Minutes of the Alumni Committee 12 January 2026

Present

Tom Webster, Simon Pickett, Nigel Barton, Nathan Whales, Gavin Purvis, Robert Sheardown, Paul O'Reilly, Andrew Roberts*, Ben Whinney*, Tom Deller*, Grace Bufton

*via Teams

SP introduced Grace Bufton, attending the meeting in her new role as Development and Alumni Relations Manager.

Apologies were accepted from: Andrew Jones, Tony Shearer, Michael Barney, Rich Bijster

Minutes from the Last Meeting and Actions Arising

No comments were raised on the previous minutes so they are considered accepted by the Committee.

SP noted that an update on the status of the archive going live will be available at the end of this week (16 Jan).

Action 2.1: RB to send proposed ticket prompt to MB for review/issue to SP - Completed

Action 2.2: RB to issue a request for names for set up/clear up, fundraising tasks - Completed

Action 2.3: TW to issue final version of Comms strategic goals framework to the Committee. To be done this week.

Action 2.4: POR to arrange a meeting of the fundraising sub-committee prior to the dinner. Opportunities for projects to be proposed. Completed

Report of the Chairperson

TW acknowledged how well the annual dinner went. A review of what went well on the evening and where improvements could be made should be organised by the Events sub-committee soon so this can be built upon for 2026. Further opinions/views of the event from attendees would be helpful. NW noted that the use of the card reader for donations made collections much easier than before.

Action 3.1: RB to contact SP and establish the state of finances for the night.

It had become evident that other cohorts of ex-pupils hold reunions throughout the year and may not necessarily be aware of the annual dinner. Use of the Head Boys as routes in to cohorts could be fruitful. It was agreed that work is still needed to engage more ex-pupils.

A date for the 2026 meeting should be set by the Events sub-committee as soon as possible, with emphasis on lining up a suitable speaker early on. It was agreed that a notice on LinkedIn about the dinner and donations collected would be issued.

Action 3.2: RB to provide Comms team with info and pictures etc. for some post-dinner publicity.

TW thanked the Events team for making the night a success.

Report of the Treasurer

No financial report was available for the meeting.

Report from Sub-Committee Leads

Events Co-ordinator – RB

RB was absent from the meeting, so any further discussion on the dinner was postponed.

BW provided an update for the rugby scheduled for 4 April. A change in the team selection process will take place this year where a draft-based system will be employed. More effort through WhatsApp etc. is being made to contact potential players.

Planning for the day is needed from the charity and alumni perspectives, e.g. ticket source links. SP agreed to put out a notice similar to last year regarding tickets. This could be distributed further through social media. All agreed that alumni engagement was the priority for the day.

The issue of sponsorship/fundraising was discussed. No arrangements have been made for this year. The committee agreed that the longer-term trajectory for the event will need to be discussed with all interested participants at some time recognising the sensitivity of this event, e.g. a more general memorial day incorporating other pupils who had passed.

The Alumni needed a clear plan of how monies collected at the match would be split (%) between charities after the event. A single donation collection system was preferred with the eventual split stated at the point of collection (the idea of individual charities collecting at the match was not supported). It was recognised that there could be more opportunities for extending fundraising at the rugby if attendees could be encouraged to stay after the event concludes. The venue is a good one, however one interest may be to bring it closer to Grantham in the future.

Action 3.3: BW to meet with Josh to discuss how donated funds would be split and also on the future long-term direction of the event.

TW noted that WhatsApp proved to be an effective communication channel and asked if it could be extended to be a more widespread broadcast tool for Alumni information. It's understood that there's a cap of around 2000/account, however this wouldn't be an issue at this time. This needs to be considered by the Comms sub-committee as part of the overall comms strategy.

Communications and Communities Co-ordinator – MB

BW noted the school's visual style guide and that the Alumni's style should complement that of the school while still being clearly differentiated. Both entities should have a coordinated approach, linking them in all communications. Rebranding is also being looked at. When this work is complete, the proposal will be circulated to the committee for review prior to the next meeting.

Fundraising and Development Co-ordinator - POR

POR noted that there had been a productive sub-committee meeting held since the last meeting (notes appended to these minutes as Attachment 1). POR summarised the conclusions of that meeting principally:

• The creation of a Community Investment Fund which would be used to coordinate the use of collected funds.
• Fund tangible school projects (e.g., floodlights, garden). To be proposed and selected in partnership with the school.
• Launch an annual Alumni award/scholarship (e.g. £500): To recognise and support an elected student.
• Adopt an 80/20 focus: Prioritise fundraising (80%) over fund distribution (20%), as raising money is the primary challenge.
• Protect the £12k reserve: Maintain a minimum balance of £8k–£10k to ensure financial stability, funding all new initiatives from fresh donations.

TW noted that the scholarship awards were to be aimed at unlocking potential for pupils leaving school. The mechanism for managing scholarships was discussed at length. The subject of supporting mental health issues had also been discussed as part of our remit, i.e. not necessarily funding-based activities. Further work on guidelines for support was still a work in progress.

The main approach over recent years has been event-based. Previously, the alumni had used a paid membership approach and this had been discussed again at the subcommittee meeting. The issue of what alumni would receive for a membership fee was noted but this also was still under discussion with several options on the table concerning value and scope/level of membership.

GB noted the importance of a membership platform as the basis for moving forward. GB had done some early investigation into how a similar school manages its alumni/school relationship, however, further research is needed.

Sponsorship was again discussed. It has previously been successful, especially for the rugby (kit, etc.). Any sponsorship for an event would have to be well publicised on social media. All were generally in favour of seeking sponsors, either for specific needs or as a general fundraiser and is envisaged as being a key part of King'sCon.

TW reported that, concerning King'sCon, he had had discussions with professional events organisers on typical set up/organisational costs. A basic budget would be required with core/headlight sponsors on board to cover the fixed costs. Additional sponsors could then be added as planning develops. This is an ongoing task in its early stages.

In general, the committee agreed with the direction of the fundraising subcommittee's intentions. TW asked that the subcommittee plan on presenting a developed fundraising strategy which would include the investment fund which can be reviewed by the committee.

Action 3.4: POR to organise and present a refined fundraising strategy for committee review.

Careers and Mentoring Co-ordinator – GP

GP reported that he had met with NW and TD in the past week in order to understand what the school needs in terms of mentoring/careers advice before we offer anything/support the school. It is envisaged that career advice/mentoring would be offered to all from Y7 – Y13 and could be offered virtually as required. Building a database of those willing to assist with mentoring will be required. In later years (i.e. Sixth Form) activities involving work experience would be appropriate, possibly utilising parent work resources. The concept of a Careers Experience Day was discussed where paths to specific careers could be explored between someone with a relevant profession and interested students. This could start with local businesses. A questionnaire could be circulated in order to understand the current availability of potential mentors and develop a database of who would be prepared to offer time as a mentor.

It was agreed that the Alumni would not be running their own careers/mentoring service but instead filling in any gaps within the school's current processes which are organised on a weekly basis. This is an ad hoc approach identifying parents, local businesses etc. with relevant experience who are prepared to meet students. NW noted that mentoring needs to cover immediate needs on career planning as well as longer term plans and, as a consequence, mentors from all ages would be ideal.

Action 3.5: GP to develop a scope of work for the subcommittee, which will be circulated to the committee for review.

TW noted that cross pollination between the four subcommittees was important for these initiatives to be successful and that was likely to be best achieved directly between subcommittee leads.

Items and Reports for Discussion and Action

No further items were discussed.

Any Other Business

Availability of school ties was raised. This would be directed to AJ.

Date of Next Meeting

The next Alumni meeting will be on 2 March 2026 at 7.00pm in the library and online. The agenda with online joining instructions will be issued no less than 7 days prior to the date of the meeting. Interim meetings for various subcommittees prior to the next scheduled meeting will probably be individually organised.

Actions Arising

• Action 2.3: TW to issue final version of Comms strategic goals framework to the Committee
• Action 3.1: RB to contact SP and establish the state of finances for the night
• Action 3.2: RB to provide Comms team with info and pictures etc. for some post-dinner publicity
• Action 3.3: BW to meet with Josh to discuss how donated funds would be split and also on the future long-term direction of the event
• Action 3.4: POR to organise and present a refined fundraising strategy for committee review
• Action 3.5: GP to develop a scope of work for the subcommittee, which will be circulated to the committee for review

Attachments

Attachment 1: Minutes of Funding & Development sub-committee held on 1 December 2025

Participants

Richard Bijster, Tom Deller, Andrew Jones, Paul O'Reilly, Andrew Roberts, Tom Webster, Michael Barney (absent from meeting but written input)

Action Items

• Richard B: Draft and circulate a statement for the annual dinner program announcing the CIF and its initial goals.
• Paul: Circulate notes from this meeting for review.
• Tom W: Prepare a dinner speech including launch of the CIF.
• All: Purchase of dinner tickets by next Monday to finalize the headcount.
• Paul/Tom W: Present proposals to next full Alumni Committee for approval/adoption.
• All: Next meeting after the full committee meeting in early January to continue planning.

Meeting Purpose

Define the alumni society's fundraising and development strategy.

Key Takeaways

• Launch a "Community Investment Fund", establishing a clear purpose for fundraising and developing recognisable values of alumni.
• Fund tangible school projects (e.g., floodlights, garden). To be proposed and selected in partnership with the school.
• Launch an annual Alumni award/scholarship: To recognise and support an elected student.
• Adopt an 80/20 focus: Prioritize fundraising (80%) over fund distribution (20%), as raising money is the primary challenge.
• Protect the £12k reserve: Maintain a minimum balance of £8k–£10k to ensure financial stability, funding all new initiatives from fresh donations.

Topics

Financial Context & Strategy

• Current State: The society holds ~£12k in reserves.
• Historical Precedent: The typical base level was £8k–£9k, with £1.5k–£2k distributed annually. The current surplus accumulated because no funds were disbursed for several years.
• Core Principle: Maintain a minimum reserve (e.g., £10k) and fund all new initiatives from new donations. This protects the society's long-term financial health.

The "Community Investment Fund" (CIF)

• Concept: An umbrella fund to give fundraising a clear, unified purpose.
• Structure: The CIF will have three initial activity streams:
  • Alumni University Scholarship: An annual award (e.g., £500) for Year 13s.
    • Purpose: Provide quick, impactful PR and a tangible example of the society's value.
    • Process: A formal application via letter to the alumni committee.
    • Criteria: Target students with financial need (pupil premium, first-generation university) or those starting a business.
    • Recognition: The winner will be invited back for Speech Night in Year 14 to receive the award publicly.
  • Facility/Project Grants: Funding for tangible school needs.
    • Purpose: Attract larger donations, as donors often give more for concrete items (e.g., floodlights, garden project).
    • Mechanism: Could evolve into a "Dragon's Den"-style pitch event.
  • Awareness Theme: A periodic focus on a cause, not just fundraising.
    • Initial Suggestion: Men's mental health.
    • Activities: Could include guest speakers at dinners and promoting resources.

Fundraising Tactics

• Digital Fundraising: The most profitable channel due to low overhead and global reach.
  • Platforms: Explore GoFundMe or Patreon for one-click donations.
  • Tiers: Offer voluntary monthly subscriptions (e.g., £1, £5, £10) to the CIF.
• Event Sponsorship: Maximise revenue from existing events (rugby, cricket, dinner, King's Con).
  • Model: Secure a headline sponsor (e.g., £1.5k–£2k for the rugby match) and offer smaller packages.
  • Coordination: The fundraising and events subcommittees must work together.
• Merchandise: Expand the range of items beyond ties.
  • Ideas: Cufflinks, label pins, caps, and special edition items (e.g., anniversaries).
  • Strategy: Use merchandise as a benefit for higher-tier donors.

Future Initiatives (Parked for Now)

• King's Con: A proposed two-part event (day conference, evening social) requiring a professional organiser and a headline sponsor.
• "Dragon's Den" Pitch Event: A potential evolution of the facility grant process.
• Mentorship: To be coordinated with Careers & Mentoring sub-committee.

Andrew Roberts
Secretary