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Rayleigh Primary School PTA
Registered Charity number: 1108075
Chair: Mrs K Gilbert/Diane Ewing Vice Chair: Nicky Clarke
Treasurer: Julie Sutton Secretary: Andrea Davies
Refreshments: Julie Hunt Head Teacher: Peter Malcolm
Minutes: Friday 6 November 2009
Time: 2:15pm Meeting Room
1. Present
K Gilbert, Diane Ewing, Julie Sutton, Andrea Davies, Catherine Johanson, Lisa Shurben-Browne, Sally Crowe
Mrs Gilbert welcomed everybody to the meeting.
2. Apologies
Michelle Danniels, Janice Chin, Julie Hunt
3. Minutes: AGM 16 October
The minutes of previous meeting were received and signed off without amendment.
4. Matters Arising
Joint Chair:- After referring to the model constitution it was agreed that there was no constitutional reason why the position of chair could not be shared. It was further agreed that when the chair’s casting vote was required only one vote would be allowed and the joint holders would agree between themselves how to cast their vote. Also whenever a chairs signature was required both Joint Chair’s would sign.
5.Pavillion
It had been reported at the AGM that Mr Malcolm’s plans for Spring Gardens had changed. Tricia Smith, the Chair of Governors had indicated that the Governors were now happy to revert back to the original refurbishment plans for the pavilion, initiated by the PTA last year; this included new windows, roof and cladding.
ACTION
Jancie Chin to revisit the quotes received last year for the works.
Mrs Gilbert to speak with Peter Malcolm to ensure that he was in agreement.
6. Spending Policy
Julie Sutton had produced a letter and fund request form for approval. Other groups such as the School Council and Eco Group would also be included.
ACTION
Julie Sutton to send out the letter to all phase and group leaders.
7. Events
i) Quiz Night
This had been postponed until the New Year.
ii) Christmas Bazaar 4 December
Following last years successful format, Class teachers had been consulted and had agreed to run individual stalls along the same lines as last year. Each class would receive £10 for this.
There had been a huge response to Diane Ewing’s Christmas workshops and 12 workshops had been arranged. There would be a separate stall to sell the decorations that were produced.
iii) Summer Fete
The date of 27 June had been set as this was preferred by Mr Malcolm. Although it was during the football world cup this was not considered a problem.
Southend Hospital Radio and the Smoothie Bike hadalready been booked. A parent who works for Brake Brothers had agreed to run the BBQ “at cost”. Although this would relieve pressure on PTA organisers it was highlighted that the BBQ contributed significantly to the overall profit of the fete.
ACTION
Diane Ewing to establish what percentage the PTA would receive from the takings and what prices would be charged.
9. Treasurers Report
Business Premium Account £17229.44 [wef end Oct]
100 club £ 491.49 [wef end Oct]
Current Account £11694.98 [wef end Sept]
Julie S reported that Barclays had advised that all their Business Premium accounts would now be known as Business Saver accounts. This had no effect on the amount of interest earned on savings.
Bank Signatories
New mandates needed to be completed with the new committee’s signatures.
ACTION
Mrs Gilbert and Diane Ewing to complete the appropriate mandates and visit Lloyds Bank.
10. Pavillion 100 Club
Julie Sutton reported that membership of the 100 club was very low. It was suggested that a newsletter to get more members be produced. Also new parents to be made aware of the 100 club at the induction meetings.
It was difficult to display draw winners as the main noticeboard had not been put up after the building works and the keys to the side noticeboard had gone astray.
ACTION
Andrea Davies to speak to John Stone about both these.
11. Next Meeting
The following meeting dates were agreed;-
27 November
29 January 2010
26 February
26 March
30 April
28 May
18 June [brought forward from 25 June to accommodate the fete]
24 September
Subject to meeting room availability these would all be held in KS1 Meeting Room at 2.15pm.
ACTION
Andrea to book meeting room with school office.
12. Any Other Business
Website
Mr Eagling has agreed to help us update the PTA website pages.
ACTION
Mrs Gilbert will ask Mr Eagling his preferred method of receiving updates, newsletters, etc.
Refreshments
It was noted that there is a large stock of sweets and drinks in the PTA cupboard.
ACTION
Julie H to check whether any had gone out of date and to ensure that current stock is used for future events wherever possible.
There being no other business Mrs Gilbert thanked everyone for coming and closed the meeting.
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