Committee Meeting Minutes 20th October

PRESENT:

Andy Kinloch
Samantha Jones (joint chairs)
Sarah Carter
Sam Thiagaraj
Luke Norbury (joint treasurers)
Gigi Ramgoolie
Katie Kinloch (joint class rep co-ordinators)
Fleur Ogilvie (newsletter editor)
Elizabeth Mackie (secretary)
Shirley Boffey (head)
Leon Choeke (deputy head)
Nina Grimes (deputy head)

Meeting opened at 20:30

1. ACCOUNTS

Sam confirmed that the accounts for the year ending 30 September 2007 had been reviewed by a Chartered Accountant. Sam had sent off the annual return for that year to the Charity Commission.

Sam presented the accounts for the year ending 30 September 2008 (which had been circulated before the meeting). There were no queries on the accounts.

ACCOUNTS FOR Y/E 30 SEPTEMBER 2008 APPROVED.

2. MINUTES OF AGM

The minutes of the AGM had not yet been distributed by the outgoing Committee Secretary. It was hoped they would be available by half term. It was agreed that once finalised the minutes would made available. A summary would be circulated to parents together with a list of the names and roles of the current Committee.

ANDY/KATIE TO CHASE MINUTES AND CIRCULATE

3. COLERIDGE FAMILIES WEBSITE

Andy had discussed the current state of the website with Bill (the School IT Manager). The Committee considered that the current websites for both the School and CF were unsatisfactory. One difficulty was that Bill had numerous other demands on his time –

dealingwith the East side network, the new system to track each child for their whole school career, a new server due in January 2009 and the new recording software. It was therefore difficult to make progress on this if we relied entirely on school facilities.

The domain name coleridgefamilies.com was available and Andy suggested it should be purchased. An email redirector for eg info@coleridgefamilies.com could be set up for any enquiries from parents. Mass mail capabilities could also be bought for reasonable rates (eg Vertical Response $15 per 1000 mails).

Andy also recommended that as a stop-gap measure he set up a WordPress weblog on the Coleridge Families domain. This could be easily updated with news, photos and other items. There are editor controls to enable text to be vetted by the school before publication.

It was important not to exclude families without email or web access so whatever went out via the internet should be backed up by hard copies available in the school office. Shirley mentioned that it might also be possible to provide parents with access to the website on a computer in the school office with access to a printer as well. Texting in relation to school events had been well received but again it was essential that paper copies were sent out as well so as not to exclude any families. Efforts were made to only give one leaflet per family to save paper.

COLERIDGEFAMILIES.COM TO BE PURCHASED

ANDY TO CREATE WEBSITE PROPOSAL

WORDPRESS BLOG TO BE STARTED AS INTERIM MEASURE

4. WISH LIST

Details of the way in which the 2007-08 wishlist monies had been spent by the school had not yet been provided. Once received, details would be included in a CF newsletter.

The Committee approved this year’s wishlist monies – the figures were 10% more than last year.

5. OTHER SPENDING (2008-9):

SCHOOL GROUNDS

Improvements to the grounds were this year’s priority. Within that the priorities were:
making safe the Millenium Garden
a new climbing frame
possibly an Outdoor classroom

Robin Howarth (an arboriculturalist) had offered to help on this. He would meet with a separate sub-committee consisting of Fleur, Tim and Leon and they would report back at the next meeting.

Leon had investigated how much it would cost to renovate the Millenium Garden. He had had a quote for £17,000 from friends of Tim Harris. This was clearly too much and it was agreed that this should await next year’s dig and perhaps some of the work could be done then.

The School Council were meeting after half term and would be given a few weeks to consult the children for ideas on the climbing frame. The plan is for a tarmac area where the portakabins were, a climbing frame where the pull up bars had been and new decking once the site had been levelled.

GROUNDS SUB-COMMITTEE FORMED. FIRST MEETING TO BE ARRANGED

EQUIPMENT FOR NEW MUSIC IT SUITE

The AGM had approved the purchase of 5 additional computers for the new suite. Leon confirmed that the school had keyboards and mixing desks which could be used in the suite although these were old and would need replacing which could be a possible future wish list item. Bill had not yet confirmed the specification for the computers. SB confirmed external sources of matching funds were being investigated.

SPECIFICATION AWAITED TO ENABLE PURCHASE

6. ACCOUNT SIGNATORIES

Sarah was waiting for new forms from the Bank so that new signatories could replace outdoing committee members (Dave Nice, Indra Ove and Sam Reddall). The Bank are to be asked to confirm that we could have 4 or 5 signatories of which any 2 signatories could sign for a cheque.

NEW ACCOUNT SIGNATORIES TO BE AGREED WITH THE BANK

7. EVENTS

The opening of the Coleridge East site was bringing new challenges for the running of events. The recent cake sale was a scrum thanks to the increased numbers. Although the hall was now available on the East site it suffered as there was less access given there was no ability to drive into the site.

Probable sites for future events:
sponsored bounce – both sides
Christmas concert – West side
Advent fair – West side
Christmas Bazaar– both sides and Nursery will have their own
February 09 quiz – East side

MEETING CLOSED AT 21:45