Prep School Committee Meeting

30/04/2014

Present: Laura Baker, Caroline Rowe, Tanya Chitty, Katie Williams, David Hynd, Rachel Povey,Rebecca Hardy, Mary Davies, Marianne Major, Louise Fenner,Alison Chick, Katy Hill.

Apologies:Laura Parker, Amanda Yendole, Abby Porter, Jackie Mahoney, Tanya Hynd, Veryan Skinner, Charlotte Woollam, Mark Hastie, Jo Sibley.

Matters Arising From Last Meeting:

  • Administrator – Alice Walsh is still waiting to be formally appointed as the new Preschool Administrator. Role and responsibilities and wageshave been agreed. LB to sort the appointment.
  • Parent Rotas has yet to be arranged. Instead of writing a rota, TC will write a note to all parents, especially those parents of ‘green groupers’ to ask for volunteers.

Chairpersons Report

  • Welcome back to Louise who has returned from Maternity Leave and has hit the floor running!

Play Leaders Report

  • Again welcome back to Louise.
  • This term 3 new children have started meaning there are now currently 32 children at preschool and all the sessions are very well supported, except for a Wednesday afternoon where there is currently only 5. Staff levels and costs were discussed inrelation to child numbers and if was felt that providing preschool were not making a loss, to continue the Wednesday afternoon this term. TC to speak to the ‘blue groupers’ parents to see if uptake can be encouraged.
  • Preschool went ona trip to St Martinsfield Farm. All the children thoroughly enjoyed the day, especially the coach ride.
  • Thank You to Rachel Povey for making the ‘Golden Rules’ fabric banner.
  • Thank You to Laura P and Kelvin Williams for all their hard work in sorting out the preschool garden over the Easter Break.
  • Thank You to all the Staff for their help, especially with the cleaning and continuing support and hard work.
  • More ‘green group’ focused activities are planned for this term to facilitate their smooth transition to primary school. After half term they will be having lunch in the school hall on a Tuesday.
  • A trip to Exmouth Beach or Exeter Museum is trying to be arranged for this term. Date TBC.
  • Sports Day – Date TBC
  • The ‘Really Wild Show’ has been booked for the end of term on Mon 21st July. This proved very popular the last time we had them here.
  • Party planned for the last day of term is going to be a disco as this is an activity that the children seem to be enjoying doing. Possibly hold this in the school hall. TC to speak to school to enquire about their usage that day.

Treasurers Report

  • See attached report.
  • Preschool finances looking healthy at present. This predominantly reflects the end of year figures. (MD still to finish some end of year accounts).
  • A good success with fundraising activities this year.
  • Only a small loss noted but this was due to the spending on equipment and AstroTurf etc. needed this year.
  • DH sorting out the online banking and multi-person access.
  • EYP funding – LB sorting.

Matters Arising:

  • Alice Walsh still interested in becoming the Admin Assistant. LB to officially appoint. New starter forms will need to be completed.
  • Preschool Staff Uniform and Children’s Logoed tops still to be organised. This proved to be a complicated task online. When Alice Walsh appointed, this may be delegated to her as a matter of urgency, as she ordered previous stock, so that there is stock ready for the beginning of Sept. KH to liaise with AW.
  • Playhouse - KW spoke to East Devon Planning who questioned need for Planning Permission! TC to give all details of what to order to DH so he may order directly. Need doing ASAP so the kids can benefit this summer term.
  • We are due an Ofsted inspection soon (or might not be until 2016). Ofsted might need to speak with the Chairperson on short notice. If LB not available, KW will stand in. KW to liaise with LB and TC for a handover.
  • In preparation for Ofsted, Staff Contracts are being written by LB. Staff Welcome packs and information packs need devising. LB & TC to action.
  • DBC check. Committee members will be emailed the link if they are required to complete or update theirs. LB to action.
  • TC to speak with Sue Draycott regarding School Leavers photos as well as individual photos ones of the children.
  • We have now run out of the old prospectuses. KW to update and get new ones printed for September. Will need to include some new photos (Sue Draycott) – KW & TC to action.
  • ‘Expression of Interest’ forms to be printed in colour - KW
  • Preschool Summer Fair – Wed 18th June (pm) – MM to organise (KH to liaise)
  • Last year the Preschool provided a Summer School for a few days. Discussion into providing one this year. It was agreed on the Tuesdays and Wednesdays of w/c 4th and 11th August from10am-1pm. Not offered to siblings. £10 per session per child. Money to be paid in advance by 23rd May (end of half term). TC to do letters to parents. Will need a minimum of 8 children per session to make viable. If achieved KH to book room with Ali Tierney.
  • There is a need to engage more preschool and Toddler parents to join the committee and become more active with fundraising projects and to help. There will be a few open committee places in the autumn so we now need to look at who might like to fill these positions. Ways to encourage parents were discussed. There will be an open invite to the next committee meeting which will be more of a social gathering than usual. To include nibbles and drink and be held in the preschool room or outside in the garden (weather dependant). LB to action. KH to book room.
  • Veryan Skinner very keen to start a Preschool Facebook Page. Discussed the importance of a closed, secure group and the restriction of photos (due to Facebook property rules). Security is paramount. Agreed to allow this to happen. VS and TC to liaise.
  • Future Fundraising events discussed – A Clothing Sales of Reception School Uniform and Pres-school uniform as well as good quality toddler to reception other clothing and footwear/accessories. Agreed for the morning of Friday 6th June (first week back after half term break) after morning drop off, to include teas/coffee and cake. MD to organise donations, sale and refreshments and volunteers, including advertising in ‘Contact’, Preschool notes and website (LP). KH to book meeting room.
  • Fundraising Canvas Bags are being organised with self portraits from the Preschool children and hand/foot prints from the Toddlers and Babies. Need completed prints by 23rd May. KH to organise.
  • Taffy to look at the Willows in the Preschool play area this weekend and to look into replacing the dead ones.
  • Kaya has been asked and is keen to paint the ‘number snake’ on the Preschool path with possible involvement with the children. TC to liaise with Kaya.
  • KW looked into getting logoed preschool bags from the children. This proved quite pricey online. KWto approach TH and RP in view of getting them made locally.
  • TC advised us that a lot of the educational courses that the Preschool staff take will no longer be funded by the council/education authority. DH made aware of the implication to the finances. To consider getting some trainers onsite to provide the course to all staff at once and where appropriate invite parents to attend (at a fee) e.g. paediatric first aid.
  • Victory Hall Rep (MD) – TC brought up the subject of the disposable of rubbish in the bins outside the hall and that on many occasions, it overflowed. MD to address the need of bigger bins for a public place or additional black waste disposal bags the Victory Committee at the next meeting. In addition MD will also inform them of the malodour from the preschool drains.
  • A regular page in the Whimple News was submitted for the April/May edition. JS/TC to write another piece for what we’ve done and raised and also what we plan to do, or what the children will be doing for the months of June/July. Deadline by the 12th May. KW/KH to submit.
  • On the last day of the summer term (23rd July 2014) – we will be closing after the end of term party at 1.30pm. All parents to be informed, especially if usually on a long day. Invoicing will reflect these changes (TC & CR).

There was a special mention about Jo Monteiro-Neto who is currently on sick leave.

All our thoughts and love are with her at present. All the staff have felt the impact especially emotionally and are all working hard and pulling together.

We all miss her and wish her the best. We send her our love and hope to see her soon. x

Next meeting arranged for

Wednesday 11th June 2014 at 7.30pm

in the Preschool Room / Garden.

A social gathering with drinks and nibbles.

EVERYONE INVITED.