Minutes of the PTAF Meeting
Held on Monday 25rd January2010
Present: Sarah Cuthill (Chair), Rob Davies (Secretary), Emma Gledhill (Treasurer), Claire Grocott, Bernie Prettejohn, Gail Reid (Asst. Sec), Sara Stocks, Roz Keir, Sally Corfield, Sam Vann, Nick Stroud, Ann Fevyer, Ronnie Wright, Alison Taylor
Apologies: Emma Mansfield, Lilla Bailey, John Gavaghan, Trish Thomas
Rob Davies welcomed everyone to the meeting, and introductions were made.
1. Chair's Report
Refer to Events and AOB below
2. Treasurer's Report
Emma Gledhill presented the following report:
The current bank balance is £16.5 thousand.
Of this, PTAF have committed the following funding to the school:
Reception playground equipment £2.3k
Eco schools project £2.5k
KS2 playground benches £1.0k
Secret Garden £0.2k
Parents' room refurbishment £0.2k
Year 4 Tea and Cakes £0.2k
Total £6.4k
The uncommitted balance is therefore £10.1k currently, although it has been agreed that PTAF will also underwrite the computer suite project by up to £3k as a contingency against an overspend.
2.1. Christmas Events
The provisional net takings for the Christmas events (Carols by Candlelight, Sale of Trees and Christmas Fair) proved as profitable as last year, totalling £2.6k. The split between the events is still to be confirmed.
2.2. Forecast cash balance for the year
Assuming similar events take place this year as last year, the projected balance at the end of the year is likely to be around £8.5k (of which £3k will need to be earmarked for the computer suite contingency). This would leave around £5.5k in the bank at the end of the year or alternatively available to the school for priority spend projects subject to a reasonable buffer being left in the account.
3. Secretary's Report
The new stage has arrived in the Main Hall, and has withstood Rob Davies' jumping test.
The ICT suite refurbishment has gone out to tender. Two out of the five proposals are being taken forward to interview stage w/c 1st Feb. The plan is for the refurbishment to happen over the Easter Holidays.
The new play structure has been installed in the Reception Playground. The gaps around the structure are to be filled. The school has decided not to resurface the playground now (having other priorities for capital), but will reconsider in the summer.
4. Fundraising Events
Several people keen to participate in or organise new events such as pamper evening, promises auction, pub quiz, etc.
Drinks licenses are limited to 10 "temporary event notices" per organisation per annum. PTAF currently requests about 5/6 per annum. If more than 10 were required then an application would need to be made for a more permanent arrangement.
4.1. Christmas 2009 Events
Many thanks to all who co-ordinated and volunteered for the events, including Carols by Candlelight, Christmas Tree Sales, and Christmas Fair. Ref treasurer's report above. Rob Davies manned the PTAF stall at the fair, and said that interest was mostly ICT suite (because of the video). There was feedback from a couple of local visitors who were expecting more selling stalls.
Father Christmas' two sacks are beyond repair. Whoever co-ordinates him next year will need to find replacements.
4.2. Barn Dance - 19th March 2010
Organisation well under way by Mark Smalley. The last one was a good laugh, and a successful family event. Tickets expected to go quickly.
Elmgrove Centre is booked (£90)
Same great band as last year has been booked (£400)
Notice in newsletter, times and ticket details tbc.
It is expected to be early evening (6-9pm?)
Claire Grocott has offered to help with food
Rob Davies has offered to print tickets and posters
Sarah Cuthill has offered to set up ticket sales
Rob Stone and Grace are hopefully doing the sausage stall
Help will be required for the event (bar, door, etc).
4.3. Redland May Fair - 3rd May 2010
RCAS have offered us a free bouncy castle stall again this year. The stall raised £230 last year. Unfortunately Mark White is not available to run the bouncy castle this year, so another volunteer is needed.
The fair committee now has a schools liaison person on it (Gill Down).
Last year there was a lot of disappointment for children with face paints not being allowed onto the castle. Could we display a sign (on bouncy castle and face painting stalls?) to bounce before you paint, and/or see if there is a way this requirement could be changed?
4.4. Secret Garden Plant Sale - Shortly after Easter Hols 2010
Sarah Cuthill planning to co-ordinate this to raise money for improvements such as pond. Previous sales have benefited from very generous donations of plants from Riverside Garden Centre.
5. Donations and Funding requests
Nothing forthcoming since last meeting.
Discussion of Eco-Schools initiative. The school has gone from Bronze to Silver standard, but ongoing activity seems limited.
6. Any Other Business
6.1. Parking
The Council is currently building out the pavement to make it safer for pedestrians to cross. Signage on Cotham Park North will be erected saying 'No Stopping' (Mon-Fri 8am-6pm?). The yellow zig zags will be changed to white which means that drivers stopping on them may get a ticket. These improvements are due to happen late spring/early summer (we had hoped it would be earlier than this). There will also be a disabled parking bay on the school side of the road, for school use, and one on the other side for the home. Part of the reason for delays has been consultation with the old people's home opposite the school. Anyway, they are doing the building out, so we remain hopeful that the rest of the work will be done too!
Discussion of how best to deter parking outside the school on double yellow lines and zig-zags: A number of people expressed a keenness to 'patrol' CPN wearing hi-viz jackets as a
deterrent. esp. as the lines/signs have been delayed again. Several people had witnessed or received aggressive reactions when challenging illegal parking outside the school.
There was general appreciation for the current building out work; but also an acknowledgement that there will always be some people who think the rules don't apply to them. It was also suggested that we try to re-educate offending parents through their children, such as having an assembly about safe parking etc and giving all children information which they can then use to nag their parents.
Sarah Cuthill consulted John Gavaghan after the PTAF meeting. To summarise:
Mr Gavaghan is very concerned about the traffic, and regularly patrols outside the school, particularly on Friday at 3.30pm. However, parents parking illegally have been abusive and threatening to him and others in the past, and the school has no legal sanction over public behaviour. For reasons of legality and safety, the school will not organise more formal intervention. Parents intervening would not be insured for any injury or accident resulting from their actions, and may be legally responsible.
6.2. Invitation Books
Emma Gledhill has received an invitation to sell invitation books through the school. These are no longer on a Sale or Return basis, but use an activation code (seller logs book code; buyer activates).
The book vouchers typically cover Jan 2010 to March 2011, so distribution should happen shortly if at all. It was discussed that the most appropriate way to do this would be via class reps: It would fall to the reps to distribute the books and collect payment (or any returned unwanted books). Gail Reid and Sam Vann confirmed happy to do so for RD.
6.3. Art Week
Great enthusiasm for this event, run in July after SATS. Discussion around objectives, support, format, and elements that might be reviewed e.g. number of days, leading into summer fair, exhibition. To be on agenda next meeting.
6.4. Tea & Cakes dates
Friday 15th January - Year 4
Friday 6th February - Year 6
Friday 5th March - Year 2
Friday 27th March - Year 1
Friday 8th May - Reception
Friday 19th June - SEN