committee meeting of the association of parents and friends of hills ...

Date & Location of MeetingCOMMITTEE MEETING OFTHE ASSOCIATION OF PARENTS AND FRIENDS OFHILLS ROAD SIXTH FORM COLLEGEMINUTESMonday 19 th November 2012 in Meeting Room R028 HRSFCMembers PresentDamian Crowther (Chairman), Lee Robertson (Vice Chair), Sandra Wesley (AssistantSecretary), Deborah Hinks (Secretary), Nigel Taylor (Director of Student Guidance)1. ApologiesSam Pettit (Treasurer/Parent Governor), Jane French (500 Club Secretary), LindaSinclair (Principal), Jon Wesley, Carol Routledge, Sally & Terry Fenn, Anne White,Elaine Taylor2. Minutes of last meetingMinutes agreed and signed.3. Matters arising(i) The bill from Bacchanalia for last year’s wine-tasting has been paid.(ii) The paperwork to allow access to funds held in Yorkshire Bank has beencompleted. Damian Crowther and Sam Pettit are the new signatories.(iii) Christmas Puddings/ Wine-tasting Evening – see Items 4.4 and 10.4. Chairman’s report4.1 The AGM went well with a good number of new faces in attendance and a mostenjoyable DVD presentation by way of the Principal’s report.4.2 For the Wine-tasting Evening on the 30 th Nov, 78 out of 80 tickets have beensold. Further discussion – see Item 10.4.3 This year, in order to save postage costs, tickets for the Christmas Draw will notbe posted directly to parents as in previous years but, instead, will be given to thestudents themselves to take home. The Committee plus any volunteers will beputting the tickets into envelopes from 7pm on Tuesday 27 th November (room to beadvised). Emails to parents will be sent, alerting them to the Draw.4.4 The Christmas Puddings have arrived ready to be sold at the Wine-tastingEvening and at the Mill Road Christmas Fair, where we have our own stall. Two sizesare available (1lb/424g and 4oz/120g). Volunteers are needed to help man the stallon Sat 1 st Dec between 10am and 4pm (in 1½ hour slots). A float will be required toprovide change. Further details regarding set-up etc are required from Jane French.

Following these two events, should any puddings remain unsold, the Committeeshall consider alternatives.5. Treasurer’s reportSandra Wesley presented the Interim Statement of Accounts provided to her by SamPettit showing £8,900 available for distribution (see attachment).6. 500 Club Secretary’s report6.1 Jane French shall be sending out a chaser email to parents during the first weekof December to promote the club.6.2 An up-to-date account of parental donations needs to be verified.6.3 The next draw is scheduled for January 2013.6.4 It was suggested that it might be a good idea to communicate more often with500 Club participants e.g. make them aware of when the draws are taking place andthe result.6.5 Additional payment methods such as ParentPay and on-line banking were putforward for discussion.7. Principal’s report7.1 Nigel Taylor outlined a number of notable student successes including Year 13 student musicians awarded places in the National Youth Orchestra a student’s Extended Project welcomed by and widely circulated to healthprofessionals student winners of the British-German Association’s Youthbridge awardscheme attaining sponsorship from Cambridge Airport for the HR4.5km charity run Student Council £2000 contribution to East Anglia Children’s Hospice Sporting success.7.2 The college students have enjoyed various trips and activities such as trips to Boston (sport), Washington (politics), Granada & Cordoba (history)and geography field trips prestigious speakers from Silicon Valley Languages Day Movember fund-raising.7.3 The Christmas Musical this year at the college is West Side Story. Tickets arenow available and are likely to be sold quickly.7.4 The college recently hosted two popular Open Evenings.7.5 UCAS season is in full flow aided by tutors and the Careers dept.8. Parent Governor’s reportSam Pettit has attended her induction training and first Audit Meeting and shall beattending the next full Corporation Meeting on the 19 th December.9. Distribution of funds raisedNigel Taylor shall provide a breakdown of the funds required for the various projectsincluding The Meadow and the furnishings in the Hub/Link. Plaques acknowledgingthe Parents & Friends contribution shall be erected.

10. Wine-tasting Evening10.1 Tickets have sold very well. The possibility of increasing capacity beyond 80attendees was raised and will be investigated. The Bursary will be contacted toprovide a list of attendees.10.2 Soft drinks for drivers and tee-totallers need to be provided. Damian Crowtherwill contact Paul Bowes to see if he has any suggestions.10.3 It may be possible for Paul Bowes to make use of the PA system at the event –to be investigated.10.4 A table layout plan will be drawn up to aid the caretakers in setting-up on theevening. In addition, a map of the seating arrangements will be produced for theattendees.10.5 A shopping list of required items was drawn up and arrangements need to bemade. Receptacles for use as a spittoon need to be sourced.10.6 Volunteers to help set up and to act as “pourers” are required.11. Fund-raising for 2012/1311.1 Christmas Puddings, Wine-tasting & Xmas Draw already underway.11.2 Various suggestions were debated and are to be discussed further including Colour/Image/Accessories Evening Open Mic Showcase Evening for parents Grand Summer Opening of The Pavilion, depending on building timeframes.12. AOB12.1 Higher Education Finance Evenings are on Thursday 24 th and Tuesday 29 thJan. To be discussed at next meeting.12.2 Gap Year Grants presentations likely to be over two evenings late April. To bediscussed at next meeting.12.3 The information provided in the Parents & Friends section of the HRSFCwebsite needs updating as part of a current overhaul designed to improve access. Tobe discussed further.Next meetingWednesday 16 th January 2013 at 7.30pm