**Kennet School PTA** Kennet School, Stoney Lane, Thatcham, RG19 4LL Charity number: 1106961 Chairperson: Lisa Moss kennetpta@gmail.com ## **Kennet PTA AGM Meeting Minutes** Date: Wednesday 18 September 2024 7-8pm Location: Kennet School Library Attendees G Rigg - Headteacher (GR), A Howes (AH), O Joyce (OJ), A Pocock (AP), L Moss - Chair (LM), L Fisher - Vice Chair (LF), D O’Leary - Treasurer (DO’L), C Byrne - Secretary (CB), S Curtis-Read (SCR), R Bennett, S Belcher, P Chitenderu, G Clegg, K Giurescu, M Gayler, C Howlett, P Kumar, L Shepherd, L Thorne, L Woodley, N Nightingale, R Tamale, A Taylor, A Tucker, A Viswam, C Yuan, J Shamba, M Sriwastava. 3 other attendees were present, but did not sign in. There were also 6 pupils present to give talks. Apologies A Davis, V Maggs ## **1. Introduction and welcome** ~~Pe~~ The PTA Chair, LM, welcomed attendees to the AGM and expressed gratitude for their participation. She highlighted the importance of the PTA's role in supporting the school and its students. The current committee and trustee members were introduced: Lisa (LM - Chair), Liz (LF - Vice Chair), Chloe (CB - Secretary), and Donna (DO’L - Treasurer). LM emphasised the vital role of the PTA in providing additional resources and support to the school, given limited government funding. The PTA's primary objectives were outlined: - Raising funds for additional school resources and supporting the school's educational endeavours - Organising events for students, families, and the school community All parents of Kennet School students were encouraged to participate in the PTA, with meetings held on the first Monday of each month. The PTA emphasised the importance of parental involvement in achieving its goals. Kennet School headteacher, Ms Rigg (GR) thanked everyone for attending, and thanked the PTA for their efforts in the last year. ## **2. Short pupil talks** ~~Pe~~ GR introduced the pupil and staff speakers for this section. Two Kennet pupils, alongside AP, described what an incredible experience it was to be part PTA AGM Meeting Minutes - 18 Sept 2024 Page 1 of the Borneo trip. One of the pupils said that it has cemented her desire to work with children when she is older, as well as to travel the world. Four pupils (two current year 8s and two current year 13s), alongside OJ discussed their experience with attending last year’s Year 7 camp. The younger pupils discussed how they enjoyed the activities, and the older pupils reminisced about their own Year 7 camp and how they looked up to the 6th form helpers, and how incredible it was to then be those 6th form helpers that the younger pupils now look up to. GR also extended her thanks to the staff who volunteer to put on these trips and their involvement in PTA events too. ## **3. 2023-2024 Chair report** LM highlighted the successful year achieved through the combined efforts of the committee and members. She expressed gratitude for the significant contributions made by all involved. LM reviewed the PTA's events for the year, including: - **Quiz Nights:** The PTA organised two popular quiz nights, introducing a new online payment system for tickets and food orders. These events were successful fundraisers, with special thanks to Sam, James, and their family for hosting and organising the questions. - **Disco Events:** Year 7 students enjoyed two disco events, one for Halloween and another for their graduation. These events were well-attended and provided a fun atmosphere for the children, thanks to the support from Year 7 staff and the school leadership team. - **Tornadoes Tournament:** The PTA participated in the annual Tornadoes Tournament, providing food and refreshments. This event required significant setup and teardown efforts, but the PTA successfully managed the logistics with the help of Liz, who had experience from the previous year. Despite challenges with external caterers due to lower attendance, the PTA learned valuable lessons for future events. - **Christmas Fayre:** The Christmas Fayre was a festive event featuring various stalls, including food, games, and crafts. The PTA raffle was particularly successful, with numerous prizes offered. - **Fireworks Night:** The PTA's largest event of the year was the Fireworks Night, held in partnership with Francis Baily PTA and Friends of Whitelands. This event attracted both the school community and the local community, showcasing Kennet School's involvement in the wider community. The success of the Fireworks Night was attributed to the leadership of Chloe and the dedicated efforts of numerous volunteers. LM expressed thanks to: - The committee and members for their dedication and hard work - The school staff for their support and collaboration - The volunteers who contributed to the success of PTA events PTA AGM Meeting Minutes - 18 Sept 2024 Page 2 The Chair emphasised the importance of continued parental involvement and support for the PTA's future endeavours. ## **4. 2023-2024 Financial report** DO’L stated that the opening balance of £29,456.20 was brought forward from 2022-2023 and was paid to the school in January 2024. It was agreed that the opening balance was to be paid across and not the £31,069.44 stated as raised in the Treasurer report for 2022-23. The total profit of funds raised in 2023-24 is £30,292.01 (£777.43 less than the reported funds raised in the previous year). DO’L ran through each event listing the profit and year on year profit growth for each event. See the table below for details. There were two outliers where funds raised were significantly lower than in previous years. The Tornado football tournament raised £1,154.98 less this year however the number of teams in the tournament were lower than previous years so opportunity to raise funds was reduced. The enhancement funds raised £3,027.20 less than previous years and had the largest impact on the total funds being down on previous years. The method used to allocate profit from the firework event changed this year from an even split to a percentage-based allocation calculated on the number of volunteers from each participating school. In previous years the funds have been evenly split between Kennet PTA and Francis Baily PTA with this year Friends of Whitelands participating also. Although the total raised at the event was less than in 2022/23 overall, Kennet’s share of the profit was £2,331.74 higher due the number of volunteers. ||2023/24|2022/23|diff|% difference| |---|---|---|---|---| |Quiz-Oct|1,311.26|966.89|344.37|35.62%| |Disco-Oct|896.10|1,046.38|-150.28|-14.36%| |Fireworks|6,616.29|4,284.55|2,331.74|54.42%| |Christmas Lights|0.00|353.24|-353.24|-100.00%| |Christmas Fayre|4,488.30|3,862.87|625.43|16.19%| |Quiz Feb|1,292.25|1,183.20|109.05|9.22%| |Tornadoes|5,512.84|6,667.82|-1,154.98|-17.32%| |Year 7 disco|748.54|1,013.75|-265.21|-26.16%| |Non uniform|1,276.50|1,271.05|5.45|0.43%| |Amazon Smile||28.93|-28.93|-100.00%| |Enhancement fund|4,142.10|7,169.30|-3,027.20|-42.22%| |Match funding/donations|1,972.52|2325.2|-352.68|-15.17%| |West berks lottery|1,046.50|1250|-203.50|-16.28%| |Parents evening/music dept events|1,469.42|0|1,469.42|| |other-incl bank charges and sundries|-480.61|-353.74|-126.87|35.87%| |||||| |Grand Total|30,292.01|31,069.44|-777.43|-2.50%| PTA AGM Meeting Minutes - 18 Sept 2024 Page 3 ## **5. Questions from the floor** It was asked what the enhancement fund is, and why it was so low compared to last year. The enhancement fund is a request for a one off donation from each family with children at Kennet School, each school year. Some families had set up direct debits for the enhancement fund, which we checked if they were still happy to be paying - these were stopped. The letter sent about the enhancement fund to parents last year did not explain how to make payment, which has been added into this year’s letter. It was also asked if the new SumUp machines have been worthwhile. LM and CB explained that they had been in use previously, however the use has increased a lot this year, including using them to process cash sales to have a better understanding of exact items sold. ## **6. Appointment of a new PTA Committee** LM explained the process of electing the committee roles and that the treasurer would not be standing again this year. Those nominated, proposed and seconded are outlined below: Nominations received for Chair : Lisa Moss Lisa Moss proposed by G Rigg, seconded by L Thorne Nominations received for Vice Chair : Liz Fisher Liz Fisher proposed by R Bennett, seconded by S Belcher Nominations received for Treasurer : Steve Curtis-Read Steve Curtis-Read proposed by A Howes, seconded by S Belcher Nominations received for Secretary : Chloe Byrne Chloe Byrne proposed by G Rigg, seconded by A Taylor The officers for 2024 - 2025 are as follows: Chair: Lisa Moss Vice Chair: Liz Fisher Treasurer: Steve Curtis-Read Secretary: Chloe Byrne The appointed auditor will be Kirsty Warren. ## **7. Appointment of Honorary PTA President** LM appointed GR to be the Honorary PTA President, GR accepted the appointment. PTA AGM Meeting Minutes - 18 Sept 2024 Page 4 ## **8. Vote on changing the PTA name to “Kennet School PTA Community”** LM advised that the committee would like to change their name, which is currently Kennet School Parent Teacher Association (PTA), to Kennet School Parent Teacher Association Community (PTAC). LM confirmed that changing the name would allow those who are not parents to be involved in the committee. Currently, technically anyone who is not a parent (including carers) and other relatives are not allowed to be involved if we stay as a PTA. LM explained how the voting process would work and asked if there were any questions about the proposed change. It was asked who could join the committee beyond parents. LM explained that any other relatives, such as grandparents, uncles/aunts, siblings, could join, as well as former pupils’ relatives, or just anyone from the wider community in general. The vote was taken and 30 attendees voted for the change, 1 voted against the change, giving a majority of 97% in agreement, allowing the proposal to pass. The charity will therefore change its name to Kennet School Parent Teacher Association Community (PTAC). ## **9. Vote on adopting the ParentKind PTA constitution** LM explained that a PTA's constitution is a governing document that outlines the rules and procedures for managing the PTA. It's the cornerstone of the PTA, defining its purpose, structure, and governance rules. PTAs must always act according to their constitution. The current constitution is 20 years old, and no longer helps the PTA develop and move into modern times. LM asked if there were any questions about the proposed change. It was asked if the new constitution allows for the new name that we had just voted in. LM confirmed that it does. It was also asked if the new constitution allows for voting to take place remotely/online - after conferring with the new constitution it was confirmed that it does allow this. The vote was taken and 22 attendees voted for the change, 1 voted against the change, while 8 abstained from voting. There was a 96% agreement with the change, allowing the proposal to pass. The charity will therefore adopt and be governed by the latest ParentKind constitution. ## **10. Closing comments** DO’L and AH (school PTA representative for 2023-24) were presented with some tokens of appreciation in recognition of their time given to the PTA. PTA AGM Meeting Minutes - 18 Sept 2024 Page 5 GR requested that the PTA raise money for a new minibus for the school this year. LM thanked everyone for attending and closed the meeting. Date of next meeting: Monday 30 September 2024. PTA AGM Meeting Minutes - 18 Sept 2024 Page 6 Kennet Parent and Teacher Association Treasurer re ort tember 1st 2023 to 31stJu 2024 Openlng balance 01109123 29.456.20 29,456.20 Income Sponsorship and match funding events takings non parentpay West Berkshire Lottery Total Income 1,972.52 49,590.06 1,046.50 52,609.08 Expenditure Bank charge5 Floats 135.35 3,460.00 11,105.18 345.26 37,775.88 Event Provisions Sundries Creditors Total expenditure 52,821.67 Closing balance 29.243.61 Income not yet received Cash held for floats Enhancement fund transfer 1st Aug 1048.4 253.1 Adjusted balance 30,292.01 To the best of my knowledge I certify these accounts to be a true and accurate reflection of the year 2023124 Signature....... 1311 i.l.L4%............................................... Event Taklng date details 211012023 BURGE 1611012023 SUMUP 2011012023 Faulkner 2011012023 SUMUP 2111012023 Banking 2111012023 Banking 2311012023 Banking 2311012023 Banking 611112023 Ivan Lesnianski 611112023 Banking 611112023 Banking 611112023 Banking 611112023 Banking 911112023 KSAT 1311112023 FOW firework sales 1411112023 Francis Bally 1411112023 Francis Bally 1511112023 SUMUP 1711112023 SUMUP 2311112023 SUMUP 2911112023 SUMUP 3011112023 SUMUP 411212023 SUMUP 811212024 ksat 811212023 SUMUP 1511212023 SUMUP 1911212023 Banking 1911212023 Banking 1911212023 Banking 1911212023 Banking 1911212023 Banking 21112024 charitable giving 161112024 saleofTV 171112024 SUMUP 191112024 SUMUP 71212024 Stripe 81212024 Stripe 121212024 stripe 121212024 stripe 121212024 stripe 141212024 stripe 231212024 stripe 231212024 stripe 261212024 stripe value 20 503.2 30 11.39 535 595 57.1 2770 2180 1520 1116.84 4541.5 394.29 401.04 219.35 47.09 74.03 3.53 70.34 60.95 128.13 2817.4 327.9 89.95 2760 1455 740 844.74 394.27 19.42 438.18 39.33 198.38 176.32 35.75 30.48 38.14 47.05 64.97 24.24 92.59 261212024 261212024 91212024 271212024 281212024 291212024 11312024 11312024 11312024 41312024 151312024 181312024 221312024 181412024 241412024 261412024 145124 201512024 201512024 211512024 221512024 231512024 231512024 231512024 241512024 291512024 311512024 15n12024 18t712024 191712024 22r112024 24n12025 24n12024 311712024 131612024 141612024 201612024 211612024 281612024 11712024 Stripe sumup Stripe Stripe Stripe Stripe Banking Banking SUMUP francis Bally contribution to 24 firework deposit SUMUP SUMUP SUMUP francis Bally contribution to 24firework deposit 258.19 458.59 126.12 9.38 76.29 22.62 735 153.1 28.79 677.25 46.21 68.31 338.63 47.15 75.19 19.91 3972.43 2000 1011.65 1283.65 3660 1685 277 20 120 3889 31.14 183.38 100.26 90.43 Easy fundraising SUMUP footballtornament refund football tornament refund equinox Banking Banking Banking Banking crazydays ksat SUMUP SUMUP SUMUP SUMUP SUMUP cg BENEVITY SUMUP SUMUP SUMUP SUMUP SUMUP SUMUP SUMUP 1378.21 525 42 58.46 47.67 25.2 61.26 io 49590.06 Provisions 911012023 911012023 911012023 911012023 911012023 911012023 911012023 911012023 1311012023 1311012023 1711012023 2311012023 411112023 1311112023 1411112023 1411112023 2011112023 2011112023 411212023 411212023 511212023 1111212023 31212024 81212024 231212024 231212024 251212024 91312024 31412024 161412024 191412024 191412024 Makro Foodwarehouse Costco Makro Foodwarehouse Aldi Costco Llsa Dansknn Dorninoes Dominoes Tesco Cadburyswortd Costco/Co op Robinson Whitehill publishing Coop Tesco Aldi Makro food warehouse INV032811 PTAOOS PTA003 INV032812 PTAOOI PTA002 PTA003 PTA004 PTA008 PTA008 PTA0061007 PTA008 PTA009110 704666 Robinson Whitehill publishing Misc007 PTAOII PTA012 inv448009 food warehouse PTA014 rA015 PTA017-025 238.28 125.5 5.15 251.62 83.25 13.99 5.14 394.98 441 220.99 17.16 521.41 106.4 121.86 Tesco alcohol milk parents evening 124.5 281.01 milk parents evening 4.35 105 548.2 43.98 620.98 44.37 13 857.27 98 4.29 62.82 41.88 3894.89 Tesco Various Dominoes Dominoes Tesco various Tesco PTA026 PTA026 PTA027 PTA28-30 PTA031 pta034 pta032 pta036 PTA035 PTA033 PTA037 PTA038 PTA039 PTA041 PTA042 PTA040 PTA044 PTA043 Pizza for Quiz Pizza for Quiz Makro Costco Makro Makro Food Warehouse Shenzhen Pindu Gifts C Aprons Lidl Poundland Lidl GB Traders Lida 41512024 41512024 41512024 51512024 61512024 61512024 61512024 61512024 211512024 211512024 211512024 251512024 251512024 251512024 271512024 120 9.69 29.85 1.88 32.17 1405.4 21 24 29.4 Tesco PTA045 PTA046 PTA047 PTA048 res Lidl Lidl 11105.18 Sundries Date 271912023 271912023 911012023 1211012023 2111012023 2611012023 2611012023 141112024 81212024 91212024 191412024 251512024 231712024 Details AGM refreshments AGM refreshments Amazon moneytin Glasses Lanyards Money Belt 03-IC695.99630 lanyard return Alcohol license Fuel reimbursement Fuel reimbursement Fuel reimbursement Prograrnrne to Kennet Ref miscOOI miscOOI MISC002 MISC003 MISC004 MISC005 MISC006 Expenditure 22 28.94 21.49 35 49.67 24.95 17.49 -18.99 21 33.75 14.49 7.47 630082433 Total 345.26 Iiiiiiiiiill 111111111111 11111111 lliiii Kennet Parent and Teacher Assoclation Tr tember I ure 3 0 31st Jill 2024 OpenlnB balance 01109123 29,456.20 29,456.20 Income Sponsorship and match fundln8 events taklngs non parentpay West Berkshire Lottery Total Income 1,972.52 49,590.06 1,046.50 52,609.08 Expendlture Bank charges Floats 135.35 3,460.00 11,105.18 345.26 37,775.88 Event Provisions Sundries Creditors Total expenditure 52,821.67 Closing balance 29,243.61 Income not yet received Cash held for floats Enhancement fund transfer 1st Aug 1048.4 253.1 Adjusted balance 30,292.01 To the best of my knowledge I certify these accounts to be a true and accurate reflection of the year 2023/24 Signature...... Name.... Date.... . 1.3.1( J.l.LW..............