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Minutes of the CSPA Executive Committee Meeting
Held on Monday 19th October 2009, Barham House, Cranbrook School
Executive Committee members present:
Richard Callan (Chairman)(RC) Lynn Curtis-Woodcock (Sec)(LCW) Vicki Ingle (VI) Kate Biggs (KB) Angela Daly (AD) John Lacey(JL) Caroline Braybrook (CB) Alistair Hamilton (AH) Bob Payne(RP) Simon Cullen (SC) Caroline Hornsby (CH) Liz Prentis (Treasurer) (EP)
Apologies for absence: Christine Newman, Helen Jewsbury, Elise Sanderson, Lynne Kemp
1. The Chairman welcomed our designated new member responsible for House Reps, Kate Biggs.
2. Minutes of the meeting held on 16.06.2009 were read, agreed and signed by the chairman.
3. Headmistress’ Report
AD introduced James Peace, Chair of the Governors' Marketing Committee, to speak on the recruitment of a development officer. The Governors are seeking our support in the need to raise Cranbrook School’s profile, to maintain contact with feeder schools – especially for the boarding environment and to better engage with parents and old Cranbrookians. There is also a need to develop facilities and we cannot rely on Government support. To meet these needs, in addition to the new Registrar (Judy Aslett), Christine Newman has been appointed as Alumni Relations Officer to build a database, and keep them informed of new events and to cultivate the alumni to help raise funds. Additionally, another position is being created to liaise with feeder schools, to inform of ex-pupils achievements, to market and advertise boarding places and be responsible for promotional literature supporting the Links magazine and look after Press activity. This part-time role to be filled by January 1st or April 1st. CSPA support was given.
AD confirmed that although we have 777 pupils at present, people are opting not to pay the facilities and CSPA fees and income is going down. It was discussed that there is a need to inform parents about the importance of these contributions and this may be done periodically in a letter to accompany invoices as well as via the web site and in letters for all new parents.
AD asked the Committee for a donation towards a bench in memory of an inspirational ex-pupil, Holly Eatwell, who died tragically at the age of 21 from cervical cancer. Holly had worked hard to get Amnesty International running in the school and it was befitting there should be an Amnesty plaque on the seat. All in agreement.
4. Report from the Chairman
RC reported the resignation of Sheila Moore, who, in her absence was thanked for all the hard work she had put into the Social Committee over the past year.
5. Matters arising from the last meeting
New Communications Sub Committee – RC confirmed that the new committee with John Lacey at the helm was up and running and that John would be available for any of the sub committees that needed promotional material or inclusion on the web site. Charlie Thomas has been appointed on the sub committee to liaise with Sub Comm Chairs to produce an “e-flash” of news and events possibly twice a term and to keep the web site updated. Brigitte Santer, AD’s secretary, has kindly agreed to forward emails on our behalf to solve any issues regarding data protection etc. It is important not to inundate her with extra work. JL to liaise.
List of priorities from the Bursar / Student Council input - the opinions of the students was recognised as being essential. One or two student council members to be invited to EGM’s occasionally. AD to Liaise with Robbie Fergusson, the Asst head of sixth form.
Gym project discussed by the Trustees of the School? – This has been shelved but the building of a new gym/fitness centre/changing rooms behind the swimming pool is planned. The last building project cost £2.4 million and was paid for by £800,000 from government funding and trustee funds. Massive Fund raising will be required for this project. It was proposed that the CSPA buy sports equipment as it was thought to be available for use by the children by Christmas. However, there are still issues with where the equipment would be stored and where it could be used. The new dance studio was mentioned as an option. It was thought that the money then earmarked for sports equipment could be spent on something for more immediate benefit, eg. Better floodlights – but planning permission would need to be sought, or a water fountain, but apparently this has been looked into in the past and plumbing is an issue. Ongoing.
The Constitution – an informal meeting was held with the Officers and Sub Committee Chairs to discuss the Constitution. It was confirmed we are allowed 20 executive members, plus two teacher representatives, plus the Headmistress plus a representative from the Board of Governors, and ten sub-committee members. More executive members are being sought before the AGM and there is a vacancy for a Vice Chairman.
- It was confirmed that at least one EGM per term is required and it was put to the Executives that while sub-committees should have as many meetings as are required for specific events, the EGM should take place in the second half of term to rubber stamp decisions. It was argued that if departments were waiting for approval to buy items, then 2 – 3 months is too long to wait. It was voted then to maintain two meetings per term. However, RC reminded the committee that Spending are able to approve up to £250 without approval from the Executives (this is on the web-site, not in the Constitution) and EP reminded us that voting can be made occasionally via electronic meetings if necessary.
6. Treasurers Report
EP reported that the 750 Club is still the main source of income for the CSPA after the CSPA parents’ contributions which are 30% down on last year. Also, parents can opt out of the CSPA charge. We need to find out if once opted out, there is an opportunity to opt back in. An explanatory letter explaining what we do and where the money was thought to be necessary. EP to liaise with the Bursar.
In the light of dwindling funds, LCW asked the committee to confirm they were happy to spend approximately £300 on tokens of appreciation from the CSPA for staff. Agreed.
7. Report of the Spending Sub-Committee
Sports Equipment / deadline for £27,000 – ongoing as above.
Dance Floor – requires confirmation of requirement from the Bursar.
The decisions of the Spending Sub Committee were under New Bidding Process were agreed by the Executive Committee as follows:
CSPA01 - DVD/Video player – Karen Kumar. £100 bid. Approved
CSPA02 - Fridge for Scott House – Kirsty Burnett. £189 bid. Not approved
CSPA03 - Arts week – Liz Coleman. £680 for workshops by visiting performer – Approved
CSPA04 - Shakespeare Theatre Company – Mike Wilkinson. £220 matched by English and
Drama Depts – Approved
CSPA05 - Hockey Goal Keeper Kit – Nick Martin. £325 bid. Approved
CSPA06 - Horsley shirts – Liz Coleman. £301. Approved
CSPA07 - Colour printer – Therese Dickens. £193 bid. Approved
CSPA08 - Medical Centre – Helen Dewsbury. £700 bid. Approved.
CSPA09 - Rewards system – David Swinburne. £400 bid. Approved.
CSPA10 - Blubery shirts – Justin Usher. £396 bid. - Approved with CSPA logo
CSPA11 - Shooting Range - £700 - Approved
CSPA Stickers – AH to arrange design a sticker competition.
8. Report of the Social Committee
Autumn Event - informal, inexpensive quiz and curry night - November 28th 7.30 for 8pm - details have not been received from House reps so will be sent out again by Communications Committee.
Burns Night - January 23rd AD and Mr D – toast to Lassies + Reply. David Weighton to Address the Haggis. CH to liaise with David Leckie. AD to liaise with David Weighton
Food for Kent / Christmas Wrap sale - details to be sent out and put on the CSPA Home Page.
750 Club relaunch - CH to liaise with Roz (EP)
The Summer Ball / June 19th 2010 – Ball committee has been formed. There was some discussion regarding how to publicise the fundraising. It was agreed we should simply advertise what we have already provided for the school. Possibly use the Fitness Suite as the next objective or simply say we have a number of projects in hand that we need to raise as much money as possible for. Good opportunity to simply market the good works of the CSPA and raise our profile. Theme of the Ball to be confirmed.
9. Report of the Education Sub-Committee SC presented the report in the absence of CN
1. Cross Curricular Evening – was postponed as it clashed with the Dance Show.
2. Parental forum – teenagers and alcohol for the AGM – everything in hand.
3. Short story Competition - ongoing
4. Languages – need to liaise more with foreign language speaking contacts and parents - ongoing
5. School Uniform – LCW gave the update that a sample of the school skirt has been sent off to a supplier awaiting ideas for styles and a sample of material. It was agreed that the longer ankle length style is preferable to knee length skirts. The subject of other items of uniform arose: track suits are not proving to be good quality, blazers are too tight. Waterproof sports tops are only available for boys and why do girls have white polos while the boys wear T shirts? It was agreed by all that teams from Cranbrook School should all look the same in sporting events. AD to investigate.
10. AOB
Review of Guidelines - What are essentials and what should the CSPA should pay for?
Following some investigation it was discovered that termly invoices include amounts to cover the following:
£52 Facilities contribution (Links Magazine, School Newsletter, Examination marking, travel insurance, swimming pool heating and voluntary fund (small things the departments might need eg. new stereo for dance studio, additional tapes players for the MFL Department)
£25 boarding house funds (for Pizza and Sky TV)
£24 Games charge - Covers tea, kit washing, coaches, umpires
AD confirmed that exam fees alone every year are in the region of £100,000 and although in the past the Government has provided funds to purchase facilities, they do not pay for their upkeep. Boarding charges cover staff, heating/lighting, refurbishment, new showers, subsidization of outings, entertainment, BBQ’s, Sky, Network Broadband, Ping Pong Balls, photocopying, cleaning budgets, hoovers, dryers etc etc etc. The Rammell boiler cost £100,000. Therefore, CSPA funds are much needed and appreciated for providing additional facilities to support the school.
A list of things that the school will pay for (“essentials”) from the Bursar would still be useful to facilitate the bidding process. RC to liaise with the Bursar
AH reported that on that evening, there was a meteor shower and very clear skies if anyone would like to go down to the Observatory.
AH also reported that the recent Charity Walk – where the whole school walked from Scotney to Cranbrook, was highly successful. £8,200 was raised towards charities that the children themselves will choose.
11. Dates for the diary
AGM – November 12th
Next Social Committee Meeting - Tuesday 3rd November – 7.45pm Badgers Oast
Next Spending Committee Meeting - Tuesday November 10th – The George
Ball Comm Meeting – November 16th - 7.30 pm Barham House
Quiz and Curry Night – November 28th - 7.30 pm Queens Hall Dining Room
Next Education Support Committee Meeting - TBA
Next Executive meeting - TBA
Burns Night Dinner and Dance - January 23rd 2010
Mid Summer Ball - June 19th 2010
There being no further business the meeting closed at 9.15 pm |
