General Meeting Feb '11

WILDERN OPPORTUNITY GROUP & PRE-SCHOOL COMMITTEE MEETING

Wednesday 16th February 2011 – United Reformed Church, Hedge End

AGENDA

Apologies

Agree minutes of last meeting and matters arising

Financial matters

Preparations for the AGM

• A secretary is needed – advertise post
• All current elected members of the committee members to stand down and be re-elected – advertise posts 2 weeks before AGM.
• All past elected members who have left to resign.
• Date of AGM.

Play Leader Feedback

• Feedback from meeting with Business Officer – Geoff Sims on 07/02/11.
• Staff wages.
• Outside storage.
• Budget for training. 

Marketing of the group

• Leaflets done & need distributing – 2 parents have volunteered to distribute them around Clover way and Whitebeam Road area.
• Posters to be put up on boards.
• Visiting estate agents.
• Improving website.
• Any further suggestion.

Fundraising and donations

• Social – Disco/race night.
• Any further suggestions.

Any other business

Next meeting

Minutes of Committee meeting Wednesday 16th February 2011

Attendees

Jim Mitchell (Chairman), Kate Clark (Temp Secretary), Roz Bundy (Book Keeper), Aurelie Hemphill, Kelly Cook,  Kelly Mitchell, Lyn Berry, Kathy Evans, Lisa Parker, Lucy Smith, Stephanie Lilley, Michelle Barker, Irene Wesley, Lara Wesley, Shirley Callen, Lucinda Buckett, Nikki Burnett, Mike Burnett, Jo Parfitt, Katie Turner, Mark Wyatt.

Apologies

Chris Exton

Minutes of last meeting/matters arising

Jim Mitchell proposed minutes of last minutes, seconded by Kathy Evans.

• Data Protection:  SafeCrypt software was downloaded for free to keep sensitive information protected on the computer.
• Thank you for all the help at the Christmas Party especially Santa, Lucy Smith and Co. Grotto makers and cake bakers.

Financial matters

 Ros Bundy read through the financial report (see attached report). 

Preparation for the AGM

• The post of secretary will be advertised as the position needs to be filled.  Kathy gave out a description of what the post involves to all parents.
• All current members of the committee are to stand down and be re-elected, with the posts being advertised two weeks before the AGM.  Kate suggested that she could devise a voting sheet for parents who are unable to attend the AGM.  Proposed by Kate Clark, seconded by Lyn Berry.
• The next AGM will be Monday 4th April 2011. 

Play Leader feedback

• Kathy Evans met with the Business officer who suggested making the Opportunity Group fully inclusive of all preschool children. However Kathy has since spoke to Hampshire County Council who said “this does not have to be the case”.  It is thought that with extra marketing, the group can achieve their occupancy goals, and the occupancy levels are to be monitored and reviewed regularly.
• It was thought by the committee that due to the current climate increasing staff wages was not practical; therefore there will be a pay freeze.  It was discussed that Staff wages are to be reviewed at the next committee meeting on Wednesday 18th May 2011.  Proposed by Jim Mitchell, seconded by Jo Parfitt.
• The town council have agreed the 8ft storage box and the grant application has gone in to raise the funds.  If it is not successful then we would look at fundraising ourselves.
• The budget for training is ongoing, has not been discussed further due to financial issues

Marketing

• Leaflets have been distributed, and the council have given us permission to put posters up on notice boards.  Lucy Smith proposed idea of putting leaflets in schools, seconded by Jim Mitchell.

The people listed below have volunteered to do the following:

Wellstead School – Mike Burnett

Kings Copse School – Lucy Smith

Botley churches – Lucinda Buckett

Freegrounds School – Lisa Parker

Shamblehurst School and St Johns Church – Aurelie Hemphill

Notice boards in Wellstead area – Kelly Mitchell

Playshack and St Lukes Church – Michelle Barker

Write a small piece for the radio – Lyn Berry

Asking estate agents to place leaflets in welcome packs – Kate Clark

• Andy Parfitt (Jo’s husband) is going to re develop the website, following some problems with the site’s server.  The aim is to make the website more accessible.  Kate Clark proposed that we move our website, seconded by Kelly Mitchell. Andy is also looking into getting links to facebook and twitter.

Fundraising

• Many thanks to Kate Clark for running the Grim Challenge and who has so far raised £449.48.  Kate said that she will look into other charity sites as an alternative from ‘Just Giving’ to see if there are cheaper options.
• Lucinda to speak to Richmonds estate agents to discuss sponsorship.
• The Easter disco is to be Saturday 2nd April 2011 in the small hall with the outside area open.  Tickets will be £1 per person and raffle tickets will be sold on the day. Michelle Barker, Katie Turner, Lucinda Buckett, Kelly Mitchell, Kelly Cook, Kate Clark, and Aurelie Hemphill have volunteered to sell tickets.
• Aurelie Hemphill discussed selling tea towels again as they have proved quite successful in the past.  Proposed by Lyn Berry, seconded by Lucy Smith.
• Kathy Evans suggested raising money via lucky ball lotto.  Jane Morse was happy to organise this.  Agreed by Kate Clark, seconded by Mike Burnett.
• Mike Burnett to discuss a possible pub quiz at the next meeting.
• 1 Community are sending Kathy forms to apply for appropriate grants.

Any other business

• It was discussed that the opening hours of the Opportunity group will be resumed at 9.30am instead of 9.00am as it gives the staff more time to prepare more effectively.  Proposed by Kelly Mitchell, seconded by Nikki Burnett.
• Kate Clark volunteered to speak to Kevin Glyn-Davies of Hedge Town Council regarding permission for segregating a portion of the outside area with a barrier net under the canopy, to improve free flow play.

The Annual general meeting will be held on Monday 4th April 2011 and the next committee meeting is on Wednesday 18th May 2011.

Treasurer’s Report 16th February 2011

Current Account                                                                    7,620

Reserve Account                                                                 24,984

Charity Bond                                                                        19,810

Transactions made since the last Committee Meeting in November:

Income

• HCC Fees:  £18,124
• Parents Pre-school fees:  £2,248
• HCC training:  £86
• Sponsored bike ride – David CrosbyOf Creation Flooring:  £233
• Just Giving:  £199
• Sponsored Obstacle Race:  £38
• Commission on photos (Jon Marshall):  £60
• Christmas Party:  £202
• Uniforms:  £38
• Fruit:  £22

                                                                                                                     Total:  £21,250

Expenditure

• Wages (Nov, Dec, and Jan):  £14,179
• Rent (Nov, Dec, Jan and 2000 Users Group):  £2,599
• Inland Revenue Tax & NIC:  £2,110
• Admin:  £354
• Equipment:  £375
• Resources:  £217
• Data Protection:  £35
• Milk:  £171
• Christmas books. Cards and presents:  £85
• Fruit:  £96
• Uniforms:  £36
• Just Giving:  £36
• Petty cash:  £20

                                                                                                                       Total:  £20,313

Many thanks to Kate Clark who ran the Grim Challenge in January.  At this point in time I am not sure of the final figure that was raised for the Group.