**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|
|---|---|---|
|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.||
|---|---|---|
|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.||
|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!||
|---|---|---|
|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.||
|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.||
|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.||
|11.|**AOB**
No AOB||
|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**||||
||||**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|
|**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**||||
|||||
||||**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|
||||**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|
|
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