Minus Five Preschool Minutes of meeting on 30[th] June 2022 AGM financial Year 2020-2021 ## Present: Lisa Firth – Treasurer Karen Webster - Trustee Caroline Venner – Manager/Trustee Shiobon Reed – Deputy Manager Kayleigh Hepburn - Parent Lindsay Applegate – Secretary Gill Parry – Admin Manager Debbie Swindley – Staff/DSL Apologies Michael O’Connor – Chair Anamaria Vartic Charlotte O’Connor Elena Creanga Kirsty Coombes Marwa Louhichi Dara Farrer Matters arising from last AGM – Karen queried whether Gill and Michael had liaised with Runnymede regarding the lease/rent – the lease is valid till 22.08.2025 follow up with regards to rent review will be taken on by Karen and Gill. Proposed by Caroline Venner Seconded by Karen Webster ## Chairs report Michael has stepped down as chair from the committee. He has advised that he has no report for finance year 2020-2021. ## Managers report For academic year 2020-2021 we continued to work our way through the pandemic following government guidelines, implementing a COVID outbreak management plan and a robust risk assessment. Numbers continued to be consistent in the number of children registering to join the preschool. Staff have continued with the CPD and have attended many courses to support their own learning. Treasurers report Caroline thanked CSL for their continued support with doing the accounts and wages. Accounts for financial year 2020-2021 agreed and proposed by Debbie Swindley Accounts seconded Karen Webster Income £84,353 Outcome £73,896 Profit £10,457 Fundraising income £221.00 Fundraising outgoing £317.00 Find out if we can get a card for the fundraising account. Karen has proposed that by the end of September 2022 that the accounts will be up to date for financial year 2021-2022. Lisa and Gill will work together each month to maintain them and keep Karen advised. This was unanimously agreed and will be actioned moving forward. Karen is working with Surrey early years business development team to formulate a reserves policy/procedures to put in place as soon as possible. ## Election of Trustees Chair – Lisa Firth nominated Karen Webster to the position of chairperson, this was seconded by Shiobon Reed Treasurer – Caroline Venner nominated Lisa Firth to the position of treasurer, this was seconded by Gill Parry Secretary – Kayleigh Hepburn nominated Lindsay Applegate to the position of secretary, this was seconded by Debbie Swindley. Other trustees Caroline Venner Shiobon Reed Kayleigh would like more information on joining the committee from September 2022. Caroline to liaise with her and provide an overview. Any other business ## Fees Hourly rate has not gone up for a number of years, it was proposed to increase the hourly rate to £7.50 per hour from September 2022, this was unanimously agreed. ## Consumables Lisa proposed to increase the consumables by £2.50 to £37.50 per half term, this was unanimously agreed. Gill to update fees policy, parent contract, and prospectus. Caroline to update website ## Term dates There was a discussion about the amount of weeks that the preschool is open; we are currently open for 37 weeks. Surrey fund 38 weeks per academic year. It was explained that the last weeks of the summer term are the hardest. Gill reported that the extra income would only be about an extra £200. As we are not required to open for 38 weeks as long as we make parents aware that they can get it somewhere else should they want it. It is felt it is not financially viable. It was agreed that we will keep to 37 weeks Incorporation Karen is driving the change to become a CIO. She is working with early years with this process. It is a big piece of work and will involve all the committee and staff in the coming months. DBS and EY2 are a priority before we can move forward. Karen is drawing up a action plan to work through. Fundraising We will organise a separate meeting in the September Meeting closed 9pm. Finonciol Stotements for the Year Ended 31 August 2021 for Mlnus 5 Pre.School Minvs 5 Pre-school Contents of the Nnanclal Statements lor the Yeor Ended 31 August 2021 Poge Income and Expendllure Accovnt Balance Sheet Rèport of thè Accountonts Minvs 5 Pre-school Detalled Prollt and Loss Account for the Year Ended 31 August 2021 31.8.21 31.8.20 Turnover Fee5 Grants received Food voucher income 58,037 23,515 2.$80 48.995 5.955 84,132 54,950 Other income Fund roising 221 316 84,353 55.266 Expendlture Rent and electricity Woges ond NIC Pensions Telephone Provision costs Insvronce Fund roising Slalf courses Uniform Sundry expenses Food voucher purchases 2.444 60.457 707 867 3.998 726 317 810 244 546 2.580 2.600 59.163 701 839 1.574 726 338 100 420 73,896 66,461 NET PROFITIILOSSI 10,457 11.1951 Poge I Minv$ 5 Pre-school Balance Sheet 31 August 2021 31.8.21 31.8.20 CURRENT ASSETS Inventories Debtors Cosh al bank and in hond 237 59 18.887 249 8.117 19,183 8.366 CREDITORS Amounts falling due within one year 941 NE[ CURRENT ASSETS 18,729 8.272 TOTAL ASSETS LESS CURRENT LIABILITIES 18.729 8.272 RESERVES othei reserves Retoined eornings 4,000 14.729 4.wo 4.272 18.729 8,272 Poge 2 Minvs S Pre-school Report ol the Accounlanls to the Commlllee ol Mlnvs 5 Pre-school We have examined the books. records. bolonce sheet and income and expenditure account lor Minug 5 Pre-school for the year ended 31 August 2021. In our opinion and lo the best ol our knowledge and belief. proper occounling records hove been kept ond the balonce sheet ond income and expenditure account are.. Properly prepared ond are in ogreemenl with the accounting records ol the ploygroup. 2. Con515tent with information and explanations we have received. PuTh£kr Ibl CSL Portnership Limited Chortered Certified Accountonts 238 Slation Rood Addleslone Suryey KT152PS Dole.. 21 Jun¢ 2022 Poge 3 Finonciol Stotements for the Year Ended 31 August 2021 for Mlnus 5 Pre.School Minvs 5 Pre-school Contents of the Nnanclal Statements lor the Yeor Ended 31 August 2021 Poge Income and Expendllure Accovnt Balance Sheet Rèport of thè Accountonts Minvs 5 Pre-school Detalled Prollt and Loss Account for the Year Ended 31 August 2021 31.8.21 31.8.20 Turnover Fee5 Grants received Food voucher income 58,037 23,515 2.$80 48.995 5.955 84,132 54,950 Other income Fund roising 221 316 84,353 55.266 Expendlture Rent and electricity Woges ond NIC Pensions Telephone Provision costs Insvronce Fund roising Slalf courses Uniform Sundry expenses Food voucher purchases 2.444 60.457 707 867 3.998 726 317 810 244 546 2.580 2.600 59.163 701 839 1.574 726 338 100 420 73,896 66,461 NET PROFITIILOSSI 10,457 11.1951 Poge I Minv$ 5 Pre-school Balance Sheet 31 August 2021 31.8.21 31.8.20 CURRENT ASSETS Inventories Debtors Cosh al bank and in hond 237 59 18.887 249 8.117 19,183 8.366 CREDITORS Amounts falling due within one year 941 NE[ CURRENT ASSETS 18,729 8.272 TOTAL ASSETS LESS CURRENT LIABILITIES 18.729 8.272 RESERVES othei reserves Retoined eornings 4,000 14.729 4.wo 4.272 18.729 8,272 Poge 2 Minvs S Pre-school Report ol the Accounlanls to the Commlllee ol Mlnvs 5 Pre-school We have examined the books. records. bolonce sheet and income and expenditure account lor Minug 5 Pre-school for the year ended 31 August 2021. In our opinion and lo the best ol our knowledge and belief. proper occounling records hove been kept ond the balonce sheet ond income and expenditure account are.. Properly prepared ond are in ogreemenl with the accounting records ol the ploygroup. 2. Con515tent with information and explanations we have received. PuTh£kr Ibl CSL Portnership Limited Chortered Certified Accountonts 238 Slation Rood Addleslone Suryey KT152PS Dole.. 21 Jun¢ 2022 Poge 3