Lytham St. Annes Technology
And Performing Arts College
Parents, Teachers and Friends Association
Annual General Meeting 04.06.15
Minutes
Members Present and apologies
Lesley Dobson, Sally Windsor, Boris Richardson, Alison Riley, Carol Horridge, Corinne Mason,
Christine Rouse, Joanne Millar, Alison Murphy, Chris Challenger, Jenny Hartley, Rachel
Hinchliffe, Andy Moxham, Debbie Fox, Phil Wood, Mandy Palmer, Joanna Allitt, Robert Owen,
Sarah Owen, Liz Nunez, Penny Mallinson, Claire Sutcliffe.
Apologies – Alison Dunn, Donna, Jo Kember, Lisa Rogan, Michelle Riley, Tess Mills, Sandra
Madden, Sarah Davies, Amanda Wiseman, Fiona O’Hara.
The 2015 Annual General Meeting commenced at 19.30 with the Chair welcoming all to the
proceedings.
An overview of the various area of the committee was given to all starting with the financial report
from the treasurer.
Treasurer’s report
(See attached report)
Andy felt that it had been a successful financial year and that the group were likely to raise a
considerable amount more before the end of the year with other events planned such as the ball and
the shop to drop evening.
300 Club.
Sandra was unfortunately unable to attend but sent an overview which Debbie read out. At the end
of summer 2014 the club had 66 members with 111 numbers, it was reported that the club now has
87 members with 148 numbers (of which 6 members reinvested with 12 numbers. It was generally
felt that whilst the club was steadily improving in number, it was not necessarily providing enough
income to justify the outgoings in prizes. Andy felt that the club was in a much better position than
last year, however, it was perhaps appropriate to review the prize allocation fund again and that
after this it would be a good idea to think about rebranding the club to more appropriately reflect the
numbers. It was felt that there may be some legislation which ties the club to paying out a minimum
percentage of its revenue.
ACTION – Andy will clarify this and report back to the group and the group to consider rebranding
in the new academic year.
Secretary’s report
Debbie gave a full report on the year to the group and thanked all the newcomers for their
enthusiasm and ideas they had brought to the group.
In summation the group have arranged several events this year and helped fund several quite
different projects:
Family Race Night, Christmas Market Trip, PTFA logo competition, Music concert Tombola,
Catering van now up and running successfully, PE department fund raising matched by PTFA
donation, Students trip to Westminster, Mother’s Day shopping evening, Rag Bag collection bin,
Monthly raffle at meetings and still to come are the Summer Ball and Shop to Drop.
Future events planned are:
A family fun night again on 9th October
Stringer’s shopping night – TBC
Fun Run – TBC
Manchester Christmas Markets – TBC
Election of Executive committee
The following nominations were made for election to executive committee:
Chair: Robert Owen nominated by Debbie Fox and seconded by Sally Windsor
Vice Chair: Sarah Owen was nominated by Mandy Palmer and seconded by Lesley Dobson.
Secretary: Debbie agreed to stand again and was accepted
Deputy Secretary: Liz Nunez was nominated by Debbie and seconded by Sally Windsor
Treasurer: Andy Moxham agreed to stand again and was accepted
(Fiona O’Hara agreed to shadow Andy this year in order to stand for election next year)
Update on matters ongoing:
The Summer Ball
The committee reported that all was proceeding well with the ball and that they had sold 120
tickets. If anybody would like to buy any more tickets they can contact Sarah. Also wine is
available to preorder at a very reasonable price.
Shop to Drop
Corinne advised the group that they still needed to sell more tickets to reach the target of 80 which
must be done before 25th June. So far only 22 tickets had actually been sold but lots more had been
allocated and just needed chasing up.
ACTION: Debbie to email list of people who had taken tickets.
ACTION: Debbie to arrange for a reminder email to be sent to all parents to say that tickets would
be available from reception.
Finer details for the evening will be sorted out nearer the time with the subcommittee.
Stringers Evening
Debbie advised the group That Stringers had now come back with a suggested date for 26
November. They have also agreed to open all 3 floors on the proviso that we could sell 250 tickets.
ACTION: Debbie to keep group informed.
Rag Bag
Debbie advised that the bin had been emptied again and that another cheque had been received for
£60. It was noted that regular reminder notices should be issued to keep the flow of donations
coming in.
ACTION: Debbie to keep sending out regular emails
Table Tennis
Debbie advised the group that the table tennis tables were in fact approximately £550 each and not
for two as had been originally thought. The group therefore agreed to buy one for now and see how
they were used, with a view to longer term buying another.
ACTION: Debbie to go back to Mrs Boyle and advice and liaise for purchase to be made and photo
for publicity etc.
Library Renovation Plans
Robert advised that they had had some feedback and suggested ideas etc. from the Library planning
group although they had not been to the meeting as yet. He has received the scoping document and
there is a working party meeting on 11 June which Robert, Mandy, Jo, Joanna and Sarah can attend.
The library planning group will keep the PTFA updated and involved and Robert will continue to
liaise on this.
Year 7 Open evening
Volunteers were sought to do a short presentation to new parents at the forthcoming open evening
on 2nd July. Thanks to those who volunteered as follows:
Holmes – Debbie Fox
Curie – Mandy Palmer
Newton- Joanna Allitt
King – Rachel and Joanne
Lennon – Alison Riley and Liz Nunez
ACTION: Debbie to provide general guidance as to what to say and send out to volunteers and to
let volunteers know of details as to where to meet college heads etc.
Aprons for PTFA refreshments
Sarah’s quite for aprons to be screen printed had proven more costly than anticipated hence she
would like to ask the Catering Manager, as she has a supply of aprons with embroidered logos on,
to provide a price from her supplier.
ACTION: Sarah to contact Linda and discuss price for comparison.
Fun Run
This had previously been suggested as potentially a great fund raise and the group discussed when
this could be organised for. After some discussion it was agreed that spring 2016 would potentially
be a good time. Mr Wood advised that the LE department would be happy to support this venture.
ACTION: Robert to contact Miss Gore to start the ball rolling on this and further discussions and
plans would take place at the next available meeting.
Newsletter
Debbie advised the group that she would now be liaising with Ian Richardson about the initiation of
this letter and that he was meeting in school today and would be in con tact with Debbie after this
meeting.
ACTION: Debbie to liaise with Ian about getting this up and running.
PE Cheque Presentation
Mr Wood advised the group that this had now been done and that the PE department were in fact
still raising money! There is a photo on the website of the presentation cheque. Debbie commented
that the cheque was rather small and didn't look good for presentations and wondered if there was
any way to source a large rewritable cheque. Lesley advised that the bank would issue one if asked.
ACTION: Andy to procure a cheque from the bank.
Lighting and Tombola
Sarah advised that the company End Stage had been contacted and would be coming along to look
at the lighting and advice as to what equipment would be best to purchase and how to do this as a
staggered purchase.
ACTION: Sarah to liaise with Peter Webster and End Stage
Sarah has also been in contact with Mr Holt who would like us to organise Tombola at the Summer
Music concert again. Donations were requested along the lines of a Summer Theme, eg summer
drinks and children's summer games etc. Donations can be brought to Open Evening, dropped at
School reception or at Sarah's house.
Refreshments
Sally reported to the group that this year had been a successful year for refreshments. This is usually
offered as a service only and is not really about making money, however, this year; there is a profit
of about £150 which is excellent. Thanks to Sally for organising the refreshments again this year.
Head Teacher’s Summation
Mr Wood thanked the group for all their efforts this year and in particular Rachel who will sadly be
stepping down this year after chairing the group for two years and being a very proactive member
for many more years. Rachel was thanked by the group.
Future Dates
The date of the next meeting should be 2nd July; however, this is unfortunately on the same evening
as the Year 7 Open evening so no meeting will be held that night. The next meeting will therefore
be the Wine and Cheese (nibbles not cheese!!!) evening on 17th September.
It was also agreed that another Race Night would be arranged early in the autumn term to hopefully
get some new parents interested in the PTFA events.
Finally an end of year night out was suggested for Thursday 16th July in St.Annes.
ACTION: Debbie to check out possible venues and collate name of people wishing to attend.
The meeting closed at 22.00