North Hinksey Home School Association

Minutes of HSA meeting held on Wednesday 7th May

Present: Maria S (Chair), Alison B (Treasurer), Mandy R (Secretary), Nicki P, Sarah B, Gayle, Sara M, Jo, Clare M, Sally Wheatley (if needed)

Apologies: Cath D

The minutes of the last meeting were agreed as a true record and signed by Maria.

Quick fire agenda items

It was agreed that we buy receipt books, a memory stick and cash boxes.

A £100 float was agreed and this money is to be used for refunds.

Foundation cook for books is on Monday 30th June. This clashes with our proposed next meeting.

Gayle and Maria to decide when might be better to have it. 23rd June was suggested.

It was also agreed to make various purchases for sports day. These are icecream, lollies, scones, jam, cream, bbq meat, rolls, picnic orders (inc. Wine, beer, fruit drink) packaging for picnic orders, stickers, card tokens, bouncy castle, key fobs, printing of A3 posters (30p each). Alison, Maria and Mandy are getting together to produce a shopping list for these items.

Organisation of prizes for shoot-out events (2). We agreed to purchase JJB sports vouchers at £20. Alison to buy these.

Mandy agreed to make fruit cake for the picnics for sports day.

It was agreed to have an end of year raffle at PROM150. We will get raffle tickets printed. These will go on sale from 9th July.

First prize will be £150 cash.

Sara agreed to go to Warlands and Pot shop, Botley Road to ask for prizes.

Gayle to ask in the Co op & at other shops in the precinct for prize donations.

Sarah B is to write a letter to ask for donations. This should be sent out by 1st July.

Nicki is to ask at the Fishes if they would give a voucher for a meal as a prize.

It was agreed to buy 50 crested water bottles at 75p each and sell them for £1.20. This can then be reviewed in light of sales. Maria to action.

Everyone was happy with the website that Maria has set up.

Everyone was happy for us to give some tea towels and calendars to Emma J to give to children in schools in partnership countries.

Mr Roberts to look into organising a walking for cycling event for the sports day. This involves hiring a walking or cycling machine from Westminster College and seeing who can run or cycle the quickest. Prize the fastest. Possibly book of swimming tickets that parents and children can enjoy. All is subject to agreement by the leisure centre and availability of equipment and prizes.

Financial Report.

Alison presented this.

Incomings:

Easter Raffle ñ made a net profit of £114.31

2nd hand unform sale (winter sale) £49.75 (Feb sale) £16.00

Tea towels and calendars (25th March) £14.00

Mufti day (6th April) £242.06

Yr 2 cook for books £41.45

Tea towels and calendars (sold at pagent & open day) £67.00

Collection for outdoor classroom (at pageant) £231.92.

Uniform sales (incl.obsolete & current unform) £372.00

Balances:

Current account balance = £1951.95*.

Saving account balance = £794.93

Making a total of £2746.88.

*The previous trustees report from February detailed that £2500 had been raised by them towards the outdoor classroom. The total balance of account at that time was £2711. However there was an outstanding cheque for £800 (staff wish list) which had not been accounted for. Taking this into account, the balance on handover was £1911.05.

IMPREST System ñ Alison is using the IMPREST method of accounting to implement and maintain the petty cash system. The maximum balance held will be £100.

Cash handling

Alison handed round a draft document about financial protocols. The intention being to ensure we adopt clear procedures. This is to be ratified at the AGM.

It was agreed that cash taken at events must be counted on site by two people. If this is not possible, then it can be placed in an envelope, sealed and signed across the seal by two people. This procedure is adopted from the NCPTA website.

Sales at cook for books are down. This is going to be reviewed at our next meeting.

Mufti day money is used to buy skipping ropes. The current total is £367.06. Alison is going to ask Emma J how many skipping ropes are going to be bought.

IOUís

It was voted to agree to use IOUs. The person running the stall is responsible for collecting any IOUs given.

Second hand uniform sales

It was voted that the HSA do accept the funds from second hand uniform sales.

It was voted that the HSA direct redundant uniform stock to the second hand store.

The law states that as sole supplier, we must sell new sweatshirts at cost price.

PROM150

It was agreed that we could use the communication structure of the HSA to help run this event that is being organised by the 150th committee. Many of those at the meeting knew very little about this event.

Disco

It is apparent that one or two parents and children would like the school discos to go ahead. These had not been thought necessary as the 150th Committee are organising a Prom, which is a family event with a live band and is an end of year celebration to finish off the 150th year celebrations at the school. This was thought to be a good send off for those in year 6. However, in light of concerns Maria agreed to talk to Mrs W about asking the school council to ask the children if they wanted a disco.

After the meeting Maria spoke to Mrs W who said that she did not want it to go school council yet as she wanted to wait for more information about PROM150 to be available. She wants all parents and children alike to get excited about this grand end of year event. This item has therefore been put on hold for the time being.

(IF it goes ahead Sarah Brown agreed to organise it. The school would need to get an event notice from the council to be able to hold the disco. This must be in place 10 days prior to the event going ahead. A disco that children are paying to get into and where there is regulated entertainment (a disco) requires an event notice. This is the law !)

Sports day - Monday 16th June (reserve day Tuesday 17th June).

Sara fed back that she had heard that a few parents felt children found sports day tiring and having an event afterwards might be too much for some of them. It is being held on a Monday so children have the rest of the week to get through. If its a hot day, this will not help. These views were considered.

A bouncy castle was considered too energetic, so a waterslide is being provided instead.

Mandy is organising the event notice for the sports day extravaganza.

Maria handed round some action sheets that she had drawn up.

Setting up on the afternoon of Friday 13th June. Nicki, Sara, Clare, Sarah, Mandy, Maria and other parent helpers too.

In summary:

The HSA stand will be manned by year 2, Maria, Mandy, Jo (later), Alison (earlier), Sarah and possibly Gayle. The stand needs 4 people on it at any one time.

Pimms Tent/refreshments will be manned by year 2 and needs 2 helpers : Nicki will action this and also agreed to cut up the fruits for the pimms. It will be sold at £1 a glass or 50p for a glass of fruit juice.

Photos of sports day : Richard S and Dr. Marsden. There will be slide show in Miss Griffithsí classroom. Pick the picture you want, note its number and hand it in with your name and email address. Photos are then emailed to you. 50p a photo. £1 for three.

Wine/Lolly Lotto this requires 2 persons at any one time and will be organised by Sara.

Paint a pot this requires 2 persons at any one time and will be organised by Clare.

Chuck the chicken and striker requires one parent and then some year 5/6 children. Sarah B to organise this. Mandy to arrange to get it to Oxford first ! Sarah B to confirm with childrenís parents that they are happy for their siblings to help.

Penalty shoot out (football and netball)will be manned by year 4/5. Cath D to organised this.

The bouncy castle is replaced by a waterslide. This will be manned by the Foundation class. Gayle to organise.

Face painting. Nicki to ask for someone to come in and do facepainting.

Barbeque ñ school governors.

Financial Outlay

Stickers £15, prize draw cards & icecream cards £3, facepaint £50, ikea pots £15, ceramic pens £40.50. Lollies £10. Wine x 15 bottles £75, tombola prizes £50, pimms ingredients £80, picnic ingredients £100. Total £438. Waterslide will also incur a cost.

Next meeting: Monday 30th June at 3.15pm

SHALL WE CHANGE THIS TO 7TH JULY SO AS NOT TO CLASH WITH COOK FOR BOOKS ?