Radipole Pre-school AGM Committee Meeting
Tuesday 10 May 2022
Held at Radipole Pre-school at 7.15 pm
Present:
Kelly Houghton Emma Harvey Hayley Roper Hannah Gammon Jo Middleton (Staff) Kay Nother (Staff) Ally Comben (Staff) Lindsay Mullen (Staff)
Andy Evans Sue Manvell (Staff) Max Hayward (Staff) Jo Lloyd (Staff)
Apologies: Vicky Owen-Smith (Treasurer) Katy Dell
Sara Samuel
ACTION
Kelly Houghton (KH) thanked all for attending.
MANAGERS REPORT
Sue Manvell (SM) thanked all for attending and for their continued support. She reiterated we are a committee run Pre-school and cannot operate without a small committee.
SM thanked the current committee for all the fundraising they have organised.
SM thanked Vicky Owen-Smith (VOS) for her continued support as Treasurer.
Our waiting list for September 2022 intake is filling up but there are spaces available. SM asked the committee to advertise Pre-school where possible.
September onwards will be our first year doing all day sessions. SM will review the situation next year on the feedback from the current and new parents.
We are currently running at a small loss which will be discussed in the Treasurer’s report. Early Years in general is suffering from the financial constraints placed on us, i.e. increase in minimum wage, national insurance and general increase in equipment.
Staff and Training
Joanne Middleton (JM) is now Deputy and Deputy Safeguarding Lead Dominique Taylor is Senco and Ally Comben (AC) is Deputy Senco Susan Manvell is the Designated Safeguarding Lead
Next year we will need to complete our First Aid training (every 3 years). SM and JM will be completing a Safeguarding course next week (every 3 years). AC has completed a Senco course.
Committee
We will need to nominate a new committee for September, but mums/dads/carers can attend committee meetings and volunteer to help.
Emma Harvey (EH) and Becky Evans have agreed to join the committee. However, we will need two more parents to be nominated as 5 parents plus SM are the minimum requirement.
At the end of the meeting we will need to nominate and second more committee members.
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TREASURERS REPORT
SM read the Treasurer’s report on behalf of VOS.
We have made a loss of about £4000 last year. Reasons for this include – closure during Covid outbreak, less fees during lockdown, refunds for storm (Eunice) day, rise in minimum wage, funding was frozen last year, increased cleaning costs, mobile phone bill has increased to pay for a new iPad over 24 months, missed fundraising opportunities such as Sports Day and Pre-school photos, increase in refuse collection fees (paid less last year because closed for longer), music/dance costs increased because can now have other people in.
Reasons for optimism going forward – there has been a slight increase in funding rates since April, fees have risen slightly and will rise again in September (they are still cheap in comparison to other providers), refreshment cost is being offset by staff contributions, committee has started fundraising again (very successfully), there are no more pension increases due, stable staff (Mrs Lloyd is now contracted), encouraging number of children with their names down for sessions, reserve account which helps us to cope better than other settings.
Extra expenses – our staff will need to keep pace with the rises in minimum wage and NI contributions which continue to rise, we now have to pay £5 per month bank charges for our bank account.
MATTERS ARISING FROM ABOVE REPORTS
SM explained fees for 2 year olds who do not receive funding and for those who pay for extra hours over their funded hours has increased.
It was asked why we are now paying bank fees. This is something all banks have introduced for business accounts.
SM
SM said the church have not increased their rent in years. SM’s husband carries out repair jobs on the hall at a reduced cost. Andy Evans (AE) offered advice regarding any HR matters such as contracts, etc. SM said she will forward to him a copy of the contract she uses.
FUN DAY
KH gave an update on the committee’s preparation for Fun Day.
The committee have obtained contributions for £5 envelopes from: The Famous Old Spa, FaceAce, Boiler M H Pluming, Place at Lodmoor, Picture Printing – Dolphin Design & Print, Lisa Marie Imagery, The Cheeky Tipple, Fantasy Island, Full body massage at Waterside Holiday Park, Deluxe facial at Waterside Holiday Park, Bennetts fish and chip voucher, £25 Body Shop voucher, plus lots of others. Parents are asking local business.
The committee are planning on stalls with the following: raffle of items Becky has left over from the tabletop sale, sale of items Becky has left over from the tabletop sale, DVD stall, guess how many sweets in a bottle, name the teddy, hoopla, face painter.
The committee suggested selling a picnic bag for £3 which would contain fruit and a drink. They will make approximately 80 boxes.
The days agenda was discussed at length. It was agreed not to charge an entrance fee and instead send a sponsor form home with each child.
SM explained in the past we have had a stall selling strawberries and ice-cream from Rossi’s. AE said he will visit Rossi’s to see if they will donate a vat of ice-cream on the day.
A tombola stall was discussed. JM advised glass bottles should not be on the table for H&S purposes. KH said she will keep them in a box and the winner can collect later.
AE
KH
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AE will produce a flyer to advertise the day. Sara Samuel will produce a newsletter and sponsor AE, SS form to be sent home. KH
The committee will put a request on FaceBook for more raffle prizes, bottles and teddies.
After discussion, it was agreed goods would be sold in the morning whilst the children are playing, this way freeing parents up to enjoy the racing events.
SM suggested a stall selling second-hand children and adult books.
Hoopla was discussed. This will be £1 for 3 goes where children are guaranteed to win a teddy.
JM said she had not heard from Emma Harvey regarding coming to the day to do some dancing. EH contacted her during the meeting where she confirmed she will attend and will arrive at 12.45 ready to do a warm-up at 1.00.
KH is going to contact Redlands to see if we can obtain a reduction in hire fees and to find out KH information regarding setting up stalls. The Fun Day is open to all family members. Donations from local businesses were discussed for the snack box and stalls. AE said he will AE visit/email Morrisons, Sainsburys and Home Bargains for contributions such as sweets, fruit, drinks and snacks. SM will arrange a £100 float for the committee. Medals were discussed for after the races have taken place. In the past these have been AE produced on lanyards by the committee. It was suggested each child receives a certificate. AE will produce the certificates and Pre-school will name them. It was agreed Rossi’s ice-cream would be sold in the afternoon during the races. The committee KH will organise a rota. JM is to produce a programme of events for the day. JM asked for a list of business who have JM donated towards the day so that they can be thanked in the programme and on our main KH FaceBook page.
ADOPTION OF POLICIES AND PROCEDURES
All policies and procedures and were adopted.
ANY OTHER BUSINESS
Silver Jubilee Party
SM explained the children will be going home with a lovely party bag on the day.
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ELECTION OF COMMITTEE AS FROM 21 JULY 2022
SM asked for people to join the Committee. Thank you to those who remain on the Committee and those who have joined. Sami Austin, Emma Harvey and Becky Evans have agreed to remain on the committee. The new Committee were proposed and seconded by current Committee Members.
POSITION
Chairperson Vice Chair Treasurer Secretary Committee Safeguarding Officer
NOMINEES PROPOSERS SECONDERS Nigel Coelho Kelly Houghton Hayley Roper Katie Coelho Kelly Houghton Hayley Roper Sara Samuel Kelly Houghton Hayely Roper
Committee Member Committee Member Committee Member Committee Member
SM thanked all those for attending before the meeting closed at 21:15.
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RADIPOLE PREcHOoL RECEIPTS AND PAYIAÉNTS ACCOUNT FOR THE YEAR ENDED 31 DECEIABER 2021 2021 2020 RECEIPTS Funding- DCC Fees Year 2 FLd1j SEN FundiThJ EYPP Funding Sports d Paty Incon Outtng ¢Jher Christsnas DVD mor Sweatshirts etc. Photograph ¢tYnrThssion Gifts 87.432.74 10.899.94 1.131.gJ 6.7.86 2.333.37 84,471.83 10,617.26 2,403 18 2,435.71 213.(KJ 6.03 lg) 00 379.90 196.QJ 88.16 28. 19.80 Misce113neous 8ank interest 18.66 110,W2.96 101,329.54 PAYMENTS Employm Rent Toys and eqviyiient Penslons OLEtings PLA insurancè Party e4Ense5 Accwntaicy fees Gifts Ink cartndges Training and Ofsted fees Mobile tphone ar Refreshrnents Sweatsh¥ts etc. Musicjdance lessons Refuse eolleci<)n Stationery Cleaning OBS checks DVD prinbng Cooking Cool Milk MiscdSanetyJs AGM and me&ing eypense5 Toilet paper Sports day e¥penses Music. Pay & Loltery fees Hals maintenance SEN Funding .512.19 6,679.(Ll 2.98170 2,&91.32 87.235.99 1.360.QJ 2.670.36 2,493.32 767.77 89.35 175.78 546.41 408.12 740.LKJ 39S. 386.40 140.00 132.80 298.18 50.78 29S.45 167.60 110.52 813.sfj 4C().20 493.89 157.85 337.78 1(6.69 16.61 26.24 123.72 182.40 115,148.67 14,$55.711 40.232.45 g9.030.04 2.299.50 SURPLUSIIDEFicifi FOR THE YEPR Retained surplus bft)ught fofftrd Retahned $urplu carri forward REPRESE0 BY 37.932.95 35.676.74 40.232.45 ash at bank. Treasurers acownt Cash at bank- De5rt account Cash in hand 18.3.42 16.828.81 451.51 35.676.74 20,983.42 18,974_07 274.96 40,232.45
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of RADIPOLE PRE-SCHOOL On accounts for the year ended 31 DECEMBER 2021 Charity no (If any 1032562 Set out on pages 3 (Three) I report to the trustees on my examination of the accounts of the above chanty (Ihe Trust'l for the year ended 3111212021. Responsibilitles and As the charity trustees, you are responsible for the preparation of the basls of report accounts in accordance with the Charities Act 2011 {'the Act.). I report in respect of my examination of the Trust's ac¢ounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charrty Commission under section 145{5){b) of the Act. Independent I have completed my examination. I confimi that no material matters have examinerfs statement come to my attention (other than that disclosed below "l in connection with the examination which gives me cause to believe that in, any material the accounting records were not kept in accordan with section 130 of the Act,. or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements conceming the fomi and content of accounts set out in the Charities (Accounts and Reports} Regulations 2008 other than any requirement that the accounts give a ttrue and fairf view which is not a matter onsidered as part of an independent examination. I have no concems arKI have come a¢XOSS no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the a¢counts to be reached. Signed: Date: tYLW Namo: JAMES BROOM Relevant professional qualificatlonls) or l)ody (rfany): CHARTERED TAX ADVISOR Address: SANDISONS. BADGER HOUSE. SALISBURY ROAD BLANDFORD FORUM. DORSET. DT117QD IER October 2018