24 Apr 2008 - Minutes
Minutes of the Committee Meeting
Thursday 24th April 2008
At the Cottage Commenced 8.00pm
Present: Sharren Jakobsen - Chairperson
Steve Wyatt - Treasurer
Emma Craigmile - Secretary 1
Michelle Jolly - Secretary 2
Kim Dix - Committee Member
Lisa Andrews - Committee Member
Nicky Healey - Staff
Chris Moss-Wilcox - Committee Member
Pat Froud - Administrator
Jill Maidment - Reception Class Teacher
Apologies Leanne Bradford - Committee Member
Mel Coombes - PFA Liaison
Carol Potter - Team Leader
Carol Cross - Afternoon Team Leader
Sue Lambert - Team Leader
1 Confirm minutes of the meeting held on 27th February 2008.
Minutes of the last meeting were agreed and confirmed.
2 Matters Arising
The Ofsted Action Plan can now be found on the website. Samantha Hewitt has now been appointed as an SEN support worker on Tuesday and Thursday afternoon Caterpillar sessions. Sharren thanked the staff and committee for their help with the Parent Open Evening and Easter Bonnet Parade. Michelle was also thanked for arranging a pot plant for the cleaner at Holtwood Chapel Hall. A questionnaire for After School Club and Holiday Club parents requesting information on their views of the sessions will be sent out in the next few weeks.
Emma had carried out some research into the cost of providing hygiene disposal bins but as this would appear to be quite expensive it was decided to try to find out whether provision is a legal requirement.
Steve had received a verbal quote of £650 for the installation of an electric gate and agreed to acquire 2 more quotes before a decision is made. In principal the committee agreed that an electric gate should be installed.
Kim has drawn up a letter giving details of the 100 Club and Emma agreed to help her run the draw, Lisa agreed to help in September. A random number generator has been found on the internet and it was agreed that draws would begin once 50 tickets have been sold.
3 Finances
Bank Balance 24th Apr 08 £5137.56
Reserve A/C £9550.38
Fundraising £769.89
The accounts have been audited and following this some suggestions had been made to tighten controls which are being considered. Steve proposed that the auditor be paid £100 for the work carried out and Lisa seconded this.
4 Letter to Governors
A draft of a letter to the Chairman of Governors of St James First School concerning the discontinuing of Lunch Club provision for Reception children in September 2009 was circulated. A general discussion followed this and it was agreed that the letter should be forwarded to the Chairman of Governors.
5 May Fayre, Saturday 17th May 10.30am – 1pm
It has been decided that the refreshments this year will be cream teas and the Cottage has been asked to provide the people to run this stall. A request for volunteers will be sent out in the next newsletter with a reply slip.
6 Open Day for Soft Play Area, Saturday 7th June 11am – 1pm
A Football Tournament is being held on the school playing field on the same day, with a BBQ and canned drinks being provided as refreshments. Therefore it was decided to offer cream teas at the Open Day, Sharren and Michelle agreed to purchase the food. Volunteers required from 10.30am on the day - Steve & Nicky agreed to help. Steve offered to organise invitations to parents of children at St James 1st school and those with children in the nursery. He will also send out invitations to contractors involved in the project from the start.
The Echo in Wimborne will publish an article about the event one week beforehand, (Sharren to provide details for them) and will come along to take a photo on the day.
Lisa is hoping to arrange for Jane Brittain to officially open the event and this will take place at 11.30 am
Jill Maidment has a lollipop lady’s coat and lollipop pole, which she is willing to lend to the Cottage and may be able to get a hat.
It will be important to monitor the entrance during this event with the football tournament taking place on the same day, although it was felt that most visitors to the Open Day will probably arrive through the school front entrance not via the playing field.
It was decided that the fencing along the road should be replaced before the Open Day providing it does not cost more than £500, subject to council approval. A work party will be arranged for Friday 6th June to tidy the area – Emma to approach Kings for some suitable flowering plants after asking Sue and Carol what they feel would be suitable.
7 Sponsored Bike Ride/Teddy Bears Picnic
It was agreed to support the NSPCC/Childline charity as well as raising funds for the Cottage on a 20% charity 80% Cottage basis. Parents to be given the date of this event on the next newsletter and inform them that the Sponsor form and details will be sent out just before the half term holiday. The sponsorship form used in previous years will be amended to indicate that 20% of the money raised will go to NSPCC/Childline.
8 Marketing
Steve provided a sample of a business card which could be given out and it was agreed to order these. A poster in Wimborne Post Office would cost £250 + VAT and it was agreed that providing new posters in local libraries and halls at much less cost would be better value for money. Emma volunteered to take posters to local libraries and Michelle will research other suitable display boards. Lisa will contact Health Visitors and possibly invite them to come along to a Caterpillar session. Sharren circulated flyers which she suggested handing out at the Open Day, with a few minor amendments. Emma to include information about Caterpillar sessions in Village Voices and Reg Cox has offered to distribute the flyers locally with the Community Magazine.
The number of children attending some Caterpillar sessions is lower than ideal but this may just be a temporary drop in numbers as has happened previously. The Committee will monitor this.
9 Summer Outing 21st July
It was decided that the summer outing would be to Moors Valley and Michelle agreed to book the coach with the same timings as in previous years. Lisa will book the train with provisional numbers. Children attending Caterpillar sessions will be invited. The wording of the letter to be sent to parents should be altered to clarify that parents are responsible for their own children and to encourage them to come along. A timetable for the day with instructions for parents will be compiled by Michelle after liaising with the Team Leaders.
10 Finance Committee Meeting
This will be held on Monday 19th May 7.30pm at Steve’s house.
11 Any other Business
A brochure with gift ideas had been received and Nicky agreed to have a look to see whether it would be useful.
Another photographer has approached the Cottage with a different style of portraits and Steve agreed to research whether this would provide an alternative to Tempest who we currently use.
Jill Maidment stated that Lunch Club for Reception children will continue to take place on Wednesdays in the Autumn term.
A list of toys and equipment that the staff has requested was provided and Steve agreed to have a look at this.
It was agreed that Jo Jingles should be booked for the Christmas Party and Kim will provide Pat with the telephone number so that she can book this after consultation with Carol Potter as to the date and time.
12 Date of Next Meeting