Meeting minutes | friendsofhped

September 28, 2016

FoHPED meeting minutes 29th Sept

Present: Ruth (chair), Caroline (minutes), Amber, Sarah, Marianne, Tiff, Lorna, Antonella, Liz, Daniel, Mayoni, Clarissa

Apologies: Josie, Cath, Claire S, Uzma

1. Introduction to PTA

Ruth introduced the role of the PTA and explained past events, including Superhero Training, movie night and cake sales. Ruth explained our fundraising goals, namely that we are raising money to augment and improve the playground facilities.

2. Accounts Update

Amber outlined the accounts for the past year. Since we started FOHPED 18m ago, we have raised around £5000. £4500 of this is earmarked for the playground. We intend to hold back a pot of £500 for ad-hoc funds for teachers’ use. They will be able to approach the PTA (via Jo Conduit) with a proposal for using this money, for example taking children on visits that they otherwise would be unable to afford.

Amber reported that we have raised £2985 over the past year. The most profitable event was the summer superhero event which raised £1909. The various cake and ice-cream sales have raised £314 and the affiliate scheme for raising money whilst shopping online has also generated significant income.

After spending on the playground, our opening balance this academic year is £535.

Amber explained the affiliate scheme and the Easyfundraising scheme. It was agreed that we should publicise this extensively in the run-up to Christmas.

3. Immediate Fundraising Needs

Ruth reported that Jo is currently negotiating the price of the Tangle Trail for the playground which she is keen we purchase. The price is likely to be between £1500-£2000. The school will pay upfront and we will reimburse the school as the money is raised over the next year.

We are also hoping to purchase two further planters and possibly another playhouse. The playhouse has been particularl popular with the children.

Ruth reported that there is a further set of acrylic cut-outs which will need to be installed when the builders finish and release the remaining section of playground. We therefore need to schedule another day for parents to come at the weekend and do this work. We agreed the 12th or 13th Nov as possible provisional dates and Ruth will liaise with Jo Conduit to confirm which is best.

4. Non-committee roles needed for this year:

The nature of each role was explained and volunteers sought.

Year Rep for Reception

Amber explained the Year Rep system and the need for a Year Rep for reception. She has had an email from Uzma (Alina’s mum) who has already volunteered for this. Everyone present was happy with this.

Cake Sale Co-ordinator

Marianne and Clarissa volunteered to share this.

Christmas Cards / Tea Towels co-ordinator

Josie Pizer has already emailed to volunteer. Everyone was happy with this.

Designer / Marketing Assets

Daniel Byrne volunteered for this.

Raffle co-ordinator

Mayoni volunteered for this.

Grants / Fundraising co-ordinator

Amber volunteered for this.

Wastebusters Scheme co-ordinator

Claire Clifford-Turner led this last year. We will approach her to see if she’d be happy to do this again this year.

5. Future Events

Cake Sale

There was some discussion about timings for this but agreed that immediately after school works well so that the children can be involved. Friday 21st Oct was provisionally booked for the first of these.

Pub Quiz

Amber and Caroline have been co-ordinating this along with Nikki and Carl Cooper.

This was planned last year and then postponed until this year because of the lack of a suitable venue. We are keen to hold it this term in the school hall. Amber wondered whether we can obtain sponsorship and has sent a few emails to local estate agents to see if they would be willing. She will liaise with Lorna regarding the possibility of sponsorship through Portico.

Sarah said she would still be happy to take the lead on purchasing drinks.

We pencilled in 10th or 11th November as possible dates. This is dependent upon Jo Conduit and Carl Cooper’s availability. UPDATE: 11th November confirmed

Christmas Event

We discussed possible ideas including a Christmas shopping event, with local businesses and trades being invited to hold stalls in the school one Saturday in December. It was felt that we were probably short of time to organise this, and so we agreed to shelve this idea until next year.

A Christmas gift-wrapping service was suggested, with mulled wine and mince-pies being sold / served. Mayoni suggested offering mini-manicures and explained that she runs a salon locally and could ask one of her colleagues to do this. It was further suggested that we could incorporate a charitable giving element and liaise with Jo about involving Pupil Parliament. We discussed timings and dates and agreed to provisionally book this for Saturday 10th December 2.30-5.30pm. We asked for volunteers to form a steering group to take the lead on organising this event. Lorna, Marianne, Clarissa and Tiff agreed to do this.

Movie Night

It was agreed that this worked well last year and so should be repeated this year in a similar format. A date was provisionally set: Friday 16th December after school.

6. AOB:

DBS checks. Ruth suggested it would be useful for the committee to be DBS checked so that we can take kids from after school club to events that clash etc. She will discuss this with Jo.

Next meeting: Weds 12th Oct to discuss Christmas events.

March 17, 2016

FoHPED AGM minutes 17th March

Present: Ruth (Chair), Caroline (Vice Chair), Cath (Treasurer), Maria (Secretary), Jo (Head), Amber, Marianne, Sarah, Tessa, Herve, Clare

Apologies: Nikki, Josie

1, Welcome and introductions

Caroline presented the purpose and activities of FoHPED - presentation here

2. Cath presented the accounts - FoHPED accounts

3. Election of committee members (the meeting is quorate so decisions can be made and voted on, Jo to chair this part of the meeting). It was proposed that the roles of Chair and Vice Chair be changed to two Co-Chair positions and put to a vote: all in favour

Co-Chair (2 positions)

Ruth standing, nominated by Caroline

Caroline standing, nominated by Maria

Vote: all in favour

Treasurer

Amber standing, nominated by Maria

Vote: all in favour

Secretary

Cath standing, nominated by Ruth

Vote: all in favour

Position of Chair for the meeting is passed back to Ruth, thank you Jo.

4. Intentions for money raised by FoHPED

Ruth explained that the committee had been working to build up a pot of money with the intention

of spending it in two ways:

1. to maximise the outdoor space at the new school site

Ruth explained that this is her area of professional expertise and has volunteered her skills to the Harris team working on the new school. She will work with Jo and Sarah Musgrove to create a long term plan for the playground area and prioritise a shopping list of equipment/features that can be worked towards.

2. to ring fence a £500 pot for teachers to bid for money for extras (NB this is not for items

that would usually be purchased through the school funds, but for added extras like special

visits). Jo felt that this would give the teachers an important professional development

opportunity to present to the committee. Any ideas must have previously been passed by

Jo and then the committee would vote on proposals.

Vote: all in favour

5. Forthcoming events (these events are in the planning process)

Cake sale: 18th March

Easter scavenger hunt: over Easter holidays

Quiz night: 28th April

Summer fun day: Cath to liaise with Terry at the adventure playground to confirm date

Social pub night

New intake picnic

6. Ideas for future fundraising (these events need someone to lead on)