Meeting Minutes 11th November 2024

11/11/2024 – The Claremont Pub - 8pm

PRESENT: Axelle Joos de ter Beerst AJ (Chair), Natalie Jolliffe NJ (Vice chair), Shagun Bansal SB (Treasurer), Claire Summers CS (Committee Member), Lucy Prior LP (CM), Jenny Brown JB (CM), Lisa Gammon LG (Secretary), Ben Dryland BD (CM), Anna Pearson AP1 (CM), Candi Roberts CR (Headteacher), Emma Butterworth EB (CM) Ami Parker AP2 (CM), Gemma Ferguson GF (CM), Sarah Seddon SS (Teacher), Marta Zielinska MZ (CM -Teacher), Becky O’Brien BO, Gemma Ferguson (GF)

APOLOGIES: Nicki Webb NW (CM), Emma Doward ED (CM), Samantha Walker SW (CM), Jennie Maslin Fong JMF

1. Chair’s Update (AJ):

▪       Axelle opened the meeting thanking the PTA for the warm welcome she has received as the new Chair.

▪       Gemma Ferguson (GF) was introduced to the Committee. Gemma has offered to join the Committee as a parent, to provide SEN representation and advice. Gemma was nominated by AJ and seconded by BD to join the Committee.

2.    Financial Summary (SB/NJ):

▪       £18,500 in bank

▪       £30,700 expenditure

--£23k committed for KS2 Maslow’s Corner- wet weather canopy, £2.3k Trinity trip, £3.6k playground, £1.4k classroom contribution, rest PTA expenses

▪       New Parent event raised £300 from the raffle

▪       Wreath Sales good, £2.6k ticket sales.

▪       Direction donations already at nearly £3k.

3.    New Comms Process (AP1):

▪       Comms team have a live spreadsheet tracking and recording all PTA events throughout the year.

▪       Any information/ events for the comms team to communicate in a newsletter is required to be added by midday on the Monday before that week’s newsletter release.

▪       New Parents: PTA to target new families in communications, to inform and highlight PTA’s role at school.

Action: Send shared comms spreadsheet to committee- AP1

Action: Put together FAQs – AP1

4.    Annual Events for the Year and Lead Person:

4.1   Playground Sales (JMF)

▪       Flagged “Nearly New Toy Sales” raised £800 last year. Currently no one to lead this playground sale. Last year it was run by school uniform team.

Action: Ask Nicki Webb to provide feedback on last year’s event.

▪       Ongoing volunteers required for playground sales.

o   Ideas proposed for playground sales going forward.

o   New suggestion that a playground sale and date is assigned to each year group to organise and seek volunteers.

o   Have YR6 students as helpers.

o   GF asked if donut sale can include non-sugar option and for inclusive queuing system.

Action: JMF and GF to discuss how to make playground sales inclusive for all children.

4.2 Disco (NW)

▪       Nicki Webb happy to lead again this year.

▪       Discussions around how to mix year groups. At the last disco some children in YR5/6 didn’t seem to enjoy it as much, which made this particular session quite difficult to manage.

▪       New Ideas: silent disco, YR6 to help at reception disco, open library as a breakout area for SEN children, PTA to offer ear defenders. Arrange SEN toolbox if volunteers feel a child needs to break away from event.

▪       Break out area will require 2:1 ratio

Action: Exec team to investigate ear defender costs and SEN toolbox - NJ/BD

Action: Silent Disco costs – NW

Action: Send disco dates to school office asap- NW

4.3 Cinema Club (SW)

▪       2nd December The Grinch (animated version)

▪       Tickets go live Friday 15th November at 8pm

▪       Ticket sales close midnight 27th November

Action: New Lead required as Sam Walker will be leaving school at end of   school year.

Action: set ticket sales on website NJ

Action: NJ to advertise all job vacancies on website.

4.4 Christmas Cards (ED)

▪       On track. 160 forms back, which have been sent back to Xmas4schools and we should get our links to order soon. Then items should be delivered by 29th Nov and handed out 1st week of December. 

▪       The prize winning designs will be announced in the school newsletter and the office has the prizes (donated book vouchers). 

▪       CR- School have already judged the card designs.

▪       NOTE- All donations in relation to a PTA event should be expensed. To allow the PTA to log all outgoings involved in each event.

Action: NJ to discuss with ED re reimbursement for book tokens.

4.5 Secret Room (JB)

▪       Jenny Brown shadowing the outgoing team

▪       Collection dates – at drop off 2nd,3rd,4th,5th  & 6th December

▪       Secret Room event – 13th December

▪       Risk assessment complete – still to be handed in

▪       Comms Team creating a Christmas event focused newsletter

Action: A Bear for ‘Name the Bear’ and wrapping paper donations required.   Comms team to note in newsletter.

Action: MZ to provide Secret Room class timetable

4.6 Wreath Workshop (AP2)

▪       Ami Parker requested wreath making expenditure £700- voted and agreed.

▪       Votes: Ben Dryland, Gemma Ferguson, Marta Zielinska, Candi Roberts, Emma Butterworth, Anna Pearson, Jenny Brown, Shagan Bansal, Lucy Prior, Claire Summers, Natalie Jolliffe, Axelle Joos de ter Beerst, Lisa Gammon

▪       56/60 tickets sold so far

▪       Ticket price increased this year from £25 to £35 due to cost increases and need to buy more greenery as there wasn’t enough last year.

▪       £1,500 expected profit

 Action: NJ to provide AP2 with list of ticket purchasers to arrange helpers.

4.7 Easter Egg Hunt (LP)

▪       LP to liaise with school to set a date that does not clash with YR3 school trip.

▪       Costs similar to last year

 Action Point: Easter Bunny volunteer required- LP

4.8 School Fete (AP1/ZP)

▪       Plan to set date as soon as possible. Likely to be 28th June 2025.

▪       Planning will commence January.

5 . School Uniform (NW)

▪       New lead required urgently. If no volunteer, School Uniform sales will be put on hold.

▪       Priority - Job description to be written and posted on website and in newsletter

▪       CR offered to highlight school uniform message/vacancy in school’s weekly newsletter

▪       Consider reducing the collection days to once a month.

Action: EB to speak to NW about current process and responsibilities

Action: NJ to setup dedicated school uniform email address

6. Clarefest  (EB)

▪       Tom Butterworth speaking to Year 1 group of dads to discuss Clarefest take over. 

▪       Year 5 parent suggested to co-run with EB but PTA ideally looking for volunteer in KS1 to take lead role over for a few years.

▪       Clarefest 2025 commitment needs to be finalised by January 2025 when early bookings are required to be made.

7. Chip-In (BD)

CHIP-IN UPDATE AS AT 31ST OCTOBER 2024

▪       We currently have 74 active direct debits, up from 46 at the start of term.

▪       Eight one-off annual donations received this term.

▪       In total, 82 active engagements this term.

▪       Current annualised income, including Gift Aid and Localgiving processing fees:

▪       Monthly direct debits = £11,037

▪       One-off annual donations (during 2024 calendar year) = £1,173

▪       Current annualised total = £12,210 (81% of £15,000 target)

▪       Chip-In banner and leaflets visible at all PTA events.

Action Point: Revisit Chip-In message for ongoing comms. Highlight how contributing directly has a positive impact on your child’s education.

8. AOB

▪       New Parent Liaison: Becky O’Brien. Open Morning 20th November next event

Action: New Parent Event should be renamed to New Starter- BO

▪       New Event Idea: Ami Parker (AP2)

o   Christmas Crafts– location school hall.

o   Reuse tank room/personal supplies: several different craft tables

o   YR6 as helpers

o   Advertise as a new PTA concept to target one year group at a time. Perhaps trial with YR4 first.

Action: AP2 to send school overview of dates/numbers/theme

▪   PTA to consider supporting charities and local community. Ideas:

o   Continued extra support for Millwood house residence. Perhaps YR6 craft an Xmas item to donate to Millwood.

o   Foreign currency donations. Buckets at drop off first day back after half terms/summer holidays and present at School Fete. Foreign currency can also be given to Oxfam.

o   Shoe collection at the end of school year- CS investigating

o   Liaise with Tracy Brookbank -school charity lead.

▪       INCLUSIVITY:

o  GF: Can the PTA pay for a third party to talk to Claremont parents about autism. CR  to take this away and consider as part of school offering.

o   Idea to dedicate a newsletter highlighting how/what the PTA is doing to improve inclusivity. Need to be clear that the role of the PTA is not to educate or give professional advice to parents regarding Children with additional needs.

o   GF proposed before Cinema club film to show children a short clip educating children on autism. CR to take away and consider as part of school offering.

o   PTA Committee agreed inclusivity is really important and that the PTA wants to, and should, be taking action to improve it. Clarity on what the PTA can/can’t do within it’s constitution will be important. Where out of scope, the PTA may have to defer some suggestions to the school for consideration in their usual ways.

Action: AJ/NJ create statement for the PTA that clarifies/formalises its role in regards to children with SEN

▪       Specific parent events to engage parents and build friendships.

o   AP2 proposed hosting a quiz night in March.

o   AJ: Premium whisky tasting

Other Action Points:

▪       Signage Boards: MZ is going to speak to Tracy.

▪       Retrospective survey/feedback asking New Parents how PTA can improve communications - BO to consider.

Next PTA meeting Monday 13th January 8pm 

Action: Venue to be decided LG

APPROVAL OF MINUTES BY CHAIR OF MEETING:

SIGN:  Axelle Joos de ter Beerst

DATE: 26th November 2024

The Magical Secret Room 2024

What is the Secret Room?

The Secret Room is a much-loved magical Christmas event for the children that takes place in school, this year on Friday 13th December. Your child is given the opportunity to choose two Christmas gifts for their loved ones (parents/guardians/grandparents etc), wrap them up in their classrooms and take them home to hide ready for Christmas Day.

The PTA transform the school library into an enchanting festive room of wonders where the children get to choose their gifts.

The children really do love selecting secret gifts for their loved ones and are thrilled to watch you receive a genuine surprise on Christmas Day. If, of course, they can keep it a secret that long!

What can parents/guardians do to help make Secret Room happen?

Donate gifts to fill the Secret Room full of wonderful presents:

We will be accepting donations of (small, low value) gifts (2 per child if you can) on Monday 2nd through to Friday 6th December at drop off. Gifts should be left with the PTA helpers, in the marked boxes by the main school entrance.

What gifts can I donate?

Gifts really do not need to be expensive. We recommend small low value gifts such as socks, chocolates, mugs, womens & mens toiletries, books, photo frames, key rings, festive food products. Ideally gifts should be neutral or 1 appropriate for a male & 1 for a female. We are unable to accept any gifts containing alcohol, nuts or DVDs over rating PG.

Will all children be able to participate?

Yes, if your child is in school on Friday 13th December they can participate. No child will be excluded. It is an inclusive and festive fun event for ALL Claremont School children.

Thank you for your support!

AGM Minutes 23rd October 2024

If you'd like any further information or have any questions on any of this please don't hesitate to get in touch.

CLAREMONT PRIMARY SCHOOL PTA

23rd October 2024 – Claremont School Hall 7-9pm

Committee PRESENT: Claire Summers (Chair), , Niloufer Jamal (Secretary), Shagun Bansal (Treasurer), Lucy Prior (Committee Member), Ben Dryland (Committee Member), Sam Walker (Committee Member), Jenny Brown (Committee Member), Nicki Webb (Committee Member), Anna Pearson (Committee Member)

Committee APOLOGIES: Natalie Jolliffe (Vice-Chair), Lisa Gammon, Emma Butterworth, Emma Doward.

Agenda:

1.        Chair’s Welcome

2.        Chair’s Annual Report

3.        AGM Treasurer’s Report

4.        Constitution - Request to Modernise Constitution

5.        PTA Policies

6.        PTA Committee: Resignations and Appointments

7.        Looking Ahead to this Year - Events, Why We Need You and Vacancies

1. Chair’s Welcome:

Claire Summers (Chair) welcomed everyone to the 2024 AGM, noting the attendance of new reception parents. She outlined the PTA’s key goals, including fostering a strong relationship between staff and parents and supporting the school with resources to enhance education.

2. Chair’s Annual Report:

Highlights:

•  Chip-In was launched, now raising £12,000 annually as of October 2024. Claire thanked Ben, John, and Lucy for their contributions to the success of this initiative.

•  Flagship Events: Clarefest and the Summer Fete were highly successful, with increased profits this year. Claire thanked the teams who coordinated these events.

•  Playground Sales new initiative for 23-24 and has become a regular income stream (3rd highest earner for the PTA). Jennie was thanked for her ongoing efforts in managing them.

•  Claire expressed appreciation for the large number of volunteers and committee members who helped with various events over the past year.

•  PTA Feedback Survey: Over 100 responses from parents provided valuable insights into PTA activities and priorities , for consideration and action by the Committee.

Reflections:

•  School Funding: Claire emphasised the increasing challenges of school funding and the need for a long-term fundraising strategy.

•  Volunteers: With key individuals leaving, there is a pressing need for new volunteers to run events. Currently, there is no team in place to run Clarefest 2025.

•  Support from Local Community: There was no sponsor for Clarefest 2023-2024. While positive relationships exist, there is significant potential for growth in this area.

•  New Parent Engagement: It would be useful to have a dedicated volunteer to coordinate new parent events.

3. AGM Treasurer’s Report:

•  Income for the year: £62,000, a £2,000 increase compared to the previous year.

•  Event Performance: Profits were slightly higher this year from the two key events but less as a %. Affected by lack of corporate sponsorship for Clarefest. As the success of these events is weather reliant, initiatives like Chip-In are of great importance in providing steady funds.

•  Expenditure and Donations:

◦   £28k donated to the school, with a further £28k committed for the trim trail, wet weather canopy, and classroom contributions.

◦   £15k allocated for IT support.

◦   £8k to match fund the footpath refurbishment.

◦   Contributions for parking signs, new sports kit, pantomime, and Year 6 activities.

•  Profit from the Year: £11,407.

•  Balance Sheet (as of 31 August 2024): Total cash in bank and hand was £43,247, with £15,204 remaining after commitments (donations agreed to but not yet invoiced).

4. PTA Constitution:

Sara O’Malley presented how the PTA constitution has been unchanged since 1983. A new draft has been developed in line with the latest Parentkind model constitution. The changes proposed are not “regulated alterations” that affect in any material way the PTA works. These would be need to be authorised by the Charity Commission. The new draft instead includes clarifications to bring it inline with the Parentkind model. Members were asked to note the following:

•  Purpose: removed reference to “otherwise funded by the local authority” from original constitution.

•  Membership: clarified Parentkind model to reflect our existing structure of the executive committee and general committee members.

•  Powers of the Committee: clarifies that a member of the committee must be part of the sub committee (e.g., Clarefest, Summer Fete) with explicit responsibility for request and managing funds on behalf of the Committee.

•  Quoracy: PTA model suggested 50% Committee members required to hold valid committee meetings, we recommend keeping to 7 members as per existing constitution.

There were no questions for concerns raised by Members attending the AGM and the new constitution was unanimously approved by all present.

Action: PTA Secretary to prepare a special resolution and submit to Charity Commission with copy of new constitution.

5. PTA Policies:

•  All four PTA policies (privacy, safeguarding, complaints, financial controls) have been through the Exec Committee’s annual review. No changes other than to:

•  Financial Control Policy: The drafting on the approval process for expenses under £250 was updated to reflect the new process that had been previously approved by the committee. No other changes were made.

6. PTA Committee: Resignations and Appointments:

•   Resignations:

◦  Claire Summers announced her resignation as Chair after four years of dedicated service.

◦  Niloufer Jamal stepped down as Secretary.

•   New Appointments:

◦  Axelle Joos de ter Beerst was nominated by Claire Summers as the new Chair and unanimously elected.

◦   Lisa Gammon was nominated as Secretary and unanimously voted in.

◦   Marta Zielinska was introduced as the new teacher representative and unanimously elected to the committee. CS expressed her thanks to Marta for offering to step into the role which has been empty for several years.

◦   Ami Parker was nominated and voted in as a new committee member.

◦   Claire Summers was nominated to stay on the committee and was unanimously re-elected.

Claire displayed a chart outlining the new committee structure and thanked the many volunteers who support the PTA in various roles, beyond the formal Committee roles.

7. Looking Ahead to this Year – Events, Why We Need You, and Vacancies:

Claire highlighted several key events for the 2024-2025 academic year and stressed the importance of volunteers for their success:

•  Clarefest: Needs a coordinator.

•  Second-hand Uniform Sales: Needs a coordinator.

•  Other Volunteer Roles:

◦  Become a ‘Friend of the PTA’.

◦  Assist with tea/coffee at new parent events.

◦  Help with playground sales.

◦  Source free Christmas trees.

Claire emphasised that the PTA’s ability to run successful events depends on the active participation of parents. She outlined potential future initiatives, including library refreshes, new storage for sports equipment and a wet weather canopy for the second Maslow area.

AOB (Any Other Business):

•  The next committee meeting was scheduled for Monday, 11th November 2024. The time and location are to be confirmed.

APPROVAL OF MINUTES BY CHAIR OF MEETING:

SIGN:    ________________C Summers_____________________       

DATE:  26-11-2024