St Bons PTFA Committee meeting 28th January 7.30pm - 9.30pm online via Google meet

Chairing the meeting = Kat Pollock

Minuted by = Heather Turner

Attendees = Harri F, Johanna P, Lynsey F, Charlotte B and later = Patience O

Item		Led by	Description, Discussion
1	Welcome and introductions	Chair	Currently PTFA committee only in attendance.  Georgette - phone not letting her join through link
2	Apologise communicated	Chair	Marcus C, Simon V, Carly M, Charlotte H, Sandra W and Georgette
3	Approval of last minutes	Chair	Kat & Heather approved
4	Review of Action log & Matters arising not covered on agenda	Secretary	Updated on excel sheet 4 actions completed 1 action withdrawn 10 actions ongoing, updates given
5	Financial report	Treasurer or co- treasurer	Treasurer unable to attend at short notice Report to be created and shared emailed to committee  HF - is cashier role is expected to provide financial report if Treasurer not available  KP - no expectation for cashier to provide information, we need to consider job roles and confirm who is expected to do what, succession planning and efficiency, should we have ‘co’ roles to support the workload, would be happy to have a co-secretary, ? co-treasurer.  If we can plan our roles we can then advertise all of them in the newsletter in run up to AGM - help everyone know who we are and what we do as well as promoting any new volunteers who would like to join, some of us may stand down after this year.   Action 64 all PTFA members to consider job role description of work they are currently undertaking, description of duties they undertake, how much time they dedicate to PTFA ? week, month, term KP - subscriptions Council gambling license  Action 65 - Kat to apply for Council gambling license (raffle) KP - Charity commissioning annual return to be submitted by 30 June 2026 KP - Pending income Charity Aid Foundation email trying to pay into Natwest - set up by Aisling Action 66 - SV to investigate and update with Lloyds bank information Money from Christmas cards has been received.  Action 67 - SV standard document / report template to be produced so that financial update available for each meeting ahead of time, could then be presented by treasurer, cashier or co- treasurer
6	Wish lists:	Secretary	Action 52 from previous meeting KP to create online wishlist, googleform created - need to test to confirm dont need google account to complete  Principle request: IT / STEM -  £1601.96 = £261.96 = 4x programmable floor robots (TTS-group.co.uk) £420 = 2 large collapsable green screens (Amazon) £920 = x2 crumble class (30pupils) kit - computer controlled models (TTS-group.co.uk)  Clarification needed on this spend - will this be in addition to laptops? CB has understanding of IT and STEM in relation to primary school and will take lead on planning with school,  Action 63 continues from last meeting CB will liaise with Mrs Woolley to understand more: £1147.50 = Online safety event: includes workshop KS1+2 (2x assemblies, 6 workshops, parent event + online resource) Taking place 4th Feb Voted to confirm spend £1147.50 = all 6 yes Discussion around hope that the parent event be recorded or available online as some parents will not be able to attend? Sports Kit - Pending further update from school and SW in relation to meeting with Mrs B and this wish Governor None Children  From 24-25 remaining phase 3 outdoor project = focus group with children regarding Back playground = exercise, game, planting equipment skipping ropes, kattcha cups (hope-education, cornhole like game, large storage container (planting and sport equipment), Footballs (suggested a foam ball / similar to a dodge ball - less injury!), basketball stands + basketballs, Graffitti wall KP - proposed we provide school with a final donation in order to make the remaining purchases in line with childrens wishes from last years focus group. Discussion around amount, with agreement on £700 to complete the final spend for this last part of the grow with it project  Voted to confirm spend £700.00 as per the above wishlist for exercise, game and planting equipment for the back playground = all 6 yes Parents  no new requests PTFA  PTFA have purchased in December Storage containers - to aid accessible and safe storage of items  Walkie talkies - to ensure efficient and effective communication across PTFA events Sum ups - to provide continued card payments, increasing number of sum ups and replacing some of the older versions (took advantage of blackfriday sale)
7	Update on Fundraising, Events, competitions, Projects	Uniform Shed =  New parent Welcome =  Friday sales =  Bake / Frozen Disco =  Xmas Card =  Xmas Fayre =  Drama =  Quiz =  Easter refreshments Summer Fayre =  Sports day refreshments Grow with it =  Communication & Engagement =	Standard items: Uniform Shed  Halt donations for time being EXCEPT logo jumpers/cardis Liaising with office to not accept any donations bar logo jumpers/cardis,  sign to go on the shed door.  Newsletter to reflect what donations are currently being accepted  Action 68 HF - to email office to relay info to office, class rep group + make sign. JP - to add info to newsletter  New parent welcome, Sep KP - Need to collect feedback from last years reception group in order to plan next september, plan to do this in term after easter  KP - agree who planning new parent welcome in september and have info ready for when parents visit school in summer  Action 69 KP - to confirm when september parents visit school in summer Autumn Bake Sale  Money to be sent to school and comms to deputy head regarding split for each class - Children need to be involved in requests for their classes. Action 70 KP+SV  Confirm total raised - update following PTFA meeting  £1373.79 raised from sale  PTFA agreed to top up to £1400 meaning £100 per class Discussed potential for further sale prior to frozen fridays, agreed that even though bake sales are 100% profit school community find it challenging to volunteer sales and fayres,  JP - feedback parents have enjoyed lightening of communication and requests over last few months With frozen friday, school events and summer fayre coming up and no big spend planned or agreed = no plan for additional sale Frozen fridays - to take place finishing in term 5 to ensure spending at end of term 5 so purchases can be enjoyed in term 6 Discussed opportunity for 1 off sales  LF - samosa fridays HT - Is there a Peter Pan themed prize we could offer like the Willy Wonka chocolate bars last year, Peter Pan March 24-26th.   Action 71 all of committee to consider creativity for this need plan/decision by end of Feb Disco Disco team are starting preparations email sent to school and Mr Morgan to confirm date  Carly will shadow SW to take on Disco lead going forward Lots of drinks left over from Xmas fayre  Xmas Cards, Sep-Dec admin complete  Money raised £543.65 Required some additional effort to chase and support artwork being sent in but overall worthwhile event/ fundraising opportunity CB happy to run again  Xmas Fayre,  LF all admin complete preparing timeline to use for next year. Things to improve or change Focus on stock, Stock review needed - how best to control spend in future. Can we be more accountable for our spends. Would be useful to have a document that clarifies how we can spend PTFA money directly to purchase items for events and recover costs - Action 72 SV Drama Refreshments Action 73 - KP Alcohol license 24-26th march Rota 24th March matinee 25th march mat + eve 26th march eve + wrap Quiz Matt to send dates TBC - to decide by next meeting Easter Festival refreshments ? dates TBC Feedback from xmas fayre need 4 months to prep.  Feedback from parents why event is on a sunday, as a faith school and with community being of faith could it be held on another day This was discussed with Mrs Ballentine in a PTFA meeting, there is no reason from a school perspective that events have to be held on a sunday, could be a saturday or after school  CB - shared challenges of arranging xmas fayre on a friday evening and requirement for volunteers to set up during the day, staff to move classrooms to facilitate set up, after school clubs ongoing. HF - suggested that to have dates scheduled in so everyone is aware well in advance of the weekend and day the school fayres run so people can actively plan to attend  Proposal to change fayres to a saturday and have fixed dates in calendar for summer (? 2nd or 3rd weekend of June) and xmas fayre (? 2nd or 3rd weekend of december)   Voted to confirm fayre date change to a saturday = all 7 Yes ACTION 74 - ALL - Summer fair lead by next meeting ACTION 75 - meeting with Mrs woolley to confirm dates  Sports day refreshments, Jul ? dates TBC Extra Events / Competitions: (craft, dance, plant, tea towel) SW = ? spring refresh event - no volunteers on the night to run the event take on to next meeting to see if any other volunteers to run  ? capacity in the remaining calendar to run this year (focus on summer fayre).  Projects: ‘Grow With It’ - coffee morning/afternoon welcome to  the garden - plant seedlings in Spring, Plan in next gardening sessions ahead of time & relay to school community, ensure noise levels addressed so as not to cause conflict with neighbours KP - suggestion liaise with Miss Rigg/local Scouts groups to develop community links with scouts / cubs earning badges - by supporting gardening mornings afternoons Gardening club/sessions - Mrs B suggested teachers to run, perhaps something to talk to Mrs Woolley about & assess how it will link in with curriculum this year Effective communication & Engagement PTFA mission/role/approach/vision ‘Reimagining’ ‘Re-defining’.... JP to review communication with deputy head
8	Communicated Correspondence, feedback to the PTFA	Secretary	Johanna has had a request to co-host a ceilidh in the school & split the profits withe the irish dancing school. Could they email with a proposal & dates/time period. St Patricks day?  Bring back to next meeting
9	Any Other Business		Communicated AOB From previous meetings: KP - Guidelines/policies - members to look at charity commission trustee document - we should all agree to this & also the constitution - what are we missing - what policies & guideline do we need that we don’t have? Action 76 - all Matched funding - Simon to report on this.  Plan meetings + Rota for chairing for rest of this year - second week of every month, rotate between even months on Tuesday & odd months on Wednesdays. Twice a year meeting with teachers & PTFA in school? Encourage involvement in PTFA meetings, hope for more communication between class reps & ptfa - could they send requests to PTFA through the class reps group? Date for AGM  Proposal from KP to move AGM from end of financial year to end of school year to align with committee who may want to stand down when the child comes to the end of a school year.   After the AGM in 2025, 5 of the 13 people appointed stood down in June / July people.  Not sure if this is a regular theme being a new member of the PTFA. Intention would be going forward that if you were appoint at AGM in June you would stand for 13months until July of the following year allowing a handover period in the month of July.  Voted to confirm AGM scheduled to June = all 7 Yes To further engagement suggested AGM could be appointed PTFA committee and celebrate newly appointed class reps  Would be great if it was face to face, but has been online to support attendance 26 people are needed to be in attendance. Would be appointments followed by PTFA meeting as still need june meeting for Summer fayre confirmations Action 77 - KP to create calendar of PTFA events to publicise dates (newsletter, web page, class reps)
10	Date, time and location of next meeting	Chair	In line with newly proposed dates = Feb 10th, online 19:30-21:30, as so near to this meeting hope it wont take as long but felt as agreed fixed dates for committee  meetings should start now. Heather agreed to Chair Johanna agree to chair March

Time meeting closed = 9.30pm.