Term 3 & 4 Planning
Quiz - Friday 22nd January Stacy Pritchard – to sort out issuing tickets and making teams. Need to check that publicity has gone on to the website and posters have gone up in the playground – Isobel to check. Isobel - to buy drink (already has some she bought from Jason and some in storage, will get the rest the Friday before) has also sorted plastic recycling crates and has ordered glasses. Still need help with setting up on night just after 7, packing down and runners on night (Stacy volunteered to help set up, but still need more).
The Auction of Promises will be carried out on 19th March – date tbc with auctioneer
o Phase 1 – everyone needs to update on how successful they have been on getting donations – Everyone by the end of the week
o Phase 2 - personal donations, for example people donating their time or services – Isobel will be sending out a letter this week giving parents and teachers 2 weeks to let them know what services they would like to donate
o Auctioneer – Gemma to confirm date
Lots of paperwork and publicity to be done
o List of promises – Isobel ongoing + send current list of donations to Stacy/Jackie asap for them to start work. Isobel to send out 2008 A of P list to committee so they have an idea of what to expect.
o PowerPoint presentation for the night – Stacy Pritchard by 12th March
o Envelope fronts/ display tags with lot no and description of prizes – Jackie
o Letters for promises – We need a volunteer to do this, we have a proforma. We need letters for e.g. massages, offers of help etc
o Publicity – Isobel to talk to Jenny T re publicity in and out of school
o Promises booklet – Isobel to finalise and photocopy list of promises by 28th February so we can send out to parents in advance for reserved bids/ generate interest
o Need to order glasses – Isobel
March 2010
o Need to buy drink, nibbles – volunteer(s) needed
o Tickets – we need a volunteer please to photocopy and send out a letter to parents plus manage tickets sales from early March
o Need help on evening – setting up, waiters, bar staff and packing down
o List of reserved bids for people who can’t be there
o Promise slips for evening – just need printing out
Any Other Business
A proposal put to the PTA by James Baker for money to purchase CDs for an enterprise project for his PHSE class for £65 was approved and this will be paid back in full with interest as part of their learning for this project. Invitation books to be sold, possibly at the quiz Clothes collection (reminder to keep clothes to go out in next newsletter – Isobel) Summer Fair – Need a theme and a date, possibly 26th June
Date for next meeting: Thursday 25th February.
Friends of Stanbridge PTA Meeting
Minutes of Meeting – Tuesday 10th November 2009 7.00pm
Attending: Isobel Horswell, Christine Cottis, Vickie Coleman, Claire Reynolds, Gemma Kendall, Lisa Evett, Jackie Weatherall-King, Sally Wright, Stacy Pritchard, Jo McCormick, Jane Hill
Apologies: Gary Horswell, Jenny Tromans, Sharon Murdoch, Karen Bailey, Carey Hacker, Helen Strong, Jenny Tucker, Angi Sussex, Hayley Robbins
Isobel opened the meeting by updating everyone from Term 1 activity:
- Coffee & Cakes - £262 raised and the jewellery is yet to be valued
- Evening Post – 2 weeks to count the final amount, but it is expected to be over 300k up from 39 last year. Thanks to everyone that helped.
- Funmats – so far sold 201 and hope to make over £200. They are due to be received on the last week of term, with the deadline for orders on Friday 13th November
- The PTA now has a standard email address: friendsofstanbridge@yahoo.co.uk
Term 2 Planning
Christmas Discos
- The Christmas Discos for years 1-6 will be on Friday 4th December from 5pm and the Reception disco will be on Friday 11th December between 2-3pm. Jenny T to do publicity, Isobel to do letters for Rec. and years 1-6 incl hamper requests and ticket/parent helper slip.
- Fri 4th: Mark is going to help set up, but they are in need of an apprentice DJ and Dads to help set up between 4-5pm and to pack down at the end from 8.30pm – action all PTA members
- The discos are going to take the same format as before with games, and sweets handed out at the end and tickets priced at £1.50
- Games for reception will be sorted by Stacy Pritchard, with Jackie Weathrall-King making up games for years 1 & 2, but help is needed for years 3 & 4 & years 5 & 6 – action PTA members/parents
- Lisa & Gemma will buy the sweets and Sally will act as ticket coordinator
Christmas Performances
- Infant key stage 1 will carry out their Christmas performance on 15th December at Christchurch between 5-7pm.
- Key stage 2 will have one performance at Downend school on 8th December and an afternoon performance at Stanbridge primary school on 10th December.
- It was decided that PTA members would help with teas & coffees and mince pies at the Stanbridge KS2 performance (Thurs 10th Dec 1.30-3.15)– PTA members. Need to order mince pies.
- Hampers: Parents will be asked to donate items for the hamper by 30/11. Tickets for hampers will also be sent out to all pupils in Dec. with the draw on Fri 11th Dec.– Isobel to do letter, Jackie to help
Terms 3 & 4
- The quiz has now been postponed until Friday 22nd January. Jason will resume his role as quiz master and letters will be sent out on 4th January – Stacy Pritchard. Isobel to draft letter.
- The Auction of Promises will be carried out on Friday 19th March . An update was given on donations so far and Isobel said she would send out a proforma thank you letter for us to send out to all those who have donated items – everyone also needs to update their progress on the excel spreadsheet and send to Isobel when you have chased everyone up.
- The second phase will be people relying on contacts from local companies and on personal donations, for example people donating their time or services – Isobel will send out a note after Christmas
- Isobel to ask her contact to check local shops for donations/raffle prizes in New Year
- It was also decided that Isobel, Jo, Jackie and Vickie will take on publicity and the paperwork for this with the possibility of Gemma’s friend being the auctioneer. Angi has also offered to help as she did some of the Powerpoint last time.
AOB
- A proposal put to the PTA by Dill Westerman-Childs for a Portable CD Player for all years, priced at £173 without VAT, was approved
- Invitation books will be sold in January and Vickie will help with this
- Easy fundraising still needs to be promoted, especially now that we are nearing Christmas
Date for next meeting: Tuesday 12th January 2010 meeting at Porto Lounge in Fishponds Rd for meeting and belated Christmas drinks. Meet 7 for 7.15pm.
Friends of Stanbridge AGM
Minutes of Meeting - Thursday 17 September 2009 7.00pm
Attending: Isobel Horswell, Gary Horswell, Dill Westermann-Childs, Christine Cottis, Mark Williams, Vickie Coleman, Claire Reynolds, Gemma Kendall, Lisa Evett, Jackie Weatherall-King, Sally Wright, Angi Sussex (acting secretary), Annette Britton, Julie Gwatkin, Helen Strong, Phil Poole, Hayley Robbins, Stacy Pritchard, Anneka Dyer
Apologies: Jane Hill, Jenny Tromans, Jo McCormick, Sharon Murdoch, Karen Bailey, Carey Hacker
Isobel opened the meeting by introducing herself and welcoming all those attending. She then read her Chair’s report (see attached)
Gary then read Jane Hill’s Treasurer’s Report for 2008/09. All agreed with the accounts.
Chris Cottis thanked the PTA for their contributions and said that the school and the children really appreciated all the different things that the school had been able to purchase with money raised by the PTA.
Election of Officers
Dill Westermann-Childs proposed Isobel Horswell as Chair, Christine Cottis seconded this proposal.
Isobel Horswell proposed Stacy Pritchard as Secretary, seconded by Vickie Coleman
Helen Strong proposed Jo McCormick as Treasurer, this was seconded by Julie Gwatkin.
Jenny Tromans to take on role of Publicity Officer.
Helen Strong to be the Webmaster
Sally Wright to continue co-ordinating the Easy Fundraising account with Gary Horswell doing the publicity.
Vickie Coleman offered her help in applying for grants.
Future Events
Isobel suggested that we held a joint PTA/MacMillan coffee and cake sale afternoon on Friday 23 October from 2pm – 4pm with 50% of money raised from cake/tea sales to go to the MacMillan Charity. Helen and Jackie offered to help with the distribution of cake plates/slips to go out to parents the week before.
Angi asked if any of the lost property that was left over from last term could be sold at the coffee afternoon. She will be sorting through the bags at 2.30pm Monday and would need help to sort and wash ready to sell. Gemma, Isobel and Lisa offered to take some bags for washing.
It was also agreed that donations of unwanted jewellery including odd gold jewellery could be brought to the coffee afternoon and put in a dish to be sent off for cash. A request note to go in with cake plates.
Mark Williams asked if anyone from the PTA would be able to help with tea/coffee for the prospective parents 2010 afternoons held on 23rd Sept and 7th October. Isobel to liaise with Jan. Helen offered to help 7th October.
The committee discussed the idea of selling Christmas cards/coasters or pictures. It was generally agreed that the best option was to go down the coaster route. The children would prepare the artwork, this would then be sent off for coasters to be printed. These would be displayed at school for parents to buy if they wish and also order any other merchandise if they wanted. Isobel to look into timescales – could possibly be done around the Mother’s Day/Easter period. The idea of school t-towels was discussed will be looked into on a later date.
Jackie asked if FOS information and school newsletters could be automatically sent out to parents via e-mail. Dill said that the newsletter was currently on the website and that getting a whole school e-mail list was being looked into in the near future but obviously this was a big administrative task.
It was agreed that we would hold a quiz night in November, suggested date (if suitable with school diary) Friday 20 November. Hayley Robbins offered to administrate tickets. These would need to be done the first week back from half term.
Also agreed to plan an Auction of Promises in the Spring of next year. Preparations for this would need to be started asap. Isobel asked if anyone could help with writing letters for donations to companies. She will do a proforma letter and send out via e-mail. Jackie has a list of companies who could be written to. Isobel to get folder from Polly Hale.
Christmas
Discussed whether to provide a disco for the reception children as they have had their own party during school time in previous years. The reception mum’s were keen for their children to have their own party straight after school. Christine Cottis to speak to the reception teachers. It was agreed to continue with the school disco for the other children in the same way as it had been done last year.
This year one of the KS2 christmas performance will be held at Downend School so it may be that the PTA would not be able to provide tea and mince pies, a raffle could still be held for hamper prizes. Would need to look at dates for KS1 performances for help with refreshments and raffle.
AOB
Isobel raised the issue of Gift Aid and considered this not to be a viable option for our charity. We also discussed bidding for work teams from AXA, KPMG and UWE – Annette, Jackie to find out more. Isobel to speak to Jan Fishlock.
Date for next meeting: Tuesday 10th November 2009.
Chair’s Report – Isobel Horswell 17/9/09
Its been a steep learning curve for me. My son started in Reception last September and by November 2008, I was chair. Whilst I had been chair of a charity before, I started at Stanbridge knowing very little about schools and PTAs (it was a very long time ago that I last set foot inside a school!). I have relied on and been expertly guided by the more experienced members of the PTA and school – most notably Angi, Jason, Sandra, Jane, Priscilla and Jan. Thank you all!
I’ll give a brief review of the events this year. Unfortunately, Jane, our outgoing treasurer can’t be here tonight, so Gary will provide the figures.
We started the last school year slowly, due to a lack of a chairperson. The first events were the Christmas Discos. In February, we ran a combined coffee afternoon and MUFTI (no uniform) day - this was the most successful coffee event in a while – possibly because it was the last day before half term so all the children came in after school to sample the cakes. March was quite busy with a Ladies Pamper evening, a very popular quiz (thank you Jason) and an Easter Egg raffle.
We collected books for the school and clothes for third world countries in May. Both of these events were very easy ways of helping the school and we will probably run them again next year. We ran a very successful Medieval Fayre in June complete with Falconry, fancy dress and a hog roast. Most people agreed that a theme made the fair more interesting so we’d like to pick another theme next year. There’s a small sample of photos on the website if you’re interested. We finished the year with a relaxed Summer Picnic and games.
When Gary runs through the figures, you will notice that we have maintained our core income year on year despite a very challenging year financially for many of us. This is an incredible achievement.
Thank you to everyone who has made this year such a success – from Dill (headteacher), John (caretaker), Priscilla and Jan (the office), the deputy heads, teachers and volunteers who have helped, and especially to the committee, without whom none of this would be possible.
To close, we have a fantastic group of diverse volunteers who have helped throughout the year – I am always pleased (and somewhat relieved) that so many people turn up to help at events.
After our hard work fundraising last year, we have a sizeable donation pot for next year. The output from the planning meeting last term will give us an idea of where those funds are best spent.
I’m looking forward to seeing new faces helping and suggesting new ideas for events. We are well placed to raise even more money next year and I have a few ideas on top of our usual activities to enhance our fundraising still further (e.g. gift aid, applying for employers charitable funding). We also need to promote Easyfundraising more regularly throughout the year.
Thank you for listening and I’ll hand you over to Gary who will run through the figures.
TREASURER’S REPORT
The Friends of Stanbridge have had another financially successful year, so a big ‘thank you’ to everyone who has contributed to this success.
You will see from the Annual Accounts that our many PTA events held during the last school year have raised a profit of just over £5000, with our biggest event – the Summer Fayre – responsible for over £2000 of this.
The Accounts also show that our spending has been rather high this year, but I must point out that £4500 of that expenditure was donated to the school back in September last year, from monies that were actually raised in the previous financial year. These donations to the school paid for the lap top computers used in KS2, the Musical Instruments added to the KS1 sensory garden and a contribution to the Out of School Club garden.
Since then we have also contributed £1000 to the Foundation Stage towards outdoor equipment, almost £500 on play-bark for the KS1 sensory garden, and £600 on the Year 6 Leavers night out and Leavers presents for this year and next year (as we had a good deal!)
We still have a very healthy balance in both of our bank accounts - £3600 in the current account and £1700 in the savings account, and we have approximately £90 worth of stock left over from this year’s events to be carried forward to the coming year.
| Friends of Stanbridge Primary School PTA |
| Accounts for the year ending 31st August 2009 |
| | |
| 2008/2009 | 2007/2008 |
| INCOME: | £ | £ |
| Christmas Raffle | 161.98 | 641.00 |
| Donations at Christmas concerts | 126.64 | 110.78 |
| Christmas Disco | 318.01 | 505.34 |
| Mufti Day | 229.20 | |
| Coffee Morning/Afternoon | 207.55 | 44.65 |
| Quiz Night | 395.21 | 478.80 |
| Pamper Evening | 452.25 | |
| Invitation Books | 292.13 | 354.21 |
| Easter Raffle | 73.56 | 52.00 |
| Clothes for a Cause | 282.00 | |
| Auction of Promises | | 2,850.68 |
| Summer Fayre | 2,103.42 | 2,166.37 |
| Summer Picnic | 24.03 | |
| Easy Fundraising | 144.96 | |
| Miller Fundraising | | 435.00 |
| Donations received | 200.00 | 279.50 |
| Class Competition | | 10.35 |
| Interest on Savings account | 7.14 | 63.91 |
| TOTAL MONEY RAISED: | 5,018.08 | 7,992.59 |
,