## **TRUSTEE ANNUAL REPORT Cylch Meithrin Coed Duon 2020 – 2021**
## **General overview of the provision**
We are a Welsh Medium early years setting providing sessional care and Education for children aged 2 – 4 years. We provide funded Early Years Education places for 3 year old children, flying start places for 2 year old children, Assisted and supported places for children with additional needs and we are also registered to take children under the childcare offer Wales scheme. We plan activities based on the needs and interests of the children using the foundation phase framework and the new successful futures framework. All our activities are completed using the medium of Welsh.
## **Strengths**
The wellbeing of the children in our setting is at the heart of everything we do, and we pride ourselves on our nurturing home from home environment and caring staff. Children make good progress during their time with us and enjoy their time at the cylch. We have a team of qualified, experienced staff who attend regular training to keep up to date with current good practice and legislation
## **How we assess the quality of provision**
We assess the quality of provision using a variety of formats. We use selfevaluation and setting improvement plans. We send out parent questionnaires and analyse the feedback, we also have a compliments and complaints book in the foyer that parents may make notes in. We take note and act upon advice and recommendations given in professional reports such as Estyn, CIW and Advisory teacher reports. The leader also monitors provision using a range of formats and tools of the environment. Staff and children’s Wellbeing and Teaching and learning.
## **Safeguarding**
We have policies and procedures in place to ensure the safety and wellbeing of the children. We complete daily risk assessments, general risk assessments and complete risk assessments for any visits and activities outside of the setting. As the children are arriving at the start of the session there is a member of staff at the door to greet the children and to ensure that no children leave the building unsupervised while the door is still unlocked. Once all the children are in, we lock the door and anyone wishing to gain access to the building must ring the doorbell to be let in by a member of staff.
All staff are DBS checked and visitors to the setting are never left unsupervised with the children. Children are signed in and out of the setting by their parent or carer and children are only released to a responsible adult who is named as one of the people who are able to collect the child on the permission to collect children form in the child’s personal file. All staff must complete Safeguarding training every 3 years. Policies have been amended to include Covid
## **Environment**
We are situated in a demountable building within the grounds of Blackwood Comprehensive School. On entering the building there is a foyer where children can hang their coats and bags with access to child size toilets and sinks. We have a large classroom that is well resourced. The classroom is separated into areas of provision in each area for maths and Mark making. Equipment and furniture are child size and storage allow for easy access to so that children can choose their own resources. Children have access to books throughout the setting as well as a designated book area.
Our outdoor area provides opportunity for children to run around and provides provision for physical development with equipment such as Slides tunnels and bikes. We have provision for gardening, where children can plant flowers and vegetables and care for them throughout the year, we use the vegetable for cooking activities with the children and we have a mud kitchen where children can embed their skills through role play.
## **Policies**
We have the following policies in place to ensure the safeguarding and wellbeing of the children and staff, to ensure the smooth running of the setting and to comply with legislation and guidelines
Misuse of Alcohol and Drugs Child Protection Sun Protection Animals at the setting Asthma Healthy Living, Healthy Eating and Keeping Fit Preventing the children from wandering/ Lost Child Compliments and Complaints Whistleblowing Lockdown – In the event of an emergency Transporting and transferring children Equality and Diversity Confidentiality and Data Protection Inclusion and Equal Opportunities Digital Images Admissions Smoke Free E-Safety Leaving and Collecting Children Lone Working The Welsh Language Health, Safety and Welfare Medication Nappy Changing Illness, Infectious Diseases and Accidents Staffing Positive Behaviour Environmental Awareness
## **Funding**
Our main source of funding is fee paying children, we also receive funding from the LA for contracted provision such as Early Years Education, Flying Start, and Assisted and supported places. We also get funding from a range of grants and from fundraising events.
## **ACCOUNT OVERVIEW – CYLCH MEITHRIN COED DUON**
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– –
INCWM/INCOME 2018 2019 2019 2020 2020 - 2021
Grant Mudiad Meithrin
330.00
Grant
Grant Arian Plant 3
oed/3yr old Education 1,497.63
Funding Grant
Grant Cynaladwyedd /
sustainability Grant
Grant Dechrau’n Deg /
3,735.00 1,704.00 4117.50
Flying Start Grant
Grantiau Eraill / Other
9,950.65 9,898.54 19,414.20
Griant
Incwm Hyfforddi ac
incwm Cynllun Cyfeirio /
352.00
Training income & Referral
Scheme Income
Ffioedd Plant /
’ 6,248.75 6,530.00 8820.00
Children s Fees
Codi Arian / Fundraising
417.13 349.31 22.50
Rhoddion ag Eraill /
Donations & Sundries
Cyfanswm Incwm /
Income Total 21,849.16 19,163.85 32,374.20
A
Gwariant /
Expenditure
Cyflogau a Costau TWE /
1,000.50 100.00
Salaries and PAYE Costs
Costau Rhent, Gwres
ayyb / Rent & Heating 898.00 898.00 898.00
costs etc
Ffioedd Cofrestru /
215.00
Registration Fees
Offer, Nwyddau ag
Adnoddau
264.06 248.88 120.28
Equipment, Materials &
Resources
Costau Bwyd a Diod /
484.70 879.46 381.97
Food and Drink Costs
Codi Arian/Marchnata /
Fundraising/Marketing
Eraill (ee. Hyfforddiant) /
20,051.05 13,546.40 20,832.00
Other (e.g. training)
Cyfanswm Gwariant /
Expenditure Total 22,913.31 15,572.74 22,332.25
B
Gweddill (diffyg) am y
flwyddyn = A – B Surplus
-1,064.15 3,591.11 10,041.95
(deficit) for the year
C
Arian a’r ddechrau’r 1,819.06 754.91 4346.02
flwyddyn (dylid cynnwys
cyfanswrn pob cyfrif
banc / cash at year start
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(this should include the totals of all bank accounts) **CH** Arian ar ddiwedd y ffwyddyn = C + CH Cash 754.91 4,346.02 14,387.97 atYear End **D**
## **Caerphilly Early Years**
## **Financial Processes Audit Tool**
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Registered Name of
Cylch Meithrin Coed Duon
Childcare Setting:
Name of the
Childcare Setting Andrea Parfitt
Leader (PIC):
Name of Person/s
Completing this Andrea Parfitt
Audit:
Date of Audit:
11 July 2021
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## **N.B. Those marked with * are mandatory requirements**
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*Setting Financial Responsibilities
1. What type of setting / business
are you? If other please explain
3. Who is the person who manages
Andrea Parfitt
your day to day accounts?
4. What are the contact details for
Andrea Parfitt
the named person for the
07814498652
accounts?
5. Do they fully understand their Yes / No
responsibilities? Is there anything
in writing such as roles and
responsibilities document, etc.?
6. Do they present monthly Yes / No
accounts at every management
committee / trustee meeting?
7. Do the monthly accounts show a Yes / No
summary of income and
outgoings across key spend
areas?
8. Are the annual accounts signed Yes / No
off by an independent person?
9. Who signs off the annual
accounts?
10. Are the annual accounts Yes / No / N/A
presented at the AGM?
*Income
11. Do you have any contracts or Yes / No
funded places for CCBC in your
setting?
12. If yes please state Early years education
Flying Start
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Assisted and supported places
13. Do you receive any grant Yes / No
funding from CCBC or other grant If yes what: PDG
funding body? Moondance
Additionality grant
*Financial Processes
14. What is your process for
Cash or direct bank payment
collecting parent payments?
15. What is your process for Registers are sent in monthly
administering fees via funded and payment is made into our
places from CCBC? account by BACS
16. What are the processes for All money is locked away and
handling any cash in the setting, banked weekly. We keep a
including petty cash? small amount back for snack
or other small payments
17. Do you review your hourly
We review our childcare rate
childcare fee rate, and if so how
annually
often?
18. Do you build in reviews of your Yes / No
monthly outgoings?
*Setting Bank Account
19. Do you have a setting bank Yes / No
account?
20. Does this account have online Yes / No
access?
21. Who has access to the online Andre Parfitt
account if applicable? Bethan Seymour
22. Who are the signatories on this Andrea Parfitt
setting bank account? Bethan Seymour
Payroll and Stafng
23. *Are you registered with HMRC? Yes / No
Employer Reference Number: 120/LB58924
Unique Taxpayer Reference: 6013001788
VAT registration number: Not VAT registered
24. Are you registered with Yes / No
Companies House and/or Charity
Commission? N/A
Companies Registration Number: 1174022
Charity Commission registration
number:
25. *Does the person who does Yes / No
your day to day accounts also do
payroll?
26. *If not, who does payroll? Playworks one
27. How are staff paid? Direct back payment
28. When / how often are staff Monthly
paid?
29. Do you have any money in the Yes / No
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budget for covering staff
absences?
30. Do you know about Living Yes / No
Wage and Minimum Wage?
31. *What are the pay rates for all Leader: £10.00
staff employed? Please state: Deputy: £10.00
Assistant: £8.91
Cook: N/A
Cleaner: N/A
Other: N/A
32. *Are you registered with the Yes
Pensions Regulator? Or have you
opted out?
33. What is the name of the Nest
company that operates your
company pension scheme?
Insurance & Premises
34. *What insurances and to what
level do you have in place for the
setting?
Start Expiry Name of Amount Policy
date date Insurer of cover Number
*Employers 14/09/20 13/09/21 Zurich 10,00000 ZAO-
Liability 0 272097-
4233
*Public 14/09/20 13/09/21 Zurich 5,00000 ZAO-
liability 0 272097-
4233
Professional
indemnity
35. Do you have a lease / rental Letter from school agreeing to
agreement / ownership of the use of building
building you use for delivery?
Please delete as appropriate
36. Do you have to pay business Yes / No
rates?
37. Are you able to apply for Yes / No
business rate relief? N/A
38. If you are able to apply for rate N/A
relief, what percentage discount
was allowed?
39. Do you put money aside for a Yes / No
building maintenance budget?
Equipment and Consumables
40. Do you put money aside to Yes / No – Will mostly use grant
purchase larger items of money for this
equipment needed?
41. How do you decide what Look at the children’s need
equipment to purchase? and what equipment we need
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to support them. Any broken
toys would be replace on an
as and when basis
42. Do you set a weekly or monthly Yes / No
budget for consumables and
snacks?
Sustainability
43. Do you have a business plan Yes / No
for the next 2-5 years?
44. How sustainable do you think Although we had to close for a
your setting is? lenghthy period due to covid
numbers have been good and
we are hopeful that this will
continue into next year
45. Will you have trouble paying Yes / No
your monthly bills in the future
this financial year?
46. Are you reliant on applying for Yes / No
grants to keep the setting going?
47. Are you able to meet all your Just about
monthly commitments easily?
48. What are the planned bookings We have 12 children on the
for the childcare places for the register at the moment and
next 12 months? are hoping that our
advertising campaign will
bring in new children
Business Support
49. Do you feel you / your setting Yes / No
needs business support?
50. What type of support would be Anything that can be offered.
beneficial?
51. Have you / your setting had Yes / No
business support in the past?
52. If so, from whom did you have CCBC – Review of accounts
business support and what
support was provided?
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**Actions** : Continue to monitor finances.
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Signed
A.Parfitt
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