PTFA

Annual General Meeting

The Treasurers report was presented by LM on behalf of CC:

• Accounts still to be finalised but PTA has successfully raised income of £6,267.81 across the events of the year;
• Summer gala raised £2,100.51, movie nights raised £336.35 and £2,000 was donated from Barclays via match funding;
• Expenditure has been £4,656.84 including funding the leavers party at £598 and the purchase of 16 ipad and covers for £3,887.84;
• The bank balance stands at £7,620 albeit with some cheques outstanding;
• The PTA have committed to funding a whole school pantomime trip in Q4 but surplus funds remain available to spend.

It was agreed that people should ask around to see if match funding was available from any other companies.

There following the election of the PTA for the forthcoming school year.   JE asked if there was anyone that wished to be included within the elections to be on the PTA, the attendees confirmed that there were no new volunteers.  JE confirmed that the four existing members (JE as Chair, LM and RB as PTA members, CC as Treasurer) were happy to continue for the next year.  The attendees were asked if the existing members should be re-elected, the attendees confirmed their approval.

Matters arising from previous meeting

There were three actions brought forward from the previous meeting:

• It was previously agreed to follow up on a possible adults only 80s disco that had been discussed in earlier PTA meetings, this action is addressed as a later agenda item;
• It was agreed that PB should contact CC regarding payment for the pantomime;
• At the previous meeting there was discussion around making a sculpture or similar from the trunk of the tree in the playground which needed to be chopped down due to decay.  The tree has since been chopped but due to the extent of the decay is probably too short to be made into a carved sculpture.  Other ideas were discussed including KK-R idea of a games table carved into the wood.  It was agreed to investigate this further.

Minutes of meeting

Halloween

JE confirmed the date of the Halloween party is 25 October at 5-8pm, being an hour earlier than the previous year following feedback.  The village hall and a DJ have been booked.  PB confirmed that the children would be asked to provide artwork for decorations.  The format of the Halloween party will include:

• Licenced bar and food;
• DJ-led party games;
• Fancy dress competition;
• Pumpkin carving competition;
• Small toys stall possibly with a game or similar;
• Tattoos
• Raffle.

There was a discussion on the food and how it may be served.  It was agreed that food would be hot dogs for the children and baked potatoes with a choice of toppings (baked beans, cheese, coleslaw) for the adults.  It was also agreed to try serving food directly from the kitchen throughout the evening rather than a set time where food was served up.  It was agreed to approach Morrisons to see if they were able to donate hot dog rolls and any other of the food, and to see if the potatoes could be bought from Helen Healy.

The price of the event was agreed to be £3.50 per child and £1 per adult to include food.

Volunteers will be required to help with the event, RB, KK-R, LS, EW, KH and JS all confirmed that they would kindly be able to help.

Christmas Party

It was agreed that the proposed date of the Christmas party should be 7 December.  JE will contact the village hall to confirm availability.  A further PTA meeting will be held before the Christmas party to arrange the event.

Calendars

JE confirmed that it was the intention of the PTA to do school calendars again.   Arrangements have been made to have photographs taken of the children and businesses will need to be contacted for advertising.

Adults 80’s Night

KK-R and LS confirmed that they would be arranging an 80s themed night for adults only.  The date of the event will be Saturday 30^th November from 7.30pm onwards at the village hall.  The format of the event will include:

• Licenced bar;
• 80s music;
• Games.

The proposed price is £3 per person (stepped up to £5 for those not in fancy dress) and this may include a shot.

JE agreed to prepare wording for the next school newsletter to make everyone aware of the date of the event, but flyers will be sent out nearer the time.

Any Other Business

It was agreed to look at arranging another movie night in early 2020.

Date of Next Meeting

The date of the next meeting is to be arranged but will be sufficiently in advance of the Christmas party.

Matters arising from previous meeting

80’s night – to be left in the hands of Kat, Laura and Becky to organise at their convenience.

Minutes of meeting

Recent Events & Fundraising

JE confirmed profit from the Easter hunt was £72 which we felt was a good return.

Aberford Albion football club has agreed to consider storing a Marquee if we can secure with funding from Hook Moor wind farm, depending on size and space taken to store.

Movie Night

A date was agreed with PB for Wednesday 5^th June. It was agreed we would show 2 separate films for Key Stage 1 and Key Stage 2. RB and LM to trawl latest releases and suggest appropriate films. RB to get details to JS once films are decided and flyer out in book bags if possible by Friday 17^th May.

KS1 to watch film in Class 3 and KS2 to watch the film in the hall.

Summer Gala

 Date of Saturday 13^th has been confirmed with the football club.  Time 12-4pm.

Other details confirmed and agreed;

• Advertisement to be posted out for stall holders with a suggested donation of £15 a pitch – PTA to post on community forums, separate flyer to be generated and distributed in local centres. RB/LM to get details to JS for flyer once Movie Night flyer has been completed (w/c 20/5/19)
• CC to ask Nicola which Ice cream company was used and approach for this year.
• CC to approach Masternaut for sponsorship for the event/ JE to use Mike Dobson contact.
• PB to discuss any mutual support for events with Garforth Lions - ?tug of war.
• Raffle to be held and PTA to start process of requesting raffle prize donations- PTA to arrange separate meeting to agree division of tasks.
• Performance from the production by Key Stage 2 agreed by PB.
• Agreed Gala representative will be open to both boys and girls and chosen from Year 6. If a boy is selected they will be named Gala King and if a girl, Gala Queen. PB confirmed they will organise this and attendants (2) from the other years nearer the time.
• JE to make enquiries about Barclays match funding – KB to assist in meeting contact.
• Raffle Prizes already secured – Lightwater Valley tickets and National Trust Voucher.

Further actions to be undertaken:

• JE to check access onto field Friday evening.
• PTA to check banner in kiln and organise change of details.
• RB to ask about borrowing tables/chairs from Village hall.
• RB/LM to research Event size Marquees paying attention to the pack down size/how many people to erect and liase with JE/Hook Moor Farm about purchasing process.
• RB to ask Andy Renshaw about PA equipment.
• LM to locate ice box and put up onto ebay.
• PTA to find waterproof Gazebo’s ? kiln.
• Bouncy castle – PTA to ask Martin Sadler who provided last year.
• RB to ask Miss Katie if she would be happy providing a dance performance.
• PTA to enquire re: Display ambulance/fire engine.
• PTA to ask BBeautiful if they could provide a nail bar.
• PTA to find out who’s is the big tea tent.
• LM to contact 5 Star Goals to see if they would like a pitch
• PTA to enquire about climbing wall used at Barwick Maypole ceremony
• JE to ask Nicola about Fridge/tea tent and the Parish Council donation.
• PB to enquire at Carriageworks about donation of a raffle prize given spending on Christmas theatre trip.

Suggestions were made about other PTA manned stalls which have been found to be successful elsewhere but require little supervision and set up costs. The following stalls were agreed by the team:

• Tea and cake stall
• BBQ
• Tombola
• Find the bottle
• Teddy tombola
• Mystery bags – KH to organise
• Plant stall
• Tin Can Alley (Bean bags from school)
• Lollipop game
• Putt the ball on a fiver
• Guess the number of sweets in a jar
• Roll a penny on a card
• Hook a duck

PB suggested that the arrival of the Gala Queen/King, the opening of the Gala and the dance displays be carefully planned so that sound could be maximised and crowds could gather easily. This would also help to make the arrival of the Queen/King and opening of the gala more of a ceremony and occasion.

Other forthcoming events

A question was raised over the potential for a Welcome Party for the families of the new starters in reception in September. The PTA feel that the Autumn term is busy already with Halloween and Christmas events and that for us to undertake the organising of another event would be too much. However it was agreed that this could be opened up to the Whatsapp group to see if anyone feels they could take this event on.

Halloween Party date agreed Friday 25^th October – RB to check availability at Village hall.

A date has been confirmed for an expert Bee Keeper to come into school with a demonstration hive.

Expenditure

PB confirmed a whole school theatre trip has been booked at the Carriageworks in Leeds to see a Pantomine in December. PB will liaise with CC with regards to payment of the balance in due course.

Any Other Business

School Tree – The tree in the playground has been found to be rotting and will need to be taken down due to safety concerns. PB asked if we would be happy to contribute towards creating a piece of art with the remaining trunk and also asked for ideas. JE has been in contact with a wood carver and will enquire further. PTA agreed we will look into what the options are and possible costs but we are happy to contribute to something which will mean something to the children and would even be nice if the children could be involved in the design.

Hanging baskets in the village – JE has received a request to fund 2 hanging baskets for the bottom of school lane at a cost of £54 for 2. JE is to liaise with the parish council to discuss a contribution towards the Gala which has been the case in the past and as mutual support we are happy in principal to fund the hanging baskets.

School Garden – RB has been to look at the garden to get some ideas. RB will continue to liaise with Diane and school about what they would like and organise a working party.

Date of Next Meeting

The next meeting will be September 2019 date TBC.

Matters arising from previous meeting

There were two actions brought forward from the previous meeting:

• It was previously agreed to follow up on a possible adults only 80s disco that had been discussed in earlier PTA meetings, this action is to be carried forward;
• It was also agreed to investigate the clothes recycling that had been used as a previous fundraising method, this action is to be carried forward although it was acknowledged that there were challenges with delivery to school and storage prior to collection.

Minutes of meeting

Recent Events & Fundraising

JE noted that recent events had been well supported, with calendars raising c.£400, the Christmas party c.£400 and the film night c.£150.  Feedback for the film night has been very positive and it was agreed that another one will be arranged in the future at a suitable date to be determined, and consideration will be given as to whether the next film night should be held separately for KS1 and KS2. 

Easter

JE asked whether there was a wish for the PTA to arrange an Easter event and whether it was felt there would be decent attendance as families may have personal arrangements for Easter weekend.  Ideas for a potential event were discussed including an Easter Egg hunt or Easter bonnet competition.  KH suggested an Easter trail around the village with a charge for question sheet and prize for successfully completing the questions.  There was agreement that this was a good idea for an event. 

It was agreed that a message will be circulated on the WhatsApp PTA Group to gauge whether parents would like the PTA to organise an Easter Trail and, if so, whether there would be a preference for this to be held on Thursday 18^th April or Sunday 21^st April.  The PTA will make a decision on whether to take this forward depending on the results of the feedback from that Group. 

Summer Gala

Initial arrangements and ideas were discussed in relation to the Summer Gala, these included most notably:

• Proposed venue to be the Aberford Albion football ground if the football club are agreeable to the gala being held there for a second year;
• Proposed date 6^th July (subject to venue availability);
• Format to be similar to 2018 including barbecue, bar, inflatable slide/bouncy castle and games, but consideration will be given to new activities/replacement of activities that were less well supported;
• Event to be advertised on local community forums and possibly at local venues such as Tesco or Flyline if their management agree in order to increase awareness of the event;
• Invitation for individuals/small businesses to have a stall for a pitch fee;
• Possibility of sponsorship from local companies to be investigated including support letter of request written by the school council;
• PB to discuss any mutual support for events with Garforth Lions;
• Raffle to be held and PTA to start process of requesting raffle prize donations;
• Possible performances by school children (noted that PA equipment required);
• Fire Service/Ambulance Service demonstration vehicle.

It was agreed that while the PTA will commence actions that need to be undertaken early, further details and ideas will be discussed at the next PTA meeting.  It was also agreed that the Hook Moor Wind Farm community funding and Barclays match funding will also be investigated to further support the success of the summer gala.

A question was raised about whether the Gala Queen, which has traditionally been a position held by a girl, should be updated to be open for boys to be able to put their names forward for the draw for the position.  It was acknowledged that the title for the position would need to be amended from Gala Queen.  It was agreed that boys will be invited to be included in the draw and an appropriate title will be selected in due course.  The draw for attendants will also continue to be open to girls and boys.

Other Fundraising Ideas

The PTA welcomes other ideas for fundraising and it was noted that the idea of Mother’s Day presents that the school children can buy had been raised by a parent and been used to raise PTA funds in other schools.  It was agreed that, while it would not be possible to organise this in time for 2019, it was a potential fundraising idea for future years and will be discussed again at a future meeting.

It was agreed to raise awareness of the PTA with families of the reception children due to start at the school in September 2019 through PTA representation at any new family welcome events.

Expenditure Ideas

There was a discussion on how the proceeds from PTA fundraising events may be best spent.  JE noted that the PTA had previously funded laptops and ipads for the school and would be funding the current year 6 leavers hoodies and leaving party.  PB noted some expenditure ideas for consideration:

• A theatre trip for the whole school in the Autumn/Winter term;
• Externally run interactive science/author/experience day at the school;
• Improvements to the garden space at the school;
• Coaches for travel to school trips.

There was agreement that those ideas would be of benefit to the children and a good use of funds raised through PTA events.  It was agreed that the PTA would like to fund the theatre trip and also explore further the experience days and possible enhancements to the garden area.

It was agreed that the proposed funding of the theatre trip for the whole school and the potential for funding of an experience day and/or garden improvements (subject to further review of requirements) would be communicated in the school newsletter and parents invited to discuss use of future funds with the PTA or pass comments to the school.

RB offered to look into arranging a group of volunteers to evaluate the improvements that could be made to the garden area and greenhouse and undertake the work where possible.

Any Other Business

JE raised that an expert bee keeper had offered to visit the school with a demonstration hive to present to the children.  If the school wishes to take up the offer this will be arranged for a very minimal fee to cover expenses.

Date of Next Meeting

The date of the next meeting will be 8^th May 2019.

Matters arising from previous meeting

There were three actions brought forward from the previous meeting:

• It was previously agreed to follow up on a possible adults only 80s disco that had been discussed in earlier PTA meetings, this action is to be carried forward;
• It was agreed that parents should be reminded of the Easyfundraising.org.uk scheme that can be used when purchasing items online.  A splash is to be placed on the school website with a link to the easyfundraising.org.uk website and it was also proposed that there should be an incentive of a raffle for  those registered and making purchases via the website;
• It was also agreed to investigate the clothes recycling that had been used as a previous fundraising method, this action is to be carried forward although it was acknowledged that there were challenges with delivery to school and storage prior to collection.

Minutes of meeting

Christmas Party 2018

JE confirmed that the date for the Christmas party was 8^th December 2018 to be held at the village hall from 4pm-7pm.  It was confirmed that a DJ had already been booked.

A proposal was put forward given the nature and time of this event to cater only for children, and that this would be pre-prepared cold food such as a ‘picnic bag’.  This was agreed.

There followed a discussion regarding the format of the Christmas party and possible activities.  It was agreed that there should be a disco and party games.  In addition it was agreed to have the following: a sweet/toy stall; festive temporary tattoos; mystery jar stall; bran tub/lucky dip; a craft activity table; prize raffle; Christmas jumper competition and Flyline competition winner announcement (see below).  There will also be a licenced bar, mulled wine, soft drinks and hot drinks on sale.

The mystery jars will be requested as a donation from parents.  A plastic cup along with instructions/suggestions on what to fill them with is to be distributed at school to take home for parents to fill and donate if they wish although this will not be mandatory.

It was agreed that the PTA will try and arrange a visit from Father Christmas.  It was suggested that his arrival could be timed with the children being seated for their food and presents distributed during the time spent eating.  This was agreed and the PTA will speak to previous and current contacts to try and arrange his visit.

The pricing for the event was discussed and various price structures considered.  It was agreed that, subject to confirmation of underlying costs, tickets would likely be £4 per child, to include food and a gift from Father Christmas, and £1 per adult to include a mince pie.

JS kindly agreed to do the flyers for the event with a view to inserting into book bags by 16^th November. 

A request was made for any raffle prize donation ideas.  A list has been previously drawn up of businesses to contact to request donations, additional businesses proposed to ask were Pizza Hut, hairdressers, Haribo, Aagrah and Lightwater Valley.

JE explained that The Flyline, a newly opened restaurant in Garforth, had suggested a competition to be run with the school whereby the children could design a Christmas picture for display in the restaurant and a winner chosen to receive a prize.  It was suggested that the children could be asked to complete their pictures in advance of the party and the winner announced at the party.  PB agreed that the competition details could be placed into the children’s book bags.

School Calendars

RB gave an update on the progress of the school calendars.  Around 15 advertisers have confirmed their support to place an advert in the calendar, the printing has been competitively quoted and a printer selected.  The template is near completion with the artworks from advertisers, following which the photos recently taken of the school children will be inserted.  Further photos of Sunbeams and school activities including the summer production, sports day and summer gala will be sourced for inclusion.

Previous calendars have been priced at £4 for one, £10 for three.

The calendars will be sold at school, the party and, if there are still unsold calendars, at the nativity play.

Movie Night

The possibility of a movie night at the school was discussed.  The proposed timing is late January 2019 to be held one afternoon immediately after school.  Children will be invited to bring pyjamas, cushion, cuddly toy etc and be served a snack such as popcorn and a drink.   The licencing requirements will be investigated and further details provided in due course.

Any other business

CC confirmed that the Halloween party had raised around £550 profit.  A thank you to the volunteers and an update on the amount raised will be printed in the next newsletter.

Matters arising from previous meeting

Due to change of PTA members as part of the agenda for the Annual General Meeting (“AGM”), matters arising from the previous meeting can be found in separate meeting minutes from the AGM on 20^th September 2018.

Minutes of meeting

Introductions

The three new members of the PTA and returning Treasurer each introduced themselves.

It was proposed and agreed that a WhatsApp group will be established to assist in organising events and working efficiently with volunteers.  It was agreed that parents will be asked if they would like to join the WhatsApp group although this will be on a voluntary basis only and is not a prerequisite to volunteering and helping with PTA led events.  The possibility of a Facebook page had been discussed at previous PTA meetings however it was agreed not to progress this further.

Future Events

It was proposed that the PTA will look to organise three core events during the school year being, a Halloween party, a Christmas party and a summer fair.  The appetite for any events in addition to these three will be discussed at future PTA meetings.

At a previous PTA meeting it was proposed to hold an adults only 80s disco.  It was agreed to follow this up with a  view to holding the event in 2019.

Halloween Party 2018

It was proposed to hold the Halloween party on 27^th October 2018 from 6pm-9pm at the Aberford Village Hall.

The event is to be a ticketed event with proposed pricing of £5 per adult and free for children, the price of the ticket will include food for both the adults and children.

It was agreed that the arrangements for the party would include:

• DJ to host disco and party games
• Bar
• Stall selling toys & sweets
• Halloween temporary tattoos
• Food to be chilli & Jacket potatoes for adults (including vegetarian chilli), hot dogs for children
• Prize raffle
• Pumpkin carving competition
• Fancy dress prizes

It was agreed that additional volunteers would be required to support the event and that a request would be made for volunteers.

Quick wins

It was agreed that parents should be reminded of the Easyfundraising.org.uk scheme that can be used when purchasing items online.

It was also agreed to investigate the clothes recycling that had been used as a previous fundraising method. 

Any other business

There was discussion of reviving the calendars which include advertising from businesses.  It was agreed to follow this up with a view to producing in time for Christmas.

CC requested new PTA members provide information required for Charity Commission, being name, date of birth, address, telephone number.