PTFA Minute of Meeting 16th Feb 2011

Minutes of the meeting 16th Feb 2011

Present: Angela Boddy, Frances Brown, Belen Sainz, Sarah O’Donnell, Nicky Blacker, Mary Shurrock, Angela Paviour

Apologies: Verena Childs, Sylvie Allen, Julia Allman, Debbie Freeman, Gerri Beaumont, Jane Hamilton, Mel Clarke,

Minutes and matters arising:

1.    The minutes of the previous meeting were circulated.
                                       
2.    Quiz night: Made a profit of £352. Thanks were given to Paul Milner for writing the quiz and hosting the evening; to Julia and Matt Allman for managing the bar and to Christina and her staff for the excellent food.

3.    Budget: Mary informed us that there is currently £1,136 in the PTFA fundraising account.

4.    BGN Ball: Nicky then updated us on arrangements for the Ball specifically:

•    Amendments to previous minutes: deposit for the tickets is to be paid with when the form is returned to request tickets and tickets will only be reserved on payment of the deposit. Final payment is due 1/4/11.
•    Letter: is ready to be circulated ASAP preferably before the end of this week/term. There is also a full page in the newsletter which is also due out this week. The event is also advertised on the school website. Second follow up letter in April to include the menu and a form to select food and also to request who wishes to sit with whom. Nicky will then make up tables. Replies to be recorded on a spreadsheet.  Query whether to BGN fundraising e mail address still works?  
•    Decoration quote: has been reduced from £700 to £300 thanks to Christina for her help with this.
•    Food: will be £15 per head. Entertainers to be provided with a meal.
•    Music: Mr. Wilson has agreed to perform with his band. Nicky will organize a cabaret.
•    Invitations:  will be printed free of charge. Mary had created some ‘mock sample’ tickets which she will e mail to Nicky and then Rob will design the final ticket. Printed on ivory or white card. This will be a saving of about £200.   
•    Programme: will be done by Justin who will also do the artwork for the inside of the programme fo the school to copy and assemble.  
•    Cerise paper: for the programmes has been hard to source and is therefore potentially expensive. Nicky has found a potential supplier (Premier paper) who will be asked to quote,
•    Sponsors: Letters are ready to go out to suppliers for potential support. Anyone with ideas of companies who may offer raffle prizes please e mail the school. Banbury House Hotel will be approached and asked if they could offer table clothes. It was also suggested that we could approach Cori (restaurant); O’Neill’s (hairdresser); Joseph and Achilles (also hairdressers).
•    Head Volunteer: Anne Kearsley has volunteered to take on this role and that of auctioneer, both of which she has done before. There may be a few others who will also be prepared to help her. It may be necessary to ask for 6th form/year 11 helpers and also to ask the ‘Oliver’ caste if they could help with the paparazzi.   
•    Tables: 18 6 foot diameter tables are needed. At the moment the Cricket Club has them available but preference will be given to another booking if one is made for the same evening at the Club. Nicky will enquire about other suppliers in case there is a problem.
•    Oxford Wine Co: are willing to sponsor the bar they give 15% discount on their wines sale or return. Plus there may be further discount available. The price list is reasonable with wines for under £5. We discussed the possibility of also offering Champagne as a welcome drink of Kir Royale and then for sale on the bar. Nicky will enquire when Tesco and Sainsburys will have Champagne on offer.
•    Chair covers: Nicky has found a place in Witney which will make covers for the green chairs from the Chapel and some of the blue ones from the learning centre. Usually they make them for £1.99 each which is cheap and they may offer a deal for such a large order. Covers will be black with a black and pink sash/bow. We will need to cover the chairs on the day and this usually takes about 1 hour for 2 people to cover 100 chairs.
•    Sofas: Nicky suggested using the 2 sofas in the library in the bar area to create a nightclub/cocktail bar style seating area inc LED lights possibly smoke machine. Sofas to be covered in plastic and then black velvet to protect them.
•    Outside bar: by cycle shed for welcome drinks.
•    Guest list: has been reviewed and now needs addresses. Considering whether to include ex head boys/girls who might be willing to act as volunteers.

5.    PTFA website: volunteers requested to maintain the PTFA section of the community tab on the website. There was some discussion about what this would entail and concern was raised that it needed to be someone who knows what they were doing! Trevor as requested that the volunteer comes into school to discuss it with him. It was said that this should be a member of the PTFA but not a member of staff. Mary will speak to Trevor to clarify the role. Francis as volunteered to do it until July.

6.    Clothes collection: It was agreed that this was an easy way to raise money and that we should do it one evening during the Oliver performances to make it easier for parents to bring bags to school by car. Week of April 26th-28th.

7.    6th Form Lourdes group: are organising a St Patrick’s night and also a race night to fund raise for their trip.

8.    Next Meeting: Tuesday 5th April 7.30pm in the LRC,