2021-08-31-accounts

Annual General Meeting (AGM) Minutes Thursday 2[nd ] December 2021

Little Paxton Preschool held via Zoom

1 Attendees

Attendance
Penny Lusha Cha ir / Safeguarding Champion
Duncan Chappell Trea surer
Bev Elliott Prac titioner & SafeguardingSupport(Member)
Katherine Bagot Secr etary /FundraisingChampion
Aine Pozo Bus iness Manager(Member)
Anne Grove Prac titioner,SafeguardingLead & Social Media(Mem ber)
Sandra Hart Prac titioner & Health & Safety (Member)
Claire Cook Prac titioner(Member)
Tash Woodcraft IT(M ember)
Claire Course Prac titioner(Member)
Andrea Lauko Play worker(Member)
Sam Irvine Mem ber
Apologies
Mirela Coman Mem ber
Heather Helyar Prac titioner & SEN(Member)
Sylvia Radley Prac titioner (Member)
Minutes taken by: Katherine Bagot

2 Introduction (Penny)

• Penny welcomed everyone to t h e meeting and thanked the staff and committee for their leaving gifts.

• No new safeguarding issues needed to be raised.

• No concerns were raised from l a st year’s AGM.

• Penny explained that Little Paxt o n Pre-School is a registered charity run by a voluntary committee. To comply with good practice an AGM is h e ld each year to look back on the last year and l ook forward to the next year in the life of the preschool. At t h is meeting the committee steps down and the n members are elected for the next years’ committee. To fun c tion the committee must have a Chair, a Tre a surer and a Secretary. Staff members can also be committe e members, but the majority of the committee m embers have to be voluntary (i.e. not in a paid position).

3 Chairs Annual Report (Penn y )

This report was read out during t h e AGM by Penny. There were no amendments relating to this report. See attached.

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• Penny highlighted the need for a fundraising calendar for 2022 to ensure planning is in place. Suggested Winter Walk in February, meet the committee, invite extended family.

• Once safe to do so, she would like to see parent visits restart.

• If no chair re-elected at this AGM, we would need to inform the charity commission / EYS and advise and seek advice. Aine to discuss our options with EYS. Temp chair may need to be elected.

• 5 members minimum is required for the committee to function within the constitution rules. 60 % of these needs to be parents of children currently attending (Katherine, Sam, Mirela)

• Agreed to restart our search for a chair from the beginning and start again with the parents. Tash raised an excellent point that we should try to attract new members (not a chair) to the committee. One this would provide more help/ideas which is needed on the committee, but also these new members would be able to experience what we do and how we help the preschool and from here they may decide they want to support in a more senior role. Advertising directly for a chair which does come with added responsibility may be deterring people from joining.

• Consider changing to Charitable Incorporated Organisation, which holds less liability for the chair person.

• Aine to draft letter to existing parents /grandparents and staff to discuss with new parents at play visits about joining the committee.

4 Treasurer’s Report (Duncan)

This report was sent prior to the meeting. There were no questions relating to this report. See attached.

• Duncan added that we were all working hard to turn things around for 2022, especially in light of 2 other local preschools having to close in 2021.

• Change in end of year accounting month from July to August has provided a better overall indication of the preschool year.

5 Pre-school Managers’ Report (Bev)

This report was sent prior to the meeting. There were no questions relating to this report. See attached.

• Bev announced to the committee that one of the staff’s family members had recently received a cancer diagnosis and would therefore need support and adjustment to their normal working hours in order to support their family in this difficult time.

• We would be informed in the coming weeks of any required absence/ support once a plan of treatment has been confirmed. We will need to consider that this individual will also need to self-isolate prior to any treatment due to COVID-19.

• It was agreed by Bev and her team that they could continue to provide cover in their absence up until Christmas after which we would need to plan for cover. Thursday is currently the day most impacted by the lower level of staffing, although this day proves harder work to the staff on shift, it is manageable for the short term.

• It is vital that this is reviewed regularly so not to impact the quality of care provided to the children and ensure the staff are not placed under too much pressure. This will be the first agenda point to review at the committee meeting on 18[th] January.

6 Election of the Committee

Sam and Natasha were consulted during the meeting and both wished to be members of the 2022 committee meeting. Mirela, who was unable to attend the AGM, gave prior notice that she wished to join the committee as a member for 2022.

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----- Start of picture text -----
Name Role Proposed and Seconded by
No Candidate Chair
Duncan Chappell Treasurer Katherine and Tash
Katherine Bagot Secretary Duncan and Tash
Natasha Woodcraft Committee Member Katherine and Sam
Sam Irvine Committee Member Katherine and Duncan
Mirela Coman Committee Member Penny and Sam
----- End of picture text -----

New committee members will be required to fill out necessary paperwork (including DBS and confidentiality forms) prior to the first committee meeting. A follow up meeting should be held in a fortnights’ time but this coincides with the Christmas week. It was agreed that the first meeting would be on Tuesday 18th January 2022 at 7.00pm via Zoom.

The following members have stepped down from the Committee:

Penny Lusha - The preschool and committee would like to extend their upmost thanks to Penny for her dedicated service to the committee, preschool and the children. Her motivation to support Bev and the preschool staff will be sorely missed. She has been a driving force for the committee in her positive attitude to fundraise, provide guidance and successfully navigate the preschool through a pandemic which has seen others have to close. Thank you Penny!

7 Actions from this meeting –

As nobody was elected for the role of chair, Aine will speak to the EYS to discuss our options. Advertising for committee members will restart and focus on the parents of children who currently attend. This will help us to adhere to the 60% rule of the constitution. Letter to be sent to current parents and discussions had at play visits with new parents. Temp chair may need to be elected at next committee meeting.

Katherine will contact volunteers with the necessary paperwork and Aine will ensure that all volunteers requiring Disclosure and Barring Service (DBS) checks have the instructions on how to complete this process.

Penny will contact the Charity Commission to amend member details when details from volunteers become available.

Duncan will upload the Financial report to the Charity Commission website following the ratification from the Preschool accountants and the final sign-off by Penny and Duncan .

8 Forthcoming Meetings

• Tuesday 18th January 2022 at 7.00pm via Zoom.

We will continue to meet approximately every 6 weeks throughout the year.

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These minutes are accepted as an accurate representation of the meeting

Pre-school Learning Alliance Model Pre-school Constitution 2011

With Covid Amendments

1.0 Name

Little Paxton Pre-school

• 1.1 The name of the pre-school is _______ and is referred to in this Constitution as “the Pre-school”. The Pre-school is a body in membership of the Pre-school Learning Alliance.

2.0 Aims

• 2.1 The aims of the Pre-school are to enhance the development and education of children primarily under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups and by:

• (a) offering appropriate play, education and care facilities, family learning and extended hours groups, together with the right of parents to take responsibility for and to become involved in the activities of such groups, ensuring that such groups offer opportunities for all children whatever their race, culture, religion, means or ability;

• (b) encouraging the study of the needs of such children and their families and promoting public interest in and recognition of such needs in the local areas;

• (c) instigating and adhering to and furthering the aims and objects of the Pre-school Learning Alliance.

3.0 Powers

• 3.1 To further its aims the Pre-school has the following powers:

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• (a) to provide accommodation and equipment;

• (b) to raise money to pay for the Pre-school’s activities;

• (c) to make such payments as shall be necessary;

• (d) to fix and collect the fees payable in respect of children attending groups run by the Preschool;

• (e) subject to adherence with all applicable legislation, to control the admission of children to the groups run by the pre-school and if appropriate, require parents or guardians to withdraw them;

• (f) as a member of the Pre-school Learning Alliance to send an accredited representative to vote at local Branch and/or County meetings and to the national Annual General Meeting of the Pre-school Learning Alliance;

• (g) to borrow money and to charge the whole or any part of the property of the Pre-school as security for any money borrowed subject to complying with the provisions of sections 38 and 39 of the Charities Act 1993 if it is proposed to mortgage land;

• (h) to hire or acquire assets of any kind;

• (i) to buy, lease or rent any land or buildings and to maintain and equip it for the use of the Pre-school;

• (j) to sell, lease or otherwise dispose of all or any part of the Pre-school’s property subject to complying with the provisions of sections 36 and 37 of the Charities Act 1993;

• (k) to set aside funds for special purposes or as reserves against future expenditure;

• (l) to maintain and pay for membership of the Pre-school Learning Alliance;

• (m) to insure the property and assets of the Pre-school against any foreseeable risk and to take out other insurance policies to protect the Pre-school as required;

• (n) to provide indemnity insurance to cover the liability of the Committee members which by virtue of any rule of law would otherwise attach to them in respect of any negligence, default, breach of trust or breach of duty of which they may be guilty in relation to the Preschool provided that any such insurance shall not extend to any claim arising from any act or omission which the Committee members knew to be a breach of trust or breach of duty or which was committed by the Committee members in reckless disregard to whether it was a breach of trust or breach of duty or not provided also that any such insurance shall not extend to the costs of any unsuccessful defence to a criminal prosecution brought against the Committee members in their capacity as Committee members of the Preschool;

• (o) to employ such paid and unpaid staff, agents and advisors as maybe required from time to time;

• (p) to do any other lawful things which are necessary or desirable to enable the Pre-school to achieve its aims.

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4.0 Membership

4.1 Membership of the Pre-school is divided into two kinds:

• (a) Family Membership

• Parents or guardians of all children who attend any group run by the Pre-school wishing to support the aims of the Pre-school. Each family holding Family Membership will count as one Member of the Pre-school and will be entitled to one vote at any General Meetings of Members of the Pre-school.

• (b) Affiliate Membership Affiliate Membership is open to those individuals, organisations or other bodies interested in supporting the aims of the Pre-school. Affiliate Members may join at any time with the agreement of the Committee, but they will not be entitled to become an Affiliate Member until the Pre-school shall have received the subscription (if any) set by the Committee. An Affiliate Member will be entitled to one vote at any General Meetings of the Members of the Pre-school.

• 4.2 Membership of the Pre-school will cease if the Member concerned:

• (a) gives written notice of resignation to the Pre-school;

• (b) dies or in the case of an organisation ceases to exist;

• (c) fails to pay their membership subscription (if any), or in the case of Family Members fails to pay their Pre-school fees, within two months from the date on which it is due, in which case the Member will cease to be a Member with effect from the date on which the period of two months expires;

• (d) in the case of a Family Member the end of the last term in which any child or children of the Family Member attended any group run by the Pre-school;

• (e) is removed from membership by a resolution passed by a majority of the members of the Committee on the grounds that they have acted in a way which brings the Pre-school into disrepute or has failed to abide by the rules of the Constitution. Before the Committee decides whether to remove the Member, the Committee will give the member written notice of the misconduct or failure alleged to have occurred. The Member will have not less than 14 days in which to submit a written response to the notice. The Committee will have regard to this written response before making the final decision on whether or not to terminate their membership.

• (f) is an Affiliate Member whose membership is not renewed within 12 months of the date the subscription (if any) pertaining to their membership was set and received by the Committee.

• 4.3 Membership of the Pre-school is not transferable.

• 4.4 Individual membership status may change if the Member’s circumstances change during the year from a Family Member to an Affiliate Member.

• 5.0 The Committee

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• 5.1 The overall management and control of the Pre-school will rest with the individual members of the Pre-school’s management committee (“the Committee”). As well as being responsible for the management of the Pre-school the Committee members are also the charity trustees of the Preschool.

• 5.2 The minimum number of Committee members shall be 5 and the maximum shall be 12, together with up to a further 3 co-opted members. The Committee shall consist of:

• (a) a Chair, a Treasurer and a Secretary (“the Officers”); and[*1]

• (b) not less than 2 nor more than 9 other elected Members; and

• (c) if the Committee decides it can co-opt up to 3 further Members on to the Committee at any time after the AGM.

• 5.3 Not less than 60 per cent of the Committee members, including co-opted members, shall at the time of election or co-option be Family Members. In the event that this 60 per cent figure cannot be achieved, the Pre-school may elect Affiliate Members to make up the balance of the Committee subject to the Affiliate Members being approved by the Pre-school Learning Alliance.

• 5.4 Where an individual is elected as a Committee member it is that individual who is the Committee member and charity trustee and no other individual with whom they share Family Membership or Affiliate Membership shall be entitled to stand in their place at Committee meetings or have any other rights as a Committee member.

• 5.5 (a) The Committee members in 5.2(a) and 5.2(b) shall be elected for one year at the Annual General Meeting. Retiring Committee members are eligible for re-election unless they have already served on the Committee in any capacity for ten consecutive years.[*2]

• (b) Co-opted members in 5.2(c) may join at any time on the invitation of the Committee but shall retire at the next Annual General Meeting. No co-opted member shall serve for more than six consecutive years.

• (c) In the event of the death or resignation of an elected Committee member, the vacancy shall be filled until the next Annual General Meeting by a Family Member or an Affiliate Member appointed by the Committee.

• 5.6 All Committee members will have one vote each at Committee meetings. In the event of a tie the Chair of the Committee has a second or casting vote.

• 5.7 A quorum for Committee meetings is not less than half the Committee, including any two of the Officers.

• 5.8 All Members shall be eligible to stand for election to the Committee, except ordinarily a Member who is a paid employee of the Pre-school. A Member who is a paid employee of the Pre-school[*3 ] may however be eligible for election to the Committee subject to the following conditions being satisfied:

a)No Committee member may be paid for services provided to the Pre-school that form part of their duties as a Committee member and trustee of the Pre-school;

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b)Any services which are provided by a Member who is a paid employee to the Pre-school must be the subject of a written agreement between the individual and the Pre-school on such terms as are considered by the Committee to be in the interests of the Pre-school and have been approved by a resolution of the Committee;[*4]

c) The amount of the remuneration for such services are what is reasonable in the circumstances and do not exceed the amount that is customarily paid by the Pre-school to other persons who are not Committee members for such services; and

d)Not more than a minority of Committee members may at any time be the subject of such arrangements with the Pre-school and no such Committee members shall vote on or sit in any Committee meeting at which any matters concerning any such agreement relating to the provision of their services to the Pre-school is considered by the Committee.

• 5.9 Not less than two weeks before the date of the next Annual General Meeting of the Pre-school at which the election of elected Committee members will take place each Member shall be sent a form which any Member wishing to stand as a candidate for election to the Committee must complete and return to the Secretary to indicate their willingness to act as a member of the Committee if elected.

• 5.10 At the Annual General Meeting the prospective new elected members of the Committee will be those candidates receiving the highest number of votes from the Members, up to a maximum of 12 elected Committee members in total. Candidates will need to notify their willingness to stand on the Committee to the Secretary.

• 5.11 At the first Committee meeting following the Annual General Meeting at which the newly elected members of the Committee are elected they shall choose from amongst their number the members who will act as Chair, Treasurer and Secretary.

• 5.12 The term of office of any Committee member will automatically cease:

• (a) if he or she is not re-elected or re-appointed in accordance with the provisions of this clause 5;

• (b) if they are disqualified under the Charities Acts from acting as a charity trustee;

• (c) if they are incapable whether mentally or physically of managing his or her own affairs;

• (d) if they resign (but only if at least 5 other elected members of the Committee will remain in office);

• (e) if they are removed from the Committee by a resolution passed by a majority of the members of the Committee on the grounds that they have acted in a way which brings or is likely to bring the Pre-school into disrepute or he/she has failed to abide by the rules of the Constitution. Before the Committee decides whether to remove the Committee member, the Committee will give him/her written notice of the misconduct or failure alleged to have occurred. The Committee member will have not less than 14 days in which to submit a written response to the notice. The Committee will have regard to this written response before making the final decision on whether or not to remove him/her from the Committee.

• The pre-school has 2 co-secretaries

• Unless agreed by a vote from committee

• Pre-school staff attend committee meetings and give input. They cannot vote and leave if there is a conflict of interest or issues related to HR/colleagues/themselves.

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• The business manager will deputise in the absence of the Treasurer and will be paid accordingly

• In the absence of the Treasurer, the business manager or another appointed person shall report

• The pre-school has a credit card, the use of which is covered in the attached policy - Appendix I

• The preschool has a reserve, the use of which is covered in the attached policy - Appendix II

• Agendas and Minutes (with attachments) are available in pre-school (office) and are electronically filed in G'Drive/Committee/Agendas&Minutes

6.0 Proceedings of the Committee

• 6.1 The Committee shall hold at least 2 meetings each year unless the Committee shall decide by simple majority to hold a further meeting or meetings.

• 6.2 Every issue considered at Committee meetings may be determined by a simple majority of the votes cast at the meeting. A written resolution signed by all members of the Committee is as valid as a resolution passed in a meeting.

• 6.3 A Committee member must absent himself or herself from any discussions of the Committee in which it is possible that a conflict of interest may arise between his or her duty to act solely in the interest of the Pre-school and any personal interest (including but not limited to any personal financial interest) which the Committee member may have in the matter under consideration and take no part in any vote on the matter.

7.0 General Meetings

• 7.1 The Pre-school shall in each calendar year hold a general meeting as its Annual General Meeting, in addition to any other general meetings in that year and shall specify the meeting as such in the notice calling it. The Annual General Meeting in each year shall be held at such time and place as the Committee shall decide. All General Meetings other than the Annual General Meeting shall be Extraordinary General Meetings.

• 7.2 Each Annual General Meeting will be chaired by the Chair or in his/her absence another member of the Committee and which shall:

• (a) receive the accounts of the Pre-school for the previous financial year;

• (b) receive an annual report from the Committee;

• (c) elect the new members of the Committee;

• (d) transact any other business properly put to the meeting.

• 7.3 An Extraordinary General Meeting may be called at any time at the request of the Committee or not less than one quarter of the Members:

• (a) The Secretary or Chair shall send notice of the date, time and place of each Annual General Meeting and any Extraordinary General Meeting, with a list of items to be discussed, to all Members at least two weeks before the date of the meeting.

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• (b) If the Committee do not call an Extraordinary General Meeting within two months of a proper request to do so, any Member may call the meeting by putting up a notice in a conspicuous place where the group meets at least two weeks before the meeting.

• 7.4 The quorum for a General Meeting shall be 10% of the Members or 5 Members, whichever is the greater. If fewer attend, a new meeting must be called at a time and place determined by the Committee. If at the adjourned meeting a quorum is again not present 1 hour after the time appointed for the meeting then the Members present shall constitute a quorum.

• 7.5 Proposals may be put to a General Meeting of the Pre-school by the Committee or any Member.

• 7.6 All proposals put to the vote at General Meetings shall be decided by a simple majority of votes cast, except proposals to amend this Constitution or to dissolve the Pre-school which shall require not less than two thirds of the Members present at the meeting to vote in favour.

• 7.7 No amendments may be made to this Constitution without the prior approval of the Pre-school Learning Alliance and where any amendment is to the aims of the Pre-school set out in paragraph 2.1 or to dissolution under paragraph 11; or which would authorise any financial benefit to be received by trustees or to this paragraph 7.7 this shall not take effect without the prior written consent of the Charity Commission. (In this paragraph a 'financial benefit' means a benefit, direct or indirect, which is either money or has a monetary value.)

• 7.8 A copy of any resolution amending this Constitution must be sent to the Charity Commission within 21 days of it being passed.

8.0 Property

• 8.1 If the Pre-school acquires an interest in any property, either as a freehold, lease or licence of any land or buildings, then this property interest will be held by individuals appointed by the Committee to act as holding trustees of the property on behalf of the Pre-school. These holding trustees may be members of the Committee, Members of the Pre-school, Member of staff or any other persons which the Committee may appoint. A holding trustee need not be a Member of the Pre-school. The holding trustees are not charity trustees and appointment as a holding trustee will not of itself make a holding trustee either a Committee Member or Member of the Pre-school. Where holding trustees are required to hold property on behalf of the Pre-school then there shall not be less than 2 or more than 4 of them appointed by the Committee at any time.

• 8.2 Holding trustees will hold office until:

• (a) death; or

• (b) retirement with the consent of the remaining holding trustees; or

• (c) removal by a resolution of the Committee; or

• (d) removal by operation of the law

but no retirement or removal shall be effective unless there will be at least two remaining holding trustees.

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• 8.3 In the absence of fraud or wilful default the holding trustees are entitled to be indemnified out of the Pre-school’s assets against any risks or expenses incurred by them in the exercise of their duty as holding trustees for the Pre-school.

• 8.4 The Committee may convene a meeting with the holding trustees at any time and shall do so within one month of receiving a request for such a meeting from a majority of the holding trustees acting for the Pre-school, provided that the subject matter of any meeting will be limited to discussing matters relating to the property held by the holding trustees for the Pre-school and its management.

9.0 Finance and Accounts

• 9.1 The Committee will ensure that the Pre-school complies with the requirements of the Charities Acts as to the keeping of financial records, the auditing of accounts and the preparation and transmission to the Charity Commission of:

• (a) annual reports;

• (b) annual returns; and

• (c) annual statements of account.

• 9.2 The accounting records shall, in particular, contain:

• (a) entries showing from day to day all monies received and expended and the matters in respect of which the receipts and expenditures took place; and

• (b) a record of the assets held and any monies owed by the Pre-school.

• 9.3 At each meeting of the Committee the Treasurer shall normally present an up to date written statement of accounts to the Committee.

• 9.4 All accounting records relating to the Pre-school shall be available for inspection by any member of the Committee at any reasonable time during normal office hours and may be available for inspection by Members at the discretion of the Committee.

• 9.5 The Pre-school may open one or more bank accounts. All bank accounts will be in the name of the Pre-school.

• 9.6 Cheques and orders for payment of money from these accounts shall normally be signed by two designated persons, one of whom shall be an Officer. Where the Pre-school is not subject to any conditions of a grant which requires two signatories, the Committee may decide to allow cheques and orders for small amounts set by the Committee to be signed by a single signatory. A duplicate of all bank statements should normally be sent to the Chair.[*6]

• 9.7 The Committee may resolve to set aside income as a reserve against future expenditure but only in accordance with a written reserves policy.[*7 ]

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10.0 Minutes

• 10.1 The Committee will keep minutes of all proceedings at all meetings of the Pre-school and of the Committee. The minutes shall record:[*8]

a)the names of everyone present at the meeting;

b)the decisions made at the meetings;

• c) where appropriate, the reasons for and any actions arising from the decisions; and

d)any other material details regarding the meeting.

11.0 Dissolution

• 11.1 If the Committee resolves that the aims of the Pre-school can no longer be fulfilled, the Committee will convene an Extraordinary General Meeting of the Pre-school to consider the winding up and dissolution of the Pre-school.

• 11.2 If the Extraordinary General Meeting referred to in paragraph 11.1 decides by a two thirds majority of the Members present and voting that the Pre-school should be wound up the Committee in consultation with the Pre-school Learning Alliance shall transfer all of the assets of the Preschool (subject to the satisfaction of all debts and liabilities of the Pre-school) in accordance with paragraph 11.4.

• 11.3 If at the Extraordinary General Meeting a quorum is not present within 1 hour of the time appointed for the meeting then the meeting will be adjourned to the same day of the next following week at the same time and place. If at the adjourned meeting a quorum is again not present within 1 hour of the time appointed for the meeting then the Members present shall constitute a quorum

• 11.4 If the Pre-school is wound up or dissolved and after all of its debts and liabilities have been satisfied there remains any property or assets these shall not be paid or distributed amongst the Members of the Pre-school but shall be applied in one or more of the following ways:

• (a) Transferred to the Pre-school Learning Alliance or, with the agreement of the Pre-school Learning Alliance, to another pre-school established as a charity whose governing instrument prohibits the distribution of income and property to an extent at least as great as is imposed on the Pre-school and whose objects are similar to those of the Pre-school; or

• (b) in such other manner consistent with the charitable status of the Pre-school as the Preschool Learning Alliance and the Charity Commission have approved in writing in advance.

12.0 Indemnity

• 12.1 Subject to the provisions of the Charities Acts, every member of the Committee shall be indemnified out of the assets of the Pre-school against any liability incurred by him/her in defending any proceedings, whether civil or criminal, in which judgement is given in his/her favour or in which he/she is acquitted or in connection with any application in which relief is granted to him/her by the court from liability for negligence, default, breach of duty or breach of trust in relation to the affairs of the Pre-school.

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Addendum in response to Covid19 safety measures.

The Little Paxton Preschool and committee support the need for social distancing to preserve health and wellbeing of its members and the wider community. For this reason, until further notice, we agree to have committee meetings and AGMs via video link, audio or telephone.

Pre-school Learning Alliance Membership Number

15621

This constitution was approved by the members of (pre-school name):

Little Paxton Pre-school

at a General meeting held on 02/12/2021

© Pre-school Learning Alliance 2011

Pre-school Learning Alliance The Fitzpatrick Building 188 York Way London N7 9AD Tel: [phone] Fax: [phone] Email: [e-mail]

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AGM Chairperson Report 2021

This is my last chair's report to the AGM. I have been badgered, fittingly so, to submit this for dissemination. It is not in your AGM pack because it's been so difficult for me to write. It's up to the wire here!

I have had six incredible years working alongside dedicated, hardworking staff and giving, tireless volunteers to teach and prepare the young people for school. I am so grateful for every experience I've had during those times and, whilst I would do some things differently, I wouldn't change the ride.

So this year we have seen a need to think differently about fundraising. While some places have resumed in person activities, the preschool has limited this to help control covid spread. This, in part, has meant we have not had a case in our children, and only one staff member has been ill, which was established to have come from outside of preschool. The issue is this has limited fundraising potential. Going forward I think a regular fundraising calendar, with planning information needs to be generated so it makes fundraising easier and more manageable. Plus if it's in diaries, the whole preschool community can pitch in, including grandparents and the children themselves.

I would like there to be more input by parents for their children; there is something really lovely about actually being with your child at school, interacting with their peers, and seeing what our brilliant practitioners do everyday for the youngsters. As soon as is able it would be good to reinstate this as I think it will be good to banish the apathy that seems to be everywhere, plus encourage some people to get more involved.

I would like for staff to continue to move forward under the support of the management team. I think remembering what happened in the first Ofsted challenged and gave everyone a drive. I believe that covid robbed us of our momentum and that we need to get to that speed again to stop us falling back into easy/old ways. I have been so proud of how everyone has managed through covid, and other personal issues, so you all have the skills to make and deal with changes and live with discomfort. You know that this will make you even better practitioners. Keep talking and communicating, hard stuff and compliments, it really does make life easier.

I always speak of preschool as the start of the children's journey in education. The same applies to me: it's been a journey, with many highs (and some lows), but an incredible journey and one that has made me a better person. I have some regrets, like things I could have handled better in retrospect, but they have helped challenge me and I am better for it. The preschool has also gone from strength to strength, through some very emotional and difficult times and I believe, has been made better for the experience. I hope that the staff can continue to push forward and keep the energy and enthusiasm they have had alive. It is the dedication that keeps this place alive. I know the last two years have been hard on everyone but I ask that staff bring the energy to help the children, themselves and the incoming committee, to carry on keeping this setting locally run and run to the best it can be. Sock-pulling up aside, I cannot thank all of you enough, past and present, who have allowed me to do this for so long, it's been a amazing journey.

AGM Manager’s Report 2021

Apologies if there is any overlap between this report and my last one, the past 18 months or so have blurred together!!!!!!!!

This past year again has been a year where we have provided a service to our families alongside the continuous ever changing COVID guidance.

We opened as planned last September but by the beginning of the year we were back into offering a minimal opening, mainly to children of key workers and children with SEN. Staff were split into 2 bubbles working one week in, one week out to ensure that we would be able to continue and have staff to step in if any had to selfisolate. We kept in contact with those families who weren’t attending Pre-School via zoom meetings, activity

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packs being delivered, activities on our facebook page and photographs being sent in from parents. This was particularly lovely as the children at pre-school could see what their friends were doing at home.

All staff are continuing to test for covid twice weekly, with test kits being provided by the government. We have and continue to ask parents not to send their child in if unwell and I am pleased to say that up to writing this report since February (where we had 1 staff member test positive), Pre-School has stayed COVID free.

We have liaised with the school throughout, and our opening and closing times have changed to limit the number of bodies on the school site at any one time.

Parents no longer come into setting (following the guidance), when bringing/collecting their child. Generally, this has been a positive experience for Pre-School and the little ones attending. We have found that the children settle much quicker and we can get our pre-school day started promptly. In fact, we have evaluated the whole of the day and have monitored and changed some aspects of our routine which have worked well and these will continue post COVID.

All staff training has been held virtually and this will probably still be the case going into next year. Training undertaken so far across the team – Foundation forum, child development, Wellbeing, Makaton, SEN refresher, Equalities, Child Protection (both basic and designated), Assessment and observation.

From September this year the EARLY YEARS FOUNDATION stage (this is the document set out by the government that all settings are legally required to work to) otherwise referred to as EYFS, was changed. This has meant a change to how we work with the children and evidence their learning. It has moved away from age and stage (children are expected to be doing by a certain age) and is now focussing on the individual child and progress for them. We are really liking this new way of thinking and our ethos is for each child to be the best that they can be. There is more emphasis on adults knowing their children well, how they are learning, activities they enjoy doing, observations and therefore developing each child in an even more holistic way. There is less focus on paper work and more on spending time with individual children and moving them on whilst still meeting their individual needs.

We have been focussing on feelings and behaviour. We have used the Colour Monster stories to support this. Children are able to use the different coloured monsters to express how they are feeling but also how actions have made others feel. We are also using Makaton signing alongside these, the children are becoming so good at signing the different emotions.

We have developed the new paperwork to suit us as a setting, looked at ways we can involve parents more for example. We are introducing half termly reports to share with parents what their child has been doing, what’s next for them and for parents to input in these.

This is a work in progress and we will be asking parents for some feedback in all aspects of Pre-School over the coming months.

We have continued to support SEN children throughout and have supported parents in securing funding to enable these children to access the full curriculum.

The transition children moved up to school, I understand from talking to the foundation lead that the children settled well.

We have received a donation from a local resident (whose grandchildren have both attended the Pre-School) following the loss of her mother. We have ordered a climbing/balancing apparatus for our garden area. We are extremely grateful and hopefully the children will be having fun with this very soon.

I would like to thank the committee for their continued support. I can’t finish this report without a special mention to Penny. She has been such a dedicated part of Pre-School for the past few years, a particular support to me in her role as chair and we will all miss her but wish her all the best.

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AGM Treasurer Report 2021 (Annual Accounts)

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LrrrLE PAXTON PRESCHOOL RECEIPTS AND PAYAIENTS PERIOD 1 AUGUST 2020 TO 31 AUGUST 2021 2021 2020 Ro¢glpts Fees fr¢)m pawls Fundi 15,538 88,921 14,508 1(A,221 104,459 120,819 Fund Raising OtheT Incomg HMRC JRS Net Bank Ir)terest 479 567 67 106 3,321 Paymonts Consumats4es Staff C05tS Training courses Rent Rak5 Propety IAaintenance Donations Cleaning & Protectlve Clothing T81e[￿One Offic8 èxp8nS Insurance Subscriptions Printing Postage & SiathThry Fundraising SuThJries Acuuntancy Bad debts EntertainiTrJ LwJal fe98 1,365 98,617 599 10,340 1,770 91.541 812 477 144 423 1,772 20 93 290 630 135 1.229 10 40 1,233 616 577 155 63 520 207 140 113.199 105,716 surplu￿{DO￿C￿} For Th? Perl¢xl 17,4191 1&799 Page1of3 Page 17

LTrrLE P￿ON PRESCHOOL BALANCE SHEET AS AT 31ST AUGUST 2021 Flxed AsBets It is the policy of the pre8chool to vrrite off cawtal expendittjre in year of purchase. 2021 2020 Curr•nt as8¢t8 D8btor5 Cash at Bank Prepayment5 425 81.286 95,752 145 81.711 Current Llabllltl Creditors Accrua18 PAYE 876 8C(J 81 896 6,997 Pension Wa9ts Accruds 8,910 N•t Currwrt A880ts 80,045 87,473 80,045 87,473 R•pr88ent8d By '. Accumulated Surplus Balance at 1 st AL¢gust 2020 Sur￿usI{Def1clt) for the Period 8T,464 17,4191 11,674 15,799 Balance al 31stAugusl 2021 80.045 87,473 Treasurer Cha rson Date Dat Page2013 Page 18

Independent Exami￿￿9 reportto the Trustq•s of th• Llttl• Paxton Preschool We have examined Ihe *wunts of the Littte Paxton Presch¢￿1 for Ihe ￿rIOd 8n¢J•d 319t August 2021 Duriry th8 course of the examination no rnatter has come to our attenton would givg re8wna￿8 cause to believe that in any matwial r8sp8Ct.. - acc4)untlng records have not been kept In accordance with Section 41 of the 1993 Charilkgs Act - the ￿lUnts do not accord wTth Ihose records,. or - the statement of a¢¢ounts does rK)t cornply wth the 1993 Charitles Act No furlher matters have come to our attention wh￿h shwld be Included to ena￿e a proper understanding ol the accounts io be r&%hed. For and on h8W of G R H Accountancy Limrt 1st Floor, CQL Hws• [ThJ￿n Road, Lille Barford St Meots, Cambs PE19 6YH P8g83of3 Page 19