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 ?
Present: Maria Skoyles (Chair), Mandy Roberts (Secretary), Alison Barnett (Treasurer), Harriet Rutter, Pippa Browning, Clare Megarity, Gail, Nicky P, Jo, Cath D, Sarah Brown, Sally Wheatley (for first 15 mins).
Apologies: Emma Jeavons, Lizzie Griffiths
The minutes from the last meeting were agreed as a true record and were signed by Maria.
Raising Money for the outdoor classroom (need to raise £7k)
• Decorated/personalised hanging momentos: keyrings with a decorated card inserted into them. Inserts designed by the children at school. These can then be hung from the ceiling of the outdoor classroom as momentos. This was voted as a good idea.
• Pyrograph/paint benches. Sponsors pay to burn/paint a design on the bench and sign their artwork. This was voted as a good idea.
Useful purchases
• New Freezer. Sally said that the school has no room for a new freezer. With notice we can use the freezer in the kitchen.
• Sandwich style outdoor board. Sally said that we could use the easels that are around the school. These can be put out a few days before an event, so that parents are reminded of an upcoming event. Maria also suggested we buy black board sandwich boards that can also be used in the foundation class. These cost £50. It was voted that we should buy one and give it a go.
• A blackboard
Pageant
Sally explained that 50 VIPs have been invited to the pageant and these people have a free pass. However they will be given the opportunity to donate when they are there. She also explained that the 150th Committee agreed a price of £3.50 per adult and children under 16 go free. The 150th Committee felt this was a reasonable price for a one off event.
It was agreed that the HSA should serve drinks before the event, commencing at 6pm. Wine was put forward as an addition to tea and coffee. We could get this from Bookers on a sale or return policy. Drinks will be paid for by voluntary contribution.
Barndance
This is an end of term relaxed, family friendly event with a pig roast. We discussed various ways the HSA could be involved in this event. Suggestions included: H.S.A. providing drinks; the Fishes to come in and serve drinks then give the HSA a cut of the profits (say 10%). The H.S.A. was given the impression that there was an ‘organiser’ for this event. The H.S.A. struggled to identify an appropriate role they could play without encroaching on 150th Committee decisions. It was voted that H.S.A. involvement might be too complex. Mandy was asked to put to the 150th committee that people bring their own drinks (as they would do to the picnic). Members of the H.S.A are likely to be willing to help, but as ‘parents’ rather than H.S.A.
Uniforms
Maria had researched the cost price of the school sweatshirt.
24”-28” cost £7.65 (current price £9), 30”-32” cost £8.05 (current price £9/£10), 34” cost £8.85 (current price £10). In order to help clear the bag log of uniform in the back of the year one classroom it was voted to reduce the price of “unnecessary” items eg. Jackets, etc. On Tuesday 25th March, beside year 2 cook for books, we will have a stall with “offers” for these items and see what parents want to pay for them. We will also reduce the price of the sweatshirts for the summer term, stating it is this only while stocks last. Prices would be £24”-28” sell at £8, 30”-32” sell at £8.50, 34” sell at £9
Sports Day - actual date to be confirmed
This will run from 3.30 to 6pm, following sports day.
• It was voted that we could sell badges that say “Ive taken part in Sports Day 2008”. Cost 50p to make and sell them for £1. Quick and easy to make up as needed, just putting inserts into badges.
• Enamelled badges : It was voted that we could sell new enamelled school crest badges, 3 background colours to correspond with house teams. It was felt that £2.50 was a fair price for these. Maria to research and see if it’s possible to do it for this price.
We also voted to have:
A lolly stand (pick out a lolly, depending on colour of lolly stick, depends what you win). Face painting. Paint a mug; the mugs can be bought from IKEA and the children decorate them using special pens. £2 was seen as reasonable to charge for this. It was suggested that we fill the cups with sweets, put a cellophane wrapper round it and sell them. Chuck the chicken. Propel the rubber chicken into the paddling pool and win prizes. This will cost nothing. Mandy will check its available when the date for sports day is confirmed. Hit the hammer and make bell ring for prizes. Once again Mandy will check its available when the date for sports day is confirmed. Once again we have no outlay. Netball or penalty shoot out, ask Emma Jeavons if she can get some volunteers together to do this. A wine lotto is usually popular. BBQ (manned by the Governors ?), picnics, ice creams, hot and cold refreshments. A Pimms tent was also suggested and voted in as a must! Use of the timber trail and pre-school sandpit with clear signage that children must be supervised and it is used at your own risk. Sunshades. There are gazebos in the shed. Are they complete ? Ask Steve if we can borrow some. Bouncy castle. Photos of sports day. Richard Skoyles has offered to take photos and put together a slide show . Each photo has a number and parents can watch the slide show and make their orders. These are then emailed to the parents. Pony rides: Cath Davis has a contact for this. Hellium balloons and candyfloss were also felt to be a good idea.
Plant Sale
Through Sutton Seeds. Maria has received a couple of orders from the catalogues.
AOB
Jewellery recycling
Maria had found out about jewellery recycling. It was agreed that envelopes could go out in book bags. These envelopes are then filled with broken jewellery/watches. They are collected from school and valued. We then receive what they are worth.
Buy for school. Cath Davis suggested this. Like giving to charities in bags, it costs £1 per bag.
HSA Constitution
A copy of this was handed out. Everyone was asked to read it and provide feedback. It has not been looked at since 1993. For example it says that we need 6 people to make decisions. It also says that there must be 12 members of the HSA, not including the Chair, Treasurer and Secretary.
Questionnaire responses
Maria said we had 32 returned. One was very negative. One made a comment about gift aid. We also received another slightly negative one. Apart from these, the response was encouraging. A feedback sheet was distributed.
Keeping in touch
Maria handed round a sheet that everyone signed to say that they are happy to be emailed about anything that requires a committee decision. The recipients have a week to respond and the majority verdict once the week is up, is taken as the decision made.
She also suggested emailing interested parties with the questionnaire and asking them to complete it and send it back. This enables all members to be involved, if they wish to be.
Present: K (Treas.), M (Sec.), SW (Head), LG, Maria, MR (minutes), AB, CD (year 4-5) , JM (year 3-4), GM (Found),
Apologies: EJ, SS (Chair)
2. Xmas Bazaar Feedback
M gave feedback on the Christmas bazaar.
3. Financial Report
K presented financial report for 1st July 2005 to 31st August 2006. K gave SW a cheque for £800 to cover the last of the items on the staff wish list.
4. Dates for Diaries
Cook for Books, Mondays at 3pm.
25th March (Tuesday) (NEW date) – year 2
19th May – year 5-6
30th June – Foundation class
Mufti days: 4th April 2009, 18th July 2009.
5. Year Representatives:
Foundation class – GM
Year one – Vacancy – LG to add it to her morning message.
Year two – NP
Year three/four – JM
Year four/five – CD
Year five/six – vacancy – CD to canvass
6. Election of New Committee
S , K and M stood down from their posts.
New committee. Chair - Maria Skoyles
Treasurer - AB Secretary - MR
8. AOB Barbeque – needs cleaning.
At this point the new committee took over.
MS, chair. AB, treasurer. MR, Secretary.
K and M were unable to stay for the rest of the meeting due to family commitments.
1. Welcome and introductions.
2. Ongoing projects
Outdoor classroom. Currently the staff wish list is blank.
3. Suggested forthcoming events/activities.
School directory.
Website development.
Noticeboard.
150th celebration. Pageant, Thursday 24th April, 6.30pm.
Sports day with a picnic afterwards. BBQ and drinks too. Social event. The date will still be transferable, depending on the weather.
.
TO DISCUSS AT A LATER MEETING
Childrens disco; Quiz night; Wii tournament. A good idea for another social event but it will not take place this term.
4. Meetings
a. Wednesday 19th March at 3.15pm. event planning and ideas
b. Monday 16th June at 3.15pm. Formal committee meeting.
c. 9th July at 3.15pm. Formal committee meeting
5. Questionnaire – Tabled, request for feedback. Plan to send it out after half term.
6. Christmas Bazaar.
This will be held on Friday 28th November 2008 from 5pm to 7pm. Further planning for this will take place at the meeting on Monday 16th June.