2. Update from TCS and priorities for Friends funding this year - Shalene

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1 Committee meeting, Wednesday 1 November pm The Charter School library Minutes 1. Introductions / welcome to new members/apologies - Lucy Present: Emma Jones, Bridget Jackson, Marisa Bicknell, Mark Rock, John O Connell, Jenny Kalogera, Louisa Simmon, Shalene Varcoe, Chris Bowler, Lucy Hamer, Katie Isbester, Eleanor Michiner, Cath Nicholson, Alex Oliver, Viviane Wild, Julia Colegate, Carnita Ruiters, Jacqui Moseley Apologies: Penny Verry, Lottie Davies, Rachel Gluyas, David Plumeridge, Siobhan Malone, Julie Tan, Iris Maor 2. Update from TCS and priorities for Friends funding this year - Shalene Funding priorities have been difficult for the school to select due to the large investment needed for many projects. For example, moving the outdoor gym; creating a new indoor gym; minibus purchase/loan etc. We recognised the challenge of fundraising for such large-scale projects many of which would take several years of fundraising. Shalene suggested she also brings ideas for some smaller projects for Friends funding campaigns to the next meeting. There was a discussion around how we prioritise and if we look at different areas of the school curriculum each year to try and support. However it was noted that Mr Hicks would not want FoTCS to seek to fund core curriculum goods/activities. There was also a concern that many of the items identified so far (volleyball posts, climbing wall etc) are sports related and FoTCS needs to be seen to be supporting goods/activities that will benefit a wide range of children. Details of specific costings so far are: 1

2 Volleyball posts can t find posts that have the right fixtures. Completely new ones will cost 1-1.5k Outdoor gym looks sad and unused due to cover being needed elsewhere so gym has been left to the elements and deteriorated. Thought is to move behind ball court and be used by PE. However still need to buy cover and new matting plus prepare the ground. Cost would be 11k to move but would still have same problems we have now. To complete this to a decent level would cost 45k so question from Glynn is do we buy proper equipment for indoor gym Climbing Wall no update New mini-bus no update Lights in Assembly hall no details discussed No update on Reading Garden pergola costs No update on final numbers of pupil premium students who completed DoE Water fountains SV confirmed that the water pressure is fine and fountains are working in spite of some abuse. SV has raised the idea of going plastic free. Actions FoTCS to send out survey monkey to all parents and SV to ask school council for input into what people are interested in funding. Alex Oliver and LH to work with SV to create survey which also includes a sign-up button to join the Friends in helping raise money. Need to keep the survey broad and try not to be leading about priorities. SV to update on funding priorities/costs at next meeting so FOTCS can create a long list of funding needs 3. Finances Treasurers report (Chris) No events since last meeting. Chris gave summary of where we were at the start of the year. We have paid for most of our commitments (see attached accounts) Friends Accounts - November 2017.xlsx Bank account has 7.5k, after commitments still to pay and leaving buffer of 2.5k in account we have 2,800 available to allocate now. FOTCS raise approx k per year. 2

3 LH noted that there has been chair s action to authorise that some of the remaining funds already allocated to the staff summer party be used for the staff exam success party. Fake Christmas Tree approved last meeting. This has been bought and arrived and to be put together for Xmas fair. Facilities to put up on 20 November. Chris to organise payment. SV to confirm costs SV to chase on costs that FOTCS have already agreed for completed Bronze DofE awards for pupil premium students. Outstanding action for Chris to arrange new signatures for bank account now we have new co-chairs and Chris to inform Charity Commission of the new co-chairs Online fundraising (Emma) Easy Fundraising Nearly hit the 1k mark so we need everyone to encourage people to sign up and use. Link to be added to all s sent out. We aim to have a stall at the xmas fair to promote if we can staff it. Just Giving No plans to start a campaign at present, due to the parental voluntary contributions letter due to go out shortly from school. A repeat campaign will be run later in the year for the end of year staff party. Once we agree funding priorities we can identify a campaign for the spring term. SV to provide regular updates on the voluntary contributions scheme so FOTCS and TCS coordinate the use of their incomes and avoid overloading parents with requests for support and funding. We also discussed the need to hear from the governing body via SV about their criteria for allocating the voluntary contributions so we can coordinate messages and fundraising projects. 4. Reports of events/activity so far this year Events - No events since the last committee meeting Social media update (Eleanor) We discussed how best to moderate the page and whether to rebrand it as an independent parents page not connected to FOTCS. It was decided that the primary focus of the group was to create a virtual Eleanor has pulled together 3

4 moderating guidelines for the FOTCS facebook page which were discussed in some detail. There was a worry that over policing the page would lead to lack of use, and that sharing less positive experiences helped others in the same situation. The flip side was that new people were discouraged from getting involved with the group due to negative comments. Eleanor confirmed that only school parents were members, not staff or pupils or other interested adults. It was suggested that the page should continue to operate as a virtual school gate where a wide range of issues could be discussed. It was agreed that it was a useful function of FOTCS and would continue to be moderated by FOTCS. It was agreed that the draft guidelines should be used by the administration of the page to encourage discussions to remain constructive and to redirect any school issues parents raised to the school directly as they could not be handled by the FOTCS. We also noted the importance of avoiding personal comments directed at individuals, particularly staff who are not able to respond. EM to liaise with the chairs to confirm final version of moderation guidelines taking this discussion into account SV to send a link to Eleanor on how people get in touch with the school EM and EJ to continue as admin but at least one more person required to support them. This involves approving new members, making sure they are parents, starting new threads and keeping the page live with interesting discussions relating to school life. Use monthly FOTCS meeting to check in on topics on the group and if any further intervention is needed. Noticeboard Emma noted the school noticeboard needs updating Emma to find key. Mark confirmed he would manage the content. Need pictures, FOTCS news, etc 5. Upcoming events Christmas Fair Lucy updated on overall planning going well Emma bought e-card reader to use at xmas fair and sports awards. Chris to send Emma bank account details. SV to set up guest wifi for use at xmas fair 4

5 Julia confirmed we have approx. 40 prizes so far but Lordship Lane needs covering. Need to give SV things to tweet and need people to retweet any stall holder promotion. Viviane confirmed we hadn t promised stall holders we would promote their stall. Tweet is #charterchristmasfair Viviane to chase stall holders for pictures and send to Eleanor Need tins to be collected for tin can alley stall Mr Winston has confirmed he will do the music Eleanor to create event on Facebook promoting pompom making (address NOT to be advertised online) Achievement evening is being held the night before which affects set up on 22 Nov. Set up will be from then after the event has finished SV to see if year 12 students can help staff the Charter stalls Prizes needed for activity stalls include in Costco shop (need to check cupboard as Cath thinks there are sweets left over from another event) Volunteers still needed to: Go into shops on Lordship Lane and ask for donations and to encourage parents to donate for the tombola On the night to run FoTCs food and drinks stalls, set up and clear up 6. Ideas for events in the spring/summer term Quiz night Jo Brand confirmed she will act as compere but no date set A FOTCS auction has been proposed to include smaller more affordable bidding options as well as larger expensive items. Marisa to develop ideas LH reported Siobhan s suggestion of marathon sponsorship. This was supported. Siobhan to report back. Sixth form production 1/2 March - to be discussed next meeting. 7. Committee members Update on roles/actions next time 8. AOB and dates of next meetings 5

6 Winter concert date moved to 12 th December Mark, Siobhan and Chris still allocated to coordinate the bar. Chris to supply float Mark has drafted an e-newsletter format for circulation and discussion next meeting Mark noted previous request for web stats on use of the FOTCS webpage on school website. SV to bring to next meeting. Next meeting: Thursday 7 th December 630pm-730pm 2018 meeting dates now on school website 6