## **West Thorpe Pre School 2023 AGM AGENDA** ## **Meeting to be held on** 2[nd] October 2023 - Attendees: Helen Noble (Secretary), Melissa (Chair), Helen, Nicola, Jen, Claire (Support Treasurer), Paul, Mel, Emma, Chris (Treasure), Charlotte (Site Manager), Stevie. - Apologies – NA Emailed to Claire G to be stored in committee folder. ## **Agenda Items** - **1** AGM Intro - **2** Look Back – Playgroup Update - **3** Procedures and Compliance - **4** Finances Review - **5** Fundraising – plan for the year - a. Ward Grants - **6** Any other business - **7** Next meeting date. ## **Notes from this Meeting** Purpose of the meeting: A look back over the past 12 months and to discuss the plan for the next school year. 1. Introductions from Melissa Chair – referring back to the agenda items 2. Charlotte (Manager) gave an overview of the pre-school - a. 10 Staff members - b. 3 New staff starting in Jan 2023 - c. Movement of 1 staff member to now working mainly as admin wfh and cover as and when required. - d. Reduction of a 1 Wednesday working shift from 1 staff member - e. SENCO update – new staff member being trained by the current lead. - f. 1 member of staff on Maternity Leave – When returning will start her NVQ level 3. Page 1 / 3 - g. Groupings – 3 key group broken down to 3 staff members in each group. - h. Staff appraisals completed in July. i. Food Hygiene Training – completed by 4 members of staff. - j. Children numbers – a lot of new starters and numbers are - looking ‘good’ - k. A programme has been introduced for delegation of cleaning and organisation duties across the pre-school staff. 3. Procedures and Compliance – Charlotte confirmed all up to date. a. Support offered – if required from the chair and secretary. b. Support offered by the committee attendees on various items – Claire and Charlotte have details. - c. Lease all up to date and renewed – potential conversation in the new year for a review of the high increase. - d. Discussion was held on if Pre-School could attend the Churchs’ meetings. - e. Feedback about the engagement with the Church has been very positive. - 4. Financial - a. 35 children on role – with a few on the waiting list. b. Figures the same as last year and previous years have shown these figures increase throughout the year. - c. Snack charge - £1 a day. This charge was discussed with the committee on it sustainability with parents and they all agreed it was achievable. The increase has postiviely impacted the accounts – year to date inclme £1k. - d. Increases -Rent and wages circa £4000 negative impact. e. 2022 we had our first loss -knock on effect due to covid. - f. Grant – Tescos £500 positive impact – we discussed further for a review on any other grants available. - g. Additional help for families was discussed. Further details around food banks and clothes offered. - h. Corporation Tax – A bill has been invoiced. Further information required – HN to discuss with CG. - i. Lottery Grant, York Races Bucket Drop (Melissa & Mel – to pick up) - j. Treasurer and Assistant Treasure – are doing a review on all outgoing spends to see if any positives impacts can be made for 2024 accounts. 5. Fundraising - a. Table at the Christmas church stall – 25[th] November i. Book Sale - ii. Toys - iii. Game 1. Support Required for Claire 2. Claire to confirm date for item drop off b. Dringhouses School to advertise our services. c. Fundraising Previously Page 2 / 3 - i. Cake Sale – Termly – 23[rd] October first cake sale - ii. Bags for school – twice a year - iii. Halloween Outfit Resale - iv. Easter Bunny – one a year/Chocolate Hamper - v. Christmas Hamper - vi. Bonus Ball/Sweepstake – Termly - vii. Breakdown into terms - d. Social Night? - i. Parent Questionnaire/Survey – Are you willing to help, what can you offer? Thoughts on the setting etc. Newsletter and being informed. - ii. Google Surveys 6. No other comments 7. Committee members - a. Melissa will join the committee members. 8. Next Meeting Date - TBC ## **Car Park No additional points made** Page 3 / 3 WEST THORPE PRE￿cHOoL STATEMENT OF ACCOUNTS For the ear ended 31 Au ust 2023 Charit Number 1053289 West Thorpe PreSchool Receipts and Payments for the year ending 31 August 2023 Recei 31.08.23 31.08.22 Fees Funding Donations & Fundraislng Bank Interest Grants Snack Money Sale of Uniforms other Sundry In¢orne 14,318 83,849 1,518 301 500 1,203 174 22,833 56,366 2,398 21 249 119 Total Incoming Receipts 101,872 81,994 Pa ments Rent Salaries and Payroll Costs Staff Training Fruit and Snacks Cleaning Insurance and Registration Fees Costs of Fundraising Play Materials, Equipment and Toys Advertising Outings and Visits Stationery Uniforms and Staff Clothing Mobile Phone and Internet Children and Staff Gifts Repairs and Maintenance Audit Fee Sundry Expenses 15,892 79,877 150 288 189 1,295 15,235 71,696 426 344 197 1,110 43 491 74 260 409 48 347 50 1,311 120 380 240 303 346 20 144 15 85 51 Total Payments 100,570 Surplusl{Deflclt) for the year 1,302 -8,872 West Thorpe Pre-school ststement of Cash Resources as at 31 August 2023 2023 2022 Balance as at 31 August 2022 44,880 53,752 Surplu$l{Deficitl for the year 1,302 -8,872 Balance ag at 31 August 2023 46.182 44.880 Respresented by: Unrestricted Funds Floats Current Account Deposit Account Cash in Hand- Petty Cash 50 1,201 44,766 165 50 1,169 43,566 95 Restricted Funds Deposit Account 46,182 44.880 REPORT BY THE INDEPENDENT EXAMINER TO THE MEMBERS OF WEST THORPE PRE-SCHOOL This is to confirm that I have examined the Receipts and Payments Account for the year ended 31 August 2023, together with the Statement of Cash Resources in accordan￿ with the instructions given to me. I confirm that these have been prepared from, and are in accordance with the underlying books and records. Dawn Pa lor - Accountsnt 26 February 2024 CHARITY (OMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Sectlon A Independent Examine￿ s Report Report to the trusteesl members of wtÉST I￿8 Charity no (if any) loS3wgf Set out on pages r11inih+rs of addttional shes. I report to the trustees on my examination of the accounts of the above charity {"the Trust") for the year ended 31 As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 I'the Act ). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145151{bl of the Act. 013 Responsibilities and basis of report Independent I examiner's statement ble. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination1olbek*kn d#¢1￿.) which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of the Charities Act., or the accounts did not accord with the accounting records,. or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give 3 'true and fair, view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets rf they do noi apply. Date- Signed: Name.. Relevant professional qua5ificationlsl or body IER Oct 2018 lif any): Address: yo >lLJ Section B Disclosure Only complete if Ihe exaininer needs lo highlight ry181erial mallers of concern Isee CC32, Independent examination of charity accounts: directions and guidan￿ for examinersl- Give here brief details of any items that the examiner wishes to disclose. IER Oct 2018 WEST THORPE PRE￿cHOoL STATEMENT OF ACCOUNTS For the ear ended 31 Au ust 2023 Charit Number 1053289 West Thorpe PreSchool Receipts and Payments for the year ending 31 August 2023 Recei 31.08.23 31.08.22 Fees Funding Donations & Fundraislng Bank Interest Grants Snack Money Sale of Uniforms other Sundry In¢orne 14,318 83,849 1,518 301 500 1,203 174 22,833 56,366 2,398 21 249 119 Total Incoming Receipts 101,872 81,994 Pa ments Rent Salaries and Payroll Costs Staff Training Fruit and Snacks Cleaning Insurance and Registration Fees Costs of Fundraising Play Materials, Equipment and Toys Advertising Outings and Visits Stationery Uniforms and Staff Clothing Mobile Phone and Internet Children and Staff Gifts Repairs and Maintenance Audit Fee Sundry Expenses 15,892 79,877 150 288 189 1,295 15,235 71,696 426 344 197 1,110 43 491 74 260 409 48 347 50 1,311 120 380 240 303 346 20 144 15 85 51 Total Payments 100,570 Surplusl{Deflclt) for the year 1,302 -8,872 West Thorpe Pre-school ststement of Cash Resources as at 31 August 2023 2023 2022 Balance as at 31 August 2022 44,880 53,752 Surplu$l{Deficitl for the year 1,302 -8,872 Balance ag at 31 August 2023 46.182 44.880 Respresented by: Unrestricted Funds Floats Current Account Deposit Account Cash in Hand- Petty Cash 50 1,201 44,766 165 50 1,169 43,566 95 Restricted Funds Deposit Account 46,182 44.880 REPORT BY THE INDEPENDENT EXAMINER TO THE MEMBERS OF WEST THORPE PRE-SCHOOL This is to confirm that I have examined the Receipts and Payments Account for the year ended 31 August 2023, together with the Statement of Cash Resources in accordan￿ with the instructions given to me. I confirm that these have been prepared from, and are in accordance with the underlying books and records. Dawn Pa lor - Accountsnt 26 February 2024 CHARITY (OMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Sectlon A Independent Examine￿ s Report Report to the trusteesl members of wtÉST I￿8 Charity no (if any) loS3wgf Set out on pages r11inih+rs of addttional shes. I report to the trustees on my examination of the accounts of the above charity {"the Trust") for the year ended 31 As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 I'the Act ). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145151{bl of the Act. 013 Responsibilities and basis of report Independent I examiner's statement ble. I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination1olbek*kn d#¢1￿.) which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of the Charities Act., or the accounts did not accord with the accounting records,. or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give 3 'true and fair, view which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets rf they do noi apply. Date- Signed: Name.. Relevant professional qua5ificationlsl or body IER Oct 2018 lif any): Address: yo >lLJ Section B Disclosure Only complete if Ihe exaininer needs lo highlight ry181erial mallers of concern Isee CC32, Independent examination of charity accounts: directions and guidan￿ for examinersl- Give here brief details of any items that the examiner wishes to disclose. IER Oct 2018