Apologies and Welcome - Ashford School
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Ashford School Association Committee Meeting Minutes
Thursday 16 January at 18.30, LRC Ashford Senior School
Attendance: Julie Piper (ASA Chair, JP), Hannah Pinney (ASA Secretary, HP), Nicky
Brightling (ASA Treasurer, NB), Norma Smyth (Vice-President, NS), Toby Harris (TH), Tom
Vafidis (TV), Alex Playford (AP), Callum Thomas (CT), Helen Fairley (HF), & Sarah Kershaw
(SK)
1. Apologies and Welcome
Apologies received from Carolyn Chamberlain (ASA President, CC), John Abadom
(JA), & Mike Hall (Headmaster, MH).
HP welcomed all to the meeting, and those who were attending for the first time:
Alex Playford (Knights, 2007), Helen Fairley (Yeomen, 2003), Tom Vafidis (Friars &
Current Staff) & Callum Thomas (Squires, 2013).
2. Approval of Minutes of last meeting
The minutes of the Committee meeting held on Monday 30 September 2019 were
agreed as the correct record and were signed and dated by JP.
3. ASA Treasurer’s Report
NB reported that:
• The current balance in the Santander account is just under £9100, and there is
£290 in the NatWest account. There has been no expenditure over the last 12
months.
• We have received donations in from old standing orders, which we have tried to
cancel several times. NB will transfer the total £88 over to the Ashford School
Foundation.
• NB confirmed that there is money available to spend on alumni focused
projects, such as archiving, but also to assist in the development of the Alumni
Office. For example, supporting the increased circulation of the ASA School
Tie.
SK noted that the Alumni Office are wanting to transfer the alumni database from
thankQ to a new provider, Toucan Tech. This will be a much better platform, and in
the long run will be much cheaper. However, due to a limited budget the move has
had to be delayed, and it is unlikely we will be able to transfer this academic year.
NB confirmed that some of the ASA funds could be provided to support a project
like this.
SK suggested HP should keep reviewing the list of names of those who we are still
receiving standing orders from, as she may reconnect with them in the work she is
doing.
SK noted that Development budget was not particularly big, and along with HP had
been discussing ways we could generate some additional income. One suggestion
was to have a directory in ASA School Tie for alumni businesses. We could offer free
listings to businesses but charge a fee for an enhanced advert. The Committee
agreed that it was happy to support this initiative.
4. Matters arising
The ASA Constitution – Proposed Amendments
• HP noted that at the September meeting the Committee had discussed
amending the constitution (see last minutes). JP & HP proposedamendments to section 2 & 11, and shared the new draft with the
Committee. The Committee approved the amendments.
• HP will share the proposed changes with Carolyn ahead of the May meeting,
with the view to present the new draft of the Constitution at the Summer
AGM.
Judith Webb House
• HP explained that ASIC (International Centre) boarding house had been
renamed the Judith Webb House to commemorate Judith who was a former
School Governor & former parent.
• HP & SK invited Committee members to attend the plaque unveiling on
Friday 28th February at 2.30pm. SK noted after the unveiling there would
be Afternoon Tea.
• HP will add to the list of Events 2020.
Archives & Plaques Project
• HP reported there was no update on a space within the School for a
permanent Archive Room but confirmed that it was very much on the
School’s agenda.
Archive Material
• HP is going to the Prep School next week to review Friars Archival material
that is there. CT is going to accompany.
• TV felt more archival materials needed to be on display more generally
around school to share the history. NS agreed.
• NS added could we look out for portrait of Miss Thompson which used to
hang in the Atrium. NS said if we couldn’t find the portrait, could Beka do a
portrait from a photograph.
• SK reported that the portrait of Mike Buchanan was back with artist Beka
Smith, as she wished to make a few amendments. It should be back by the
summer and will be hung up as soon as possible.
• NS reported that she had researched the time capsule, and after discussion
with colleagues the consensus was that it was the actress Jan Frances who
dug the hole for the capsule (who was at the time a current parent).
Consequently, it would have been some time in the late 1990s. The time
capsule itself was a stainless-steel box made by a parent. It is buried under
the Senior School Quad (middle of Chaucer, Cranmer, Jubilee). SK will try
and speak to Jan Frances (she is a current grandparent), and NS will try and
find some photos.
Plaques
• HP reported that she had spoken with Model, the School’s signage company
about the plaque commemoration project, and the different options
available. HP shared a document with the Committee, detailing the
different options and pricings. The company had suggested using brass as it
is very durable, but it is expensive. NS queried the maintenance
requirements for this. AP suggested using a composite material which is
more hard wearing that doesn’t require cleaning, and HF agreed this might
be a good material to explore. SK added we might want it to look more
modern. HP noted the company had suggested some other materials, but
had not quoted for them.
• HF asked what plaques we had currently – HP highlighted a few examples.
SK noted we could look to replace some of these.
• Some plaque/commemorative ideas were suggested:
• HP suggested:
▪ The Edwards Room to commemorate former Headmistress Mrs
Edwards▪ Updating the Science Experiment board in Jubilee
▪ Chaucer commemorating Geoffrey Chaucer. NS added that
day houses were called after Chaucer, as it was linked to the
fact that they were ‘commuting’ to school = NS to double
check.
• AP suggested that something celebrating the arrival of boys in 2006
could be a future idea. SK agreed this would be a good idea, as it
would be good to tie in with an anniversary.
• AP asked if we still had boards listing House Captains. TV confirmed
that the School Captain boards were still on display in the vestibule
and added to each year. AP noted Hurstpierpoint had introduced
Oxbridge boards to celebrate individuals & perhaps Ashford could do
something similar.
• SK suggested Sixth Form could nominate a plaque for their year
groups, perhaps biennially, which will in turn help them feel part of
the alumni association.
• SK/HF suggested that we don’t need lots of copy on each.
• NB suggested it would be better to have a list featuring lots of different
ideas, using different materials, and with an idea of the associated cost,
in order that we can budget better, and create a good number of
plaques.
• HP noted there is a 4-week turnaround on the plaques. SK suggested the
first plaques are unveiled ahead of the ASA Summer Lunch. The
Committee agreed this would be a nice idea.
• SK added that we can also use this project to educate our current pupils
of the history of Ashford School. SK noted that prospective parent and
alumni tours could be conducted around the plaques. We could invest in
nice frames and create internal plaques ourselves, which would enable
us to keep the displays up to date. SK/HP to identify key spaces around
the school and begin to collate content. SK suggested the new Sixth
Form Centre as an option as it is going to double as a Conference Centre
too. TV suggested that Brake Hall vestibule would be another prime
location.
Sports Pavilion Opening – Saturday 13th June 2020
• HP reported that the Sports Pavilion Opening would be combined with the
ASA Sports Tournament, which will feature Hockey & Netball matches. SK
added that it will also tie in with The Stables official opening too. HP asked
all the Committee to put the date in their diaries.
• JP asked if the School are having someone open the new Pavilion. SK
confirmed that the School are keen to have press and ‘celebrities’ present.
They have invited Hamish Roberts back, and United Learning are keen to
get involved as they also have several Sporting Ambassadors.
• HP reported that Head of Sport Dan Cusani had also been in touch with
alumni who have represented their sport nationally. He is asking for their
team shirts and an accompanying photo which will hang in the Pavilion, and
in the same conversation is inviting them back to the Pavilion Opening &
Tournament. This will be a positive way to celebrate our alumni’s
achievements & inspire future generations. HP invited the Committee to
suggest other alumni to contact, as currently it is focused around the more
recent leavers. SK agreed it would be lovely to get people through the eras,
so that everyone who visits back as someone they recognize.
• The Committee suggested a few names of alumni we may wish to approach:
o JP suggested Gill Clark. NS confirmed that she was a Badminton
player.o CT highlighted several current/former staff including Mhairi Evans
who is an Olympian, Caroline Morris & Eirian Fox.
o NS remembered an alumnus had played cricket for Kent. NS will
follow up with former staff.
o HP mentioned Georgina Williams who was a Swimmer
o NB/CT suggested Sophie Ledger who went to America to play
Football and had played for Chelsea.
o NB suggested Emily Brightling who had played U18 England Touch
Rugby.
o SK explained the School’s sporting focuses were Hockey, Cricket and
Swimming so if we could have a focus on the sporting areas, as that’s
where we want to bring in talent.
Tom Watts Travel Award – Euan Nicholls (Pilgrims, 2016) Application
• HP confirmed that there had been 1 application for the Tom Watts Travel
Award, from Euan Nicholls (Pilgrims, 2016) to help fund his medical
elective.
• The Committee discussed his application.
o HP felt it would be inspirational for current pupils to hear about
Euan’s experiences on his medical elective. TV agreed, and noted it
was a very different application to those in previous years as it was
focused around furthering his academic studies.
o NB confirmed that we had not made the award last year and had
discussed potentially awarding the double amount. SK felt we
shouldn’t award double, especially as the award has been split in
previous years, to which the Committee agreed.
• The Committee agreed to award Euan the sum of £800 for his flights. HP
will ring Euan to and will then issue him with the contract.
• JP confirmed that the Committee would like Euan to provide a report &
photos for the School Tie.
• The Committee added that late applications would be considered as there is
money available.
• SK & HP to check where the funds for this come, as NB/JP confirmed that
the ASA does not fund this award.
5. Upcoming 2020 Events
A full Events List for 2020 was provided by HP ahead of the meeting.
• SK noted the development of alumni events and highlighted how there are
now lots of different events for different interest groups. We want to
encourage more alumni to let us know about events that they are involved
in, which in turn we can promote and advertise to alumni. SK highlighted
that we don’t have to police all this alumni activity, but we can facilitate it.
SK asked for suggestions/feedback from Committee members to think of
any events that could be added, or an event that stand out for their years.
• NB asked about Legacy Club Lunch. HP explained that it was for those who
have left money to the Foundation in the wills, and to thank them. But also,
for prospective legacy club members to have a chance to find out more.
• HP asked committee members to put all dates into their diaries, and
highlighted London Drinks Thursday 19 March & the ASA Summer Lunch
Saturday 4 July.
• HP invited all Committee Members to attend the Artist in Residence
Exhibition Private Viewing next Monday (20 Jan)
• HP invited all Committee Members to Beauty & the Beast VIP evening on
Thursday 5 March. HP keen for alumni to come back and support thecurrent pupils, and so has agreed with the Performing Arts Department that
alumni can buy discounted tickets for the Thursday & Friday performances.
• HP suggested London based alumni might wish to join alumni sporting
leagues, for example the Arthurian league which is a football league. CT to
find out if there is an interest in the alumni for this.
• CT suggested inviting ex-pupils back for Careers event. SK/HP confirmed
that they were in conversations with Claire Miller & Kirsten Dickers about
doing this, along with mentoring opportunities.
ASA Summer Lunch
• SK felt that last year’s Lunch was well received, and that the pictures in the
School Tie looked great.
• HP confirmed that the goal is to double attendance, and there are already
alumni interested in bringing tables. HP asked all Committee members to
publicise the date to their peers and encourage bookings.
• This year, the AGM will be a separate event beforehand with tea and coffee.
• SK & HP will have email signature banners for the ASA Summer Lunch.
• SK added it would be nice to offer tours this year and suggested having the
prefect body available to do so. The Committee agreed.
• NS suggested having an archive table featuring photos from the year’s
attendees were at Ashford School. The Committee agreed.
6. Foundation & Fundraising Report
SK updated the Committee on the Ashford School Foundation’s (ASF) new strategy:
• The aim of the ASF is to raise money for Bursaries and for Capital Projects.
• Initially looking to expand the number of Foundation Patrons & Trustees. A
list of 30-40 potential names has been collated, and the School will be
inviting people to get involved.
Bursaries
• The School wants to increase the number of bursaries & assisted places that
it awards and wants to focus on awarding these to high potential students
(whether in academia, sport, music) for which an Ashford education would
be a transformational experience.
• JP asked if there was a criterion that they must meet. SK confirmed every
case is looked at individually.
• NS asked at what age does the School award bursaries. SK confirmed the
School offers in Year 7, 9 & 12 however sometimes other year groups are
considered dependent on the applicant and at the Head’s discretion.
Capital Project: Swimming Pool
• The School has identified the need for a new swimming pool, as it now
boasts a high-quality swimming programme, which currently the facilities
don’t match up to. Ashford now has National level swimmers, a multi-sports
programme, and sees over 1000 students from across the local community
using the pool. Students are being attracted to the school for its swimming
programme, and the School wants to be able to host galas. The current
pools are only 20m in length, and to be classed as a competition pools, need
to be 25m. United Learning will not support this development financially, so
the School must look to other sources of income, and consequently are
launching a fundraising campaign.
• The proposed position of the new pool is on the Senior School site behind
the Astro Turf (Lower Nightingale), with access directly off the main road.
• The ASF Trustees agreed at their last meeting to help fund a feasibility
study. The company were contracted at end of last year and the study was
begun before Christmas. The feasibility study itself is a big investment and
will report back on all aspects of the project, from planning permission, tocostings, to timescales, to fundraising possibilities & tactics. It is hoped the
results will be back next month.
• It is expected that the total needed will be £2 million, which SK predicts
will take around 3 years to fundraise.
• A letter will be sent out to the current parental body to ask for volunteers
to join a Fundraising Committee, specifically those with project
management experience, experience in large fundraising campaigns, or who
are able to donate or connect the School with possible donors. SK is also
going to appeal to the staff body as to whether they know of any parents
who would like to get involved.
• JP asked if the new pool would be open to community. SK confirmed that
the School will continue to work with local Primary Schools and that there’s
every hope we can increase the capacity for community swimming.
• Once the feasibility study is back the School will need to have its whole
community on board. There will be large scale events, and conversations
taking place with the local community and businesses.
• JP asked how ASF Patrons are acknowledged and wondered if there could be
a board with their names or a thank you in the School Tie. SK noted that
there have been Patrons’ lunches, and meetings on a one-to-one basis, as it
is still a relatively small number. Patrons are also invited to School events,
such as Prizegiving, Carols by Candlelight & the School Musical. HP
confirmed that their names were featured in the School Tie. SK also added
that if we had a strong fundraising team for the Pool they should be
acknowledge somewhere inside the new facility.
7. AOB
Sixth Form Centre Update
• SK reported that planning permission has been submitted and should know
by Easter with aim of getting it up and running by 2022. SK suggested we
might want to put a time capsule in the build. SK confirmed that UL would
be financing.
• JP asked if we still owned the Flour Mills. SK confirmed yes, but that no
plans had been announced the for building.
School Tie
• SK/HP confirmed we want to increase the circulation.
• SK thought it was brilliant that HP was able to get a second magazine out,
and get the printing schedule back on track, and that the timing fits
perfectly with a copy arriving on doorsteps in time for Christmas.
• HP confirmed that we have had positive feedback from the School Tie. SK
noted we had paid for a professional photographer for some of our events.
Date of next meeting
o The Committee members agreed that an evening had worked well for all
members.
o HP proposed that for the next meeting we create a Doodle Poll to set the
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