Minutes of AGM - Old Mill Primary School

Minutes of AGM
Wednesday 26 September 2012 – 8.00 p.m., Old Mill School
Agenda
1. Apologies
2. Treasurer Report/ Accounts 2011/12
3. Committee Election
4. Forthcoming events; Craft Fair
5. Any other Business
6. Date, time & venue of next meeting
Attendance
Rachel Tibbles (Chair), Mandy Lynch (Treasurer), Louise Couzens-Pallender
(Secretary), Dawn Collis (Vice Chair), Alison Christopher (Vice Secretary), Katie
Dawkins, Helen Pollard, Janet Richardson, Jenny Frost, Zoe Bodman, Jo Ravenhill,
Vikki Horn, Helen McDonnell, Claire Hosford, Katy Duckett, Sue Heaseman (Deputy
Head) and Alison Smith (Headmistress).
Apologies
Sammy Hames, Tamera Dickinson, Rebecca Henson, Catherine Richards, Heather
Harris, Amanda Kane, Rachael Parry, Heather Harris, Sarah Edwards, Penny Teear,
Lesia Wowczuk, Claire Witherington, Michelle Gaskin, Sara Green.
The role of the OMSA
Rachel Tibbles introduced herself as the Chair and explained the role of the OMSA.
Its main function is to run a variety of events throughout the year from Ladies
Indulgence Evenings, school participation in the village carnival to the Children’s
School Disco. The main aim is to raise additional money for the school. Projects
that have been funded so far with OMSA funded money are the School Kitchen,
science lab, musical trail and items such as Foundation year book bags, equipment
for the Science Lab and Kitchen and decking in the pond area for science.
The purpose of the AGM
The purpose of the AGM is for us to elect the new committee for the 2012/2013 year
as we must have a core number of at least 12 members on the committee to function
as a charity.
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Financial Information
Mandy Lynch (Treasurer) has provided us with the Treasurer’s Report for the last
academic year (01/09/11 – 31/08/12) as detailed below:
Income generated from events increased to £10,352.41 up £3,270.48 on the
previous year (a 46% increase). There is currently a balance of £700 left in the bank.
For 2011/2012 OMSA donated a total of £10,946.15 to Old Mill School. The biggest
contributions are for the school kitchen, digital photo frames for classes and decking
around pond (science).
The Craft Fair in November still remains the biggest event and this made a total of
£5,894.63 last year. The Pamper Evening raised £796.15 earlier this year in May.
Other significant events were the Gymathon in February which raised £785.00 and
the Carnival in June which raised £884.01 profit.
Committee Election
The election process went ahead and all core members on the committee are now
elected as follows:
Dawn Collis – Chair
Rachel Tibbles nominated, 2 nd Mandy Lynch
Helen Pollard – Vice Chair
Rachel Tibbles nominated, 2 nd Helen McDonnell
Mandy Lynch – Treasurer
Dawn Collis nominated, 2 nd Rachel Tibbles
Lesia Wowczuk – Vice Treasurer (not present)
Louise Couzens-Pallender nominated, 2 nd Helen McDonnell
Alison Christopher – Secretary
Katie Dawkins nominated, 2 nd Claire Hosford
Jennifer Frost – Vice Secretary
Alison Christopher nominated, 2 nd Rachel Tibbles
Rachel Tibbles – stepped down as Chair – Many thanks to Rachel for all your hard
work and dedication as both chair and vice chair over the last few years.
Louise Couzens-Pallender – stepped down as Secretary. Louise stepped down
after three years as secretary but will remain as a committee member.
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Existing committee members are: Penny Teear, Jo Ravenhill, Sammy Pritchard-
Hames, Vikki Horn, Catherine Richards, Amanda Kane, Rebecca Henson, Katy
Duckett, Sammy Pritchard-Hames, Helen McDonnell, Claire Hosford, Alison Davey.
We also welcome the following new committee member: Zoe Bodman
The following people have volunteered to be helpers: Rachel Weston and Clare
Roberts (not present).
Forthcoming Events
Craft Fair – Saturday 24 th November
This is our biggest event of the year. Rachel urged people to come forward to help
with the sub committees and to provide ideas for the following:
1. We are in desperate need of a person to do the rota for the craft fair, i.e.
tombola, games room and we are in need of sub committees as letters will
need to be sent out soon.
2. We also need new people to come forward and shadow the two organisers of
the Craft Fair Brochure (currently Mandy and Vikki)
3. Ideas for the Games Room in Year one Area and people to run this
Jo Ravenhill said that it is underway, but Thomas Estley has a main cross country
event on the same day. Rachel is to look into the timings of this, but Jo said that this
could work in our favour as we could get even more people through the door. The
craft Fair brochure is 50% full so far. There is concern for parking though on this
day. We will be running the chocolate tombola again this year as it proved to be
such a success last year.
Jenny Frost is to do the ‘Price Match’ for the Craft Fair brochure as she works at
Santander.
Alison Christopher suggested a jobs list be drawn up for all of the Craft Fair duties
too so people know what is required of them first.
Craft Fair Sub Committees
1. Stall Management. - Jo Ravenhill and Lesia Wowczuk
2. Advertising Committee – Mandy Lynch and Vikki Horn (volunteers to shadow
req.)
3. Tombola stall – tbc
4. Kitchen – Amanda Kane, Catherine Richards, Sammy Pritchard-Hames (tbc)
5. Craft Fair Rota – person needed for this role
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6. Games Room in Year 1 Committee – nobody has yet volunteered for this but
we do urgently need somebody to help out with this.
Santa’s Grotto – Thursday 20 th December
Decorations day is to be held on Friday 30 th November this year. It was discussed at
length and Miss Smith suggested that it would be easier for Santa to visit on the
Christmas party day instead of decorations day which is quite hectic and there is a lot
going on for decorations day already. Thursday 20 th December is the date of the
Christmas party. This event will be free for all, but parents can contribute as it was
suggested that we have collection buckets available on decorations day. Also, it
would be worth putting something in the letter about allergy sufferers in terms of
treats for the children from Santa. It was suggested having the PE store as Santa’s
Grotto too.
School Discos
Dates were agreed with Miss Smith during the meeting, please diarise the following:
Friday 25 th January 2013
Friday 21 st June 2013
Year 6 Leavers Disco – Wednesday 10 th July 2013
Vikki Horn has asked for people to come forward regarding shadowing existing disco
organisers – as we need new people to ‘learn the ropes’. Please could we have
some volunteers for this 2-3 would be good and they would be needed for the next
disco at the end of January please?
Gymathon Challenge
It was suggested that this would be a good event to run again – it raised a lot of
money with minimal outgoings plus there was no outlay for this event. Rachel is to
speak to the owner of the Gym Aiden Gamble and it may be a possibility to hold this
in February/March time.
Table Top Sale – could we have volunteers in March for this please? We need
around 4 people to run this. Mrs Heaseman and Miss Smith also suggested a car
boot sale and they will look into this.
Any Other Business
Wish List from Headmistress
1. Increasing enjoyment around reading; CD/Headphones for each class group
and books – they are around £100 per year group, audio books too
2. Invest in bank of kindles - £450-500 for around 6
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3. Bank of cameras used for each year group – 8-10 cameras needed. They will
need to be child friendly and robust. The same camera shall be used for
each year group
4. Preparation for the future - banks of I-Pads to work as groups and research
items, bringing technology into the classroom
5. 3 banks of 6 I-Pads – would cost £6,000.
6. Money towards theatre trips
Mandy and Dawn have attended a PTA fundraising course – they will share their
knowledge at the next meeting.
Katie Dawkins mentioned that some parents have expressed an interest for more
events for family, i.e. wellie walk, treasure hunt and also a sponsored walk for the
children.
Sue Heaseman suggested us doing some canvassing for the School Association on
Decorations Day to get more parents interested in joining. Rachel has suggested an
OMSA target board for the school too.
Ideas for New Events
If anyone has ideas for new future events please bring them with you for the next
OMSA meeting – we would love to hear your ideas!
Dates for Diary
Indulgence Evening – Thursday 23 rd May
Family Entertainment Evening or a Barn Dance – Friday 26 th April. Please could we
have volunteers for this event?
Broughton Astley Annual Carnival – we need to find out the date for this and some
members were going to ask at the village hall about the date for this.
AGM next year – Wednesday 25 September 2013
Date, time and place of next OMSA meeting
The next meeting is to be held on Wednesday 17 th October, 7.45pm,
White Horse Pub
Follow on meeting Date for your diary:
Wednesday 14 th November 2012, 7.45 pm, White Horse Pub
Please inform Alison Christopher if you will be attending this meeting or
not.
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