Ascott Pre-School AGM Minutes & Reports
Thursday 1st December 2022, 7.30pm
Welcome: Miriam Owens (MO), Pauline Plant (PP), Sharon Light (SL), Tamsyn Forsyth (TF), Arvi Izod (AI)
Apologies: Sally Elderfield (SE), Jane McCarthy (JM), Rebecca Gammon (RG)
AGM
Minutes from last meeting & matters arising
Minutes approved.
Chair’s report (MO)
This year it is great to be reviewing the last year in person, and even better to be looking back over a successful and relatively ‘normal’ year after all the disruption that COVID brought. Having weathered tough times so well, it was a sting in the tail for our staff to be taken out, one by one, by COVID last spring, and our thanks must go to Sally E for stepping in to keep the doors open. On that subject, our huge thanks must also go to Sally for all that she does behind the scenes to keep preschool running so smoothly, from invoices to policies to grant applications and all sorts of other things in between.
The staff body at pre-school has always been one of our most treasured assets. They are responsible for making pre-school such a safe and fun place to be, universally liked and trusted by parents and children alike. Over the last year we have said goodbye to Sally P and Nicky. We wish them well in their lives and adventures post-pre-school and convey our thanks once again for all that they did for pre-school. It’s great to see that pre-school is also a place that nurtures younger staff and those just entering the early years education profession. We are so pleased that Milly has settled in so well and that we were able to offer Daisy a work placement.
Behind the scenes our committee has always been very active, particularly when it comes to fundraising. This year they faced a huge challenge in trying to make up for the lost opportunities during COVID, and to meet the bill for some big-ticket items. A headline for the year must be how brilliantly Tamsyn and Caroline stepped up to the challenge, supported by many willing parents who collectively managed to smash all our previous fundraising records. Our thanks to both Caroline and Tamsyn for their dogged commitment and the many hours spent making things happen, submitting grant applications and harnessing other parents’ skills and time. It’s great to see the committee boosted this year by several new members, and we wish Susie and Caroline well as they leave pre-school behind – for now at least!
The results of our recent parents survey show just how well pre-school is serving the young families in our local community; while my children are now well into their primary school years I am pleased to be able to support such a valuable community setting, with great thanks to Pauline, Sharon and all our staff for everything that they do to make our pre-school such a welcoming, vibrant and cheerful place to start the journey into early years education.
Pre-school update (PP)
We have had another successful year with steady numbers of children and a higher than usual number in September – has led us to restrict applicants for the time being. We have a few children waiting to start after Christmas and in the Spring.
Covid has stayed with us, and we have continued with rigorous handwashing and cleaning midway through the day as well as keeping the premises well ventilated. Staff all had Covid in March and we were forced to close for a few days. Since September we have had higher than usual absences of children through illness but fortunately not staff.
In December Nicky Davies retired after 13 years with us. She was a valuable member of the team and supported a child with additional needs through the pandemic. In the summer Sally Pitcher also retired and is on hand for cover should we need it. She has come in a couple of times to do some sewing with the children which was her annual Christmas task.
Nicky was replaced by Millie Blair who had been a volunteer two days per week for 10 months. She is now working full time and has taken on five key children. She is currently working on her Level 3 qualification.
Daisy Light has also joined us for a placement year from university and will be with us until July 2023. She is a volunteer but is also doing paid hours with a child who has additional needs. We have all enjoyed have some younger members of staff join the team.
The Christmas concert was cancelled at the last minute due to Covid, but we were able to record the children singing instead and sent this out to parents and carers. We were able to have our Sports Day in the summer and had all the usual stalls, races and BBQ.
In the Summer term we got out and about again with walks around the village, and in the Autumn we collected for the food bank and children delivered them to the village shop.
A big push on fundraising and grant applications has enabled us to completely refence our back garden, build a new playhouse, and update our mud kitchen area. This has really improved our outdoor space.
Forest School has continued throughout. We no longer have the use of the Ace Centre minibus but have been to hire the Villager along with driver which is more expensive but working very well and we really appreciate their support.
Little Dancers is run by Sally Elderfield on Thursdays and is still very popular. The children are always excited on a Thursday morning.
We have started yoga sessions this term and have had Beth Tibble come and do yoga with the children. Millie is doing yoga with small groups in between Beth’s visits.
Finally, the staff very much appreciate the help of all parents and carers as well as the hard-working committee. Pre-school would not be able to run without this level of support.
Treasurer’s report fnancial year 2021—2022 (supplied by SE, reported by MO)
The accounts have been examined by an independent accountant who has confirmed that the statement of accounts is a fair summary of the year ending 31[st] March 2022. The Net profit for the year ending 31[st] March 2022 is £4,559 Bank Account Details @ 31[st] March 22 : Current account: £9,841 Savings account: £43,603
Income
The overall gross income for the year 2021/22 has increased by just over £16,000 from the previous year mainly due to a significant increase in fee income.
Fundraising Profit summary:
Total Profit £1,188
Summer 2021 Raffle £410 Easyfundraising £175 Rucksacks/Tshirts £15 Craft morning £181 Christmas 2021 Raffle £407
Expenditure
Our overall expenditure for 2021/2 was £8,100 more than the previous financial year. Although higher than 20/21 these costs compare to previous years pre Covid19 when pre-school was fully operational. The total expenditure for 2020/21 was lower as a result of reduced rental costs due to preschool closures and a reduction in general overhead and training expenses.
Cashflow
Our bank accounts look healthy and we have been able to maintain reserves to cover 4 months running costs.
General Previous Years Profit/Loss
2015/6 £5,486 2016/7 £6,719 2017/8 (£1,918) 2018/9 £7,428 2019/20 (149) 2020/21 (3,383)
Attendees on roll over recent years:
No. of children on roll as @ Term 1 of Sept 2015 was 40 rising to 46 by Term 6 No. of children on roll as @ Term 1 of Sept 2016 was 29 rising to 33 by Term 6 No. of children on roll as @ Term 1 of Sept 2017 was 25 rising to 45 by Term 6 No. of children on roll as @ Term 1 of Sept 2018 was 33 rising to 44 by Term 6 No. of children on roll as @ Term 1 of Sept 2019 was 25 rising to 30 by March 2020 No. of children on roll as @ Term 1 of Sept 2020 was 25 rising to 32 by Term 6 No. of children on roll as @ Term 1 of Sept 2021 was 26 rising to 38 by Term 6
We currently have 29 children on roll: 13 children with 30 hour funding 8 children with universal funding (including 1 with pupil premium funding) 3 children with 2 year old funding 5 children non funded
Considering the impact that Covid-19 has had on the early years sector and news that a few local preschools have been forced to close or are under financial pressure as a result, I am pleased with the final profit figure for the year 2021/22.
We received a generous Covid support grant from Oxfordshire County Council on 31[st] March 2022 for £4,700. This grant has been split across two financial years 2021/22 and 2022/23. Thanks to this, a huge fundraising effort & community donations since April 2022, and respectable attendance levels, I am confident that
we can continue to financially support pre-school as it thrives over the next financial year and beyond.
Sally Elderfield 4/11/22 Treasurer/Administrator
Ascott under chwood Pre School Statement of Accwnts 2021. 2022 Income Op8ning Doposit Account 40.379 79,128 81,609 8,110 CunpntA¢count 5,177 7.872 Fundrnisw 20 Petty Cash 134 S¥drl•• Op8nlng Credltor P8rTrsloTr 14461 Wage$ and PAYE Minibu5 hire Prepald Insurance Prepaid sub Wychwood Prepald webslte hting Prepaid B4c#pack¥ Sports Day exp8 adTAnc• Qebtor- Furfough salary Debtor. feo income Pr¢JM_id advert 11.2591 11351 744 120 11.1x151 Trnining 252 1.374 287 624 422 46.157 £ 42.T15 EdIr•fOr Int•rnBt 35,599 43.603 7,872 9.841 156 Fundral8lng 422 738 11.7501 12,7611 11551 443 Fenc• donation urrfed forArd Gr4nts a mi•¢tlarto 11,016 4.740 Yoga irKome ¢eThe in ad¥an¢• 135 1541 Credltor for of21f22fT rBdilor pension Creditor PAYE Crtdiknf 1b hir 14361 11.CYJ51 14111 11,3941 11891 47.333 Incomè for_r &5.970 £ 101(Q5 42.774 £ 132.128 £ 144.K 132.128 £ 144.8 2020r2021 2021r2022 13,3831 4,559 Net lexFendthrel l incorr foryaar to 31 March.. Wychwood Pre School fortho year s18& 31 March 2022 and tonlkn?thatth• ststement ofAccounts b a falr Smary ofthty¥ rn¢ord K J Dattcn
Election
MO to stay as chair (PP proposed, SL seconded) TF taking over as Secretary (MO proposed, PP seconded) SE to stay as Treasurer (MO proposed, PP seconded)
Constitution: Signed by trustees and committee members