BEETLEY & DISTRICT PRE-SCHOOL
Registered as a charity No. 1181636
MINUTES OF ANNUAL GENERAL MEETING HELD ON WEDNESDAY 5[TH] OCTOBER 2022 @ 7.30PM IN THE PRESCHOOL MOBILE AND VIRTUALLY VIA TEAMS
PRESENT: India Bonnett, Di Calvert, Claire Waring, Abby Jenkins, Emma Ellis, Julie East, Zoe Smith, Charlie Wood, Sarah Knights, Will Wilson, Laura Cross, Dani Edwards, Matt Jordan, Amee Gollop
1. WELCOME AND INTRODUCTION TO MEETING
India Bonnett (Chairperson) welcomed everyone and thanked them for coming to the meeting.
2. APOLOGIES: Gemma O’Brien, Natalie Arnold, Holly Durrant, Sonja Jarvis
3. MINUTES OF LAST A.G.M. were available for all to read and then agreed as a correct record and signed by the Chair.
4. MATTERS ARISING FROM PREVIOUS MINUTES
There were no matters arising from the previous minutes
5. CHAIR'S REPORT
Firstly, thank you for allowing me to chair for another year, and thank you all for attending our AGM this evening.
What a year! I am so pleased to say we have returned to some more normal activities this year, and seeing the community come together in person has been fantastic! I know we had all missed that feeling of a bustling event and being able to bring everyone together. We held our first in person wreath making event, trialling 3 sessions over the course of the day, plus also being available for those to collect DIY and completed wreaths. This was well attended and we had lots of positive feedback. Thank you to everyone that helped organise this, purchased a kit and also to Louise Alston for all her hard work.
In March, our Mothers day/Spring afternoon tea returned to the village hall and we also offered a takeaway option for people to enjoy in the comfort of their own home. We also welcomed back our Duck Race, the last one was 2019! We were lucky to be blessed with beautiful weather and huge crowds down to Beetley Meadows, raising over £1300 for preschool. A huge thank you to all the staff, committee members, parents, Beetley Scout group and also grandfather duck for all your help and support.
A new event for this past year was the Fakenham Christmas Tree festival, I managed to squeeze us in a cancellation space and I’m so glad I did! The staff did a great job helping the children create beautiful decorations for their tree, and a thank you to Mrs Ellis who helped decorate the tree. Lots of families made it over to view the tree and place some pennies in our bucket and take in the atmosphere of a special local event.
We have a few events already in the pipeline for the next year which I’m already looking forward to.
This year we saw our Manager Diane Calvert step down from her role and take on a new challenge, closer to home. Di has made a huge impact to the preschool and the committee, and if it wasn’t for her I would of never joined the committee and made all the fantastic friends and connections I currently have, so I wish to say a personal thank you to Di for all her time at preschool.
In January 2021 we were granted planning permission for the land we had hoped would house our new building which we so desperately need. However due to the objections
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and covenant on the land, this is now too expensive and we continue to look at alternative sites.
Beetley Bears stay and Play has been growing in popularity over the past year, with lots of families block booking termly. I would like to say a thank you to Sarah Knights and also her assistant Claire McIntyre for all their hard work providing such a fun and welcoming stay and play session.
The role of the committee is vital in the running of the preschool, we are more than just a fundraising committee and without a committee the preschool would be forced to close its doors. So I would like to extend my thanks to those who have given up their time to support the preschool.
It is at this point I would like to say a massive thank to those committee members who shall be stepping down this year. Thank you to Claire Andrews for all her work and commitment to Preschool. Natalie Arnold, thank you for your help over the last year with our events and all your work as Treasurer. Also to Claire Waring, a special thank you for everything you have done for Preschool over the last few years, we have been through some challenging times together and I know you will always have the preschool’s best interest at heart, from hours of tireless policy checking, helping at events, years of being secretary and always keeping me organised and in check! Thank you for everything! I would also like to add another special thank you to all the staff, You have been nothing short of amazing, going above and beyond for the children at our preschool as always. Thank you to the committee members staying on this year; Di Calvert, Will Wilson, Gemma O’Brien, Abby Jenkins, Emma Ellis, Zoe Smith and Charlie Wood.
This has probably been the hardest end of year report to write, knowing that I shall now be stepping down as chairperson. I joined the committee thinking it would be fun and I could use some of my weird ideas to help with fundraising, even though I can hear Di saying to me ‘this isn’t just a fundraising committee’ and from there I got lost in the world of all things preschool. My first wreath making, running out of foliage and having to forage some in the dark, all the tears shed over Covid and the thought of shutting down preschool, then the happy tears when Beetley Bears reopened and I heard a little one say ‘What is this place?’ as they walked through the doors like it was their first time there. And now welcoming people back to real life events again, it feels like full circle. Ive been lucky enough to have met so many people along the way, some are my closest friends now and I’m so grateful for the experience I’ve gained. Thank you for all your help along the way, I couldn’t of done it without you all.
Here’s to a fantastic 2022, a year for change and growth!
IB gave a special thank you to CWa and presented a gift. CWa gave a special thank you to IB and presented a gift.
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- TREASURER'S REPORT Account ForThY 31st Au ust 2022 2022 2021 Rgcelpts Fundinu aTrJ Fees Refundab Dysrt" $ Fund RaiTrJ & TtrL% 8edley Bears Parent & TcJcler 92,880 88.489 6.710 1.828 297 1.650 230 1.332 -595 100,416 92.584 Oth•r Incom• Cywsl ALKounls Intert Donatn$ Rec4ived 128 128 1,534 100.544 94,118 76,608 76,750 1,320 412 82 1,005 357 1.251 4,777 8ulding Works IPL7nning + Sc4Kftorsl Buildiw and Matntenan¢e Fund Railing InsunCe Refshrnerrts EqLTripmerrt. crafts EquipmenVStoragè- Larger Expen Idetaled vndtr FthdraLgrrfJl 287 357 1.019 a.1 1.839 1.843 354 1,473 1.733 370 557 331 Famty + Our School App Subscripn5 & Fees Telephone Post, stst. Adv. App8 8 Crthp Cosls PhottxKpr Cing. Repairs & R8newd Water + Sew4e chae8 Rat•s TraSning C05t8 (not of NCC Grantsl sw Ck)thing- Unrforrns 8TrJ Pc40 Shhts 291 1,259 1.095 26S 267 389 60 366 92 288 136 190 496 J,970 93.522 9.574 Fimnce cosls Audrt Accourrt6 140 135 140 135 Payments fr*r the Ye8r- c8rn Forword 461 258
Gourrt 461 S Cth 8•ne • It 31.&2021 24.764 10.0IJ 35.832 24,831 10.011 14¢w &Jih1 eU•yIAU>>Jrt Cash In H¥K1 ATrd8y. Ink & Ciah It 31AW21 12.1 17.014 5D.832 107 24.7e4 10,013 35.832 45 tsy¥iiAccwl fw C*knHo Mrs 259
DC explained that we used the money from the Toddle Waddle to purchase some things for preschool. We still have most of the money from Tesco which needs to be spent before January. We have bought equipment for Beetley Bears.
7. SUPERVISOR’S REPORT
This past year we have continued to adapt our practice in order to meet the changing Covid regulations. Over the course of the year we have had several children and a few staff members off due to having Covid. Despite this we have remained open, providing the children with opportunities to learn, grow and develop. When we returned to Preschool in September 2021, we had 35 children on the register across 2-3 club and Preschool. This increased to 40 by the end of the year. In the summer each day was either full or 1-2 spaces available as we had more families asking for more sessions. During the year our numbers for 2-3 club decreased as the children moved up to Preschool, unfortunately we did not get many new starters for 2-3 club during the year. Beetley Bears is our stay and play group at the Village Hall on a Thursday. At the beginning of the year, we asked families that attended to prebook for the half term for £2.50 a session.
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At the beginning of the summer term, we resumed allowing families to pop in for sessions as and when they wanted, for £3 per session, or they could still prebook in advance for £2.50. At the start of the academic year the Early Years Foundation Stage (EYFS), which we have a legal duty to follow, changed. This meant all staff had to adapt to the new updated version. One of the main aims in the new EYFS is to move away from the amount of paperwork staff complete about children’s development and the length of time staff spend writing up and tracking observations against the EYFS. This allows staff to have more time with the children to provide quality learning based on their interests. With these changes we adapted how we observe the children and the assessments we complete. At the end of each half term the staff do a summary of how the child has progressed in the 7 areas of learning, the new things they have learnt and areas the key worker would like to focus on.
We reintroduced our library book service with the children. Every 4 weeks the children that attended on Thursday had the opportunity to go onto the library bus and select a book they would like to take home to share with their family. Once they have read the book at home the child would bring it back in and swap it for another book.
We focused on the importance of health and wellbeing during the autumn term, we had a oral hygiene week, where we provided a dentist role play area, each child was given a toothbrush and we talked about the importance of brushing our teeth and where we go to have our teeth checked. We had another week where we focused on healthy eating. During this week, we encouraged healthy choices in lunchboxes, foods that are good for us and food we should have sometimes. We provided different activities to help support the children’s understanding.
Also, during the Autumn term, we walked the children over to Beetley woods. They were able to explore the woods, where we searched for different natural items, we looked at shapes, size and colours. In the spring term we took the children down to Beetley meadows, during our walk down we talked about the importance of being safe near the road, we looked for shapes and numbers whilst out. Once at the meadow we did our bit for our local environment by collecting rubbish that had been dropped by others and got the use the new park.
Last year was the first year we took part in the Christmas tree festival in Fakenham. The children created all the decorations that we used on the tree and several families from the preschool visited.
Unfortunately, due to Covid we had to cancel our Nativity and Christmas party. Instead, we recorded parts of the Nativity each day, we combined the videos and sent this out to the families. We held party days on the last 3 days of term.
We celebrated Chinese New Year with the children, we asked the parents to donate Chinese food to try at snack time and we decorated Chinese lanterns.
During the year we applied for a grant from Norfolk County Council, which was accepted and enabled us to purchase the Wellcomm Early Years Speech and Language Toolkit. This toolkit provides us with a screening tool that we use to assess children’s speech and language development, highlighting if there is an area that the child is delayed in. A book of activities then provides the next steps that we can use to support the child and move them forward.
At the end of February, we held our first sponsored welly waddle. Each child took home a sponsor form and asked family members to sponsor their child. All the children that attended on the Friday took part and we also had several other children come along for the event as well as family members. We set up a small course, each child was given a paper tie which
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they added a sticker to each time they completed the course. We had a great time and raised nearly £630.
The committee gave us £100 to spend on providing an experience for the children. We arranged for Sally from Let’s Dance to come into preschool to provide the children with a silent disco experience. We invited all children along. We divided the children into 2 groups and each child and adult got a pair of headphones to listen to the music and dance away to. The children had a lovely time.
At the end of the spring term, we offered parent consultations in person or video/phone call. This provides the chance for the parents and the child’s key person to discuss the child’s development in each area of the EYFS. It also gives the parents a chance to ask any questions they may have and if they have any concerns.
On the 23[rd] May we had our Ofsted inspection. The inspector arrived, spoke to several parents, completed a learning walk with Di, where they discussed each area of the preschool and why we have the resources out. She observed staff, children and an activity with Di which they discussed afterwards. She spoke to staff and then had a management conversation with Di and myself about the preschool. After this she reviewed the day and provided us with our grading of good and our feedback, which included the 2 areas we need to work on. They were to build on good behaviour strategies and help children enhance their understanding of how their feelings and behaviours impact on others and ensure staff give consistent messages to children about healthy lifestyles to further promote their understanding of healthy food choices.
On the 24[th] May we held our first activity morning since Covid. The theme was the celebration of the Queen’s Platinum Jubilee. We invited all children and families along and we had 45 people attend. First we read a story, followed by the children singing and signing the national anthem. We then divided the children and families into 5 groups to go round and complete the activities we had. The children made sandwiches, decorated biscuits, made some bunting, made a crown and completed a scavenger hunt. After the activities we sat and enjoyed a picnic lunch.
This year we had 20 caterpillars arrive at preschool. The children observed the life cycle of the caterpillars. We had 18 out of 20 turn into butterflies that the children then helped to release them into the wild. We also had Charlie bring in her lamb Mana into preschool. The children had a turn to stroke the lamb, they talked about the how the lamb felt being in our playground, we discussed how we must be careful, kind and how to care for animals. This year has also had a few reception teachers come into the preschool to visit the children attending their schools. This helps with the transition to school as the teacher can see the child playing in the preschool, talk to them and their key person gaining valuable information before they move on.
We held our sports day this year over on the far field. We had a great turn out of families who came along to cheer the children on. The children completed 4 races and some parachute games.
We also held our preschool trip this year. We visited Sandringham and we were fortunate enough to provide the trip free of charge to the families, by using he money the children raised on the welly waddle. We arrived at Sandringham and went straight to the play area, which the children enjoyed, then we went for a short walk where the children were given a scavenger hunt list and a bag to collect a selection of natural items they found. After the walk we all sat together to a picnic lunch and all the children had an ice cream. After lunch we did some ring games before returning to the coach. We had a lovely day with lots of positive comments.
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At the end of the year, we held our preschool graduation for all the children going off to school. We held it over on the far field and invited all children to attend. Most children and families attended. Each child had a small bag of activities to complete. We had a lovely day to celebrate and say goodbye to the children going off to school. We also said a very big thank you and goodbye to Diane Calvert who has worked at the preschool for the past 24 years, 15 of those as the manager.
Before the end of the year, we advertised for a relief worker and were very pleased to offer the position to India Bonnett.
Finally, I would like to say thank you to all the staff and committee for continuing to support the preschool, especially as we continue to adjust to the new normal of living with covid.
8. REVIEW AND RE-ADOPTION OF ALL POLICIES:
The following Preschool policies were adopted unanimously en-mass and will be reviewed in the coming year as necessary:
Policy Statement Health and Safety Summary Duties and Responsibilities of the Committee Health & Safety Officer Risk Assessment Summary Health & Safety Procedures First Aid Identification of Illnesses which justify exclusion from the Preschool Pandemic Policy Safety Check List Food All Weather Protection Outings Staffing and Employment Policy Safer Recruitment Policy Early Years Relief Practitioner Early Years Practitioner Early Years Deputy Manager Early Years Manager Induction of New Staff Member Induction Check List Training & Development Staff Support & Supervision Standards of Behaviour Professional Conduct Grievance Procedure Disciplinary Procedure Staff Declaration Student Placement Induction Click List – Student Registration Form Transition Policy Transition Parental involvement Role of the Key Worker Special Educational Needs and Disabilites (SEND) Equality and Diversity Compliance statement Fees & Charges
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Responsibilities of staff in an Emergency Equipment & resources Use of volunteers Making complaints known Data Protection Child Protection Safeguarding Looking after children Use of mobile phones, digital photography & social media Baby sitting Whistle Blowing
9. ANY OTHER BUSINESS
DC thanked everyone involved in her graduation and to committee members who are stepping down and presented flowers to IB and CWa.
10. DISSOLUTION OF EXISTING COMMITTEE AND ELECTION OF A NEW COMMITTEE
The existing committee was dissolved and the following people were elected to form the new committee:
| Elected Member | Nominated by | Seconded by |
|---|---|---|
| Abby Jenkins | India Bonnett | Claire Waring |
| Di Calvert | India Bonnett | India Bonnett |
| Gemma O’Brien | Di Calvert | India Bonnett |
| Will Wilson | Claire Waring | India Bonnett |
| Zoe Smith | India Bonnett | Abby Jenkins |
| Charlie Wood | India Bonnett | Abby Jenkins |
| Laura Cross | India Bonnett | Abby Jenkins |
| Mark Jordon | India Bonnett | Abby Jenkins |
| Danny Edwards | India Bonnett | Abby Jenkins |
New members passed their contact and registration details on to AJ and CW.
12. DATE OF NEXT COMMITTEE MEETING:
Tuesday 11[th] October 2022
CLOSE OF MEETING: 8.10pm
Signed __________
Date
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Beetley and District Pre-school Receipts and Payments Accounts For the Year Ended 31st August 2022
Beetle & District Pr&School Recei &Pa ments Account For The Year Ended 31st Au ust 2022 2022 2021 Recelpts Funding and Fees Refundable Deposts Red Fund Raising Clothing & Towels Beetley Bears Parent & Toddler (Net) 92.680 88,489 90 1,828 297 1,650 230 6.710 288 1,332 -595 100,416 92,584 Other Income Depostt Accounts Interest Donations R1Ved 128 1,533 128 1,534 100.544 94,118 Payments Wages New Building Works (Planning + Soliotots) Building and Maintenance Works Fund Raising Insuran Refreshments Equipment, crafts Equipmenustorage - Larger Expenses (detailed under Fundraising) 76,608 76,750 1,320 412 82 1,005 357 1.251 4,777 287 357 1.019 486 3,901 Electrioty Famity + Our School Apps Subscriptions & Fees Telephone Post, Stat, Adv, Apps & Comp Costs Photocopier Cleaning. Repairs & Renewals Water + Sewage Charges Rates Training Costs (net of NCC Grants) Staff Clothing ctothing - Unrforms and Polo Shirts 1,639 1,643 354 683 291 1.259 1.095 265 267 389 60 366 1,473 1,733 370 557 331 1,064 928 288 136 190 498 90,970 93.522 9.574 596 Finance Costs Audit Accounts 140 135 140 135 Nel Payments for the Year- Carried FoThvard 9,434 461
& District Pre-seho &Pa Continued For The Year En¢led 31* Au ust 2022 2022 2021 BaJanc8 Bought Forward Bank & Cash Balances as at 31.8.2021 cUrt AccLJunt D6posrt Account New Build Bardays A¢xount Cash In Hand 24.764 10,013 35.832 24.834 10.011 35.343 70 654 70.193 .088 70.654 Agreed By" Bank & Cash Batanees as at 31.&2022 Current Account Deposit AccoLFnt New Build Bardays AnI Cash In Hand 12,136 17.014 24,784 10,073 35,832 45 107 In accl>rdan wrth instructiS given to me. I tT8Vè be examllwd the bc¥)ks and recLbrds and prepa aoxunts to 31st August 2022 ftom Ihe accourthg recc¥ds. infomiation and ewanalions suppked. Dated 2nh September2022
Beetley & District Pre-school Analysis of Fund Raising - Year To 31st August 2022 Income Received Less Expenses Nett Profit Afternoon tea Amazon (Fundraising) Amazon Europe Amazon Smile Commission Ba 2 School Christmas Raffle and Bazaar Duck Race £394.50 £11.75 £36.31 £10.44 £40.00 £391.00 £2,081.31 £0. £0.00 £o.(x) £0.00 £0.00 £0.00 £155.00 £394.50 £11.75 £36.31 £10.44 £40.00 £391.00 £1,926.31 Flll Easy Fundraising Gre55enhall Fete onsored Walk Tesco for Charities Tree Festival Wreath Making £30.44 £107.50 £689.50 £750.00 £iio.00 £2,057.63 £6.710.38 £O.(l) £o.(J) £o.rJJ £o.cM) £12.55 £189.84 £30.44 £107.50 £689.50 £750.00 £97.45 £1,867.79 £6 352.99 £357.39 Nots- Laryer Equipment Expenses year ending 31.8.2021 Benth 860.00 Fridge/Freezer 239.99 Steam Cleaner ftir floors 159.98 Umberella 3.517.20 4.777.17
Beetley and District Pre-school Receipts and Payments Accounts For the Year Ended 31st August 2022
Beetle & District Pr&School Recei &Pa ments Account For The Year Ended 31st Au ust 2022 2022 2021 Recelpts Funding and Fees Refundable Deposts Red Fund Raising Clothing & Towels Beetley Bears Parent & Toddler (Net) 92.680 88,489 90 1,828 297 1,650 230 6.710 288 1,332 -595 100,416 92,584 Other Income Depostt Accounts Interest Donations R1Ved 128 1,533 128 1,534 100.544 94,118 Payments Wages New Building Works (Planning + Soliotots) Building and Maintenance Works Fund Raising Insuran Refreshments Equipment, crafts Equipmenustorage - Larger Expenses (detailed under Fundraising) 76,608 76,750 1,320 412 82 1,005 357 1.251 4,777 287 357 1.019 486 3,901 Electrioty Famity + Our School Apps Subscriptions & Fees Telephone Post, Stat, Adv, Apps & Comp Costs Photocopier Cleaning. Repairs & Renewals Water + Sewage Charges Rates Training Costs (net of NCC Grants) Staff Clothing ctothing - Unrforms and Polo Shirts 1,639 1,643 354 683 291 1.259 1.095 265 267 389 60 366 1,473 1,733 370 557 331 1,064 928 288 136 190 498 90,970 93.522 9.574 596 Finance Costs Audit Accounts 140 135 140 135 Nel Payments for the Year- Carried FoThvard 9,434 461
& District Pre-seho &Pa Continued For The Year En¢led 31* Au ust 2022 2022 2021 BaJanc8 Bought Forward Bank & Cash Balances as at 31.8.2021 cUrt AccLJunt D6posrt Account New Build Bardays A¢xount Cash In Hand 24.764 10,013 35.832 24.834 10.011 35.343 70 654 70.193 .088 70.654 Agreed By" Bank & Cash Batanees as at 31.&2022 Current Account Deposit AccoLFnt New Build Bardays AnI Cash In Hand 12,136 17.014 24,784 10,073 35,832 45 107 In accl>rdan wrth instructiS given to me. I tT8Vè be examllwd the bc¥)ks and recLbrds and prepa aoxunts to 31st August 2022 ftom Ihe accourthg recc¥ds. infomiation and ewanalions suppked. Dated 2nh September2022
Beetley & District Pre-school Analysis of Fund Raising - Year To 31st August 2022 Income Received Less Expenses Nett Profit Afternoon tea Amazon (Fundraising) Amazon Europe Amazon Smile Commission Ba 2 School Christmas Raffle and Bazaar Duck Race £394.50 £11.75 £36.31 £10.44 £40.00 £391.00 £2,081.31 £0. £0.00 £o.(x) £0.00 £0.00 £0.00 £155.00 £394.50 £11.75 £36.31 £10.44 £40.00 £391.00 £1,926.31 Flll Easy Fundraising Gre55enhall Fete onsored Walk Tesco for Charities Tree Festival Wreath Making £30.44 £107.50 £689.50 £750.00 £iio.00 £2,057.63 £6.710.38 £O.(l) £o.(J) £o.rJJ £o.cM) £12.55 £189.84 £30.44 £107.50 £689.50 £750.00 £97.45 £1,867.79 £6 352.99 £357.39 Nots- Laryer Equipment Expenses year ending 31.8.2021 Benth 860.00 Fridge/Freezer 239.99 Steam Cleaner ftir floors 159.98 Umberella 3.517.20 4.777.17