Adlington Primary School PTA MINUTES Thursday 9 th July 2015 Present: Joanne Stafford, Jane Bostock, Sarah Wilson, Emma McNeely, Becky Rowe, Vreni Henry, Jill Pegoraro, San Buckley, Lorna Wainwright, Yvonne Dandy Apologies: Polly Broadhurst, Kate Wetherall, Marcella Lee-Gallon, Charlotte Dewar, Aysha Hawcutt, Sarah Norval Joanne Stafford welcomed everyone to the meeting and informed them of apologies received. Financial Update (Given by Jane Bostock, Treasurer) Documents: Financial Report July 2015, including Summer Ball summary & Summer Fair Breakdown (Stall by stall) Financial Report July 2015 Jane gave a breakdown of current finances. The closing balance, as of 09/07/15 was 9,406.21. This included receipts from the Giving Machine, Summer Ball (16/06/15), Skipathon (25/06/15), Film Night (26/06/15), final Bikeathon monies received and the Summer Fair (04/07/15). There were no payments out. The Treasurer highlighted that the Summer Ball had made a profit of 688.75, which was a fantastic amount, especially for a social event. The Skipathon had raised 759 to date, with more sponsorship to follow. This was a great amount, but not as much as in previous years. It was agreed that this probably due to the number of events held during the Summer Term. The Summer Fair had raised 1,776.61 to date, with monies from advertisers due. This was a great amount and could exceed the amount raised at previous Summer Fairs once all monies had been received. It was reconfirmed that payment for completion of the pond area would be paid as required. Leavers Bench It had been agreed outside of the meeting that the PTA would contribute towards a bench to be presented to the school as a leaving gift from the current Year 6 pupils. The amount would be in the region of 100 and had been agreed as this was in line with the PTA s current fundraising Outdoors theme.
It was concluded that this year had been a great financial success for the PTA and was even more significant given the changes made to the Committee structure. Hopefully the end-of-year total would reach our initial target of 8,500. Review of Events The Chair noted that the number of PTA events held within the Summer Term had been considerable, especially compared to the number held within the Spring Term. This was believed to be due to a continuation of the PTA Event Schedule from previous years (despite changes to the Committee structure), two new Chairpersons over the year and the introduction of new events, e.g. Summer Ball. Consequently a review and planning session for the Event Schedule 2015/16 would be held in September and dates set wherever practicable. (COMMITTEE) Summer Ball (Becky Rowe) Venue Everyone agreed that the Adlington Hall Hunting Lodge had been a great venue for the Summer Ball: Ideal location and reasonable prices meant we were able to create a slight uplift on the ticket prices ( 5 per ticket) to generate more profits. Date/ Timings A Friday night appeared to be a good evening to hold a Ball. As a new venture the date of event was held during a busy period of PTA events, however the PTA event schedule would be reviewed in September. The event timings on the evening were all to plan and deemed successful. Ticket Sales There were a total of 65 tickets sold, which for our first Ball was really positive. There was a great atmosphere and the room seemed adequately full. Food Good standard of food and positive feedback had been received. Room The newly updated room was lovely, so decorations were kept to a minimum to reduce costs. These have been kept for future events. Entertainment There was an issue with the PA system for the band, however they were provided with a microphone when they started playing. It was agreed that it was great to have live music. The DJ played a variety of music and requests and even lent his microphone to guest singers!
Games The games held were Human Bingo, 5 in an Envelope and the Man Utd. Football Shirt Auction. Everyone seemed to join in enthusiastically and the games seemed to be well received. Darren Wilson was thanked again for his kind donation of the Manchester United shirt which raised 200. The Committee thanked Kate Wetherall and Charlotte Dewar for organising the Human Bingo. It was agreed that the prize money for the 5 in an envelope game should have been 100. Future Summer Balls As the Ball had been so well received, it was agreed that the PTA should build on the enthusiasm and hold such an event in 2016. It would then be reviewed if the event should be held bi-annually thereafter. Unfortunately the Hunting Lodge have recently changed their policies to a 3,500 weekend rate for room hire and menu, which is not within the PTA budget and therefore we would require an alternative venue for future events. Becky Rowe kindly offered to lead a similar event again; highlighting that it needs to be a team effort to assist with communication, collecting payment and booking forms. It was agreed that the main considerations for future events would be price, date, venue and format. Do we do something different next year something a little bit more casual Summer BBQ for the adults instead/barn dance/hog Roast with a ceilidh band? Lorna Wainwright kindly offered to help with the idea of the Barn Dance depending on the time of year. It was concluded that the Summer Ball had been a very successful event and we would hope to do a similar event next year. The Committee thanked Becky Rowe, Sarah Wilson and the Event Team for all their hard work, resulting in a great achievement. Sponsored Event - Skipathon (Joanne Stafford) The Skipathon had once again proven to be a popular event, helped by the lovely weather on the day. San Buckley, Aysha Hawcutt, Sarah Norval, Sarah Wilson, Yvonne Dandy, Jane Bostock and Joanne Stafford had helped on the day and the Committee thanked them all. As detailed in the Financial Update, although the Skipathon had raised a great amount, this was not as much as children s sponsored events in previous years. It was agreed that this probably due to the number of events held this Summer Term. The children s sponsored event should be held early after the half-term break, to avoid conflict with the Summer Fair communications etc. It was noted that if this event is held next year, then 8 helpers are required on the day. Film Club Big Hero 6 (Vreni Henry) Another successful Film Club, raising 201. As some of the tickets had not been distributed in book bags, it was advised for tickets to be sent out 2 days before the event for future film clubs. (JOANNE STAFFORD) It was concluded that the Film Clubs were still proving to be popular events and had raised over 1000 throughout the year, which is an incredible amount.
Emma McNeely and Yvonne Dandy had helped at this event and the Committee thanked them for their efforts. All feedback received from the event had been positive. Summer Fair (Vreni Henry/Emma McNeely) General The Summer Fair was deemed to be a great success and a fantastic result regarding monies raised. The Summer Fair had been led by Vreni Henry, assisted by Emma McNeely/ Jill Pegoraro (Stalls/Sideshows) and other Committee members. The Project Team approach had once again been successful Although it was suggested that Stalls and Games/Sideshows be managed as separate roles for future Fairs. (SUMMER FAIR EVENT TEAM) A planned date for the Summer Fair 2016 - first Saturday in July would enable us to plan what is required in terms of resource, particularly people and our initial communication to school. We could consider a Summer Fair theme. The Committee thanked JILL PEGORARO for her lovely hand-painted wooden signs for many of the sideshow games; it was agreed that these definitely added a professional touch to the games. A Summer Fair central file has been generated which holds information on all communications, details of all games (including prices, prizes and rules) and external stallholders. This will provide an invaluable source of information for future Summer Fair Event Teams. Communication Following the Fair, a spreadsheet has now been created which will auto-populate dates of required communications and actions, when the date of the new Summer Fair is entered. It was noted that when we request contributions for the Adult Tombola we need to specifically request for any bottles to be brought in to school by an adult and left in the school office. The Summer Fair programme and poster had been well received, particularly the colour versions; it is hoped we can repeat this next year. Summer Fair Programme The programme should be distributed one week before the Fair, to ensure adequate reading time before the event. Therefore confirmation details of events, games and entertainment are required two weeks before, to allow for print lead-times. Summer Fair Poster The poster should be distributed via book-bags one month before the event. We could also ask local businesses to display a copy (e.g. butchers, Post Office, Co-Op, library) and if possible, colour A3 copies should be printed for this. Layout A change of layout for the next Summer Fair was suggested and this would be reviewed during the Fair 2016 planning sessions. For example - Holding everything on the field to contain everyone within one area, with excess parking on the school playground. Create a festival type atmosphere, with a live band performing etc.
Actions The following actions were carried out prior to the day of the event and helped with the overall organisation: - Bunting erected - All classroom desks cleared and their room location identified with chalk underneath (to allow for easier reinstatement) - All sweetie beakers and adult tombola bottles labelled with raffle tickets The action plan produced for the morning of the Fair ensured the preparations went to plan and everything was completed on time. Entertainment Adlington s Got Talent - Always a popular show with the children and their parents! - We had 10 entrants this year, although 2 did not perform at the event as they were late arriving. - The show started at 12:30pm and finished by 1.15pm. - An event start time was detailed to the entrants, rather than individual slots, to ensure a full audience. - We requested details of the music required and then played each track through a speaker. This information should be relayed to the entrants in future years, as most still brought their music on mobile phones which wouldn t be loud enough. - A gift bag of sweets was given to each entrant, but no overall prize was awarded; this decision appeared to be well received. - It would be considered next year whether the show could be performed outside. Tug-of-War - Positive feedback had been received and the event had created a fun atmosphere. - It was noted that some of the entrants had gone home before the event started, so it may be advisable to make the start time earlier in future years; it was noted that the Tug-of-War started at 2pm this year. - Marcella Lee-Gallon had informed the Committee that the rope had been offered for use again at next year s fair. - The Committee thanked Marcella Lee-Gallon for leading this event. School Stalls Cake Stall - Not as many cakes were provided this year, as we had asked Year 1 parents/carers to provide the scones for the afternoon tea, however there appeared to be an adequate supply. The scones sold well on this stall too. - It was suggested that we promote the idea of donating homemade cakes or maybe incorporate a baking competition next year... The Adlington Bake Off? Raffle ( 1/ticket) - The decision was made to not purchase a star raffle prize this year, as we had a good array of donated raffle prizes and to see if this affected ticket sales. After review it was noted that we
actually made an increased profit this year and therefore we should follow this strategy next year providing we have adequate raffle prizes. - Our raffle prizes this year were: 4 x Lego Land Tickets Shellac Pedicure / Manicure (Glamourize (Sally Meller) & Sarah Wilson ) Rope Race Activity Centre Toni & Guy Voucher Nouveau Lashes voucher and HD Brow voucher (Karina Lowe) 50 Arighi Bianchi voucher Golf Lesson at The Tytherington Club Family ticket to The Chestnut Centre Bollington Brewery Tour & 3-pack of bottled beers 20 Purple Pakora voucher (Vouchers were also received following the event from Heights of Abraham and Cheshire Icecream Farm As these were prizes to be redeemed over the Summer, they would be used as an extra prize for the 100 Club July draw (AYSHA HAWCUTT)) - Each stallholder also provided a prize and these were divided into 2 separate Adlington canvas goody bags and used as extra raffle prizes. - It was suggested that a full list of the raffle prizes should be on the Raffle ticket table at the event. - An A3 colour poster, detailing the prize donators, was produced and used as promotion at the event and it was suggested this should also be used prior to the event. Toys and Books - Plenty of good quality toys and books had once again been donated. - There were a lot of books, many of which were leftovers from Bag2School day; it was noted that the children s books sold better than the adult books. - No coloured stickers were used to price the toys/books, following advice from previous stallholders and the toys were verbally-priced as they were sold, which worked well. - It was suggested we request DVD s to be donated, to be included for sale on this stall. Adult Tombola ( 1 for 3 tickets) - There were plenty of quality prizes donated again this year. - Tickets were sold at 3 for 1 this year and this price was considered too low, as all tickets sold quickly and profits were down from previous years. - It was suggested that next year we charge 1/ticket again; if ticket sales are slow on the day we can then remove losing tickets from the bucket, to increase the customers chances of winning. Sweetie Tombola (20p) - This is always a popular stall, which should be continued and no changes are required. - Further beakers should be made available at the school office, if people would like to fill more. Sideshows Bouncy Castle ( 1 per go) - 121 tickets were sold this year compared with 162 tickets last year and therefore profits were down. It was unclear whether a bouncy slide would be more popular for the older children or whether the drop in ticket sales was due to less strict management of the slide this year. - It was suggested that we could look at hiring a bouncy slide again next year, or both if they will provide adequate discount.
- Due to the hire charges, this never results in a great profit, but is always really popular with the children. There was a discussion regarding buying our own castle/slide, which we could then hire out, but problems include storage and insurance. - Feedback received suggested the castle should have an enforced time limit and care provided if older and younger children are using the castle simultaneously. Face-Painting and Tattoos (From 1.50 and 50p respectively) - It was noted that whilst it is preferable to manage this stall ourselves for increased profits, we do require an adequate number of face-painters. Therefore we need to advertise via Parentmail and Facebook in advance, rather than relying on volunteers to sign up without previous experience. - It was also suggested that we have 4 x 45 minute slots, which could still be rotated between 2 or 3 face-painters. - A plentiful supply of up-to-date pictures are required for the face-painters to copy. - We should provide plain tattoos only; animal designs proved popular this year. - The glitter tattoos were considered too expensive and too difficult to apply, therefore they should not be used again next year. Pony Rides ( 2) - Always a popular sideshow, especially with the younger children. - A sign should be provided in advance stating Riders do so at their own risk. - The Committee thanked Jessica Mason and Lorna Wainwright for organising the pony rides. Tractors (Free) - The Committee thanked Lorna Wainwright for once again providing the tractors for children to climb on and she has offered them again for next year. - A sign should be provided in advance stating Children to be supervised at all times whilst climbing on the tractors. Sheep Drop Bingo ( 2/square) - Lorna Wainwright provided the sheep and pen again this year and the Committee thanked her. - For future Fairs, it was requested for the sheep pen to be delivered the evening before the Fair, so the grid could be drawn out in advance. - A grid was drawn out with sand within the pen and this year it was divided into 64 squares, rather than 100; all squares were sold. - An A-Frame, with a flipchart or whiteboard, is required to draw the responding grid on and then individual squares are sold at 2 each. - Feedback given recommended that the A-frame should be positioned centrally to ensure maximum publicity; it doesn t have to be next to the pen. - The prize is one third of the money raised. It was noted that this year the winner donated the prize money back to the PTA. - This has always proven to be a popular event due to its novelty factor. Tin Can Alley (50p/3 throws) - Simple game and we own the tins, so easy to replicate. - It was suggested that we request one of the wooden signs for this stall next year. (JILL PEGORARO)
Beat the Banana ( 1/3 shots) - This game consists of trying to score a goal passed someone dressed in a banana costume and if you succeed you win a sweet. - This is the second year we have run this game and it is very popular with the children. - The cost was increased from last year and it was agreed we should charge this amount again next year. - The banana costume was provided by Polly Broadhurst. The Golden Rock (30p/1 go or 50p/2 goes) - This game was new this year and the idea was taken from The Golden Carrot game held at the Christmas Fair. - Very popular with the children, as it was easy to win sweets. - It was cheap and easy to run and therefore recommended to be repeated. Yukky Dip ( 1/go) - Very popular game, which sold out. - The intention was to use jelly as the yukky component, but due to the large quantities it didn t set and compost was used instead. An idea suggested for next year was to use dyed spaghetti. - The prizes were a selection of toys bought from e.g. Poundland. - SARAH WILSON has stored the large buckets and the hand-painted sign for this game. Snail Race (10p/go) - Very popular and busy game. - Successfully arranged and managed by RACHAEL CLARKE and KAYE MCGOWAN, who have the racetrack in storage. - It would be discussed next year whether to increase the cost slightly. Beat the Bucket ( 1/go) - Each participant was allocated a number, which was sellotaped to the donated 1 coin and put in the bucket. - If your number was drawn from the bucket at the end of the game, the prize won was 20. - The bucket was taken around towards the end of the Fair by Year 6 pupils, which increased sales, and it was suggested that this was repeated next year. Guess the Number of Sweets in the Jar (50p/go) - The jar of sweets was kindly donated by Swizzels Matlow in Adlington this year (Contact details held in Summer Fair file). External Stalls There was a lot of positive feedback received for the number, and diverse nature, of the external stalls at this Summer Fair. Professional Football Coaching (PFC) - The Committee thanked SARAH WILSON for arranging PFC to join us on the day. - No input was required by the PTA on the day and they donated half of their profits to us. Mrs P s Jams and Chutneys - Friend of VRENI HENRY, who also attended the Christmas Fair 2014.
Smiley Hiley Cards and Gifts - Friend of JANE BOSTOCK, who also attended the Christmas Fair 2014. Happy Valley Honey - Friend of EMMA LEIGH. Jo Carnell Wooden Homemade Crafts - Parent Trophy Dog Treats - Positioned on the field and their sales were not good. - They did mention a possible scheme whereby they would donate a share of their profits to the PTA, for any purchase made by any of our members; however to date we have not received any further information. Alison s Cards & Gifts - Alison is very keen to attend future Adlington Fairs. Anna Barker Driftwood and Carvings - Anna is also very keen to attend future Adlington Fairs. Chloe Hannah Headbands - EMMA WHITTAKER s sister. Planning of Future Events (Autumn Term 2015) PTA Welcome Coffee Morning Film Club (Vreni Henry) This would be held in September 2015, but an actual date would be confirmed. (POLLY BROADHURST/JOANNE STAFFORD) The next film club will be held on Friday 25 th September 2015. The actual film to be shown is to be confirmed, but suggestions included Book of Life and Annie. (VRENI HENRY/POLLY BROADHURST) Booking forms would be distributed in book bags following the Summer holidays. (VRENI HENRY) The event would be advertised on Facebook and the school website (JOANNE STAFFORD) EMMA MCNEELY kindly volunteered to help at this event. Food would be hot-dogs, chips and popcorn (JANE BOSTOCK). It was agreed that we would use Heathcote s sausages and review this decision afterwards; the sausages would be pre-cooked (VRENI HENRY) Bag2School (Jane Bostock) The next Bag2School will be held on Friday 25 th September 2015. Information would be distributed following the Summer holidays. (JANE BOSTOCK) As previously confirmed, we will be using the same Company as last time.
Stylejunkie Event This is a fashion and accessories event, whereby a percentage of the sales profits will be donated to the PTA. It was suggested that this could be held during the Autumn term and each person attending would purchase a Door and Draw ticket, with the chance of winning a prize hopefully donated by Stylejunkie. A date for this event would be discussed at the next PTA meeting and would also depend on the availability of Stylejunkie. (COMMITTEE) Small Charities Status Jane Bostock updated the committee on the progress of the Small Charities Application. The Governing Constitution for the PTA has been submitted to the Charity Commission for consideration and has been returned by them highlighting some alterations that need to be made in order for the PTA to become a small charity: The Adlington Primary School PTA Governing Constitution makes provisions should any amendments to the Association become necessary, however, the wording of our existing constitution is not currently sufficient for the PTA to become a charity. It was therefore agreed that the wording would be amended to use the wording from the PTA-UK approved Governing Document (as below): 12. Amendments This Constitution may be amended at a General meeting of the Association by a two-thirds majority of the votes cast, but: 12.1 The Members must be given 21 clear days notice of the proposed amendments. 12.2 No amendment is valid if it would make a fundamental change to the Objects/clause 2 or destroy the charitable status of the Association and no amendment may be made to clause 9 without the prior written consent of the Charity Commission. 12.3 A copy of any resolution amending this constitution must be sent to the Charity Commission within 21 days of it being passed. The PTA Governing Document also does not currently state the minimum or maximum of trustees, but then declares the roles of the committee at clause 5 Committee states the office bearers as Chairperson, Treasurer and Secretary. The Charity Commission recommends a minimum of 3 trustees. Therefore, it was agreed by those present at the meeting that the wording would again be taken from the PTA-UK approved Governing Document (as worded below) and the minimum number of trustees will be amended to 3. 1.4 The Committee The minimum number of committee members/trustees: [ ] Jane will arrange for the amended and signed Constitution to be sent to the Charity Commission for consideration, together with minutes of this meeting showing that the changes have been approved and adopted by the PTA. (JANE BOSTOCK)
AOB PTA Email Address Joanne Stafford informed the Committee that she had set up a PTA email address, which could be used in promotional material for events, general communications etc. for people to ask questions etc. The address is adlingtonschoolpta@gmail.com. As current Secretary, Joanne Stafford agreed to manage the email address and respond to any messages received. (JOANNE STAFFORD) PTA Newsletter Everyone agreed that it would be good to produce a PTA Newsletter, initially for the Autumn term. This would highlight what the PTA has achieved to date, how people can get involved and promote future events. A draft copy would be produced over the Summer holidays. (JOANNE STAFFORD) Invitation to view PTA Purchases Due to the absence of Polly Broadhurst, a date for this event would be set at the next PTA Meeting (POLLY BROADHURST/COMMITTEE) PTA Noticeboard The PTA Noticeboard was now in-situ next to the external school noticeboard, in the main car-park. POLLY BROADHURST had agreed to print photos to be displayed; JOANNE STAFFORD and EMMA MCNEELY would be updating the display. Name Labels - Stikins Vreni Henry informed the Committee that the company Labelplanet, who produce the Stikins name labels, do a scheme whereby they will donate a percentage of the profits raised to the PTA, if they sold labels to Adlington School customers. We would have to promote this scheme to parents/carers and if they used a specific code at checkout we would then receive a percentage. It was confirmed that we would discuss this scheme with Mrs Broadhurst and if agreed, we should sign up and advertise this before the end of term. (VRENI HENRY/JOANNE STAFFORD/POLLY BROADHURST) Date of Next Meeting The next PTA Meeting will be held at 8pm on Thursday 10 th September 2015 at The Miners Arms, Adlington. The date for the Annual General Meeting had been set as Thursday 8 th October 2015. However this would be reviewed at the next PTA meeting due to Committee members not being available on that date.