## Royal Eltham Preschool AGM Minutes- St Luke’s Hall
Date: 29.11.22
Present: Ros, Jane, Anita Sheen, Ellen Millar, Laura Dixon, Andrew Richmond, Suzanne Fred & Sophie Killick
Minutes:
||Agenda Item||Action by|
|---|---|---|---|
|1|Apologies and
welcome|David Hale, , Hannah Perris, Jelena Milovanic,
Sally Faulkner, Emma weir, Michelle Evans,
Hayley McCrossen, Linda Bigwood, Julie
Benstead,
Welcome byAnita Sheen||
|2|Minutes from
Last Meeting|Most ideas have been investigated and actioned
or ongoing actions
Sophie explained to Andrew and Laura about
Hannah’s expertise in applying for grants
Just giving page now set up
David looking into website – ongoing
Had 50thparty – all went well
Anita signed off||
|3|Anita (chair
person’s report)|Chairs Report November 2021
I started being Chairperson for the Pre School
in October 2012 so this should be my last year
in the post. That really depends on if there is
a volunteer to take over, I have been told I
can stay for another 4 years. It has been an
absolute pleasure supporting the team
through the years, 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
years, thank goodness we seem to have left
many of the covid restrictions behind us. The
team have adapted to the various special
needs of the children coming through the
setting, attending specialist training sessions
to enable supporting the children with
greater understanding and using the various
methods learnt to enhance the care of all
children. We have moved into the digital age
via the Tapestry App and site, freeing up time
from cutting and sticking photos onto paper
plus allowing parents to access information||
on their children more readily. I would like to thank all the staff firstly for researching and trialling the App, setting it up and getting your head around working in a different way. Becoming an even more healthier eating setting has been an exciting change, seeing children with healthier lunches which should give them more energy and help them to learn is a joy to behold. The staff here work tirelessly with a smile on their faces to give your children the best start, and many of these changes don’t come from Government Guidelines but driven by the staff who want the best for the children. Fund raising has always been something of a changing beast, it used to be cake sales and raffles, the raffles are still around however it is more about targeted funding for particular projects, amazon wish lists and using sites like easy fund raising where it cost the shopper nothing it is down to the store to donate. We are always grateful for the time that parents give freely to enable the enhancement of our website and marketing as this is not really one of our strongest skills. We were lucky last year in that the parents that had previously joined the committee stayed on, 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 in the Pre School and supporting the work that these brilliant teachers are doing. We have a fantastic team that works consistently to enable our children to be ready for school and to have lots of fun along the way. Thank you, for making this an easy role to fill and a great team to be a part of, thank you, thank you, thank you.
|4|Ros
(supervisor’s
report)|The number of children on roll in September
2021 was a little fewer than usual, this was
due in part to the after effects of Covid and
the fact that we later made the decision to
take on fewer children as we had a higher
than usual number of children needing one -
one support.
This was our first full year with no covid
restrictions, and adapting/implementing the
changes in reporting, testing and isolating
kept us on our toes. As well as welcoming
the new children we also said goodbye to
Natalie after many years working with us as
she moved out of the area. In November we
welcomed Hayley to the team and she has
fitted in very well.
After trialling Tapestry for a few months and
receiving positive feedback from parents it
was decided to roll it out fully from
September 2022. Hopefully it will prove a
more effective way of updating parents
about children’s progress and participation at
pre-school.
We celebrated the pre-school’s 50 +1
anniversary in July with a Royal picnic in the
park, this proved to be a fantastic day and we
would like to thank the committee for all
their support and hard work in arranging this.
Feedback from all who attended was very
positive and we feel that this may be
something we could maybe look at doing
again.
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 and
to say a proper goodbye to children and the
parents who have supported us.
Once again, we would like to thank the rest
of the team for their continued support
throughout one of our busiest and stressful
years. As always, they have remained
professional and supported us and each
other with everything we have had to deal
with this year.||
|---|---|---|---|
|5|Sophie
(Treasurer’s
report)||**Treasurers Report**
**REP Financial Statements 2021/22**
The pre-school generated a loss of £1027
for the 2021/22 academic year.
The decrease in income is primarily driven by
a reduced amount of intake due to a
challenging set of children and special needs.
**INCOME**
**Parent Fees**totalled £18,566 ( £18,874
2020/21), 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 £113,854 (2020/21:
£120,029. The decrease is because of
smaller amount of children.
**Other Income**
**Profit from Fundraising**was £956 which
was made up from donations and fundraising
from the party in the park and quiz night.
**Expenditure:**
Expenditure reported under**premises**is rent
for the year and totals £10,500. There was no
rent increase but this needs to be factored in
to next year. There was an additional
expense of £700 for fence repairs.
**Wages:**
Costs for the year totalled £113,983.
(£197,748: 2020/21). Salary rise has taken
effect and there were additional hours
needed from Charlotte to cover 1-1 care.
**Equipment:**
Expenditure on equipment totalled £3,659.
Purchases made were predominantly for
replacing toys.
**Insurance**costs totalled £1237 which is
comparable to the previous year.|
Sophie to
check
whether pre
school staff
are on
London living
wage or not|
|---|---|---|---|---|
|||**Consumables:**
Costs are largely comprised of arts and crafts
supply and cooking ingredients.
This totalled £1665 this year and was lower
due to smaller class size and the rise in
consumables was higher due to 50thbirthday
celebrations the previous year. (2020/21:
£2808)
**Administrative Costs**
Costs for the year were £4462 (2019/20:
£4846). This spend is comprised of website
developments, ipad and laptop purchase
(part funded by donations) and the Makaton
training subscription.
**Debtors:**Parent fees are all settled.
The payroll company hold £2793. 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. There was one accounting admin
error of £250 that has affected the debtors,
but there is currently no outstanding debt.
**Balance Sheet:**
The pre-school bank account balances and
petty cash in hand total £92,907 plus another
£2793 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.||
|---|---|---|---|
|6|Election of
officers|Jane explained process to Laura and Andrew
Treasurer – Sophie - Andrew nominated and
Laura seconded
Secretary - Ellen - Laura nominated Andrew
seconded
Chair person – Julie Benstead not present but
expressed wish to do it if no one else wanted to.
Committee to call EGM to allow Julie option to
stand, otherwise committee will look into Anita
staying on for an additional four years.
Committee members – Dave and Hannah to stay
on. Julie Benstead happytojoin committee if not||
|||becoming chairperson. Alison (childminder) also
willing to join committee.
Andrew said he had an IT background and has
been wondering if help is needed from them re
IT. Committee filled him in on trying to get files
on a shared network, and updated newsletter to
make it more user friendly.||
|---|---|---|---|
|7|Tapestry|Working well.
Can use for messages.
Text service will be finishing next year – will be a
cost saving for accounts as won’t need to pay the
fee||
|8|Events for 2022-
2023|Laura said how valuable picnic was for new
parents as they got to meet so many people and
got to meet the staff
Plan to do again this year with current/new
parents||
|9|New chairs|Ellen suggested ‘donate a chair’ – parents to
donate a chair each, maybe put their name on
back
Laura mentioned when offices/other schools
clear out etc, that could be donated
Also need new sofas, that can be packed away –
have been really hard to source new ones. Laura
suggested reupholstering them. Or elasticated
covers.|Jane to order
one from
amazon to
trial|
|10|AOB|Anita said we arrange more quiz nights – were
good fun and good for fundraising
Everyone pleased to be able to do more things in
persona so we can build up relationships with
parents again, to how they were before Covid.
Sophie needs to be put on bank account|Sophie to pop
into pre
school to give
details|
|||Parents survey – discussed benefits of using
survey monkey so can be sent electronically, and
can be anonymous so might get more honest
feedback,|Ros to send
out parent
survey to ask
re tapestry,
contact with
key person
etc.
Ros/Jane to
send
questions to
Sophie to put
into survey
monkey|
|---|---|---|---|
|11|Next Meeting|EGM at Berry and Barrel – January – Thursday
12th7.45pm|Jane/Ros to
email out to
confirm dates|
**Royal Eltham Pre-School Finance Report 12 months to 31 August 2022**
## **1) Notes to 2021/22 Accounts**
|**1) Notes to 2021/22 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 Hamper / Raffle
Easter Egg Raffle
Easy Fundraising
Westmount Walk
Quiz and Raffle night
Raffle
Donation
**Other income**
Other
**3) Details of Accounts – Expenditure**
**Other expenditure**
Staff Christmas Party
Living Eggs
Ugly Duckling
Dear Zoo
Handyman Works
Godstone Farm Trip
Other|**2021/22**
**2020/21**|
|||
||2,793
1,622
254|
||**3,047**
**1,622**
**2021/22**
**2020/21**|
||94
0
94
0
169
104
15
419
169|
||**791**
**273**
165
100|
||**956**
**373**|
||0
0|
||**0**
**0**
**2021/22**
**2020/21**|
||469
222
348
336
0
0
0
0
60
0|
||**877**
**558**|
**Royal Eltham Pre-School Finance Report 12 months to 31 August 2022**
|**4) 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
Petty Cash _(split into spend categories from 18/19)_
Other
**Net Surplus /(Loss)**|**2021/22**
**2020/21**|
|---|---|
||18,566
18,874
0
113,834
120,029
0
956
204
0
0|
||**133,356**
**139,107**
10,500
9,820
111,983
97,748
3,659
1,972
1,237
1,210
1,665
2,808
4,462
4,846
877
558|
||**134,382**
**118,962**|
||**(1,027)**
**20,145**|
**Royal Eltham Pre-School Finance Report 12 months to 31 August 2022**
|**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|**2021/22**
**2020/21**|
|---|---|
||96,980
76,836
133,356
139,107
(134,382)
(118,962)|
||**95,953**
**96,981**|
||90,893
93,474
1,257
1,257
757
627
3,047
1,622
0
0|
||**95,954**
**96,980**|
## **Royal Eltham Pre School 2021/22**
20th October 2022
## Note to the Accounts 2021/22
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 20/21 to 21/22, for balance sheet and bank balances
- Ensuring appropriate treatment of creditors and debtors from 20/21 to 21/22 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 21/22 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 21/22.
The Preschool have made a small loss in year totalling c. £1k, this is primarily driven by a reduction in income of c.£6k in year compared to 20/21(4% reduction from the prior year) but also an increase in spend of £15.4k (an increase of 13% from the prior year)
## **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 increased by 15% in year, this is partly explained by a pay rise of c.3% and increased costs associated with 1 to 1 care for children with additional needs.
The preschool accounts remain in a healthy position, the cash reserves of c.£92k provides sufficient cover should there be any delay in cash flow. Effectively the reserves available would cover c.8 months’ worth of expenditure.
## **Recommendation**
The pre-school accounts remain in a healthy position and there are no new recommendations.
Simon Hooton, FCMA, CGMA