MINUTES OF THE ROYAL RUSSELL PARENTS ASSOCIATION MEETING
HELD ON THURSDAY4th JUNE 2015 AT 7.30pm IN THE SENIOR SCHOOL
CONFERENCE ROOM
PRESENT:
Nigel Haigh - Chair (NH), Valika Eden - Secretary (VE), Mel Bruguier - Treasurer (MB), Lanre Babalola
(LB),David Brennan (DB), Paula Carter (PC), Alan Chitty (AC), Michael Crawford(MC), Virginia Gilmour
(VG), Melanie Hodgson-Covill (MHC), Choy Mooi (CM), Judy Moseley (JM), Karen Muldoon(KM), Beatriz
Pampin (BP), Clair Tree (CT)
1.
WELCOME AND APOLOGIES
The Chair welcomed everyone and noted the number of apologies received.
Apologies Received
Emma Thistleton - Vice Chair (ET) Ruth Clery (RC), Paul Haley (PH), Cliff Jones (CJ), Viv Thompson (VT),,
Karl Yabsley (KY), Chris Hutchinson - Headteacher Senior School,
2.
MINUTES OF MEETING AND MATTERS ARISING (22nd APRIL 2015)
The following amendment was made to the minutes
Judy Moseley was present at the above meeting. Her name was omitted in error.
Matters arising in relation to required action on agenda item 6 - Funding Requests
The Chair informed the meeting that he had met with the Headteacher who felt that specific
scheduled 1853 meetings relating to funding requests could deter such requests throughout the year when
funds may actually be needed’
The minutes were agreed and other matters arising are covered in agenda items.
3.
LONDON LOOP
Nigel Rocca the school representative for the London Loop was invited to attend the meeting to
give an update on the preparations for the Grand Finale BBQ on 14th June 2015.Unfortunately Nigel Rocca did not attend the meeting. Members confirmed that they had not received any emails
from him requesting volunteers to help out on the day. VE confirmed that Mr. Rocca had been provided with an 1853 members email list at the meeting of 21st January 2015.
4.
ROYAL RUSSELL SUMMER BALL
NH informed the meeting that following poor ticket sales (53 in total, 300 sales needed to break
even) he had made the decision on behalf of the Committee to cancel the ball because it would not
have been financially prudent to continue with the Ball. He thanked everyone for their committed
effort and time especially those of the sub committee and expressed his disappointment which was
felt by all that the Ball had to cancelled.
MC also informed the meeting that he had signed a contract for “The Party Faithful” Band to
provide the live music and they were requesting a cancellation fee of £125.
MB confirmed that all refunds had been made with notification that the Ball had been cancelled.
She was unclear as to whether booking fees had also been refunded, but if they were not 1853
would have to bear the cost of £109.50 for this. The total cost that the 1853 may have to pay out
for the cancellation of the Ball would be £234.50 (£109.50 plus £125).
Discusssions then focused on how best the 1853 could gather parental views as to what type of
social events they would like to see provided, how they would like to be informed and whether they
would be likely to attend.
Agreed:
MB to find out whether booking fees were included the refunded payments to
those who bought ticket by credit cards.
MB to pay the above cancellation fee to ‘Party Faithful’.
VG to conduct a survey of parents in September to ascertain the types of
social (fundraising) events they would like 1853 to organise for them
5.
TREASURER’S REPORT
MB tabled accounts as at 4/6/15 and also a breakdown of the funding provided to the school since 2009/10
for information. She confirmed the following
• out of the 53 ticket sale for the ball 18 were credit card sales.
• no payments outstanding apart from the 1853 society pledge of £50,000 towards the sports pavilion
6.
MEETINGS WITH THE HEADTEACHER
NH informed the meeting that he was due to meet with the Headteacher on 8/6/2015 where he would
discuss the following
•
•
•
•
7.
September event dates
Uniform shop
Summer Ball
Funding requests covered in item 7
FUNDING REQUESTS
NH confirmed that the Headteacher had not submitted funding requests to the Committee in view of its
£50,000 commitment towards the new Sports Pavilion.
The committee felt that as the progress of the building of Sports Pavilion has been so protracted iand despite
its above financial commitment it was important to continue to agree departmental funding requests as
appropriate
Agreed that
• a nominal amount from Reserves and Income to be put aside for the financial commitment to the Sports
Pavilion
•
as according to best practice between £10-15,000 be kept in the bank account at all times for both departmental funding requests and fundraising events
There was an in depth debate whether or not the 1853 should establish financial guidelines for apportioning
funding requests and a proposal to this effect was put forward.
Agreed after much deliberation not to proceed with the proposal.
The following three new funding requests from the senior school.were received and discussed.
Please see addendum at the end of these minutes in relation to these requests.
1. Bid of £250 from the Chaplain (Henry Kirk) for framed religious prints for the Chapel for the benefit to all
who visit the Chapel as well an aid towards Theology lessons.
Agreed in principle. NH to invite the Chaplain to the next meeting to discuss further.
2. Bid from the Art and Design Department for the purchase of a Canon 70D DLR camera with an 1855mm STM lens. Three quotes provided from
• First Call Photographic for £859.99 (preferred supplier for the photography dept)
• Jessops for £773
• Calumet Photographic for £767
Agreed to fund the request to the amount that 1853 could buy the camera.
3. Bid from the Student Council for the purchase of 10 benches to be placed at various points in the school
as detailed in the bid.
Agreed in principle. Need to ensure that benches have both durability and longevity.
Noted that the Committee was pleased to receive a bid directly from the Student Council as the benefits to
the pupils is where Society’s work has the most value
Agreed Chair to inform the Headteacher of the decisions regarding the funding requests at
their next meeting scheduled for 8/6/2015.
8.
FORTHCOMING EVENTS
Race Night
This has been postponed to later this year possibly September 2015. Date required for
about 2nd week into September. NH reported that he had not as yet heard back from David Selby.regarding
a possible date.
Strawberry and Champagne Reception for new starters on 17/6/2015. Request from Headteacher for 1853
members to attend if possible and to let Ciara Campbell know accordingly.
Agreed: NH to raise the Race Night at meeting with the Headtaeacher.
DB to contact VG with the aim of preparing relevant information for the website.
10.
PROGRESS UPDATES
Coach House Refurbishments
MJC reported that there was no further news on this item. She informed the meeting that there was a uniform sale on Wednesday 17/6/2015 and also on Friday 19/6/2015. MB and AC both volunteered their help.
Agreed MHC to contact Ciara Campbell regarding a feather advertising banner.
Website/Signage
VG reported that she was due to do a site walk with Ciara to look at placing of signage.
11.
FOR INFORMATION ONLY - DATES OF FUTURE EVENTS in 2015
Car Boot Sale
13th September
Agreed: KM to arrange advertising
NH to circulate the jobs spreadsheet.
1853 Annual General Meeting
4th November
Christmas Fair
21st November
7.
AOB
None
8.
DATE OF NEXT MEETINGS
Thursday 3rd September 2015 @ 7.30pm - Senior School Conference Room.
ADDENDUM TO MINUTES
1. The Chair met with the Headteacher on 8/6/2015 and the following was agreed in rela-
tion the the funding requests as detailed in item 7 of these minutes.
2. The funding request for the camera was agreed at £650 following a quote re-
ceived by NH from a local reputable supplier which he recommended from personal experience.
3. The Headteacher agreed to ask the Reverend Kirk to attend the meeting of 3rd
September 2015 to further discuss his bid.
4. The funding request from Student Council agreed in principle with the Headteacher
providing some clear ideas for the benches that matched the requirement for practicality and longevity.
NH asked the Headteacher to pass on a thank you to the Student Council for putting forward the funding proposal to the Committee.