Burhill PTA
Minutes of Meeting 3 November 2015
Present: Adele Quinn (Chair), Sally Hewlett-Taylor, Sara Gravil, Jenny Bullett, Sarah King, Jen Dudy,
Cat Hinchliffe, Lisa Yarwood, Stephanie Schmitt, Fay Khan, Andrei Tartza, Jane Anderson, Sarah
Cronje, Nicola Harcourt-Smith, M Langton, Hans Bruggink, Diane Dewar, Molly Sanderson, Raf
Gandhi, Amira Hughes (Minutes)
Apologies: Heather Webb
QUIZ NIGHT 16 OCTOBER
The general feedback on the quiz was that it was very enjoyable. There were 154 covers and
approximately 70 bottles of wine sold. Some people felt that the questions were a bit difficult, however
it was felt that the categories were good.
The fish and chips worked well.
Hans (Treasurer) anticipates that £700-£1000 was made, although the Treasurers will confirm this.
A suggestion was made by JB that perhaps the quiz could be held somewhere other than the school
due to too few people helping with the clear up. About four people stayed into the small hours to do
this and some came in on Saturday to finish. It was noted that the clear up following the Summer Fair
was much quicker due to the number of people helping. St. Peter’s Church was suggested as an
alternative venue and it is believed that the cost of hire would be approximately £60 for two hours.
The Village Hall was also mentioned. Many felt that people may be prepared to go to these places as
they are very local.
A suggestion was also made to do the quiz on another evening, for example, on a Thursday night.
Also, the start time could be bought forward but this may make it difficult for those working.
SC thought it may be a good idea for a ‘clear up’ squad to be appointed. This would provide some
assurance that there would be a decent number of people to clear up and it may also appeal to
people who are working because they can find it difficult to help out in events during the day but may
be able to help in the evening. It would help to also have someone who can deal with the wine and
trips to Bookers.
LEGO THERAPY
Shona Waller, via ST, asked the PTA for £250 for one set of this “exciting intervention” to help certain
children with certain needs. The £250 would buy the lego, resources, lego books and some storage
pots.
The PTA could get updates on how successful the lego therapy is proving.
ST was asked whether one set would suffice and she explained that Shona was happy to start with
one set and see how she got on.
ST explained that part of this therapy was about the social interaction between the children using it
and not just about building structures. It is a group led activity.
A vote was held resulting in the PTA being in favour of providing £250 for this.
MINIBUS
ST explained that she had been researching this. There are 3 options, the first being a purchase of a
17 seater bus (which is considered the standard size). Only members of staff aged 40 years or over
could drive this, otherwise training would be needed. Training would cost £1,000 per teacher. It would
cost £27,500 for a minibus of this size. ST did not think this would be the preferred option due to the
regular maintenance and the need for a ‘legal’ check every 12 weeks. The bus would also lose value
as soon as it was off the forecourt, and the school would not have a brand new bus as the years went
by.
A 12 seater minibus could be used which could be driven by anyone (as authorised by the school). 3
teachers have said they would be prepared to drive a minibus.
A minibus could be leased on, for example, a 2 year basis. A fee would be put down and then a
monthly payment would be made. After the end of the leased term, there would be the option to buy
the bus or a newer model could be obtained and leased again. It would be approximately £350 per
month to rent the bus but this would include Easter, August, December and other dates when children
would be on holiday. An advantage of leasing would be that the school would have an up to date
minibus and checks would be included, health and safety advice would be given, drivers would be
trained etc as part of the cost.
An alternative was to pay a flat monthly fee for a minibus which would include its maintenance. The
only additional payments would be fuel and insurance.
ST has spoken to the school Bursar about the viability of a minibus and to Miss Porta-Rios. Miss
Porta-Rios said 6 events would probably require a minibus, perhaps 8 including music events. When
the school has Year 5 and 6 classes, this would double the number of teams. Currently, there are
occasions when parents are asked to take children to events and/or teachers have needed to come
out of class to do this. A suggestion was made that perhaps a minibus could take children to events
and parents could do the pick-ups after. ST doesn’t want to rely on parents all of the time.
ST said that even if a minibus is used, a teacher would need to follow it in a car in case the minibus
broke down.
It was asked whether car seats could be purchased as a short term solution? ST said the school has
3 but perhaps 2 or 3 more would be useful. Parents are usually asked to provide them if they are
taking children to events.
ST mentioned that Kia in Walton may be keen to help. A suggestion was made by one of the PTA that
perhaps Kia could sponsor a minibus but comment was made that this could cause difficulty in the
event of an adverse event. JB felt there was no need for the school to advertise itself because it is
well known and oversubscribed.
Other schools have kindly offered their minibuses to Burhill and ST had spoken to them during her
research. We could hire their minibuses.
JB suggested that perhaps a trusted cab company could provide a 7 seater to be used which would
be chaperoned.
ST did not feel it was the right time for a decision to be made about a minibus. She felt it must be
carefully costed at this stage and the need assessed and then perhaps a 3/4 year plan put into place.
ST has some quotes if anyone would like to see them.
ST will come back to us on this topic in due course.
CHRISTMAS FAIR 2015
This will be on 5th December and will run from 11.00am to 3.00pm. A list of stalls was distributed to all
at the meeting. There will be a Committee meeting next week and new Committee members are
welcome.
The choir could open the Fair at 11.00am. There is a query as to where Mrs. Bungay’s dancers could
perform, particularly if it rains. Mrs. Bungay will be asked.
SG will buy presents for the Parent Presents. LY offered to help. Donations will also be requested.
Donations of unwanted gifts from the Mufti Day can be used for the tombola.
There will be 3 bouncy castles.
We may ask parents if they have any spare rails for the cloakroom.
ST asked if we would like the Grotto in the same place as last year, ie. the shed? AH and DD who
helped with the Grotto last year felt that this would work well as it was more secluded so there was
more room to deal with the numbers of people. Parents and children were penned in the area and
therefore did not have to cue in busier areas such as into the main hall. ST mentioned that Jo
Carpenter has numerous items in the shed so would discuss with her whether she would be happy to
clear the shed. We could wait to see if Jo would be prepared to do this before confirming the Grotto
would be in the shed.
UPDATE FROM FIREWORKS COMMITTEE
Molly and Raf updated the committee.
Everything is organised. There are 4 stalls. 700+ tickets have been sold. There is no maximum
number because it is a public event.
There is still a real need for volunteers to help, particularly on the food stall. There are a good number
of people to help clear up. 12 members of staff have kindly volunteered to help. Some volunteers are
yet to give Molly times of their availability. The Committee would appreciate help from 4.15pm. Please
could Class Reps email their classes to rustle up some help. However long or short people can help
would be appreciated.
Raf showed everyone the route of the latern parade on a map. ST suggested that siblings and
parents with laterns could join in with a stipulation that there are no lit flames/candles. The Committee
did not object. AQ agreed to lead the parade. ST mentioned that a Burhill Primary School banner had
been purchased.
CHRISTMAS DISCOS 2015
Alex Butler would be organising this. AH and NH-S had offered to help with this and would get in
touch with Alex about it.
Jay is booked to DJ.
BURHILL BALL 2016
This will be on 27th February 2016 at Brooklands Motor Museum (which can take up to 250 people). It
will be a 1920’s theme.
It is anticipated that tickets will be approximately £50 which includes a 3 course meal and a glass of
bubbly.
Stephanie Kent is kindly organising the Ball again.
ANY OTHER BUSINESS
Fay Khan welcomed Hans as Co-Treasurer and asked that any monetary requests/receipts are
emailed to them both with specific mention on what the request/receipt is for.
ST showed everyone pictures and descriptions of the new water fountains. They are on their way.
The new grass area will be cleared of building equipment shortly.
JA mentioned that there is a facepainter at Hersham Safari Golf who is happy to teach facepainting.
This may be useful for future PTA events.
Mufti Day will be on 27th November.
There have been 5 entries for the Christmas poster competition but more expected before the
deadline on 6th November. Christmas card artwork is due to be collected on 5th December.
Christmas Jumper Day will be on 11th December in aid of Save the Children.
It was agreed that the school would be decorated by the PTA for Christmas on 30th November from
6.00pm. Some new decorations may be needed. The next PTA meeting would be held during this
time.
Jay is booked to do 3 magic shows for 3 age groups of children on the last day of term. Classes will
vote for the treat they would like and the PTA will provide this. A Santa is needed though!
It was suggested that it may be a good idea to coordinate event dates with other local schools and
there was no objection to this. Dates on the school website can be put on by Ginny in the office.
It was thought to be a good idea for ST to present Certificates to children of parents who have helped
out in events. JB explained that this was by way of some consolation to those children who would not
have spent much time with their parents at events. ST said she would present these in assemblies
and said that the children were very pleased and proud to receive the Certificates on behalf of their
parents.
NEXT PTA MEETING
Next meeting will be on 30th November at 6:00pm.