Reg. Charity No. 1042209
Ducklings Committee AGM
Monday 20th January 2025 at 7pm
Present
Kelly Ayres (KA), Lynn Barnett (LB), Sarah Carter (SC), Karly Lundy (KL), Kelly Foskett (KF), Jo Hunt (JH), Nyree Bowling (NB), Abbey Sanfelix (AS), Lauren Lee (LL). Nayomi Corcaran (NC), Christella Lynch (CL)
Apologies
Jen Simpson, Kathryn Crofts, John Carter, Gill Lewis, Joanna Mazanowska
Minutes
Lynn Barnett
Meeting
KA opened the meeting by welcoming everybody and proceeded to read aloud the chairs report (please see the enclosed chairs report). Committee had no questions on this report.
LB thanked KA for all her hard work and input throughout the year.
KA read through the finance report in lieu of JS who was unable to attend the meeting (please see the enclosed finance report). Committee had no questions on this report.
Election of members
Chair – Kelly Ayres agreed to continue as chair, nominated by SC and seconded by CL
Treasurer – Lauren Lee agreed to become treasurer, nominated by KA and seconded by KF
Secretary – Kathryn Crofts agreed to continue as secretary, nominated by CL and seconded by AS
Committee Members
John Carter - has agreed to continue on the committee – nominated by KF and seconded by SC
Katie Harvey – has stepped down from the committee
Jen Simpson – has stepped down from the committee
Christella Lynch – has agreed to continue on the committee – nominated by AS and seconded by JH
Nicola Miller – has stepped down from the committee
Abbey Sanfelix – has agreed to continue on the committee – nominated by KF and seconded by SC
Nayomi Corcaran – has agreed to become a committee member – nominated by KA and seconded by CL
Gill Lewis – has agreed to continue as a committee member – nominated by KA and seconded by SC
The trustees are to remain the same.
Fundraising
KA, SC & LB thanked the committee for taking the lead on the cinema night which is scheduled for 24[th] January 2025 and presently have sold 70 tickets. Discussions were had to whether charge for popcorn, drinks etc or do a donation. It was agreed to ask for a donation. CL advised that they will be providing tea and coffee. LB said we have an urn, tea and coffee they will just need milk. KA to provide a small float for the evening. LB to bring sum up machine. KL asked how they were setting up the hall. CL informed that mats will be used for the children at the front and chairs for parents at the back.
Future fundraising events - Village summer Fayre will be held on the 22[nd] June – this is the inset long weekend and LB explained that we are unable to ask staff to attend as many will be away. Staff are happy to do the prep. LB asked the committee if they are willing to lead on the day. It was agreed that committee will see who is available as to whether this is feasible. SC discussed options for the next band night in Sept/Oct after much discussion committee members were going to reach out to their contacts to see if we can get a band for cheaper than £350.00. Soul Man is booked for 2026.
Next Meeting
The date of the next meeting is Monday 28[th] April at 7pm.
AOB
LB explained that we have a number of business matters that need their approval
1. Date of last day of term
LB asked committee’s opinion on moving the last day of the academic year from 23[rd] July to 18[th] July in line with the school. However, we would like them to attend Monday 21[st] July to clear the cabin/toy cupboard. Committee agreed to an end date of 18[th] July but with a ‘Tidy-up day’ on Monday 21[st] July.
2. Wages
KA informed committee that the wages were now being out-sourced to a small company in Welwyn Garden City – Morewood Payroll Services, due to staff not wanting to take on this role any longer. The monthly charges are £37.00 which is more cost effective then paying a member of staff.
3. Pensions
KA had recently noticed a discrepancy in the pensions and after an investigation it found that although staff had been deducted the correct amount from their wages this hadn’t been paid into their individual pension pots via NEST. This was due to the pensions being set up incorrectly by the last treasurer. Therefore, a total of £5,400.00 split across all staff enrolled on the pensions will need to be paid to staff. KA requested approval to a) payback the amounts owed and b) would the committee prefer to pay the monies into their NEST pension or ask staff what they would prefer. The committee agreed to a) Yes, Ok to pay this amount back and b) monies to be paid into their NEST pension, other than the two leavers who will receive a direct payment.
KA informed committee that now the payroll is outsourced this error is unlikely to happen again. All staff will receive a letter and have a meeting to ask any questions.
4. Lease
LB advised that the lease is up for renewal and have been contacted by HCC’s solicitors to renewal the licence. The proposal is for a rent increase to £2,500.00pa for the next 7 sevens which is an increase of £1,477.00pa. LB asked for the committee’s opinion on the increase. Committee agreed that this increase is unacceptable and agreed to LB to relay this to HCC via Carter Jonas.
5. Bank Accounts – Santander
KA asked approval for the following old committee members to be removed from the Santander bank account: Lynn Herbet, Rita Matanda, Nicola Wayman.
Committee Agreed
KA asked approval for John Barnett (Trustee) to be added to the Santander Bank Account.
Committee Agreed
Hunsdon Ducklings Pre-School Balance Sheet As at 31/03/2024
| FIXED ASSETS | |||
|---|---|---|---|
| CODE | NAME | TOTAL | |
| Total Fixed Assets | £0.00 | ||
| CURRENT ASSETS | |||
| CODE | NAME | TOTAL | |
| 1100 | Debtors Control Account | £2,024.52 | |
| 1201 | Savings/Reserve Account | £37,294.75 | |
| 1203 | Red Petty Cash Tin | £2,205.57 | |
| 1204 | HSBC Business Account | £95,081.20 | |
| Total Current Assets | £136,606.04 | ||
| CURRENT LIABILITIES | |||
| CODE | NAME | TOTAL | |
| 2100 | Creditors Control Account | £475.81 | |
| Total Current Liabilities | £475.81 | ||
| Net Current Assets | £136,130.23 | ||
| Total Assets Less Current Liabilities | £136,130.23 |
CAPITAL & RESERVES
| CODE | NAME | TOTAL | ||
|---|---|---|---|---|
| 3000 | Opening Balance | £13,741.69 | ||
| 3001 | Retained Earnings | -£6,498.30 | ||
| 10004 | P&L Account | £128,886.84 | ||
| Total Capital & Reserves | £136,130.23 |
17/01/2025 09:44
1
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesldirectorsl members of On accounts for the year ended Ch-arity no.: Company no.: Sèt out on pages I report to the chanty trustees on my examination of the accounts of the Company for the year ended Responslbllities and basis of rnport As the charitys trustees of the Company (who are also the directors of the mpany for the purposes of company law). you are responsible for the preparation of ihe accounts in accordance with the requirements of the Companies Act 2006 (Ihe 2006 Act"). Having satisfied myself that the accounts of the Company are nol required to be audited for this year under Part 16 of the 2006 Acl and are eligible for independent examination. I report in respect of my examination of your charity's accounts as Caled out under section 145 of the Charities Act 2011 (Ihe 2011 Acf). In carrying out my examination. I have followed the Directions given by the Charity Commission (under seth'on 145(5)(b) of the 2011 ACL Independent examinerfs statement trhe companYs gTOSS income exceeded £250,000 and l am qualified to undertake the examination by being a qualified member of [insert name of applicable listed bodyll. Delete [ ] if not applicable. I have completed my examination. I confim that no material matters have come to my attention (other than that disdosed below ') which gives me cause to believe that: . accounting records re not kept in a(xordance with section 386 of the Companies Act 2006: or . the accounts do not accord th such records; or . the accounts do not comply with relevant accounting requirements under section 396 of the Companies Act 2006 other than any requirement that the accounts give a Irue and fairf view which is not a matter considered as part of an independent examination" or .the accounts have not been prepared in accordance with the Charities SORP (FRS102). IER October 2018
I have no concems and have come across no olher matters in connection with the examination to which attention should be drawn in this report in order to enab18 a proper understandiThJ of the ac)Unts to be reached. . Please delete the words in the brackets rfthey do not apply. Signed: Date: Name: Relevant professional qualification(s) or body (if any): l A- Address: Section B Disclosure Only complete rf the examiner needs to hhlIght material matters of concern (see CC32. Independent examination of tharity accounts: directions and guidan for examiners). ' Glve here brief detalls of any Items that the examlner wishes to discloso. IER October 2018