Ratcliffe College Parents’ Association AGM Sept 2006

Ratcliffe College Parents’ Association

Minutes from Committee Meeting

Held on Tuesday 12th September 2006

Present:   Peter Farrar, Pat Clayfield, Daryl Wideman, David Robson, David Nightingale, Amalia McGrath, Becky Page, Bindi Desai, Anne Taylor, Sarah Pole, Alison Etty, Polly Philipson, Lucy Patterson, Sam Pole, Denise Hughes & Heidi Unwin.

Apologies were received from:  Michael Toland and Caroline Rigby.

Welcome: David welcomed everyone back after the summer holiday.  He introduced David Robson, the new Director of Finance for the school, also Heidi Unwin and Denise Hughes new members to the committee.  David passed round a thank you note from Eleanor for everyone to read.  A contact list was passed round for everyone to check their details and to update if necessary also an events diary for adding names to if you could help.

Minutes of last meeting: There were 3 points carried from the last meeting         

  1. There was a newsletter waiting to go out in this weeks mailing, it was amended to remove details of the bread sale as there is to be no more.  A request for raffle prizes for future events was added to fill the space.
  2. Amalia was to put together a volunteer’s letter to be included in this weeks mailing also.
  3. As previously mentioned there are to be no more bread sales, Sam is to organise a thank you for Carol Wright from the committee for supplying the bread.

Chairperson Report:  David said that as this was his first meeting and the first meeting of the new school year he had little to report.  A copy of the thank you letter from the senior library along with the book plate and list of books donated by us was passed around for everyone to see.  He mentioned that the Cocktail Party had been successful again and suggested that we could hold one again next year.  Daryl is bearing this in mind when organising the marquee for next year’s events.

Headmasters Report:  The Headmaster reported a good start to the new school year.  All staff is pleased with how everyone is settling into the new term.

Treasurers Report:  Becky has taken over the position of Treasurer.  An upto date accounts sheet was handed out.  The money raised from Sports Day totalled £762.89 which is to be split equally between the Senior and Junior departments.  Anne Taylor is to let us know what it is eventually spent on; she thought it was possible Mr Boyer would buy sports shirts for his teams.

The Cocktail Party made a profit of £1.99, this is mainly due to the fact that a lot of the champagne was not sold but has   been placed in the cupboard for the Christmas Ball so is not showing a true profit.

Events:  A diary was passed round for volunteers to fill in.  Mr Farrar gave brief descriptions of the forthcoming events for the benefit of the new members.

Headmasters Reception: The PA jointly organise/fund this evening with the school.  Our job as PA members is to give out badges to parents as the arrive at school and to mingle and answer questions about the school and the Parents Association and as always give out the PA leaflets and try to interest more parents in joining.

Open Morning: Our job is to be on hand to meet prospective parents and answer any questions they might have about the school.

Drama Productions: Our job is to set up the refreshment stall; we serve tea, coffee, soft drinks as well as wine before the start and during the interval.  We normally set up about 30 minutes before the show and are allowed to sit and watch the production.

Quiz Night: Daryl Wideman organises the quiz. We organise a curry meal to go with it.  We set up tables and run the bar.

Christmas Ball: We organise the evening, setting up the bar, tables and entertainment.

Mr Farrar asked that we all have name badges for the Headmasters Reception on Friday; David is to ask Tracey to do these.

For the Quiz Night Daryl is to be Quiz Master and has agreed to organise the questions.  Becky Page asked if anyone else wanted to be event co-ordinator for this event, Lucy Patterson has agreed to do this one.  We are to start at 7.00pm with questions starting at 7.30pm prompt as last years event was a little long.  Donations for raffle prizes are needed; a request is to go in the newsletter.  Daryl and Anne are to organise some sixth formers to help.  Lucy and Daryl are to talk nearer the date.

Christmas Ball: Sam has offered to be co-ordinator.  A sub-committee meeting has been arranged for 3rd October at 7.30 in the parlour.  David asked what we wanted for the event this year.  It was decided that we did not want the casino again.

After discussions on whether to have a band or a disco it was decided to go with a disco as having both would be too expensive.  Polly is to talk to Richard Buddon who the school uses for other events; he will be needed between 7-12pm. 

It was decided that a sit down meal would be nice this year, but it was requested that it was not another turkey dinner!!  Sam is to talk to Graham Studd about menu ideas.

The Christmas Ball posters and details are to be included in the October half term mailing.

Spring Fair: The date has been set at 24th March 2007.

David asked everyone to consider possible charities for a future meeting.  Again something that the children can relate to.

Decorating the Chapel: The date for this is to be Saturday 9th December at 9.00am. 

Carol Concert: This is on Sunday 10th December, we are required to serve mulled wine and mince pies after the concert.  Members helping can normally attend the concert and leave just before the end.

It was suggested that another social event could be organised sometime in the new Spring Term.

Any other business:  The PA information leaflet is to be updated.  It will be ready to go in the September mailing and be handed out at the Headmasters Reception.

David asked when the date for the Ratcliffe Advisory meeting was, it is yet to be confirmed.  David and Meg are to attend.

David mentioned that there are no requests for donations at the moment.  Mr Farrar will talk to the school departments and any requests will be ready for future meetings.  Mr Farrar also mentioned that it is good to start the year with money in the bank.  There may be something that the PA can donate to the new sixth form centre when it is completed.  Sam put in a request that Meg had mentioned before she left.  Mary and Joseph that are used for the chapel at Christmas are very fragile and Meg had wondered whether the PA would be interested in replacing them, it was something that Meg was very keen on.  Pat Clayfield is to look at the condition of existing ones and look at prices for new ones.

David mentioned that he didn’t know whether to be chairperson or chairman, it was decided that we should stick to chairperson as that is what is in the constitution.

Denise and Heidi were asked if the wish to join the PA, they said they did. 

Heidi was nominated by Amalia McGrath and seconded by Becky Page,

Denise was nominated by Sam Pole and seconded by Polly Phillipson.

Date of Next Meeting:  Wednesday 1st November – 7.30pm in the conference room.

Christmas Ball Sub-committee meeting – 3rd October – 7.30 in the parlour.