## The St Mary's Pre-School ## Minutes # Annual General Meeting Via Zoom Monday 11[th] July 2022 @7pm Present: Tina Hillson (TH), Kim Oakley (KO), Lisa De Freitas (LDF), Pippa Bennett (PB) - **Welcome** - **Apologies** Apologies received: Louise Harrington (LH), Mark Treliving (MT) - **Matters arising from previous meeting** ## **Summary of Actions from last Committee meeting (17.1.22) – reviewed post AGM** - Childcare.co.uk - need more parent reviews. **ACTION: Ongoing** - Trustee photos need to be displayed in the building and on the website. **ACTION: ongoing - need photo of LH/TH for website plus need to revamp outside display board.** - Need to try to recruit two more committee members. **ACTION: Ongoing** - MT to build sleeper retaining wall if quote approved by PCC. **ACTION: MT** ## • **Manager’s Report** The 2021/22 academic year has again been challenging at times but, we have remained open the whole year despite several outbreaks of Covid amongst both children and staff. The two main highlights of our year have been the refurbished Parish room and our Ofsted inspection. New windows and doors, electrics and heating were put into the Parish room during July and August of 2021. Several staff and a few PCC members then frantically decorated the inside of the room at the end of August and set the room up with its new layout ready for the academic year to start in September 2021. The new room has been a fantastic success and we are all very proud of all that was achieved last summer. The outside of the building was also decorated in October 2021 which finished off a very successful refurbishment project. We would like to thank everyone involved particularly those staff that gave up so much of their own time over the summer break to get the room decorated before the children returned in September. An Ofsted inspector rang on Thursday 2[nd] December informing us that we would be inspected the following day 3[rd] December 2021. Staff then spent many hours preparing for the visit the following day. The inspection was the most thorough we have ever had with our inspector leaving no stone unturned. The outcome was Outstanding in all areas with the overall outcome as also Outstanding, she complimented us on the quality of the setting and rated managers as exceptional, we are extremely proud of this outcome and feel that it is well deserved. 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. ## Staff Report We have had a hard, but very successful year with the main highlight being our, well deserved, Outstanding grade from our Ofsted inspection in December, which all staff were delighted about. We finish with 74 children on roll, 33 leave in July and we start back with 59 in September with more joining throughout the academic year. The newly refurbished building gave us the opportunity to completely re-design our layout inside which has worked extremely well. The forest school continues to be developed and the learning opportunities in this area are just fantastic, thanks need to go to Fran and her husband Duncan for all the hours they have spent down in this area making it absolutely brilliant. Our annual open morning and outing to the SSME trains was able to go ahead on the 22nd June. Many new families got their first taste of a session at Pre-school and we all had a fabulous day at the trains. Emily left on maternity leave at Easter and had a beautiful little girl in June. Rachel Salter joined us during Spring 2022 as a playworker mainly working in the afternoons. We would like to thank the trustees, particularly Kim, Mark and Pippa for their continued support _Discussion notes -_ Ofsted inspection – it was an inspection like no other. Because of reregistering as a CIO we were inspected as if we were setting up as a new preschool. We are now in a 6-year cycle for inspections. ## • **Treasurer’s Report** Accounts as at 11/7/2021 CAF Current Account - £68,525 CAF Fundraising Account - £5,142 CAF Gold savings - £36,018 Virgin Saver - £49,208.19 A profit of £15, 438 was made in the academic year 2020/21. We currently have a profit of £34,000 for this academic year but salaries, employers NI, pensions and any other running costs still to come for July and August still need to be taken from this so would therefore predict a small loss this academic year 2021/22. Factors that have affected this loss include more having being spent on training this year and refurbishment costs being paid for in this academic year with the money having been raised in the last academic year. This will be discussed with the accountant once the year is finished on 31[st] August 2022. We currently remain in a good financial position. _Discussion notes - Loss may be approximately £5k but unable to be exact at this stage. Investment in training and some of the refurburbishment costs came out of this year._ - **Fundraising Report** Fundraising activities have included the Christmas raffle and Jubilee scavenger hunt. These have raised a total of £1,767 which is much lower than in previous years. A review of fundraising activities will be discussed in the next academic year. _Discussion notes: KO asked what the fundraising money is for. TH advised the next big project will be replacing the shed with a new shed/summer house which will enable storage plus a facility for meetings/small groups. Landscaping work sleeper wall 50% with PCC. Will need to be careful with running costs due to cost of oil / electricity etc._ _KO asked about the training: Everyone has had positive touch training. 10 x £60. 75% trained in paediatric first aid £110pp £30 refresher safeguarding training DSL refresher £35 training_ _Leavers’ T Shirt – normally paid for them, but this year had to ask for a donation. £360 ducks_ _£250 reptile experience £350 train experience Need to encourage Amazon Smile donations_ _LDF offered reportage style photographs for free, could be good to redo website photos. Thank you LDF._ - **AOB:** - _Relationship with PCC is going very well, particularly with Sally. Very obliging and helpful. Not had to pack down the building for a year. Very accommodating. Nothing booked in for the room use. Sally has said that’s fine for the summer. Notice sent about possible amalgamation of North and South Holmwood churches. TH glad we have a licence._ - _Covid - staff to come back from Covid after 2 negative tests from day 5 or 10 days._ - _Managing the heat – allowing children to take T shirts off, no direct sunlight, encouraging children to drink_ - _TH asked KO about play therapy. Angela, a past parent, is a play therapist. But it would be costly._ - _TH – grant of £300 First Beat wants to install a defibrillator. Don’t know the costs involved. Would the Mary Helsham Trust think it’s worth the investment?_ - _KO reiterated WELL DONE AMAZING JOB EVERYONE_ - **Date of next Committee meeting** - TBC when required - **Summary of actions (new & ongoing)** - Childcare.co.uk - need more parent reviews. **ACTION: Ongoing** - Trustee photos need to be displayed in the building and on the website. **ACTION: ongoing - need photo of LH/TH for website plus need to revamp outside display board.** - Need to try to recruit two more committee members. **ACTION: Ongoing** - MT to build sleeper retaining wall if quote approved by PCC. **ACTION: MT** - Consider free reportage style photographs for website (offered by LDF). **ACTION: all** The St Mary'$ Pre-khool The Parish Room Betchetts Green Road Souih Ilolmwo( Surrey Rllfj Charity Number: 1171309 Statement of Account For the pen(xl ending 31° Au8USt 2023 Prepared on 2.3° Odober 2023 by: Emma Minler 40 Warwick Close South Holmwood tK)RKING RH5 4NL 01306 889792 The St Ma s Pre-school 12 month Accounts as 31stAu ust 2023 Fees Surrey County Council & EYPP Other Income Fundraising Interest Income 113,527.75 144,721.92 7,704.57 1,964.18 463.03 268,381.45 Rent Salaries General Expenditure Fundraising Expenditure 10,181.60 235,871.32 19,528.57 630.70 266,212.19 ProfiU(Loss) 2,169.26 Bank Accounts Petty Cash Current Account Fundraising Acct Business Saver Virgin Account Debtors - Accruals CAF Current Account CAF Fundraising Account CAF Gold Savings 274.57 0.00 0.00 0.00 49,918.93 228.05 32,244.33 4,885.53 36,395.32 123,946.73 112t.777.47 Q 31. The St Mary's Pre School Charity Number 1171309 ACCOUNTANT'S CERTIFICATE In accordance with instructions received, w¢ hav¢ pr¢pared and audited these FinaDcial Sialements for the period enth.ng 31 August 2023 from ihe Tecords. information and explanaiions siipplied to us. Emma Minter of South HolMw￿l. Dorking, this 23 day of October 2023. l approve these accounls and Confi￿ that I have rnade available all relevanl records and infomiation for their preparatt'on. Mrs Louis¢ HdtTington. Si Mary's Pre School, this 27 day of Only valid when signed by an authorised represenl*ive of the Pre School and by Emma Minler of 40 Warwick Cl(￿, South Holmwood. Dorking. Surrey. RH5 4NL.