Holy Apostles’ Pavilion Group – Trustees view for year 1[st] Sept 2019 to 31[st] August 2020 (Content largely drawn from AGM Minutes 17/11/20)
Description of business
The Holy Apostles’ Pavilion Group charitable business exists to provide
childcare/educational services to children either before they attend primary school or after school hours finished whilst awaiting their parents/guardians to collect them.
The below notes from November 2020 Annual General Meeting provide good insight into the activities and context of the operations.
Extract of AGM minutes/notes
Meeting: AGM Date: Tuesday 17[th] November 2020 Time: 7.00pm
Attendees: Imogen Plaskitt, Gareth Davies, Lisa Boughton, Susie Harrison, Chris Brooker, Kaye Smith, Linda Turner, Katy Unsworth, Richard Lawrence, Bethan Packer, KT Walker, Roopali Marathe, Helen Robinson, Christine Kelso‐Stuart, Sarah Drinkwater, Lee Staley
Apologies: Tom Fraser, Carl Palmer, Hannah Davey
| Actions/ Owner |
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| 1. | Imogen welcomed everyone to the meeting | |
| 2. | Apologies noted | |
| 3. | No matters arising | |
| 4. | Minutes from last meetingapproved and signed off bythe chair and vice chair | |
| 5. | Chairperson Report This has been quite a year and continues to be so! As a group, I think it will be remembered for resilience, hard work and handwashing, Government guidance documents, going the extra mile! Despite these unprecedented times we have achieved our planned improvements both to the building and the continued development of the outside space. We have: Extended the artificial grass to the rear of the building Added a fence and gated off the end which enabled an effective one way system for Pre‐School drop off and pick‐up Re‐built the raised beds. Reconfigured a large storage cupboard, improving efficiency and usability of the space. Replaced the sink and added a storage unit in the craft room – aiding handwashing. Upgraded the phone system which includes a mobile which can be taken outside. Due to Covid we had to close Pre‐School on 20th March. We were very happy to be able to re‐open for the second half of the summer term with reduced |
| numbers. We had to close the ASC from the 18th March and could only re‐ open on the 7th September. The club is currently operating out of Holy Apostles’ Primary School hall. This will be reviewed again in Spring term 3. We are sad to see Sarah Drinkwater leave the ASC at the end of this week. She has been a very valued member of staff bringing fun and energy to the club. She will be missed. We have successfullyrecruited an assistant to replace her. |
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| 6. | Financial Report This financial year saw a £13,000 drop in income, with £8,000 increased cost due to investments/maintenance as per Chairperson’s report) which resulted in £122,000 total income, £125,000 expenditure and therefore a £3,000 deficit. This could have been worse without furlough payments to cover legitimate staff costs while the facilities were closed. RL explained this was the first loss for a number of years and happened in an unprecedented year and shouldn’t be judged harshly. There was £18,000 surplus the previous year despite low Pre‐School numbers. There were also a number of investments undertaken which were needed to improve the facility. With £100,000 surplus still in the bank, we can judge this to be a strong position for the Group. |
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| 7. | Pre‐School report We started another busy year in which the children have continued to engage with the whole curriculum both indoors and outside. The children performed their Wriggly Nativity in the school hall to appreciative parents and grandparents! Nobody was prepared for the impact Covid would have! We were notified to close from 23rd March 2020 but if we had key workers’ children then we should try to provide a service for them. We opened for a few days relocating into school because we only had one child but closed completely from the beginning of the summer term. We kept in touch with our children and parents through two Zoom sessions a day. The staff were brilliant – innovative ideas engaged the children (and parents) in craft activities as well as fitness sessions to rival Joe Wickes! In the afternoons we had great story times and music activities. We received very positive feedback from parents. We returned to Preschool after half term in June with a reduced group size of 16 and 5 staff, with 4 staff on furlough in order to protect group finances. This was a challenging time with new risk assessments and ever‐changing government guidance but the children were brilliant adapting to new routines and doorstep goodbyes to parents! We returned in September with our full group size of 24 places restored but strict guidelines still in place. We started this year with a register of 36, which currently includes 7 two‐year old children paying the higher £15.75 rate. 5 parents have taken up the 30 hours entitlement. We currently have 205/240 places filled with numbers set to increase in January 2021. |
| The continued success of the preschool is a team effort and I should like to take this opportunity to thank all the staff and committee for their enthusiasm and support during the year. It has been a difficult year but the staff have been amazing,thankyou! |
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| 8. | After school Club Report General An unprecedented year following the lockdown in March. ASC continued to run for key workers children but was gradually used less and less which resulted in its closure until after the school summer holidays. Following 19 new Covid measures, ASC reopened in September with lower numbers as more parents working from home. During the term more and more children have joined and ASC is up to 24 children on most days. ASC is continues to run from the School Hall, allowing Pre‐School to run smoothly from the Pavilion. Thanks to Mr Staley for his support in this. Using the hall will be under review until it is safe to return to the Pavilion. Staff Sadly we’re saying goodbye to Sarah Drinkwater who has been a valued member of the team and will be missed by all. Emily Blewett will replace Sarah from 23rdNovember, Emily is a former HA pupil and we look forward to welcoming her. ASC still extremely popular and CSK would like to thank Sarah, Roopali and the Committee for their continued support duringtheyear. |
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| 9. | Election of new Committee Members Resignations from the Committee as follows; Susie Harrison, Lisa Boughton, Richard Lawrence, Hannah Davey and James Verlaque. IP nominates Imogen Plaskitt, Chris Brooker, Christine Stuart‐Kelso, Gareth Davies, Tom Fraser, Bethan Packer, Carl Palmer, KT Walker to remain on the Committee on block, LB seconded. IP nominated Lee Staley, Ian Phillips, Louise Ainsley, Ania Hobbs, Adam Hale and Tim Read tojoin the Committee,LB seconded. |
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| 10. | Committee Constitution Current Constitution was adopted in 2000, the Committee would like to adapt and tweak the new PATA Constitution. The Charities Commission need to approve the changes. IP will inform the Committee when these changes have been agreed. |
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| 11. | AOB No AOB |
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| 11. | Date of next meeting AGM – Tuesday 16thNovember 2021 Committee Meetingto follow after |
| Unique Ref | Month | Transaction Date | Transaction Description | Debit Amount |
|---|---|---|---|---|
| 1 2 3 5 6 7 9 10 11 14 24 26 27 28 34 37 40 44 58 59 73 74 75 76 77 78 79 80 81 82 83 84 85 86 88 89 90 |
September 02/09/2019 HMRC 740.68 September 02/09/2019 Kindle 0.49 September 02/09/2019 TV Licence 154.5 September 03/09/2019 Kindle 3.98 September 03/09/2019 Amazon 12.02 September 03/09/2019 Tesco 44.15 September 04/09/2019 West Mercia 61.43 September 04/09/2019 Angelfish 78 September 04/09/2019 C Brooker reimburse 27.47 September 05/09/2019 Kindle 1 September 09/09/2019 NEST 207.37 September 09/09/2019 Angelfish 78 September 09/09/2019 Waterplus 68.33 September 09/09/2019 Consortium PG 171.17 September 10/09/2019 Tesco 41.29 September 12/09/2019 Petty Cash 000144 381.38 September 13/09/2019 C Brooker reimburse 48.88 September 17/09/2019 Tesco 44.9 September 24/09/2019 Amazon ASC 16.08 September 24/09/2019 Tesco 41.15 September 30/09/2019 Brooker 1732.71 September 30/09/2019 Turner 1007.81 September 30/09/2019 Smith 1081.98 September 30/09/2019 Allanach 453.1 September 30/09/2019 Unsworth 425 September 30/09/2019 Avery 682.82 September 30/09/2019 Rogazzo 379.37 September 30/09/2019 Drinkwater 403.05 September 30/09/2019 PATA 70 September 30/09/2019 HMRC 460.36 September 30/09/2019 Stuart‐Kelso 625.64 September 30/09/2019 Watts 383.94 September 30/09/2019 Morrison 574.49 September 30/09/2019 Marathe 727.96 September 30/09/2019 Vodafone 10 September 01/10/2019 Tesco 39.12 September 01/10/2019 Amazon 70.43 |
| Type | Reference | Type | ||
|---|---|---|---|---|
| Salaries | S1 | Type | Total Cost | |
| Administration | ? | Administration | 325.97 | |
| Administration | S2 | Cleaning | 0 | |
| Administration | ? | Equipment | 27.47 | |
| Resources | 1 | Misc | 0 | |
| Tescos | ? | Tescos | 210.61 | |
| Utilities | 4 | Repairs | 0 | |
| Administration | 3 | Resources | 699.96 | |
| Equipment | 2 | Salaries | 1478.41 | |
| Administration | ? | Salaries ASC | 1756.65 | |
| Salaries | S3 | Salaries PG | 6721.22 | |
| Administration | 11 | Subscriptions | 0 | |
| Utilities | 10 | Training | 0 | |
| Resources | 12 | Utilities | 129.76 | |
| Tescos | ? | Unique Item PG | 0 | |
| Resources | 23 | Unique Item ASC | 0 | |
| Resources | 17 | |||
| Tescos | ? | |||
| Resources | 24 | |||
| Tescos | ? | |||
| Salaries PG | S14 | |||
| Salaries PG | S7 | |||
| Salaries PG | S11 | |||
| Salaries PG | S16 | |||
| Salaries PG | S6 | |||
| Salaries PG | S15 | |||
| Salaries PG | S12 | |||
| Salaries ASC | S13 | |||
| Salaries | S17 | |||
| Salaries | S4 | |||
| Salaries ASC | S8 | |||
| Salaries PG | S5 | |||
| Salaries PG | S9 | |||
| Salaries ASC | S10 | |||
| Administration | ? | |||
| Tescos | ? | |||
| Resources | 29 |
Holy Apostles' Pavilion Group 2019/2020
Financial Statement
| Income and Expend | iture Account 24,982.69 96,869.44 121,852.13 26,495.21 36,674.98 42,142.64 15,682.09 857.21 121,852.13 3,139.56 2,140.93 106.97 270.15 1,104.59 1,799.99 8,646.97 12,386.52 16,930.27 73,964.10 187.50 1,499.00 2,277.05 105.18 50.99 124,609.77 31st August £ £ t 1st September 19 57,623.27 - xpenditure 121,852.13 124,609.77 as at 31st August 20 179,475.40 124,609.77 £ £ st September 19 45,608.53 - xpenditure - - 1st August 20 45,608.53 - ASC £ PG £ at 31st August 20 500.00 |
Audit Review Difference 27,478.58 2,495.89 94,373.55 2,495.89 - 121,852.13 26,495.21 - 36,674.98 - 42,142.64 - 15,682.09 - 857.21 - 121,852.13 3,139.56 - 2,140.93 - 106.97 - 270.15 - 1,104.59 - 1,799.99 - 8,646.97 - 12,386.52 - 16,930.27 - 73,964.10 - 187.50 - 1,499.00 - 2,277.05 - 105.18 - 50.99 - 124,609.77 £ 57,623.27 2,757.64 - 54,865.63 £ 45,608.53 - 45,608.53 Auditor Comment- This has now been paid in FY21 |
SEPT, JAN, FEB, MAR, MAY, JUN, JUL & AUG In Reallocation SEPT, JAN, FEB, MAR, MAY, JUN, JUL & AUG In Reallocation 121,852.13 Pivot Totals Check |
|---|---|---|---|
Income After School Club Pre School Fees Third Party GCC Grant Other income Interest |
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| Income- Unverified items to documentation Income Sample Size - Total Amount 84,178.83 0.0% Percentage of Income 69% Auditor Comment All income items sampled were verified |
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| Expenditure Administration Cleaning Equipment Misc Tescos Repairs Resources Salaries Salaries ASC Salaries PG Subscriptions Training Utilities Unique Item PG Unique Item ASC Balance Sheet as at |
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| Expenditure- Unverified items to documentation Expenditure Sample Size 6.99 Total Amount 40,375.23 0.0% Percentage of Expenditure 32% Auditor Comment Immaterial amount which does notprevent sign off - however if documentation can beprovided it would begood to review |
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| Total Sample Size 124,554.06 51% 124,609.77 Pivot Totals Check Check 54,865.63 Auditor Comment- Balance verified against Lloyds' current account Auditor Comment- Balance verified against CCLA statement |
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Fund balance b/f as a Total in-year Income/E Fund balance to c/f COIF balance b/f at 1 Total in-year Income/E COIF balance c/f at 3 Debtors Outstanding |
6th November 2020
The accounts have been reviewed to the backing documentation, and with the recommendations disclosed to the treasuer, represent a true and fair view.
James Brooker ACMA,CGMA