
3. Date for Spring Disco suggested as 9th May (LF) to liaise with school. Music required (KL) to explore.
4. It was reported that a representative from the School governor’s would like to attend the PFA meetings. This was welcomed. Ensure copy of minutes circulated for Governor’s meetings. (SL)
Date and Venue of next meeting
Thursday 20 March 2008, 7.00pm at Sarah’s House.
Meeting of 3 October 2007
Present:
Karen Larkin, Louise Forsyth, Stephanie Linnell,
Sarah Dyson, Rachel Smart
1. Apologies
Julie Henderson, Julie Case
2. Minutes and Action points
Minutes of the meeting of 12 September 2007 were agreed
Action points
1) Reindeer dust to be provided to Development Trust Christmas Fair for sale, on behalf of the Nursery, then remainder for sale at School. (RS)
2) Feed back requested on cushions and bookcases purchased for classrooms. (LF)
3) Notice board to be purchased for displaying PFA information in School (LF)
3. Sandcastle Event
Cancelled due to lack of interest. Agreed to reschedule for Spring.
4. Other events Preparation/Publicity
Halloween Disco
To be held on Friday 2nd November 2007, in school hall. 5.30 -6.15 reception, Yr1 and Yr2. 6:30-7:30 Yr3 and Yr4
Action points:
1. Posters displayed before half term (RS)
2. Disco to be confirmed (KL)
3. Juice and sweets (KL)
4. Signing in/out sheets (LF)
Christmas Prize Bingo
Caller booked for Thursday 6 December 6:30 pm in School Hall.
Donations required for Prizes (SD)
5. Bags to School
300 Bags received to be distributed in book bags. Josh volunteered to distribute the remainder throughout village for a kerbside collection on Saturday 12 Oct between 10-12.00. (SL). Collection from school Wednesday 17 October (ALL)
6. Any other business
1) School website is being updated
2) Play area underway
3) Request for book-boxes for Yr1 approved 2 x £89.99 (LF)
4) It was suggested that items could be purchased for America class similar to the items provided for the other countries by the PFA in 2006/07 (KL)
5) Update requested on progress with financing and providing outdoor work area for the school. (LF)
6. Date and Venue of next meeting
Wednesday 7 November 6:15 2007, At School
Meeting of 12 September 2007
Present:
Karen Larkin, Louise Forsyth, Stephanie Linnell,
Sarah Dyson, Rachel Smart, Jill Newton
1. Apologies
Julie Henderson, Julie Case
2. Minutes and Action points
Minutes of the meeting of 11 July 2007 were agreed
Action points
1) Constitution to be signed and a copy placed on School web site and PFA notice board, hard copy to be retained by school (SL)
2) PFA support to be offered for Nursery Christmas Fair. Suggested that PFA supply ‘Reindeer Dust’ for sale. Nursery to be circulated with minutes and agendas for PFA meetings (SL)
3) Furniture for the reading corners for each class has been chosen by the staff, except for ‘Africa Class’ who wish to purchase outdoor outfits. A sum of a maximum of £500 was agreed. (SL/JC)
4) The Chairperson would attend the next meeting of the school council (KL)
5) Mr Murray has agreed to provide a PFA banner for use at events (SL)
6) PFA Notice board to be established with contact photos, information to be supplied to school for website (LF/SL)
3. Sandcastle Event
Event to go ahead for Saturday 29th September 2007. Suggested timetable:
3.00pm Start
3.30 Lifeboat display
4.00 Start building castles
4:30 Stop building castles
5:30 High tide
RAF Boulmer have agreed to provide BBQ and soft drinks from 4:30 onwards
Action points:
1) Poster advertise event to be placed at school by 19/09/07 (RS)
2) Book-bag slips advertise event and entry forms to be circulated by 19/09/07;Teams of 6 (children count as ½), cost per team £6 (RS)
3) Rules to be agreed and circulated on the day (KL)
4) Prizes – Trophy and certificates (KL/LF)
5) Flags to be made for castles to determine winner (JN)
4. Other events Preparation/Publicity
Halloween Disco
To be held on Friday 2nd November 2007, in school hall. Disco equipment has been booked. Publicity material posters and book-bag notice to be circulated before half term. (RS/LF)
Christmas Prize Bingo
Suggested date Thursday 6 December 2007. Venues to be determined. A caller and machinery to be booked. Further details to be discussed at next meeting. (SD)
Cehidli
Suggested date Friday 8 February 2008. Venue to be determined. Expenses for band to be paid. Suggestion of a pie and pea supper. (LF)
Bags to school
Two dates to be set, October and April. Bags to be circulated to school. An offer was welcomed to distribute to the community and collect from footpath. (KL)
5. Any other business
1) It was welcomed that school website was been improved. Suggestions for a more accessible PFA section included, a page for up to date info, contact details for the PFA including photos’ and publicity of the way in which PFA funds were being used. General suggestions were a more interactive site promoting the school, possible inclusion of a ‘Child of the Week’ and a kids blog to make the children access the site and find out information about their school. The move towards electronic communications was welcomed.
2) Concern was expressed at that the outdoor play equipment was still off limits due to a lack of bark. The PFA offered to help in anyway to resolve this longstanding issue
6. Date and Venue of next meeting
Wednesday 3 October 2007, At School
Meeting 11 July 2007
Present: Karen Larkin Rachel Smart Sarah Dyson
Louise Forsyth Julie Henderson
1) Apologies: Stephanie Linnell Julie Case
2) Minutes read and confirmed by all present.
3) Governor Liaison
It was reported that the Governors have decided to share PFA Liaison duties. It was decided to give forward notice of PFA meeting dates, however Julie Henderson agreed to feedback to Governors as and when required.
ACTION: Put notice of next PFA meeting on notice board, school website and in Head Teachers newsletter. (SL)
4) Consideration of Constitution
All present agreed that the proposed constitution was to be adopted. The aim and mission statement was revised and agreed upon.
ACTION: Circulate constitution and mission statement and confirm at next committee meeting. (SL/ALL)
5) Cooperation with nursery
Nursery manager to discuss with Trustees about PFA involvement with Nursery events. It was noted that Christmas Fair was an important fundraiser for the nursery. The committee agreed to offer support if needed.
6) Requests to Budget 2007/08
All responses from parent questionnaire and those reported to staff Liaison were discussed. It was agreed that the PFA should aim to provide funds to buy furnishings for reading corners in each classroom. It was suggested there might be an opportunity for community liaison – Johnson House, WI - to help with cushions.
It was agreed that new outdoor/playtime toys and storage for them would be discussed in further detail as a request after the school had given more consideration of how best to manage them and to get the opinion of the new School Council.
It was agreed that overalls for outdoor play in the reception class would be a suitable request.
ACTION: Furniture for reading corners to be priced and brought to next committee meeting. Consult with WI/Johnson House and report back to next committee meeting (LF)
Consult with school staff, lunchtime supervisors and school council regarding playground equipment. Feedback post October to PFA committee. (LF/JH)
Consult with reception class teacher to price outdoor overalls and feedback at next committee meeting. (LF)
7) School Council Involvement
The current school council are winding down for the summer break. The teacher running the school council would like to give next years new school council responsibility of the PFA involvement.
ACTION:Staff Liaison/ Chairperson to consult with school council. (LF/KL)
8) Fundraising 2007/08
All suggestions from parent feedback and through staff liaison were discussed and it was agreed to continue with previous successful events:
Halloween Disco 2/11/07
Spring Disco 20/3/08
Summer Fair 21/6/08
And to support the school with the fun run in the summer term.
It was agreed that non-uniform days were not the PFA’s responsibility, but the schools as can be tied in with national events eg Children in Need or curricular days eg pirate day. It was agreed that the PFA could support these when possible.
The committee also agreed to hold new events to fundraise, but also to provide family orientated social events:
Volcano night 29/9/07
Christmas Bingo night w/b 3/12/07
Cehidli Jan/Feb 08
ACTION: Chairperson to find out about tide times, 202/lifeboat support for volcano night (KL). Investigate how other bingo nights run in village and at other schools (SD). Ask Mrs Gray about band to play at Ceidlhi, which would be suitable dates. Check availability of school hall and use of kitchen Mrs Heyes or community centre (LF/JH).Feedback at next committee meeting (ALL)
9) PFA Banner
It was agreed to ask Ian Murray to make a PFA Banner to raise profile at events or social gatherings. ACTION: Investigate possibility and cost of new banner.(LF)
10) To raise awareness of events and profile of PFA it was agreed that a letter/posters of forth-coming events should be produced ASAP. ACTION: Circulate information about forth-coming PFA events (SL).
11) Date and venue of next meeting
The next meeting will be held at 6pm on Wednesday 12th September 2007 in the school hall. All welcome.