General Meeting June '11

WILDERN OPPORTUNITY GROUP & PRE-SCHOOL COMMITTEE MEETING

Monday 6th June 2011 at 7: 30pm United Reformed Church, Hedge End

AGENDA

Apologies

Agree minutes of last meeting and matters arising

Financial matters

• Treasurer’s report.

• Cash flow for 2011.

• Staff wages.

• Budget for training.

• E-banking.

Carnival Preparations

• Carnival committee feedback.

• Theme is Yesterday and Tomorrows Children.

Play Leader Feedback

• Grants for outside storage and other equipment.

• Applying for grants.

• Outside area barrier for 100% free flow.

• Sun protection policy.

• Wish list.

Marketing

• Feedback on Leaflets and Posters to be put up on boards.

• Organising an open day.

• Website and email so far.

• Any further suggestion.

Fundraising and donations

• Thanks to donations on Just Giving.

• Social – Disco/race night.

• Suggestion box ideas.

• Changing our donations site to Charity Giving

• Any further suggestions.

Any other business

Next meeting

Minutes of Committee meeting Monday 6th June 2011

Attendees

Kate Clark (Chairman), Jim Mitchell (Treasurer), Kelly Mitchell (Secretary), Kathy Evans (Playleader), Lucy Smith, Stephen Hollis, Jo Parfitt, Kelly Cook, Lyn Berry

and Shirley Callen.        

Apologies

Chris Exton, Ros Bundy (Book keeper), Aurelie Hemphill, Kerry Passingham, Michelle Barker, Louise Thompson, Daryl Campion and Rebecca Campion.

Minutes of last meeting/matters arising

Jim Mitchell proposed minutes of last minutes, seconded by Jo Parfitt.

Financial Matters

• Ros’s Report:  See attached.

• Cash flow for 2011:  This was discussed, income needs to be increased by filling all of our pre-school places, fundraising and grant application.  This is to be discussed in marketing and fundraising at the next meeting. 

• Staff Wages:  The committee discussed staff wages and agreed that they should be above the minimum wage, but this is subject to the figures being confirmed first by Ros.  It was also decided that the wage increase should be back dated to 06/06/11.  This was agreed unanimously.

• Budget for training:  It was decided that £2000 per year was to be budgeted to meet the minimum staff training requirements.  Proposed by Jo Parfitt seconded by Kelly Cook.

• E – Banking:  A policy needs to be written up, and Ros to authorise the wages.  Payment by cheques will have dual signatories, hoping to do payments by BACS.  Proposed by Kate Clark, seconded by Jim Mitchell.  It was also proposed that Ros was allowed to transfer funds from one account to another.  Proposed by Kelly Mitchell, seconded by Kelly Cook.

• Business Card:  A business card was discussed for purchasing preschool equipment and resources etc.  This is to be investigated further to see whether this is possible to set up.  Proposed by Jim Mitchell, agreed by Jo Parfitt.

Carnival preparations

• Letters have gone out to parents to get an idea of numbers for the float, there are 20 spaces available.

• A poster has gone up for volunteers for carnival preparations.

• Costumes to be made in preschool, parents to bring in junk modelling bits for the costumes.

• A budget of £50 was decided for the spray, card etc.

• Lucy Smith to organise a letter to parents.

• The costume themes were 90 years in the past (1920’s) for adults, and 90 years in the future for the children.  The float was to be a silver rocket/shuttle.

Playleader’s Feedback

• Grants:

£100 was given by the Zurich Community trust small grants; we have applied for a further £1000 from them for staff wages.

£1000 received from Comic Relief to help towards staff wages.

Wave 105 cash 4 kids – we have applied for to provided a swing for the outside area, for children that have special needs.  This is on our wish list.

£2600 has been donated in total by the Masons £2100 by Hampshire Lodge of Emulation No 1990, and £500 Thomas Bennet Langton Fund towards the outside area storage box.  When future funding comes in from the Masons, the box can be ordered.  Forwarded by Lyn Berry, seconded by Shirley Callen.

• Outside Area:

The barrier for the 100% free flow has been approved by the council, a fire retardant one has been found for £50.  Kate is trying to see if you could get a quick release Velcro attachment.

The committee talked about looking into charging the next door preschool for maintenance/wear and tear of our outside area.  It was suggested that we place this issue on the next Recreations and Amenities Council Committee meeting, discussing the flooring and fencing.  Jim has to look into finances and liability insurance by the Preschool next door not paying rent.  The shared outside area will be looked at in more detail at the next committee meeting.  Proposed by Kate Clark, seconded by Stephen Hollis.

• Sun protection policy:  The group have adopted a new sun protection policy which was unanimously agreed.  Signed by Kelly Mitchell.

• Wish list:  Stephen Hollis has agreed that his donation money can be put towards purchasing something for the Opportunity Group from the wish list.

• Leavers Party:  The leavers party will be held at Playshack on Wednesday 27th July cost of £2.90 per child.

• Christmas Party:  It was decided that the cost of the Christmas Party tickets would cover the cost of overheads.

• Kitchen cupboards:  A budget of £100 will be allocated for putting up more cupboards for storage in the kitchen.  Proposed by Kelly Cook, seconded by Jo Parfitt.

Marketing

• Leaflets and posters have gone up and been sent out to schools and council notice boards.  There has been some positive feedback.  We are going to look into liaising with NCT and postnatal groups.

• Open day to be arranged for the Tuesday 19th July.  The preschool will run as usual with parent volunteers meeting and greeting.

Website and email

Website is hopefully going live by the 10th June.

Fundraising

• A big thanks to David Crosby and his new wife Kerry for donating money rose from their wedding, which was around £1200.  Thank you card to follow.

• The just giving donation site is costing the group £18 a month so Kate has explored other donation sites with no monthly fee.  It was agreed to dissolve Just Giving account and join another site.  Proposed by Stephen Hollis, seconded by Jim Mitchell

Any other business

• Next meeting to adopt the Conflict of Interests policy.

• Stephen Hollis has resigned as the Treasurer but is happy to stay on as a Trustee.  Many thanks to Stephen for all his hard work and input over the past 5 years.  Jim Mitchell is to take on the role of Treasurer and was voted in unanimously.

The next Committee meeting will be held on Wednesday 21st September 2011.

Treasurer’s Report 18th May 2011

The following transactions have been made since the Committee Meeting last February.

Income

Expenditure

As can be seen from the above figures, expenditure greatly exceeded income during the last three months.  Fees from HCC are however due in May.

Kathy and Lyn applied for a grant from Comic Relief and we have received a payment of £1,000 which is very much appreciated.

The £4,000 grant received from HCC was, as mentioned at the AGM, a Childcare Inclusion Funding award, which covered the shortfall in the 2010/2011 financial year.

The Easter disco was once again a great success and made a net profit of £300 which was a fantastic amount.  Many thanks to everyone who helped organize and supported the disco, especially to Lucy who did most of the organising and to Kelly who once again made the Easter baskets.