Sibford Old Scholars Association
Annual General Meeting 2005

Saturday 16 July 2005
Sibford Friends’ School
Attendees: 33

Minutes

1. Greetings received

Diana Lloyd reported Best Wishes for the Reunion had been received from many individuals including; Simon Barfoot, Nick and Chloe Bennett, Norman Coxon, Martin Dodsworth, Margaret Farnington, Hugh Gibson, Eddie Goodge, Michael Goodwin, Arthur Harrison, Leslie Harrison, Jim Hilling, Ronald Kennedy, David Laity, Ann Muir, William Norgrove, Jimmy Setna, Lilian Ward, Christine and Ian Weatherhead.

2. Obituaries

The meeting observed a short silence to remember the lives of:
Ken Bishop, Knut Dalley, Joyce Dodsworth, Betty Friend, Vi Gilchrist, Dorothy Haines, Geoffrey Jones, Barrie Naylor, Clive Penman, John Richards, William Roy, Don Ryan, Mavis Stiles, Irene Tester and Edith Worrell.

3. Minutes of the last Annual General Meeting

The minutes of the last AGM held 30th August 2004 were approved and signed by the President as a correct record of the meeting.

4. Reports

i) General Secretary Report

Presented by Lucinda Poulton

Once again your Committee has met throughout the year and it has been a fairly uneventful year.

I hope that you have all received your magazine and enjoyed its new look. Many thanks go to Christine and Ian Weatherhead who stepped into the breach as Editors and produced an excellent read. Things continue to move on under the management of Michael Grimes, so watch this space and also keep an eye on the new web site www.sibfordrocket.com.

We are pleased to report that work has begun on refurbishing the inside of the Pavilion and once complete the money donated by an Old Scholar and matched by the Association will be handed over to the School.

The main discussions have been around the Reunion weekend. As you are aware we moved from August Bank Holiday weekend for several reasons; from the Associations view we are hoping that in time moving from the Bank Holiday may attract more young families to return and from the School’s view point the Association being resident on a prime weekend blocked several potential, profitable bookings. Following the advise of the School we moved to the current weekend only to discover that there is a regular booking from Burford Music School. The Music School have been extremely accommodating and are camping for the first 24 hours of their lease, however, it is certain that Burford will not wish to do this next year and we feel that we should not stand in the way of this booking. With this in mind we are in discussion with the School, looking towards a Reunion in October, there are several points that the School will need to address, primarily that the students do not normally pack up their belongings at half term and will need to if we are to have a residential weekend.

There followed some lengthy discussions around the issues of sharing and also of moving the weekend. It should be noted that the School do view Old Scholars as a special group. The meeting requested that a letter of thanks be sent to Burford Music School on behalf of the Association.

ii) Treasurer’s Report

Presented by Russell Steed

This year has been fairly steady with no great surprises.

Going through the accounts, starting with the income. The large increase in subscriptions is mainly due to the life membership being taken out for present scholars by their parents through the school fees. There were other life memberships taken out during the year.
On the expenditure side, the increased cost of the magazine was due to a change in the editorial team during the year. The changes involved changes in preparation and printing. We used the same graphics consultant that the school uses for their magazine. Your committee accepted that the cost of production would be greater, but we were using someone who was of known ability. Our present editor is hoping to reduce the magazine costs to previous levels.

The difference in the costs of the Reunions is due to the Reunion in the year ending 31 March 2004 being the 2003 Reunion, our centenary Reunion.

The expenditure from the Special Reserve Fund was to assist a present scholar to her place in the School Netball team on their tour of Cyprus.

Amongst the administration costs is the cost of our page in the School Year Book. Again this took the form of a signature page.
The AGM was then given an opportunity ask questions on the accounts for year ending 31 March 2005.

SOSA investment of Life Fund

In simple terms it is:

The Investment

Is with the Bristol and West Building Society through the HSBC Bank. This is an investment product that has been developed by these two organisations and is not normally available through High Street outlets. It takes the form of an issue that is available for a limited period of time only. The issue we will be investing in is the Income and Growth Guaranteed Equity Bond Issue 18. It is on offer till 31st July 2005 and its term is from 15th August 2005 to 14th August 2011. It is possible to withdraw before the end date, but there are withdrawal charges that increase with the length of the unexpired term. In other words, the sooner a withdrawal is made the greater is the charge.

The bond will comprise two parts, an income bond and a growth bond. The income bond will pay interest at five and a half percent for the full term and will be added to the bond. The growth bond will be related to the FTSE 100 share index. It will not be invested in shares. The share index will be noted on 15th August 2005 and will be averaged at monthly intervals for the last year of the bond. Interest will then be added at the rate of 70% of the increase in the share index. If the share index falls below its initial value, the initial investment will be returned without loss.

The Life Fund

This currently stands at £31,000 and can only be spent with the consent of 90% of the association. The value of the fund will always increase unless otherwise directed. So a medium to long term investment of this nature is acceptable. The suggestion that investing £32,000 implies part of the General Fund is included, but after a few years this be a major part of the Life Fund. In time another investment can be set up for the extra portion of the fund.

Adoption of accounts

Proposed by John Haddleton
Seconded by Michael Farr
Carried Unanimously

iii) School Committee Representative Report

Presented by Lucinda Poulton

I have just complete a year and a half on the School Committee and I have to confess I think I am only just beginning to understand how things work or should I say that as I think I understand things I realise I haven’t got a clue but thank goodness I have had Pat by my side to guide me.

This year as we are all aware saw the departure of Sue Freestone, who I think we will all agree began a slow but steady recovery for the School and her enthusiasm touched everybody.

Sibford has moved on with a new Senior Management Team. Michael Goodwin joined us as Head with Maggie Guy continuing to provide excellent support as Deputy and Lesley Nell continues as head of Orchard Close, we have also been joined by Peter Robinson, as Business Manager, a new role for the School. Michael and Peter have spent the year getting to know Sibford and what makes it beat but also have been busy unravelling a series of issues that needed to addressed urgently.

Boarding underwent inspection and there were recommendations made which needed addressing immediately and also some recommendations for long term consideration i.e. the state of the boarding houses and while we all know that it is the individuals in the house that make a house what it is, the houses are not aesthetically pleasing and it is that which prospective parents first see. Boarding is an issue for the School and numbers are low with only 86 boarders. The new marketing strategy needs to have a focus on the benefits gained from Boarding. A refurbishment plan is being developed, children today have more than they use to and storage and bed space is poor. There is a move to look at such thing as cabin bed, similar to those in Lister boys, and one has to ask whether as Old Scholars we could look at supporting some of these things. It is reassuring to see that the School is now developing a much needed rolling maintenance programme.

The Christmas Carol Service was excellent, it was well attending with standing room only and a wide variety of music was performed beside a massive, beautifully decorated Christmas Tree, the only negative point is that it really emphasised to me the poor acoustics in the big hall.

One area that has been identified as a potential risk, during a recent inspection, are the footpaths that criss cross through the grounds and in particular the D’arcy Dalton Way. Meetings have been held with the local Council and the District Council about the possibility of re-routing the path so that it does not pass through the secluded, hedged area at the side of the dinning room.

A successful Open Day was held in June and the School continues to move forward in its practice as well as the marketing campaign and new website.

iv) Midland Group Report

Reported by Hilary Haddleton

Hilary informed the meeting that yet again they held a successful and very well attend Christmas/New Year Gathering and it is hoped that members will join them again on January 28th 2006 for the next social event.

v) Head’s Report

Presented on behalf of Michael Goodwin by Michael Finch

My apologies that I am not with you to deliver this report: I regret that I am with my mother in hospital – nothing too serious, but she needs another adult there, and apparently, I count! I will be with you all on Sunday (two for lunch please!) and look forward to seeing you for afternoon tea at Holly House.

A history not yet written!

Many of you will know of the frustration endured by the school over the past dozen years about the non-appearance of the definitive Sibford School History. As a historian, I was keen to progress this matter and I was as delighted as School Committee was surprised to arrange the visit of Ted Milligan to Sibford in my first term. We talked about the scale and scope of the work, and followed this up later with a revised commission and a further request from School Committee to our illustrious author. I am sorry to report that little else has happened on this front and I need to confront the possibility that we start again… I will give Ted until the start of the new term! In the meantime, perhaps I will start to write the history of the history.

However, it occurred to me that one of the strengths of this wonderful school is that there is much that is not written – it just is, or always had been. Of course, it can be pretty frustrating for a new head and business manager to be unable to find, for example, the financial regulations (because there aren’t any), or an explanation of how Sibford General Meeting links to the work of the School (never written, because we all know!) But how does one begin to write down the essential spirit of Sibford – it can’t easily be captured, and if it could be bottled, our financial worries would be over.

The joys this year, my first as Head of Sibford, have largely been found in the discovery of this essential core. Some of our prospective parents don’t notice it (perhaps because they are looking for something different) but those that do, observe a school that is at ease with itself. Not complacent by any means, but confident in its values, in its strong relationships between all staff and children and increasingly in its academic strengths. My own son, who has spent a year in Year 9 trying to hide from his father, mad the following observation when asked by an uncle about the difference between Sibford and his last school: “In my last school they taught subjects, the curriculum; at Sibford, they teach children”.

We seem to be getting the message across. Committee was concerned that pupil numbers might drop with the appointment of a new head; in fact they have grown steadily from under 380 at the start of the year to 396 by the end. We will certainly reach our target of 380 for this September. There are challenges here; boarding numbers continue the 12 yearlong decline and we have some hard decisions to make in the coming term. My strong hope is that we retain the boarding community – it is at the heart of this Sibford Spirit and its retention is essential for our overseas work and to attract dyslexics from across the country. This will require new investment in the fabric of the houses, and along with plans to revitalise our tired school hall, will form the basis of our next phase of fundraising and building development (watch this space!).

Our focus in school this year has been on the craft of the classroom. I am committee to raising the quality of our teaching, and pupils learning… not, I assure you, that there is much to worry about in this respect! I have observed over 50 lessons this year, watching everyone teach at least once, and have not found a single lesson that Inspectors would have judged ‘satisfactory’! (They have all been better than this!) Indeed, we received a glowing report from Crested, the body that inspects our work with dyslexia and a much improved report from CSCi, the Commission for Standards in Care on the quality of our boarding provision. A great deal of credit for this second report must go to Peter Robinson, our new Business Manager, who has made a great beginning to unravel some (unwritten!) business practices and to help restore some of the fabric of this place, and find ways to secure our longer term future. We still have to pay for the top floor of the Arts/Music Building, but feel much more confident about our financial future under his careful guiding hand.

It has been a busy year! We have just said goodbye to pupils from the Phoenix School – 12 autistic children from East London, staying with us for three days, looked after by our staff and 18 pupils. Incredibly hard and demanding for our volunteer pupils, in the first week of our holidays! No one could have written this experience down, but it is a relationship that spans over 25 years.
The musical ‘Chess’ was another highlight – again, there was nothing on paper to capture the effort, energy and commitment of staff involved and the enthusiasm they managed to convey to our students, but it was an experience I would not have missed for the world.

The year closed with farewells to a number of colleagues. Jen Brown, who worked in the kitchen for more than 20 years, and who this year has been unwell, gave notice of her intention to retire. Simon Redman (Design Technology) and Alison McClennan (part time languages, English and RE) also leave us. However, the ‘big news’ here is of the retirement of Jean Rudge, who has given over 30 years service to Sibford School. I am by no means convinced that it was ever written down that Jean would serve for this length of time! I am sure Old Scholars will join me in wishing her a long and happy retirement.

So, although we remain frustrated at the lack of a formal School History and will need to direct renewed energies to this project in the coming year, there is great deal of unwritten material of which we can be proud. We build on your solid foundations.

5. Rule changes

Presented by Michael Fnch

These proposed rule changes are necessary in view of the alteration to the date of the Annual Reunion for the foreseeable future.

Rule 4: Subscriptions

(b) The annual subscriptions will be due on the 1 January for the ensuing year. Subscriptions should be paid by the 31 July of that year.

Proposer: John Haddleton
Seconder: Guy Kingham
One against
Rule Change Carried

Rule 5: Year

The Association’s year shall run from 1 January until 31 December. This shall apply to the term of President, Officers and Committee. The financial year shall run from 1 August until 31 July.

Proposer: John Taylor
Seconder: Michael Farr
Rule Change Carried unanimously

Rule 7: Officers and elections

(e) All nominations for General Secretary and other officers shall be in writing, signed by the nominee, proposer and seconder and shall be sent or handed to the General Secretary in reasonable time before the Annual General Meeting. A general reminder of committee vacancies will be sent out with the annual reunion programme.

Proposer: Hilary Haddleton
Seconder: Philip Mannassah
Rule Change carried unanimously

6. Elections

General Secretary
01/01/06-31/12/08; 3 years
Appointee: Lucinda Poulton
Proposer: Di Lloyd
Seconder: Michael Finch

Committee Member
01/01/06-31/12/08; 3 years
Appointee: Margaret Shelley
Proposer: Michael Finch
Seconder: Russell Steed

Committee Member
01/01/06-31/12/08; 3 years
Appointee: Patricia Grimes
Proposer: Lucinda Poulton
Seconder: Janet Steed

It should be noted that the position of Assistant Reunion Secretary and a two year committee member position were not filled. If any Association Member is interested or wishes to know more about the Committee and a possible position on it then they should contact the General Secretary.

The Annual General Meeting accepted all nominations unanimously.

Diana Lloyd addressed the3 Annual General Meeting offering the Meeting the names of Janet and Joe Sewell as Honorary Life Members. The proposal was unanimously accepted by the Meeting.

Endorsement of the President 2006 – Christine Weatherhead
Endorsement of the Joint Vice Presidents 2006 – Chloe & Nick Bennett

7. Silver Mile

Presented by Ann Bond

Since June 2001, the ‘Silver Mile’ has already raised £4,043.77 in support of the School Development Appeal.

Our target is £4,500.00.

Please help us reach this figure; save your small change, send us a donation, pledge a weekly ‘gift’.

We now only need £456.23

8. Any Other Business

i. Russell Steed reminded members that they could pay their subs to him at any time over the weekend.

ii. John Haddleton proposed thanks to the Committee for all their work

Meeting closed at 11.30am.