## **Beetley & District Preschool** 

## **- Commi2ee Mee4ng (2024 25 AGM)** 

## **Charity No: 1181636** 

## **Monday 07-10-2024** 

At Preschool mobile and virtually, via Teams, 7.30pm 

**PRESENT:** Abby Jenkins (AJ), Danielle Edwards (DE), Diane Calvert (DC via Teams), Charlie Woods (CW), Zoe Lawrence (ZL), Zoe Smith, (ZS) Charlie Woods, (CW), Will Wilson (WW), Laura Cross (LC) 

## **APOLOGIES:** 

**MATTERS ARISING FROM THE LAST MEETING:** previous AGM minutes need to be updated as there were some name missing from the attendees list (WW to look up and change on Governor Hub) 

## **MINUTES OF THE LAST MEETING:** 

The minutes were agreed and to be signed by LC, the chairperson. 

**WELCOME:** AJ welcomed everyone and LC chaired the meeting 

LC ran through the past years fundraising and committee efforts. 

Special thanks were given to Zoe Smith for her efforts in the committee and fundraising. Zoe will be stepping down from the committee this year and will be missed. 

A huge thank you was also said to Diane Calvert, DC was the former manager of the preschool and has stayed on the committee as treasurer, she will be leaving the committee and will be greatly missed. 

Zoe and DC have both extended an offer to help if needed in the future and can be contacted through their usual email. 

## **Chairmans report** 

_'m Laura and ive been the chair of the committee for the past year. Before I tell you about all the fundraising events we have run this year i'd like to say thank you to all the staff and to the committee members for everything they do. The preschool is such a special place. All the staff go above and beyond for every child that attends and I can't thank you enough for making their time here so special. And the preschool wouldn't here without the committee members who volunteer their time to fundraise and support the running of the preschool. SO thank you all so much._ 

_We have had a really busy year with fundraising events. We started the year with the pumpkin trail, which we are running again on this year on the 31st of october - so please all come along or help support. then we held the wreath making, Wellie Waddle, duck race and finally the quiz night. The events were really well attended despite some horrible wet weather during several events which was very unlucky. but all these events helped to raise around £4000 for the preschool._ 



_This money has gone towards a variety of different activities and items to support the preschool. for example, providing eggs and an incubator so the children could watch and learn about eggs hatching and money towards to preschool trip to church farm._ 

_There are lots of family members and friends who have also given up their time to help with the fundraising events this year and I'd like to thank them as well._ 

_finally, we have a few members of the committee stepping down this year - Zoe Smith who has been absolutely amazing at organising our fundraising events - you will be very missed! and Di calvert who ran the preschool for years stepping down in 2022 but stayed on as treasurer. She is now saying her final goodbye from the committee. Thank you so much for all that you have done for the preschool - which I know is huge amounts. you will be very missed._ 

## **SUPERVISOR’S REPORT** 

## _**Abigail Jenkins Supervisor**_ 

_Good evening and thank you for coming along to our AGM. We have had another great year at the Preschool. We welcome the year with a big change to the preschool. We took away 2-3 club and became a mixed aged Preschool, for children aged 2-4 years from Monday-Friday 8.30-4. We welcomed the year with 19 children, and this increased to 36 by the end of the year._ 

_We had several changes over the year, at Christmas Emma Ellis left the Preschool after more than 20 years, then at Easter Sarah Knights left after near 20 years. We were sad to see both Emma and Sarah leave, we then welcomed Toni Tinker, Kirstie Rayner and Lucy Tooke to the team as Early Years Practitioners and Chloe Ott as Early Years Relief Practitioner. India Bonnett completed her Level 3 in Early Years in May, and with Emma leaving, we had the position of Deputy Manager become available, which Hollie Durrant has stepped into._ 

_The library bus has visited throughout the year on a Thursday, those children in on Thursday’s were able to go onto the bus and choose new books for us to borrow which they would take home to share with families. We also borrowed two story sacks to use at carpet times with the children._ 

_We held 3 activity sessions during the year. All children and families were invited in for the themed morning or afternoon. We had a Christmas, Easter and Mindfulness as the themes. During these sessions we would read a story which was then followed by 3-4 activities based the theme. All sessions had a good number of families attend and feedback was good from parents._ 

_Key people held parent consultations in Autumn and again in Summer. Staff would invite their key children’s parents in for a chat where their child’s development would be discussed and how they are getting on at preschool. It gives the parents a chance to ask any questions they may have._ 

_To continue to support children’s development, we have been using the Wellcomm Speech and Language Toolkit, this helps to identify areas of support for children within their language development. We also had a Speech and Language Therapist in for a child to support their speech before they started school. Hollie and I also worked with another setting (child attended both) to support several areas of their development as both had some concerns before they also started school. During the year we had 2 children start with us that due to their needs required a one-to-one, Hollie and I felt without one-to-ones the children would not benefit much from_ 



_preschool. Both children have already made good amounts of progress in their development within the shop space of time they have been here. Breckland schools and community team also came in to visit, they provide information and support for us when required or we have concerns about a child. We focused on Ten Town again this year which is a numbers_ 

_resource that support children learning all about the numbers 1 to 10. Each number has a character with a story and song all about them that the children can learn and find out about._ 

_In October the children helped to make a Bluey Scarecrow for the Pensthorpe competition, we were very proud to have won the competition which resulted in us being able to take the children there on a trip, just before Christmas._ 

_Christmas time, we performed out Christmas nativity at Beetley Church and followed this with our Christmas party at the village hall, where Father Christmas came to visit us._ 

_During the year we had a few visits to the preschool that supported some of the themes we were exploring, these included, a tractor, a fire engine and a nurse. As well as the visits we had eggs kindly given to us from Dani, we watched these hatch into chicks. We had frog spawn that grew into tadpoles that was released into Charlie’s Pond and caterpillars that became butterflies which we released at Preschool. At Christmas time we took part in the Christmas Tree Festival again in Fakenham, this year our tree was the very Hungry Caterpillar, all children decorated bits of the fruit for the tree._ 

_During the Easter and Summer Holiday’s we had tidy up days at the preschool that committee and staff attended, these are a great way to keep the preschool looking tidy and give some areas some TLC._ 

_Throughout the year we have kept busy with lots of different themes and topics, some of these include all about me, pirates, autumn, Halloween, bonfire, Christmas, healthy me, storytelling, Chinese New Year, 30 days wild, pancake day, valentines day, world book day, mother’s day, father day, science week, planting, mindfulness, endangered animals and people who help up._ 

_We went on several outings round the village again last year, we visited the park, the woods and Gressenhall Museum._ 

_Towards the end of the year we celebrated with our sports day, encourage the children to work in team to win some races and have lots of fun all together. We went on our preschool trip to Church Farm in Stow Bardolph, and we had our Preschool Graduation for the 11 children going off to school._ 

_Throughout the year we have been running Beetley Bears and Beetley Buds and Blooms, Bears kept a regular number of families between 8-12 attending each week whilst Buds and Blooms fluctuated throughout the year some points with 7-8 families and other 2-3 families. In July Zoe Smith who ran Buds and Blooms for us said she was no longer able to run this due to personal_ commitments and unfortunately due to the fluctuating numbers we did not feel at the moment in time we would continue to run it. 

## **TREASURER’S REPORT (please see 2023/2024 accounts attached)** 

## **Diane Calvert** 

_Hopefully are all able to see a copy of the accounts for last year. If not please ask a member of staff at the end of the AGM. From the accounts you will see that last year was not a good year for the Preschool financially, we ended up making a loss of just over £7000.00. This was mainly_ 



_due the increase in minimum wage of just over 9%, meaning all staff wages had to go up by the same amount, the costs of employing new staff and an increase in the number of adults needed in each session due to the needs of the children attending._ 

_Lucky the Preschool had enough money in the funds to support this but the situation is not sustainable, which is why at the last committee meeting there were discussions about increasing the fees and maybe introducing additional costs for consumable products. This is a practice that is used by many early years settings as the money received for funded children is not enough to support settings but something in the past the preschool has tried very hard to avoid. I know the committee and staff are looking at the best solutions to maintain the preschool costs without having too much of an impact on the families attending._ 

_I will be stepping down from the committee tonight after over 26 years of being a part of the preschool in many different ways. It has been a hard decision to make but I feel I am unable to support Abby, Hollie and the rest of the team enough from a distance. I will continue to follow the progress of the preschool on Facebook and hope all of those who stay on the committee and those of you who join tonight get as much out of being involved in such a great preschool as I have over the years._ 

_I just want to finish by thanking all of those who were on the committee when I was manager and who have stayed on a continued supporting the preschool, your hard work and dedication is what helps the staff keep the preschool going._ 

## **Review and adoption of Policies (please see policy list attached)** 

The 2023/24 policies were agreed, and we will begin the review of 2024 /25 policies. 

## **Any other business** 

No information recorded. 

## **Dissolution of existing committee and election of new committee** 

The existing committee was dissolved 

The following people were nominated for future Committee positions to be confirmed at the next meeting. 

Laura Cross, Dannielle Edwards, Charlie Woods, Will Wilson 

It was confirmed that there were enough people to form the complete committee. 

LC then talked through the relevant roles for the future meeting. 

DC confirmed that there will be a handover from her to the next treasurer 

## **The meeting closed 8pm** 



**Date of next committee meeting 14/10/2024** 

## **Chair person ………………………………. (date …………….)** 




Beetley and District Pre-school
Receipts and Payments Accounts
For the Year Ended 31st August 2024

Beetlo
& District Pre-school
Recei
ts&Pa
ments Account
For The Year Ended 31st Au
ust 2024
2024
2023
Receipts
Funding and Fees
Refundablè Deposits Received (net)
Fund Ralsing
Clothing & Towels
Beetley B(gars
Buds and Bk)oms
94,541
176
4,743
179
655
40
81,221
160
6,278
216
575
115
100.335
88.565
Other Income
Deposll Accounts Interest
Donation8 Rooeiv8d
235
1,361
71
225
1,596
296
101,930
88,861
Payments
W8ges
Building and Maint#nancFs Works
Fund Raising
Insuranc8
Refreshments
Equlpment, crafts
Electricity
Famlly * Our School App8
SubsGrlptions & Fees
Telephone
Post, Slal, Adv, Apps & Comp Costs
Photocopier
Cleanlng. Repairs & Renewals
Water + Sewage Charges
NCC Lease (18 months to Sept.20231
Rent
Rale8
Traillln9 Costs + DBS
Trips (nett)
Clothing Uniforms and Polo Shirts
93,743
386
739
1,003
488
1,303
2,445
2,146
1,149
794
381
851
797
213
70,933
1.735
1,112
1,040
401
2.403
2.461
2,145
552
682
314
814
541
337
1,290
860
579
202
342
570
546
124
97
108,991
87,527
-7,060
Flnanco Costs
Audit Accounts
1,334
160
150
160
150
Net Payments for Ihe Year- Carrled Fonmard
-7,220
1,184

Beetle
& District Proschool
Recel ts & Pa
ments Account
Continue
For The Year Ended 313tAu ust 2024
2024
2023
Balanoe Bought Forward
-7,220
1,184
Bartk & Cash Balant¢¥ as at 31.8.2023
Current Account
D8posII Account
New Bulld Barclays Ac¢ount
Cash In Hand
13,312
17,086
50.832
12,136
17,01S
50,832
106
81.273
80,089
74,052
81.273
Agreed By-
Bank & Cash Balances as 4t 31.8.2024
Current A¢Gount
Dèposit Account
New Build Barclays A¢count
Cash In Hand
4,610
17.371
51,932
140
13.312
17,086
50,832
43
81,273
In accordance with inslru¢tlork$ g￿1 n to me. I have b$en examined the books and reGoTd5 and pr8pared
accounts to 31 st A(*gust 2023 from the accounting rgcords, information and explanallons suppllpd.
Datèd 9th Septpmber 2024
Mrs. Kathryn Porry

Beetl6y & District Pre-school
Analysls of Fund Raisin9 - Year To 31st August 2024
Income
Recelved
Less
Expenses
Nett
Profit
Bags to school
Cake sale
Christmas tree festiv81
Duck Race
Easy Fundraising
Halloween
Jazy media commission
Morrlsons-Book Table
Quiz
Welly waddle
Wreath Makin
£45.00
£39.50
£134.13
£1,430.30
£17.60
£364.00
£10.00
£350.67
£646.10
£272.00
£1,434.10
£4,743.40
£45.00
£39.50
£109.13
£1,197,69
£17,60
£278.00
Eio.00
£350,67
£411.20
£272.00
£1,274.10
£4 004.89
£25.00
£232.61
£86.00
£234.90
£160.00
£738.51

Beetley and District Pre-school
Receipts and Payments Accounts
For the Year Ended 31st August 2024

Beetlo
& District Pre-school
Recei
ts&Pa
ments Account
For The Year Ended 31st Au
ust 2024
2024
2023
Receipts
Funding and Fees
Refundablè Deposits Received (net)
Fund Ralsing
Clothing & Towels
Beetley B(gars
Buds and Bk)oms
94,541
176
4,743
179
655
40
81,221
160
6,278
216
575
115
100.335
88.565
Other Income
Deposll Accounts Interest
Donation8 Rooeiv8d
235
1,361
71
225
1,596
296
101,930
88,861
Payments
W8ges
Building and Maint#nancFs Works
Fund Raising
Insuranc8
Refreshments
Equlpment, crafts
Electricity
Famlly * Our School App8
SubsGrlptions & Fees
Telephone
Post, Slal, Adv, Apps & Comp Costs
Photocopier
Cleanlng. Repairs & Renewals
Water + Sewage Charges
NCC Lease (18 months to Sept.20231
Rent
Rale8
Traillln9 Costs + DBS
Trips (nett)
Clothing Uniforms and Polo Shirts
93,743
386
739
1,003
488
1,303
2,445
2,146
1,149
794
381
851
797
213
70,933
1.735
1,112
1,040
401
2.403
2.461
2,145
552
682
314
814
541
337
1,290
860
579
202
342
570
546
124
97
108,991
87,527
-7,060
Flnanco Costs
Audit Accounts
1,334
160
150
160
150
Net Payments for Ihe Year- Carrled Fonmard
-7,220
1,184

Beetle
& District Proschool
Recel ts & Pa
ments Account
Continue
For The Year Ended 313tAu ust 2024
2024
2023
Balanoe Bought Forward
-7,220
1,184
Bartk & Cash Balant¢¥ as at 31.8.2023
Current Account
D8posII Account
New Bulld Barclays Ac¢ount
Cash In Hand
13,312
17,086
50.832
12,136
17,01S
50,832
106
81.273
80,089
74,052
81.273
Agreed By-
Bank & Cash Balances as 4t 31.8.2024
Current A¢Gount
Dèposit Account
New Build Barclays A¢count
Cash In Hand
4,610
17.371
51,932
140
13.312
17,086
50,832
43
81,273
In accordance with inslru¢tlork$ g￿1 n to me. I have b$en examined the books and reGoTd5 and pr8pared
accounts to 31 st A(*gust 2023 from the accounting rgcords, information and explanallons suppllpd.
Datèd 9th Septpmber 2024
Mrs. Kathryn Porry

Beetl6y & District Pre-school
Analysls of Fund Raisin9 - Year To 31st August 2024
Income
Recelved
Less
Expenses
Nett
Profit
Bags to school
Cake sale
Christmas tree festiv81
Duck Race
Easy Fundraising
Halloween
Jazy media commission
Morrlsons-Book Table
Quiz
Welly waddle
Wreath Makin
£45.00
£39.50
£134.13
£1,430.30
£17.60
£364.00
£10.00
£350.67
£646.10
£272.00
£1,434.10
£4,743.40
£45.00
£39.50
£109.13
£1,197,69
£17,60
£278.00
Eio.00
£350,67
£411.20
£272.00
£1,274.10
£4 004.89
£25.00
£232.61
£86.00
£234.90
£160.00
£738.51