Minutes PTA meeting of 31st July 2001

Minutes of a meeting held on Tuesday, 31st July 2001, at Rua Real Grandeza 99, Rio de Janeiro.

Present: Cynthia Fraga (CF), Flávia Rodrigues (FR), Flávio Lopes (FL), Gilbert Huber (GH), Jenny Byers (JB), Lucia Damazio (LD), Maura Xerfan (MX), Paola Fox (PF), Virginia Días(VD)

Apologies: Karla Taylor, Roberto Steinfeld, Verônica Nunes, Flávia Miranda Corrêa

Circulation: P.Wiseman, G.Pollard, L.Dimmock

Item		Action
Accounts	FL presented a bill from Daniela for 22,500 photocopies run up during Term 1. Apparently she has to resort to alternative machines frequently as the PTA's machine will only do a limited number of copies per day. It was felt that Daniela should try to avoid using other machines by programming the photocopying over a number of days wherever possible. Whilst the number of copies appears to be very high, it is true that all PTA notices go out in English and Portuguese and there were several multi-page notices that went out at the beginning of the term. Even only sending one notice per family results in a high number of copies. Various other bills were presented and settled, mostly from Founder's Day.	Daniela will be encouragd to try to plan ahead so that copying can be done on PTA machine and NOT outside.
Website	CF confirmed that each sub-committee can have its own email address on the site, and the messages will be redirected to the person/people in charge of the subcommittee. There is still some text missing from several of the committees, namely: Events - descriptions, help form. After-School Activities - info on teachers etc. Company Liaison (FL thinks he may have a copy of a "begging" letter sent to companies before Founder's Day. Still no sign of the missing folder. Susan Malpas does not have it). Urca - No one terribly sure who is Urca. JBwill help if needed but Ana Cecilia Meireles to be contacted to confirm her interest. Please can everybody send updated information to CF at once. Other areas that require input are Statutes and Aims and Objectives. Aims and Objectives - MX suggested a "Frequently Asked Questions" format, with space at the end for people to email with any further questions. It is felt that very few people really know what the PTA is or does, and are often confused by the non-curricular function it serves. It was agreed that this format would be very helpful. Statutes - LD feels these are very outdated and need to be reviewed urgently and proposes to email them around the PTA for input from everyone. LD is concerned that the whole area of licences, permits etc is somewhat nebulous and no one really knows the legal details involved. FL raised the question of the Income Tax declaration, which has not been done this year. MX suggested hiring an accountant to sort it out but it was agreed that first the school accountant would be asked for help. Lastly, the website needs to be launched as soon as possible. Various ways of publicising were discussed, with a kind of online treasure-hunt (ginkana) being the most popular. JB> mentioned that there would be a Newcomers coffee on 9th August, which could be a good time to let people know about the site.	CF LD, MX YANIRA KÁTIA and MAYRA CF LD FL CF and News committee
Charity	LD is keen to do something for the Ação Cidadania Contra a Fome. Various options were discussed and it was felt that it would be easier to ask for a cash donation rather than food, which parents already have to provide in Donation Week. MX suggested linking it to the House competition, whereby House points would be awarded commensurate with donations collected. No decision. A "dress-down" day once or twice per term was the most popular suggestion, with donations of R$5 from anyone not in uniform. The money would be collected and used to buy food donations.	LD to ask Paul Wiseman if this would be acceptable.
Uniforms	The school is reviewing its position on this as per the letter at the end of last term. No action to be taken until the school pronounces.
Catering	There is a lack of consistency regarding food discipline in the dining room, with some teachers insisting that children eat everything and others turning a blind eye. Is understood that it is difficult to ensure that the children actually EAT everything they are served, but even the nutritionist doesn't know what the school's position is. The PTA would encourage the school to define itself on this point, and to make the position clear to the teachers in charge of lunch.	FR to see Lesley Dimmock
Events	The Hallowe'en party on 28th October was discussed, and there was general agreement that if possible it should take place at Pedra Negra. LD to check whether this will be possible following the demise of the caretaker some months ago. Dinner Dance to be discussed at the next meeting. Festa Junina. There was some strong feeling that the School owed parents an apology for the misunderstanding surrounding the presence (or not) of parents at the party. Due to the rain, the festivities were curtailed and conflicting information was issued by the school regarding whether parents were allowed to watch or not. Children were upset because their parents did not come, while others did; parents were upset for the same reason, and no explanation or apology has been forthcoming. It was felt that this lack of communication and organisation is a bad example to the children, and has caused a lot of ill-feeling. The Parents-School Liaison committee will draught a letter expressing this point of view and making one or two suggestions, the main one being that the school contracts a professional video company to film events like these when a space problem might arise due to bad weather. It is made clear to everyone, including the children before the event that if there is rain the event will be cancelled, or at least that parents will not be allowed to watch. Other suggestions were raised, connected to the existence of a Class Telephone List which could be used by Class Reps to communicate with parents on these occasions. These lists will have to be compiled by parents, with all inclusions obviously voluntary. To be discussed further.	LD Agenda PF, VD
After school Activities	FL is uncertain as to the amount he should expect to receive each month from the teachers. He needs a separate report from each teacher detailing numbers of students and amounts received each month.	YANIRA
Health and Safety	Mochilas - there is continued concern about the weight of books the children are expected to carry. Various suggestions were put forward, the loose-leaf folder being the most obvious replacement for heavy exercise books. Parents-School liaison committee to include this concern in their letter to the school. Safety net on staircase of Thomson building - still not in place. P-SL committee to mention in their letter. Dismissal time - the school is reviewing this so no action from PTA now.	PF, VD PF, VD

There being no other business, the meeting was closed at 8.45 pm.

Next meeting: Tuesday 28th August 2001, 7 pm.

JB 03/08/01

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