## 2021-2022 ## Annual General Meeting Minutes & support documentation 17[th] October 2022 Venue: Heelands Meeting Place, Heelands Charity number: 1027459 Ofsted number (URN): 141880 ## **Contents** MINUTES……………………………………………………………………………………. Page 3 APPENDIX 1: THE COMMITTEE’S REPORT……………………………..……. Page 5 APPENDIX 2: THE FINANCIAL REPORT……….……………………………….. Page 8 APPENDIX 3: FINANCIAL STATEMENT………………………….….…………. Page 9 APPENDIX 4: AUDITORS LETTER…………………………………..……………. Page 10 APPENDIX 5: THE MANAGERS REPORT………………………..…..……..… Page 11 TRUSTEE SIGNATURES…………………………………………….……..……..….. Page 12 ## **ANNUAL GENERAL MEETING MINUTES** ## **17[th] October 2022** ## **Attendees:** Katherine Houghton-Bell Michelle Morrell Gareth Ellis Katherine Bell Leon Gilpin Mary Ndagire **----- Start of picture text -----**
Rob Woollet Charlote Hepden Natalia Portaresco
Esther Mannion Rish Modhwadia Mercy Opoku
Natalie Parkes Natasha Marriner
Louise Suton Caroline Bennet
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## **Apologies:** Apologies received from Commitee member Juste Gelazanskaite, who unfortunately cannot atend today. ## **Minutes taken by:** - **1 Welcome, Introduction & Apologies** Meeting start time is 15.40 - Katherine Houghton-Bell welcomed everyone and thanked them for atending the 2021/2022 Annual General Meeting. Apologies were read out. - Proposed: Rob Woollet Second: Katherine Bell ## **2 Previous AGM minutes** The minutes from the 2020/2021 AGM held on the 4[th] October 2021 was available to read by all atending Proposed: Louise Suton Second: Natalie Parkes - **3 Matters arising from previous minutes** I would like to state for the record that there were no maters arising from the previous AGM 2020/2021. Proposed: Katherine Houghton-Bell Second: Louise Suton - **4 Committee’s Report** The commitee’s report was read by Katherine Houghton-Bell. No questions were raised. Please see appendix 1 atached. Proposed: Michelle Morrell Second: Leon Gilpin ## **5 Treasurers Report** The treasurer’s report was read by Katherine Houghton-Bell. No questions were raised. Please see appendix 2 atached for the report, appendix 3 for the financial statement, appendix 4 for the auditor’s leter. Proposed: Charlote Hepden Second: Rish Modhwadia ## **6 Managers Report** The manager’s report was read by Natalie Parkes. No questions were raised. Please see appendix 5. ## Proposed: Katherine Bell Second: Katherine Houghton-Bell **7 Any other business** Discussion around the current significant risk to the future of the preschool posed by the lack of commitee members and in particular a lack of members in the key named roles, means that regretfully the preschool will not be able to continue to operate unless the positions are filled. Advice has been sought to understand what the next steps are to try secure the future of the setting. We encourage any parents, carers, or other interested parties to step forward to join the commitee so that the long-term future of the preschool can be secured. Proposed: Gareth Ellis Second: Michelle Morrell **8 Resignation of outgoing Committee Members** In accordance with regulation all commitee members resigned. Proposed: Esther Mannion Second: Gareth Ellis **9 Election of 2020/2021 Committee Members** The following people were elected to form the 2022/2023 Twinkle Tots Commitee: To be noted that Katherine Houghton-Bell put herself forward as the acting chair whilst other commitee members checks and paperwork are completed and they are able to join the commitee fully. There are 2 commitee members wishing to step down once the commitee is established with new members and so for now the existing commitee members stay in place until their replacements are found. Role Name Chair Katherine-Houghton-Bell Secretary Katherine Bell Treasurer Jessica Ellis Commitee member Rob Woollet Commitee member Rish Modhwadia Commitee member Juste Gelanzanskaite Commitee member Esther Mannion Commitee member Ruth Brooks Commitee member Martin Pigoznis Commitee member Gareth Ellis Commitee member Mary Ndagire Commitee member Mercy Opoku Proposed: Leon Gilpin Second: Esther Mannion ## **1 Meeting Closure 0** All present were thanked for atending and for their continued support. The meeting was closed at 4.30pm. **AGM 2021/2022** **Appendix 1: THE COMMITTEE’S REPORT** ## **Commitees report** This is a report from the commitee for the year April 2021-March 2022. ## **Commitee changes** On 22[nd] February 2022 Sarah Robinson stepped down as Chair and Kirsty Round took over the position, stepping away from the role as treasurer, to be filled by Ravi Modhwadia once his EY2 and Ofsted approval came through. In the meantime, Katherine Houghton-Bell was added onto the bank account in the interim so that payments would be able to be authorised in the changeover period. Katherine Bell is in the secretary role. In February 2022 there were 6 members of the commitee 3 of whom have children in the setting (50% of commitee membership). With a new commitee member to join this would take the percentage up to 57% (4 out of 7). At the time of this meeting (October 2022) we are currently experiencing an unprecedented commitee member crisis, as it stands due to still awaiting EY2 and Ofsted confirmation the new commitee member due to take over the treasurer role has been unable to join. Due to the new academic year, now only 2 of our commitee of 6 (33%) have children within the setting, taking us below the requirements of the constitution. Also we now have at least 2 members of the commitee wishing to step down, though we do have 2 people that have expressed an interest in joining the commitee and that have started the process. Our biggest issue at this moment in time is the lack of Chair or Treasurer on the commitee. ## **Our key focuses for 2021/22** The following objectives were set in the commitee report at the previous AGM: - Extend the strong commitee we have developed over the past couple of years. To seek dedicated members to assist us in continually moving forward, and to take ownership of key roles. - Parent helpers or parents with skill set to atend sessions to share experiences and further develop our children's development and learning. - To continue to support and mentor the management and commitee team to improve throughout all areas of the setting. - We will also be looking into the IT structure of Twinkle Tots to possibly create a new website and overall look at moving TT forward in the world of technology. - To continue to review the business plan and financial forecast., to ensure it is accurate always. - To be able to move forward and take slow measurable steps in becoming a more sustainable setting across the board. - To recruit relief staffing for the setting, to ensure we can operate daily, and not have to close. Due to the lack of a stable commitee leadership, the commitee have been unable to fully support the setting in progressing these objectives. In addition to this a focus for the setting has been the actions required to address the findings of the Ofsted report. The commitee, through the chair, were required to maintain regular contact with the setting management to provide support, governance and leadership. There is limited record of this having been done prior to March 2022, and since the chair has been inactive, they have not carried out this function, but other members of the commitee have offered support. ## **Key achievements** The installation of the new storage shed for play equipment enabling the setting to keep their equipment in a secure location on the premises. We would like to say a huge thank you to all the parents and carers who have donated items to the Pre-School, including snack and supplies for arts and crafts and other activities within setting. Being a charity run Pre-School donations are often needed and are vital to help us to continue to run. We would like to thank the staff for their continued hard work and dedication in continuing to provide a high level of education for the children in the preschool, and recognise the difficulties and challenges that they have faced and are facing given the current situation. ## **Key challenges** ## **Committee membership and leadership** As discussed in the main body of the report, proceedings have begun to remove the inactive chair of the commitee. In addition, there is currently no named Treasurer, and two potential new commitee members have not yet been able to join, including one who was due to join in February 2022. At least two members of the commitee have also expressed a desire to step down. The current proportion of parents of current children on the commitee is well below the requirement of 60% set out in the constitution. The current constitution requires a minimum of five commitee members, with the removal of the chair, this means that no commitee member can step down without jeopardising the future of the preschool. This proves to be a significant risk to the future of the preschool as without a commitee, or key roles, in place regretfully the preschool will not be able to continue to operate. Advice is being sought to understand what the next steps are to try secure the future of the setting. We encourage any parents, carers, or other interested parties to step forward to join the commitee so that the long term future of the preschool can be secured. ## **Staffing** In the financial year 2021-22 one member of staff has left the setting, with another member of staff also having left since then. Recruitment for these two roles has not been completed, and with the current uncertainty this does not look likely to be resolved in the short term. ## **Future Plans** Given the current uncertainty surrounding the future of the preschool, and the lack of active chair, plans for the next year have not been developed. The priority for all is the immediate challenges relating to the commitee membership and ongoing viability of the preschool. ## **AGM 2021/2022** ## **Appendix 2: THE FINANCIAL REPORT** There is currently no Treasurer active on the commitee, as the previous Treasurer stepped into the Chair role and the intended incumbent has not been formally appointed due to paperwork delays. ## **Financial Review** As the statement for the financial year 2021-22 shows, we continue to operate with a healthy reserve of money, with just over £40000 in the reserve account, and £87000 in the main account. As a charity we are required by law to ensure we hold a reserve account to cover all liabilities including creditors, wages, inland revenue and redundancies. Total revenue for the year was £129995.89, just below the total outgoings for the year at £130946.13, resulting in a loss over the financial year of £950.24. However, the accounts remain healthy as mentioned above. As with the commitee report, we have limited information available due to an inactive chair, and have been unable to fully scrutinise our financial performance against a budget set for the financial year. Similarly, no financial budget has been agreed by the commitee for the financial year 2022-23. When compared with financial year 2020-21, it is clear we have received significantly less income (86% of 2020-21), whilst incurring similar costs (101% of 2020-21). The main contributing factor to loss of income in comparison to 2020-21 is the reduction in Monthly NEG Grant, despite a slight increase in fund per hour year on year. Combined with a drop in fees received compared to the 2020-21 financial year, this accounts for the majority of the difference. The reasons for this significant difference in funding and fees in the two years is not known due to a lack of data to support the financial figures. Expenditure remains almost flat year on year, with significant reductions in expenditure to HMRC and rent payments offset by an increase in wage costs and equipment costs. The increase in equipment costs was largely due to the one-off purchase of the new shed to securely store equipment and toys on site, which was greatly needed. Without this purchase, Twinkle Tots would be reporting a small profit for the year, again showing that the finances are being well managed to ensure the continued viability of the setting. ## **Financial Outlook** Whilst the lack of chair, and the future of the commitee and preschool must be resolved as a priority, there are some key financial activities that the commitee should address as soon as practicable once the future of the commitee is secured. These key points are detailed below: - Budget – No budget has been set or agreed by the commitee for 2022/23, and this is key to ensuring that expenditure remains on track and the preschool can continue to run in a financially responsible manner whilst providing high levels of service to the community. - Treasurer – As mentioned at the start of the report, there is currently no member of the commitee in the Treasurer role. This key role is required to be filled, and is a priority for the commitee once a new Chair has been appointed. - Financial Oversight – The commitee will work with the staff to beter understand the income generated from grants and how money such as the Deprivation Grant is spent, so that it can be tracked against budget and to ensure the money is spent to enable staff to provide a high level of service. - Fundraising – In the 2021-22 financial year, fundraising income was £404.10, whilst expenditure assigned to the fundraising category was £856.96. The fundraising is currently intended to allow the preschool to arrange events such as Christmas parties, however, it is clear from the accounts that the amount raised does not cover the costs associated with the events or with the organisation of the fundraising itself. These events and the fundraising activities are a key part of Twinkle Tots, and we need to consider how this can be supported to enable the continuation of these activities. - Supporting Information – In order to beter prepare budgets, the commitee would like to work with staff to get a beter picture of the setting in terms of numbers, age split, funded and non-funded places, so that all parties can benefit from a greater understanding of how income is expected to come in during the year. - Cost of Living Crisis – As everyone is affected by the changes in energy prices, and the knockon effect this has on prices of other items, such as food, we must acknowledge that this will also have a financial impact on Twinkle Tots in the current financial year, and potentially into 2023/24. The commitee see the potential for increase to rent payments, as well as possible reduction in fees if families choose to reduce their child’s hours in the setting. This makes it more important than ever to ensure that we have strong budget control and financial oversight. ## **Appendix 3: FINANCIAL STATEMENT** **AGM 2021/2022** 7797.74 311XJ 715.KJ 279.17 8￿.46 1LVj￿ 16L 4￿).34 570.T2 a81 14x61 NEG CTht_ 116103 07 4(￿.10 SrÉria Prc￿ts per￿ Ttariro sr￿ks ocrj 219.IX) (tsIDBSIB ￿)￿[11> FrrThSJ4ro5 kcc 53 Ftr(tsgro st￿1￿ Prtw o.IM) 22L40 thi.nl 513J"(Thv 714.45 21￿>10 2264.45 212. To kcwt O.IKJ Tctrj IrrcnE .ty).24 1.27 4LI)52.27 Barc* PrwiLrn￿CO 4LUJ3.27 0.10 4(R41 cth 107579. 21277.47 I2￿4. .￿.24 I￿01￿{nEIn￿co ]27875.65 Acc(xJts AGM 202112022 Appendix 4: AUDITORS LErtER |Twinkle Tots Preschool|Mr Terry Taylor| |---|---| |Small Meetng Place|4 Bransgill Court| |Glovers Lane|Heelands| |Heelands|Milton Keynes| |Milton Keynes|MK13 7LN| |MK13 7LW|| 03 October 2022 Dear Sirs After carrying an audit of the accounts for the year ended 5 April 2022 I confirm that in my opinion the accounts give a true and fair view of the financial position of the charity. Yours Sincerely Terry Taylor AAT ## **Appendix 5: MANAGERS REPORT** **AGM 2021/2022** ## July 2021 We were able to hold a graduation for our school leavers while following covid guidelines, graduation was split into two parts which allowed parents to come in. ## September 2021 EYFS changed and we had to create a bespoke curriculum, we were able to join as one group again, Charli applied for third in Charge position. We found Covid had had an impact on children’s setling times and children were very adult orientated. Keri the deputy manager stepped down for a 6 month period Charlie took over role as acting deputy temporarily. We faced many staff absences, one signed off sick, one continuous absence, one maternity. ## October 2021 OFSTED visited unfortunately we did not get the grade we had worked for, multiple actions and changes were put into place, such as curriculum and skills and knowledge on planning. Commitee had not handed over to new chair at this point. ## December 2021 We had a fantastic Christmas party with a special guest from Corina’s party. Staff first aid, designated lead, noodle courses. ## January 2021 Staff relationships strengthened with commitee management. ## March 2021 Keri resigned her role at Twinkle Tots, the job role was advertised, this was not successful for interest. Charli remains temporarily acting deputy. We celebrated the Queen’s Jubilee with a picnic with parents.