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MINUTES OF THE ANNUAL GENERAL MEETING OF THE FRIENDS OF DCPS

Wednesday 4^th October 2006                                                                                                                

Minutes of the last AGM were agreed.  There were no matters arising.

TREASURER’S REPORT

In the absence of the Treasurer, the Chairman Elect, Stuart Butler-Gallie, went through the accounts which had been slightly revised since the last Committee Meeting with a £1,000 donation to Arts Week.

         Donations:

                        Action Aid                                              £  360

                        Whizz Kidz                                             £1,217

and to DCPS:

Electronic Noticeboard                            £  428

Recording Equipment for Nash House       £  377

Composting Pig for Nash House               £  177

Swimming Pool Flags                              £  417

Bunting Project                                       £  132

Table Tennis Tables                               £  528

Money was raised from the following events:

                        2005 Fireworks Evening                          £1,272

                       Upper School Quiz Night  s                       £  304

                        DCPS Advertisers                                   £  828

                        Mixed Generation Tennis                         £ 401

                        Lower School Disco                                  £ 182

                        Leavers’ Sweatshirts                               £  247

                        Nash House Disco                                   £ 362

                        Fish n Quiz Evening                                £   64

                        Open Air Theatre                                   (£960)

                        Swimming Pool                                      £ 196  

Bank balance carried forward:                                £7,758

Stuart confirmed that Rob had resigned as his children had left the school.  Liz Prentis had agreed to take on the role.

CHAIRMAN’S REPORT

As the Chairman Elect, Stuart Butler-Gallie welcomed new faces to the room and emphasised that, as there were seven of the existing committee resigning, it would be good to have some new members.  Stuart had decided to look to the future rather than reviewing the past year.  He distributed Year At A Glance sheets and went through them.  They show all the Friends’ events over the forthcoming year and detail those responsible for each event and gave an indication of the profit/loss made from the same event last year.  The sheet will be updated as dates are confirmed.

HEADMASTER’S REPORT

The Headmaster thanked all the Committee members for their hard work in organsing so many brilliant events.  He thanked Diane Campos, in her absence and Sally Ahlers for her co-ordinating role on the Friends.  He went on to speak of development projects:  staff and pupils were delighted with the new Astroturf area which would be much used.  The Lower School development should begin in early Summer 2007 but disruption to the children should be minimal.  It was hoped the classrooms would be completed by September 2008.

The Headmaster confirmed his comments at the last meeting, that he would like to use any monies raised at the 2007 Ball to cover the area outside the Dining Hall with permanent canopies.

ELECTION OF NEW COMMITTEE MEMBERS

The Chairman thanked those members retiring (Alison Brinklow, Diane Campos, Eimar Hammond, Emma Harding, Kate Steel and Alison Streeter) for all their hard work for the Friends.

The following new members were elected:  Liz Prentis, Dineli Charlesworth, Nicky Methven and Fiona Morgan.

Stuart Butler-Gallie was elected as Chairman and Liz Prentis as Treasurer.  Pauline Williams was re-elected as Vice-Chairman and Sally Ahlers as Secretary.

SUMMER BALL 2007     

FINANCE

Stuart confirmed that Liz Prentis would run a separate set of accounts for the Ball.  Tash said that deposits asked by suppliers she had contacted were minimal.

SUB-COMMITTEE

Stuart Butler-Gallie felt it was important that the Ball Sub-Committee was properly populated and that the full Committee agreed on an appropriate ticket price at the AGM so that the Ball Sub-Committee had a clear mandate going forward.  Tash Woods was keen to enlist more help especially with sponsorship, the auction and other fundraising. 

         Julie Griggs – catering and china hire.

         Guy Macnaughton – drinks

         Jules Rastelli – Ball Programme (if appropriate)

         Table Sponsorship – June Bell, Julie Griggs, Guy Macnaughton

         A number of other parents had offered their services:  Katie Taurins, Julie Greig and Fiona Morgan.

It was agreed that an item should be written in this week’s newsletter asking for more volunteers.

DATE

There was some discussion about changing the date from July to September.  Tash felt she would lose a lot of potential ball-goers because they would be going on holiday.  Roger Kidney said that the Rugby Club Ball would be on the last Saturday of June.  Others felt Year 8 parents may not come back in September and others would feel less in an ‘end of term’ mood.  Stuart asked everyone to vote on the date: either 7^th July or 15^th September.  7^th July was duly carried.

TICKET PRICE

Tash went through her predicted income and expenditure which was calculated on a ticket price of £75 each.  This would give an estimated surplus of £23,000 to be split between school and the Ball’s nominated charity.  Stephen Rigby asked if it was necessary to make such a large surplus – could it not be reduced, thereby lowering the ticket price.  Sally Ahlers asked if all the profit could go to charity.  Mark Hammond felt that parents would spend more if they knew profits would go to the school.  Helen Gentle felt everyone at school should be able to come, and Stuart said the Ball should be inclusive and involve all at DCPS.  Caroline Moverley-Smith thought it very important that any money raised at an Auction be given to charity and not used to cover general ball expenses.

Guy Macnaughton felt it was difficult to vote on a ticket price before some research had been done into whether any current parents might be able to offer marquees/catering/dodgems at good rates.  After some debate, Stuart agreed to ask the committee to vote on a price range of either £50 - £60 or £60 - £70 which allowed the Ball Committee to reduce the price if offers of equipment etc were in fact forthcoming.  The meeting approved a ticket price range of £50 - £60 by 14 votes to 5.

CHARITY

Tash asked for confirmation that the Ball should support the Evelina Children’s Hospital.  Stuart said this had been agreed at a previous committee meeting and should therefore remain.  June Bell felt it helped fund-raising if a specific project at the hospital could be identified e.g. decorating a room and our funds channelled in that direction and Tash agreed to follow this up with the Hospital.

ANY OTHER BUSINESS - There was no other business.

DATE OF NEXT MEETING  Monday 13^th November 2006 8pm in the Green Room.