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Meeting Minutes – Aberford C of E Primary School P.T.A.

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Location:  Arabian Horse       

Date:  Thursday 22nd March 2018

Time:  7pm

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Attendance

Dee Andrews, Nicola Walshaw, Caroline Calder, Kelly Brown, Lynda Shaw, Ann Sadler, Martyn Sadler, Mark Darley, Lisa Martland, Christine Morley, Janine Swales.

Apologies

Philippa Boulding, Becky Blackmore, Laura Slater, Lindsey Cully, Martin Cully, Louise Hofert, Sarah Darley, Craig Andrews, Gary Walshaw.

Agenda items

  1. Matters arising from the previous meeting.
  2. Summer Gala 2018
  3. A.O.B.

Event items

  1. Matters arising from the previous meeting:-

 

  • Nicola mentioned that she had spoken to Laura Slater recently regarding her offer to organise and run an ‘adults only’ event this year along with Becky Blackmore and Kat Knox-Renshaw. Laura is happy to go ahead with this and suggested an 80’s night fancy dress to be held in June.  Details of which will follow in a Newsletter/flyer in book bags shortly.
  • A meeting was held between the P.T.A. and Miss Boulding to discuss the possibility of a P.T.A. Facebook page to promote events.  Miss Boulding has given her blessing for this to go ahead.

 

  1. Summer Gala

 

  • Dee mentioned Jubilee Field as a possible venue for the Gala to be held this year as the P.T.A. have already been given permission to use it.  The P.T.A. feels this is an ideal venue due to the amount of space to enable more vendors to be able to take part.  Although, the P.T.A. will need a lot of help from parents/carers for setting up, helping to run stalls and for clearing up afterwards for an event of this size to take place.  The P.T.A. will need to hire generators and portable toilets; Ann suggested we ask the Parish Council for a contribution towards this.
  • The Village Hall was suggested as an alternative venue and Aberford Albion Football club side field.
  • The date that has been mentioned is Saturday 14th July 2018 after  consideration has been taken to other events happening that month including Cub Scout camp and Miss Katie’s School of Dance Competition.
  • The P.T.A. has acquired a new game for the Gala called ‘Splat the Rat’ and ‘Punch and Judy’. Also, the P.T.A. are keen to bring back the old favourites such as the Village ‘tug of war’ North vs South and ‘welly wanging’.
  • Lisa suggested a fun game which involves a tower of flour and a rolo.
  • Martyn said he could get a price on portable toilets and generators and he would be able to loan the P.T.A. tables for the stalls.
  • Lynda suggested that we approach Castleford Tigers and ask if they would like to sponsor the event and/or provide us with a raffle prize.  Nicola asked if the School would be able to contact Castleford Tigers on the P.T.A.’s behalf as they have a strong partnership with them.
  • Caroline mentioned that South Milford Gala was sponsored by Manning Stainton.
  • Dee said she’d approach TWS to see if they would be willing to sponsor the Gala.
  • Mark said he knew of someone that has a refrigerated van which can be used to store the alcoholic/non-alcoholic beverages. Further action required.
  • Lynda said the P.T.A. need to advertise for lots of help from parents/carers, either by donating items, setting up/clearing up or running stalls. Kelly suggested the P.T.A. should have their own Newsletter to enable this.
  • Lisa suggested we should advertise events on a notice board in School however Dee pointed out that the previous notice board was damaged and Miss Boulding mentioned to the P.T.A. that she was going to provide a replacement.  Lynda will approach Miss Boulding to enquire about this. 
  • Dee advised that the P.T.A. we’re thinking of using funds in the bank account to pay for a Defibrillator to be positioned at School.  However both Lynda and Martyn both remarked that it would take a lot of upkeep, monthly maintenance etc. and since the Village already have a Defibrillator (positioned on the wall of the old Village shop) that we possibly won’t be eligible for it to be subsidised.
  • Lynda however said that Miss Boulding had sent a ‘wish list’ item to consider. That being 12 new iPad’s at a total cost of £4144 (including V.A.T.).  The iPad’s the children use at the moment are 3 years old and 6 of them are broken due to wear and tear. All agreed as the children use them every day alongside the new Laptop’s purchased last year and it would be a sound investment.  Dee concluded that initially the P.T.A. could purchase 6 iPad’s to replace the broken ones and possibly the remaining 6 depending on how successful the Gala is this year.
  • Kelly mentioned that she knew of someone who could possibly want to sponsor the event. Further action required.
  •  Ann suggested we approach Lidl (the new Supermarket in Garforth) for sponsorship, also LNT. Further action required.
  • Dee advised that the P.T.A. will schedule another meeting nearer to the event in order to finalise details.
  1. A.O.B.
  • Nicola suggested it would be a good idea to have a tea tent at Sports Day this year.  Christine offered to help run it.  There will also be ice-cream/ice lollies on sale at School after the event like last year.
  • It was mentioned that we should ask for donations of buns/cakes to sell also.
  • The current Chair and co-Chair of the P.T.A. mentioned of their intentions to resign from their posts at the end of this School year in July, this is to give the opportunity of a new P.T.A. forming by the start of the new School term in September. Caroline Calder has kindly agreed to stay on the Committee as Treasurer.

 

Meeting adjourned.

Meeting Minutes – Aberford C of E Primary School P.T.A.

Location:        Arabian Horse

Date:               Wednesday 18th October 2017

Time:              7pm

Attendance

Dee Andrews, Nicola Walshaw, Caroline Calder, Kelly Brown, Lisa Martland, Mark Darley, Helen Healey, Kirsty Hand, Emma Whiteside, Ann Sadler, Martin Sadler.

Apologies: -  Philippa Boulding, Laura Slater, Kat Knox-Renshaw, Craig Andrews, Gary Walshaw, Jenny Eastwood, Janine Swales, Sarah Sadler.

Agenda Items

 

  1. Easyfundraising.
  2. Halloween party & fireworks 2017.
  3. Christmas party 2017.
  4. Adults only event 2018.
  5. School calendar.
  6. A.O.B.

Event items

  1. Easyfundraising:-
  • Dee mentioned that we will put all the Easyfundraising information on a Newsletter next term to promote the cause.  She thanked Helen Healey who used the Easyfundraising website to purchase items for her shop which she is opening shortly.
  • Easyfundraising.org.uk   (cause name: - Aberford Primary PTA-Leeds).

 

  1. Halloween party & fireworks 2017:-
  • Dee mentioned that tickets will be still on sale next week direct from the Arabian Horse. 
  • She explained that the ‘Mr. Pumpkin Head’ competition was the idea of the Landladies and they would like it to become an annual village event; like Barwick in Elmet has the annual Maypole festival etc. They had to limit the age to over 18’s only because when it take’s place it will be dark outside and the course may be tricky.
  • The P.T.A. will be selling hot food 4-6pm (pie & peas and jumbo hot dogs), sweet’s and toy’s at the event.
  • We have ‘guess the amount of sweets in the hamper basket’ £1 a go, winner gets them all!
  • Prizes for ‘best dressed boy & girl’, adult fancy dress optional.
  • As the pub is open to the public during this time, we are having a dedicated side door entry to the event.  During the event the smoking shelter (in the car park) will be closed off and smoking will be permitted either to the side of the pub (the gate will be locked) or the front.  This is stop people from having to walk through the party to get to the smoking shelter.
  • Help is required for the sale of hot food, door entry, sweet stall and party games.  Thank you to all our volunteer’s; we will be drawing up a rota shift pattern.
  • With grateful thanks to Emma Whiteside who kindly offered to obtain some biscuit’s/bun’s from Greggs at a discount however, the P.T.A. already have enough stock to carry forward to sell.  Although, we will be requiring Emma’s assistance to purchase baked goods for the Christmas party event this year.

 

  1. Christmas party 2017:-
  • The P.T.A. are looking at holding a children’s Christmas party at the Village Hall this year providing enough volunteer’s come forward to help organize and run it.
  • Lisa suggested Santa could make an entrance during the party and hand present’s out in the hall rather than having a Santa’s grotto like last year.
  • Kirsty said this idea was popular at a Ballet party she attended last year.
  • We are looking at possible dates of the 2nd or the 9th December and are waiting to hear if any of these dates are free.

 

  1. Adults only event(s) 2018:-
  • Laura Slater has kindly offered to organize and run an adult’s only event next year. Details of which will follow on a Newsletter nearer the time.
  • It felt consideration should also be given to a Race night, Mark & Martin explained how it would work. Helen suggested local businesses could sponsor the races. Preparation’s need to be made before this idea can go ahead.  Further action is required.
  • Dee said the P.T.A. will run the bar for the event and possibly people can bring their own food/order takeaway.

 

  1. School calendar:-
  • Dee mentioned that it was highly unlikely that the School calendar was going ahead this year due to the disappointing response from the Questionnaire that was sent out to parents.
  • The P.T.A. however are already in the early planning stages for an exciting Summer Gala next year at a new location (rather than the Village Hall) and will be producing a programme to accompany the event which will include advertising space for those who would like to promote their Company.

 

  1. A.O.B.:-
  • Kirsty and Emma suggested the P.T.A. should have a Facebook page to promote events.  The idea has been suggested to the P.T.A. before however concerns were raised by Miss Boulding at the time due to security/safeguarding issues.  The P.T.A. will raise the subject again with Miss Boulding and hopefully have a successful outcome. Further action required.
  • Nicola mentioned that the P.T.A. currently have a ‘WhatsApp’ group which was set up to help organize the Summer gala/face painting tutorials.
  • The P.T.A. will be holding a meeting to discuss and arrange the children’s Christmas party shortly; details will be posted on a Newsletter forthwith.

 

Meeting adjourned

 

Meeting Minutes – Aberford C of E Primary School P.T.A.

Location:        Arabian Horse

Date:               Thursday 14th September 2017

Time:              7pm

Attendance

Dee Andrews, Nicola Walshaw, Caroline Calder, Philippa Boulding, Kelly Brown, Mike Oakes, Jenny Eastwood, Lisa Martland, Janine Swales, Mark Darley, Helen Healey, Claire Stanley, Graham Stanley, Sarah Sadler, Kirsty Hand, Emma Whiteside, Ann Sadler, Martin Sadler.

Apologies: -  Laura Slater, Kat Knox-Renshaw, Louise Hofert, Craig Andrews, Gary Walshaw.

Agenda Items

 

  1. Treasurers report.
  2. Matters arising from the previous meeting.
  3. Halloween disco/Bonfire night event.
  4. Christmas fayre.
  5. Adults only event.
  6. Easter event.
  7. A.O.B.

 

Event items

  1. Treasurers report:-
  • Caroline Calder opened the meeting by running through the Treasurers Report (which will follow the Meeting Minutes).
  • In summary, a substantial amount of monies has been raised during the school years 2016-2017; the P.T.A.’s total funds as of the 18th August 2017 are £7866.

 

  1. Matters arising from the previous meeting:-
  • An update was given by Nicola re: Easyfundraising (Easyfundraising.org.uk, cause name; Aberford Primary PTA-Leeds). 
  • Since the current P.T.A. took over last September, an amount of £649.18 has been raised by the 30 strong members. 
  • £495.62 has been paid directly into the P.T.A. account; this leaves a shortfall of £153.56 which will be investigated. 

 

  1. Halloween disco/Bonfire night event:-
  • Dee mentioned that the Halloween disco/Bonfire night event will possibly be combined this year and we are looking at holding it at the Arabian Horse public house.
  • The date of Saturday 28th October 2017 was mentioned and this coincides with a function already booked at the Village Hall which a number of parents from school will be attending therefore Dee & Nicola will liaise with third parties to choose a suitable time to ensure both functions do not clash.
  • Dee & Nicola will arrange a meeting with Catherine & Steph (proprietors of the Arabian Horse) to discuss the matter further. 
  • Emma mentioned that she works for Greggs (in an office capacity) and could possibly look at supplying us with bakery items at a substantial discount to sell at various events.

 

  1. Christmas fayre:-
  • It was mentioned that we could possibly look at holding a Christmas fayre this year instead of a Christmas disco at the Village Hall as lots of buffet food was left over last time, the set up/clear up took up most of the weekend and the P.T.A. were charged the weekend rate to hire the Village Hall.
  • Emma suggested that we should charge local caterers and stall holders to pay for stalls at the event. 
  • Caroline mentioned that previously the Christmas disco was held at the Village Hall and Santa was positioned on the stage to hand out presents which was quite successful rather than having a Santa’s grotto in the back room of the Village Hall like last year.

 

  1. Adults only event:-
  • Dee suggested an ‘adults only’ Casino Royale or race night event. It was said that the Casino Royale event which was held in the Arabian Horse by the previous Landlord and Landlady was a success.
  • Caroline mentioned that Becky Blackmore, Laura Slater and Kat Knox-Renshaw had offered to organize an ‘adults only’ event at a previous meeting so a follow up is required.
  • Dee invited groups of parents to organize such an event in the future should they wish, support will be provided.
  • Emma mentioned that another P.T.A. organized a ‘babysitting service’ which was held at School to enable parents to go Christmas shopping to raise funds. 
  • Mark said he would look into the possibility of helping to organize a race night.
  • Dee said that the ‘adults only’ event is a good way for parents to get to know one another outside School. 
  • Jenny mentioned the ‘Welcome meeting’ was a good event for new parents to be welcomed into the School community.
  • Emma suggested a Christmas treasure hunt with mulled wine and a BBQ and also a Ladies night which Dee said had been done before.

 

  1. Easter event:-
  • The P.T.A. have decided not to go ahead with an Easter event next year but to let Steph and Catherine of the Arabian Horse run it instead.  The decision has been based upon the fact that a lot of families tend to go on holiday at this time of the year so attendance is hard to determine and also that the Easter egg hunt which takes place on the Village Green has been done on numerous occasions.

 

  1. A.O.B.:-
  • The School Calendar was mentioned and the fact that at least 40% of the Calendar’s printed last year remain unsold; the majority of the money raised was through advertisements. The P.T.A. are not confident that some of advertisers will want to place an ad in again this year and a number of the businesses cease to exist. The question was asked if the Calendar had ‘had its day’ due to current technology as most people use tools on line/Smartphones and there is also a Calendar on the School website.
  • A number of people mentioned that they look forward to seeing the School calendar as it contained a number of pictures of the children throughout the academic year and it was also handy for School holiday dates.
  • A suggestion was made that the P.T.A. should send out a letter to parents to ask if they knew of anyone who would like to place an ad then a decision will be made from there.  Further action required.
  • Mike said that he will approach the Parish Council as they should have a list of businesses in the village that we may be able to ask for sponsorship.
  • Philippa thanked the current P.T.A. for all their hard work in raising funds during the year.
  • Dee has called another meeting for Thursday 19th October 2017 to discuss findings.

 

Meeting adjourned

 

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PTA Treasurer's Report


14th September 2017


Financial Highlights


The PTA total funds in the Bank as at the 18th August 2017 are £7866.

The cheque for the laptop of £3031.73 is yet to debit the account, leaving a balance of £4835.

Events during 2016/ 2017 have raised £5,375.08.

Expenditure totals £4,567.28. This is mainly made up of donations, with £337.67 being spent on equipment that have been used in PTA events over the year and will be used going forward.

Summary

The PTA have run some fantastic events during the year which have been enjoyed by members of the school and the local  Community.  The school playground is now a safer place for our children to play and the laptops will enhance our children's learning this year and in the future.

The first action of the PTA this year is to purchase more laptops with a view to eventually providing the school with a full set.
We look forward to further events during this academic year and welcome any small group to come forward to orgnaise and run an event. Support will be given.

Caroline Calder
Treasurer

13th September 2017

 

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Meeting Minutes – Aberford C of E Primary School     P.T.A.

Location:        Arabian Horse

Date:              Thursday 23rd February 2017

Time:             7pm

Attendance

Dee Andrews, Craig Andrews, Nicola Walshaw, Gary Walshaw, Caroline Calder, Ann Sadler, Martin Sadler, Mark Darley, Laura Slater, Louise Hofert, Janine Swales, Nichola Smith, Rochelle Bodey.

Apologies: - Philippa Boulding, Kat Knox-Renshaw, Jenny Eastwood, Becky Blackmore, Sarah Darley, Simon Johnson.

Agenda Items

  1. Matters arising from the previous meeting.
  2. Easter event. 
  3. Summer Gala.
  4. A.O.B.

Action Items

  1. Matters arising from the previous meeting:-
  • All school calendar payments from the advertisers have been successfully collected.
  • Easyfundraising (Easyfundraising.org.uk – cause: Aberford Primary PTA – Leeds) – a total of £350 has been raised since the launch of the competition last October.
  • Current available funds in the P.T.A. account stands at £6,888.44
  • Miss Bouldings ‘wish list’ complete with quotes was handed round to ask for opinions on how some of the money raised should be spent.  It was agreed that perhaps we should obtain further quotes, distribute a questionnaire to all parents to ask for opinions then make a decision from there.

 

 

  1.  Easter event:-
  • The event is booked for Sunday 16th April at the Arabian Horse (time to be advised).
  • Dee asked Louise Hofert (who organized last year’s event) what kind of activities took place as we want to do something different this year.  Louise mentioned the Easter egg hunt, family quiz, ‘guess the name of the bunny’, sweet stall etc.
  • Ann Sadler suggested hardboiled egg rolling.
  • Tickets - £2 per child was suggested for the egg hunt.
  • Laura Slater offered to organize ‘guess how many eggs are in the jar’.
  • A bouncy castle is also an option.
  • Nichola Smith suggested perhaps we could charge stallholders to come to the event.
  • Louise, Laura and Becky Blackmore have offered to run a stall or help out at the event.
  • Nichola has offered to do face painting and will ask her friend if she could help out also.
  • Steph and Catherine (of the Arabian Horse) are to organize a BBQ instead of doing Sunday lunch on the day.

 

  1. Summer Gala:-
  • The event is booked for Saturday 1st July at the Village Hall (time to be advised).
  • Idea’s for stalls discussed were:-

Chocolate tombola, lucky jars, hide the bottle, splat the rat, photo booth, sweet stall, tea tent, brick-a-brack raffle, plant stall, hook a duck, face painting, tattoos and hairspray. 

  • Dee suggested having a hog roast, all agreed. Martin Sadler/Mark Darley said they knew of someone who could possible organize it for us to serve ourselves and will obtain a quote.
  • Caroline Calder suggested that perhaps we could ask a ‘fish and chip’ van to be present instead of doing a BBQ. 
  • Martin was asked if he would kindly organize the float for the Gala Queen.
  • Hot dogs were suggested for the children and a vegetarian option also.
  • Nicola mentioned that maybe we could book a live band to perform at the event.  Laura said she would ask her contacts.
  • Nichola mentioned that she used to be a member of Boston Spa high school band and perhaps to approach them.
  • Dee mentioned she would quite like to organize an auction.  Laura suggested a silent auction. Possible prize suggestions include:-

a voucher for La Bella Vita (garforth), Aagrah (Garforth), Thorpe Park Spa, Wood Hall Spa (Ann will approach to ask for a voucher), Hazelwood Castle, Diggerland (Mark Darley will approach and ask for a family ticket), Hairdressing voucher (Nichola to contact), Nestle (Craig Andrews to approach and ask for a ticket for a tour), Bear Grylls was mentioned (as he has connections to the village) by Dee as she has a contact who may be able to ask for a piece of signed memorabilia, Nichola said she would approach her contact to ask if we could have some signed memorabilia from Leeds United.

  • D.J. Craig has been booked for the event.
  • A bouncy castle has been booked.
  • Dee suggested that we purchase some gazebos.  Nichola suggested a ‘pop up tent’ gazebo as they are easier to put up/take down. Martin suggested we use Gala tent as they are really well made and will withstand wear and tear.  Martin also mentioned he had a ‘spider dome’ gazebo that was used at the Arabian Horse for the music festival.

 

  1.  A.O.B.:-
  • An adult’s only event was mentioned and the possibility of a MacMillan charity race day at York races to be organized for Saturday 17th June 2017.  Martin mentioned that Kully Morris organized one previously which he said was really good and she also organized Champagne for the coach on the way to the event.
  • Martin/Laura suggested that we make tickets available to purchase from the Arabian Horse and therefore not just limit it to school parents/friends.
  • Dee mentioned that she has been approached by parents asking for the P.T.A. to organize a New Year’s Eve event for adults and children which got a positive response from the group.  Dee said that D.J. Craig has kindly offered to provide the entertainment.  Martin suggested we order Pizza Picante takeaway.  Dee suggested everyone to bring their own food to the event.  Louise suggested asking a mobile food van to visit rather than doing food.  Nichola mentioned we should do a theme, Dee suggested a ‘black tie’ event.  Martin suggested a competition for ‘best dressed’.
  • Leaver’s hoodies – Mark suggested to ask Charlotte Brooker to price them up.  Laura will also ask her neighbour for a quote.
  • The mural to commemorate the school Centenary was mentioned and Laura offered to contact a Pottery company she knows of in Pontefract to possibly quote.  A wooden plaque was suggested instead of a mural.  Martin suggested organizing an old school reunion to celebrate the Centenary.
  • Mark/Martin suggested a ‘horse racing’ night (adults only event) to be held at the Village Hall and could possibly ask a contact to help organize.
  • Nichola has offered to organize a ‘face painting’ workshop to teach a team of 6 people on the basics of ‘face painting’ to be able to primarily provide a rotation of ‘face painters’ at the events when needed. Volunteers for the workshop currently are: - Dee, Nicola, Louise and Janine.  More volunteers are required please.

 

Meeting adjourned

 

 

 

 

 

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