Friends of Ysgol y Llan
MINUTES OF AGM: MONDAY 2 OCTOBER 2017
THOSE PRESENT: Carol Owen (Chair), Suzi Peake (Vice Chair), Kate Meredith (Treasurer), Laura Temple (Secretary), Kate Thomas, Christine Morgan, Bethan Venning, Bryan Griffiths (Headteacher), Dawn Astbury
1.WELCOME
AGM opened at 5.45pm with welcome from Carol and thanks to those present for attending.
Carol thanked everyone for their support over the last year, the first year of the new committee. There has been a great support from parents, class reps and teachers which has contributed to a successful year. Although a new committee was elected last year we have tried to stick with most of the traditional events and some new ones have been held too. A special thank you to the previous committee for their advice and support which has been invaluable.
Carol explained that some of the current committee will be stepping down, Suzi as Vice Chair and Kate as Treasurer. Carol thanked them both for all their hard work and support over the last year. Carol confirmed that as per the Constitution we hope to elect new committee members as part of the AGM. Carol proposed to work through the meeting and then go through the nominations and agree a date for the next meeting so the new committee can commence their office.
2.APOLOGIES
Rachel Goddard-Jones, Sarah Davies, Sian Jones, Maria Hughes, Bethan Hall
3.MINUTES OF LAST MEETING
Previous AGM minutes from September 2016 were read and approved.
4.MATTERS ARISING
Agreed that it would be helpful to discuss with Mr Griffiths and the teachers what is needed from the school with the current funds. Recent bill has been paid for electricity for the outdoor classroom.
Discussed IPad covers which has been looked into previously. Mr Griffiths confirmed originally had a good price for them but when he went to order them the price was much more expensive. Discussed that there are currently 16 IPads in school and that although we could source the covers from ebay if we can get a good price, it can be worth ordering through school as the VAT can be discounted.
There had been previous discussions around replacing some of the PCs, Mr Griffiths confirmed this hadn’t been progressed.
5.REPORTS
MR GRIFFITHS – HEADTEACHER REPORT
Thanks to the new committee for all their hard work in their first year and also thanks to the support from the old committee. A number of successful events have been held and all the hard work and effort is really appreciated. It has been a pleasure working with the committee and look forward to working with them over the coming year.
KATE MEREDITH – TREASURER REPORT
Account opened £9259.39
Account closed £4494.76
Incoming
Events profit: £2356.30 (not including £93.20 from Bag 2 school)
Outgoing
Outdoor classroom: £7156.90
Similarly, to last year the school Disco’s give us the best profit, £423.81 (after costs), unfortunately we couldn’t hold the summer disco due to timing.
Mother’s Day was successful with a profit of £180.92 (after costs). Sadly, Father’s Day didn’t go as well with a £72.13, this was a new event tried out this year, although the children loved it, not the best profit maker for all the effort that went into the event.
Bag 2 school was also a new event tried, this went well, giving a £93.20 profit, the cheque will be added to the 2017/18 accounts.
Giving machine only made £17.56, might be worth reminding parents to use it.
Christmas and summer fairs went well, £1073.77 and £894.36 respectively (after costs), good job everyone, for their hard work and spending.
Mr Griffiths and teachers have been asked what they would like to spend the money raised on, I’m sure they will have lots of ideas!!
Notes for 2017/18:
· 50/50 club bank account will need closing as we are not currently using it.
· Your School Lottery- This started this term, we currently have 31 tickets and have made £26.80 so far. The annual prediction currently is £644.80 (higher if more people support). If we want to keep our local prize of £20 we could do we getting some more supporters, as this is likely to go down over the coming weeks. If you would like to buy a ‘one off ticket’ (or a few!!) for the Saturday it needs to be bought by Tuesday that week, also it has been noticed that direct debits are taking some time to sort, just that you are all aware.
Need to promote the school lottery, local prize is currently £20 but that is being subsidised and so will reduce over the coming weeks due to the number of supporters we currently have. Agreed need to promote again and ensure that the winner is announced on a weekly basis on a Monday evening via twitter. Mr Griffiths suggested the Friends could set up their own twitter account and it was agreed this would be explored.
Discussed the fact that Father’s day secret shop wasn’t very profitable in comparison to Mother’s day.
6.CAROL OWEN – CHAIR’S REVIEW OF THE YEAR
It has been a very busy and successful year. We have had the autumn and Valentine’s Day discos, where the children had a chance to pick their songs and decorate hearts which went into a competition with prizes for the winners.
There was a Christmas party day in class arranged by the teachers, and friends organised the prizes for games. The children also had a visit from Father Christmas and the gifts for the children were organised by friends. On Christmas dinner day at school the friends contributed the crackers and gifts.
The Christmas Fair was a big success with lots of games, stalls, crafts including children’s handmade baubles, secret shop, face painting/tattoos, and Rotary float with a special guest.
We had some great prizes for the Christmas Raffle with generous donations from local businesses and there were also Christmas Hampers raffled at the concerts.
The Mother’s day secret shop was very successful and the guess the Easter eggs in a jar competition.
Father’s day secret shop was held for the first time. Unfortunately this event was not as successful as we would have hoped. We will probably not repeat this next year but are always open to new ideas.
The Freezy pop Fridays made a comeback once the weather warmed up, we had Ice cream at one of them which was a hit!
This year’s summer fair was the Whitford Wild West theme and it seemed to be a great day enjoyed by all.
We ran the first Bag2school initiative which raised just under £100. We will be holding another one before the end of the year as this proved to be an easy way to raise money for school.
We held a future events survey and from this we tried the Father’s day shop and we will review the results again and will be considering an Easter Egg hunt for next year.
The new School lottery has replaced the 50/50 club. This has started well but needs promoting to encourage more members.
Thank you again to all those who have helped over the year, particularly at the 2 big events which were the Christmas and Summer Fairs. These events require a lot of extra support including behind the scenes help from teachers, class reps and parents. We also have had some very generous donations from parents which have been vital in the success of the events and have helped raise a lot of the money.
7.NOMINATIONS AND ELECTION OF COMMITTEE
The following nominations had been received:
CHAIR – Carol Owen – 3 votes
VICE CHAIR – Sarah Davies – 3 votes
TREASURER – Christine Morgan – 3 votes
SECRETARY – Laura Temple – 2 votes
Class Reps:
NURSERY – Tanith Davies
RECEPTION – Kerry Nash
YEAR 1 – Jan Morris / Kate Meredith
YEAR 2 – Dawn Astbury
YEAR 3 – Steph Bamford
YEAR 4 – Suzi Peake
YEAR 5 – Rachel Goddard-Jones
YEAR 6 – Kate Thomas
Bethan Venning and Bethan Hall have both offered any additional support.
8.ANY OTHER BUSINESS
Discos
Next Disco will be held on Friday 20 October after school. Mr Griffiths made a request on behalf of the teachers on the committee considering holding some of the discos on a Wednesday as more teachers would be able to help. Kate Thomas mentioned the possibility of tying up dress down day with discos. Agreed that the valentines disco would be held on the Wednesday 14/02/2018.
Christmas 2017
Discussion on key dates for the lead up to Christmas:
6th December – Christmas Jumper day
12th / 13th December – Christmas Concerts
21st December – Party Day
Mr Griffiths checked the date of the Holywell Town Christmas lights switch on to ensure we were avoiding that date for the Christmas Fair. Lights switch on is Friday 24/11/2017.
Agreed to hold the Christmas Fair on Friday 01/12/2017.
2 own clothes days in exchange for items for tombola at the fair:
Friday 24/11/2017 – Chocolate and Sweets
Friday 17/11/2017 – Bottles
Mr Griffiths will contact the Rotary club to ask if the float is available for Friday 01/12/17.
Communication
Bethan Venning suggested that we send out a summary to parents on what money has been raised over the previous 12 months and also what some of the money has been spent on to raise awareness of where the funds are spent. Agreed something would be sent out – LT to draft.
Future Spend
Discussed donating a certain amount of the funds to each class and the teachers can decide what to spend the money on and then we can share this with parents.
Mr Griffiths asked for committee / parents to think of any experiences which may be available and for suggestions to be made so that options can be explored.
9.DATE OF NEXT MEETING
Friday 13 /10/2017 at 2.30pm in school hall. First meeting as new committee with focus on ideas and planning for this year’s Christmas Fair.
MINUTES OF AGM: MONDAY 2 OCTOBER 2017
THOSE PRESENT: Carol Owen (Chair), Suzi Peake (Vice Chair), Kate Meredith (Treasurer), Laura Temple (Secretary), Kate Thomas, Christine Morgan, Bethan Venning, Bryan Griffiths (Headteacher), Dawn Astbury
1.WELCOME
AGM opened at 5.45pm with welcome from Carol and thanks to those present for attending.
Carol thanked everyone for their support over the last year, the first year of the new committee. There has been a great support from parents, class reps and teachers which has contributed to a successful year. Although a new committee was elected last year we have tried to stick with most of the traditional events and some new ones have been held too. A special thank you to the previous committee for their advice and support which has been invaluable.
Carol explained that some of the current committee will be stepping down, Suzi as Vice Chair and Kate as Treasurer. Carol thanked them both for all their hard work and support over the last year. Carol confirmed that as per the Constitution we hope to elect new committee members as part of the AGM. Carol proposed to work through the meeting and then go through the nominations and agree a date for the next meeting so the new committee can commence their office.
2.APOLOGIES
Rachel Goddard-Jones, Sarah Davies, Sian Jones, Maria Hughes, Bethan Hall
3.MINUTES OF LAST MEETING
Previous AGM minutes from September 2016 were read and approved.
4.MATTERS ARISING
Agreed that it would be helpful to discuss with Mr Griffiths and the teachers what is needed from the school with the current funds. Recent bill has been paid for electricity for the outdoor classroom.
Discussed IPad covers which has been looked into previously. Mr Griffiths confirmed originally had a good price for them but when he went to order them the price was much more expensive. Discussed that there are currently 16 IPads in school and that although we could source the covers from ebay if we can get a good price, it can be worth ordering through school as the VAT can be discounted.
There had been previous discussions around replacing some of the PCs, Mr Griffiths confirmed this hadn’t been progressed.
5.REPORTS
MR GRIFFITHS – HEADTEACHER REPORT
Thanks to the new committee for all their hard work in their first year and also thanks to the support from the old committee. A number of successful events have been held and all the hard work and effort is really appreciated. It has been a pleasure working with the committee and look forward to working with them over the coming year.
KATE MEREDITH – TREASURER REPORT
Account opened £9259.39
Account closed £4494.76
Incoming
Events profit: £2356.30 (not including £93.20 from Bag 2 school)
Outgoing
Outdoor classroom: £7156.90
Similarly, to last year the school Disco’s give us the best profit, £423.81 (after costs), unfortunately we couldn’t hold the summer disco due to timing.
Mother’s Day was successful with a profit of £180.92 (after costs). Sadly, Father’s Day didn’t go as well with a £72.13, this was a new event tried out this year, although the children loved it, not the best profit maker for all the effort that went into the event.
Bag 2 school was also a new event tried, this went well, giving a £93.20 profit, the cheque will be added to the 2017/18 accounts.
Giving machine only made £17.56, might be worth reminding parents to use it.
Christmas and summer fairs went well, £1073.77 and £894.36 respectively (after costs), good job everyone, for their hard work and spending.
Mr Griffiths and teachers have been asked what they would like to spend the money raised on, I’m sure they will have lots of ideas!!
Notes for 2017/18:
· 50/50 club bank account will need closing as we are not currently using it.
· Your School Lottery- This started this term, we currently have 31 tickets and have made £26.80 so far. The annual prediction currently is £644.80 (higher if more people support). If we want to keep our local prize of £20 we could do we getting some more supporters, as this is likely to go down over the coming weeks. If you would like to buy a ‘one off ticket’ (or a few!!) for the Saturday it needs to be bought by Tuesday that week, also it has been noticed that direct debits are taking some time to sort, just that you are all aware.
Need to promote the school lottery, local prize is currently £20 but that is being subsidised and so will reduce over the coming weeks due to the number of supporters we currently have. Agreed need to promote again and ensure that the winner is announced on a weekly basis on a Monday evening via twitter. Mr Griffiths suggested the Friends could set up their own twitter account and it was agreed this would be explored.
Discussed the fact that Father’s day secret shop wasn’t very profitable in comparison to Mother’s day.
6.CAROL OWEN – CHAIR’S REVIEW OF THE YEAR
It has been a very busy and successful year. We have had the autumn and Valentine’s Day discos, where the children had a chance to pick their songs and decorate hearts which went into a competition with prizes for the winners.
There was a Christmas party day in class arranged by the teachers, and friends organised the prizes for games. The children also had a visit from Father Christmas and the gifts for the children were organised by friends. On Christmas dinner day at school the friends contributed the crackers and gifts.
The Christmas Fair was a big success with lots of games, stalls, crafts including children’s handmade baubles, secret shop, face painting/tattoos, and Rotary float with a special guest.
We had some great prizes for the Christmas Raffle with generous donations from local businesses and there were also Christmas Hampers raffled at the concerts.
The Mother’s day secret shop was very successful and the guess the Easter eggs in a jar competition.
Father’s day secret shop was held for the first time. Unfortunately this event was not as successful as we would have hoped. We will probably not repeat this next year but are always open to new ideas.
The Freezy pop Fridays made a comeback once the weather warmed up, we had Ice cream at one of them which was a hit!
This year’s summer fair was the Whitford Wild West theme and it seemed to be a great day enjoyed by all.
We ran the first Bag2school initiative which raised just under £100. We will be holding another one before the end of the year as this proved to be an easy way to raise money for school.
We held a future events survey and from this we tried the Father’s day shop and we will review the results again and will be considering an Easter Egg hunt for next year.
The new School lottery has replaced the 50/50 club. This has started well but needs promoting to encourage more members.
Thank you again to all those who have helped over the year, particularly at the 2 big events which were the Christmas and Summer Fairs. These events require a lot of extra support including behind the scenes help from teachers, class reps and parents. We also have had some very generous donations from parents which have been vital in the success of the events and have helped raise a lot of the money.
7.NOMINATIONS AND ELECTION OF COMMITTEE
The following nominations had been received:
CHAIR – Carol Owen – 3 votes
VICE CHAIR – Sarah Davies – 3 votes
TREASURER – Christine Morgan – 3 votes
SECRETARY – Laura Temple – 2 votes
Class Reps:
NURSERY – Tanith Davies
RECEPTION – Kerry Nash
YEAR 1 – Jan Morris / Kate Meredith
YEAR 2 – Dawn Astbury
YEAR 3 – Steph Bamford
YEAR 4 – Suzi Peake
YEAR 5 – Rachel Goddard-Jones
YEAR 6 – Kate Thomas
Bethan Venning and Bethan Hall have both offered any additional support.
8.ANY OTHER BUSINESS
Discos
Next Disco will be held on Friday 20 October after school. Mr Griffiths made a request on behalf of the teachers on the committee considering holding some of the discos on a Wednesday as more teachers would be able to help. Kate Thomas mentioned the possibility of tying up dress down day with discos. Agreed that the valentines disco would be held on the Wednesday 14/02/2018.
Christmas 2017
Discussion on key dates for the lead up to Christmas:
6th December – Christmas Jumper day
12th / 13th December – Christmas Concerts
21st December – Party Day
Mr Griffiths checked the date of the Holywell Town Christmas lights switch on to ensure we were avoiding that date for the Christmas Fair. Lights switch on is Friday 24/11/2017.
Agreed to hold the Christmas Fair on Friday 01/12/2017.
2 own clothes days in exchange for items for tombola at the fair:
Friday 24/11/2017 – Chocolate and Sweets
Friday 17/11/2017 – Bottles
Mr Griffiths will contact the Rotary club to ask if the float is available for Friday 01/12/17.
Communication
Bethan Venning suggested that we send out a summary to parents on what money has been raised over the previous 12 months and also what some of the money has been spent on to raise awareness of where the funds are spent. Agreed something would be sent out – LT to draft.
Future Spend
Discussed donating a certain amount of the funds to each class and the teachers can decide what to spend the money on and then we can share this with parents.
Mr Griffiths asked for committee / parents to think of any experiences which may be available and for suggestions to be made so that options can be explored.
9.DATE OF NEXT MEETING
Friday 13 /10/2017 at 2.30pm in school hall. First meeting as new committee with focus on ideas and planning for this year’s Christmas Fair.
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