PTFA Committee Minutes Oct 25

Notice

The St Bons PTFA Committee will meet

on 30th September from 20:15 to 21:45 at virtual Googlemeet

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

Chairing the meeting = Kat P

Minuted by = Kat P

	Item	Led by	Description, Discussion
1	Welcome and introductions	KP	Committee In attendance = Johanna P, Sandra W, Simon V, Heather T, Charlotte B + Marcus C Members in attendance = Lynsey F
2	Apologise communicated	KP	Harri F + Charlotte H
3	Approval of last minutes	KP	SW
4	Review of Action log & Matters arising not covered on agenda	KP	Updated, no actions escalated for concern.
5	Financial report	Treasurer or co- treasurer SV	-        Available Account Balance £13,663.26 -        Income over last month £0 -        Expenditure over last month Pentagon Playground Archaeological Dig equipment -        Pending income Matched funding from Summer Fayre -        Pending expenditure Show you care Park elsewhere signs Old Vic School Performance Archaeological Dig experience Library Subscription -        Subscriptions Reviewing Pocketsmith finance tool, connectivity and use - ongoing action [21] -        Purchasing arrangements Flexible discretion for either donation to school or PTFA purchase directly. School requesting PTFA purchase items as result of last school year Bake sale, PTFA will do this this time, going forward plan to donate funds to school ASAP after bake sale to ensure donations spent by school teachers ASAP - New Action [46] liaise with Mrs B -        Perspective on current financial situation & Future outlook Need to action final closure of Natwest account and move to Lloyds only - New Action [47] Authorising new cashiers HF
6	Wish lists:	Secretary or co- secretary KP	-        Principle Tricycles for reception playground - awaiting options and quote from Mrs B Raised beds + storage boxes for back playground - awaiting clarification on who researching options Poetry books for each class - some may be being brought with summer bake sale funds  Backplayground wall inc seating - quote £5,666, pending timeframe from Mrs B + future fundraising plans for PTFA -        Governour -        Children a graffiti wall, a storage shed for balls - supported by principle an area to grow seeds - supported by principle -        Parents -        PTFA
7	Update on Fundraising, Events, competitions, Projects	Uniform Shed = Harri New parent Welcome = Kat Bake sale = Kat Disco = Sandra Xmas Card = Charlotte B Xmas Fayre = Lynsey Drama = Quiz = Frozen Friday = Summer Fayre = Grow with it = Heather Communication & Engagement = Johanna & Marcus	Standard items: -        Uniform Shed -        New parent welcome, Sep Well received event, some FAQs shared in newsletter, informal meet and great worked well.  Big thank you to CH for amazing cakes, HT and class reps Jade and Luke for supporting. -        Bake Sale (1/yr), Oct-Dec25 Dates confirmed, advertised in class rep whatsapp + school newsletter Bake sale box created, in office for volunteers to collect and return Bake sale how to guide confirmed - whole committee agreement = -        total fundraising to be split equally between all year groups once all bake sales complete, to account for some weeks where sales may be disrupted by weather or something else -        No additional monetary bonus for individual year group -        Communicate with school need to use raised funds ASAP so year groups get to experience donation Action [46] -        Disco (2/yr), Sep-Oct+?May/June Thank you to MC and Helen A on Disco sub group for all work leading up to tickets going on sale. Risk assessment and volunteer rotas being arranged SW + HF organising purchase of stock including healthy options SW has brought all fun items (glitter, glow sticks etc) SW has spoken to Mr Morgan to include some nursery rhyme type music and a quieter volume for reception -        Xmas Cards, (Sep-Dec) CB has ordered packs and is liaising with school -        Xmas Fayre, (Sep-Dec) Message put in Xmas Fayre sub group looking for lead.  No immediate volunteers LF agreed to lead, with support of sub group and committee -        Drama Refreshments, ?Jan/Feb Pending dates from school -        Quiz (1/yr), ?Jan-Mar Quiz master Matt McM approached - happy to host again, will get back to us with best month availability likely Mar/Apr -        Frozen Friday (1/year), ?Apr-Jun No plans yet -        Summer Fayre, Jan-June To agree date in new year Extra Events / Competitions: (craft, dance, plant, tea towel) No extras planned for Sep 25 - Jan 26 Projects: -        ‘Grow With It’ 3phases of initial grow with it project complete with payment of back playground equipment Put forward that grow with it as a project should be a continued project, to build on what has been purchased and created - now look to use these areas for fundraising opportunity as well as ensuring use, engagement, sustainability and benefit of these areas Eg planting days, garden club, compost bins, waterbutt, events.. Link to school curriculum and themes ‘care for our common home’ Also have to find a home for Norbot New Action [48] liaise with school and PTFA members to determine ongoing plans, vision - 2 year focus  -        Effective communication & Engagement PTFA mission/role/approach/vision ‘Reimagining’ ‘Re-defining’.... Engaging whole school community, drafting surveys to consider communication strategy Aim stream line communications, ensure focus on prioritising value of activity and events to enhance childrens experience in school and parent/carer experience supporting fundraising Consider digital tools to help streamline comms - cost associated JP and MC looking at website Link in to action [48]
8	Communicated Correspondence, feedback to the PTFA	Secretary or co- secretary KP	Missing tea towel for child now in 4L - KP sorting MC will coordinate any questions regarding Disco tickets
9	Any Other Business	KP	Standing Item: -        PTFA committee succession planning  LF nominated to be co-opted to PTFA committee - agreement from everyone attending - Welcome LF. LF will start support in taking lead in Xmas Fayre -        Communicated AOB Parentkind agenda template - agreed use going forward, trialed for this meeting, worked well everyone opportunity to report in PTFA roles and no stated chair Everyone currently in a position where they feel they are contributing and what they are responsible for KP suggested rotating chairing of PTFA meeting - agreed = SV will chair next meeting -        On the night AOB, ? to be added to AOB for next meeting = none
10	Date, time and location of next meeting	KP	To be confirmed via poll on whatsapp group so all PTFA committee can contribute

Time meeting closed = 21:45