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MONTPELIER PRIMARY SCHOOL
Annual General Meeting OF THE PTA

MONTPELIER PRIMARY SCHOOL PTA MEETING ON 16.10.07

Present: Janine Neye (JN) (Chair)
Diane Trebble (DT) (Co-Chair)
Richard Piercy (RP) (Treasurer)
Audrey Kane (AK) (Secretary)
Enya Glanz (EG)
Jackie Field (JF)
Claire Connors (CC)
Andrew Hurford (AH)
Yolanda Pitarch (YP)
Liz Wright (LW)
Tasneem Outten (TO)
Rachel Parr (RP)
Amanda Freeney
Margaret Kolinovska
Shirley Kakaiya

Apologies: Emma Parker, Jules Proudfoot, Angela Martin, Am Rai, Alma Ahmovich, Jane Hilman

MINUTES OF PREVIOUS MEETING
The Minutes of the previous meeting were approved.

MATTERS ARISING FROM PREVIOUS MEETING
Most matters arising will be dealt with in the Acting Head’s report.

TREASURER’S REPORT
It may be necessary to write off the outstanding monies due from the fete as these are from local businesses, JN reported. RParr asked how much this amounted to and this was confirmed by RP to be around £300-400. All agreed with JN adding that there needs to be a tighter control on this next year.

At the end of August RP reported that there was approximately £32,000 but there has been some spending which will leave us at approx £26,000 at end of September.

Fit for Sport commitment is around £9k for the year – there is still £4.5k to be paid. LW pointed out that we should be sure that they are going to continue until April before this is paid out.

Ealing Council are now in a position to pay their contribution towards milk. However, apparently we are the only school in the borough who operate in the way we do to get the subsidy that is due. LW pointed out that when she looked after the milk previously it was the same – a struggle to pin them down. The Council keep suggesting that we go through Cool Milk, as other schools do, although we would then not be entitled to the subsidy. AF arrived during this discussion and added that the Council can no longer justify the admin costs of providing the subsidy and may not give us any choice other than to go with Cool Milk and lose the subsidy. There was some question as to who should be benefiting from the subsidy – i.e., the school or the parent buying the milk – something which is open to interpretation. It is felt that the parents should be benefiting from cheaper milk. Using Cool Milk could make milk more accessible for all parents, AF said although LW questioned this saying it might be a huge administrative headache for the school. JN asked EG how the school would feel about this but EG felt unable to comment at this was the first she had heard on the subject. Ealing Council ideally want us to switch from Jan to Cool Milk in line with all other schools, AF said. LW pointed out that there is still the question of who is going to run it. EG/MK suggested that they meet with AF to run through the details to take a view of where we go from here.

The big expenditures outside event costs were Black History & Arts weeks, trip subsidies, sports equipment, video equipment, year 6 leaving & year book, anniversary mugs & Fit for Sport.

RP pointed out that the new auditors have asked for a change to the wording of constitution in order that it should be subject to the level of independent external scrutiny required by charity regulations. It is felt that we should have an Independent Examiners report as opposed to an Independent Auditors report (cost of which is 4 times that of the I.E. report). There was a motion to change the constitution. The change was voted on by all attendees and passed unanimously. The wording :

7 Officers
the treasurer shall
ii) produce audited annual accounts for approval at the AGM.
WILL BE CHANGED TO
 
ii) produce annual accounts for approval at the AGM, subject to the level of independent external scrutiny required by charity regulations
 
Income was down on previous years thanks to reduced number of events and the fete being less profitable thanks to weather. Also car boot sales have ceased due to falling interest and no regular team to run them. RParr asked how much income was down & RP said this would show up on the comparative report with last year’s income & expenditure which will be available at the next meeting.

CHAIR’S REPORT
JN presented the report to the meeting reviewing the events of the previous year and is attached to these minutes.

HEAD’S REPORT
EG began by thanking the parents for organising a successful fete once again. She pointed out how important it is to share the load of this between many rather than it becoming the responsibility of only a few people. She introduced Margaret Kolinovska who was supporting her in PTA matters.

EG pointed out that the fete should be able to go ahead next year despite the building works.

EG noted that there perhaps is not the recognition of the PTA’s role in supporting school trips & asked for feedback as to what she could do to change this.

EG brought to the meeting’s attention the reading programme introduced for Year 1 using the £900 of PTA money. There are laminated cards called ‘take home cards’ which give parents the opportunity to support how their children are reading and help them develop further reading skills. They will be used I conjunction with the Oxford Reading Tree system and there is one card for each of the books.

Digital Cameras
EG has found a camera which meets the requirements of the school which is cheapest from Amazon. She has ordered one for approval to make sure it is what is required and if so, the remainder will be ordered. These will be invaluable once they are all in place. Storage & a system for usage needed to be put in place.

There have been a large stock of books donated by the DeFalbes which is very much appreciated but they are currently being stored until it is decided how they can best be used and appreciated by the children without them being damaged or lost.

Also thanks for Reception equipment which gives greater options for outside learner.

Fit for Sport is a very large expenditure but this is very much valued by the school. It benefits children throughout the school and provides professional sports staff who are able to contribute towards the active fitness programme for the children. EG & AR really are very keen for this to continue and will look into Fit for Sport contributing towards fundraising events within the school to help sustain the programme.

Building Works
The enabling work which will produce a play area at the side of the building has now been completed apart from gates. This is because steps down to the infant playground need to have gates to prevent infants straying from their area.

There is an application in place to get a ramped entrance at the back of the infant playground as the Helena Road entrance will be lost with the next phase of building work. There is some contention to this application which was not anticipated by the architect. The main problem is with Tree Conservation. However, it now transpires that a ramp may not be required – wider steps may suffice although the school would like to provide a ramp if this is possible.

The train has been relocated in front of the nursery wall – a soft wall has had to be put in behind this and EG is looking for volunteers to provide a mural for this.

EG suggested that the building works may not have such a huge effect on the fete as was feared – there may be alternatives to re-locate those areas lost to the works.

EG said that she was aware of the need to attract more new parents to bolster the PTA membership and the stall at the parents evening was fairly successful in that people expressed an interest in being involved and helping in some way. EG passed on her thanks to CC and all those involved in assisting on that stall. CC pointed out that this was a perfect time to put this on & JN added her thanks to Claire who put all this together and was there both nights.

RPa pointed out that developing social circles amongst the class reps is essential to developing parent’s involvement. CC volunteered to take over the class rep co-ordination to encourage greater social interaction and involvement.

EG also offered to work with CC to develop more events along the lines of the parents’ evening stall. TO pointed out that many of the evening events exclude many parents who do not want to leave their children but would like to be involved in the day.

LW said the people generally who get involved are those who see the benefits to their children of getting involved. She pointed out that many will say they would like to be involved but are unwilling to put their names down to the big jobs.

LW asked whether the school couldn’t help more in promoting the PTA although EG said that she felt this has been happening. Every newsletter prior to PTA meetings asks people to go along. We need to send out the message of ‘many hands make light work’ – RPa pointed out that there are great advantages for the children too in seeing their parents involved.

EG wrapped up by thanking the PTA on a personal level for their support in her role as Acting Head. She reported that Am is getting much better – they are in regular contact and should be visiting following half term but is unlikely to be able to be back fully for some time.

Elections
Class Reps: CC has e-mailed existing reps to ask whether they are willing to continue & has received some positive responses but will continue to follow up.

Treasurer: RP is stepping down. Andrew Hurford agreed to take up the reins with Jane Hillman (subject to confirmation) continuing as Co-Treasurer. Nominated and seconded.

AK/LW will continue in the roles of secretary with the possibility of back up from RP & Robert Drepaul (AK to confirm with him).

Chair: JN agreed to carry on as temporary Chair until a replacement can be found, with RP volunteering to co-Chair. Nominated and seconded

Social Co-ordinator: Claire Connors, supported by Rachel Parr. Nominated & seconded.

Publicity officer: Emma Parker (to be confirmed)

Calendar of Events

International Food Fayre: need an organiser. YP thought there were volunteers last year willing to take this on. AK to check minutes. Friday 16th November. It was briefly discussed how the mad rush that always occurs could be avoided. It was felt that everything that could be done had been done.

School Disco: Date to be decided. YP volunteered to organise with CC & support from JN.

School Fete: JN questioned whether we can go ahead with planning for this & all agreed that we should definitely put a date in for the fete as it should certainly go ahead even if it has to be scaled down.

Quiz nights: will be scheduled for next year.

Spending Plans
YP asked for £300 for butterfly nets for each year group which was agreed by all.

Calendar
Shirley has agreed to take on the production of the calendar. AF asked whether it would be possible to produce a family calendar. All agreed this would be useful but probably too late to produce for this year.

Any other business

Next meeting to be confirmed.