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AGM Minutes

PTFA Annual General Meeting

14th October 2016

Chairs Report


The Otford Primary School Parents, Teachers, Friends Association (PTFA) is a charity which is run by a committee elected each year at the Annual General Meeting.

The objects of the PTFA are to advance the education of the pupils by providing and assisting of facilities for education at the school (not normally provided by the Local Education Authority), to foster more extended relationships between the staff, parents, pupils and others associated with the school; and engage in activities which support the school and advance the education of the pupils attending it.


At the beginning of the last academic year (2015), Clare Bjoklund, Liz Gibson and myself took on our respective roles; Clare as treasurer, Liz as secretary and myself as chair. The rest of the committee is made up of Paula McGill, Karen Lynch, Andy Mucklow, Kathryn Nichol, Sarah Bourne and Sharon Anderson-Pace. We have one other member, Hannah Williams, who deals only with the Top Drawer,.

As of tonight we are sadly saying goodbye to 3 long standing members of the PTFA, Paula, Andy and Karen. I think I speak for the rest of us when I say how grateful we are for all their input and tireless help over the past years. They will be greatly missed!

This of course means that we have 3 positions to fill which we shall advertise.


It was a busy and productive year for the PTFA. Over the past academic year we have run the following events;


  1. October - Fizz & Quiz night. It was the usual success, and the introduction of prosecco was very welcome mostly with the ladies attending! We will be holding another quiz night this academic year, watch out for details

  2. October - Book Hunt. The children always enjoy hunting out the clues, with a book of their choice as a reward. This years book hunt will take place this coming Friday.

  3. November - Childrens disco. This is a massive profit earner and of course a super exciting night for the children. We split the night into 2 sessions with KS1’s taking pace straight after school and KS2 taking place later at around 5:30. The children get to enjoy the music, have a dance and they each get a glowstick. We serve hotdogs and a juice, with lots of water on demand.

  4. Tea towel sales. This isn't something we do every year, but it hadn't been done for a couple of years so we thought we were due one. Each child draws a small portrait of themselves and we collate them into KS1 and KS2 groups. All their portraits are printed onto the tea towel They were sold just before Christmas last year as they make a great little present for a relative or friend.

  5. December - Christmas Bazaar. Another great success this year with the addition of some gorgeous and festive looking donkeys to welcome everyone in their arrival. Children had the opportunity to have a professional photograph with the donkeys by our talented photographer Sarah. The hall was buzzing with activity, and we had some entertainment courtesy of the school choir and orchestra. Santa was in his grotto and each child received a gift. We also had some shopping stalls on offer which all added to a lovely atmosphere. As usual we raised a fantastic amount, helped by the raffle and silent auction donations.

  6. December - Adults Christmas disco. This was a tricky event. It had been held for the first time the previous year, and was fairly well attended. Unfortunately the ticket sales were not sufficient to make it worth while going ahead with the event. We have decided not to persevere with it as there isn't an appetite for it.

  7. February - Minions Film Night and The Good Dinosaur in May. This was the first time we have held a film night at the school and it seemed to go down well with the children. We are keeping with KS2 children only as it is quite along time for KS1 children to sit through. The popcorn and drinks provided are very popular. We are planning to have a christmas themed Film night on the 25th Nov, stay tuned for details.

  8. March - Comedy night. Out of Bounds comedy came again to run their hilarious night with some brilliant artists performing.

  9. March - Mothers day gifts. The children get to choose a flower in a case or pot to take home to their Mothers (or special other person) for Mothers Day. The joy on the children faces as they select their special flower is most heart warming to watch.

  10. March - Easter egg hunt. This is run in a very similar way to the book hunt with each child receiving an Easter egg (or alternative) for their prize.

  11. July - Summer Fete. This year the fete was bigger and better, with the welcome addition of some special unicorns, who were available for petting and photographs. We had lots of extra games for the children to play and lots of shopping stalls of the adults. We had some welcoming music by the Darenth Valley Youth Orchestra who were brilliant and Louise Brown kindly organised a ukulele performance. Unfortunately the weather didn't exactly play ball and we had to endure a downpour for almost an hour. However, it didn't scupper our spirits as we relocated into the hall and enjoyed entertainment courtesy of the Irish Dancers. This also helped the takings at the tea stall. Whilst the weather was good, we had games on the fields and the bouncy castles/assault course was a big hit with the children. We raised a terrific amount of money assisted by raffle sales and the silent auction.

  12. July - Family BBQ. This is always a popular event with families, where children and parents from all year group can mingle and socialise on the school field, whilst enjoying some BBQ food and drinks.


Other fund raising initiatives that we use through the year are;

  1. Sense bags. Twice a year we organise a collection of unwanted clothes and bric a brac that we donation in return for a small sum of money. It seems to be getting harder each year as the collection companies are not giving quite so much cash in return, however, it is still worth pursuing. We are currently looking into different collectors.

  2. Yellow Moon ad Easy fundraising. By registering and purchasing craft materials via Yellow Moon or registering with Easy Fundraising, you can raise money for the school simply by shopping.

  3. Cake sales. We carry out a cake sale every half term, and each one is run by a different year groups. They are always well supported and of course the children very much enjoy eating the cakes!

  4. Lolly sales. In the summer months we are able to offer ice cold lollies to the children and parents. They are always well received.

  5. Our funds are also helped out by kind donations from parents via their work places by ways of a one off donation or matched giving. It would be appreciated if you are able to talk to your place of work to see if they offer this. Feel free to ask us for more details.


Over the course of the year we hold PTFA coffee mornings, which we run as an opportunity for parents to come and chat to us in an informal setting. We always welcome new faces to our meetings and hope that it helps to break down the barriers and misconceptions about who the PTFA are. We are now running the coffee mornings in the school hall which gives us more space to welcome more people, so do please come and join us for a free cuppa!


Forthcoming events;


We shall be running all of the above mentioned events. We are also hoping to put on a exciting music event of some kind. Perhaps an Otford’s Got Talent that will include all the children in some way. For instance, if they do not wish to take part in the performance, they may prefer drama or even get involved in the setting up (technicians, stage design etc). Look out for forthcoming details.


I would like to thank all of the PTFA committee for their hard work and continued support.

I would also like to thank all parents, carers, staff and children who have supported us and helped us to raise the fantastic total of £ 24,983 to benefit our school.


Please refer to the financial report for a break down of funds (raised and spent). Both reports will be available to read via the PTFA webpage and Facebook page.


Best wishes,


Rachel Macgadie