Christmas Bazaar Meeting
9th October at the Fishes
Present: Maria (Chair), Alison (Treasurer), Mandy (Secretary), Sarah Brown, Sarah Burnell, Jo Mitchell, Denise Clanfield, Esther McNeile-Jones, Phil Armstrong, Ali Huggins, Nikki Parsons, Rachel Isom, Hazel Johnson.
Apols: Cath Davis
GIVING TO SCHOOL. Alison raised that Mrs Wheatley had said at the last meeting that the school have yet to buy ‘tool kit’ with H.S.A. gifted money from January ’08. Alison sought guidance from the NCPTA who are quite clear that the charities objectives are to spend the money as swiftly as possible, so the children can benefit from raised funds within the academic year it was raised (unless a big project is being undertaken like the timber trail). The NCPTA advised her that gifting large sums of money to a school is not common practice. It is normal for the charity to buy goods directly as this provides a better accounting paper trail.
The following suggestion was considered appropriate to take to the next formal meeting: that items under £100 we give school the money and ask for original receipts for the accounts. Anything over £100 we write the cheque direct to the company they are buying from. Action: Mandy to put on agenda for next formal meeting in February.
Cook for books money. It was raised that COOK4BOOKS might be more successful if parents are encouraged by seeing what was ordered with the money. It was suggested that the reps should ask the teacher to put out a small display when the order arrives in school. Action: all year reps.
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Celebrating what the H.S.A. has provided the school encourages people to donate!
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CHRISTMAS BAZAAR Date: FRIDAY 28TH NOVEMBER from 5.30pm to 7.30pm. There will be no entrance charge. Maria agreed to draw up a plan of what stall goes where and to use as publicity on newsletter etc. Action: Maria
The ordering of any products is done by Alison & Mandy. That way its all done “centrally”. We will not spend more than £1000. Action: Mandy and Alison
The following year groups have offered to organise and run their areas of the bazaar. This is what was agreed:
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Stepping Stones. Baubel decorating and wine lotto. Hall. All resources and produce supplied by them. H.S.A. will provide a float and collect the money raised at the end of the event to gift back to them – so money raised can be seen and publicised.
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Foundation and Year 1. Run the Santa’s grotto. This includes writing a letter to Santa. Santa will sit in the cloakroom between years 4 and 5. Slots will be able to be booked for seeing Santa. Reps to produce a booking slip which parents come and buy before seeing Santa, once the booking slots have gone, they’re gone! All decorations that had been previously bought / donated and stored in the shed have been disposed of due to vermin damage. It was agreed that no funds would be spent on buying new ones but Reps to encourage other parents to loan decorations, fairy lights trims etc. We agreed to spend no more than £1 on gifts that Santa gives out and will charge £3 for the first child. Additional children will be £2, providing every additional children go and see Santa together at the same time slot. 3 available slots with Santa every 10 minutes (36 slots) It would be nice to have photos of the children with Santa? Possible action for year reps? Mandy and Alison to buy 80 gifts and wrapping paper, paper and envelopes. Reps to ask Maria if they want fabrics as she can possibly source from work. Action: Sarah Rayson & Denise Clanfield, (orders: Mandy, Alison)
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Year 2. Run the craft stall/gift shop. This involves the children making and wrapping up presents to give to their parents. They will be able to decorate night lights, decorate key fobs or make soap, as suggested by Nikki P. The presents will be a surprise for parents so they will not be in the room. Reps to ask Emma Jeavons if she would be prepared to be present with the parent supervisors, as a CRB checked adult must be present. £2 per child. Possible venue: in the year 6 classroom? – so parents can’t see what they are getting Action: Sara Mackie & Esther McNeile-Jones. (orders – Mandy, Alison)
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Year 3. Run the cafe. There will be mulled wine and Christmas cake. Along with tea, coffee, childrens drinks (punch style drink for the children) and cakes. Children will be encouraged to play musical instruments in this area as entertainment, with a hat for collecting loose change. The money raised from this will then be gifted back to school for them to spend on music resources at school. This will be in the hall. Action: Nikki Parsons & Cath Davis. (orders: Alison & Mandy)
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Year 4. Ice cream parlour. In year 3 classroom. A scoop of ice cream in a flat bottomed cone and you then help yourself to the toppings that are available. Reps to ask Y4 parents to donate toppings for the ice cream eg. Maltezers, smarties etc. Jo M offered to make the sauce. Alison & Mandy offered to price up ice cream and buy the flat cones. Alison has 2 ice cream scoops. Action : Alison, Jo M, Sarah Burnell (orders Mandy,Alison)
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Year 5. Tombola. Reps to ask Y5 parents to source the prizes. All wrapped gifts in the shed can be used. Raffle tickets need buying and labelling on prizes. Action: Ali, Sarah Brown
Year 6. Stalls. Reps to negotiate with pupils in the production and planning of the stall. Venue: Y4 classroom. The children run this themselves. The prizes for their games are sweets H.S.A. to buy. Action: Jill, Sarah Ballard (sweets - Alison, Mandy)
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Year 6. Raffle. Theme of “bottles”. Reps to organise a basket in each classroom parents to donate bottles. This could be bottles of squash, wine, gin even daft things like washing up liquid or water. These bottles will then be put into packs for the raffle prizes. First prize of £100 was considered a good idea. A second prize of £25, was kindly donated by Les Harris of Luxuy Car Hire. Reps to organise printing, distribution and collection of tickets. It was suggested that a bottle of water (or such) would be a good booby prize and bring a fun element to the raffle ! Mandy to email Jill Roberts and explain this to her, as there was no year 6 rep at the meeting. Maria will advertise the need for parents to collect bottles in the newsletter – being sent out immediately after half term. Action: Jill R, Sarah Ballard (inform – Mandy) (Maria .
– newsletter)
Groundforce club stall gardening club are selling plants etc. H.S.A will provide a float. Club to sell produce, takings counted at end and added to profit of event. Club to receive balance as gift to spend on developing club activities. Action: Joy Green.
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Cookery club stall Cookery club are providing mince pies. H.S.A will provide a float. Club to sell mincepies, takings counted at end and added to profit of event. Club to receive balance as gift to spend on developing club activities. Action: Mrs Claxton.
Photographer Ester has contact. Photographer could pay for hire of room. We would charge £10 for a printed photo. The HSA could ask for half of any profits. Action: Esther Mn-J.
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Barbeque. Govenors. Playground. Burgers etc. Soup and bread too. Mandy to check they are happy to do this. Action: Mandy
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Others:
Handmade soaps. Alison to contact.
Jewellery stall. Alison to contact.
For both of these we agreed to either charge £10 for the table. Or 10% of any profits to us. Which ever is greatest.
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Decorating Christmas cards.
This is not part of the Bazaar. Rachel Ison suggested that rather than children sending lots of Christmas cards, they each get to decorate a card, either at school or take it away and do it and bring it back. They donate some money for the card and get a card saying “I donated xx towards the card fund”. We could offer a prize for the best card(s). This can be put to the children in terms of saving money and saving the planet (paper). We thought this could be put to the school council and let the children decide if this is what they would like to do. Action: Maria to approach Mrs Wheatley.
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Maria to discuss all these suggested plans and the logistics of the event with Mrs Wheatley, including access to classrooms, the Hall, timings etc. A confirmed plan will be fedback to reps via email. Also to discuss poster competition. Action: Maria