## **Cygnets Pre-school AGM Minutes – 10 June 2026 (2024-2025 Academic Year)** ## **Attendees:** Hayley Durbin (Preschool Manager) Celia Jones (Finance Manager) Rebecca Walsh (Committee Member) Georgie Holpin (Committee Member) Jane Smith (Committee Member) ## **Apologies:** Kim Jeffrey (Chair/trustee) Emi Llorente(Committee Member) Montanna Taylor (Committee Member) Iris Garcia-Martin (Committee Member) Jo Riley (Committee Member) Chloe Inness (Committee Member) Leona Weston (Committee Member ## **Minutes of previous AGM** Minutes approved Apologies for delay in holding this meeting, this meeting was due to be held before 31 May however due to staffing changes and the half term holiday, we were 10 days late. ## **Chair & Managers Report** ## **Overview of the Year** As the school year wraps up, we wanted to take a moment to look back on what has been a truly wonderful year at Cygnets. It honestly felt like just yesterday we were welcoming new families at the door and watching our littlest ones take their first steps into the classroom. The year has been absolutely packed with joy, learning, and growth. We’ve been lucky enough to watch so many incredible milestones, from those first tentative, quiet drop-offs to the confident, excited leaps of our pre-schoolers who are now ready for their next big adventure at primary school. Every single day, the children have brought so much energy, curiosity, and smiles to the setting. ## **Fundraising / Events:** We held a Christmas Fayre, a lantern walk, we received a grant from Bicester town council to fund our new puddlesuits, we received commission from Sun Wah, go fund me commission from Barclays Bank and we held a Christmas Party. **Growth and Development:** It has been inspiring to observe the children develop crucial social skills, such as sharing, cooperation, and empathy. We've celebrated every small victory, from mastering new songs to building impressive towers, knowing that each step contributes to their foundation for future success. **Our Amazing Community:** None of this would be possible without the incredible dedication of our staff. Their passion, patience, and unwavering commitment to the children's well-being and education are truly commendable. A heartfelt thank you to every one of our teachers, and the leadership team for their tireless efforts. To our wonderful parents, carers and guardians, thank you for your continued trust, support, and active participation. Your partnership is invaluable, and we truly appreciate your involvement, whether through volunteering, attending events, or simply sharing your child's home learning experiences with us. And of course, to our amazing children, you are the heart and soul of Cygnets Preschool! Your laughter, your questions, and your unique personalities make everyday an absolute delight. We are so proud of each and every one of you. ## **Looking Ahead** As we say goodbye to some of our children who are moving on to new schools, we wish them all the very best. We know they are well-prepared for the adventures that lie ahead. We also look forward to welcoming new families and children in the coming academic year, excited to continue building on our successes and creating more cherished memories. On behalf of the entire committee, I extend my deepest gratitude to everyone who has contributed to making this year such a success. We are immensely proud of our preschool community and excited for what the future holds. ## **Admissions** We have 33 children on roll. Out of a potential 160 sessions, we filled 164 (4 over and above) sessions in the summer term, We had 6 children with English as an additional language. We have 2 vulnerable families on roll and 10 children with emerging needs, mainly speech and language and social/emotional mental health needs. ## **2024-2025 Academic Year** A key focus for us during 2024/2025 was children’s speech and language as assessments showed a delay based on typical targets for their age. Children at Cygnets learn at their own pace to achieve. Having shared goals for children and respecting all the different approaches in getting there we ensure that all the children in our care develop to their greatest potential. All children develop at different rates, and some children will need much more support than others, and that's not always easy, but if we can hang on to the fact that even when children have got significant needs, we can still celebrate their progress, they're still going to be making progress - whatever stage children are at, success is about moving the individual on from where they are to where they need to get to, to take those small steps of progress, and we really enjoy celebrating those small steps of progress. ## **Environment** Plans for our garden renovation have been confirmed to commence in August 2025. ## **Staffing** 2024/2025 was a big year for staff changes. Both Miss Lucy left us after 16 years and Miss Terrie left us after 2 years in July. Appraisals were carried out in March 2025. Staff salaries were reviewed in March 2025, NLW increased to £12.21 from April. The Leadership team agreed that we need to invest in the staff with any profit raised as well as maintaining and replenishing our environment. It was agreed to increase salaries. It was felt that staff should have performance pay increases in the future rather than just %increases so objectives need to be measurable with staff appraisals, moving back to being leads in various areas of EYFS. ## **- Review of Updates Policies and Legislation** The update of policies was completed in October 2024, and legislation in various policies are regularly being updated. ## **Lease Agreement** The lease for the portacabin, owned by Oxfordshire County Council was signed by all parties on 26[th ] August 2024, meaning that Cygnets now pay rent direct to OCC rather than the school. Our lease agreement states that we are responsible for paying 100% of the cost of internal repairs, and 50% of the cost of repairs to shared and outside areas. ## **Accounts for** ~~**1**~~ **[st] August 2024 to 31[st] July 2025** Accounts for the year ending 31st July 2025 were balanced and closed off and submitted to our accountant, Steve Thompson. Steve kindly agreed to take over from Jayne Blake who unfortunately couldn’t continue to review the accounts for us. After carrying out his independent examination, he signed the accounts off on the 14[th] May 2026. A copy of the accounts is available to view this afternoon. Once the accounts have been accepted by the Committee, the information can be submitted to the Charities Commission. This should have been completed by the 31[st] May 2026 but will be submitted this week. The accounts for the financial year, show Cygnets Pre-school made a profit of £14,607.00 The balance sheet shows the Pre-school funds at £87591.00 – detailed balances as of 31[st] July 2025. Current account- £1141.00 Staff account - £545.00 Holding account - £54403.00 Reserve account - £31497.00 Petty cash – £5.00 Total receipts for all accounts amounted to £149821.00 (£128056.00 in 23/24) Fee Income changed from Preschool and Wraparound income to 2 Year Olds and 3-4 Year Olds and totalled £131258.00, increasing from £124511.00. The main of our income continues to be Government funding. SEND funding was separated from the general Government funding and totalled £13707.00 Fund raising increased to £3570.00 from £2344.00 and interest increased to £1286 from £1201.00 Total expenses for all accounts were £135214.00 (£130367.00 23/24) Our major expense through the year has again been staffing costs at £102322.00. Premises costs increased £15147.00 with the inclusion of back dated rent. Consumables reduced to £9492.00, Equipment reduced to £138.00, Admin/Office reduced to £7063.00, Subscriptions reduced to £173.00 and fundraising reduced to £879.00. Expenses were reduced to increase funds to pay for the garden transformation due in August 2025. Cygnets Pre-school is still in a very positive financial position, this financial year. The big expense of the garden refurb will be paid in August 2025 and staff costs will also increase in the next year. This is the current financial position of Cygnets Playschool at the end of July 2025. ## **Fees** - Fees increased in April 2026 Funded 2YO - £6.21 → £7.83 (government agreed) Private 2YO - £7.00 → £7.50 Funded 3YO - £4.58 → £5.30 (government agreed) Private 3YO - £6.00 → £6.50 ## **Government/Council Initiatives** The government has implemented several initiatives to support working families, including expanded childcare eligibility and initiatives for work-life balance. These initiative will be included from September 2025, working parents of children under 5 years old will be entitled to 30 hours of government-funded childcare per week. This expansion builds on the existing 15-hour entitlements for children aged 9 months and older. ## **Election of Committee Members / Resignations & Elections:** ## **Resignations of Officers/Committee Members** - Donna Simpson, Lauren Dumbleton ## **Re-election of current committee members** - Montanna Taylor, Georgina Smith, Chloe Inness, Emiliana Tashev, Leona Weston, Jane Smith, Iris Martin Garcia & Kim Jeffrey to be re-elected to committee. ## **Election of Key Committee Roles** - Kim Jeffrey - Chair Proposed by Georgie / Seconded by Becca - Iris Martin Garcia - Secretary Proposed by Georgie / Seconded by Becca - Vacancy - Treasurer ## **Any Other Business/Actions** - Committee to regularly meet and recruit new members, including a Treasurer - - Chair to complete level 3 Safeguarding training via the OSCB website - Secretary/Treasurer to complete level 2 generalist safeguarding training via the OSCB website - Once DBS and EY2’s in place, Celia to amend our records with the Charities Commission to add new committee members and new key elected roles. Implement a new bank mandate to HSBC if signatories need to be updated. - All committee members to be sent a new confidential agreement to sign and send back ## **Date of next AGM meeting** Next AGM meeting to be held Oct 2026 for accounts based on 2025-2026 academic year Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **ACCOUNTS FOR THE YEAR** **ENDED 31ST JULY 2025** Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **Independent Examiner's Report to the Trustees of Cygnets Playschool** I report on the Accounts of the Playschool for the year ended 31st July 2025 which are set out on pages 1 and 2. ## **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 period under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the Charities Act, - to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and - to state whether particular matters have come to my attention. ## **Basis of independent examiner's statement** My examination was carried out in accordance with 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 seeking 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 statement below. ## **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 of the Charities Act; and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities 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.................................................. Steve Thompson Chartered Accountant 14/05/2026 Date............................................. Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **RECEIPTS AND PAYMENTS ACCOUNT** Period ended 31st July 2025 |£
**RECEIPTS**
Total Fees
Fundraising
Bank interest
SEND / Inclusion Funding
**TOTAL RECEIPTS**
**PAYMENTS**
Premises
15,147
Staff Costs
102,322
Consumables
9,492
Equipment
138
Fundraising costs
879
Administration
7,063
Membership subscriptions
173
**TOTAL PAYMENTS**
**NET SURPLUS FOR THE YEAR**
**ADD SURPLUS BROUGHT FORWARD**
**SURPLUS CARRIED FORWARD**|**2025**
£
£
131,258
3,570
1,286
13,707
149,821
3,271
98,739
14,898
3,187
1,645
127,978
7,998
629
7,236
135,214
14,607
72,984
87,591|**2024**
£
124,511
2,344
1,201
-| |---|---|---| |||128,056| |||| |||121,740| |||8,627| |||130,367| |||(2,311)
75,295| |||72,984| Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **BALANCE SHEET** As At 31st July 2025 |**CASH AT BANK**
Main Account
Reserve Account
Holding Account – NOF account
Petty Cash
Staff Account
**SCHOOL FUND**
Funds brought forward
Surplus / (Deficit) for year|**2025**
£
1,141
31,497
54,403
5
545
87,591
72,984
14,607
87,591|**2024**
£
5,669
30,924
34,391
115
1,885| |---|---|---| |||72,984| |||75,295
(2,311)| |||72,984| Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **ACCOUNTS FOR THE YEAR** **ENDED 31ST JULY 2025** Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **Independent Examiner's Report to the Trustees of Cygnets Playschool** I report on the Accounts of the Playschool for the year ended 31st July 2025 which are set out on pages 1 and 2. ## **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 period under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed. It is my responsibility to: - examine the accounts under section 145 of the Charities Act, - to follow the procedures laid down in the General Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and - to state whether particular matters have come to my attention. ## **Basis of independent examiner's statement** My examination was carried out in accordance with 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 seeking 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 statement below. ## **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 of the Charities Act; and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities 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.................................................. Steve Thompson Chartered Accountant 14/05/2026 Date............................................. Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **RECEIPTS AND PAYMENTS ACCOUNT** Period ended 31st July 2025 |£
**RECEIPTS**
Total Fees
Fundraising
Bank interest
SEND / Inclusion Funding
**TOTAL RECEIPTS**
**PAYMENTS**
Premises
15,147
Staff Costs
102,322
Consumables
9,492
Equipment
138
Fundraising costs
879
Administration
7,063
Membership subscriptions
173
**TOTAL PAYMENTS**
**NET SURPLUS FOR THE YEAR**
**ADD SURPLUS BROUGHT FORWARD**
**SURPLUS CARRIED FORWARD**|**2025**
£
£
131,258
3,570
1,286
13,707
149,821
3,271
98,739
14,898
3,187
1,645
127,978
7,998
629
7,236
135,214
14,607
72,984
87,591|**2024**
£
124,511
2,344
1,201
-| |---|---|---| |||128,056| |||| |||121,740| |||8,627| |||130,367| |||(2,311)
75,295| |||72,984| Docusign Envelope ID: 5B922CD6-DB57-835F-80BD-262146865D73 ## **CYGNETS PLAYSCHOOL LANGFORD VILLAGE** ## **BALANCE SHEET** As At 31st July 2025 |**CASH AT BANK**
Main Account
Reserve Account
Holding Account – NOF account
Petty Cash
Staff Account
**SCHOOL FUND**
Funds brought forward
Surplus / (Deficit) for year|**2025**
£
1,141
31,497
54,403
5
545
87,591
72,984
14,607
87,591|**2024**
£
5,669
30,924
34,391
115
1,885| |---|---|---| |||72,984| |||75,295
(2,311)| |||72,984|