PTFA Committee Meeting 4th November 2025

Notice

The St Bons PTFA Committee will meet

on 4th November from 19:30 to 21:00 (meeting closed at 21:30) at virtual - google meet

Apologies and any AOB items should be communicated to the PTFA committee ahead of the meeting, contact@stbonsptfa.com.  Thank you.

Agenda Standing Items 

At least 50% of the current standing committee (rounded to the nearest whole number) must be in attendance for the meeting to be quorate

Chair = Simon V

Minutes = Kat P

Committee Attendees = Lynsey F, Simon V, Johanna P, Heather T, Harri F, Sandra W, Marcus C 

Member Attendees = Bella H-B (year 6 son, year 9 previous PTFA - representing year 6 leavers) + Patience O (reception class rep)

Welcome and introductions	Chair	BH-B and PO welcomed and everyone introduced themselves
Apologise communicated	Chair	Charlotte H, Charlotte B
Approval of last minutes	Chair	approved
Review of Action log & Matters arising not covered on agenda	Chair	Updated on excel sheet New actions  49 = JP promote PA system, + archeological dig + last years bake sale purchases MC feedback new PA system made a real difference at the assembly they attended, could actually hear children talking.   50 = KP publish communication log with Mrs B on PTFA committee shared drive 51 = KP report to be written on first aid responsibility and requirements from PTFA committee 52 = KP/MC to create wishlist form
Financial report	Treasurer	Pocketcast dashboard displayed  Currently having to manually input data (account) SV still working with lloyds to fix link Available account balance  £19, 247.63 (4/11) Profit over last month Bake sale = £449.84 Disco = £1,830.53 Uniform = £12.67 Expenditure over last month Archeological dig = £354.00 24/25 bake sale wishlist = £1364.22 Disco entertainment + refreshments + alcohol license = £619.28 Old Vic performance = £600 Xmas fair shopping = £189.42 Pending income this month Bake sales Uniform shed ? Matched funding for bake sales and disco Pending expenditure this month Library subscription Show you care park elsewhere Christmas fair entertainment + refreshments + alcohol license PTFA Subscriptions None pending  Purchasing arrangements Agreed with Mrs B, no longer needs to be part of agenda  Perspective on current financial situation & Future outlook Pocketsmith will provide an easier way to view, save and plan financially Can tag items to link with events More easily able to look back at what was raised and associated costs in planning for current and future years. Current outlook in a good position, have funds to pay for Xmas fair expenses and agreed wishlist items. SV proposed - who should have  Access to pocket smith +/- lloyds account KP suggest there should be at least a second on the account - a co treasurer, (need to recruit for succession planning), also cashiers support finances access is within their remit - more than 1 provides resilience and reporting of accounts should treasurer be unavailable SW agree cashier to have access to online account and pocketsmith   Vote agreed - treasure - SV, cashier - HF to have access to lloyds and pocketsmith = ACTION 53, SV. Is SW last year on PTFA so will just keep access to lloyds for now Consider new committee member to undertake co-treasurer role.
Wish lists:	Chair + secretary	Principle Reception class tricycles, pending information from Mrs B Governour Children  Raised beds - back playground, pending information from Mrs B Storage boxes - back playground, pending information from Mrs B Graffitiwall - pending agreement from Mrs B Parents PTFA  Marcus email Mrs B regarding school network access and safety, potential opportunity for PTFA to donate funds to school to support this benefitting PTFA events and teachers in classrooms = ACTION 54 ? sumup purchase for newer version or something that works more effectively ? app/ platform for communicating and engaging with parents, pending communication and engagement survey which is currently being drafted to send to teachers and parents See action 52 re creating wishlist form
Update on Fundraising, Events, competitions, Projects	Uniform Shed =  New parent Welcome =  Bake sale =  Disco =  Xmas Card =  Xmas Fayre =  Drama =  Quiz =  Frozen Friday =  Summer Fayre =  Grow with it =  Communication & Engagement =	Standard items: Uniform Shed Email address not being used, therefore discontinuing People seem to be aware of uniform shed, people are spending money buying items HF keeping uniform shed tidy and stock available. HF will keep account of any cash left in uniform shed box + update finance whatsapp group . Bake Sale - Autumn Great fundraising to date, yr 6 + 5 done. Challenges with sum up machines, thank you to MC for putting log on details on class rep whats app group ACTION-55 MC to write how to work / troubleshoot sum up guide to support parents running the sale Disco = SW Thank you everyone  Need to add more wardens responsible for managing litter and fluid spills clear up Need to ensure all adults in attendance are supporting managing child behaviour at disco - not purely responsibility of PTFA 1x incident where child had a glow stick to the face and was left with a scratch  SW last year, need to find new Disco lead, shadow SW for spring disco ready for 26-27 academic year ACTION 56 - all committee Need to recruit to disco sub-committee / potential PTFA committee role, JP will add to this weeks newsletter Xmas Cards = CB Xmas card info going out to parents later this week  ? need poster to go on whatsapp groups JP to email CB to confirm whats needed in newsletter, confirm communications going out. Xmas Fayre = LF Has had meeting with previous chair and thanks to Helen for all the information Discussion around living nativity which was intended last year but did not go ahead due to weather  LF proposed no living nativity this xmas - may consider for summer fair instead where weather maybe less of an issue. Vote agreed no living nativity this xmas fayre Need to find a compare - MC has someone in mind to reach out to Inflatable booked however still chasing invoice Santa booked Prizes are starting to be collected / businesses are being approached LF shared xmas planning document and timelines JP - to align comms for xmas cards and fayre with LF + CB Considering gift options required for xmas fair, wanting to purchase items that were worthwhile but also within budget so that we make some profit  HT to provide details for gift options including non plastic items partypacks.co.uk SV supported he can be contacted if PTFA card is needed to be used for purchases ACTION 57 - All PTFA committee along with xmas fayre sub-group committee to review xmas planning document and update where they are able to support  Checking current stall stock + resources Roles + responsibilities Set up (friday, Sunday morning) On the day running Packing down KP will step in as event manager on the day as LF is not able to be present on the day.  A number of the committee stated they are around on the day HT, SW, SV, MC, HF to provide PTFA support. SW encouraged is a shared responsibility across PTFA committee, xmas sub group and class parents to come together to make xmas fayre happen. LF had interest from 3 private groups to host a stall at the xmas fair, they would give us some profit. Agreement that at present we do not support external stalls as they have historically detracted from the opportunity to raise funds that directly go to the school. Below no further plans yet Drama Refreshments, ?Jan/Feb Quiz (1/yr), ?Jan-Mar Easter Festival refreshments Frozen Friday (1/year), Apr-Jun Sports day refreshments, Jul Summer Fayre, Jan-June Extra Events / Competitions: (craft, dance, plant, tea towel) KP proposed potential for events in line with grow with it project = gardening + celebration of nature type days in line with equinox or solstice, wassailing - could be a free ticketed event so we know numbers where we could plant, maintain, grow with it resources we’ve purchased and sell refreshments?? Plan for next year possibly. Projects: ‘Grow With It’ 22nd November grow with it planting and maintenance  Need meeting with Mrs B to continue project and responsibilities  ? indoor plant stall at xmas fair similar to summer fair - maybe something for next xmas  Proposed need to buy bulbs and soil/mulch for raised beds  Vote - Agree HT could go ahead and spend what she feels is reasonable and required SV supported he can be contacted if PTFA card is needed to be used for purchases ACTION 58 - KP and leads (xmas, engagement, grow with it) plan next meeting with Mrs B ACTION 59 - HT purchase needed resources for grow with it maintenance Engagement and communication strategy  ‘Reimagining’ & ‘Re-defining’ JP to find time with Mrs B to confirm survey questions gauging parents and teachers wishes in how we all would prefer to communicate as a PTFA association JP has created a Newsletter document to plan and align communications we are sending out - ACTION 60 = all PTFA please have a look and add to it / liaise with JP as required  ACTION 61 KP to send canva log on details so committee can access
Communicated Correspondence, feedback to the PTFA	Secretary
Any Other Business	Chair  + secretary	Standing Item: PTFA committee succession planning   Continue to advertise shopper role, or interest from anyone else who would like to support PTFA committee work AOB should be AOB and not have standing items therefore this item removed and added to projects section. Communicated AOB Year 6 donation - request from Year 6 leavers committee  Previously £600 has been gifted to other year 6 leavers, proposed by BH-B same amount amount be gifted again so that those leaving st bons are supported in being provided with items that mark the duration of time they have enjoyed and participated as part of the st bons community Vote passed and agreed to gift £600 to year 6 leavers committee - leavers committee will email PTFA to arrange transfer of amount and provide evidence of what money was spent on SATs breakfast to be arranged with Mrs B Guidelines, how to, job role Taken forward to next meeting  Matched funding  KP contacting those who have approached PTFA to provide matched funding. ? Still waiting on some matched funding from last year Whatsapp group rules Some feedback on the amount of whatsapp traffic and what is being sent out. Potential for use of facebook or instagram and not just whatsapp ACTION 62 - KP drafting collaborative document to work on with class reps to support PTFA / class rep whatsapp use  On the night AOB,  Discussion around do we go digital payment only, thoughts = would want to offer opportunity to still use cash, need up to date and working Sum up machines.
Date, time and location of next meeting	Chair	Kat to email plan out to all committee to agree dates, times and venue for the rest of this entire academic year Will decide who chairs next meeting when we know when it is