MINUTES OF THE OLD ROEDEANIANS’ ASSOCIATION’S
ANNUAL GENERAL MEETING
Held on 13 March 2017 at 7.00 pm,
The Caledonian Club, 9 Halkin Street, London SW1X 7DR
49 Old Roedeanians were present. Apologies were received from those ORA
members, including Ray Mitchell, who were unable to attend the AGM.
1. Welcome
Virginia (Ginny) Stephen (de Trense, Hse 3, 1954-60) opened the meeting,
introduced herself and explained the role of the new Alumnae Relations and
Development team at Roedean. She introduced the team members who were present
in the room – Mark Taylor, Director of Alumnae Relations and Development, Lesley
Morrill, ORA Liaison Officer and Grace Cather, Alumnae Relations & Development
Administrator. Ginny also referred to Sofaya Hussein, who is working in a long-term
temporary capacity as Development Administrator.
Mark Taylor then formally introduced himself and his fellow team members. He
brings much experience to the role having worked previously at Rugby School in a
teaching/head of department position and at The Glasgow Academy as its Head of
Development. He has appreciated the warm welcome received from the ORA
community and from Ginny and the ORA committee in particular. He reminded the
meeting that the role of the team is to support the ORA and to work in partnership
with the ORA. He very much looks forward to getting to know as many ORs as
possible.
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2. Minutes of the last AGM
The minutes from the last AGM (26 April 2016) had been circulated by post and
email and have been available on the Roedean website. Their approval was proposed
by Emily Pluthero (Campbell, Hse 3, 1979-1988) and seconded by Claire Jenkins
(Hse 3, 1973-80) and were duly signed off.
3. Chairman’s Report
Ginny recounted some background of the history of the ORA and its constitution. She
referred to the difficult relationship which had existed between the school and the
ORA when she became Chairman at last year’s AGM and the improvements which
have occurred; enabling the school and the ORA to work constructively together and
support each other.
a. Database: Ginny explained the current situation regarding the database which
belongs to the ORA but to which Roedean has rights of access. On 25 May
2018 the EU General Data Protection Regulation will come into effect and will
replace the UK Data Protection Act. With this Regulation, data owners and
data processors (ie ORA committee members) could find themselves liable for
hefty fines should any breach occur. This is too much to expect volunteer
committee members to have responsibility for, therefore, it has been decided
that the contract for this database will not be renewed in July this year when it
comes up for renewal. Ginny referred to the school’s new database – the
Roedean Community Network (RCN) which is more sophisticated and
contains data on pupils, friends, supporters etc as well as ORs. It does not
make sense for the two databases to be maintained separately, therefore, after
July, the ORA database will remain in the ownership of the ORA but will lie
dormant.
It is now important that the ORA secures rights of access to the details of its
ORA members on RCN and that an agreement is officially drawn up giving the
ORA a right of pre-emption (or a right of reverter) to its members’ details
should any problems arise in the future. The school has agreed to this and the
document shall be drawn up by specialist lawyers.
b. Communications: Ginny referred to the difficulty of communicating with
members who request/require information from the ORA in different formats.
Not all members are on email, and not everyone is on Facebook or wishes to
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access the RCN. Therefore, the ORA needs to consider how best to
communicate with all its members, taking into account the very high cost of
postage. At present only information on the ORA pages of Roedean’s website
can be taken as formal statements: http://www.roedean.co.uk/oldroedeanians/
The OR Magazine, which is issued once a year before Reunion Day, is
available to those who subscribe. Meanwhile the School has brought out the
first issue of its own free magazine called The Roedeanian. The second issue
will come out after Reunion Day. The School also issues email newsletters
every term, at least, and one option being considered is that the ORA has its
own insert in whatever is issued by the School. This would replace the Quad,
save money for the ORA and ensure that we reach everyone. If anyone has
any particular thoughts regarding this, please let Ginny know.
c. ORA Membership: There are currently over 6,500 ORA members and we
have contact details for 4,300 of them, but that figure is actually reducing as
ORs die and some ORs request no mail at all, which effectively rescinds their
membership.
The ORA has not yet received details of those Leavers who left in Summer
2016, although their lifelong ORA subs have been paid. We are expecting to
receive these details from the Headmaster, together with details of this year’s
Leavers and staff members who left in 2016 and those who will leave in 2017
and who very much value ORA membership. It is hugely important that
today’s Leavers continue to be given the opportunity of joining the ORA.
Ginny referred to Roedean Rocks and clarified that it is a successful
networking database. However she stressed that it should not be in direct
competition with the ORA as this would divide the alumnae base. She urged
ORs who are also member of Roedean Rocks to continue to make every effort
to support the ORA. Membership of the ORA is a badge of honour and all
leavers should be encouraged to join. It gives ORs a strong link with their
schooldays and provides the membership with an extensive professional and
personal network.
4. Treasurer’s Report
The Treasurer, Erica Faircloth (Rhodes, Hse 4, 1958-64), presented accounts for the
ORA General Fund and for the Old Roedeanians' Scholarship Fund for the year to 31
March 2016.
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a. ORA General Fund: Rachel Adams (Chandler, Hse 2, 1947-53) asked
for clarification of the item ‘Professional Fees’ in the Receipts and
Payments Account of the Fund. Erica clarified that this was for legal fees
paid to a third party for advice relating to the ORA Constitution.
b. ORA Scholarship Fund: Mary Henderson (Hse 3, 1971-76) questioned
why Gift Aid wasn’t claimed. Erica explained that donations are not made
by individuals. Donations are paid to the ORA and then the ORA donates
a whole sum on which tax relief is applied. Mary questioned the benefit of
this but Claire Jenkins (Hse 3, 1973-80) explained that, having run a
charity herself, she could confirm that you either do gift aid or tax relief but
you cannot mix them.
Approval of the accounts was then proposed by Claire Jenkins (Hse 3, 1973-80),
seconded by Katherine Cowell (Behrens, Hse 3, 1965-71) and were duly approved.
5. Emma Smellie (Beauclerk, Hse 4, 1973-81) reported on the ORA Scholarship Fund
on behalf of the Trustees.
The last OR scholar, Isabella Amis, left Roedean in the summer having achieved
excellent A level results – 2 A*s and an A and is now reading Geography at
Nottingham University.
Currently there is no OR scholar as the girl who had been chosen as the next scholar
left Roedean after taking her GCSEs to go to a State Sixth Form. However, the
recipient for September 2017 has now been identified by School and endorsed by the
Trustees. She is a girl who has been at Roedean since Year 7 and is a great supporter
of the school. She contributes to the school in sport, music, dance and is of
scholarship level academically. She is an all-rounder who will represent the
scholarship across many areas. She is currently on a bursary and, without this
scholarship, would be unable to go on to attend 6th form at Roedean.
Emma reported that the Trustees had had a very positive and productive conference
call with the Headmaster in January. They had learned how much the recipients of the
award value it and of the great positive effect it has on their self-belief and
achievement. Therefore, it had been agreed that with effect from September 2017 the
number of OR scholars should be increased so that there is one in each year of the 6th
form. In order for this to be possible financially, the OR Scholarship will be
supplemented by the school. Nonetheless, together with the school, the ORA and the
Trustees of the Fund will be looking for ways to increase the Scholarship Fund. It was
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excellent to realise how much the award means to the girls and that the school feels
that it provides a meaningful connection between current girls and former pupils.
The Trustees placed on record their thanks to Erica Faircloth for producing the annual
accounts for the Scholarship Fund and for her advice, wisdom and support.
Charlotte Murray (Hse 3, 1984-92) questioned whether the second scholarship fund
would be focused on a day or boarding place. It was felt that, in line with Council’s
current strategic thinking, it would be a nice idea to offer a separate boarding school
fund. To be discussed further.
6. Magazine Editor’s Report
Gillian Smellie (Aikin, Hse 1, 1973-81) was unable to be present so Ginny read out
her prepared report. The next magazine (2016 edition) is due to be published in early
June 2017 in order for it to be available at Reunion Day. It is anticipated to be
approximately 55 pages in length.
Subscription costs are £48 for three years and £17 per individual copy. Subscription
and one off purchase forms were available in the room. She apologised for the
relatively high price of this magazine which is due to the low subscription numbers.
This edition will have articles covering an Old Boy’s experience of being stationed at
Roedean during the war; interviews with two more recent ORs who have set up
fashion related businesses, one from a bamboo hut in Bali; an intrepid OR who rode
across Namibia and news of two very talented sisters.
7. Retirements and Resignations
The Chairman announced that the following committee members had either resigned
during the year or would be retiring at the AGM: Roz Frampton, Natasha Islef, Lex
Jones, Julia Mackworth, Emily Pluthero, Annie Sheaf, Sophie Sheaf, Victoria Turck
and Lorna Wallis. They were all thanked for their hard work and support to the ORA.
8. Committee Elections
Ginny explained that Gillian Smellie had agreed to be the Editor of the OR Magazine
and, although co-opted at a Committee meeting, needed to be formally elected to the
ORA Committee. Gillian’s nomination was proposed by Emma Smellie
(Beauclerk, Hse 4, 1973-81) and seconded by Ruth Mills (Hse 3, 1971-78) and she
was duly elected.
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As the remaining members of the Committee were still within their terms of office,
Ginny confirmed that the ORA Committee for the forthcoming year would comprise
the following:
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Ginny Stephen (de Trense, Hse 3, 1954-60)
Erica Faircloth (Rhodes, Hse 4, 1958-64)
Lois Johnson (Campbell, Hse 3, 1979-86)
Mary Henderson (Hse 3, 1971-76)
Robyn Crabbe (Blackburn, Hse 1, 1972-77)
Gillian Smellie (Aikin, Hse 1, 1973-81)
Lizzie Lo (Hse 4, 2003-10)
Louise Cotton (Garland, Hse 3, 1973-78)
Frances Graham (Hse 4, 1982-89)
The Trustees of the ORA Scholarship Fund would remain as ex officio members:
 Wendy Challen (Nelson-Griffiths, Hse 4, 1964-72)
 Emma Smellie (Beauclerk, Hse 4, 1973-81)
 Carola Hickling (Hse 3, 1964-68)
It was explained that, despite advertising on social media, no other applicants applied to
join the Committee which was considered disappointing as the committee would benefit
from having two more members in order to retain a good working number. It was
acknowledged that these could be co-opted during the coming year and, if any member is
interested, they should contact Ginny.
9. ORA Archives
Emily Pluthero (Campbell, Hse 3, 1979-1988) confirmed that the ORA archives had
now been catalogued and mounted where possible and could now be returned to
Roedean, with an agreement allowing the ORA appropriate access.
Emily read out a letter from English teacher, Miss Monica Godfray, to the 1954 ORA
Magazine Editor on the then ORA Committee. This was greatly enjoyed as it
demonstrated how tricky the ORA had always found the production of its magazine to
be!
10. Roedean Governors
Ginny reminded the room that a very successful Governors’ AGM had just been held
at which two new Council members had been elected. She then asked Claire Jenkins
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(Hse 3, 1973-80) to report on the role played by the Governors Working Group
(GWG) and to remind us all of the role of Roedean Governors.
Claire started by clarifying that not all ORA members are Governors but that all
Governors (excepting a small number of non-OR former Councillors) are members of
the ORA. Governors account for about 60% of the ORA which explains the close
relationship between the ORA and Governors.
She went on to explain the reasoning behind the existence of the GWG; in that it came
into being after the 2016 Governors AGM with three objectives:
 To ensure that the Charter – which has served Roedean so well, and which
underpins the Lawrence Sisters’ aim that Old Roedeanians maintained a tangible
connection with the school and provided lifelong support for Roedean – is
followed.
 To represent Governors’ views to Council in a manageable way (it collates views
and act as a streamlined communication channel) – and vice versa.
 To share with Governors its thoughts on issues and priorities, based on the work it
has done, including research and legal advice, etc.
The Council, under Anne Whitaker’s leadership as Chairman, has addressed many of the
contentious issues and the focus is now on how to build on this new relationship for the
good of the school. There are still some outstanding issues, which had already been
raised with the Chairman but the requirement to prioritise is appreciated.
The new, constructive approach taken by Council members has led to positive
engagement and it is now clear that Council views Governors as a resource to support the
school rather than as an outmoded body with little or no value. The commitment to
improve communications with Governors is evidenced by the instigation of termly
Governor Forums (two so far).
The election of Katherine Cowell at the earlier Governors’ AGM demonstrated that
Council accepts fully the concept of Governor-nominated Councillors. In addition,
Roedean’s Annual Report now includes the correct Charter process for the selection of
Elected and Nominated Councillors.
Claire also reported that a firm commitment has now been made not to seek to reduce the
number of Governors, which had been an objective of the previous Council leadership.
Governors at the meeting were reminded that, alongside fulfilling their responsibilities as
the members of the Corporation, they also had a responsibility to support the school in
practical ways and possibly in financial ways too. There was discussion in the room
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regarding ORs (Governors and non-Governor ORA members) increasing their efforts to
raise funds for the ORA Scholarship Fund and that those funds could possibly be
earmarked for additional boarder scholarships/bursaries.
It was agreed that the school had done a great job in building up the number of day
pupils, but that this had led to boarders being in the minority. There is therefore a need to
shift the balance and increase boarder numbers, and it is hoped that ORA members could
assist in this process.
The Chairman had to close the meeting by 8 pm which unfortunately left no time for
the following items, which were to have been included, together with Any Other
Business:
1. The Tassie Cup
Sarah Waugh was not able to be at the AGM but had written: The Tassie Golf
Competition is an inter-schools Old Girls Golf Competition. A team consists of
four Old Girls from the same school, usually 40 schools take part, and it’s open to
all independent fee-paying schools.
Roedean enter a team each year, and sometimes two, which they will be doing this year.
We won in 2000 and another four times since then.
Phoebe Daws organises an OR Golf Day each year at the end of March and it’s a great
opportunity to meet other OR golfers. We are always looking for new players, so do get
in touch if you would like to play.
Phoebe Daws subsequently wrote on 29 March to say: Yesterday was the OR golf day – and
what a wonderful day we had for our event. Sunshine! We had 9 players – and very sadly,
this year we were without Hazel Waugh, Sarah’s mother, who always came along even
though she was no longer playing – she died very suddenly at the beginning of the month.
Although only nine participants this year, we probably have about 16 keen golfers – but great
difficulty getting a date to suit all! However, I know that Sarah is hopeful of entering two
teams again for the Tassie.
2. Future OR Events:
Roedean Day: This is on Saturday 24 June at the School.
OR Lunch: This is on Friday 15 September at the Royal Thames Yacht Club,
Knightsbridge, SW1
END 5.4.17.
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