All Saints’ School Gresford

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HSA: Minutes of Meeting 29th February 2012

Present: Leigh Ann Randell, Ian Evans, Lisa Edwards, Michelle Lewis, Sarah Easedale, Amanda Rathbone, Louise Gray, Elaine Ison, Paula Marshall, Jayne Ashfield, Janet Thomas, Emily Roberts, Catherine Jones, Tina Williams.

Apologies: Glyn Williams, Caroline Williams, Lesley Clark, Gill Hayes.

Item 1: Xmas Fayre. It was agreed by all that this was a really successful and enjoyable event, in spite of terrible weather possibly putting some people off. Tina, our treasurer, gave us a break down of the money made at the Christmas fayre. Overall the event made £1455.  The toy and cake stalls were popular as ever, and made £118 and £115 respectively. Tina has a full breakdown on record, but some other stalls listed below:

Parent free zone, £140

Books and Cds £82

Jam Jar tombola  £114

Teddy Tombola £114.

Raffle £144

Food £76.99 and Sweets £89

Some money had to be spent on improving the grotto, but it was agreed it looked effective and can be used for years to come. £130 was spent, and the profit was £65 with 98 children visiting Santa. Likewise there was some outlay for the baubles and beads stall at £45, but there are lots of materials left over for the Summer Fayre and the next Christmas fayre.

2.Film Club The events held in December made a total of £549.42. It was agreed that they had been enjoyable events and that parents seem to really appreciate some time off. Tina said that for what they cost to put on, they are the events that make the most profit. It was agreed that it might be a good idea to put another Film night on after Easter.

3.Calendars The general consensus was that the calendars are nice and the family organiser is very useful but that the quality is not as good as the ones printed by the previous supplier. It was acknowledged that the organising the calendar had been a lot of work for Karen, who did a great job. But it was suggested that this year we should start organising the calendar much earlier in the year, allowing more time to explore options and get the best price and so on. Tina also said that she thought buying over the internet was not satisfactory because the company had asked for money up front, and by choosing a local printer the quality could be checked in advance of the calendars being produced.

We don’t yet have a figure for profit because there is still some money to come in.

4.Christmas Production DVDS The dvds are in progress but it was decided to send out another flyer to give parents another opportunity to purchase one.

Teas and coffees sold at the Early Years production raised £40 through donations.

5.Cheque Book Tina said that there were some signatories on the H.S.A cheque book who are no longer on the committee. It was agreed to remove them and install Ian Evans, Michelle Lewis and Lisa Edwards would be new signatories.

6.Valentine’s Disco This is being held on Wednesday February 8^th, 6 – 7.15pm for the younger children and 7.15-8.30 for the juniors.

The cost will be £2 with hotdogs at 50p.

Emily Roberts, Tina Williams, Leigh Ann Randell, Sarah Easedale, Amanda Rathbone, Jayne Ashfield, Michelle Lewis, Ian Evans and Paula Marshall all volunteered to help out for both or one of the halves of the event. Miss Edwards is going to ensure that teachers will be present for the Early Years part.  It was decided the jobs will be divided up on the night.

Ian, Emily and Amanda all volunteered to come to school in the afternoon to blow up balloons and decorate the hall. Ian and Leigh Ann are shopping for this event. And Ian is making the poster and the flyer.

7.Pamper Evening This is being held on April 25^th.  Elaine has already spoken to the Ramada Plaza where it was held last year. It’s expected the venue will be the same but the hotel want to charge £200 this time. Elaine, Ian and Leigh Ann are going to meet them soon and will try to negotiate that cost.

It was agreed that advertising needs to go out for this event asap, at least one the venue is confirmed.  Leigh Ann and Emily are contacting therapists and salons to see if they want to provide treatments and raffle prizes.  Ian is organising the stalls and the order forms and Michelle is putting the goodie bags together, though she will need help to assemble them nearer the time. Miss Edwards and Paula are going to look for people to do demonstrations ( e.g. hair/ colour therapists).  Sarah offered to take the posters and flyers around advertising the event, especially around businesses on the Technology Park adjacent to the Ramada.

Next Meeting  Wednesday February 1st

THANK YOU!!!!

Dear Parents/Guardians,

All of us on the HSA committee would like to thank EVERYONE who has helped us over the last month with the film club and Christmas Fayre; from donating items to sell, making cakes, setting up, running and clearing up after the events.

While giving parents time to do the Christmas shopping, the film club this year also made an amazing £590 for All Saint’s School, this is £200 more than last year! The Christmas Fayre was also a great success, the outside stalls were a definite hit with the parents while the children spent their pocket money! The Christmas Fayre raised between £1300 and £1400 for the school.

I think you will all agree that this is fantastic and shows what commitment parents, guardian’s, staff and children have in helping to provide an extra special environment for learning.

All the money we make with these events gets ploughed back into the School and provides extra school equipment for example, funds raised by the HSA have, in the last 12 months provided 20 new laptops worth £8300 and trips to the theatre and cinema. In addition to this a new electric piano costing £750, none of this would be possible without your support and valued input.

Thank you for all your help and support

Merry Christmas and a Happy New Year

Home School Association

Our charity No is 1029359

Minutes H.S.A Meeting November 2^nd 2011

1. Apologies

Lesley Clark

(there should be a list of those present here, but my oversight, I didn’t hand round a sheet, a good turn out though!)

2. Film Club

There was a discussion regarding the film choices to give to the children to vote on.

It was decided to offer: Cars 2, Spy Kids – All the Time in the World and Horrid Henry to the juniors and Smurfs, Tangled and Rio to the infants.

The volunteers for Saturday morning (3^rd Dec) are: Rachel Davies, Catherine Jones, Sarah Easedale, Tina, Lesley Clark, Ian Evans and Leigh Ann Randell

And for Thursday Evening (1^st Dec) are: Amanda Rathbone, Michelle Lewis, Emily, Karen Robertson, Leigh Ann Randell and Ian Evans.

Catherine Jones will be looking into the shopping needed for the two shows.

Sarah Easedale will get the letter ready to go out.

3. Calendars

The template for the calendar was found and Mr Williams said that the drawings by the classes were underway.

Karen and Kate agreed to work together to get the pictures scanned and uploaded.

Ian has organised a letter for orders which is going out shortly.

4. Raffle Tickets

There was another discussion on the value of the cash prize and it was finally decided to offer a £50 cash prize and to order 1600 BOOKS, double perforation. Tina is organising this and says they will be ready soon.

Gill updated the meeting on where things were up to with the other prizes. There are already lots of great ones including meals out, a spray tan and an electric toothbrush and tooth whitening treatment.

5.STOCK

The Chairs explained how a stock take had been partially done and Leigh Ann suggested each new committee should hand over an up to date stock list to the next to avoid items going astray or out of date before they can be used.

Catherine Jones agreed to co-ordinate the shopping volunteers and Leigh Ann is going to send Catherine the stock spread sheet.

Rachel Davies explained that she had written a letter asking for volunteers for events that had gone missing. She and Gill said they would make sure a letter went out asking for parents to help out at events.

6. Christmas Productions

It was agreed that we would like to have the productions filmed in order to sell DVDs to parents and family members. Mr. Williams, Sarah Easedale and Tina Williams all said they would look for someone to film the dress rehearsals.

7. Christmas Fayre

There was a long and involved discussion about the Christmas Fayre which was the main agenda item.

-outside stalls. Ian explained how he has been approached by a lot of people wanting to have a stall at the Fayre. He is going to compile a list to make sure they are appropriate and there’s no duplication. So far, requests include a Christmas Cake stall and a jewellery stall.

-         there was a general discussion about the layout of the Fayre and what worked and didn’t work last year. E.g. it was decided not to have the cake stall in the dining room, but to return it to the main all. It was also decided not to have a chocolate fountain as it’s expensive to set up and didn’t make money.

-         Leigh Ann suggested having a plan of the layout of the stalls and activities to hand out to people as they arrive so nothing is missed.

-         It was agreed to keep the price as £1 entry for adults, 50 p for children and under 12’s free.

-         There was a discussion on how to assign volunteers to stalls. Mr Williams suggested that a list of which stalls are being included needed to be done first. It’s possible then that classes and parents could be assigned time slots.

- Emily suggested she’s like to do a make your own jewellery

using beads. Everyone agreed this was a really nice idea so

she’s going to organise that. Michelle Lewis also said she’d

like to do a bauble stall where people can personalised their

own.

-         Santa’s Grotto – Paula explained how it had been difficult to get the grotto looking right last year. She was tasked with building and decorating the grotto ( with Kate A to help?) and Michelle volunteered to get the selection boxes for the event.

-         There was a run through of the most profitable stalls, and the ones which would not make so much money but that were cheap to do and that the children enjoyed.

-It was decided there should be a meeting to plot out where the stalls were going to go.

-         It was agreed to send out paper plates with pleas for cakes again. Any surplus to be sold on the yard or passed to other Christmas events. Shop-bought packaged cakes to be used last, as they keep longer.  Sarah Easedale is to look for the cake plate template.

- Ian agreed to put the Christmas poster together after the winning entry is chosen by the school council.

NEXT MEETING:Wednesday 23^rd November 7.15pm

HSA MEETING OCTOBER 11^TH – MINUTES

1. Apologies

Lesley Clark

Emily Roberts

Elaine Ison

2.Formation of new committee

Mr Williams welcomed some new and old faces to the meeting and emphasised the importance of the HSA’s fundraising events, both in terms of the enjoyment of the children but also the equipment which can be bought for the school as a result.  He paid tribute to the hard work of the outgoing committee members.

Leigh Ann Randell and Ian Evans volunteered to work together as joint Chairs of the committee.  The outgoing Chair, Paula Marshall said that she would still be involved with the HSA and would be happy to mentor the new Chair people.

In their absence, the names of Katie Taylor Edwards and Janet Hughes were put forwards as volunteers for shopping for events (drinks/sweets etc). Also Vice-Chair Michelle Lewis suggested asking for volunteers to join a pool of shopping volunteers who can be called upon as events come up.

3.Forthcoming Events

Film Club – it was decided the film night for juniors would be Thursday 1^st December 6-9pm

For Early Years it was set for Saturday 3 December 9-12pm

It was decided to keep the cost at £2 with squash and biscuits included.

Tina Williams, the Committee Treasurer explained how the events were cheap to put on and made a good profit.

It was expressed that it might be useful to parents to allow junior children to come along to the Early Years film event on the Saturday morning.  A note will be put in the film club letters to that affect, but it will be dependant on there being enough supervisors.

The letter will go out in school bags after half term and volunteers will be requested for supervisors/shoppers.

Catherine Jones volunteered to make the shopping list.

By email Lesley Clark offered to help at the film club events.

4.Christmas Fayre

Raffle – Tina says the raffle ticket printer used last time in Rhosddu was good and it was suggested he should be used again.  There was a long discussion about the prizes for the raffle, but in the end it was decided that in order to get them printed at the earliest opportunity, it was decided to get them printed with “Cash and many more prizes”

The cost of a ticket will remain at 20 p making them £1 for a book of 5.

It was decided that 1600 should be ordered, 1350 of those going out to families ( 5 per family) in school bags.

Gill Hayes and Amanda Rathbone offered to seek out raffle prizes.

Poster Competition – It was decided that the poster competition is enjoyable for the children and is a nice way of advertising the fayre. An invitation for the children to enter will go in school bags after half term. Paula Marshall volunteered to organise the text on the poster etc and get them printed.

5. Calendar

It was discussed that Elaine found a good company to print the calendars in a better size and format. The cost will be £5 per calendar. Mr Williams said classes could be assigned their month to illustrate next week. Karen Robertson volunteered to come into school and work through the significant dates that need to go on the calendar. Amanda Rathbone and Catherine Jones said they would help her.

Some dates were decided:

Valentine Disco – Wed 8^th February 2012

Easter Bingo – Tues 20^th March

Pamper Night – Wed 25^th April

Bags to School – Tina offered to call to fix next year’s collection dates.

The rest will be decided as outlined above and fed back at the next meeting.

6. DATE FOR NEXT MEETING

WEDNESDAY NOVEMBER 2^nd at 7.15pm

This meeting will be mainly about the Christmas Fayre and will be the last meeting to plan that event before it takes place. Please try to come!

Sarah Easedale-Secretary

Please let me know of any errors or glaring omissions.

Present – Glyn Williams, Paula Marshall, Tina Williams, Sarah Easedale, Rachel Davies, Michelle Lewis, Elaine Ison
Apologies –  Ryan Holland, Gill Hayes, Emily Barkley-Jones
CHAIRMANS REPORT

• Paula gave an overview of her past year as chairman which she has thoroughly enjoyed.
• All the events were profitable this year and much more enjoyable as she had the full support of the other members of the committee.
• The School Disco’s, Film Clubs and Easter Bingo are always a huge hit with the children and this is reflected in the turnout for these events.
• This year each class took responsibility for their own stall at the summer fayre with children, teachers and parents taking a small amount of their time to man the stall, and this proved very popular both by the children and the HSA members who were able to put their time to better use by manning other stalls.
• Paula thanked all the HSA members and those parents who have helped at the events throughout the year.
• Paula urged the new committee to concentrate on forward planning for events and to share the responsibility to make the experience less stressful and more enjoyable for everyone, and has stated her continued involvement with the HSA in a hands on and advisory capacity.

TREASURER REPORT

• Tina gave a breakdown of each event that had been held through the year and the total expenditure.  In the bank account as at 31.8.11 we have £19703.   Out of this amount is £8000 to be paid towards the laptop computers and docking station which has recently been acquired.
• The trim trail is still an ongoing project and the plans are currently being looked at again by the company we are planning to use.  Costings for this last year was £6500, which may include a slight increase this year, and the addition of the extra safety matting will push the price up to £9000 approx.
• Full details of the accounts breakdown will be posted on the notice boards for anyone to inspect.

ELECTION OF NEW COMMITTEE & OFFICERS

• No-one had come forward prior to the meeting to take on a committee role.  At the meeting the following posts were filled

• • Vice Chair – Michelle Lewis (with Paula Marshall as mentor)
  • Secretary – Sarah Easedale
  • Treasure – Tina Williams
  • Publicity – shared between Rachel Davies and Gill Hayes.

• Volunteers are also required for purchasing/obtaining items for each event  …………………………………
  • Raffle Tickets (just summer and Christmas fayre)
  • Raffle Prices  (just summer and Christmas fayre)
  • Drinks for each event
  • Sweets for the tuck shop at each event
  • Other items for purchase such as hot dogs, rolls, burgers, etc.,

Sadly the post of chairman was not filled – therefore it was decided that we will hold the position open until the next meeting which will be on Tuesday 11th October at 7pm.

If the position of Chairman is not filled at this time then sadly the HSA will be disbanded!!!!!!!!!!!!!!!!!!!

Disco’s,   Christmas film clubs,  Christmas fayre,  Valentine Disco, Easter Bingo and Summer Fayre  will not be held and the children will be very disappointed as they look forward to these events each year!!!!!

So please parents and grandparents, give this some thought and if anyone would like to enquire about the role please contact the HSA   at   hsa@allsaintsgresford.co.uk or speak to Elaine and Paula in the yard.

As a full committee had not been chosen no dates were chosen for any events to take place – this will be reviewed and discussed at the next meeting if we have a full committee.

NEXT MEETING TUESDAY 11TH OCTOBER – 7PM IN THE STAFF ROOM