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07/06/2023 – 7.30pm The Claremont
PRESENT: Claire Summers (Chair), Sara O’Malley (Secretary), Natalie Jolliffe (Vice-Chair), Lucy Prior (Committee Member), Ben Dryland (Committee Member), Sam Walker (Committee Member), Emma Doward (Committee Member), Jenny Brown (Committee Member).
1. APOLOGIES: Emma Butterworth (Committee Member), Candi Roberts (Headteacher), Nicki Webb (Committee Member), Shagun Bansal (Treasurer).
2. Chair Update – CS
CS noted this was the last meeting of the academic year. On behalf of the whole PTA and the school she expressed massive thanks to all the volunteers who have helped make the year a success. Most recently, the Clarefest team - Emma and Tom Butterworth, Chris and Emma Jefferys, Lucy and Mark Prior, Emma and Andy Murphy, Giles Lamb, Cat Christodoulou, Guy Levy and Heather Roth.
We’ve received a LocalGiving Grant of £500, which CS applied for, for the trim trail. Committee expressed thanks to CS for applying; we have committed to revert in future to advise how we spent it.
Action: CS/SB to report back to Local Giving once spent the grant.
Banking Update – Barclays bank very difficult to pay cash in, and use in general. Slow to make a mandate changes. Agreed to keep Barclays open given some donees pay directly into one of the accounts. Our Barclays savings account is only £1 so agreed to research a better savings account.
ACTION: SB to research savings accounts and propose at next meeting.
Committee agreed to open a Metro account to use as main current account. It was agreed the Executive Committee members (Chair, Vice-Chair, Secretary and Treasurer - see names above) would be the authorised users to operate the bank account. The Account would operate under a dual approval Signing Rule as exists for the Barclays account currently i.e. two authorised users must dual authorise/sign payment orders from this Current Account.
ACTION: SB to set up new Metro bank account.
3. Actions from last meeting - S O'M – see attached action log for update. Lisa Gammon has offered to help chase outstanding actions so will be in touch directly before the next meeting to get updates.
4. Treasurer Update – CS
PTA has around £56k in bank account, with £15K (IT) + £8k (Weather canopies) committed to school but not yet paid. ~£33k remaining. Some funding decisions were required.
CS asked whether Committee would be willing to support release of funding of £1,400 for classroom contribution (teacher discretion - £100 for each class) which is an annual PTA contribution. The committee voted unanimously in favour (8 votes); (please refer to Appendix 1 for voting record).
ACTION: CS to discuss with CR whether she would like to increase classroom contribution of £100 based on inflation, as it has been same value for several years. CS to also ask CR whether we could contribute equivalent to per classroom funding for Senco team if it would be helpful.
We discussed funding of Netball Kit; school has indicated they’d like this to be funded but not established the precise cost. In anticipation of this, the Committee voted up to £500 on netball kit and voted unanimously in favour (8 votes); (please refer to Appendix 1 for voting record).
We discussed support for road safety measures on Claremont Road and the previously awarded South East Water grant of £500. We agreed this could be used to fund the small road safety signs that CR had previously briefed us on that can be put out every morning at Banner Farm Road and Claremont Road. The committee voted unanimously in favour of spending the £500 on these items (8 votes); (please refer to Appendix 1 for voting record).
We discussed the previous commitment in principle that the PTA would fund a second wet weather canopy (£8,000) if fundraising from Clarefest / Fete was sufficient. Given recent fundraising, it was put to a vote as to whether to honour this commitment. 7 members of the Committee voted to support this (please refer to Appendix 1 for voting record).
The PTA estimated that after these funding expenses, with around £7,000 assumed in future fundraising from the Fete and the rest of the year to keep £20k buffer in the bank, there might be £10,000 in further funding available to offer the school this year. The committee discussed funding to upgrade the Trim Trail as previously highlighted by the school and other Road Safety measures (upgrading the wig wags). The Committee identified the Trim Trail as a potential source for this funding, for discussion with the school. The Committee agreed we would not support the wigwags with remaining funds we have this year at this stage but noted the School can come back with a formal request for funding for next year if this is a priority for the School.
ACTIONS: CS to request priorities for fundraising from CR (and costs) which the PTA can then formally vote on. CS to ask whether there are any other capital assets that are required and that we can support with funding.
Brief discussion on controls regarding cash at events. Proposed we have a Treasurer cash receipt book to track the cash in and out on each stall. Post meeting note - ED has purchased.
Post-meeting note: In July 2023 the Executive Committee decided to move the accounting system to an online system using Xero at a cost of ~£200 per year. Simpler, more accurate and transparent. Thanks to NJ for setting this up.
5. Headteacher Catch up update – CS
CS updated on recent catch up with CR. CR expressed huge thanks to Clarefest Team; noted a small core team and would support with requests for more volunteers to come forward for next year in the next school newsletter.
Governors are interested to know why PTA maintains a £20k buffer - Committee confirmed it was to enable the £15k annual IT commitment to be met in the event we are unable to fundraise as much one year (Covid was a good example).
Chip-In Launch – CR supportive but keen to ensure that it’s equitable and optional.
Road Safety – supportive of using Summer Fete to fundraise. CR has already had numerous discussions with the council and there are only 2 options. 1) Signs to put outside (every day) and 2) replacing the Wigwags. Committee discussed whether this is what all parents would want to fund as a priority.
6. Committee Succession Planning - All
We discussed the capacity of the current Exec Committee to continue in their roles next year. CS will not be able to commit same level next year and needs to relinquish some responsibilities and/or handover to a new Chair. SO’M agreed to stay another year but subsequently has resigned but is willing to continue until a replacement Secretary comes forward and do a full handover. Clarefest (Butterworth family) – Emma and Tom have kindly offered to do one more year (Clarefest 2024) and seek a team to shadow to take on for 2025.
Agreed we need to start advertising and do a recruitment drive – we need new membership in anticipation of Committee member churn and capacity issues. Will be looking for new Secretary from September 2023 and Chair from September 2024. Ideally we recruit early and new member shadows the Chair role and CS steps back; reduce the scope of CS role and reallocate / delegate out.
ACTION: Exec Committee to define the main responsibilities of the Chair, Secretary, Treasurer articulating the minimum requirements to run a charity. PTA Leadership team (inc. Charity of Trustees with legal responsibilities).
We discussed using the AGM as a recruitment drive in September in the School Hall on a Friday night. 7pm-8pm informal welcome drinks, and formal AGM 8-8.30pm. Combine with Launch of Chip In.
ACTION: CS to discuss with CR whether we could use the school hall for the social AGM and serve drinks / nibbles.
7. Events / Fundraising updates - summary of events for this term and any help required from PTA
Clarefest feedback – CS - EB flagged need for proper security guards for next year. Fence off behind tent and generator. Should not put peoples’ mobile numbers on a volunteer’s spreadsheet which is public; it should be added by each volunteer only or alternative method found (e.g. radios).
Summer Fete – CS – BD has agreed to be Treasurer for the event. Suggested using walkie- talkies to communicate (NJ can get hold of 12). NJ, BD, JS, LP, ED to support for any major issues. Agreed to fund gazebo weights and cable covers £240 to fund – the committee voted unanimously in favour (8 votes); (please refer to Appendix 1 for voting record). Everything else all on track. Issue with Brochure production due to capacity; BD kindly agreed to support.
Cinema Club – SW – Sold Out (135 tickets) after went live on 07/06. Volunteers and First Aider needed.
Discos – NW – last one on Monday 12th June for Reception. Will provide snap- bans for all attendees (won’t do for next year).
Ice Cream sales - NJ – sales start from next Friday 16th June.
8. AOB
1. Autumn Events:
● New Parent Drinks at the Claremont with a raffle – NJ to organise. Mid-September – S O’M to book Claremont. Post Meeting note - confirmed Friday 22nd September @ 7.30pm
● AGM (see notes above)
● Cinema Clubs November– Sam to action – same movie two showings.
● Chip In Launch @AGM (see notes above)
● Wine Tasting – NJ offered to organise with help from JS and SW
● Wreath Making – LP offered to organise and liaise with Amy (book Hall and Amy)
● Christmas Cards – ED
● Christmas Secret Room – current team happy to do 1-2 more years.
9. Date of Next Meeting - S O'M – Next meeting will be AGM (Date to be confirmed).
POST MEETING NOTE: AGM confirmed as Friday 6th October 7pm, School Hall
APPROVAL OF MINUTES BY CHAIR OF MEETING:
SIGN: C Summers
DATE: 15 July 2023
APPENDIX 1
Table 1 - RECORD OF ATTENDANCE & VOTING:
See PTA files for table (unable to load to blog)