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September General Meeting Minutes

Date of Meeting: September 10th, 2025
Time of Meeting: 7:00 pm

I) Call to Order | Welcome

Number of Online Attendees: 11
Number of In-Person Attendees: 11

II) Conflict of Interest
  • A conflict of interest for an OFHSA member is any situation in which the individual’s private interests may be incompatible or in conflict with his or her Federation, H&S Council or Association member responsibilities.
  • Perceived, potential, actual.
  • Call for Conflict of Interest Declarations; No conflicts raised

Approval of the Agenda motioned & quorum reached.

III) Approval of June 10th, 2025 Meeting Minutes


Approval of the June Meeting Minutes motioned & quorum reached.


IV) Federation Correspondence

In July, OFHSA (Ontario Federation of Home & School Associations) conducted a verification of our last years’ financial records as there was an active complaint filed. The Federation concluded the following:

  • Bank statements are missing
  • The spreadsheet provided is missing many transactions
  • Paperwork is missing for many transactions on the spreadsheet, including:
  • Receipts for e-transfer
  • Reimbursement forms
  • Invoices for Lunchbox deposits
  • Reimbursement forms and receipts with different totals
  • Reimbursement forms without the signing officer’s approval

In conclusion, OFHSA reiterated our requirement to follow policies and protocols set forth are requirements of our Association to remain in good standing.

The Ontario Federation of Home & School Associations has sent out a list of membership and financial deadlines that will be completed by the Executive team promptly to ensure we remain in good standing as an Association.

V) Membership Chair Update

Discussion of Membership Challenge and Membership Chair Position

Motion tabled to create Membership Chair executive position, quorum reached.

Motion to put forth an immediate vote for election of Membership Chair position, quorum reached.

Floor opened to nominations from members

1 member received 3 nominations with no further nominations, member is now moved into position as the quorum has been reached.

1 member nominates themselves to be elected on parent council to be the liaison between parent council and Lawfield HSA to be discussed at next meeting after 1st Parent Council meeting of year.


VI) Treasurer Update | Banking, Finances, and Budgeting

Treasurer provides update on bank account switch of signing officers

  • Present on subcommittee reimbursement processes (receipts, reimbursement forms,
  • cheques).
  • Discussed the budget breakdown for planned events and fundraising this year.

Motion for the approval of the Budget for 2025-2026, quorum reached.

1 member proposes we add a budget line for Spring Fling Flower Thing

VII) Bylaw Review and Reorganization

At this time, we are not required to submit new bylaws, however to help ensure that transparency, good money management practices, and respectful membership standards are kept, we have begun the process of tightening up our Lawfield bylaws.

Floor is opened to call for new ideas, questions, or concerns. We can resubmit our bylaws to the Federation for final approval at any time, as long as members have been given 15 days’ notice to review the bylaws before we vote on them. We will aim for an October or November resubmission if we can get the votes in.

No ideas brought forth. Members will read bylaws and make suggestions at a later date.

VIII) The Year Ahead | Master Calendar

We held our first annual Cry n’ Chai event last Wednesday, which was a welcoming tea party for new and returning Kindergarten families to meet

Our next big event is Family Fun Night (previously known as “Fall Carnival”) on September 16th, 2025.

Winter Bazaar has been scheduled for Thursday, November 27th, 2025.

Raise the Dough has been updated to September 30th, 2025 to round out a busy month of events. We will get $5 per pizza once 100 pizzas are sold.

September Calendar of Events in final stages and will be sent home the first week of school; Principal requested printed bundles be in packs of 25.

Autumn
Tuesday, September 16th, 2025 | Family Fun Night
Ticket table will sell single tickets for $2.00 each. We will also have ticket bundles available.
Each event will be priced accordingly. Ie. 2 tickets, 3 tickets, etc.

BBQ Party
Will be held on the tarmac at the school and will be volunteer-run.
Fundraising goal: $625.00

Coral’s Creative Faces
Coral will be back doing face painting for the children (and maybe some adults). Cost will be $7.00 per face painting and Coral will take $5.00. Coral will have separate tickets. We’re capping ticket sales at 65 to avoid disappointment. One volunteer to help manage the line is required.
Fundraising goal: $130.00

Bouncy Castles
Adventure Mania will be setting up two bouncy castles this year. One is a standard bounce house and the other will be a four-person obstacle course for all ages. Three volunteers are required at all times. Each round in the bouncy castle will be 5 minutes and will cost 3 tickets.
Fundraising Goal: 1,800.00

Cake Walk
“Calling All Home Bakers & Cake Makers” flyer went out for cake donations from the community on “Calling All Home Bakers & Cake Makers”
2-4 Grade 8 Volunteers needed to man the cakes in the “store” inside with one adult volunteer.
Fundraising Goal: $1,000.00

Lucky Draw Table
Three volunteers are required to run this year. The event will be run on the track near the bouncy castles.
Fundraising Goal: $1,200.00

Balloon Artist
2 tickets per balloon creation.
Fundraising Goal: $420.00

Overall Breakdown:
Expenses: $3,200.00
Potential Income: $5,175.00

Advocacy
Neighbour 2 Neighbour – will be picking up a tap machine from Neighbour to Neighbour on Monday, September 15th to be able to collect cash donations.

  • Four of Five boxes to ticket pick up locations needed for drive.
  • Neighbour 2 Neighbour approved event flyer
  • Neighbour 2 Neighbour will supply a list of most needed items.

1 member asked about the Ice Cream Truck.
The treat table will be set up, Cotton Candy machine will also be running if we get enough volunteers

A member suggested an option to have a vendor pay us to come sell food. Members are providing services at no cost to us,

1 Member offered to contact to see if Sherwood kids want volunteer hours.
Students need to be a part of the Lawfield family, with their parents acting as HSA members to be able to volunteer.

1 Member offered to get some food donated with a letterhead from HSA.

1 member suggested an incentive for donations. If someone donated to Neighbour to Neighbour they could get entered into a draw.

1 member suggested they can possibly get a donation from Kraun to cover the cost of a generator if provided
with an invoice.

IX) New Business / Open Floor Discussion

No new business or discussions

X) Adjournment

Motion to Adjourn, quorum reached.

NEXT MEETING: Wednesday, October 8th, 2025 @ 7PM