pEvH ILL PENHILL PLAYGROUP STEERING COMMITTEE ANNUAL GENERAL MEETING MINUTES OF MEETING HELD ON Wednesday 27th September 2023 AT PENHILL PLAYGROUP, PENHILL ROAD, LANCING PRESENT Katie Ayling, Sabrina Back. Sarah Brake, Nicola Kirk, Leena Tucker (remotely) Meeting commenced at approximately 8pm 1. APOLOGIES FOR ABSENCE Gemma Griffiths, Zoe Brown and Samantha-Jo Jessey 2. WELCOME BY THE ACTING CHAIRPERSON Everyone was welcomed to the meeting and thanked for coming. 3. MINUTES OF LAST MEETING The minutes of the last Annual General Meeting, held on Wednesday 28th September 2022 were agreed as correct, proposed by Nicola Kirk and seconded by Katie Ayling. 4. MATTERS ARISING No matters arising. 5. CHAIRPERSON'S REPORT No report. 6. MANAGER'S REPORT This report covers the dates from September 2022 until the end of August 2023. We started the academic year wtth 20 children registered and ended the year with 31 although we did lose some children during the year due to moving or needing longer hours than we were able to offer 12 children moved on to school at the end of July. We referred children for speech and language therapy, supported two children with input from the Child Development Centre (CDC) and continued to support two mofe children with ongoing speech and language therapy. We referred four children to the SEND Under 5's panel and referred three children to the new specialist transition teacher in preparation for school. We referred a child for an Education Health and Care Plan and facilitated an opportunity for the Educational Psychologist to carry out a visit to Playgroup to support this Plan. We have had 5 children eligible ft)r Early Years Pupil Premium and have used this additional money to provide extra sessions for parents to attend, including Christmas and Spring craft making, three Transition to School training sessions and a Coronation Paty. We also used some of it to purchase toothbrushes, timers and toothpaste for the children, a few new resources and to help towards the cost of staff training. We have planned a wide variety of topics and themes over the year, using the children's interests in jobs, vehicles, dinosaurs and animals as a starting point and introducing new Page1 ofs
topics based on the children's own eXperIenS and what is happening in the world around them, such as Holi, the King's Coronation. Chinese New Year and looking after our environment. Our outings began again in January and were able to encompass a wider range of activities this year, including trips to Hove, Worthing and Shoreham, by train or bus. We also visited all the local parks, the library, Community Garden and bakery and it was good to be able to retum to the Marlipins Museum in Shoreham in the summer. This year we asked for a voluntary donation of 50p per week. per child for the outings and were fortunate that all the money donated covered our bus and train fares throughout the year, so we will continue ask for voluntary donations again. We were also fortunate to have Angle Norris volunteer on our outings most weeks, which meant that some challenging situations that arose were more easily dealt with. We did not have as many visitors to the setting this year. but the children still benefitted from a visit from a tortoise, which most children were fascinated by. We hope to welcome more visitors over the next 12 months. Parent events Autumn Tem - open aftemoon (15 adults, 12 children), craft afternoon (12 adults, 15 children) and Christmas songs on the last day of term (most parents). Spring Term Open aftemoon (19 adults, 20 children) and Spring craft afternoon (14 adults, 18 children) Summer Tem - Transition Training for parents and their children over three afternoons, for an hour each (6 families), Coronation Party (24 adults. 21 playgroup children, plus 7 younger siblings) and Dad's Day on a Saturday in June (8 adults, 8 children). We also made artangements to speak to parents who were unable to attend these events, to ensure that we shared their children's progress and achievements regularly, During the year, Katie got involved with other local settings to raise awareness of the lack of funding for Early Years settings. Many of our parents, carers and their families supported the campaign by signing the petitions both online and in person. In July it was announced that the funding rate for eady Years would increase for the Autumn Term 2023 and Spring Term 2024, which will have a positive impact, although whether this will be sustained from April 2024, we are yet to find out. Staffin Hayley Ellaway resigned at Christmas as she did not feel able to commit to the hours she was contracted to work, due to changes at home. Unfortunately, we were not in a position to be able to repla her, meaning that on Wednesdays, there were usually only 4 members of staff working, so we restricted the number of children attending on that day. We welcomed a number of students on work experien, both short and long term, over the summer term, with some faring better than others. We also supported another volunteer for about 6 months, but due to ill health it was felt better for her not to return after the May Half Tem. Trainin Hannah decided not to continue wtth her ApprentIShIp due to the lack of technical and maths support she was getting from the training provider. However, it is something she would like to return to and complete in the future, rf possible, but we agreed that a fa to fa course would suit her better. Page2of5
topics based on the children's own experien$ and what is happening in the world around them, such as Holi. the King's Coronation, Chinese New Year and looking after our environment. Our outings began again in January and were able to encompass a wider range of activities this year, including trips to Hove, Worthing and Shoreham, by train or bus. We also visited all the local parks, the library, Communty Garden and bakery and rt was good to be able to return to the Marlipins Museum in Shoreham in the summer. This year we asked for a voluntary donation of 50p per week. per child for the outings and were fortunate that all the money donated covered our bus and train fares throughout the year, so we will continue ask for voluntary donations again. We were also fortunate to have Angle Norris volunteer on our outings most weeks. which meant that some challenging situations that arose were more easily dealt with. We did not have as many visitors to the setting this year, but the children still benefitted from a visit from a tortoise, which most children were fascinated by. We hope to welcome more visitors over the next 12 months. Parent events Autumn Term - open aftemoon (15 adults, 12 children), craft afternoon (12 adults, 15 children) and Christmas songs on the last day of temi (most parents). Spring Term- Open aftemoon (19 adutts, 20 children) and Spring craft afternoon (14 adults, 18 children) Summer Tenn - Transition Training for parents and their children over three afternoons, for an hour each (6 families), Coronation Party (24 adults, 21 playgroup children, plus 7 younger siblings) and Dad's Day on a Saturday in June (8 adults, 8 children). We also made arrangements to speak to parents who were unable to attend these events, to ensure that we shared their children's progress and achievements regularly, During the year, Katie got involved with other local settings to raise awareness of the lack of funding for Early Years settings. Many of our parents, carers and their families supported the campaign by signing the petitions both online and in person. In July it was announced that the funding rate for early Years would increase for the Autumn Term 2023 and Spring Tem 2024. which will have a positive impact, although whether this will be sustsined from April 2024, we are yet to find out. Staffin Hayley Ellaway resigned at Christmas as she did not feel able to commit to the hours she was contracted to work, due to changes at home. Unfortunately. we were not in a position to be able to repla her, meaning that on Wednesdays, there were usually only 4 members of staff working, so we restricted the number of children attending on that day We welcomed a number of students on work experience, both short and long term, over the summer term, with some faiing better than others. We also supported another volunteer for about 6 months, but due to ill health it was felt better for her not to return after the May Half Term. Trainin Hannah decided not to continue wtth her Apprenticeship due to the lack of technical and maths support she was getting from the training provider. However, it is something she would like to return to and complete in the future, rf possible, but we agreed that a face to fa course would suit her better. Page2of5
Afler the success of this grant, we applied for an Adur Community Grant of £4500 which was accepted and will cover the costs of running Stay and Play for the coming academic year, including paying staff wages and offering at least one Stay and Play session during the school holidays. Current Picture We currently have 21 children registered with us with more due to start during the year as they turn old enough. We are fortunate that our volunteer Angle is now coming in on a Wednesday moining, until the outings re-start and we have been joined by another volunteer, Julie Herbert who supports us on a Tuesday and Friday morning. They are both experienced practitioners and their extra help is very much appreciated. Two parents, one from Stay and Play and one from Playgroup have volunteered to join the committee, but more people are still needed. Katie is registered to complete a 4 month SEN course, funded by the Government and provided through Best practi Neork. The idea is to share the training with Sabrina as SENCO as she did not want to do the training herself, having already completed a SEN Diploma earlier in the year. In April the first part of the Govemment's plan to introduce wider childcare access comes into force, with the plan being to extend the two year old funding to all working parents of two year olds. From September 2024, 15 hours of free childcare will be provided to all parents of children from the age of 9 months and from April 2025, working parents of children under 5 will be eligible for 30 hours free childcare. How this will affect us, we don't currently know. We are not able to cater for babies. but it may be appropriate to redu our intake age to two instead of two and a half, but this will need to be discussed with staff. It is possible to use the hall for addrtional sessions on some afternoons, but again, discussion would be needed wtth stsff as not all staff would want or be able to work additional hours. We also don't know what the Government's proposed funding rate will be, which makes planning for the future a challende. Thank you to the staff, volunteers. parents and carers who have continued to support us through a very challenging time. Thanks to the committee for their continuing support of the Playgroup and help at fundraising events over the year. Special thanks to Leena who has been Acting Chairperson. as well as Treasurer and has also supported our fundraising events and even come in to help at Playgroup when we have needed another pair of hands! 7. TREASURER'S REPORT The accounts have been audited and approved and show a profit of £9142.27 The funding from West Sussex was more this year as we had more children registered with us. We also had more fee paying children and reiVed Inclusion funding of £3000 which fomis part of the money from West Sussex. We spent less on equipment, only purchasing items we needed. We will be receiving a grant of £4500 which is ring fend for Stay and Play, but means craft materials and resources such as paint. paper and glue can come out of this budget, as well as any reSoUrS needed for any Craft Aftemoons we hold. Page4of5
Katie asked rf it was worth looking at putting some money into a bond so that we would earn a bit of interest. Leena will look into this as we don't want money to be tied up for long periods of time, but a 12 month bond might be suitable. 8. APPOINTMENT OF AUDITOR Katie Waslell was proposed by Katie Ayling and seconded by Leena Tucker. Leena will check that she is happy to do this again. 9. ELECTION OF COMMIThEE Members staying on: Leena Tucker, Nicola Kirk. Katie Ayling as Manager, Gemma Griffiths Resignations: Zoe Brown (although she remains a commitiee member until new members have been approved by Ofsted.) New members: Samantha-Jo Jessey has expressed interest in joining the committee but was unable to attend the AGM but was proposed by Katie Ayling and seconded by all present and will hopefully complete the required fonTJS in readiness before the next meeting. Kate Angel (a Stay and Play parent) has also expressed interest in joining the committee and Katie will chase this up. Officers: Acting Chairperson Vice Chair Secretary Treasurer Leena Tucker Nicola Kirk {this was agreed with Nicola after the meeting> Katie Ayling Leena Tucker 10.MEETING OPEN TO THE FLOOR Christmas Table Sale- Katie will find out about booking the hall in November (18th or 25th Agreed we should charge £10 a table and ask for interest now before confiming a booking. Christmas Craft Aftemoon had been booked for Tuesday 19th Dember {during school holidays). 12-2.30pm offering toast and a hot drink to those attending. Aimed at under 5's but older siblings welcome. Cost of £2 per family. We have been invited to have a tree at the St Michael's Christmas Tree Festival the first weekend in December. We can ask other early years settings about sharing the cost of tree beeen us, but it was agreed to go for an artificial tree, which we need to provide ourselves for a cost of £30. We could use the Playgroup tree and just put it up a few days later than usual. 11. DATE AND TIME OF NEXT MEETING Next meeting. Tuesday 15th November 2023, 7.30pm at Leena's house (10 Rogate Close). MEETING CLOSED AT APPROXIMATELY 8.05pm. PageSof5
-] CHARITY COMMISSION: i FOR ENGLAND AND WALES, Independent examiner's report on the accounts Section A Independent Examine¢s Report Report to the tru5teesl mambers of On accounts for the year I 3 1 o.g Charity no (if any) Set out on pages I report to the trustees on my examination of the a¢¢ounts of the above chanly (Yhe Trusl-l for the vear ended .4 1 ") -) 1 "4 Responsibilities and As the charily trustees of the Trust, you are responsible for the preparation basis of rgport of the accounls in accordance with the requirements of the Charities Act 2011 ("Ihe Acri. I report in respect of my examination of the Trust's accounts earried out under section 145 of the 20 11 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 14515ljb) of the Act. I have completed my examination. I confirm that no malerial mallers have come to my attention It31tiEekCD"Y in connection with the examination which gives me cause lo believ8 that in. any material resped: accounting records were not kept in accordance with section 130 of the Act or the accounts do not a(Lord vnth Ihe accounting records Indepondent examiner's statement I have no concems and have come across no other matters in connection th thè examination to which attention should be drawn in order to enabl8 a proper understanding of the accounts lo be reached. Ple8se delete the words in the brackets rf they do not apply. Signed: Namo: L4 IL -1 L Relevant professional qualificatton{s) or body lif any): ALLA Address: 'JAL IER October 2018
Profit and Loss Penhill Playgroup Forthe year ended 31 August 2023 24 Turnover Cl4tr.In¥Sales Doiations 29.30 4L¥.78 Fund',£1{[rQMe0ffles GÈTroro1 furain 204.50 758.31 Y14k 10149 Otrier Setting5 Rewttth.ryraryyEf5 Parent Paid Fees L32.78 ?.542.75 sra,'and Pla'4Fee5 1.03305 ilarm 5p3¥esGiants We5tSu5sexCoknfiryCoull(li FuDding TotaTurn4>ver 69,542.55 77085.78 Gross Profit 77,88S.78 Administrative Costs Aud5t&AccouTrtsnc>"fee5 Bank Fee5 11&47 Cl£aoing FMplOrSaIlTral Insura¢ £qu.Ment Genaral 5.83 2.054.51 373.87 4Q2.70 Gifts 14L.SQ 377.00 IT5oliw2fèahdlonsurnabl¢& 191.24 MernberthIps#niftssti0n$ 295.89 107.39 PAU¢ LKeJ $9.59 Por.SiOn51o515 6G2.19 Postage. ght&(• R•n- 49.87 1.994. Repairs&¥a4nlenance 4.SQ 56.791.6S SèTrnininB StatioDefy Telephone& InEernet Warm SpartesExpep5t TotsiAdmi¢listr3tyveCosts 6E.04 425.49 39.10 70,$51.73 OperotFng Profrt 7234.05 Other Intome PaKÈiofl
Balance Sheet Penhill Playgroup As at 31 August 2023 31AVfj2423 CurrentAssets Casl at bank and inhand 52.367.31 p1caShA(CQU.l TotalCèshatbaDka)MtinhJnd 168.35 82,535.66 TalCUtntss*ts 82ts35.66 Credilors-. amounts fallin duè within one ear 7Q65 viège5PayJble-Payroll TotalCredttDf5'. amotsntslJllin¥dJewithin4rtpye4r o.io 10.75 Net Current Asset5 (Liabilities) Total Assets less Current Liabilities 82,464.91 62,464.91 NetA55ets 82,464.91 ital and Reserves crrenty Earninas RÈf3iTred EamiTr85 TotalCapit*l Jno 9,142.27 73,322 84 e2,464.91 PEthILPlaFf &75tP2 Pa8èiofl