r4 C "sc Annual General Meeting Ditton Church Pre-school Management Committee th Monday 30 September 2024 8.00pm Venue: The Church Centre Attendees: Ross Terranova Jane Barwick Wendy Caldicott Mike Stevens Caroline Gibbons Tom Kitchen Sean Smith Jenny Stout Amy Lee Lyn Taylor Stacey Mannell Lauren Jump Sandie Thomas Sheri McKeever Chair Secretary Pre-school Manager Committee- Treasurer Vice Chair / PCC Member Committee Committee Committee / PCC Member Deputy Manager/Leader of Learning Staff Staff Staff Staff Staff Debbie Allen Charlie Allen Kirsty Zweck Karrigan Scamp Jacob Scamp Holly Pocket Sarianna Heino Parent Parent Parent Parent Parent Parent Parent Chloe Reynolds Phil Eades Parent Parent Rosie Campbell Parent
Kirsty Letham {5taff) Chair's Welcome and Re ort Please see attached report. Ross gave his thanks to Staff, Committee, Friends Fundraising Group and Parents for their continued support. Pre-school Mana er's Re ort Please see attached report from Wendy (Manager) and Amy (Deputy Manager/Leader of Learning) Treasurer's Re ort Please see attached report. Election Re-Election of Committee Members Please see attached Nominations List. All current committee members will continue in their roles. Debbie Allen {parent) will join the committee. Comments uestions from Parents Guests Rosie Payne mentioned that the Friends of DCPS group will be making plans for the year ahead and would welcome new members to help. Parents who would like to join should speak to Rosie or any member of staff. A parent asked for some clarification on how Pre-school is run. Mike (Treasurer) explained how Pre-school is a charityi managed by a committee of volunteers who meet regularly. Matters for the PCC The guttering around the Church Centre {particularly the back of the building), require attention. Ross to pass message onto PCC. An Other Business None Ross thanked everyone for attending the meeting.
rl C -SCH ir ort Se temb th 24 It has been a real privilege to chairthe Management Committee of Ditton Church Pre-SchooL since we opened in January 2001. The pastmenty-three years have seen the Pre-school develop in so manyways and I pay tribute to the hard work, dedication and professionalism of the staff. Wendy Caldicott continues to lead the team with great skill and passion. This year she has moved into a different role becomingthe business manager of the setting. This has meant that Amy Lee has moved into the role of Leader of Learning and Deputy Manager. We believe that these changes to the team will strengthen the Pre-school and lead to its continuing flourishing. I would also like to thank Mike Stevens ourTreasurerfor his hard work over the past year. His attention to detail is legendary and we are truly grateful for the service he offers. Once again this pastyear Mike has been heavily involved in the continued development of the garden which now offers a wonderful place of delight and learningfor the children. We are pleased that improvements have been made to the Centre including a ramp for much better disabled access to the Garden and also external lighting. We look forward to the challenges of the comingyear knowing thatwith a superb staff team and a strong committee we are well equipped to face the future. It is tremendous to continually hear how the Pre- School's reputation goes before it and that is the best testimony we could possibly have.
.scw Mana ers re ortfor AGM Se t 2024 Before starting this report I read through my report from last year which ended with the following: Going fvrward, I hope that this time next year I will be reporting on successful progress towt7rds or completion of Level 3 apprenticeships for Kirsty und Staceyp successfvl completion of an eight month intensive training programme called the Early Yeors Professional Development Programme, by me and Amy and the final stage of our gurden development project being completed. l am pleased to say yes to all of the above. Amy and I completed our Early Years Professional Development Programme, Kirsty and Stacey still hope to complete their apprenticeship training by Easter and the final part of our garden project was completed during May half term, when the new turf was laid and our wooden climbing frame was installed, However, having said that the final stage of the garden was completed-Amy and l are continually coming up with new ideas and don't really believe in the word 'finall! Extra work has already been completed, Amy has used some of her gardening time to paint the fences and Mike and his'men's shed, team have built a 'buddy bench, around the apple tree and Mike has fixed some gold letters that he made to the fence. We are grateful for the money received from the Tesco grants, which went towards our new climbing frame, sand house and other garden resources. As a registered charity we rely on fundraising and grants so will now be looking for way5 to raise money towards purchasing more ICT resources, such as a projector, toy computers and remote control toys. One of our biggest areas of reflection this year has been about restructuring our leadership and administration teams. Due to the ever evolving changes to Early Years, largely linked to Government decisions we need to ensure that we can continue to allocate sufficient time and attention to all areas of management and so contacted our sustainability officer for advice on how best to manage this. She advised that it is usual practice now for managers to focus on business management and staff training and employ a room leader type role to focus on planning forthe curriculum and overseeing the room. After talking this through in detail it did seem that the natural solution was to extend Amy's role to being our leader of learning as well as Deputy Manager. This means that she now does the planning for the curriculum and oversees the day to day activities and staff deployment in the main room, allowing me to focus more on business management, staff inductions and training and supporting our senco and other staff when needed.
We also need to plan for Sandie's retirement nextjuly after many years of loyal service to preschool. Over the next year Sandie will be sUPPOrting Jane in taking on some of her duties, whi15t I support Amy in developing her new role and then next year Jane and I will absorb Sandie's duties between us. Having referred to Government decisions the area which has had the most impact on us so far is the introduction and development of the working parents funding entitlement. Now that working parents can claim funding for their children from 9 months of age we could potentially105e custom to nurserie5 who can offer childcare from that age. Thank fully this year we have a full register with additional children on a waiting list. We have had to consider the provision we offer and unlike nurseries who have more staff and different rooms for different age group5 we are not able to offer care to babies or younger children who need to sSeep during the day a5 our environment Is not Set up for that. We have compromised on our policy by agreeing to take children from two years and four months and by allowing children to stay all day from the term after the term in which they turn three. Currently the impact is that, due to receiving funding, we have more parents accepting places fortheir two year olds and wanting them to attend more sessions, This impacts on the required ratios of staff. Admi55ions- year on year we are finding that parents are applying for their places at preschool very late in the day- eitherjust before the end of term or at the beginning of the new academic year. This year we had 15 enquiries within the first two weeks back, seven of those on the first day of term, Due to this ongoing trend Mike and I have realised we cannot finalise the budget for an academic as early as we would ideally like as there are always changes in the first couple of weeks of term. This impacts on many things such as confirming staff hours, registers, invoices etc. The next year will be a period of gradual adaptation to our evolving roles, but we already feel the positive impact of the changes we are making. We will continue to reflect and adjust as the Early Years sector and expectations evolve but will always keep the children at the heart of every decision or change that we make, As always a big thank you to my hard working amazing team.
r4 Ch/& .ScH ut Mana er's re ort for Se t 2024 AGM Looking back at last year we have had our usual Services at Harvest, Christmas and Easter. Following the previous success of performing our Christmas nativity service here in Pre-school, we will continue to do this is in the future. The children are more relaxed and more confident to sing to their parents and loved ones, especially our new starters. We had a busy and fun packed year last year. The children enjoyed vi51ts from the lollypop lady, community warden and a visit from a tractor at Harvest time, They learnt lot's about road safety. They loved caring for and releasing caterpillars in the summerterm. The children always enjoy getting involved in making playdough and any type of messy play. Thanks to our Te5co grant the children have been loving the new climbing frame in the garden. Not only has it been great for the children's physical development it also been a great acce550ry to their role-play ideas. It's been a castle, a cave, a tree house and a water slide. The children have also enjoyed our Pre-school allotment, they have grown beans, tomatoes, sweetcorn, courgette, carrots, potatoes and sweet peas all from seed which we are very proud of. It's been lovely to see the children keen to help care for the plants and then excited about tasting them too, We made slight changes to our Rising Star routine during the summer term last year. We worked closely with Ditton infants to support children with becoming school ready. We did this by having lots of fun activities that encouraged children with their self-care, such as getting their coat on by themselves, being able to change for P.E independently and being able to use a knife and fork. As my new role as leader of learning I'm very much looking forward to our new academic year, welcoming our new starters and supporting our Rising stars to become school ready. Children learn through play and as a setting we will ensure the children have a rich environment in which they can access many activities independently which will cover all seven areas of learning throughout the setting. In their time with us they will be supported with learning how to share, self-awareness, independence, building theirvocabulary, activities that build their fine and gross motor skills and their social skills. We have lots to look forward to already such as ouryearly tractor visit and harvest festival. The children have been working hard at learning the songs and creating some lovely craft. So, I hope you'll enjoy it.
Treasurer's Re 0rt2023-24 .ScHO Overview Pre-school reports in different ways to two separate bodies. We have to report in a prescribed manner to the Charities Commission ICC) and the enclosed financial statement IAppendix il shows our Income and Expenditure for the year (to 31" August 20241. For the CC we are required to show how much money we receive in the year and how much we spend (Receipts and Payments). However, this means that we can receive and/or spend money in one financial year that is actually intended forthe next. We also report Income and Expenditure to the pre-school membership, however, we also report on preschool's performance against its annual budget. Income and Ex enditure endix i In terms of receipts and payments pre-school had £2,534.43 more in its accounts at the 31" August 2024 than it did on the I" September 2023. At I" September 2023 our balance at bank (all accountsl was £109,240.74. Receipts for the year were £143,395.47and expenditure amounted to £140,861.04. The balance at bank (all accounts) at 31°, August 2024 was £111,775.17. There was no ca5h-in-hand. Appendix i Shows a detailed breakdown of Pre-school's income and expenditure for presentation to the CC for the year ended 31" August 2024. A reconciliation of income and expenditu re for all accounts lincludi ng transfers of cash ) can be seen below. Shopping Fund Cashbook Reconciliation FY23-24 Cu rrent Deposit Total Opening Balance at Bank 0110912023 23,388.57 85,452.17 400.00 109,240.74 Income for the year 142,170.38 165,558.95 1,225.09 86,677.26 143,395.47 252,636.21 400.00 Expenses for the year Transfers between accounts Closing Balance at Bank 3110812024 (139,498.731 121,362.311 4,697.91 11,362.311 1,362.31 400.00 (140,861.041 0.00 111,775. 17 20,000.00 106,677.26 Change in cash position (£18,690.66) £21,225.09 £0.00 £2,534.43
Appendix li shows a Statement of Assets and Liabilities as at 31" August 2024. As can be seen from the statement preschool holds very few assets - other than cash at bank. There are three creditors listed amounting to £2,947 all of which relateto work carried out in the garden over the summer break and all duefor payment in Term l. At last yearfs AGM l introduced to the membership the fact that we Ipreschooll have certain funds lor pots of moneyl on which we can draw to payforthings that arise and for which we would not normally budget. A good example of this 15 the Garden Refurbishment project. In addition we retain cash for contingencies such 2s unexpected closure. Q)ening lance M(Thylnl Trnn McxEy(Jrt I Trnre Cash at Fli)midl F*quired Fu1 Val FLfKI Dayto Day Funds Training &ants £18,540 £0 £1,478 £2,595 £731 £45,000 £20,000 £275 £3,406 £17,218 £109,241 £133, £2,250 £1,919 £1,110 (£119,527) (£2,250) (£1,89n £32,449 (£5,000) £27,449 £1,500 £3,705 £611 £45,000 £20,OCQ £5(X) £2,0 £5,954 £111,775 £1,500 £1,205 £611 £50, 000 £10, Q)) £0 £0 £5, 882 £96,647 DisabilityALcess Foresl SLhool Closurecontingency ahercontingencies Holding Fees F¥epaid Fees gen (£2,500) (£120) £5,OCX) (£10,()JO) (£500) (£2, 056) (£72) (£15,128) 00 (£275) (£3,406) (£13, 38n (£140,862) £2,0 ,125 £143,3 I would stress that these are not budgets. Preschool's budget for the year (see below) should be managed from the income received during the year. The exceptions being prepaid fees1£2,0561 which is cash received from parent5 received during August 2024 but which is meant for Term l in September 2024. and holding fees1£500) which has been collected during Terms 5 and 6- that have to be repaid to parents. In l ight of April's i ncrease in the National Livi ng Wage IN LWI and subsequent i ncrease in preschool's wage bill of 9.80A there is now insufficient in the Closure contingency to cover the statutory redundancy payout to staff in the event that preschool has to close. I have, therefore, already ringfenced £5000 of the Day to Day Funds to top up the Closure contingency. We expect to Spend £10,000 Of our Other contingency over the course of the coming year and subjert to there being sufficient funds available at 31" August 2025 this fund will be topped up to £20,000. Preschool received £1,110 in the form of Deprivation Allowance. As this was unbudgeted income the DAF fund was topped up to allow preschool staff access to funds in case they have to piovide for a child with needs that are not supported by the local authority.
Performance a ainst bud et Each year preschool sets out an operational budget- that covers the costs of running preschool but excludes expenditure from retained funds (the Pots). The bLidget for FY2023/24 allowed for a surplus of £6,701. The actual surplus was £14,438 Budget v Actuals (Summary) Period Ending 315t August 2024 Actuals Budget Variance Full Year Full Year Full Year Income Loc(JlAuthority Funding Fee Puyer Fundraising Other Total Income £101,468 £29,733 £2,556 £2,093 £135,850 £95,342 £33,103 £1,525 £150 £130,120 £6,126 1£3,3701 £1,031 £1,943 £5,730 enditure Staff Preschool Admin Fundraising Total Expenditure £108,609 £3,838 £8,162 £802 £109,681 £5,000 £8,311 £428 £1,073 £1,161 £148 (£3751 £2,007 £121,412 £123,419 SulUsI{DefeCItj £14,438 £6,701 £7,736 Income Local Authority Funding is £6,126 better than expected. This is because increased funding rates from the government continued and some unbudgeted income such as EYPP and FF2 were received. Fee Payer Income is £3,370 less than expected. Child numbers attending and also those staying for lunch were very close to budget. Therefore, l ikely explanation for the deficit is a budgeti ng error. Fundraising Income is £1031 better than expected, This is because uniform sales were almost double that in the budget. The 'Friends' worked very hard and preschool staff also joined in with their fundraising event. Other Income- is £1,943 better than expected. Increased income from bank interest played a large part and donations via the 'Friends'i parents and staff partners made up the rest.
Expenditure Staff Costs- although staff costs were £1,073 higher than planned this is actually a very good result. Preschool's monthly wage bill increased by 9.80A in April, however, only 5/0 was budgeted. In reality wages would have been better than expected without the extra 4.8% increase. Preschool Costs are £1,161 better than planned. This due to a large amount of craft supplies being donated by parents and well managed expenditure on dayto day consumables and other items. Admin Costs were £148 better than expected with most of the larger expenses such as rent, insurance and IT being close to or less than expected. Fundraising Costs were £375 more than budgeted. This is almost entirely due to the increased sales in children's uniforms Financial Year 2024- 2025 Setting the budget for FY2024125 has been a protracted experience this year. The increased government funding has continued - a welcome sign. However, the changes to funding that brought two-year-olds into the mix has meant that some of the children now attending preschool were enrolled very late (by our usual standardsl. This meant that we didn't actually finalise the budget until the start of Term l. DIThCN CHWH Fc Cperaional BUdt for FY2024125 RAI Year Fundgd FeePa ndraisng h8r £17,2 £6,4 £17,4Y2 £4,8S9 £8%) £16,307 £5,2 £16.307 £5, £19,8C £19.K £6,075 40 £107.CQ4 £31,0 £1,9 £1,SX) £40 Tallr £24,536 £23,590 1,623 £22.169 Q3,252 f2&473 £141.643 £2,116 £0 £1,OX) £18,917 S20,467 £2123 £1,41J) £2,123 Peschool aff ndr&i&ng £5,1 £117,784 £9,935 £19,41g £¥2 £19,7Q3 £29,343 r(rfali¥w*irySFuses £22,303 £21,803 £12,936 £21.681 £22,688 £30,471 £131,882 &[[fiCI1) £1233 £1,787 £8.687 £564 IfJ,998 £9,761 Although it is difficult to predict what the i ncrease in the National Living Wage will be in April 2025 being able to set a budget with a £9,761 surplus is a very welcome experience. M T Stevens Treasurer
Appendix i DITTON CHURCH PRESCHOOL Financial Statements RE4CHOOL For the period from 0110912023 3110812024 Receipts and Payments {to the nearest pound) Unrestrlctèd Funds Gener81 Fund Desi8nated Funds Restiirted Funds Last year Total funds Total fund5 Recelpt$ Local Authortiy Funding Fee P8yer5 Fundra15ing Artivitie5 other income Garden Projert Forest School 103,068 26,328 2,556 2,093 2,695 2,281 1,600 107,363 28,609 2.556 2,743 2,125 100,518 33,447 3,318 1.351 650 2,125 Totol receipts 134,045 4,976 4375 143,396 138,634 Payments staff ExponsÈs Preschool Expenses Admin Expenses Fundr3islng Expèn5è5 Garden Project Forest School 110,209 3,838 8,163 997 1,778 119 2,250 114,237 3,957 8,163 997 13,387 120 107,750 6,815 9,663 927 11.351 2,036 120 4,406 120 rotul puyments 123,207 13,248 140,861 125,275 Netof recelpts/(puymentsJ Transfers between funds 10,838 8,272 31 2,535 13,359 2,946 18,539 3,072 126 Cash fvnds last year end Cash fvnds this yeur end 109,240 95,882 32,323 33,626 45,826 111,775 109,241
Appendix li PREICHOOL StatÉment of Assets and Liabilities at 31st August 2024 Unrestrictsd fund5 Restricted Funds Totsl All Funds General Fund Deslgnated Funds Lastyear All Fund5 Cash funds CurrentAccount 4,698 4,698 23,389 Dep051tA¢count 27,225 33,626 45,826 106,677 85,452 Shoppin8 Acrount 400 400 400 TotalcotshAunds 32,323 33,626 45,826 111,775 109,241 Restricted Funds Totsl All Funds General Fund Designated Funds Lastyear All Funds Assets for re-sa Stock of uniforms 843 843 648 Fund to whlch asset belon CDSt Currentvalue Detsils Assets retaSned forthe charws own Use Laptops General 2,250 754 Fund to whlch Il•bIl relates Amountdue When due Detalls Garden Project Expenses DAF Expenses General 297 Term I P124125 General 2,500 Term l FY24125 Term l FY24125 Garden Project Expenses General 150 518ned by one or two trustee5 on behalf of all the trLL4tees Print Narne Signature Date of approval
Cfy& AGM NOMINATIONS LIST- 2024 Election/Re-Election of Committee Members .scv MEMBER NOMINATED BY SECONDED BY PREFERRED ROLE Chair- The Rector (Ro55 Terranova) Vice Chair and 1st Parochial Church Council Member Sean Smith Jenny Stout (Caroline Gibbons) Officer: Treasurer Caroline Gibbons Sean Smith (Mike Stevens) Secretary Mike Stevens Tom Kitchen (Jane Barwickl 3rd Elected Member and 2nd Parochial Church Council Member Sean Smith Caroline Gibbons (Jenny Stoutl 1st Elected Member Caroline Gibbons Mike Stevens (Thomas Kitchen) 2nd Elected Member Rosie Campbell Jenny Stout {Sean Smith) th 4 Elected Member Caroline Gibbons Sean Smith (Debbie Allen)
P TITE TAX CONSULTANTS LTD 17b Iron Mill Lane Crayford Kent DAI 4RN Tel.. 01322 559386 RefNo: Your Ref No.. DIrroN CHURCH PRE-SCHOOL MANAGEMENT GROUP I have as requested examined the books and records for the year ended 31.08.24. The records and petty cash ledger are full and comprehensive. I have not carried out a full audit and do not consider one is necessary. In the areas I selected for examination and in the spot checks I made I did not find anything unsatisfactory. In my opinion the flinancial statement for the year fairly represents the affairs and transactions of the year and the closing bank balances totalling £1 11775. 17p correctly state the balances held at the end of the year and I have accordingly countersigned the statement. Peter Tite- Registered in the UK No: 3968625