03 June 2025 Bi-Termly Meeting

People:

Present: In Person: Chair ED, Headmaster Simon Pickett, PTFA members PB, KB, SR, ET-C, MT, VS, SAF, NM-S, BS, LE, and AD.

Teams: SY, BP and NG.

Apologies: DWa, DWh, AF, JC, SG, TE, MS-M, Jo, SH and TH.  

Discussion Points:

Treasurers Info

Confirmation of current bank balance £7,094.75 (Treasure’s account £1994.75 and Savings account £5,099.52) (as of 9/June)

Other: Parentkind is due for annual renewal (confirmed after the meeting that this payment & therefore annual renewal is automatic)

School Funding Requests:

A request from the Dungeons and Dragons club for £100. Approved.

A request from the Warhammer club for some new models. Approved.

A request for x30 French dictionaries (a carry-over request from earlier in the year). Approved.    

Gold Club Card Report (VS):

The lottery licence has been updated for another year (valid until May 2026).

The last bank account balance was £5,490.

Current list of members stands at 433. However, 189 have not kept up their payments in the last year. Discussions on how long we must hold the names, SP confirmed 7 years as per data protection banking rules. VS to review the members list and only keep those from 2018 onwards.  VS confirmed that the number of members affects the prizes so this will need to be changed too.

Discussions on how many / or how few parents subscribe to the gold Card and how this can be promoted.

Action(s):

• VS to contact the bank and ask about online banking, STO’s and DDR’s.
• VS to update the GC docs on the school website and share with SP.
• VS to liaise with BP to transfer £3k into the Treasures account (an outstanding action from the April meeting)
• PTFA to promote the Gold Card: AM via social media and BS via the newsletter. 

Updates post meeting from VS:

• VS is progressing with online banking: The current signatories are ED and MT, who will need to sign their approval for VS to progress.
• Other people can be added to the account, VS suggested BP as a starting point.
• Payments to the GC must stay as STO’s.
• VS confirmed that the statements will also then be online so will be easier to manage.
• VS confirmed the winning payments can then be made online therefore less admin will be required on finding the winners.

Second Hand Uniform Report

Sales during the Y6 transition evening on 30/June:

• Volunteers: TE, SAF and DW arrive from 4.15pm. PB and DW from 6.15pm.
• SR, LE and NM-S are also available. TE confirmed (post meeting) that the more helpers the better as this is also a good time to promote the winter ball. 
• Payments: either by cash, QR code or sumup machine. JC to arrange for the float. SP confirmed the sum-up machines are in school.

Action(s):

• Float – arrange how to get this to school/or a helper before the event – JC.
• QR code – KB to investigate and revert.
• 2 or 3 tables required from school. KB to contact LB to ask for these.
• Sum-up machines x2 - check fully charged. KB to ask LB.

Other:  Next school year: The Y9 and Y11 parents’ evenings are both good options for selling second-hand uniform. Note left here so they are not forgotten about.

PTFA Members & DBS

Confirmation of members with a new DBS: KB, JC, BS, AF. In progress NM-S. Needs safeguarding training: LE.

SP confirmed there is a new process for PTFA members safeguarding training session carried out by the school: these will be group sessions rather than a 1:2:1 session going forwards.

Any DSB queries are to go to CG at school.  

Alton Towers Trip (15th July)

2 PTFA members with valid DBC checks are needed on the day. JC volunteered.

The school may need £ support with additional transport. Approved. 

Action(s)

• Another PTFA member is required to help on the day please.
• Note school policy dictates that volunteers cannot be a parent whose child is in the winning house (More house this year)

Social Media/Marketing

Thanks to AM who has started promoting the PTFA on both Facebook pages, initially starting with posts about the uniform sale on 30/June and has asked for feedback. All agreed the posts were visually appealing and on message. 

AM confirmed we have 426 followers on the King’s Grantham PTFA Facebook page and 846 members in the King’s School Grantham Parents Network Facebook page.

AM cannot link the Facebook pages to Instagram due to admin limitations. SP to contact the originator of the pages (RC) to ask for help.

Thanks to BS who has started writing the content for the PTFA section on the newsletter and the emails asking parents/carers for donations for raffles/events etc.

Update post meeting from SP:

• RC confirmed the Facebook page does not now allow her access to the admin details, so someone who had later access changed the settings. If anyone can help that now has access, she will see if she can help us. 

Action(s):

• If anyone has any more in-depth social media knowledge, please contact AM or KB.

Winter Ball (11th October 2025)

• PTFA members to start to approach previous prize donors and new contacts now to ask for donations.
• KB confirmed that LB is sending the raffle emails on the first of each month. So, June, July then the start of Autumn Term and then September. 
• ED had been contacted by a company who could support us with fundraising. They do everything from sourcing the prizes, printing the brochures, attending on the night and generally manage everything for us. Discussions on this vs Galabid offering a similar thing (as added options) and vs us sourcing the prizes ourselves from parents/carers. Agreed to keep this in mind for if it is needed / if we struggle gathering donations.

Action(s):

NG shared the online excel spreadsheet from 2024 with all PTFA members on the WhatsApp group to track prizes. KB to update this for 2025.

LB is sharing all info of donations with KB.

KB to add these to the excel spreadsheets for all to have visibility of.

Future Fundraising Events

Choc Fest (Post Easter 2026)

Action(s)

KB to write up raffle ticket process.

Future School Milestone Events

SP confirmed there are a few major school events coming over the next few years which the PTFA could support:

• 2026: A 125-year anniversary of when the alumni were established.
• 2027: 300 years since Issac Newton’s death.
• 2028: 500 years since school re-endowment.

Discussions on how the PTFA could fundraise to support these. SP mentioned a garden/clock project at £100k (probably 2027) and an Easter Saturday event at Newark rugby club (2026). 

Diary Dates:

• All meetings are held at 6.30 pm in the library.
• Dates TBC: KB to contact LB for the September 2025 onwards PTFA meetings.