Saxon Pre-School 19[th] October Minutes (AGM)
DATE OF MEETING 19[th] October 2023 at The Silver Band Club, Earls Barton
| Saxon Pre-School 19thOctober Minutes (AGM) |
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| DATE OF MEETING | 19thOctober 2023 at The Silver Band Club, Earls Barton |
| Kirsten Fulton | |
| CHAIR | |
| MINUTE TAKER | Nicola Clark |
| ATTENDEES | Kirsten Fulton, Nicola Clark, Dan Bowes, Becca Weller, Lynne Harris, Becky Clark and Ruth Hewitt. STAFF: Lisa Ansell, Lisa Godwin, Michelle McCormack |
| APOLOGIES | Harriet Curby (potential new committee member) |
| PREVIOUS MINUTES OF MEETING | ||
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| Minutes from last meeting – all agreed. | ||
| MINUTES | Time to be reviewed/ completed | Responsibility |
| - Lisa shared the manager’s report for the year. See appendix 1 for a copy of the report. |
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| - Ellie Hawker has stepped down as a committee member. Sarah Harvey is also planning to step down |
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| and the Chair will ask for this to be put into a resignation letter. | ||
| - Discussed that committee members not on the update service should reapply for a DBS check and then |
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| ideally join the update service. (Nicola Clark and Ruth Hewitt) | ||
| - Initial planning for an extension to the church hall has been rejected. New plans are being made but it |
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| is expected that this will be a long process and unlikely to affect the preschool this upcoming year. (See | ||
| appendix 2) | ||
| - Christmas fundraising opportunities discussed. A stall at All Saints Christmas Fayre has been booked by |
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| Becky Clark for 9th-10thDecember. It was suggested that the children help to make decorations that | ||
| could be sold (these are planned to be made the WB 20thNovember) and that sweetie cones /hot | ||
| chocolate cones could also be sold too. | ||
| - Other fundraising ideas were discussed such as a Christmas raffle and Becca Weller offered to ask local |
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| businesses if they would be willing to make any donations. | ||
| - The preschool have applied for funding from Tesco to cover the costs of snack. |
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| - A parish council grant will be applied for again in November for the intention of covering forest school |
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| costs. | ||
| - Ruth will try to look into fundraising again at her place of work which could be used as a hardship fund. |
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Discussed that committee members not on the update service should reapply for a DBS check and then ideally join the update service. (Nicola Clark and Ruth Hewitt)
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Ruth will try to look into fundraising again at her place of work which could be used as a hardship fund.
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Treasurer gave his notes. (Please refer below and see Appendix 3). All committee members agreed to write off the fees of Eva Kingston and William Dack and the small amount of historic fees.
A unanimous decision was also made by the committee to continue to invoice the parents of a child who has a large amount of unpaid fees, despite concerns that these invoices will continue to go unpaid. This child has deferred their school place but due to safeguarding concerns the Saxon staff feel it is important that this child remains within the preschool setting. It was agreed by all that the welfare of this child should come first and that this child will not be refused a place at Saxon. An EHA has already been applied for by the Saxon staff. Invoices will continue to be issued so the expectation of payment is still upheld but no late fees will be applied. The idea of trying to set up a payment plan was also discussed in the hope a small amount of money might be recouped.
Formal letters to be sent out to Ameya and Willow’s parents for outstanding fees. Lisa to also remind Rocky’s parents of outstanding fees owing.
As part of the AGM meeting Kirsten Fulton was nominated as the Chair, Dan Bowes was nominated as the Treasurer and Nicola Clark was nominated as the Secretary. All committee members fully agreed.
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Harriet Curby was unable to attend but would like to join the committee and this was approved.
The committee formally approved the accounts for the year.
Notes from the Treasurer : (see appendix 3)
It’s been a very stable year financially for the preschool. Fundraising and donations have been pivotal in allowing the preschool to continue without the need to significantly increase fees. Fundraising and Donations were up £1,800 year on year which was largely down to The Swan raffle, Sponsored Bounce and The Christmas Lights.
Whilst funding was down £10,000 in 2022/2023 money received from Invoices increased by £15,000. All in all this meant an increase in income of £6,600. As you would expect costs also increased by nearly £4,000 year on year therefore meaning that we ran at a small loss of £233.
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As expected spending on toys and equipment decreased significantly year on year, due to the large spend in the previous year on the outdoor space etc.
Fees have been raised during the year in line with inflation and this was put in place to ensure as small a deficit at the year end as possible. The large increase in costs this year c.£5,000 was due to the increase in National Living Wage that the was passed onto the amazing staff and also a £2,000 outstanding tax balance being paid.
At the year end we have £637.91 of fees outstanding with some remaining outstanding for over a year. The staff at the preschool have tried to chase down these fees but with no luck - I would therefore like to propose that we write off the fees owing from:
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Eva Kingston - £157.55
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- William Dack - £76.50
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As well as some other small amounts:
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- Amira Cartwright - 25p
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- Jack Jenkins - 50p
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- Bowie Love - £1 - Saskia Burrows - £1
APPENDIX I Mana er's Re ort October 2023 Pre red b Lisa Ansell and Llsa Godwin for the AGM meetin held on 19 October 2023 Ih 2023 began with a long awaited Ofsted visit to the setting, on 11 January 2023. All of the Saxon staff were amazing, using all their knowledge and skills to impress the 2 Otsted Inspectors. We were awarded a 'Good', which everyone was extremely pleased with. As always, the staff work amazingly hard to offer great care and a nurturing environment for the Saxon chi5dren. We would like to tske this opportunity to Say thank you to all the staff. At the end of March 2023 we were all very sad to see Lorrainne Smart leave the setting. She had been with Saxon for 13 years. orrainne's key children were shared between the remaining statt members. In November 2022 we applied to the Parish Council for some wet weather jackets and trousers and Forest School se5sion5 totallinE £IOOO. We were extremely happy to learn that the grant had been approved and received the monies, early in 2023. We will be applying for the grant again in November 2023, with the requesi for further funding, towards Forest School se55ion5. Forest School Sessions began in May 2023. The sessions were run by Socal childminder and Forest School Leader, Becky Rice. 2 Members of Saxon staff also worked alongside Becky, so that ratios stayed in line with government guidelines. We ran 6 sessions {£345} in total, which along with the wetsuits1£1491 came to just under E6(X). The remaining balance of £400, is currently being used to run Forest School sessions for the older cohort. At the beginning of June we applied for the coop community funding grant, which we have received in previous years. We were thrilled to find out last week, that we have been successful in our application this year and coop members will soon be able to choose us, a5 their local cause, when they shop. Saxon preschool staff and school leaver5 entered the Earls Barton Carnival on 17. June, with the theme being, 'The Circus,. The committee and parents were absolutely brilliant and rallied together to organise stall games and prizes and man the stall, during the day. The stall raised £357.90. The children looked amazing and Saxon Preschool was awarded I" Prize1£25 cash prizel On June 22 we held a Parent5 Evening which was welcomed by parents and gave staff the opportunity to talk to parents wh05e children were due to start school, in September 2023. nd In July, we were able to take on Amy and Chloe Gorton, twins from Wrenn Academy who worked on a placement with us. They also returned, along with Karen Macarthurfs daughter, Maisie, to help with Graduation at the end of term. We applied to the coop for a one off donation to help towards the costs of the graduation party and we very gratefully received £150. We were thrilled to be offered the church hall or) Monday afternoons, meaning we would be able to increase our offer from 21 hours, to 23.5 holtrs per week. This commenced in September L023 and initial take up has been good. We currently have 16 children in the afternoon on a Monday, with 3 members of staff.
The session fees increased with effect from September 2023 from £15.00 to £16.20- with the hourly rate at Saxon, now standing at £5.40. Lunch time charges are £5.40 for Wednesdays Ilhr lunch) and £3 for half an hour lunch on a Monday, Tuesday and Thursdav. Due to late payments, from a small amount of parents, it was decided, that a late payment fee Should also be introduced in September. A £5 late payment fee was agreed by the Managers and the Committee, if payment was not been received by the end of the invoiced month and a further £5 added if payment had still not been received 14 days thereafter. We are still receiving lots of new enquires from parents including new enquiries for children, not on our waiting list. We currently have 35 children on role, which will increase to 39 in the new year. Children that started in September have settled well and we afe happy with their progress. At the moment we have 24 children leaving to go to school in September 2024. Now that the September 2023 new starters have settled, staff will be re-introducing the target5 for their key children which will be reviewed on a 6 weekly basis. This system ensures that the children's learning progresse5 and that there are no gaps in learning. We have a busy term ahead with the Earls Barton Christmas Tree Festival, children's photographs in preparation for Christmas and our Christmas Party including a visit from Santa C13US. Fundraising 202212023 £3144,56- Det 2022 from the Swan £460- Jan Kindly donated from Steve Jerbnings again. £1080.50- March/April- Sponsored Boun £IOOO- April - Parish Council Grant £383.90 June Earls Barton Carnival £357.90 plus £25 as Saxon were awarded I" prize in their tategory. £150-August- Co-op Morley to pay for Graduation costs £IOO- August-scott Bader- Rosie husband nominated Saxon £IOO- Sept Donated by Bethany Villiers-clark raised by organised a Mufti day at her place of work. £520 - 0rt- Money donated frorn Parents13 Peaks Challenge) We continue to post a monthly article in the Barton Today, showing the children's activities for the past month. Lastly, we would like to say a massive thank you to the committee. from all staff. The current committee have been extremely pro-active and forthcoming with fundraising and support for the Preschool. The input from the committee has helped to enhance the activities, resources and experiences we are able to offer the children.
APPENDIX 2 cw ww
APPENDIX 3
| Date for next meeting: | 30thNovember 2023 |
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| Meeting closed at 8:49pm | |
- Saxon Pre School
Financial Summary - [31st August 2023]
Comparison of 1st September to 31st Au
| Y/E August 2023 | Y/E August 2023 | Y/E August 2023 | Y/E August 2023 | |
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| Total Defcit | (£870.84) | |||
| Income | £84,740.85 | |||
| Funding | £47,267.99 | |||
| Fundraising | £7,754.67 | |||
| Fees - Paid | £29,718.19 | |||
| Outgoings | (£85,611.69) | |||
| Wages | (£70,697.09) | |||
| Hall Rental | (£6,152.00) | |||
| PetyCash | (£1,150.00) | |||
| Phone and Interne£- | ||||
| Statonary £- |
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| Payroll | (£721.50) | |||
| Other | (£1,447.34) | |||
| Toys and Equipme | (£2,558.36) | |||
| Tapestry | (£170.40) | |||
| OFSTED | (£50.00) | |||
| Staf Uniform £- |
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| Pension | (£1,935.80) | |||
| Insurance | (£729.20) | |||
| Website £- |
Summary of fees Fees Outstanding Invoiced Fees Paid Fees
Balance as at 31st Aug Current Account Balance
Balance of Rec'd Transactions Check
| Y/E August 2022 | Y/E August 2022 | Y/E August 2022 | Y/E August 2022 | Diference | |
|---|---|---|---|---|---|
| (£3,596.77) | £2,725.93 | ||||
| £78,101.50 | £6,639.35 | ||||
| £57,495.03 (£10,227.04) |
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| £5,921.52 | £1,833.15 | ||||
| £14,684.95 | £15,033.24 | ||||
| (£81,698.27) | (£3,913.42) | ||||
| (£65,352.24) | (£5,344.85) | ||||
| (£5,672.01) | (£479.99) | ||||
| (£1,100.00) | (£50.00) | ||||
| £- | £- | ||||
| (£278.61) | £278.61 | ||||
| (£526.50) | (£195.00) | ||||
| (£640.93) | (£806.41) | ||||
| (£5,724.56) | £3,166.20 | ||||
| £- | (£170.40) | ||||
| (£50.00) £- |
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| £- | £- | ||||
| (£1,645.12) | (£290.68) | ||||
| (£708.30) | (£20.90) | ||||
| £- | £- |
£637.61 £30,355.80 £29,718.19
£61,326.91 £60,456.07
£60,456.07
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trust88sI members of Saxon Pre School On accounts for tho year ended 31 August 2023 Charity no {If any) Sot out on pago8 I reF(*l to the tiuslees on my examinatSon of the accounts oflhe ale charity {Ihe Trust") for the year ended 31 August 2022. Rp¢)nSibilItieS and As thg ¢harity Iwstee$ of the Trusl. you are r8spon$ible for the prepardtion basls of report of the accounts in accordance with th8 requirements of the Charities Act 2011 {Yhe Act.). I reFth in respect of my examination of the Trust's attounts carried out under sectlon 145 of the 2011 Act and in carying out my examination, I have followed the applicable Directions given by the Charty Commisslon uTrJer sectton 145(5)(b) of the Act. I have completed my examination. l Confi that no malerial matters have come to my attention in connection with the examination which gives me ause to believe that in, any material respect- accountlng records were nol kept In &cordance with secllon 130 of the Act or the acc¢)unts do not accord with the accounting rordS Indopendent examinerfs statemenl I have no ¢oncern$ and have come acro$$ no other matters in connection with the examination lo which attention should be drawn in order to enab a prcw understandlng of the accounts to be r8athe(l. Slgned: Date: 261612024 Name: Mi55 France5 L¢Juisg Tock Relevant professlonal qualification(sl or body {If any): Fellow Memb8r of Association of Chartered Certffied Accountants. Address: 26 Carey Way Olney MK46 4DR
Section 8 Disclosure Only complete if the examiner needs to highlight matters of concem (see CC32, Independent examin8tK)n of charity accounts: dlrectiODS and guidance for examin8rs). Glve here brief details of any items that the examiner wishos lo disclose.
Saxon Pre-school Fina1?[ Summary-13tst August 2023] Comparison of 1st Septemberto 31stAugust 2023 EAU ust 2023 EAU ust 2022 Total Deficit 870.84 3 596.77 Income Funding Fundralslng Fees- Paid 78 101.50 57,495.03 5,921.52 14,684.95 47,267.99 7,754.67 29,718.19 oin Wages Hall Rental Petty Cash Phone and I nternet Stationary Payroll Other Toys and Equipment Tapestry OFSTED Staff Uniform Pension 85 611.69 70,697.09 6,152.00 1,150.00 81698.27 65,352.24 5,672.01 1,100.00 278.61 721.50 1,447.34 2,558.36 170,40 50.00 526.50 640.93 5,724.56 50.00 1,935,80 729.20 1,645. 12 708.30 Insurance Website
Summa of fees Fees Outstandin Invoiced Fees PaSd Fees 637.61 30,355.80 29.718.19 Balance as at 31st Aug Current Account Balance Balance of Rec'd Transactlons Check 61,326.91 £ 60,456.07 60,456.07