MINUTES
AGM Wednesday 6[th] October 2021 8pm (via Zoom)
In Attendance: Phil Wood PW (Chair), Yvie Stubbs YS (Treasurer), Lynsey Titchener LT (Secretary) , Caroline Mckeller CM , Victoria Hamidi VH, Kat Oxlade KO, Kayleigh Cripps KC , Mel Bradshaw MB
Apologies:
Chair Report
PW welcomed everyone to the meeting.
This is my first AGM as Chair and I think it is important at this time to reflect on the year we have just had. It has been a mixed year for everyone due to the on-going impact of COVID. We said goodbye to a number of a children in July who have now gone onto Primary Schools and welcomed returning and new children to the Pre-School in September.
During tonight’s meeting, we will hear from both Caroline and Victoria with reports about the staff and office work respectively. We will also hear from our treasurer Yvie on the current state of the finances at the Pre-School.
As well as these reports we will also discuss those committee members who are stepping down from their roles and to appoint new people to the committee. I would like to thank those people who have supported the PreSchool & committee in the last twelve months. As a reminder to parents who might be new to the Pre-School, we are a charity and cannot remain open without parents who volunteer to join the committee.
The current constitution states that the committee must be made up of at least 60% of parents/carers of children who currently attend the Pre-School. As it stands, we have one new volunteer joining us tonight but this leaves a combination of 50% (3 x non parents and 3 x parents) which puts us in breach of our constitution. Unless further volunteers come forward this evening to fill the trustee roles, I will have to create a further emergency general meeting on 3[rd] November to discuss the future of the Pre-School. At this stage, we will need just two more volunteers to prevent this from happening. Please can I ask if you can help support the Pre-School then to discuss this with me and I can explain what is required.
To finish on a more positive note I would like to thank the Pre-School staff for their continued hard work and dedication towards the Pre-School. I know that the last twelve months have presented a different set of challenges and you have risen to them on every occasion.
Staf Report
The last year has been very different to what a ‘normal year’ in preschool would look like.
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Parents have been unable to enter the preschool and potential parents have been viewing the preschool from the outside. Alongside this, we had handovers of children outside which have impacted on the time available to talk to parents about their child’s day.
I am pleased to say that at this point in time we have started to welcome potential parents back into the preschool to have a ‘proper’ look around and parents have been able to come inside during their child’s induction. Additionally, parents are now able to come in and collect their child at the end of the day which is supporting better information sharing between families and the preschool. We have decided to keep the dropping off in the morning at the door as this has worked so much better than confusing the children about when their parent will be leaving, especially if they disappear without saying goodbye. We are also planning on trialling our parent stay and play sessions after the October half term and will be requesting that parents take a lateral flow test before they attend.
I am pleased to say that Lisa, my deputy manager returned to work after maternity leave which has helped to re-establish the status quo. Kirsty has recently started her maternity leave and hopes to return in June 2022. I am pleased to say that we have been able to retain both Kate and Tanya as staff in the preschool for the forthcoming year and expect their hours to increase as children’s attendance increases. Shannon has now left the staff team because of a job opportunity 5 minutes from her home address. As she was travelling from Tetbury each day this is understandable.
The staff are getting to grips with a new cohort tracker, a new EYFS with new requirements such as teaching about oral health and newly designed two year checks this year as well as newly adapted induction paperwork for parents. We are planning our maths and letters and sounds teaching differently this year, to incorporate into our carpet times as we have children requiring extra support during free play times.
I have updated the accounts for the year Sep 2020-Aug 2021 and will hopefully have submitted them to our accountant before the AGM takes place. I look forward to another year working at Lydiard Millicent Preschool
Admin/Ofce Report
The numbers are changing fairly quickly throughout the year. We have had lots of show arounds, new registrations and enquiries since September. After October half term we will be confirming spaces for our January starters. We will have a Facebook advert going out at the end of September and again after the Oct half term to try and boost our January numbers.
All of the children who registered with us have started apart from 1 and we had a child who was due to return in September leave as they have left the area.
This terms newsletter has been sent out and all of this terms invoicing has been completed
Finance
The profit and loss for Sep 2020-Aug 2021 shows a profit of £8.6k
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Will be brought back to a net breakeven position. And a very positive end to the year.
the agreed 3% pay increase was applied (backdated to April) and for 2021/22 the 2 trips to Cotswold Wildlife Park and Crocodile World have been budgeted for at £1k each, plus 3% salary increase has been included from April 2022. the budgets for 2021/22 are showing a £2.1K net profit for the year which again, is a promising position for the year. Target is always breakeven for charities.
only outstanding issue is a £12.4k overpayment from Wiltshire Council from a previous year which simply needs to be reimbursed to them as soon as possible.
The £12.4k repayment to Wiltshire has been repaid. £5 per person increase on staff meals Signed off by committee P&L Signed off by committee Bonus signed off by committee Budget Signed off by committee
AOB
Committee agree to enrol Melissa as new fundraiser.
Members stepping down – Keeley Mills, Gemma Marsden and Kat Oxlade are no longer committee members; however, Kat Oxlade has agreed to stay until replacement has been found.
PW to gain clarification from Early Years Alliance regarding the Committee Member Ratios and reducing from 5 to 3 trustees.
Meeting closed at 8.40pm ACTIONS
Early Years Alliance clarification on updating the constitution PW
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Lydiard Millicent Prevschool TOTAL 1,186a7 37.9) 112.938.41 23,266.50 Fundrnwrg IK4Jm8 (CrAa•) NEG. IrKcrf Aoptratton F•• t19791128 3791128 GROSS PROFIT 1 Salary 103,398.04 3,964.78 477.47 3T•¥wdNI 113.38 401.23 8.10 1J24.31 D8S Cloarn Ewly Y•irn pu Prwnlum IEYPP) Enrfcknnwrt IS Ev•nlBI Eyn FuNlrnWng (1•11 Id•l•t•O 302.67 183. 353.88 1.574.02 6.97 Prof#on F•M (A) Ront on8• 613.43 3,290.47 148AO 337.85 061A Slaff LlnNcrfm• Trnknl Tinl Expm IdqlB 16.C W•eW Shcp 1,484.97 e191.848X Nrf OPEFL4TING INCOME IfflW•#4rK¢ 2.81 1.410.40 tl.41Q40 £-1,40719 t4.18537 NET OTHEA INf(AE NET INC(AIE 111
Lydiard Millicent Pre-school Balance Sheet As of Awt 31. 2021 TOTAL Fixed A8SOt Build & Imp D8p'n 81+n9S ond Imixovam Fum & Equlp Ac¢ oop'n Fumlturo arKI Equlpmont 4.792.80 9,704.00 1.320.00 £3.36120 120 C18h at bank In horKI Contingon FurKI 15,906.22 12,CQO.00 45,309.27 1,021.90 £74•7aO Lloyd8 TSB Mwn AnI P•tty Caah T(thl Ca•h At h•Thl Dobtors Uwt•gorf8•d h46•1 NET CURRENT ASSETS Cf•dkn8.' amoun18 lalMTrJ ITh y• Trad• Cro¢ltorn Cf•dllors 12.400.1)0 2,400.00 Curr8nt Lfr•blhl•8 £uuaL8 knLwnt. PAYETrII Cmtrd kc<wJnt. Payroll Contrd Accojnt . Pensk 8.169.$8 265.59 o.fy) £8A3&17 £20m&17 NET CURRENT Assgrs ILIA8ILITIESI TOTAL ASSETS LESS CURRENT LIABILITIES £53AO2. £58,763.42 £56,753.42 TOTAL NET ASSETS ILIABILITIESI Cwi and Fl•8orve8 onIng Equty Retainod Eamlngs Profft lor tho yw 56.767.10 4.169.05 4,155.37 ItfVLLI Li 14A