The Queen’s School Parent and Staff Association Minutes of the Annual General Meeting held 15th November 2006 7.30pm Members present: Suzanne Foxton, Jane Goodlace, Paige Manzo, Jude Tugman, Ann Lefler, Tara Whyte, Ruth Gledhill Franks, Lila Fenton, Sarah Hamilton, Sharon Beggan, Rowena Fuller, Cathy Renwick, Helen Bairamian, Matt Berardo, Kimberley Foster, Marta Jordan, Sue Harwood, Jo Bushell, Kate Street, Cathy Tilly, Jill Rzym, Karen Farr, Caitlin Mackesy Davies, Eleanor Garland, Jeff Grout Hugo Tugman, Sarah Everall, K. Bird, Stephanie Bailey, Philippa Anderson, Catherine Bates, Sonia Mulley, Jane Lawson, Claire Davies, Mary Lam, Rachel Waterston, Ruth Reqica, David O’Hara, Clodagh Fitzsimmons, Susie Conner, Richard Laming, Phil Gillespie, Caroline Hargrove, Mike Thexton, Mike Oxborrow, Gillian O’Keefe, Mony Dimitroff, Ali Sapsford, Kajal Shah, Helen Crookes, Lynne Pressley, Richard Wright, Ingrid Grylls, Ela Kaczmaska, Gaye Wolfson, Maria Carrasco, Annette Quayle, Alison Murphy, Claire Comins, Rachel Neil, Elizabeth Bazalgette, Kathy Thexton, Jan Deykin (3 names illegible) Apologies received: Christine Judge, Mrs Stroud, Mrs Corpetti, Sharon Turner, Mrs Martin, Mrs Ingham, Claire Lusted, Alex Blakemore, Mrs Walker, Gail Hiscock, Beth Simmons, Lorna Bhasin, Katie Mortimer, Sue Murray, Kate Mockridge 1. Opening (Suzanne Foxton) Suzanne opened the meeting with an appreciative overview of her experience as a parent at Queen’s. She said that the past year as PSA Chair had been at times challenging, exhilarating, hilarious and exhausting, and thanked everyone for their support. Suzanne thanked Paige in particular and presented her with flowers. 2. Election of new trustees (Paige Manzo) Paige proposed that the role of Class Representative Co-ordinator be formalised and added to the PSA officers for this year. Motion CARRIED. Nominations for officers were then invited: Paige Manzo was elected as Chair of the PSA for 2006 - 7 Jude Tugman was confirmed as continuing Treasurer of the PSA for 2006 - 7 Jan Deykin was elected as Secretary of the PSA for 2006 – 7 Karen Farr and Sarah Everall were elected as joint Class Representative Co- ordinators for 2006 -7 3. Minutes from last PSA meeting (Paige Manzo) The minutes from the last meeting were APPROVED. 4. A look at last year (Paige Manzo) Paige paid tribute to the phenomenal effort of last year, which included 12 events and raised a lot of funds. Paige thanked Suzanne for her passion, enthusiasm, ideas and inspiration. She thanked Gillian O’Keefe for the great job she performed as Secretary for the past two years, and thanked Jude Tugman for her work as Treasurer last year and for continuing this year. Paige presented Suzanne, Gillian (later) and Jude with flowers. Paige highlighted a few of last year’s events as particularly memorable: the Christmas Fair, which was a much improved event thanks to Gaye Wolfson and her team, supported by class reps and volunteers the fantastic Summer Fair which was good fun for all and organized so calmly by Sue Murray and her team. the Quiz Night which was very well attended by parents and great fun. Thanks to Kim Bloomfield, Suzanne and Christopher Foxton. Lastly the Speakeasy supper for which Kathy Thexton worked so hard. Gaye, Sue (later) and Kathy were presented with flowers. Paige thanked all the class reps, who do an amazing job and deserve our recognition. Paige highlighted a few of the issues that we are faced with this year, firstly to improve communications to parents using all available tools. Secondly, following through our fund raising activities and planning with action – getting traction. 5. Treasurer’s report (Jude Tugman) Jude said that despite her original intentions to spend the accumulating funds, she had spent just £6,454 in the past year during which £23,028 was earned. We now have £41,749 in the bank. This year, helped by the new structure, she hopes to spend well and wisely. The accounts for the 10 months to 30-06-06 were circulated at the meeting and are available from Jude Tugman. 6. Greeting (Jane Goodlace) Mrs Goodlace thanked Suzanne for throwing herself passionately into the role of PSA Chair, and for being our Roller Disco Queen. Mrs Goodlace was very impressed to see so many people at the meeting, which she felt shows how committed parents are to our school. She feels that Queen’s is a listening school and she strives to be a listening Head, caring passionately about the school and most importantly our children. She paid tribute to the incredible group around her, who she said are a brilliant team of people. Mrs Goodlace outlined the plans to spend more on the fabric of the school, including the new Year 3 toilets, repainting of the front weatherboard, and a new heating system for the Upper School Hall that includes cooling fans for summer. The junior playground is to be re-surfaced and landscaping for the school as a whole is being addressed by a working party set up by the Governors and includes Rowena Fuller- Gale, Mrs Harwood and Mr Laming. 7. Plans for the 2006 / 2007 School Year (Paige Manzo) 7.a Creation of a PSA committee Paige began by saying how her overall aim is to make improvements and minimise the work for everyone. The first change is to create a PSA Committee. This is an idea that evolved after no-one came forward to take over running the PSA in September. A coffee was held to discuss a ‘group approach’ and 16 people showed up. Over the next 6 weeks these people have met and thought through ideas. The benefit of a committee is that it represents a quorum when decisions are needed – a lack of a quorum at meetings was one reason that funds were not spent last year – and it will provide continuity of knowledge and resources from year to year even when officers change. Mrs Goodlace said that she supported the idea. Paige proposed that a committee of the PSA be created and this was CARRIED. Currently the committee comprises of 16 members that span all the school years. Paige welcomed anyone who wished to join the committee, and during the meeting several PSA members said that they would join. 7.b Creation of sub-committees Paige outlined the structure of the committee as falling into four natural sub- categories, around which a sub-committee has been formed to lead the thinking and action. The Events sub-committee will propose the social and fundraising events for the year, and form groups tasked with achieving these. The Annual Priorities sub-committee has the responsibility of spending the PSA funds after identifying the projects to be addressed. It will also influence the events for the year, eg an event to raise money for a specific project. The Communications sub-committee will work to use all available communications channels for information to and from interested parties ie parents, staff, school and governors. It will also give practical help to the events sub-committee. The Charities sub-committee aims to encourage charitable activities amongst our children and support the school in its charitable aims. A representative of each sub-committee then outlined its progress to date. Ann Lefler spoke for the Annual Priorities sub-committee which currently has 5 members (Ann Lefler, Paige Manzo, Maddy Godlieb, Jude Tugman, Kimberley Foster). It will focus on spending projects, and recently it asked PSA members how they would like to see PSA funds spent. Mrs Harwood outlined the priorities expressed by staff as the playground (equipment, painting, drainage); carpets/flooring and classroom furniture. It was felt the latter two were more a school or Governor responsibility. Ann then gave the results of the 47 surveys returned from parents, which identified priorities as the playground; more extra- curricular activities (chess, dance/drama, computers, art); increase in number of school visits and minibus. The PSA will have annual priorities sub-committee representatives on the Governor’s playground work group. Paige proposed that an immediate £50 be given to each class for staff to use to address classroom needs. It was discussed whether that was sufficient, and concluded that it is double the figure from last year, and if teachers feel more is needed they can ask the PSA. Motion CARRIED. Rachel Neil spoke for the Events sub-committee, which currently has 5 members (Sarah Everall, Sue Murray, Rachel Neil, Lorna Bhasin, and Kim Bloomfield). She proposed a series of events for this year, based on the events parents supported last year and which were successful financially. These are the Christmas Fair this term; next term a Quiz Night, a second hand sports equipment sale, the Roller disco, Lenter Trail, and Pancakes. In the summer term, the Summer Fair, a wine tasting and an end of year event. Karen Farr spoke for the Communications sub-committee which has 4 members (Paige Manzo, Caitlin Mackesy-Davies, Jude Tugman, and Karen Farr). She said that Communications are a priority this year and it will be important to encourage two-way dialogue between parents, staff and governors to facilitate direct improvements. Immediate action is to add a suggestions box to the PSA noticeboard. Kathy Thexton spoke for the Charities sub-committee which has 3 members (Jude Tugman, Kathy Thexton and for the duration of the Christmas Fair planning, Ann Lefler). The committee is looking for charities that children can relate to locally and internationally. As the PSA is a charity, we can only give money to charity if it is advertised as such. So far planned activities are a food collection, mufti day near Christmas, shoebox collection and for the School Council to vote on a charity to support. One far-reaching idea is for each class to sponsor over time a child in a developing country to learn about differences, cultures and values. 7.c Group discussions The meeting then split into four groups that represented the four sub-committees and energetically discussed issues and priorities for 15 minutes. Each group then fed back a summary of its discussion. Conclusions of Communications discussion. (Jeff Grout) The PSA could be ‘branded’ separately from the school to improve awareness The PSA noticeboard should be angled differently (Hugo Tugman offered to remedy) The school website should be revamped and publicised (Jo Bushell offered to lead) Email could be used to communicate with parents with the possible establishment of a school-wide mailing list being discussed Success can be judged by attendance at events Volunteers have come forward to help on the committee: Eleanor Garland and Philippa Anderson. Conclusions of Events discussion (Rachel Neil) Dates of events should be known well in advance, perhaps on a calendar An introduction for Reception parents should be hosted early in September, possibly in the evening so that working parents can attend Future sale of tickets for Christ’s’ fireworks unresolved – Paige said that she had discussed with Jane Goodlace and it had been decided that Queen’s would no longer sell tickets but that the PSA would advertise the event in the future. Cake sales to be held more regularly throughout year. Proceeds could be given alternately to the school and a publicized charity (school council to nominate). This is to be discussed through the charity sub-committee The wine tasting could be combined with a BBQ The end of year event to be discussed further An end of year 6 school party / prom to be organized annually All these events take a lot of organization and marketing; any help appreciated A question was raised about the focus of events this year, if we already have a lot of funds in the bank. Paige responded that we will still need to raise money to refresh the funds and have a pot available for spending next year. Lynne Pressley asked whether the Year 6 schoolbook could be organized or funded by the PSA, requiring a minimum of £600 – 700 pa. This was felt to be a logical suggestion and Paige asked Lynne to put forth a proposal in writing. Conclusions of Annual Priorities discussion (Matt Berardo) All agree that the playground is a priority and lots of work is needed beforehand if the money is to be well spent It will take 1 – 2 years before completion so it will also be important to do something in the short term, so that the children see something is happening We will need to have budgets for the priorities of playground, annual projects (eg artweek) and reserve Perhaps do a follow-up survey of parents to continue until more representative response gained. Conclusions of Charities discussion (Kathy Thexton) Discussed the pros and cons of sponsoring a child A sports-related charity might appeal to some children Could organize some more visible activities such as a co-ordinated response to a Blue Peter appeal Worth consulting with St Anne’s and the other churches Rachel Waterston suggested taking children to sing at local OAP homes Overall aim is to get charity more into the life of children, bearing in mind the spectrum of backgrounds at the school 8. Other Business (Paige Manzo) Paige announced small recent expenditure by the PSA: purchase of a glockenspiel for Mary Noyes’ music department proceeds from gift wrap sales to be spent on KS1 literacy a new outdoor toy shed to be purchased for the infant playground a contribution to be made for the staff Christmas party Paige thanked everyone warmly for attending the meeting and participating enthusiastically in the discussions. The meeting concluded at 9.35pm.