## **- Buckles and Bows Pre School Nursery Annual General Meeting** ## Wednesday 4[th] September 2024 7:30 pm held at the Nursery ## **Agenda** - **Opening remarks (Chair)** - **Apologies and list attendees – in person or via Zoom** - **Presentation of Annual Report (Chair)** - **Adoption of Annual Report** - **Adoption of Audited Accounts (2022 -2023)** - **Election of Trustees/Officers** - **Any Other Business** - **Closing remarks** Page **1** of **11** - **Opening remarks / Welcome (Chair)** - Welcome to the 2024/25 AGM of Buckles and Bows Charitable Incorporated Organisation - and thank you for attending, either in person or via Zoom. - In order for this meeting to be constitutionally binding we must have a minimum of 3 members present – at the time of writing we had 48 Family Memberships on role for this year with 19 of those new starters at sometime during this academic year. - **Attendees** - **Staff attendees** Louise Gough (Admin / minutes) Lisa Fuller (Manager) - **Apologies** - Minutes of the previous AGM were recorded and approved as a true and accurate record at the 1[st] general meeting of the now out-going trustees for 2023-24. Page **2** of **11** `o` **Presentation of Annual Report by Mike Quinlan (Chair)** This year we have adopted the Charity Commission standard format Annual report, which was distributed prior to the meeting to all current members and Trustees. I will read through, please save any questions for the end of the report. ## **Trustees’ Annual Report for the period** **From 1[st] September 2023 To 31[st] August 2024** **Charity name: Buckles and Bows Pre-School (CIO)** **Principal address: The grounds of Holy Family School, Ongar Hill, Addlestone KT15 1BP** **Charity registration number: 1182528** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|Development and education pf pre-school aged
children from 2 – 4 years old| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|Plan and provide a wide range of fun and
exciting learning opportunities following the
EYFS guidance, to meet children's individual
interests and needs, to enable them to build on
skills and experiences whilst learning through
their natural curiosity. Learning opportunities
take place indoors and outdoors. Observe and
record achievements and progress, share
/exchange information with parent/carer.| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|I confirm that the trustees have had regard
to the guidance issued by the Charity
Commission on public benefit and follow
the Pre School learning alliance model
constitution for child care providers| ## **Additional information (optional)** You may choose to include further statements where relevant about: Page **3** of **11** SORP reference We thank all the trustees and volunteers for their contributions throughout the year, without whose input the nursery would Para 1.38 cease to be Contribution made by volunteers We thank Lisa and all the staff for their fantastic work with the children throughout Other the academic year ## **Achievements and Performance** ||SORP
reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|We have continued to prepare the children in our
care to be in the best position they can be for
starting school once they complete their time at
Buckles and Bows.| Page **4** of **11** ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the
end of the period 23-24|Para
1.21|As at 27/0/24 the main account bank balance held at
HSBC Weybridge was £17,226.59. Outstanding payments
of c£3,300.00. To leave a starting balance for the year 24-
25 of c£13,900.00 in the main account. This gives us a
surplus in the period 23-24 of c£5,700.00 (yet to be
audited).| |Audited accounts for
the period Sept 22 –
August 23||Our accounts are audited around 9 months after the end of
each accounting period, in order to submit to the Charities
Commission. Our 22-23 audited accounts (copy available
for review) show turnover of £156,764 against expenditure
of £151,202 giving a surplus in the year of £5,563.00. So,
the year just finished, should conclude with a similar
surplus to 22-23. Whenever possible, after expenditure on
new resources, we transfer surplus to our reserve account.| |Statement explaining
the policy for holding
reserves stating why
they are held|Para
1.22|Reserves are held for three specific reasons;
1. Mandatory requirement to cover costs – mainly
redundancies in the unlikely event of having to
wind up the charity. These currently stand at
c£20,000
2. General contingency for unknown circumstances –
no specific amount
3. Sinking fund for replacement of our nursery building,
which is effectively a large temporary portable office
container that was repurposed c34 years ago.
Replacement would cost in the region of £250k, so we
are mindful of working towards a significant contribution
towards that at some stage, along with researching
potential options for 3rdparty funding.| |Amount of reserves
held|Para
1.22|Current reserves stand at £76,301.60, so we do need to
keep topping that up whenever we can, without distracting
from ensuring we have good quality resources for the
current cohort of children.| |Reasons for holding
zero reserves|Para
1.22|N/A| |Details of fund
materially in deficit|Para
1.24|N/A| |Explanation of any
uncertainties about the
charity continuing as a
going concern|Para
1.23|No known concerns about the continuity of the setting –
we have recently signed a new lease with the parish for
the grounds taking us to 2030, with earliest break 2027, so
as long as Surrey CC rates keep pace with covering costs,
we are in a strong position to continue providing our
service.| Page **5** of **11** ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|We operate under the Pre-school Learning
Alliance Model CIO Constitution for
Childcare providers| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|We are constituted as a Charitable
Incorporated Organisation, which
essentially means that the Trustees have
no personal liability for any debts.| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Trustees are selected from family members
or affiliate membership volunteering and
being voted on at this the AGM.
For the year 23-24 now ending, we had 5
family member trustees, and 4 affiliate
trustees as listed below.| **Names of the charity trustees who manage the charity** |1
2
3
4
5
6
7
8
9
10
11
12|**Trustee name**|**Office (if any)**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Family member (F)**
**or Affiliate**
**member (A)**| |---|---|---|---|---|---| ||Mike Quinlan|Chairperson|||A| ||Chris Turvill|Treasurer|||A| ||Anna King|Secretary||From January2024|F| ||Lauren Cann|Vice-Treasurer|||A| ||Anna Germany|General member /
Fundraising|||F| ||Rebecca Corrie|Ditto|||F| ||Lauren Barnes|Ditto|||F| ||Matt Dobson|Ditto|||F| ||Zoe Hall|Ditto|||A| ||||||| ||||||| ||||||| ||||||| |**Staff Members attending management meetings**|||||| |Lisa Fuller|||Manager||| |Louise Gough|||Administrator||| Page **6** of **11** ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** |**Signature(s)**
**Full name(s)**
**Position (eg Secretary,**
**Chair, etc)**
**Date**||| |---|---|---| ||Michael Quinlan|| ||

Chairperson|| ||29/08/2024|| ||29/08/2024|| There are no major decisions to make this evening, as far as I am aware other than voting in the new committee of trustees, so unless there are any questions, I would ask for a proposer and seconder to adopt the annual report ## **Any questions?** ## `o` **Adoption of Annual Report** Proposer __________________________________________________ Seconder______________________________________________ Vote – Show of hands from all Page **7** of **11** `o` **Adoption of Audited Accounts (2022 -2023)** The accounts for the year ending 31 August 2023 were distributed prior to the meeting, if anyone would like a hard copy let me know. The headline figures are as described in the annual report above – turnover of £156,764 with a surplus in the year of £5,563.00. If there are no questions, I put these forward for adoption. Any questions? `o` **Adoption of Accounts (2022 -2023)** Proposer _________________________________________________ Seconder__________________________________________________ Vote – Show of hands from all Page **8** of **11** ## `o` **Election of Trustees/Officers** Buckles and Bows is dependent on the committee of trustees, who volunteer their time to assist in the decision making and management tasks outside of the day to day caring for the children that Lisa leads, and the administrative tasks of fee collection and the like, that Louise our administrator is responsible for. The Trustee main tasks are – overall budgetary control, staff recruitment and setting of salaries, treasurer role of paying wages, bills etc. Maintaining the building and grounds, fundraising for and deciding on expenditure of funds for new equipment, supplies and activities for the children. To be perfectly honest, Chris the current Treasurer who has been in the role for 9 years and I the current Chair who started a year later than Chris pretty much have the main tasks under control, and having had a successful online based single fundraiser for the year that we intend to continue with this year (other than bags to school etc) there is not much we ask of the family members, but we do appreciate and encourage family member participation in the decision making and to bring fresh ideas to the table. We hold a Trustees committee meeting once every half term, other than that limited communication is needed and that is conducted by email or WhatsApp. Our constitution states that the minimum number of Trustees shall be 3 and maximum 12. From those elected, we will then need to elect a Chair, Treasurer and Secretary – who are the Officers. That can be done and roles agreed at the 1[st] committee meeting after this AGM. All members are eligible to stand for election as a Trustee, as a CIO there is no possibility of personal liability for the trustees in the unlikely event of the nursery folding. I am really pleased to say that six / seven of the current nine trustees have indicated their willingness to continue this year, subject to being voted in this evening. and it would be great if we had one or two (up to max 12) new faces to join us. I would like to take this opportunity to thank the current trustees for all their efforts throughout the year. Lauren Cann and Lauren Barnes are standing down as their children have now left, and they leave with our thanks for their contributions. Zoe Hall who has been involved in the nursery in one capacity or another for the last 10 or 11 years, and brings a wealth of experience and enthusiasm, has kindly said that she will stay on as a Trustee if needed, thank you Zoe. Page **9** of **11** Those that are interested and willing to carry on are; Myself (Chair) Chris Turvill (Treasurer) Zoe Hall Anna Germany Rebecca Corrie Anna King Matt Dobson ## **Staff members attending meetings** ; Louise Gough Lisa Fuller Ok, so unless there are any objections, I propose that we vote en bloc to elect the seven existing trustees listed above who are willing to continue, and any new or continuing members either present this evening or not present but have expressed an interest, who would like to join the committee of trustees? Is anyone else interested in joining our merry crew? List any new names; ## If we can have a show of hands **to vote in the new committee of trustees** . Vote – show of hands from all Page **10** of **11** - **Motions to be put to the AGM – anything raised by the members prior to the AGM that would have a significant effect on the setting.** ## Nothing raised prior to the meeting. - **Any Other Business** ## Anything raised? - Date for 1[st] Committee meeting at which various roles will be decided upon – suggesting **Wednesday 18[th] September.** - **Closing remarks – thanks for coming, and welcome to all our new members and their children.** Page **11** of **11** CHARITY COMMISSION FOR ENGLANO AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees BUCKLES & BOWS PRE-SCHOOL NURSERY On accounts for the year ended 31 AUGUST 2024 Charity no {If any) 1182528 Set out on pages I report to the trustees on my examination af the accounts of the above charity ("the Trust") for the year ended 3110812024. Responsibilltles and basis of report As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {'the Acl'l. I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicablè Directions given by the Charily Commission under section 145(5}(b) of Ihe Act. Independent I have completed my examination. l ¢onfirm that no material matters have examiner's statsment come to my attention in connection with the examination which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of Ihe Charities Act., or the accounts did not accord with th8 accounting records., or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulalions 2008 other than any requirement that Ihe accounts give a 'true and fair, view which is not a matter considered as part of an Independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this repart in order to enable a proper understanding of the accounts to be reached. Signed: Date: 2410412025 Name: LESLEY MA HALL OF LE MARSHALL & CO Relevant professional qualification{sl or body {if anyl: ACA Address: UNIT B1F FAIROAKS AIRPORT IER Oct 2018 CHOBHAM GU24 8HU Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts.. directions and guidan￿ for examiners). Glve here brief details of any items that the examiner wlshes to dlsclosa. NIA IER Oct 2018 BUCKLES AND BOWS PRE-SCHOOL NURSERY RECEIPTS AND PAYMENTS AGCOUNT FOR THE YEAR ENDED 31 AUGUST 2024 CHARITY NUMBER 1182528 2024 2023 RECEIPTS SthDoI fees Fund raising Unilotrn Trips Miscellaneous income Oeposil$ wcelverl Bank interest re¢eivod 167,985 1,186 298 580 151,254 3.328 254 954 100 1.416 171 666 S50 424 156,764 Total Recelpts PAYMENTS Dlrect nursery expondlture Staff 8xp8ndltur8 Wages Etnployefs Nl Contribu(￿n5 Pensions Training & DBS eheck8 Travel & sub&l$lon Reerullment 116,895 1,553 6,989 737 39 112,887 916 7.376 553 Total Staff Expgndlturo 126.214 121732 General Toys ancl book8 Uniform Trip$ Milk and snacks Pragènls Sub8cfiplions Consum8ble5 Donations 1.259 2.043 191 1,846 552 795 2,808 1,390 1,148 611 1,322 456 512 1,624 500 7,663 Total General E¥pendltur• Administratlon Salaritrs 8ookkeepln9 & accounlancy Pojl 8nd ièlephono Stationery Computer expen$eB Bsnk charges 8,760 1,604 557 710 2,222 126 13,979 7.753 1,383 823 1.201 1,109 98 EstablTrshment expen¥es Rent Insurance 5,2SO 1,154 1,291 174 1,e46 1.748 11.283 4,350 1,308 1,255 Cleanlng Prerni5es expenses Repairs and mointenance 1,721 9,540 Bulldlng furnlture and equlpment Mlscellaneous Ttstal Expendlture 160,949 151,202 EXCESS OF RECEIPTS OVER EXPENDITURE 10,816 S.S63 CHARITY COMMISSION FOR ENGLANO AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees BUCKLES & BOWS PRE-SCHOOL NURSERY On accounts for the year ended 31 AUGUST 2024 Charity no {If any) 1182528 Set out on pages I report to the trustees on my examination af the accounts of the above charity ("the Trust") for the year ended 3110812024. Responsibilltles and basis of report As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {'the Acl'l. I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicablè Directions given by the Charily Commission under section 145(5}(b) of Ihe Act. Independent I have completed my examination. l ¢onfirm that no material matters have examiner's statsment come to my attention in connection with the examination which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of Ihe Charities Act., or the accounts did not accord with th8 accounting records., or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulalions 2008 other than any requirement that Ihe accounts give a 'true and fair, view which is not a matter considered as part of an Independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this repart in order to enable a proper understanding of the accounts to be reached. Signed: Date: 2410412025 Name: LESLEY MA HALL OF LE MARSHALL & CO Relevant professional qualification{sl or body {if anyl: ACA Address: UNIT B1F FAIROAKS AIRPORT IER Oct 2018 CHOBHAM GU24 8HU Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts.. directions and guidan￿ for examiners). Glve here brief details of any items that the examiner wlshes to dlsclosa. NIA IER Oct 2018 BUCKLES AND BOWS PRE-SCHOOL NURSERY RECEIPTS AND PAYMENTS AGCOUNT FOR THE YEAR ENDED 31 AUGUST 2024 CHARITY NUMBER 1182528 2024 2023 RECEIPTS SthDoI fees Fund raising Unilotrn Trips Miscellaneous income Oeposil$ wcelverl Bank interest re¢eivod 167,985 1,186 298 580 151,254 3.328 254 954 100 1.416 171 666 S50 424 156,764 Total Recelpts PAYMENTS Dlrect nursery expondlture Staff 8xp8ndltur8 Wages Etnployefs Nl Contribu(￿n5 Pensions Training & DBS eheck8 Travel & sub&l$lon Reerullment 116,895 1,553 6,989 737 39 112,887 916 7.376 553 Total Staff Expgndlturo 126.214 121732 General Toys ancl book8 Uniform Trip$ Milk and snacks Pragènls Sub8cfiplions Consum8ble5 Donations 1.259 2.043 191 1,846 552 795 2,808 1,390 1,148 611 1,322 456 512 1,624 500 7,663 Total General E¥pendltur• Administratlon Salaritrs 8ookkeepln9 & accounlancy Pojl 8nd ièlephono Stationery Computer expen$eB Bsnk charges 8,760 1,604 557 710 2,222 126 13,979 7.753 1,383 823 1.201 1,109 98 EstablTrshment expen¥es Rent Insurance 5,2SO 1,154 1,291 174 1,e46 1.748 11.283 4,350 1,308 1,255 Cleanlng Prerni5es expenses Repairs and mointenance 1,721 9,540 Bulldlng furnlture and equlpment Mlscellaneous Ttstal Expendlture 160,949 151,202 EXCESS OF RECEIPTS OVER EXPENDITURE 10,816 S.S63