## **Codicote Pre-school (CIO) Annual General Meeting Agenda 07/11/2023** 1. Welcome and Introduction – Helen (Chair) Welcomed all and introductions were completed 2. Present & Apologies – Attendees – Helen Allum (Chair), Craig Bayliss (Secretary), Emily (Committee), Hayley Gray (Parent), Jo Cartwright (Parent), Amy Wilson (Staff - leader), Sara Stagg (Staff – Deputy), Georgia (Staff – room leader), Nicki Main (Staff – business/ admin), Ian McFarlan (Parish centre contact) & Dianne Main (Church representative) No apologies 3. Minutes of the last AGM (to be read and signed by the Chair on agreement) - No arising matter signed off by Helen Allum and Amy 4. Matters arising (from previous AGM minutes) - Helen Allum Sign and Sara signed 5. Members adopt setting constitution - Amy reviewed last year and it is available as hardcopy. Just need to upload to laptop and website – All present happy to continue to use early years alliance model constitution. (Amy or Helen to upload website) 6. Members agree and adopt reviewed policies (Adopt latest Early years Alliance policies) - Amy and Helen Signed off 7. Chair’s report - Tough financial year due to numbers, with more on this when we present the accounts, however staff have been amazing as always. The mock inspection by Herts for learning showed how strong the team are, how good children’s learning is and how effective we are as a setting. Well done and thank you to the team especially leader Amy and new deputy Sara 8. Leader’s report - - Successful year with the despite the low birthrate. Numbers were helped with the 6 children that did go up to nursery. - Annabel never replaced and Sara stepped up to take on the deputy role and is completing level 3 apprenticeship - Wooden house come from the added fund from closed nursery. - Additional learning toys purchased - Successful Mothers day, graduation, nativity, movie night and disco. - Moving forward number are steady for a typical autumn term - January coming with additional funding and possible 4 new starters - April new funding for working parents coming in for younger children (15 hours aged 2 plus). - Sara Level 3 should be complete by April 2024 - Mock Ofsted carried out and passed with couple of minor things highlighted by these were already noted and things implemented to fix. COMING UP - Fundraising photos, and Christmas raffle, - Children’s Xmas concerts if available 19[th] DEC 11.45 – 12.15 - ELF ON SHELF Xmas Party ## Baby and toddler session – Look into holding a baby and toddler session x 1 a week to network with parents prior to pre-school age to showcase. Staff happy to stay and help pack away. 9. Presentation of accounts - ## **Codicote Pre-School Summary of Receipts and Payments Account For the year ended 31 August 2023** |**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|**2023**
**£**
60,321
69,204|**2023**
**£**
20,010
26,301|**2022**
**£**
81,066
79,477|**2022**
**£**
18,424
26,298| |---|---|---|---|---| |||46,311
(8,883)||44,722
1,589| |||||| |||37,428||46,311| |||10,963
26,465||20,010
26,301| |||37,428||46,311| ## **Codicote Pre-School Income & Expenditure Account For the year ended 31 August 2023** |**Note**
**Income - unrestricted funds**
Fees
Grants
Net Fundraising Income – note 1
Donations & Gift Aid – note 2
Interest Received
**Total Income - unrestricted**
**Expenditure**
Staff Pay
Pension
Tax / NI
Training
Resources – note 2
Uniforms
Admin & Government Fees
Rent
Telephone & Internet
Premises
Advertising
Accounting
Insurance
**Total Expenditure**
**Surplus Income / (Excess Expenditure)**
note 3|**2022**
**2022**
**£**
**£**
24,022
33,026
40
3,068
164
60,321
54,563
857
1,641
491
4,395
51
70
5,477
384
73
100
348
754
69,203
(8,883)|**2021**
**2021**
**£**
**£**
33,572
47,464
451
0
3| |---|---|---| |||81,490
62,632
639
3,335
313
5,920
98
140
5,121
394
66
30
480
733| |||79,901
1,589| ## Note 1 fundraising summary. Most of the money raised in fundraising is done in cash & then used as petty cash to save on trips to the bank so the accounts don’t show accurately as we run on a cash basis. ||income|expenses|net|| |---|---|---|---|---| |T-shirts|£14.00|£0.00|£14.00|*Expenses £0 as bought in previous year| |Photography||||| |sessions|£174.00|£35.00|£139.00|| |Christmas||||| |nativity|£100.00|£0.00|£100.00|| |Mother's day|£73.50|£55.00|£18.50|| |Father's day|£52.50|£40.00|£12.50|| |movie night|£35.00|£30.00|£5.00|| |uv disco|£90.00|£20.00|£70.00|| |graduation/||||| |class photos|£195.00|£35.00|£160.00|| |End of term||||| |graduation &|||-|* agreed that fundraising from photos/ disco/| |party|£85.00|£264.00|£179.00|movie would be used to fund party & graduation| ||£819.00|£479.00|£340.00|| Note 2 – We bided for money from Thorley Preschool and received £3000. Spending was used as defined in our bid to pay for the new Wendy house, Tiny Mites, specific staff development & training activities. These costs are included under resources and staff training. ## Note 3 - The overspend was on staffing because of a low birth rate where the drop in numbers and grant/fees income wasn’t matched by staffing. Unfortunately the impact of the reduction in grants from county council only became apparent later on in our finance year due to Hertfordshire County Council over payments in August, September, October 2022 & January, February 2023 with corresponding claw backs later on in the year (no payments of grants amounting to approximately £13,000 10. Acceptance of accounts - Helen Allum and Amy Second 11. Any questions (should ideally be previously submitted) ## 12. Resignation of current committee ## No Resignations. 13. Nominations and election of new committee members and roles (Chairperson/ Treasurer/ Secretary/ fundraising) Helen Allum ( Chairperson) second by Amy Craig – Secretery Second by Helen Jo – Fundraising Craig, Emily, Jo, Hayley. Second by Amy – Nominated Committee. Emily - Parent Helen and Craig Affiliate member 14. Items for discussion/proposals (agreement of current PIP) - Continue with Tapestry for time being and agreement Pre-school Improvement Plan for next academic year 15. Date and time agreed for the first meeting of the new committee – - 6[th] of December 2023 - - Fundraising photos, and Christmas raffle, - Children’s Xmas concerts if available 19[th] DEC 11.45 – 12.15 - ELF ON SHELF Xmas Party ## Baby and toddler session – Look into holding a baby and toddler session x 1 a week to network with parents prior to pre-school age to showcase. Staff happy to stay and help pack away. 9. Presentation of accounts - ## **Codicote Pre-School Summary of Receipts and Payments Account For the year ended 31 August 2023** |**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|**2023**
**£**
60,321
69,204|**2023**
**£**
20,010
26,301|**2022**
**£**
81,066
79,477|**2022**
**£**
18,424
26,298| |---|---|---|---|---| |||46,311
(8,883)||44,722
1,589| |||||| |||37,428||46,311| |||10,963
26,465||20,010
26,301| |||37,428||46,311| ## **Codicote Pre-School Income & Expenditure Account For the year ended 31 August 2023** |**Note**
**Income - unrestricted funds**
Fees
Grants
Net Fundraising Income – note 1
Donations & Gift Aid – note 2
Interest Received
**Total Income - unrestricted**
**Expenditure**
Staff Pay
Pension
Tax / NI
Training
Resources – note 2
Uniforms
Admin & Government Fees
Rent
Telephone & Internet
Premises
Advertising
Accounting
Insurance
**Total Expenditure**
**Surplus Income / (Excess Expenditure)**
note 3|**2022**
**2022**
**£**
**£**
24,022
33,026
40
3,068
164
60,321
54,563
857
1,641
491
4,395
51
70
5,477
384
73
100
348
754
69,203
(8,883)|**2021**
**2021**
**£**
**£**
33,572
47,464
451
0
3| |---|---|---| |||81,490
62,632
639
3,335
313
5,920
98
140
5,121
394
66
30
480
733| |||79,901
1,589| ## Note 1 fundraising summary. Most of the money raised in fundraising is done in cash & then used as petty cash to save on trips to the bank so the accounts don’t show accurately as we run on a cash basis. ||income|expenses|net|| |---|---|---|---|---| |T-shirts|£14.00|£0.00|£14.00|*Expenses £0 as bought in previous year| |Photography||||| |sessions|£174.00|£35.00|£139.00|| |Christmas||||| |nativity|£100.00|£0.00|£100.00|| |Mother's day|£73.50|£55.00|£18.50|| |Father's day|£52.50|£40.00|£12.50|| |movie night|£35.00|£30.00|£5.00|| |uv disco|£90.00|£20.00|£70.00|| |graduation/||||| |class photos|£195.00|£35.00|£160.00|| |End of term||||| |graduation &|||-|* agreed that fundraising from photos/ disco/| |party|£85.00|£264.00|£179.00|movie would be used to fund party & graduation| ||£819.00|£479.00|£340.00|| Note 2 – We bided for money from Thorley Preschool and received £3000. Spending was used as defined in our bid to pay for the new Wendy house, Tiny Mites, specific staff development & training activities. These costs are included under resources and staff training. ## Note 3 - The overspend was on staffing because of a low birth rate where the drop in numbers and grant/fees income wasn’t matched by staffing. Unfortunately the impact of the reduction in grants from county council only became apparent later on in our finance year due to Hertfordshire County Council over payments in August, September, October 2022 & January, February 2023 with corresponding claw backs later on in the year (no payments of grants amounting to approximately £13,000 10. Acceptance of accounts - Helen Allum and Amy Second 11. Any questions (should ideally be previously submitted) 12. Resignation of current committee - No Resignations. CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examinerfs Report Report to tho t￿￿te members of CogiLoft On accounts for th• y•ar ond Ch•rity no (If any) 31 lof L3 IIqSL18 8et out on poges I report to the tTustses on my examinabon ofthe a¢ix)unts of the above d￿rIty llhe Trust") for the year ended R••ponslbllltlo5 and A5 the charity trusle8s of the TrusL you are rnsponslble for tho preparatv)n basls of r•port of the accounts in aCc￿danCe wth the requirements of the Chgrities Act 2011 ￿£t.>. I roport ￿ respect d my examination of the Trust's acc￿nts carried out under seCt￿n 145 of the 2011 Act and in carrying out my examinatron, I have follo1￿￿ the appllcable Diredions gNen by the Charity CommissK)n under seclion 145(5Xb) of the Acl Indepèndant I h8ve compklgd my examination. I confirm trot no material mattgrs hav8 examIne￿8 statement come io my attention (other than disclosed balow'l in eJJnnectk)n with thg 8xaminati￿ whK* gives me cause to beU8ve that In, any material aecountlr#J reG￿ts not kept in a￿(*danc0 th 8actw￿ 130 of the Aci or the ar￿Unts do not 8c¢crfd wilh the ac£ountlng rec)Jrd$ I have no concems ar¥J have ￿rne across no other matteTr in (x)nnoct*)n th tha examination to vknich attentK)n should bg dra¥m in order to onable a proper uThJerstandiTrJ ol tho accounts to be r9ached. Ple delgte the words in the brnck61ts rfthey do not appty. Slgn•d: Relgvant wofoulonal quallflcation{$l or body (if any): C4 IER October 2018 Section B Disclosure Onty comptete rf the exaMw￿rneed5 to hKJhlight matters of CA)ncem (see CC32, Inde￿ndent oyamination of c*arity accounts.. di￿110n$ and guidanc8 for examtner5). Give heyo brief dètslls of ary It¢m$ that tha oxaminer wIs1￿t0 disclose. October 2018