Meeting Minutes 7th March 2023

07/03/2023 – 7.30pm The Claremont & Zoom PRESENT: Claire Summers (Chair), Sara O’Malley (Secretary), Sami Fatoohi (Treasurer), Lucy Prior (Committee Member), Ben Dryland (Committee Member), Sam Walker (Committee Member), Emma Butterworth (Committee Member), Emma Doward (Committee Member), Candi Roberts (Headteacher), Shagun Bansal, Jenny Brown.

APOLOGIES: Nicki Webb (Committee Member), Michelle Bovey-Wood (Committee Member), Natalie Jolliffe (Vice-Chair).

Chair Update – CS

A great start to Term 4. Cinema Club was a sell-out, just 4 tickets left for Year 5-6 Disco. Lottery launched, £850 income already. 2 x grant applications submitted in the last week 1) community fund (South East water) - for up to £5k and 2) LocalGiving £500 little magic grants. Media Pack has been refreshed; can be issued to potential sponsors, and sent to parents. Batcheller Monkhouse confirmed sponsorship of £2,750 for Clarefest and Summer Fete. We are also now selling adverts for summer fete brochure. CS been working on New Parent pack. It is Sami’s last meeting, another big thank you for his commitment; Shagun Bansal has volunteered to be the new Treasurer. CS voted Shagun in + LP seconded. Welcome and thanks to Shagun. Michelle Bovey Wood has tendered her resignation due to potential conflict of interest, new role as editor as Times of Tunbridge Wells.

Thanks to John Coupee who is doing a website update.

Actions from last meeting - S O'M – see attached update.

Treasurer Update – SF

Events Income: £4,577.83 profit from winter term. £ 2,903.14 profit to date for Spring Term. Total other income to date £6,327.69 (inc. just giving, uniform sales, fancy dress etc). £39,602 in bank account.

Funding Proposals from School – CR

Traffic Safety Signals – safety on Claremont Road; CR identified potential opportunity to upgrade the Wig Wags (flashing signs), of which there are 2 already on Claremont Road. These are obsolete but other schools have upgrade with a remote timer to turn on/off during drop off and pick up. KCC do not have budget and last estimated this upgrade would cost ~£5k (post meeting update - estimate now £9-10k) with a 4 yearly maintenance cost of £400 (that could be covered by the school). Costs are approximate only; full details would need to be fleshed out. Committee agreed this could be a good “community” initiative, would be welcomed by parents and with wider benefits than just the school. Committee agreed that CS should re-submit application for the South East Water grant and CR will seek update from the Council. If don’t get the grant we could re-table this back to the Committee to decide if this is something to progress.

ACTION: Committee to rediscuss funding for road safety initiatives at next meeting, following outcome from SEW Community Grant.

CR expressed thanks for the continued support to struggling families that the PTA offer.

CR updated on the Wet Weather Canopies x 2 they are purchasing to protect the buildings due to flat roof at Hall and Year 1 area. The school has booked to get them installed over the Easter holidays and the request is what the PTA feel they can contribute towards it. PTA considered in context of remaining potential requests this academic year i.e. £15k for IT and trim trail ~£5k, so could be £35k required in total this year. With £40k in the bank, to maintain £20k buffer, it was identified the PTA would need to raise a further £15k in the rest of the year. This is unknown due to weather dependencies at Clarefest and the Fete. Therefore, agreed to commit 50% of funding £8k In April, and revert in July (after events in summer assuming we raise more than £8k we agreed to commit the rest). The committee voted unanimously in favour; (please refer to Appendix 1 for voting record). ACTION: Committee discussed the regular annual commitment of £15k. It would be good to be able to communicate with the parent community the specific items / equipment this is spent on. CR confirmed the school can help produce this after Easter. PTA to commission from Julie Cook.

Events / Fundraising updates - summary of events for this term and any help required from PTA

Easter – LP – Easter Eggs have increased in cost compared to last year ~£70. Price per basket is £1.27 compared to £1.12. LP requested £600 maximum (from £500 last year); proposing request increased donation of £5. All agreed. 439 children in the school now. Have enough volunteers.

Clarefest – EB – not much to update, all going well. Funds request (£5-6k) will come within the next month, expecting similar costs to last year, by email. Ticket pricing to be confirmed but same as last year £2 per child, £8 per adult. Ask for volunteers on the day.

Summer Fete – CS – not much to update things progressing well, working on costs which will be populated by team and then submitted to Committee at appropriate time.

100 Club Idea– BD/LP – ‘New Direct Debit Scheme’ (not called 100 club). BD/LP busy at the moment so no update, focusing on a September launch so plenty of time. Defining “what” it is and then the comms plan which we have volunteers for.

Tea Towels – JQ is poorly so couldn’t attend but sales going well. Close next week and delivered after Easter.

Cinema Club - SW/NW – Due to quick sell out again PTA circulated a feedback survey via Class Reps. Results showed potential demand for a second showing for ~90 children and a suggestion to run 2 showings e.g. splitting year groups ( 1-3, and 4-6). Still need to consider cost benefit of a 2nd showing; film cost is % of ticket taking. SW is considering feasibility of a second date. PTA also agreed volunteers will get a guaranteed ticket for their children (they still have to pay for it). SW highlighted how having a teacher present is essential. CR offered to support PTA with finding teacher rep for future showings.

ACTION: SW to investigate feasibility of a 2nd showing for cinema club in June and confirm dates to CR to secure teacher volunteers.

Disco – NW – Year 5-6 all booked, 4 tickets left. All in hand no issues to raise.

AOB

MyNameTags – SO’M – Has set up a code that can be used when ordering and for every order placed by Claremont families MyNameTags give 24%. This get paid to PTA in a lump sum annually in January.

ACTION: CS / NJ to add MyNameTags detail to website. CS to add to new parent pack and on school website page. Add to newsletter and class reps whats app.

Cinema Club feedback – CS/SW – see above.

Date of Next Meeting - S O'M – Tuesday 18th April at 8pm Zoom

APPENDIX 1

Table 1 - RECORD OF ATTENDANCE & VOTING:

See PTA files for table (unable to load to blog)

APPROVAL OF MINUTES BY CHAIR OF MEETING:

SIGN: ________________________C Summers_____________________

DATE: 17 April 2023_____________________________________

Meeting Minutes 24th January 2023

24/01/23 – 7.30pm The Claremont

PRESENT: Claire Summers (Chair), Natalie Jolliffe (Vice-Chair), Sara O’Malley (Secretary), Sami Fatoohi (Treasurer), Lucy Prior (Committee Member), Ben Dryland (Committee Member), Sam Walker (Committee Member), Emma Butterworth (Committee Member), Michelle Bovey-Wood (Committee Member), Jonathan Coupee.

APOLOGIES: Emma Doward, Candi Roberts & Sarah Seddon (CS meeting them Monday), Nicki Webb (Committee Member).

Chair Update - CS

Sami Fatoohi (Treasurer) is resigning as of April 2023; big thanks to Sami. He has kindly agreed to do a handover.

Fundraising activity since last meeting in November has raised ~£1k from Christmas, Cinema Club raised ~£470 (higher bill from film hire than expected ~£200), Christmas Wreath making raised £700 and was more profitable this year, and Wine Tasting. First term raised over £7k, which is a great start. Well done to everyone and thanks!

Treasurer Update – SF

Winter Terms Events brought in £3,240.21 profit and including other income equals £8,945.07. Total expenses were £2,094.66. There is £37,227.37 in the bank account.

Actions from last meeting - S O'M – see attached update.

Events / Fundraising updates - summary of events for this term and any help required from PTA

Summer Fete – CS – met to brainstorm with a small sub-group to explore how to make it easier to organise and run due to lack of volunteers. CS & S O’M unable to attend on the day. Requested help again via a blog. CS suggested 5 things to change: no entrance fee (easier to get people through door); bouncy castles if teaching staff will run them, outsource food & hot drinks (charge % for trucks attending), 14 stalls (1 per class) – Class Reps pick which stall they want, more toilets (no access to Lodge), divvy up committee to manage the day on the day by operating 2 people on shift at a time. Agreed to progress as per CS suggestion on Saturday 1st July 12-3pm. LP to book 6 x toilets, EB to book bouncy castles. Any suggestions for Arena performances to NJ – e.g. Karate Club. CS to request sponsorship from Batchellor Monkhouse.

100 Club Idea– BD/LP - proposed a new scheme idea to replace Covenance Scheme; encouraging parents to become regular donors, in an inclusive way. The committee had a full discussion and gave feedback; agreed that the sub-committee would refine proposal based on feedback, and canvas opinions informally and revert to the Committee at a later date.

School Lottery idea – Jonathan Coupee - proposed idea to look into Your School Lottery, everyone agreed this sounded like a great idea and should be progressed. JC to progress and send information required to CS/SF.

Tea Towels (handover to Jemma Quartermaine) – EB – handover conducted, EB to liaise with JQ on when this will happen. In progress.

Cinema Club - SW/NW – Next Cinema Club Monday 20th March, SW to advise on film. Dominic Couslon willing to support all year.

Disco – Nicki Webb has agreed to take this and will catch up with Claudine re. Disco handover for all years. No dates fixed yet. First Aiders needed for all events.

ACTION: CS to ask CR what we could reasonably ask the school to support the events (e.g. bouncy castle at Fete / first aiders).

ACTION: CS to request for registered first aiders via Whats App and then create a register of names that we could ask to support. If struggle we could look into funding PTA committee members providing a course.

New Idea - potential idea needed for Term 4 – playground sale idea. Crispy Crème idea – request a volunteer to run.

ACTION: replacement freezer needed; CS to ask parent community for a donation.

Easter – LP – CS awaiting response from potential sponsor to cover the cost of the event so the event can be 100% profit. Voting request for £500 to cover the cost of eggs in the event we don’t get sponsorship. The committee voted unanimously; please refer to Appendix 1 for voting record.

Comms Plan – CS - Comms Plan being developed. Propose to use school assembly after half term to pitch Cinema Club, Discos, Easter. Launch Clarefest tickets after Easter.

Licence Renewals – CS – lottery licence (£25 annual fee) and alcohol (£295 annual fee) up for renewal. Mark Lester to consider whether to get annual or a pay per go licence. (Post-meeting note: ML confirmed worth renewing annual licence). Voting request to cover the cost of these (£320). The committee voted unanimously; please refer to Appendix 1 for voting record.

AOB – ALL (n/a)

Date of Next Meeting - S O'M – Tuesday 7th March 7.30pm The Claremont (upstairs private room)

APPENDIX 1 Table 1 - RECORD OF ATTENDANCE & VOTING: See PTA files for table (unable to load to blog)

APPROVAL OF MINUTES BY CHAIR OF MEETING:

SIGN: ________________________C Summers_____________________

DATE: _______6 March 2023_____________________________________

CLAREFEST 2023 - ALL YOU NEED TO KNOW

WHAT IS ALL THE FUSS ABOUT?

CLAREFEST is a fun family day of music and entertainment exclusively for the families of the school. There will be awesome bands playing TUUUUNES, inflatable games, face painting, dance workshops, craft workshops, circus skills, festival merchandise, sweets and ice cream!

WHO CAN ATTEND?

For health and safety, we have limited tickets available and therefore they are exclusively for purchase by the immediate families of pupils at the school only.

WHAT YOU NEED TO DO NOW:

- Buy your ENTRANCE TICKETS from our website from 8pm on 18th April. Adult (18+) tickets are £8, children's (3-17) tickets are £2. Under 3s are free and do not require a ticket.

Ticket numbers are limited and we do expect to sell out so buy early to avoid disappointment. If your family is entitled to Free School Meals please claim your complimentary tickets through Mrs Roberts by 1st May.

- VOLUNTEER your time to help make it a success. Slots available Friday, Saturday and Sunday. The more volunteers we have the more fun everyone can have! Please add your name to this form. Even 30 minutes on the day itself will make a difference. Please note volunteers must hold a valid entrance ticket.

WHAT ELSE DO YOU NEED TO KNOW NOW?

TOKENS

As last year, entertainment stalls will be operated using a token system (they will not accept cash or card payments). 1 token can be purchased for £1. Each stall will be marked with how many tokens you will need to use e.g. 1 token for a 5 minute jump on a bouncy castle. We will publish the full list nearer the time.

You can purchase Tokens both in advance, from our "Get Ready for Clarefest" sales in the school playground during pick up the week before the event, and on the day (from the token stall near the entrance gate).

Card Payments will be accepted at the Bar, BBQ and Token Stalls. The use of cash is being discouraged so please support us making this a cashless event.

DANCE WORKSHOPS:

Do4Kidz Danceworks are returning with their ever popular dance workshops culminating with a performance at the festival at 5pm. Children will learn a dance routine during their workshop and then come together to perform it at 5pm.

Workshop times are:

• Years 2-6: at 2.45pm - 3.15pm or 4.15pm - 4.45pm, £6 per child.

• Pre-schoolers - Year 1: Boogie Tots at 3.30pm - 4pm (under 5s will need adult supervision), £5 per child.

CRAFT WORKSHOPS:

Make a beautiful unique festival crown!

Sessions will be 30mins long, £5 per child, at 2pm, 2.45pm, 3.30pm, 4.15pm, 5pm and 5.45pm.

Supervising adults are welcome and mandatory for attending children under the age of 6.

You can book your child into these workshops during our "Get ready for Clarefest" sales in the playground at pick-up, w/c 15th May.

T-SHIRTS:

For the first time ever, you can buy your very own festival t-shirt to wear on the day! Tshirts must be bought from our website and orders placed before 8pm on 25th April.

Your tshirt(s) will be available for collection at our "Get Ready for Clarefest" Sales in the playground at pick-up the week before the event.

All t-shirts will be white with a choice of 2 logo colours (Teal Blue or Pink colour - see photos) and are 100% cotton.

Adult Tees: £12

Childrens Tee: £10

MORE INFO ABOUT THE DAY:

- On the day you will enter from Claremont Road and show your ticket at the gate (paper or digital).

- Once you’ve entered you’ll be given a wristband which you will need to wear all day and use to re-enter.

- Within the festival, you’ll have the opportunity to buy food, drink and partake in the entertainment on offer.

- Entertainment stalls will be operated using a TOKEN SYSTEM (they will not accept cash or card payments). 1 token can be purchased for £1. Each stall will be marked with how many tokens you will need to use e.g. 1 token for a 5 minute jump on a bouncy castle. We will publish the full list nearer the time.

- CARD PAYMENTS will be accepted at the Bar, BBQ and Token Stalls. The use of cash is being discouraged so please support us making this a cashless event.

- We will have toilets and rubbish facilities available (although we welcome you taking your rubbish home with you – bags will be available on the day).

WHAT TO BRING ON THE DAY:

- Your ticket (paper or digital, we need the barcode to scan you in).

- Appropriate clothing for the weather,

- Something to sit on/under…a picnic blanket, camping chairs, umbrella, you may even want to bring your own gazebo if it’s looking like it’s going to rain all day.

- Something to drink out of... e.g. a plastic cup, pint/wine/prosecco glass if you have one to help us minimise waste.

- Your contactless payment cards to help us run this as a cashless event as much as possible.

Please do not bring your own food or drink (unless of course you have a specific dietary requirement) as a variety of food and drink offerings will be available to purchase and every penny raised from their sale, will go towards the PTA.

WHAT TO DO ON THE DAY:

- If you’ve done all the above then all that remains is to turn up and have fun!

- Please be your usual responsible and respectful selves. We are grateful to the school for lending us their grounds to host this event and intend to leave it as we find it.

- Help us by taking your own rubbish home with you. Rubbish bags will be available.

Thank you for supporting the PTA and we hope you have a wonderful time!