Minutes of PTA meeting
Tuesday 18 January 2005

download word version here

Attended by
Audrey Kane (AK) Julie Berry (JB) Jules Proudfoot (JP)
Jackie Field Jenny Redley Tasneem Outten
Nell de Falbe Anne Blessley Amanda Freeney
Enya Glanz Rusty Mucadum (RM) Yolanda Pitarch (YP)
Patrick Raleigh Eleni Kyriacou Chris Hainstock (CH)
Jeff Beeson Ian Scott (IS) Tetsuya Fukushiwa
Michelle Gour Benjamin Jas Khaira Barbara Karayi
Alma Ahmovic Carlo Lusardi Shirley Scott (SS)
Angela Martin (AM) Tasoutten@hotmail.com Jo Starling
Alex Stanier (AS) Diane Trebble (DT) Janine Neye Swift (JNS)

Apologies
Am Rai Michael Bland Manish Patel
Liz Aglen Wright John Perkins Mary Wilkinson

Introduction by chair –
Meeting opened with a general introduction from Alex Stanier (co chair) introducing different members of committee and class reps present. AS continued with a reminder of structure for meeting

Split into 2 main areas with a social break in the middle
1. Notifications from the chair – no open discussion
2. Actions / discussions

Part 1 – NOTIFICATIONS

The following items were presented to the meeting by AS.

a) Disco – fantastic effort with thanks to all - especially in light of the limited use of the school as a result of health and safety concerns.

b) Food fayre - £1000 raised – another great effort – well done to YP and DT for organisation.

c) Financials – IS summarised the position at the end of the first term as follows -
1. After expenses raised just over £5,000 in first term - £2,800 up on last year
2. Expenditure – school signage, art supplies and school trips - £4,428
3. Total £23,500 at bank to spend currently
4. Estimated profit to be made across the year is £20,000 – need to agree spending plan at this meeting

d) Non Uniform Day – originally scheduled for 8 February however this has now been changed to Friday 11 February 2005 as year 2 not in school on that day. Letters to go out to all parents on 4 February. As before every child brings in a £1 – no theme agreed as decided too much additional hassle for parents. Maybe considered for future days.

e) Quiz supper – 5 Feb 05 – desperate need for an organiser for the quiz itself and someone to create and act as quiz master. Food has been organised by Shirley Scott (Fish and Chip supper), letters ready to go out promoting event, tickets prepared. AS asked for volunteers.

f) PTA website
– Chris Hainstock has prepared phase 1 – got site up and running and is now available for all to use. About 200 hits on the site in the last 2/3 weeks.
– Phase 2 – content needed. CH stated that it must be decided what should be in it and gave examples of children’s work, quizzes, calendars, contact names and numbers etc. Discussion on content – include pictures of committee people, class reps, general shots of the events, puzzles for the children, logo on the site, swops of bikes / toys / services to be included.
– Issues that are involved:
- need to get permission from all committee that the names to be included on the site.
- Governors names removed from site on request from Mr Rai.
- No close up pictures of children
– School does not currently have a website – when it does the PTA site will be linked in to the school one. New school logo included. Discussion on PTA logo for future. Will not be changed as yet – however to be considered if needed. The current logo was designed as part of a competition by children at the school.

g) Communication generally
- collect email addresses from all on regular basis.
- email address set up as a group one so that if send to members@ this will go to all the parents who have given the email address to the PTA – approximately 120 so far
- AS proposed that PTA is to stop sending out paper copies of information to parents and rely on email communication
- SS pointed out that not all parents do have email addresses – or are willing to give in their email addresses – estimated at 50% of people and that working out who to give paper copies to will be additional work for the teachers. Also proposing this as the main way of communication is not supporting the policy of inclusion for all.
- Agreed that paper and email would have to run in tandem.
- AS highlighted the need for a copywriter to help the layout on the emails to be sent out

h) IT –
- AS informed the meeting that the school has negotiated a range of enhancements for the computer suite which include
ß 30 computers for £16,500 bought by school from Dell
ß new server for curriculum for £5,500
ß new computer suite to be created – in the old library – at cost of around £12,000 for refit.
- Computer suite will be timetabled activity so will be used by all classes from reception upwards.
- General discussion about the importance of this development. As one of the recommendations of the Ofsted report it is considered important for the education of the children as well as achieving the goal of inclusion which is not achieved through the use of the interactive white boards which are restricted to certain classrooms. The provision of these boards is on a rolling process - dependent on funds available,
- All potential contributions to be considered

i) Marketing strategy –
- Manesh – preparing corporate pitch to Tesco (and anyone else) to try and raise large amounts that will add to revenue raised - £30K request for computer facilities for example
- Michael – PR person – aim to get the events in the local press to encourage attendance etc.
- Selection of fund raising ideas drawn up. AS circulated a list to the meeting. The ideas are also on the website and can be looked at and then commented on to the chair.
- AS – commented that as always we are looking for people to be involved - more the better. Contact AS if you feel you can help.
- Class reps meetings proposed for during the day for those who can not come in the evening.

j) Arts week –
- RM reported that is was very successful last year and is to be repeated this year – 28 Feb to 4 March 2005
- This year the school is looking for more outside help to widen the event and RM has sourced some outside performers which offer story telling with music for key stage 1 and stage 2 and an Indian dance workshop. Been tentatively booked by RM – request for money for between £500 and £1100.
• Agreed to fund the whole event at £1100

k) B & Q funds available
- AS - Community project scheme funds available up to £5000 worth of goods to be given to school for relevant projects – proposal required by 18 March 2005.
- AM has been investigating funds available for wilderness area as an action from the last meeting and reported that there is still some scope. “Learning with landscape” identified as trust that helps bring alive the way the wilderness area can be used.
- AM highlighted that there is a question outstanding on what areas of the school that will be available to be used in the near future so need to discuss with AR before any further plans made.

l) Jumble sales / Bike sales
- AS proposed that an event is held that is specifically geared to bikes so that people come prepared to take away the bikes.

The meeting then broke for informal discussions.

RETURN TO TOP

PART TWO

Discussions Action
B & Q
- agreed to put together a proposal to tender for the available funds – including how garden/wilderness area can be used. Involve someone from the school and the governors on how can add value.
Angela Martin and Jaz Khairato co-ordinate proposal
Bike swop
Not discussed – to be raised at the next meeting
Disco feedback
RM – great event, with very good atmosphere. Only reservation was the restrictions on the numbers which upset some parents understandably. Need to come up with a way to include all for next year
JNS – due to restricted numbers at one time the only option is probably to extend the times. This may not be viable as the hall is very much in demand at Christmas time and may not be available before hand to enable an earlier start.
Agreed that need to consider what could be done for next year nearer the time.

General comments -
- new dj – slightly less games and more anonymous music for next year
- alternative needed for face painting for junior disco as not as good a take up for older children as for infants
- bar takings significantly down –however not all important – the inclusion issue more important to be covered
Further discussion at next meeting or on website.
Class reps
Proposed coffee mornings etc to build up awareness of the PTA and get them interested
Issues to be considered -
- availability of hall and kitchen – need to book hall
- theme for the coffee mornings to encourage people to come along
- Theme agreed “What do you want PTA to do – this is what was spent last year – what do you want to do this year”
- Tasneen to organise from 9:05 so parents can come in straight after drop up

Tasneen to check date with school office – proposed Friday 4 Feb 05

Tasneen co-ordinating
Marketing / PR schedule

JP – commented that we must remember the internal PR that is needed to communicate with the parents what the PTA is all about and how they can all be involved. It is about a school community not just about fund raising as this may put people off.
Activities / ideas on website

Comments to chair
IT suite
General comments -
- Decent computer suite needed to attract children to school – having a suite which enables every child to have access to a computer to use which may not have in home environment

VOTE passed to spend £16,500 on computer suite however need to ensure that there is support to ensure that the equipment will be able to be used.

Chair to inform AR of funding agreed

PTA to be credited with the provision of the computer suite – sign on the wall.
Arts week
VOTE passed for £1,100 expenditure agreed

Quiz night – inter school
SS – proposed an inter school competition between St Gregorys, North Ealing and Montpelier – 50 tickets per school - £10 each. Profits split between the 3 schools and with a prize for the winning school of £150 in vouchers for books / games etc.
May 14 / May 21 possible dates.
Paid quiz master being proposed. Shirley Scott organising
Quiz night – 5 Feb 2005
Chris H to approach Rob Fenton as potential quiz master – feedback to AK. Depending on cost may try and do internally.
Agreed -
John Perkins to organise bar
Yolanda P to co-ordinate – tickets to be organised
Julie / Janine / Audrey to co-ordinate on night.
JB / JNS / AK to co-ordinate on night.
Fund raising activity
- review all the information on the website and put comments on to determine what is general opinion.
Comments to chair
Organic fruit and veg
Liz Wright looking into it –
Message from Am Rai this is happening
More information to follow
Website
General discussion
- different languages needed to translate the messages going out – newsletters and website
- ask at the coffee morning for volunteers
- class reps to identify anyone who can help with any languages
Feedback at next meeting
International food fayre
General discussion
- very crowded
- lots of children upset as did not have money and parents not there
- busiest areas was the sweets – should not be the case – we do not make money on the sweets – should be on the cakes and other items donated.
- Yolanda P suggestion of parent helpers to support the teachers of the classes lower down the school so that they can bring the younger children in before older children included. This would take pressure of teachers and ensure that the younger children are not upset by the crowds.
Continue discussion at next meeting.
Summer fete
To be discussed at next meeting.

Pantomine feedback Not discussed – to be discussed at next meeting.
Calendar Not discussed – to be discussed at next meeting.
Father Christmas Grotto Not discussed – to be discussed at next meeting.

Next meeting – Tuesday 8 March 2005 – 8pm