## Royal Eltham Preschool Annual General Meeting
Date: 10.11.21
Present: All preschool staff, Anita Sheen, Sophie Killick, Linda, Emma, Hannah, Michelle, David
Minutes: Ellen Millar
||Agenda Item||Action by|
|---|---|---|---|
|1|Apologies and
welcome|Sally Faulkner, Karolina Bruzgaite||
|2|Chairperson’s
Report|Thanked Sophie for setting up amazon wishlist
**Chair’s Report November 2021**
I started being Chairperson for the Pre
School in October 2012 so I believe this will
be my last year in the post. It has been an
absolute pleasure supporting the team
through the years and it has been very
rewarding to see the children start each year
and flourish under the care of the dedicated
team that we can sometimes take for
granted.
There have been many changes over the
year. We are still working within covid-19
guidelines, but as far as the children are
concerned everything is business as usual.
The last academic year again has been full of
Government documents and guidance to
follow, the staff have done an amazing job of
keeping up with all of these while educating,
entertaining, caring for and supporting the
children and families that attend the Pre
School.
We weren’t able to do the usual fund raising
again this year however, the parents did
donate via an amazon wish list that was set
up as new ways of doing things were
necessary, this year the Pre School was again
able to run the chick project which for the
children is a fantastic opportunity to develop
understanding of life and how it begins.
We have welcomed onto the committee many
parents some of which we hope will be happy
to stay on and thank those that will be
leaving for their time and support. We would
be really pleased to welcome new members
onto the committee, as it is a really good way
of being involved on the Pre School and
supporting the work that these brilliant
teachers are doing. We have a fantastic
team that works tirelessly to enable our||
|||children to be ready for school and to have
lots of fun along the way. So thank you.||
|---|---|---|---|
|3|Treasurer’s
Report|Treasurer’s Report
**REP Financial Statements 2020/21**
The pre-school generated a profit of
£20,100 for the 2020/21 academic year.
The increase in income is primarily driven by
an increase in the hourly rate paid by
Greenwich for prior year periods backdated
for Autumn and Summer of 2019/20. Parent
Fees have also increased which is the
secondary contributing factor to the rise in
profit.
**INCOME**
**Parent Fees**totalled £18,874 (£11, 413
2019/20), and is comprised of charges to
parents for hours in excess of, or not
qualifying for Government funded hours.
Income from**Royal Greenwich Council**
**Funded Places**totalled £120,029 (2019/20:
£99,165. The rise is due to the increase in
hourly rate paid by Greenwich as previously
stated.
**Other Income**
**Profit from Fundraising**was £204 which
comprised of £100 from donations and £104
from fundraising.
**Expenditure:**
Expenditure reported under**premises**is rent
for the year and totals £9,820. This includes a
rent increase which came into effect in
January 2020.
**Wages:**
Costs for the year totalled £97,748.
(£101,834: 2019/20). Wages have reduced
4% in year, despite an hourly rate increase of
2.5%. This was due to replacing a full time||
member of staff with a part time hours position. **Equipment:** Expenditure on equipment totalled £1,972. Purchases made this year included Water trays, trike and construction/small world toys. **Insurance** costs totalled £1210 which is comparable to the previous year (2019/20: £1208. **Consumables:** Costs are largely comprised of arts and crafts supply and cooking ingredients. The 50[th] birthday party was a factor in the higher amount spent on the Wild Animal Science, teddies and other birthday party equipment’s. £100 was also spent on PPE. This totalled £2808 this year (2019/20: £1399) **Administrative Costs** Costs for the year were £4846 (2019/20: £2764). This spend is comprised of training course for Emma which was £1800. **Debtors:** Parent fees are all settled. The payroll company hold £1622. A standing order is sent each month an as a result sometimes credit is built up over a period of time. The standing order is due to be reduced to reduce the credit held by the payroll company. **Balance Sheet:** The pre-school bank account balances and petty cash in hand total £95,359 plus another £1622 held in credit at the payroll company. The balance shown remains healthy but needs to be closely monitored to ensure further losses can be avoided.
|4|Supervisors’
Report|Supervisors’ Report for September
2020- August 2021
Numbers of children on roll in September
2020 was quieter than previous years. This
was due to two reasons; the first being that
the local primary schools are now offering
more 30 hour funded places and the second
due to fewer enquires during the Covid
lockdown.
It was a busy year keeping up to date with all
the changes. The new children settled really
well in September and we welcomed Emma
and Charlotte to our staff team.
The second closure of schools in January
2021 did not include nurseries so we
remained open throughout. Numbers of
children did drop at first but week by week
parents felt confident to send them back and
by the time schools reopened in March we
only had two children left to return. We also
had a few new children start. Greenwich
Council continued to pay the 15 and 30 hour
funding even if parents kept their children at
home. They also increased the hourly rate
they pay and backdated the increase to cover
the previous year which was completely
unexpected and very much welcomed. It
resulted in the pre-school returning a healthy
surplus which helped alleviate the losses of
the previous year.
We celebrated the pre-school’s 50th
anniversary in July, a month later than it
should have been due to the social distancing
rules. We kept it simple with a visit from the
Wild Animal Science animal holding project
and the children all received a teddy bear
with their name on the tee shirt.
We managed to end the year with our sports
day held at the local park and it was nice to
see all the parents being able to attend.
Once again, we would like to thank the rest
of the staff team for their continued support
throughout the year, dealing with all the
uncertainty and changes the pandemic has
thrown at us.||
|---|---|---|---|
|||Jane and Ros||
|---|---|---|---|
|5|Election of
officers|Anita sheen
Ellen
Sophie
David and Sophie said happytojoin||
|6|AOB|Questioned whether we would go back to termly
or 6 weekly meetings - yes
Hannah – does fundraising for job – happy to
help
Sophie -Husband runs Westmount estates – did
twelve days of xmas last year to raise funds for
Deansfield.
Doing it again this year. 1st-20thDecember.
Westmount estates want to do it for REPS this
year too.
REPS Will do xmas hamper again this year
£2 for name the bear - asked if parents would be
happy to pay £2 – they said yes.
Discussed tea towels etc – not enough return
Also discussed photographer – lot of work for not
much return
Discussed the idea of a photographer taking pics
of children against a christmassy background and
emailing them to parents
Or a photographer to send a link to website with
password etc.
Or do a photo towards end of year at summer,
graduation etc.
Said it would be good to have some more
professional photos for website.
Sophie asked numbers of enquiries that we were
getting from website – Jane said still learning how
to use it – should be a way to find out
David said would be happy to look into how to do
it.|Hannah to
feedback
ideas next
meeting
SK to organise
David to
investigate|
|||Ros said she would look into pack about how to
get more from website.
Sophie reminded importance of key words in
improving traffic
Sophie asked about parent portal – Ros said it
was a possibility but had not set it up yet. Sophie
explained benefits – eg. Uploading newsletters,
communication to parents, reports etc.
Would save having to send lots of emails.
Jane said would need training.
Sophie – explained we would need a purpose
built portal rather than off the shelf so they can
tailor it to the needs of the preschool.
Would be more interactive
David asked how website company works – Ros
said we pay monthly for them to host it but we
can change it if we want to – we’re not bound to
them
Hannah raises grants as her job and would be
happy to help in that area
Anita explained Tapestry and how it relates to
EYFS. Also does accounting, first aid kit, fire drills,
videos and photos of children, communication
with children.
Discussed logistics of Instagram, privacy etc.
Agreed would still need some kind of portal for
newsletters etc.
Would be something we need to fundraise for –
would need some tablets.
Look into whether pre school would be able to
get apple discount on ipads.
Discussed whether staff did anything for 50th–
said couldn’t due to covid – floated idea of 50 +1.
Jane said we could do with another laptop
Tapestry – Anita said managers would have
control over what other staff could and could not
do on there.|Sophie to
think of party
ideas for next
summer –
feedback next
meeting|
|---|---|---|---|
|7|Next Meeting|Thursday13thJanuary7.30pm||
**Royal Eltham Pre-School Finance Report 12 months to 31 August 2021**
## **1) Notes to 2019/20 Accounts**
|a) Creditors
ii] Parents fees Paid in advance
b) Debtors
i) Payroll Service
ii) Parent Fees Outstanding
**2) Details of Accounts– Income**
**Income from Fundraising**
Christmas Raffle
Easter Egg Raffle
Easy Fundraising
Raffle
Donation
**Other income**
Other
**3) Details of Accounts – Expenditure**
**Other expenditure**
Staff Christmas Party
Living Eggs|**2020/21**
**2019/20**
1,622
3,058
361
**1,622**
**3,419**
**2020/21**
**2019/20**
0
100
0
0
104
231
0
190
**104**
**521**
100
320
**204**
**841**
0
614
**0**
**614**
**2020/21**
**2019/20**
222
210
336
0
**558**
**210**|
|---|---|
**Royal Eltham Pre-School Finance Report 12 months to 31 August 2021**
|**Summary of Income and Expenditure**
**Income**
Parent fee
Deposit
LBG Free Places
Grants
Income from fundraising
Interest
Other
**Expenditure**
Premises
Wages
Equipment
Insurance
Consumables
Admin
Other
**Net Surplus /(Loss)**|**2020/21**
**2019/20**
18,874
11,413
0
0
120,029
99,165
0
0
204
945
0
0
0
614
**139,107**
**112,137**
9,820
9,940
97,748
101,834
1,972
1,731
1,210
1,208
2,808
1,399
4,846
2,764
558
588
**118,962**
**119,465**
**20,146**
**(7,328)**|
|---|---|
## **4) Summary of Income and Expenditure**
**Royal Eltham Pre-School Finance Report 12 months to 31 August 2021**
|**5) Capital Account for the Year**
Opening Balance
Income
Expenditure
**Represented by:**
Bank Current Account Lloyds TSB 9060
Bank Current Account Lloyds TSB 9468 (Fundraising)
Bank Current Account Coop
Cash in hand
Debtors
Creditors|**2020/21**
76,836
139,107
(118,962)
**96,981**
93,474
1,257
627
1,622
**96,981**|**2019/20**|
|---|---|---|
|||84,163
112,137
(119,465)|
|||**76,835**|
|||71,906
1,257
615
3,058
0|
|||**76,836**|
## **Royal Eltham Pre School 2020/21**
## 22[nd] October 2021
## Note to the Accounts 2020/21
I have audited the balance sheet of the Royal Eltham Pre School and the associated income and expenditure reports
I have carried out a number of checks in reviewing these accounts including
- Checking of all balances carried forward from 19/20 to 20/21, for balance sheet and bank balances
- Ensuring appropriate treatment of creditors and debtors from 19/20 to 20/21 accounts
- Review of invoices raised through to payment / adjustment and tracking invoices for income through to the relevant accounts
- Review of payments using sample checking to ensure appropriate treatment of transactions through to the relevant accounts
- Agreeing 20/21 Income and expenditure reports are summarised within the appropriate accounts
- Ensuring the balance sheet is reported appropriately
- Ensuring appropriate treatment of payments /income relating to future / past periods
It is in my opinion that these financial statements have been produced using generally accepted accounting principles.
## **Observations**
A few observations for 20/21.
The Preschool have made a surplus in year totalling c. £20.1k, this is primarily driven by an increase in income of c.£27k in year compared to 19/20. This represents a significant increase in income of c.24% from 19/20.
**----- Start of picture text -----**
REPS - Income and Expenditure
160
140
120
100
80
60
40
20
0
2015/16 2016/17 2017/18 2018/19 2019/20 2020/21
(20)
Income Expenditure Net Surplus / Loss
£000
**----- End of picture text -----**
## **Income**
The increase in income (£27k Year on year)is primarily driven by an increase in
Parent Fees – increase of £7.4k
- Reduced fees paid in 19/20 (due to COVID)
- Children starting before their 3rd birthday and therefore did not qualify for the universal and extended entitlement during their first term
- Parents not qualifying for 30 hours extended entitlement and opted to pay for any hours over their 15 hours entitlement
LBG Places – Increase of £21k
- The hourly rate paid by Greenwich for prior year periods backdated for Autumn and Summer of 2019/20
## **Expenditure**
Wages have reduced by 4% in year, despite an hourly rate increase of c2.5%. – this was due to a member of staff leaving and replaced by someone with less experience doing fewer hours due to our lower numbers of children the previous year.
In year a surplus of £20,146 was reported
The preschool accounts remain in a healthy position, the cash reserves of c.£95k provides sufficient cover should there be any delay in cash flow. Effectively the reserves available would cover c.10 months’ worth of expenditure.
## **Recommendation**
The pre-school accounts remain in a healthy position and there are no new recommendations.
Simon Hooton, FCMA, CGMA