Annual General Meeting of the Friends of Sevenoaks (FoS) Monday 28 September at 7:00pm

Recital Room, The Space Attendees:

Head

Katy Ricks

FoS Committee Mark Allen Joanna Newsome Arabella Stuart

Social Coordinators Fiona Blackmore Juliet Coquelin Melanie Kelly (part of the meeting) Livia Lovell Bridget Salmon Amelia Wallinger Catherine Welsh

Events and Donations Sub-committee

Chris Bates (staff representative) Louise Bayne Carina Bendrame Merete Hogh (part of the meeting) Kim Marza Caireen Surgeoner

Other Attendees Ruby Lamperty Oliver Maunder Sarah Le Breton

Wiebeke Vuursteen-Flenghi

Minutes Welcome Katy Ricks 7:00pm Katy welcomed everyone warmly to the inaugural meeting of the Friends of Sevenoaks. We are pleased to have a new more inclusive model for the association. Thanks to Joanna Newsome, Mark Allen, Arabella Stuart and Andrew Burton for their work in setting it up. This term we’ve already had several successful coffee mornings as well as a very good New Parents’ Supper. Thank you to all the social coordinators for their commitment to helping our parents make friends, and new parents settle in. This year we have the ball, the committee for which is working hard. Jane Holland’s excellent Arts initiative continues to provide interesting and varied outings for the Friends to attend. Please feel free to get in touch if you have any new initiatives. Review of the Activities Since the Last AGM Joanna Newsome 7:15pm Slides attached for information.

It was agreed that there should be just one coffee morning in the summer term. Jane Holland has asked for more support; Joanna Newsome will be meeting with her and the Development Director shortly. Review and Approval of the Accounts for the Year Ended 31 July 2015 Mark Allen 7:30pm Mark presented the accounts to the meeting which are also attached to these minutes. He highlighted that the format had changed from the prior year to move them in line with the requirement of a charity to show gross receipts and payments rather than net profit and loss by event. Mark went through the profit and loss for the year highlighting the level of revenues, expenses, donations and net profit and loss. He noted the changes compared to the prior year, and particularly that if the 2014 Ball (no ball in 2015) was excluded that revenues and net profit before donations had increased. He noted the contribution of the profits of the school shop and that the shop had paid over a cheque of £5,000 post year end. He also noted the other key contributers to the revenues and expenses before donations. He then detailed the 3 donations made in the year. Mark then went through the balance sheet noting that the majority of receivables and payables had been cleared down prior to year end. He noted the level of cash and that later in the meeting there would be a discussion on potential future donations. He then ran through the remainder of the balance sheet. Subsequent to gaining approval of the independent examiner of the accounts (see next item), Mark asked the meeting to approve the accounts. The accounts were approved.

Approval of the Independent Examiner of the Accounts Mark Allen 7:45pm Mark noted that given Clive Carver no longer had any children at the school he had stepped down as the independent examiner of the accounts. Mark noted that Rob Newman had reviewed the accounts but that the meeting would have to approve Rob as the independent examiner of the accounts. Mark ran through Rob’s experience including that he was a Chartered Accountant and that he had been the Treasurer for the Combe Bank Parents’ Association. Mark asked for Rob Newman to be approved as the independent examiner of the accounts for 2015 and 2016. Rob Newman was then approved as independent examiner of accounts.

Re-approval of Committee Members Mark Allen 7:50pm Mark noted that the 3 committee members (Joanna Newsome, Arabella Stuart and Mark Allen) had been approved as Committee members and to be included as Trustees in the application to become a Charity at the EGM in May 2015. He noted that each Committee Member needed to be re-approved in their roles at the AGM. Mark asked for reapproval of each of the Committee members. The three committee members were re-approved. Jane Holland has resigned from the Events and Donations Subcommittee Proposed Support of the Bursary Appeal Arabella Stuart 7:55pm There was unanimous support for the idea of giving profits from FoS activities to the Bursary fund. Katy Ricks will meet with Andrew Burton to ensure there are no hidden problems with the idea. She was also keen to keep options open to enable FoS to support other projects, and she would propose any ideas she had to the committee. Action: CLR

Events Planned for this Year by the Events and Donations

Subcommittee Joanna Newsome 8:05pm

Many thanks to those who have signed up to help at various events and to run the Second Hand Uniform Shop and the Careers Evening. Arabella Stuart will telephone the 44 new parents who expressed an interest in helping to find more support. Action: AMS The Quiz Night team is well on track. Invitations will soon be sent out and social coordinators will encourage their year groups to get tables together. Chris Bates, the Chairman of the Staff Common Room will promote the event to the school staff. This year it’s Quiz and Curry! The ball sub-committee meetings are going well; a Save the Date will soon be sent out. Social coordinators are asked to encourage members of their year group, and Chris Bates to encourage staff to get together tables of 10-12 people. AMS and AXR will make sure invitations are sent out to FoS members outside the immediate community. Action: Social coordinators, CPB, AMS and AXR Volunteers to Help With Events Quiz Night, 21 November 2015 Organisation: Livia Lovell, Bridget Salmon, Joanna Newsome. Other volunteers - Carina Bendrame, Merete Hogh, Birgitta Fjeldsoe, Caireen Surgeoner, Arabella Stuart, Ruby Lamptey Christmas Fair, 12 December 2015 Merete Hogh, Kai Liang, Louise Bayne, Fiona Blackmore, Wiebeke Vuursteen-Flenghi Carols, 14 December 2015 Carina Bendrame, Merete Hogh, Kai Liang, Louise Bayne, Juliet Coquelin, Wiebeke Vuursteen-Flenghi Comedy Night, TBC Arabella Stuart, Catherine Welsh, Roger Woodward New Parents’ Tea, TBC Arabella Stuart, Juliet Coquelin, Joanna Newsome New Parents’ Supper, TBC Arabella Stuart, Juliet Coquelin Second Hand Uniform Shop Ruby Lamptey, Carina Bendrame, Wiebeke Vuursteen-Flenghi, Bridget Salmon Careers Fair The 2016 fair will be organised by Lloyd Deverall and Anton McGovern and Oliver Maunder will shadow them. Oliver will organise it from 2017 onwards, by which time Anton and Lloyd will have stepped down. Year Group Reps Events Planned for this Year by the Social Coordinators (brief update from each year group) Joanna Newsome 8:25pm Many events have already been planned – thank you very much to everyone involved in the organisation. There has been a question about how to pay deposits for events. The committee will discuss and let the social coordinators know what has been agreed. Action: JN, MA, AMS Do let Alison Roberts and Lucy Whistler know your plans. Alison can put your event on the FoS page of the Website and Lucy is great at pointing out where there are conflicting events. Second Hand Shop Arabella Stuart 9:05pm Kim Marza outlined the various aspects involved in running the Second Hand shop which currently has a team of 7 volunteers. It is essentially a coordination and accounting job, and fulfils a crucial role for the parent body. We are hugely grateful to Bridget Salmon, Ruby Lamptey, Carina Bendrame and

Wiebeke Cuursteen-Flenghi for putting their names forward, especially Bridget Salmon who has agreed to take overall responsibility. Any Other Business Joanna Newsome 9:15pm Should we put a box out at coffee mornings for donations? After a little discussion it was felt this was not desirable. Where has the Geochrome clock gone? AMS to investigate. Data Protection information – important! When emailing lists of attendees at events, please send the email to yourself and BCC the attendees. This prevents them from seeing each other’s email addresses. Instructions as to how to do this are attached. Our forms come in as pdfs so we have to print them off and return hard copies. Can we have forms sent electronically which can be returned electronically as many other organisations now do? Can we put links in emails rather than attachments? AMS to investigate. Date of next meeting - TBD Close 9:25pm

How to Send Email Messages with the Recipients Bcc’d

If you are sending out an email to a large group of people, e.g. all those who have booked to attend an event to confirm the details, the recipients should not be able to see the others’ email addresses. To do this the sender of the email needs to address it to themselves and put the recipients’ email addresses in the bcc (blind carbon copy) box. To do this: -

• Start a new message. • If the bcc box is not showing under the cc box: -

o Click the “Options” tab at the top. o Click on the Bcc button

• Address the email to yourself and put the other recipients’ email addresses in the bcc box as shown below:

When you send this, you will get the email and it will be sent to everybody whose address is in the bcc box, but the only email address they will be able to see is the sender’s as shown below.

If you have any problems, get in touch with Joanna Newsome at joanna@aquiladata.co.uk or on 07854 525103.