## **Codicote Pre-School AGM**
**Minutes of Annual General Meeting held on Monday 3[rd] October 2022 at 8pm at the Parish Centre.**
## **Welcome, Introductions & Apologies**
**Attendees:** Amy Wilson (Leader), Nicki Main (Business Manager), Helen Allum (In-coming Chair), Charlotte van der Welle (Secretary), Ian and Jan Macfarlane, Annabel Bredin, Sara Stagg, Georgia Allen, Lisa-Marie Wickes, Amy, Vlad (current parents)
**Apologies:** Emma Fleckney, Craig Bayliss, Charlotte Bliss, Stephen and Leanne Claydon, Emily Jones.
## **Minutes of the last AGM**
Proposed by Helen Allum Seconded by Amy Wilson
## **Matters arising (from previous AGM minutes) - None**
## **Members adopt setting constitution**
Pre-school Learning Alliance (now early years alliance)- Model CIO Constitution for Childcare Providers 2013
Constitution of a Charitable Incorporated Organisation with voting members other than its charity trustees.
The name of the Charitable Incorporated Organisation (“the CIO”) is Codicote Pre-School (CIO)
Proposed by Helen Allum Seconded by Amy Wilson
**Members agree and adopt reviewed policies** (Adopt latest Early Years Alliance automatically & annually updated policies and procedures)
Proposed by Helen Allum Seconded by Amy Wilson
## **Chairpersons Report**
Last AGM was March 2022 and this one is much sooner than normal as we had a shorter
reporting year so our finance year runs from 1st September to 31st August each year. So the meetings will be annually each October from now on. This should make reporting much easier at each meeting.
We have just finished our first year as a CIO under the new constitution which gives all our members (parents of our children & trustees) greater legal/financial protection. Apart from a new constitution, which is our charity governing document required by the charity commission for registration as a charity, there are no other changes to the way we run.
We've had a successful "normal" year with a very stable team with low staff turnover (1 member in 2 academic years)
Amy (pre-school leader) with support of Annabel (deputy) & the rest of the team have a clear vision and know what they're targeting to change over the next year. Through writing the clear pre-school improvement plan (PIP) each year & evaluate at the end of each year.
The numbers of children still looking good over the whole year where we have the usual dip in Autumn term (as most universally funded 3-year-olds attend Nursery school) and each Spring/Summer we reach capacity. The efforts of staff and the parish centre being flexible meaning we can extend times for breakfast/lunch/afternoon sessions to increase capacity as needed and is really appreciated.
Fundraising/ bidding for funds has been quite low so that's an area committee can really support in over the next year as we look at improving our outside provision in line with Herts advisor analysis and recommendations of our provision.
Committee has changed quiet a lot and as people's children have moved through the preschool but lovely to have a good number of volunteers, thanks you for your time and efforts.
CIO structure & committee minimum requirements trustees
## **Number of charity trustees**
- (1) There must be **at least three** charity trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a meeting of the charity trustees, or to appoint a new charity trustee.
- (2) The **maximum** number of charity trustees is **12** . The charity trustees may not appoint any charity trustee if, as a result, the number of charity trustees would exceed the maximum.
## **Appointment of charity trustees**
The charity trustees are appointed at the AGM of the charity to serve for two successive years and shall retire from office with effect from the conclusion of the second AGM following their appointment.
Any person who retires as a charity trustee at the annual general meeting or by giving notice to the CIO is eligible for reappointment. A charity trustee who has served for five consecutive terms may not be reappointed for a sixth consecutive term, but may be reappointed after an interval of at least one year.
– So we will need to big good buy and a huge thank you to Charlotte VW at the end of this meeting
Unlike previous constitution there are no official named roles, all trustees have equal responsibility to the charity commission.
However for simplicity I think it is easier to have named roles/ responsibilities which we will discuss further (we'll do election under points 12 & 13 on agenda )
## **Leaders Report**
## Current staffing
Heidi left us over the summer holidays and sara has replaced Heidi as a keyworker working 3 days a week
Annabel out of numbers whist quite to help with her SEN work and deputy duties
Kelly is doing lunch cover Monday and Tuesday
|Staff name|Position|Qualification|Current working
days|First aid|
|---|---|---|---|---|
|AmyWilson|Leader|Level 3|F/T|Yes|
|Annabel Breadin|Deputy
/keyworker|Level 3|F/T|Yes|
|Nikki main|Business/admin||4 DAYS|no|
|Sara Stagg|Keyworker|LEVEL 2|3 DAYS|Yes|
|Lisa Wickes|Keyworker|NNEB|F/T|Yes|
|Georgia Allen|Keyworker|Level 2|4 DAYS|Yes|
|JodieNichols|Bankstaff|NNEB|WHEN NEEDED|no|
|Helen gentle|Bank staff||WHEN NEEDED|no|
|KellyRichardson|Bank staff||2 DAY L/C COVER|No|
||||||
||||||
## Review of academic year 2021/22
We enjoyed another amazing successful year at pre-school, the children got to experience some lovely experiences some of our high lights were
1. Visit from Welwyn Garden fire station last November children loved firing the hose and siting in the fire engine and setting of the siren
2. Having tetra tykes visit fortnightly to get the children involved in physical activity and help develop PSE and Physical development.
3. Purchasing some lovely more natural outdoor equipment and sensory equipment.
4. Fundraising for graduation!!!! We held graduation on the hottest day on record and was lucky to be able to use the church to accommodate parents and family like always graduation is one of the biggest highlights that we can share with parents and family.
- Moving forward into 2022/23 we have some lovely ideas and plans for our Autumn term.
1. Continue to fundraise and to purchase new equipment to replace plastic furniture in garden
2. Support our current cohort of children with their C&L through music and movement with tiny mite sessions fortnightly (to speak with committee about how to fund this? £40.00 per session per fortnight £120 per half term maybe ask parents to pay half towards this at £1.50 per session on a Monday 11-11:30)
3. Visits from local police and fore station to support our topic of people who help us
4. Christmas nativity/concert in church to speak with Ian Jan and Phillip.
## Staff training
July 2022
Amy and Annabel completed annual DSL training that is compulsory with HFL
September 2022
All staff did their safe guarding and refresher course on educate on safe guarding and prevent
Annabel completed her first aid that has run out
Amy and Annabel did a free course via HFL on supporting children and staff
Staff had their supervisions during week 26/09/22 where training was discussed to tailor staffs interests and needs
Also possibility off apprenticeship for current staff some staff are keen to either further there qualification or to train to become qualified.
Sara is currently level 2 an would like to become level 3.
Both Helen G and Kelly our bank staff are keen to do a level 2 apprentice through work.
## **Presentation of accounts**
## **Codicote Pre-School**
## **Summary of Receipts and Payments Account For the year ended 31 August 2022**
|**Capital Account**
**Balances Brought Forward**
Current Account
Savings Account
Total Income – Unrestricted
Total Expenditure
**(Excess) of Expenditure over Income**
**Total Capital – Unrestricted Funds**
**Represented by Bank Accounts**
Current Account
Savings Account|**2022**
**£**
81,066
79,477|**2022**
**£**
18,424
26,298|**2021**
**£**
68,783
62,146|**2021**
**£**
11,795
26,290|
|---|---|---|---|---|
|||44,722
1,589||38,085
6,637|
||||||
|||46,311||44,722|
|||20,010
26,301||18,424
26,298|
|||46,311||44,722|
## **Codicote Pre-School Income & Expenditure Account For the year ended 31 August 2022**
|**Note**
**Income - unrestricted funds**
Fees
Grants
Net Fundraising Income
Donations & Gift Aid
Interest Received
**Total Income - unrestricted**
**Expenditure**
Staff Pay
Pension
Tax / NI
Training
Resources
Uniforms
Admin & Government Fees
Rent
Telephone & Internet
Premises
Advertising
Fundraising
Accounting
Insurance
Business Administration
**Total Expenditure**
**Surplus Income / (Excess Expenditure)**|**2022**
**£**
33,572
47,464
27
0
3|**2022**
**£**
81,066
1,589|**2021**
**£**
16,153
49,895
935
1,792
8|**2021**
**£**|
|---|---|---|---|---|
||62,632
639
3,335
313
5,090
98
140
5,121
394
66
30
406
480
733
0||45,291
92
1,474
680
3,196
0
474
4,955
451
1,137
65
1,279
719
2,333|68,783|
||79,477|||62,146
6,637|
## **Notes**
Does not include initial transfer of assets **(£44802.41 on 1/9/2021)** from unincorporated to CIO (as this wouldn’t change income/ expenditure would make it look surplus very skewed and we are taking advice on the best way to report to charity commission)
Larger resource spend because;
- Tesco Grant received in last finance year and approximately half spent this year & half last
-Investment of funds raised in garden so children could benefit ASAP
- requirement to buy new leaders laptop & printer
- Invested additional SEN/ pupil premium funding in resources for children
Fundraising income & expenditure coded wrong (e.g. income often gets coded as parent fees & expenditure under resources – see table for breakdown)
Fundraising Sept 2021 - Sept 2022
Fundraising Sept 2021 - Sept 2022
||income|expenses|net||
|---|---|---|---|---|
|||||*expenses £0 as bought in|
|T-shirts|£70.00|£0.00|£70.00|previous year|
||£260.0||£225.0||
|Photography sessions|0|£35.00|0||
||£115.0||£115.0||
|Christmas raffle|0|£0.00|0||
||£146.5||||
|Graduation & Party|0|£139.00|£7.50||
||£103.0||||
|Mother's day|0|£90.00|£13.00||
|Father's day|£60.00|£40.00|£20.00||
||£180.0||||
|End of term party|0|£180.00|£0.00||
||£934.5||£450.5||
||0|£484.00|0||
**Acceptance of draft accounts vote** (if there are major changes to accounts not listed in notes then they will be voted on again by committee)
Proposed by Helen Allum
Seconded by Amy Wilson
## **Any questions** (should ideally be previously submitted) **No Questions**
## **Resignation of current committee**
Emma Fleckney
Stephen and Leanne Claydon
Sara Clarke
Charlotte van der Welle
Cara Wells
## **Continuing**
Craig Baylis
Charlotte Bliss
Emily Jones
## **Nominations and election of new committee members**
Nominations (from person) & vote (by members present)
## **Helen Allum - Chairperson**
From the constitution “at least two thirds of the charity trustees shall normally at the time of election be family members. In the event that this figure cannot be achieved however, the CIO may elect affiliate members to make up the balance of the charity trustees”
Roles (to make running easier and to channel enquires)
Chairperson – Chairs meeting main point of contact for committee for staff or parents ect
Treasurer – Signs off on spends (CIO required to have two signatures), point of contact for bookkeeper/ business reports and passes on information to committee.
Secretary - responsible for keeping minutes and circulating agendas prior and minutes after a meeting
Fundraising – keeps and overview of annual activities. Organises activities / supports staff where required
## **Items for discussion/proposals (agreement of current PIP)**
Amy Wilson detailed the current Pre-School Improvement Plan. Insufficient committee members present to vote.
## **Date and time agreed for the first meeting of the new committee**
(Suggested Monday 7th November 2022 @8pm venue TBC)
## **Presentation of accounts**
## **Codicote Pre-School**
## **Summary of Receipts and Payments Account For the year ended 31 August 2022**
|**Capital Account**
**Balances Brought Forward**
Current Account
Savings Account
Total Income – Unrestricted
Total Expenditure
**(Excess) of Expenditure over Income**
**Total Capital – Unrestricted Funds**
**Represented by Bank Accounts**
Current Account
Savings Account|**2022**
**£**
81,066
79,477|**2022**
**£**
18,424
26,298|**2021**
**£**
68,783
62,146|**2021**
**£**
11,795
26,290|
|---|---|---|---|---|
|||44,722
1,589||38,085
6,637|
||||||
|||46,311||44,722|
|||20,010
26,301||18,424
26,298|
|||46,311||44,722|
## **Codicote Pre-School Income & Expenditure Account For the year ended 31 August 2022**
|**Note**
**Income - unrestricted funds**
Fees
Grants
Net Fundraising Income
Donations & Gift Aid
Interest Received
**Total Income - unrestricted**
**Expenditure**
Staff Pay
Pension
Tax / NI
Training
Resources
Uniforms
Admin & Government Fees
Rent
Telephone & Internet
Premises
Advertising
Fundraising
Accounting
Insurance
Business Administration
**Total Expenditure**
**Surplus Income / (Excess Expenditure)**|**2022**
**£**
33,572
47,464
27
0
3|**2022**
**£**
81,066
1,589|**2021**
**£**
16,153
49,895
935
1,792
8|**2021**
**£**|
|---|---|---|---|---|
||62,632
639
3,335
313
5,090
98
140
5,121
394
66
30
406
480
733
0||45,291
92
1,474
680
3,196
0
474
4,955
451
1,137
65
1,279
719
2,333|68,783|
||79,477|||62,146
6,637|
## **Notes**
Does not include initial transfer of assets **(£44802.41 on 1/9/2021)** from unincorporated to CIO (as this wouldn’t change income/ expenditure would make it look surplus very skewed and we are taking advice on the best way to report to charity commission)
Larger resource spend because;
- Tesco Grant received in last finance year and approximately half spent this year & half last
-Investment of funds raised in garden so children could benefit ASAP
- requirement to buy new leaders laptop & printer
- Invested additional SEN/ pupil premium funding in resources for children
Fundraising income & expenditure coded wrong (e.g. income often gets coded as parent fees & expenditure under resources – see table for breakdown)
Fundraising Sept 2021 - Sept 2022
Fundraising Sept 2021 - Sept 2022
||income|expenses|net||
|---|---|---|---|---|
|||||*expenses £0 as bought in|
|T-shirts|£70.00|£0.00|£70.00|previous year|
||£260.0||£225.0||
|Photography sessions|0|£35.00|0||
||£115.0||£115.0||
|Christmas raffle|0|£0.00|0||
||£146.5||||
|Graduation & Party|0|£139.00|£7.50||
||£103.0||||
|Mother's day|0|£90.00|£13.00||
|Father's day|£60.00|£40.00|£20.00||
||£180.0||||
|End of term party|0|£180.00|£0.00||
||£934.5||£450.5||
||0|£484.00|0||
CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examinerfs
roport on the accounts
Section A
Independent Examineffs Rèport
Rèport to the trustee
membern of
ODICa7E PAE-SCFIooL
31 108 120
On accounts for the year
ondod
Charlty no
Ilf any)
119Stsig
Set rxrt on pag•8
I report lo the Iruslees on my examination of the accounts of the above
tharty llhe Trusfi for the year ended
R••pon•lbllltl•• and tho charity tnJstees of the Trust. you arè reSpsibl for th9 preparatlon
ba•li of r•p¢rt ofthe accounts in awrdance wlth th& requirements of the Charities Ac
2011 ITh Arf
I report in respect of my examination of the Trust's accounts carrled out
undeT section 145 of the 2011 Act armtt in carying out my examination, I
have folk)wed the appllcat4e thr8Ctions gtvan by the Charity Commission
under section 145(5Xbl of the
I have completed my èxamination. I confim Ihal no mal61ial matter8 have
c¢)me to my attention (other than that dlsclosed b8low") in connection
the èxamination whlch gr$ me caus& to believe that in, any material
r08PgCt.'
accntir r6cxwd8 nol kepl In X08nce with sn 130 of
the Act
Ihe a(xounts do not wrth the aettsJr)tsng rwd$
I have no c4)ncems and hav8 come arsS no oihef matters in connection
th the examination lo lch attention should ba drawn in order lo enabl8 a
propgr understanding of th8 accounts to be reach8d.
. Please d
e the words in the brnck6ls rflhey do not apply.
Independent
examin8rf8 8tat•m•nt
Slgned:
Nam•:
Relevant proksBlonal
quallfication(s) or body
(if any):
(E. l
Address:
IER
October 2018
Section B
Disclosure
Onty eomplete rf the examinr needs to hhJhlight matters of concem {see CC32,
Ind8pendent oxaminathjn of c*wity a¢cwnts.' diwtM)ny and guidance for
examin8r3).
Glve hore brlef detalls of
any items that the
examinor wishes to
dis¢los•.
IER
October 2018