2024-08-31-accounts

The St Mary's Pre-School

Minutes

AGM Meeting Via Zoom Thursday 18[th] July @7pm

Present: Kim Oakley (KO), Mark Treliving (MT), Pippa Bennett (PB), Louise Harrington (LH)

Welcome from the Chair

• Thank you from LH to all for attending.

Apologies

• Tina Hillson (TH)

Matters arising from the previous meeting (PB)

• ACTION - All – consider asking parents for voluntary donation to preschool.

• This has been actioned. COMPLETE

• ACTION - TH/LH – change Virgin bank to a bank with a local branch. Also remove JH and replace with a Trustee.

• LH has removed Jenny Haines (JH) from banking. LH has not closed the Virgin bank, but it is working as a bank account and everything can be done remotely. LH looking into other options. PB mentioned whether the Post Office will allow paying in of money into the Virgin account using a specific card (without requiring a bank card). ACTION : LH/PB to investigate.

• ACTION - TH/LH – discuss staff pay for new academic year

• LH – once we know where we are financially, TH and LH will look at finances and decide whether we can implement a pay rise. Only 3 staff got a pay rise in April to bring them up to minimum pay. LH stated we need to have a meeting to approve any staff pay rises. LH/TH would definitely like to give pay rises but need to review finances first. LH will know by end of August what all the out goings are. If wages will be changed it will be from September. ACTION: LH/TH

• ACTION - MN – to organise quiz night.

• Maz Norton currently recovering from surgery but she plans to do a quiz in the autumn term. The plan is to hold it in the church in conjunction with the church. ACTION: LH/MN

• ACTION - TH – to ask Tara (SALT) about becoming a Trustee or doing some 1:1 work with children and/or organising parent workshops.

• TH to advise of progress post meeting. ACTION: TH

• ACTION - TH/LH – to review policies

• Annette has just started to review policies. Trustee(s) will need to sign them once finalised. ACTION: AP/LH/TH

• ACTION - All – discuss succession plans for when TH/LH choose to retire.

• LH/TH are ok for the moment with no plans. Marie will take over the SEN lead from TH. LH asked for this to stay on the agenda for future conversations. ACTION: PB include on minutes

Chair’s Report (LH):

Notes circulated prior to meeting:

• The 2023/24 academic year has again been successful and extremely busy!

• Our numbers and popularity remain high with families traveling in from all round the area to join St Mary’s resulting in us being completely full since April 2024.

• Relations with the PCC remain good and, we are working well with the new Vicar who moved into the vicarage earlier this year. Joint organised events are planned for the next academic year, with the church and it has been suggested that pre-school have a small ‘vegetable’ area in the vicarage garden.

• The new government funding for Working Families, which came into operation in April, has seen an increase in the number of hours younger children are taking up and the request from parents for an earlier drop off. To accommodate this, we have made a quiet/sleeping area and extended our early drop off for breakfast from 8.30am to 8.15am.

• The new shed and ‘office’ were completed over the summer 2023, the office now allows us to: have a quiet space for both staff and occasionally children, have meetings with parents and/or outside agencies and space for staff to carry out noncontact work rather than taking it home to do. It is an invaluable space!!!

• Our annual outing to the SSME trains in Leatherhead was extremely well attended and enjoyed by families both existing and new.

• 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.

Additional notes made during meeting:

• Very busy year

• Lots of SEN children

• Changes in funding levels

• Lots of lovely cards from parents – LH to read and circulate to staff.

• ACTION: PB to put card/email feedback on the website

• 30 leaving in July to go to school in September o/w 6 children going with EHCPs

• The SEN team has ‘taken off’ really well this year. Big thank you to the SEN team.

• Thank you to Mark for the office. PB/LH said it has made a huge difference. Good for parent meetings. KO commented it looks very professional and looks amazing. Gives parents a good image of the pre-school. The office has been a real bonus this year.

• Liaisons with the church are going well with Sally and Roland and the new Vicar (Jane). Working very well with Jane.

• Next year – funding changing significantly – currently working parents of 2 years old can access 15 funded hours. Accommodations made with a sleeping area for naps for the youngest children. 30 funded hours for two year olds from September 2025.

• MT – raised the issue of funded hours increasing and therefore reducing non funded hours and asked how this will affect the pre-school financially. LH responded that fees have been put up. Also, a voluntary payment of 50p per session has been introduced. This was sent out in the letters that went out for the new academic year. Needed especially with all the activities we offer. Only asking the funded children for a voluntary contribution. KO very comfortable with this as its voluntary.

• Annette will be updating policies and procedures this next academic year.

• MT asked about 5 children leaving. 2 moving away, one needs more hours as childminder finished, 1 moved to St Johns as that’s where siblings are.

• KO asked if 52 children in September is where we’d normally be in terms of numbers. LH replied “yes” - 2 years ago we had 49. Normally we start morning sessions with numbers in the 20s but this September we are starting in 30s.

• LH our target market is the -3 year children so they are with us for 3 years.

Staff Report (LH)

Notes circulated prior to meeting:

• This year has seen numbers increasing quicker than usual throughout the academic year and we finish with 72 children on roll. 30 children are leaving in July to go to school and 6 are leaving to go to other settings. We will start with 52 children in September with more joining us throughout the year.

• This year has again seen a high number of SEN children on roll, 5 of which will be going to school in September with EHCP’s. Tina has developed and extended the SEN support team over the year very effectively to cope with our, ever growing number of SEN children. St Mary’s SEN support is very highly regarded by Surrey Early Years, other agencies such as SALT & OT and, most importantly by parents.

• The change in funding for Working Parents has certainly had an impact on St Mary’s with more, 2 year olds wanting 15 hours. This funding increases to 30 hours from September 2025, we are yet to discuss the impact that this will have on the setting.

• Staff have enjoyed being able to carry out non-contact time during their working hours in setting (the office). Staff with key children are allocated time each week to do this work.

• Daniella Constable left the staffing team in October to join Newdigate school as a TA, we wish her all the best for the future and thank her for her time at St Mary’s.

• Emily Aitcheson went on maternity leave in October and had a baby girl in December, congratulations to her and her family. Emily has since moved to Chichester and very sadly decided that the journey to South Holmwood is too difficult and has therefore not returned. We would like to wish her all the best for the future.

• Katie Ford re-joined us and is now part of the SEN team, we are delighted to welcome her back.

• Amy Risbridger, a qualified level 3, joined us in December 2023 but has sadly decided to go traveling so will be leaving us at the end of this term. Good luck with your adventures Amy!

• We have also welcomed Hannah and Megan Ford this year on zero hour contracts. They are both at university and, help out when able to, this will continue next year.

• We would like to thank all the staff for their hard work this year and continued dedication to St Mary’s.

Additional notes made during meeting:

• Some staff leaving (Emily / Amy).

• But also a new starter (Tiffany Harden) – 3 days a week from September. We never look for people, people find us.

Treasurer’s Report (TH)

Notes circulated prior to meeting:

• Accounts as at 16/7/2024

• CAF Current Account - £82,713

• CAF Fundraising Account - £570

• CAF Gold savings - £36,603

• Virgin Saver - £50,301

• A profit of £2,196 was made in the academic year 2022/23.

• We are currently in profit by approx. £50,000 for this academic year but salaries, employers NI, pensions and any other running costs are still to come for July and August.

• Office building expenses - £5,700

• Fees for the academic year 2024/25:

• Non-funded session fee -£25.50

• Snack fee - £1

• Lunch service - £5

• Breakfast service - £6

• Voluntary Contribution for all funded children towards activities such as cooking – 50p per funded session

• We currently remain in a good financial position

Additional notes made during meeting:

• Finances – once next 2 months wages done, we will know where we will be. But things likely to be much better than previously expected. We should break-even.

• • Rent for the building previously went up from £50 to £52.50 per day and is now going up another 5% from September.

Fundraising:

• Quiz night planned for Autumn term in the church and in conjunction with the church.

AOB:

• LH – apologised for not having more meetings - but appreciate having MT/KO in the background and we know that we can contact them if we need to.

• KO asked about extended early drop-off moving from 8.30 to 8.15am. Last half term there was 6-7 children at breakfast club.

• A parent living adjacent to the preschool, will offer wraparound care early and from 3.30pm onwards. We are not saying this offer is part of the preschool – but parents

are becoming aware of her. She is Ofsted registered. KO asked how many children she’s allowed to have. LH does not know.

• All agreed we need to be having termly meetings. ACTION – LH/TH/PB

• KO greatly appreciates what the pre-school does and the standard at which it operates and how this is reflected in the thank you notes received from families and the Ofsted report. It’s very easy being a Trustee for St Mary’s as a result. KO extended her thanks to all staff.

• PB to organise meetings on Wednesday evenings as these suits MT/KO best currently. ACTION:PB

Date of next meeting: proposed for Weds 9[th] October ACTION: PB to check availability

Actions from this meeting:

• ACTION: LH/PB – LH to investigate a better bank account with a local branch. LH/PB to investigate banking which can be done through the Post Office.

• ACTION: LH/TH to consider staff pay increases once finances are known for this academic year.

• ACTION: MN (Maz) to organise quiz night.

• ACTION: TH to advise how conversations went with Tara re Trustee or other supportive work at pre-school.

• ACTION: AP/LH/TH to review all policies and procedures.

• ACTION: All - discuss plans post LH/TH retirements

• ACTION: PB to put feedback from parent cards on the website.

• ACTION: PB/LH/TH to ensure we hold termly Trustee meetings (on Weds evenings)

• ACTION: PB to check availability for the next meeting with all Trustees

- The St Marys Pre School 12 month Accounts as @ 31st August 2024

Fees	131,035.38
Surrey County Council & EYPP	183,393.32
Other Income	4,001.59
Fundraising	1,859.14
Interest Income	694.24
	320,983.67
Rent	10,842.71
Salaries	279,783.48
General Expenditure	24,274.26
Fundraising Expenditure	133.75
	315,034.20
Profit/(Loss)	5,949.47
Bank Accounts
Petty Cash	1,761.70
Current Account	0.00
Fundraising Acct	0.00
Business Saver	0.00
Virgin Account	50,301.50
Debtors - Accruals	1,111.06
CAF Current Account	39,020.15
CAF Fundraising Account	1,079.27
CAF Gold Savings	36,603.42
	129,877.10 (123,946.73 @ 31.08

The St Mary's Pre School Charity Number 1171309 ACCOUNTANT'S CERTIFICATE In accordance with instructions received, we have prepared and audited these Financial Statements. for the period ending 31" August 2024 from the records, information and explanations supplied to us. th Emma Minter of South Holmwood, Dorking, this 5 day of November 2024. l approve these accounts and confimi that I have made available all relevant records and inforniation for their preparation. Mrs Louise Harrington. St Mary's Pre School, this Only valid when signed by an authorised representative of the Pre School and by Emma Minter of 40 Warwick Close, South Holmwood, Dorking, Surrey, RH5 4NL.