**Wednesday 13[th] October 2021**
## **Birchanger Butterflies Preschool AGM**
## **Present:**
Vicky Whitbread Kimberley Flack Emma Lawson Ros Sykes Holly Barrett Hannah Hainsby Carly Richards Joseph Farrington
## **1. Welcome & Introduction**
Welcome to our AGM and thank you for coming along.
Thank you, as always, to all our staff for all your continuing support and hard work.
The Committee have agreed the Minutes of last year’s AGM and our Constitution hasn’t changed since last year.
Of our existing Committee Karen Reilly, Kim Flack and Holly Barrett are staying on Committee. Both Vicky Whitbread and Claire Jones would like to step down as soon as some new parents are prepared to join. So we would encourage some new parents to consider joining our Committee.
Vicky Whitbread will now provide the Treasurer’s report.
## **2. Apologies**
Karen Reilly Claire Jones Sarah Cox Liz Eames Kate Evans Jade Macleod Amy O’Connor
## **3. Outgoing Treasurer’s Report**
David McGurk of MCA Commercial Services Ltd has examined and prepared our accounts.
The majority of income is received from Essex County Council. This year totalled £95,688. Our fees brought in £12,339. Our total income is £23,616 lower than last year. This is due to Covid-19, however, the pre-school continues to offer 30 hours which has been a huge success and the pre-school is almost running at full occupancy. Fundraising raised £0 compared to £3685 the previous year.
Our expenditure totalled £107,172. The majority of which was staff wages £87,301 and major purchases.
The balance sheet has cash balances £68,000 plus the net book value of the building and fixtures. The building was funded mainly by Essex County Council in 2007 and that cost £150,000 is being depreciated over 25 years. The yearly depreciation this year is £6718.
The pre-school has two CAF bank accounts. One of which is a reserve account.
Going forward we hope to continue to operate at full or almost full occupancy and fundraise as much as possible this year. We also hope to increase the number of our committee members so we have more support, especially with fundraising events.
## **4. Managers Report**
This is a summary of the highlights from the past year.
## **Occupancy**
Occupancy, therefore numbers of children attending the Preschool continues to be very good. The projection for this academic year is that by April we will only have a few sessions not being used.
We must continue to promote to ensure we have enough children next September (2022) as we have quite a large number going to school next year.
## **Staffing**
Again, this year has not seen many changes of staff.
Emma Lawson has returned from Maternity leave in September.
Victoria Wheeler is with us on a one year contract.
## **The New Normal**
The preschool continues to adapt procedures and practice in line with guidance for Covid-19. Some changes have worked really well and have therefore continued like dropping children at the ramp, as we find children settle much better.
## **Changes**
September has seen changes to the Early Years Foundation Stage and therefore we have adapted how we are using Tapestry. Feedback so far has been positive. I will be gaining/asking for more feedback from parents early December via a questionnaire.
## **5. Joining the committee**
## **What is it like to be on the Committee?**
The preschool is a registered charity which means we must have committee members overseeing how we operate. Two thirds must be parents of children attending preschool the other third can be any responsible adult.
Ultimately the committee/trustees are responsible for the operation of the preschool, saying this as the committee you employ Karen Reilly (Myself)to ensure the smooth running of the preschool on a day to day basis, ensuring all legal requirements are met. Therefore, if you are confident that I am doing this then that responsibility is fulfilled.
The committee is comprised of Officers; ideally a Chair, Secretary and Treasurer and then other members for fund raising.
In brief;
The Chair is responsible for organising the meetings, putting together an agenda and over seeing any decisions that are voted on. A good skill for this role is being able to delegate and organise things.
The secretary is responsible for taking minutes at the meetings and communicating with parents via email etc, about fund raising events etc. A good skill for this role is admin skills and the use of a computer/laptop.
The treasurer Vicky will now talk to you about the role of treasurer. As treasurer I liaise with the pre-school manager Karen. The treasurer approves wages monthly and other payments for equipment, resources and snack. Karen usually sends one or two payment runs a month. The accounts need to be prepared to be audited January. We have been using accountant David McGurk for the last few years. As treasurer you will need to send the accounts to the Charity Commission by the end of October each year.
The other role of the committee is fund raising. Obviously this past year this has been all but impossible. This fundraising pays for new toys and equipment as the fees and funding we get from the government does not give us enough money for the purchase of new items.
Fundraising - In the past we have held some very successful quizzes and raffles. We found it helped to map out what we were going to do over the year. When fundraising we found it is important to advertise events – letters, posters, emails to parents…etc.
## **6. Any Other Business**
We have had some parents show an interest in joining the Committee but they would like some time to think about it.
We discussed the possibility of a noticeboard for the fence outside. Kim Flack will speak to Ms Berry the head teacher to check this is ok as it is school property.
We discussed successful fundraisers and holding a Christmas Fair this December. Next meeting agreed will be a fundraising meeting on Wednesday 10[th] November.
Registered CIO number 1168548
## **Birchanger Butterflies Pre-school**
## **Report and Accounts**
## **31 December 2020**
1
## **Birchanger Butterflies Pre-school**
## **Contents**
|Report of the Trustees|2|
|---|---|
|Income and expenditure account|4|
|Balance Sheet|5|
|Notes to the Accounts|6-7|
2
## **Birchanger Butterflies Pre-school**
## **Trustee’s report**
3
## **Birchanger Butterflies Pre-school**
## **Income and expenditure account For the year ended 31 December 2020**
|**ncome and expenditure account**
**or the year ended 31 December 2020**||
|---|---|
|Notes
Income
2
Gain on transfer of resources from precursor
charity.
3
Expenditure
4
Surplus
Reserves b/fwd
Reserves c/fwd|**2020**
2019
**111,393**
135,009
**-**
-
**(107,172)**
(106,945)|
||**4,222**
28,064
**148,678**
120,637|
||**151,900**
148,700|
4
## **Birchanger Butterflies Pre-school**
## **Balance Sheet As at 31 December 2020**
|**alance Sheet**
**As at 31 December 2020**|||
|---|---|---|
|Notes
**Fixed assets**
5
**Current assets**
Cash at bank and in hand
**Creditors: amounts falling due within one**
**year**
**Net current assets**
**Net assets**
**Reserves**|**2020**
**83,752**
**68,148**
**-**
**151,900**
**151,900**
**151,900**|2019
88,406
59,251
-
148,700|
|||148,700|
|||148,700|
5
## **Birchanger Butterflies Pre-school**
## **Notes to the Financial Statements for the year ended 31 December 2020.**
## **1. Accounting policies**
The accounts have been prepared under the historical cost convention and in accordance with the Charities Statement of Recommended Practice (FRS 102), “Accounting and Reporting by Charities”.
## _Income_
Turnover represents funds received for services supplied by the Charity, net of value added tax plus grants and donations.
## _Depreciation_
Depreciation has been provided at the following rates in order to write off assets over their estimated useful lives.
|Premises|25 years|
|---|---|
|Computer equipment|3 years|
|Furniture and equipment|5 years|
## **2. Income**
|Furlough grant received
Council funding
Fees from parents
Fundraising
Other
Total income|**2020**
**2019**
**1,952**
**-**
**95,688**
111,003
**12,339**
17,187
**0**
3,685
**1,414**
3,134|
|---|---|
||**111,393**
135,009|
## **3. Gain on transfer of reserves of precursor charity**
Birchanger Butterflies Pre-school is a Charitable Incorporated Organisation with registered number 1168548.
On 1[st] January 2019, the activities previously undertaken by a precursor organisation Birchanger Nursery Unit (registered charity number 1087372) were taken over by Birchanger Butterflies Pre-school.
The value of the net assets provided at that point were disclosed as a gain in the financial statements. These comprise fixed assets (premises, IT, and other equipment), bank and cash balances.
6
## **Birchanger Butterflies Pre-school**
## **Notes to the Financial Statements for the year ended 31 December 2020.**
## **4. Expenditure**
|Staff costs
Premises costs
Other overhead costs
Depreciation|**2020**
**2019**
**87,301**
84,586
**3,734**
7,043
**9,419**
8,680
**6,718**
6,635|
|---|---|
||**107,172**
106,945|
## **5. Fixed assets**
|**Cost**
1 January 2020
Additions
C/fwd
**Depreciation**
1 January 2020
Charge for year
C/fwd
**Net book value**
31 December 2020
31 December 2019|Premises
IT
equipment
Furniture
Total
101,676
2,064
-
-
-
-
101,676
2,064|
|---|---|
||103,740
-
-
103,740|
||13,270
6,718
-
-
-
-
13,270
6,718|
||19,988
-
-
19,988|
||83,752
-
-
83,752|
||88,406
-
-
88,406|
7
CHARITY COMMISSION
FOR ENGLAND AND WALES
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