Minutes of Meeting
ANNUAL GENERAL MEETING
– Friday 23rd October 2020 12:30pm
Attended: Paige Sealey, Sophie Moon, Jemma Parris Emma Bonwick
Staff: Chris Millins, Zoe Woodroofe
Due to COVID-19 restrictions at the time of this AGM meeting, we couldn’t invite any more than 6 members to join the meeting. Therefore there is no apologies at this time.
Chairs Report:
Thank you to Chris and the team for making it possible for us to get together today and for all the logistics and risk assessments, emails that that must have involved! It really is an unprecedented time at the moment and credit to you Chris and the staff for keeping things going and making things work over the last 8 months and beyond.
Words can’t really do justice for the outstanding efforts and sacrifices you all have made and continue to make to stay safe and to stay open for our children and families. So on behalf of myself and the committee and all the parents I know we have huge respect and admiration for you all and thank you for all you have done and continue to do. You are a truly dedicated and special team.
Leading on from that I urge as many people as possible to spread the word about joining the committee to work together and to share ideas on how we can further support Manor Road with the rest of the year and beyond. It’s not going to be easy so now more than ever we need to come up with creative fundraising ideas that are safe to do and that will continue to support the much needed income for Manor Road.
It is with sadness that I have to step down as chair but I’ve thoroughly enjoyed my few months in the role and was thrilled in particular with how well the sponsored book week ran and the Christmas fair too and what the fair raised, was a record high total.
What an achievement for us all and it was only possible due to the support from our families, friends and wider community, so thank you all! I think what was special too about the fair was the involvement of the mums coming up with ideas for things to make and sell and then making the craft together and I know friendships grew out of
those craft evenings, so that was a huge plus too. So please do join the committee it is fun!
I plan to stay on the committee and to help out wherever I can and wish the new chair all the best in their new role, they will do brilliantly I am sure.
Thank you everyone.
Minutes of the 2019 AGM Approved:
Proposed by Chris, Second by Sophie
Treasurer’s Report
This year has been a very different year due to the coronavirus however, from a financial point of view we have not suffered too badly.
When we went into lockdown in March the pre-school was then forced to close for several months. We were then able to re-open in June for some children on reduced sessions.
During this time we were still receiving our funding money from the local authority despite being closed. We made the decision not to furlough our staff during this time and used the funding to continue paying wages. The reason for this was because the Department of Education were very unclear about whether or not we would have to repay the funding or furlough money if we took both – we decided not to take that risk as we were unsure that we would be able to make the ongoing repayments in the future if this was the case.
Although many of our summer fundraisers had to be cancelled, we were very fortunate to have already had a successful Christmas Fair and sponsored book read prior to Covid 19.
The church gave us a break in our rent payments during lockdown which again helped us greatly.
We also received many contributions and donations from our very generous parents – as always we are extremely grateful for their ongoing support.
Ella sadly left us to take up a new position at the end of March – we did not replace her which therefore saved us an extra payment on the weekly wages. Once again we received the employers National Insurance allowance of £3000 which covers most of our annual NI payments.
Going forward we had a relatively healthy balance to carry over however it is still a time of much uncertainty. We have employed Liz Dobson for kitchen duties. We have increased our session fees to £18.
Please refer to the attached accounts sheet. Balance brought forward £3,161 INCOME: Fees, KCC funding, grants etc: £90766 Donations: £397 Fundraising/Commissions: £1312 Miscellaneous: £120 92,595 EXPENSES: Wages: £75769 Rent: £3225 Goods for the children: £679 Cookery, craft items, new toys etc Consumable goods: £678 Cleaning items, toiletries, wipes etc Stationery: £300 Ink cartridges, postage, registers, paper etc Food and drink: £608 Miscellaneous: £969 New equipment, party entertainer, xmas presents Staff training: £120 Additional staff cover: £7009 Audit costs, Ofsted registration, membership renewals: £511 Mobile/Broadband: £541 Insurance: £657 DBS Fees: £ 78
£91,144
Net increase in funds: £1451 Balance carried forward: £4,612
Report proposed by Zoe, Second by Paige
’ – Supervisor s Report Chris Millins/ Zoe Woodroofe
We would like to say a HUGE thank you for your continued support and so sorry that this year we cannot all be together for our AGM; It goes without saying that we appreciate your support throughout the year: fundraising, organising fairs, AGM’s but most of all for allowing us to look after your children.....without them all this would not be possible. We have an amazing committee who have worked tirelessly throughout the year to organise and keep you informed of forthcoming events (unfortunately these have been few, due to COVID!) A BIG thank you to them all, again without them we could not function. We of course lose some of our committee today and we really appreciate all their hard work, not least our Chairperson Emma and deputy Hannah, who have done a truly fantastic job, keeping the committee informed throughout the year. Thank you again. We are a registered charity, and therefore we must have a
committee/trustees, so it’s important that we have people willing to join us, although we do a lot of the admin ourselves as we like the contact with parents/carers we do need the support from others in many areas. We hope that some of you will feel you would like to be part of this and look forward to welcoming some new faces onto the committee this year; if you feel you may like to join then please ask us what is it about and I know our remaining committee would welcome you with open arms, it would lovely to have your support.
Our Christmas fair 2019 raised an amazing £900.00, the generosity of our families and extended community is just staggering, thank you so much. This money of course goes towards buying new resources for the children and so far we have replaced our old, tired laptop with a Kindle for the children to use. This has been set up with age appropriate learning games and the children are really enjoying using it. We have also started to replace some of our plastic toys with more natural material ones, wooden tea sets, saucepans sets etc. We were also planning on lots of planting and growing in our back garden but unfortunately due to ‘lock down’ we were unable to do as much as we would have liked but this will start in the spring with a vengeance! (Already started with ‘Broad Beans!)
As you were aware Ella was due to leave us at the end of the Spring Term but again due to lock down left us slightly earlier, so her departure was a somewhat more quiet affair than we had hoped. I have been in touch and her new job is going well, but of course she misses being with the children.
Due to the nature of this year; training has taken on a slightly different look with most of it being done virtually. Just before lock down in March Zoe completed her DSL training. I am due to complete DSL training ‘virtually’ in November. As part of the Tunbridge Wells collaboration this training is funded by them, and we have been told again this year that
there will be no extra money from KCC for training! Zoe has now completed her NVQ level 3. (Whoopee!) Well done Zoe x
Last Year in Pre-School
Our children had a very busy start to the new preschool year; creating masterpieces for their sharing board; and some lovely surprises for their families for Christmas 2019, they really love doing this and are always so proud of their creations. We had a lovely visit to Rusthall Lodge to sing our Christmas songs which the children and residents thoroughly enjoyed, our children are truly amazing when we do this and we couldn’t be more proud of them. (This is unlikely to happen this year)
Unfortunately, due to CoronaVirus restrictions we were unable to hold our Spring Fair in May and will not be able to hold a Christmas fair this year (so sad) but I know that members of the committee are already thinking about how we can fundraise virtually. It has also meant that our pre-school Christmas party has had to be cancelled but we have plans in place to make our last week in pre-school truly magical!
The remaining part of the school year 2019/2020 was certainly a strange one. When lock down was enforced at the end of March I don’t think any of us could imagine it would continue for the rest of the school year. We would like to take this opportunity to thank all our wonderful families for their continued support over this period, for sharing your lock down activities and experiences on Tapestry and your emails of encouragement, it was a very difficult time for us all. However we were able to re-open in June for our school leaving and key worker children and it was amazing how well the children adapted to all the new procedures that we had to put in place to be able to do this. It was fantastic to be able to do this and to spend this time with the children especially those who have moved onto ‘big school’. So a huge thank you to those families.
We also had lots of changes this year from March; new Covid Policy to run alongside all other policies; Covid Risk assessment policy and Covid Infection policy, these were all in place for us to reopen June 2020; and continue to be in place now; we amend when necessary and review regularly, also our cleaning regime has always been top notch, but obviously there is much more cleaning to do throughout the sessions and at end of sessions; our children are great when it comes to washing hands and most need no reminding, they are a credit to you all; and makes our role a little easier, I (Chris !) want to say a HUGE thank you to all the team for the total support we give each other, they are all working above and beyond their roles to make remaining open possible, so THANK YOU x There are challenges ahead I’m
sure; but we all feel it's part of our role and will do our very best to meet these challenges ‘head on’ !
Well as this term is almost half way through, we would like to say thank you for all your support and to the children who are making this so much easier than we could have imagined it to be, they are amazing !
Election of Officers and Committee Members
Committee Members standing down:
Emma Bonwick (Chair): Stepping down from her chair position- Proposed by Gini, Second by Chris
Hannah Turke (Chair): Also stepping down from her position as chair- Proposed by Zoe, Second by Sophie Hannah Mackintosh: Proposed by Paige, Second by Sophie Katherine Churcher: Proposed by Jemma, Second by Zoe Fraya Bull: Proposed by Emma, Second by Gini Lida Willingale: Proposed by Zoe, Second by Paige Georgina Kelly: Proposed by Sophie, Second by Chris
Members staying on:
Chris Millins (Nominated person) Sophie Moon (Elected as new chair) Proposed by Paige, Second by Jemma Paige Sealey (Secretary) Jemma Parris (Treasurer) Claire Harrison Gini Bailey Charlotte T
New Members:
Nicola Barker: proposed by Zoe, second by Chris
Due to the limited numbers allowed at the AGM meeting, we didn’t get many new people joining the committee but hopefully this will pick up again in the future.
In previous years we have had the headteacher of Rusthall St Paul’s Primary School (Caroline Powell) come and talk to parents about the school but unfortunately that couldn't happen this year.
The meeting ended at 13:30
MANOR ROAD PRE-SCHOOL
INCOME AND EXPENDITURE
Y/E 31/08/20
| Balance brought forward INCOME: Fees, KCC funding, grants etc Donations Fundraising/Commissions Miscellaneous EXPENSES: Wages: Rent: Goods for the children: Cookery, craft items, new toys etc Consumable goods: Cleaning items, toiletries, wipes etc Stationery: Ink cartridges, postage, registers, paper etc Food and drink: Miscellaneous: New equipment, party entertainer, xmas presents Staff training: Additional staff cover: Audit costs, Ofsted registration, membership renewals: Mobile/Broadband: Insurance: DBS Fees Net increase in funds Balance carried forward |
£ 90766 397 1312 120 92,595 75769 3225 679 678 300 608 969 120 7009 511 541 657 78 91,144 1451 |
£3,161 £4,612 |
|---|---|---|
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl FEs- sck/QO On a¢¢ounts for the year gnd 3/ Charity no Ilf any) out on pages I r8port to the trustees my examination of the accounts of the above charty llhe Trust") for Ihe year ended Responslbllltles and As the charity tnjstees of the Trust, you are responsible for the preparation basls of report of the accounts in accordanc• wtth the requirements of the Chanties Act 2011 Acr). I report in respect of my examination of the Tnl'S accourts carried out under sedion 145 of the 2011 Act and in carying out my examination. I have followe(l the aPpIable Directions given by the Charrty Commission under sethon 145(5}Ib) of the Ad. I have compl8ted my examination. I confim that no material matters have come to my attention (other than that disclosed below .1 in conne¢lion wrth the examination which gwes me cause lo believe that in. any material Independent oxaminèrf8 Statement a¢¢ounliry records not kepl in accordance with sects'on 130 of the Act or the accounts do not acctyd accounting rKords I have no con¢ems and have come auoss no other matters in Connection wrth the examination to which attentn should be drawn in order to enable a proFer understanding of the accounts to be reached. . Please delete the WC in the br8c*ets il they not apply. SlgDed: Date: Name: FrK ISSO Relevant professional quallflcatlonlsl or body lif anyl- Address: ILII H IER October 2018