Inaugural Northern Meeting Thursday 20 June 2013 Archive Room Pocklington School West Green, Pocklington, York, YO42 2NJ

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1 Inaugural Northern Meeting Thursday 20 June 2013 Archive Room Pocklington School West Green, Pocklington, York, YO42 2NJ Present Anthony Phillips (The Lancing Club, AROPS Committee), Guy and Betty Cliff (Old Silcoatians Association, AROPS Committee), QD Seymour Smith (Old Decanian Society, AROPS Committee), Debra Stretton (Administrator, Old Silcoatians Association), Graham Papenfus (AROPS Committee), Rachel Dare (Old Pocklingtonian Association Alumni Officer), Tom Nash (Old Pocklingtonian Association President), Joan Gough (Old Pocklingtonian Association Database Administrator), Jane Everard (President, Old Haileyburians), Susan Hartshorne (Mount Old Scholars Association), Lizzie Hulme (Administrator, Old Savilians Club), David Hope (Immediate Past President, The Old Leodiensian Association), Tristram Hope (The Old Leodiensian Association), David Belham, (The Old Leodiensian Association). Apologies Bill Gillen (Chairman, AROPS), Zoe Harrison (Scarborough College), Neal Rigby (President, Old Savilians Club), Penny Harrison (Secretary, SMA Association) and Beverley Stillitoe (Association Office Manager, Stonyhurst). 1. Welcome from Mr Mark Ronan Headmaster of Pocklington School The meeting began with a welcome from Mark Ronan, Headmaster of Pocklington School who gave a short outline of what Pocklington School has to offer and welcoming those present to the archive room, which was appropriate as the school approaches its 500 th birthday in

2 2. Address from Tom Nash President OPA (Old Pocklingtonian Association) Tom gave a brief outline of the progress which has been made in the OPA and shared all that we are doing with members for further discussion during the meeting. The origins of the OPA began in London over 100 years ago with a few friends getting together. This arrangement was formalized in the 1960s when a subscription of 5.00 per term was introduced to be paid during the time a pupil was at school. This continued for many years and covered pupils for ten years from the time they left school. Following the AROPS meeting at Rugby School, it was realized that this was in serious need of updating and with support from the school (including the Bursar and Headmaster) in 2010 the OPA commenced a new fee structure. Pupils now pay a total of as per term in years 1 5, during their time at school, which then gives them life membership. This is currently voluntary but there is the worry of increasing opt outs so we are currently in negotiations with the school to make this compulsory for all new pupils entering the school as it is otherwise very difficult to administer. For pupils joining in the sixth form, it is proving a little more difficult as the money is collected over six terms which obviously makes it seem quite expensive to parents. The OPA currently holds details for over 8,000 people on their database although this does include deceased members, former staff and some former parents. There is a part time alumni officer and a part time database administrator employed to maintain this and they are constantly updating the records by various means including Facebook, Linkedin and other social media. The big drive is currently towards building careers networking and we have already played a part in securing permanent positions for a number of OPs through introductions made and regional business networking lunches. Monthly e bulletins are circulated to all members for whom we hold addresses and an annual OP Magazine is posted out and is also available in digital form. The association has a Facebook group for members, which is a very effective means of communication, particularly with the younger members. Regional dinners are held annually with London being the main one. It is held at a different venue each year which we find through members association with various Clubs. We are looking at the possibility of opening a number of events to current and former parents whilst carefully retaining OP dinners exclusively for OPs. Discussions are currently under way to include former members of staff of 5 10 years service at OPA events and they will also be invited to become honorary OPs. The length of service has yet to be confirmed. 2

3 The OPA is fortunate in that the school and governing body are very supportive and very good relations are currently enjoyed with both, sharing both costs and data where appropriate. However the Association retains ownership and control over its funds. We are also in a transitional time as we try to decide what type of corporate body we are and would welcome information and advice on this from other members who may already have been through this. 3. Welcome from Graham Papenfus Development Director, Ipswich School and AROPS Committee member Graham offered apologies from Bill Gillen, Chairman of AROPS and explained that he would be chairing the meeting in his absence. Graham gave us an update on the work of AROPS strategically and was pleased to report that AROPS is going from strength to strength with this year s annual conference in Portsmouth having been a great success. He explained that this was the first of what is hoped will be a growing number of regional meetings in the north enabling members to meet more often to offer support to each other and share ideas. It is also hoped that the regional meetings will generate much needed new members for the Association. The membership fee is extremely low so this should not act as a deterrent although it is hoped that this may be raised to a more realistic level to further the work of the Association. Host schools are needed to facilitate these meetings so if your school is able to provide a room and a cup of tea, please get in touch. Anthony Philips introduced himself and his role on the AROPS Committee seeking sponsorship for the Conference. AROPS are always looking for new Committee Members so if anyone would like to become involved or knows of anyone who would, please get in touch, your contribution would be very welcome. Please also put forward any ideas which you think would contribute to the conferences for example if you have any suggestions for session speakers or would like to speak yourself. Dates for your diary: The AROPS AGM is scheduled for 10 October 2013 at Queen s Gate School in South Kensington and it is hoped that as many members as possible will be able to attend. 3

4 The AROPS Conference 2014 will take place on 10 May 2014 (venue tbc) and again, these events are very well worth attending. Round the table discussion Following the welcomes and introductions, each member present was asked to introduce themselves and explain their role in their respective schools and this led to an afternoon of healthy discussion and exchange of ideas. Most alumni associations follow a very similar process of development so during such discussions the established associations are able to offer advice to those in their infancy and hopefully help them to avoid some of the pitfalls. The general feeling was that Associations who have a supportive and interactive relationship with the school are able to be more productive as this leads to a sharing of both cost and resources. Some of those present had offices within the school with, in some instances, staff paid for by the school or with the cost shared by the school and the association. It is also helpful if postage costs can be shared, particularly if the school are sending out a mailing and can pop something in with this. Data Protection The subject of data protection was discussed, particularly in relation to the sharing of information on databases which also lead to a discussion as to who owns the databases of both the school and the alumni associations. There is no easy answer to this and it appears to be down to individual discussion within the individual schools as each case is different. Questions such as does the alumni association have a separate legal identity to the school? Data Subject Rights would the subject be surprised with the way in which you are using their data or is it made clear from the start? Data Security Check the data protection policy to confirm that plans are in place if there is a breach of security. If using a mailing house, it is necessary to have a written contract with them that they will not use any data provided for any other purpose than sending out your mailing. Events The number of events varied tremendously between Associations depending upon the resources available. A recurring theme was that organizing year group reunions is a good way of persuading people to attend. It is always better to go to these events if you can be assured of meeting up with your contemporaries. One member advised that they hold anniversary parties for 4

5 those who left 5 and 10 years ago. They are held in London and are organized by a year group leader. They also hold dinners at school for those who left 25 and 50 years ago. Regional at homes were also mentioned where members of alumni hold events in their own homes. One member advised that their most successful reunion is their 1 st year leaver s party held at a pub in Earls Court. Other ideas are pub quizzes, overseas events plus music and theatre societies. We all need to be constantly reinventing the wheel with new ideas and ways to keep events interesting to attract people. Friend Raising v. Fundraising The question was raised by a number of people as to whether the various reunion events should be used for fundraising. One association present had the advantage of having a development office which enabled them to have two distinct types of events. For their members attending events they know from the start if it is a fundraising event or merely a social event. If the latter, there is absolutely no fundraising involved. Should alumni associations be used as a tool for fundraising and is it therefore acceptable to be using the information held on databases for fundraising purposes? This comes back to who has ownership of the information held on the database, is it the school or the alumni association and therefore who has control and authority over the use of its content? The general feeling was that ideally social events should be for exactly that and that fundraising should be kept separate. However, most association do not have the funding for a separate Development Office, in which case it was felt that associations do have a role to play in fundraising. Some independent schools rely heavily on donations from wealthy and generous alumni who feel an affinity to the school so for most, it appears that the two functions need to work together. It does mean that the issue of data use needs to be clear from the outset. Wider Membership A number of those present open some of their events to the wider community such as former staff, current and former parents and other friends associated with the school. This has a number of benefits. It makes people feel part of the community, developing partnerships and hopefully building long term relationships. This wider community can offer valuable help both in fundraising 5

6 but also by offering time and experience in areas such as careers and work experience/placements. It was also felt that it is important to retain some events just for members. Constitutions and Committees Decide on a name and what the purpose of the Committee is ie. For the benefit of former pupils, fundraising for the school etc. Will there be honorary members ie. Former members of staff with a specified number of years service. Will this include support staff, particularly in boarding schools or just teaching staff? Must be accountable need to present annual accounts. Set a realistic rate for subscriptions and decide how and when they will be collected. State how many times a year the Committee should meet. Decide on the structure of the Committee: President/Chairman, Secretary, Treasurer, how many members and what is the term that each member should serve? Make provision for an emergency general meeting how many signatures required for this to come into operation? Indemnity for Committee Members Make provision for the process to be followed in the event of the club winding up including how any remaining funds would be dealt with. Give each member a specific job: Responsibility for organising social events Running a specific event Need a lawyer or an accountant (Treasurer) Invite a member of staff onto the Committee (Liaison with school) Invite the current Head Boy and Head Girl onto the Committee How many signatures required on the bank account. There being no further business, the meeting ended promptly at 4.00 pm. Graham thanked Pocklington School for hosting the event and all those present for attending. 6

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