Tiggers Playgroup Balcombe

Charity Number 1091348

Minutes of Committee Meeting

7^th November 2006

Balcombe Social Club

1. Present

Neville Ashcroft, Vanessa Oecken, Chris Napper, Sarah Francis, Jackie Burke, Georgina Sayers, Tracy Roberts, Sandra Kirkman

2. Apologies

Emma Fortescue was unable to attend, however would be happy to have meetings at her home in the New Year if necessary.

3. Minutes of Previous Meeting

The minutes of the previous meetings were all agreed as read.

4. Matters Arising

Change of Constitution

Tiggers new constitution was signed by those present, as well as the minutes from the AGM outlining details of the change. NA to submit to the Charity Commission.

Action: Neville

Uniforms

GS explained that she had had three quotes and that the best deal was from AIM International in Haywards Heath. It was agreed that GS should go ahead and order staff uniforms as soon as possible. It was also agreed that staff should be offered a choice of polo-shirt, sweatshirt or fleece cardigan. TR confirmed that there is currently enough stock of new children’s t-shirts and sweatshirts, so it was agreed that we put the children’s order on hold for the time being.

Action: George

Bags

JB had sourced a company who could make string bags in different colours. It was agreed that we should ask for primary colours (+ green) with a space where the child’s name could be hand written.

As an alternative, TR suggested that we also approach Balcombe Primary to see whether we might want to source PE bags on the back of a larger order of theirs.

Action: Jackie

Tiggers’ Notice board

TR currently re-organising entire board as was tired & needed a lift. Tiggers need a welcome poster on there, however the current poster is too big & needs reducing.

NA / TR agreed that they would like to see staff photos with job titles on there. CN agreed & suggested a passport-style photo. VO pointed out that staff would want to wait until their new uniforms arrived before having these photos taken.

Action: Tracy & Staff

SF suggested that the new Committee should also be on the notice board. It was agreed that a group photo would be done, with names and Committee posts.

Action: Jackie & George

GS suggested that we might include the theme for the term on the notice board too.

Action: Tracy & Staff

General Storage Space

TR is currently trying to create more storage space inside Tiggers. It was agreed to have a ‘yard sale’ event whereby parents can take old Tiggers equipment or toys in exchange for a confidential donation. GS & TR to organise a list of items, create a flyer & organise a date.

Action: Tracy, Staff & George

Garden Project

Update from NA explaining that the go-ahead had been received from the Balcombe Estate, but not as yet from the Rifle Club. W.Malkinson, in conjunction with Caroline Rix and Sarah Manthorpe are dealing with the progression of this.

Shed

Well done to NA who had mended the windows in the small shed.

TR said that damp was coming in at the bottom of the little shed which will need attention.

Action: Neville

The floor of the large shed is due for repair as soon as possible. This is being taken care of by Cathy Sampson & James Peck.

Action: Neville, James & Cathy

5. Document Review

NA said that he would like to make this an annual event in making sure our various policies & handbooks are up to date.

Policies & Procedures

TR explained that she had done much of this work since the start of term, specifically to the Welcome Pack and the Policies & Procedures. An Outings Policy had been added, the policies for Health and Safety had been separated out from the Hygiene policy, and the order of policies had been altered to make the more critical ones more prominent for Ofsted.

CN highlighted that Child Protection legislation is due to change in December this year and that we will no longer be working under a West Sussex banner, but instead the whole of Sussex. This will mean potential changes to the Child Protection policy. CN was given a copy of the current policy & asked to highlight any changes once the new legislation was made available.

Action: Chris & Tracy

Staff Handbook

It was agreed that NA and TR would review and amend as necessary both the Staff Contracts, Job Descriptions and Staff Handbook.

Action: Neville & Tracy

Parent Helper Guidelines

TR asked whether there were any guidelines for Parent Helpers. GS explained that she had them on the computer. JB suggested that these should be contained within the Welcome Pack and the Policies & Procedures. All agreed. A laminated copy was also wanted to enable staff to give to parents on the morning of their visit. GS to give a copy to TR for updating.

Action: George & Tracy

Risk Assessments

NA and TR had spoken about having a daily risk assessment in a checklist format. TR already progressing this.

CN pointed out the need for an extra, more specific, daily risk assessment in a situation where there may be a child with additional needs.

NA requested that all Staff read and sign any new documents to confirm that they’ve read and understood a special procedure for a child with additional support needs.

Action: Tracy & Staff

Tiggers Website

GS confirmed that this is run by Andrew Edmonson who was happy to continue updating the minutes of meetings, Policies & Procedures, Welcome Pack, minutes etc. GS to start sending documents over as soon as possible.

Action: George

6. Tiggers Waiting Lists

NA raised a concern that parents may assume that their child is on the waiting list, however may not actually be, due to miscommunication and too many contact people and telephone numbers being used.

It was therefore agreed to use only the Tiggers mobile number from now on. TR will alter the notice board removing any additional numbers, SF would announce this in the newsletter, and the Parish Magazine entry, as well as the Parish Mag listings and advert. GS to create a new poster for the Balcombe Stores and Gillets Surgery.

Action: George, Tracy, & Sarah

In the meantime, and in order to confirm who is on the waiting list, it was agreed that SF would ask for new parents to confirm their application in the Parish Magazine entry, by telephoning the Tiggers mobile number.

Action: Sarah

7. Gift Aid

NA presented the document highlighting Tiggers' eligibility to receive Gift Aid. (attached). It was agreed that we should pursue this, even if it meant that some parents would resist paying the current fee. It was agreed that Tiggers’ fees were always open to negotiation and that the benefits of Gift Aid would far outweigh the odd parents who might decide not to adopt the new structure.

It was agreed therefore that the new pay structure would need to appear in our Policies & Procedures, which NA agreed to draft. NA would also speak to Jo Cottell, Emma Fortescue (who would be responsible for processing the claim) and draft a letter for parents to explain the new pricing structure.

Action: Neville

8. Ofsted Planning

TR currently working through Ofsted’s list of requirements. There had been an issue with children being registered out at departure time in our last report, however this had been addressed. It was agreed that the Tiggers Movie DVD would be shown to Ofsted Inspectors at the start of their visit. GS to give this DVD to TR.

Action: George

In summary, work is in progress with the planning for our next Ofsted visit. CN pointed out that it is likely that we will have no warning this time, but that a future visit may mean that Tiggers will be given 24 hours notice, with the understanding that our setting is fully ready for inspection.

TR said that she is creating a Staff Training folder which CN agreed was a very important Ofsted topic. TR, CN & NA to meet & discuss preparations for Ofsted separately.

Action: Tracy, Neville & Chris

9. Any Other Business

Inductions for New Parents

It was agreed that the child’s Key Worker should telephone the parents two weeks before the child’s start date to introduce themselves, to confirm a start time of 9.30am, and to say how much they were looking forward to meeting little *****.

Action: Tracy & Staff

Police Checks

SF ongoing, GS ongoing, NA ongoing & EF in hand.

Contact Details

GS gave a contact telephone / mobile / e-mail form to all present. GS to give one to EF.

Action: George

Health & Safety at the Parish Rooms

The following need repairs or attention:

- induction loop for the hard of hearing

- certificate of safety for the electrical sockets

- covers for the radiators

TR to pursue the matter with the Parish Rooms Committee.

Action: Tracy

Tiggers needs a certified electrician to check all radio / computer / kettle, (Tiggers only equipment, not Parish Rooms equipment) for the year. CN said that she would contact Balcombe electrician, Steve Jones.

Action: Chris

Red Berries

Staff had reported that children were picking the potentially poisonous berries from the patio area. To avoid accidents, the Committee asked that the berry plant be pruned. TR agreed to talk to the Parish Rooms gardener.

Action: Tracy

Financial Planning

NA would like this to be a discussion point at our next meeting. VO suggested the need for a 2-year financial forecast at the same time to enable accurate decision making. NA to request necessary documents from EF.

Action: Neville

Emergency Helper List

JB explained that she would have to come off the list as her work hours had changed. GS to alter this & distribute to TR and the notice board.

Action: George

Christmas Party

The need was discussed for a more firm agenda for the party. It was agreed to do the following: (All timings are approximate apart from arrival time).

10am arrival for parents & children

10.15am Nativity (expected to last between 10 & 15 minutes).

10.30am biscuit decorating and art table

Party games, music & dancing

11.10am Father Christmas arrives

11.40am Children’s lunch followed by home time.

CN to bring music / disco equipment.

JB to organise mulled wine.

Cathy Sampson to create a flyer regarding parents providing a plate of food for their child, and some mince pies for the adults. GS volunteered to help with this.

Action: Cathy Sampson, Chris, Jackie & George

Tiggers Movie DVDs

GS said that various parents had expressed an interest in obtaining a copy of the Tiggers movie, and asked whether there were any issues about circulating it. It was agreed that we should create a notice asking parents to let us know if they have any issues with this, to please let us know by a certain date, otherwise we would go ahead and make the requested copies, to be distributed with the request for a donation to Tiggers. These notices would appear at the reception class of Balcombe Primary School, as well as on the Tiggers notice board. SK agreed to take the notice to Balcombe Primary.

Action: George & Sandra

10. Date of Next Meeting

The date proposed was Tuesday 23^rd January 2007.

GS said that she may not be able to attend and SK kindly offered to take minutes in her absence.

Additional copies to:

Caroline Rix

James Peck & Cathy Sampson

All staff