Who
Kate
Charlotte
Caroline
Ellen
Suzie
Toby
Amy +1
Apologies
Sophie
Matters Arising
Last meeting was the AGM. No outstanding actions.
There was meeting with SH and JB. Children’s laptops to be upgraded. Cannot fund all in one go so said we would only cover half the order for now. Order has now just gone out for the half. Ability to fund the second half is heavily dependent on the profit raised from the planned 90s event.
It was suggested that PTFA could fund some Forest school additions but the school felt it was unnecessary at this time.
Textile Recycling – proposed to look into changing possible supplier. No action taken as yet. Will carry to next meeting.
School disco – no word from school. Possibly having it as an Easter disco. Kate to raise with school.
Bingo night. Village Society ran one recently and it sold out. May run our own but possibly outside the Uphill area (e.g. Cricket Club) so as not to overlap with the VS events and pull a different crowd.
Wellbeing event – no action as yet. May look for connections over coming year with a plan for next year.
Pride event – possibly colour run? Kate has kit – school will need to be engaged.
Finance
Income (check figures):
Quiz: £148.93
Wreath £808.73
Bazaar £1072.87
Cards: £133
Asda Cashpot: £527
Outgoings (check figures)
Laptops: £8k
Year Group Experience: £200 per year
Andrew Moffat (no outsiders): £400
Year 6: £1000 (photos, leaving book, life skills?)
Year 6 leavers’ party: £150
SATs Breakfast: £100
Secret Santa: £200
Recent Activities
Christmas cards – cull going forward as income is small and effort involved in making it happen far outweighs the benefit.
Bazaar went well considering all things. New games etc…
Mystery bags still a bit of an issue and may need further consideration at next event.
Wreath event went well
Yr 6 Leavers table went well
Upcoming Events
90s Event
2 potential venues. 10th May. Need costs to confirm for PA.
Much discussion was had on benefits of each venue.
The Loft/Electric Banana has a lower total capacity and is split over two floors but costs are minimal as tech is present, security/first aid is already provisioned and there is no venue cost. Maximum possible profit is lower as limited to 850 capacity but represents a low risk option with the ability to make profit from a relatively low ticket sale volume. Profit at 850 capacity would be over £8.7k.
The Pier offers a much higher capacity but also represents a higher risk offering as all services need to be brought in and paid for (security, first aid, staging, lighting, sound etc…). It has the advantage of being scalable in the main room for lower ticket sales but necessitates a higher ticket price to mitigate the risk of a loss for the event. Costings indicate that with a £15 ticket price approx. 500 tickets would need to be sold on the assumption that £2.5k will cover tech costs. Profit at 800 would be between 4.4k-5.6k depending on PA costs but if 1200 tickets sold (based on previous year sales and wait lists) profit would be £10.4-11.6k.
Opinions were split on which venue represented the best choice but the end agreement was to use the Pier because it represented a better quality venue for drawing guests from further afield, had better marketing power and it was felt that 500 ticket sales should be comfortably achievable and therefore the risk of loss was low.
It was also agreed to apply an early bird ticket pricing model where the first batch of tickets would be at £15 rising to £17 for later purchases. This would help further increase profitability once the break-even point had been passed.
Easter – awaiting date (poss disco).
Summer Fete – 28th June (date for diary).
Parents Lottery – run through ParentKind. More details to come.
Ideas
Possible school calendar – each class does a month? Plus staff do another month. Sell at Bazaar. Get in early. Use as replacement for Christmas Cards.
Possibility of creating a gift basket for classes/teachers at start of year including colouring pens and glue sticks for example? Maybe have conversation with school about whether the issue is budget or ordering efficiency. Steph Counsell possible point of contact?
AOB
Be ready for school guide ordered.
Meetings – set up more regularly?