**Kings Sutton Preschool The Annexe, Kings Sutton Primary School, Richmond St, Kings Sutton, OX17 3 RT 01295 816006 Registered Charity 1016990** ## **Minutes of the AGM committee meeting held on Thursday 8th October 2020** , **7:30pm on Zoom** ## **Attended** Becky Herbert, Sarah Clayton, Emma Brock, Claire Watts, Sally Shepley, Laura Knowles, Ros Pantrey, Kelley Greenough, Carina Wyatt, Lucie Wellburn, Bryan Bellamy, Timea Marosan, Kirsty Mead ## **Apologies Received** Tania Wilde, Julie Hickman, Catherine Harnett ## **Welcome by the Chair of the Committee, Emma Brock** Hello everyone and thank you all for attending. I must start by saying that if we run over the allotted 40 minutes please re-enter the meeting with same Zoom details if we get cut off. I am Emma Brock and I am the Chair of the Preschool committee which is made up of parents and carers who work alongside our amazing staff team to continue to offer the village an outstanding level of early year’s childcare. As part of our tradition we need to just go through last year’s AGM minutes to see how we have got along since then! At each AGM we set targets for the year ahead: - Last year our first target was to continue to fundraise as much as possible to help us rejuvenate our lovely Preschool building! We had a Christmas card making session and a Christmas breakfast with Santa which was so much fun and yummy! - Our second target was to continue to strengthen the communication between the committee, staff, parents and the school. Since the pandemic this has been tough as we have not been at the Preschool much! However, they did let us use the learning suite so we were able to reopen until our building was sorted. This year has probably been our most testing year yet as you are well aware we have had to replace essential items lost in a flood that was discovered on our premises at the end of May. Unfortunately the pipe had burst under the kitchen sink leaving the Preschool under several inches of water and everything had to be thrown away! After an insurance payout and some fabulous crowd-funding by our committee the Preschool has now received a full makeover! I am sure you have all seen how amazing it looks now! We have also managed to turn the old tennis courts into a fabulous new garden! At each AGM we set targets for the year ahead: - Our first target is continued fundraising as much as possible to help with our second phase of the Preschool’s improvements. We aim to add an extension to the building and re-roof the Preschool next year. The Butchers arms have already helped us kick start the ‘roof fund’ and we aim to do more fundraising, if possible, depending on the current situation. - Our second target which we always aim to improve each year is to continue to strengthen the communication between the committee, staff, parents and the school. We will be sending out our annual questionnaires for the parents to complete to give us an insight on how to achieve this. - And lastly, the Preschool cannot stay open without voluntary support and it doesn’t just have to be parents. All that’s involved is attending a meeting once every 6 weeks where we run through the agenda and share out some duties. These can be anything from helping to fundraise or simply visiting the Preschool after hours to meet work men like electricians. We always take into account the fact that everyone has very busy lives and children to look after so we share out bits where suitable but please don’t be daunted as it’s never too much! Your role can be as large as you like or as small as you like. Every member will help us to ensure that Preschool continues to serve the community and provide outstanding care for the children. I will now pass you over to Claire for the Treasurer’s report. ## **Treasurer’s Report – Claire Watts** As I’m sure you will understand, Preschool’s finances have been a bit complicated this year. We started the year hopeful that we may be able to build the extension onto Preschool this summer and ended the year trying to make sure Preschool was ready in time to open in September following the flood damage. Lockdown provided a number of challenges for Preschool. Although the government continued to provide fees for funded hours, we were still missing our income from nonfunded hours and breakfast club. Luckily, we were able to utilise the furlough scheme where possible and access a local government grant which enabled us to cover for these losses. The flood brought a separate set of issues. As we could only open for limited sessions our income when we reopened was reduced. The flood repairs also meant we lost our income from the summer play scheme. Through the overwhelming support of the community we raised around £5,000 on our Just Giving site and received a £3,000 grant from the Parish Council towards our new garden. These enabled us to convert the old school tennis court into the fantastic garden for the children and also add extra things to the Preschool, such as replacing the majority of the lights in the main building and contributing to the new doors onto the new garden to be installed in a few weeks’ time. At the end of the financial year, our accounts look healthy, with a surplus of £14,210. However, items such as the garden and the doors are to be paid for this year, which accounts for a majority of this money. In the next financial year, there will be a few expenses such as installing the two doors in the back of the building onto the new garden and replacing the two main doors. After that it will be a case of reassessing what further work we would like to carry out and prioritising before applying for grants if necessary. ## **Manager’s Report – Rebecca Herbert** Thank you all for taking the time to join with us this evening and to share in reflecting on our past year. It has most definitely been a year like no other! But the one consistency we have had throughout has been that our Preschool community has worked to keep everything going. As Emma has already explained we are run by a committed team of volunteers that support and oversee our dedicated and experienced staff team. The committee members this year have all once again been an incredible support to the effective running of our Preschool. The committee play a vital role for Preschool and they all work hard behind the scenes to support the work we do in the setting. I am forever thankful for this. Our Preschool has been hit by many challenges this past year, but as I am sure many of you are aware of the incredible surpport we have received to enable us to get back to doing what we do best. I would like to express how thankful I am for each and every person that has supported our reopening. The blood sweat and tears have finally been worth it! One of the targets from our last AGM was to ‘continue to strengthen the communication between the committee, staff, parents and the school’. The Pandemic has made this difficult to achieve and as a staff team we have had to rethink how we do things. During lock down the Preschool staff and committee felt it was essential for our team to continue communication with all our families. I could not be prouder of the commitment and dedication everyone has showed. We set up key person email addresses to aid communication and this then progressed onto the introduction of class dojo. Class dojo has enabled families and staff to communicate, share ideas and continue that link between us and them at what has been very isolating time. Class dojo has been so effective that we have continued to use it as our best form of communication, particularly with social distancing guidelines in place. Our relationship with the primary academy has grown from strength to strength, their support throughout lockdown and our flood has been phenomenal. Working together has not only enabled us to reopen but to open with the safety of everybody being paramount. This new working relationship is something I feel will only continue to grow. Over the coming year we will continue to provide a safety and stimulating environment for our children to grow and learn in. We have a fantastic dedicated staff team that I cannot praise enough and with your continued support we can make our way through any developments and changes that may come our way. ## **Admin’s Report – Sarah Clayton** 2019/2020 was an extremely difficult year for us due to the numerous closures etc but we had a healthy intake of children throughout. We ended the year with 45 children on role, 22 of these children left to go to school and 1 child left us in September. In September we welcomed 11 new families taking us to 30 children on role. This is the 4 less than on role as last September (2019), but the number or two-year olds on role has increased. We have 3 families waiting to join us in January. We also have children on our waiting list for the next coming terms/years. April 2021 – 1 child on waiting list September 2021 – 2 children on waiting list ## **Fees** Have remained this same this academic year. ## **Funding** The majority of 3-year-olds are using their full 15 hours funding. ## **30 Hours** 8 Children with us qualify for 30hours. ## **Election of Office Bearers** Each year we need to confirm with our current committee members who would like to remain and appoint Management Committee members. So, firstly, I wish to stay as the chair and will need votes from the committee that they are happy for me to remain. Voting was undertaken and appointments made as below: **Chair** – Emma Brock stepped down from position and stepped back up, 2nd by Kelley Greenough **Treasurer** – Claire Watts stepped down from position and stepped by up, 2nd by Emma Brock **Secretary** – Sally Shepley stepped down from position. Tania Wilde was unable to make the meeting, but confirmed that she would be happy to take on the role of Secretary. 2nd by Emma Brock **Committee Members** – Claire Watts, Emma Brock, Laura Knowles, Bryan Bellamy, Kelley Greenough, Tania Wilde, Ros Pantrey, Julie Hickman. Can we just say a massive thank you to Cat and Sally for all their hard work and when it’s possible to do so we will go to the pub to thank you both properly. Cat has worked tirelessly on the lease and we literally couldn’t have done any of it without her and Sally has kept us all organised over the years and we are really going to miss both of you! Won’t be the same! Obviously will see you on the school runs but please don’t be strangers! If you would like to discuss anything further with any of us or have any questions please feel free to call or email us. Any questions? **Next committee meeting – Wednesday 21[st] October – 8 p.m. on Zoom.** ## **Kings Sutton Playgroup** ## **Accounts** **for the year ended 31 August 2020** ## **Kings Sutton Playgroup** ## **Information** ## **Accountants** ## **Business address** Charlton Baker Limited Chartered Accountants & Business Advisors 7-7c Snuff Street Devizes Wiltshire SN10 1DU The Annexe, Kings Sutton Primary Academy Richmond Street Kings Sutton Banbury OX17 3RT ## **Kings Sutton Playgroup** ||**Contents**|| |---|---|---| |||**Page**| |Accountants' report||**1**| |Trading, profit and loss account||**2**| |Balance sheet||**3**| |Notes to the accounts||**4**| ## **Kings Sutton Playgroup** ## **Accountants' Report on the Unaudited Accounts to Kings Sutton Playgroup** As described on page 3 you have approved the accounts for the year ended 31 August 2020 set out on pages 2 to 4. In accordance with your instructions we have compiled these unaudited accounts from the accounting records and information and explanations supplied to us. Charlton Baker Limited Chartered Accountants & Business Advisors 7-7c Snuff Street Devizes Wiltshire SN10 1DU ## **Kings Sutton Playgroup** ## **Trading and profit and loss account for the year ended 31 August 2020** |**Income**
Government vouchers
Fees receivable
EYPP
Fundraising income
Government grants
Donations
Insurance claims
Bank deposit interest
**Expenses**
Wages and salaries
Light and heat
Maintenance and cleaning supplies
Computer costs
Resources
General expenses
**Net profit**|**2020**
**£**
**£**
64,537
28,564
237
1,864
16,009
5,020
9,950
241
126,422
83,539
2,124
8,696
901
16,455
497
)
(112,212
14,210|**2019**
**£**
**£**
63,694
41,221
109
7,046
-
534
-
165
112,769
89,253
2,924
1,212
827
6,247
1,888
)
(102,351
10,418| |---|---|---| ## **Kings Sutton Playgroup** |**Balance sheet**
**as at 31 August 2020**
**2020**
**Notes**
**£**
**£**
**Current assets**
Cash at bank and in hand
94,091
**Net current assets**
94,091
**Total assets less current**
**liabilities**
94,091
Long-term liabilities
**1**
)
(27,000
**Net assets**
67,091
**Capital account**
Brought forward at 1 September 2019
52,881
Profit for the year
14,210
67,091|**2019**
**£**
52,881|**£**
52,881| |---|---|---| |||52,881
-| |||52,881| |||42,463
10,418| |||52,881| I approve these accounts and confirm that I have made available all relevant records and information for their preparation. ## **Claire Watts (Trustee)** ## **Date:** ## **Kings Sutton Playgroup Notes to the accounts for the year ended 31 August 2020** |**1.**|**Long-term liabilities**|**2020**|**2019**|| |---|---|---|---|---| |||**£**|**£**|| ||Loans|27,000||-| CHARITY COMMISSION FOR ENGLAM) AND WALES Independent examinerfs report on the accounts Section A Independent Examinerfs Report Report to th• trusi•esl member5 01 KI￿C7s PL{AYGio￿P Charlty no (If any) On a￿oUnts for th• year endod 31 AQ(yU3T IOZ() 1016990 Sol out on pag08 I rewrt to the trustees on my examlnation of the accounts of the above charity {Ih8 Trust.) for the year ended 3 1 0 8 Z02Q Ro8pon•lbllltl•s and ba81• of r•port A8 the chariws truste88, W)u arn responsible for th8 proparation ol th8 accounts in accordance vAth the requirements of th8 Charitl8s A¢t 2011 (Ihe Acr). I report kn respect cl my &xaminatlon of the Tn￿r5 accounts canled under seclion 145 of the 2011 Act and in carrying out my examlnallon. I have followed all the aFplicable Directions glven by the Charity Commlss undar sedon 145(SXb) of the Act. Independent •x4mlnerfs stalemont an amq I hava comploted my examinalknn. I Ix)nftrm that no matèrial matters have come to my attentlon In connecllon wlth the examlnatlon (other than that disdosed bolow ') ¥*rfch gives me cause to b8U8ve that In, any material pect. the atU￿￿tIng reco￿5 were not kept In accord8nc8 wlth sè¢tk)n 130 of the ch8itli89 Act; or the acC￿nts did not acoxd the accountlng records; or the accounts dld not cornpty wlth the appIl￿blO requlr8monts conceming the fomi and content of accoun1$ set out in the Charities (Accounts and Rewrts) Regulallons 2008 other than any requirement that the ac(X￿nts 9lve a Irue and fatrf view thich is not a matter idered as part of an independent gxamination. I have no conc8ms and have 1X)w￿ acrcw no other matters in connedbjn wlth the examination to vthich attenti￿ should be drawn in this report in order lo enable a proper understandirwj of tho accounts to b8 r8ached. ' Pbase delete the wonls in the bfackots rfthgy do not apply. Slgned: zozi CtiAQL1 Ofvl um ITEO Relevant profe$slonal qualifi¢ation($) or body I LAC￿ CHAttcQ£O ACL00￿￿&￿%Ts IER Oct 2018