Minus Five Preschool Minutes of meeting on 28[th] July 2021 AGM financial Year 2019-2020 Present: Hannah Furse – Deputy Chair Caroline Venner – Preschool Manager Jennie Cheung – Trustee Gill Parry – Admin Manager Michael O’Connor – Parent Lindsay Applegate – Parent Apologies: Lisa Firth Matters arising from previous meeting – Caroline Venner proposed the minutes and Hannah Furse seconded them. Caroline chaired the meeting at Hannah’s request. Caroline reported that she has received confirmation from the Early Years Alliance that the new constitution is now registered with the charities commission. Ofsted have confirmed the changes of the manager/nominated individual. Caroline has had ongoing support from early years with her role as manager in the last year. ## Chair’s Report Hannah will be stepping down formally as chair. Caroline thanked Hannah for her assistance. ## Managers Report Caroline reported that it has been a very interesting year since her return as manager. We have had 29 children on role by the end of the summer term 2021. The staff has worked tiresley to support the children and families of the preschool. We have had a number of SEN children and this has involved a lot of paperwork which has at times been stressful. Shiobon took on the role of SENCO in Sept 2020 and has risen to the challenge and with lots of support and training is now feeling confident in her role. Debbie took on the role of DSL in Sept 2020 and again with lots of training and support has a great understanding of her role. Debbie has also started her Level 3 training. We have secured an apprenticeship for her with Brooklands College which is supported 95% by the government; there will be a small cost to the preschool. All Staff have completed successful supervision for the year and have undertaken lots of CPD training in various areas. In September 2021 the new Statutory Framework will be implemented. Caroline reported that she has attended several training forums in preparation for these changes and that they staff have all received in house training in readiness for the changes. Parents have also been informed of the changes, the biggest being the amount of paperwork that staff produce. The focus is now more on being with the children and only recording what is significant. The statutory framework needs to be read by all new trustees so they have an understanding of how their roles and responsibilities are affected by these changes. We will also be working with the new Development Matters to inform our curriculum and planning for the learning of all the children. Caroline reported that now COVID restrictions have lifted we will return to a somewhat normal state of business. We will continue to manage the risks, and regularly monitor local levels and act accordingly. We have about 9 families staying with us for September and currently it is estimated about 14 families will be joining us, which are really good numbers for the new academic year. We are receiving enquiries through the holidays and are actioning them accordingly. We have been advised that Ofsted are working on a 6 year cycle and we can expect to not receive an inspection until possibly 2023, however, Caroline reported that she will be working with the staff to ensure we are ready in case they come any earlier which is always a possibility. ## Treasurer’s report Caroline would like to thank CSL, our accountant for their continued support with payroll and for auditing the annual accounts. Please check and sign the annual accounts for 2019-2020, these will be submitted to the Charities Commission with the annual return Income: £55,266 Outgoing: £66,461 Gill Parry proposed and accepted the accounts, Lindsay Applegate seconded. The accounts show a significant deficit of £11k due to the COVID pandemic. Both Gill and Caroline have worked incredibly hard with the support of the staff to keep the setting open and viable for another year Fundraising: for this financial year 2019 -2020 due to COVID we were unable to raise any funds for the preschool ## Election of trustees: Chair – Hannah Furze nominated Michael O’Connor to position of Chair; this was seconded by Jennie Cheung Treasurer – Caroline Venner nominated Lisa Firth in her absence to the position of treasurer; this was seconded by Gill Parry. Secretary – Gill Parry nominated Lindsay Applegate to position of secretary; this was seconded by Caroline Venner ## Other Trustees Jennie Cheung will be stepping down as a trustee. Caroline Venner is happy to stay as a trustee/nominated individual. All trustees to have Enhanced DBS checks and to start the EY2 process with Ofsted. Gill will assist with getting all the checks done that are necessary upon returning in September. All information will be updating and submitted with the Charities Commission when Caroline and Michael complete the annual return for 2019-2020 ## Any other business Preschool fees – general fees which are £7.00 per hour will currently stay the same. It was felt with the current COVID situation families would appreciate no increases. There was a discussion about the provisions costs; Michael is really keen to look to other sources to provide revenue for the preschool. The provisions will stay the same and will be review at the next AGM. This was agreed by all members. Building lease – Michael will work with Gill and liaise with Runnymede Borough Council to start open dialogue with regards to renewing the lease. Caroline will pass on Early Years Business Advisors contact information, they are happy to assist in any negotiations. Recruitment of trustees – Lindsay will work with Gill to compose a letter to go in the new starter pack and start on ideas for future fundraising and recruitment of new members. Fundraising events – These will be decided at a future date once all the new families have settled. Trustees training – Caroline advised that there is training available with the Early Years Alliance. She will pass on the information. Caroline has also been talking with early years who can also assist our new trustees with understanding their roles and responsibilities. Date of next meeting – to be decided once the new term has started and all families are settled. Meeting finished 8pm Flnanc5al Slalemenls for the Year Ended 31 Avgust 2020 for Minv$ 5 Pre-school Mlnv$ 5 Pre-S¢hool Contents ol the Flnanclal Slalements for the Year Ended 31 Avgusl 2020 Page Income ond Expendrlure A¢¢ounl Balance Sheet Rèport ol Ihe Accovntanls Mlnu$ 5 Pre-S¢hool Detalled Profft and Loss Account for the Year Ended 31 August 2020 31.8.20 31.8.19 Tvmover Fee5 Gronls received 48,995 5,955 68.651 13.216 54.950 81.867 Other Income Fund roising 316 732 55.266 82,599 Expendllvre Rent ond electricity Woge5 ond NIC Pensions Telephone Provision costs Insurance Fund roising Stoll COLJrses Unilomi Sundry expense5 2,6C 59,163 701 839 1,574 726 2,771 70,442 771 1.012 2.?97 425 1,652 538 175 349 338 100 420 66,461 81.132 NET ILOSS)IPROFIT 1,467 Poge I Mlnu$ 5 Pre-S¢hool Balance Sheet 31 August 2020 31.8.20 31.8.19 CURRENT ASSETS Inventories Cash ot bonk and in hond 249 8.117 267 19,550 8.366 19.817 CREDITORS Amounls falling due within one year 941 NET CURRENT ASSETS 8.272 1 ?,467 TOTAL ASSEtS LESS CURRENT LIABILITIES 8,272 19,467 RESERVES Other reserves Reloined earning5 4,000 4,272 4.fflo 15.467 8.272 1 ?,467 Poge 2 Mlnv$ 5 Pre-S¢hool Report ol the Accovntanls lo the CoMM￿ee of MSnvs 5 Pre-school We have examined the books. records. balance sheet and income and expenditure account for Minus 5 Pre-school lor the year ended 31 August 2020. In our opinion and to Ihe best of our knowledge ond belief, proper o¢¢ounting re¢ord5 hove been kept ond the bolonce sheet ond income and expenditure account ore.. Property prepared and are in agreement with the accounting records ol the playgroup. 2. Consislenl with information and explanations we have received. PJ.F ttJ CSL Partnership Limited Chorlered Certified Accounlonls Station Rood Addlestone Surrey KT15 2PS Date.. Q6 April 2021 Page 3 Flnanc5al Slalemenls for the Year Ended 31 Avgust 2020 for Minv$ 5 Pre-school Mlnv$ 5 Pre-S¢hool Contents ol the Flnanclal Slalements for the Year Ended 31 Avgusl 2020 Page Income ond Expendrlure A¢¢ounl Balance Sheet Rèport ol Ihe Accovntanls Mlnu$ 5 Pre-S¢hool Detalled Profft and Loss Account for the Year Ended 31 August 2020 31.8.20 31.8.19 Tvmover Fee5 Gronls received 48,995 5,955 68.651 13.216 54.950 81.867 Other Income Fund roising 316 732 55.266 82,599 Expendllvre Rent ond electricity Woge5 ond NIC Pensions Telephone Provision costs Insurance Fund roising Stoll COLJrses Unilomi Sundry expense5 2,6C 59,163 701 839 1,574 726 2,771 70,442 771 1.012 2.?97 425 1,652 538 175 349 338 100 420 66,461 81.132 NET ILOSS)IPROFIT 1,467 Poge I Mlnu$ 5 Pre-S¢hool Balance Sheet 31 August 2020 31.8.20 31.8.19 CURRENT ASSETS Inventories Cash ot bonk and in hond 249 8.117 267 19,550 8.366 19.817 CREDITORS Amounls falling due within one year 941 NET CURRENT ASSETS 8.272 1 ?,467 TOTAL ASSEtS LESS CURRENT LIABILITIES 8,272 19,467 RESERVES Other reserves Reloined earning5 4,000 4,272 4.fflo 15.467 8.272 1 ?,467 Poge 2 Mlnv$ 5 Pre-S¢hool Report ol the Accovntanls lo the CoMM￿ee of MSnvs 5 Pre-school We have examined the books. records. balance sheet and income and expenditure account for Minus 5 Pre-school lor the year ended 31 August 2020. In our opinion and to Ihe best of our knowledge ond belief, proper o¢¢ounting re¢ord5 hove been kept ond the bolonce sheet ond income and expenditure account ore.. Property prepared and are in agreement with the accounting records ol the playgroup. 2. Consislenl with information and explanations we have received. PJ.F ttJ CSL Partnership Limited Chorlered Certified Accounlonls Station Rood Addlestone Surrey KT15 2PS Date.. Q6 April 2021 Page 3