Minutes of the Meeting Held 08th August
7pm – 9:30pm
PRESENT: Dylan Stock, Dean Litolff, Terri Ewart, Shvonn Cunningham, Corrinne Couper, Catherine Lord,Terri Cleghorn, , Rochelle Jensen (Teacher Rep)
APOLOGIES: Lynda Palfrey, Carla van Oosterhout
LAST MINUTES:
Accepted by: Terri Cleghorn
Seconded by: CorrinneCoupe
FINANCIAL REPORT:
Opening Balance (08/08/2013) $8,506.24
Closing Balance (31/07/2013) $7,620.70
Actual Funds Available as at (07/08/2013 $7,786.30
Entertainment Books- Profit- $372.00.
Accepted by: Terri Cleghorn
Seconded by:Terri Ewart
TEACHERS REPORT:
Summary:
*Key dates shared and document distributed.
*PTA to coordinate a sausage sizzle for elng expo. Anna to text Terri with sausage numbers Rocky to
ask Anna. Rocky to ask Lisa if any TP’s could assist on the day
* Criteria for teacher requests for funding:
-Extras that are not covered by Ops funding
-Items that benefit the masses not just a group of students
-Tangible benefits i.e. can see the use of the product in action
Teachers are encouraged to make requests.
*Funding Requests
$500 towards service badges: PTA happy to support and wondered if the student council income is also
supporting this purchase. Concern about loss of badges. Have wrist bands been considered? Please
provide info. re cost of badges and contributions from other budgets. Rocky to follow up.
Annual Camp Contribution: This is not something the PTA is keen to support as it is not tangible and would
create an on-going, heavy drain on PTA funds. They also see the benefits going directly to parents rather
than the students. PTA would definitely consider funding purchase of camping equipment.
Ipads – for yr3/4 classes. Position with TECT funding explained by Rochelle. Happy to support with this as met criteria however currently there is no money for this.
GENERALBUSINESS:
-Formal vote for president confirmed. All in favour. Thank you Terri Ewart- new president.
-Teacher Rep’s are happy to take theminutes at meetings.
Fundraising Ideas
Carrus Update:
-Change to # of people required – 25 to 15 per day.
-Now less finalists eligible for final day
-Terri E would like to see PTA members involved as little as possible onqualifying days 1-6. They will focus their efforts on the Final Day.
-Dean expressed concern re Final Day being held in holidays as many families away.
Income and Expenses from ‘Carrus Hole in One’ Project
-Some discussion and no consensus reached around the following: This year profits,first 30k going to school. Any money over and above goes to PTA. The school will give the PTA 4-5 options and one will be tagged with them.
The following possible revenue split was suggested:
-PTA gains revenue from 29 th Gala and all stalls
-School gains revenue for Qual 1-6 – all golfing and stalls
Action Required: Terri to discuss proceeds with Suzanne.
Point was made that although all income generated is for the good of the school the PTA are committed to funding extras, not items and services that should be covered by Op’s grant, property funding etc.
Ag DayCashbook– Profit and Loss statement viewed.
Discussion points included:
-Ribbon Bill – up to $ 1000. Left overs have gone missing. This has not yet been paid.
-Use of Tokens- this systemwas not favoured
Gala Day – 29th Sept
The need for a ‘Wedding Register’ type concept set up by PTA to attract parent helpers for Gala Day ( 29 Sept)
Favoured Stalls:
-Raffles - Quick Fire / Big Raffles and /or Auction - Corrine
She will begin sourcing prizes next week.
Dean to design graphics for tickets.Everyone liked idea of Golf Ball Dump. Bike Raffle - Dean to organise.
-Cake Stall– Michelle
-Petting Zoo – Megan ( Kayla’s Mum)
-Food: Terri Ewart and Dylan
- Candy Floss
- BBQ- Bacon and egg burgers and Sausages
- Nachos and Hot Chips
- Drinks
-Bouncy Castle – Catherine to investigate Hamilton firm.
-Bouncy Castle Man( Craig) – Terri Cleghorn
-Mystery Bags- Terri Cleghorn
-Chocolate Trailer – throw 50 cent piece – Carla
-Young Enterprise Stalls – yr5/6
-Games – slide, paintball - Catherine
-Paddle Boats- Waimarino – Terri E
-Celebrity required- Steamers
Action: Everyone to determine what they need for the area they are co-ordinating i.e. bags, people, supplies, chairs. Send this information to Terri E by Wednesday 14th. We will then try and source maximum sponsorship to support with items on this list.
Questions/Extra Info.:
-Father’s Day – 8 th Sept . Good marketing opportunity. Buy a ‘hole in one’ ticket for Dad.
-Terri Ewart to talk to Suzanne re asking Carrus to supply bouncy castle etc.
-Eftpos – Will we allow and if so how will we manage cash –out? Dean to investigate mobile ATM.
-Peter Saunders – Maybe able to supply a trailer. Classic Ice.
-Could a group of students such as some Tall Poppies offer Face Painting on the Finals Day?-
-A site map is required to support the organisation of stall holders and spaces.
-19th August – Marketing Campaign begins
-Homes of Hope- Will the shirts be reused?
Next Meeting:
6:30pm –22nd at Carrus site office then at school for 7pm meeting re Carrus Hole in One. Terri E will invite the RAFTS along.
ACTION PLAN:
Item No. / Description / Action / By whom1 / *PTA to Sausage sizzle - elng expo. / Anna to text Terri with sausage numbers 2 days prior.
Rocky to ask Lisa if any TP’s could assist on the day. / Rocky
2 / Funding Requests / Discuss with Lisa / Rocky
3 / Carrus- Hole in One . Revenue Use. / Terri to meet with Suzanne. / Terri E
4 / Carrus- Carrus Hole in One .
Responsibilities. / Everyone to determine what they need for the area they are co-ordinating i.e. bags, people, supplies, chairs. Send this information to Terri E by Wednesday 14th. / Raffles - Corrine and Dean
Cake Stall – Michelle
Petting Zoo – Megan
Food: Terri E and Dylan
Bouncy Castle – Catherine and Terri C
Mystery Bags- Terri Cleghorn
Chocolate Trailer- Carla
Games –Catherine
Paddle Boats- Terri E
Celebrity – all on look -out
5
6
Next Meeting: Thursday 15th August 2013 @ 6.30pm @Carrus Office
7:00 at school
Meeting closed at 9:30pm
Minutes taken by Rochelle