PTFA General Forum Minutes
Date: 24th May 2017 Time: 7.15pm-8.30 pm
Meeting Called By:
Renee Beckett
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OPENING 7:50pm
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Apologies – Tricia Watt, Catherine Cyprian, Sarah Quinlan, Helen Mackareth
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Present – (13) Renee Beckett, Darren Jamieson, Sarah Kimble, Tina Mckee-Wright, Sandra
Cowley, Alan Watts, Kathie Bodle, Tara McGowan, Tracey Law, Lianne Timlin, Jody Otway, Evelyn
Matthews.
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Outstanding action items
o Not applicable
Passed Minutes from previous meeting, March 2017: Motion from Renee Second Kathie Bodle
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Monthly UPDATES (quick 2-5 min for your information’ summary – if further time is required, the item will
be placed under section 4 to be discussed in more detail)
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Chair, Treasurer, Principal, Pastoral Care, Playgroup, Support & Special Services, Fundraising
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Chair report
o Attended the last board meeting
o Attended the NZPTA Annual General Meeting and forum - 21 May
o Insight - we are well advanced in terms of process and internal knowledge/experience
o Overall the networking and shared ideas was good - met a few schools who are
grappling with parental support/ shift in volunteer lack of engagement, so it’s a common
thing
 It basically came down to creating opportunities to chat to people face to face.
 Interesting insight, two schools had tried to conferencing/skype facilities for
meetings and it still did not increase participation in meetings.
 Other schools are doing two meeting times e.g. one in the evening and the 2nd
after/during school hours, alternating every month between them. They have
found that they have two different groups attending and they look after
different events - divide and conquer. Something we can consider?
o
7:28pm: Alan McDougall arrived
o
Opportunity for us to revisit our ‘Give us 5’ - like us to rethink how we do it without new
admin structure:
o Create a Start of year check in with families, include our calendar of events and key
activities, highlight areas that require support, from our planned events, ‘working
bees/maintenance on school’ days, etc., along with a sign up to give 5 on their chosen
activity. This gives our team leaders permission to contact and co-ordinate for the
various events.
o Create a similar document to go into our new entrant starter packs
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ACTIONS
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Opportunity to use the NZPTA Give us 5 pamphlets as a nationwide scheme - these do
cost however, first 50 are free and then 10cent per copy after. So we may just want to
use the pamphlets in new entrant packs, not the start of year process.
o General team culture - gave us a template for some reflective questions which can
establish some group collective commitment, ground rules, etc. which they suggested
you do at the start of each year and/or during your planning time. So for us, during our
last meeting in November. However, I’d be interested in your thoughts. Action: I will
send these out for your reflection and we will chat through next month.
o Some ideas for fundraising Action: I’ll pass onto Sandra C for planning at the end of year
o NZPTA are revamping their online sight, plan for more resources, shared ideas,
collaborative spaces e.g. private Facebook page, etc. Phase 1 planned launch in 3
months.
Chatted with ASB bank regarding
o Change of signatories for both the Cheque account and the online banking - Action: I
will be working with Tara to do an overall ‘clean slate’ and reestablishment of
signatories, process and protocol.
 3 signatories will include Chair, Secretary and Treasurer only
 Administration rights will be given to the Treasurer for online - other two will
be user access
 View only access will be established and given to those who regularly need to
view the account to reconcile e.g. 2nd Hand uniforms
No progress on grants - however Sandra Cowley has been actively researching on the
Gazebos
Renee set up the eAuction for the PTFA Carpark that was won by Sarah Porter and Renee
Beckett
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7:40pm Steve Flemwell arrived
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Treasurer – Tina
o As attached:
Motion to accept Minutes by Renee for the Financial Year End:
Motion from Second by: Sarah Porter
o
Principals’ Report PTFA May 24 2017
o The school mass at the cathedral today went well. Thank you for getting your students
here on time. There were challenges with Whangaparaoa Road this morning that
delayed things.
o Book fair week was very successful. Thank you for your support.
o Our Mums day was well received. Thank you for the fun lunch which added to the day.
o Our Pacifica students performed at St Mary’s School Northcote. Thank you to all who
provided transport and to the parents who prepared the group.
o Confirmation and First Eucharist at the 10.15 mass on Sunday June 11.
o Maori and Pasifika Group meeting on Wednesday June 14 @7:30pm.
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Pastoral Care – Sarah Q
o All good, cupboard was bare at the start of the term, but I have some people bringing in
meals this week, so should have some stock again shortly. Just to reiterate the purpose
of our Caring Committee for those new members joining our PTFA...
o This is a service of parent and staff volunteers from Stella Maris that assists in providing
a couple of meals for those in our school community that may be struggling through
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illness, accident, bereavement, new baby etc. The simple act of providing a few meals
takes the pressure off and shows that the community cares and are supported which is a
huge boost in times of hardship and/or sorrow. It is not designed to be an ongoing
solution for those that are experiencing financial hardship (these people will be referred
onto other teams in our community), but rather immediate relief in a temporary
situation. Occasionally the team is called upon to provide additional assistance in
extraordinary situations like a funeral. We have a team of 20 cooking volunteers, each
providing a minimum of one meal per term and a co-ordinator who manages the team,
the meals, the recipients and cooks a few meals as well. Please contact me if you would
like to be on the team, or if you know of anyone requiring help. Sarah Quinlan
0272525100 or [email protected]
o
Question was raised in regard to the “Bring a Can” and it’s amazing how well it’s received and the
Parish cannot hold all our gifts 😉 but the appreciate it.
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Fundraising – Sandra C.
o Gazebo update including funding application possibility.
o Spoken to Torpedo – Not the best
o Hercules all in $2799 (2ys warranty) White only. Quantity 6
 Wheelie carry bags included
 Need weights
 Sandra to do a submission to
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Pass a motion to minute the spend of $2799 to apply for a grant as applied for by Sandra Cowley.
o Motion raised by Renee, Seconded by Sarah Porter
o For 13 / Against 0 / Abstentions 0
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Support & Special services – Alana
o All going well. Please do contact Alana for any special messages as needed.
o
Stella Playgroup
o Our wonderful Playgroup has continued to grow this year with all the people moving in
to the area.
Stella Stars have been creating the craft/mat time themes based on what the school are
doing that week. It seems to be working well. An away trip is generally planned for each
term, therefore if there are any dates Stella Stars are unable to be in the hall it would be
great to know well in advance so the group can plan.
New toys are to be purchased to replace the older toys. The sheds need to be cleared
out as there as they are leaking, therefore majority of the toys will need to be thrown
away.
Nicole Lawson has now stepped down as the main Co-ordinator of the Playgroup and a
lovely new mum Kelly McColl has taken on this role. Kelly has been attending playgroup
for a number of years and will join the Stella Maris Family in January next year.
Thank you for your support.
Nicole Lawson (EX-Coordinator)!
Kelly McColl - [email protected]
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Correspondence in/out
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PTFA Mag
Newspapers etc. showing “Rewild the Child” and we made the front page.
Renee has sent out the Certs for the Auction
“Vote for your Teacher” Nominations for the 2017 ASG National Excellence Teaching
Awards are now open.

Nominations close 22 June 2017 and go to www.asg.co.nz/neita
 Call 09 3080576 or email [email protected]
EVENTS:
T2 planning
 Disco update – (Alana submitted report) date is 30th June 2017.
o have had about 12 people volunteer over the holiday's I'll put together a list of people
and fill in the gaps from there.
o Sandra’s in charge of decorations has a request list so will do a text out if people want to
have a sift through over the holidays.
o 168 in first session and 96 in second session
 Sandra has a bubble machine to loan the event and has been scouring $2 shops for cool things
 Look to buy Solar Fairy lights for the gardens, Renee mentions a next month discussion point to
build up a
 Tina to ask for a smoke machine
 Sandra to email Tara her needs for spray paint.
Think-athon Timeline:
A-thon (Catherine Cyprian submitted report) NZ trivia / general knowledge
Week 1 – Information letter will go home to families T2 start
Week 2 – Monday 8 May – Sponsor forms and questions go home
Week 4 – Wednesday 24 May – Sponsor forms returned to school
Friday 26 May – Thinkathon test carried out
Week 5 – Monday 29 May – Results go home on the sponsor form
Teachers will give out certificates for the Gold, Silver and Bronze levels of results in quiz
Week 7 – Monday 12 June – sponsor forms and money to be returned to PTFA
o looking for someone to manage the money and classroom submission tracking. Sarah Q.
accepted to support with the money collation and tracking
o Plan to award the one classroom with the highest % of returned forms a pizza lunch.
Term 3 activity - Quiz Night
 Renee will be Leading the team for Quiz night - Alexis has other commitments and had to step
down
 Theme: Quizacal fun around the streets of New Orleans
 Goal/ focus: $4K - Community ‘fun’ raiser
 Time: 7pm door open, 7.30pm games begin - ~10pm clean up
Quiz night details
 Format:
o Trivia Quiz - 4 rounds, tables will mark each other’s sheets
o Oher games/betting mixed between rounds - e.g. heads/tales, four corners, king cake
raffles, buy an answer, ‘choc a chuck idea but for bottles, etc.
o Balloon lucky dips
o Bar - beer, wine and New Orleans Pat O’Brien’s famous cocktail ‘Hurricane’ in hurricane
glasses, along with jelly shots and variety of non-alcoholic
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o Food - BYO per table
Support required on the night: Please contact Renee Beckett - [email protected]
o Bar staff x 4 people - you will be provided an eftpos machine and cash bar. Bar will be in
the assembly kitchen with bar extension in that corner to serve from. The bar will be
called Pat O’s. This way those working the bar are part of the event vs out in the
foyer. The Hurricane will be mixed in large portions, so it’s a pour over ice and dress
with condiments
o Balloon sellers & Money Collectors of ‘betting games’ between rounds x 4 people (you will
have an eftpos machine along with cash sales)
o MC - need to confirm [Karl]
o Quiz technical support - Renee
Decorations:
 Carnival ‘bourbon street’ feel, street lamps, masquerade, beads, booze and
Mardi Gras!! Not over the top with deco, just tables and colours, street lamps
with New Orleans street signs
o Support required: Decoration team
 Crafty people to create at home - as many as are keen
 lamp posts - We will need to create the lamp posts - carpet tubes
painted black, cardboard lamps on top - we will have a pattern :)
 Table decorations - there will be 15 tables which will need centre
pieces, the materials and vision will be supplied, just need a couple of
people to put them together
 Borrow large clear glass vases - approx. 10
 Borrow Christmas bobbles in colours of purple, green and gold
 Borrow - feather boas - if you have some in the dress up box that you
don’t want to wear on the night, we’re looking for purple, green or
yellow boas :)
 Team to decorate on the Friday 15th Sept from 9am until we finish (hopefully
before 3pm) - many hands make light work, if you’re able to come please let
Renee know.
o Clean up crew
 we will be pulling down and cleaning at the end of the night as much as
possible
 So those able to stay late, enjoy a bit of ‘Clean up’ New Orleans style - let me
know :)
 Just in case we are not in the position to clean up everything on the Friday
night, just a show of hands who could come on the Sunday to complete the tidy
up. I will send out a txt message if this is not required.
Donation request - voucher hunters - as many as possible (ideally by location so we don’t duplicate
eg City, Albany, peninsula, Orewa, Silverdale, etc.) or if you know one or two places personally you
can contact.
 looking for vouchers in value from $10-$100
 items like: tickets to events/movies over next year, experiences, dinner,
grocery, bars/pubs, spas, case of wine, etc.
 also, any donation of gift items or packs of goodies - like sports goodie bag, or
donated goods - still in the value range of $10-$100
 These will be used in the balloon lucky dips and/or spot prizes depending on
how much we can gather
 Also, looking for 2 items to do ‘king cake raffles’ during the night
Costs:
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Overall request for budget = $1550
 for spend (bar excluded) = $850
 for bar = $700
Potential Income approximation = $7250
 ticket sales - 1 for $20 or table 10 for $180 = potential if all sold by table =
$2700
 balloon - dependant on what we get $1000
 additional games/bets/etc. - $1000
 king cake auction - $200
 bar conservative general - $1600
 bar specialty drinks/shots - $750
profit potential = $5700
Motion to agree the budget of $1550 spend for the Quiz night by Renee.
Seconded By: Tina 13 For / 0 Against / 0 Abstentions.
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ITEMS FOR DISCUSSION:
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Fundraiser in addition for Sat September 23rd General Election. Do we want to commit to a
sausage sizzle?
o Sarah Porter knows Joe Rust from Carmel about “Food Trucks” if needed
o Look at the local Pie team and or other businesses i.e. Coffee guy (Barry C/- Renee and
Tina will call the i.e. guy.
Play Co. Sarah Q met with the team and will work through the info in the next month for
reporting on in June.
Local Orewa business: Orewa Tire Center for a free check tread and inflation.
o Suggestion of Dads day for a bulk run. Seeking a return for new business.
Looking to move monies from PTFA account to the Playground account. $3800.
o Steve pass a motion to move the funds
o Seconded by Sarah Porter. 13 For / 0 Against / 0 Abstentions
SUMMARY/CLOSE Closed at 9:01pm
 Confirm next meeting: General Meeting - June 28th
 Request for Supper for next meeting Evelyn
 Thank you and Close
Actions Items:
o Seek a Stella parent to support Grant requests for fundraising
o Darren and Renee to post on line and or through our school office.
o Work with Kelly for Stella Play group regarding PTFA our requirements.
o “Vote for your Teacher”
o Sandra to request Spray Paint C/- Tara and Tina to acquire a smoke machine
o Renee – App discussion for Finance “Wrap it Up” https://wrapitup.co.nz/
o Tina / Renee to engage food vendors for 23rd September for General Election.
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