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2021-07-31-accounts

- MITTON MANOR PRE SCHOOL & AFTER SCHOOL CLUB

CHARITY REGISTRATION NUMBER 900034

MINUTES OF MITTON MANOR PRE-SCHOOL & AFTER SCHOOL CLUB ANNUAL GENERAL MEETING

31[st] January 2022

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Present:
Angela Walker Rosanne Perry-Boulton Jill Croker (JC)
(AW) (RPB)
Rachel Perks Mel Hill (MH) Georgina Packer
(RP) (GP)
Rachael Daly Sally Allanson (SA) Angela Worrell
(RD) (AWo)
Ali Jones (AJ) Kim Lewis (KL) Louise Bowers
(LB)
Kirsty Roberts Sophie Hughes (SH) Laura Wynne
(KR) (LW)
Terry Wright
(TW)
Apologies:
Mary Butcher Lisa Wright Stuart Morris
Jodie Grant Pamela Redfern Karen Lippett
Louise Thomas
Points of Agreement / Action Action
1. Introduction – AW welcomed everyone
2. Minutes of last year’s meeting were
agreed.
Proposed – TW; Seconded - KR
3. There were no matters arising.
4. Chair’s Report – KL
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KL thanked the committee members who had helped with fundraising over the past 18 months. It has been a very challenging time and we have had to think creatively and come up with new ideas to raise money, using Facebook to sell raffle tickets and Christmas Shop items. We are hopeful that we are returning to more normal times now and will be able to hold our usual fundraising events. We will need the support of the committee to do this.

5. Review of the year at pre-school, including pre-school and ASC finances Attached as a separate document Accounts were agreed – Proposed by RD; Seconded by LW

6. Manager’s Report Well it was a really strange couple of years for sure! We saw so many firsts; the biggest thing that we have had to deal with like so many other preschools and nurseries was the lock down, then we reopened for critical workers and then all families, that wanted to use the preschool. We had staff that were considered vulnerable and had to shield, and then I was diagnosed with Pancreatic Cancer and would have to finish at the end of Term 6 2020. My operation would be in the September, with chemo starting in the December. I was not the wonder woman I thought I was and it would take me till September 2021 to return back to work. I would like to take this opportunity to thank the staff Jane Moore, Jill Croker, Mel Hill, Rachel Perks, Ali Jones, Angela Worrell – who continued to keep preschool going through this mad time, along with Helen Gore and Jess Middlecote, who were employed to help out with the totally amazing cleaning routines that were put in place. I did keep in touch and was there to help make decisions along the way and support from a far. At this point Georgie was on maternity leave and would be returning in January 2022. During my time off Jane and I had discussions about children, numbers and finances and the one thing that hit me the hardest was Jane deciding that she was going to retire before I returned. I

wasn’t prepared for that at all, but you can’t make people stay and I totally understood her decision. So I started organising leaving presents and a meal – which went off really well. But now I had to think about staffing – I was thinking yes I’ll be fine, I’ll be back in September – but I realised that we would need to have a named deputy and Jane and I talked what about if I was not able to commit full time, what if I wasn’t given the ok to go back to work, Georgie would still be on leave. So we looked at numbers and decided to look for another level 3 practitioner – and welcomed Rosanne into the team. Also we welcome Angela as Deputy Manager from September 2021. Well September arrived and the new children started at the group along with the new Majors – and we hoped that life would settle down, but oh no, Covid was still doing the rounds – and many decisions had to be made. We have been very fortunate to have a few committee members carry on and support the group through these very tough times. Under our chairperson Kim they managed a fantastic year of raffles, Christmas shop and the 100 club. We were not able to have a Christmas concert/fundraiser in 2021 or sports day or leaver’s concert and this in itself was not only fundraising missed, but the opportunity for the children and their families to have these special memories. We managed through another few tough weeks with staff being off due to covid, and had to rearrange the Christmas concert – and re think how we would allow parents to attend. I am pleased to say this went well with great and appreciated support from parents – staff old and new – and the show went ahead, even in January!!! We are 6 months into the school year and things haven’t really improved – the biggest thing we find our self-battling is income, we are at the moment running at a loss. This is quite worrying! But we have looked at the income and outgoings and we feel the difference in this year to last year is that the children are older so more are funded – which means we have less cash paying children which over each term has a big impact – also the costs of our utility bills like every household has seen a rise.

Children that are paying cash is 5.50 – funded has just gone up and is 4.07 I have looked at income and out goings and have started to look at ways of reducing outgoings and increasing income. Another thing we received last year were a few good donations and grants – which helped us greatly, and we haven’t this so far this year. We really need someone that could complete a few grant forms for us, see what is out there – if I look at ppe alone that bill for the year has increased so much – and not like schools we do not get extra money for this – we were given some masks, gel and aprons at the beginning and that was it.

I talk with lots of groups in the area and they are all finding the same – some have introduced different fee structures across a day, such as only allowing parents to use 5 funded hours a day – so the other hours are cash payable. Charging more for consumables – per day – and for every day the child attends. Having dance and music –people in and charging – extra fees.

We have always tried to be fair and help our hard working parents out – but maybe we need to rethink what and how we can sustain this group. We are going to try a few new fundraising ideas that will be done via Facebook page and will see how they run. We need to get a strong committee in place so we can get raffle prizes and donations as this is key to our fundraising.

THE BUILDING Well in the summer we received a grant last year to help with the costs of painting the building. We had the office, toilets, kitchen painted, plus all the glossing completed – and a great job it was as well. We had some wooden struts replaced in the outside area and the wooden varnished – to help preserve it. At the moment the shed roof is need of re-felting, and the wooden fence around preschool needs painting. We continue to upkeep things on a regular basis –

with Roger Doughty our handyman, who comes at a drop of a hat to sort out our problems; we are very grateful to have him. We have had all the checks required – boiler serviced, fire alarms serviced; we are awaiting the extinguishers to be done at present, trying to tie it in with fire fighter training. The lighting conductors test has been completed and we also invited local fire officer to do a walk round visit. We continue to test the water, lights, and alarms, and practice fire drill and emergency evacuations. I suppose in all the building is now over 10 years old and I feel it’s still in a very good condition. I would once again, like to thank all the staff and committee for their continued support over what has been a very eventful time. Let’s hope with the next six months so can go on from strength to strength and continue to make this preschool a wonderful place to be. Which I can with my hand on my heart say it is, the staff are truly inspiring and really want to ensure that the children grow and achieve in all areas of learning – and look after all their emotional needs --- but of course behind every good team is a group of people that ensure we can do our jobs to the best that we can: our Committee Members and trustees, so we need your help! It’s so hard to get over – as we have not been seeing parents like we used to – that this is a Charity Preschool and we only get the funding and fees from children that cross over the front door. We are not a school that receives an amount each year – for those of you who follow the news regarding early education you can see and read everywhere that we are in crisis and so many child care providers are closing –or being taken over by large companies. 7. ANY OTHER ITEMS FOR DISCUSSION None were raised. 8. A.O.B. Committee members who are stepping down: Stuart Morris, Karen Lippett, Jodie Grant, Jane Moore

We would like to thank last year’s committee for all their hard work for pre-school, and also those who have agreed to remain on the committee for the coming academic year. We appreciate your support in these uncertain times.

Joining the committee:

Rachael Daly has agreed to be the named secretary this year.

DATE OF NEXT ANNUAL GENERAL MEETING Wednesday 21[st] September, 6.30pm in the PRE-SCHOOL BUILDING

Signed ………………………………

Dated …………………………………….

Treasurer’s Report: 2020-2021

Bank Accounts and Assets

The table below shows the balances of our various accounts at the end of our financial year – 31[st] July 2021, compared to the closing balance at the end of last year.

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Bank and account name Closing balance Closing balance
31/7/20 31/7/21
HSBC Current 72,082.86 20,142.22
HSBC Contingency 40,856.28 81,463.33
HSBC Maintenance 12,048.27 13,249.54
HSBC 100 Club 7,232.72 7,472.44
Lloyds ASC 6436.99 11,584.39
ASC Petty Cash 50 50
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Uncashed cheques £25

This gives total cash funds across all our accounts of £133,961.92 , as of 31.7.21. Last year’s cash funds figure was £138,707.12.

We have several different accounts:

Our HSBC current account is used for our day to day income and expenditure (this is for pre-school only; ASC is separate). We transferred £40,000 out of it into the contingency account in November 2020 as we felt the balance was getting too high.

The contingency account is used for any sick pay or redundancy pay, and we pay £50 a month into it. We also made a transfer of £40,000 into it from the current account in November 2020.

The maintenance account is used to save for any significant maintenance work on the building needs to be carried out, and we pay £100 a month into it.

The 100 Club account contains funds raised by the 100 Club.

The Lloyds ASC account is used for ASC income and expenditure; its finances are kept separate from pre-school. ASC was not running at all in this academic year, but some parents still paid their fees into it, which is the reason for the increase in balance.

We have made a loss this year of £4740.20

Income and Expenditure

This section refers to the spreadsheet that we use to prepare the accounts before they are sent to PATA.

The spreadsheet shows figures for last year and this year side-by-side. The top section is for receipts (money received) and the bottom section is for payments (money spent).

Receipts (income)

  1. Nursery Education Funding – up by £6,065.96 We had a lot of children attending all 30 hours this year, and the previous year’s Majors group was particularly small compared to usual.

  2. Children’s fees – up by £16,931.90

  3. Last year fee-paying parents weren’t charged during the lockdown closure. This year we stayed open throughout the year. We also had a larger Minors group than last year with lots of summer-born children who aren’t funded at all in their Minors year.

Overall funding and fees income is up by £22,997.86

  1. JRS Grant: down by £11,376.17 to £5027.13 This is the government’s Coronavirus Job Retention Scheme. This year we only furloughed one member of staff for 2 months as she was shielding; last year we furloughed 4 staff.

  2. COVID grants: £10,000

  3. This was a national lottery grant and it has to be used for specific purposes: £6000 for staff wages and day to day running costs; £3000 for supporting parents impacted by the pandemic; £1000 for supporting after school club.

  4. Deprivation grant – up by £2697.93 This is paid to us by the Local Authority based upon the postcodes of our children – we get more money if children live in what is judged to be a more deprived area. So this figure varies each year. This year we received 4 payments, in August, December, April and July. The previous year we only received two, in December and April.

  5. Community access fund - £2000

  6. This was given to us by Cllr M Sztymiak to help support pre-school during the pandemic.

  7. Growing Our Community fund - £2000 This came via Cllr Cromwell and was given for a specific project – to get the inside of the building painted. This was done in August 2021 (foyer, toilets, kitchen).

  8. Fundraising income – down by £1053.89 We were unable to hold our usual fundraising events, such as the Christmas and Leavers concerts and sports day. We did our best with raffles, the Christmas shop and sponsor events to raise money in ways that were covid-safe.

  9. Donations – down by £3047.40 Last year we received £2000 from the Tesco blue token scheme, and also asked parents to consider donating their extra week invoice to preschool. This year we received a donation of £100 from Cotteswold Dairy, and some smaller donations from parents.

10.Interest – down by £89.26 – bank interest rate decreased.

This is mainly due to an accidental spend on the pre-school credit card (using the pre-school’s Amazon account instead of a personal one). So this is the money spent being paid back.

Overall, income was up by £13,527.53

This is mainly due to the increase in fees and funding this year compared to last year.

Payments (outgoings)

  1. Employment costs – up by £26,150.68 At the start of the financial year (Aug 20) we received the news that Angela Walker would be off work for a significant length of time due to an operation for cancer and then further treatment. Jane Moore (Deputy Manager) and Kim Lewis (pre-school chairperson) took the decision to pay Angela her full wage between September and Christmas. This is what had happened in the past when staff had been absent for an operation. We then reviewed the financial position at Christmas and again at Easter, and each time felt that as our finances were favourable, we would continue to pay Angela her wage for the full 20/21 academic year. At Easter we also consulted the Core committee regarding this decision and they were in favour of it.

This obviously had a significant financial impact, but we all felt it was completely appropriate given the length of service and huge personal commitment Angela has made to our group.

As well as paying Angela her usual wage, we had to cover her absence in terms of staffing. The existing staff team were able to do this between them for the autumn and spring terms, by picking up extra sessions, and by limiting the group size to 30 per session. However, in the summer term Georgie was off work shielding as she was pregnant (and was furloughed until she started maternity leave). We also had a child who required extra support. To help with this we took on two ladies, Helen and Jess, as “helping hands” and they did the all the additional cleaning, as well as running breakfast, lunch and snack times, and this freed up the other staff to focus on the children. They were a great help to the group but obviously having them also incurred a financial cost.

  1. Training Costs – up by £291.40

In the previous year very little training took place due to lockdowns. This year training has resumed, mainly online. The new EYFS was due to be launched in September 2021 so all staff needed training on this.

  1. Premises costs – increased by £1259.87 We were closed for part of the previous year making premises costs lower; this year we were open throughout. Our 5 year EICR electrical inspection was due, and we also needed some work on the alarm system (replacement call point and bells). The extra cleaning supplies and PPE supplies we needed to purchase also come under this heading.

  2. Subscriptions up by £170.71 Needed to start paying a monthly subscription for content on the children’s Amazon tablets. Some subs were suspended last year during lockdown and were reinstated this year.

  3. Insurance – up by £74.43 Yearly increase.

  4. Administration – up by £83.89 Costs were reduced in the previous year due to lockdown closure.

  5. Refreshments – up by £141.90 Costs were reduced in the previous year due to lockdown closure.

  6. Consumables – down by £636.41 – we limited spending on consumable items as we were spending more on PPE (which comes under premises costs).

  7. Fundraising costs – down by £1092.17 We were unable to hold our usual fundraising events and the ones we did hold were online with minimal costs, so fundraising costs were reduced.

  8. 10.Other expenditure – up by £1077.56 – due to accidental spend on preschool credit card (paid back); a leaving gift for Jane Moore; refunds paid to parents for ASC (they had paid in advance for sessions and then ASC was closed); enhanced DBS checks for 3 staff (originally we were going to employ 3 helping hands so they were all checked, but one then dropped out).

  9. 11.Purchases of equipment – down by £537.46 No large items were needed this year.

Overall, expenditure was up by £26,985.40

This was mainly due to the increase in employment costs (staff wages).

This year we have made a loss of £4740.20 . This is the first loss we have made for several years.

When looking at the figures it is obvious to see that the reason for the loss is the large increase in our employment costs. Our income was higher this year than last year because we were fully open throughout the year and this meant that we had more income from children’s fees and funding than we had in the previous year. However, our income is still likely to be lower than it would have been if it hadn’t been for the pandemic, as it reduced our fundraising opportunities.

Our expenditure this year was higher than the previous year due to increased staff costs (paying Angie her full wage, and also taking on the two helping hands in the summer term).

Given the challenging circumstances, with our Manager being absent, increased staff costs and the ongoing effects of the pandemic reducing our ability to fundraise, we feel this loss, although not ideal, is to be expected.

We would like to thank Jane Moore, who took on the role of Manager in Angie’s absence and saw pre-school through some very difficult times due to the pandemic. Jane retired from pre-school in July 2021 and we would like to wish her all the best for her retirement and thank her for all her hard work over her many years with us, but particularly the last year.

We would also like to thank our Chairperson Kim for all the time she has given to the group over the last year, for helping with decision-making and for her innovative fundraising ideas!

Thank you to Joanne Holberton, Chartered Accountant, for giving up her time to check through the accounts and sign them off.

Charity name:

Mitton Manor Pre-School and After School Club

Receipts and payments accounts for the period

Period start d 08/01/2020 Period end date………… RECEIPTS AND PAYMENTS

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Previous year
RECEIPTS £ p
Nursery Education Funding (Free for 3&4) 97,515.74
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Nursery Education Funding (New for 2)
Children's fees
Milk refund
JRS Grant
COVID grants
Grants (specify
Deprivation
Grant …………………CAF
Grant ……. Growing Our Community
Grant……TBC
Fundraising
Donations
Interest
Other receipts
Sub total
Income from the sale of equipment		 -
33,938.19
-
16,403.30
11,000.00
1,357.98
7,701.23
3,317.40
98.30
25.00
171,357.14
-
£171,357.14
TOTAL RECEIPTS (A)
Previous year
PAYMENTS
£ p
Employment costs (gross pay + employer's NI
151,048.75
Training costs 117.00
Premises (rent, heat etc) 4,673.85
Subscriptions 376.08
Insurance 537.92
Administration 1,078.65
Refreshments 318.44
Consumables (paint, paper etc) 1,081.80
Fundraising costs 2,499.74
Other 327.79
Sub total 162,060.02
Purchases of of equipment and other assets 579.45
TOTAL PAYMENTS (B) £162,639.47
-
NET OF RECEIPTS AND PAYMENTS (A-B=C) £8,717.67
Cash fundsincl. deposit a/clast*yea (D) 129,959.45
Cash fundsincl. deposit a/cthis*yea **(C+D) ** £138,677.12

STATEMENT OF ASSETS AND LIABILITIES

*Note: cash funds include reserve/contigency/deposit accounts.

Cash funds (agree with the balance of the receipts and payments a/c) (E) Debtors (money owed to the charity on the period end date) (F) Value of buildings and equipment (current or depreciated valu (G) Liabilities (loans and any other money owed on the period end (H) Net assets (E-F+G-H)

S g ed o be a o e us ees (co ee) S g ed ……………………...Role……………………....

Charity number:

900034

07/31/2021

Current year

£ p 103,581.70 - 50870.09 - 5,027.13 10,000.00 4,055.91 2,000.00 2000

6647.34 270 9.04 400.46

184,861.67 23.00 £184,884.67

Current year £ p 177,199.43 408.4 5,933.72 546.79 612.35 1,162.54 460.34 446.39 1,407.57 1,405.35 189,582.88 41.99 £189,624.87 - -£4,740.20 138,677.12 £133,936.92

S

Current value £ p 133,936.92 -

a e

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