## **Middle Barton Preschool Minutes AGM – Monday 28[th] September 2020**
## **Present:**
_Lydia H, Kirsty N, Laura H, Katie B-G, Arista M, Kelly P, Caroline K, Lee ann O, Emma F, Karen McP, Rachel V, Liz C, Sally B, Craig M, Racheal G, Vicky W, Lauren R, Michael H, Linda H, Deborah R, Keryl M, Gill C, Wendy D, Gill T (Via Zoom)_
## **Apologies:**
_Vic C, Amy H, Karen McG, Carol D_
## **1. Chairperson annual report:**
Lydia confirmed with staff and trustees they were happy to sign off last year’s minutes – agreed.
Lydia went on to say that it had been an unusual year due to the Covid-19 pandemic, and thanked the staff for their commitment to the children and all their help during lockdown, keeping the preschool available to those that needed it.
Because of this unfortunately fundraising has been very difficult and this will be an area that needs to be focused on in the future, working alongside government restrictions.
There has been no change to fees.
Lydia thanked the current committee and gave thanks to the new members that have stepped forward to take over.
## **2. Annual safeguarding report**
This has been complete.
## **3. Presentation and adoption of the preschool audited accounts.**
Please see attached the financial summary for the year that Deborah has completed, if you have any queries please let her know.
It had been predicted in the last budget that the preschool would be in a financial deficit of £3000 in the last year, but the final figure was £1000 deficit, as the
preschool has benefited from the continuing government funding for children and staff.
The numbers for the forthcoming year are low, so it is difficult to forecast for the next year.
However, with the numbers being lower, the staff hours will be reduced, and with business rates not being charged due to current government guidelines this should help financially, with addition to the age of starting preschool changing to 2 year old, should also help with income.
The building works have been carried out, and this has come out the building funding.
Michael H confirmed the building had been treated with the original material, which should last 5-7years, and the 2 end panels of the building needed to be treated annually.
Deborah just reiterated about being mindful of fundraising but realistic with the present covid situation.
## **4. Adoption of the preschool policies (including updates) 2020-21**
All policies are up to date and available on the website. Currently we are unable to allow people into the lobby which is where they are displayed, so pleased guide people to the website if they would like to look at them.
## **5. Election of the new committee for 2020/21**
Kelly P, Vicky W, Caroline K, Karen McG, Liz C, Sally B, Craig M, Lauren R, Racheal G
Linda H - Proposed
Gill C - Seconded
## **6. AOB**
Lydia H – Wanted to thank Michael H and Carol D for arranging, and supervising the building repairs, the committee appreciated your time and efforts put into this. Everyone is really pleased with the result, the company that was chosen did an excellent job.
Gill C – Wanted to thank the NEW committee for helping get all their paperwork and forms filled in so they are up and running for the start of the new school year – well done everyone and well done Gill.
Deborah R – John Madden has looked over the accounts for preschool, he is happy they all look correct, previously he has been given a gift for helping – discussed maybe a bottle of wine.
Arista M/Lydia H – Arista wanted to make sure the new committee had all the spread sheets that Vic had previously done for events, as a lot of time and effort has gone into them, so they should continue to benefit preschool (Please see
attached notes). Lydia confirmed that the committee need to hand over their roles to the new committee, this can either be written information or a small meeting (Social distancing aware). Arista and Vic had also purchased a card payment machine, that had been useful in many events, especially the Christmas fayre/light turn on. Kirsty has the instructions for this and will pass them on to a member of the new committee.
Michael H – The Barton Bus has raised good funds with the use of gift aid, Michael feels this should be investigated, especially if the government are giving extra support during this time. This can be claimed annually/biannually. Michael is concerned if we leave it too long, that we will miss out on potential money that we could receive back from previous years. Michael also feels that someone should take responsibility for this, as with the committee changing frequently this is something that can often get overlooked but could potentially be a good income without doing extra fundraising.
Kelly P – Mentioned the use of Amazon smile, all people need to do is sign up and then when they log an order the charity would get 0.5% of the order.
Lydia – Suggested as it is difficult to fundraise during the current situation it may be worth looking into a just giving page.
Karen McP – Would like to thank the old committee, especially for sorting the staff pay and finances during the difficult time in lockdown.
## **NEXT AGM MEETING – JUNE 16[th ] 2021**
|||||**Middle Barton Pre-School**|**Middle Barton Pre-School**|**Middle Barton Pre-School**|**Middle Barton Pre-School**|**Middle Barton Pre-School**|**Middle Barton Pre-School**|**Middle Barton Pre-School**||
|---|---|---|---|---|---|---|---|---|---|---|---|
|||||||||||||
|||||**Budgeted Income and Expenditure for the year 01 April 2020 to 31 March 2021**||||||||
|||||||||||||
|||||||||||||
||||**Income**|**Budget 2019-**
**2020**|**Actual 2019-**
**2020**|**Variance**||**Full year Budget**
**2020-21**||Notes||
||||Fees|54,912.02
£|57,193.00
£|2,280.98
£||44,135.00
£||||
||Fundraising|||4,750.00
£|5,475.00
£|725.00
£||980.00
£||||
||Donations|||-
£|111.00
£|111.00
£||-
£||||
||Bank Interest|||840.00
£|840.00
£|-
£||840.00
£||||
||Contingency
Surplus of Income|||1,196.00
£|1,196.00
£|-
£||-
£||||
||Building fund|||||||6,325.00
£||pay for summer 2020 work||
||LWT|||112.00
£|232.00
£|120.00
£||-
£||||
||Furlough|||||||4,900.00
£||||
||**TOTAL INCOME**|||61,810.02
£|65,047.00
£|3,236.98
£||57,180.00
£||||
|||||||||||||
|||||||||||||
|||**Expenditure**||||||||||
|||Salaries||52,733.86
£|53,721.00
£|987.14
£||42,975.00
£||||
|||Training||300.00
£|70.00
£|(230.00)
£||100.00
£||||
|||Subscriptions||200.00
£|510.00
£|310.00
£||200.00
£||||
|||Land Rent||500.00
£|500.00
£|-
£||500.00
£||||
|||Rates||1,108.80
£|1,109.00
£|0.20
£||||Will not incur any rates this year||
||Repairs/ Building
Maintenance|||1,800.00
£|1,221.00
£|(579.00)
£||6,825.00
£||||
||Insurance -
Building &
Contents|||2,442.08
£|4,895.00
£|2,452.92
£||2,500.00
£||||
||Toys|||480.00
£|112.00
£|(368.00)
£||100.00
£||||
||Materials &
Supplies|||1,848.70
£|1,403.00
£|(445.70)
£||700.00
£||||
||Outings & Parties|||221.00
£|226.00
£|5.00
£||100.00
£||||
||Water|||120.00
£|59.00
£|(61.00)
£||60.00
£||||
||Trade Waste &
Septic Tank|||384.00
£|244.00
£|(140.00)
£||384.00
£||||
||Electricity|||1,320.00
£|1,450.00
£|130.00
£||1,400.00
£||||
||Telephone|||648.00
£|744.00
£|96.00
£||660.00
£||||
||Building Fund|||-
£|-
£|-
£||-
£||||
||Reserve Fund|||840.00
£|840.00
£|-
£||840.00
£||||
|||||||||||||
||**Total Expenditure**|||**64,946.44**
**£**|67,104.00
£|2,157.56
£||**57,344.00**
**£**||||
|||||||||||||
||**Surplus of**
**Income over**
**Expenditure**|||**(3,136.42)**
**£**|(2,057.00)
£|1,079.42
£||**(164.00)**
**£**||||
|||||||||||||
|||||||||||||
|||||||||||||
|||||||||||||
**MIDDLE BARTON PRE-SCHOOL**
## **INDEPENDENT EXAMINER'S REPORT**
## **Independent examiner's report on the accounts**
Report to the trustees for the year ended 31 March 2021 on the accounts set out on pages 2-6
## **Respective responsibilities of Trustees and Examiner**
The Trustees are responsible for the preparation of the accounts, and they consider that an audit is not required for this year (under section 144(2) of the Charities Act 2011 (The 2011 Act)) and that an independent examination is needed. It is my responsibility to
- examine the accounts (under section 145 of the 2011 Act);
- follow the procedures laid down in the General Directions given by the Charity Commissioners (under Section 145(5)(b) of the 2011 Act; and
- state whether particular matters have come to my attention
## **Basis of independent examiner's statement**
My examination was carried out in accordance with the General Directions given by the Charity Commissioners.
An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the Trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently I do not express
an audit opinion on the accounts.
## **Independent examiner's statement**
In connection with my examination, no matter has come to my attention
- a) which gives me reasonable cause to believe that in any material respect the requirements
- to keep accounting records in accordance with section 130 of The 2011 Act; and
- to prepare accounts which accord with the accounting records and comply with the accounting requirements of The 2011 Act
have not been met; or
- b) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
## **Signed:**
**Dated: 1/12/21**
John Madden Home Farm, South Street, Middle Barton, Oxon OX7 7BU
## **MIDDLE BARTON PRE-SCHOOL**
## **STATEMENT OF FINANCIAL ACTIVITIES (incorporating Income & Expenditure Account) for the year ending 31 March 2021**
|**INCOME**
Donations and similar income
**1**
Activities in furtherance of the Charity's objectives
**2**
Fundraising
**3**
Other income
**TOTAL INCOME**
**EXPENDITURE**
Costs of generating funds:
Fundraising & Publicity
**4**
Charitable expenditure:
Management & admin
**5**
Government JRS
**5**
Depreciation
**6**
**TOTAL EXPENDITURE**
**MOVEMENT IN TOTAL FUNDS FOR THE YEAR**
(net Income/Expenditure for the year)
**TOTAL FUNDS AT 1 APRIL 2020**
**TOTAL FUNDS AT 31 MARCH 2021**|**£**
**48**
**61,483**
**3,582**
**65,113**
**610**
**60,974**
**-4,803**
**8,866**
**65,647**
**-535**
**224,561**
**224,027**
**Year ended**
**31 March 2021**|**£**
**111**
**60,440**
**8,840**
**Year ended**
**31 March 2020**|
|---|---|---|
|||**69,391**|
|||**3,592**
**65,814**
**8,866**|
|||**78,272**|
|||**-8,880**
**233,442**
**224,561**|
**MIDDLE BARTON PRE-SCHOOL**
## **BALANCE SHEET for the year ending 31 March 2021**
|**FIXED ASSETS**
Tangible Fixed Assets
**7**
**CURRENT ASSETS**
Cash at bank and in hand
Debtors and Prepayments
**8**
Stock in hand
**9**
**CREDITORS**
amounts falling due within
one year:
**10**
**NET CURRENT ASSETS**
**NET ASSETS**
**CHARITY FUNDS**
General Funds|**124,207**
**100,320**
**0**
**0**
**500**
**99,820**
**224,027**
**224,027**
**Year ended**
**31 March 2021**|**Year ended**
**31 March 2020**|**Year ended**
**31 March 2020**|
|---|---|---|---|
|||£
£
**133,073**
**89,036**
**2,453**
**0**
**0**
**91,489**
**224,561**
**224,561**||
|||||
||||**224,561**|
|||||
||||**224,561**|
**MIDDLE BARTON PRE-SCHOOL**
## **Notes to the Accounts for the year ending 31 March 2021**
|||**Year ended**|**Year ended**|
|---|---|---|---|
|||**31 March 2021**|**31 March 2020**|
||||**£**|
|**1**|**DONATIONS**|47.62|111.00|
|**2**|**INCOME FROM ACTIVITIES IN FURTHERANCE OF THE CHARITY'S OBJECTIVES**|||
||Fees & OCC payments|60,179.98|57,193.14|
||Outings|0.00|219.30|
||Little Wild Things|480.00|2,008.00|
||Interest|823.27|1,019.47|
|||**61,483.25**|**60,439.91**|
|**3**|**FUND RAISING EVENTS**|||
||100 Club|452.07|547.00|
||Bags|0.00|10.00|
||Advent Trail|73.84||
||Christmas Bazaar||2,654.93|
||Christmas Light||128.20|
||Easter Party|126.37|412.00|
||Leavers' Ball|0.00|502.00|
||Feb Fit|135.00|183.22|
||Jam|104.00||
||May Day|0.00|2,479.50|
||Monsters Ball|0.00|580.50|
||Potato Night|740.00||
||Photos & Videos|0.00|41.85|
||Santa's Sleigh|1,219.17|895.20|
||Sponsored Run|0.00|347.90|
||Sweatshirts|68.00|58.00|
||Obstacle Course|663.50||
||**Income from Fund-raising:**|**3,581.95**|**8,840.30**|
## **MIDDLE BARTON PRE-SCHOOL**
## **Year ended Year ended 31 March 2021 31 March 2020**
|**4**
**FUND RAISING & PUBLICITY EXPENDITURE**
100 Club
Christmas Bazaar
Christmas Light
Easter Party
Leavers' Ball
May Day
Monsters Ball
Santa's Sleigh
Feb Fit
Supper Evenings
Sweatshirts
Other fundraising events
**5**
**Fund-raising expenditure:**
**PRE-SCHOOL EXPENDITURE**
Wages & N.I.
Government JRS
Training
Land Rent
Equipment, material & goods
Insurance
Repairs & maintenance
Utilities
Toys
Outings & parties
Little Wild Things
Telephone
Rates
Professional Fees
**6**
**MISCELLANEOUS EXPENSES**
Depreciation
Trading activities|140.00
0.00
£0.00
120.00
296.00
53.96
**609.96**
46,347.72
-4,802.78
275.00
500.00
1,259.08
2,452.65
7,261.19
1,371.23
432.81
0.00
96.00
562.44
0.00
416.21
**56,171.55**
8,865.88
**8,865.88**|250.00
871.04
£315.09
336.25
£245.65
774.98
351.16
447.60
0.00
0.00|
|---|---|---|
|||**3,591.77**|
|||53,720.72
0.00
70.00
500.00
1,437.41
2,442.08
1,221.28
1,753.01
111.62
339.00
1,776.00
743.67
1,108.80
590.34|
|||**65,813.93**|
|||8,865.88|
|||**8,865.88**|
## **MIDDLE BARTON PRE-SCHOOL**
## **7**
## **TANGIBLE FIXED ASSETS**
|**Land & Buildings**
**Cost**
at 1 April 2020:
221,646.92
Additions
0.00
At 31 March 2021:
**221,646.92**
**Depreciation**
at 1 April 2020:
88,574.24
Charge for the period
8,865.88
At 31 March 2021:
**97,440.12**
**Net Book Value**
at 1 April 2020:
**133,072.68**
At 31 March 2021:
**124,206.80**
**8**
**DEBTORS & PREPAYMENTS**
Unpaid fees
Land Rent
Insurance
**9**
**STOCK**
**10**
**CREDITORS**
**Amounts falling due within one year**
Accruals and deferred income
Buildings costs
Land Rent|**Land & Buildings**
**Cost**
at 1 April 2020:
221,646.92
Additions
0.00
At 31 March 2021:
**221,646.92**
**Depreciation**
at 1 April 2020:
88,574.24
Charge for the period
8,865.88
At 31 March 2021:
**97,440.12**
**Net Book Value**
at 1 April 2020:
**133,072.68**
At 31 March 2021:
**124,206.80**
**8**
**DEBTORS & PREPAYMENTS**
Unpaid fees
Land Rent
Insurance
**9**
**STOCK**
**10**
**CREDITORS**
**Amounts falling due within one year**
Accruals and deferred income
Buildings costs
Land Rent||**Furniture, fittings**
**& equipment**|
|---|---|---|---|
||221,646.92
0.00||0.00
-|
||**221,646.92**
88,574.24
8,865.88||**0.00**
0.00
0.00|
||**97,440.12**||**0.00**|
||**133,072.68**||**0.00**|
||**124,206.80**||**0.00**|
|||**£**
**-**
0.00
0.00
0.00
0.00
0.00
500.00
**Year ended**
**31 March 2021**|**£**
**-**
0.00
2,452.65
**Year ended**
**31 March 2020**|
||||2,452.65|
|||||
||||0.00|
||||0.00
0.00|