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Established 1965
## **Annual General Meeting**
## **Wednesday 23 November 2022**
## **Attendees**
Staff: Christine Hall, Tammy Brandon, Alison Girling, Karen Hall, Andrea McCauley
Committee: Sarah Gysbers, Harriet Joannou, James Mellor
## **1. STAFFING**
Chris and Alison gave an update on staffing. We now have 11 staff members. Susan has become member of our Bank Staff pool. All staff have been working hard to ensure the new children have settled in since September’s intake. The following points were made on specific areas that staff are working on: Melanie is working on Speech and Language Development. Alison is working on Behaviour Management. Natasha is our ENCO lead (equalities/ diversities – staff and children). Leanne is our Forest school lead.
## **2. ADMISSIONS**
Applications for our waiting list continue to come in steadily at a donation cost of £25. We have 12 new joiners starting in the Spring Term 2023. Our 2.5 year olds on mornings only should be ready to take up their full days from January. With the addition of the new children and full days now being taken our registers should start to become full, maximising our funding/fees. Due to the large number of spaces being held from September-December losing us vital income, ideas were discussed on how we could better manage that From September 2023.
## **Action Points**
- Give priority on full day spaces to the 3-4 year old children to be taken up at the start of the academic year.
- Two and a half year olds will then be able to take up whatever half day sessions are left. This will help to ensure we are receiving maximum income and not holding spaces for many months.
- If spaces are being held until the Spring Term it was suggested that we offer these sessions to our parents on a temporary basis.
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Another suggestion is to consider giving only a morning session on a Tuesday and Thursday to our 2.5 year olds which frees the afternoon to concentrate on the elder children.
## **3. FINANCES**
Fiona Sagoo (our Accountant) presented our accounts for the financial year 2021/2022. The preschool has made a loss of around £8000. This is an increase on the past two years, however it is primarily due to an increase in wages, additional staffing costs and an increase in rent (during the Covid year we only paid for what we used so rent cost was down). Fundraising has also not been as active as past years. The registration donation is continuing to make an impact on income and is agreed it has been a great addition to our fundraising. Gross income has increased this year, however our spending was also up. Fiona is not overly concerned given our historical data but suggests the following Action Points for consideration.
## **Action Points**
- Formulate a two/three year plan as we cant continue with the losses we currently have (or the pre-school will be forced to close)
- Autumn term is historically a loss making term, by the summer term we have a full register attending and the money evens out.
- More fundraising. Looking to raise around £3000 a year.
- Look at the staff to child ratios – especially during the Autumn Term when we have of spaces being held.
- It is a true balancing act on staffing levels. It is suggested that a full contract of hours is not given until full numbers of children are physically attending sessions. Staff could be asked to drop/increase sessions dependent on the number of children in.
## **4. POLICIES AND PERFORMANCE**
James Mellor was welcomed to the Committee and confirmed that he will be taking over from Karen Legge looking after our Policies which are based on the Early Years Alliance policy structure. Policies were reviewed in January 2022. Policies are developed by the Managers and staff and are reviewed and signed annually by the Committee. Karen Legge, Sarah Gysbers, Harriet Joannou held appraisal discussions with the Managers during the Autumn Term. Karen developed a pro forma to be used for Manager Appraisals. This should be used each year to ensure continuity and show development.
## **Action Point**
- Andrea to send James the policies in word format.
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## **5. SAFEGUARDING**
Chris Hall is our Safeguarding Lead. The Committee all need to undertake Safeguarding Training. Tammy suggested that Chris and Alison could run safeguarding training for the Committee. Andrea may benefit from completing a lower level safeguarding course. Sarah and Harriet confirmed they know what to do if a safeguarding issue arises.
## **Action Points**
- Harriet to ensure the Committee all have safeguarding training.
- Chris to set Andrea up on the lower level training.
## **6. FUNDRAISING**
Autumn Term 2022 Fundraisers included: a coffee morning, Bags2School, Christmas Cards, Raffle and dress up days. A donation pot & card reader to be put out at the Christmas singalong for donations. Need to recruit a Fundraising Team to work solely on Fundraising Ideas. Volunteers would not need to become Trustees/ full time committee members. Francesca has been looking into a Sponsor for the pre-school. A local business who would give us a sum of money a month/term/ year and we would advertise their business on all our paper work/ website etc. Neil King Estate Agents are already committed to another charity but would like to help us where they can. Ideas for other sponsors: ProSmart, Clearview Mortgages, DHW Guttering and Maintenance, Pro-valeting, Kat King Yoga, CRB Waste, Jake deMann (plumber on graylands).
## **Action Points**
- Committee Members to meet in January and discuss fundraising ideas for Spring & Summer Term
- Tesco funding to be looked at again.
- Sponsors for the pre-school to be approached.
## **7. GOVERNANCE**
Committee Members Leaving – Karen Legge (Policies), Suzie Fogarty (Admissions), Sarah Lilley (Chair)
Committee Members Joining – Sarah Gysbers (Chair), Harriet Joannou (Treasurer), Francesca Barlow (Admissions), Daria Emery (Secretary), James Mellor (Policies), Deborah Talbot (Fundraising)
All Committee roles are now filled. It was confirmed that we do meet the Constitution requirements.
## **8. OTHER BUSINESS**
New sheds/storage is needed for the garden area. Our current sheds are rotting/damp/ 15 years old. Need a skip in order to clean out all our old toys/ equipment that is no longer needed. Could some of the toys/ equipment be sold/offered on the Theydon Website for a donation on collection? We need to confirm who is going to go in and clear it out. Need stacking storage boxes for the toys and equipment that we are keeping in the storage area upstairs.
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## **Action Points**
- **Andrea to purchase storage boxes**
- **Sarah to speak with CRB Waste about a skip**
Next AGM to be held in November 2023.
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**Charity Name N Theydon Bois Pre School Group 10**
## **Receipts and payments acco**
Period start date
## **For the period from**
**To**
1/8/21
## **Section A Receipts and payments**
**Unrestricted Restricted Endowment funds funds funds**
**to the nearest £**
**to the nearest £**
## **to the nearest £**
## **A1 Receipts**
**----- Start of picture text -----**
Fees 23,548 - -
fundraising 945 - -
interest 6 - -
sundry 101 - -
uniform sales 143 - -
donation 3,084 - -
ECC Funding 94,596 - -
- -
- -
- -
122,423 - -
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - -
- - -
Sub total - - -
Total receipts 122,423 - -
A3 Payments
wages and salaries 109,090 - -
rent 9,000 - -
supplies/refreshments 4,849 - -
insurance 928 - -
training 979 - -
art materials - -
uniform stock 652 - -
toys/equipment 1,004 - -
admin/misc 4,030 - -
Sub total 130,531 - -
A4 Asset and investment
purchases, (see table)
- - -
- - -
Sub total - - -
Total payments 130,531 - -
**----- End of picture text -----**
|**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_ **|**- 8,108**||**-**||**-**|
|---|---|---|---|---|---|
||**-**||**-**||**-**|
||**68,393**||**-**||**-**|
||**60,285**||**-**||**-**|
## **Section B Statement of assets and liabilities at the end of**
||||**Unrestricted**|
|---|---|---|---|
|**Categories**|**Details**||**funds**|
|**B1 Cash funds**|current ac
Investment
petty cash etc|**_Total cash funds_**|**to nearest £**
**17,243**
**43,000**
**41**
**60,285**|
||(agree balances|with receipts and payments
account(s))|OK|
||||**Unrestricted**|
||||**funds**|
|**B2 Other monetary assets**|**Details**||**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**|
||||**Fund to which**|
|**B3 Investment assets**|**Details**||**asset belongs**
**Fund to which**|
|**B4 Assets retained for the**|**Details**||**asset belongs**|
|**charity’s own use**|||**Fund to which**|
|**B5 Liabilities**|**Details**||**liability relates**|
Signed by one or two trustees on behalf of all the trustees Signature Print N
**o (if any) 000272**
## **ounts**
## **CC16a**
Period end date 07/31/2022
## **Total funds**
## **Last year**
**to the nearest £**
**to the nearest £**
**----- Start of picture text -----**
23,548 23,695
945 53
6 9
101 1,463
143 -
3,084 50
94,596 15,269
- 50,717
- -
- -
122,423 91,256
**----- End of picture text -----**
**----- Start of picture text -----**
-
- -
- -
122,423 91,256
109,090 90,759
9,000 2,448
4,849 2,694
928 -
979 723
- -
652 -
1,004 319
4,030 2,707
130,531 99,650
**----- End of picture text -----**
**----- Start of picture text -----**
-
-
- -
130,531 99,650
**----- End of picture text -----**
**----- Start of picture text -----**
- 8,108 - 8,394
- -
68,393 76,787
60,285 68,393
**----- End of picture text -----**
## **the period**
**----- Start of picture text -----**
Restricted Endowment
funds funds
to nearest £ to nearest £
-
-
-
- -
OK OK
Restricted Endowment
funds funds
to nearest £ to nearest £
- -
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
- -
- -
- -
- -
Amount due When due
(optional) (optional)
-
-
**----- End of picture text -----**
**----- Start of picture text -----**
-
-
-
Date of
Name
approval
**----- End of picture text -----**
CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examiner's report on the
accounts
Section A
Independent Examiner's Report
Report to the trusteesl
members of
Chanty Nam6
Theydon Bois Pre School Group
3117122
On accourrts for tho year
ondod
Charity no
(if any)
1000272
Set oirt on pages
IreTrietnber lo Indude Ihe page numbers of adéitional she81s1
I report to the trustees on my examination of the accounts of the above
¢harity (Ihe Trusf) for the year ended2 V ;01 :,
As the charity's trustees, you are responsible for the preparation of the
accounts in ardance with the requirements of the Charities Act 2011
("the Act").
Responsibllltios and
basis of report
I report in respect of my examination of the Trust's accounts carrted out
under section 145 of the 2011 Act and in carrying out my examination, I
have followed all the applicable Directions given by the Charity Commission
under section 145(5Xb) of the ACL
Independent
examlnerfs statement
I have completed my examination. I confirm that no material matters have
ome to my attention in connection with the examination which gives me
cause to believe that in, any material respect..
the accounting records were not kept in accordan with section 130
of the Charities Act,- or
the accounts did nol accord with the accounting records. or
the accounts did not comply with the applicable requirements
ncerning the form and content of accounts set out in the Charitres
{Accounts and Reports) Regulations 2008 other than any requirement
that the accounts give a 'true and fairf view which is not a matter
onsidered as part of an independenl examination.
I have no ojncems and have come across no other matters in connection
with the examination to which attention should be drawn in this report in
order to enable a proper understanding of the acuntS to be reached.
. Please delete the words in the brackets if they do nol apply.
Dato:
Signed:
Name:
Fiona Sagoo F
S Accountancy & Taxation Ltd
Relevant professlonal
qualification(s) or body
(if any):
ACA ICAEW
Address..
IER
39 Woodland Way, Theydon Bois, Essex CM16 7DY
Oct 2018
Section B
Disclosure
Only complete if the examiner needs to highlight material matters of concem
(see CC32, Independent examination of charity accounts: directions and
guidance for examiners).
Give here brlef details of
any items that th•
examiner wishes to
dis¢loso.
Oct 2018
IER