AGM Meeting 23[rd] May 2021 7.00pm
Present:
Bridget Evans, Laura Jones, Meleri Williams, Sally Tobin, Beth Llyr Jenkins, Louisa Evans, Sandra Ellias, Jenny Pugh, Eleri Jewell, Ellen Rees, Lauren Forester, Rebecca Hayes, Cara Williams
Apologies:
Nerys Parry, Nicky Scott
Chairpersons Report
Bridget Evans welcomes everyone…
Thank you to everyone present – staff and parents.
It’s been a very challenging year for everyone and a special thank you to the staff and parents for all co-operating, adapting and making sure that the Cylch could be safely reopened and provide a much needed and appreciated service to the surrounding community.
The year – the Cylch’s 40[th] - has seen forced closures, furloughing schemes, endless new and evolving Covid rules and regulations and policies to understand and implement.
Moving forward we are facing some staff changes as Sally leaves us for her new role in Llanrhystud after the May half term, we are currently advertising to replace her.
Cylch closed end of March 2020. Cylch provided some resources and activities for children to use and enjoy at home during this unprecedented time. Many of us got to spend a lot more time with our children than usual and the sunny weather in April/May last year helped – some positives!
We were able to utilise Job Retention scheme to pay staff wages during closure period.
Briefly reopened for 2 weeks in July before the summer holidays. Allowed staff an opportunity to test out Covid policies– social distancing, cleaning, ventilation, greater emphasis on outside play etc .
Lots of hard work by Cylch staff behind the scenes to prepare for a full, Covid-compliant reopening in September!
A number of children left the Cylch to start primary school in September – Martha, Elis, Efan, Gwern and Niamh. We welcomed Layla and Connor who started in September, but numbers were reduced for a time.
Covid restrictions in place after Christmas meant schools were closed but Cylch was able to remain open during this period.
Alys and Idris left for school in February, and Aron started at Cylch. Numbers have been boosted more recently by James, Hawys and Lilly all starting in April this year.
Leader’s Report
Treasurer’s Report
Financially, the Cylch has had a successful year with grants and grateful donations and fundraisers. This has enabled us to invest in new equipment such as a wooden outdoor shelter and improve existing facilities. Unfortunately, due to covid, large fundraisers such as the Cylch’s 40[th] celebration and the School / Cylch fashion show had to be cancelled.
Cylch Future
-
1) Recruiting a new Cylch leader – search is ongoing, but staff and committee will do our best to provide stability for children and parents during this transition. Beth has kindly offered to lead the Cylch until a new leader has been found.
-
2) It has been a couple of years since Cylch fees increased. During that time staff wages have increased in-line with National Living Wage, so an increase in fees is now required to keep pace. Propose small increase from £8.75 to £9/hour, as well as increase of snack from £10 to £15 per half term. (This impacts more fairly, as all parents pay for snack whereas childcare offer and other funding means not all pay same hourly rates). To take effect after May half term. No objections.
-
3) Cylch hours – 9.00am opening to remain for now.
-
4) Fundraisers – ideas that continue to limit indoor social gatherings.
Treasure hunt date 27[th] June 2021 between 2-5pm, last car at 4.00pm. Eleri Jewell kindly offered to set the course. The hunt will finish in Llangwyryfon. Need to arrange a burger van / ice cream van at the end with the opportunity of making some more money here.
Sponsored ‘Welly Walk’ was suggested during the summer holidays. Children could be given wildlife packs with different animals to find on their walks
Another idea was an outdoor car boot sale.
Eleri Jewell mentioned a grant from Dwr Cymru that we should look into.
- 5) Changes in hall use – other groups starting to meet again. Different groups have to clean up after themselves. A document could be hung up so that users can sign to declare that they have cleaned up accordingly after use of hall.
Elect a new committee
Laura gives an overview of the roles and what each involves. A new committee is elected. Bridget and Meleri steps down. For now, Laura will have to continue as the treasurer until we can find a suitable person for the job, we will advertise for this role.
Chairperson: Cara Williams
Treasurer: Laura Jones
Secretary: Ellen Rees
An evening will be arranged to transfer information to the new committee.
The AGM ends with Laura thanking the staff especially Sally for all their hard work during this difficult year. It looks like Cylch is stable for the foreseeable future.
Sally thanks the committee.
Meeting ends.
Minutes agreed and signed by Committee member:
Laura Jones
Treasurer
| INCOMING | |||||
|---|---|---|---|---|---|
| Funding | CC Ofer | HH FundingFees | Fruit | ||
| 2020-2021 | |||||
| April/May | £331.20 | ||||
| May/June | £2,100 | £776.25 | |||
| June/July | £52.50 | ||||
| July/August | |||||
| August/Sept | |||||
| Sept/Oct | £180 | £490.00 | |||
| Oct/Nov | £108 | £98.75 | |||
| Nov/Dec | £2,100 | £126.00 | £540.75 | ||
| Dec/Jan | £90.00 | ||||
| Jan/Feb | £118 | £234 | £234.00 | ||
| Feb/Mar | £216.00 | £130.00 | |||
| Mar/April | £1,814 | ||||
| TOTALS | £ 4,318.00 | £ | 1,730.25 | £ 2,145.20 £ 1,546.00 | £ - |
| TOTAL INCOMING | £ | 31,532.51 |
Fundraising Grants Other
| £1,000.00 | £577.03 | |
|---|---|---|
| £425.90 | ||
| £762.92 | ||
| £884.71 | ||
| £1,300 | £1,525.67 | |
| £90.00 | £2,575.43 | |
| £1,161.00 | £52.43 | |
| £350 | £1,220.00 | |
| £217.83 | £8 | |
| £205.62 | ||
| £6,975.20 | £205.62 | |
| £42 | £1,242.74 | £971 |
£ 1,860.83 £ 11,737.94 £ 8,194.29
Comments
Childcare unit emergency grant, JRS payment Education funding, JRS payment JRS payment JRS payment Sally Hwb wages April), JRS payment, Mudiad Grant Sally hwb wages (May), community council donation Sally hwb wages, Walk fundraiser
Walk fundraiser Xmas raffle fundraiser JRS payment JRS payment, Gofal plant Grant Community council donation, JRS
OUTGOING
Beths Wages Sallys WagesLouisa's WagesMudiad
| 2020-2021 | |||||||
|---|---|---|---|---|---|---|---|
| April/May | -£555.21 | -£453.61 | -£285.22 | ||||
| May/June | -£532.38 | -£ | 453.41 | -£ | 285.22 | ||
| June/July | -£532.38 | -£ | 453.61 | -£ | 276.78 | ||
| July/August | -£580.68 | -£453.73 | -£336.06 | ||||
| August/Sept | -£694.85 | -£ | 586.10 | -£ | 76.80 | ||
| Sept/Oct | -£565.21 | -£ | 478.10 | -£ | 383.68 | ||
| Oct/Nov | -£565.21 | -£ | 478.30 | -£ | 318.28 | ||
| Nov/Dec | -£565.21 | -£ | 478.10 | -£ | 383.68 | ||
| Dec/Jan | -£565.21 | -£ | 478.30 | -£ | 287.76 | ||
| Jan/Feb | -£565.21 | -£ | 478.10 | -£ | 361.88 | ||
| Feb/Mar | -£565.21 | -£ | 478.30 | -£ | 287.76 | ||
| Mar/April | -£565.21 | -£478.10 | -£ | 383.68 | |||
| TOTALS | -£6,851.97 | -£ | 5,747.76 | -£ | 3,666.80 | £ | - |
| TOTAL | OUTGOING | -£ | 27,921.44 |
Hall Rental Fundraising ExpsRenewals/Learning Tools Food
| -£ | 525.00 | -£ | 6.46 | ||||
|---|---|---|---|---|---|---|---|
| -£ | 94.40 | -£ | 7.20 | ||||
| -£ | 1,070.00 | ||||||
| -£ | 2,785.00 | -£ | 89.95 | ||||
| -£ | 3,527.17 | ||||||
| -£ | 525.00 | £ | - | -£ | 7,476.57 | -£ | 103.61 |
Tax (Staff) Mileage Other
| -£101.60 | -£ | 562.50 | |||
|---|---|---|---|---|---|
| -£ | 101.80 | -£ | 35.00 | ||
| -£ | 101.60 | ||||
| -£102.00 | |||||
| -£ | 107.80 | -£ | 545.08 | ||
| -£ | 108.00 | -£ | 486.13 | ||
| -£ | 107.80 | -£ | 525.00 | ||
| -£ | 108.00 | -£ | 10.37 | ||
| -£ | 107.80 | -£ | 63.00 | ||
| -£ | 108.00 | ||||
| -£ | 107.80 | -£ | 22.45 | ||
| -£ | 108.00 | -£ | 30.00 | ||
| -£ | 1,270.20 | £ | - | -£ | 2,279.53 |
Comments
Accountancy fees ICO Other - Sally hwb wages Other - Sally hwb wages Repayment of Education funding Other - Sally hwb wages, DBS checks Reimburse Alys fees for 2 week closure, staff christmas gifts Playwood outdoor equipment Playwood outdoor shelter, other (storage boxes, cleaning equipment) Accountancy fees
2020-2021
| INCOMINGS | OUTGOINGS | ||
|---|---|---|---|
| Funding | £ 4,318.00 | Wages | -£16,266.53 |
| CC Ofer | £ 1,730.25 | Mudiad | |
| HH Funding | £ 2,145.20 | Hall Rental | -£ 525.00 |
| Fees | £ 1,546.00 | Fundraising Exps | |
| Fruit | Renewals/Learning Tools-£ 7,476.57 | ||
| Fundraising | £ 1,860.83 | Food | -£ 103.61 |
| Grants | £ 11,737.94 | Tax | -£ 1,270.20 |
| Other | £ 8,194.29 | Mileage | |
| Other | -£ 2,279.53 | ||
| C/F Bal 2020 | £ 6,562.49 | Treasurer - Laura Jones | |
| Total Incoming | £ 31,532.51 | ||
| Total Outgoing | -£ 27,921.44 | Checked By - Roger Yorke | |
| End Bal 2021 | £10,173.56 | ||
| Adjustment | £ 3,611.07 | ||
| Savings Reserve | £3,106.33 | ||
| End Bal 2021 | £10,173.56 | ||
| Total | £13,279.89 |
Paid In DATE TOTAL BREAKDOWN
| 04/12/2020 | £1,000.00 | Childcare Unit - Emergency support fund |
|---|---|---|
| 05/01/2020 | £331.20 | Mudiad - Helping hands |
| 05/06/2020 | £577.03 | JRS Payment (Beth wages) |
| 05/20/2020 | £2,100 | Council educaton funding |
| 06/03/2020 | £425.90 | JRS Payment (Beth wages) |
| 06/17/2020 | £776.25 | Childcare ofer |
| 07/06/2020 | £762.92 | JRS Payment (Beth full month, Sally and Louis |
| 07/16/2020 | £52.50 | George fees (2 weeks reopening) |
| 08/05/2020 | £884.71 | JRS payment (July) |
| 08/25/2020 | £604.62 | Ceredigion CC - Sally hwb wages |
| 09/02/2020 | £921.05 | JRS payment (August) |
| 09/02/2020 | £1,300 | Mudiad Grant (outdoor equipment) |
| 08/15/2020 | £575.43 | Ceredigion CC - Sally hwb wages (May) |
| 10/05/2020 | £60.00 | Fees from January 2020 term (£50) and £10 C |
| 10/05/2020 | £2,000.00 | Donation from Community Council |
| 10/06/2020 | £180.00 | Childcare ofer |
| 10/06/2020 | £10.00 | Caitrin fees invoice 23 |
| 10/06/2020 | £130.00 | George fees invoice 24 |
| 10/13/2020 | £167.50 | Layla fees invoice 25 |
| 10/19/2020 | £55.00 | Walk fundraiser - online donations |
| 10/19/2020 | £132.50 | Alys fees inoivce 21 |
| 10/26/2020 | £25.00 | Walk fundraiser - online donations |
| 11/02/2020 | £35.00 | Walk fundraiser - online donations |
| 11/04/2020 | £52.43 | Ceredigion CC remittance - Sally hwb June |
| 11/05/2020 | £10.00 | Idris snack - invoice 22 |
| 11/09/2020 | £105.00 | Walk fundraiser - online donations |
| 11/09/2020 | £88.75 | Lauren Forrester - Connor invoice 26 |
| 11/10/2020 | £1,010 | Walk fundraiser - cash donations |
| 11/10/2020 | £108.00 | Childcare Ofer |
| 11/17/2020 | £10.00 | Caitrin fees |
| 11/16/2020 | £11 | Walk fundraiser - Bridget donation (paid in on |
| 11/18/2020 | £142.00 | George fees - invoice 32 |
| 11/20/2020 | £2,100 | Ceredigion CC Education Funding |
| 11/24/2020 | £255.00 | Layla fees - invoice 31 |
| 11/30/2020 | £123.75 | Alys fees - invoice 27 |
| 12/01/2020 | £350 | Walk fundraiser cash |
| 12/04/2020 | £1,220 | Ceredigion CC sustainability grant |
| 12/09/2020 | £126.00 | Ceredigion CC - Childcare ofer |
| 12/15/2020 | £10.00 | Idris snack - invocie 28 |
| 12/15/2020 | £8 | From Bridget - reimburse Laura for xmas gifts |
| 12/16/2020 | £217.83 | Xmas rafe fundraiser |
| 01/22/2021 | £90.00 | Ceredigion CC - childcare ofer |
| 02/04/2021 | £10.00 | Caitrin fees - invoice 38 |
02/05/2021 £106.00 George fees - invoice 39 02/08/2021 £205.62 JRS payment Jan 21 02/10/2021 £76.00 Alys fees invoice 35 02/10/2021 £42.00 Layla fees invoice 40 02/12/2021 £234.00 Ceredigion CC - childcare offer 02/23/2021 £118.00 Outreach funding for Nick 03/05/2021 £205.62 JRS payment Feb 21 03/09/2021 £2,876.00 Gofal plant Covid Grant - shelter 03/12/2021 £216.00 Ceredigion CC - Childcare offer 03/14/2021 £10.00 Fees - Catrin invoice 41 03/16/2021 £4,099.20 Ceredigion CC - RRRS Grant 03/17/2021 £20.00 Aron fees invoice 44 03/17/2021 £90.00 George fees - invoice 43 03/22/2021 £10.00 Layla fees - invoice 42 03/26/2021 £1,814.00 Helping hands? And Nick funding 03/29/2021 £750.00 Community Council donation 03/29/2021 £42.00 Raffle fundraiser 03/31/2021 £1,242.74 Mudiad Grant 03/31/2021 £220.96 JRS payment - March 21 ###
| Paid Out | |||
|---|---|---|---|
| DATE | TOTAL | BREAKDOWN | |
| 04/01/2020 | -£52.50 | Refund 2 weeks George fees (invo | |
| 04/12/2020 | -£510.00 | Francis Gray - accountancy fees | |
| 05/01/2020 | -£555.21 | Beth wages | |
| 05/01/2020 | -£453.61 | Sally wages | |
| 05/01/2020 | -£101.60 | HMRC | |
| 05/01/2020 | -£285.22 | Louisa wages | |
| 06/01/2020 | -£532.38 | Beth wages | |
| sa partial) | 06/01/2020 | -£453.41 | Sally wages |
| 06/01/2020 | -£285.22 | Louisa wages | |
| 06/01/2020 | -£101.80 | HMRC | |
| 06/01/2020 | -£35.00 | ICO - data compliance | |
| 07/01/2020 | -£532.38 | Beth Wages | |
| 07/01/2020 | -£453.61 | Sally wages | |
| 07/01/2020 | -£276.78 | Louisa wages | |
| Cawl fundraiser | 07/01/2020 | -£101.60 | HMRC |
| 07/31/2020 | -£580.68 | Beth Wages | |
| 07/31/2020 | -£453.73 | Sally wages | |
| 07/31/2020 | -£336.06 | Louisa wages | |
| 07/31/2020 | -£102.00 | HMRC | |
| 08/28/2020 | -£586.10 | Sally wages | |
| 08/28/2020 | -£694.85 | Beth wages - £565.21 + £129.64 | |
| 08/28/2020 | -£76.80 | Louisa back pay (April to July) | |
| 09/01/2020 | -£107.80 | HMRC | |
| 08/28/2020 | -£545.08 | Sally hwb wages April (holiday we | |
| 09/23/2020 | -£486.13 | Sally hwb wages May (holiday we | |
| 09/30/2020 | -£565.21 | Beth wages | |
| 09/30/2020 | -£478.10 | Sally wages | |
| 09/30/2020 | -£383.68 | Louisa wages | |
| 09/30/2020 | -£108.00 | HMRC | |
| 10/09/2020 | -£525.00 | CCC - repayment of Education fun | |
| nline by LJ) | 10/19/2020 | -£6.46 | Sally snack reimbursement |
| 10/20/2020 | -£525.00 | Hall Rent | |
| 10/31/2020 | -£565.21 | Beth Wages | |
| 10/31/2020 | -£478.30 | Sally wages | |
| 10/31/2020 | -£318.28 | Louisa wages | |
| 10/31/2020 | -£107.80 | HMRC | |
| 11/04/2020 | -£10.37 | Sally hwb wages June | |
| 11/04/2020 | -£47.20 | Beth DBS check | |
| s | 11/04/2020 | -£47.20 | Sally DBS check |
| 11/09/2020 | -£7.20 | Sally snack reimbursement | |
| 11/30/2020 | -£565.21 | Beth wages | |
| 11/30/2020 | -£478.10 | Sally wages |
11/30/2020 -£383.68 Louisa wages 12/01/2020 -£108.00 HMRC 12/21/2020 -£565.21 Beth Wages 12/21/2020 -£478.30 Sally wages 12/21/2020 -£287.76 Louisa wages 12/30/2020 -£107.80 HMRC 12/18/2020 -£35.00 Reimburse Alys fees for 2 week cl 12/18/2020 -£8.00 From Bridget - reimburse Laura fo 01/04/2020 -£20.00 Reimburse Laura for staff christma 04/14/2021 -£1,070.00 Playwood invoice 1003 01/29/2021 -£565.21 Beth Wages 01/29/2021 -£478.10 Sally wages 01/29/2021 -£361.88 Louisa wages 02/01/2021 -£108.00 HMRC 03/01/2021 -£565.21 Beth Wages 03/01/2021 -£478.30 Sally wages 03/01/2021 -£287.76 Louisa wages 03/01/2021 -£107.80 HMRC 03/09/2021 -£2,780 Playwood invoice 1008 Shelter 03/09/2021 -£117.40 Sally expenses - £89.95 food, £5 s 03/25/2021 -£3,450.00 Sally (reimbursing expenditure fo 03/29/2021 -£30.00 Francis Gray - accountancy fees 03/29/2021 -£77.17 Laura - reimburse spend on comp 03/31/2021 -£565.21 Beth Wages 03/31/2021 -£478.10 Sally wages 03/31/2021 -£383.68 Louisa wages 03/31/2021 -£108.00 HMRC -£27,921.44
oice 9) following closure
in back pay (April to July)
eeks + enhancement) eks + enhancement)
nding Summer term
osure (invoice 27) or xmas gifts as gifts
stationary, £17.00 storage boxes, £5.45 cleaning r Ceredigion CC RRRS Grant received on 16/03/21)
post and seeds for Ceredigion CC RRRS Grant received 16/03/21
Roger Yorke Cwm Helyg, Rhydyfelin, Aberystwyth, SY23 4QE
07/01/2022
Auditor’s statement
To whom it may concern,
In my opinion the accounts for Ysgol Feithrin Llangwyryfon for the year 2020/2021 have been properly prepared and are in good order, with no obvious discrepancies or irregularities to highlight here. The charity’s income for the year was £31,532.51 and its’ outgoings were £27,921.44
Sincerely,