Friends of Penygawsi Parent Teachers' Association
Minutes of the PTA AGM and Meeting held on 17th November 2020
Present:
Mrs Harries
Mr Ball
Mrs Evans
Rhian Meaden
Kate Morgan
Tim Rose
Caro McMeeking
Vicky
Kerstin Ackerman-Lloyd
Emily Webb
Cathryn Stinton
Hui Min Chan Christina
Bethan Maund
Vicky Hallwood
Gar-Yee Wong
James Coglan
1. Welcome and Introductions
Everyone was welcomed to the AGM that was held via Zoom and introductions made.
2. Minutes of previous meeting (6th October 2020)
The minutes of the meeting held on 6th October 2020 were agreed.
3. Finance Update
The current balance is £6,418.57.
There were five events in the year up to the AGM:
Neon Disco £400.22
Fun Run £287.00
Valentines Disco £306.25
Christmas Fayre £1,161.82
Cinema Night £91.55
Since the previous meeting, the PTA has funded another year of the Oxford Reading Buddy scheme for pupils, and has purchased the defibrillator and transferred allocated funds to the school for the installation of such. Thanks were given to Mrs Harries for progressing this during a difficult time.
A grant was received during the last financial year on behalf of the school from the Community Council (£400 for a white board) and has been transferred to school.[2S1]
Mrs Harries confirmed that she has received notification that the Community Council grant for £500 towards the Reading Café had been approved, and that official notification would be received by the PTA in due course.
The HSBC Bank account has been closed, and banking has now moved to Lloyds, which allows administration to be undertaken a banking app. A PTA PayPal account has additionally been set up so donations can be made electronically, negating the need for cash. However, there is considerable work involved with tracking donations, and people have been paying via goods and services rather thanfriends and families, resulting in fees being deducted.
The PayPal account will be reconciled in preparation for the Christmas photographs to ensure it will be the only money coming in to the account. TR to oversee the Christmas photograph orders, with support offered from the PTA.
The next step is looking at Gift Aid which will need compliance and reporting to HMRC.
The school lottery has so far provided an income of £19.20 and is projected to be £1500 over 12 months.
4. Event Update, Rainbow dress down day
The Rainbow Day raised approximately £250, which has been transferred to the school to go towards new books and wet play equipment.
5. Christmas Fayre
The ordering for the Christmas cards and gift tags has finished and has made approximately £270 [2S2] profit.
Christmas photographs will be taken on 20th November 2020, nursery and reception can wear their jumpers to school, year 1 upwards to bring their jumper in to school. Orders will be through a Google Form and payment through PayPal. The price will be the same as last year. Orders will be asked for by the end of the following week.
To date, the virtual fayre has made approximately £270 from stall fees, and there may be further profits that come from extra donations as a percentage of sales from some stalls. . The virtual fayre has worked well with lots being bought from the stall holders.
The raffle tickets to be sent out by 20th November 2020, with the draw to be made on 11th December 2020. Raffle tickets to be returned to school a week before to allow for quarantine time. The draw will either be pre-recorded or via a live feed.
Hamper items to be in school on 4th December 2020 and hampers to be made up the following Monday as this will allow quarantine time. Volunteers to make up the hampers to be asked for closer to the date.
The school will hold a Christmas Fayre style afternoon in school for each class for a donation of £3. There will be a raffle and a quiz for the juniors,Christmas crafts will be included, and party food has been ordered by school.
The Royal Mint has donated 2 jumpers per class which will go to the class raffles, and Mr Ball is getting a signed ball from Cardiff City for an additional raffle. The PTA will add rugby balls and footballs to this raffle. KM to try and get balls donated.
Mrs Harries agreed that she was happy for Mr Harry to dress as Father Christmas and visit the school to wave to the children through the windows if this could be organised. Could be tied in with the new wet play games if they are wrapped and delivered, then each class can open them.
Full details of Christmas events will be posted on the blog.
6. Dragon Bags
The scheme takes donations of clothes and textiles and then the school receives money based on weight and the clothes are sold across the world as affordable clothes.
Donations can be dropped off in class or at reception.
7. AGM and election of the Committee
The Chair's report was circulated prior to the meeting
The Chair and Vice Chair positions were re-elected as Co-Chairs.
Hui Min Chan Christina was elected as the Treasurer.
Emily Webb was elected as the Secretary.
Gar-Yee Wong was elected into the combined role of Communications Officer and Information Display Officer.
Caro was elected in the new role of Environmental Officer.
The constitution currently held by the Charity Commission dates back to 1999; the current constitution has been amended to include the Charity Commission’s standard dissolution clause. Additional changes have been made, to include: changes to the elected roles, and a clause asking elected members to let the secretary know if they are unable to attend meetings. Thanks were given to JC for his help with progressing this.
The revised constitution will be shared electronically for signatures, and subsequently uploaded to the Charity Commission account. Members to forward e-mail addresses to EW.
The PTA will look at whether insurance is required (as per the constitution), and report back to the next meeting.
8. Any other business
Mrs Harries reported that Mr Ball would be leaving at the end of the current term to take up an opportunity outside teaching, and Mrs Sarah Evans will take his place on the PTA.
The PTA thanked Mr Ball for his help, support and contribution to the PTA.
9. Date and time of next meeting
The next meeting will take place on 19th January 2021 at 6pm via Zoom
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