Sibford Old Scholars Association
Annual General Meeting 2004
Monday 30th August 2004, 10.30am
Sibford Friends’ School
Attendees: 41
Minutes
Stephen Bunney welcomed Old Scholars and Guests to the 100th Annual General Meeting.
1. Greetings Received
Stephen Bunney reported that Best Wishes for the Reunion had been received from many individuals including, Ruth Aldworth (Lizzie Jones), Maggie Vella (née Smith), Jim Hilling, Cecily Blunt (née Eldridge), Ann Bond, Nancy Bottoms (née Baker), Lorraine and Philip Brown, Norman Coxon, Hugh Gibson, Michael Goodwin, Margaret and Eddie Goudge, Arthur Harrison, Esther Jackson, Ronald Kennedy, Hugh and Daphne Maw, Will Norgrove, Lesley Nell, Graham Sagar, Ellen Salway Janet and Joe Sewell, Mavis Stiles, Lilian Ward, Judith Weeks, Berwick Williams and Elizabeth Young.
2. Obituaries
The meeting observed a short silence to remember the lives
of:
Reg Brown (September 2003), Barbara Crozier (née Bond) (January 2003),
Dorothy Haines (June 2004), Jim McCallum (November 2003), Janet Manasseh
(June 2004), Pearl Mayo (April 2004), Elsie Mitchell (née Harrod)
(October 2003), Russell S Mortimer (April 2004), Shirley Rowley (née
Baker) (November 2003), Jon Wayburne (June 2004) and Barbara Wood (née
Best) (April 2004)
3. Minutes of the Last Annual General Meeting
The minutes of the AGM held 25th August 2003 were approved and signed by the President as a correct record of the meeting.
4. Reports
General Secretary’s report
Presented by Lucinda Poulton
Your Committee has continued to meet throughout the year under the superb chairmanship of Stephen Bunney. I hope that my report will give you an insight into numerous matters that the Committee has addressed.
As members you will have received your copy of “The Sibford Rocket’, if you were unlucky in being unable to join the events last year you will have been able to gain some idea of the various celebrations that took place. As you are aware we were celebrating the Association’s 100th Anniversary and the Ball, as part of the August Reunion transformed the “Black Hole’ (Main Hall) into an unrecognisable and excellent venue. The event was one of the Association’s fund raising events for the Foundation and as our Accounts show we were able to hand over £2360.74 from our weekend celebrations, but more of that within our Treasurer’s report.
This year has seen some consolidation and reconfiguration of things, and as my report continues they will start to appear before you.
The Foundation is now formally established and with thanks to Old Scholars has opened with over £16000. Just to remind you all that it is a vehicle for investment of donations, legacies, gifts and fund-raising and will assist in funding future major developments. So as I say to remind you at our 100th Reunion don’t forget to link together with families and friends in trying to raise £100 for 100 years.
Another SOSA fundraiser for the Foundation, suggested, established, and co-ordinated by Ann Bond, has been the Silver Mile. As you will be aware from the E-news that Ann circulates, we have not yet reached that magic target. Ann had suggested that with Sue Freestone’s departure it might be right to lay down the Silver Mile, and following discussion at our last General Committee Meeting, Committee Members agreed with Ann’s suggestion.
Ann Bond has continued to produce E-newsletter which so many individuals receive and enjoy. It acts and a useful reminder of forthcoming events within SOSA, and the School.
The sponsorship of the School Year Book that was mentioned in my report last year has come to fruition with a signature/autograph page, the feedback from pupils has been positive. Thanks go to Christine Weatherhead for her co-ordination and liaison with the School on this matter.
There was a good SOSA presence at the School Sports and Open Day on the 19th June and the SOSA room on the South Corridor was competently organised and manned by Chris and Pat Grimes. It was also an opportunity for people to meet Michael Goodwin for the first time. Our presence at the Open Day allows both pupils and parents to meet members of SOSA, and we have also continued to promote ourselves through the School Magazine, and a SOSA Magazine was sent to all parents and staff.
Whilst mentioning Pat and Chris Grimes, they have after many years decided to step down as the London Branch Secretaries. Unfortunately having approached members of the Branch nobody is interested in taking on the organisation of the group. It has therefore been agreed that the London Branch will be laid down with effect from this AGM. Hilary Haddleton is happy to continue as Branch Secretary of the Midland Branch and we thank her for that. I would like to ask you to join me in thanking Chris and Pat for all their hard work and hospitality that they have put into their time as Branch Secretaries.
Reunion Secretary (Organiser)
Last year Ellen Salway resigned as Reunion Secretary just prior to the Reunion and as you will have noted this is one of the posts on the Nomination Form. The General Committee spent time discussing this position and it was agreed that now was an ideal time to reformat the work and it was felt that because of the commitments that individuals have outside of Sibford and SOSA there should be greater delegation of duties and that under the newly elected Reunion Organiser these changes would start to occur, enabling individuals to actually enjoy the weekend themselves.
Future Reunions
From next year, 2005, the Reunion will move from August Bank Holiday to July. It will always be the second weekend of the School Holiday. There are several reasons for these changes; firstly, we are not attracting the younger families, partly because of the week-end occurring at the Bank Holiday. People now travel far and wide for their holidays and do not see the week-end as part of their summer holiday. There are also far more festivals and national events that take place that weekend. Secondly, the Bank Holiday weekend is also a prime weekend for the School Lets, and as part of our objectives within our Constitution “the provision of assistance to the School wherever possible’ it does not make sense for us to cause a block on some of the Schools longer Lets at this time.
The Reunion will in principle be a two day event, accommodation will hopefully be available from Friday Night, although there will be no activities organised or food provided. Meals will begin with Breakfast on the Saturday, and the weekend will finish on Sunday after afternoon Tea. It was recognised that there may be a couple of years where there could be a drop in numbers, and some members will not be happy about these changes, but for the future of the Association this has to be attempted.
It pleases me to be able to inform you that Ann Bond has been asked to be Honorary President of the PSFA and your President offered congratulations to Ann on your behalf.
As mentioned earlier the Sibford Rocket found its way through your letter boxes and the feedback has been positive, especially receiving it slightly earlier, once again thanks go to Ann Bond for her hard work in producing the magazine, not a simple job
There have also been changes in relation to the Editor of the Sibford Rocket. Due to some disagreements within the General Committee, Ann Bond chose to withdraw as Editor of the magazine in the spring. This unfortunately meant that Ann relinquished her position on the Committee as she was elected as Editor and not a general committee member. A letter was sent to Ann on the Associations behalf thanking her and expressing our sincere gratitude for the invaluable work in so many areas, along with the time that she has also put in on behalf of the Association.
Thanks go to Christine and Ian Weatherhead who have stepped into the breach to ensure that you receive a magazine this year. The position of Editor is up for election later in the AGM and it has been agreed by the Committee that a Magazine sub-committee be established under the leadership of the Editor and that the President should have input into the magazine that covers their term of office.
Membership of the Association currently stands at around 647 the new membership system with current pupils appears to be working well.
Following the election of Mike Finch as Membership Secretary at last year’s AGM, Raymond Bond has passed over the SOSA Membership Database. A letter expressing the Association’s sincere thanks for all the time and extremely hard work for all that Raymond has done “behind the scenes,’ but more importantly in the establishment, and maintenance of the Membership Database, has been sent to Raymond.
Thanks go to Philippa Harrison who completes her term on the Committee for her contribution to the Association work and in particular the recent work she has done in revamping the enrolment/new member leaflet.
The SOSA Geoffrey Long Prize, awarded to an individual piece of work which can be either literary or art has this year been awarded to Jeremy Wright. Jeremy produced a video documentary about the plight and courage of the amputee football teams in Sierra Leone, the documentary is very moving to watch and was entered for the International competition with the Brooklyn Film Festival and reached the final eleven entrants.
A member of the Association has requested that some way be found to relay to the membership acknowledgement of the immense amount of work that the Committee put in to organising the Reunion and running it at the weekend, in particular the Reunion Secretary and Assistant Reunion Secretary. The individual stated that he felt the membership should be reminded that these individuals are doing all this work whilst also paying the full registration fee to attend the weekend. I thank the individual concerned for his gratitude and acknowledgement of the amount of work involved.
Comments are often made that maybe we “recycle’ the members of the committee. For the last two years I have asked at the AGM that members consider coming on board, and each year with your agenda you are sent nomination forms BUT we never receive any other nominations. This year has seen the co-option of three “new, young’ faces, one, Edd Frost, has been extremely proactive and has submitted his name for full Committee Membership in this year’s election. Unfortunately one has a small child and has found it difficult to attend meetings, she is now pregnant again so has been unable to commit time and is not standing for election. The third, a very local “lad’ has been unable to commit himself. So I am inclined to agree that at times we appear to “recycle’ and maybe as some have said become a little incestuous. It is very easy to sit back and complain or judge on these issues BUT I would add that if it wasn’t for these individuals who put in a great deal of their personal time and effort at no cost to the Association then there would be no Committee and there would be no Reunions, no magazine, no news and no Association.
Finally I would like to close by thanking all members of the Committee for their ongoing support, hard work and dedication to the Association.
Questions were invited from the floor; all queries were in relation to the change of weekend and reunion programme. Michael Van Blankinstein requested that the Reunion sub group look carefully at the content of the shortened weekend, remembering such things as President’s Choice, Treasure Hunts, Walks, and Choral etc. Stephen Bunney reminded the meeting that one of the aims of moving the weekend is to try and attract back younger Old Scholars and families. Ann Muir suggested that we should look at mixed year groups in relation to the Committee and the Weekend. David Carlton Smith suggested that attending members should be used to move chairs or run things at the weekend and if possible they should be asked before the weekend. The issue of current pupils and recent leavers attending, as previously was raised. The Meeting was reminded that during the tenure of a previous Head this practice was ceased and that although Sue Freestone was supportive of SOSA she did not feel that it was right to expect the current head boy and girl to attend meeting, especially with the majority of pupils now being day pupils.
Branch reports
London
Presented by Chris Grimes
London Branch has had a quite year. Our last event was in December when once again Old Scholars joined us in St Albans for a pre Christmas gathering. This time eleven of us entertained ourselves with the usual mix of food, chat and quiz games.
Pat and I took on the Branch organisation nine years ago when it was under threat of folding. We have managed to keep it going, but with an ever diminishing number of old-timers. In April we wrote to London Branch members to inform them that we had run out of steam and that we wish to hand over the reins to anyone willing to do this, otherwise the Branch would, this time, have to fold. Although most of those who replied said they wished the Branch to continue, we have, as yet, had no offers. So, sadly, unless we have an offer this week-end, the branch will have to close with any remaining money going to the Silver Mile.
Over the last nine years, apart from holding an annual Advent Gathering at our house, we have visited the homes of Pam and Arthur Harrison, Mavis Stiles and George and Margaret Bunney. We have rambled in the Chess Valley, visited Capel Manor in Enfield and visited London haunts of the Globe Theatre, and the Tate Modern.
We shall be sorry to see the Branch close, but hope that contact will not
be lost and that informal gatherings may be arranged.
Pat and Chris were once again thanked for all their work in maintaining
the London Branch.
Midlands
Presented by Hilary Haddleton
The Midland Branch Annual New Year Gathering took place on Saturday January 31st at Selly Oak Meeting House in Birmingham. About forty people attended the cold buffet lunch and after much talking we ended proceedings with Rockets.
Our next Gathering will take place on Saturday January 29th 2005, 12.30 p.m. at Selly Oak Meeting House.
With Nessa and Michael Grimes and Rachael Veazey in the Birmingham Area we hope to see some new faces with us next year.
School Committee representative report
Presented by Patricia Grimes
One thing about School Committee it is never dull – bewildering maybe but dull never! This year has had its fair share of excitement with change being very much in the air.
We knew we would be losing Elizabeth Young and welcoming Lesley Nell as head of Orchard Close this year but it came as something of a shock to learn early in the autumn term that at the end of this academic year we would also be losing Sue Freestone.
Sue has been an energetic and inspirational Head of Sibford School for over 7 years. She has done so much to enhance the campus and to raise the profile of Sibford in the wider world that when the post of Head was advertised it attracted a very large number of applicants. Of the four on the shortlist two were members of the Society of Friends and one was an active Attendee. The final choice fell to the full Committee and was a very interesting and rewarding experience. Each candidate gave a presentation followed by questions from any of us. At the end of a very long day the Committee were united in the decision to offer the post to Michael Goodwin.
Michael’s previous post was as Head of a state secondary school in Sheringham Norfolk. He is married with four children, two of whom will continue their education here. The family have been active Attendees at their local Meeting for several years and know something of Sibford from the children coming to Summer School so they are all familiar with Quaker ways.
A well as changes to the headship, changes are also happening in the Finance and Facilities department. A new post of Business Manager has been established, sadly at the expense of losing two members of staff whose posts of Facilities Manager and Facilities Administrator became redundant at the end of term. This new post also attracted a pleasing number of applicants, from them Peter Robinson has been appointed to start in September.
One of the two sub committees – School Life – has been toying with the question of whether or not to offer Early Years education. This has been on the agenda since the inspectorate criticised Orchard Close last year for having Reception age Children taught alongside those in year 1. The curriculum for Reception is very different from the National Curriculum designed for children in years 1 to 6, making it undesirable for them to be mixed in together.
It had not been felt possible or viable to offer separate provision and the admission of Reception age children had ceased by the time Lesley Nell took up her appointment. This decision had solved one problem but created another because by not accepting children of this age meant that some prospective pupils who would have progressed right through the school were being turned away. Happily Lesley’s enthusiasm has proved it possible to accommodate a maximum of ten Early Years children in their own space and the Reception Class is reopening in September.
You may be interested to know that Sibford has been registered as a school with religious character. You may also be interested to know that School Committee spent some time considering the issue of pupils’ compulsory attendance at Meeting for Worship at the Gower. Some disquiet has been expressed that boarders, most of whom are from other cultures and other faiths, should be expected to attend Sunday Morning Meeting at the Gower.
The Committee view was that it would be sorry to lose the connection with the Local Meeting but that forcing attendance upon unwilling pupils was not in the spirit of Quakerism. We seem to have moved a long way from when some of us were here!
The care and wellbeing of the whole school community is a very important aspect of life at Sibford. In March, the National Care Standards Commission inspected the School. The report we received was pleasingly positive with regards to the quality of care, the relationships between staff and pupils and the general emotional support offered. However, the Inspectors were somewhat under whelmed by the boarding facilities, particularly Fielding. Apparently some Independent Schools now offer en suite facilities for their boarders. I think we have a little way to go to match that!
You will be pleased to know that after several delays by the Charity Commission the Sibford School Foundation has been formally registered and CAF accounts are being set up. The Foundation currently stands at £16000; all contributions, donations and bequests are welcome so please do encourage folk to remember Sibford in their giving.
You will also be pleased to know that the Swimming Pool is now fully staffed, a Swimming Club established and a brochure produces listing the activities and charges. On offer are Kids Fun Club, Mums and Tots, Family Fun, Ladies Night, Lane Swimming, Aqua Aerobics and Swimming Parties. As the promotional leaflet says “Why not celebrate your birthday in the pool?”
Two other items that have come our way are the Public Rights of Way and Disability Access. The first was highlighted by the Inspectorate who was concerned by the number of public footpaths criss-crossing the school campus. I think there are seven in all. There have been a number of unpleasant incidents and they obviously present a safety risk to the school community. All incidents involving the general public using these footpaths are being recorded. It may be possible at a later date for some of these paths to be diverted.
The second refers to a plan to site colour coded signs around the campus. I don’t know if any have sprouted yet. It’s financed with the help of a £500 grant raised through Sibford’s involvement in the Oxfordshire Independent and State School Partnership. The naming of buildings by their use i.e. Science, Music, Art, may be helpful to children with learning difficulties.
We are sad to be losing Sue and Rupert. They have both contributed so much to the life of the school and we wish them every happiness in their new venture. At the same time change brings the prospect of new enthusiasms and we look forward to welcoming Michael Goodwin and his family to take over the helm in September. The Committee has every confidence that Sibford School will continue to flourish under Michael’s guidance and we hope they will all enjoy their time here.
Following Pat’s report, questions were invited from the floor:
Michael Van Blankenstein enquired if the Pool activities were well subscribed
to and thereby producing a good income. The meeting were informed that the
pool had only recently been fully staffed and that the clubs had only been
advertised in the last three-four weeks and therefore it is unknown how
much income is generated.
Jennifer Fleming commented that the disability access within the school had proved to be difficult this weekend, a lack of ramps etc. School Committee Representatives will take this point back to School Committee.
Treasurer’s report
Presented by Russell Steed
My thanks to my predecessor, Mike Finch, for handing on the Books laid out in a clear and legible style. Although I became your Treasurer 12 months ago, Mike continued with the Books until last years Reunion was all accounted for.
Going through the accounts. Subscription income is markedly down on last year. The annual subscriptions from members are actually down by about £300, the difference is in the life membership income. As shown in note 2. Half of the life membership fee is applied to the annual subscription income which was boosted by a very good take by the 2002 leavers. The 2003 leavers did not respond so well and their life membership is not included in these accounts because it was not received until sometime after the end of our financial year. It would have increased the annual subscription by about £900.
I have separated the various donation incomes for clarity.
Because with the 2003 Reunion we celebrated the Association’s centenary, it was foreseen that there would be some extraordinary costs for which £3,000 was provided. In the event the shortfall in income was over £600, for which Guy Kingham and all who were associated with organising the reunion should be congratulated for keeping it so low. It was decided to donate the remainder of this provision to the newly founded Sibford Foundation, and to top it up to £5,000. I found it difficult to show this in the income and expenditure statement, so here I have shown the actual income and expenditure for the reunion. In notes 1, 8 and 9 I have shown the contribution made to the reunion and Foundation.
As your former School Committee representative I had the great pleasure of handing over an envelope containing the cheque for £5,000 at my last committee meeting during a discussion on the Foundation. It made a considerable difference to the fund, giving it a substantial initial boost.
SMAG no longer functions. The expenditure shown in note 6 is included in the expenditure statement and was used towards promoting membership of our Association. With these accounts I am laying down the SMAG fund and absorbing it into the General Fund.
In note 4 the Administration Costs general expenses included almost £400 for the purchase of the bow ties, and £160 for our advert page in the School year book. There were also flowers for our General Secretary, Cindy, during her stay in hospital and last year’s Presidents wife, Jane, when she gave birth not long after last years reunion.
The Silver Mile continues, we have received into our accounts a little over £3,200 which has now all been passed on to the school. Note 11 shows the Mile for this year. Contributions have also been passed direct to the school by Ann Bond so the total raised is now over £3,400. The Mile will be complete when the total reaches £4,500. Please continue to support the Foundation either direct to the school, through SOSA, or through the Silver Mile. Contributions to the Silver Mile should be sent to Ann Bond, but I am happy to accept them if you prefer.
At last years AGM one of our former Treasurers, John Taylor, raised a query concerning the allocation of subscriptions in their appropriate financial year. In actual fact all but a very few subscriptions are received within the period where both our subscription and financial years coincide. So the figure for subscription in the accounts reflects a reasonably accurate view. To show the subscription income in the year to which it relates would cause work and would show very little difference. However, to encourage members to pay their subscriptions in the coincident period I would like to offer a change to our rules.
Rule 4 (b) to be amended to read:
The annual subscription is due on the 1st September for the ensuing year, and that payment should be made to the Treasurer or by Bankers Order before the following March 31st.
After much discussion, it was agreed that there was no need to have a rule change of Rule 4b. John Taylor removed his original proposal.
Adoption of Accounts
Proposed by John Taylor
Seconded by David Haines
Carried Unanimously
(If any member would like a copy of the accounts then please write to the
Treasurer)
5. Review of the School Year and Development Programme
Stephen Bunney informed the AGM that Sue Freestone had presented a summary of her report at the Presidential Dinner and the full report is published within Sibford Rocket.
6. Elections
School Committee Representative
01/01/06–31/12/09: 4 years
Stephen Bunney
Proposed by Nicholas Bennett
Seconded by Ben Hedges
Events Co-ordinator
01/09/04-31/08/07: 3 years
Guy Kingham
Proposed by Di Lloyd
Seconded by Janet Steed
Editorial Team Leader
01/01/05–31/12/07: 2 years
Michael Grimes
Proposed by Stephen Bunney
Seconded by H Leslie Harrison
General Committee Member
01/09/04–31/08/07: 3 years
Edd Frost
Proposed by Mike Finch
Seconded by Guy Kingham
General Committee Member
01/09/04–31/08/07: 3 years
Margaret Fairnington
Proposed by Hilary Haddleton
Seconded by Tim Wardle
General Committee Member
01/09/04–31/08/05: 1 year
Margaret Shelley
Margaret Shelley was accepted to serve for one year by all those in attendance
after the Annual General Meeting. All the other nominations were accepted
unanimously by the Annual General Meeting.
Stephen Bunney then addressed the Annual General Meeting, reminding those gathered of the reason for Honorary Life Membership. Stephen offered to the Meeting Stuart and Yvonne Hedley and Michael and Jenifer* Wollerton as Honorary Life Members. These individuals were unanimously accepted by the membership present. (Jenny Wollerton always spells her name this way!)
Ann Muir congratulated the excellent suggestion, and added that when offered Honorary Life Member she had been deeply honoured, and treasured it greatly. John Taylor endorsed Ann’s sentiments.
Endorsement of the President 2003 - 2004 – Diana Lloyd
Endorsement of Vice President 2003 - 2004 – Christine Weatherhead
7. Any Other Business
Ian Hedger enquired whether subscriptions could be taken from pupils throughout
their School Life. The Meeting was reminded that as reported last year this
is now the current method of attracting membership, and that those who subscribe
leave school as Life Members of the Association.
School Teddy Bears are for sale at £3 each with money going to the
Foundation.
Stephen Bunney closed the Meeting with thanks to everybody who had helped with the organisation and running of the weekend. Special thanks were offered to Richard Weatherhead for the time he put into the supervision at the pool. Thanks were also extended to Nicola Grimes and Cindy Poulton who held everything together.
Mike Finch proposed a vote of thanks to Stephen Bunney for the excellent Chairing of the Meeting.
The Meeting Closed at 12.00 noon.