ACS Egham PSO Annual General Meeting 2024

Mansion (ARM) - 29 May, 2024 - Minutes

Board Members in attendance - 8

PSO Members - 13

Apologies - Ema Popaya 

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Meeting started at 9am  

PRESIDENT

Darren Solomon opened the meeting by sharing the objectives and requirements of the Annual General Meeting and the Minutes from the 2023 AGM were approved (30May 2023 AGM minutes.pdf)

Darren communicated that 2 members will be stepping down from the PSO Board: Pelin Cucurova (Social) and Sally O’Brien (Secretary).  Additionally, Mariann Szalkai (Treasurer) would step down from her role if a replacement was found.  No member has volunteered to take the role, therefore Mariann will continue in her role for one more year.

In addition, Darren informed that 6 further members nominated themselves to continue as board members in their current roles or in a different one: Darren Soloman, Sabine Jung, Elske van Gils, Swathy Mahasenan, Denise Bettings and Ema Popaya. 

The new board members were elected as follows:

• Darren Soloman - President

• Mariann Szalkai - Treasurer

• Sabine Jung - Vice President

• Ema Popaya - Service Co-ordinator

• Elske van Gils - Communications Co-ordinator

• Swathy Mahasenan - Welcome and Transitions Co-ordinator

• Denise Bettings - Spirit Wear and Social Co-ordinator

The Secretary position remains open.

There are currently 3 open co-ordinator positions, and one filled position:

• Snack Shop Co-ordinator

• Arts Co-ordinator

• Webmaster Co-ordinator

• Parent Sports Co-ordinator - Jeff Sharpe

2023/24 ACTIVITIES AND FINANCIALS 

The board shared the main activities performed by the PSO during the year, highlighting the success of the International Fair 2024, which was held in Woodlee, and raised over £ 2.8k for the Runnymede Food Bank, was emphasized.  The general membership was informed that the PSO always needs volunteers to help.

The year to date PSO accounts were presented by Mariann.

The link to the full presentation can be found here ( AGM V1 29-05-24.pdf )

TREASURER

Mariann informed that the 2022/23 Financial Report had been approved by the PSO Board in September/2023. Access (Detailed Annual Financial Report 2022-2023.pdf) .  

The full Annual Report 2022/2023 is available on the PSO website, as well as attached here (ACS Egham PSO annual report 2022-2023.pdf)

GENERAL BUSINESS 

• A member suggested that the Spiritwear should be more widely advertised as it is of great quality.  Sabine Jung suggested asking Grade Parents to send the link out more frequently.

• There was a question about how parents can contact each other.  GDPR has made information sharing more difficult.  Elske van Gils is looking into moving the Whatsapp groups to Whatsapp Communities which has increased functionality.  Darren Solomon also agreed that we need to send out additional PSO reminders maybe in October for parents who may have missed the first reminders.

• It was suggested by a member that the Teacher’s Wish List requests be circulated to the wider membership for voting.

Meeting adjourned at 10:00am

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ACS Egham PSO Board Meeting 2023-2024

(Add date) Minutes & Action Points 

Attendees:   Darren Solomon (DS), Sabine Jung (SJ), Mariann Szalkai (MS), Sally O’Brien (SO), Elske van Gils (EvG), Swathy Mahasenan (SM), Pelin Cukurova (PC)        

Apologies: DBB, EP

________________________________________________________________

Meeting started at 8.45

Darren Solomon

• DS welcomed the board to the meeting.

• There was a discussion around liability of board members and transparency towards incoming members if there is any liability.  DS to have a discussion with MW to confirm and clarify the position.

• Charity registration - it was confirmed that even though the PSO is a small organisation, there is still a current need for it to be charity registered due to annual income exceeding £5,000.

• The Everyman Theatre event was a great success.  Plans to repeat with some tweaks to allow for more socialising.

• PC suggested going forward that some of the Coffee Mornings could be in the form of a walk as the weather improves.  She also mentioned repeating the Art Walk, possibly in May.

• International Fair time will be 12noon - 4pm.

• DS asked for a show of hands for who is available to help with International Fair planning over the break.

• The spreadsheet for International Fair tables is almost complete.

• DS asked the Board for suggestions for the background musical playlist for the International Fair.  This should be communicated to the Country Representatives so that international music can be included.

• SM suggested that pretend passports be given to the younger students on the day and they can go around the tables and obtain a stamp or sticker for each country they visit.  PSO to supply the passports and the Country Representative to supply the stickers/stamps.

• DS asked which Board members will be wishing to return to their role next year.  This prompted a discussion on how we can engage the school community in volunteering roles.

• DS is planning to hire a mobile coffee van for the non faculty staff appreciation.  SM to contact.

• The International Fair Logo Competition winner was decided.  This will be communicated to the winner before the break and to the wider community after the break.  There will be small prizes for all submissions.

Mariann Szalkai

• £100 to be paid out for the upgrade of stage makeup for the drama department.

• DS and MS discussed payments around the Everyman Theatre event.

• MS to collect money from Mr Bruce from the Middle School fundraiser, proceeds will be matched by the PSO and distributed to the chosen charity - Great Ormond Street Hospital.  This is a registered charity and meets the requirements of the Charity Commission to enable to PSO to make donations.

• As Mark Loiterton (supervisor of the Student Council for Middle School) will be leaving, it is important for the PSO to have a meeting with his successor to continue to foster a supportive relationship between the PSO and the Student Council.  Also to pass on the message that there is PSO funding for projects within the Service budget.

• Meetings with the incoming Principals should also be arranged to do the same.

Swathy Mahasenan

• Volunteers are needed for the International Fair.  This will be managed through Sign Up Genius.  Volunteers for selling the parking tickets will be needed one week before the event.

• First Aid volunteers will be needed - SM speak with Sarah Garlick or Vicky Williams.

• Volunteers needed to sell the raffle tickets which will be 4 different colours, 10 complete books needed.  Shed to be checked for any remaining unsold from the BBQ.  Volunteers also needed to man the Raffle Basket table.

Any Other Business

• SJ - do we need a PSO stamp?

• The popcorn machine needs to be moved for storage.

• DS needs to look at storage options for the flooring donated by ACS Hillingdon.

ACS Egham PSO Board Meeting 2023-2024

6th March 2024

Minutes & Action Points 

Attendees:   Darren Solomon (DS), Sabine Jung (SJ), Mariann Szalkai (MS), Sally O’Brien (SO), Elske van Gils (EvG), Swathy Mahasenan (SM), Pelin Cukurova (PC), Denise Bijleveld-Bettings (DBB) 

Guest: Ryan Barnett

Apologies: EP, SM, MW

______________________________________________________________

Meeting started at 8.52

Ryan Barnett - update on school technology policies.

• School is moving away from the “bring your own device” policy to a more centralised approach of school managed devices.   This will begin with G8 and any newcomers to school, with the completion of rollout to be 2027.

• Security is paramount, devices will be bought by families from Academia with a 15-20% discount and they will be configured by school.  They will then be monitored by school to ensure students are not accessing unsuitable content.

• There will be a letter to parents providing more details and open Zoom sessions.  It was suggested that Grade Liaisons be given this information in advance so that they can field any questions parents may have.

Ryan Barnett exited the meeting at 9.30

Elske van Gils

• PSO website no longer contains any personal information relating to any parents, and the list of Country Representatives has been shared with the grade parents.

• It was agreed that we need to ensure that parents are aware of the PSO and events, but then we need to leave it up to parents to contact us if they wish to.  EvG suggested school sends an email to parents asking them to reach out to their grade parents if they need anything.

Mariann Szalkai

• Spiritwear money has not yet been paid.  DBB has chased this and has been assured payment will be made.

• Payment platforms - Hillingdon use Square which has lower fees than Eventbrite.  DS is going to look into functionality and ease of use, alongside the possibility of adding a PSO tab to Parentpay.

• Teacher Wishlist - SJ has in hand with a deadline for after the Easter break.  To be discussed at the May meeting.

Ema Popaya

• DS to arrange a meeting with leadership to discuss how the PSO can continue to effectively support the Student Council.

• Discussion around the IF Logo competition.  Excellent submissions by the students meant that this needs more time to come to a decision.

Sabine Jung

• Make up for school productions -  this will be discussed at a later date due to time constraints.

Darren Solomon - International Fair

• Food area will be covered by carpet squares donated by ACS Hillingdon.

• Non food area will be covered by ACS Egham’s carpet squares.

• There will be a stage in the centre of Woodlee with the aim of performances being 360 degrees so can be seen from both sides of Woodlee.

• The dance studio has been designated for the children’s play area.

• Path of the flag parade to be decided at a later date.

• Loose scheduling was discussed

• Division of labour as follows:

• Music and Performances - SJ

• Drinks - DS

• Flag Parade - EvG

• Raffle Baskets/Fundraising - SM

• Suppliers/Facilities - DS

• Play Area - DBB

• Food - DS/EvG

• Communications/Countdown - DS/EvG

• Spiritwear - DBB (t shirt and water bottles, possibly with a logo sticker for the bottles - tbc)

• Volunteers - SO/SM

• Ticket Sales - MS

• Miscellaneous - DS/PC

Any other Business:

• The International Fair charity donation was discussed to ensure that any charity we donate to is aligned with the objectives of the ACS Egham PSO charity.  The suggestion was to continue to support the Runnymede Food Bank, as ACS Egham has a long running connection with this local, UK registered charity.  Vote was unanimous in support.

Meeting ended at 12 noon.

ACS Egham PSO Board Meeting 2023-2024

7th February 2024

Minutes & Action Points 

Attendees:   Darren Solomon (DS), Sabine Jung (SJ), Ema Popaya (EP), Mariann Szalkai (MS), Sally O’Brien (SO), Elske van Gils (EvG), Swathy Mahasenan (SM), Pelin Cukurova (PC), Denise Bijleveld-Bettings (DBB)

Apologies: Mark Wilson (MW)

________________________________________________________________

Meeting started at 8.45am

• DS Welcomed the Board to the meeting.

Ema Popaya

• The Middle School Student Council have chosen the charity to raise fund for.  EP asked if the PSO had funds available to provide popcorn and lemonade to the planned fundraisers.  MS confirmed that there is.

• EP asked if there was a possibility of a Student Council charity stand at the International Fair (IF).  DS wants this to be run by the students with a member of staff supervising.  EP to keep DS up to date with logistics.

Elske van Gils

• EvG updated the Board on how we will communicate school events going forward.  All information needs to be submitted by school to their newsletter first and then the PSO will use that information to communicate with the wider community.  This is to ensure that the PSO is circulating correct information.

• SJ suggested that school supply the information to the PSO prior to the newsletter being released to give the PSO time to circulate also.  EP to speak with Ms Mazaz to ask her to share the student council events with the PSO and staff.

• PSO Newsletter - this is to showcase what the PSO does.  EP asked the Board members to update her on things that they have worked on that benefit the community so she can include them.  There is no deadline for the first issue and the frequency is to be decided.  The first one would ideally be released after the February break.

• Lost and Found Booth - EvG would like to ask school to improve the storage in the Lost and Found room so that she could open a booth to be accessed from the window on Friday afternoons.  EvG will take ownership of this, DS wanted to think more about this as location for Lost and Found is still undecided.

• EvG would like to set up a treasure hunt for the IF that involves students searching for plaques on items that have been donated by the PSO.  This raised the question of seating at the amphitheatre.  DS to check on the status of this.

Denise Bettings-Bijleveld

• Item discussed with MS and question answered.

Mariann Szalkai

• Teachers Wishlist - MS wished to discuss adding funds to the Teacher’s Wishlist fund from the Parent Speaker fund.  It was decided that the Parent Speaker fund would be renamed as Parent Speaker/Wishlist to enable some flexibility of use.

• The service budget is currently untouched.  EP is encouraged to use this.

• Dinner expense was dealt with.

• Social event - DS updated the Board with plans for the next community social event which was a movie night at the Everyman Theatre on 15th March.  There would be drinks and food.  DS would like to use Parentpay for ticket purchase if possible.  Will discuss with EP.

Swathy Mahasenan

• Discussion around recruitment of Country Reps for the IF.  Some countries are underrepresented.  Admissions to assist with reaching out to families.

• Country Representative meeting to be held on 21st February straight after drop off.  DS to speak with Nicki regarding the Event Planner for this.  

International Fair - 27th April 2024

• The Board discussed set up in Woodlee and raised questions regarding flooring and cost of car parking (£10 per car).

• Message to send out on Friday is to include Save the Dates for the IF, and the Movie Night, the IF Logo Competition (8th March cutoff, if not enough entries, possibly extend to 15th March), and a “enjoy the holiday” message from the PSO.

• DBB to look into the viability of water bottles for the IF.  These need to be good quality and a % of the sale could support the Middle School Student Council charity.  This requires investigation and further discussion.

• IF Raffle Baskets - some grades are to be combined where the cohort is smaller.  SJ will obtain class numbers.  There will be a Grade Parent meeting after the coffee morning on the 23rd February to discuss this.

Meeting ended at 11.05am

ACS Egham PSO Board Meeting 2023-2024

18th January 2024

Minutes & Action Points 

Attendees:   Darren Solomon (DS), Sabine Jung (SJ), Ema Popaya (EP), Mariann Szalkai (MS), Elske van Gils (EvG), Swathy Mahasenan (SM), Pelin Cukurova (PC), Denise Bijleveld-Bettings (DBB)

Apologies: Sally O’Brien (SO) - minutes taken by Darren Solomon

________________________________________________________________

Commenced at 8.45am

• Facilities team joined the PSO Board for a small celebration for J. in Facilities and his 35 years with ACS Egham.  Cake and coffee and lots of laughs.  J. was surprised and seemed very touched.  HoS and NB joined.  

• Meeting moved to Admissions Office following the event.  

Donations from New Families

• SM reiterated her desire to find out whether or not the school would have an issue with new families being offered an opportunity to make a small contribution to the PSO.  The information would be part of the Welcome Package and by no means compulsory.  Discussed Parent Pay options to accept the donations and all seemed to think that was a good way to handle it.  

• Darren to discuss this with HoS to see how the school would feel about it.  

Country Reps List 

• Some work to be done to make sure  the Country Representative list is up to date and that we have representation for the entire community.  New families from new places.  Portugal and South Africa were discussed specifically as under represented.  

• The International Fair will continue to be an excellent opportunity for the school to come together and celebrate all of the countries that make up the wonderful diverse community that we are part of.  

Meetings…Wednesdays…

• Discussion about generally moving our meetings to Wednesdays to be more accommodating to Board Members.  Voted and passed to try to accommodate.  DS will update the calendar and work with NB on locations.  

Tri/Quad PSO Meeting on 31 January 2024

• Discussed what we’d like to add to the agenda for the meeting with the other PSO groups on 31 January.  

• Communications 

• Enrollment - Perhaps a deeper understanding of the motivations, capacity, capabilities, etc.  

• Budgets.  Where their money comes from and where it goes?  

• School’s donation to PSO at other ACS schools.  Any parent contributions directly?  

• Their Spirit Wear / Sports Kits process.  Expenses.  Suppliers.  Etc.  

Newsletter 

• Board voted to reinstate a Monthly Newsletter to be distributed through all available channels to the community after agreeing that the community needs to see and hear about what we are doing on a regular and ongoing basis.  EvG and DS to discuss and produce the first issue.

Liaisons Chair

• Discussed that the Grade Liaisons would be well-served to have some sort of single point of management.  While they are the responsibility of the Lower/Middle/High School Principals, a leader amongst them would be a good idea.  

• Also suggested that we recommend the school begin that process more quickly so that these positions are filled before the school year begins if possible.  

Student Council 

• Discussed the charity options and some of the confusion surrounding the “match” from the PSO and the big charity donation from the proceeds of the International Fair.  Agreed to pay directly to the two charities already serviced by the Council this year, but doing so directly to the charities.  Discussed the third charity for student council, but this did not meet the charity requirements.  Final decision on the benefactor for the International Fair charity event is a PSO Board decision.

ACS Egham PSO Board Meeting 2023-2024

(2 November 2023) Minutes & Action Points 

Attendees:   Mark Wilson (MW), Darren Solomon (DS), Sabine Jung (SJ), Ema Popaya (EP), Mariann Szalkai (MS), Sally O’Brien (SO), Elske van Gils (EvG), Swathy Mahasenan (SM), Pelin Cukurova (PC), Denise Bijleveld-Bettings (DBB)

Apologies: Swathy Mahasenan (SM)

________________________________________________________________

Meeting started at 8.45

WELCOME/HEAD OF SCHOOL

• Boo’t to Boo’t was a great success with a wonderful atmosphere.  The Board was shown a short video that will be shared with the wider community.

• The two week October break has proved popular with staff - many have reported feeling refreshed.  This is a two year trial for wellbeing to cover the long winter term.  MW is looking for informal feedback.

• The Project Nepal initiative is coming up to its 10 year anniversary and instead of the usual black tie dinner, school is looking to host a summer garden party.

• End of term half day was discussed.  MW asked for the Snack Shop to be open and that the PSO members congregate in that area.  Normally there is a whole school assembly and this year there will be a staff Christmas lunch after in the dining hall.  The PSO may be called upon to help if needed.  This is 15th December.

• More parents are starting to come in and use The Hub.

• The IB/NEASC accreditation inspectors will be on campus w/c 4th December, and the school is due for an ISI visit.

• MW was asked if it would be possible to have the school buses branded with “ACS Egham”.  He will look into this.

• EvG was concerned about communications from school - many parents do not feel like they know what is happening on campus.  MW asked the PSO if they have any suggestions to improve.  The Board will take this away to discuss.

DARREN SOLOMON (Chair and Snack Shop)

• DS has been approached to create a PSO Board bio by ACS Egham Life Magazine.  He has asked the Board to each send him two or three sentences about themselves. 

• Boo’t to Boo’t went well but was difficult being so close to the return from October break.  Maybe it needs to be held before the break next time.  School is talking about holding Guy Fawkes celebrations so maybe these can be combined.

• The General Meeting is to be held on the 30th November and DS is looking for suggestions as to how to make the event more attractive to the wider community.  The Board is to send suggestions to DS.

• How do we become more visible to the wider community and increase parent participation?  Weekly informal coffees in The Hub was suggested, alongside sign up sheets for anyone who wants to be contacted for volunteer opportunities.

• DS asked for feedback on the idea of having area reps.  There was a discussion around viability and it was agreed that maybe organising an event in a location away from school would test this.

• DS reminded everyone that DBS checks needed to be completed.

• The coffee machine has been installed in the Snack Shop and at the moment staff are using around 10 cups per day.  The Snack Shop door is now to be locked when not in use.

• DS asked EvG to reach out to Jamie Johnston for information on the upcoming Jags Night in order to promote it to the community.

• Staff Appreciation day is on 6th December and DS asked for feedback on the idea of having Afternoon Tea served to the staff (potentially by LS students if this is viable).  Numbers attending need to be established before we can decide whether this is to be an internally or externally catered event.

MARIANN SZALKAI (Treasurer)

• Mariann ran through the financial reports.

• EvG to advertise Stikins again as a source of revenue for PSO.

• £3,000 - £4,000 needs to be raised to keep up with budgeted expenditure.

• There needs to be a discussion around PSO funding going forward with MW.

EMA POPAYA (Services)

• HS student council have chosen the charity they wish to support.  EP to meet with Mark Loiterton to discuss further.

• The G11 Winter Ball was discussed with regards to the use of a generous donation.

• Discussion around the fashion event that EP is organising to support Project Nepal.

DENISE BIJLEVELD-BETTINGS (Spiritwear)

• General discussion around Spiritwear including whether we include holiday gifts as an option.  Adding “London, England” to the spiritwear is a possibility.

• DS suggested we also add T-shirts with “IB…” on the front.

ACS Egham PSO Board Meeting 2023-2024 

(31 August 2023) Minutes & Action Points 

Attendees: Mark Wilson (MW), Darren Solomon (DS), Sabine Jung(SJ), Ema Popaya (EP), Mariann Szalkai (MS), Sally O’Brien (SO), Elske Van Gils (EVG), Swathy Mahasenan (SM), Pelin Cukurova (PC), Denise Bijleveld-Bettings (DBB) 

Liaisons: N/A 

Apologies: Ema Popaya, Denise Bijleveld-Bettings 

________________________________________________________________ 

Meeting started at 8.45 

WELCOME/HEAD OF SCHOOL 

● MW welcomed the new Board and thanked them for volunteering their time. He emphasised that the role of the PSO is to help to create community and engagement and that the Board should enjoy this time and have fun. 

● MW reiterated that the Board need not get involved in issues within the school community, and should issues arise, they should be directed to the school. He assured the Board of his continuing support should they need it. 

● EVG asked MW if a site could be found for the Wecycle initiative. ACTION: MW to look into this and will report back to the Board. 

● MW talked about how the school numbers are shaping up. High school continues to grow and middle school numbers remain stable. School is looking to attract more local families and is trying to reach out further via social media. The school website would benefit from a clearer explanation of the benefits of the IB education. 

MW exited the meeting. 

LIAISON UPDATE 

● Liaisons were not in attendance.

TREASURER 

● MS ran through the 2022-2023 Financial Report. 

● Snack Shop and International Fair made good profit. 

● Student Council did not use the funds allocated to them. 

● Wall art is being installed in reception on 1st September 2023. 

● EVG suggested plaques are installed next to projects supported by the PSO so as to demonstrate to the wider community what we are all able to achieve together. ACTION: EVG will liaise with Amba Shirfield regarding the design of the plaque. 

● Balance payment for the amphitheatre to be paid. 

● Amount allocated to funding speakers for the AGM. Needs to be more discussion around what parents would be interested to hear. ACTION: to be discussed with Grade parents at the upcoming meeting. 

● MS asked EVG to create a folder on the PSO website for the Annual Reports. 

● School contribution to the PSO will remain the same for 2023-2024 and the structure of the budget will remain the same. 

● MS presented the 2023-2024 budget to the Board. 

● The budget is conservative, but there is hope that funds will increase as the Snack Shop is now able to open on Fridays. However, parent volunteers are needed. 

● Discussion on increasing Snack Shop opportunities, for example, mobile capabilities for during exam time and outdoor sports fixtures. 

● We need to ensure that all divisions of school make full use of the funds allocated on the Wish List. 

● DS asked if there were funds available to purchase samples of Spiritwear to enable staff to ascertain sizes. This led to further discussion of how feasible it is to hold more samples. ACTION: DS, EVG and DBB to discuss. 

● EVG asked if there could be flexibility in the Communications budget for plaques and subscriptions. This can be allocated if needed. 

● MS asked the Board if they wished to maintain the financial reserve at £17,000 for the coming year. After discussions, it was decided to reduce the financial reserve to £15,000, to release additional funds to serve the ACS community. MS asked the board to vote and this was approved. 

● MS asked the board to vote for approval of the budget. This was also approved.

TRANSITIONS 

● SM received much positive feedback after the welcome coffee. Would the event have benefited from a photographer? Discussion around image permission. 

● EVG requested a list of new parents to add to the PSO Facebook Group. 

● SM made contact with new parents to invite them to be included in PSO communications. 

● SM mentioned that Grade parents and country reps need to be sorted before summer break - communications need to go out in May to be ready for the new starters. 

BBQ 

● Catering - 350 people to budget for, but that number can be flexible for now. Food includes: burger, chicken, vegan option. £6.50 budget per head for catered food. Also additionally cookies, water and lemon squash. The Snack Shop will be set up, popcorn machine, tea and coffee. 

● Entertainment - bouncy castle/slide - SM looking into an option where the cost includes supervision. There will be a soft play area near Woodlee. 

● Soccer golf - students to man the holes. 

● Families will be encouraged to bring footballs, frisbees etc from home to play with, but DS proposed purchasing a bag of PSO outdoor equipment (balls, frisbees etc). 

● Lower school basketball coach - will run 2 organised sessions. Timetable of events needed. 

● PC mentioned parents were asking if the BBQ was for new parents only. We need to remind parents that it is for the whole community. 

● Tables - Vox Mundi, Development, Culinary Club, Lost and Found, Wecycle, Spiritwear/snack shop, Parents sports. 

● DS explained that we need to emphasise to parents the need for volunteers to make the event possible. 

● DS asked if the Board wanted to wear a PSO t-shirt or hoody. Feedback was positive from the Board. 

● Final details will be worked on as the event draws closer - Jaguar Mascot costume, first aid table etc.

PROCEDURES 

● MS explained the procedure of filling out expense forms for reimbursement. 

      ● SO to run through procedures for reporting, minutes etc at the next BM 

ANY OTHER BUSINESS 

N/A 

MEETING TERMINATED AT 12.00

ACS Egham PSO Outgoing Board Meeting 2023

8 June, 2023 Minutes

Attendees:  Mark Wilson (PT), Darren Solomon, Ema Popaya, Fabriene Prudencio (PT), Karla Gruber (PT), Leila Gregorio(PT), Mariann Szalkai, Marny Bealer (PT), Sabine Jung, Toni Pilgrim (PT), Elske van Gils, Swathy Mahasenan

Apologies: Dorinda Ferguson, Andrew Cordery

___________________________________________________________________________________________

Outgoing meeting started at 8:45am  

CHAIR 

• New board members should be communicated (Facebook, website) to the school community. Staff to receive an email from the new Chair

• Faby prepared files on shared drive with information available for the new chair

• Highlighted that new board members should contact her whenever support is required

• Recommended new board members to start the DBS process

• Informed that the staff luncheon (on June 16th) has been organised. New board members will coordinate the activities on the day of the event. 

SECRETARY

• Will prepare a file for the new Chair with emails and password for all outgoing board members

• Will have a handover meeting with the new Chair, Treasurer and Arts Coordinator to share all files, procedures and secretary activities. On the same day, she will help them with the Charity Commission website update.  

TREASURER

• Informed that the check for the Runnymede Food Bank will be signed by the current signatories (Faby and Leila) as the process to update signatories will take some time

• Requested the update of ACS Egham PSO bank account’s signatories

• The PSO board members approved the update of signatories of ACS Egham PSO bank account. Previous board members who have stepped down from the board (Fabriene Prudencio and Leila Gregorio) will be removed as signatories and standing board members (Darren Soloman and Sabine Jung) will be added as signatories according to their role.

 Meeting adjourned at  9:25am 

ACS Egham PSO Annual General Meeting 2023

Mansion (ARM) - 30 May, 2023 - Minutes

Board Members in attendance - 9

PSO Members - 12

Apologies - Dorinda Ferguson, Ema Popaya

*****************************************

Meeting started at 8:45am

HEAD OF SCHOOL

Mark Wilson welcomed everyone and thanked the PSO for the hard work and great events

during 2022/23.

PRESIDENT

Fabriene Prudencio shared the objectives and requirements of the Annual General Meeting and

the Minutes from the 2022 AGM were approved ( 2022 AGM minutes 3May2022.pdf ).

Fabriene communicated that 8 members will be stepping down from the PSO Board: Fabriene

Prudencio (President), Leila Gregorio (VP), Karla Gruber (Secretary), Toni Pilgrim (Social

Coordinator), Marny Bealer (Service Coordinator), Dorinda Ferguson (Welcome and Transitions

Coordinator) and Andrew Cordery (Sports Coordinator).

She informed that 4 members nominated themselves to continue as board members in their

current roles or in a different one: Darren Soloman, Mariann Szalkai, Sabine Jung and Ema

Popaya.

Two members of the community were nominated by Darren Solomon to join the board: Elske

van Gils and Swathy Mahasenan.

The new board members were elected as follows:

● Darren Soloman - President

● Mariann Szalkai - Treasurer

● Sabine Jung - Arts Coordinator

● Ema Popaya - Service Coordinator

● Elske van Gils - Communications Coordinator

● Swathy Mahasenan - Welcome and Transitions Coordinator

Fabriene Prudencio will act as Welcome Ambassador supporting new families joining the school

during the Summer 2023, as agreed with the Head of the School. She will be jointly working with

Swathy to guarantee a smooth transition.

Andrew Cordery will be supporting the board on matters related to Sports, but not as a board

member.

2022/23 ACTIVITIES AND FINANCIALS

Fabriene shared the main activities performed by the PSO during the year, highlighting the

reopening of the Snack Shop and the buzz it brought to the students and the entire community.

Also the success of the International Fair 2023, which raised £ 3.9k for the Runnymede Food

Bank, was emphasized. The general membership was encouraged to propose new arts initiatives

to be presented and held at school, as well as additional activities that could take advantage of

the school's sports facilities, such as the Bubble for tennis practice.

The year to date PSO accounts were presented by Mariann.

The link to the full presentation can be found here ( AGM V1 30-05-23.pptx.pdf )

TREASURER

Mariann informed that the 2021/22 Financial Report had been approved by the PSO Board in

September/ 2022. Access ( ACS Egham PSO Detailed Annual Financial Report 2021-22.pdf ) .

The full Annual Report 2021/2022 is available on the PSO website, as well as attached here

ACS Egham PSO Annual Report 2021-2022.pdf

GENERAL BUSINESS

Number of enrolments was enquired - There are currently 505 students enrolled at ACS Egham.

This number was close to 650 students a few years ago. Many reasons could explain the

reduction, such as the cost of living increase in the UK, Brexit. Many families are currently self

paying for the school given that many companies are no longer as generous with their expat

packages.

Meeting adjourned at 10:00am

ACS Egham PSO Board Meeting 2023

30 March, 2023 Minutes & Action Points 

Attendees:  Mark Wilson (PT), Andrew Cordery, Darren Solomon, Ema Popaya, Fabriene Prudencio, Karla Gruber, Leila Gregorio, Marny Bealer, Sabine Jung, Toni Pilgrim

Liaisons: Erica Siri, Julia Michel (PT)

Apologies: Dorinda Ferguson, Mariann Szalkai, Funke Martins

___________________________________________________________________________________________

Meeting started at 8:45am  

HEAD OF SCHOOL

• Mark answered board questions about the number of staff leaving school at the end of this academic year. Staff in very key positions are leaving the school, such as the MYP, DP, and CP Coordinators, and one of the Career Counsellors. The number is not higher than expected and is in line with other schools in the UK. The UK cost of living has prompted some teachers/ other staff to move out of the country. Also many had postponed their move because of the pandemic and are now ready to make the move. 

• Destination Imagination UK was a fantastic day.

• Grade 12 students are getting ready for their IB exams, MW discussed his desire to have a more active Alumni programme, where ex-students would come back to school to share their experiences with current students, but also to maintain the connection with the school. PSO members mentioned that the International Fair would be a great opportunity for this, as often ex-students join the event.

• Andrew asked for Mark’s support on the marquis rental for the International Fair. Andrew had previously met with the school's facilities team and it was agreed that the PSO and the school would be sharing the setting up costs of the marquis, as this would also be used by the school during the cafeteria refurbishment process. The set up cost is £ 2500 and rental cost is £ 500 per week. Andrew was later informed that the refurbishment had been postponed and the school would not need the marquis. Mark will discuss internally alternatives to support the PSO with the marquis rental.   

INTERNATIONAL FAIR

• Performances - Sabine informed she has already contacted Mr. Goodall about the stage and AV for the event. She will confirm if he needs volunteers to help with the set up. 

• Drinks - Visitors will be encouraged to bring their own water bottle to the event. Darren will sell soft drinks next to a water station and visitors will be reminded to refill their bottles. He will check if the PSO has enough cups to be used during the fair. Coffee and tea will be provided by ACS Catering and will be free of charge during the event. 

• Flag Parade - Faby will check if any flags should be purchased. Three volunteers will be needed to support the parade. Marny will look for volunteers.

•  FundRaising / Charity - Mark will talk to the student council leaders and confirm which charities will be supported

• Raffle - Leila informed that there are restrictions imposed by the Gambling Commission in the UK with regards to selling raffle tickets in advance. Tickets will only be sold on the day of the event. A  large number of enthusiastic volunteers will be needed to sell the raffles. Visitors will be encouraged to bring cash. No credit card will be accepted to pay for the raffle tickets. Board members were asked to bring wrapped and decorated empty shoe boxes (total of 10) to be used for the raffles.

• Attractions for small kids - the offering of paid games with guaranteed prizes, such as fishing, was discussed. The income from the games would pay for the prizes. Any extra revenue would go straight to the Charity. Inflatable Slides and Face Painting will be free of charge for the little kids. Other games, such as basketball hoops, were discussed. Marny will ask the student councils for volunteers to coordinate these games     

• Zettle machine - Darren will evaluate the possibility to connect the zettle machines with a SIM card. Zettle  will be used for drinks, spirit wear and parking tickets.

• Car Parking - Tickets will cost £ 10 per car. Staff entrance will be free of charge. Volunteers will be needed to sell parking tickets in advance (Monday to Friday) in the week prior to the event, during pick-up time. Toni will print and laminate cards to identify Country Representatives’ cars. Each country will have one free car parking. Faby asked board members to think of ideas for proof of car park payment, such as lanyards. During last year's event, many people lost their small car park tickets.

• Guest Tables - we will not be inviting guests, such as AWBS and Phoenix, to have a table at the International Fair, considering the scope of this event. They will continue being invited to join the Welcome events, such as  the Barbecue at the beginning of the academic year. Faby will properly communicate with them. Student lead initiatives will be welcome. Marny will communicate this to the school principals. 

• Communication - we will be focusing on countdown communication and reminders for the visitors to bring cash.

• Spiritwear - we should have started the logo competition much earlier. Now, we may not have time to print the winning logo on items to be sold during the event. Ema will inform the due date for the logo submission and prizes. She will ask the school principals for help to communicate the competition. We will have the best seller hoodies  (navy, beige, extra large and large sizes) available for sale during the event.  At least 20 items in total. Items not sold during the International Fair will be on display at the Snack Shop for sale on school days. Students will be invited to work as volunteers selling spiritwear.

• Set-up and Flag Parade Volunteers - Marny will ask people supporting the set-up to arrive by 10:30am. Those helping the flag parade should be available at 11:30am. 

• Snack Shop - Will be open from 12:30pm. Darren asked for 2 volunteers to support the sales at the snack shop. 

SLATE - OPEN PSO BOARD ROLES

• Faby will write a draft of the slate to be also validated by Karla and Leila. The slate will show all board positions, highlighting the ones with current members interested (Chair, Treasurer, Sports, Service).

TREASURER - OPEN ACTIONS 

• Karla received the box with float money from Marny and will transfer it to Mariann after the spring break

• Faby to review the 2021/22 Annual Report slides prepared by Karla, and will prepare Slide 4, highlighting Other Activities performed by the PSO  

( PSO annual report 2021-2022 draft.pptx)

• Leila needs to provide the remaining invoices related to the teachers’ wishlist gifts to Mariann, as well as evidence that the gifts were delivered (emails, photos). 

Close of meeting at 11:50am

ACS Egham PSO Board Meeting 2023

2 March, 2023 Minutes & Action Points 

Attendees:  Mark Wilson (PT), Andrew Cordery, Darren Solomon, Fabriene Prudencio, Karla Gruber, Leila Gregorio, Mariann Szalkai, Marny Bealer, Sabine Jung, Toni Pilgrim

Liaisons: Erica Siri, Elske van Gils (PT)

Guest Speaker: Jane Quelch  

Apologies: Dorinda Ferguson, Ema Popaya, Funke Martins

___________________________________________________________________________________________

Meeting started at 8:45am  

HEAD OF SCHOOL

• Mark mentioned that it is exam season

• School surveys - number of responses from parents was good, but not so good from staff. This was probably because there were also other recent surveys, such as the accreditation ones

• Weekly pulse survey with kids is in its third week now. This is an opportunity for the kids to mention if they are feeling great, ok, not so good, while also giving gratitude to others  

IB Career Programme - Jane Quelch

• ACS Egham is offering the IBCP Business as an alternative to the IBDP for students in years 11 and 12 

• School is looking for organisations and individuals to work together in the programme. Organisations where students could go once a week or fortnightly to participate in real projects and/or leadership shadow programmes

• School is asking the PSO to reach out to colleagues working for organisations which could be interested in supporting this programme

CHAIR REPORT

• Faby asked for members' opinions about gifting school staff. It was agreed that the PSO may not be able to identify/ recognise all important events related to the school staff. Retiring long term workers at school will be gifted. President / VP will add £200 to their annual budget for gifts to retiring staff (2 people x £100 per year)

• Parents have raised concerns about kids’ behaviour on students’ whatsapp groups. Faby will look for an outside speaker on social media to make a presentation to the families (recorded zoom session preferred)   

• School will host the event Destination Imagination on Saturday, 18th March and asked for the Snack Shop to be open on that day. Darren will announce this online to get volunteers for the event

• Low participation of parents during Sports events was discussed. The board members understand that merging 2 board positions (Sports Coordinator and Snack Shop Coordinator) will benefit communication with the school PE department. Plan is for the PSO and PE department to work together on bringing parents to the sports events

• Faby asked all board members to review their own Roles and Responsibilities. Karla will share the file, which will be an important tool during the handover process to the new board members. All proposed changes will be voted during a future PSO board meeting    

INTERNATIONAL FAIR

• Fair will take place on Saturday, May 13th from 12:30pm to 4:30pm

• Flag Parade to start at 1:00pm

• Bands and Choir will probably start playing at 2:00pm

• Faby will create a google form with activities for each board member. Please keep the file updated with status of each activity 

• Faby will e-mail Country Reps to coordinate a first zoom call meeting

• Darren will buy beverage, napkins and other supplies for the Fair

• Sabine will talk to Irina Walters to understand which bands will be able to perform and will build a presentation timetable

• Sabine to check with the Lower School if they also want to present during the Fair

• Sabine will also to talk to Mr Goodall about AV and instruments setup

• Andrew will be responsible for hiring the marquis and chafing dishes

• Dorinda to evaluate activities for small kids, such as Face Painting, Bracelet Building, Inflatables (check insurance)

• Faby will work on the event risk assessment

• Marny will coordinate the volunteers, including First Aid. Marny will also  talk to Mark Wilson to get his perspective on the number of charities to be supported (full resources going to just one charity?)

• Leila will be in charge of the raffles. Board members and liaisons understand that it is easier if we define themes for each Grade Parent to work on their baskets

• It was discussed and agreed by board members and liaisons that we should put a cap to the value of each basket. Once cap is achieved, excess money should be donated to the charity

• Car Park and Raffles pre sales during school pick up time. 2 volunteers each day to sell the tickets (google form to be created). Car park tickets can be paid via zettle machine. Raffles to be paid cash only

• Darren to communicate “save the date” to the school community

• Ema and Karla to work on the logo competition

VP - Teachers Wish List

• All gifts were already delivered to the teachers, except for the torso, which was already ordered and will be delivered later by the provider

• Leila to send invoices to Mariann

• Arrange pictures of teachers with their gifts

Treasurer 

• Mariann asked Faby to review the 2021/22 Annual Report already filled in by Karla and also to add her own topics to the report

• Mariann asked for the members approval of £ 200 to buy a map, as suggested by the Multicultural coordinator. The map will be fixed at the school reception, highlighting origins of all families at school. Approved

Close of meeting at 11:20am

ACS Egham PSO Board Meeting 

19 January 2023 

Minutes & Action Points 

Attendees: Mark Wilson (PT), Darren Solomon, Andrew Cordery, Ema Popaya, Fabriene Prudencio, Leila Gregorio, Mariann Szalkai, Marny Bealer, Sabine Jung, Toni Pilgrim, Funke Martins

Liaisons: Kate Griffith, Julia Michel, Elske Van Gils

Apologies: Dorinda Ferguson, Karla Gruber 

Meeting started at 8:45am 

HEAD OF SCHOOL 

• Back to school off to a good start

• Careers Path event on 18/Jan had low turnout

• Gemma Quintanilla, DP Business teacher, was highlighted as pioneering ACS Egham as the first school in the UK to participate in the BCG venture - Business in Schools. 

• Jason Zettler, an I&S teacher, was also published on the amazing work he does on Big Dig.

• Need to improve communications about our accomplishments (students and staff); more dynamic use of social media. JJ is actively working on this front. 

• Email went out asking parents for support in growing business contacts for the IBCP Pathway. Kate Griffith noted that the email could have been better outlined, with focused needs. It looked like the school was asking for a lot and came across as overwhelming. Companies may feel inhibited to take on that level of commitment,

• Sports is up and running the first week back. We use ISSA via seasons, but the UK does all year round sports. Our numbers are small so we can’t compete in all sporting events and some of the timing of events don’t match up with our calendar. We could, however, improve our participation in smaller sports. We certainly have talent to send individuals to sport, art competitions, debate competitions, for example. We also need to tap into these opportunities for LS students.

• MW launched his vision for the school to staff before holiday. He would like a parent event or series of events. How do we maximize the effort and work together to get there? The PSO Board thinks they are well positioned to be involved in this effort. Fabriene will wait for MW to contact her to discuss further.

• Co-Curricular Activities program will launch the second week after Feb break. Two challenges: new sports centre manager, Gary Ross, who has not been able to start yet, and Ryan Barnett is still testing the online platform for the CCA, mainly, the front facing parent interface.

• An important development will be helping parents to better understand the role of assessments. Mark mentioned the need to change the culture of grades as not being all high stakes. Elske raised the point that how we recognise student achievement is focused on grades, when there are many other ways to recognise students' hard work.

• MW wasn’t aware we have an Awards Ceremony in which students are recognised based on grades. Fabriene highlighted there are also awards for effort, leadership, etc. Learning should be about formative assessments just as much as summatives. 

• Important discussion about how UK universities only look at the final result/grades.  Marny Bealer mentioned for US students they look at transcripts, so these need to be accurate,  but that they reflect the best of the student, and their academic journey. MW confirmed we have strong relationships with universities but agrees that we need to have counselors that understand the difference in the university admissions process between US and UK, and rest of Europe

Chair

• Faby asked Board members to begin identifying parents to join the Board next year. We have several current members stepping down. 

VP

• Leila detailed teacher wish list items and the Board approved all purchases, except the Lower School requests. Fabriene will purchase all items. Treasurer, Mariann Szalkai, will transfer the exact amount to FPs account and she will provide proof of purchase via invoices for PSO records. Prices may vary from the amount indicated in the forms, due to small increases and/or availability. Since the actual items requested by LS are too expensive, the Board agreed to allocate the balance of budget for teacher wish list to LS for smaller items.

The approved items to be purchased are:

1. XL Beanbag chair orange water resistant for indoor and Outdoor from Amazon.co.uk, requested by Kirsten Collins for Lang and Lit department.

2. 3B Scientific African Torso Dual Sex 24 Part + free anatomy software - 3B Smart Anatomy from Amazon.co.uk, requested by Ian Kaul for the Science department (biology).

3. Portable Green Screen from Amazon.co.uk,, requested by Derek Wiggins for the Design department.

4. Dremel accessory kit (x2); Dremel large kit (x2); dremel lite kit (x2); pyro kits (x5), all from Amazon.co.uk, requested by Mike Goodall, for the Design department.

Snack Shop

• Doing well with an amazing group of volunteers and support from Darren Solomon and other Board members. The discussion around limited opening of snack shop on weekend events came up again. Perhaps we could do a trial with select items. Darren and Andrew will discuss with Jamie Johnson.

Sports

• Andrew Cordery updated the Board on the tennis programme. After stalling for so long it seems it will finally take off in the Spring.  It was suggested that we invite JJ to our next meeting. Fabriene asked if there was potential to introduce a yoga class and will put possible instructors (parent community) who were interested in touch with Andrew. Men’s group is growing as well.

Service

• Marny is struggling to get feedback from the student councils regarding the charities that each division would like to support.  This challenge has been on-going for a few years. Perhaps another meeting to identify the types of charities we would like to support as a community is timely now that we have a new HoS. Faby and Marny will schedule to meet with MW.

Arts

• Sabine Jung would like to create a buzz for the HS Performance by selling snacks and spirit wear (perhaps a raffle). She will reach out to Ema and Darren to coordinate.

Close of meeting at 11:45AM

ACS Egham PSO Board Meeting 

03 November, 2022 Minutes & Action Points 

Attendees: Mark Wilson (PT), Daren Solomon, Dorinda Ferguson, Ema Popaya (PT), Fabriene Prudencio, Karla Gruber, Leila Gregorio, Mariann Szalkai, Marny Bealer, Sabine Jung (PT), Toni Pilgrim 

Liaisons: Kate Griffith (PT) 

Apologies: Andrew Cordery, Funke Martins 

Meeting started at 8:45am 

HEAD OF SCHOOL 

● Mark Wilson highlighted the many successful activities on and off campus during the previous months. He also thanked the PSO for the recent events, such as the 

Welcome Barbecue and Boo’t to Boo’t 

● Appointment of new Marketing manager - Josh Jedrzejczyk will be dedicated to ACS Egham. One of his responsibilities will be the improvement of communication 

          internally. The PSO will invite JJ to join one of the upcoming board meetings to discuss areas to work together 

● New after school activities are being planned. Parents are being consulted. Liaisons and PSO President will join the discussions. A “soft launch” of new activities is 

    expected after the February break, while full implementation should happen in the new school year 

● As per previous PSO consultation, Mark commented that the school does not have a detention policy. He will lead further discussions with the PE Department in respect 

    to the complaints of parents about detention used for students not wearing the PE kit 

● Mark reinforced his expectation to have “whole school events” instead of isolated events (LS, MS and HS). Student Councils will be encouraged to think of initiatives 

    affecting the whole school 

● All PSO events to be registered on photos to be sent to JJ for the Jaguar Jamboree weekly video 

CHAIR REPORT 

● Student Council Budgets - HS and MS Student Councils were not aware that they receive annual funds (GBP 1500 each) from school. Marny to suggest they use these 

    funds first, before requesting/using additional funds from the PSO 

● Faby will check with previous PSO Chair and Jane Quelch how the Christmas Party raffle for staff worked in the past, before they were interrupted due to covid

● National Holidays - Multicultural coordinator to generate a calendar with important dates for each country to be posted on the PSO Facebook page. Also a description

    with details of religious and non-religious holidays should be added 

● Staff appreciation possibilities were discussed. Board members were asked to share new ideas of appreciation 

VP

● Snack Shop - Leila is currently supporting the re-opening of the Snack Shop with the support of several members of the PSO board and other parents. Parents will volunteer to work in the Snack Shop during sports after school (slots from 3:00 to 4:30pm). Darren will coordinate the list of volunteers via Google Forms. Dorinda will support with shopping supplies. Mariann will coordinate the money 

● Teacher wish list - the initiative was approved by the Head of the School. The tool (Google Form) to capture teachers’ requests is up and running. Deadline for teachers to present their request is Dec 2nd and the PSO will make the decisions during the board meeting on Jan 12th 

SERVICE 

● Marny is looking for photos of events the PSO has supported. She will contact Ms Aline Bernard, who might have access to the photos used in the School Year Book. 

SPIRIT WEAR 

● Ema is supporting the Project Nepal Fashion Show and asked for more donations 

COMMUNICATIONS 

● Darren mentioned the improvements he is planning for the PSO website. Pictures of pets will be added 

● Darren will get the school sport matches’ results and will add them to the PSO website

ARTS 

● Sabine shared the successful attendance at the music concert at school. Music department appreciated the PSO support to communicate the event ● She will meet with the drama department and will issue a new communication asking for parent support 

● Sabine will check the possibility of LS to watch the school productions ● Clarify music clubs dates 

● O2 status 

TRANSITIONS 

● Next event will be a welcome coffee for new parents in Jan 2023 

SOCIAL 

● Westminster Abbey visit planned for the end of January 

● Toni will check possible events for kids and for parents at school during the World Cup 

● Possibility of hot chocolate for the kids during last week of school was discussed 

Close of meeting at 11:00am

ACS Egham PSO Board Meeting 2022 29 September, 2022 Minutes & Action Points 

Attendees: Andrew Cordery (PT), Daren Solomon, Dorinda Ferguson, Ema Popaya (PT), Fabriene Prudencio, Karla Gruber, Leila Gregorio, Mariann Szalkai, Marny Bealer, Sabine Jung, Toni Pilgrim 

Liaisons: Erica Siri, Kate Griffith (PT), Julia Michel (PT) 

Guest Speakers: Shaun Lord (PT) , Peter Waine (PT) , Richard Fernhead (PT) 

Apologies: Mark Wilson, Funke Martins 

___________________________________________________________________________________________ 

Meeting started at 8:45am 

SECURITY BRIEFING 

Shaun Lord (ACS Head of Security and Transport) and Peter Waine (ACS Egham Head of Security) introduced themselves to the board and provided important information about how the security team works, the partnership with the Surrey Police and with the neighbours. They also reinforced the importance of informing the security team in advance of any on campus events organised by the PSO. 

CHAIR REPORT 

● Student Council Budgets 

○ Faby confirmed that both MS and HS student councils receive GBP 1500 from school. No amount is received from school by the LS student council 

○ PSO allocated budget is GBP 200 for each student council, a total of GBP 600 

○ Possible re-allocation will be considered / discussed during the year. Should the total PSO budget be split between MS and HS student councils only (aligned 

with the school allocation)? 

● Detailed Files per PSO Coordinator on Shared Drive 

○ Faby asked all PSO members to keep detailed files on the shared drive, including all events / activities coordinated during the year. These files should be used as 

reference by other members in future events, especially after a member leaves the board 

● Slides for GM 

○ All Coordinators to prepare a slide to be used during the General Meeting 

   ○ Treasurer will require more slides to present the financial reports

● Winter holiday celebration 

○ The PSO would like to support the student councils on their winter celebrations 

○ Marny will check with student councils what their plans are ○ Faby will talk to AWBS about having a combined after hours event on campus, as previously   proposed by Linda Winter 

● PSO Communication not reaching school staff 

○ Faby shared her concern that not many staff members joined the Welcome Barbecue, which was an event for the entire ACS Egham community. The PSO will put extra attention on future communications to guarantee that the entire community is informed 

● All school calendar 

○ Faby informed that the PSO General Meeting date was moved to Oct 7th due to other school activities taking place on the original date ○ Divisional principals will be invited to present on the GM 

● Drama Performance 

○ The PSO board supports the Sweeney Todd play to be performed at school by students (age limit) 

● Detention 

○ Members reflected on the school’s detention policy, mainly related to the use of PE uniform 

○ PSO would like to hear Mark Wilson’s views on detention policy ACTION: Faby will talk to Mark Wilson 

PE Kit - Richard Fernhead 

● Richard informed the PSO that a new supplier for the PE Kit (better quality and better delivery time) is being evaluated. The PSO suggested he communicate this to all parents 

● Students must wear school’s kits during PE classes. Alternative sports clothes, such as plain navy or spirit wear, are not acceptable 

● Richard explained the procedure used by the PE department when a student is not wearing the PE kit 

○ Message should be sent from parent/ carer to PE Department ○ If a message from a parent is not received by school, then the student will get “a mark”. After “3 marks”, the student will get “detention” ○ He reinforced that the goal is to have students wearing proper kit, not to give detention to students 

SERVICE

● The PSO approved an additional GBP 2000 to be used as teacher grants. There is a specific PSO form/process for teachers requests. Marny and Faby will communicate teachers 

● No additional budget will be allocated for teacher projects. Budget for student councils (GBP 600) could be re-allocated during the year to fund such projects 

● The PSO agreed that the current budget approved for LS student council (GBP 200) will not be increased 

● Marny will contact the school principals to discuss the best way to promote the student grants so teachers and students know about them 

TREASURER 

● Mariann reinforced that slip for reimbursement is available on the PSO shared drive and should be used in case any members need to have expenses reimbursed 

● The ACS PSO Financial Annual Report 2021/22 was approved. The report is related to the period from 01/08/2021until 31/07/2022 and must be submitted in May’23 to the Charity Commission 

● Level of reserves was approved at GBP 17000, as well as the additional GBP 2000 Service budget for teacher grants, as detailed above. Mariann reinforced that, at this level of reserves, there is no space for overspend during the year 

● File PSO Final Budget 2022-2023 - Final Budget.pdf reflects 2021/22 Actual and Budget 2022/23 

● Mariann explained that the complete ACS Egham PSO Annual Report 2021/22 must be submitted by May 2023. This report must include the Financial Annual Report (2021/22 and 2022/23), the Organisation Report (2021/22 and 2022/23) the Public Benefit Report (2021/22 and 2022/23). Karla, Faby, Leila, Toni and Mariann will be involved in the preparation of such reports. Mariann shared a previous document (2019/20) as reference. 

● Annual Financial Report will also be available on the PSO website 

ACTIONS: Mariann to coordinate dates and responsibilities for the Annual Report submission. Mariann to make Annual Financial Report available on PSO website 

SOCIAL 

● PSO agreed that a disclaimer should be added to the events organised via Eventbrite, so that participants know that there is a surplus on the charges, which is re-invested on the PSO activities 

● Winchester event and bus already booked for 20 people 

● Social events will be communicated via Facebook, Grade Parents chat and PSO website at the same time 

● Boo’t to Boo’t event to include a pumpkin carving contest for MS students

SNACK SHOP 

● Current inventory must reflect items kept at Dorinda’s house after the barbecue and items returned to Costco 

● Short expiring inventory will be used donated to the Boo’t to Boo’t event ● A specific meeting should be booked in order to develop a plan for the Snack Shop 

SPIRIT WEAR 

● Marny will ask Student Councils their perspective on new Spirit Wear items and colours 

ARTS 

● Teacher requests (teacher grants) to follow PSO procedure/form ● Faby and Sabine will meet to discuss other ways to support the Arts Department 

SPORTS 

● Andrew will support the school’s Sports Department with the communications to parents related to practices and matches 

● Dad’s group kicked off with more than 20 participants 

OTHERS 

● PSO members will volunteer to organise the shed 

● New lock to be installed in the Snack Shop safe 

● Andrew will get the communication framework to be presented to Mark Wilson 

● Faby will follow up with Nicola Breslin on a date to meet with Mark and Liaisons regarding communication issues raised by parents 

● Faby will invite Hazel Kay (Marketing) and Gavin (Finance) to participate in the Quad PSO. Questions should be sent in advance to them 

Close of meeting at 12:25pm

ACS Egham PSO Board Meeting 2022 1 September, 2022 Minutes & Action Points 

Attendees: Mark Wilson (PT), Andrew Cordery, Dorinda Ferguson, Ema Popaya (PT), Fabriene Prudencio, Karla Gruber, Leila Gregorio, Marco Reategui (PT), Marianna Szalkai, Sabine Jung, Toni Pilgrim, Graeme Lawrie (PT), Jane Quelch (PT) 

Liaisons: Erica Siri, Kate Griffith, Jeff Sharpe, Susan Schroeder (PT), Babette van den Berg (PT) 

Apologies: Marny Bealer, Chantal Malta-Bey 

___________________________________________________________________________________________ 

Meeting started at 8:44am 

HEAD OF SCHOOL 

● Shared his positive perspective of first 2 weeks of school ○ Whole school assembly, emphasising the “one campus, one team” spirit 

○ Build the Jaguar spirit 

○ Team building activities on and off campus - Middle and High School 

○ New Jaguar Jamboree video 

● Number of students at the start of the school year 

○ Opened with 492 students 

● Improve communication between school and families 

○ How to make the communication system work? 

○ Currently too many e-mails sent to families. Schoology allows ON or OFF notifications only. Families are not able to choose 

notifications they want to receive 

○ HOS newsletters / videos will contain the links to all other communications to guarantee families will be able to access all available information 

○ Hazel Kay will replace the previous marketing person in charge of the three ACS schools. She will be supporting ACS Egham until a full time person for Egham is identified. Karen Morgan is no longer at ACS Egham 

ACTION: Faby will share with Mark a document prepared by PSO a few years ago. This document is a proposed communication framework

between school and families 

ACTION: Faby will book a meeting with Mark and Liaisons to discuss communication issues raised by families 

ACTION: Invite Hazel Kay to present the school strategy to the PSO Board 

● PSO and School working together 

○ Faby clarified to Mark he is welcome to get involved in the PSO proposals and brainstorming as much as he wants to 

LIAISONS REPORT 

● Catering price increase 

○ Families wish they had been informed of the meal price increase beforehand as a matter of transparency 

○ Understand the price difference between meals in LS and MS/HS ○ Mark will discuss the matter internally and update PSO and Liaisons 

CHAIR REPORT 

● PSO and Liaison Collaboration 

○ PSO members commented that the current collaboration model between Liaisons and PSO is not effective. PSO board meeting is not the right forum to discuss the important issues raised by Liaisons as there is not enough time to address them in addition to the PSO related issues 

○ New collaboration format was discussed and validated. Objective is to allow enough focus on issues raised by Liaisons as well as on PSO related subjects: 

■ Liaisons will continue to meet with school principals to discuss items raised by families. Action plan will be defined, 

■ Liaisons will meet between themselves to discuss action plans. Faby will be invited to join these meetings, 

■ Pending/ unresolved issues will be discussed with HOS. It was also suggested a meeting involving HOS, principals, Liaisons 

and Faby to speed up communication, 

■ When necessary, Liaisons and Faby will bring topics to the attention of PSO board members for discussion, support, etc. 

■ Liaisons will continue to be welcomed to the PSO Board meetings. However, there will be no Liaisons Report to be discussed during these meetings. Board members understand Liaisons can leave before the end of the meeting if needed

● PSO Calendar 

○ Faby informed Mark that PSO Calendar with all events will also be posted on the school staff page 

ACTION: Faby will share Calendar with Nicola Breslin 

● PE Kit 

○ PSO was waiting for a response from the previous head of PE department with regards to PE kit issues previously raised, but this continues as OPEN, 

○ PSO understands that a significant number of families are having issues with the PE kit. Issues are mainly related to delivery time, quality (t-shirt logo getting crumpled and rough on skin), price vs quality, 

○ Families will receive a survey (WhatsApp Grade chats) to comment on their satisfaction on the PE kit. Faby will send the survey to Grade Parents in the coming week, 

○ Survey results will be shared with new PE Department head, Richard Fearnhead to continue discussions and find resolution. 

SPIRIT WEAR 

● Ema will book a meeting with Mark to discuss ways to collaborate with the Jaguar spirit construction 

SNACK SHOP 

● Marco informed the board that the snack shop inventory can be used for the Welcome BBQ event on Sep 10th 

TREASURER 

● Marianna went over the 2022/2023 Budget, which was approved by the PSO board members ( PSO Final Budget 2022-2023 - Final Budget.pdf ) 

ACS PARTNERSHIPS PRESENTATION - STEAM AT THORPE PARK ● Graeme Lawrie (ACS Partnership Director) and Jane Quelch (ACS Egham Partnerships Manager) presented the STEAM education event to take place on Oct 4th at Thorpe Park 

● Parents from the PSO, as well as Liaisons and GPs were invited to act as volunteers supporting the event 

SERVICE 

● Proposed Service Budget and Guidelines approved

OTHERS 

● Faby commented that the PSO Quad Meeting will be hosted by Egham on November 8th. All four ACS schools will participate (Doha via zoom) to share experiences. Liaisons and Grade Parents are welcome to join the meeting ● Changes to 2022/2023 PSO Calendar were discussed 

○ Karla to make final version available to all board members 

● Ema and Leila are working on a Fashion Show together with Project Nepal and are considering the possibility of also having a PSO Sustainable Fashion Show as a parents night out event 

● Faby asked Andrew and Jeff to bring ideas of social initiatives to bring dads together (walks, matches, pubs, etc) 

Close of meeting at 12:05pm

ACS Egham PSO Outgoing/Incoming Board Meeting 2022 9 June, 2022 Minutes & Action Points 

Attendees: Jeremy Lewis (PT), Julie Vyskocil (PT), Anna Zarifi (PT), Marco Reategui (PT), Linda Winter (PT), Lindsay Demaray (PT), Andrew Cordery, Fabriene Prudencio, Leila Gregorio, Ema Popaya, Marny Bealer, Henna Veitch, Mariann Szalkai, Dorinda Ferguson, Karla Gruber, Toni Pilgrim (PT), Sabine Jung (PT) 

Liaisons: Chantal Malta-Bey, Heidi Brown 

___________________________________________________________________________________________

Outgoing meeting started at 8:46am 

HEAD OF SCHOOL 

Thank you to the hugely supportive PSO and extended community this school year. It has been wonderful being back on campus and building morale. Also, thank you to the PSO in advance for sponsoring the ice-cream van on June 23, and for co-sponsoring the Staff Appreciation Lunch on June 28. 

An all-school face-to-face assembly is planned for Friday June 24, with details to be shared nearer the time. 

Comment / Question 

1. High turnover in the Upper School English Department 

- The English Department has lost some temporary teachers and some who have left for promotion. We have teachers returning after leave and new hires; the English department is fully staffed. 

2. Can a staff member who is also a parent be a school appointed Liaison? - This may be possible if there is no conflict of interest. 

ACTION: Faby will contact other ACS schools to see if they have ever had this situation. She will also write up the PSO’s view on the matter and will share them with the new Head of School to make a final decision as Liaisons are school appointed. 

CLOSE OF ACTIONS: 

- Team Parents? - Andrew OPEN 

- Tutor List - Lindsay will handover to Henna ONGOING 

- Spirit Wear suggestion box and selling at Snack Shop CLOSED PSO BOARD VOTE for new Communications Coordinator, Henna Veitch. APPROVED

CHAIR 

● PSO Facebook posts by school admin - Guidelines need to be discussed regarding posting on the PSO Facebook page 

ACTION: New board members will decide on guidelines and will communicate them to the school and community. Communications to write/propose guidelines. 

● PSO would like to have a Welcome table set up the first week of school. This can include Snack Shop, Spirit Wear, Volunteer Sign ups etc… 

● Parent Teacher Student Conferences in Lower School (LS) will continue to be held over 2 days in the Fall and Spring. Feedback has been given to change the format for LS but discussions to make changes are still ongoing. 

TREASURER 

● Went over the end of year financial report (File PSO END OF MANDATE) 

SPIRIT WEAR 

● Request for a new zettle machine to be purchased. This second machine has already been approved. 

SERVICE 

● A total of £2274 was raised through raffle ticket sales at the International Fair, which means the three charities selected by the HS, MS, and LS councils (Queen Elizabeth's Foundation for Disabled People, The Bumblebee Conservation Trust, and Save the Children International) will each receive a donation of £758! 

SNACK SHOP 

● Current coordinator will continue in the role for the interim until a new coordinator volunteers. 

● Snack Shop is stocked for the start of the school year. 

COMMUNICATIONS 

● Grade Parents do not tend to use the G-Mail accounts that were set up for them. It was proposed they go back to using personal email accounts. Board agreed. 

ACTION: Lindsay will email Grade Parents informing them to use personal email.

SOCIAL 

● Last social event of the year (canoeing) to be held Friday 10th June. ● IF was a huge success. Those involved had a debrief and all notes are available for next year’s organiser. 

Meeting adjourned at 10:20am 

-------------------------------------------------- 

INCOMING BOARD MEETING 

Attendees: Jeremy Lewis (PT), Andrew Cordery, Fabriene Prudencio, Leila Gregorio (PT), Ema Popaya, Marny Bealer, Henna Veitch, Mariann Szalkai, Dorinda Ferguson, Karla Gruber, Toni Pilgrim, Sabine Jung 

___________________________________________________________________________________________ 

Incoming meeting started at: 10:30am 

HEAD OF SCHOOL 

● Head of School thanked the PSO for their partnership and welcomed new board members 

● New board members introduced themselves 

CHAIR 

● Faby welcomed new board members, highlighting their roles and responsibilities. Members to be careful when joining conversations with other parents, including grade chats on whatsapp. Polemic themes/ complaints should not be answered by PSO board members, but instead be addressed by the liaisons. 

● PSO whatsapp chat should focus on PSO subjects exclusively. Private chats to be used for other discussions and individual matters. Henna and Karla to be included as PSO whatsapp group administrators. 

● Development and PSO - Faby shared the development initiatives of ACS Egham as a charity organisation. PSO does not promote any ACS Egham development initiatives on PSO Facebook page. 

● PSO relationship with leadership (what is our goal?) - Faby shared her vision on the PSO role (not restricted to social/community). Further discussion with new board members required. 

● Liaisons and relationship with PSO - participation of Liaisons in PSO meetings was discussed with new members. Should PSO be involved in the matters raised by Liaisons? Definition required. 

● The idea of inviting Principals to join some of the PSO board meetings was

well received by PSO board members. 

● Monies allocated to Student Council - Currently, MS and HS student councils receive GBP 500 each from school to support their activities. Historically, LS student council has not received any funds. 

● Need of a clear process for payments from PSO to Student Councils was discussed. Activities requiring PSO funds should be planned in advance and presented to the PSO by the Student Councils’ supervisors, as well as a list of charities to be supported. 

○ PSO currently gives funds to Student Councils: supporting their activities (as per annual budget), matching donations (up to GBP 300 for each Student Council) and as student grants (max GBP 50 per student). 

○ New Proposal: a) GBP 200 for each Student Council for planned in advance activities, b) GBP 200 for each Student Council as matching donation and c) GBP 300 as student grants (GBP 50 per student). Total GBP 1,500 APPROVED 

ACTION: Definition on PSO and Liaisons relationship. 

ACTION: Faby and Marny to discuss with school GBP 500 should also be received by LS Student Council. 

ACTION: Marny to write guidelines to be shared with Student Councils. By October break, SC supervisors should present to the PSO a list of activities and charities (one charity per Student Council) requiring PSO funds support. 

ACTION: Karla and Faby to invite Student Council supervisors to the PSO meeting in October/ November. 

SPORTS 

● Sports steering committee has been created to work together with the Sports Department. First meeting to take place before the end of term. 

● New Stretching Class for parents started on Thursday. New classes to be evaluated (self defence?) 

● Discuss with school lack of clubs for MS and HS 

SPIRIT WEAR 

● Sell current inventory during new school year Welcome events ● Proposal to buy a new machine (using different colours), sharing the cost with school 

ACTION: Ema to write a proposal and include on annual budget 

OTHERS

● Karla to share Code of Conduct with board members. 

● All members should confirm with the Treasurer the proposed annual budget in order to guarantee funds are in line with their              expected activities. 

● All members to check proposed FY PSO agenda available on the shared drive. 

● PSO board members hereby declare they are aware and authorise that the ACS EGHAM PSO bank account will be updated to remove previous members who have stepped down from the Board as current signatories and to add standing board members as approved signatories according to their role. 

NAME       POSITION SIGNATURE

Fabriene Prudencio Chair

Leila Gregorio Vice Chair

Mariann Szalkai Treasurer

Karla Gruber Secretary

Marny Bealer Service

Dorinda Ferguson Welcome

Sabine Jung Arts

Ema Popaya Spirit Wear

Toni Pilgrim Social 

Andrew Cordery Sports

Henna Veitch Communications

ACS Egham PSO Board Meeting 2022

5 May, 2022  Minutes & Action Points 

Attendees:  Jeremy Lewis (PT), Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Leila Gregario, Linda Winter, Lindsay Demaray, Marny Bealer, Julie Vyskocil (PT) Suzanne Ingham (PT admissions), Jane Quelch (PT), Graeme Lawrie (PT)

Liaisons: Chantal Malta-Bey, Kate Griffith, Teresa Hermanson

Start at 8:50

HEAD OF SCHOOL 

• Introduction of Dean of Admissions Suzanne Ingham

• Transition

• Lower enrollment than forecast 

  • Idea to have Hazel from marketing come to speak/visit and explain new marketing strategy

  • Questions around what’s included in fees vs local competing schools (food, bussing, sports, other co-curricular)

• Items to discuss from Chair’s report

  • Jeremy offered to meet separately with liaisons

  • Faby: Ice cream truck vs garden party Ice Cream Truck APPROVED for 23 June 

  • Faby: Excess funds to spend on IF

    • Approval of £750 from garden party to IF

  • Faby: Development and fundraising–how does PSO continue or end involvement?

    • Board RESPONSE: general agreement that PSO board will not be involved in advertising ACS Development - best to have separate group of parents so no conflict of interest

ACTION: Chair will communicate this to Amba Shirfield 

REVIEW/CLOSE OF ACTIONS

• Faby: charity report questions for Tim  –  OPEN

• Andrew: team parents discussion with Jamie  –  OPEN

• Lindsay: academic tutor contact list  –  OPEN

CHAIR REPORT

• Question about health and wellness survey

SERVICE UPDATE & REQUESTS

• Request for funds for high school end-of-year party: 

  • Budget for parties

  • Who pays for celebrations? Families, school, PSO?

  • ACTION: Marny and Faby to meet and discuss communication with student councils about their budgets/funds for celebrations

• Request for funds for “eco club” greenhouse: APPROVAL for £50 

• Proposal to split raffle funds equally to all three student council charities APPROVED 

TREASURER

• Concern about lack of Snack Shop coordinator for next year if we’re selling combo cards. Discussion that we have time to fill the role and the PSO will of course honor active combo cards.

GUEST SPEAKERS Jane Quelch and Graeme Lawrie - Partnership Program 

The following questions were submitted to Jane and Graeme before the meeting.  During the meeting, their responses led to open discussions, amongst those in attendance, rather than sticking to a specific question / answer format.   

1. What are some concrete examples of internships/training programs as well as service activities that our students have been involved in both at Egham and at the other campuses?

2. How are students made aware of Partnerships opportunities and activities? Is registration for volunteering open to everyone, or do Partnerships approach particular students depending on needs?

3. Is there an avenue for students to come to Partnerships with ideas for service activities, such as a Google form? 

4. Will we have the opportunity to invite Guest Speakers from Partners to address students and parents? 

5. What do you predict will be the number of ACS Friends by year end? In 5 years?

6. Will Partnerships have a role in Career Day (Friends of ACS?)

7. How many of our current teachers are working with Partnerships and sharing their expertise across the student community? For example, do students know Partners can mentor them with their Personal Project or CAS?

8. What is your vision for Partnerships in relation to the student community - what kinds of benefits do you see for our students long-term?

Close of meeting at 11:00

Strategic Meeting

Start at 11:10

• APPROVAL of updated Roles & Responsibilities

• APPROVAL of mission statement

• Spiritwear 

  • New design APPROVED

  • Provide small range of color choices (maybe 5) APPROVED

  • Provide new colors for best-selling grey hoody APPROVED

  • QUESTIONS - Open for Ema 

    • Ema–can we provide a spirit wear suggestion box for students to make suggestions?

    • Ema–can we sell spirit wear at the snack shop during the week?

• International Fair

  • Map/layout 

    • Add table for flag parade + partnerships

  • izettle for:

    • Parking

• Snack shop drinks at 2pm

• Spirit wear at 2pm

• Need to train volunteer to use izettle terminal at parking on Friday–Chantal

• Andrew will handle directing flag parade participants who will arrive at 12:30

• Update on performers

• Raffle update

  • Bring to school Thursday or Friday to Woodlee

  • PSO basket will have spirit wear and bootcamp voucher

• PSO Board convenes at 11:30am at Woodlee 

Close of meeting at 12:35

ACS Egham PSO AGM Meeting 2022

3 May Minutes 

Board Members in attendance - 9

PSO Members - 10  

Apologies  - Jeremy Lewis, Marny Bealer 

*****************************************

Meeting started at 8:50am  

CHAIR 

Welcome

SECRETARY

Apologies and Approval of Minutes from 2021 AGM

CHAIR 

Overview of this year’s activities: 

COMMUNICATIONS

Communications Coordinator has set up, launched and continues to manage our new PSO web page.  As well as keeps FB up to date, overseas Whatsapp and streamlines communications to Grade Parents 

SOCIAL

This year Social organized an array of parent outings such as London Bike Tour, Windsor Pub Crawl, St. Paul’s Cathedral tour, and facilitated the start-up of a Culinary Club to name a few!  Every social event has been full and a huge success.   

WELCOME

Welcome liaised with the school to welcome and support new ACS families, organized successful welcome meetups for new and returning families and worked on the Student Ambassador program with the school 

SPORTS

Led popular parent walks, organized successful parent fitness clubs like Boot Camp, evening sports in the gym and pilates.  Continuing to work on the launch of the tennis program 

SPIRIT WEAR

Working to develop new designs to help boost our school spirit 

SNACK SHOP 

After an extended period of being closed, Snack Shop is open and as popular as ever.  New food choices have been introduced, as well as an updated Combo Card  

TREASURER

Presentation of the PSO accounts from this past year  *see below 

SECRETARY / COMMS

The AGM turnout did not meet the quorum for an electoral vote to take place.  Nominations for those PSO Board members present who wished to return to their role for a second term were taken.  

There will be an extension for accepting nominations for the 2022-2023 PSO Board.  The new deadline for nominations is Friday 6 May at 16.00. Voting will take place using an anonymous electronic vote from Wednesday 11 May - 13 May 2022 .  A Notice will be posted on the PSO web page, FB and communicated via Whatsapp grade chat groups.  

Those in attendance discussed the proposal to amend the term time for each role on the PSO Board. The amended proposal will be included in the upcoming virtual voting to be approved.  

Updated Proposal 

Board members will be elected to a two year term, with the understanding that they can honorably leave the position after one year. If, after serving their two year term, the position is not filled, they will be allowed to be nominated and voted in for another term with a maximum of up to four years total in one role.  All nominees must follow the election process. Board members may serve on the PSO Board for a maximum of 6 years consecutively.  The 6 

consecutive years may be extended on a year by year basis,  in extraordinary circumstances, with the approval of the PSO.  

GENERAL BUSINESS 

1.  What is the number of school days mandated by ACS Schools for our students?

ACTION

PSO Chair will ask admin and share information at the next meeting 

2. Comment regarding the school bus fees for 12th graders.  Parents must pay for the whole term but 12th graders do not attend school in June.  It was suggested this fee be amended at the beginning of the school year (or term) with a reduction in fees for 12th graders. 

ACTION

Any parents who would like to follow through with this suggestion or feedback should contact the head of the transport department. 

3. DofE fee clarification - Fees went towards hiring outside professionals who instructed and led the DofE student participants.  They will also be there to assess them.  

4.     Parent Teacher Student Conferences topics: 

- Will future conferences continue to be via zoom or in person? 

-  Possibly a hybrid option: 1 day for in person / 1 day for zoom

- Can LS  be over 1 day instead of 2 and is in person more effective for their meetings

- 12th grade should take place in February after Mocks 

 Meeting adjourned at 10:10

--------------------------------------------------

ACS Egham PSO Board Meeting 2022

31 March, Minutes & Action Points 

Attendees:  Jeremy Lewis (PT),  Andrew Cordery, Fabriene Prudencio,  Marco Reategui (PT), Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray, Marny Bealer 

Liaisons: Kate Griffith, Teresa Hermanson   

___________________________________________________________________________________________

Meeting started at 8:52am  

HEAD OF SCHOOL

• Very happy to be able to welcome parents back on campus.  We are making a strong effort in rebuilding the community spirit after an extended parent absence from campus. 

• There was a 53% response from the parent survey.  Overall there is high parent satisfaction.  There is a need to continue to work on better communication. 

ACTION:  An overview of the data will be shared in the May Newsletter. 

• Any staff leaving at the end of the school year will be announced in due course at the end of May. 

CLOSE OF ACTIONS from 3 March Meeting 

• Follow up with MS regarding 6th grade assembly - CLOSED 

• Evening sports age vs grade - CLOSED 

• Reopen proposal for PSO fundraising - CLOSED

• Student Conferences going from 2 day to 1  - ONGOING

-  This will be addressed next year specifically in LS

-  Grade 12 meetings are too late, after mocks would be better for feedback 

CHAIR 

• Fundraising

- There is a need to better clarify any disconnect between families and 

projects. 

-  Parents need to understand who makes the decisions for  future projects and investments. 

ACTION:  PSO Committee should submit questions to Faby after reading the charity report.  These will be presented to Tim Cagney. 

SNACK SHOP

• Proposal to change Combo Card offerings and price to £25 for 12 items. 

APPROVED - majority vote

• Looking ahead 

  - Is the Snack Shop sustainable if PSO is unable to fill the role in the future. 

- A clear policy is needed in regards to what events the Snack Shop sells food.  Example: school tournaments, Egham participation, outside groups using the facilities? 

ACTION: Both the above items will be further discussed at the next PSO Strategy meeting. 

• Snack Shop discussion led to an open conversation about the lack of parental support for sporting events and how we can give parents and students more of a reason to be on campus on weekends? 

ACTION: Proposal for teams to have ‘Team Parents’.  Andrew will discuss this with Jamie. 

• Why aren’t certain Partnership programs open to all ACS Egham students?  Would being invited to participate in some partnership programs bring students and parents to campus over the weekend or holidays? 

ACTION: A meeting to understand how Partnership Programs benefit ACS Egham families (Marny, Faby, Graham, Jane, Robert). 

SPIRIT WEAR

• 2 hats were donated from Spirit Wear in September, 2021 - CLOSED 

• Zip Hoodie will be given to ES Logo Winner - CLOSED 

• Ema and Faby will itemize SW and the new prices. 

COMMUNICATIONS

• Clarity on advertising on Whatsapp Chats and FB. 

• Suggestion for a resources page on PSO Website 

ACTION: Lindsay will create an academic tutors contact list 

• New format was presented at last Grade Parent and Liaison meeting

ACTION: Faby to remind Liaisons to review the proposed format and give feedback.

• Positions open for next school year: Vice-Chair, Social, Communications, Secretary, Transitions (Welcome).  New positions: Arts, Multicultural (to be confirmed). 

• Available roles will be announced at the AGM.  UPDATE: Roles have been advertised and voting will take place at the AGM, as per our constitution. 

ACTION:  

• Julie to review PSO roles and write up role descriptions.   The master doc for all roles will be circulated to all of the committee /Board to review their current role responsibilities.   

• Lindsay will post open roles and descriptions on the PSO website. 

• With the change of the spring school holiday dates, it was proposed to postpone voting until after the AGM.  Voting will be done by email.  APPROVED   

  • UPDATE Roles have been advertised and voting will take place at the AGM, as per our constitution. 

SOCIAL

• Proposal to hire an ice cream truck as per last year instead of an end of year picnic.  APPROVED 

• Proposal to pre-approve up to £50 without an invoice when tipping after a social event.   APPROVED 

SERVICE

• Proposal that International Fair Raffle funds will go to three charities selected by the Student Council split with one global, one local, one national.  APPROVED 

ACTION: 

• Marny will continue to work with the Student Councils as they research and choose their charity. 

• She will also ask how much the SC receives from school 

INTERNATIONAL FAIR

• The IF will stress the importance of inclusivity and kindness to all within our international school community.  

ACTION:  HoS will communicate this in the upcoming Newsletter. 

• Andrew will contact the marquee company directly to extend the contract for 1 month of the existing marquee behind the cafeteria.  

• Pre-approval for £1,500 to cover cost for maintaining the marquee, if needed.  APPROVED

Meeting adjourned at 12:30pm

ACS Egham PSO BOARD Meeting 

Minutes & Action Points 

3 March, 2022 

Attendees:  Jeremy Lewis (PT), Fabriene Prudencio (PT),  Andrew Cordery, Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray, Marny Bealer 

Liaisons: Chantal Malta-Bey, Babette van den Berg, Teresa Hermanson, Heidi Brown, Sally O’Brien   

___________________________________________________________________________________________

Meeting started at 9:04am  

HEAD OF SCHOOL

• Welcome back on campus to the PSO for our in person PTO Board meeting. 

• The school is aware that the recent events in Ukraine will have a profound impact on members of our community.  The school will remain neutral while retaining their responsibility to help students make sense of the world which surrounds them. 

• Covid: Very few reported cases, school continues to ask parents, students and staff to use common sense if they have symptoms and or if they test positive.  

• Recruitment  and interviews for the new HS Principal is underway.  There will be parent representation at the interviews.   

• Teacher Appreciation is confirmed for Friday 11 March.  This is PSO sponsored. 

• In response to parent feedback regarding a January 6th grade assembly that was not in the curriculum: Moving forward, parents will be informed of any assemblies involving sensitive topics or themes.  

• Liaison and Grade Parent have still not received any updates regarding this matter. 

ACTION:   

1. JL will follow up with MS Principal

2. JL and Faby will discuss, as needed, at their next meeting 

PRESIDENT 

• Can the Parent Teacher Student Conferences (PTSC) meetings take place over one day instead of two? 

ACTION: Faby to reach out again to LS Principal

• There have  been productive meetings with the Catering Team.  The salad bar is up and running and the sandwich bar will be offered again soon.  Cafeteria admin continues to update their system so parents will be able to see itemized purchases in the near future.

• The Student Council is hoping to have an end of year party for grades 9-11. Their choice of date conflicts with the PSO end of year Garden Party. 

• Can we both have our events on the same day (different times or different locations?)

• Can the HS party be on Saturday? 

ACTION:  HS Liaison will talk to Ms Larkin and Mr Dalais to see how we can work together to ensure the HS party takes place.  UPDATE: Babette has spoken to Leanne and moving forward Faby and Marny will liaise between the HS and PSO. 

• Reminder for all Board and Liaisons to submit questions for next week's Quad-PSO meeting. 

LIAISONS 

• 12th grade: Students had their last mock exam.  Results will be shared with students next week. 

• 11th grade: University Counselor meetings have been going on.  Parents have the choice to attend them on campus.  

• 10th grade: Continuous feedback regarding the calendar system on the school website.  No hyperlinks or Powerschool links.  

• JL is confident new Schoology website will be more user friendly

CLOSE OF ACTIONS from 3 February MEETING 

• Next PSO General Meeting date will be decided on and communicated ASAP.  

• Meet and Greet with the new Head of School will be 31 May. 

SNACK SHOP

• The snack shop is open!  

• There are open toasty cards with 8 current families.  

ACTION: Marco will contact these families and give credit to use in the snack shop. 

• Currently transitioning from cash to contactless transactions.  

ACTION: 

1. Board voted to pre-approve the purchase of two new iZettle card readers.

2. Marco will use the current iZettle machine as a day trial before purchasing the new machines. 

COMMUNICATIONS

• The board discussed the roles of Grade Parents and Liaisons and the importance and effectiveness of each role. 

• There will be an upcoming meeting with Comms, President, Liaisons and Grade Parents on 11/3/22.  

Topics to be discussed: 

• General catch up for the 2nd half of the school year.  

• Review of roles and description of responsibilities.

• Ideas for a new Call for Reports format for Liaisons. 

• Discuss the two year limit for grade parents.  

SPIRIT WEAR

• Is Spirit Wear acceptable as a PE uniform?    

• APPLICABLE TO LS ONLY: It is understood that Lissport bottoms (or school approved navy bottoms) must be worn but any top (Lissport or Spirit Wear)  is acceptable. 

SPORTS

• 10-12 regulars coming to parent football.  Students younger than 11th grade, who would also like to participate, must be accompanied by a parent.  

• Can this rule be based on age and not grade?  ie. 16 years not 11th grade? 

ACTION:  Andrew will confirm with Jamie Johnston if students can participate without a parent based on age rather than grade. 

• There’s been a change in times of evening sports due to access to the facilities.  This actually has the advantages of less time waiting around school for staff/students.  So far there has been no  major impact on working parents attending.  

• Bootcamp is looking into offering another morning training session during the week.  

SERVICES

• Contact has been made with Jane Quelch, Cobham and Hillingdon regarding setting up donations for Ukraine.  

• This initiative is driven by the PSO and is supported by the school. 

ACTION: Marny to meet with Jane ASAP and will send an update. 

UPDATE: Marny met with Jane after the PSO meeting and an email went out immediately to the school community asking for donations and volunteers to supervise the donation boxes at the school entrance.  

GENERAL BUSINESS

• Clarification was made that the PSO is a board and not a committee.    This will help streamline some of the communications sent out where the term board and committee are used interchangeably. 

• PROPOSAL:   Where PSO fundraised money goes to will be at the discretion of the current board and voted on.   This means charities supported in the past may change from year to year.  

• VOTE: Majority present voted YES 

  - Board discussed different options of where any money raised may go.  One option is towards humanitarian efforts to support those affected by recent conflicts in Ukraine.  

ACTION: Chair has reviewed the minutes and would like to reopen this proposal and vote for discussion at the next meeting. 

• Can students fundraise at the IF? 

                - It was agreed that students will be asked to volunteer to help PSO but not fundraise for their own initiatives.  

ACTION: Marny will speak to Jane and Sarah in regards to student volunteers at the IF fair.  And will confirm that MYP students will earn MYP service hours. 

• Board continues to brainstorm how students can help the PSO while earning credit towards their IB CAS.  

ACTION: Faby will revisit this with Marco and Marny before they speak to the school again with how the PSO can move forward with offering students CAS opportunities. 

 Meeting adjourned at 11:46

--------------------------------------------------

PSO Committee Strategic & Approvals Meeting

3 March, 2022

ATTENDEES

Andrew Cordery,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray

Absent: Fabriene Prudencio and Anna Zarifi 

Meeting started at 11:49am

INTERNATIONAL FAIR (IF) 

• Agreed that parking will stay at £10 per car, Country Reps’ parking will be waived and Staff pay £5.  

• If we pre-sell car tickets, there is a concern that if IF is canceled (due to weather or covid), we may need to offer some people a refund.  How will we do this?  OPEN 

• How can we get the data for which country students will want to participate in the parade? 

• Can we ask students directly? OPEN - This will be discussed at the next If meeting planned for 25 March (time to TBC).   

UPDATES:

Ema and Leila  

• Update was given on the cost and printing of tote bags.  

• Are tote bags necessary anymore? 

ACTION:  Board voted and all agreed to no longer make / give out tote bags at the IF.

• So far there are X acts that will perform at the IF.  Communication will go out to all of the community to get more ‘acts’ to perform.  

• Will follow up with music teachers in school (Chantal will help with ES)

Julie  (Raffle) 

• Will meet with a parent volunteer next week. 

• Email has gone out to Jane Quelch to see how we can tap into School Partnerships for donations.  

• Liaisons will be contacted after next week's meeting to discuss their role in facilitating a grade or divisional raffle basket.  

Andrew

• Spoke to Marquee company.  They are no longer in the marquee business so will issue a refund.  Gave other contacts for possible rental.  

Next IF Meeting scheduled for 24/3/22

Meeting ended at 12:36pm 

ACS Egham PSO Committee 2022

3 February, Minutes & Action Points 

Attendees:  Jeremy Lewis (PT), Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray, Marny Bealer  

Liaisons: Chantal Malta-Bey, Babette van den Berg, Kate Griffith, Teresa Hermanson, Heidi Brown, Sally O’Brien   

___________________________________________________________________________________________

Meeting started at 8:45am  

HEAD OF SCHOOL

• The PSO General Meeting was a great success.  Positive feedback and significant support for another in the near future. 

• Covid restrictions are lessening.  The International Fair should reconsider having food options (food focused vs. activity focus).  Can the date be changed?

- IF committee has had many discussions regarding the date and   overall theme (food, activity etc… this was further discussed at the strategy meeting) 

 ACTION: Faby to discuss possible date change with JL.  Follow up meeting with PSO Committee to finalize plans on how IF will proceed scheduled for Monday 7 Feb. 

*UPDATE: New date for IF has been subsequently agreed for 14 May

LIAISONS

• Feedback re: DoE: 10th grade  had its first meeting and they are off to a good start.

• Is it possible to organize a new Head of School meet and greet?

ACTION: JL will suggest to Tim C.  for this spring and will revert back. 

CLOSE OF ACTIONS from 13 January meeting 

• Praise Wall - suggestion to speak to Karen M at school. Chantal also offered to look into helping with it.  ONGOING 

• Clubs / Coordinator contact list - This is a work in progress but being completed ONGOING 

• Services streamlining communications with school.  ONGOING 

• Hazel K meeting  CLOSED

• PE uniforms CLOSED 

• DEI Meeting CLOSED

CHAIR 

• General Meeting feedback:

• Rotate time (morning / evening meeting) 

• balanced approach of staff and PSO speaking

• Clearer guidelines for participants  (must reply for agenda time, limited to 1 slide) 

• Make sure there is adequate time for Q&A 

• Have next GM in the evening for working parents

• Ask division heads to speak (important as there was no open house this year) 

• Important for different divisions and teachers to share what our kids are doing. 

ACTION:  Faby will contact principals to invite them to an evening meeting with parents to present what is going on in their division   

• It was requested that the DEI presentation that was shown during the AGM is shared to Middle School Parents.  

• What training do the staff leading these lessons have?  

ACTION: Faby to have a follow up meeting with DD in order to set up workshops with parents to explain  how ACSE DEI initiatives are being shared and taught to students.

TREASURER

• Welcome BBQ money has been allocated to Staff Appreciation

• Agreed we will go ahead with the food van as proven very successful last year.

ACTION:  Faby will contact Nicky to arrange a date for Staff Appreciation.  Date will be confirmed and shared with JL. 

• Waiting to pay for Ampitheatre

• Looking forward to reopening snackshop and pushing spirit wear to generate some money for the PSO 

JL left meeting 

SERVICES

• Streamlining communications from Student Councils, PSO, Staff is still a work in progress.   

• Example given regarding Dodgeball tournament and parents not knowing about it.  

  • Do all internal school events need to be shared with Parents?

  • When donations are involved parents think they should be informed as they are the ones that usually give their child the money.  

• What should be posted on FB or the PSO website (specifically MYP / PP projects) will be decided on a case by case basis.  This will be determined by the PSO Committee based on how they are supporting the project  (financially or in another capacity).  

ACTION: Marny will continue to work with Jane on these matters. 

• The Services request form is finalized and  will be posted on PSO website.

• UPDATE on Bench Project: Bench is finished and Marny will attend the ceremony on Friday.  The student was very grateful for PSO’s support. 

COMMUNICATIONS

• Should Grade Parents and Liaisons also have PSO emails?  

• Must be careful if emails are shared (handed over to new liaisons) as some of the communication with parents is confidential

• To facilitate community communication, Comms will send GP the link to the newsletter for general school information.  

SPIRIT WEAR

• Working on IF tote bags

• Proposal to purchase a PSO fabric printer  (UPDATE:  Ema has found out that the school has one so is talking to them to see if we can use it) 

WELCOME

• Student Ambassador Handbook - Welcome buddy/School/PSO collaborative.  Waiting for feedback on Student Ambassador Programme docs sent to Divisional Heads.

ACTION: Anna will follow up after the February break. 

SPORTS

• Tennis coaches are still waiting for DBS clearance.  This is impacting the tennis program. 

• Can parents use the sports gym? 

• There was a suggestion if nutrition or theory (?) classes can be linked to any of the well-being fitness programs. 

ACTION:  

• Andrew will follow up with Jamie regarding sports gym usage 

• Elena Naranjo and Claire Cuff to meet with Faby and Eddy Schlachter, ACS Health, Safety and Well-being to discuss further initiatives in Health

SNACK SHOP

• Opening 21 February with dry goods only. 

• Will relook at contactless payment devices. Current PSO devices may  not work. 

• Lots of tournaments in March, so it would be beneficial to maximize on this.  

ACTION:  Meeting with Marco, Andrew, Leila and Ema to discuss and coordinate for a successful ‘March Madness’  (payment, marketing, selling spirit wear, contactless machine).  

• Should parents be contacted who bought ‘Combo deals’ and were not able to use due to covid? 

ACTION:  Marco and Anna will look over the list of names to see who is still in school and will contact them accordingly. 

SOCIAL

• Pub Evening is being planned 

• IF (*see strategy meeting notes) 

GENERAL BUSINESS

• Should we put out staff appreciation forms to gather suggestions? 

ACTION: Lindsay will  put together a form and send it out to all staff  to have on record for teacher / staff appreciation ideas. 

• MTM Parent Survey 

• There was a glitch with some parents not receiving the link from MTM.  

• Who writes the questions? 

• It is a time efficient survey but does it lead parents to their answers.  

• Is there sufficient opportunity for parents to voice their feedback 

• Are the results shared with parents? 

• The Names of our students are on our survey.  This may lead parents to be unsure of anonymity.  

ACTION: Faby to follow up with Karen re: anonymity.  

*UPDATE: Julie received an email from MTM confirming that they only provide the school with aggregated data with all names and references to pupils removed.  

--------------------------------------------------

PSO Committee Strategic & Approvals Meeting

13 January, 2021

ATTENDEES

Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray, Marny Bealer, Chantal Malta-Bey 

Meeting started at 11:09am

• Should we consider restructuring the GP and Liaison roles into one role? 

• After a discussion of pros and cons the overall feel is to keep them separate but make sure roles are clear and well communicated.  

ACTION:  Faby and Lindsay to have another meeting (like in September) with GP and Liaisons to touch base for the second half of the year and review their responsibilities / roles. 

INTERNATIONAL FAIR (IF) 

• Should / can the date be changed. This was the main topic of discussion.  

ACTION: Faby to contact JL to look at the calendar again to see if there are any alternative dates available.  

• Currently 19 have countries signed up 

• Anna, Julie and Linda met with Security to tour the school and decided on the front of school area 

• Points of Concern carried over from last meeting: 

• Ramadan

• Covid

• Weather 

• Food focus or activity based (will this change if the date changes) 

• Financial loss if canceled (due to weather, covid)

• PSO committee to help in talking on lead roles with support of volunteers with the hopes that it leads to a sort of handover for future events. 

• Charge for parking 

• This may be influenced if it is more food fair or activity focused, TBC  

Meeting ended at 12:15pm

ACS Egham PSO Committee 2021

13 January, 2022 Minutes & Action Points 

Attendees:  Jeremy Lewis (PT), Jane Quelch (PT), Connor Rule (PT) Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray, Marny Bealer 

Liaisons: Chantal Malta-Bey, Babette van den Berg,, Kate Griffith, Teresa Hermanson, Heidi Brown, Sally O’Brien   

___________________________________________________________________________________________

Meeting started at 8:45am  

HEAD OF SCHOOL

• There is a high number of students in school in person. Low number of covid at the moment. 

• Positive feedback from parents received after the IBCP informational meeting. 

• It has been announced that the HS Principal will be leaving at the end of this school year.   Recruitment for all staff positions is underway.  

• Cafeteria survey was completed by 198 students. 

- Deli bar and salad bar have not been available due to covid.  Catering and school are aware this has caused longer queues and not as many veggie options are available.  

ACTION:   

1. JL will review results of the Catering Survey with Paul Calaway. 

2. Faby will look into inviting Paul to attend a future PSO meeting for Q and A.

• There has been ongoing feedback from parents / liaisons regarding the PE uniform in terms of cost, delivery time, comfort, why is there a PE uniform (why is it different across the divisions)?  

ACTION:

1. Faby and Julie will meet with Dom Dalais to discuss the LISS Sport contract and propose a return to the original PE dress code. 

2. Lindsay will draft a change to PE kit Proposal.  

• Duke of Edinburgh: Meeting coming up on 18 Jan. Confident the program will move forward in a positive direction with organized expeditions. 

• School continues to aim to source quality substitute teachers.  It can sometimes be challenging to find subject and grade specific subs.  All our substitutes are DBS cleared and are qualified teachers.  

Liaison Feedback 

• Liaisons are still receiving parental feedback regarding: Delay in grades, Overload of timing of assignments and exams, Teachers making changes to

assignments already posted on managebac. 

ACTION: Individual cases should be raised with the teacher or through the Liaison to report to the Principal.  If not resolved then report directly to HoS. JL will alert Principals to the concern.  *This has been done 

OPEN DISCUSSION 

• PSO suggestions

1. A PSO  ‘Praise Wall’ on their website.  (see Action) 

2. A Project Board to showcase what our students are working on (e.g.  IB CAS projects and initiatives)

ACTION: These suggestions are open for further discussion and ownership 

• Is there a list of all the teacher coordinators for extra-curricular and clubs?

ACTION: Faby will start a working document of clubs and coordinators for us to work from to complete.  Will consult HoS as needed to fill in any names. 

• Is there a process for finding a staff member to become a coordinator or contact for a club? 

• The school identifies new roles based on need and affordability, after which the Job Description is made public so that staff can apply.  

• Not fully explained how to communicate this, through which channels this should be posted/advertised.  (OPEN if more info is wanted)

CLOSE OF ACTIONS from 2 DECEMBER MEETING 

• School Fundraising / PSO position - OPEN

• PE Uniforms - Update next meeting 

• International Fair - Addressed and Ongoing

• Monthly general PSO meeting proposal shared - CLOSED

• Spirit Wear deliveries CLOSED

• Services Form - CLOSED 

CHAIR 

• Upcoming Hazel K. Meeting 19/01: Feedback is still wanted on how to improve communication platforms and readership 

ACTION:  Chair will attend with Lindsay.  Chair has asked for feedback from the committee and will also discuss at the liaison meeting for their feedback.  

• Dom Dalais would like more parent involvement in the DEI group.  

ACTION:   How can we reach more parents to get involved?  Chair will have a follow up meeting with DD to discuss.

WELCOME

• Successful and well attended welcome back coffee on 13 January off campus. 

• New families process in place

• Feedback and suggestions still welcome for an Ambassadors program

• No staff or point of contact yet from the school’s side to lead this initiative.  Finding a lead is a work in progress. 

• A working ambassador document was shared with those at the original meeting and input has been invited.   

SERVICES 

• The Student Council is excited about the PSO matching donations.  It was confirmed that the PSO will pay directly to the charity or use an invoice for reimbursement.  

• Streamlining communications from Student Councils, PSO, Staff is still a work in progress.   

ACTION: Marny, Faby and Lindsay to further discuss  strategies to make sure all communication is going through the same channels

• The Services request form is nearly finalized.  Last call for feedback.  

Guest Speaker 9:45 - 10:00 

ACS Egham Student Conor Rule and Jane Quelch 

COMMUNICATIONS

• We are in the process of migrating our emails over to our  new addresses.  

SPIRIT WEAR

• Question raised if Spirit Wear should make a profit? As of now it is not making a significant profit. 

• Will raising school spirit help sales? 

• Can our school use the Egham logo t-shirts as part of their PE kit?    

SPORTS

• Tennis program is still on hold due to coaches waiting for clearance. On a positive note, Lower School after school Tennis will be starting this month.  

• Are we communicating the most effective way we can to reach parents to join in PSO driven sport activities?  

• Seems to be a contradiction possibly leading to confusion regarding parents on campus. Why is it on a case by case basis during the school day yet parents can participate in adult sport 

• This is because the open gym is during non school hours and Monday bootcamp is outside.

SNACK SHOP

• The Entrepreneurial Club should be launched in February. 

ACTION: Follow up meeting with Jed Petsinger in next two weeks.

SOCIAL

• Pub Evening on hold at the moment but is optimistic it will go ahead soon.

GENERAL BUSINESS

 Meeting adjourned at 10:40am  

--------------------------------------------------

PSO Committee Strategic & Approvals Meeting

13 January, 2021

ATTENDEES

Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray

Absent: Marny Bealer 

Meeting started at 10:47am

INTERNATIONAL FAIR (IF) 

• PSO members voted if the IF should go ahead this year - Majority voted Yes

• Points of Concern: 

• Ramadan

• Covid

• Weather

• Financial loss if canceled (due to weather, covid)

• Reaching all ages of students 

• Conclusions reached: 

• IF will be more of an experience based on country focused celebration (art, craft, song, dance, game) and will not be food focused due to covid this year.  *Although some countries may offer an individually wrapped local treat, if they would like. 

• Having more of an experience based IF will also require less planning, less set up and less risk of loss if it needs to be canceled.  

• Day will be shortened to 14:00-16:00   

• A tote bag may be given out per family from the PSO to promote the IF and for families to collect their goodies in. 

ACTION: Linda will draw up a plan and post on committee shared drive

COMMUNICATION

• Email migration is going as planned.  It was delayed a week so as not to interfere with communications before our board meeting.  

SECRETARY

• Proposal for the format of February’s general meeting was discussed and approved.  

ACTION: 

1. Julie will work with Faby on communicating / reaching out to the Principals before the meeting.  

2. Julie will ask Lindsay to help make a blurb / poster to circulate on FB, webpage and to class parents. 

Meeting ended at 12:15pm 

ACS Egham PSO Committee 2021

2 December, 2021 Minutes & Action Points 

Attendees:  Jeremy Lewis (PT), Jane Quelch (PT), Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray, Marnie Bealer 

Liaisons: Chantal Malta-Bey,, Babette van den Berg,, Kate Griffith, Teresa Hermanson, Heidi Brown, Sally O’Brien, Tom Naef   

___________________________________________________________________________________________

Meeting started at 8:45am 

GUEST SPEAKERS  

Jane Quelch  - Service and Partnership Program overview

4 November Actions  reviewed by the Secretary 

President

• School contribution amount - Total is £6,930.00 CLOSED 

• DBS clearance ONGOING 

• New Service Coordinator appointed CLOSED 

HEAD OF SCHOOL

• Our return to school on 5 January, 2022 may be a staggered start so students can test before returning.   This will be confirmed.  CONFIRMED and COMMUNICATED TO PARENTS. 

• The school will  closely monitor government guidelines as they continue to change day to day.  

• Parents will be allowed on campus on a case by case basis.  

• ACS Beyond link has been delayed but will be sent out soon.  SENT 

Liaison Feedback: 

• Frustration that parents can not be on campus for MS drama performance and AV is not up to standard to make a quality recording or live stream.

• JL to contact the theater department to address concerns.  THE SCHOOL HAS HIRED A COMPANY TO LIVESTREAM AND RECORD THE MS PLAY.  LINKS HAVE BEEN SHARED WITH THE COMMUNITY. 

• Year 12 parents requested that five parents be allowed on campus to serve Seniors Christmas roast.  School suggested a  ‘wait and see’ approach, which caused confusion and frustration amongst parents as it could possibly affect catering.  SCHOOL HAS GIVEN THE GREEN LIGHT FOR THIS  TO GO AHEAD 

• Students who are home isolating need more academic support.  (Example given that 7th grade parents feel  kids were not feeling fully supported in receiving work and assignments). 

ACTION: These concerns need to be addressed to the Liaisons so they can speak to divisional principals directly.  

Departing Staff 

Is the school communicating which staff are leaving mid year?  Clearer communication needs to be shared with parents.  

• JL  confirmed that both nurses are leaving and their jobs have been advertised.

• JL has asked line managers to notify parents about December leavers. 

PE Uniforms

This has been an ongoing complaint across the whole school for many years.

1. Cost 

2. Time it takes to receive items

3. Quality and comfort

4. Is it  really  necessary to have such a strict PE uniform?  Why does it change between divisions? 

5. Having a strict PE uniform contradicts the school's stance on uniforms, referencing an article on ACS Egham website dated 11/02/19 by Richard Naylor.  

ACTION:  We need a volunteer to take this on 

JL left the meeting prior to the open discussion. 

OPEN DISCUSSION

School fundraising and Service Partnership Program

Feedback 

• Why / how can the school ask for money when we already pay high tuition fees 

• Fees are  high compared to other fee paying schools and facilities are lacking (ie. fields lacking flood lights, all weather pitch, outdated AV equipment/sound/lights, lunch not included) 

• External charitable projects should be better communicated and made transparent. 

• Who decides which projects or charities the school supports? 

• How were the ACS Partnership vans funded? How does this investment directly benefit current students? 

Suggestions

• Rather than taking on larger external projects we’d like to see more put into our school.  There is a need to see what the school is doing for our students and community. 

• The school should focus on smaller fundraising projects rather than high figure  or long term projects.  

• RE: Bursary,  the school should consider that although families may not qualify for a bursary there are some that are struggling to pay fees themselves before asking families to make donations.

• Clarity needed on what is philanthropy, fundraising externally and internally (for community benefit / school benefit) 

• PSO need to agree on their position and vision so they are aligned in representing the parents of the school.  

PROPOSED ACTION:  Set up a Working Party to:

1. Acknowledge and address the different cultural expectations of charity and fundraising with our parent community.  

2. Agree on a position and vision so that we are aligned and consistent moving forward.  

3. Make a wish list and choose  goals that are important and achievable for the school.

CHAIR 

• Attendees support that a parent should be elected to be on the school’s strategic leadership team

ACTION:  Chair will meet with Tri-PSO Chairs to further discuss our objectives moving forward.

• Few suggestions have been added to the PSO Mission.  There was confusion over what we should review: the Mission, our action plan / goals.  

ACTION: Reminder to the PSO board to check the shared drive to review and make any comments / suggestions. 

• PSO funds are low. School contribution has declined given lower student enrollment.  Budget is set across the three ACS schools.  

• This links to the PSO Service Coordinator  and whether or not the PSO should fundraise or not and if we should support student requests for financial support. 

• PSO guidelines need to be revisited regarding how money given to the Student Council (SC)  be spent? 

• Who does the SC want to support? 

• Should there be a capped amount that SC students can request? For example if it is £300 then once it is allocated then PSO stop receiving requests.  

• Agreement that PSO should continue to support ‘fun’ events for the students (class parties, popcorn, ice cream etc…) 

ACTION: 

1. Overall, the PSO needs to further discuss and agree on their position on raising funds and offering financial support to the Student Council, student led and school led projects.  

2. Marny will follow up with SC coordinators to further explain / discuss our position

• Currently, PSO has two open meetings a year for all PSO members.  This school year we have added a third (in February) to reconnect with our community after the winter break.  There was discussion if there should be monthly PSO meetings for all members? 

Pros / Cons

• Concerns that it may not be productive and may turn into a forum for raising concerns which should really be addressed with Liaisons and not in an open forum .  From the past, turnout was low, so is it worthwhile?  

• Will make PSO more transparent and inclusive.  Great way to source volunteers and let the community know first hand what we are doing.  Can also be a good way to build ‘teams’, which in turn helps recruit to fill board positions.  

ACTION:

1. It was decided that for now we will stick with three meetings but this is open for discussion. 

2. Julie will put together an example of an agenda for a monthly meeting to show the difference between a board meeting and monthly PSO meeting.  This will be shared with the Board and liaisons.  

• Meeting with Dom Dalais (DEI on campus) has been rescheduled.  Should he come to an open meeting? 

ACTION: This is open to discuss.  Faby will follow up if we have a guest speaker in February or at a later time. 

• Transitions Workshop Presentation

• Feedback was consistent that both the school and PSO must play a role in this  but that the school needs to take ownership and PSO can support them.  

• Some felt  that the presentation addressed challenges of transition but instead parents may prefer  more useful suggestions / strategies in how to deal with transitioning. 

• Parent panel conducted interviews for three new candidates and submitted notes to the school. 

TREASURER

• We are £3,300 short on income (anything else on this?) 

• Working on updating signatures for the PSO bank account.  Minutes needed from handover meeting in May.  

ACTION:  Julie will send a copy of necessary minutes to the Treasurer.. 

• Parentkind renewal is due in January  £125.00 - APPROVED

COMMUNICATIONS

• Migration of emails will happen over the Dec/Jan break. 

SPIRIT WEAR

• Spiritwear has arrived.  Coordinator needs to get permission from the school to go on campus to sort out deliveries to students.

ACTION:   Faby will help coordinate for early next week.     

• Fundraiser idea for an upcycle fashion show / sale 

ACTION: Liaise with Linda to combine as a social event.  Linda will revert back after discussing a possible venue. 

SPORTS

• UPDATE on Bootcamp and other parent / staff evening sport activities.  Going strong but Friday is a lower turnout.   Continue to spread the word. 

SOCIAL

• Update on the success of the latest events.  Blenheim was a huge success. 

• Toilet access is needed for parents when meeting for events (i.e. when they met at school before leaving for  Blenheim) 

Suggestion: The school designates one toilet in the Mansion for a short block of  time period for parents to use.  This can be sanitized before reopening for students. 

• JL agreed this is a feasible solution.

• Alternative ideas are needed for the International Fair next spring.  

ACTION: Please send any ideas to Linda BEFORE the IF meeting on 12/10.  

SERVICES

• The service report should be communicated in the body of the newsletter email and not as a link.  The report will include Q & A.

• Coordinator will meet with JQ to write up a blurb to advertise the ACS Schools Partnership app on Facebook 

• Clear process is needed to support the Student Council.  

• There needs to be a form to decipher needs (money, advertising, other support) and to help streamline requests and the decision making process to address service related requests.  (MS student has asked PSO for financial support for his Eagle Scout project, which is to build a friendship bench to be placed in a school area). 

ACTION: 

1. Marny will make a google form for processing requests for help / donations from students and staff.  She will share with the board for feedback. 

2. Marny will meet with Jane to go over the process and PSO’s involvement. 

• Eagle scout example led to a discussion on where student led projects can be showcased and or advertised (if donations or support is needed).  

• Can we use PSO space on our website?  

• Can PSO supply popcorn for the student led Winter wonderland event on 17/12? 

• Yes, but the machine needs to be cleaned from the last event. Also parents need authorization  to man the machines on campus. 

WELCOME

• How will a staggered start affect welcoming  new students in January?

ACTION:  Coordinator will follow up with JL 

SNACK SHOP 

• Still working with Andrew liaising with Jed P. on a Junior Achievement program.  Next meeting will be in January.  

• Club will be after school

• Jed will be acting coordinator of club

• Potential affiliation with the UK Young Enterprise Program, if it grows

GENERAL BUSINESS

Meeting adjourned at 11:18am  

ACS Egham PSO Committee 2021 

4 November, 2021 Minutes & Action Points 

Attendees: Jeremy Lewis (PT), Richard Harrold (PT), Sadie Lovell, Adam D’arcy, Jane Quelch, Leanne Larkin (PT), Andrew Cordery, Fabriene Prudencio, Anna Zarifi, Marco Reategui (PT), Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil, Lindsay Demaray (PT) 

Liaisons: Chantal Malta-Bey (PT), Babette van den Berg (PT), Kate Griffith (PT), Teresa Hermanson, Heidi Brown (PT) 

__________________________________________________________________________________________Meeting started at 8:46am 

GUEST SPEAKERS 

Richard Harrold - GDPR Overview 

Stephanie Leahey and team - Introduction to IB Careers Program 

30 September Actions reviewed by the Secretary 

President 

● School contribution amount - Waiting for confirmation 

● DBS clearance - Who still needs clearance? OPEN 

● Class lists - Richard Harold confirmed that PSO should have access to class lists as long as parents have given permission to school for contact info to be shared in directory. CLOSED 

● February General meeting date has been agreed for 1 Feb 2022. CLOSED 

HoS 

Due to the IB CP presentation over-running, the HoS suggested he would defer his report and responses to questions. 

Action reviews carried forward to December’s meeting 

- Check with the nurse to confirm guidelines regarding re-testing with a PCR test after testing covid positive. 

- Whatsapp feedback - Meeting with Andrew and Jo Gardner

PRESIDENT 

● In previous years the board had a Service Coordinator. This year service fell under the President due to lack of interest. A parent volunteer has come forward interested in filling the role. The board fully supports re-opening this role on the board. 

ACTION: The President will write a proposal on our Facebook page and PSO website to inform all PSO members. 

● Head of School search update: Parent panel interviewed three candidates and submitted a brief with feedback to HR and Tim Cagney. TC informed us that the search would be reopened as they felt neither candidate really was the right fit for ACSE. New round of interviews will be communicated once the new candidates have been identified. 

TREASURER 

● The board discussed if Zettle is needed for any school payments - Not needed for online purchases but we do need something for school events. 

- Pros and cons: it does streamline sales and purchases but is it the best service available? 

ACTION: Meeting with Julie, Faby, Leila and Ema to discuss re-trying Zettle and researching other options. 

● Suggested pre-approval for events that sell tickets or are not in the budget. Should there be a cap? 

ACTION: Meeting with Leila, Faby and Linda to discuss 

COMMUNICATIONS 

● Should reminders be sent out to ensure all communications from the PSO are being forwarded to classes? 

- Board agrees there should be clear communication and support between Grade Parents and Liaisons to make sure memos are shared with classes. 

- This falls under Grade Parents but Liaisons present at the meeting said they would support by gently reminding Grade Parents to ensure all communications are forwarded to whatsapp chats.

SPIRIT WEAR 

● Coordinator shared new designs with a slide presentation. 

ACTION: Presentation has been sent to the board and liaisons to review and give feedback. 

SPORTS 

● Productive meeting with Jed Petsinger regarding the school introducing the Junior Achievement Program. 

● Andrew and Marco will continue to drive the Entrepreneurship Program to complement the Junior Achievement Program. 

● Bootcamp and other parent / staff sport activities start on Monday 8 November. Flyers need to be shared to make an impact and spread the word. 

SOCIAL 

● How should we tip at PSO events, specifically social events where there has been a service provided (ie. tours?)? 

ACTION: Linda, Leila and Faby will meet to discuss how invoices should be filled out to cover tips so they are included in the cost of the event. 

● Is advertising on the PSO Facebook page allowed? Can the PSO receive sponsorships? 

- According to our guidelines advertising is not allowed but personal recommendations are. 

- Word of mouth advertisement may be a good idea for upcoming Lunch & Learn sessions. 

GENERAL BUSINESS 

● It was suggested that the PSO rework their logo so it is shorter and easier to use on documents and in flyers etc… 

ACTION: Lindsay has a version in the works and will share it. Lindsay and Ema will have a look to see if any other modifications need to be made on it. 

Meeting adjourned at 11:19pm

General Membership Meeting 

Tuesday 5 October, 2021 

Attendees: HoS, PSO Board and 28 PSO Parent Members 

____________________________________________ 

Meeting started at 8:50am 

PSO President - Welcome 

Communications 

● QR code was posted for parents to use to send suggestions directly to the PSO 

● Communications are now going out via PSO website, Facebook and Grade Parents ● Resources are always welcome so we can build up our website with useful info.

 ● Babysitter list is now posted 

Treasurer 

● Overview of treasury report was shared explaining the budget and expenses 

Welcome 

● There are activities throughout the year for families and to bring the community together 

● Regular coffee mornings by grade 

● Working with the school to launch the Student Ambassador program

● There will be a tour of the school for families that started in the 2020/2021   School Year on 12 October, please sign up if interested 

Sports 

● Update on sport activities for Parents and Staff 

● Weekly sessions will be available for 2 hour intervals (also for grade 11/12) ● Bootcamp will start soon 

• Question regarding the Tennis academy. Aiming to relaunch in January. 

Social 

● We use Eventbrite for parents to sign up for planned activities 

● Lots of social events and activities are planned but parents are encouraged to share ideas and suggestions for future events on our website or with Social Coordinator

Spiritwear 

● Spiritwear reflects the spirit of our school 

● In addition to the traditional line on offer, we are introducing new designs ● Planning to launch a student design competition for an ACS Egham Hoodie

Guest Speaker - Claire Cuffs 

● Self Care Challenge will be launched 10-19 October.  ALL parents and staff are encouraged to participate 

● Check link on PSO Facebook or email Claire directly to join the challenge Raffle Winners announced 

Open Discussion 

1. Question was raised regarding the petrol shortage and if buses will be able to continue running during the day? 

- Buses will continue to run. After school buses have been reintroduced this week and school is confident day time buses will not be affected 

2. Question asked regarding search committee for new Head of School - Search has started and list of potential candidates has already been shortlisted , Parents will be informed as the process moves forward 

3. Covid update by HoS: There will be a reassessment this week regarding the extra health and safety measures that were put in place over the past 2 weeks. Any updates will be communicated from the HoS. 

4. Are there service volunteer opportunities for parents in the local community and at school? 

- Yes, there are. A few ideas: Runnymede food bank, Macmillan Cancer

- PSO would be happy to have a parent volunteer to be a Services Coordinator 

- One parent also offered to restart cooking club

5. When are the PSATs? How do we sign up? 

- This was communicated at the end of last school year. New families of 10th and 11th grade missed out on this communication. 

- Suggestion to school is to keep track of important information / announcements made at the end of each school year so that important information is sure to be communicated to new families at start of new school year 

6. Are there still country reps? 

- Yes, there are. These are listed on the PSO website. Some countries still need a rep. 

7. Parent Pay - confusion still about what charges were made to accounts in the beginning of the school year 

- This has been addressed to catering and will be followed up on 

8. Comment regarding parent resources at school 

- Parents suggested that it would be great to have a database of parents / former students etc… possibly independent of the school website so that current students and parents can reach out for advice on Universities, careers. 

Meeting adjourned at 10:30

ACS Egham PSO Committee 2021 

30 September, 2021 Minutes & Action Points 

Attendees: Jeremy Lewis (PT), Shaun Lord (PT), Peter Waine (PT), Andrew Cordery (PT), Fabriene Prudencio, Anna Zarifi, Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil 

Liaisons: Chantal Malta-Bey (PT), Babette van den Berg (PT), Teresa Hermanson (PT), Heidi Brown 

__________________________________________________________________________________________Meeting started at 8:45am 

GUEST SPEAKER 

Shaun Lord - Security and Transport briefing 

2 SEPTEMBER ACTIONS reviewed by the Secretary 

President 

● School contribution amount - Meeting end of Sept. OPEN 

● Richard Harold invited to GDPR meeting - CLOSED 

● Mobile Snack Shop (along with Marcos) - Will be revisited once back on campus 

● Meeting with CAS coordinators (Faby, Leila and Julie) - Faby prepared doc waiting for response 

VP 

● CLass lists - OPEN (Lindsay and Julie will meet and discuss going further ) 

Snack Shop 

● Toastie Cards - Work in Progress, dependent on snack shop reopening and demand 

Communications 

● Weekly Friday updates - CLOSED 

● Suggestions for ideas, links, info for website ONGOING 

Spirit Wear 

● Test Zettle payment app - Follow up needed with Faby

HEAD of SCHOOL 

● Update on Covid - scheduled review for parents on campus, face masks etc… week of 4 October. Will be communicated to school. 

- Immunization Clinic: School is ready to set up a vaccination station in school as soon as we are contacted by local authorities. 

- A parent suggested another review of procedures if covid + be sent out to parents. 

- Parents asked that clarification be made regarding PCR tests if you have already tested + . JL agreed that flowchart, or visuals could be useful to share information clearly. 

ACTION: JL to Check in with nurse to clarify government guidelines 

● HoS forum scheduled for 8 October will be held virtually for covid safety reasons. 

● IT should be fully restored by October break 

- IT has also affected fusion and paying for lunch/snacks. President asked that clear communication be sent to parents regarding payment for food. HoS said Paul has submitted an announcement for the newsletter with an update from catering. 

- A parent gave feedback that 12th grade IB students have not had access to their work assignments over the summer and had delays in the beginning of the school year and they still have deadlines to meet. 

ACTION: A meeting is set up with HS Principal to discuss issues directly. If not resolved, HoS should be contacted. 

● School is looking into relaunching the IB Careers Related Program next year. 

PRESIDENT 

● Faby asked HoS for an update on teachers. HoS shared that the last new teacher has arrived and all new teachers are settling in well. 

● Concerned that only 18 parents in the entire school have DBS clearance and 4 board members are still waiting for theirs. 

ACTION: A list of priority names should be sent to HoS 

● Parent Sentiment from Whatsapp - no clear feedback 

ACTION: HoS will set up a meeting with Andrew and Jo Gardener

● New family welcome has too many points of contact. No set program in place still. HoS agreed it is important to have a strong welcome program. 

ACTION: Meeting will be set up to discuss this further with HoS, Anna and Faby 

● Openly discussed the upcoming AGM. Julie and Faby will co-host on zoom. - Guest speaker will be Claire Cuff 

- Brainstormed ways to engage our community at the upcoming AGM (Annual General Meeting). 

- Some ideas mentioned were a suggestion box, icebreaker, raffle 

ACTION: Faby will set up a shared drive for everyone to send info to that will be shared in a powerpoint presentation. 

● Format of the monthly board meetings discussed. 

Liaisons input: 

- They want to keep their monthly meeting with President 

- They would like to give an update at PSO meeting 

- They expressed importance of hearing HoS update 

- A suggestion is that HS liaisons have an informal coffee mini meeting in addition to the monthly Liaison and Board meetings 

ACTION: Faby will discuss this further with the Liaisons at their next meeting on 12 October. This will be shared with the PSO board as it affects the formats of our meetings moving forward. 

SNACK SHOP 

● Snackshop is closed until 11 October, 2021 

COMMUNICATIONS 

● Should the PSO send out a newsletter? Would this be bi-monthly, quarterly? - President: For now bi-monthly newsletter or as needed and weekly updates seem to be enough but as things open up and more events are happening a newsletter may be an effective way to enhance our communication. 

ACTION: Lindsey will keep this idea open for now and see where it evolves to. If we (PSO) decide to put out a newsletter we will decide how often.

SPIRIT WEAR 

● Coordinator shared new designs. President suggested they make samples to share. 

ACTION: Coordinator will put new design ideas on sample products for us to decide on 

● Coordinator also needs the old logos and fonts. 

ACTION: Coordinator will contact Craig or Meghan to find out about logos. 

● Old stock of merchandise will go on sale 

● Will look into a student design project for CAS 

ACTION: Faby will liaise with Spiritwear and CAS coordinators regarding possible CAS hours for a student design. 

SOCIAL 

● Coordinator is looking ahead to upcoming events and is hesitant about planning and having to cancel. Halloween is a go ahead for now. ● Looking ahead to hosting more events at outside venues so as not to have to cancel if at school. Ideas are welcome. 

ACTION: Coordinator will open a shared drive to collect top “10 ideas” and suggested apps to share with community 

SPORTS 

● Meeting was held with the AD (Athletic Director). A formal list of extracurricular and sports activities will be shared with students and families. 

● There will be a sports hall review next week. 

● There will be an upcoming meeting with Jed Petsinger regarding moving forward with the Junior. Achievement / Entrepreneurship program. 

GENERAL BUSINESS 

● Secretary proposed a GM for January / February time. All board members agreed. 

ACTION: Date has been proposed for 1 Feb, 2022 - has been approved by school. Meeting adjourned at 12:10pm

ACS Egham PSO Committee 2021

2 September, 2021 Minutes & Action Points 

Attendees:  Jeremy Lewis (PT), Jane Quelch (PT), Nikki Breslin (PT), Andrew Cordery, Fabriene Prudencio,  Anna Zarifi,  Marco Reategui, Leila Gregario, Linda Winter, Ema Popaya, Julie Vyskocil

Liaisons: Chantal Malta-Bey 

___________________________________________________________________________________________

Meeting started at 8:45am 

JUNE’S ACTIONS  reviewed by the Secretary 

President

• 11 June wrap up liaison meeting - closed 

• Updated Events Calendar - closed (unless other changes are needed) 

• Feedback re: PSO supported charities - open

• Suggestions for PSO volunteers to wear at events - open

• IF date TBC - open

• School contribution amount - Meeting end of Sept. 

VP

• Emails for grade parents - closed

• CLass lists - open (work in progress Lindsay and Julie) 

Snack Shop

• Meeting with catering - open 

• Cost of mobile snack unit - open 

Communications

• New domain - closed

• Survey - closed 

Spirit Wear

• President will connect SW coordinator with school staff - open 

General Business

• Focus group Math tutors - closed (Faby will take over as lead) 

• Business Enterprise CAS hours - in progress (Andrew and Marco) 

HEAD OF SCHOOL

• HOS and the current PA  introduced the new PA to the PSO Committee.  

• Current PA gave an overview of how we work together.  

• The school’s core values were shared and it is agreed that it is important that the school, PSO and parents work together to achieve and maintain them. 

• IT update - systems are slowly returning in stages.   

• Suggestions: regularly communicate any updates, teachers should have contingency plans for when wifi is not accessible for lessons 

• JL added that this is not always practical

• Covid update given - an update  is planned to be communicated to parents this week.

• Community (team) building week across all grades has been very successful so far.

• There will be tours of the school made available during the PSO BBQ. HOS has offered to be a tour guide. 

PRESIDENT

• The school currently pays a contribution to the PSO each year based on the number of students (approx. £13 per student). The President would like to explore if an increase is possible to ensure the financial health of the PSO moving forward.

ACTION:  Amount will be confirmed by HOS at the end of September once final enrollment numbers are known and the President will look into the possibility of asking for an increase. 

• FABY is looking into speakers to discuss matters of safeguarding with parents?

ACTION: Faby will invite Richard Harrold for GDPR update

• Mobile snack shop is still being considered. 

ACTION: Meeting will be set up with Faby, Marco, Anna and Chantal to see how to move forward on reintroducing one (there was one in the past).  

• It is confirmed that students can commit to being a PSO volunteer for CAS hours for the year but they will not get individual hours for one off events.  

• JL commented that CAS should not be seen in terms of “hours”

• A PSO goal is to offer 3 ways students can contribute towards CAS hours within the PSO.   

• Business Enterprise program

• PSO roles (coordinator support)

• General CAS volunteer (committed volunteer for events) 

*First priority is to get the Business Enterprise program up and running. 

ACTION: PSO volunteers (Faby, Leila and Julie) to meet with CAS Coordinators (Ms Garlick and Ms McHenry)

TREASURER

• The budget was reviewed and approved by the PSO committee.

SNACK SHOP

• Coordinator will reopen the snackshop 6 September.  There will be a signup genius for parents to volunteer.  

• SHould we offer Toastie Cards again?  Committee all in favor of them.  

ACTION: Meeting planned with Anna and Leila to discuss reintroducing Toastie cards and will make clear rules how they can be used (ie. what is included in ‘meal deal’, no substitutions allowed etc…)  

COMMUNICATIONS

• The PSO committee approved to activate new emails in December / January although this will be revisited in October as dates are also subject to IT issues being resolved in school.  

ACTION:  Review in October where we are in terms of IT and decide if email launch will still be Dec/Jan.  

• Flow charts and graphs showing lines of communication were shared with the committee.  It was agreed that they served as a useful visual to go on the PSO website.  

• Stressed importance to streamline info so it is complete and accurate.  

ACTION:  Communications Coordinator will host a weekly Friday Comms Update Zoom Drop-in from 8:45am- 9:15am.  This is open to any PSO committee member who would like to share info on the website or has any questions regarding communications.  

• More resources are needed on the PSO website for families to access. 

ACTION: PSO Committee: please brainstorm and send Comms Coordinator any ideas,  links or useful info for families.   

SPIRIT WEAR

• Coordinator continues to explore new ideas for logos and design but would like to keep some traditional items while also introducing some new items.   

• Will have products to sell at the BBQ.

ACTION: Emma, Chantal and Faby will meet to look into Zettle payment app and trial it before BBQ.

SOCIAL

• Eventbrite is up and running successfully. 

•  Looking ahead to upcoming events:

• B’oot to B’oot (Linda to meet with Anna and Chantal)

• 14 October Bike Ride (Linda will lead this) 

• Oct / Nov Parents’ Night (Faby and Chantal will lead this) 

SPORTS

• The AD (Athletic Director) is working on an information schedule to share with students and parents regarding extracurricular and sports activities on offer throughout the year.  

WELCOME

• Committee was briefed on the Welcome BBQ - all systems go!  

• A signup genius will be sent out ASAP  as LOTS of volunteers are needed to make the Welcome BBQ a success!  

GENERAL BUSINESS

• Debrief and feedback procedures after events were explained. 

Meeting adjourned at 11:15am