North Hinksey Home School Association
Registered charity number 1019813
<!– /* Font Definitions */ @font-face {font-family:”Times New Roman”; panose-1:0 2 2 6 3 5 4 5 2 3; mso-font-charset:0; mso-generic-font-family:auto; mso-font-pitch:variable; mso-font-signature:50331648 0 0 0 1 0;} /* Style Definitions */ p.MsoNormal, li.MsoNormal, div.MsoNormal {mso-style-parent:”"; margin:0cm; margin-bottom:.0001pt; mso-pagination:widow-orphan; font-size:12.0pt; font-family:”Times New Roman”;} table.MsoNormalTable {mso-style-parent:”"; font-size:10.0pt; font-family:”Times New Roman”;} @page Section1 {size:612.0pt 792.0pt; margin:72.0pt 90.0pt 72.0pt 90.0pt; mso-header-margin:35.4pt; mso-footer-margin:35.4pt; mso-paper-source:0;} div.Section1 {page:Section1;} –>
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.
H.S.A. Special General Meeting
Tuesday 15th December
Present:
Sally Wheatley, Emma Jeavons, Sally Claxton, Maria Skoyles, Mandy Roberts, John Perry, Jason Edens, Georgina Buck, Sadie Allaway, Rob Flavin, Jessica Patton, Polly Blay, Kate Corti, Carmine Ruggiero, Melissa Round, Paul Bonner, Karen Capel, Angela Bloss, Aly Huggins
Apologies:
Nicky Parson, Cath Davis, Denise Clanfield, Jo Mitchell and Lucy Tyrell.
Maria welcomed everyone to the meeting.
Special General Meeting
The meeting had been requested by at least 10 members of the H.S.A. That is staff, parents and guardians of children at the school. Members were given the chance to step forward to take up the role of chair or secretary of the association. This received a poor response and hence the S.G.M was called.
We gave 30 days notice of the S.G.M and gave members the opportunity to nominate committee members with a slip to the school office.
The meeting voted in the following named roles:
Rob Flavin – Chair (nominated by Melissa Round)
Maria Skoyles – Vice-Chair (to maintain H.S.A. website)
(nominated by Emma Jeavons)
John Perry – Treasurer (nominated by Julia Marsh)
Ally Huggins – Vice-Treasurer (nominated by Maria Skoyles)
Secretary – Lucy Tyrell and Kate Corti – jointly (nominated by Esther McNeil-Jones).
Year Reps
Foundation Pippa Browing*, Lucy Tyrell*, Georgina Buck
Year 1 Denize Clanfield, Angela Bloss
Year 2 Sadie Allaway, Jason Edens
Year 3 Karen Capel, Jessica Patton
Year 4 Cath Davis, Nicky Parsons
Year 5 Jo Mitchell, Melissa Round
Year 6 Sarah Brown*, Melinda Lydon*, Ally Huggins
Sally Wheatley is to ask those with the asterix to check they are happy with this role. ACTION: SALLY W
It was agreed that one Year Rep should stand as part of The Committee (in italics). It the Year Rep standing as Committee member is unable to attend a meeting they are allowed to co-opt the other rep to attend and vote.
The following were elected to join the Committee
Emma Jeavons, Sally Claxton, Rob Flavin, Maria Skoyles, John Perry, Ally Huggins, Kate Corti, Lucy Tyrell, Angela Bloss, Sadie Allaway, Jason Edens, Karen Capel, Melissa Round, Polly Blay (with responsibility for corporate items).
All the above posts/persons were voted in by the block vote of those at the meeting.
“New” Constitution
Rob Flavin explained that the H.S.A. has to be forever, ie not a body that only exists for that school year. The H.S.A. constitution explains why the organisation exists and how to dissolve the organisation. This constitution must promote the longevity of the organisation and can be changed slightly to reflect this.
It was agreed to set up a working party to make any slight changes to the constitution. It was apparent at the meeting that parents are not aware of the constitution. It is on the H.S.A. website for those that have access to the internet. However, parents do need to be aware of the H.S.A, its constitution and what it exists to do. To this end the H.S.A. needs to disseminate information to parents so they know what the H.S.A. is all about. The working party that was formed at the meeting is the first step towards this.
Constitution Working Party : Sally Wheatley, Emma Jeavons, Sally Claxton, Rob Flavin, Carmine Ruggiero, Angela Bloss, John Perry, Ally Huggins
Friends of North Hinksey School ?
John Perry suggested a change of name rather than Home School Association. Something a little less “formal”. This could not be done at the S.G.M but could be taken forward to the A.G.M. It was also suggested that a name change could be competition between the children to come up with a new name.
Mufti Day
Friday 18th December 2009 will be mufti day. This was agreed as the H.S.A. has now reformed and it is a nice gesture for the children on their last day of term before Christmas. Sally Wheatley will write a note to parents explaining this.
ACTION: SALLY W
Maria will write a short note in the new year outlining these minutes and advising parents that they can read the full minutes on the HSA website or read a paper copy in the School Office.
ACTION: MARIA
Feedback
We agreed that any feedback regarding the H.S.A. should put in writing and addressed to The Committee via the school office. This will then be added as an agenda item, discussed by The Committee and an appropriate respond made.
AOB
School sweaters. Some parents do not have access to the internet to order sweaters from Brigade. Polly would like to raise the suggestion that a bulk uniform order is raised 3 times a year – with parents making advanced orders. This item will be discussed at the next COMMITTEE meeting.
Date of Next Committee meeting
Monday 11th January 2010 at 7.30pm. Maria will put this on the H.S.A. website.
Agenda for the meeting:
Correspondence
Year plan
School Uniform
Date for the constitution working party to meet
<!– /* Font Definitions */ @font-face {font-family:”Times New Roman”; panose-1:0 2 2 6 3 5 4 5 2 3; mso-font-charset:0; mso-generic-font-family:auto; mso-font-pitch:variable; mso-font-signature:50331648 0 0 0 1 0;} @font-face {font-family:Calibri; mso-font-alt:Tahoma; mso-font-charset:0; mso-generic-font-family:swiss; mso-font-pitch:variable; mso-font-signature:-1610611985 1073750139 0 0 159 0;} /* Style Definitions */ p.MsoNormal, li.MsoNormal, div.MsoNormal {mso-style-parent:”"; margin-top:0cm; margin-right:0cm; margin-bottom:10.0pt; margin-left:0cm; line-height:115%; mso-pagination:widow-orphan; font-size:11.0pt; font-family:Calibri; mso-ansi-language:EN-GB;} table.MsoNormalTable {mso-style-parent:”"; font-size:10.0pt; font-family:”Times New Roman”;} @page Section1 {size:595.3pt 841.9pt; margin:72.0pt 72.0pt 72.0pt 72.0pt; mso-header-margin:35.4pt; mso-footer-margin:35.4pt; mso-paper-source:0;} div.Section1 {page:Section1;} –>
H.S.A. AGM
Wednesday 16th September
Present: Maria Skoyles, Mandy Roberts, John Perry, Sally Wheatley, Emma Jeavons, Sally Claxton, Rachel Chartres, Nicki Parsons, Esther McNeil-Jones, Sara Burnell, James’ mum (KS1)
Apologies: Ali Huggins, Sara Mackie, Gayle M, Phil Armstrong, Harriet Rutter, Cath Davis
Maria welcomed everyone to the meeting.
Appointing a new chair and secretary
Maria and Mandy stood down as chair and secretary, respectively. Requests for volunteers have been explained in newsletters to parents etc., as far back as May 2009. However, no parents came forward to take on these roles. Maria explained that for the H.S.A. to exist the three main roles of chair, secretary and treasurer have to be filled. John Perry agreed to continue as treasurer, but as we do not have a chair or secretary the H.S.A. can no longer function.
Year Reps:
Gayle M, Phil Armstrong and Harriet Rutter no longer wish to stand as year reps.
Closing the H.S.A. : What happens now ?
Cook for books money
The school has £587.29 cook for books money in the bank to spend. This money can be spent on books or educational games for the individual classes. The H.S.A. require receipts for items purchased. James’ mum works for Heinemann and explained that she can get 50% discount on books. ACTION : RC
Outdoor classroom
There is enough money in the bank to go ahead and install a outdoor timber classroom. This project needs to be taken forward. Sally W wants to go and see an installation by the companies before going ahead with any installation at the school. There are also various other meetings and paperwork that needs to be completed in relation to the outdoor classroom installation. ACTION: SW, EJ, MS, MR
H.S.A. Assets
The H.S.A. has various assets that that will be gifted to school. These include the items in the shed ie barbeque, cash tins, inflatables etc. and corporate items like, book bags, bottles, caps etc. Should a new H.S.A. form in the future, the school may wish to gift these to a new H.S.A.
H.S.A. website
Emma Jeavons will ensure the links for purchasing uniforms are added to the school website. ACTION: EJ
Getting parents interested in the H.S.A.
A newsletter is to go out to parents explaining the outcome of tonight’s meeting. The letter will explain the fundraising the H.S.A. has already achieved and the fun events that are organised to raise this money and how, without the H.S.A., these events will no longer be able to go ahead.
The children and staff will be asked to write why they want a new H.S.A. to start and extracts of what is said will be included in the newsletter.
If as a result of the newsletter sufficient parents come forward to take on roles for the H.S.A., then a extraordinary meeting and cheese and wine evening will take place to vote in new members. As the H.S.A. involves the whole school community, this community are then able to vote in these new members. This would be an informal event, funded by the H.S.A.
A slip will be included on the bottom of the newsletter for parents to return to school expressing their interest in being involved in the H.S.A. With enough interest the cheese and wine evening will be held at school on Wednesday 14th October at 7.30pm.
ACTION: MS, MR
It was agreed that £2 per head would be spent on the cheese and wine. With maximum expenses as follows: £50 on cheese (Nicki to source). W e will spend £30 on soft drinks and £20 on crackers and £50 on wine. (No-one agreed to action these purchases).
A.O.B.
Alison Barnett still has paperwork at her house from being the treasurer. John will take over this paperwork as he is now the treasurer. If the event on 14/10 is unsuccessful this paperwork will be handed over to the school. ACTION: JP
Minutes of HSA meeting on Thursday 26th February 2009
.
Present
Alison Barnett, Maria Skoyles, Mandy Roberts, Sally Wheatley, Cath Davis, Sara Burnell, Sarah Brown, Denise Clanfield, Sarah Rayson, Claire Megarity
.
Apologies
Harriet Rutter, Jo Mitchell, Nikki Parsons, Polly Blay
.
Maria welcomed everyone to the meeting and thanked them for coming.
.
Accounts Report.
Alison presented the accounts. Thanks to Alison for all her work on these accounts.
Our financial year runs 1st September to 31st August each year. The accounts have been independently examined by Mr J Clements and will be submitted to the Charity Commission during June 2009.
September 2007 to August 2008 our total income stands at £10,470 this includes all sources of income including fundraising events, £240 donations and corporate item sales. Our total expenditure for this period was £12,271. The reason for the deficit is because we started the year with a large BF from the previous year, and these funds were spent during the year 07/08. The total cook for books and mufti money from 06/07 were carried forward and paid in full during 07/08, whilst money cook for books and mufti raised during 07/08 were paid to school the same year.
Key Fundraising events
Cook for books £384.33 (paid directly to school)
Mufti days £488.26
Christmas bazaar £1200
Easter raffle £114
Sports day fiesta £774.33
Pampering evening £190
2nd Hand uniform £91.00
Collection for outdoor classroom at pagent £231
Funds paid directly to school
September 2007 - £423.07 cook for books (06/07) and £277.10 – mufti day (06/07)
November 2007 - £600 (cooker & freezer for small kitchen) and £1050 (teachers extras – paints, sand, games, wet playtime games)
February 2007 - £800 (toolboards and DT equipment)
June 2008 - £367 (mufti money and skipping ropes)
Other outgoings included £938 for Christmas Carol books which were presented to the children in celebration of the 150th anniversary of the school, and £340 for a barbeque which is a useful asset.
At the end of the financial year our bank balance is £4200. This includes £130 mufti money carried forward to 08/09. The remainder will be carried forward towards our goal of buying an outdoor classroom.
.
Interim report – February 2009
Money raised so far:
Book and toy sale £168
Christmas Bazaar £1275
Plum pudding sales £58
Quiz night £76
Current unprocessed transactions stand at:
Current account £3271
Saving account £1505
2nd Savings account £1000
Grand total of £5777
(This includes £402 mufti money and £210 cook for books)
With these taken off we have a grand total of £5164
Maria Skoyles and Sarah Rayson signed the accounts as a true record.
.
Pancake Day sales
The sale of pancakes on pancake day raised £83. Thanks Alison & helpers for your work with this.
.
HSA Treasurer
Alison will be stepping down as Treasurer at the end of the current financial year. The post will be advertised via book bags, newsletters and through the year reps. The HSA has to have a Treasurer, Chair and Secretary to be able to continue. Thank you Alison for all your work so far. You have done a great job.
.
Easter Raffle
This raised £114 last year. Denise Clanfield and Alison Barnett agreed to run it. They have up to £40 to spend on easter eggs in advance. We decided that the school council could draw the raffle and that the draw would take place on Wednesday 1st April at 11am. Action: Denise & Alison
.
Gift Aid & Justgiving
Justgiving is used by 6,315 charities worldwide as a way to claim back gift aid on donations. Maria explained that this a service the HSA could take advantage of. This service is free for the first 3 months. After that there is a 5% transaction fee. This transaction fee is taken off the total of the donation and the gift aid added together. The money is paid directly in to our account by Justgiving on a weekly basis (if we reach £100 a week in donations) or otherwise it is done monthly. It saves the HSA doing the lengthy admin procedure to claim gift aid. The HSA can have an on-line fundraising page where people who want to donate can go to to add their name and donation. The page explains the reason for the fundraising and can include pictures, messages and photos. Cherwell school is registered with Justgiving as is Christian Aid, Comic Relief, The Fairtrade Foundation, Oxfam, World Vision, The Red Cross and Sobell House – to mention but a few. Mandy is to set this up. Action: Mandy
.
HSA website
This costs £20 per year subscription. It was agreed to continue with this and to link it to the school website.
.
Opera Anywhere Event
This will take place at school on Thursday 19th March between 6.30 and 8.15pm.
Sally W explained the background to this event. This is all part of the “big vision”. This is a costed project that will take place in 4/5 phases and involved redeveloping the current school site. It will improve the quality of classroom spaces and the administration spaces. The first phase of this vision is to rebuild the front of the school. This will includes a new headteachers office, a new secretary’s office, a disabled toilet and an airlocked entrance hall. Morgan Cole are working in partnership with the school and have gifted the above event. All monies raised from ticket sales for the event will go towards this first phase of the building project. Morgan Cole are asking their business associates to attend and information has gone out to parents inviting them to attend the event too. The school choir are to sing arias on the night and a busking bowl will be provided for those that wish to give money.
The HSA has agreed to sell cold drinks at the event. We will sell individual cartons of orange juice and individual bottles of water. Action: Mandy & Maria
.
Outdoor classroom
We expect to raise £2k from the sports day fiesta and the Christmas bazaar, this added to our current bank balance, makes it feasible for us to think about starting the process for installing the outdoor classroom possibly by February 2010.
This will be a wooden circular structure with a roof and a decked floor and will be on the field. It will seat 30 children. Alison obtained a quote from Schoolscape for £5,200 including installation. The extra cost will be providing access to it as it will be used all year round.
It was agreed that we pursue this and find out the feasibility of having the outdoor classroom installed in February 2010. Remembering that it must also go through the Governing Body and the area surveyor and we must find out where this company have installed similar structures and go and see them. We also need to provide 3 alternative quotes from other providers of this style of classroom. Sally W is to speak to the area surveyor. We also need to arrange to go and see a Schoolscape outdoor classroom installation and provide the alternative quotes. Action Maria, Alison, Sarah R, Sarah B & Sally W
.
Sports Day Fiesta
Wednesday 17th June 2009
The stalls will be run as follows:
Reception – water slide
Year 1 – Water shooter
Year2 – Craft stall
Year 3 – Pimms tent and cafe
Year 4 – Ice cream palour
Year 5 – Barbeque
Year 6 – games around the playground. For example, hook a duck, lucky dip.
We wondered whether Mr Wells could do the Penalty shoot out ?
.
Staff Wishlist
Sally W explained that there are currently no important items on the schools wishlist.
.
Second hand uniform
Cath Davis kindly agreed to take on this role. We are going to sort through the uniform thats currently there and decide what we can sell and what we can’t. There is lots and lots of it. We will run a second hand uniform sale alongside the next cook for books event. Some of it can be taken to the charity shops in Botley. Sally W asked that we do not sell the blue or lemon collar neck shirts as they are no longer part of the school uniform. Action: Cath D, Mandy & helpers
.
Sweatshirts
Maria has sourced a new supplier for these. With our new supplier, sweatshirts will be able to purchased on line and are no more expensive than the current ones. Maria has road tested a sample sweatshirt and has found that is washes well and is a robust as the current ones. Being able to order them on line also means we do not need a volunteer to do this at school. Polly Blay is the current HSA sweatshirt representative. We agreed not to buy any more sweatshirts from our current supplier. We have some current ones left over and so these will be sold first. Anyone requiring a sweatshirt will go to Mrs Harrison who will sell them a current one, assuming the correct size is in stock. If the size required is not in stock, Mrs Harrison will be able to hand out a form explaining how the parent/carer can order a new sweatshirt from our new supplier. This sweatshirt will then take no longer than a week to arrive. We will sell the current stock of sweatshirts at the same price as the new supplier is charging. We will also sell some of the remaining stock at the second hand uniform sale.
It was agreed to progress with this new supplier. We will order some sizes for Mrs H to keep as samples so that parents/carers can use these to gauge which size to order. Maria offered to sew on the words “sample” on these ones that are kept in school. Maria will give Sally W the prices for Mrs Harrison. Polly Blay also needs to know the new prices of the old stock. We agreed to keep the standard sweatshirt and the cardigan option. This will be reviewed at our September meeting. Action : Maria
.
Cook4Books
Sally W asked if the money raised at Cook4Books could be spent on items other than books. For instance games. This was agreed. The price of the cakes at the sales has been the same for a number of years; 10p biscuits and 20p cakes. We agreed to increase the price to 20p biscuits and 30p cakes. Children get two items for their 50p.
.
Publicity and advertising.
Sarah Brown kindly volunteered to advertise our events. Mandy will email Sarah a list of our upcoming events with ideas of when they should be advertised. Action Mandy & Sarah B
.
Metal filing box
Alison is going to buy a metal box for the paperwork. This costs £30 and is fireproof. Action: Alison
.
North Hinksey Festival
Sally W has offered the school as a venue for this. Alison suggested that year 6 run a car wash in the playground. Sally W said that to do this access would be needed to school site/building for water. She suggested that a governor could be given keys/codes for this event, that way staff do not need to be present. Alison agreed to ask Mark Round, a governor, if he would do this. Alison will also ask Gill and Sarah (year 6 reps) for their assistance with this event. Action : Alison
.
Circus Workshop
Monday 20th July : 9am to 12 noon.
Maria has contacted a company called Splatt. They will charge £690 (incl. Vat & their staff).
Staff agreed that one team will run 1hr sessions with KS1 children.
Reception 9:00 - 10:00
y1 - 10:00 - 11:00
y2 11:00 - 12:00
Staff felt it might make most sense to run 2 staff x 4 sessions at 45min length so each year group could stay together. For example
9:00 - 9:45 y3 & y4 with 2 Splatt staff
9:45 - 10:30 y5 & y6 with 2 Splatt staff
10:30 - 11:15 y3 & y4 with 2 Splatt staff
11:15 - 12:00 y5 & y6 with 2 Splatt staff
It should be bourne in mind that the school has one main hall, a playground and playing field. If the weather is wet, then a weather plan will be required and the use of classrooms.
.
AOB
Nikki P suggested (via Maria) that following an event we provide feedback on how the event went and any changes that could be made in future. This was thought to be a good idea. This information will be sent to Maria to put on the website. That way it is available to all for future reference. Action : All
Urn
Nikki P also suggested (via Maria) that we have an urn. It takes a long time to boil kettles at events for tea and coffee. Sally W said that an urn has been found in school. She said we should take a look at it and test it out.
Sale of Puddings at Easter
There would be a choice of chocolate, ginger or citrus. We buy them for £3.20 and sell them at £4.50. It was felt that people would probably not buy puddings at Easter, so we will not progress this.
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.
*
Celebrating what the H.S.A. has provided the school encourages people to donate!
*************
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:
.
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.
.
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)
.
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)
.
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)
.
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)
.
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)
.
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.
.
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.
.
Barbeque. Govenors. Playground. Burgers etc. Soup and bread too. Mandy to check they are happy to do this. Action: Mandy
.
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.
.
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.
.
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
Thursday 18th September AGM. 7.30pm
Friday 26th Sept Book and toy sale 3:15 – 4:15
Thursday 9th October H.S.A meeting (event planning)
7:30 @ The Fishes
Friday 24th October MUFTI DAY & COOK4BOOKS (Yr5/Yr6)
28th November 2008 Christmas Bazaar (evening)
Friday 19th December MUFTI DAY & COOK4BOOKS Yr4
Thursday January 29th Quiz Night at 7pm.
Friday 13th February MUFTI DAY & COOK4BOOKS Yr3
Friday 3rd April MUFTI DAY & COOK4BOOKS Yr2
Friday 22nd May MUFTI DAY & COOK4BOOKS Yr1
PROVISIONAL DATE
Wednesday 17th June Sports Day Fiesta. 4pm to 6pm.
(Thursday 18th June in reserve)
Thursday 9th July CHILDRENS END OF YEAR DISCO
5.30 to 7pm (KS1)
7.30 to 9pm (KS2)
Wednesday 15th July Bring and share picnic.
6pm to 8pm with yr 6 rounders
Friday 17th July MUFTI DAY & COOK4BOOKS (Found)
Monday 20th July End of year CIRCUS WORKSHOP
MUFTI DAYS & COOK4BOOKS
We’ve agreed with Mrs Wheatley to have more mufti days in 2008-09 to help raise money for the Circus (Mufti will return to 3 days a year in 2009-10).
These mufti days also incorporate COOK4BOOKS. Stalls will return to morning break, with after school stalls if stock remains or parents bring in even more home made produce to sell!!
Present: Maria Skoyles (Chair), Alison Barnet (Treasurer), Mandy Roberts (Secretary), Sally Wheatley, Sally Claxton, Ali Huggins (yr 3 & 5), Harriet Rutter (yr1 & 3), Sarah B (yr 5), Jo M (yr 4), Angela Bowman (yr 4), Sarah R (foundation), Sarah Burnell (yr 3 & 4), Phil Armstrong (yr 1), Gayle (yr 1), Denise Clanfield (foundation), Polly Blay (foundation), Anita Handon (yr 1, 3, 5)
Apols: Emma Jeavons, Rachel Chartres, Nikki Parsons
.
Maria welcomed everyone to the meeting.
.
2. Nominations for named posts
Everyone voted and agreed that Maria, Alison and Mandy remain in their current roles.
.
3. Year Reps
Maria explained the role of the year reps. They are the link between the HSA and the parents in their child’s class. They encourage parents to want to help at events eg. Cook for books. They take part in one sub committee to help organize small events.
The reps for 2008/09 are as follows:
Foundation class : Sarah Rayson & Denise Clanfield
Year 1 : Phil Armstrong & Harriet Rutter
Year 2 : Sara Mackie & Esther McNeile-Jones
Year 3 : Nikki Parsons & Cath Davis
Year 4: Jo Mitchell & Sarah Burnell
Year 5: Ali Huggins & Sarah Brown
Year 6 : Sarah Ballard & Jo Roberts
Thank you to everyone for volunteering to take on this role.
We also agreed that the class reps compose a contact list for the parents in that class. This information is then shared amongst the parents in that particular class.
.
4. Chairs Report
Maria explained that we have only been in post for 7 months. Publicising the HSA via the blackboard and the website. Our main event was the Sports day fiesta which was very successful and will be held again 2008/09. We have streamlined the stock and have over £4000 in the bank at the end of the year. Our aims are to plan and organise events in small teams, widen the variety of fundraising activities, raise funds for the outdoor classroom and make better use of Gift Aid.
.
5. Treasurers Report
Alison handed round the draft accounts spreadsheet. The accounts will be audited and formally presented early next year. We elected John Clements as our new independent auditor. We will gift him a case of 6 bottles of wine at Christmas for his work.
We have paid to school this year: £600 for the cooker, £105 - £150 for books and equipment, £800 for a tool box and other items from the staff wish list.
£367.06 of mufti money was used to buy skipping ropes.
£938.88 was gifted to buy books for the children for the 150th celebrations.
The Christmas bazaar did not do as well as expected with some areas making a loss. However this was not strictly a fundraising event, but a one off for the 150th celebrations.
We now sell sweatshirts at cost price, as we are the only supplier as is legally required.
New book bags have been introduced and are proving popular. They now cost £5.
We end the year with an overall balance of £4205.77
The full accounts are always available for inspection upon request.
Accounts as at September 2008
Current account balance : £4165.75
Gift Aid : £858.37 (this was transferred from the old Barclays account)
Savings: £1,500 (this money goes towards the outdoor classroom)
Payments: Westfield for bookbags £200.87; Price & Buckland £585.40
Leaving a current account balance of £1021.11. We will always keep £1,000 in the current account.
Thank you Alison for all your work on the accounts.
.
6. Cups and Saucers
Alison has been able to acquire 50 cups and saucers from her church. In return for these the church have asked for 25 school tea towels. Everyone voted and agreed to this.
.
7. Jugs and coffee machine
We wanted to spend £50 on a coffee machine and two heated flasks to use at events. It was agreed that we could buy the jugs. However Sarah Brown has a coffee machine at home that she could let us have. The HSA would let the staff use the coffee machine between events. Sarah Brown to action.
.
8. School uniform
Polly Blane kindly volunteered to take over the running of the school uniform stock. Maria has had a wash and wear sample from an alternative company. This company do not use sweatshops or child labour and you can order them on line. It is no more expensive than our current supplier Price and Buckland. Maria is to discuss this with Sally Wheatley. Maria & Polly to action.
The HSA offered to gift the remaining uniform stock to school. The current system will remain until February when it will be reviewed and a decision taken about how to run it.
.
Book and Toy Sale
The year reps are the find volunteers to help at the book and toy sale. We need 2 volunteers per table. Setting up will be from 1.15pm on Friday 26th in the school hall. Items can be dropped off at school in the mornings or at 3.15pm on the Friday. The stock will be put in the corner of the hall or in the shed. Mandy and Alison will be at school Thursday morning at drop off and Friday morning at drop off to collect items. Maria will collect anything brought in at 3.15 on the day. Cath D & Ali Huggins to help at 1.15pm along with Mandy and Alison. Action: Mandy, Alison, Cath D, Ali H & year reps
Christmas Puddings from the Ultimate Plum Pudding Company
Parents will have the chance to taste the puddings at the book and toy sale. Gayle kindly agreed to run the tasting table ! We want to order any puddings before the Bazaar. This can be done at the book and toy sale or through order forms in book bags. Action: Gayle
.
Christmas Bazaar
We agreed to hold at meeting at the Fishes on Thursday 9th October at 7.30pm to plan the Christmas bazaar. It was voted that HSA buy the first round of drinks as thanks to those that come and offer their help and support.
.
Jewellery Recycling
We agreed to repeat this again as it was successful the last time. Anita Handon volunteered to coordinate this. We decided it would take place week commencing 21st May 2009. Action: Anita Handon
.
Traidcraft Magazine
Traidcraft sell fair-trade items and 15% of any money made goes to the HSA. Sarah Rayson kindly volunteered to coordinate this. We agreed that it should be handed out 3 to 4 times a year. Action: Sarah Rayson
.
Quiz Night : Thursday 29th January
Cath D, Nikki P and Mandy R agreed to be on the sub committee to organise this event.
.
Disco : Thursday 9th July 2009
Sally Claxton read out a letter from some year 6 parents requesting the school disco take place towards the end of the school year. This was agreed. Alison Barnett Sarah Ballard, Jo Roberts, Sarah Brown and Ali Huggins are the sub committee to organise all aspects of this event. It will be for KS1 (5.30pm to 7pm) & KS2 (7.30pm to 9pm). Action: Alison Barnett Sarah B, Jo R, Sarah B, Ali H
.
Circus workshop : Monday 20th July
This will take place in that morning between about 10am and 12 noon. We aim to have 7 activities so that each of the year groups can move around between the activities. It will be funded from mufti days. The children then get their lunch as normal and the leavers assembly can happen as normal too.
.
Blackboard
Phil Armstrong kindly agreed to get the blackboard easel out and put it on the grass by the school gate. He will do this leading up to an event. Maria will put it away and provide the artwork. Action: Phil Armstrong & the Skoyles family
.
Noticeboard
The noticeboard that currently faces out of the year 1 classroom is to go in the shed. It was felt that the blackboard easel, the website, email and year reps, are adequate to put out information and advertise events. We also agreed that individual classes should be given the chance to make posters for our bigger events (sports day fiesta and Christmas bazaar). There will be a prize for the best poster in each year group. The prize being a pass to get into the event being advertised. They will be judged by the school council.
.
PE Bags
Alison brought in a drawstring PE bag from Price and Buckland. We voted to order 20 of these bags with the school logo printed on them and a “Name” label for parents to write the child’s name on the bag. These will be available at the Bazaar along with some more water bottles. Action: Alison B
.
Cartridge Recycling
Jill Roberts will be responsible for this. Cartridges will be collected in a box outside the year 6 classroom. We currently have £40 to bank from this recycling. Action: Jill Roberts
.
End of meeting 9:00pm
Minutes of HSA meeting on Monday 23rd June 2008.
Present: Maria, Mandy, Sally W, Rachel C, Sara, Gayle, Esther, Hazel, Jo, Harriet, Cath D.
Apols: Alison, Sarah, Nicki
Sports day fiesta: We raised £1535 before expenses. Banked £800. This was felt to be a very successful first event and we have received lots of positive feedback. At the meeting it was raised that by having the fiesta after sports day, some parents and people in the community missed out on coming and that Monday might not have been the best day for it. However, the newsletter has gone out and so we will be able to comment further when children/parents have given feedback via the footballs in the newsletter.
Website: We agreed to continue with the HSA website, this costs about £30 a year.
Interim Treasurers Report:
Barclays current account: £1599.59 (incl. Unprocessed items)
Barclays savings account: £834.93
Lloyds current account: £1552.52
Total: £3987.04
Proceeds from Barclays account are to be paid directly into the savings account and an additional £500 transferred from the Lloyds account. Leaving just under £1000 in the current account.
Mr & Mrs Marsh have been asked to amend their standing order details to pay into the Lloyds account.
Thanks to Alison for her interim treasurers report. Provided in her absence.
Below is the calendar of events that we agreed:
September 08:
Book and toy sale. This takes place in the hall after school.
28th November 08:
Christmas Bazaare in the evening
January 09:
Quiz with quiz master. Bring own wine and order in fish and chips.
March 09:
Family games. Possible saturday event ? 2-4pm. Games to include rounders, waterslide, chess, water pistols.
May 09:
May day disco. Timing must not interfere with SATS. Disco for kids only.
July 09:
The last day of school in July 09. End of year circus with jugglers and entertainers. To be funded by mufti money and to include picnic. (Rachel Chartres to look into having more mufti days and a regular intervals, eg last day of term).
A Saturday event ?
We agreed to see how to Christmas Bazaare goes first, by way of volunteers. The problem with running events on Saturdays, that can often be a good few hours long, is getting the volunteers to set up, run stalls and pack away afterwards.
Other ideas:
The bring and share picnic should be at the end of term on a Friday.
Sports day would be better relocated to Thursday with Friday in reserve.
Possibility of changing cook for books back to during the school day. Only selling any leftovers or cakes brought in after school to be sold at 3.15pm.
Sponsored bike ride ? ride bike round school grounds with sweepstakes to see who does and how long it takes.
Harriet suggested that we do something for the teachers. Say the parents provide a meal or they have a trip to the Fishes. Harrriet agreed to take this forward.
OUR NEXT MEETING IS
MONDAY 23rd JUNE
at 3:30pm