AGM April '11

WILDERN OPPORTUNITY GROUP AND PRE-SCHOOL

ANNUAL GENERAL MEETING

Monday 4th April 2011 7:30pm at the United Reform Church, Hedge End

 

AGENDA

Agree minutes of last AGM.

Matters arising from last meeting.

Nominations (see attached schedule)

• Chair

• Vice Chair

• Secretary

• Committee members/Trustees

• Co-opted members

• Members to stand down

• Bank signatories

Treasurer’s report

Chairman’s report

Play Leaders report

Policy and Pre-school Learning Alliance Model Constitiion 2008 adoption (see attached schedule)

Any other business

Next meeting

 

Minutes of Annual General Meeting 4th April 2011

 

Attendees

Kate Clark (Chairperson), Jim Mitchell (Vice Chairperson),  Kelly Mitchell (Secretary), Kathy Evans (Play leader), Ros Bundy (Book keeper), Lyn Berry, Jo Parfitt, Shirley Callen, Chris Exton, Gary Sim, Michelle Barker, Lyn Sim, Louise Thompson and Lucy Smith.

Apologies

Kelly Cook, Kerry Passingham, Cassandra Wyeth and Stephen Hollis (Treasurer).

 

Minutes of last meeting/matters arising

Minutes of last minutes agreed and signed off by Jim and Kelly Mitchell, no matters arising.

 

Nominations

Please see attached sheet for the confirmed names for the positions on the committee.  Jim Mitchell is standing down as Chairperson but will still be involved as Vice-chairperson.  We thank Jim for all his hard work.

 

Reports

• Please see attached sheets for the following reports:

• Treasurer’s report by Ros Bundy

• Chairperson’s report by Jim Mitchell

• Play Leader’s report by Kathy Evans

• Accounts are available on our website or in the committee folder at the preschool.

 

Policy Adoption

Please see the following sheet for our policies, Kathy Evans has read through and readopted the policies. There have been amendments to the ‘Safeguarding and promoting children’s welfare policy, signed off by Stephanie Lilley, Missing child policy signed off by Nikki Burnett, and Equality of opportunity, signed off by Lara Wesley.  The Preschool Learning Alliance Model Constitution 2008 was also read through, signed and adopted.  Everyone else has agreed them, proposed by Kate Clark and seconded by Jo Parfitt.

 

Any other business

• Carnival – This year is the 90th Anniversary of the Hedge End Carnival.  Wildern Opportunity Group wants to take part and welcome ideas and help.  It was decided that letters would go out to parents to see if they would like to be part of the Carnival Committee.  Volunteers include Lucy, Michelle, Kate, Kelly, Shirley and Kathy.

• Fundraising – Ladies weekend was successful, final amount raised due to follow.  The Easter disco provided a good turnout and about £300 was raised (final figure will be provided for next meeting). Thanks to Lucy for providing the entertainment, and Kelly for the Easter egg baskets for the raffle prizes.

 

The next committee meeting is on Wednesday 18th May 2011.

 

Nominations for AGM on Monday 4th April 2011

CHAIR               

• Jim Mitchell is standing down from this position and Kate Clark is standing: Nominated by Jim Mitchell and seconded by Kelly Mitchell.

 

VICE CHAIR      

• Kate Clark is standing down from this position and Jim Mitchell is standing:  Nominated by Kate Clark and seconded by Lucy Smith.

 

SECRETARY     

• Kelly Mitchell is standing for this position:  Nominated by Kate Clark and seconded by Lucy Smith.                                                .

TREASURER     

• Stephen Hollis has agreed to stand for a fifth year: Nominated by Kate Clark and seconded by Kelly Mitchell.

 

TRUSTEES        

• Standing down:  Donna Taylor, Helen Langrish and Kevin Glyn-Davies.

• Standing for another year:  Jim Mitchell, Kate Clark, Stephen Hollis, Kelly Mitchell and Chris Exton.

• Proposing to stand:  Kelly Cook, Kerry Passingham and Jo Parfitt.  Nominated by Chris Exton and seconded by Kate Clark                                                .

CO-OPTED MEMBERS        

• Lucy Smith:  Nominated by Jim Mitchell seconded by Kelly Mitchell.

 

BANK SIGNATORIES   

• Ros Bundy, Kelly Mitchell, Jo Parfitt and Kate Clark  Nominated by Lyn Berry seconded by Lucy Smith.

 

Treasurer’s Report AGM 2011

 

Current Account                                                                          1,567

Reserve Account                                                                       24,984      

Charity Bond                                                                              17,110

 

As can be seen by the accounts, expenditure over income was £4,181 as opposed to £14,283 income over expenditure the previous year.  However, HCC have granted us a £4,000 Childcare Inclusion Funding award which will cover the shortfall.  This amount will be shown in next year’s accounts.

The increase in expenditure was mainly due to wages which rose by £12,000.  We did purchase more equipment this year but this was mainly bought from donations which increased from £742 last year to £2,587 this.  HCC fees remained about the same but fees from parents/carers for Pre-school rose from £3,569 to £6,082.

The grant increase was due to the playground grant from HCC.

Thank you to everyone who has supported the Group over the past year and to the staff and parents who have given their time in fundraising.  Hopefully more parents/carers will become involved this year.

Thank you also to Jim for his help over the past year.

 

 

Chairman’s Report 2011

I’m sorry to say this will be my last Chairman’s Report as I feel that it is time to step down.  This is because my commitments elsewhere are now impacting my ability to give The Opportunity Group the level of attention it deserves and needs.

I hope to continue my involvement with The Group and to help as much as I can with matters such as financial planning and fund raising.

Now that’s dealt with I just want to thank Kathy and her team for their efforts this year and congratulate everyone for the success enjoyed with the latest OFSTED inspection.  It is exactly what we needed at a time where we want to attract greater numbers to the Group to ensure its survival so thank you.

I would also like to thank everyone who has helped to raise funds or has contributed directly to The Group this year.  Budgens, Fortis and Southern Electric are just a few of the companies that have made extremely generous contributions.  People like our Treasurer Stephen Hollis who ran the London Marathon, friend of the group David Crosby who undertook the New Forest Rattler bike ride and our incoming Chair Kate Clark who braved The Grim Challenge on our behalf all give their time and effort to help ensure that The Group remains operational.  So we thank them all.

Handing over to the next Chair I think it is worth identifying the challenges that we face.  This mainly comes down to increasing the number of children attending.  Hopefully we will be able to tackle this issue by publicising our OFSTED success and improving our website’s online visibility.  This latter point is well in had thanks to the drive of Kate Clark and expertise of Andy Parfitt who we thank for his commitment so far.

I hope I haven’t missed anything too significant in this summary.  If I have I apologise and would personally like to thank all of you who attend these meetings and Kathy, Lyn, Ros, Shirley and Lucy for making my time as Chair over the past two years as much fun and as productive as it has been.  So thank you to you all.

 

 

Play Leaders Report AGM 2011

We have had another busy and eventful year; finally the completion of the outside area which is wonderful having the canopy makes a huge difference to the amount of time we can spend outside.

We employed Julie Staples (who volunteers on Wednesday & Friday) to work in the preschool.  We have also employed Jade to work on a Wednesday and Friday sessions due to an increase in families referred, however we still have a waiting list.

Lucy Smith and Jade Barrette have completed their level 3, well done to them both.

We began an extra afternoon session on Tuesday in January and numbers are growing, despite an overall drop in the number of children attending this year.  We are now able to offer 3 full days to families and because of our flexibility and high level of staff with appropriate early years training we are receiving £4.24 per hour per child compared to the lowest basic rate Hampshire give which is £3.78.  This amount will continue to rise as more of our staff become level 3 qualified (2 remaining).

We continue to have good links with Children’s Links, Portage, and the Children’s Centres.  The outreach project at the Windmills Children’s Centre meets every 3 weeks and is a support group for families with Autistic children.

The Rotarians took the Opportunity Group children to ‘Paultons Park’ for the annual ‘Kids Out’ scheme.  A good day was had by all.

Families from the Opportunity Group were invited by Mencap to visit Marwell Zoo to celebrate the opening of new facilities for people with disabilities; you can see pictures on Mencap’s website.

A huge well done and thank you to our team of staff who do above and beyond what is asked of them, and I quote the Ofsted inspector who said “the staff team is excellent and they should all be very proud of the way they work and the provision they provide.”  We received an overall good and in all of the standards that we were inspected on, so we are all pleased and very proud.

And lastly but not least

Thank you to the committee and the officers for their hard work and support over the last year, particularly to Jim who has decided to step down as Chair this AGM he will continue however as Vice Chair.  Jim came in just as the outside area and all its problems began so it wasn’t the easiest start.  Thank you Jim, for all the time and work you have put in.

To all our families and friends of the group who continue to fundraise, donate and give up their free time to support the group it makes a huge difference so thank you all very much.

 

 

Policy Adoption for AGM on Monday 4th April 2011

Safeguarding and Promoting children’s welfare

• Children’s rights and entitlements

• Safeguarding children and child protection (including managing allegations of abuse against a member of staff)

• Looked after children

• Confidentiality and client access to records

• Information sharing

• Uncollected child

• Missing child

• Supervision of children on outings and visits

• Maintaining children’s safety and security on premises

• Making a complaint

Equality of opportunity

• Valuing diversity and promoting equality

• Supporting children with special educational needs

• Achieving positive behaviour

• Physical handling policy

Promoting health and hygiene

• Animals in the setting

• Administrating medicines

• Managing children with allergies, or who are sick or infectious (including reporting notifiable diseases)

• Nappy changing

• No-smoking

• Food and drink

• First aid

Suitable people

• Employment and staffing (including vetting, contingency plans, training and development)

• Induction of staff, volunteers and managers

• Student placements

• Criminal records bureau policy & procedures

Suitable premises, environment and equipment

Health and safety:

• Risk assessment

• Health and safety general standards

• Fire safety and emergency evacuation

• Fire procedure

• Recording and reporting of accidents and incidents

• Food hygiene (including procedure for reporting food poisoning)

• Disabled access

Organisation

Administration:

• Admissions

• Registration form

Child care practice:

• The role of the key person in the setting and settling in

Partnership:

• Parental involvement

• Working in partnership with other agencies

Documentation

Record keeping:

• Children’s records

• Provider records