04 January 2025 Bi-Termly Meeting

People

Present: In Person - Chair ED, Headmaster Simon Pickett, PTFA members AF, AM, SG, MT, TE, EC-R, SAF, LE, BS, MSM, NMS, NG.

Ellie welcomed the new PTFA members, EC-R and NM-S.

Via Teams: None

Apologies from: JC, KB, DW, JGM BP, SH and SY.

Discussion Points

Treasurers Info

1. Confirmation of £10,112.51 in the bank account. (Treasure’s account £5,036.62 plus Instant Account £5,075.89). The recent Choc Fest raised £480.01.

Actions

1. Outstanding action carried over from the last meetings: Charity Commission: should this be the responsibility of either the secretary or the treasurer. To be discussed at the next meeting.

Funding Raising

School Funding Requests

1. TA request from the Running Club had been received, asking for Head Torches. Request unanimously approved.

Actions

1. A carry over request for another x30 French dictionaries. Left on the minutes to be reviewed again in 2025.

Gold Club Card Report

1. Gold Card report required from VS for next meeting.

Second Hand Uniform Report

1. TE reported that the Preloved Uniform initiative was running smoothly, and the bin system was working effectively.

Choc Fest (18 December 2024)

Mr Pickett passed on his thanks for the work of the PTFA for Choc Fest. Mr Pickett started a discussion around the Choc Fest event. Despite it being fun for the pupils, and financially successful, it is quite labour-intensive for the teaching staff, on the day. Choc Fest also occurs around the same time as other events at Christmas, and parents may feel overwhelmed with communications and requests at that time. We discussed possible alternatives that could be run along the same principle, but at a different time of year. To be discussed at the next meetings, but plenty of ideas were forthcoming.

Winter Raffle

NG pointed out that he had witnessed a spike in raffle donations and purchases immediately following an email sent out to parents. This is something that could be harnessed in the future.

Other:

We also discussed making better use of publicity on the School’s Social Media accounts.

Any Other Business

1. Lynn asked if the school could issue Thank You letters to all prize donors on headed school paper. Issue in hand.
2. Update since the meeting: ALL thank you letters have been sent out by LB.

 

Future Fundraising Events

Not discussed – just listed here as a reminder to carry forward.

1. Winter Ball 2025 – Proposed date from school is 11 October 2025.
2. Easter Choc Fest – school proposed 3 April 2025. PTFA accepted. 
3. SP has approached Arena UK and Stoke Rochford Hall for venue costs for future events. 
4. Summer events discussed: cheese & wine, gin evenings, anything which is simple & easy to arrange.
5. SP suggested the summer cricket match event and if asked if we could jump on the back of this event. To be discussed at the next meeting. 

Diary Dates

This School Year PTFA meetings: All meetings are held at 6.30 pm in the Library.

1. PTFA 5 Tuesday 25th February 2025
2. PTFA 6 Thursday 24th April 2025
3. PTFA 6 Tuesday 3rd June 2025