HALEPREPARATORY SCHOOLPARENT TEACHER

ASSOCIATION

Minutes of the Meeting held on 20^thSeptember 2011 at 8 pm

 Present

John Connor, Kath Busby, Robert Race, Lorraine Race, Emma Nawaz, Usmat Ahmed, Parveen Ahmed, Nisha Sathi, Gemma Jensen, Heather Gawne, Jane Montague, Jessica Rowlands, Rachel Hoad-Reddick, Nigel Tobias, Lorraine Tobias, Clare Whitehurst, Sam Kiel, Lesley Cuerden, Vandana Nayar, Michele Samuels-Koch, Anjali (Shahi) Khurana, Mohit Khurana, Vicky Bell, Jo Levers

 Apologies

Paul Gilroy,Annice Taggart,LorraineClinton, Mark Jones, Anita Sharma, Gill Talbot, Sara Gannicott and Charlotte Kight.

1.        Welcome

As joint Chair of the PTA,Lorraineand Robert Race welcomed everyone to the

meeting for the new academic year, particularly to those parents who are new to

the school. 

2.                 Background to the PTA

Lorraine Race explained the role of the PTA combined a social and fundraising purpose. The main events organised by the PTA had traditionally been the New Parents’ Reception (scheduled for 7.30pm on the 6^thOctober 2011 at the school), the Christmas Fair (scheduled for Saturday 3^rdDecember 2011 and organised by a Committee led by Michele Samuels-Koch), the Spring Dinner Dance (to be held again this year at Mere Golf & Country Club on Saturday 17^thMarch 2012, and organised by a Committee led by Michele Samuels-Koch) and the Summer BBQ (organised by a Committee led by Jo Levers, and held last year at Redhouse Farm on the 19^thJune).

 In terms of fund raising, the two most successful events are the Christmas Fair and the Dinner Dance, although other fund raising initiatives include Uniform Sales (organised by Sam Kiel), the PTA Yearbook (again organised by Sam Kiel), the sale of Christmas Cards and Decorations (organised by Nisha Sathi) and other ad hoc events.

 Money is spent at Mr Connor’s suggestion on capital items to benefit the majority if not all the children at the school. In addition the PTA provides school bears to children joining the school, provides tee-shirts and a contribution to the Year 6 Leavers’ Party and refreshments to all children at the school at the Summer Sports Day.

 3.                 Minutes of the Previous Meeting (held on the 4^thApril 2011) and Matters Arising

The minutes had previously been circulated by email and copies were brought to the meeting for those who had not received them or were new to the PTA.  There were no amendments made to the Minutes, nor were there any matters arising.

 4.                 Treasurer’s Report

Nisha Sathi circulated a financial summary of the PTA’s activities for last year. This included income of £4,539 from the Christmas Fair and a profit on the Dinner Dance of £2,075. Around £7,000 had been spent on capital expenditure for the school last year and most recently an awning had been added in the lower playground at a cost of £2,370.

The current bank balance of the PTA stood at £4,339.  Historically the PTA has kept a cash balance of a minimum of £1,000 and therefore Mr Connor was asked for any requirements that he had for expenditure of around £3,300. Mr Connor responded that he had nothing specific in mind but would consider it further.

 On the basis that the PTA only met 3 times a year, Robert Race once again proposed that any requirements from Mr Connor would be carefully considered and circulated to the PTA for approval by email. Unless there were strong objections to Mr Connor’s proposals, Robert Race asked the meeting for its approval to commit PTA funds for these purposes. This was agreed.

 5.                 Summer Event

Jo Levers reported that last year’s Summer Event had taken place at Red House Farm and had included a range of new attractions including an outdoor laser quest game, climbing wall and a slide.  The event had virtually sold out at around 250 tickets and produced a small profit. 

The event was deemed to be a great success by those who attended and thanks were expressed to Mrs Levers and her organising team for their hard work. 

A discussion took place as to whether alternative venues or formats should be considered but, on balance, it was agreed that another booking should be made at Red House Farm for this Summer. 

6.                 Second Hand Uniform Sales 

Sam Kiel explained that uniform sales had traditionally been organised by her and Pauline Hall at the beginning and end of term (aimed at new parents to the school) and that a sale of ski clothing was held normally before the school ski trip in February half term. Sam Kiel explained that 60% proceeds of each sale went back to the parents donating clothing with the PTA keeping 40%. Clearly any items could be gifted to the PTA and 100% of the proceeds retained.   

Last year revenues of around £900 were secured from this source but a shortage of clothing had prevented a uniform stand being put up at the New Parents Induction Day at the end of last year.  

Sam Kiel explained that items such as school blazers and ties with the school logo were in great demand but that non-branded items such as trousers, skirts and white shirts were no longer sought. 

7.                 PTA Year Book 

Sam Kiel explained that this year’s PTA Year Book had been underwritten by the generosity of a father at the school who had facilitated the printing of the Year Book in colour.  In total, revenues of £1,650 had been secured from advertising and a profit of £1,150 had been secured. 

The PTA Year Book had been circulated to new parents at the beginning of term but it was suggested that it might be better to be sent to parents before term starts in future. Sam Kiel explained that the document was normally ready by the end of August and therefore this would be possible. 

Given the enhanced appearance of the Year Book this year, Sam Kiel asked whether the PTA would underwrite the additional cost of around £400 to produce it in colour in subsequent years. This was approved. 

Thanks were expressed to Sam Kiel for her work on both the Uniform Sales and the PTA Year Book projects. 

8.                 New Parents Reception 

The New Parents’ Reception is scheduled for the 6^thOctober 2011 at 7.30pm. The purpose of the evening is to allow parents new to the school to meet other parents of children in their particular year and to meet the teachers of both their children’s current year and for the remainder of their time at the school. As such it was deemed to be a useful social event. 

Rachel Hoad-Reddick,Nisha Sathi,LorraineTobias and Vicky Bell kindly agreed to arrange for the food and drinks for this year’s event.  Any further volunteers would be welcomed and should make themselves known to Rachel Hoad-Reddick. 

9.                 Year 6 Leavers’ Party 

Traditionally pre-printed tee-shirts had been distributed at the Year 6 Leavers’ Disco and had been a great hit with the children. It was agreed to do this once again, and Lorraine Race agreed to organise this again. 

Last year an Enterprise Project had taken place at school which involved the production of sweatshirts which had proven to be very popular with the children. Mr Connor had funded the purchase of these and it was agreed that this was something that the PTA should underwrite.  Mr Connor and Mrs Busby were asked as to whether it would be possible to continue the project in the current year and it was agreed that it was. Mr Connor therefore agreed to undertake the project again and would ask the PTA for funds when they were required. 

10.             Christmas Fair 

Michele Samuels-Koch had once again kindly agreed to lead on the Committee dealing with the arrangements for the Christmas Fair scheduled for 3^rdDecember from 10am until noon to be held at the school. Van Nayar had agreed to take on the responsibility of the Christmas Fair for 2012 onwards to allow Michele Samuels-Koch to concentrate on the Spring Dinner Dance. Michele Samuels-Koch explained that her Christmas Fair Committee met outside of the PTA to deal with the considerable logistics of the Christmas Fair and sought volunteers. 

Rachel Hoad-Reddick, Emma Nawaz, Usmat Ahmed, Gemma Jensen, Heather Gawne, Clare Whitehurst, Jo Levers, Van Nayar, Vicky Bell, Parveen Ahmed and Nisha Sathi all very kindly agreed to join the Committee. Robert Race said that he would include the email list of all attendees with the Minutes so that Michele could contact her Committee Members separately. 

11.             Christmas Cards 

This project is led by Nisha Sathi and involves the children throughout the school creating artwork which is then sent off and printed on Christmas card packs to be purchased by parents.  Volunteers were sought to help Nisha with this project and Vicky Bell and Van Nayar kindly agreed to do so. 

12.             Dinner Dance 

Michele Samuels-Koch explained that the Dinner Dance had been booked for the 17^thMarch 2012 (St Patrick’s Day) at Mere Golf & Country Club. 

‘One Stop Bogie’ had been booked as the band for the evening and Michele reported that a number of volunteers had already been forthcoming, although she would be delighted to accept any further offers of help. 

13.             Social Events/Fund Raising Ideas 

Michele Hoad-Reddick explained that a social event had been organised at Hale Golf Club on the 12^thNovember involving a three course meal and entertainment by DJ Johnny Spangles.  Places were restricted to a maximum of 80 and, whilst not formally a PTA event, it was hoped that parents would support the initiative in its second year of running. 

Usmat Ahmed suggested a number of themes including a Halloween Disco, an Easter Egg Hunt, an ‘X Factor’ Evening and a Cricket Match. Robert Race explained that a cricket match between parents and Year 6 Boys was traditionally held in the Summer Term and asked the meeting which of Usmat’s ideas was felt to be the most attractive. It was universally felt that the Halloween Disco would be a great success and therefore Usmat was asked to form a Committee to plan an event. Nisha Sathi, Anjali Khurana and Gemma Jensen kindly agreed to join the Committee. 

Jane Montague had experience of ‘Giving Machine’ whereby a proportion of sales made by parents with a wide number of retailers such as Amazon were rebated back to the PTA. She kindly agreed to investigate it further on the basis that it had been successful with parents at APS.  

Usmat Ahmed asked whether it was practical for any musical recordings to be made by children at HPS. Mr Connor responded that a performance of the school choir was to be recorded for an initiative organised byAlderleyEdgeSchoolfor Girls. He anticipated this would be part of a CD that would be available to purchase by parents. 

Usmat Ahmed asked whether an Enterprise Club could be set up. Mr Connor pointed out that the School Council had adopted schemes like this in the past and had held a ‘good as new’ sale of toys last year which had been most successful. He would raise this idea with the School Council. 

14.             Election of New Chair Person(s) 

Robert Race explained that this was the 7^thyear that he andLorrainehad shared the Chair of the PTA but their fourth son was to leave the school in the Summer and would therefore need to step down.  In order to provide some continuity, Robert Race said that he felt that candidates should be sought to take over the position in the current year. 

Lorraine and Robert Race proposed that the timescale for nominations should be the end of the October half term with interested parties approaching either Lorraine Race or Mr Connor or the School’s Secretary, Belinda. 

Clare Whitehurst asked what the workload of the Chairman was.  Robert Race explained that he andLorrainehad been very fortunate to have excellent support in their time as Chairmen so that the events themselves had run very smoothly within their sub-Committees.  

The themes ofLorraineand Robert’s time at the PTA had been to try to ensure a transparent process of decision making and provide a relaxed informal environment in which decisions were reached with every opportunity for members to contribute and be heard. It was also felt that having a Joint Chair of the PTA with a male and female influence was no bad thing, as it enabled different issues to be tackled in different ways. 

In the event that a number of candidates stepped forward,Lorraineand Robert proposed that an election should take place within the confines of the PTA Committee, probably at the next meeting in January. Clearly Mr Connor would be asked to approve any appointments and would of course be consulted throughout. 

The meeting was asked as to whether this was felt to be an appropriate and fair way of dealing with the matter and it was judged to be so. 

15.             Any Other Business 

There were no points raised. 

16.             Date of the Next Meeting 

Tuesday 17^thJanuary 2012.