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Present: President (in the Chair), the Head, Hon. Secretary, News Editor, News Distribution, Governor, Staff Rep, and 36 others.

1. Apologies for absence were received from the Treasurer, and 17 other members. (Their names were on display.)

2. Minutes of the previous meeting held on Saturday 5 October 2002 were approved by the meeting.

3. Matters arising from previous meeting

   None

4. President's Report
   

   The President thanked the Executive Committee for their work in the year, and also the Head and the School for their support and welcome. She spoke of the highlights of the year, in particular the 75^th anniversary events - a service for all in Tetbury Church, ppicnics all over the Hall because of the inclement weather, events outside between storms, including cake cutting in front of the Orangery by 4 of the first pupils, and dancing in the evening.

   The school database had been set up, to become the first continuous list of pupils. The Association was glad to have been able to help with the provision of information from its own records. She expressed thanks to previous Association officers and section representatives who had kept records that enabled the creation of the Association database in 1994, and the passing on of details about almost 2000 people to the school.

   An Association Network Facilitator - XXXX XXXX (sec 27) - had been appointed by the General Committee. She would "connect" people with advisors, using information provided from the database by Debbie Young. The President hoped this source of help and support would soon be well known.

   The Memorial Bursary had been awarded between XXXX XXXX, XXXX XXXX and XXXX XXXX. They had best understood the "quality" aspect - what they had gained from, and hoped to give to, the School. In future, the Vice-Chair would support the President in the award process.

   The leavers were well versed in what the Association was "for", thanks to XXXX XXXX - the Association was seen as applicable to them, not just for Old Girls. The database showed the networking possibilities. But the young did not come to meetings. The General Committee had felt there was a need to reconsider the AGM to see if it could be made more attractive. People came to reunions. Suggestions of ways to get more people involved would be welcomed.

   1. Vice-Chair The General Committee had agreed to the new Officer position of Vice-Chair, to support the President, and XXXX XXXX (sec 36, past News Finance Officer)as the first Vice-Chair. This was not in preparation for becoming President, but she would provide continuity at the next Presidential change.

   2. Appeal XXXX XXXX (Development Director) thanked the Association (and all members that had replied, and were still replying, to questionnaires) for help in setting up the School database. £10,000 had been promised so far from Old Girls. XXXX XXXX (section 71), using telemarketing experience gained in her gap year, had rung past pupils, much enjoyed exchanging memories with over 250 people, and found a replacement volunteer from the next gap year contingent. Governors had produced nearly £100,000; parents, staff and past staff (including legacies), £125,000. It was suggested that a method of gaining more information about the appeal should be included on the website.

5. Hon. Secretary's Report

   1. Deaths reported since the last meeting:Miss JM Addison (Staff); Miss EAM Callister (Staff); Miss K Eidmans (Staff non-member); Anne, Duchess of Westminster (Nancy Sullivan, 1); Rachel Millet (Howell-Evans, non-member, joined Westonbirt 1929); Daphne Crook (Batten, 2); Jean Harrison (Crawford, 2); Felicity Farquharson (non-member); Elizabeth Pidsley (Harcourt-Vernon, 3); Jacqueline Hamilton-Fisher (Laurence-Easterbrook, 10); Sue Pudney (Duncanson, 36); Anne Hoilund-Carlsen (Stump, 42).

   2. Section Representatives: sec 8, XXXX XXXX (sec 46) in place of XXXX XXXX; sec 11, XXXX XXXX in place of XXXX XXXX; sec 16, XXXX XXXX had retired; sec 50, XXXX XXXX in place of XXXX XXXX; sec 71, XXXX XXXX in place of XXXX XXXX. [The section 72 representative is Florence XXXX XXXX.]

   3. Reunions during the year included a "25 years on" at the AGM. (Also see Head's Report)

6. Hon. Treasurer's Report (given by the Secretary, the Treasurer being quarantined with shingles)

   The balance (including £3849 advance receipts for the Association News) was £17,334. The market value of the Westonbirt Memorial Fund on 31 July 2003 was £75,526.

   The AGM gave a vote of thanks to XXXX XXXX for her work as auditor, and accepted the accounts. XXXX XXXX was to leave the Allied Schools. The Executive Committee were authorised to make arrangements for overview of the following year's accounts.

   Out of the £5000 initially allocated, a total of £3000 had been passed to the school for handling the database, of which, as of 31 July 2003, £1082 remained unspent.

   Collecting pre-payments at yearly intervals, rather than termly, had been discussed by the Executive Committee (including the Head), and with the Bursar. This simpler procedure would be implemented.

   In discussion, a suggestion was made that higher-yielding investments might be available. As well, consideration could be given to organising events that might be attractive to younger members, but if unsuccessful, might make a loss. The Committee would appreciate ideas. It was suggested that a similar fund to the Memorial Bursary Fund (which produced about £2000 a year) for awards for University study might encourage girls to join; it was explained that this would require a substantial sum, and that the problem was not gaining members but gaining their attendance in the Association meetings.

7. Hon. Editor's Report Printing had been earlier this year, thanks to help from XXXX XXXX, chasing section reports, and XXXX XXXX, proof-reading. It would be easier if reports arrived earlier. The Editor wished to retire after 2004 (8 years). Someone from the Oxford area, to help in 2004 and then take over, would be appreciated.

8. Head's Report In welcoming the meeting the Head commented how enjoyable was the fact that meetings now occurred every year at the School. She gave a particular welcome to Mr and Mrs XXXX. Westonbirt numbers continued to increase - now 242 pupils and the spirit of the school seemed to get even better as it enlarged. The boarding proportion was maintained at two-thirds. There were 65 in the VIth form, only 4 having left from year 11 in July, and a few having joined from elsewhere. Results were good - 100% pass rate at A2, 60% at A and B, an Oxford place and others at top universities. The School aimed to get the best from all, and prided itself that in the last 2 years no-one had underachieved. With a mixed ability intake, the 2nd column of the Times list for a second consecutive year was very satisfactory.

   At AS a wide range of subjects included ICT, PE, and the girls wanted Psychology. Querns was working well, as were activities to integrate the pupils, and the staff, with the main school. All last year's year 6 had moved to Westonbirt's year 7. New staff at Westonbirt included some from the state sector, who were delighted to teach girls that enjoyed learning. Communication between girls and staff was as important as that between Old Girls, Governors, parents and schools. Some girls came from elsewhere to make a new start, and most did very well supported by the ethos of the School and tender loving care. The link with the Old Girls through the Memorial Bursary (considered highly prestigious) was important to the GCSE girls. Reunions of 40 years and 10 years after leaving had occurred in the summer. Three daughters of OGs, and a niece, were now pupils. 4 OGs were Governors, and very outspoken and supportive. Academic needs were pre-eminent, while ensuring that music, art, drama and sport flourished together with pastoral, extra-curricular and spiritual needs.

   The Italian Gardens had been replanted in Victorian style, with lavender, berberis, santolina and box.

   XXXX XXXX (a Governor on the Estates and Property Committee) said that a new site for the pool had been agreed, and planning permission was being sought that would enable land to be sold to raise some of the necessary funds.

9. Representative from the Governing Body's Report XXXX XXXX gave, as examples of matters discussed by the Governors in the previous year, policy matters such as considering the International Baccalaureate, and estate matters including restoration and upkeep. She had found the governors to be welcoming and supportive, with much knowledge and wisdom, though different from state sector governing bodies where the role demanded, perhaps rightly, a greater understanding of education in the 21^st century and less paternalism. As schools of both sectors were drawn into a more uniform style of governance and oversight, the difference would become less apparent. The Westonbirt Governors were already changing, but the current male dominance at the top level seemed out of keeping with the ethos of her school days and her life since. For each main subject at Westonbirt, there was a Governor with a particular interest in it; she had taken Querns as her own "particular interest". She was also on the Remuneration Committee. She hoped members of the Association would find her

10. Database Developments See President's and Treasurer's reports.

11. AROPS/ISIS: XXXX XXXX had attended the AGM, at which Old Pupil Societies were urged to avoid tensions (that had occurred for some societies in the previous decade, as awareness of funding needs and possibilities had increased) between themselves and their schools. AROPS was available to help with advice should such tensions (of which there was no sign between Westonbirt and the Association) develop. The last conference report was available, in which a division was suggested between Societies' connecting members, and Schools' raising funds (e.g. through development offices).

12. Date / venue / format for the 2004 AGM The AGM (Sunday 3 October 2004) would be at the School. The Executive Committee was given authority to plan the format, and would appreciate suggestions and wishes.

13. Any Other Business

    1. XXXX XXXX could produce copies of the Easter Carol, the School Hymn and Jerusalem, if requested.

    2. A Ball and Auction of Promises was planned for 29 November 2003, for funds for the Lacrosse Tour.

The meeting ended at 16.35pm.

page last updated 17 March 2004