## **Annual General Meeting Minutes**
**Venue:** The Bugle, Twyford
**Date:** 6[th] October 2020 at 7 pm
|**Item**|**Comment**|
|---|---|
|**1. Welcome & Apologies**|**Present:**Pamela Lawrence, Richard Sellars, Cesca Carr-Roberts, Freya
Fixler, Gemma Gregory, Jo Everest, Catherine Thomas, Jo Robb, Tracy
Nutbeam, Corrina Cottrell
**In attendance:**
Rebekeh Temple|
|**2. Minutes from Previous**
**Meeting**|The minutes of the last AGM held on 1st October 2019 were approved
and signed.|
|**3. Chairman’s Report**|Cesca thanked Pamela, the Playgroup staff and committee for all of
their hard work over the very difficult last year. Cesca continued to
praise Pamela and her team for continuing to put the needs of the
children as top priority and thanked them for their care and kindness.
She went on to thank the current committee and those staying on to
help Playgroup get through what might be a tough financial year ahead.
The Chairman confirmed that Jo Robb will be standing down this year
and that Rebekeh Temple has volunteered to join the Committee.
Rebekeh was then informed a DBS check was required and an EY2 form
for Ofsted.
The numbers of children are looking low for this year going forward and
staff have scaled back on some hours. It is hoped that Playgroup may be
able to claim some staff hours through the new Job Support Scheme.
The Parish Hall committee has been very supportive offering a rent
reduction for the next two years and allowing us sole use of the Gilbert
room.
Numbers for the following academic year September 2021 look a lot
more positive.|
|**4. Treasurer’s Report**|Current back account as follows:
£5,172.55 in community account
£25,454.18 in Active Saver
Total £30,626.73
The Treasurer informed everyone that the 19/20 figures have been
surprising considering a loss had been predicted but instead had shown
a smallprofit.|
||The pandemic had caused Playgroup to eat into its reserves of almost
£13k but this was to have been expected under the circumstances.
The accounts to August 2020 were circulated.
Richard told everyone that Katy’s forecast for the coming Autumn Term
20/21 would see a loss of £5k but hopefully Hampshire County Council
will honour their match funding as they did during our spring/summer
term and then Playgroup would break even.
The spring/summer term 2021 looks like things will pick up and fingers
crossed it is possible Playgroup will end on a secure footing.
Richard informed the committee that Katy has now been the
bookkeeper for three years and is a real asset to Playgroup.
Richard and Katy will sign the accounts for this last year.
It was suggested by the Treasurer that the Parish Hall committee be
thanked for their ongoing support of Playgroup during these trying
times. They have said that they will give Playgroup as much help as they
can.
Richard will be resigning as Treasurer at the end of this year 20/21.|
|---|---|
|**5. Manager’s Report**|The Manager report that Autumn term 2019 had seen 21 children on
role which had increased to 23 in the Spring Term. 4 had SEN and were
supported on a one to one basis. The Autumn term was very successful
and enjoyable leading up to a Christmas event for parents and carers.
Spring term started well but due to Covid 19 the decision was made to
close Playgroup on Tuesday 17thMarch 2020. One member of staff was
able to be furloughed and the rest were away from work on full pay.
During this time the staff all completed a large volume of online
training.
Margaret Stillman who had been a valued member of the team for 5
years left in May 2020 to take up a role at Twyford St Mary’s.
Playgroup reopened on June 1st 2020. Due to Government and Local
Authority guidelines Playgroup was only able to accommodate the
children aged 3 and 4 years that were due to start school in September,
along with SEN, vulnerable, key worker and adopted children. This
made up 2 bubbles of 8 children with 4 staff working 4 sessions of 3
hours. On a Friday morning a bespoke 2 hour session was run for a child
with a poorly sibling who was unable to attend the bubble sessions.
All toys, equipment and the setting was thoroughly cleaned in line with
the current guidelines.
Pamela informed everyone that she felt the sessions were hugely
beneficial to those children that attended.
Four Educational Healthcare Plans have been applied for of which one
is in place and two are agreed.|
**----- Start of picture text -----**
The Manager thanked Cesca and the Committee for all their support
and for the fundraising that had been organised during the year. Her
staff were thanked for their ability to cope with the disruption and
worry that Covid had brought to the setting and she went on to say
how proud of them she feels.
6. Election of Officers Jo Robb has resigned from the Committee
The following roles were elected:
Committee Members: Rebekeh Temple
The following officers were re- elected:
Francesca Carr-Roberts (Chairman)
Richard Sellars (Treasurer)
Pamela Lawrence (Manager)
Catherine Thomas (Secretary)
Gemma (Health and Safety Officer)
Committee members:
Tracey Nutbeam
Freya Fixler
Corrina Cottrell
Jo Robb
7. The next meeting The next meeting will be held immediately due to the restrictions from
Covid and the uncertainty surrounding the possibility of all meeting up
again in the near future.
The Chair thanked everyone for coming and the AGM was closed.
**----- End of picture text -----**
## **Twyford Playgroup Receipts and Payments Account for the year ended 31 August 2020**
Cash book balance brought forward at 01.09.19 from Statement of Assets and Liabilities 2019
**£29,408.67**
|Unrestricted
Restricted
**RECEIPTS**
Fees from Parents
£7,122.06
Childcare Vouchers
£1,990.00
EYE Funding
£53,452.75
Registration Fees
£445.00
SEN Funding
£3,757.50
Fundraising
£2,943.53
Grants
£0.00
Milk
£70.74
Snack
£478.50
Donations
£580.00
Interest
£44.79
Petty Cash
£0.00
Other
£2,187.34
Cash
-£29.72
_Total Receipts_
_£73,042.49_
Unrestricted
Restricted
**PAYMENTS**
Premises
£4,500.00
Wages
£60,334.77
Pensions
£2,505.67
Bills (inc Insurance)
£1,562.89
Petty Cash
£235.00
Equipment
£1,309.30
Stationary
£772.13
Utility
£455.10
Fundraising
£0.00
Training
£67.00
Other
£55.90
_Total Payments_
_£71,797.76_
Cash book carried forward at 31-08-20
**Statement of Assests & Liabilities at Year end 31 August 2020**
Cash Funds
£26.67
Current Account Balance
£5,172.55
Less cheques not cleared
Saver Account Balance
£25,454.18
Other Monetary Assets
Investment Assets
Liabilities
Assests retained for the Charity's own use|_£73,042.49_
**£102,451.16**
_£71,797.76_
**£30,653.40**
**£30,653.40**
None
None
None
Various|_£73,042.49_
**£102,451.16**
_£71,797.76_
**£30,653.40**
**£30,653.40**
None
None
None
Various|
|---|---|---|
|||**£30,653.40**|
CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examiner's
report on the accounts
Section A
Independent Examiner's Report
Report to the trusteesl
members of
On accounts for the year
ended
if• 202Q
Charity no
(If any)
114- 72_2(
Set out on pages
I report to the Iruslees on my examination of the accounts of the above
charity I'lhe Trust") for the year ended& i OE WX).
Responslbllltles and As the charity trustees of Ihe Trust, you ale responsible for the preparation
basls of report of the accounts in accordance wrth the requirements of the Chaiilies Act
2011 (Ihe A¢t"}
I report in respect of my examination of the Trust's accounts carried out
under section 145 of the 2011 Acl and in carrying out my examination, I
have followed the applicable Directions given by the Charty Commission
under section 145{51(b) of the Acl
I have completed my examination. I confirm that no material matters have
come to my attention (
') in connection wilh
the examinats.on vthich gives me Cause to believe that in, any material
respect..
accounting Tecords were not kept in accordance with section 130 of
the Act or
the accounts do not accord with the accounting records
Independent
examiner's Statement
I have no concems and have come across no other matters in connection
wrth the examination to which attention should be drawn in order to enable
proper understanding of Ihe accounts to be reached.
' Please delele the words in the brackels rf they do not apply.
Date:
Slgned:
Name:
Relevant professlonal
qualificationlsl or body
(If any):
Address".
riiQc
'iLu
IER
October 2018
Section B
Disclosure
Only complete rf the examiner needs lo highlight matters of concern (see CC32,
Independent examination of charity accounts.. directions and guidance for
examiners).
Give here brief detalls of
any Items that the
examiner wishes to
disclose.
IER
October 2018