## Puffins Annual General Meeting Minutes: 13/10/22 Attendees: Beth Comber Marie Bower Kate Boalch, Chloe Lambert Jane Brewer Alex Baldwin Lizzie Fontes, Karen Hosking Abi Morris Lesley Morris Eileen Bartlett Hannah Cobbin Lucy Wilkinson Leanne Newton Denise Comber Kezia Rockey Van Gurp Susan Rockey Apologies: Xennya Petit Gemma Mackie Rebecca Crispin Megan Gould Colin Comber ## **Meeting Minutes:** - **Welcome:** - Beth, Marie & Kate welcomed everyone to the meeting - **Pre-School Manager’s report by Beth Comber: (Full report attached)** - Beth opened by saying that the children were having a great start to this academic year and were enjoying the new topic of Autumn. - Beth explained that being outside is such a big part of the ethos of the learning at Puffins so we use the outdoor space as much as possible. - During the last academic year, the new well-being book corner has been set up where the children can have quiet time with smaller activities to play and space to look at books. The decking is being used a lot to create different play experiences and fun with access out there anytime. The opening of our breakfast club has been successful and as a result we are going to be trialling an After School Club over the next 12 months. - Kate took over as Office Manager and Beth thanked her for the support she gives to her and the team. - Beth thanked the committee and Kate for their efforts over the past year for all the fundraising events. She also thanked all the parents who helped, donated items, prizes or came to our events. - Beth thanked all the staff for their continued support and hard work and said how lucky she is to have such a lovely team. - Furthermore, Beth thanked Marie for her hard work during her time as Chairperson. - Beth said her and the team were looking forward to another fun packed year and thanked anybody in advance for joining the committee and becoming part of the team that is a vital part of keeping Puffins running. All thanked Beth in return. - **Chairperson’s report by Marie Bower as follows:** As a registered charity and committee-run pre-school, we must invite you to an AGM each year to share with you how the pre-school is performing and to elect new committee members. Without a committee, we simply cannot open so it is really important that we leave here today with a strong committee in place for the year ahead. I have been Chair for the past year, and Secretary before that, and it has been such a rewarding experience to make a difference and to see Puffins go from strength to strength, particularly on the back of the pandemic. But both my children are now at Primary School, so I will be stepping down as Chair and looking for somebody to take my place. ## Puffins Annual General Meeting Minutes: 13/10/22 We also have some other committee members stepping down who no longer have children at Puffins and Gemma would like to step down from her role as Secretary to an ordinary committee member. So, as you can see, we have several vacancies to fill... But before we do, I just want to say a really big thank you to our current committee. They have shown incredible dedication this year particularly in fundraising, but they have also been involved in making key decisions about how Puffins operates. And they’ve done it all around their day jobs, other commitments, and little ones. So, a big thank you to those guys for everything they have done. I also want to say thank you to Beth. It’s been fantastic to watch Beth grow more and more confident in her role as Leader and start to really put her stamp on things with the committee’s support. Beth is unbelievably passionate about Puffins and her vision is to create the best possible experiences for the children. And that really is infectious. We are also very lucky to have a fantastic staff team in Charlotte, Jo, Claire and Hayley who all care so much about the children and make Puffins such a special place to be every day. In the last year, we appointed Kate to the role of Office Manager, and she has been amazing. Kate has settled in brilliantly and quickly got to work on implementing new processes to make the day-to-day management of Puffins more efficient. She has gelled brilliantly with the team and is always willing to get hands on whenever needed. She has also become our honorary minibus driver allowing the children to go out on lots of little trips at a minimal cost to families. One of the areas the committee are involved in is fundraising. Its been a fantastic year for fundraising efforts which was really important after a couple of Covid years where opportunities had been so limited. Thank you all for supporting our fundraising events and volunteering where you can. We always have amazing support from parents/ grandparents. In total we fundraised over £3,000 this year which is an immense achievement. Some highlights include: - Christmas raffle at the Christmas play - Water station at the grizzly - Coffee morning and sing along with Declan - Craft fairs - tombola and preloved sale - Regatta - bbq, sausage sizzle, pebble painting and treasure hunt. These events have also helped to raise Puffins profile in the local community. We have also successfully applied for a grant from EDDC to promote green space. So, watch this space for an upcoming garden project. So, what does being on the Committee entail? We tend to hold a monthly meeting. These have been virtual because it is sometimes easier when you’ve got little ones at home. But equally, these could go back to being face to face going forward. As a committee, we help make decisions and agree how money is being spent. We also organise and manage any fundraising events with the help of volunteers. The difference being Chair is that you Chair the meetings and take on a slightly more leadership Role. The secretary role involves taking minutes at the meetings. So please have a think if you could offer some time or skills to the committee this year. We would love to have you. So, before I hand over to Kate, I want to say thank you again to all of the staff, committee and parents for a brilliant year at Puffins. If anyone has any questions about being Chair, I am more than happy to answer them and offer my support. ## Puffins Annual General Meeting Minutes: 13/10/22 ## • **Kate presented the Treasurer’s Report: (Full report attached)** - Kate presented a Profit and Loss comparison for the financial year 2021/2022 v 2020/2021. - 2021/2022 Income £93,378 Expenditure £83,735 - Kate explained that despite a profit showing of £9,643 for the academic year there were several considerations to be made – A dispute with Seaton Kitchen and DCC over an increase in school dinner charges which was not communicated or justified. They agreed the increase was incorrect and Kate is still waiting for the revised invoices. - She also reported that we had received a generous donation of £2000 from an anonymous donation bequest in a will. - Kate also found that we were due a refund from HMRC in respect of £3,602. - She explained that fundraising was of course higher as we had been able to commence events again after the pandemic. - Parent fees were higher due to an increase in the number of 2-year-olds not covered by DCC funding. - New play equipment purchased – sensory table, balance and climbing equipment and the new tepee for the garden. - New equipment this year included the new dishwasher. - Professional Fees cover the solicitor fees due for the renewal of the building’s lease. - Kate reported that she has increased the monthly direct debit for our gas earlier in the year in anticipation of the continuing energy price rises. She will continue to monitor our consumption and ways to cut costs etc together with Beth. ## • **Election of Committee:** - Staying on: Chloe Bartlett, Alex Baldwin and Gemma Mackie are staying on the committee. Gemma has asked to step down from the position of Secretary though. Jane will consider staying on but as now her daughter has left Puffins she may well decide to stand down if we have enough committee members. She will advise Kate accordingly. - Stepping down: Marie Bower (Chair), Xennya Petit and Roberta Bacon. - New members volunteered to join the committee: Lucy Wilkinson, Lizzie Fontes, Abi Morris, Rebecca Crispin and Megan Gould. Jane will think about it as her child has now left. - Kate explained that new members need to complete the DBS check and sign up for yearly updates and gave out the Puffins Committee new member guidance sheet - Chloe offered to stand for the role of Chairperson, proposed by Jane Adkin, seconded by Lucy Wilkinson - Alex Baldwin offered to stand for the role of Treasurer, proposed Marie Bower, seconded by Chloe Lambert. - Gemma Mackie to hand over position of Secretary at next committee meeting. - All positions unanimously agreed. ## • **AOB:** - Kate reported that Christmas newsletter will be going out shortly with dates for the Christmas Play and Christmas Party. - Chloe and Kate will send an invitation and agenda for the next committee meeting to be held in November. Puffins at Beer Pre School Profit and Loss Seplember 2021 - August 2 TOTAL Incomo Childs sthool O'nrler DCC Funding Donations Fundraislng Ev8nts Parent F8es Refunds or creolt SEND 1 1 Fundlr¥J Unappli•d Cash Pa￿The￿ Inwno Uoifor 2.469.00 52.2UtS.b9 3,397.03 2.631.44 25,755.41 3,602.45 2.962.50 255.00 97.20 3,37B.f4 T(tsl Incrn GROSS PROFIT £88￿7&72 Exp6nses adv8its*ng Childrens unilom CleanSng mate+ial$ arrfl Clean•r Consurnables- play materiaLs Du•$ and SubscriptIL￿A E-on dectricty Easl Devon D￿1￿1 Counol EDF Ga8 Equiprn8nt Tontal Fundralslng Exp•n8• Gilts Gros8 W8gg8 Ink Prlntlno InwranG&. Brw& Stsv8llSOll Inuit Lid Lawn rnowing and Mainl￿Ance OfflcolGeneral Admlnlstralve EX[￿S•s Ofstgd r¥gistraiion PLA Insurance Pigy equlFynont Postag• and D8liv•ry Prolessional F8es RepaSr and maintenanco school dlnn8r paym8nl Send funding exwsos Small Tools and Equiwont Sna¢k and ¢onsumats88 South Wesl Water Stalf Training Ta18phona and Int8m81 Exp8ns86 Tiaining Trav81 for Puffins Trips SS.CJ) 25.73 466.33 368.72 426.17 702.57 512.00 1,046.00 60.00 668.39 131.20 66.827.54 49.78 1.003.23 172.80 525.00 387.65 98.10 788.56 2.371.95 7.60 2,000.00 271.10 388.40 1,633.26 561.99 1,043.95 330.50 304.91 6D4.64 9.60 19.44 C&sh Bas5 Wethostsy. 21 2023 03..04 rffj I￿￿+01.( 1r2 Puffins at Beer Pre School Profit and Loss Sept￿ber 2021- hugus12022 TOTAL 50.20 80.00 £63,￿￿1 £9WA1 Travgl lor training websrte admin EX￿ NET OPERATING INCOME C¢her IncoTri• Interest in¢om¢ NET OTHER INCOME £2.40 NET INCOME £9090.81 Cash B8*s IV&*￿5thy. 21 ￿Tre 2023 03..04 p¥n GMT+oio) Puffins at Beer Pre School Balance Sheet As of August 31, 2022 TOTAL Fixed Assot Tanglbl& assals Fumrturg and Equlrm Tthi TwltrA• 17.60 £17.eo £17.00 Cash at ba￿{ and in hand 8ullding8 account Conlingency Curr8nt FundrAislng 4c¢ount Pony Cash C*th * b**and kn h 12.004.38 31.171.35 8.114.14 85.20 £51￿&07 Curreni Ass&ts UndgP05itgd Fun¢J& 18.20 £1&20 NET CURRENT A8SET8 t51A9127 £51.3￿27 £51.41oa7 £51A1É187 NET CURRENT ASSETS ILIABILITIESI TOTAL ASSETS LESS CURRENT LIABILITIES TOTAL NET ASSETS ILIABILITIESI ca￿tal and R•sèty•s 1*8ning BalaneA• Equity Relalned Earnlrygs Proltt lor tha year 34.445.40 7,574.66 9,390.81 E51.41th Puffins at Beer Pre-school INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31ST August 2022 INCOME 2021122 2020121 Fees Extern81 Govemmenl Funding Donations Fundraising Uniform sales 25,755 55,171 3.397 2,631 97 13,491 49,403 576 228 87.052 63,731 bank interest Tax rofund SMP Other Income dinner money 255 2,469 490 1.111 Total Income 93,378.72 64353 EXPENDITURE Direcl Exp8ndilure Wages e6,828 3,1 57,757 Insuranc8 + buildings and mem Play eouipmenl Consumab185 Of$led and data Pfoleclion Postage Admin DBS checks Cle8ning materials Fundraising gxp Play materials repair and r8n6w Building maintenance Training Dinner money p8yment advertising Prof8$sional Fees Dues & Subscriptions Misc Pupil Premium expenses 1,768 2.372 246 517 95 4,743 502 354 1,570 314 369 828 530 55 599 219 73.237 Bank transfer Uniform inc staff Bad debt Total Expenditurn 737 74.924 Nel Movement in Funds -10,571 Balan￿ Brought Forward 42.020 52,515 8alance Carried Forward 51.408 41,944 Puffins at Beer Pre4chool STATEMENT OF ASSETS AND LIABILITIES AS AT 31st Aug 2022 Cuffent Account Fundraising A¢¢ounl Redundancy Account Petty Cash bankod cash T￿gIbl8 888ets 31171.35 8114.14 12C#J4.38 22284.56 7612.52 12001.98 85.2 18.2 17.6 18.2 17.6 TOTAL 51410.87 42020.06 There being no other assets or liabilities. Slgnod by two tnMtO08 on ￿h&ll of all the tru8ttt8 INDEPENDENT EXAMINERS REPORT I have examined the attached IrKom8 and Eyndilure k¢ount for tho yw anded 31st August 2022 and report that they are in accordance wlh a¢c4)unting rwds and have been properly drawn up in accordance the requir•monts of tho Charities (Accounls and Reporting) Regulations. Signed. Date...