Partridge Green Pre-School Village Hall, Partridge Green, West Sussex, RH13 8HX Reg. Charity no. 1035667 Pre School Mobile: 07880 744240
PGPS Annual General Meeting
Monday 26[th] June at 7.30pm, at PG Village Hall.
Attendees: Suzanne Pheasant (SP), Becky White (BW), Kirsty Barrell (KB), Natalie White (NW), Kelly Wright (KW), Hayley Tarry (HT) Terri Genner (TG), Clare Waller (CW), Caroline Skinner (CS), Imogen Smithson (IS), Yvonne Greenwood (YG), Maria Lucas (ML)
Apologies: Hazel Tickner, Annette Huntley, Kirsty Lowe
Minutes
| Item | Notes | Action | |||
|---|---|---|---|---|---|
| 1) Welcome and Introductions |
SP opened the meeting by welcoming all and asking everyone to introduce themselves. |
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| Conficts of interest – None noted for the contents of this meeting as per agenda. |
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| 2) Apologies | SP advised of the apologies received prior to the meeting. |
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| 3) Review of AGM Minutes from 2022 |
SP asked for approval of the previous minutes of AGM held in 2022, all present agreed and no actions outstanding. |
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| 4) Chair’s Report |
SP read aloud her report – copy attached. SP acknowledged the year had been slightly overshadowed by the OFSTED report, but thanked the staf for their support during this time and for the kind and positive messages from family members. SP confrmed that Michelle had left the team and Natalie would be stepping down as Secretary. Listed many events the fundraising team had helped to coordinate through the year to raise a total funding amount of £3,555. |
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| 5) Manager’s Report |
BW read aloud the report – copy attached. BW confrmed 31 children on roll with a steady number all year, contributed by closure of other facilities nearby. 14 children shall start school in September and there is a list of 21 children forSeptember. BWconfrmed |
| positive meetings with the EY Advisor had taken place and an action plan in place for OFSTED. The parent survey had been a good success and shall be implemented again. Michelle’s departure had left a gap which the current staf had been helping to cover, and Munchkins was now being covered by parents but a new bank member of staf was being employed to run this. Thanks were expressed to the committee, fundraising team and parents. |
positive meetings with the EY Advisor had taken place and an action plan in place for OFSTED. The parent survey had been a good success and shall be implemented again. Michelle’s departure had left a gap which the current staf had been helping to cover, and Munchkins was now being covered by parents but a new bank member of staf was being employed to run this. Thanks were expressed to the committee, fundraising team and parents. |
positive meetings with the EY Advisor had taken place and an action plan in place for OFSTED. The parent survey had been a good success and shall be implemented again. Michelle’s departure had left a gap which the current staf had been helping to cover, and Munchkins was now being covered by parents but a new bank member of staf was being employed to run this. Thanks were expressed to the committee, fundraising team and parents. |
positive meetings with the EY Advisor had taken place and an action plan in place for OFSTED. The parent survey had been a good success and shall be implemented again. Michelle’s departure had left a gap which the current staf had been helping to cover, and Munchkins was now being covered by parents but a new bank member of staf was being employed to run this. Thanks were expressed to the committee, fundraising team and parents. |
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|---|---|---|---|---|---|
| 6) Treasurer’s Report |
KB shared an updated fnancial summary up to 31.05.23 – copy attached. KB shared highlights of the report including an increase for income with fees, WSCC funding and fundraising and donations, giving a breakdown of the fundraising for the main events. KB advised the decision to stop outsourcing payroll to an accountant had been made and was now being run by BW to make a fnancial saving of around £180 a month. Also there would be a saving with the EY Log system as this is reduced and invoicing would now be done through Xero accounting. |
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| 7) Election of new committee and fundraising teams |
Position Name Proposed Seconded Chair Suzanne Pheasant Becky White Hayley Tarry Vice Chair Position unflled n/a n/a Treasurer Kirsty Barrell Suzanne Pheasant Clare Waller Secretary Caroline Skinner Kirsty Barrell Terri Genner Fundraising Ofcer Position unflled n/a n/a Ofsted responsible person Becky White Suzanne Pheasant Natalie White Committee Member Imogen Smithson Clare Waller Becky White Committee Member Tina Stratton Natalie White Kelly Wright Committee Member Terri Genner Kelly Wright Suzanne Pheasant Committee Member Clare Waller Caroline Skinner Kirsty Barrell |
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| Position | Name | Proposed | Seconded | ||
| Chair | Suzanne Pheasant |
Becky White | Hayley Tarry | ||
| Vice Chair | Position unflled |
n/a | n/a | ||
| Treasurer | Kirsty Barrell | Suzanne Pheasant |
Clare Waller | ||
| Secretary | Caroline Skinner |
Kirsty Barrell | Terri Genner | ||
| Fundraising Ofcer |
Position unflled |
n/a | n/a | ||
| Ofsted responsible person |
Becky White | Suzanne Pheasant |
Natalie White |
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| Committee Member |
Imogen Smithson |
Clare Waller | Becky White | ||
| Committee Member |
Tina Stratton | Natalie White | Kelly Wright | ||
| Committee Member |
Terri Genner | Kelly Wright | Suzanne Pheasant |
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| Committee Member |
Clare Waller | Caroline Skinner |
Kirsty Barrell |
| Committee satisfed that the threshold if 60% of elected members being current parents/carers of enrolled children has now been met. All members updated their contact details and signed copies of Trustee Code of Conduct. |
SP to send documents to new members ASAP. |
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|---|---|---|---|
| 8) Any other business |
None raised. | ||
| 9) Date of next meeting |
The date of the AGM has been scheduled for Tuesday 2nd July 2024 at 7.30pm. Please advise if this date is not possible for anyone. |
SP to confrm with village hall booking secretary. |
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The AGM was followed by a committee meeting including the newly elected members – minutes recorded separately.
Partridge Green Pre-School Playgroup
Accounts
31 May 2023
Partridge Green Pre-School Playgroup
Approval statement
I approve the accounts which comprise of the Profit and Loss Account, the Balance Sheet and the related notes. I acknowledge my responsibility for the accounts, including the appropriateness of the applicable financial reporting framework as set out in note 1, and for providing DCT Accounting Ltd with all information and explanations necessary for their compilation.
Signature: …..................................... Date: …........................................
1
Partridge Green Pre-School Playgroup Profit and Loss Account for the year ended 31 May 2023
| Sales Cost of sales Gross profit Expenses Wages, salaries and other staff costs Car, van and travel expenses Rent, rates, power and insurance costs Repairs and renewals of property and equipment Telephone, fax, stationery and other office costs Advertising and business entertainment costs Accountancy, legal and other professional fees Depreciation and loss/(profit) on sale Other business expenses Profit/(loss) |
2023 £ 92,946 575 92,371 68,407 29 5,846 - 6,037 707 2,450 841 971 85,288 7,083 |
2022 £ 55,406 494 |
|---|---|---|
| 54,912 | ||
| 64,017 - 5,598 93 4,796 418 1,800 888 - |
||
| 77,610 | ||
| (22,698) |
2
Partridge Green Pre-School Playgroup Balance Sheet as at 31 May 2023
| Notes Fixed assets Equipment, machinery and motor vehicles 3 Current assets Trade debtors Bank/building society balances Other current assets and prepayments Current liabilities Trade creditors Net current assets Net assets Capital account Balance at start of period Net profit/(loss) |
- 10,663 22,070 |
2023 £ 3,363 31,565 34,928 27,845 7,083 34,928 |
136 20,589 3,570 |
2022 £ 3,550 24,295 |
|---|---|---|---|---|
| 32,733 | 24,295 | |||
| 1,168 | - | |||
| 27,845 | ||||
| 50,543 (22,698) |
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| 27,845 |
3
Partridge Green Pre-School Playgroup Notes to the Accounts for the year ended 31 May 2023
1 Accounting basis
The accounts have been compiled on a basis that enables profits to be calculated in accordance with UK Generally Accepted Accounting Practice and that provides sufficient and relevant information to enable the completion of a tax return.
2 Profit and loss account analysis
| Sales Fees received Funding Fundraising donations account Stay & Play income Other income Bank deposit interest received Cost of sales Fundraising costs Wages, salaries and other staff costs Wages and salaries Staff training and welfare Car, van and travel expenses Travel and subsistence Rent, rates, power and insurance costs Rent Repairs and renewals of property and equipment Repairs and maintenance Telephone, fax, stationery and other office costs Telephone and fax Printing, postage and stationary Fruit, biscuits Childrens entertainment Material and equipment Subscriptions Insurance Advertising and business entertainment costs Advertising and PR Accountancy, legal and other professional fees Accountancy and payroll |
2023 £ 28,408 55,214 9,061 40 149 74 92,946 575 68,375 32 68,407 29 5,846 - 907 573 909 750 1,433 480 985 6,037 707 2,450 |
2022 £ 18,171 32,393 3,728 494 614 6 |
|---|---|---|
| 55,406 | ||
| 494 | ||
| 62,567 1,450 |
||
| 64,017 | ||
| - | ||
| 5,598 | ||
| 93 | ||
| 687 591 738 - 1,551 340 889 |
||
| 4,796 | ||
| 418 | ||
| 1,800 |
4
Partridge Green Pre-School Playgroup Notes to the Accounts
for the year ended 31 May 2023
| Depreciation and loss/(profit) on sale Depreciation Other business expenses Software |
841 971 |
888 |
|---|---|---|
| - |
5
Partridge Green Pre-School Playgroup Notes to the Accounts for the year ended 31 May 2023
3 Plant, machinery and motor vehicles
| Plant, machinery and motor vehicles | |
|---|---|
| Cost At 1 June 2022 Additions At 31 May 2023 Depreciation At 1 June 2022 Charge for the year At 31 May 2023 Net book value At 31 May 2023 At 31 May 2022 |
Plant and machinery £ 4,574 654 |
| 5,228 | |
| 1,024 841 |
|
| 1,865 | |
| 3,363 | |
| 3,550 |
6
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF PARTRIDGE GREEN PRE-SCHOOL PLAYGROUP
Accounts for the Year Ended 31 May 2023
I report on the accounts of the trust for the year ended 31 May 2023 which are set out on pages 2 to 6.
As the Charity’s Trustees you are responsible for the preparation of the accounts; you consider that the audit requirement of section 43(2) of the Charities Act 1993 (the act) does not apply.
It is my responsibility to state, on the bases of procedures specified in the General Direction given by the Charity Commissioner under section 43(7)(b) of the act, whether particular matters have come to my attention.
My examination was carried out in accordance with the General Direction given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with these records. It also includes consideration of any unusual items or disclosures in the Accounts, and seeking explanation from you as Trustee 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 view given by the accounts.
In connection with my examinations no matter has come to my attention which gives me reasonable cause to believe that in any material respect the requirements set below have not been met:
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a) To keep accounting records in accordance with section 41 of the Act; and
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b) To prepare accounts which accord with the accounting records and to comply with the accounting requirements of the Act.
B Teichmann, FFA, ICPA, FFTA
For DCT Accounting Ltd 7 Wilton Close Partridge Green Sussex RH13 8RX
Date: 18 March 2024
TO THE MEMBERS AND TRUSTEES OF PARTRIDGE GREEN PRE-SCHOOL PLAYGROUP COMMITTEE
ACCOUNTS FOR THE YEAR ENDED 31[ST] MAY 2023
We have examined the financial statements in connection with the books, records and other information supplied.
The statement of income & expenditure stands at a minor surplus for the year following an increase in WSCC funding and an increase in fees received by the Charity compared to the prior year.
Following the approval of the Accounts at the Annual General Meeting the Accounts will be represented in a format required by the Charity Commission together with a full report from our office.
The General Revenue Reserve Fund stands at £34,928 compared with £27,845 for the preceding year.
B Teichmann, FFA, ICPA, FFTA
For DCT Accounting Ltd 7 Wilton Close Partridge Green Sussex RH13 8RX
Date: 18 March 2024