## ' - The St Mar s Pre School y ## Minutes # AGM Meeting Via Zoom Tuesday 6[th] July 2021 @7.30pm Present: Louise Harrington (LH), Tina Hillson (TH), Kim Oakley (KO), Mark Treliving (MT), Pippa Bennett (PB) - **1) Welcome** - **2) Apologies** ## 3) **Matters arising from previous meeting** ## **Actions from previous AGM 13[th] July 2020** - TH/LH to find new Chair for the committee. **ACTION: Closed, named Chair not required** - PB to look into the educational Zoom fee. **ACTION: completed, not eligible as our preschool email addresses do not contain the domain name** - PB to suggest future meeting dates. **ACTION: complete** - TH/LH to check how many trustees are required for the committee. **ACTION: complete** ## **Actions from meeting 21[st] Sept 2020** - PB attended the Future Mole Valley consultation and spoke to Caroline Salmon, Mole Valley District Counsellor. She suggested contacting the developers of the large Beare Green development (Craters) and the Brakespear site (Oaklands). Also, feedback can be submitted online via the MV public consultation and we can state our requirements. **ACTION** : **Requirements submitted. PB to contact developers. ACTION: closed, no longer looking to move** - JH to look at Barclays community accounts. ACTION: JH ongoing. **Update: CLOSED (cost £7.80/month plus charges for each transaction)** - As a CIO, we need X number of Trustees. ACTION: LH to check **Update: 3 trustees require. ACTION: closed** - LH/TH know of two potential additional Trustees. TH/LH would like to meet one of the Trustees first before inviting them onto the Committee. The other used to be Chair previously and has a grandchild starting soon at the Pre-School. TH/LH to contact them by email and forward them the PLA Trustee information so they know what’s involved and then they can introduce them at our next committee meeting. **UPDATE: potential trustees not joining. ACTION: Ongoing, but closed as action repeated later in minutes** - Local pub the Dukes Head may be vacant – TH/LH to contact the current owner. **UPDATE: Complete** - Vicar retires next year. TH/LH to speak with the Vicar and contact the Diocese about the property. **UPDATE: property likely to be rented privately. ACTION: closed** - New general staff laptop required – Sweet Haven in Reigate/Redhill support schools in the area supplying computers. They may do a deal or we may be too far away from their area. Don’t need to spend much or have high spec. Budget £500-600. LH to investigate. **Update from LH: stick with what we have for now, it works. ACTION: closed** - Childcare.co.uk suggested by PB as a new website to collate parent reviews as The Good Care Guide no longer holds education setting reviews. Decision – yes, set up plus PB to add some nice letters / reviews onto the website. **UPDATE: completed set up, need more parent reviews. ACTION: Ongoing** - Trustee photos need to be displayed in the building and on the website. Kim to send headshot to PB. MT/JH/TA also need to send headshots to PB. **ACTION: have photos of KO/PB, need photo of MT/LH/TH, need to revamp outside display board, photos to go on website.** - PB suggested setting up a committee WhatsApp group for quick communication of decisions / spending with Trustees. **ACTION: Complete** - We will decide on the next meeting date once potential new trustees have been contacted. Email updates can be sent out if required. Once a term may be enough or more often if required. LH/TH to inform PB when a meeting is required. **ACTION: Closed** ## **Actions from Covid meeting 7[th] Jan 2021** - No actions ## **Actions from relocation meeting 1[st] Feb 2021** - LH to email SCC to advise them of our plan to approach the Weald. **Update: Completed** - PB to produce document to give to the Weald and SCC summarising our situation. **Update: Completed** ## **4) Manager’s Report** _“Although the 2020/21 academic year has been challenging at times, we have had a good year that has seen us remain open throughout the 2nd COVID outbreak in January and seen a building refurbishment project become a reality._ _Staff have worked hard to ensure that the detailed risk assessment and cleaning has been followed closely ensuring that both our children and the staff have been kept safe. All staff have had a least one vaccination with the majority having had both._ _In January the heating was broken beyond repair with no immediate quick fix which left us using electric heaters and wondering about the future of the setting. Having spoken to Surrey Early Years it was decided to explore 2 options, relocation or refurbishment of the building. Having agreed with the PCC to pay for a structural survey to be carried out on the building, it was quickly established that a refurbishment project was the best option as the building is in a repairable condition. Donations, fundraising and grants have allowed us to progress with phase 1 of the project over the summer holidays, the electrics will be upgraded, new UPVC windows and doors put in and a new heating system installed. We would like to say a huge thank you to all the families both past and present, local friends of the setting, local companies and staff for all their efforts in raising such a large amount of money in such a short space of time to help with the cost of the refurbishment._ _During this refurbishment process, in order to apply for grants, we have secured a Licence Agreement with the PCC which has guaranteed our security here for the next 10 years, with a 5 year break clause. This licence allows us to have sole use of the building for 38 weeks of the year (Term time only) which we are delighted with especially considering our financial commitment to the project._ _The St Mary’s Pre School continues to be very popular in the local area and has good numbers on roll for the coming academic year._ _The Trustees would like to thank all the staff for their, continued, dedication and the staff and children look forward to the next academic year in a warm building!”_ - All Trustees had read the manager’s report, no additional comments. ## **5) Treasurer’s Report** - Discussion of costs of electrical work and who is paying what (SMPS / PCC) - Discussion over rent costs - MT- running costs will go down and therefore argued rent should stay the same rather than be increased - Must know the rent before we sign the licence - Currently paying £50/ day - KO – £60/ day given costs will go down and we are investing – not happy with that. But would be OK with £55 - TH – need to tell PCC that we need to know rent before signing - LO – before we sign the licence we need to know the rent. **ACTION: PB to email Sally (PCC) stating we need to know proposed rent before sigining the licence** - LH – don’t know if we can afford £60. Staff haven’t had a pay rise. Staff need a pay rise. Very dedicated staff this year. ## **6) Fundraising Report** - No report, active fundraising for refurbishment project including cake sale at allotments in Dorking. ## **7) AOB:** - Need to try to recruit two more committee members. Add to agenda for early in the new academic year. **ACTION: PB** - KO raised the issue of oil supply. Sally’s husband checks the oil levels every week to ensure reliable supply. Need to find out how its checked so we are able to check it too. **ACTION: LH/TH** - Licence not signed yet, need to follow up with PCC. **ACTION: PB** - KO stated how well the staff have done this year, everyone that has contributed this year, Trustees really appreciative of the staff and what they have done. Thanks to Tina and Louise for everything they have done. - 20 families visited for the open day. Several emails received thanking the preschool for the visit. - Card from a parent thank you so much for inspiring childcare choices. **ACTION: LH/TH to pass to PB to go on testimonial section of website** - KO – probably going to have lots of kids with social problems because of the lack of socialisation due to Covid. - LH – number of children with additional needs increasing significantly. We are very well known for strong SEN provision - LH - 5 of our children going to school in September 2021 with EHCPs in place which is unheard of. ## **8) Date of next Committee meeting** - Next Trustee meeting to be arranged in September. **ACTION: PB** ## **9) Summary of actions (new & ongoing)** - Childcare.co.uk review website. **UPDATE: completed set up, need more parent reviews. ACTION: Ongoing** - Trustee photos need to be displayed in the building and on the website. **ACTION: need photo of MT/LH/TH, need to revamp outside display board, photos to go on website.** - KO – before we sign the licence we need to know the rent. **ACTION: PB to email Sally (PCC) stating we need to know proposed rent before signing the licence** - Need to try to recruit two more committee members. Add to agenda for early in the new academic year. **ACTION: PB** - KO raised the issue of oil supply. Sally’s husband checks the oil levels every week to ensure reliable supply. Need to find out how its checked so we are able to check it too. **ACTION: LH/TH** - Licence not signed yet, need to follow up with PCC. **ACTION: PB** - Card from a parent thank you so much for inspiring childcare choices. **ACTION: LH/TH to pass to PB to go on testimonial section of website** - Next Trustee meeting to be arranged in September. **ACTION: PB** ## - The St Marys Pre School ## 12 month Accounts as @ 31st August 2021 |Fees
Surrey County Council & EYPP
Other Income
Restricted - Wates Foundation
Fundraising
Interest Income
Rent
Salaries
General Expenditure
Fundraising Expenditure
Profit/(Loss)
Bank Accounts
Petty Cash
Current Account
Fundraising Acct
Business Saver
Virgin Account
Debtors - Accruals
CAF Current Account
CAF Fundraising Account
CAF Gold Savings|91,640.30
159,218.63
8,012.59
7,000.00
5,541.29
8.78
271,421.59
9,429.34
209,352.02
37,101.71
100.00
255,983.07
15,438.52
141.04
25.71
35.00
0.00
49,208.19
164.10
33,135.30
9,357.66
36,013.45
128,080.45 (112,641.93 @ 31.08| |---|---| The St Mary's Pre School Charity Number l 171309 ACCOUNTANf's CERTIFICATE In accordance with instructions receiv&1 we have prEpared and audited these Financial Statements for the period ending 3151 August 2021 from the records, infomiation and explanations supplied to us. Restricted: An award was made from the Wates Foundation for £7.0(M) which h&8 been included in the accounts under 'Oth¢r Income,. Emma Min*r of South Holmw(#rf Dorkin& this 15th day of Febnwy 2022. l approve these accounts and confirni that I have made available all relevant records and infonnation for their preparthon. Mrs Louise Harrington. St Mary's Pre khool, this ,2022. Only valid when signed by an authorised represenL*ive of the Pre School and by Emma Minter of 40 Warwick Close. South HolmWo￿l. Dork1￿ Surrey, RH5 4NL.