Kaipara Flats PTA Meeting
23rd October 7.30am School Cottage
1. OPEN MEETING 7.35am
PRESENT:
Kim Palmer, Donna Wech, Vanessa Monks, Amanda Powell, Sheryl Lewis, Kaye Collis, Rachel Sceats, Philippa
Wech, Charlotte Walker, Tina Donnell, Sonya Smith( 8.25).
APOLOGIES:
Cherie Innes, Sommai Hudson, Melissa Nicol, Gary O’Brien, Roanne Bremner, Louise Graham, Natasha Dale.
2. CONFIRMATION OF PREVIOUS MINUTES
The minutes from meeting held 18th September were confirmed as true and correct record.
Moved: Vanessa
Seconded: Rachel
3. TREASURER’S REPORT
Treasurer’s Report was presented by Kaye.
Show Day made on the day $34,819.29. (Please see attached for breakdown of stalls.)
Take out donation (banked by school) and drinks paid for prior to show day and PTA banked $29,508.29 for
Show Day.
For period 15/9 to 21/10 account balances
Chq: $37,314.76
Savings $3,835.46
TOTAL: $41,150.22
Fundraising Forecast was revisited and will be presented to the BOT.
Moved: Rachel
Seconded: Donna
4. SECRETARY’S CORRESPONDENCE
Vanessa and Charlotte have started the Thank you letters for Show Day just waiting for the certificates to be printed.
5. Principal or BOT Report
Big thank you from BOT for all the hard work for Show Day. Quote “Amazing!”
6. MATTERS ARISING FROM PREVIOUS MEETING
7. GENERAL BUSINESS
 Country Show Day
STALLS: Each stall holder has filled in a Stall Report that we will use in preparation for next year. These are
in the Show Day folder.
Need to set reserve prices on Silent Auction items as some went too cheap. Extra people need to be rostered
on to Whitebait Fritters and Drinks/Sweet stall.
LAYOUT: Suggestion to split the drinks and sweets to reduce congestion & wait times. Possibly move
drinks to Devonshire Tea stall. Wet weather layout worked well. Used more of the field and seemed to
spread people out better. Possibly extra hay bales around woodchoppers and if fine, move quick fires back
down to playground area to allow quicker movement of people between the quick fire raffles and the wood
chopping.
Need to inforce NO DOG policy.
TIMING: Sheryl will look into making a timeline up for the day so that we are able to make a programme up.
Need to get straight into the Woodchopping relays with teams arranged prior to the day. A round of Quick
fires to start earlier. Wood chopping is not to be on at the same time as the Leading.
ANNOUNCEMENTS: Extra speaker needs to be located by the Gun Club tent facing back from the fritters
toward the eating area as people couldn’t hear when events were happening. Speaker also needed at the
Woodchopping and Quick Fires as well as by the staffroom and Takahe deck. Logistics will need to be
assessed. All announcements heard well up by Bric a Brac etc.
ADVERTISING: Big Thanks to Melissa for all her hard work with the advertising. We had a lot of new
people at show day who heard about it through the mail drops and Social Media. The placements of show day
banners at new sites worked well.
NEW WORLD DONATION: They were brilliant to deal with and gave us $400 donation. Need to look at
their banner placement next year.
RUGBY JERSEY: Advertising and framing were excellent.
CLEAN UP: Next year no buggies will be sold to children as they destroy them and then leave them lying
around. All BBQ tables etc to be returned to sports club on Saturday afternoon. People may wish to bring
own seating for afterwards. Recycling and rubbish bins were great but still extra people needed for clean-up
and needs to begin at 9am to ensure school looking tidy as early as possible.
Weather permitting the Bric a Brac marque needs to be taken back to the club on Saturday.
THANK YOU LETTERS: Vanessa and Charlotte to organise and then divide into areas and collectors to
drop off to own areas.
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TRANSFER OF FUNDS TO BOT: Kaye has worked out that we need $7000 to fund Show Day
and we could have $2500 from fundraising prior to Show Day. We are able to give BOT $36,000.
This will be done immediately and then a presentation will be made at the last assembly of the year.
It is moved that we present $36,000 to the BOT to be placed into the School’s High Interest account.
Moved: Vanessa
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8.
Seconded: Donna
FUNDRAISING TIMELINE: Reviewed whether we would be doing Speed Shear this year and in
consultation with Rat we are happy to put it on hold this year and review next year.
CHRISTMAS RAFFLE: We have plenty of items leftover from Show Day to make up the
Christmas Raffle. Donna/ Vanessa happy to put it together. Tickets to go home on the 19th
November and it will be drawn on the 4th December.
SANTA PARADE: December 5th. Ask Stevie and Sherilenne if they are keen to organise it and
possibly of getting a truck from Wyatt’s. Kim and Amanda happy to help. TBC
CHRISTMAS SHOPPPING TRIP: Donna to check with Gubbs whether we can get a bus. Leave
school at 6am and go to Otara Markets then to mall for Xmas shopping. Dates to be looked at are
21st Nov or 5th Dec? TBC.
FUNDRAISING GOALS FOR 2016: PTA asked to think of general school wide ideas that may be
considered and if agreed, voted on and forwarded to BOT for their consideration when setting
fundraising goals for 2016. To be discussed at next meeting.
PTA FEEDBACK FOR NEXT BOT MEETING
It was moved that we present to the BOT the 3 financial reports and the Transfer of $36,000.
Moved: Amanda
Seconded: Sonya
Meeting closed at 8.48am
Next meeting 27th November.