JACK AND TILL UYGROLP ANNUAL GENERAL MEEfINS TO BE HELD MONDAY 14" ocfoBER' 24 30AM AT PLAY6kOUP ALLP WE ARE A COMIArrrEE ADMINISTERED L74ARITABIE PLAY6ROiJP AND OUR PARENTS/CARERS SiIPPORT AT THIS MEEfINS IS VERY IMPORTAvf. PLEASE GIVE US YOUR SIJPPORT BY ArrENDINS AND 6ErrIN6 INVOLVED.THE ￿mm[TrEE SHOULD BE A MINIMUM OF 5 AND A AWaMVM OF 12 MEMBERS INcwf)ING THE OFFICERS. EVERYONE IS WELCOME. CHILDW CAN COME INTO PLAY WHILE PARETrrrs ARE ATfENDIN6 TO SUPPORT IN OUR FUND-RAISING EVETrThS SO PIEASE COME ALON6 TO SEE WHERE YOU CAN HELP. WE ALSO REPORT WHAT WE r)0 AS A PLAyfJkOUP DURING THE YEAR AND THERE IS AN OPPORTUNfry FOR YOU TO LEf us KNOW YOUR VIEWS. AGENDA ANY MATTERS ARISINS ASM 2023 COMMrrrEE REPORT by r)elia Bryan (Administrator/MaMger) STAFF R￿ORT by Solly Howarth C￿￿￿lSor1manW) TREASURERS REPORT by 14uise Qibb (8ookkeew) ¢n belmlf of Commrtrtee ANY OTH& BUSINESS: fvhre development. plicy amendments. fees. fundroisiry events. t•ATE OF NExf MEEr AGM MONt)AY 14- ocfoBER" 24 8:30AM AT PLAYGROUP ILf)S NAME: I will/will not be attending the above AGM. NAME: (ppint please) DATE: JACK AND JILL PLAYGROUP AGM REPORT MONDAY 14TH OCTOBER"24 Dear Parents & Carers l am the administratorlmanager (Delia) for the setting. I work on behalf of the Jack and Jill Playgroup parent committee in a paid position and report to the chairperson Candis Wiles on a regular basis. to ensure we meet the legal and statutory requirements of our playgroup constitution and manage the day-t(HJay business of the provision. Our constitution sets out the rules that govems our charitable pr￿ChoOl and part of these rules is that we hold an Annual General m￿ting (AGM) each year. At the AGM we present our audited accounts and minutes from the previous year, report our progress and what work we have done during the year. This meeting also gNes parents the opportunty to discuss and vots on any committ matters, policy and committee member changes. AThENDANCE: I have attached a list of the parents that have attended. We had the required number of parents for the meeting to go ahead. Thank you for your inteTest and your time in supporting your children"s playgroup. ANY MArrERS ARISING FROM MINUTES OF LAST AGM 2023. None. There were no raised questions by parents and therefore it is accepted that the agreed minutes were accurate. 1st vote: Paige Walla 2nd vote: Rachael Bartlett COMMirrEE REPORT b the Administratorlmana er- Delia B an Thank you all for your support in attending on such an awful rainy day. I know everyone is pushed for time so we will ty and keep the official meeting short so that we have time to discuss fundraising and what help is needed. It will be easier this year with the new committee officers happy to stay on in their roles and parents have not raised an objection. sin￿ last year they have committed themselves into fundraising events which have raised fvnds holding a Christmas Fayre and a Big Bounce and cake stslL8 which have had a positive impact on what we can provide your children. Funds are tight this year. Thank you for your hard work. l just like to start by explaining the responsibilities we have and how it all works. The Committee is the registered person for the group, the employers and have the overall responsibility for the provision of chiklcare and are legal]y responsible for ensuring compliance with the Early Years Register, regulations and any conditions imposed by Otsted and the Charib'es Commission. Most of these day-to-day responsibilrties and running of the playgroup is taken on in a paid position by Delia Bryan the Administratorlmanager and I will guide parents new to the committee to become familiar with the prO￿dureS and Pro￿sseS in running a charitable pr school and their obligations towards the setting and their employees. Thank you to all our past and present parenvcommittee for their continued support to our playgroup and the time they have given us over the years. I would like to reassure parents that our practitioners are kept up to dale on all the current guidelines and the risks involved when working alongside each otheF a￿1 with your chikjren. Although we will have new CoMm￿ee and often inexperErKed offters replaung positions within the rrranagement structUTe Sally Howarth and I Contin￿ as marBgers of the setttng. to ensure we provide a high-qualty service which WOTks in partneFsh¥) with parents. We depend very much on the goodwill and commitment of paTents to fill committee roles and work as part of the team promoting playgroup values and workirffj togetr*r to govem the work of the pre-school. Existing Officers have remained in posl for 2024. Relevant s*gwthng aThJ registration of Offi￿rS has been completed with Ofsted. Our Officers: CHAIRPERSO SECREFARY TREASURER AFFILATED MEMBER Candis Wles Emma Ra Lisa Butcher Simon Brown Parerrt Parent SA No objections to existing offKers rerrAining in post Agreed. 1st Vote: Magdalena Skudzinska Vote: NKJhi Barot Several Policy and Procedures are still under review and amen￿ over the past year once complete this will be read, agreed, and signed by the chaKperSC￿ Policies are subject to change and are posted on our website: W*hW.th STAFF REPORT b Sal Howarth I would like to give a brief summary of who we have working wilh YOUT chiklren and any changes over the past few ter￿￿. We had 8 few staff leave in the past year who we want to thank for their WOFk and commitrnent to our children during their time with us. Unfortunatety, Trudie left to another provision closer to her home due to distan￿ and child commitments which had become a struggle. Trudie still pops in to see us! We have 3 new employees that have joined our team who are great Danielle, Gem￿ra and Lauren which l am sure you have now all met as they work with the cFHI(Iren as keypersons across the week. all are qualified at Level 3. Lisa Holtum is still our SENCO arKI looks over the overall caFe for our chi&tren with additional needs. Lisa has reduced her hours and will be working 3 days dur¥￿ the week Shaunnagh Higgins works ak)ngside Lisa in a SEN Role. Khudija has red￿d heF working hours ft)Ilowing a short bout of illness has regained full health but just WOFks [r￿ingS. A parent mrning has been scheduled for November. This is an OFVOrtunty for us to share inforynation with parents about your childFen"s leaming and pT(MJtess. We have an open-door policy and wekome all parents to come in and discuss any concems or questions about our group. Parents discussions are welcome, not on the gate please email telepkM)ne OT texiing is the best method. We have tntroduced a private face book page so that we r2n share upbaded pthres of your children's day with you. AM childFen at various times of the tenTr will take part in our activities, we have had lots of trips to the library for story time and rhyn￿, shops to buy vegetables. shopping for ingredients for baking and trips to the big partr Brorrthill to collect leaves and conkers for our displays and craft activities. On trips our staff ratK) is 1 adult 2 child when out of the setting inline our child safety procedures. There are 45 families on the register from Term 1, numbers are quite low presentty. There is lots of factors in low take up of places including birthing rates. We have a waiting list for after /2 term and January'25. In the meantime, we will continue to tske in children as they register throughout the tem. There is a definite rise in 2-year-old children taking pla￿S and now with more funding being introduced for the 9-rnonth to 2-year funding many though eligible cannot start until the following term. All our practitioners continue to keep updated with relevant training and online certification renewals, We look at our areas frequently making irnprovements, as funds are available, we are non- profit making and do rely quite often on donation of equipment, parents willing to help with improvements so please offer your senil￿s. Treasurers Re ort 2023 Please see the audited accounts and Treasurers Report attached for 2023. Parents a welcome to view the accounts of the pLgygroup. Balan￿ as of 14110124: Lloyds Savings £ 22.100-34 £ 75"129.89 Accounts 2023 Approved. No questions. 1st: Emma Ray 2nd: Lisa Butcher ANY OTHER BUSINESS Increase to fees & costs: INe discuss with attending parents the reasoning behind the recentty increase childcare fees. We like all small charitieslbusinesses are facing rising costs in wages and equipment we purchase throughout the year which has significantty impacted our finances and led to a considerable decrease in our monies held in reserve. We will not be using any of our held reserves at the moment for any large projects until our finances stabilise considerably. Lisa. our Treasurer has been looking at other SoU￿S such as Tesco Stronger initiatives and applied for funding for outside rep1a￿rnent outside play equipment. Fundraisin Events- Christrnas Fa re: On coming committee members and parents are going to join up as a Committee VthatsApp group and start looking at ways to raise funds in the communty for our playgroup and ways to support the playgroup structure and administration in the coming year. Parents briefy discussed an upand-coming Christmas Fayre and suggestions and offering of help to donate and run stalls. Suggested provisional date Tuesday 3td De￿mber"24. DATE OF NEXT MEETING: TBA by oncoming committee members JACK AND JILL PLAYGROUP AGM Monday 14 ocfoBER"24 AThENDANCE LIST NAME IN CAPITALS nature: PAIrf WALL4(L W,(5A(3 4frE Ctq- trdiLbS LENA *iit)2blV L16 A Eufoi4E£ N)DHI BAROT CHNA LA (4 ÉLH kbJ JACK AND JILL PLAYGROUP SUMMARY OF ACCOUNTS 1°'JANUARY 2023- 31st DECEMBER 2023 INCOME EXPENDITURE Fees funded Fees parentslcarers Childcare Vouchers Milk Refund Fundraisingldonations Bank Interest Other incl grants 156.682.99 32,988.50 1,935.12 258.15 1,049.08 805.07 1,500.00 Wages Pension Property costs Professional fees Phonemebb Hosting Catering costs Consumables Equipment Offi￿ costs Other 190.779.78 7,917.07 12,866.50 7,532.88 1,084.48 4,070.88 3,399.76 3,508.57 3.331.76 953.70 TOTAL £195,218.91 TOTAL £235,445.38 Deficit for year BIFwd previous (40,226.47) 115.582.88 Petty Cash Cu￿ent Account Savings Account 792.39 3,972.99 70.591.03 TOTAL FUNDS £75,356.41 TOTAL FUNDS £75.356.41 Other Income other expenditure itemised Apprenti￿ Grant 1,500.00 Leavers partylgifts Presents for children Xmas Party 459.00 214.70 280.00 Total £1,500.00 Total £953.70 .4&0 Treasurers Re ort 202 Please see the audited accounts attached for 2023. Parents are welcome to view the accounts of the playgroup. Balances as Of1kn￿ £*: Lloyds Savings £ 21 Ic)o-3Ftr £7S'Ilq- tq Accounts Approved Proposed: L HM A IL&"J il I Ct4E I?_ Incomings £1951218.91- Outgoings £2351445.38= Deficit for 2023 of £40,226.47. The current balance of both accounts include provision for staff redundancies should they become necessary and as the staff are paid on a pro rata baSlSi part of the current balance is wages owed, to be paid during school holidays. Fundraising and donationsfor 2023 were £4049.08. This is an increase of £517.08 from 2022. Thi5 was due to an increase on general fundraising, this needs to increase if the playschool is to continue to provide subsidised activities and trips. All trips and special events rely on funds raised. Fees collected: £36,750.12. This is an increase of £1,935.12 from what was paid in 2022. The increase is due to the increase in the fees rates. Most parents are extremely good with payments. It is importantthat a15 parents pay their fees promptly if the playgroup isto continue operatingi as non-payment of fees can severely affectthe playgroup. Ourwages and tax are still being dealt with by Paymaster. Paymaster has dealt with staff wages and tax issues satisfactorily, including filing ourtax return online for us and helping us with any new tax legislation. They also manage the auto enrolment pension in line with current legislation, ensuring we have met all our deadlines. As a charity run playgroup, we are a non-profit making organisation, so all exce55 money is put back into the playgroup to improve the facilities we offer. Whilst we currently have savings, these have decreased due to the high deficit we are currently running at. We must ensure we have the money in place to help the playgroup improve. In 2023, we invested £3571 in new equipment forthe children, this was a decrease in £62.42 from 2022. In summary 2023, has been a difficult year, due to the increase in prices due to the cost-of- living crisis and falling numbers. We have had to rely on ourfinancial reserves to maintain the playschool finances, and whilst we have maintained and replaced the current equipment as required, we have had to put updating the provision on hold, hopefully this will improve in 2024.