St Michael’s AGM 2023- Minutes
11[th] October 2023
Welcome/Apologies
All staff were in attendance at the AGM. All committee members apart from Cat Annetts, Kelly Nunn, and Carrie Thomas were in attendance.
The committee welcomed the parents who were in attendance for the AGM. A full attendance list is attached to this document for reference purposes.
Manager’s Report
The contents of the attached Manager’s report were presented at the AGM. There were no followup questions or comments made.
Treasurer’s Report
The contents of the attached Treasurer’s report were presented at the AGM. There were no followup questions or comments made.
Chair’s report
The contents of the attached Chair’s report were presented at the AGM. There were no follow-up questions or comments made.
Standing down of committee
The committee stood down. Kelly Nunn indicated by proxy her acceptance to remain as Treasurer. Cat Annetts indicated she did not wish to re-enter as secretary but will happily remain as a general committee member.
Election of chair
Yannick Rachel was re-elected as Chair. Nominated by Naomi Rist and seconded by Debbie Clarke.
Election of Treasurer
Kelly Nunn was re-elected as Treasurer. Nominated by Naomi Rist and seconded by Dexter Stacey.
Election of secretary
Page 1 of 2
Chelsey Hince was elected as Secretary. Nominated by Jenni Rachel and Seconded by Yannick Rachel.
Volunteering of other committee members
The following persons volunteered to form part of the new committee:
-
Dexter Stacey
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Debbie Clarke
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Cat Annetts
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Carrie Thomas
-
Laura Freitas
-
Steve Denby
-
Kelly Soulby
-
Aaron Hatcher
-
Sue Griffiths
Questions from the attendees
The following questions were asked of the committee:
Who owns the preschool? Is it privately owned?
Yannick Rachel explained the structure of the preschool, which is a committee led charity.
How will you address your financial deficit?
Yannick Rachel explained what the committee has done to try to address the deficit whilst remaining open and providing a safe environment for staff and children.
Other questions centred around the move to the new facilities. As this was a new topic, there weren’t many answers that could be provided to the attendees.
Thank you
Many thanks to all those who have attended the AGM.
Any Other business
No other issues were brought up at this AGM.
Meeting close
Page 2 of 2
St Michael’s AGM 2023
11[th] October 2023
Welcome/Apologies
Manager’s Report
Treasurer’s Report
Chair’s report
Standing down of committee
Election of chair
Election of Treasurer
Election of secretary
Volunteering of other committee members
Thank you
Any Other business
Meeting close
| AGM October 2023 St Michael's Preschool Attendace Sheet |
AGM October 2023 St Michael's Preschool Attendace Sheet |
AGM October 2023 St Michael's Preschool Attendace Sheet |
AGM October 2023 St Michael's Preschool Attendace Sheet |
|---|---|---|---|
| Name | Role | Contact Number | Email address |
| Nicole Crocker | Parent | 7557103879 | nicolecrocker21@hotmail.co.uk |
| Naomi Rist | Preschool Manager | 7940569651 | |
| Helen Griffiths | DeputyManager | 7733367632 | |
| StaceyReilly | KeyWorker | 7742102696 | |
| Abi Heaton | KeyWorker | 7874261111 | |
| Michele Brown | KeyWorker | 7748752048 | |
| Anne-Marie Scarr | KeyWorker | 7786517002 | |
| Nikki Coleman | Senco | 7587181615 | |
| Shauna Hatcher | Grandparent | 778111032 | |
| Steven Denby | Grandparent | 7876400983 | 3SDendy@googlemail.com |
| TobyHatcher | Parent | 7585553823 | |
| Aaron Hatcher | Uncle | 7557905662 | |
| Jo Vidamour | KeyWorker | 7512184712 | |
| Yannick Rachel | Chair Person | 7551874468 | |
| Jenni Rachel | KeyWorker | 7823775989 | |
| Dexter Stacey | Committee Member | 7706997034 | |
| Chelsea Hince | Parent | 7879775466 | |
| Debbie Clarke | Committee Member | 7403478677 | |
| MelodyGrant | Parent | 7910762846 | |
| Adeola Ayeni | Parent | 7961972347 |
Annual General Meeting October 2023
Manager’s report 2023 Academic year 2022-23
2022-23 was the year of a new team structure. Having said goodbye to Jane and Sue, who were part of the furniture, we set into the new year with Helen as my Deputy, Nikki as SENCo and Jo as our Health and safety officer. Ann-Marie took over IT and our Facebook admin, Michele keeps our library service running and Jenni ensures our displays are top notch and all art equipment is ready and available. Even if I say so myself, I had picked well, we support each other, complement each other’s strengths, and scaffold our weaknesses, making us a well-oiled team. We truly are a work family.
We started the Autumn term with 37 children in setting. 18 children returned from the previous year and we had 19 new starters. And another child joined us in the November.
Our nativity had no restrictions, and we were able to return to the full joy and chaos of a preschool nativity. The children did us and their families so proud, but we did feel that some of our younger children struggled to settle after the performance, so after reviewing we decided to move the nativity to the end of the day, so children will go straight home after the performance. The committee also managed to run a very successful, though all be it little fundraiser, at the nativity. We are hoping to improve on that success at this year’s nativity.
We finished the term with our Christmas party, which was as much fun as it sounds. We welcomed Major Magic back to the setting for his annual performance and it was a brilliant end to a long term.
2023 started with six new children and another two in February, it all ran reasonably smoothly. We also welcomed two new staff members, Stacey, and Abi. Stacey came as a Mum, helping to settle her child and never left us, we were so pleased when she applied for the position, she brought a calmness and chilled attitude to the team and lots of new play ideas from her time in afterschool clubs. Abi is our apprentice, having done a placement with us during her level 2, we knew we were getting a natural who was keen to learn and support the children.
The end of the Spring term we were able to have our Teddy Bear’s Picnic and sponsored scoot. It was well attended and enjoyed by all.
The summer term welcomed three new children. We ran our stay and plays for the September in take children, this was the first time since 2020 that we had been able to run them fully and without restrictions. We took our school leavers on their leaver’s trip. Of our 24 leavers, 21 attended the trip to Sir Hillier’s Gardens, near Romsey. We had a fantastic day and the team were very proud of all the children and how they took part in the experiences and enjoyed the day.
The end of the academic year is always a hard one, saying goodbye to our children, this was also the first cohort of children that had some who had been with us for three years; due to having started taking children the term after their second birthday. Some of these children had been here longer than half the staff! We found it very hard to say these goodbyes, but are so prod of the role we have played in their lives and seeing how much they have grown and developed.
So far this year we have had 16 new starters, and we have another joining us from November, taking us to 35 children in setting. We have another five children on the books for the spring term. Our afternoons are very quiet still and we do need numbers to increase, we are very tight for funding this year. Next academic year we have 3 children already on the waiting list for a place. However, should the universal funding for 2-year-olds, come into place in April, we expect an upsurge in places and have another four children on the 25/26 register, who may want places earlier.
Our plans and focus for this year will be to settle into our new room and being fully pack away. We are not quite sure how this will look, but we do know that having a warm playroom and reliable plumbing, will be a bonus. When it comes to the move, we may be looking for able bodies to help lift and shift, our pre-school relies on our community, and we may be calling for your efforts.
Lastly, thank you to the committee, you have been a solid support through some tough times and even been here physically to keep us in ratio, when staff sickness was high. We appreciate all you do and hope you have enjoyed your time and continue to be a major part of the team. We all know many hands make light work, so hopefully going forward we will have an increase in committee numbers, making fundraising and events easier for all and more successful.
Treasurer Update for the financial year April 2022 to March 2023 – Provided by Kelly Nunn
This has been my second year as Treasurer for the Preschool. It has been a learning curve with plenty of opportunity for personal growth and development. Regular meetings with the committee in order to share ideas and have adult conversation have been great, and I have made many friends along the way.
I would like to express my sincere gratitude to the whole St Michaels Pre-school team; without their dedication and hard work it would not have been possible for us to provide a continuous service to as many families as possible.
Despite our best efforts, we have had to use some of the ISA to ensure that all outgoings were covered. Our ISA balance currently stands at £12,981.94. This is currently enough to cover 1 months’ worth of outgoings, in the event of an emergency.
Early years funding is still our biggest source of income
Total Gross income (Session fees, Early Years Funding, fundraising, petty cash)
April 2022-March 2023: £127,477.74 (13% decrease on April 2021-March 2022)
Payments (wages, rent, fundraising, food, drink, consumables, insurance, registration, equipment, admin, other)
April 2022-March 2023 £151,436.11 (9% increase from April 2022-March 2023)
Overall loss for that financial year was £23,958.37.
I would like to thank the management, staff and committee for a fantastic year. I feel proud to be part of the team.
Chair Report AGM October 2023
Firstly, I would like to thank the Management, Staff and Committee members, for what has been a very challenging year. Despite having been in the role as chair for a year, I still found myself learning a lot during my second year.
We have had to make decisions quickly and effectively. Overall, we have aimed to maintain a consistent and outstanding provision, for preschool children and families, whilst supporting our loyal and committed staff and yet remain sustainable for future generations of our community.
Our Ofsted report from this year is testament to the hard work and dedication of our Preschool as a whole, and each member of staff is to be commended for their commitment to the setting.
Fundraising
One of the challenges that our preschool is faced with is that we rely on continued charitable contributions and fundraising events in order to survive and improve our settings. Although some funds were raised over the past year, the planned fundraising events could not go ahead due to a lack of resource and volunteers. In the upcoming year we aim to look at how we go about fundraising, setting smart objectives.
Upcoming year
The upcoming year is going to be tough for everyone. The cost-of-living crisis has impacted the preschool, as identified by the Treasurer report. We are working to reduce expenditure whilst still ensuring that the children get the best level of attention and care.
Now more than ever do we need to start looking at increasing our fundraising events and income. To do this we need to ask you, the parents, grandparents, aunts, uncles, to consider volunteering some of your time to join our committee. This will allow us to pool ideas and increase our fundraising income.
After the October half term, the preschool will be moving in to the main hall. Although this does mean that we will become a full pack-away preschool, the facilities that we receive in the new hall are far superior.
Final thoughts
I have completed my second year as chair at this preschool. I have gotten to know some of the staff and some of the children throughout my visits to the setting. Volunteering your time at a preschool is challenging and rewarding; challenging because there are many aspects and regulatory requirements to learn and understand. Rewarding because you develop skills that can be transferred to many aspects of your professional and personal life. I can honestly say that volunteering for this preschool has been rewarding and very educational. Once more, I thank the Management, Staff and Committee members for the help and support they have provided.
| ST Michaels Preschool |
ST Michaels Preschool |
ST Michaels Preschool |
ST Michaels Preschool |
CC16a | |
|---|---|---|---|---|---|
| For the period from |
4/1/2022 | To | |||
| Section A Receipts and payments | |||||
| A1 Receipts Session Fees 125,160 Fundraising 1,025 SundryIncome 1,220 Milk Claim Bank Interest 73 PettyCash - 127,477 - - Sub total - Total receipts 127,477 A3 Payments Salaries and Wages 125,882 Rent and Premises Costs 11,879 Fundraising 556 Food,Drink and Consumables 2,744 Insurance and Registraion Fees 795 Equipment 1,235 Administration 2,923 Other Costs 5,422 - Sub total 151,436 - - Sub total - Total payments 151,436 Net of receipts/(payments) - 23,959 A5 Transfers between funds - A6 Cash funds last year end Cash funds this year end - 23,959 Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases,(see table) |
to the nearest £ Restricted funds |
to the nearest £ Endowment funds |
Total funds to the nearest £ |
Last year to the nearest £ |
|
| - - - - - - - - - |
- - - - - - - - - |
125,160 1,025 1,220 - - - - 127,405 |
140,278 | ||
| 969 | |||||
| 3,070 | |||||
| - | |||||
| - | |||||
| - | |||||
| - | |||||
| - | |||||
| 144,318 | |||||
| - - - |
- - - |
- - - |
|||
| - | |||||
| - | |||||
| - | - | 127,405 | 144,318 | ||
| - - - - - - - - - - |
- - - - - - - - - - |
125,882 11,879 556 2,744 795 1,235 2,923 5,422 - 151,436 |
114,701 | ||
| 11,370 | |||||
| 969 | |||||
| 3,015 | |||||
| 902 | |||||
| 1,944 | |||||
| 3,538 | |||||
| 1,531 | |||||
| - | |||||
| 137,971 | |||||
| - - - |
- - - |
- - - |
|||
| - | |||||
| - | - | 151,436 | 137,971 | ||
| - - - - |
- - - - |
- 23,959 - - - 23,959 |
6,347 | ||
| - | |||||
| 49,849 | |||||
| 56,196 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees |
Details Cash Main Bank Account Deposit Account Details Details Details Details Signature Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ to nearest £ - 16 - 1,180 - 31,852 - 33,016 - Agreement Error OK to nearest £ to nearest £ - - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Print Name Unrestricted funds Restricted funds Unrestricted funds Restricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional) |
to nearest £ Endowment funds |
|---|---|---|---|
| - | |||
| - | |||
| - | |||
| - | |||
| OK | |||
| to nearest £ Endowment funds |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| When due (optional) |
|||
| Date of approval |
|||
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ members of
Charity Name
St Michael’s Preschool
On accounts for the year ended
31/03/2023
Charity no (if any)
1032123
Set out on pages
(remember to include the page numbers of additional sheets)
Respective responsibilities of trustees and examiner
The charity's trustees consider that an audit is not required for this year (under section 43(2) of the Charities Act 1993 (the Act),as amended by s.28 of the Charities Act 2006) and that an independent examination is needed.
It is my responsibility to:
-
examine the accounts (under section 43 of the Act, as amended),
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to follow the procedures laid down in the General Directions given by the Charity Commission (under section 43(7)(b) of the Act, as amended), and
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to state whether particular matters have come to my attention.
Basis of independent examiner’s statement
My examination was carried out in accordance with General Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the accounts.
Independent examiner's statement
In the course of my examination, no matter has come to my attention ( ~~other than that disclosed below *)~~
-
which gives me reasonable cause to believe that in, any material respect, the trustees have not met the requirements to ensure that:
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proper accounting records are kept (in accordance with section 41 of the Act); and
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accounts are prepared which agree with the accounting records and comply with the accounting requirements of the Act; or
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to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
-
Please delete the words in the brackets if they do not apply.
Signed:
Gemma Coombes
Date:
10/10/2023
Name:
Gemma Coombes IER
April 2007
1
Relevant professional qualification(s) or body (if any):
Member of the Institute of Certified Bookkeepers MICB
Address:
Cedar Gables, Penton Mewsey
Andover
Hampshire SP11 0RQ
Section B Disclosure
Only complete if the examiner needs to highlight material problems.
Give here brief details of any items that the examiner wishes to disclose .
The Petty Cash is a minus balance but this is s timing issue and resolved soon after with funds being put back into the petty cash.
Their Expenditure exceed their income in this financial year, they are aware of this due to less children being enrolled and are working on solutions to cut costs within the preschool for income to exceed expenditure again.
April 2007
2
IER