<p>FOBS Meeting – 5.10.11 – DRAFT MINUTES</p><p>Having established a quorum, the meeting was called to order at 7.30pm at The Admiral’s Head, Little Bealings. </p><p>Present: Andy Bayford (Chair) Jos Saunders (Vice Chair) Deborah Lait (Treasurer) Judith Green (Secretary) Jenny Shaw Stuart Lawson Denise Head Farran Scott Alasdair McEwan Catherine Beresford Stuart Barton</p><p>Apologies:</p><p>Duncan Bathgate Heather Chandler Emma Barton Julia Saunders Tabitha Jones Wendy-Ann Street Cathy Lawson Cheryl McNay</p><p>Approval of minutes</p><p>The minutes of the FOBS meeting of 5.7.11 were reviewed and, there being no comments, were duly approved. </p><p>Introduction of the new committee</p><p>Andy Bayford introduced himself to the meeting as the newly elected Chairman of FOBS and introduced his fellow committee members Jos Saunders (Vice Chairman), Deborah Lait (Treasurer) and Judith Green (Secretary). </p><p>Appointment of Class Reps</p><p>A good number of parents had volunteered to act as Class Reps, with the exception of Year 4. Deborah Lait offered to speak to Sharon Kerry to find out if she is willing to take on the role for Year 4. The following Class Reps were approved: </p><p>Reception: Jenny Shaw and Ali Bayford Year 1: Cathy Lawson and Catherine Beresford Year 2: Farran Scott and Emma Barton Year 3: Sarah Cartwright Year 4: TBA Year 5: Cheryl McNay and Julia Saunders Year 6: Catherine Beresford</p><p>Action: Deborah Lait to speak to Sharon Kerry regarding taking on the role of Class Rep for Year 4. </p><p>2012 FOBS Calendars</p><p>Progress is being made with preparations for the 2012 FOBS calendar. The theme for the calendar is ‘books’, with children from the school to dress up as a character from the nominated book for the month of their birth. The list of books is yet to be decided and will be the school’s decision. Likewise, a date for the photoshoot needs to be established so that a photographer can be booked. Duncan Bathgate, who needs to approve the date of the photoshoot, is currently on sick leave. Deborah Lait offered to speak to Duncan on his return to fix the date of the photoshoot, to finalise the list of books for each month and to request that a letter is sent to parents asking for consent for their child/children to be included in the photos. Ideally the calendars need to be printed and ready for distribution by the end of term, with the photoshoot taking place a few weeks previously to allow time for the preparation of artwork and for printing. </p><p>Action: Deborah Lait to speak to Duncan Bathgate It was reported that Tabitha Jones, co-ordinator of the calendar, has confirmed 5 of the 12 sponsorship slots at a price of £65.00 each. In addition, she has a tentative sponsor for the back page. She has asked for assistance with introductions to contacts that may be interested in sponsoring a page of the calendar. Andy Bayford has a number of business contacts that might be willing to lend their support. Action: Andy Bayford to speak to his contacts regarding possible sponsorship opportunities The meeting considered the costings involved with the production of the calendars. Last year’s calendar cost £600 to produce, which was entirely covered by sponsorship and the aim is to do the same this year. Andy Bayford has good contacts with a local printer who has said he could be willing to print the calendars at cost price. </p><p>Action: Andy Bayford to speak to his printer contact once the date of the photoshoot has been finalised and co-ordinate with Tabitha Jones</p><p>A photographer will need to be booked as soon as the school confirms the dates for the photoshoot. There are a number of photographers connected with the school who will likely undertake the shoot without charge. We will need suitable backdrops for each months of the calendar. Both Catherine Beresford and Cheryl McNay have contacts in this area. It was agreed that the 2012 calendar should follow the same format as this year’s, given time constraints. However, a suggestion from Jos Saunders that a more user friendly format is considered for 2013 was agreed. Christmas Cards</p><p>Duncan Bathgate has asked all classes to produce Christmas drawings on Friday 7 October. Deborah Lait will collect the drawings, have proofs of the Christmas cards produced and circulated with order forms to all parents. All orders must be received by the printer by 17 November to guarantee delivery of the printed cards to school by 1 December. It was agreed that FOBS must book an earlier slot for 2012, so that parents receive their cards in November. There is no charge to FOBS should it subsequently cancel the booking. The booking can be made as soon as this year’s cards are delivered. Action: Deborah Lait to co-ordinate Christmas card orders and book an early slot for 2012. Halloween/Christmas Party</p><p>After some debate, it was decided that FOBS should host a Christmas party for the children. This will be an event without charge, other than requests to parents to contribute a plate of food. Possible dates are Friday 2 December, Saturday 3 December or Sunday 4 December. The time of the party will be 4-6.30pm with games, food and a disco. Either Bealings or Playford Village Hall was agreed as the venue. Farran Scott agreed to check availability with Bealings Village Hall, and Jos Saunders for Playford. </p><p>Action: Farran Scott to check Bealings Village Hall availability for 4-6.30pm on Friday 2, Sunday 3 and Monday 4 December, and Jos Saunders the same for Playford Village Hall. A contact of Catherine Beresford provided games and the disco for last year’s Halloween Party for a donation to charity. Catherine offered to ask her contact if he could do the same again this year, once the date has been finalised. </p><p>Action: Catherine Beresford to speak to her contact regarding the games/disco once the date of the party has been confirmed.</p><p>Any Other Business Road safety/parking issues - At the Chairman’s request, Alasdair McEwan summarised his efforts over the last year to address the issue of road safety and parking around the school. It was agreed that this remains a critical issue and one that FOBS should support. The issues are complex, and will require input from the school and Suffolk County Council, but focus on; 1. Ensuring legal and safe parking/drop offs around the church</p><p>2. Providing a safer pathway from the village car park to the church path 3. Finding additional parking provision in the village given the capacity issues of the village hall car park The chairman proposed the formation of a sub-committee to address this issue and this was agreed. The sub-committee will comprise: Andy Bayford Alasdair McEwan Jos Saunders Denise Head</p><p>The sub-committee will meet for the first time on 9 November 2011 at 7.30pm at The Admiral’s Head. Andy Bayford will write to all parents informing them of the sub-committee’s meeting and inviting them to share their views and attend the meeting. </p><p>It was agreed that Andy Bayford’s letter should politely remind parents to drive and park carefully around the school. In particular, parking on the white line on The Street continues to be an issue as does parents parking in the ‘drop off’ area at the bottom of the path up to the church. </p><p>Jos Saunders offered to approach the owners of The Old Vicarage as they are known to her, with a view to gathering their views on the possible creation of a footpath along the perimeter of their property. Action: Andy Bayford to write to all parents regarding parking/road safety issues. Joss Saunders to speak with the owners of The Old Vicarage. FOBS Quiz Night – arrangements for the forthcoming Quiz Night on 14 October were discussed. Around 40 tickets have been sold, but further efforts are needed to promote the event by the newly appointed class reps. </p><p>Action: ‘Old’ committee members to distribute tickets to the new class reps for them to sell</p><p>School field/playground – A request had been received from Wendy-Ann Street to form a working group to improve the appearance of the school field, playground and other green areas with the support of FOBS. This was agreed in principle but will require approval from the school. Deborah Lait was charged with requesting a written proposal from Wendy-Ann for discussion with the school.</p><p>Action: Deborah Lait to coordinate with Wendy-Ann Street. </p><p>‘Chocoholics’ brochure – Deborah Lait proposed distributing brochures from the company ‘Chocoholics’ to all parents. A small percentage of any orders received would be received by FOBS. This was agreed as there is no cost to FOBS. Action: Deborah Lait to coordinate brochures to be distributed to all parents. </p><p>Cake Sales – it was agreed that years 5 and 6 should host the cake sale on the last day of this half term. There will be no cake sale on the last day of the term, just before the Christmas break. Last year FOBS provided mince pies and mulled wine instead. This will be discussed at the next meeting. </p><p>Christmas Shoe Boxes – Jos Saunders proposed a Christmas Shoe Box collection. After some discussion it was decided that, though a very worthy cause, this is not a project that is appropriate for FOBS to coordinate as it is already asking parents to support a number of events this term. </p><p>Fundraising events 2012 – there was an initial discussion of plans for fundraising events next year. It was agreed that it is vital to involve the children more in terms of both establishing their ‘wish list’ for use of funds and getting involved with events themselves. Farran Scott and Jos Saunders agreed to coordinate with the school to attend a Meeting Assembly to gather the children’s suggestions for how to use funds raised. In addition, Jos Saunders suggested that FOBS should try to have more of a presence in the school’s inhouse magazine. Catherine Beresford agreed to ask her daughter for a ‘Q&A with FOBS’ article. </p><p>Andy Bayford asked that this topic be put on the agenda for the next meeting, with a view to agreeing fundraising events and dates for the rest of the school year 2011/12. Action: Farran Scott and Jos Saunders to attend Meeting Assembly and report back. Catherine Beresford to liaise regarding a Q&A with FOBS article. Lottery registration – Deborah Lait reminded the meeting that FOBS maintains a lottery registration at a cost of £20 a year. This allows FOBS to run raffles. It was agreed that FOBS will continue to do this for the foreseeable future and that our registration should be maintained. Website update – Andy Bayford asked that the FOBS section of the school’s website be updated to reflect the current committee and planned events/meetings. Judith Green agreed to liaise with the school. </p><p>Action: Judith Green to ensure school website is updated. Date of the next meeting</p><p>The next meeting will be held on Monday 7 November at 7.30pm at The Cherry Tree, Woodbridge. </p><p>Going forward, FOBS meetings will be held monthly on the first Monday of the month wherever possible. The December meeting will be held on Monday 5 December at 7.30pm at The Cherry Tree, Woodbridge. Close of meeting</p><p>There being no other business, the meeting concluded at 9.10pm.</p>