2023-08-31-accounts

Gillshill Pelican Pre-School Playgroup Financial Statement 1st September 2022 to 31st August 2023

INCOME

		INCOME
				Breakfast Club	£797.50
				Fees	£7,410.00
				Funding DAF	£2,550.00
				Funding EHCP	£10,745.00
				Funding EYPP	£2,138.00
				Funding NEG	£129,196.66
				Funding SENCO	£3,980.00
		FUNDRAISING
				Nativity Tickets	£148.00
				Raffie Tickets	£201.00
				Refund (Repairs/maintenance)	£120.00
				Sponsored Cram	£1,056.60
				Sports Day	£373.50
				Voluntary Contribution	£65.00
		TotalIncome forGroup					£158,781.26
		EXPENDITURE
				Attachment ofEarnings	£120.00
GeoTiFien &				Books usinessExpenses End ofYear Presents	£37.00 £1,221 71 £172.50
THM.	GREITS			Equipment FundingEYPP Gas Electric &Water	£462.74 £621.95 £1,590.12
Retbe)	j be) 6ASK nANSNek			Insurance - Buildings Insurance-PLA	£1,676.68 £990.10
~ (LLON0S\ iS-3-QU				Insurance - Sage internet Ofsted	£1,900.80 £457.20 £50.00
S	.	oO		Parentmail PAYE/Tax&NIC Rates	£391.20 £11,143.08 £557.29
				Repairs/Maintenance	£1,097.25
				Sponsored Cram	£24.75
				Staff Pension	£4680.50
				Staff Uniform	£83.22
				Stationary	£95.84
				Supplies	£1,889.00
				Tapestry	£170.40
				Telephone	£295.70
				Training	£582.72
				Wages	£118,569.16
				Waste Disposal	£400.92
		Total ExpenditureforGroup					£149,281.83
		Balance	Forwards	CurrentAccount		£57,113.92
				Petty Cash Account		£11.46
							£57,125.38
		Income	Over Expenditure forthe Group				£66,624.81
		Balance	Carried Forwards	Current Account		£66,613.35
				Petty Cash Account		£3.52
							£66,616.87

23/10/2023

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Independent examiner’s. } report to the

| report on the accounts of the Pre-School for the year ended 31% August 2023

RESPECTIVE RESPONSIBILITIES OF TRUSTEES AND EXAMINER

The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144{2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

Examine the accounts under section 145 of the 2011 Act

To follow the procedures laid down in the general Directions given by the Charity Commission under Section 145(5) (b) of the 2011 Act

To state whether particular matters have come to my attention

BASIS OF INDEPENDENT EXAMINER’S REPORT

My examination was carried out in accordance with the 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 seeks 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 no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the following statement.

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INDEPENDENT EXAMINER'S STATEMENT

In connection with my examination, no matter has come to my attention:

(1) which gives me reasonable cause to believe that in any material respect the requirements:

to keep accounting records in accordance with section 130 f the 2011 Act

to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act

have not been met; or

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Name: TRACES) MARIA GRIAITHS

Relevant professional quallflcation or body: Rev. Leo Brat HANAGEe CLLOY 0S)

Address: WL) ti GUFEIELO SATION tun aity/ ud

Date: (5 HAR Ce} dori

Obs epee

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GILLSHILL PELICAN PRE-SCHOOL

COMMITTEE MEETING

28™ NOVEMBER 2022

MINUTES

Welcome: Sue welcomed everyone to the meeting and thanked everyone for attending. We welcomed our new members Vikki, Sian and Samantha who are parents of our current children.

Apologies were received from Caroline R.

Resignations have been received from Nikki, Kelle and, after the meeting had taken place, Caroline W and Sue had thanked them personally for their support over the years. Sue will complete Ofsted EY3 forms on their behaif.

introductions: we went around the table and everyone introduced themselves and gave a brief summary of their background and explained why they had joined the Committee.

Responsibilities of Committee/Confidentiality: Karen explained about the role and responsibilities of the Committee and reminded everyone that all matters that were discussed at the meetings should remain confidential and not discussed with anyone outside of the Committee. Sue explained that it was important for all Committee Members to have an understanding of safeguarding and gave everyone a copy of the Early Years Alliance mini-guide ‘Safeguarding Responsibilities of Charity Trustees’. Sue advised that Karen and Caroline W had completed Safeguarding Awareness Training. Sue explained that Ofsted may want to speak to Committee Members at our Inspections. Our last inspection was January 2020 and they are usually every 3 years but, due to the backlog caused by Covid, we might not be inspected for a while yet. However, we are always prepared and receive a half day notice of them coming.

DBS and EY2 forms: Sue explained to the new members that EY2 forms should be completed by them individually on-line (this is a requirement of Ofsted and without it members cannot be officially on the committee or be registered with the Charities Commission). DBS application forms were given out to the new members to complete and return and Elaine would then carry out the DBS checks.

Minutes of last meeting were emailed to all members prior to this meeting and all were happy with them.

September 2022/January 2023 intake: Sue advised that we had a particularly low intake of children in September (33 children) but we had 8 new children starting in January. A discussion took place around why we had not been full in the September and Sue explained that a lot of pre-schools and nurseries were in the same position, and we think it was due to a low birth rate that year. We had advertised our spare sessions via facebook, posters, school and the local authority but had no success. Vikki asked if we could get any data on the demographics for future intakes, but we

said this would be difficult to do as we are usually the first educational setting they attend. Elaine advised that our waiting list for coming years looks quite promising.

Sue advised that we stil! offered a Breakfast Club although it was not very busy (usually between 0 and 3 children attend daily). Vikki asked if we advertised this, because as a working mum, she finds this useful. Sue advised that it is on our website and we discuss with parents when we offer them a place. Sue advised that we have three children with additional needs. One child has deferred her school place and has come to us with an Educational Health & Care Plan in piace. We are supporting her on a 1-1 basis to meet her basic needs and for safety reasons but it is very challenging as she should be attending a specialist provision. Sue explained that we have raised our concerns with the local authority but until a place becomes available, she will remain with us. We also have two other children who receive additional support funding and many children with speech and language difficulties. Lauren said we have a good reputation for our work with children with additional needs. Lauren is a member of the Hull Parent Forum and they support parents of children with additional needs and have meetings and social events. Lauren will provide us with some resources and leaflets to hand out to our parents.

Sue advised that we have five children with allergies (mainly dairy or nuts) and one child has an Epipen. We have lots of younger children this year who are still in pull ups and we will probably have more in January.

We have 6 children who receive Early Years Pupil Premium (we receive an extra £342.00 per annum per child) to enhance the child’s learning and experience with us. We then have to evaluate the impact the additional funding has had on the child’s development. The funding can be used to purchase resources, staff training, interventions etc.

Staffing: Due to our low numbers in September, all staff reduced their hours and lost a half days pay each week. However, most of the staff covered extra lunches and therefore this helped to make up some of their shortfall in wages. !n January we would all get our hours back. Vikki asked about staff retention and whether we had a high turnover of staff (she had previous experience of nursery staff leaving for better wages at supermarkets). Sue advised that we were really fortunate to have a great staff team and most had been with Pelicans for many years.

Sue informed the Committee that Caroline had sadly passed away and therefore we were going to advertise for a new Lunchtime Supervisor.

Karen W was happy to continue to carry out our cleaning role.

All staff had completed Paediatric First Aid level 3 and their safeguarding training was up to date.

Budget: Elaine gave everyone an updated copy of the 2021/2022 budget. Elaine explained that we had a £2600 overspend last year but this was mainly due to having our boiler and radiators replaced and our trees pollarded. It has been a difficult start to this year due to our low numbers, because not only do we receive less funding we also have less fundraising opportunities with less children. However, we have a

cushion of £60,000 at the beginning of the year so hopefully we should be fine. We wzincreased receivenext year. £4.18However, per hourwe perdo childknow fundingthat theandNationalwe do notMinimumknow ifWagethis willwill bebe increasing in April, which in turn increases our pension contributions, and our utilities bills and the cost of living have also gone up. We explained that our water bill had been £600 for the last quarter but we realised this was due to a leak from the water heater under the sink in the kitchen. Sian asked if we had applied for a rebate because of this and we said we would look into it.

Sian asked if we had looked into grants to get more funding and said there are lots available in the Hull region. Sue advised that we had looked into it previously and had spoken to the National Lottery but had no success. Sue also said it was very time consuming to look through all the information to try and source appropriate contacts. Sian offered to speak to her contacts that she deals with at her work.

Parental Partnership: We had a parents evening on the 1°t November which was well attended and the parents were very happy. Gill mentioned that although parents do not come into the setting on a daily basis, we still have an open door policy and parents are aware they can speak to staff if they need to. We will be offering Stay & Play sessions to parents after Christmas

Fundraising: Sue advised that we raised £287.00 on our Tickled Pink Day and £66.56 for Children in Need. We advised that we still ask parents for £1.00 per week voluntary school fund. A discussion took place regarding our banking facilities and whether parents could pay via bank transfer or by card. Elaine explained that we had an old charity bank account and to transfer to a business account would incur costs. We had also looked into a card machine but again we would be charged for each transaction. The committee members felt we should look into this again in order to be more up to date as this is what parents want. Parents do not carry cash with them and we could get more donations if we offered bank transfer or card. We advised that some parents do pay by bank transfer but as we do not have online banking with our account, we only receive bank statements monthly and this does delay us sending receipts to parents. Lauren enquired about us accepting payments by Paypal. Although we did not know much about this we felt it would be inappropriate as we need to be able to provide a paper trail of payments especially as we get audited by the local authority. We were asked if we accept donations from individuals or companies and we confirmed that we did. We agreed that we would look into setting up a new bank account and look at the options for a card machine.

Christmas Provision: We will be holding Nativity Performances for the first time in three years whereby parents can come into the setting to watch. We have increased the price of our tickets to £2.00 each. We will be having a Christmas Raffle and have asked parents for donations. We have given out letters to some companies asking for donations and Sue asked the committee if they would be willing to hand some of these letters out for us. Kate asked if we could email the letter to her. (This will be attached when we send out the minutes). We are having one party this year on Friday 16" December from 9.00 a.m. — 2.00 p.m. for all children. We will have party games and party food (which the parents will provide) and all children will receive a gift from Santa.

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Any other business:

_ Lauren spoke about the Hull Parent Forum.

Present: Karen Rourke, Sue Dixon, Gill Peachey, Elaine McKenzie, Julie Christie, Kate Smith, Ruth Quest, Sian Lomas-Morgan, Vikki Reeve, Samantha Corlass

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_ COMMITTEE MEETING 20" MARCH 2023

Welcome: Sue welcomed everyone to the meeting and thanked everyone for attending. t Apologies were received from Lisa, Kate and Samantha.

Resignation had been received from Vikki who had decided to resign due to increased work commitments.

Minutes of last meeting were emailed to all members prior to this meeting and all were happy with them. - -

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Safeguarding: We have recently completed a safeguarding audit for the Local Authority and one area we needed to improve was that “all committee members should be suitably trained in order to provide appropriate support and challenge in ensuring the setting is meeting its safeguarding requirements”. Previously only one or two committee members needed to have safeguarding training. Karen Rourke has attended the Safeguarding. Awareness Training. We have been Informed that if a committee member has a current safeguarding certificate from their workplace, then this Ie valid if we receive a photocopy for our records. Therefore, members were asked to send Sue copies of their certificates if applicable. if mambers had not received safeguarding training Sue could arrange this for them. The next available dates for the training are detailed below. Please contact Sue to inform her of your availability. Safeguarding Training takes place from 9.30 a.m. — 1.30 p.m. at Brunswick House, Strand Close, Bevertey Road, Hull, HU2 9DB on the following days: Thursday 4% May, Thursday 11% May, Friday 12% May, Tuesday 16” May, Saturday 20° May, Tuesday 23° May, Thursday 8 June, Monday 19" June, Tuesday 20° June, Tuesday 27" June, Wednesday 28 June, Friday 30" June, Saturday 1* July, Saturday 15” July Please provide a preferred and alternative date as places fill up fast.

Sue advised that we had implemented a Low Level Concerms policy and updated our Code of Conduct as recommended in the safeguarding audit. These are on display on our website for your information.

Staffing: All staff hours are back to normal. Seven new children started in January 2023 and we are now almost full. The child with complex needs feft us at Christmas and now attends a small specialist provision, which is more suited to meeting her needs, and she is doing well. We postponed the appointment of a lunchtime supervisor as staff wanted to continue to cover this so that they could receive the extra hours and

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Jwhad increased). as they had reduced hours in the Autumn Term and the cost of living Budget: Elaine gave everyone an updated copy of the 2022/2023 budget. Elaine ‘explained that the cut in staff hours had helped us financially and we are in a better position now as we where this time last year. We are £8,000 up on last year.

We are to receive an increase in funding to £4.41 per hour per child from 1* April, 2023. We will also receive an increase in funding in September 2023 and April 2024. Staff are to receive a pay increase of 9.7% due to the increase in the National Minimum Wage from 1% April, 2023.

Banking: Following on from the conversations held at the last meeting, Elaine has been looking into our banking facilities. We cannot add new signatories onto our bank account as it is too old (we were looking to replace Caroline Wheeler who has left us). To transfer to a business account would be free of charge for the first year and then would be £7.00 per month after that. Parents could then pay fees/contributions etc straight into the bank and Elaine could check all transactions online, without having to wait for monthly bank statements. if we proceed with a new bank account, all transactions made by Elaine would have to be authorised. Elaine would like to add Sue Dixon to the account as it would make more sense for Sue to authorise payments on a daily basis, as she is in the office with Elaine and payments/staff wages would not be delayed waiting for authorisation. Karen Rourke would still be able to authorise too. Elaine checked with the Charity Commission to ensure that the Manager was able to be named on the bank account and there doesn’t appear to be a problem with this. September 2023 intake: We have a good intake for September (just a few spaces available on a Friday). We have had to turn some parents away. We are wanting to increase our fees to £7.50 per hour (currently £5.00 per hour) as we have not had a price increase in many years. We will keep the Breakfast Club at £2.50 for half an hour. The Committee were happy with this.

Julie asked how the new 30 hours funding for all children aged 9+ months would affect us. Sue informed her that we could still only take children aged 3-4 as this is what is on our Ofsted registration. However, there would be a high demand for childcare places and more provisions would have to be made available.

Parental Partnership: We had parents evening on the 20"-and 21* March which were well attended and the parents were very happy. We will be hosting Stay and Piay sessions after Easter (these were postponed from January to allow the new starters to settle in).

Fundraising: We raised £1 009.00 in our Sponsored Cram. We will be holding our Sports Day on Monday 5 June, 2023 and will have the usual stails e.g. hot dogs, cake stall, tombola etc and this is usually a good fundraising day. Committee members were asked if they were available to help out on the day and any donations for the stalls would be appreciated.

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J. otherbusiness:

Sue advised that we had taken part in a pilot scheme with Northern Ballet. The staff were trained in the implementation of the sessions which they then delivered to the ‘children over 5 weeks. The sessions incorporated movement, sensory play, sound, language, imagination and storytelling and they were extremely beneficial for the children as they covered all areas of learning.

Lauren spoke about Parents United which she is involved with. Parents with children ' with special educational needs can meet up for support and they provide activities in children’s centres during the schoo! holidays. They can also providea list of grants available to children with SEND.

Julie asked if we had any further developments on a new building. Sue advised that she had looked at a couple of websites who may offer some funding, but the process was so time consuming, even for the initial application, and therefore she had not been able to pursue this further. Sue asked if any Committee members would have the time to take this on, it would be appreciated.

Present: Sue Dixon, Gill Peachey, Elaine McKenzie, Julle Christie, Lauren Whitelam, Sian Lomas-Morgan ~~.

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GILLSHILL PELICAN PRE-SCHOOL . COMMITTEE MEETING 14” July, 2023 MINUTES

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Welcome: Sue welcomed everyone to the meeting and thanked everyone for attending.

Apologies were received from Julie and Sian.

Resignation had been received from Lisa due to other commitments.

Minutes of last meeting were emailed to all members prior to this meeting and all were happy with them.

Safeguarding: Sue discussed again that at the last safeguarding audit by the Local Authority one area that we needed to improve was that “all committee members should be suitably trained in order to provide appropriate support and challenge in ensuring the setting is meeting its safeguarding requirements’. Karen Rourke has attended the Safeguarding Training.

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At the last committee meeting, Sue had given out the dates for the safeguarding training, but these have now lapsed. Sue provided the new dates for the Autumn term which have also been attached to these minutes. This course is free of charge and is 4 hours long (9.30 a.m. — 1.30 p.m.) and can be carried out at Brunswick House on Baveriey Road in person or virtually on-line. Once completed the safeguarding training is valid for 3 years. If a committee member has a current children’s safeguarding certificate from their workplace, then this is valid if we receive a photocopy for our records. Therefore, members were asked to send Sue copies of their certificates if applicable. If members had not received safeguarding training, Sue could arrange this for them so please let Sue know which dates are suitable. Staffing: There will be no staff changes in September 2023. All staff will keep the same hours if possible. The staff will continue to cover lunchtimes and Karen Windass is happy to continue cleaning on an evening. All termly supervisions and annual appraisals have been carried out

Changes to EYFS: Sue explained that the Department for Education are currently having a consultation with early years providers regarding changes to the EYFS following on from the Spring Budget and their announcement to provide more funded places for children. They are wanting to provide settings with more flexibility but to do this they are looking to increase staff:child ratios from 1:4 to 1:5 for 2 year olds and lessen the qualifications needed in the setting, amongst other things. We discussed the health and safety implications this would have and that it feels like the early years ’ sector is being undervalued.

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Budget: Elaine gave everyone a copyof the 2023/2024 budget. Elaine explained that it looks like we will not break even but we will. This year we have done well considering the low intake at the start of the year but the cut in staff hours at that time has helped us financially. We will be starting next year with a £65,000 cushion. We should be getting an increase in funding in September 2023 but as yetwe do not know what that Banking: Elaine reported that she is in the process of changing our banking facilities to on-line. All the forms have been completed but it can take two months for the bank to finalise It, The account has been set up so that two people have to authorise the transactions that Elaine makes. The authorised personne! are Karen Rourke, Sue Dixon and Gill Peachey. Elaine said she can add other committee members to the account in the future.

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Parents will be able to pay fees/contributions etc straight into the bank and Elaine ~ could check all transactions online, without having to wait for monthly bank statements. It will also make the work easier for Elaine as she could pay our suppliers and our wages on-line without having to write cheques or go into the bank to pay in.

September 2023 intake: We currently have 38 children on our register for September which includes 10 children who are staying with us. We have a few spare sessions, especially on a Friday, which we are hoping to fill once the children have settled in or we could do a January 2024 intake if needed. We have applied for additional support funding for a child who is staying with us but we are unaware of any other children with SEND. . Transitions: Sue reported that we have had successful transition visits for our children who are all attending either Gillshill, Cavendish or Spring Cottage next term.

Students: Sue advised that we have had a number of students over the year from Malet Lambert, Marvell College, Kingswood, Hull College and Wyke College. We aiso had a student from Thomas Beckett University in Leeds who use to attend Pelicans as a child. We are happy to take on students for their work experience as it promotes Pelicans in the community and gives the students invaluable experience.

Karen reported that Cavendish Primary School have received a Good in their Ofeted inspection, which is the same as Gillshill Primary School. Our last inspection was January 2020 so we could be inspected anytime in the next couple of years.

Fundraising: Sports Day we raised £373.50 and we received £790.00 in £1.00 voluntary contributions.

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Sam’s Safari: We had an educational visit from Sam’s Safari last week which all children were invited to and thoroughly enjoyed. Next year will be the last time we can use this company as she is retiring so we will source a new provider . The cost is £286.00 and we use our Early Years Pupil Premium to pay for this.

End of Term party: Our party will be taking place on our last day which is Friday 14% - Juty and all children are invited. The party is 9.00 a.m. — 2.00 p.m. All children will receive a leaving present and a leavers t-shirt which has been provided by a parent

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Any other business:

Gill advised that the staff will be coming into Pelicans over the summer break to decorate the playroom as some areas are starting to look tired and need painting.

Gill mentioned we are hoping to purchase a new shed for the garden to use for our mark making area.

Lauren informed us about an organisation called ‘Freddie’s Friends’ who provide sensory equipmentto parents for SEND children.

Lauren kindly offered to donate a sensory bail for us te use as her son has outgrown it.

Caroline asked if we needed spare uniform. Gill said we would be grateful for any trousers and pants as we are short of these.

Present: Sue Dixon, Gill Peachey, Elaine McKenzie, Karen Rourke, Lauren Whitelam, Caroline Rhodes, Kate Smith.