- MITTON MANOR PRE SCHOOL & AFTER SCHOOL CLUB
CHARITY REGISTRATION NUMBER 900034
MINUTES OF MITTON MANOR PRE-SCHOOL & AFTER SCHOOL CLUB ANNUAL GENERAL MEETING
28[th] September 2022
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Present:
Angela Walker Rosanne Perry-Boulton Ali Jones (AJ)
(AW) (RPB)
Rachel Perks Mel Hill (MH) Georgina Packer
(RP) (GP)
Rachael Daly Kim Lewis (KL) Angela Worrell
(RD) (AWo)
Kirsty Roberts Chris Williams Lisa Westhorpe
(KR)
Pam Redfern
Apologies: Louise Bowers
Mary Butcher Lisa Wright Terry Wright
Emma Moule Sally Allanson Sophie Hughes
Louise Thomas Laura Wynne Stephanie Dawe
Points of Agreement / Action Action
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1. Introduction – AW welcomed everyone 2. Minutes of last year’s meeting were agreed.
Proposed – Rachael Daly; Seconded – Kirsty Roberts
3. There were no matters arising.
4. Chair’s Report – KL
KL thanked the committee members who had helped with fundraising, getting raffle prizes, helping at events, setting up and running stalls.
5. Treasurer’s Report (including ASC finances)
Attached as a separate document
Accounts were agreed – Proposed by Rachael Daly Seconded by Kirsty Roberts
6. Manager’s Report
AGM REPORT 2022
Welcome to our AGM, I would like to start by saying a list of thank you’s.
Kim and the committee – what a strange 6 months we had.
Fundraising – Queens Celebration- Christmas Concert - Sports Day – Big Weekend – Leavers Concert – raffles – and I must say – you all did Preschool proud.
To the staff – well we did it ladies – we managed to end the year with some fantastic shows and sessions – giving what we know are fantastic memories for our children and their families. We said good bye and happy retirement to Jill as well, and here we are looking ahead for the next year – of exciting events and here is to making more lovely memories.
As many of you are aware I have been unwell, for some time and I would like to thank the staff for carrying on, and providing this wonderful Preschool and all the lovely things we offer the children to grow and flourish in our care. I am still coming into preschool and completing all the planning- and implementing the new phonics scheme. and of
course, looking at business side with Ali and Kim. We are also at the moment looking at upskilling Jess and Helen – both have taken on the safeguarding training- and now are looking at Level 2 child care – which hopefully will start very soon. Exciting times ahead for them. I feel we are very very lucky here at Mitton to have such committed staff who really want to be and help the children flourish, we are also very lucky that Eileen still enjoys popping in once a week to spend time with our children, such a value to have. And also, at Christmas and leavers Concert we had Jane come back and help me, I am so lucky that in my 35 years at Mitton I’ve been blessed with so many friends , to support this wonderful Charity Preschool
The reports will be short this evening – as we are only 6 months away from our last AGM – BECAUSE OF COVID we are now bringing the year back inline -
7. ANY OTHER ITEMS FOR DISCUSSION None were raised.
8. A.O.B.
Committee members who are stepping down: Terry Wright, Lisa Wright, Emma Moule
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.
Joining the committee: - Lisa Westhorpe - Chris Williams
- Kathy McVicker
DATE OF NEXT ANNUAL GENERAL MEETING Wednesday 27[th] September 2023, 6.30pm in the PRE-SCHOOL BUILDING
Signed .................................... Dated ...........................................
Treasurer’s Report: 2021 - 2022
Bank Accounts and Assets
The table below shows the balances of our various accounts at the end of our financial year – 31[st] July 2022, compared to the closing balance at the end of last year. Our financial year runs from 1[st] August to 31[st] July.
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Bank and account name Closing balance Closing balance
31/7/21 (LAST 31/7/22 (THIS
YEAR) YEAR)
HSBC Current 20,142.22 31,383.86
HSBC Contingency 81,463.33 62,082.04
HSBC Maintenance 13,249.54 14,453.69
HSBC 100 Club 7,472.44 2581.26
Lloyds ASC 11,584.39 12,387.54
ASC Petty Cash 50 50
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This gives total cash funds across all our accounts of £122,938.39 , as of 31.7.22. Last year’s cash funds figure was £133,936.92, which means this year we made a loss of £10,998.53.
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). The balance has increased because we needed to transfer funds into this account when they ran low before Christmas.
The contingency account is used for any sick pay or redundancy pay, and we pay £50 a month into it. We withdrew £20,000 from this account and moved it to the current account before Christmas.
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. We moved £5000 out of this account into the current account when funds ran low before Christmas.
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 pre-school fees into it via childcare vouchers, which is the reason for the increase in balance. This account was closed in August and the remaining funds were transferred to the HSBC current account and then moved out to a separate HSBC account. We intend to leave those funds untouched to be used if ASC restarts.
We have made a loss this year of £10,998.53.
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)
-
Nursery Education Funding – up by £23,033.56 As well as our Majors group, who are all funded, an unusually large proportion of our Minors children this year were receiving 2-year-old funding. This is not usually the case – it is usually just one or two.
-
Children’s fees – down by £17,527.96 Many of our Minors children were funded; this meant our income from cash payers was down. We also had to refund a number of families who kept their children home when we had several staff members off with Covid before Christmas and had to keep numbers as low as possible.
Overall funding and fees income is up by £5,505.60.
Once we could see, at Christmas, that we were running at a loss, we increased our numbers of children per session, allowing children to pick up extra sessions. We also let some children start earlier than we otherwise would have – to bring in more revenue.
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JRS Grant: £0
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Covid job retention scheme not running this year.
-
COVID grants: £173.43
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No Covid grants this year. We claimed back Covid-related sick pay via the government’s scheme which came to £173.43.
-
Deprivation grant – down by £2664.42
-
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. We receive 3 payments a year but the final payment is either made in July or August and it seems to alternate each year. This year we received only received two payments, in December and April; the previous year we received 4 payments, in August, December, April and July.
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Community access fund - £1000 This was given to us by Cllr M Sztymiak to help cover the expenses for our Christmas experience
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Growing Our Community fund - £0 Not received this year.
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Fundraising income – up by £2819.85 We returned to a more normal fundraising schedule this year, although some events were still affected by Covid – our Christmas experience had to become “virtual” and our Christmas concert was moved to January with limited tickets, reducing revenue from these events. We were able to hold a bingo night, our sports day and leaver’s concert as normal.
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Donations – up by £730
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We received £350 from the Big Weekend as one of their chosen charities, as well as donations from parents towards the Watson Hall hire for both concerts, and towards the Sports Day expenses.
10.Interest – up by £14.64 – change in bank interest rate
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11.Other receipts – The £674.71 is a refund from Water Plus, our previous water supplier. We have now switched to Everflow.
-
12.Income from sale of equipment = £0
Overall, income was down by £11,196.78
This is mainly due to not receiving as many grants as we did the previous year. Last year we were bolstered by £14,000 in Covid and other grants. This year we just had the £1000 from Mike Sztymiak, as well as some very generous donations from the Big Weekend and from our parents.
Payments (outgoings)
-
Employment costs – down by £8048.34 Our employment costs last year were higher than usual, as we paid Angela Walker her full wage for the whole academic year while she was off sick having an operation and then further treatment. This year, Angela was able to return to work for the first half of the year, and then had to go off for further treatment, and we again took the decision to pay her full wage during her absence. This year we also had to cover Covid absences at the end of the autumn term.
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Training Costs – down by £180.40 – last year all staff needed training on the new EYFS. This year not as much training was due or needed.
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Premises costs – increased by £888.86 – but the Water Plus refund of £674.71 should really be deducted from this, so the premises increase would then be £214.15, which can be put down to the general rise in the cost of utilities.
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Subscriptions up by £180.09 – Amazon Prime subscription; Amazon tablets; Twinkl subscription upgrade to access new phonics resources, 2x antivirus
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Insurance – up by £90.55 Yearly increase.
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Administration – up by £52.18
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Refreshments – down by 131.21
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Consumables – up by £580.92 – spent more this year on toys/resources – this had reduced during pandemic. Things like paints, sand, books, high viz vests for taking the children out on the field.
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Fundraising costs – up by £2282.13 Back to a more normal fundraising schedule, with most of our events able to go ahead as normal.
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10.Other expenditure – down by £1209.65 – last year there was an accidental CC spend in this section, and a leaving gift to member of staff.
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11.Purchases of equipment – up by £556.42 – new water tray, coloured picnic benches for outdoor area – back to replacing and updating items after the pandemic.
Overall, expenditure was down by £4,938.45 – mainly due to the decrease in our employment costs compared to the previous year.
This year we have made a loss of £10,998.53 .
Although things in the 21-22 academic year had begun to return to normal following the Covid pandemic, it was still not a completely “normal” financial year. The previous year we benefitted from several Covid-related grants that helped to boost our income, and we didn’t have these this year.
However, we were still affected by staff absence due to Covid in the two weeks before the Christmas holidays. This also lead to us having to drastically cut back our Christmas experience and move our Christmas concert to January, making it a much smaller event.
We also continued to pay Angela her full wage during periods of absence for treatment, which impacted our finances.
We realised before Christmas that we were making a loss, so took steps to try and reduce this as much as possible. We increased the number of children per session up t0 35, which allowed some of our children to increase their sessions, and we also started some new children early. Some members of staff dropped sessions to reduce wage costs, while still ensuring ratios were covered. This has resulted in a smaller loss than we originally feared.
Although a loss is never ideal, earlier in the year we were looking at a much higher figure, so the steps we took were effective in bringing the loss figure down. We also felt that paying Angela during her treatment was the right thing to do given the length of her service and her dedication to our group.
We are hopeful that the current academic year will see a return to more normal times in terms of fundraising and we will return to a position where we are breaking even or making small profits.
| Charity name: | Charity number: |
Charity number: |
|||
|---|---|---|---|---|---|
| Mitton Manor Pre-School and After School Club | 900034 | ||||
| Receipts and payments accounts for the period | |||||
| Period start date……………………… ………… |
01/08/20 21 Period end date………………… ………… |
31/07/202 2 |
|||
| RECEIPTS AND PAYMENTS | |||||
| Previous year |
Current year |
||||
| RECEIPTS | £ p |
£ p |
|||
| Nursery Education Funding (Free for 3&4) |
103,581.7 0 |
126,615.2 6 |
|||
| Nursery Education Funding (New for 2) | - | ||||
| Children's fees | 50,870.09 | 33342.13 | |||
| Milk refund | - | ||||
| JRS Grant | 5,027.13 | ||||
| COVID | 10,000.00 | 173.43 | |||
| Grants (specify) …………………………… Deprivati on |
4,055.91 | 1,391.49 | |||
| Grant …………………………… ………….. CAF |
2,000.00 | 1,000.00 | |||
| Grant ……. Growing Our Community | 2,000.00 | ||||
| Grant……TBC | |||||
| Fundraising | 6,647.34 | 9467.19 | |||
| Donations | 270.00 | 1000 | |||
| Interest | 9.04 | 23.68 | |||
| Other receipts | 400.46 | 674.71 | |||
| Sub total | 184,861.6 7 |
173,687.8 9 |
|||
| Income from the sale of equipment | 23.00 | ||||
| TOTAL RECEIPTS (A) |
£184,884 .67 |
£173,687 .89 |
|||
| Previous Current |
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Previous Current
year year
£ £
RECEIPTS p p
Nursery Education Funding (Free for 103,581.7 126,615.2
3&4) 0 6
-
Nursery Education Funding (New for 2)
Children's fees 50,870.09 33342.13
Milk refund -
JRS Grant 5,027.13
COVID 10,000.00 173.43
Grants (specify) Deprivati
…………………………… on 4,055.91 1,391.49
Grant
……………………………
………….. CAF 2,000.00 1,000.00
Grant ……. Growing Our Community 2,000.00
Grant……TBC
Fundraising 6,647.34 9467.19
Donations 270.00 1000
Interest 9.04 23.68
Other receipts 400.46 674.71
184,861.6 173,687.8
Sub total 7 9
Income from the sale of equipment 23.00
£184,884 £173,687
TOTAL RECEIPTS (A) .67 .89
Previous Current
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year year
£ £
PAYMENTS p p
Employment costs (gross pay + 177,199.4 169,151.0
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| PAYMENTS Employment costs (gross pay + |
year £ p 177,199.4 |
year £ p 169,151.0 |
|---|---|---|
| employer's NIC) | 3 | 9 |
| Training costs | 408.40 | 228 |
| Premises (rent, heat etc) | 5,933.72 | 6,822.58 |
| Subscriptions | 546.79 | 726.88 |
| Insurance | 612.35 | 702.90 |
| Administration | 1,162.54 | 1,214.72 |
| Refreshments | 460.34 | 329.13 |
| Consumables (paint, paper etc) | 446.39 | 1,027.31 |
| Fundraising costs | 1,407.57 | 3,689.70 |
| Other | 1,405.35 | 195.70 |
| Sub total | 189,582.8 8 |
184,088.0 1 |
| Purchases of of equipment and other assets |
41.99 | 598.41 |
| TOTAL PAYMENTS (B) |
£189,624 .87 |
£184,686 .42 |
| - | - | |
| NET OF RECEIPTS AND PAYMENTS (A- B=C ) |
- £4,740.2 0 |
- £10,998. 53 |
| Cash fundsincl. deposit a/clast year end (D)* |
138,677.1 2 |
133,936.9 2 |
| Cash fundsincl. deposit a/cthis year end (C+ D)* |
£133,936 .92 |
£122,938 .39 |
| STATEMENT OF ASSETS AND LIABILITIES | ||
| Note: cash funds include reserve/contigency/deposit* accounts.** |
Current value |
|
| £ p |
||
| Cash funds(agree with the balance of the receipts and payments a/c) (E) |
122,938.3 9 |
|
| Debtors (money owed to the charity on the period end date) (F) |
- | |
| Value of buildings and equipment (current or depreciated value) (G) |
- | |
| Liabilities (loans and any other money owed on the period end date) (H) |
- | |
| Net assets (E-F+G-H) |
£122,938 .39 |
|
| Signed on behalf of the trustees (committee): Signed…………………………………..Name……………….….. ……………………...Role…………………….... |
Charity name:
Charity number:
900034 Period end date………… 07/31/2022
Mitton Manor Pre-School and After School Club
Receipts and payments accounts for the period
Period s 08/01/2021
RECEIPTS AND PAYMENTS
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Previous year Current year
RECEIPTS £ p £ p
Nursery Education Funding (Free for 103,581.70 126,615.26
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| Nursery Education Funding (New for 2) Children's fees 50,870.09 Milk refund JRS Grant 5,027.13 COVID 10,000.00 Grants ( Deprivation 4,055.91 Grant … CAF 2,000.00 Grant ……. Growing Our Community 2,000.00 Grant……TBC Fundraising 6,647.34 Donations 270.00 Interest 9.04 Other receipts 400.46 Sub total 184,861.67 Income from the sale of equipment 23.00 TOTAL RECEIPTS (A) £184,884.67 |
- |
|---|---|
| 33342.13 - |
|
| 173.43 | |
| 1,391.49 | |
| 1,000.00 | |
| 9467.19 950 23.68 674.71 |
|
| 173,637.89 | |
| TOTAL RECEIPTS (A) | £173,637.89 |
| Previous year PAYMENTS £ p |
Current year £ p |
|---|---|
| Employment costs (gross pay + emp 177,199.43 Training costs 408.40 Premises (rent, heat etc) 5,933.72 Subscriptions 546.79 Insurance 612.35 Administration 1,162.54 Refreshments 460.34 Consumables (paint, paper etc) 446.39 Fundraising costs 1,407.57 Other 1,405.35 Sub total 189,582.88 Purchases of of equipment and othe 41.99 TOTAL PAYMENTS (B) £189,624.87 - |
169,151.09 228 6,822.58 |
| 726.88 | |
| 702.90 | |
| 1,214.72 | |
| 329.13 | |
| 1,027.31 | |
| 3,689.70 | |
| 195.70 | |
| 184,088.01 | |
| 598.41 | |
| TOTAL PAYMENTS (B) |
£184,686.42 |
| - | |
| NET OF RECEIPTS AND P (A-B=C) -£4,740.20 |
-£11,048.53 |
| (D) 138,677.12 (C+D) £133,936.92 Cash fundsincl. deposit a Cash funds**incl. deposit a |
133,936.92 |
| £122,888.39 |
STATEMENT OF ASSETS AND LIABILITIES
Note: cash funds include reserve/contigency/deposit account Current value £ p* Cash funds (agree with the balance of the receipts and payme (E) 122,888.39 Debtors (money owed to the charity on the period e (F) - Value of buildings and equipment (current or deprec (G) - Liabilities (loans and any other money owed on the (H) - Net assets (E-F+G-H) £122,888.39**
Signed on behalf of the trustees (committee): Signed…………………………………..Name……………….…..……………………...Role……………………....
This is the total from the GCC column minus the deprivation grant
This is the fees column + registration fees
Covid sick pay In the accounts spreadsheet this is within GCC
Called Events in the accounts spreadsheet This is the £975 in donations adjustment made £25 in uncashed cheques from the prev
"Other" in accounts column minus the covid sick pay. £674.71 = water plus refund
Wages in accounts spreadsheet
Utilities, building & maintenance, kitchen & cleaning
"Other" and "Charges"
vious year that still haven't been cashed
CHARITY COMMISSION FOR ENGLAND WAIES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to th• truste881 members of iTToW flÉ-sC44<L APraL On accounts for the year ended 2oaa Charlty no lrfany) qooa3 Set out on page• I report to the trustees on my examination of the accounts of the ave chanty (Ihe Trust"> for the year ended R•sponslbllltl•s and b•sls of report AS the charitls trustee8, you are responsibbe for the preparation of the a¢counts in accordance wth the requirements of the Charrties Act 2011 {Ihe Acl.). I report in respect of my examination of the Trust's accounts carried out under section 145 ofthe 2011 Act and in carying out my examinalion. I have followed all the applicable Direth'ons given by the Charity Commisston under section 14515)(b) of the Act. Independent tThe charty's gross income exceeded £250.000 and l am qualffied to examinerfs statement undertake the examinats'on by being a qualrfied member of linsert name of applicable listed t>odyD. Delete [ J ilnot applicable. I have completed my examination. I confim that no material matters have come to my attention in connection wrth the examination (other than that disdosed below ') which gives me cause lo believe that in, any material respe¢t.' the accounting records were not kept in accordance with sectbon 130 of the Charities Act; or the ac£ounts did not accord with the accounting records.. or the attounts did not comply with the applicable requiremenls conceming th8 fonn and content of accounts set out in the Chanties (Accounts and Repjrts) Regulations 2008 other than any requirement that the accounts grve a Irue and fairf view whh is not 8 matter con$Ndered as part of an independent examination. I have ¢ceemS and have rne across no other matters in Connection wtth the examination to which attention should be drawn in this report in order to enable a proper urKlerslanding of the accounts to be reached. ' Please delete the words in the brackets rfthey do not apply. Slgned: Date: Name: Relevant professlonal quallfi¢atlonlsl or body AATQ 6 2006333? IER Oct 2018
(ff any): Nortonbu Tewkesbury Hou Addreu: , Em811." lee@holbert Section B Disclosure Only complele If the examiner needs to highlight material matters of concern (see CC32. Independent examination of charrty accounts.. directions and guidan for examiners). Glv• harg brlef detsll8 of any Items that the ex•mln•r wlshm to dlsclos•. IER Oct 2018