General Meeting September '11

WILDERN OPPORTUNITY GROUP & PRE-SCHOOL

COMMITTEE MEETING

Wednesday 21^st September 2011 United Reformed Church, Hedge End.

AGENDA

1. Presentation about Fundraising by Terry Maultsaid from the Hedge End Breakfast Rotary Club

2. Apologies

3. Agree minutes of last meeting and matters arising

4. Financial matters

• Treasurer’s report.
• Staff wages.
• E-banking update.
• Payment card update.
• Business plan.

5. Play Leader Feedback

• EYFS funding changes.
• Grants.
• Wish list:  Kitchen cupboards, Table replacement and updating NEG program.
• Outdoor area feedback.

6. Policies

• Conflict of Interest to be adopted.

7. Marketing

• Website maintenance and server costs.
• Any further suggestion.

8. Fundraising and donations

• Many thanks Carnival success, Tea towel fundraiser, sponsored Obstacle course, a grant from Zurich and donation from Sainsbury’s.
• Donation sites changed.
• Fords support and sponsored run.
• Osborne Books
• Xmas light switch on.
• Any further suggestions.

9. Any other business

10. Next meeting (booking a year in advance?)

Minutes of Committee meeting Wednesday 21^st September 2011

Attendees

Kate Clark (Chairman), Jim Mitchell (Treasurer), Ros Bundy (Bookeeper), Kelly Mitchell (Secretary), Kathy Evan (Play leader), Lyn Berry, Shirley Callen, Jo Parfitt and Kerry Passingham.

Apologies

Kelly Cook, Stephen Hollis, Chris Exton and Lucy Smith.

Agree minutes of last meeting / matters arising

• Minutes of last meeting agreed and signed by Kelly and Jo. 
• Kate looked into the Teacher to Parent scheme as mentioned by Chris Exton but it was decided that it was not cost effective.

Presentation about fundraising by Terry Maultsaid from Hedge End Rotary Club

Terry was here to talk about ideas for fundraising for the Wildern Opportunity Group and how the Rotarians could support us.  He suggested a quiz night in which the Rotarians could organise the quizmaster and questions, therefore all that we would have to do is organise a venue and sell tickets.  In conjunction with that Terry suggested having a raffle half way through the evening to raise more money.  The Rotarians would advertise the quiz evening by putting up posters with wording to the effect of supporting the Opportunity Group.  The Rotarians in turn have asked that they can put an A4 poster advertising the club.  It was a unanimous vote from the committee to go ahead with the quiz night, which will take place either on the 18^th or 19^th November.  Jo Parfitt will take charge of sorting out the event and delegating jobs accordingly.

Terry also mentioned the idea of having a raffle type syndicate in which parents put in a certain amount each month on a standing order and then the group decide how to split the kity, e.g 50% towards the charity, 50% towards the raffle prize.  Therefore the charity always gets a steady amount rised.

Financial matters

1. Treasurer’s Report - (see attached report).  Jim is to write a thank you letter to Fortis to thank them for their kind donation.
2. Staff wages – The committee decided that all general staff will receive a wage increase of 2% and management (Lyn, Kathy and Shirley) will receive a 1% increase.  This will be backdated from June 2011.  Agreed by Kate, Kerry, Jim, Kelly and Jo.
3. E-banking update – Ros said that our application had not been passed due to missing information.  Kathy and Ros to try online and if not successful, to go into the bank and ask them to show us how to fill in the form.
4. Payment card update – The bank were not hopeful for a successful debit card application because of the dual authorisation needed.
5. Business plan – Kate has a template of a business plan, it just needs finishing off.  Kate to arrange meeting with Geoff Sims.

Play leader feedback

1. EYFS changes - no additional information needed from the meeting on 21/07/11.
2. Grants - The Wave 105 Cash for Kids grant that we applied for has been rejected.  However our grant from Children in Need has been successful.  Sainsbury’s also gave us a donation of £490 to go towards our wish list as well as Zurich.  Lyn has given Kate some ideas from parents with regards to wish list items.
3. Wish List - We have a budget of £100 to replace kitchen cupboards and Kate will correspond with the R&A council committee to get permission for the installation. Kathy has looked into replacing our tables with new fold up ones as they are much easier for staff to put away, and they will take up less cupboard space with a cost of £1000 plus.  Jim will take photos of the old tables and put them on eBay.  The NEG programme used for invoicing etc, needs to be updated and the cost for this is £35.  The go ahead for all three items were forwarded for approval by Kate and seconded by Jo.
4. Outside area - We have now received our outside storage box.  Kevin Glyn-Davies has notified us saying that the netting we currently have up was only meant to be a temporary measure and that we should not now have it up.  Jim has said he will speak to Kevin to find out more.

Policies

1. Conflict of Interest policy adopted, signed by Kate and Jo.

Marketing

1. Website - Andy has suggested a fee £10 per month inclusive of VAT which will ensure that he can keep the server maintained and deal with any other website queries.  This was agreed by everyone, forwarded by Kate, seconded by Kerry.  It was discussed that it might be good to see hit rate figures next time, and also advertise the availability for afternoon spaces at preschool.
2. Shirley to update our Face book group with statements, reminders or any relevant things for that day for a trial period of a month.  Kathy to send out newsletters via email.  Kate suggested that we put leaflets at Play shack advertising the group, forwarded by Jo, seconded by Jim.

Fundraising and Donations

• Donations – Many thanks to those who helped with the carnival float it was a great success.  Thanks to those involved with the teatowels, sponsored obstacle course, and to Zurich and Sainsburys for their grants.  Our donation sites have changed, we are using Charity Giving, Sponser Me, The Big Give, and Everyclick for donations.  Ford are doing a sponsored run, forms will be on Charity Giving website. 
• Usbourne Books - If we can raise £40 through sales of books then we will be entitled to some free books.   Hoping to ask Usbourne Books to the Quiz night.
• Christmas light switch on - To be discussed at the next meeting.

Any other business

• Charity bond will not be changed as Ros said it was not cost effective.

Next committee meeting will be held on Wednesday 16^th November 2011.

Treasure’s Report 21^st September ‘11

The following transactions have been made since May (the meeting was changed to June).

Income

Expenditure

Since the last report in May, we have been very fortunate in receiving donations totalling £5,450.  Thank you to the Hampshire Lodge of Emulation and Isle of Wight Masonic Grand Charity for their fantastic donation of £2100 and £500 respectively.  We have now purchased the storage box for the outside area with some of the funds.  Thank you also to David and Kerry Crosby who asked their wedding guests to donate to the Group instead of receiving wedding presents.  This amounted to £1120 + £52.34 (Gift Aid).