Minutes of the PTAF Committee Meeting
Held on Monday 24th November 2008
Present: Rob Davies, Sarah Cuthill, Lorna Barraclough, Emma Gledhill, Catherine Green (Maytum), Nick Woodroffe, Celia Witchard, Louise Thraves, Shiona McPherson, Susan Eaves, Richard Taylor, Nicola Hatton-Williams, Emma Mansfield, Rom Pocock, Pru Foster.
Apologies: Alison Taylor, John Gavaghan, Lou Davies, Claire Grocott, Lilla Bailey, Helen Wood
Rob Davies (RD) welcomed everyone to the meeting, gave apologies, and asked everyone to introduce themselves. He explained he would Chair the meeting in the absence of an appointed Chair.
Pru Foster, as a parent governor, briefly highlighted two issues under discussion by governers. The School Travel Plan, designed to encourage safe, sustainable travel to school, has been developed by co-chair of governors Nick Mayfield, who is looking for help to implement it. Details of the plan will appear on the website www.colstonsprimary.co.uk soon. Secondly, the governors are reviewing the school's Aims & Values, and would welcome parental input. Anybody willing to help with either project should contact Pru Foster.
There was a suggestion that the school be proactive in the consultation process over the Residents' Parking Zone (CPZ) planned for Kingsdown and its likely effect on parking around the school. RD will contact Nick Mayfield about this.
Committee Elections
RD highlighted the vacant positions, and it was agreed that the following people be appointed:
Chair - Emma Mansfield
Vice Chair - Sarah Cuthill
Secretary - Rob Davies
General Committee Member - Pru Foster
This leaves one GCM position vacant and Class Rep positions for 3R, 4S and 6H.
RD continued in the chair for the remainder of the meeting. He highlighted the 'Rough Guide to the PTAF' which he is writing to help with future organisation. Copies will be circulated by email, and RD, Emma Gledhill (Treasurer), Emma Mansfield and Sarah Cuthill will meet to brief each other on the roles.
Christmas Fair
RD highlighted the need for an event co-ordinator for the Xmas Fair. Emma Mansfield, Sarah Cuthill, Shiona McPherson and Nicky Hatton-Williams agreed to co-ordinate the event.
The Fair will be held on Saturday December 13th, 4-6p.m.
The following stalls have been allocated:
Reception M: craft making (cards, tree decorations, etc)
Reception D: raffle
Yr 1: Tea & Cakes
Yr 2: Tattoos, Treasure Map, games
Yr 3: Mulled wine & bar
Yr 4: Christmas trees
Yr 5: Father Christmas
Yr 6: Games & Bottle Stall
Year 6 will also co-ordinate Tea Towel sales. 250 of each design will be ordered.
Sarah Cuthill will co-ordinate posters. Children are invited to design posters (on an A4 sheet) and hand them into the office by Friday December 5th. All will be used to advertise the event.
Carols by Candlelight
RD is event co-ordinator for this. It takes place on Friday 5th December in the Elmgrove Centre starting at 7pm. Ticket sales are already underway. Help is needed in the afternoon and in the evening and the following have volunteered:
Afternoon 2pm to 3.15 pm - Richard Taylor, Emma Gledhill, Sarah Cuthill, Catherine Green
Evening Bar - Lou Davies, Emma and Guy Mansfield, Jess Harris, Sarah Cuthill, Shiona McPherson
Hopefully Tea Towels will be available to sell, along with Mince Pies.
Treasurer's Report
Emma Gledhill (EG) explained that the PTAF had now spent the bulk of its Current Account reserves and was holding £800 in the Current Account, £5,000 in the parental donation account and £6,000 in the Sports Account. In addition, £3,000 has already been transferred from the Sports Account to the Current Account to cover cashflow requirements.
Expenditure in the past year has included:
Payments for Book Week - £630
Mosaic wall - £355
Hardship fund, general sport and dance - £1,663
Abolition project inc dance and books - £1,922
Music cupboard - £1,421
Audio system - £1,200
Linguascope - £200
Archery - £2,000
Walk to School Week - £42
Art week - £1,824
Books for Book Corners - £2,800
TOTAL - approx £14,000
Net Fundraising Income over this time has been approx £6,500, hence the depletion of reserves
The recent Spooky Disco made a net profit of £550, considerably up on the £400 made in 2007. Thanks to Claire Grocott, Jess Harris, and the other parents who worked so hard to co-ordinate and run the event, and to everyone who attended.
Requests for Funding
The following requests were tabled:
1. Additional Water Fountains for Early Years, Key Stage 1 and Key Stage 2 playgrounds. The approx cost of 3 might be £1500 ( the fountains, plumbing, install.)
2. Replenishment of our stock of ageing "stand alone" computers in classrooms. Also, new Computers (x 2) would benefit the library. There is also the long term investment in the Computer suite. Here it becomes a case of "pick a number" but we do need 10 computers for classrooms and Early Years is urgent. So, <£5000 over a school year.
3. Funding of the popular "Mathletics" website. We negotiated a good deal last year but no more! Also continuing payment for the Modern Foreign Languages website? Approx £1000.
4. On our last Inset the staff audited reading in the school and became aware of massive gaps in what they term "enrichment," particularly for more able readers. This is above the usual curriculum provision and would be a purchase of "group reading" books that children will share/ read together in both fiction and non-fiction. They will be accompanied by teaching resources. Costing may be £15 per pupil, therefore > £6,000 in total
5. Electricity monitoring equipment (and cost of electrician to install) for Year 6 classrooms as part of the Eco-Schools project (About £150)
6. 'Tea & Cakes' donation of £200 to the SEN co-ordinator.
Requests 3, 5 and 6 were granted.
Requests 1, 2 and 4 led to an extended discussion about the merits of the PTAF funding activity seen as core elements of school life, and a high level of concern was expressed about the school finances if it is unable to fund such provision from its own budget. RD agreed to speak to the Head and Governors to ask them to give more information to the PTAF, and parents in general, about the state of school finances. In the meantime funding was not granted for these elements.
Discussion also ensued about the Trust being created, as a charitable body, to co-ordinate regular giving from parents and to seek other external funding. RD explained that the Trustees were hoping to communicate directly with parents about the Trust before Christmas.
There was also discussion about the unspent Sports Fund money, and RD will liaise with the school about plans for this expenditure, and report back so that it can be released for other activities if no further spending is likely in the near future.
PTAF Training
RD highlighted a training session on offer from the NCPTA on Saturday 24th January in Bradley Stoke, deposit of £25 required but otherwise free. Up to three people can attend. Paperwork will be passed to EG to co-ordinate.
- To develop more extended relationships between the staff, parents and others associated with the school
- To engage in activities which support the school and advance the education of the pupils
- To provide and assist in the provision of facilities for education at the school which are not normally provided by the Local Education Authority.