Insights from Friends of Cawston Grange PTA AGM Meeting 2017

Friends of Cawston Grange PTA AGM Meeting October 12th2017 Charity: 1103524 Web: http://www.cawstongrangeprimary.com/friends.asp

Agenda Welcome and Apologies The Legal Stuff Chair Report Treasurer Report Election of Committee AOB Date of next meeting

The Legal Stuff To satisfy the legal requirements of being a charitable organisation the Friends of Cawston Grange follow the model constitution provided by PTA UK. This document states the requirements for annually reviewed accounts, documented meetings, committee election guidance and much more. At every AGM the current committee stand down as required by the constitution and those seeking to be re elected for posts seek nomination alongside any new members who wish to have an active role in the work of the PTA

Chair Report 2016/2017 was another fantastic year of achievement, something that as a relatively small PTA we are all really proud of. Upon taking on the role of chair 2 years ago, it was evident very quickly that I was joined by a team of people who were good fun and were very passionate about the PTA and the tangible benefits it brings to the school. The last two years have been what I believe, a continuation of positive contribution with this last year delivering record levels of fundraising and an outstanding 60% uplift in donations to the school from the previous year. I thought it would be worth a quick recap at our objectives for the year before going into detail about how we got on. Take and open and honest appraisal of the last year, focusing on Parent, Teacher and Committee feedback and comments following our events. What to do less of, What to do more of and Even Better Ifs Improve the transparency of how and where the PTA money is spent Introduce new members into our support circle to help drive new initiatives Make the PTA meetings more socially interactive and have even more fun! To fundraise, in order to buy additional items that improve the facilities of the school and the richness of our children's education To help maintain the social, community and family culture of our school Have fun! PTA Key Objectives PTA Additional Objectives Thank you for a great year of achievement Reflecting on the year High Level focus areas for 17/18 What went well Even better ifs What felt tough How we raised money What we did with it Achieved our 8k fundraising target Delivered record donations to the school One of the best attended Sizzlers to date Great Community Spirit Great Team Work! Funding and resource support for the Schools outdoor development plan Support for Summer Sizzler Low attendance at PTA meetings Uneven workload balancing across committee members Reliance on same pool of volunteers Establishing a better way of connecting with parents Better usage of social media to promote events and solicit support Creating a better way of working as a PTA committee Summer Sizzler 32 IPAD Target hit! 2017/2018 More family events Pushing new initiatives like Bellway Homes walk to school incentive Pushing new fundraising ideas and cash back incentives 3 end of term Discos 2.5k towards school trips Water Bottles and Caps for reception starters Easter Egg Hunt and raffle Christmas Hamper raffle Leavers Dictionaries

Bank Account summary Opening Balance 10,934 Fund raising profits 7,968 Donations to school (10,040) Expenses (301) Closing balance 8,561 Net movement - Decrease 2,373

Fund Raising - Profits Fund Raising activity 2016/17 2015/16 2014/15 Summer Sizzler Matched giving donations 5,002 3,632 - 1,360 814 1925 Christmas Disco/ Raffle 770 784 424 Easter hunt/ raffle/ disco 496 440 342 Summer disco and sports day 340 389 830 Sundry Total - 202 - 7,968 6,261 3,521

School Donations Donation 2016/17 2015/16 2014/15 School donations 9,000 3,333 2,000 Leavers dictionaries 203 198 415 Misc Books 393 298 286 Reception gifts 444 - 357 Total 10,040 3,829 3,058

Miscellaneous spending 2016/17 2015/16 2014/15 Licences & insurances 101 - 20 Reading event/ AGM 99 79 76 St Johns Ambulance - 110 106 PTA UK membership 101 96 96 Total 301 285 298

Current PTA Structure Current Committee Role David Harper Chair Sarah Hayward-Bradley Secretary Debbie Wolsey Brett Butler Treasurer Committee Member Committee Member Committee Member Committee Member Committee Member Committee Member Sue McGonagle Jo Wilson Clare Polley Steph Dixon Wendy Erin

PTA Named Roles Chair Vice Chair Secretary Treasurer Day to day management of accounts Issue bills and make payments on behalf of the PTA Prepare and update the financial ledgers on a regular basis Complete banking transactions on a regular basis Organise floats for events and collect and reconcile monies raised Report totals per event to the committee and log for future comparison. Prepare the financial report for the AGM Deal with charity registration and gift aid Provide Leadership Welcome and involve new members Set the agenda and run meetings to time, ensuring that everyone can contribute Write the annual report with the support of the Secretary Will be a signatory with one other committee member Oversee the annual plan of events for the PTA Responsible for legal compliance Manage PTA social media account Support the Chair in providing leadership Welcome and involve new members Deputise for the Chair in absence (see responsibilities above) Write the termly newsletters with the support of other committee members Source and purchase PTA gifts for the school in line with the annual plan Deal with correspondence Arrange Meetings and distribute the agenda. Take the minutes at meetings, write up and distribute. Support the chair with reporting and legislation tasks Support committee members with admin tasks and school /parent communication. Manage the PTA Dropbox account Manage the school website PTA pages

PTA Committee and Support network Committee Members Teacher Representative Parents and Carers Promote and support the ongoing work of the PTA Leading Events (managing volunteers/documenting event processes/writing updates for the school newsletter/updating the committee on progress) Support Events (creating posters/flyers/programmes, purchasing refreshments, sourcing equipment, selling tickets, attending the event) General fundraising for the PTA (donations / raffle prizes / etc. ) Managing corporate incentives (where a team will work at school for the day on a project / signing up to cash back opportunities and ensuring communication to parents) Run small fundraising projects (not included within the event plan) Support with writing termly newsletters /website / social media updates Manage PTA notice boards Parents and carers of children at the school are automatically members of the PTA. The PTA committee informs them of the events and projects that are due to take place. They participate and benefit from the events run by the Committee. They may attend PTA meetings, but they cannot vote on decisions made. All parents and carers are encouraged to help at the fundraising events. Information on help needed is provided via email in the run up to events. Support at events and with above roles/responsibilities Attend meetings, share ideas and vote at the AGM Provide internal communication within the school Help promote events in school and coordinate with teachers Share school incentives with PTA Feedback to PTA teacher s comments on events

Committee Election Process Role Position Filled at AGM 2017/2018 Representative Chair Yes David Harper (Until December then Switch to Committee Member) Vice Chair Yes Emily Howard Secretary Yes Sarah Hayward-Bradley Treasurer Yes Debbie Wolsey Teacher Representative Yes Mrs Lower Committee Member Yes Jo Wilson Committee Member Yes Brett Butler Committee Member Yes Steph Dixon Committee Member Yes Clare Polley Committee Member Yes Sarah Burchill (Until December then Switch to Chair) Committee Member Yes Phil Cooke

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