OAFs AGM – 2nd November 2022 Venue: OPS Prep Hall Attendees: Tshay Adjei TA (Chair), Caroline Collins CC, Rachel Wright RW, Sarah Leach SL, Vicky Freestone VF, Eleni Veli-Richards EVR, Sarah Campbell SC, Kate Hampson KH, Kay Templeton KT, Ruth Campbell RC, Shane Burke SB, Tamika Burke TB, Tracy Frost TF, Paula ODonnell PO, Stefania Braccini SB, Kerry Langlois KL Apologies: Michelle Webb, Stephanie Atkins, Anna Onuora, Caroline Brown, Yael Gerson, Lauren Douglas Welcome TA welcomed everyone to the first face-to-face meeting since the pandemic and outlined the agenda. Introduction to OAFs TA explained that OAFs is currently made up of 21 members, including 20 parents and 1 teacher. It broadly has two aims: To fundraise for projects and equipment for the children at Oakfield To bring families and staff at the school together TA explained that we raise money to fund the ‘extras’ that the school and trust do not provide. She explained how OAFs endeavour to supply a variety of experiences throughout the year to appeal to all and the events that were organised last year were well supported by children, parents and staff. TA also highlighted how OAFs is constantly reviewing their provision of events to ensure a greater spread of activities across the age groups, with a wider range of fundraising events for adults. New Committee Members TA welcomed two new members to the committee: Vicky Freestone who has taken on the role of Treasurer and Sarah Leach who will be Secretary. TA also welcomed a number of other new members to OAFs this year (2022): Abbie Smith, Kay Templeton, Michelle Webb, Anna Onuora and Suzanne Parish. TA also opened the floor to anyone wishing to join the team and details have been taken. Highlights of 2021/22 TA discussed the events that have taken place in 2021/22: Santa Fun Run Cake bakes Quiz Night Music Night Summer Fair Second hand Uniform Sales Financial Statement SL gave an overview of the financial summary (attached). The closing balance in the account as of July 2022 was £20,835. The following points were noted: There is nearly £900 of alcohol and drinks stock in the OAFs cupboard that can be used for events this year. Uniform sales are doing well and a new uniform shed has been purchased for £971 Invoice of £5400 due end of summer term for minibus lease. SL explained that normally the voluntary subscriptions would cover this but this has fallen short the past two years. Therefore suggested the possibility of raising subscriptions. CC confirmed that it is currently £7 and this will be discussed with Mrs Thompson. KH asked whether people were opting out of paying the subscription, CC confirmed that this doesn’t appear to be the case and that it is more to do with pupil and sibling numbers currently in the school. PO suggested that more transparency from OAFs about what the subscriptions were funding may be helpful and it was agreed that this would be included in future communications. Projects funded in 21/22 TA gave an overview of projects funded in 2021/22 which included: School minibus which is used to transport the children to sports fixtures and other excursions Year 6 Leavers party – In line with previous years, a contribution of £15 per pupil was contributed by OAFs TA also gave examples of previous projects funded by OAFS which included: Prep Library Furniture Playground Climbing Frame Football and table tennis equipment Bikes and shed for the prep playground MacBook for the music department Pantomime 20 iPad for the Art department Minibus lease Stage area in Prep playground EVR suggested that previous and proposed funding projects should be communicated to families to allow clearer understanding of why funding is needed. TA agreed that this will be included in future communications. KT asked how decisions are made about what projects to fund. CC explained the process whereby discussions are had between OAFs, the school and parents and proposed projects voted on at committee meetings. KT asked if the school council was involved. CC confirmed that they are and there have been previous suggestions made by the school council which have been included in funding proposals. Planned Events for Coming Year 2022/2023 The following events have been planned for the coming year Month Event September Oakfield Under The Stars New Parent Coffee Mornings October Cauliflower Cards November Yr3 Cake Bake (4th) Second Hand Uniform Sale (24th) December Yr1 Cake Bake (2nd) Santa Fun Run (11th) Christmas Tree Event (9th) January Story for Bedtime -UF & Yr1(19th) Year 4 Cake Bake (13th) February UF Cake Bake (3rd February) Film Night Yr2 & 3 March Second Hand Uniform Sale (1st) Quiz Night (16th) Cake Bake Yr 2 (24th) April Music Night (27th) Teddy Bears Picnic- Nursery (26th) Cake Bake Yr6 (28th) May Cake Bake Yr 5 (5th) Cake Bake Nursery & LF (19th) Year 4 & 5 Disco June Summer Fair (10th) July CC explained that OAFs is very open to changing events and adding new ones to keep the event offering fresh and relevant. Funding suggestions for this Year SL explained that with the funds kept aside to cover the minibus lease, the total amount available to spend on projects is £12,712. TA opened the floor to any suggestions for funding projects and explained the process. The following projects were suggested: Bike racks on school site for adults to use Re-design of Prep Playground to include more planting and addition of biodiversity to the site. Proposed by RC who offered their services as a landscape architect. CC agreed this could be further discussed with Mrs Thompson and the school. Air purifiers in classrooms and Air pollution monitors in playgrounds. KH mentioned that Wendy Nicholson is presenting this to the operations meeting. RC added that they had air purifiers at her previous school and she would look into how much it cost them and report back. Green screens. CC highlighted challenges of Dulwich Estate. RC suggested there may be alternative planting solutions to the traditional green screens. AOB Fundraising ideas The following fundraising ideas were proposed: Christmas Fair – Include external stalls. TB suggested giving each class responsibility for a stall to reduce workload. Playground Christmas Carol Singing – CC explained that this was planned for previous year but cancelled due to Covid Estate agent Boards Decorate a bauble for the Christmas Tree – Pay £2 for kit or print on card, possibly use pine cones Christmas trees – purchase from local supplier with profit passed on to OAFs. RC has contacts who can supply and has agreed to take this forward. Mother’s Day Gifts- For Mothers or significant others. Items to be donated for sustainability, possibly linked to Christmas (regifting). Children bring £5 and get the opportunity to buy something that they choose personally Sponsored Bike Ride or Walk Step Challenges- Donate anything saved by walking to work to OAFs. EVR suggested tie into Clean Air Group Recruiting new members CC highlighted the need for new volunteers and that many long-standing members left three years ago, leaving a small number of volunteers to manage a large number of tasks and events. Explained that volunteering shouldn’t be burdensome and any amount of time parents can give is much appreciated. CC explained that currently the second-hand uniform is the area most in need of volunteers; to help sorting, handing out online purchases and selling at the live sales. KH suggested that tasks that can be completed outside of school hours may be easier for some parents. CC confirmed that many of the event tasks can be carried out during this time. TA highlighted the new members video he made and the new volunteers flyer to be distributed in bags. Mentioned that lots of time is not needed and it could be handing something out at the gate after pick up. EVR suggested having a skills form that could be disseminated via class reps to gather volunteers who have specific skills to contribute e.g. graphic design for posters, companies that can fund matches etc. TA agreed and suggested a google form format which could be linked to the recruitment poster. Communication KH suggested that OAFs should have a page or link on the school’s website. RC asked about the possibility of an OAFs Instagram Page. TA said that since joining OAFS, CC and her were working towards making everything about the PTA more transparent. When she joined she wasn't aware of what OAFS actually did so would like to make this a lot more clearer for all parents. CC raised the possibility of an app such as Class List to aid communication. KH mentioned that the Home Run app has been proposed to the school and is being discussed. SC suggested a refresher ‘Introduction to OAFs’ to enable parents and carers to more fully understand what OAFs is and does. Suggestions for ways to do this included leaflets in bags, a separate ‘OAFs’ speech at open mornings and Santa Run/Summer Fair or other events, a capture in front of any videos that the school sends out (e.g. carol service), a separate email during a quiet comms period. KH suggested adding the wording PTA to OAFs communication to clarify what it is. TA suggested that a photo be taken of the current committee to make it more personalised so this can be added to the website/ newsletter. Announcement TA announced she is expecting a baby in April 2023 and so will slowly take a step back as Chair. She will continue until January/ February. CC will then step into the role of Chair and TA will work with CC. Meeting closed TA thanked everyone for coming, explained she will be expecting in April so will and closed the meeting. Thank you’s TA: Thank you to all that were a part of the OAFS committee in 2020/21, and who worked together to make alternative events happen when social distancing restrictions prevented us hosting some of our much loved events. A huge thank you to the school, for all the help and support over the years. Mrs Thompson - thank you for openly listening to all our ideas (no matter how crazy some may seem!), and always being available and attending our events. To all the teachers who have helped support us getting communications in school bags, collecting the jolly jars and attending our events. We would like to say a special thanks to Mrs Fidler who continuously helps us with the Cauliflower cards artwork and organising orders - we appreciate you! Also, special thanks to Mr Allen for leading our quiz night and all teachers involved, Mr Howes for an amazing music night and all other teachers involved on the night. Finally, thank you to all the parents and carers and children for your continued support. Your attendance to all our events is what makes this whole thing worthwhile . With everyone's help, support and engagement - we will be able to ensure our children always have the best of the best. Seeing their excitement is what keeps us going! Here’s to a more successful 2021/2022 without restrictions !