North Hinksey Home School Association
Registered charity number 1019813
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
Hi all
We thought you’d like to know how much we raised at the recent Toy & Book sale. We took £209 (£41 was spent on refreshments – some of which was not used and can be used at the Bazaar) so we raised a grand total of £168. So thank you all for donating stock and buying it too! Some left over stock was donated to Stepping Stones Nursery, some books will also appear in the school library, some was deemed suitable for tombola prizes and the remaining was taken to the local charity shops – nothing went to waste. A big thank you goes to the volunteers that helped set up and man the stalls.
The next H.S.A. event is the Year 5/6 Cook4Books on Friday 24th October. Please do remember to bring in a little money to buy cakes and biscuits during morning break. You may also want to bring in a bit extra cash to spend after school as larger cakes and produce may be available too! The school will also be on MUFTI DAY. All mufti money will be used to pay for the circus workshop at the end of the year.
Lastly we would like to inform you that we have our Christmas Bazaar planning meeting on Thursday 9th October at 7:30pm at The Fishes. Prior to the meeting you may want to chat to your year reps to offer suggestions on what stall / activity your class might like to run. You may have some particular ideas that you’d like them to share on your behalf.
Thanks again for all the hard work and effort – we’re already off to a really good start this year. If we take £3,500 at the Christmas Bazaar (having an outlay of £1000), we’d make a profit of £2,500. If this was the case we’d be actively seeking quotes and processing grant requests for the outdoor classroom in the new year… wouldn’t it be great to be using it in the summer.
Our kind regards
Alison (Treasurer), Mandy (Secretary) and Maria (Chair).
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EVENTS THIS TERM
Friday 24th October MUFTI DAY & COOK4BOOKS Yr5/6
Friday 28th November Christmas Bazaar (evening)
Friday 19th December MUFTI DAY & COOK4BOOKS Yr4
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
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Maria welcomed everyone to the meeting.
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2. Nominations for named posts
Everyone voted and agreed that Maria, Alison and Mandy remain in their current roles.
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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.
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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
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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
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Quiz Night : Thursday 29th January
Cath D, Nikki P and Mandy R agreed to be on the sub committee to organise this event.
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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
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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.
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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
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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.
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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
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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
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End of meeting 9:00pm
Thank you Jill for getting us onto this one. Jill Roberts (year 6 rep) has been recycling old ink cartridges for the school for some time now. So rather than land fill them put them in the box in the year 6 cloakroom. She’s raised £47 so far. For more details visit RECYCOOL.
If you would like to feedback to us about something, suggest something, ask us a question or volunteer to do something then just hit the COMMENTS box and your remarks will be emailed to us. It’s easy… and we then won’t forget about it…
Thursday 18th September
- AGM. 7.30pm
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Friday 26th Sept
- Book and toy sale 3:15 – 4:15
28th November 2008
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- Christmas Bazaar (evening)
Thursday January 29th
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- Quiz Night at 7pm.
Saturday March 28th
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- Family Games. 2-4pm. (event to be confirmed)
Thursday 21st May
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JULY
5.30 to 7pm (KS1)
7.30 to 9pm (KS2)
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SPORTS DAY FIESTA - PROVISIONAL DATE - Wednesday 17th June
- 4pm to 6pm. (Thursday 18th June in reserve)
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Wednesday 15th July
- Bring and share picnic. 6pm to 8pm with yr 6 rounders
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Monday 20th July
- End of year CIRCUS WORKSHOP
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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 cakes to sell!!
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MUFTI DAY COOK4BOOKS CLASS
Friday 24th October Yr 5 & Yr 6 (share takings)
Friday 19th December Yr 4
Friday 13th February Yr 3
Friday 3rd April Yr 2
Friday 22nd May Yr 1
Friday 17th July Foundation
Click here to view thumbnails of all the sports day photographs. Please note the quality of the images uploaded for this slide show is LOW. The quality of the photographs on the DVD were too large to upload! DVD’s of the complete collection of 500+ images are available to order for £5. See Maria for more details or email HSA.MSkoyles@gmail.com
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.