2020-08-31-accounts

KINGSWOOD PRE-SCHOOL GROUP AGM

AGM

DATE: 03/11/2020

LOCATION: Zoom due to Covid19 Pandemic

TIME START: 8.00PM TIME END: 9.00PM

ATTENDANCE LOG
HAYLEY ROBERTS(CHAIR)	SOPHIE BRADY	TIFFANY ROOKLEDGE
ROS BURGESS(SECRETARY)	RACHAEL BACON	KATHERINE ROSS
BECCA WRIGHT	BECKY HOAR	ANNETTE FRIEND(TREASURER)
LAURA HUBBARD

	ITEMS	RECORD OF RELEVANT DISCUSSION AND PROPOSED ACTIONS GOING FORWARD.	ACTION & PERSON RESPONSIBLE FOR AGREED ACTION.
1.	WELCOME / APOLOGIES	BRIEF WELCOME TO ALL. APOLOGIES: MANDY ROPER (APPENDIX 2), AMY WICHALL (APPENDIX 1) AND AIMEE PARKER
2.	MATTERS ARISING FROM THE PREVIOUS AGM MINUTES & SIGNED OFF	COMPLETED
3.	Chairperson’s report	Thank you everyone for coming tonight for the Kingswood Pre-School AGM. What a crazy year!! We are in the middle of a pandemic and things have certainly been tough. We are struggling, as I think a lot of early years settings are, however we are continuing and we can hopefully come out the other side! Staff Katherine, Sarah, Claire, Ann, Yati, Emma and Louise have continued to work really hard again this year. On behalf of the committee I would like to thank all of you for your hard work, patience and support. Katherine in particular has worked extremely hard during the pandemic to ensure we remain open and I want to say a special thank you to Katherine for this. There is also another very important part of our team who works really hard behind the scenes and that is Tiff. Thank you to you also for everything you have done for the preschool this year. I really appreciate everything you do and we would not be here without you either. I would also like to thank our intern Hannah for helping the ladies. Katherine completed her designated safeguard lead training

earlier in the year.

Yati is in the process of taking on two key children with the assistant and guidance of Katherine and Sarah. We will support Yati in anyway we can.

Unfortunately staff hours have been reduced due to COVID19 and we want to thank those staff members for their understanding. We hope this is something we can change again in the future however there is a lot of uncertainty at the moment.

As always, we are here to support everyone in every way we can and we look forward to another year. Committee

I would like to thank you all for your amazing support as always. You are always there to listen and advise and I am truly grateful to have you all there!

This year we welcomed Becca and Becky to the Committee. Annette, Aimee and Mandy will unfortunately be leaving us today and we are really sad to see you go! All three of you have been a fantastic addition to the committee over the years and I would like to thank you for that. We hope to see you around still and wish Annette the very best with her move to Cornwall! Preschool

Despite the pandemic we are still receiving quite a few enquiries from parents. September is always quiet and COVID19 certainly hasn’t helped us with this. Numbers are slowly increasing and Katherine is working incredibly hard to increase numbers in January.

At the last AGM we had just introduced a preschool uniform and it has worked really well.

Katherine continues to monitor and adapt the daily routines and I think you would all agree that they enhance the preschool experience and are something that the children enjoy.

Tapestry continues to be a really useful tool for

communicating between staff and parents, especially at the moment.

Katherine, Annette and I have been working a bit more on the website this year. We want to encourage parents to use the website more. Newsletters are uploaded weekly and Katherine has added some really useful documents for parents to refer to.

Dancing Bear is still very popular with more and more children choosing to join in each week. This is something we hope to continue funding again in the new year.

During the final summer term we introduced Footy Tots on a Friday afternoon. We hoped that it was something that the boys particularly would enjoy and hoped it might attract more people to a Friday afternoon session. We will review this in the new year.

Supporters

	I would like to thank Kingswood Stores and Winterwood Farm for their continued generosity and support. Thank you to F Edmed and Sons and in particular Debbie and Nigel Edmed for their generosity. Thank you to our photographer Chris Simpson for all the work you do, although that has been quite difficult this year. Thank you to Miss Steph for your Dancing Bear classes. We hope to welcome you back in the new year. Thank you to Tom at Footy Tots, We hope to welcome you back in the new year. Thank you to Kingswood Primary School we look forward to working closely with you to support the children and their transition from Preschool to Reception. The Parish Council continue to support the preschool and we thank them for that. A massive thank you to Annette and Simon Friend for all of your continued support with the website. Thank you to Aimee for making and supplying the wonderful aprons and bags. Finally, thank you to all our parents! I hope things return to ‘normal’ again soon and that we can go on to have a very successful and enjoyable year at Kingswood Preschool.
4. TREASURERS REPORT	Bank Account as at 31/08/2020 Current Account £1,455.52 Fundraising Account £1324.03 Savings Account £12,032.47 The last year ended in some what of a roller coaster. THE ACCOUNTS FOR19/20HAVE BEEN AUDITED,A FIRST TO HAVE THEM COMPLETED BEFORE OUR AGM! FINISHED THE YEAR WITH AN£12,867.01DEFICIT. WE HAD A SLOW START INSEPTEMBER2019WITH LOW CHILD NUMBERS. UNFORTUNATELY,THE NUMBERS INCREASED TO SLOWLY IN TO THE YEAR. MINIMUM WAGE WAS ALSO INCREASED YET AGAIN AND KCC FUNDING ONLY INCREASED BY8P WHICH IS A DROP IN THE OCEAN COMPARED TO OUR STAFF COSTS AND RENT!THE PRESCHOOL LEARNING ALLIANCE IS CAMPAIGNING TO THE GOVERNMENT FOR THE FUNDING TO BE INCREASED. OBVIOUSLY LOCK DOWN CAME ALONG AND PRESENTED NEW CHALLENGES. IHAD TO WORK OUT THE FURLOUGHING SYSTEM,STRAIGHT FORWARD IF WE DIDN’T RECEIVE GOVERNMENT GRANTS!WITH

	EVERYTHING BEING COMPLETELY NEW THE GUIDELINES CHANGED BY THE MINUTE,WE WENT FROM BEING ABLE TO CLAIM FURLOUGH FOR ALL STAFF TOO ONLY THE PERCENTAGE WE WOULD RECEIVE IN ADDITIONAL INCOME. GOING FORWARD IS DIFFICULT WITH THE ONGOING PANDEMIC BUT WE NEED TO ENSURE WE HAVE THE ADEQUATE CHILD NUMBERS TO BREAK EVEN.ALL WHILE HOPING THE PRESCHOOL ALLIANCE WIN THE FUNDING BATTLE. Additional Points detailed due to questions from committee:  We need 26 children per session to break even. Currently do not have these numbers (See managers’ report) but may well have these by end of academic year.  We are unable to access most funding available or are already benefitting from it. We are currently looking into Village Hall Hire costs being covered by the Parish Council.  The £10,000 currently in the account will cover us until Christmas.
5. MANAGERS REPORT	Session numbers this term: Mon am: 24 pm:17 Tue: 17 Wed: 21 Thurs:21 Fri am: 23 pm:13 These numbers are higher than this time last year, and although they don’t make us break even, the upcoming numbers after Xmas are promising and compared to a lot of preschools at this time we do seem to be in a better position financially than many. Staff morale is relatively high considering the future uncertainties and the strains related to covid at the moment and staff’s private lives. Due to covid there is an awful lot of cleaning involved and steaming equipment is being pushed to max usage. Floor steamer has broken and has been discarded by Katherine. Hayley raised that this was still under warrantee and will contact Amazon regarding this. Warrantee may be voided by disposal of faulty unit. Staff find cleaning tenuous but accept it is necessary and there are not funds to hire a cleaner to do this. We have been claiming funding for a child who requested a place at preschool but has stopped attending since summer. Although we have notified KCC of thi,s and followed their guidance in how to deal with this to the letter, the child has not attended and now it is requested that the preschool pay	Hayley

	back KCC the amount of funding they have received. Katherine is fighting this as is not fair that we have been left in the position and we are financially vulnerable at this time. Weekly bulletin has received positive feedback and will be continued. Particularly useful now that face to face interactions are limited. Parents will soon be sent a reminder to check Tapestry and use it as a port of communication with Key Workers. Prep for school sessions with older children seem positively received, they will continue. Children and staff are adapting to new routines (covid) and these have been tweaked when not working efficiently eg. Changing pick up points at 12noon. Due to covid, fruit donations have had to stop. It is an unnecessary expense (approx. £20 weekly) and if a charge or donation system could be introduced this would be good. Longer term plans are to ask VHC if they would consider letting preschool lengthen the fencing line to include some of the grass area also. This would involve volunteers to help. An email will be going out, to encourage parents to increase their child’s hours, if they are not claiming the 15 they are eligible for. Katherine is trying to put together a virtual tour of the preschool, her husband will create a video of what is captured. There may need to be parental permissions for children to be in the videos.
6. Appointment of new Trustees/Resignati on of trustee roles	Annette Friend, Mandy Roper and Aimee Parker all stepped down and will not be stepping back up. Appointment of new trustees: Hayley as chair: Nominated by Ros and seconded by Laura Laura as secretary: Nominated by Rachael and seconded by Ros Ros as treasurer: Nominated by Hayley and seconded by Becca Becca: Nominated by Becky and seconded by Rachael Becky: Nominated by Sophie and seconded Laura Rachael: Nominated by Ros and seconded Sophie Sophie: Nominated by Hayley and seconded Becky Amy: Nominated by Ros and seconded Becky
7. AOB/QUESTIONS	HAYLEYQUERIED WHETHER WE HAVE TO PAY STAFF WHO ARE ISOLATING OR CARING FOR A CHILD WHO IS. TIFF	TIFF/HAYLEY

	TO LOOK INTO THIS, PERHAPS MAY BE ABLE TO OFFER SSP AND POTENTIALLY RECLAIM THIS? BECKY QUERIED TRANSITION TO SCHOOL PROCESS- HOW WILL THIS BE MANAGED WITH COVID? KATHERINE: IN TALKS WITH MRS SANCHEZ (KINGSWOOD PRIMARY SCHOOL HEAD) ABOUT THIS. IT IS UNCLEAR AT WHAT POINT WALKS OVER TO SCHOOL OR STORYTIME WITH THE RECEPTION TEACHER ETC WILL BE ALLOWED BUT THE OPTIONS ARE UNDER DISCUSSION.
8. DATE OF NEXT MEETING	TBC- LIKELY JANUARY 2021

RECORDED BY: ROS BURGESS POSITION: SECRETARY

SIGNED: DATE: SIGNED: DATE: POSITION:

APPENDIX 1

From: Amy Wichall [e-mail] Sent: 03 November 2020 19:11

To: Chairperson [e-mail]

Subject: Re: AGM Agenda

Good evening,

I’m sorry I’m unable to attend tonight’s meeting, please give my apologies. I would like to join as part of the committee please without having a main role at the moment.

Sorry I can’t attend tonight

Many thanks

Amy

APPENDIX 2

From: Mandy Roper [e-mail] Sent: 03 November 2020 17:01 To: Hayley Roberts [e-mail] Subject: Step down from Kingswood committee

Dear Hayley (Chair)

As of today, 2 November 2020, I would like to step down from the Kingswood preschool committee and no longer be an active committee member.

I thank you so much for making me feel so involved and welcome during my sons attendance at Kingswood Pre School.

Kind regards

Mandy Roper

CHARITY COMMISSION FOR ENGLAND ANO WALES Receipts and payments accounts CC16a For tho pBriod To 0110912019 )In)8Q020 Section A Receipts and payments Uthrth$trictsd lund• R8$tsiGtsd lund• Endowrnent fvnd• Total lundB Lalt yvr A1 R•c•l ts Fe￿ Fiw rJ7 33 17 3a7 75 22 66.U1 2.¥3• S22 97] 112 KCC ss1￿ 77511) 2&73 Fu Sub tola1{GR)￿ income forARI A2 A88Ot nd int••lrnent8*1••. l•e• tsblel. 69.236 Sub total 69.2J6 76J4J A3Pa ments 810$? 6787629 39)2 21W32 59$22 19 1 999 Direct ¥Y Ta¥8NI Clèan 67.17$ 3.9J2 ISS 23". $0 92 216 721 1.637 671 323 1.841 2S 215 4.717 18B 1,991 604 1.042 7x57 16x59 417 54 67646 Cos15 PoEtag• & Cr l U41 17 2SJ2 Ise8 4719 JS321 4766 l¥J42 10STO) swtTrB 619 673 e7 Pety C•ih Sub total 46,242 •6.242 76.658

A4 AM•t and Inve•tm•nt PUT¢h•Ms.1••o l*bk•l Sub total £zzz Total payments 16.242 76.818 N•t ofr•cwpts/(p•ym•nts) AS Tr•Mf•rn b•tsmn fvnds 17,006 17.006 316 A6 C4sh lund% last y•ar ¢nd Cash funds this year•nd 31.931 31.931 32,246 14,925 14,925 31.ljl Section B Statement of assets and liabilities at the end of the period Catvgories un￿strIc￿d Restricted Endowmont to Tro•tv4t£ to n••rn•t£ to nurMt£ 81 Cash lunds 1J24.03 12.OJ2 rotsi cash fvnds 14.925 Unrestrbctsd Restri¢tsd Endowrnent Sv4neo byon• ortsw tnJstee5 M ter4Wolan 0 trustees SvJnaturE PriTht Narne Dale of roval

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Kingswood Pre- School Group On accounts for the year ended 31. August 2020 Charlty no (If anyl 1045792 Set out on pages 1 & 2 of Receipt and Payment Pages I report to the tnjstees on my examination of the accounts of the above charityllhe Trust.) for the year ended Responsibilities and As the charity trustees of the Trusl, you are fesponsible for the preparation basis of report of the accounts in accordance with the requirements of Ihe Chanties Act 2011 (Ihe Act"). I report in respect of my examination of the Trust's accounts carried out under sedion 145 of the 2011 Acl and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under sedion 145{5){bl ofthe Act. I have completed my examination. I confim that no material matters have come to my attention (other than that disclosed below ") in connection with the examination which gives me cause to believe that in. any material respect: accounting records were not kept in accordance with section 130 of the Acl or the accounts do not accord wrth the accounting ￿COrdS Independent examiner's statement I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Plea elete the words in the brackets if they do not apply. Date: 2211012020 Name: Marion Missing Relevant professional qualificationls) or body lif any): FMA4T Address: 55b High Street Headcorn Ashford Kent. TN27 9NL ryn4fl

CHARITY COMMISSION FOR ENGLAND AND WALES Receipts and pa ments accounts CC16a For th• p•rlod To 0IID9QOT9 31K012020 Section A Receipts and payments Uni¥&iiicted Rostsi¢iad fvnd Endowmgnl lund$ Tot•1 fvnd• L••t y￿1 toth• n•w¥•l E to¥wnwmtt tvth•rn•r••i¢ i• lh• n•arttt£ to Ih•n•4vMIt A1 Recei 8ty7)3 2170 173477 22 56.611 2.83Q 521 97J KCC 282973 1 70 97261 F75 I￿70 59B70 Sub totallGmss inccvnè forAR) A2 A88•tand in¥•stmentsales. (set lablèl. 2J6 69.2J6 76.31J Sub toial Total r•cwpts 69.236 6ri,2J6 76J43 A3P ments 81052 67a1629 J.gJ2 218633 59522 19 1.959 107 23760 67.876 3.932 165 Tax8NI aeaning 21a 121 1.637 671 JZJ FwQraiSiry ExWnSO 73Q5F I￿5> 681 09 Insurx 423 37 417 $4 $76 32340 Poilago Fiqvhtscr￿MI Pr4n11￿& 5Wwiwy Z532 21S 4.7£7 765 50 IW42 Ir&io) 4719C J5J21 Snath Stèfl Tra￿lIr0 1.0>1 619 673 87 1.047 Petty Cash Sub total 16242 16.242 76.658

A4 AS￿1 and Inv••thwnl purchases, (s￿ tablel Sub total rotai payments 86,242 16.242 7S.658 Net ol rKeIpt￿(PayMentsj AS Transfets belween funds 17.006 17.006 315 A6 Gash lund$ last y*ar end Cash funds this yearend 31,531 31,931 32,246 14.925 14,925 31,931 Section B Statement of assets and liabilities at the end of the period Unrestrrct8d Rostrbcied Endowment to n•ar•8t£ 81 Cash funds 1J24.D3 12.OJ2 Total cash lunds 14.925 ￿￿511 Unr•$tri¢tsd Restricted Endowm•nt SvJned by one c¥ tnJsiee$ on behafof a the Iruslee5 Pmt Naft Date ol roval