## **CARLTON PRE SCHOOL PLAYGROUP** ## Final Annual General Meeting Report Held on Thursday 29[th] June 2023 in Richard Herrod Centre Meeting Number 35 ## **Present:** Esther Coleman-Smith – Chair Person Lorraine Pattie, Maxine Payne, Lorraine Pattie, Ruth Jackson & Natalie Matthews **Apologies:** Rosa Clarke, Maria Cranfield ## **Welcome** Esther welcomed everyone to the AGM meeting and explained where the toilets and fire exits were. ## **Minutes** Esther went through last year’s agenda/minutes briefly and made sure everyone had seen this year's agenda. Esther then asked the group to propose that these minutes shown are a true record of what happened. ## **1st Name: Maxine Seconded: Ruth** ## **Chair's Report** I am just going to go through what has been happening over the past year. ## **Sept 22 Meeting 31** **Covid –** We had another outbreak with staff testing positive. Contingency plan put in place. **Queens Death –** We closed on 19[th] Sept in respect for the Queen’s funeral all parents advised. **Accounts –** Advised that we need to have parents pay on time. Cost of living crisis. Changes in NI lead to wage changes. **Staff –** Mrs Dinnell is expecting a baby and will start her maternity leave in October. ## **Nov 22 Meeting 32** **Staff –** Mrs Dinnell started her maternity leave. We have taken on Maria on a temp basis to support the cover in the afternoons. We have got Lorraine back in to cover the lunchtimes for us. **Training –** First Aid training is due so Maxine will sort that **.** **Foodbank –** Maxine is now got us registered so if any of our family’s staff etc need help them we can give out the vouchers. Thank you to Maxine for sorting this out. **Christmas –** Maxine has sent out all dates etc to parents. ## **Jan 23 Meeting 33** **Staff –** Maria left us last week. We need to look for temp cover after Feb half term. **Christmas –** The children loved the nativity and so did parents. We had the Christmas party for them with activities. **Step A –** Confirmed case start of Dec. ## **March 23 Meeting 34** **Staff –** Temp new staff member started with us until July to cover maternity. **Training –** First Aid training was done for the staff. **Accounts –** Staff are now on monthly pay. New paperwork sent for new starter. **Easyfundraising -** £19373 received in Feb. **Learning –** This renewal is due end of March £534.00 ## **Chair’s Report (April – July)** I would like to thank all the staff for their hard work and commitment again in this being another hard year. Always grateful for the support from Maxine and the team. We started back after the half term 17[th] April 2023. I had already been in discussions with Jackie & Maxine due to the wage increase inline with national increase and the rent increase. I & Jackie had started to discuss the financial implications and that would need to be ready for redundancies because would not be able to carry on. Myself & Maxine did the staff appraisals 25[th] & 26[th] April. All staff were informed regarding redundancies might be an option and the notice period and implications to them. All staff were aware that this would be the case and said they were happy to carry on for the children. I had emailed the council to ask for a meeting due to the increase in the rent and ask for a rent freeze the meeting was planned. All staff were being spoken to daily regarding the situation and the planned meeting with the council. Lorraine finished her temp cover 23[rd] June 2023. Council meeting took place on 6[th] June at the centre. I had already called an EGM on the same day after this meeting so a decision could be made the same day due to timescales for the staff redundancy notices etc. The meeting mins are available. Staff meeting was called to inform all staff of intention to close and redundancies for the staff. As you can imagine this is devastating for the staff and myself. Letters are available. Staff were advised regarding confidentiality of this information until parents had been advised. All the staff team have been supported and were giving time off if required to attend job interviews etc. I took advise from Acas etc with regards to redundancy and all was correct. Jackie worked out all the staff entitlement with regards to redundancies and another letter was sent to staff with final pay dates etc. Maxine sent out all notifications to parents regarding closure and all parents were spoken to. This was devastating. We had some much support from our childrens families. We were asked to go on Notts TV for an interview this took place 12[th] July. We started to sell our provisions and called local schools and posted on social media of our intention to close and that were selling our provisions to raise money to help with the remaining costs. A local pub raised £132.16 in donations for us. We decided that we would still have the graduation for the children on 13[th] July 23 and we had a raffle on 20[th] July 23. The total that was raised was £1781.66. We were aware that we would not have enough money in the ringfence account to cover redundancies etc. I arranged to have the ringfence account closed down and all funds bacs over to the current account which was £15,825.42 10/07/23. Breakdown Costs: Redundancy: £25,603.64 July Wages £7449.49 Fundraising £1781.66 Pension £1150.72 HMRC £2805.52 Rent £4092.50 This included a rent reduction as a goodwill gesture. Mrs Esther Coleman-Smith £12,750.66 had to pay this amount into the preschool account to be able to pay all outstanding debts of the above so we had enough money in the account to cover everything as a trustee that fell to me to take this on. All bank statements are available. The final day was Fri 21[st] July 2023. The book keeper has all relevant information regarding this. All HMRC and Pensions had been informed of the closure. **Date:** 02/01/2024 **Time:** 12:22:42 **Page:** 1 ## **Carlton Pre School Playgroup Nottingham Balance Sheet** |**From:**
Month 1, August 2022
**To:**
Future
**Chart of Accounts:**
Default Layout of Accounts [PARTIAL]
**Period**
**Fixed Assets**
Office Equipment
349.00
Furniture/Fittings
0.00
349.00
**Current Assets**
Deposits & Cash
831.74
831.74
**Current Liabilities**
Creditors Short Term
12,750.66
Taxation
(16,503.68)
Wages
(6,289.96)
Bank Account
10,984.29
941.31
**Current Assets less Current Liabilities:**
(109.57)
**Total Assets less Current Liabilities:**
239.43
**Long Term Liabilities**
0.00
**Total Assets less Total Liabilities:**
239.43
**Capital & Reserves**
Reserves
0.00
0.00
P & L Account
0.00|**Year to Date**
1,571.99
128.99
1,700.98
0.00
0.00
12,750.66
1,676.41
(20,337.74)
0.00
(5,910.67)
5,910.67
7,611.65
0.00
7,611.65
7,372.22
0.00
7,372.22| |---|---| **Date:** 02/01/2024 **Time:** 12:20:58 **Page:** 1 ## **Carlton Pre School Playgroup Nottingham Period Trial Balance** ## **To Period:** Future |**N/C**
0030
0040
2102
2211
2220
2230
3200
4001
4002
4100
4500
4800
4950
5000
5005
5006
5008
5200
5201
5202
7000
7007
7300
7302
7350
7351
7353
7400
7500
7501
7604
7605
7606
7607
7700
7800
7801
7806
7807
7902
7904
9998|**Name**
Office Equipment
Furniture and Fixtures
Other Creditors
National Insurance
Net Wages
Pension Fund
Funds
Donations Received -Non Gift Aid
Childs Fees
Grants
Fund Generation - Fund Raising
Other Income
Sale of Assets
Foods
Nusery- Toys, Games, Art & Crafts
Playgroup Activities
Misc Equipment
Training Projects
Outreach Work
Local Projects
Rent
Empolyers Pension Contributions
Printing
Office Stationery
Telephone and Fax
Internet
Mobile Charges
Room Hire
Repairs and Renewals
Cleaning
Insurance
Refreshments
Sundry Expenses
Workwear
Bank Interest Paid
Gross Wages
Redundancy Payments
Employers NI
Employers Pensions
Accountancy Fees
Professional Fees
Suspense Account
**Totals:**|**Debit**
1,571.99
128.99
19,039.85
1,297.89
1,091.24
581.17
529.24
378.53
364.90
49.17
35.42
16,954.50
758.12
27.76
331.66
153.00
510.97
62.14
39.90
173.40
462.97
91.91
168.27
55.53
85,837.31
25,603.64
366.97
469.73
1,666.60
1,338.97
160,141.74|**Credit**
12,750.66
1,676.41
7,372.22
45.00
12,353.57
103,035.61
115.54
104.66
1,844.50
239.43
41.69
20,562.45|**Credit**| |---|---|---|---|---| ||||160,141.74||