PTFA Committee Minutes September 25

PTFA meeting scheduled, 16/9/25, online 18:30-19:45

PTFA committee present: Kat P, Sandra W, Heather T, Charlotte H, Charlotte B, Simon V, 

Ellie E 

PTFA members present: Harri F

Apologise: none

KP - PTFA can continue as have 2 or more elected committee members.  no chair currently volunteered, spoken with Mrs Ballentine (12/9/25) to inform who the committee currently are.  Committee who have stepped down = Helen (chair), Sarah (stock, tea towels), Siobhan (cashier), Ellie (uniform shed), Kelly.  KP and SV have had handover from Helen, Helen undertook a considerable amount of workload, need to work out how we move forward as a committee.

1. What have we got / what do we need in terms of positions in order to function effectively as a committee 

PTFA role AGM 25 = 13	Member / Vacancy	Rough JD
Chair	Vacancy	Leader, communication and organisation skills, Supervises and delegates tasks, Liaises with school senior leadership + governers, Ensures adherence to the constitution
Treasurer	Simon Voisey	Mathematic and logistical skills, Keeps financial accounts, provide reports, Manages PTFA account with other signatories, Completes charity annual return with Chair
Secretary	Kat pollock	Organisation and logistical skills, Manages day to day communications and correspondence of the association, Meeting invites, Produce minutes, TENs licence, Raffle tickets
General	Marcus Cherry	Tech = Wix - PTFA website, PTFA email, ticketing, payments, Sum up
General	Sandra Whitehouse	Disco lead, Cashier
General	Heather Turner	Grow with it Project, Cashier
General	Johanna Probert
General	Charlotte Harman	Creative designs for games, Glitter stall, Make Cakes, Run stalls, parent focus group
General	Charlotte Barnard Spring 25	Craft stall summer fayre, TENs licence, Xmas Cards
General	Ellie E /  Harri Fewell	Uniform Shed, Stock buyer, Cashier
General	Vacancy
General	Vacancy
General	Vacancy

CB - St Bons PTFA does a lot, in other schools some teachers pick up workload / responsibility

SW - devolved responsibility has worked well in the past, sub-committees taking on lead roles

Agreement from all committee to actively reach out to classes and class reps to recruit those people with skills in chairing, networking, social comms,volunteering, publishing, any other skill anyone who has time to volunteer could bring to the committee for support.

Clarify to school that everyone is a PTFA member and difference between PTFA committee requirements and PTFA member requirements (responsibilities, authorities)

2. How do we move forward in the immediacy Now - December 

Current projects / events / activities / funding committed 

Project / event..	update
Playground	Mrs B liaise with SV regarding paying invoice
Wall	Mrs B not priority for right now, will be something she will request PTFA committee support for
Grow with it phase..	HT to determine plan moving forward, seasonal requirement, sustainability, workforce needed, funding needed - to bring to next meeting
Bristol old vic	Mrs B to arrange invoice to be sent to SV
Library subscription	Mrs B to confirm if paid ? received funds from PTFA committee
PA system	KP to contact Mr Davies and confirm if all equipment and storage brought and paid for.
Archeological dig	Mrs B to confirm with Alex if all equipment purchased, Archeological organisation booked for November - they will use this visit as a train the trainer, teacher allocated to first session will then train further teachers. Mrs B to send invoice to PTFA committee
Park elsewhere	Mrs B to send invoice / quote to PTFA committee

3. Confirm normal run of Events occurring or requiring planning now - Dec

Month /Event	New parents welcome	Disco	Xmas cards	Xmas Fair
Sep	23rd Sep prebtery KP, HT, SV, CH hosting,  CH to make cakes instead of going to FED. KP get fruit.  Tea, coffee, squash.   Agree not making gifts,		KP contacting Sarah for handover from last year CB agree to help Agree to do	SW to put request in sub-committee for a lead Several of committee on sub-committee as PTFA links  KP inform santa of date
Oct	Start Friday year group cake sale - Mrs B has given KP some dates classes will need to avoid	17th Oct confirmed with Mrs B + Mr Morgan SW lead + sub-committee, Harri help with stock SW Action to contact Mr Morgan about quieter reception disco + ? nursery rhyme / disney type set list
Nov
Dec				7th Dec booked with Mrs B

Action KP = liaise with school regarding DBS for committee + First aid requirements for committee 

Action all = send email address to KP so we can share documents / work on documents together to share workload

4. EGM

KP to confirm in constitution requirements for EGM.  To post in PTFA committee whatsapp group 17/9 and determine date we can all make for EGM.

5. AOB - Year 6 leavers hoodies

Expect a request from year 6 leavers committee to PTFA to request donation for year 6 leavers.  Historically £600, SW advised - was more in the past, was reduced at some point.  

PTFA also historically pay for SATs breakfast.

Discussion about PTFA money being donated to year 6 students.  No request from year 6 leavers committee at this time, PTFA to consider request ready to vote on this years donation and consider position for following years at next meeting.  

Meeting ended 20:00

Review of Actions:

KP - confirm constitution EGM

• Speak to confirm with CB plans for Xmas cards

• Contact Mr Davies to confirm PA equipment received and paid

• Book Santa for Xmas Fayre

SV - review money sent / paid for agreed activity / resources to school, liaise with school office / Mrs B

HT - plan moving forward with grow with it project - report next meeting 

SW - speak to Mr Morgan about reception, KS1 quieter disco ? nursery rhyme / disney songs

• Lead Disco sub-group + report back to PTFA with any required support (HF helping with stock)

• Speak to MC regarding website and ticket sales

• Put request in Xmas fayre sub-group looking for a xmas fayre lead

All - send email to KP - ASAP

• To recruit new PTFA committee replacements

• Consider £ for year 6 leavers in preparation to vote