Minutes from the previous PTA meeting can be read here.
HALEPREPARATORY SCHOOLPARENT TEACHER
ASSOCIATION
Minutes of the Meeting held on 4thApril 2011 at 8 pm
Present
LorraineClinton, John Connor, Michele Samuels-Koch, Jo Levers, Robert Race,LorraineRace, Nisha Sathi and Gill Talbot
Apologies
Mark Jones, Anita Sharma, Gemma Jensen, Annice Taggart and Van Nayer.
1. Minutes of the Previous Meeting
The Minutes of the previous meeting held on the 11thJanuary were
approved.
2. Treasurer’s Report
There were no matters arising.
Nisha Sathi distributed a report for the period from September 2010 to April 2011. This confirmed that the PTA’s bank balance now stood at £7,278 including a profit of £2,075 from the dinner dance held in March.
In line with January’s minutes, expenditure of approximately £3,500 had been made for a free standing screen and projector for the school hall which were now installed and a laptop which is on order. Mr Connor is to reflect on what use he could make of PTA funds and respond to Lorraine Race with his proposals to put to the committee.
3. Annual Dinner Dance
The dinner dance had taken place at Mere Golf & Country Club on the 12thMarch 2011. The meeting felt that the event had been a great success and the food in particular was of a very high standard.
Thanks were expressed to Lorraine Clinton for organising the dinner for the eighth time althoughLorrainedescribed the event as a team effort and praised her fellow organisers Gill Talbot and Michele Samuels-Koch. Lorraine Clinton did say that she wished to step back from the event but would help with the liaison with Mere if it was decided to return to hold the event once again there.
Gill Talbot kindly agreed to continue helping. Michele Samuels-Koch volunteered to deal with the organisation of the dinner dance for 2012.
Lorraine Clinton de-briefed the following items from this year’s dinner dance:-
i. Venue
In terms of venue, the James Braid Suite at Mere is to be closed in January and February next year due to refurbishment. The only available dates in March and April are the 10thand 17thMarch (the latter being St Patrick’s Day). Lorraine Clinton confirmed that the price of the new “facilities” was £27.50 per head against £25 cost for the meal this year. Lorraine Clinton also recommended The Point at Lancashire County Cricket Club as a potential venue.
ii. The Band
Sean Finch and the Street Band were popular but perhaps not as popular as the previous year. Another band – Elephant Juice had been seen at other functions locally and were deemed to be suitable and it was thought cheaper for this year.
iii. Raffle Tickets
Raffle Ticket revenues were down on last year.
iv. Auction
There was no auction this year to raise money.
v. Ticket Prices
The ticket price of £42.50 had been held at the level of the previous year.
vi. Welcome Drinks
These were appreciated by those attending but were quite expensive. Lorraine Clinton had calculated them at £5.60 per head.
vii.Year 6 Parents
The former year 6 parents had once again been invited but for the second or third year running none had attended. It was decided not to invite the current year 6 parents to next years event.
viii.Booking Form
Jill Talbot asked for this to be re-designed as it had caused great confusion with completion.
ix.Table Plan
There was a requirement for the event to be better co-ordinated at Mere as
this year there were a number of last minute changes.
Michele Samuels-Koch expressed a view that she would prefer to hold the event at Mere again in 2012 as this would be her first time leading the dinner. The meeting felt that the St Patrick’s Day theme would be a good one and Lorraine Clinton was asked to make a provisional booking for the 17thMarch.
4. Red House Farm
Jo Levers confirmed that the Red House Farm family summer event had been changed to the 19thJune (Father’s Day). Jo Levers reported that the farm was to offer a number of new attractions including an outdoor laser quest game, a climbing wall and a slide.
Invitations would be sent out after Easter.
Ticket prices would be maintained at £12.50 for an adult, £10 for a child, £5 for a child of less than 5 years old and under 2’s would be free. Red House Farm had agreed to hold the price for food.
5. PTA Year Book
In Sam Kiel’s absence, no report was forthcoming. Lorraine Race said she would speak to Sam to ascertain how much progress had been made on the project.
6. Uniform Sales
In Sam Kiel’s absence, it was noted that £504 had been raised through the recent school uniform sale and thanks were expressed to Sam for organising this.
7. Quiz Night
The quiz night had been arranged for Thursday 27thJanuary but the response had been very poor which had not justified its continuation.
Apologies were expressed to Mr Connor for wasting his time in preparing the questions.
Some surprise was expressed at the lack of response bearing in mind that previous events over recent years had been so successful and enjoyable.
8. Sports Evening
The PTA has historically provided drinks and refreshments for the sports evening.
Mr Connor confirmed that the date had yet to be fixed at St Ambrose School fields.
Lorraine Race said that she would organise the drinks and would speak to Serious Coffee as to whether they would be prepared to be involved in the evening.
9. Christmas Fair
Michele Samuels-Koch had previously agreed to lead on the 2011 Christmas Fair but had expressed her desire to step back from this event as she was now taking on the dinner dance.
Volunteers would be sought to get involved in this project to understudy Michele in 2011 with a view to taking on the project themselves in 2012. It was noted that it would be healthy for a number of new faces and ideas to come forward to help with this project. Mr Connor said that he would make reference to this in the forthcoming newsletter.
10. Christmas Cards
Nisha Sathi had left the meeting at 8.35. Lorraine Race said that she would speak to Nisha to find out what progress had been made and confirm the arrangements for the project again.
11. PTA Night Out
It was a tradition of the PTA that an end of academic year dinner was held to which all parents and teachers were invited. It was agreed that this year the dinner would take place on Thursday 16thJune at 8.00 pm at Yara Restaurant onOxford Roadin Altrincham. Jo Levers agreed to book a table and circulate the details to the PTA.
12. “Good as New”Sale
At the previous meeting Gemma Jensen had raised the idea of a “Good as New” sale. Mr Connor mentioned that he would be raising this with the School Council to see if this was to be adopted as an initiative.
13. Year 6 Leavers Tee Shirts
In the January minutes, Lorraine Race had been asked to order the tee shirts. Shortly thereafter a parent had kindly volunteered to have these printed without cost to the PTA.
Unfortunately, complications had arisen. It was therefore decided that, unless the complications could be resolved quickly, Lorraine Race would place an order with the previous supplier.
14. New Parents’Reception
A provisional date of the 6thOctober was set for the new parents’ reception.
16. Any Other Business
None
15. Date of the Next Meeting
Tuesday 20thSeptember 2011.
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HALEPREPARATORY SCHOOLPARENT TEACHER
ASSOCIATION
Minutes of the Meeting held on 11thJanuary 2011 at 8.00pm
Present
John Connor, Lorraine Race, Robert Race, Rachel Hoad-Reddick, Michele Samuels-Koch, Gemma Jensen and Clare Whitehurst.
Apologies
Nisha Sathi, Lorraine Clinton, Jo Levers, Annice Taggart, Van Nayer and Sam Kiel
1. Minutes of the Previous Meeting
The minutes of the previous meeting held on the 14thSeptember 2010 were approved. It was noted that the year 5 class representative had now changed to Orla Weir from Joanne Rawlings as stated in the Minutes.
2. Treasurer's Report
In Nisha Sathi's absence, Robert Race confirmed that the PTA's bank balance now stood at £7,448.74 as a result of a profit on the Christmas fair of £4,726.29 and contributions from the Christmas cards, uniform and name tags projects. Expenditure had been incurred since the last report on a projector and a smart board and a shed for accommodating scooters amounting to £3,578.21 in total . The Parents' Reception had incurred expenditure of £129.19.
Given the healthy cash balance, Mr Connor was asked if he had capital expenditure requirements. He said that he would like to install a freestanding screen, projector and laptop for the school hall which he estimated would cost around £3,500. This expenditure was approved.
3. Christmas Term Debrief
a) New Parents' Reception
This had taken place on the 7thof October. Thanks were expressed to Rachel Hoad-Reddick, Jo Levers and Gill Talbot for helping out with the arrangements.
The Reception had been well attended despite the high number of siblings in Reception in this academic year which meant that there was only a very small number of new parents to the school from that year.
b) PTA Social Night
The response from parents and teachers to the PTA social night at La Rioja restaurant on Thursday the 25thOctober 2010 was outstanding. Thanks were expressed Sam Kiel and to Michele Samuels-Koch for organising the booking and payment which had become difficult as a result of the restaurant's confusion regarding the bill.
c) Christmas Cards Project
Once again, the Christmas Card Project had been very well received, although it was felt that the cards had arrived slightly later than was intended. With Mr Connor's approval, Nisha Sathi would be asked to co-ordinate the project again.
d) Christmas Fair
The Christmas Fair was held on Saturday 4thDecember 2010. Thanks were expressed to the committee of Michele Samuels-Koch, Rachel Hoad-Reddick , Jo Levers, Clare Whitehurst, Nisha Sathi and Gemma Jensen for another excellent event though it was felt that a greater number of people on the committee would have been preferable. Mr Connor added his thanks and said that he was delighted that the event had so little disruption on the day to day running of the school.
Michele kindly agreed to chair the committee for next year.
4. PTA Dinner Dance
The dinner dance is due to take place at Mere Golf and Country Club on the 12thMarch 2011. Lorraine Clinton was unable to attend the meeting but had sent an extremely comprehensive update on arrangements including menu choice and confirmation that 'Sean Finch and the Street Band' were to perform once again this year. The cost per ticket based on Lorraine's calculations was circa £42. Last year the ticket price had increased to £40.
Given the strong support that parents have traditionally provided to the event in terms of raffle ticket purchases and other donations, it was decided that the ticket price should be kept at £40 and any shortfall made up from the raffle, bingo and auction proceeds.
It was noted that the photographer had not yet been booked. Michele Samuels-Koch said that she would speak to Lorraine Clinton about this as there was a feeling that this had added positively to the event last year.
A number of volunteers were necessary to act as raffle ticket sellers. Clare Whitehurst kindly volunteered but others would be required.
Robert Race apologised that due to a prior commitment (Christmas gift related!), Lorraine and he were unable to attend. Michele Samuels-Koch volunteered to make the vote of thanks on behalf of the PTA on the night.
5. PTA Quiz Night
A quiz night had been arranged for Thursday 27thJanuary. Invitations had only recently gone out so it was too early to judge how many would attend.
The tickets have been priced at £5. Robert Race and Lorraine Race said they would organise the wine for the event. Michele said that she would organise the soft drinks.
6. Uniform and Ski Sales
In Sam Kiel's absence, it was noted that a sale of ski wear is due to take place at school shortly. The last uniform sale had raised £215.08.
7. Redhouse FarmIn Jo Levers' absence, Lorraine Race reported that the summer event had been provisionally booked for the 12thJune.
It was apparent from the meeting that several parents were not able to make this date. Michele Samuels-Koch agreed to speak to Jo Levers to see if the date could be changed to the 19th(Father's Day)
8. Fundraising Ideas
a) 'Good as New' Sale
Gemma Jensen reported that she had been involved in such a sale on behalf of one of the church groups. A range of merchandise was sold, of which a proportion of the sale proceeds went to the fundraising body and any surplus items were donated to charity.
A discussion took place as to what types of merchandise was sold would be suitable for Hale Prep children to donate and purchase. A list of toys, DVD's, books, CD's and games was compiled.
Mr Connor commented that he felt that this would be an excellent project for Year 6 pupils to organise on behalf of the school with the entire proceeds given to a charity to be nominated by them. Mr Connor undertook to deal with the logistics.
b) Year 6 Tee-shirts
Lorraine Race reported the leaver's tee-shirts that had been distributed at the Year 6 leaver's disco last year had been a great success. The cost of tee-shirts last year £265.50. It was agreed to provide these shirts once again from the PTA's cash resources.
c) Year 6 Contribution
Michele Samuels-Koch commented that the Year 6 leaver's event committee is now taking form. The meeting confirmed that the usual contribution will be made by the PTA towards the event. Michele Samuels-Koch will confirm the amount with the Treasurer, Nisha Sathi.
9. Any Other Business
None
10. Date of The Next Meeting
Monday 4thApril 2011
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HALE PREPARATORY SCHOOL PARENT TEACHER
ASSOCIATION
Minutes of the Meeting held on 14th September 2010 at 8.00pm
Present
John Connor, Lorraine Race, Robert Race, Gill Talbot, Rachel Hoad-Reddick, Annice Taggart, Michele Samuels-Koch, Jo Levers, Gemma Jensen and Clare Whitehurst.
Apologies
Nisha Sathi, Lorraine Clinton, Van Nayer, Charlotte Kight, Mark Jones, Paul Gilroy, Sam Kiel, Sara Gannicott, Mrs Hobbs, Shagun Arora, Vicky Bell and Anita Sharma.
1. Introductions
Robert Race welcomed everyone to the meeting for the new academic year. A particular welcome was extended to Gemma Jensen who is a new parent to the school.
2. Minutes of the Previous Meeting
The minutes of the previous meeting were approved with an apology given to Gill Talbot whose name was misspelt in paragraph 4.
3. Background to the PTA
Lorraine Race explained that the PTA had a dual social and fundraising purpose. The main 'events' during the year are normally the New Parents' Reception (scheduled for Thursday 7th October), the Christmas Fair (scheduled for 4th December this year and organised by a committee led by Michele Samuels-Koch), the Dinner Dance (to be held this year at Mere Golf & Country Club on Saturday 12th March 2011 and organised by a committee led by Lorraine Clinton) and a Summer Event (organised by a committee led by Jo Levers - held last year on 4th July).
Of these, the Dinner Dance and Christmas Fair provide the majority of funding, most of which is spent at Mr Connor's instigation on facilities that will benefit most if not all of the children at the school.
Other social events take place on an ad hoc basis. Last year, a wine tasting and quiz evening was organised.
The PTA also appoints Class Representatives to act as a focal point to encourage involvement in the PTA and organise social events for parents within their classes. The proposed Class Representatives for this year were:
Reception - Charlotte Kight
Year 1 - Michele Samuels-Koch
Year 2 - Van Nayer
Year 3 - Rachel Langley
Year 4 - Michele Samuels-Koch
Year 5 - Joanne Rawlings
Year 6 - Michele Samuels-Koch
4. Treasurer's Report
In Nisha Sathi's absence, Robert Race confirmed that the current bank balance stood at £3,209.79.
Sam Kiel reported in writing that gross takings from the recent second hand uniform sale were £250 which, after disbursement to parents, left a figure of around £147.00 to add to the cash at bank figure.
Last year the PTA bought a number of computers and interactive whiteboards for the school, along with 100 school bears as a gift for those children who joined the school. Typically a float of at least £1,000 is kept to pay for ad hoc expenses including at this time of year items for the forthcoming Christmas Fair.
Mr Connor did not have any specific capital expenditure requests in mind. However two parents had raised the matter of whether the school could accommodate a bike or scooter shack to enable children to leave them at school during the day. Mr Connor's initial thoughts were that this could be difficult to accommodate but he did agree to reflect on the request and see whether a suitable place could be found. In turn Robert Race asked Charlotte Kight and Van Nayer to canvass opinions to see how widely held the demand was.
(NB: subsequent to the meeting: Mr Connor has found a suitable place. Under those circumstances, Robert Race has indicated that the PTA will provide the cost of a basic scooter shed).
5. Summer Event
Jo Levers reported that the Summer Event at Red House Farm on the 4th July last had been a success with over 200 attending. Notwithstanding that there was some concern that Red House Farm was having difficulty with its licence to hold these events, Jo Levers very kindly agreed to investigate dates for a further event this year.
6. Sports Evening
Michele Samuels-Koch had obtained refreshments on the PTA's behalf to give to Hale Prep children who had participated in the Sports Evening. The organisation of this was much more successful this year and it was agreed that the same basis of distribution be continued this year.
7. Second Hand Uniform Sale
This had already been covered in the Treasurer's Report.
8. PTA Year Book
Thanks were expressed to Sam Kiel for the organisation of the PTA Year Book which was deemed by many parents to be very useful in helping to plan the academic year. The revenues from advertising of £1,500 had been received which, after printing costs of £645.07, left a profit of £854.93.
It was agreed that Sam Kiel would be approached to see if she would undertake the PTA Year Book project again this year.
9. New Parents' Reception
This was scheduled for the 7th October beginning at 7.30pm. Rachel Hoad-Reddick and Jo Levers kindly volunteered to arrange for the food and drinks for the evening and Gill Talbot agreed to help out with the arrangements. Any further volunteers would be warmly welcomed for the set up from 7pm.
10. Year 6 Leavers' Tee-Shirts
The pre-printed tee-shirts had been distributed at the Year 6 Leavers' Disco and had been a great success.
The cost of the tee-shirts last year was £265.50, and it was agreed therefore to provide these shirts once again at the PTA's expense.
11. Christmas Fair
Michele Samuels-Koch had once again kindly agreed to lead on the arrangements for the Christmas Fair. Volunteers for her committee were sought; Nisha Sathi, Rachel Hoad-Reddick, Gemma Jensen, Jo Levers and Clare Whitehurst volunteered. Michele made it clear that any other volunteers would be more than welcome.
(NB: Post Meeting Note: Gemma Jensen had sent an email putting forward an idea for a school calendar to contain photos of the children at the school. This has been referred to Michele Samuels-Koch's committee as a potential item for sale at the Christmas Fair).
12. Christmas Cards Project
This project led by Nisha Sathi was ongoing and the children would be creating their artwork shortly in order for it to be sent off and printed in Christmas Card Packs in good time for the end of term.
13. Christmas Wrapping
Jo Bradbury had indicated that she no longer wished to sell Christmas Wrapping. Volunteers were sought and it was thought that Van Nayer and Shagun Arora may be interested in participating. This would be followed up.
14. Dinner Dance
The Dinner Dance is due to take place at Mere Golf & Country Club on the 12th March 2011. Lorraine Clinton had sent a note saying that the venue and the band that performed at last year's event had been rebooked. Lorraine Clinton would put forward a summary of the event and a budget for approval at the January Meeting.
Volunteers were sought for Lorraine's committee. Michele Samuels-Koch, Gill Talbot, Rachel Hoad-Reddick and Gemma Jensen volunteered. The meeting was also made aware of another live band that had been used at a similar event. Robert Race suggested that a discussion take place with Lorraine over its suitability for this year or indeed the future.
15. Social Events and Ideas
At the end of last term it did not prove possible to hold a social event at La Rioja Restaurant in Altrincham. It was therefore decided to rearrange this event for Thursday 21st October. Michele Samuels-Koch agreed to produce the artwork for an invitation to go out to all Parents and Teachers with the School Newsletter.
It was also agreed that a Quiz Night for Parents and Teachers should be held at the school on Thursday 27th January 2011. Mr Connor agreed to speak to Mrs Webster about catering for the event as she had made an excellent job of catering for the wine tasting event in the last academic year.
16. Fundraising Ideas/Any Other Business
Rachel Hoad-Reddick reported that an event - separate from the PTA - has been organised away from school for the Infants and their Parents in November. A raffle would be held at that event with any surplus being paid to the PTA.
17. Date of The Next Meeting
Tuesday 11th January 2011 at 8pm.