Friends Meeting/AGM Agenda: Monday 3 October 2022 Time and location: 8pm – via Zoom All welcome
Minutes
- Welcome and introductions (apologies)
[Surnames redacted]
- Minutes from previous AGM (4 Oct 2021)
Approved
- President's report
Lovely to see so many new faces; thank you to Munira and Katie for the work over these past years, in difficult circumstances.
Projects sponsored by FoRS – Y5/6 toilet refurb, flooring renewals (most of the classrooms), new blinds, new stage light deck, new library books (diversity, etc.), other classroom resources, projector for the hall. Thank you for the efforts.
Wishlist – Smart tv in IT suite, early years risk taking area (hammers, woodwork, ladders, climbing), new flooring in intervention room, screen in the hall for performances (opposite to main screen), funding for shed for specialist music provision, cookery room refurb + standing items.
Class budgets - £200 currently; potentially increasing due to inflation (ACTION – [Surnames redacted] to send prioritized list)
4. Chairs' report
Thanks to the team for all their work and fantastic support over the last two years and for ongoing support from the office, [Surnames redacted] and school staff. Autumn Fireworks - Jane and helpers Christmas cards – Laura and school office Christmas Shopping Shed - [Surnames redacted], Munira, and helpers who assisted with wrapping Hamper Raffle - Liz and Rowena Father Christmas visit - [Surnames redacted] family Choc tombola at Village Day - Alice, Sarah and helpers Christmas lunch - Nami and helpers Spring Race night - Jane, Rowena, Neil Magic show – Katie Easter egg hunt - Suzie and helpers Summer Family morning refreshments - Munira, Katie, and helpers Ice lolly sale, thanks to Sarah and helpers Sports day refreshments, thanks to all helpers Family Fun Day - all reps Brochure – Nicky [Surnames redacted], Michelle, and Alice Through the year Bag2School - Munira Cake sales - Rowena and bakers Matched donations from Camelot - Rowena
Concerts - [Surnames redacted] Second hand uniform– Paul and Nicky [Surnames redacted] Clothes recycling bin – Liz Non uniform days including Bag 2 School – Munira and Katie Promo materials, posters, flyers – Alice and Nicky Neil and Andre – support throughout [Surnames redacted], school staff – support throughout - Over two years raised £27,600... even though Covid!
Question from Leyla – will there be a May Ball? Katie – potentially, if there’s a lead that would be able to take it on.
- Treasurer's report
See treasurer’s report
- Independent review of accounts
Graham [Surnames redacted] was appointed as auditor / independent reviewer of the financial accounts. Once the financial information has been approved & signed off by by Graham, it will be published on the Charity Commission website.
- Lottery licence
Needs to obtain lottery licence from Three Rivers; return needs to be signed by 2 committee members. Signatories were Munira and Neil; proposal is for Neil and André to be signatories for this year. Approved at AGM.
- Change of Constitution
Constitution is the governing document for the Charity; details of processes. Current Constitution is no longer fit for purpose as it is very old; and to continue functioning in the
modern world, an update is required. ParentKind model constitution to be used. Some points of change:
-
only parents of children at school could be members under previous constitution; new constitution is wider, as includes people who have necessary skills, “friends” of the school, staff members, etc.
-
virtual meetings
For voting: attendants to the meeting and the following (either joined the meeting or approved via email):
[Surnames redacted]
9. Review of financial controls
See Neil’s detailed report 10. Election of officers
a. Chair
No volunteers; activities will continue with the leads of the individual activities only. FoRS will not have an operations chair or co-chair for the next 2 years. Events will be
organised by liaising with the Office/[Surnames redacted] direct and the other members of FoRS but no active coordination by chairs. No general reps meeting to previous years’ extents are planned; individual activity meetings will be required to ensure the organization of events works.
There is a volunteer for September 2024 (Sarah).
b. Treasurer No objections c. Secretary No objections d. Appointment of additional voting members ACTION Katie: Need to check with Sneha and [Surnames redacted] 11. This year's expected activities a. Autumn term: i. Christmas cards Laura leading ii. Fireworks
Jane leading event which is happening on 4 November; Alice is shadowing Jane and will be taking on organizing the fireworks for next year. Max 500 person. Professional company organizing. Tickets on sale at the end of this week; normally sell out very quickly (first week for immediate families, staff and governors and families). Help required for marshalling, manning stalls and gates. Also help required for prep, clear up, and actions on the next day. There are leads already for each of the stalls, except for the lights/PA (Jane’s husband will do it this year but someone shadowing would prepare for next year – possibly Mark, Rowena’s husband). iii. Christmas activities
Rowena and Liz leading; same format as previous’ years. Invite class reps to organize and assign the stalls in November. Christmas Fair (Dec 3rd). Possibility of organising grotto in school day – Rowena to liaise with [Surnames redacted] iv. Bag2School / Second-hand uniform Munira leading; normally after each half term. Nov 4th is the next day. vi. Christmas lunch including volunteers Nami is leading; looking for a volunteer to take on future years as Nami’s daughter currently in Y5. Laura and Leyla have offered to shadow. Date of lunch is 14 December. vii. Decorate school Rowena and Liz leading. 12. Spring/summer terms overview Easter initiatives to be organized. No additional initiatives planned. Sarah leading on Summer fair. 13. AOB Thank you to Munira and Katie for all the work developed. [Surnames redacted] 14. Closing remarks and date of next meeting Thanks from Katie and Munira
Friends of The Russell School
Income & Expenditure for 12 months to 31[st] August 2022
| 31st August 2022 31st August 2021 31st August 2020 |
|
|---|---|
| FUNDRAISING Receipts Fireworks Christmas Fair Race Night Summer Fair Other Fundraising Other Income Barn Dance / May Ball Total Receipts Less: Expenditure Fireworks Christmas Fair Race Night Summer Fair Other Fundraising FoRS Expenses Barn Dance / May Ball Total Expenditure Fundraising Surplus /Deficit |
£5,966.75 - £5,719.72 £4,743.91 £2,612.81 £8,866.07 £1,576.96 - - £9,121.07 £7,245.50 £1,300.00 £4,663.55 £4,084.33 £4,501.28 £606.36 £327.69 £959.54 - - £4,898.80 |
| £26,678.60 £14,270.33 £26,245.41 £3,110.30 - £3,672.32 £1,596.07 - £3,137.22 £807.68 - - £3,686.47 £914.76 £170.00 £551.76 £1,179.36 £839.49 £595.06 £362.99 £421.96 - - £4,509.84 |
|
| £10,347.34 £2,457.11 £12,750.83 £16,331.26 £11,813.22 £13,494.58 |
|
| SCHOOL FUNDING Major Items Smaller Purchases Children’s Activities Swimming Pool Subsidy (Ring Fenced) Stationery Subsidy (Ring Fenced) Parent Donations (Ring Fenced) Net School Funding |
£11,827.35 £10,004.75 £10,086.30 £2,767.86 £251.70 £1,700.12 £1,092.21 £1,732.77 £614.15 £2,748.45 £611.47 £1,648.75 £2,038.25 - £1,185.00 £4,786.70 £611.47 £2,833.75 |
| £15,687.42 £11,989.22 £12,400.57 |
|
| CASH MOVEMENT Net School Funding (per above) Receipts From Prior Year Activities Expenditure re. Prior Year Commitments Fundraising Surplus /Deficit(per above) Net Cash Surplus /Deficit |
£16,331.26 £15,687.42 £340.00 £9,938.70 £8,954.86 |
| BANK RECONCILIATION Bank Account Balances NatWest Bank (Current) NatWest Bank (Reserve) Total Bank Balance Reconciliation Prior Year Total Bank Balance Calculated Total Bank Balance Actual Total Bank Balance (per above) Net Cash Surplus /Deficit(per above) Variance (Surplus /Deficit) |
£24,482.20 - £24,482.20 £33,437.06 £8,954.86 £24,482.20 £24,482.20 £0.00 |
| CASH AVAILABLE FOR ADDITIONAL Total Bank Balance (per above) Add Back: Net School Funding Cash Before School Funding Less: Current Year Wish List Total Surplus Cash in Bank Account Less: Required Working Bank Balance Surplus Cash to Spend |
SPEND £24,482.20 £15,687.42 £40,169.62 £17,891.44 £22,278.18 £4,000.00 £18,278.18 |
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