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 eXperIen￿S 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 ApprentI￿ShIp 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￿ Ne￿ork. 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 re￿iVed 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 fen￿d 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 reSoUr￿S 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 De￿mber {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 be￿een 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 It31tiE￿￿ekCD￿"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 fu￿rai￿n
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
FMplO￿rS￿aIl￿Tral Insura￿¢
£qu.￿Ment
Genaral
5.83
2.054.51
373.87
4Q2.70
Gifts
14L.SQ
377.00
IT5oliw2fèahdlonsurnabl¢&
191.24
MernberthIps#nif￿tss￿￿ti0n$
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
S*è*TrnininB
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
p￿1￿caShA(CQU.￿l
TotalCèshatbaDka)MtinhJnd
168.35
82,535.66
T**alCU￿tnt￿ss*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
c￿rrenty**￿ Earninas
RÈf3iTred EamiTr85
TotalCapit*l Jno
9,142.27
73,322 84
e2,464.91
PEthILPlaFf￿ &75tP2
Pa8èiofl