Gelston Primary School Parent Council Minutes
Wednesday 24th November 2021 7:30pm via Facebook Messenger Room Facility
1.Welcome/Apologies
Present:
Mary Cruickshanks
Pam Shuttleworth
Emma Howard
Abbie Robertson
Justine Hunter-Brown
Apologies: Kay Davies.
- Approve minutes of previous meeting and any matters arising
Annual return has been submitted and all PC details updates sent to Vanessa Morris & team. Annual Return should be submitted in around May each year, in line with the Council financial year.
Online banking protocol – covered in Treasurer report
Pam looked into date for next Coop grants scheme -May 2022
Pam emailed Larann Foss for advice on how to proceed with the outdoor classroom authorisation
and process. He sent a flow chart with the various steps we need to take which has made it clearer.
Pam to update him with more detailed information to establish next steps we need to take.
Pam will update on progress at next meeting
- Chairperson report
Parent Council Chairs received an email on 29th October 2021 on behalf of John Thin Head of
Education (learning & Resources) detailing the guidance for schools on mitigations in relation to
COVID 19.
After discussing the guidance with Mary, the decision was made to cancel the Christmas Market. One of the main reasons for cancelling the event was that we could still raise a significant amount of funds to go towards our Outdoor Classroom by having the raffle. This would minimise the risk while adhering to the guidelines. More details to follow later on in the minutes.
Using guidance from Connect and Early Years Scotland I have compiled an online banking policy for us all to agree on. This will allow us to have access to our account via online banking and minimising the need for visits to the branch and also the use of cheques. I felt it important to have clear guidelines before we start the process so there is no confusion. Two people are required to approve purchases under £40, this can be done via email. Purchases above £40 must be discussed at a committee meeting, and approved via inclusion in the minutes.
Pam to email/whatsapp committee the online banking policy.
I updated the PC contact details for our Insurers- Zurich. They required a Key contact name for the Parent Council. Anyone contacting our insurers will have to be able to name the key contact. It’s Pam. All information is saved in the PC email account to make handover of Chair at a later date much simpler.
I shared DGC Catering services survey for the Primary menus we spoke about last term.
Pam was unable to attend DGPCF meeting on 17th November – yet to receive minutes so will feedback next term. Main item on agenda was a presentation from the school nurse team about their restructure.
Pam share minutes next meeting.
4.Treasurer Report
Treasurer was unable to attend so a detailed report was not given
Kay to deliver treasurer report next meeting.
Balance: £2,327.01
Expenditure: £40 license for raffle.
Income : £360
5.Head Teacher Report
Mary asked if the parent council would consider paying for a tube of sweets for each child, Christmas crackers for the Christmas dance (16th Dec.), the hire of a Christmas Movie, and party prizes. The committee approved the purchase of these items as per Online Banking policy as these purchases will total more than £40. Teachers will purchase these items and provide us with the receipt for Kay to pay them back.
- Grant Applications/Fundraising for Outdoor Classroom update
Total so far- £6617.82
£360 Co op book stall
£5000 Mr & Mrs Scott of Gelston Castle Estate donation- Justine kindly spoke to Lucinda and then asked me to put together a letter describing our intentions and how we plan to achieve our goal of £10,000
£1175.60 sponsored walk
Christmas cards commission – £82.22 – last order day is 8th December to arrive before Christmas.
- Christmas raffle
Pam was approved for gambling license from the Council allowing us to sell raffle tickets prior to the draw day. This cost £40. (approved at previous meeting)
After discussions via PC WhatsApp group Pam ordered 100 books of 10 tickets at a cost of 43.2p per book- £43.20 in total. Approval was granted by the committee for the purchase of these tickets in line with Online Banking policy.
Kay composed a letter for us to give to local businesses when asking for a donation for the Christmas Hampers. Mary kindly printed letters on headed paper for us.
We were able to discuss a list of businesses that had previously been contacted for our Summer Fete.
Donations we already have – some marmalade from The Red Kite Kitchen and three Chocolate Bomb gift sets from Pretty Little Designs.
Galloway Stitch (Emma) is donating a hand embroidered snowflake decoration. Nigel Robertson is donating the money from the sale of a lamb at market – cash donation towards our outdoor classroom
List of businesses to approach for donations:
JSF – Abbie
Ernespie – Lesley (Kali’s mum)?
Picnic – Emma
In House Chocolates – Mary
Blackburns – Kay
Griersons – Pam
Hendersons – Pam
Ballards – Pam
Hallmark – Justine
Barstobrick coffee shop – Justine
Cally Palace – Pam
Natalie ( hair) – Pam
Eleven – Justine
Harris & Co – Mary
Co-op – Kay
Wilko – Kay
Tesco – Emma
WCF – Justine
Tarff – Kay
Pate factory – Kay
Boots – Abbie
The Look- Abbie
Each child will be given one book of tickets, more can be requested. The raffle will be drawn on 20th December. All donations to be handed in by 8th December, this includes local businesses and donations from parents. All unsold tickets must be returned to school to be counted after the event. Mary agreed to send out a group text asking for donations.
It was agreed that all donations should be collected by 8th December 2021 to allow us time to put the hampers together, photograph them and publicise. We are aiming to have all tickets sold & unsold returned to Pam(via school) by Friday 17th to allow us time to prepare the tickets for the draw.
Kay to speak to Colin at post office to leave some on counter.
8.AOCB
No other business
Next meeting
Wednesday 8th December 7:30pm. – to discuss Christmas Raffle matters arising
Next Full meeting – date to be arranged by Pam for January 2022
