East Coker Preschool
Annual General Meeting
18th October 2023, 7:30pm
Attendance – Lauren.C, Eve.D, Anne.N, Jess.H and Amber.C. Apologies - Vicky.R, Siobhian.T, Emma.B and Philippa.E.
The minutes of last year’s AGM were read out, agreed upon and signed by both Jess and Amber. Since last year Jess has taken on the role of Treasurer and Eve the Admin role, there were no other matters arising.
Both the Manager/Chairperson and Treasurer reports were presented during the meeting, if you’d like to read or have a copy, please speak with a member of staff.
Unfortunately, Sophie and Steven have resigned their role as Co-Chairperson, and we’d like to send our thanks to them for their time and dedication to the committee. Amber has expressed that she would also like to resign her position as Secretary but has agreed to stay on, as the committee needs to have at least 2 non staff members in active roles. PLEASE REMEMBER THAT THE SCHOOL LEGALLY CANNOT RUN WITHOUT AN ACTIVE COMMITTEE!
The Constitutions and Policies were readopted and signed by both Secretary and Treasurer in lieu of a Chairperson, these are also available to view on request.
The Gambling Licence signatories are Anne and Karen.
WINTER FAIR 25/11/2023
Raffle tickets have been delivered and will be handed out shortly. We currently have approx 15 stalls sold, so if you or anyone you know would like a stall on the day please speak with either Judi or Eve. This year we’re asking for whole cake donations, as opposed to cupcakes, for the refreshment stall that we will be hosting.
Anne and Amber have offered to go on a donation hunt around the town for raffle prizes, again of you know of any businesses or people that are willing to help please pass on the information.
Festive Songs 06/12/2023
Come and see your children performing a range of songs and buy their seasonal artwork, there will be refreshments available on the day.
Easter Coffee Morning 28/03/2024
Weather dependent we will be hosting an egg hunt for the children, there will also be a raffle, along with refreshments and more amazing artwork.
Olympic Summer Event 08/06/2024
In line with the summer Olympics we’ve decided to host our own for our summer fundraiser, details will be confirmed nearer the time, so watch this space.
A.O.B
Jess and Eve are going to look into the Instant Ink to see if it is cost effective for the setting. Easy fundraising, if you do online shopping, please look into using the easy fundraising site to do so, with every purchase money gets given to the preschool at no extra cost to you, please see the leaflet attached.
Next meeting to finalise all Winter Fair arrangements, 15/11/2023 7:30pm @The Preschool
18/10/23 Manager Report and Treasurer Report
September 22 saw big changes at the playgroup. Eve Dudden took over as manager, supported by Anne N. (Deputy Supervisor), Lorraine R., Karen R, Judi S, Sophie K (chair), Amber (secretary) and later in the year Jess H (treasurer). This is also the 50[th] year the playgroup has been at the Pavilion in East Coker.
In September 22 the number of children accessing the playgroup was 17 but this increased throughout the year to 26 children at the end of the Summer Term 23. The low numbers of children had an ongoing impact on the financial situation of the playgroup. This combined with the rising cost of consumerables, utilities, national living wage and an increase in staffing ratios to enable a safe and learning environment for the increased number of SEN support children created a financial situation that was monitored all year. In November 22 an ex-parent rans a craft workshop which raised £250. The Winter Fair in November raised £795 and £218 was donated by the local short mat bowls league. This league runs for 11 months of the year, Eve & Jeff make bacon butties for them and the money raised is donated to the playgroup.
The playgroup walked to East Coker Primary School to see their Nativity in December 22. We watched their show and had a play in the reception classroom, re-establishing links with the school. It was lovely to see the preschooler’s who had been at the playgroup.
In February 23 the playgroup signed up to do the SASP Physical Audit. This looks at the playgroup physical provision and advises how to make any improvements. We successfully completed this is July 23. The Stay and Play integrated session moved to Friday mornings and has been used by 3-4 families each week.
Funds raised were put toward mending the vegetable planter, which Anne and Ade did in February 23. The garden has enabled the children to grow and enjoy strawberries, sweetcorn, cucumbers, runner and french beans and pumpkins! The children made Valentine cards for their families and enjoyed making and eating pancakes and tossing pancakes on Shrove Tuesday (and all week!).
In May23 the Coronation of the King Charles and Queen Camilla was celebrated and the local scarecrow competition was entered by the playgroup. The playgroup entry came 2[nd] ! At the end of the Spring Term the wet weather did not deter an Easter Egg Hunt (held indoors) and a week long sale of Children’s Art work, raising £69.50.
Our 50[th] Golden Jubilee event in June raised £675. It included a Golden Trail, garden games, BBQ, trip down memory lane with photos of years gone by, cakes, raffle and the launch of the Jubilee cookbook. I must mention Sophie (who devised the trail), Jess (who did the cookbook), Amber (who ran refreshments and organised) and everyone else who helped at the event, came to the event and supported the playgroup making this a truly wonderful event.
Photos of the children were taken by Ruth, a first time doing photos this way and will hopefully be repeated. Sports Day in July was not too hot and supported by many families who cheered on their children. A party at the end of term was enjoyed by all and the playgroup ran summer sessions Monday to Thursday from 9am-3pm for 4 weeks of the summer holidays. Looking back it been a year full of learning and fun.
East Coker Pro4chool Playgroup Proflt and Los• R8port 01 S•pl•mbof. 2023- Jl Auqusl. 2024 0600- Craft Falf Incfjrn8 345.42 411)O- Chlld F60 Age 2 3,47Z.g1 4101- Chlld Fge Aga 3+ 8,040.11 4105- Surnmer FOOS 569.58 4106 - Mblk Relunds 233.55 4107. PIosC Fundralslng 2.917.18 4108- Easy Fundrnlslng 316.98 4113- Grants 73.541.86 4114- Snad( F 717.44 4117- Admln Charge 40.00 4900. Other Incorne 202.01 4911- Bank interest rld 627.75 Tol41 S•1•• ,02&79 242.89 IJX19. Glfts 0200.V 150.(NJ 0300. Fwidrntslng Gosts 0400. Crnft F* Cost8 161.49 1234. Pety C8 1tXI. aR08J PROPIT I LO88 £90,330.41 28W?5?1..21
0tr)1- Sl8tion8ry 11.85 LW2. Pre8cho(A R880Ufce8 467.71 GW3- Papor Consum005 5.75 7L. Enyloyo8 Wag8s and S818rieg T7.284.63 7001- NEST penskin 1.841.2S 7095- Recruilmgnt Expense3 35.IX) 7100- Rent 6.67Y.45 72C(i. El8¢tricity 766.96 18.49 7500- Prinllng 154.92 7530- Telephone 7610- A¢(*)untan¢y Fo•$ 1W.IJ) 375.60 7630- Buslnoss Insurance 7800- Repairs and R•nowBIs 8200. General Expenses 8210- Subs(xlptions 230.IXI 8230- Trdining Costs 160.Q) NET PROFIT i LOSS £1.75102 20 Aw 2025 21..21 Pw2g12
OVJ*e4 551
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A IndepÈiident Examiner's Report Roport to the trustee•l m•mber8 of East Coker Pre•School Playgroup On accounts for the year endod August 311t 2024 Charlty no lif any) 1027L¥21 Sot out on pages I report to the trustees on my examination of the aGGounts of the above charity (Ihe Trusf) for tt* year ended 3110812024. Rosponslbllltles and As the charity trustees of the Trust, you are responsible for the preparalion basls of report of the accounts in accordan with the requirements of the Charities Ad 2011 ("the Acr) I report in respect of rny examination of the Trust's accounts caffied out under section 145 of the 2011 Act and in CayIng out my examination. I have followed the applicable Directions given by the Charrty CommissThi under section 145(5)(b) of the Act. I have completed my examinats"on. I confirm that no material matter3 have corne to rny attention in connection the examination which gives me cause to believe that in. any material respect". accounting records were not kept in accwdance wrth sedon 130 of the Act or the accounts do nol ac£ord with the accounts'ng records Independent examinorfs statom•nt I have no ¢oncem8 and have come across no other mattefs in connedicn with the examination to which attents'on should be drw in order to enable a proper understanding of the accounts to be reactred. . Please delete the words in the brackets rf they do not 8Py. Slgned: aurf Name: Craig Howes Relevant profe10n41 quallfirAtlonls) or body (If any): ICAEW CTA Addro8•: 22 Watercombe Heights Yeovil. BA20 2TA IER (ktober 2018
Section 8 Disclosure Only complete rf the examiner needs to highlight matt8f8 of concern (8ee CC32, Independent examination of charity accounts. dir8Ctions and guidance for 8xaminer8). Gfve hero brfef detall• of any It•m8 that the •xamlner wlshe3 to dl8c108•. IER Octobor 2018