(The site and its functions are supported by kind organisations in return for advertising that may already have been noticed)

Minutes of the Annual General Meeting of the Westonbirt Association

held at Westonbirt School on Sunday 7 October 2001 at 2:30 pm

Present: XXXX XXXX (President, in the Chair), XXXX XXXX (School Head), XXXX XXXX (Hon. Treasurer), XXXX XXXX (Hon. Secretary), XXXX XXXX (News Editor), XXXX XXXX (News Distribution), XXXX XXXX (Governor), XXXX XXXX (Staff Rep) and 32 others.

The President welcomed everyone especially Honorary Members including XXXX XXXX who had accepted Honorary Membership earlier in the day.

1. Apologies for absence were received from 22 members. (Their names were on display.)

2. Minutes of the previous meeting held on Saturday 7 October 2000 were approved by the meeting.

3. Matters arising from previous meeting

   None

4. President’s Report

   The President thanked the Executive Committee for their hard work during the year, particularly XXXX XXXX who was retiring from the Treasurership as soon a replacement could be found, and XXXX XXXX, who had created the address database and kept it up to date for the last 7 years.

   Nearly 1300 copies of the questionnaire had been sent out, with a third returned so far (the average national return figure for questionnaires is under 10%). It was never too late to reply.

   After discussion with the Head, referrals for the Memorial Bursary had been invited from parents (previously they had come from staff). Awards had been made to XXXX XXXX, XXXX XXXX, XXXX XXXX, and XXXX XXXX The Memorial Bursary had a significant place in the life of the school.

   The President thanked the Headmistress and XXXX XXXX for their work in making the Association known to the school. She herself was now a Governor, and had been asked by XXXX XXXX to sit on the steering committee for the forthcoming Appeal. The Appeal had been agreed by the Governors early in the summer, and XXXX XXXX (née XXXX) was prepared to sit on the Appeal Committee. The year ahead would include challenges.

5. Hon. Secretary’s Report

   1. Deaths reported since the last meeting: Sheila Hingston (Hutcheson 5); Mary Normand (Bishop 14); Valerie Foord (Atcherley-Symes 15); Jane Eilertsen (Poynor 17); Bridget Girling (Peterkin 22); Miss Vanstone (Staff).

   2. Section Representatives: Sec 23, XXXX XXXX in place of XXXX XXXX (after many years service); Sec 55, resigned (volunteer needed); Sec 62, XXXX XXXX in place of XXXX XXXX; Sec 65, XXXX XXXX in place of XXXX XXXX; Sec 70 (leavers of 2001), XXXX XXXX, with XXXX XXXX as deputy

   3. AROPS / ISIS: No-one had been able to attend the 2000-2001 meetings. The last conference report was available. Future meetings are the AGM on 13 November, and the conference on 18 May 2002.

   4. Contact with lost friends http://www.friendsreunited.co.uk allows people to contact others that say they come from the same school. There were already a large number of people from Westonbirt, from most age groups

6. Hon. Treasurer’s Report

   The Treasurer thanked the President for her expressions of appreciation and explained that professional and other voluntary commitments indicated that it was time to move on.

   The balance (including prepayment subscriptions and advance receipts for the Association News) was £15376.

   Miscellaneous expenses included £2000 for setting up the database, £200 for the lacrosse tour, and £90 finally paid over for library books in memory of Pam Wingate.

   The AGM gave a vote of thanks to XXXX XXXX for his work as auditor, and accepted the accounts. XXXX XXXX was also confirmed as Auditor for the next year, if he was willing to continue.

7. Hon. Editor’s Report

   The Editor apologised for the continuing delay in production of the Association News. She hoped that it would be available by the end of October. Analysis of replies to the survey that had been sent out with the Newsletter would take longer.

8. Head’s Report

   Recruitment targets were being met; there were now over 200 enrolled at the school. 59% of A-level candidates got A and B grades, the average being nearly 3B’s; nearly everyone got to her first choice of university. The year had been an average intake that had worked hard and did well. Target setting was practised; this helped the girls to raise their achievements themselves, and was working well. Most girls took 4-5 subjects at AS, and then 3 at A2. AS seems to be a good preparation for A2 and seems to suit people at Westonbirt.

   As well, there had been musical events through the year, including a four-part-choir (with tenor and bass), and a musical drama event using the open air theatre. Another open air Mozart opera was planned for the end of August 2002.

   The Under 15 had won the day at the All England Schools competition. The 1st team had gone to the USA in April; they wished to express their thanks to the Association for the contribution to their equipment. Polo (at the Beaufort Polo Club two days a week) was a new sport.

   The inspection the week before the AGM had been carried out by the Independent Schools Inspectorate (with a team of three senior teachers, two heads, and a retired head). The report was good and the feedback useful. There were two serious warnings, and four recommendations (at least two were on the Head’s agenda anyway). Being inspected was a challenge, but also an opportunity.

   The school felt close to the Association. Five of the seven female governors were Old Girls. The Head thanked XXXX XXXX for the high profile that the Association had with the girls.

   There would be a Ball at the school on 31 May to celebrate the Queen’s Jubilee, and she invited Old Girls to come.

9. Representative from the Governing Body’s Report

   There had been changes in the Governors, including the death of Tony Dann, and the election of XXXX XXXX, the Association’s President. Governors had each now a special area of responsibility. The hearing for planning consent for the new pool would be in November, XXXX XXXX was working on the conservation of the buildings etc with English HJritage and the Arboretum. The school continued to increase its numbers.

10. Elections of Officers XXXX XXXX continued as Secretary; the Executive had authority to elect a new Treasurer when a suitable person was found; the Network Facilitator (a better name for the post) would be discussed later.

11. Possibility of Vice-President

    The General Committee had instructed the Executive Committee to draw up a formal job description. Next year there would be a proposal, and possibly a suggestion for the person. It was pointed out that there was a possibility of confusion with the existing Vice-Presidents. A different name would be included in the proposal.

12. Database Developments The President spoke of her appreciation to XXXX XXXX for being the person that had expedited moving the database to the school, the Headmistress for her willingness to locate the database at the school, and XXXX XXXX (whose position would be, in future, be described as Database Officer), who was entering and controlling the data.

    The database contained information that was confidential to the Association. It was to be held in a separate drive area, accessible to XXXX XXXX and XXXX XXXX only. Wherever it is kept, it would belong to the Association, and the Association would pay for work done on it.

    A procedure sheet was shown to the meeting. The Network Facilitator (replacing the previous Association Database Officer, with a new title) would be told of enquiries by the Database Officer, and given details of possible advisers listed on the database. The Network Facilitator would contact the enquirer to check that the need for advice still existed, and to the possible advisers to check that they were still in a position to help, and then give the enquirer the contact details of the advisers. The President would appreciate suggestions for the post; she expected to work for an initial period with whoever became Network Facilitator.

    It was hoped that the initial data entry would be completed by Christmas. The school had been given £2000 to cover initial costs, and would inform the Association as each £1000 was spent.

    Nearly 1200 questionnaires had gone to UK addresses, about 30 to Europe, and 100 elsewhere. A great debt of gratitude was due to the school. Replies were filed alphabetically.

    So that the school could have access to its own address list, a letter was to be sent out asking permission for the addresses and basic details to be copied from the Association database to a new school database.

13. Appeal It was very important to compete with the facilities available at other schools. There was to be a five-year development plan, involving sports facilities (including a new pool), the library, theatre, and as an important feature, bursaries. XXXX XXXX (an Appeals Director with proven experience) had been brought in to advise, and XXXX XXXX Associates (a team of consultants that worked with various charities) were starting to interview prospective donors. They advised that fifty per cent of the money required should be acquired before going completely public (and organising fetes, balls, music events, auctions of promises etc.). Meanwhile it was important to network, to contact people who knew people who knew the school and were members of charitable trusts. The President welcomed ideas from Old Girls.

14. Date / venue / format for the 2002 AGM The AGM on Saturday 5 October 2002 would be at the School.

    There would not be an "Old Girls summer event" in 2002. The President should be told of any interest in a social event in London, or other major city such as Birmingham or Manchester

15. Any Other Business

    1. XXXX XXXX explained that the school holds an Art Exhibition at the end of each school year. In 2002 she wished, as a celebration of 70 years of the Association, to include work by Old Girls, either from their time at school, or, more likely, more recently. Photographs of work would also be welcome.

    2. The Silver Tassie team had done well this year, coming 5th out of 38 at the qualifying stage, and then 3rd out of 26.

The meeting ended at 15:35 pm.