General Meeting Nov '10

Wildern Opportunity Group & Pre-school Committee Meeting

Wednesday 17th November 2010 at 7:30pm United Reformed Church, Hedge End.

Minutes of Committee meeting Wednesday 17th November 2010

Attendees

Jim Mitchell (Chairman), Kelly Mitchell, Aurelie Hemphill, Lyn Berry, Shirley Callen, Roz Bundy (Book Keeper), Lucy Smith, Kathy Evans, Kate Clark (Vice Chairman), Lisa Parker

Apologies

Jo Parfitt

Agreed minutes of the last meeting

Roz Bundy highlighted a mistake made on the financial report. Kate Clark pointed out that the date for Children in Need was reported as the week previously. Kathy agreed the minutes, Shirley seconded it.

Minutes of last meeting/matters arising

Kate Clark discussed the need for minutes to go out to all members of the committee prior to meeting. Unfortunately the minutes did not go on the website this time, or a date for this meeting. Kelly and Jim have agreed to take on the task of emailing out minutes and posting on the website. Kate Clark has agreed to come into group and take some of the responsibility from Jim and Kathy.

Jim has purchased a shredder.

Data Protection : USB inscription needs to be purchased, the importance of data protection was discussed and it was felt that the information on the computer didn’t require encrypting. However vigilance and caution is required when keeping personal information on the computer, i.e writing reports on children. It was also advised to use a screen filter for the laptop when being used in the group, and for it to be password protected. All information on staff and children is to be locked away at night.

Marketing

Kate suggested that the group be added to google maps with SO30 being one of the keywords, and Jim was going to organise this. Jim has made “Hedge End” and “Preschool” keywords where the Opportunity Group will come up as number one on google. Lyn Berry was going to contact Sharon Exton regarding the removal of Opportunity Group page on facebook.

Financial Matters

Ros read through the Treasurers report (see attached) Fundraising and Donations

• Hedge End Christmas light switch on is Thursday December 2nd, it was discussed that a rota should be put up for parents wishing to help out with our stall, which will sell cakes and hot chocolate. Lyn Berry will organise the rota.
• Thank you to David Crosby for raising £233 for completing the New Forest Rattler Bike Ride.
• Aurelie Hemphill and Kate Clark have agreed to help Lucy Smith with the “Santas grotto” for the children’s Christmas party.
• An application form has gone to Eastleigh Borough Council regarding sponsoring an opportunity group child for a year.
• Children in Need application form has been completed and handed in. • 1 Community will be contacting Lyn and Kathy to advise the group on appropriate grants to apply for.
• Wildern Opportunity Group is now signed up with Just Giving.com, for fundraising events such as sponsored walks and runs etc.
• Kate Clark is running the Grim Challenge on the 5th December, parents will be invited to support her via Just Giving.com or with a sponsor sheet in preschool. The links will be available via our website.
• Lyn Berry briefly discussed organising a race night, possibly for the summer term. To be discussed at a future meeting.

Preschool workers wages

Jim, Ros and Kathy are meeting together to review all finances and staff pay will be reviewed. Changes are to be back dated from October 2010.

Playleader feedback

Contracts/holiday pay: Kathy fed back the concerns with regards to playworkers contracts/ holiday pay. Some workers are working more than their contracted 3 sessions on a long term basis, but only being paid holiday money for 3 sessions. The contracts will be reviewed, Lyn, Kathy and Ros will sort out staff hours/holiday pay. Kate Clark proposed and Jim Mitchell seconded.

Budget for training

Kathy suggested having a training budget for staff, which Jim, Kathy and Ros will work out together. It was thought that they should look at the costs of all the compulsory training first, and then review a budget for all the courses that staff would like to do.

Outside storage

Kathy has looked into a storage box for the outside area and has consulted Denise from the Hedge Town Council, who has been very helpful. There are two boxes to look at:

5ft Storage box £748.00 8ft Storage box £870.00 Both prices exclude VAT.

Kathy will present more details for the council for the next Hedge End Town Council meeting.

Preschool fees

It was discussed that preschool fees should be increased to £3.80 an hour which will be effective from January 2011. Jim Mitchell agreed, Kate Clark seconded.

Any other business

• Lisa Parker is handing over the school uniform organisation. Many thanks to Lisa who has had this role for a long time.
• Shirley Callen suggested segregating a portion of the outside area with a barrier net under the canopy area, to improve free flow play. This would be in effect when the next door preschool are accessing the outside area. This will be discussed with Kevin Glyn-Davies for the next Hedge End Town Council meeting.

The next committee meeting will be held on Wednesday 19th January 2011