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Minutes of the Annual General Meeting of the Westonbirt Association

held at Westonbirt School on Saturday 5 October 2002 at 3:30 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 53 others.

1. Apologies for absence were received from 23 members. (Their names were on display.)

2. Minutes of the previous meeting held on Sunday 7 October 2001 were approved by the meeting.

3. Matters arising from previous meeting None

4. President’s Report

   (The President had been re-elected by the General Committee Meeting for a further three years.)

   The President thanked the Executive Committee, and XXXX XXXX, formerly XXXX XXXX, who was now the person keeping the database, for their hard work during the year, particularly during the recurrence of the President’s husband’s illness, and his death in January 2002.

   XXXX had married in the Spring. The President gave her a potted maple from the Association.

   XXXX XXXX had volunteered in the Spring to stand as Treasurer rather than be re-elected as Governor. She had been a very good Governor and representative of the Association, but was really needed much more as Treasurer. She had taken over the books during the summer. XXXX XXXX (section 47) had been appointed as Governor by the GCM.

   The thanks of the Association were due to XXXX XXXX for her work as Treasurer (and for continuing until a replacement had been found).

   The Memorial Bursary had been awarded between XXXX XXXX, XXXX XXXX and XXXX XXXX. The three candidates had spoken on how they could contribute to the school in the sixth form. They were articulate, and aware of the strengths of Westonbirt.

   The President thanked the Headmistress and XXXX XXXX for all their work, particularly in making the Association known to the school.

   Events had prevented her from producing a proposal this year for a "Vice-Chair" position She would try to have something drawn up by next year. Even though the committee had dealt with her absences in the previous year, it had made an extra load for people that already had enough to do.

   The AGM being the 70th anniversary of the Association, she welcomed all members, particularly XXXX XXXX. She expressed personal pleasure at the presence of XXXX XXXX, her own house-mistress. Much had changed during the life of the Association, but it still supported the school, and collected news of those that had left. The AGM was an opportunity for renewing friendship, the Database was a resource for networking, and Old Girls, especially the 5 Governors and the member of the Appeal Committee, were involved in the life of the school.

5. Hon. Secretary’s Report

   Deaths reported since the last meeting: Miss Frances Davies (Staff) Miss Patricia Hopkins (Staff), Miss J A Butcher (Staff), Susan Nickell-Lean (Smith, 5/6), Olga Riley (MacDonald then Woosnam-Mills, 1), Pamela Hawke-Genn (2), Phoebe Hollebone (Howitt, 3), Barbara Hicks (Bate, 4), Pamela Higham (Edwards, 9), Anne Watkins (Mackie, 14), Nanette Pearce (Gilbertson 16), Judith Patricia Foster (Lowe, 19), Gillian Haviland (Johnstone, 23), and (not a member) Zara Bruzzi (Eve, left mid 1950s).

   Section Representatives: Sec 1, XXXX XXXX in place of XXXX XXXX; Sec 8 XXXX XXXX resigned (to join to 7 or 9); Sec 23, XXXX XXXX in place of XXXX XXXX; Sec 27 XXXX XXXX in place of XXXX XXXX; Sec 28 XXXX XXXX in place of XXXX XXXX; Sec 45 XXXX XXXX in place of XXXX XXXX; Sec 53/54 XXXX XXXX was now XXXX XXXX; Sec 55 XXXX XXXX; Sec 59 resigned (volunteer needed); Sec 60 XXXX XXXX resigned (volunteer sought); Sec 71 to be XXXX XXXX.

   The President took the opportunity to thank the section representatives - they were the lynch-pins of the Association.

6. Hon. Treasurer’s Report

   The Treasurer said she hoped she could emulate XXXX XXXX's excellent book-keeping.

   The meeting thanked XXXX XXXX for all her work.

   The balance (including prepayment subscriptions and advance receipts for the Association News) was £16839. The market value of the Westonbirt Memorial Fund on 31 July 2002 had been £72,561.

   The AGM gave a vote of thanks to XXXX XXXX (of the Allied Schools) for her work as auditor, and accepted the accounts. XXXX XXXX was also confirmed as Auditor for the next year, if she was willing.

   Since the end of the accounting year, £1000 had been passed to the school for handling the database. This brought the total cost so far to £3000, out of the £5000 initially allocated.

   A formal resolution that the signatories for the Association’s accounts to be the President, Secretary and Treasurer (XXXX XXXX, XXXX XXXX, XXXX XXXX) was agreed. (Proposed/seconded: XXXX XXXX, XXXX XXXX)

   It was agreed (proposed/seconded XXXX XXXX, XXXX XXXX) that Rule 7 should change to:

   "7. Subscription

   The life subscription to the Westonbirt Association shall be £63, payable in one lump sum on leaving or by instalments through the prepayment plan. The subscription for Current Staff shall be £10 to cover the period at the School. The life subscription for a Current Staff Member becoming a Staff Member shall be £21.50. The life subscription for Staff Members who have not been Current Staff Members shall be £31.50. A subscription may be deposited for the Association News. The Executive Committee may review subscription rates annually."

7. Hon. Editor’s Report

   Although the News was out earlier this year (and for the first time for some years had had responses from all representatives, who were thanked for their efforts) there had still been trouble with delays at the printers. A change was being considered.

8. Head’s Report

   Westonbirt’s 5-year development plan included acquiring or creating a prep. School. The opportunity had come to acquire Querns, previously at Cirencester, but now in the old Sanatorium. There would be independent management. There were 84 pupils, with a maximum planned to be 100.

   Westonbirt itself now had 230 pupils (3 years before there had been 185). 2/3 boarded. Boarding was increasing. The class size maximum was 20. The VIth form was full. 60-70% stayed on after year 11. AS worked for Westonbirt - it kept the girls "on the boil". Westonbirt was not affected greatly by the A2 marking problems in 2002. 49% of GCSE results were A & A*.

   The Times league table position was good. (Parents liked the school’s mixed ability, and emphasis on nurture etc, but also liked higher league places!)

   2003 would be the 75th anniversary. A Ball was planned for 10 May 2003. There would be a service and celebrations on 9 May, and an exeat on 11 May (the birthday).

   XXXX XXXX appreciated the replies to her questionnaire. Planning permission for the new swimming-pool had not yet been granted. English Heritage had objected to the site. A new site had been chosen that was less visible, though further from the school. Care was being taken with eaves and ridge heights. The Bursar thought the problem could be solved. It was hoped to launch the Appeal in 2003.

9. Representative from the Governing Body’s Report XXXX XXXX spoke of the previous year’s inspection, of Querns, of the good examination results, of changes in the Governors, the current fees, and speech day, giving useful and reassuring insights into the life of the school.

10. Database Developments XXXX XXXX (recently married) had become Database Officer at the school. 520 questionnaires had been returned. The cost had been well under the £5000 earmarked for the database. One request had been made for support, and was dealt with by the Database Officer and the Secretary, as no Network Facilitator had been appointed. The Database had also been used to find potential Committee members, work experience for pupils, and to give the School details of people to approach to create its own mailing-list. Future purposes might be career talks, interview accommodation, information about school activities, special Open Days, fund-raising. Implementation of each purpose would be costed separately.

11. AROPS/ISIS. No-one had been able to attend the 2001-2002 meetings. The last conference report was available.

12. Date / venue / format for the 2003 AGM The AGM (Saturday 4 October 2003) would be at the School. The Executive were authorised to plan the format.

13. Any Other Business

    XXXX XXXX asked for younger golfers to take part in the Silver Tassie. Handicaps should be under 24, with the total for the pair under 36. It was suggested that leavers should be informed of the Tassie.

The meeting ended at 16.30pm.