04 October 2018 Bi-termly Meeting

Present

SG, AG, TH, JP, JR, KS (Chair), MS, VS, MT, AV

Agenda item 1 - Welcome by the Chair to all attendees 

KS expressed her thanks for the work the Committee had done in the past year.

Agenda item 2 - Apologies

MC, AF-D, HP, SP (Head)

Agenda item 3: Minutes of previous meeting of 5 October 2017

The Minutes of the Meeting held 5 October 201 7 were agreed by those at this meeting and signed by the Chair.

Agenda item 4: Explanation of role of Committee member

As only Committee members were present at the meeting, KS didn't explain the role. 
JP raised the matter that everyone on the Committee must complete a Trustees form each year. Up-to-date information needs to be kept for the purposes of reporting to the Charity Commission.

Action: JP will give each committee member a Trustee's form to be completed as soon as possible 

Agenda item 5: Election of Chair

AV proposed KS as Chair 
Seconded by VS 
A vote was taken, and all agreed.

Agenda item 6: Election of Vice-Chair

KS proposed VS as Vice-Chair 
Seconded by AG 
A vote was taken, and all agreed.

Agenda item 7: Election of Honorary Treasurer

MS proposed AV as Honorary Treasurer 
Seconded by JP 
A vote was taken, and all agreed.

Agenda item 8: Election of Honorary Assistant Treasurer

AV said there isn't a need to have someone in this position at the moment. The post is held open.

Agenda item 9: Election of Gold Club Card Administrator

MS proposed VS as Gold Club Card Administrator Seconded by TH. 
A vote was taken, and all agreed.
MS will continue to be involved to pass on his expertise.

Agenda item 10: Election of Honorary Secretary

KS proposed JP as Honorary Secretary 
Seconded by AV 
A vote was taken, and all agreed.

Agenda item 11: Election of Health and Safety Office

KS proposed TH.

Seconded by VS.

A vote was taken, and all agreed.

Agenda item 12: Election of Shop Manager

VS proposed SG as Shop Manager.

Seconded by AG who helps her.

A vote was taken, and all agreed.

SG suggested mentioning in the Head Master's Newsletter that there's room for extra help in the Shop of a few hours a month. The help could include laundering clothes as well as sorting and helping to sell at Parents' Evenings. A DBS would be required.

Agenda item 13: Election of Other Existing Officers

VS proposed MT as planner of the Ball.

Seconded by AG.

A vote was taken, and all agreed.

The Ball is the last activity in which JR will participate as an officer of the PTFA, then she will be standing down from the Committee.

Agenda item 14: Election of new members

There were no new members to elect.

Agenda item 15: Appointment of Auditors

The Committee agreed to ask Duncan and Topliss to continue to audit the accounts if they will still do it for free.

Action: Nicola to contact Duncan and Topliss.

Agenda item 16: Chair's report

Kim gave a verbal report:

• We've had a good year and helped different departments by supporting funding requests. However, we haven't donated as much money as in previous years.
• We should try and help more departments in this coming year, and she has asked Simon Pickett to let departments know that they can apply for funding support.
• We have some funding requests awaiting the PTFA's decision (details in the Minutes of previous Committee meetings):
• Book club
• Student Council

AV has ideas for generating more income (There wasn't time to talk about these at the committee meeting following this ACM.)

• It's been a tough year getting new people to become involved
• Kim thanked Julie for all the hard work and energy she'd put into organising the Ball over the years.

Agenda item l 7: Treasurer's report

AV gave a verbal report at the AGM and has subsequently supplied a written one which is copied here. Adam pointed out that this is a "draft" report because it hasn't yet been validated/audited by a third party; otherwise all that is in the report stands.

Overall, we have had a successful year of fundraising in 2017-18, continuing on from the success of the previous year. The Harvest Ball was, as ever, the biggest contributor to our income, raising just under £2,300 in profit. (This includes sums raised and paid out in the previous financial year in relation to this event. The net income in this financial year was £3,072).)

The accounts show a net income of £10,278, which is superb. However, there are a couple of points which should be noted in order to understand this in context. Firstly, the Harvest Ball required a deposit of£1,100 which was paid out in the previous financial year. There was no comparable payment in this financial year as the requirement to pay this was waived by the venue. Secondly, the income from the Gold Card was £5,000 compared to £2,000 in each of the previous two years. This was only because a surplus had been allowed to build up in the Gold Card account over several years, not because the scheme has generated substantially more income recently.

On a "like-for-like" basis, taking into account these two factors, fundraising income remains essentially the same as the previous year, which was in turn up by £1,400 on the year before.

Contributions to support the school (the very reason for the PTFA's existence) totalled £5,988 which is significantly less than either of the previous two years. The PTFA continued to provide additional games tables (football, table tennis and pool) with over £4,300 of funding, and the music department received £1,020 for a number of projects including replacement music stands.

At the end of the financial year in July, the PTFA bank accounts held a total of £10,107. Since the end of the year, we have already committed to contributions to the CCF and the Debating Society totalling £3,040, leaving approximately £7,000 available to help raise the levels of enrichment and enjoyment for the boys of The King's School.

At the meeting AV asked the question: "What's the life expectancy of the table tennis tables the PTFA have provided so we are aware of when the tables might need to be replaced?"

Action: After the meeting, JP googled Cornilleau "PRO 510 Outdoor" table tennis table (She guessed these are the ones School has). Described as being a weatherproof table for intensive use in schools, leisure centres and open-air swimming pools, these tables have a 10-year guarantee.

• Further action 1: Do we need to check that the School has validated the guarantees (if applicable)?
• Further action 2: Some tables are older than others. Do we know how old they all are, so we know when the first 10-year period is approaching?

Agenda item 18: Gold Club Card Administrator's report

[Secretary waiting to receive an e-version of this report. Not received as of 28 March 2019 - Secretary to pursue]

Agenda item 19: Signatories on the accounts

Little progress has been made since the 2017 AGM 2017: 19 i)

At present, the signatories to the accounts are KS, NH, JP, and MK.

MK suggested she be removed from this list as she is no longer the Chair. All agreed.

2018 Query 19 i): was this actioned?

VS Stephenson needs to be added to the account as Vice-Chair.

When VS is on, JP will come off as she is no longer Vice-Chair.

It was proposed that JP as Honorary Secretary and AV as Assistant Treasurer should be added as signatories.

A vote was taken, and all agreed.

2018 Query: was this actioned?

No, neither JP nor AV were added to the account 2018: 19 i)

As JP will stand down as Secretary in March 2019, it doesn't seem worth adding her as a signatory.

AV must be added as soon as possible as he is now Treasurer.

NH should be removed as she is no longer Treasurer.

2017: 19 i) It was noted that NH is the only committee member to have access to the on-line accounts.

It was proposed that KS as Chair should also have access.

A vote was taken, and all agreed.

2017: 19 ii) After the AGM, KS pointed out that MS should be a signatory on the Gold Card Account.

For the security of the accounts, KS deemed it inadvisable for herself to be added to the Gold Card Account, even though she is Chair.

Action: AV to ensure signatories are added and removed

Action: It was agreed that AV will change the address of the Bank Account to his address from NH  now that he is Treasurer rather than NH.

Agenda item 20: Any Other Business.

Agenda item 4: All Officers of the PTFA need to sign a Trustee form.

Action: JP to supply a Trustee form to each PTFA Officer as soon as possible.

Agenda item 5: KS raised the point that if student doesn't choose to go into the Sixth Form at King's in September 2020, a new Chair will be needed for October 2020 (and technically the post of Chair will be empty from the end of the summer term in July 2020).

Similarly, SG, AG and MT realised that if their sons don't go into the Sixth Form, new post holders will need to be found to fill their roles.

Agenda item 10: JP informed the Meeting that as her son will be leaving King's at the end of his A Levels in June 20 l 9, a new Secretary will be needed before the next AGM in October 2019. Also, she offered her apologies for the meeting scheduled for 4 July, as her eldest son is getting married on 6 July and she'll be in Hertfordshire that week.

VS suggested advertising the vacancy in the Headmaster's Newsletter, including a brief description of the role.

An Extraordinary General Meeting (EGM) will need to be called for the election of a new Honorary Secretary. This could take place immediately before the Committee Meeting scheduled for 7 March 2019.

Post-meeting information 1

According to the Constitution, '4n Extraordinary General Meeting may be called at the request of four members of the Association, to be made in writing to the Secretary, stating the purpose for which the meeting is to be called and such a meeting shall be held within 21 days of receipt of the request.'

Ideally, to fit with the 7 March meeting, the request for the EGM should be made about 14 February 2019 (i.e. 21 days before the scheduled meeting) and no later than 21 February (i.e. allowing a two-week reminder of the forthcoming meeting).

Post-meeting information 2

JP will email a copy of the Constitution to each Officer.

The matters which arose and were discussed during the ACM under Agenda item 20 AOB, should more properly have taken place in a Committee Meeting. A separate Committee Meeting didn't follow the ACM as had happened in previous years. There was a Committee Meeting on 24 September 2018.

Meeting adjourned 20:36 hrs