Committee Meeting Minutes January 2012

WILDERN OPPORTUNITY GROUP & PRE-SCHOOL COMMITTEE MEETING

Wednesday 18^th January 2012, United Reformed Church, Hedge End

AGENDA

1. Apologies

2. Agree minutes of last meeting and matters arising

3. Financial matters

• Treasurer’s report.
• Reserve policy.
• Provide an available budget for equipment & training.

4. Recruitment of New Manager & SENCo

5. Play Leader Feedback

6. Fundraising and donations

• Quiz Night many thanks to everyone.
• Xmas Party many thanks to everyone.
• Fords donations and presentation.
• Any further suggestions.

7. AGM preparation

8. Marketing

9. Playground Area

10. Any other business

11.  Next meeting

Committee Meeting Minutes for Wednesday 18^th January 2012

Attendees

Kate Clark (Chairperson), Lucy Smith, Vicky Lucas, Jim Mitchell (Vice Chairperson), Kelly Mitchell (Secretary), Kerry Passingham, Allison Scott, Jo Parfitt, Ros Bundy, Kathy Evans, Lyn Berry, Debbie, Shirley Callen, Debbie Bailey.

Apologies

Chris Exton, Steven Hollis, Kelly Cook, Wendy Suckling

Agree minutes of last meeting and matters arising

1. Manager salary increase:  It was apparent that in order to secure a suitable Setting Manager we would have to increase the amount offered as a salary.  Kate had to act quickly on securing our new Manager, so therefore had to approach the majority of the Committee to agree to an increase of salary.
2. Termly cleaning and inventory:  It was decided that due to the scale of equipment and lack of man power, that perhaps we would start with an area at a time, to insure that it was done more effectively. 
3. E-banking:  There have been some minor problems with e-banking in that the groups account details seemed to have been linked to Ros’ personal accounts, even though it’s a business account!  But as Ros is the only one who should be accessing this account, it is ok.
4. EY essential package:  Kathy is being sent the bug free version by the end of the week.
5. Children in Need fancy dress:  Our Children in Need day went well and was a success.
6. Newsletter:  It was decided that we would wait until the new manager has started so she could have input for the newsletter.
7. Lottery scheme:  Jo has tried to find more information online about the lottery scheme, Ros mentioned that her local church group is part of a lottery scheme, she will find out some more information from them.
8. Kitchen Cupboard:  The council has decided that they will install some more kitchen cupboards, but have advised that they are for general use, so whoever hires the small hall can use them.

RECREATION & AMENITIES COMMITTEE MEETING OF 14TH DECEMBER, 2011

R55:  Correspondence:

Kate Clark, Chairperson, Wildern Opportunity Group, requests permission to install kitchen wall units in the small hall kitchen for additional storage, to make the kitchen less cluttered and safer to use for the group. Members agreed to defer committee decision in order to make a site visit and determine the requirement. The clerk is instructed to ensure that this matter is placed on the next agenda.

RECREATION & AMENITIES COMMITTEE MEETING OF 11TH JANUARY, 2012

R68: To consider the request of Wildern Opportunity Group to install kitchen wall units to the Small Hall, 2000 Centre. The Chair advised that members of the Committee had taken the opportunity to examine the proposed requirement for kitchen units and felt that the room appeared to have quite normal use and not cluttered. Resolved: That the clerk respond with the Committees’ view that if a cupboard is required it will be fitted by HETC as Landlord and in consideration of the kitchen’s general use as a benefit to all hirers so that there may not be any risk of loss or question of exclusive use.

Minutes of last meeting were agreed and signed by Kerry Passingham and Jo Parfitt.

Financial Matters

1. Treasure’s Report 18^th January 2012

The following transactions have been made since the last committee meeting in November.

As can be seen from the above figures, we have been very fortunate since the last committee meeting in fundraising and donations.

The Quiz Night raised a fantastic sum of £751.  Many thanks to Jo who oraganised this event and to everyone who helped.  Thank you also to Hedge End Rotary Breakfast Club who provided the questions and who hosted the evening, to Fords who kindly provided the venue free of charge and to the people who donated raffle prizes.  However, it was disappointing that this fundraiser was not supported by many parents/carers.  We received donations of £450 from the Rotarians, £250 from Unite the Union (Fords Southampton), Steve Smeeth from Fords ran the Gosport Half Marathon and raised a total of £380 plus gift aid, £35 we have received to date and £50 from Mr. & Mrs. Lee.  All of which we are very grateful.  Commission on the photographs taken in Group amounted to £104.  Finally thank you to Shirley who organized the children’s Christmas cards and this made a net total of £55.

2. Reserve Policy:  The function of the reserve policy is to describe why we have a reserve amount.  The reserve amount is chosen as a back up in case unforeseeable events occur, so that the group can still run for a time, or to pay staff for a notice period.  £30,000 was considered a reasonable amount to cover this.  Agreed by Kate, seconded by Jim.

Reserves Policy

Wildern Opportunity Group aims to hold sufficient financial reserves to meet redundancy obligations and to sustain the pre-school if income falls below expected levels.

Aims

• To manage our finances responsibly
• To budget for predictable fluctuations in income and expenditure
• To hold reserves to cover redundancy obligations, a terms running costs and pay in lieu of notice.

EYFS key themes and commitments

Procedures

The funds held by Wildern Opportunity Group fall into three categories:

1. Unrestricted funds

Unrestricted funds are needed to cover staff costs, administration and other operating costs.

As income levels vary throughout the year, the trustees consider it prudent that unrestricted funds should be sufficient to cover three months running costs.

The trustees will monitor and review the unrestricted fund reserve level with reference to income forecasts and changes in funding on an annual basis to ensure it meets the needs of the group.

2. Restricted funds

Restricted funds normally arise from donations or grants, which have been received to meet the cost of specific items of expenditure.

3. Designated funds

Designated funds are spent on specific projects outside the day-to-day running of the pre-school.

The pre-school operates two bank accounts and charity bonds:

• A general account for day to day income and expenditure
• A reserves account and charity bonds to cover all redundancy obligations as required by law.

The amount held in the reserve account is reviewed regularly to ensure that sufficient funds are available i.e. the amount required for redundancy is maintained to ensure that the level is topped up as necessary or, if a member of staff leaves, the surplus is released.

The money held in the reserve account will not be used for other purposes unless it is more than that required for redundancies.

Budgets are completed annually and updated on a termly basis to take account of all factors affecting income and expenditure.

Legal framework

• Statement of Recommended Practice: Accounting and Reporting by charities (the Charities SORP) and legal requirements of the Charities (Accounts and Regulations) 2008 (the Regulations). www.charity-commission.gov.uk/publications/
• Statutory Redundancy requirements:  www.direct.gov.uk/

Further guidance

• Charity Commissions reports ‘CC19 Charities & Reserves’ and ‘RS5 Small Charities & Reserves’, at www.charity-commission.gov.uk/publications/

A copy of the Reserve Policy can be found in our policy folder by the Group’s main entrance.

3. Provide an available budget for equipment & training.  It was discussed that £2000 would be sufficient for training, with regards to equipment, it was mentioned that the group had an overlap from 2010’s fundraising money. Exact funds need to be looked into.

Recruitment of new Manager and SENCO

Our new manager is Terri Whitehouse, she is highly qualified experienced professional in Early Years Management and is enthusiastic to learn more about our Opportunity Group.  Due to her level of qualification, knowledge and experience it was unanimous decision by the interview panel that Terri would be the ideal candidate for the position.  We did have to offer a higher salary.  Kate contacted as many committee members as she could to find out their opinion on the matter and everybody agreed we needed to offer the higher wage to get someone who would be able fill the position. 

Lucy is our new SENCo now and will be employed at £* per hour for 13 hours maximum a week covering the tasks in the job description.

Play Leader’s Report  

Playleaders Report - 18/01/12

The autumn term was a busy one, we had outings to the Church, Itchen country park and the village all linked to our planning and children’s interests. Thank you to all of you who volunteered to help.

We enjoyed a fun evening at the quiz night and raised lots of money, many thanks to all involved and the Breakfast Club for their continued support of the Opportunity Group. We ended the year with a lovely Christmas party that we hope was enjoyed by all.

We had feedback from our annual conversation with Services for Young Children which was positive and constructive.  Copies of the report are available to all Parents/Carers. We will continue to be well supported by SfYC in providing an excellent provision

We are updating our development plan and actions as appropriate. You may have noticed our new cupboard, which now houses the children’s learning journeys, making them more accessible to you and the children, please feel free to have a look at your child’s journal when you want. 

There will be further changes to the staffing structure of the group, but we would like to reassure you all that our commitment to your child’s learning, development and care is paramount and this will remain unchanged.

Fundraising and Donations

1. Quiz night:  A big thank you to Jo for organising the quiz night and Hedge End Rotary Breakfast Club for providing the Quiz master and questions.  It was very successful raising £751.  In turn the Hedge End Rotary Breakfast Club have donated £450, many thanks.          
2. Christmas Party: The Christmas party was very enjoyable, thank you to Mr & Mrs McLean for providing the disco. 
3. Fords donations and presentation:  Fords are coming into the Opportunity Group on Friday 20^th January to present their cheque for £1000.  Thanks to Unite the Union for their donation of £250 and Steve Smeeth for running the Gosport Half Marathon and raising £380, plus £85 in gift aid.
4. Charity Song:  Jim is still waiting for sales figures for the charity song, due to appear by the end of the month.
5. Easter Disco:  The proposed date for the Easter disco is 31^st March, £1 to be charged per ticket.  Letters to go out to parents. Easter baskets and eggs to be raffled, tickets to be sold. Proposed by Kate, seconded by Lucy.
6. Any further suggestions:  Jo Parfit, and Allison Scott to look into available dates for Ford Social Club and the Roddington Forge.  It was suggested that we have a disco/music night fundraiser in the summer term.  Kelly and Jo to organize.

AGM Preparation

The date for the AGM meeting will be Thursday 29^th March, letters to go out to parents, urging the importance of attending, and the positions on the Committee that will become available when current members step down.

Marketing

More posters need to be distributed around Hedge End and on notice boards.  A preschool open day was suggested, to happen after Easter.  Lyn Berry is going on radio Solent on Thursday 19^th January to talk about the Opportunity Group.

Playground Area

The Village hall have not responded to our email, it was decided to discuss this matter further when the new Manager starts.

Any other business

1. Child Protection Officer & Training:  It was discussed that Terri would be the new Child Protection Officer.
2. New Registered Person with Ofsted:  It was discussed that the Committee with a select individual should become registered person and recommended by Ofsted.
3. Social Networking Policy:  To be discussed at the next meeting.
4. Shirley has asked for new cameras to capture children doing activities that can be included in their learning journals.  Proposed by Jim, seconded by Lucy. 
5. Wildern Secondary school have asked if one of their pupils could do some work experience at the group, everyone voted yes.

Next committee meeting and AGM will be held on Thursday 29th March 2012.