## 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 **Sent:** 03 November 2020 19:11 **To:** Chairperson **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 **Sent:** 03 November 2020 17:01 **To:** Hayley Roberts **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 r*J7 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