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Pegasus Playscheme AGM Meeting:

Minutes

Thursday 1st December 2016.

Present:

Sue Clark, Sarah Slingsby, Anna Ladd, Val Mclester, Kim Bladon, Angela Renders, Matthew Buddle, Andy Roberts, Sharon Speed, Callum Speed, Bradley Cloke, Vic Cloke, Kim Cloke, Lyle Bax, Millie Perry Cockings & Mum, Pip Baldwin & carer Penny Walker, Rhian Taylor, Gloria Catell & Luca. Lauren Louise.

Apologies:

Dan Brabham, Joanne Edwards, Dawn Berry, Alec Hall, Sara Pennington, Becky Burrows, Heather Topsell.

Chairs Welcome:

Sue welcomed everyone to this year’s AGM. “Thank you all for coming tonight and showing your support; it is very much appreciated by the committee to see you all here. We have never had so many at an AGM”

Sue informed everyone that our AGMs are friendly and relaxed so ask any questions / contribute whenever you feel the need. “We are proud of the name of Pegasus in the community and our new hashtag is #keepitlocal

Matters arising from 2015 AGM:

Once again rising costs needed to be discussed; at last year’s AGM, it was noted that we aimed to raise our costs year upon year to fall inline with other providers to £30 by 2016.

This is at the request of funders and social services to charge the “going day rate”. It was proposed that the daily rate rises to £35 a day by 2017.

However, after lots of committee discussion and collaboration with parents last year, the decision was made to maintain the daily rate at £25 for 2016 with a rise to £30 in 2017.

All parents present agreed it is still great value for money and Sue explained that the actual daily charge to the playscheme for running the scheme is in excess of £100. No-one present disagreed with the rising cost.

Continuing along the theme of Matters arising from 2015:

2016 was our 30th year and we feel that it was a huge success.

We were chosen as “KM charity of The Year” and coverage in the press was phenomenal we also had access to many fundraising events that all ages and abilities could participate in. These events were safely managed and greatly advertised; In light of a comment on our feedback forms stating that fundraising events should be more accessible to children and families, Sue felt this must be addressed here tonight.

One huge event, ‘Kent Euros’ a football challenge during the World Cup had to be cancelled due to lack of support. This was a perfect day of fun/food & music for all of the family, all ages and all abilities it was very disappointing to cancel after all of the planning involved.

Sarah then went on to ask any of the parents if they could name any fundraising events that took place in 2016. The following comments were made:

Andy Roberts: Boxing Day dip

Bradley Cloke: London Marathon

Penny: KM Events

A comment from Sue at the 2015 AGM states that we were going to be charity of the year and a lot of family events would have been taking place. Unfortunately due to lack of support at the 2015 AGM this message didn’t reach very many parents.

But:

Here is a list of some of the events from 2016:

London Marathon. Natasha Cloke and Mick Brown both took part and were amazing, such an achievement!

Kent BIG bike ride: Completed by Kim and Dave Bladon. Also the Ride-London 100. Mark Spry’s Vancouver to Whistler Bike ride. The Boxing Day Challenge. The Colour run, the Sandwich Abseil, Moat Walk Family Walk , Dragon Boat Race, Family Music Event at Sandwich. Windsor Walk. Brighton Marathon, Dover’s Big Community Fun Day. Numerous Coffee mornings, We even sold Lip Balm during the scheme, the list is endless. All to try and find the elusive £70,000.

Sarah thanked all those who did support the numerous events; we could not carry on without the full support of the community. We always try to recognise this in the media when possible. If anyone has a story regarding Pegasus please get in touch.

Evaluation:

A copy of our Evaluation is available tonight and is published on our website immediately after the scheme. It can also be sent via email if requested.

Thank you to Anna for a full and concise account of “what we do”, we do try our best to please everyone.

Scheme:

We started off this summer with a Pearl Themed, Mad Hatter’s Tea Party and it was very well received by the children; thank you for all the support with outfits and decorations. The volunteers were fabulous again this year, getting right behind our ethos of fun.

The staff were excellent and looked after all of the Groups with extreme professionalism. Our thanks go out to all of the volunteers and staff. As you must realise Pegasus does not just mean three weeks of work.

Sue pointed out to everyone our ‘Project Plan’ so anyone could have a look at see all the specific jobs that need doing to keep Pegasus alive.

We pride ourselves on being able to train the staff/volunteers to support Pegasus in our unique way and are forever grateful to Anna and Sarah as staff coordinators.

The desk was once again a hub of activity, having a scheme manager is certainly an advantage and thanks to Anna, Sarah and Jo for a tremendous team effort!

Our “Pearl Prom” - celebrating 30yrs of Pegasus was wonderful, celebrating a fantastic end to an amazing 30years of fun.

Kerrie Slade supported us once again with her hand made cakes on the pearly theme.

On the first day, we had our own Pearly Queen - Diane from London, with her sing along and a great burger man. This all helped ensure a fabulous day and created lots of wonderful photos and memories.

Sarah once again completed her job with the photos in a very professional way. This year the children received photo inserts, as we paid a little bit more for the frames last year so we could provide children with a new page for their individual frame. This saved on costs and also space at home.

Our young committee, Lola, Ryan, Finley, Jack and Alice, were all in attendance once again where possible; it is always good to have the young ones around keeping us on our toes.

30 years of memories out there in the community is certainly something to celebrate. We are forever grateful to all Funders, fundraisers, committee, staff, volunteers and children and more specifically to parents, carers and our clients as without any of these amazing people we would not be here tonight.

In feedback from parents, the 1st day and last day remains an issue regarding cost. We have given this some thought: making the first day cheaper as it’s a short day. However the cost incurred for day one is huge. If we have a burger van and t-cups and ice cream it amounts to well, over £1,000 for the day. We have however decided to charge just £15 for the first day and £10 for the last day. OR we are considering the last day being Thursday for the children. This is the last day of activity. As such it will remain £30. We will ask the volunteers to come in on Friday to help pack up and all meet again for our farewells at the Prom. It was agreed discussions regarding this will take place at our next committee meeting – parents in attendance were happy to support either decision.

Gloria commented that she sees payment for the first and last day as a full package for the rest of the scheme, and Sue agreed.

Children:

The children were all happy in their groups;

We did have a number of new children this year, as ever, new parents were taken aback at the care we provide and we have received lots of emailed thanks.

Sadly we had a few cancellations at the last minute and these places were difficult to fill.

Our hope next year is to encourage more new young children so a campaign of awareness is on the cards. So please share as much as you can all of our events.

Our old criteria stated that children in mainstream must require a statement. This is no longer in keeping with SEND guidelines therefore to keep consistent with current terminology we have changed a part of our criteria. It now reads:

‘The children should attend a specialist school, life skills course at least three days a week or attend a mainstream school (1-1 support).  They should have an EHC plan or be in receipt of high needs funding’

Andy asked how children in mainstream will fit our criteria. Sarah explained they must have an EHC plan or be in receipt of high needs funding.

We will advertise to recruit new blood to Pegasus, as younger children are needed. We will contact all local main stream schools in 2017.

Penny Walker suggested trying ‘The Beacon’ School in Folkestone.

Gloria suggested contacting Social Services/Doctors’ surgeries.

We advised parents that is it up to them to apply for Pegasus via the various means. We do not automatically send out application forms.

Pegasus Youth Forum:

‘Statement from Sue’

The YF is high on the Agenda tonight. We have always struggled to ensure that we keep providing support for the Pegasus children and young adults for as long as they require us and there is a need. Without Pegasus there is no YF, and without Kim and Angela there is no YF. A number of the Volunteers this year have stepped in to support our Monthly social meetings and we really appreciate this, I don’t think they fully understand just how important their role is, it’s fun for them so as a parent, gratitude from me in abundance.

However the fact remains that many now have reached their 30th birthday, in light of this we have had some discussions on how best to accommodate our Older Children if they still wish to attend.

Changes to Our Criteria:

After evaluating the summer scheme ‘2016’ and due to the recent changes in the SEND code of conduct the committee has re-evaluated the criteria for our clients.

Due to this, Pegasus Playscheme will now run from ages 8-21. (Clients must not have reached their 22nd Birthday)

We will be introducing (if a need is shown) ‘Pegasus Plus’. This group will be under the Pegasus Umbrella and its aim is to Aid Independent Skills. (Clients must not require 1:1 support).

We have consulted the majority of the Young Adults and at the moment we are visualising ‘Pegasus Plus’ to run as follows:

• Clients must have been part of Pegasus Playscheme prior to reaching their 21st Birthday.

• Clients must not Require 1:1

• Time 5pm-9pm

• Meeting place to be confirmed

• Meeting every Tuesday and Thursday during the 3 week scheme

• £120 for the full 3 weeks. (6 sessions)

• Clients may attend the Playscheme first and last day (free of charge)

The response from those present regarding these changes were as follow:

Gloria Cattell: £120 sounds too cheap for Adult services. If the clients did need 1:1 could they bring their own personal PA?

Andy Roberts: Seconded that it seemed too cheap and suggested working out how much each evening would cost each individual and charge the full amount, resulting in no need for extra fundraising.

Angela informed everyone this was just a pilot scheme and we are open to any suggestions and ideas.

Sarah said: ‘There is nowhere like Pegasus, so there is nowhere like ‘Pegasus Plus’ we need to work out how it’s going to work.

Bradley and Callum said they are happy with the idea of Pegasus Plus.

No one had any other comments regarding the pilot scheme for Pegasus Plus or changes to our criteria.

Statement from Sue:

“Sadly for us but great for her, Ange is leaving us for climates new and we will surely miss her. Ange has been a constant in the lives of the older Group and I know they will miss her very much, Pegasus is now in her blood however and I have asked her to stay on as a committee member as her input is always valued. Hopefully she will agree.”

Fundraising for 2017:

We have just recently been chosen as Charity of The year for Astor Theatre’s Community Café. ‘The Kitchen Table’. It is a beautiful setting and has a delicious menu. They have a book swap available with all donations to Pegasus; If we can support Emma (the café’s owner), they in turn will support us and it would be a great community venture. They are more than happy to host any fundraising events that we wish or meetings there.

Lloyds TSB have agreed to have charity boxes in Branch at the start of 2017 so hopefully this will raise awareness and much needed funds.

The ‘bt my donate page’ is great for individuals’ collection of sponsor money and gift aid has brought us £10,000 this year alone. We are thankful to all who took part in events this year, via the bt my donate page. This is a fantastic amount!

The ‘giving machine’ whilst not bringing in vast amounts can be successful financially if more use it – we will aim to ensure all parents are aware of this.

We got through to the Nationwide building society ‘supporting your local community’. The in branch Voting system meant tokens had to be placed in the Pegasus box. We did receive £100 for being in the top three, but understandably McMillan Cancer won.

Just before Sue left today Vince Burrows popped along to her house with a charity box. He offered day trips on his boat throughout the summer and asked for donations to Pegasus.

Dover Harbour Board gave him a concession on his mooring Fee to help Pegasus raise funds, which was very kind. £220 was raised. Thank you very much.

Scarlet is taking part in the Brighton Marathon. Thank you to her. You can sponsor Scarlet Via BTmyDonate.

Rhian Taylor is taking part in the Boxing Day Dip. You can sponsor her at btmydonatepage or we have a sponsor form here tonight if anyone wished to sponsor her.

Treasurer’s Report:

We are proud at the way Pegasus Money is well spent, and well looked after by Val, We know it is in safe hands and her expertise is greatly valued by all of us. Thank you to Val for her excellent bookkeeping.

Pegasus AGM Financial report 1st December 2016 is now complete and copies of the accounts were made available if anyone wished to take a copy.

The accounts have been audited by MJB & co and in the next few days they will be on the Charity commission web site if anyone wants to view them on there.

The total amount raised for last year was 66.789.00 and cost of scheme totalled 64.617.00.

Balance of the accounts carried forward at the end of the financial year are £36.221.00

For all money donated through “My Donate” we are able to claim tax back for UK Tax payers and the amount raised through this for the year amount to an extra £1471.00

Money raised from the lottery is approximately £600.00.

AOB:

Astor School has been re-booked for Pegasus 2017 as the venue has always proved to be a success for us.

The Dates for 2017 are:

24th July to 11th August

Sue informed everyone that the buses are provisionally booked at £380 a day.

Kim has secured Free tickets for the Marlowe Again for the YF with coach space. Ian Hulks has acquired the mini bus from Dover College and has offered to drive, Thank you Dover College and Ian Hulks. This is booked for the 4th January and will be the YF Christmas Treat.

Sue has been working on a new website. There are so many platforms now for accessing the internet that our current site, although lovely, is no longer manageable. All funders expect us to have a website, twitter page and facebook.

Hopefully it will be up and running soon and applications can be made online. This is a difficult process so please bear with us.

For information, please be advised that all contact can be made via a designated Pegasus phone number. 07789 696358 or on our new e-mail: pegasus1986@ ( a more generic e-mail to ensure longevity of the scheme), we will do our best to move over to this email address taking the pressure off Sue & Kim’s personal email address. Any committee member can be passed an email.

Our website: pegasusplayschme.btck.co.uk

Facebook: pegasusplayscheme

Twitter @suepegasus

Please follow us if you use these platforms and share our news.

Post: “Olive Ridge” Collingwood rd. St Margarets at Cliffe CT15 6EX Or ”Ambleside”

Parents were then asked if they had any questions/feedback:

Bradley Cloke has donated all his birthday money to Pegasus.

Bradley asked if he could still come to the Youth Forum. (Of course he can)

Brenda Gliddon – “Thanked the committee for their work throughout the year”

Marcus Gliddon – “All the staff to a great job every year”

Sarah – “Thank you all for your continued support”

At this point all committee members stood down and re-elections took place:

Election of Committee

|Roles |Elected |Proposed and seconded by: |

|Chair Person |Sue Clark |Andy Roberts and Sarah Slinngsby |

|Vice Chair |Sarah Slingsby |Anna Ladd and Val McLester |

|Project coordinator |Kim Bladon |Gloria Cattell and Ange Renders |

|Treasurer |Val McLester |Brenda Gliddon and Matt Buddle |

|Staff coordinator |Anna Ladd |Kim Bladon and Ange Renders |

|Child coordinator |Kim Bladon |Callum Speed and Mr Gliddon |

Election of Youth Forum Committee

|Roles |Elected |Proposed and seconded by: |

|Chair Person |Kim Bladon |Matt Buddle and Bradley Cloke |

|Vice Chair |Dan Brabham |Ange Renders and Sarah Slingsby |

Youth Forum Committee Members –Lauren Loiuse, Rhian Taylor, Alec Hall, Callum Speed, Jordan Mclester, Jamie Clark.

Lottery:

October - 41 – Sue Clark

November -22 – Ange Renders

Meeting Closed 7.55pm.

Thank you & Merry Christmas.

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