Friends - Committee Meeting th Friday 8 November 2013 Present: Kylie(KH), Sarah Poll (SP), Helen Wakefield (HW), Nicola

Addems (NA), Kelly Bianciardi (KB), Anne Richardson (AR), Mary Brinkley (MB), Kim Attridge (KA), Jacqui Porter (JP), Katie Shepherd (KS) . MINUTES CHRISTMAS FAYRE Need as many helpers as possible. Need helpers all day for setting up, and then as many people as possible from 1.30pm Kylie has ordered the flyers to be printed (Vista) 1 for each book bag. This will be backed up with parent mail and parent reps advertising the event. Parent reps to ask teachers if they could advertise in the weekly newsletters. SKATE RING The skate ring has cost 1500 and should come manned. Kylie to confirm lighting which may cost an additional 200 approximately. Kylie has produced tickets and chart in preparation for next Friday (15 ) to start selling slots for the ice rink. Its 1 for children and 1.50 for adults, and each session is 20 minutes. Well be selling every Friday from 3- 3.45pm in the junior hall, and whoever is selling needs to record the number of people per session, because there is a maximum of 25 per session. They also need to write the time of the session on the ticket, in order that it is clear to the purchaser what session they have been assigned. There will also be a list of rules and regulations which needs to be given to each customer. Alongside the skate rink ticket sales, we need to sell tickets for stalls, so that we have Volunteers needed to help sell tickets every Friday. Kylie to co-ordinate. Every Friay th from 15 Nov
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ASSIGNED TO

DEADLINE

Everyone to help as much as they can on fayre day. Kylie (KH) to co-ordinate flyers in bookbags Parent reps Kylie to confirm cost of lighting. Tickets and chart for selling KH ASAP ASAP ASAP ASAP

Kylie to print rules and regulations Jo (JS)/Nicola Addems (NA) to co-ordinate selling of

15 Nov 15 Nov
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a clear idea of how many stalls we are going to have and can organize accordingly. Need to ensure that hearing support children get to have a go at skating as well. Need to source a Christmas tree for the Ice Rink Also need cheap outdoor Christmas lights (under 20) if anyone can source these. Sarah (SP) said if anyone sees anything (under 20) that would be perfect for Christmas fayre just to buy it and let her know. Kylie (KH) suggested a 6pm slot for staff, as this might be something people will stay and watch as well. CHRISTMAS MARKET STALLS Jo (JS) has done a booking form for stall holders, which she will bring on Friday in order to start the booking process. Nicola (NA) asked for confirmation on types and numbers of stalls needed for Christmas market. Sarah (SP) suggested concentrating on food stalls for outside:- burger van, ice cream van etc. and not worry too much about entertainment style stalls. These food stalls will go around the skating rink so that those watching and waiting can keep warm and well fed! Jo (JS)/Nicola (NA) need to get every stall from outside companies checked/risk assessed with the school. This can be done via Kay who can check with the county council. Nicola (NA) has contacted a candy floss seller who has either offered to sell us tubs of candy floss for 1 each (which we can retail at 1.50) or she can see if she is available to run a stall. Nicola to check how long the candy floss lasts. General candy floss consensus was to buy 100 tubs of candy floss and sell them with

stall tickets. Sarah (SP) to speak to hearing resources Anne (AR) to ask Sharnfold about donating Xmas tree Need volunteer to source outdoor Christmas lights ASAP ASAP

KH to check with Mrs Cooper

JS to ensure booking forms are available every Friday for stall bookings.

Nov 15th

JS/NA to get external stalls risk assessed/checked with school NA to confirm how long candy floss lasts and buy 100 tubs, getting money from Clare Critchfield before she goes away.

ASAP

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refreshments alongside bags of sweets. Nicola (NA) has enquired about some small fairground rides for the fayre, everyone happy for this to go ahead. Nicols (NA) has sourced a good face painter who will pay 20 to come along, and if she does really well will give a donation as well. Nicola suggested using the rainbow room for her to set up in, but Kylie suggested this might be better for Santas Grotto. Agreed that face painting and Santas Grotto can go in Rainbow room. Jo/Nicola (NA) need to contact office about advertising booking stalls in parentmail. Discussed price of stalls being a bit high for trade, but general consensus was that because of the time (3 till 7pm) and the footfall (potentially 450 families) to stick at 20 for trade stalls and 10 for parent stalls. A grandparent has offered to make stars filled with sweets which hang on the Christmas tree to sell to children (1) each. She is doing this at no cost to the school, and will need a stall to display them. Nicola suggested next to her stall SANTAS GROTTO Kylie/Sarah will approach Mr Woodham about using the Rainbow room for the santas grotto. We can then decorate the outside as well, and bring the sleigh out the front. Katie (KS)/Kylie (KH) will run the grotto. 2 to see father christmas We need a new father Christmas outfit. Kylie said Coopers sell one for 40, Kim also suggested her mum might make one! Kylie to confirm and spend accordingly. We still have lots of books prizes left which we can use again this year, alongside sweets. Kylie/Sarah (KH/SP) also to buy an additional 200 presents from Hobbycraft, The Range, or Poundshop. PONIES Helen Burgess- Dinleyici and Leanne Kenward are organizing pony petting and KH to source and buy FC outfit. KH/SP to buy 200 father Christmas prizes. ASAP ASAP NA/JS to ensure there is a stall for star decorations. JS/NA to advertise stall bookings in parentmail JS/NA to continue to sort out booking of stalls for Christmas market.

KH/SP to ask Mr Woodham about access to rainbow room for Summer fayre

ASAP

arena. We already have the reindeer food and ties REFRESHMENTS Sarah (SP) suggested as many of the external stalls will be selling tea/coffee, maybe we sell hot chocolate with cream/marshmallows and mince pies. TOMBOLA Were asking for chocolate donations for tombola. Helen (HW) suggested asking for chocolate or alcohol donations so that we can still do the wheelbarrow of booze. Kim to ask Judith Bedwell and Sam Legate whether they would like to help on this stall again this year. Anne (AR) also offered to help on the tombola. CLASS HAMPERS Going to charge 3 for tickets for class hampers. Nicola (NA) suggested getting t-shirts printed with Friends of Willingdon on the back, so that we can use them for future events. All helpers could then wear hats or badges to make it more Christmassy, or dress up as well. Helen (HW) to compile a job list to put up on facebook asking for volunteers, and to also pin these up in the staff rooms (alongside the minutes) to try and get staff involved. Need a list of those who have regularly helped at Friends over the years, to give to Mrs Cooper to try and make sure that they get to take their own children on the skate rink and around this stalls this year. HW to compile a job list for Christmas fayre and put this on facebook and in both staff rooms. HW to pin copy of minutes in both staff rooms Kylie (KH) to give Mrs Cooper list of people. ASAP ASAP SP to order 30 t-shirts.

PRESENTS FOR CLASSES Kylie (KH) has purchased 1 Innotab (kids tablet) per class for the infants and 1 Nook E-reader for each class for the juniors this year as their present from father Christmas.

Father Christmas will do his normal tour of the school delivering these to each class. th Everyone welcome, this will probably take place on party day (19 December). CHRISTMAS DINNERS We will be asked to help decorate the tables for Christmas school dinners again this year, volunteers needed. CHRISTMAS PARTY Volunteers will again be needed for Christmas party day. GARDEN Sarah is very excited about a new Wealden council initiative we are getting involved with for the school. To build brick bird houses with cameras in each playground. This will cost Friends 40 per camera, 90 to fix the boxes in place and then 10/15 a year to cover the extra insurance. AOB Helen (HW) to ask Mr Cotton about Herstmonceux Observatory show coming to school in Summer, and whether this could be linked with a visit? Next meeting three weeks time (29 November 1.30pm).
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Volunteers needed to decorate tables at Christmas dinner, Christmas party and! decorate the tree on Christmas decoration day.

11 Dec 19 Dec th 29 Nov

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HW to approach Mr Cotton re: Science show