- West Street Pre school AGM held on Monday 25[th] July 2023 - At 6.30 in West Street Pre school.
We awaited the Pre-school accounts to be audited before we set the AGM date.
A welcome was given to all who attended.
Those Present
Sarah Jubb; Pat Trotter; Angie Trotter; Sally Edwardes; Kate Ogle; Karen Booth; Hannah Musto
Apologies
Danielle Lane; Rowan Musto; Claire Curran; ( all three were available via Telephone) Cheryl Smith.
Last Years Report.
This was read out then signed as a true record.
Chair’s report
Treasurers report
Pre-school leader’s report. These reports had been sent out to all staff and committee before the meeting to enable them to be read.
They were then read out again at the meeting to see if anyone had any queries.
The accounts were audited for the year 2022-2023 by Patricia Everitt for the second year. We had undertaken her suggestions/ recommendations from the previous years audit which made the audit much easier. Sincere thanks were given to her for doing this for us.
Recruitment of new committee members was processed throughout the year. We again still await two suitability letters.
Lease agreement
The lease agreement for the next two years was signed by the Chair Sarah Jubb.
First Aid Audit
We have been very grateful to Sarah Jubb, who resigned from her committee role at last years AGM, as she had been on our committee for 14 years. But had offered to continue to undertake the First Aid audit of all the accident/ incidents records if required. It was voted that we would accept her offer.
Resignation of all committee.
Resignation of all the existing committee members took place.
– New committee members election March 2023 March 2024 took place.
| Role | Name | Proposed by | Seconded by |
|---|---|---|---|
| Chair | SarahJubb | Angie Trotter | Karen Booth |
| Treasurer | Pat Trotter | SarahJubb | Hannah Musto |
| Minutes Secretary |
Sally Edwardes | Angie Trotter | Pat Trotter |
| Committee Member |
Danielle Lane | Angie Trotter | Kate Ogle |
| Committee Member |
Hannah Musto | Angie Trotter | Pat Trotter |
| Committee Member |
Rowan Musto | Sally Edwardes | Karen Booth |
| Committee Link | Claire Curran | Pat Trotter | Hannah Musto |
Thanks Given out
Thanks were given to retiring committee members Jane Hewitt; Mary Said; Hilary Clough; Megan Hayes; Lydia McGoldrick for all their support last year for pre=-school.
Welcome to new committee members
Welcome was given to the newly elected committee members.
Information
We have had less children attending our sessions at pre-school this last year, so the staff team agreed to work less hours per week, when they were not required in ratios.
This is to be monitored on an ongoing basis to keep the pre-school sustainable. We are very lucky to have a stable staff team who work well with the children, many of the children this last year have attended with ‘special needs’. Funding to support these children has been Government funded, via N.C.C..
Change Energy supplier
We have decided to change our energy supplier from EON to ECOSAVE Gas and Power in October 2023 when our contract is up for renewal.
Running Costs
It was decided not to use a website but to only put our information onto Facebook and Tapestry. To keep in touch with families and the public. To save money. We have tried to publish our services more widely this year to encourage more children to attend. We will continue to do this if numbers remain low.
Government Funding will increase in September 2023 and again in April 2024. When all working parents will be entitled to their child obtaining 2-year government funding.
We discussed whether to use WhatsApp instead of Tapestry to save money. No final decision was reached.
Financial accounts
The final figure of the accounts from April 2022 to March 2023 is £31743.70 in the bank.
Brought forward Balance £41974.90
Incoming £72610.62
Outgoing £82841.82
Carried forward figure £31743.70
Total £31743.70
Reserve Account £50337.45
Signed by date 25.07.2023.
Print Name Pat Trotter
Signed
Signed by date 25.07.2023.
Print Name Kerry Waplington
Signed
Date of next meeting Monday 16[th] October at 6.30pm in West Street Pre-school building.
| West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
|---|---|---|---|---|---|
| Opening Balance | 41,974.90 £ |
||||
| Income | |||||
| Fees | £10,978.50 | ||||
| Refunds | Contra | ||||
| NCC | £60,486.20 | ||||
| Milk Returns | £170.08 | ||||
| Fund Raising | £364.16 | ||||
| Transfer from Reserve A/c | |||||
| Refunds | £611.68 | ||||
| Total Income | 72,610.62 | ||||
| Expenditure | |||||
| Staffing Costs | |||||
| wages | 62910.7 | ||||
| NEST | 1824.55 | ||||
| HMRC | (incs back payment) | 4070.27 |
|||
| Refund from HMRC | Contra | ||||
| Other Costs/ Training | 590 | ||||
| Total Staffing | 69,395.52 | ||||
| Running costs | |||||
| Overheads | 3473.27 | ||||
| Electricity | 2546.23 | ||||
| Water | 725.82 | ||||
| Subscriptions/Insurances | 2108.58 | ||||
| Miscellaneous | 8.1 | ||||
| Food/Sundries | 0 | ||||
| Equip/Resources | 2961.59 | ||||
| Stationery/Printing | 509.71 | ||||
| Maintenance | 30 | ||||
| Fundraising | 143 | ||||
| Pettycash | 940 | ||||
| Total Running Costs | 13446.30 | ||||
| TransfertoReserveAccount | 0.00 | 0.00 | |||
| Total Outgoings | 82,841.82 | 0 | |||
| West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
West Street Preschool Analysis Breakdown April 2022 to March 2023 |
|---|---|---|---|---|---|
| Balance | 31,743.70 | ||||
| Bank | 31,743.70 | ||||
| Difference | 0.00 | ||||
| opening balance | 41974.90 | ||||
| Income | 72610.62 | ||||
| Expenditure | 82841.82 | ||||
| closing balance | 31743.70 | ||||
| Excess Income over Expenditure | -10231.20 | ||||
Reserve Account 2022/2023
| Date | Deposit | Withdrawal | Balance | ||
|---|---|---|---|---|---|
| Brought Forward | 50159.09 | ||||
| 31.03.2021 | Interest | 0.48 | 50159.57 | ||
| 31.04.2021 | Interest | 3.49 | 50163.06 | ||
| 30.05.2021 | Interest | 4.4 | 50167.46 | ||
| 30.06.2021 | Interest | 4.12 | 50171.58 | ||
| 31.07.2021 | Interest | 3.99 | 50175.57 | ||
| 31.08.2021 | Interest | 4.54 | 50180.11 | ||
| 30.09.2021 | Interest | 9.07 | 50189.18 | ||
| 31.10.2021 | Interest | 16.36 | 50205.54 | ||
| 30.11.2021 | Interest | 28.89 | 50234.43 | ||
| 31.12.2021 | Interest | 33.03 | 50267.46 | ||
| 31.01.2022 | Interest | 35.26 | 50302.72 | ||
| 28.02.2022 | Interest | 34.73 | 50337.45 | ||
| 09.03.2022 | Transferred to Current A/c | 50337.45 | |||
| 50337.45 |
West Street Preschool Income and Expenditure April 2022 to March 2023
| Date | **Expenditure ** | Income | TOTAL | ||
| opening balance | 41,974.90 | ||||
| April | 10,876.29 | 7,025.12 | 38,123.73 | ||
| May | 7,124.09 | 8,886.94 | 39,886.58 | ||
| June | 7,482.61 | 6,545.25 | 38,949.22 | ||
| July | 8,104.47 | 6,316.06 | 37,160.81 | ||
| August | 6,619.03 | 21.55 | 30,563.33 | ||
| September | 7,479.62 | 7,205.31 | 30,289.02 | ||
| October | 5,842.27 | 6,358.91 | 30,805.66 | ||
| November | 5,409.19 | 5,508.05 | 30,904.52 | ||
| December | 6,284.85 | 10,266.14 | 34,885.81 | ||
| January | 5,603.26 | 611.90 | 29,894.45 | ||
| February | 5,166.71 | 5,644.90 | 30,372.64 | ||
| March | 6,849.43 | 8,220.49 | 31,743.70 | ||
| Total | 82,841.82 | 72,610.62 | 31,743.70 | ||
| Pat's figures | |||||
| opening balance | 41,974.90 | ||||
| Income | 72,610.62 | ||||
| Expenditure | 82,841.82 | ||||
| closing balance | 31,743.70 | ||||
| difference | 31,743.70 | ||||
| Income over Expenditure | -10,231.20 | ||||
West Street Preschool Income and Expenditure April 2022 to March 2023
| Income | ||||||||
| Fees | NCC | Milk Returns |
Fund Raising |
Transfer from ReservceAc |
Refunds |
|||
| 953.00 | 6,072.12 | 0.00 | 0.00 | 0.00 | 0.00 | |||
| 1,827.00 | 6,872.12 | 23.80 | 95.63 | 0.00 | 68.39 | |||
| 1,393.00 | 5,133.22 | 19.03 | 0.00 | 0.00 | 0.00 | |||
| 1,437.00 | 4,857.76 | 21.30 | 0.00 | 0.00 | 0.00 | |||
| 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 21.55 | |||
| 1,282.00 | 5,905.06 | 18.25 | 0.00 | 0.00 | 0.00 | |||
| 468.00 | 5,700.66 | 14.75 | 0.00 | 0.00 | 175.50 | |||
| 1,111.00 | 4,272.87 | 4.65 | 119.53 | 0.00 | 0.00 | |||
| 931.50 | 9,158.59 | 27.05 | 149.00 | 0.00 | 0.00 | |||
| 602.00 | 0.00 | 9.90 | 0.00 | 0.00 | 0.00 | |||
| 308.00 | 5,320.40 | 16.50 | 0.00 | 0.00 | 0.00 | |||
| 666.00 | 7,193.40 | 14.85 | 0.00 | 0.00 | 346.24 | |||
| 10,978.50 | 60,486.20 | 170.08 | 364.16 | 0.00 | 611.68 | 0.00 | ||
| 72,610.62 | ||||||||
West Street Preschool Income and Expenditure April 2022 to March 2023
| Expenditure | |||||
| Employee Costs | |||||
| WAGES | NEST | HMRC | Other Staff Costs/ Training |
Other Staff Costs Comments |
|
| 5899.35 | 195.53 | 1425.84 | 0 | ||
| 5,672.55 | 182.12 | 0.00 | 0.00 | ||
| 5,512.42 | 183.29 | 1,596.18 | 0.00 | ||
| 6,421.03 | 0.00 | 0.00 | 0.00 | ||
| 5,676.75 | 178.37 | 0.00 | 0.00 | ||
| 5,510.97 | 341.86 | 226.87 | 240.00 | ||
| 5,089.64 | 168.00 | 0.00 | 0.00 | ||
| 4,668.83 | 115.27 | 0.00 | 0.00 | ||
| 4,504.36 | 101.20 | 403.31 | 0.00 | ||
| 4,804.16 | 132.90 | 0.00 | 0.00 | ||
| 4,408.24 | 122.16 | 0.00 | 0.00 | ||
| 4,742.40 | 103.85 | 418.07 | 350.00 | ||
| 62,910.70 | 1,824.55 | 4,070.27 | 590.00 | ||
| 69,395.52 | |||||
| 82,841.82 | |||||
West Street Preschool Income and Expenditure April 2022 to March 2023
| Running Costs | |||||||
| Utilities/ Overheads |
Electricity | Water | Suscriptions /Insurances |
Misc. | Food/ Sundries |
Equip/ Resources |
|
| 452.38 | 0 | 33.69 | 366.4 | 8.1 | 0 | 2270.4 | |
| 284.32 | 656.97 | 33.69 | 8.10 | 0.00 | 0.00 | 98.48 | |
| 74.82 | 0.00 | 55.90 | 0.00 | 0.00 | 0.00 | 0.00 | |
| 795.05 | 0.00 | 55.90 | 35.00 | 0.00 | 0.00 | 592.71 | |
| 274.82 | 263.19 | 55.90 | 50.00 | 0.00 | 0.00 | 0.00 | |
| 150.82 | 0.00 | 179.84 | 829.26 | 0.00 | 0.00 | 0.00 | |
| 405.42 | 0.00 | 59.21 | 0.00 | 0.00 | 0.00 | 0.00 | |
| 154.82 | 0.00 | 59.21 | 311.06 | 0.00 | 0.00 | 0.00 | |
| 128.82 | 865.48 | 59.21 | 0.00 | 0.00 | 0.00 | 0.00 | |
| 270.22 | 142.27 | 50.71 | 0.00 | 0.00 | 0.00 | 0.00 | |
| 128.82 | 400.78 | 46.71 | 0.00 | 0.00 | 0.00 | 0.00 | |
| 352.96 | 217.54 | 35.85 | 508.76 | 0.00 | 0.00 | 0.00 | |
| 3,473.27 | 2,546.23 | 725.82 | 2,108.58 | 8.10 | 0.00 | 2,961.59 | |
| 13,446.30 | |||||||
West Street Preschool Income and Expenditure April 2022 to March 2023
| Stationery/ Printing |
Maintenanc e |
Fundraisin g |
Petty Cash |
Fees Refund |
Transfer to |
| ~~R~~ | |||||
| 104.6 | 0 | 0.00 | 120 | ||
| 127.86 | 0.00 | 0 | 60 | ||
| 0.00 | 0.00 | 0 | 60 | ||
| 144.78 | 0.00 | 0 | 60 | 0 | |
| 0.00 | 0.00 | 0 | 120 | ||
| 0.00 | 0.00 | 0 | 0 | 0 | 0 |
| 0.00 | 0.00 | 0 | 120 | ||
| 0.00 | 0.00 | 0 | 100 | ||
| 132.47 | 30.00 | 0 | 60 | ||
| 0.00 | 0.00 | 143 | 60 | ||
| 0.00 | 0.00 | 0 | 60 | ||
| 0.00 | 0.00 | 0 | 120 | ||
| 509.71 | 30.00 | 143.00 | 940 | ||
| West StreetPre-school Petty Cash 2022/2023 | West StreetPre-school Petty Cash 2022/2023 | West StreetPre-school Petty Cash 2022/2023 | West StreetPre-school Petty Cash 2022/2023 | West StreetPre-school Petty Cash 2022/2023 | e | |||
|---|---|---|---|---|---|---|---|---|
| Month | Income | Expenditure | Balance | ExC a/c | No. | Analysis of | ||
| Stationary / Postage |
||||||||
| opening balance | 57.35 | |||||||
| April | 60.00 £ |
66.33 £ |
51.02 £ |
0.96 £ |
||||
| May | 60.00 £ |
78.70 £ |
32.32 £ |
- £ |
||||
| June | 60.00 £ |
88.22 £ |
4.10 £ |
- £ |
||||
| July | 180.00 £ |
118.27 £ |
65.83 £ |
26.25 £ |
||||
| August | - £ |
22.44 £ |
43.39 £ |
- £ |
||||
| Septemb | e 60.00 £ |
65.02 £ |
38.37 £ |
11.00 £ |
||||
| October | 60.00 £ |
60.94 £ |
37.43 £ |
42.99 £ |
||||
| Novembe | 160.00 £ |
137.90 £ |
59.53 £ |
- £ |
||||
| Decembe | 60.00 £ |
84.84 £ |
34.69 £ |
25.90 £ |
||||
| January | 60.00 £ |
83.63 £ |
11.06 £ |
1.00 £ |
||||
| February | 60.00 £ |
55.11 £ |
15.95 £ |
4.75 £ |
||||
| March | 120.00 £ |
73.87 £ |
62.08 £ |
4.95 | ||||
| Total | 940.00 £ |
935.27 £ |
62.08 £ |
117.80 £ |
||||
| closing balance | 62.08 £ |
|||||||
| expenditure | expenditure | |||
|---|---|---|---|---|
| Phone | Food etc | Equipmen t / Sundries |
Repairs | Total |
| 0 | 40.49 £ |
24.88 £ |
66.33 £ |
|
| - £ |
59.93 £ |
18.77 £ |
78.70 £ |
|
| - £ |
72.82 £ |
15.40 £ |
88.22 £ |
|
| - £ |
69.52 £ |
22.50 £ |
118.27 £ |
|
| - £ |
22.44 £ |
- £ |
22.44 £ |
|
| - £ |
40.72 £ |
13.30 £ |
65.02 £ |
|
| - £ |
17.95 £ |
- £ |
60.94 £ |
|
| - £ |
88.57 £ |
49.33 £ |
137.90 £ |
|
| - £ |
22.81 £ |
36.13 £ |
84.84 £ |
|
| - £ |
73.07 £ |
9.56 £ |
83.63 £ |
|
| - £ |
50.36 £ |
- £ |
55.11 £ |
|
| 0.00 | 68.92 | 0.00 | 73.87 £ |
|
| - £ |
627.60 £ |
189.87 £ |
- £ |
935.27 £ |
West Street Pre-school
1[st] April 2021 to 31[st] March 2022
Independent examination of accounts
Checks carried out:
Expenditure by statement / spreadsheet/expenditure files / cheque stubs
Income by statement / spreadsheet / income file / paying-in book stubs
Petty cash by spreadsheet / expenditure files
Expenditure
28.04.21 - cheque 5683 £60 petty cash – no ‘record of petty cash payments’ sheet in expenditure file
Sept - £120 petty cash – undated ‘record of petty cash payments’ sheet in expenditure file
31.11.21 – Argos, 2 cameras purchased. 1 camera exchanged 3.12.21. £10 gift card issued to cover lower price of replacement. Gift card not recorded anywhere.
November – Wages. C Smith. Employer’s summary £863.65. Spreadsheet and bank statement £863.71 – 4p discrepancy
Income
Spreadsheets, income folder, bank statements and paying-in books all reconcile.
Inconsistencies in what is or is not recorded in the blue books plus inconsistencies in chronology make them difficult to reconcile with other records. See following suggestions to improve income audit trail.
Patricia Everitt
20[th] June 2022
Recording income
In order to improve the income audit trail the following improvements could be made:
Receipt books.
The information recorded on receipts should be consistent, e.g.:
Date received
Name of child (or reason for income e.g. donation)
Reason for income e.g. lunch club / Christmas party / Pre-school fees)
Period covered by income, if applicable
£ amount
Received by
As they are triplicate books, top copy to payee, 2[nd] copy to income folder and attached to banking sheet, third copy remains in book
If the receipt number were also added to the spreadsheet entry e.g.
Fees – R27, R29, R30 £45 the entry could be easily matched to the banking slip
Blue books
In the same way, if the receipt number were added to the blue book entry it could be easily matched to the banking slip
If the headings in the blue books were changed to mirror the receipt books then the information could be more readily reconciled with other records: