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Present: Rob Flavin, Maria Skoyles, Kate Corti, Lucy Tyrrell, John Perry, Sally Wheatley, Sally Claxton, Emma Jeavons, Sarah Brown, Sadie Allaway, Jason Edens, Karen Capel, Jessica Paton, and Denise Clanfield
Apologies: Ally Huggins, Melissa Round, Angie Bloss
Preliminary Courtesies
Meeting as a newly formed HSA members introduced themselves and indicated the children they had attending North Hinksey School.
Minutes of the last Committee Meeting
These were unavailable for circulation.
Matters Arising
There were no matters arising.
Correspondence
There was no correspondence to report.
Event Planner
Rob handed out a 2010 year planner and previous HSA events were highlighted and entered as follows-
Quiz Night
This is usually held in February or March, so decided on Wednesday 3rd March as a provisional date depending on availability of quiz master. To be run by Nicki Parsons and Catherine Davies (Year 4 reps) with back-up from Angie and Denise (Year 1 reps). The organisers will liaise with Secretaries for support with paperwork and advertising.
School Disco
This is usually held in July and organised by Year 6 parents. Set 15th July as a provisional date.
Summer Picnic
We discussed if this should still be a HSA event but felt it better to incorporate into our remit to deal with insurance and responsibility issues. This will be held on Tuesday 20th July. Jessica and Ester (Year 3 reps) will organise this event with Year 5 to run an ice cream stall. Will check with Jo Mitchell and Melissa Round.
Sarah Brown has previously included £1 in the bucket at this event with great success and hope to do so again. Will investigate face painting?
Sports Day
It was decided among those present to run this as a primarily sports event without bbq or stalls, but refreshments will be available (possibly self service). This was decided because of parents lack of involvement due to wishing to watch their children compete. There will, however, be ice lollies available for the children at the end of the races. This will be organised by the Foundation year parents. Sally Wheatley to liaise with the cook for freezer space on the day.
The date of the Sports Day will be 16th June with a back up date of 17th June in case of rain!
May Day Fete
In not holding a Sports Day Fiesta it was suggested and agreed that we should hold a separate Summer Fete. Due to the amount of commitments in July, it was decided to hold the fete in May, with the date set as Saturday 22nd May. Karen Capel offered to loan the school a May Pole and it was agreed that lessons could be included in P.E classes. Year reps will be required to organise and man stalls.
John Perry not available for this event so will organise a nominee for holding the monies at the end of the event.
Pamper Evening
To be scheduled in for next year in Nov/Dec, usually organised by Sonia Sear. Minuted for discussion at a future meeting.
Cook 4 Books
It was decided to hold 2 Cook 4 Books before the end of this academic year. Therefore year groups would be added together as follows:-
KS1 – Wednesday 31st March, and 1st April
KS2 – Thursday 27th May, and 28th May
As these will be bigger than before the Committee is proposing to have two tables of cakes to enable two serving places and reduce the queues. The children will be capped to 50p each and this will be enforced.
Monies earned will be shared between all 7 classes.
John to investigate spending of last years monies earned, and action spending asap.
MUFTI Day
It was decided to run 3 per year. The format will remain the same and be held on the week before the end of term. The remaining dates are 1st April and 21st July.
Other Fundraising Ideas
Denise Clanfield raised the possibility of printing children’s pictures to make Xmas cards. This has been done at quite a few schools in the area and looks very effective. The profits raised could go towards art supplies for the school. It was decided to look at this again at a future meeting.
Communications – how can we improve?
Learning Platform for parents is to be launched in March. The administration will be undertaken by Mrs Claxton and Sam Brown. It will be linked to the HSA and the school website. Events will be highlighted on a notice board on the launch page.
Emails to all year reps to pass on to parents. LT/KC to coordinate.
The HSA board is beyond repair and the committee will look into a way of fixing it to the outside fence to highlight future events. Maria to action this.
Newsletters
The format and how often? Decided to simplify format to bulleted points and send out once a term. The use of facebook will become obsolete as an information point once Kolaidos is up and running.
Paper based newsletters will continue to be used and copying and circulation will be coordinated by LT to ease the load on school staff.
Minutes and newsletters will be posted onto the information board and website. Emails will also be sent out by year reps to parents. The year reps names and details will also appear on the information board. LT/KC to action.
It was decided that newsletters should give the parents information about the profit raised by each event and where it will be spent.
Engaging with local businesses
RF discussed the advantages for sponsorship from local business. Morgan Cole have expressed an interest before and it was felt that it would become a good fund raising opportunity. Discussed length of sponsorship and in what format – RF to investigate costs and report back at future meeting.
Terms of Reference for Constitution Working Party
A group has been set up to look at the constitution and change HSA working practices, eg terms of office. Members are Sally Wheatley, Emma Jeavons, Sally Claxton, Rob Flavin, Cormine Ruggirere, Angie Bloss, John Perry, and Ally Huggins.
Provision of School Uniform
The current provision and dissatisfaction of ordering the school uniform and bookbags was discussed. The HSA usually has involvement with this but has now been replaced by internet ordering and coordination of Sally Wheatley and Polly Blay. Three orders will now be placed by the school, one has just been placed and the next ones will be at Easter and again in July.
Second hand uniforms will be discussed at the next meeting but it was decided that a coordinator was required.
AOB
John Perry delivered his Treasurer’s Report. There are currently three accounts open and JP will tidy these up where appropriate. An auditor is required asap. The requirements are that they have no contact with the school, will work for free and be available!
Xmas Bazaar
It was agreed that all money raised from the bazaar to be spent on the outdoor classroom. Sally Wheatley to action this.
HSA Board
A board advertising HSA events and news to be made available at every event. This is to be discussed at the next meeting and a budget agreed.
Date of Next Meeting
The date of the next meeting will be a planning meeting for the summer events, in particular the May Date Fete. It will be held informally in The Fishes Pub at 7:30pm on 10th March.