## **MITTON MANOR PRE-SCHOOL & AFTER SCHOOL CLUB** ## **CHARITY REGISTRATION NUMBER 900034** ## **MINUTES OF MITTON MANOR PRE-SCHOOL & AFTER SCHOOL CLUB ANNUAL GENERAL MEETING** ## **Wednesday 25[th] October 2023** **----- Start of picture text -----**
Present:
-
Angela Walker (AW) Rosanne Perry Boulton (RPB) Ali Jones (AJ)
Louise Thomas Mel Hill (MH) Georgina Packer (GP)
Kathy McVicker Kim Lewis (KL) Hannah Willlis
Kirsty Roberts (KR) Chris Williams Kate Spade
Pam Redfern Gemma Munro Sarah Earnshaw
Vicky Hughes Sarah Wales
Jess Middlecote Bel Hampton
Apologies: Louise Bowers Lisa Westhorpe
Mary Butcher Rachael Daly Laura Wynne
Sally Allanson Sophie Hughes
Points of Agreement / Action Action
1. Introduction – AW welcomed everyone
2. Minutes of last year’s meeting were agreed.
Proposed – Kirsty Roberts; Seconded – Chris Williams
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. She talked through the various events we have held
this year, including bingo nights, Christmas shopping evening,
sports day and the concerts.
5. Treasurer’s Report AJ
**----- End of picture text -----**
Attached separately below Accounts were agreed – Proposed by Kirsty Roberts Seconded by Chris Williams ## **6. Manager’s Report - AW** Well, we started another year at Mitton Manor Preschool – and what another fun packed year it was. It’s actually my 34 years…...and I still love it as much today. I would love to make it here till 35 years – I have worked with the most amazing staff and committee which has made my job such a joy, I truly love this place – what we stand for – what we are able to provide for our little friends and their families. I would like to do my thankyous – our jet set flying high chairperson – she is amazing – she has organized some fab fundraising ideas this year, and with her team or committee and friends has enabled us to keep our costs for our families as low as we can, so Thankyou Kim - I don’t think people understand how important raising money for our charity group is, we are able to provide extra support for children that need that extra help to settle their child into preschool, I believe if we get it right nowthen we are setting the foundation for the rest of their school education road. The raised money also provides cover for staff when we have to go to Team Around the Child meetings, also Team around the Family, and sadly to support children where there are safeguarding concerns – over the years our job roles have changed, from including health visitor’s roles, speech and language roles. Sometimes it feels that we are drowning in paperwork, trying to help the children get the best for them, one thing for sure we as a team will do our best for all of our children. But we continue to rely on fundraising to help us, many people think we get extra funding from Gloucestershire County Council/ early years team, but honesty we do not get any extra financially, we also ensure that are children each year get the extras to help them, new games, new areas, new resources to help them develop. We are so grateful Kim for your continuing support, I would like to thank all the friends, committee, and supporters we have. Mary and Geoff Butcher – for recording our shows / for supporting the Bingo Sessions, and of course Mary for taking over the 100 club, I would like to guess how many years that you have run the 100 club Mary. This year after an accident our handy man has retired this term – he has been such a benefit to our group, he started helping out when his grandchildren were here the eldest was 3 years at the time – he is now 22 – we also have had help over the past months from Edward’s Dad and of course Steve, Kim’s husband - so I would like to thank them both as well. I would also like to thank past parents -that still come along and support us, they say more hands make the work lighter, and it really does. When we have events that have things that need taking and bringing back to preschool, it’s just so helpful to stop and help staff put away the items, ready for the next day at preschool. We have seen several staff move on this year - Angela Worrell and Rachel Perks. I’d like to thank Angela for working a couple of days each week, to give her children support they needed to the end of the year – Angela moved on to return to childminding to look after her grandson. We also had a changed in the apprenticeships, Jess is nearing the end of this course, and I am very pleased with how Jess has developed through this course. We also had Helen working towards her level 2, but another opportunity arose in the beauty side that Helen is involved with, so after a lot of thought she decide to choose the nail technician side. We have been lucky to have Helen in a few sessions to support the staff. They say every cloud has a silver lining and I feel the two staff we employed – Bel and Beth - are great with the children, and we are so so lucky to have them as part of this team – each of the ladies offer something different. I don’t like to single people out, but this year I am – as many of you are aware I am poorly. I’ve managed to get into preschool, at least 4/5 sessions most weeks and I continue to work from home. But I must say a special shout out to Ali and Mel, my right arm ladies, I thank you both, for supporting me, enabling me to continue. And then my other special ladies Georgie, Rosanne, Jess And then the past term Beth and Bel, whose heads are completely overloaded. So, this year’s Team: Ali Jones Business Manager Mel Room Lead Georgie, Rosanne, Beth and Bel – level 3 Jess - working towards level 2 – which hopefully will be finished soon, I must say the tutors are slow at setting and marking assignments Of course, as long as I feel that I am helpful and impacting the group I will continue. **The building** We have had several bigger items this year – Rosanne asked if she could develop the back garden, which still has to have a few items added, but we are so pleased with this extra area. We decided to have a doorway and step put in leading to the garden and it’s a real treat to use the area. We also had new large balance scales, and new mud kitchen; we bought a small rocket tent – and then purchased sensory balls that light up and flash, etc. We have had the usual upkeep, e.g. fire equipment – we sent Georgie and Rosanne on a fire marshal course, thank you ladies. We had a lot of problems with the doors this year – Steve sorted one, but the front gate had several issues – not opening, not connecting – so we had the company that supplied door out, they changed the code but after a few months it’s started playing up again, which he said would/might happen. We had to have the alarm system looked at, new batteries were needed. We had the fences and cupboards painted this year – and have noted a few wooden panels need replacement, the guttering need lifting so it ran away better. We continue to complete safety risks, inside and outside – trying to make sure the areas are fine for the children to be in ## **The children** Well last year’s children moved on to their chosen Primary school, and this year we worked with the 5 receiving schools - to ensure their transition went as smoothly as possible. The children last year took part in many activities and celebrations, and were a delight to take anywhere. Our Minors are now our Majors- all growing up far too fast, and we are now looking at all the lovely things that we can do with them - time goes by so quickly its frightening. Well, I am not going to sit here and talk about all that happens in these four walls – but could I ask that you look at newsletters and emails – it’s part of the EYFS that we follow our learning curriculum and we do ask children to bring items in – for display, through this we also cover personal and social skills – standing up in front of their class, having the confidence to talk, answer questions and so much more. Thank you for listening to me this evening. None were raised. **7. ANY OTHER ITEMS FOR DISCUSSION** ||**8. A.O.B.**
Fundraising Committee members who are stepping down:
Lisa Westhorpe, Sally Allanson
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:
-
Sarah Hawkins
-
Gemma Munro
-
Vicki Hughes
-
Sarah Wales
-
Rebecca Allcoat
-
Sam Outhwaite
-
Sarah Earnshaw
**DATE OF NEXT ANNUAL GENERAL MEETING**
**Wednesday 25th September 2024, 6.00pm**
**in the PRE-SCHOOL BUILDING**
**Signed ………………………………**
**Dated …………………………………….**||| |---|---|---|---| |**Charity name:**|**Charity name:**|**Charity**
**number:**| |---|---|---| |Mitton Manor Pre-School and After School Club||900034| |||31/07/2023| |**RECEIPTS AND PAYMENTS**||| |||**Current**
**year**
**£ p**
114,078.28
-
47165.39
-
3,504.42
500
1000
608.96
9154.24
955.86
869.5
147.29
177,983.94
**£177,983.9**
**4**
**Current**
**year**
**£ p**
161,123.66
581.5
7,348.67
715.53
790.40
2,338.64
430.16
964.13
4,743.35
250.53
179,286.57
2,406.62
**£181,693.1**
**9**
-| ||**Previous year**|**Current**
**year**| |**RECEIPTS**|
**£ p**|**£ p**| |Nursery Educaton Funding (Free for 3&4)
Nursery Educaton Funding (New for 2)
Children's fees
Milk refund
COVID
Grants (specify)
……………………………
Deprivatio
n
Grant
………………………………………..
CAF
Grant ……. Tesco Groundwork
Grant……TBC
Grant…One Stop
Fundraising
Donatons
Interest
Other receipts
Sub total
Income from the sale of equipment|126,615.26
33,342.13
173.43
1,391.49
1,000.00
9,467.19
1,000.00
23.68
674.71
173,687.89
**£173,687.89**|| |**TOTAL RECEIPTS**
**(A)**||| |||| ||**Previous year**|**Current**
**year**| |**PAYMENTS**|
**£ p**|**£ p**| |Employment costs (gross pay + employer's NIC)
Training costs
Premises (rent, heat etc)
Subscriptons
Insurance
Administraton
Refreshments
Consumables (paint, paper etc)
Fundraising costs
Other
Sub total
Purchases of of equipment and other assets|169,151.09
228.00
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
**£184,686.42**
-|| |**TOTAL PAYMENTS**
**(B)**||| |||| |**NET OF RECEIPTS AND PAYMENTS**
**(A-**
**B=C)**|**-£10,998.53**|**-£3,709.25**
122,938.39
**£119,229.1**
**4**| |---|---|---| |**Cash funds***incl. deposit a/c**last**year
end
**(D)**
**Cash funds***incl. deposit a/c**this**year
end
**(C+D)**|133,936.92
**£122,938.39**|| |**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 value)
**(G)**
Liabilites (loans and any other money owed on the period end
date)
**(H)**
Net assets
**(E-F+G-H)**
Signed on behalf of the trustees (committee):
Signed…………………………………..Name……………….…..
……………………...Role……………………....||**Current**
**value**
**£ p**
119,229.14
-
-
-
**£119,229.1**
**4**| Treasurer’s Report: 2022-2023 ## Bank Accounts and Assets The table below shows the balances of our various accounts at the end of our financial year – 31[st] July 2023, compared to the closing balance at the end of last year. Our financial year runs from 1[st] August to 31[st] July. |**Bank and account name**|**Closing balance**
**31/7/22 (LAST**
**YEAR)**|**Closing balance**
**31/7/23 (THIS**
**YEAR)**| |---|---|---| |HSBC Current|31,383.86|24,897.11| |HSBC Contingency|62,082.04|63,268.71| |HSBC Maintenance|14,453.69|15,797.06| |HSBC 100 Club|2,581.26|2,714.43| |HSBC New Build|12,387.54|12,501.83| |ASC Petty Cash|50|50| This gives total cash funds across all our accounts of **£119,229.14** , as of 31.7.23. Last year’s cash funds figure was **£122,938.39,** which means this year we made a loss of **£3709.25.** We have several different accounts: Our **HSBC current account** is used for our day to day income and expenditure. The **contingency account** is used for any sick pay or redundancy pay, and we pay £50 a month into it. 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 **New Build Account** contains funds that were in the Lloyds ASC account and were moved here after the ASC account was closed. We have made a loss this year of **£3709.25** 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 – down by £12,536.98 This year our Majors group was smaller compared to last year. We also didn’t have any funded 2-year-olds, whereas last year we had 3-4 who were entitled to 2-year-old funding. Therefore we had less funding income this year. 2. Children’s fees – up by £13,823.26 - In this year’s Minors group approximately half the children had summer term birthdays, which means they receive no funding in their Minors year and so parents paid for their sessions in full. We also had 3 “minor-minor” children, who weren’t funded and parents paid for their sessions in full. Therefore fees income is significantly up. ## **Taken together overall funding and fees income is fairly similar last year - up by £1286.28.** Mainly due to smaller numbers of funded children and more fee-paying children paying our hourly rate. 3. COVID grants: £0 No Covid grants this year. 4. Deprivation grant – up by £2112.93 - 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. We receive 3 payments a year but the final payment is not always in the same month in the summer – it alternates between being paid in either July or August. This year we received 4 payments, in August, December, April and July; the previous year we received 2 payments, in December and April. 5. Tesco Groundwork - £500 - Tesco blue token scheme – used to develop the side garden area – spent on chalk paint, a play kitchen, pots and pans, buckets, a flower arch and flowers. 6. Tewkesbury Borough Council - £1000 Used to purchase outdoor learning equipment such as water channels and stands, and outdoor construction toys. 7. Groundwork grant – One Stop £608.96 - Used to purchase a wooden mud kitchen, large balance scales, and bugcollecting equipment. 8. Fundraising income – down by £312.95 - Perhaps people spending less – cost of living increases. Seemed to struggle to sell tickets for the summer raffle. 9. Donations – down by £44.14 - Very slight decrease on last year. We received donations from parents/families or their businesses towards both concert costs and sports day. We also received a couple of payments from the Amazon Smile scheme, which we had only fairly recently joined, but this has now stopped. - 10.Interest – up by £845.82 Due to big increases in the bank interest rates through the year. - 11.Other receipts – £147.29 – this was a payment made in error to us that should have been to another childcare provider. We paid it back so it is included in other expenditure below. - 12.Income from sale of equipment = £0 ## **Overall, income was up by £4296.05** Mainly due to the 4 deprivation payments this year compared to 2 last year, and the increase in fees income due to a larger number of non-funded children. ## Payments (outgoings) 1. Employment costs – down by £8027.43 – Jill retired at the end of the last academic year and we did not replace her. We used Jess and Helen more in order to meet the requirements of their apprenticeships and they are paid at a lower rate than a qualified staff member. 2. Training Costs – up by £353.50 – two members of staff needed paediatric first aid in Sept 22, and three more staff members did paediatric first aid in May 23. 3. Premises costs – increased by £526.09 – mainly due to increased cost of utilities over the winter (utilities up by £361.97). 4. Subscriptions down by £11.35 5. Insurance – up by £87.50 Yearly increase. 6. Administration – up by £1123.92 Due to buying Microsoft Office for new laptops, big increase in costs of printer inks (and high usage of these due to new phonics scheme requiring a lot of one-off printing). Also an increase in the cost of paper. 7. Refreshments – up by £101.03 – due to increased food costs 8. Consumables – down by £63.18 9. Fundraising costs – up by £1053.65 – we did a trip this year to All Things Wild for which there was a large outgoing cost - £250 for the coach and £614.95 for ATW itself (although this was offset by parents paying for these) - 10.Other expenditure – up by £54.83 – had to pay back a parent who had paid us in error - 11.Purchases of equipment – up by £1808.21 – buying items using grant money received – new equipment for back garden area, new outdoor equipment (balance scales, mud kitchen, water channels and stands). We also replaced a long floor-to-ceiling window with a new door to allow us to access the side garden area more easily. We spent £980.71 on this. (Also had new steps put in from the door but these were paid for in the current financial year). **Overall, expenditure was down by £2993.23 –** mainly due to a fairly large decrease in our employment costs compared to the previous year (even though other costs were up – utilities, admin etc – this was offset by the decrease in employment costs). This year we have made a loss of **£3709.25** This year we had lower employment costs and increased fee income compared to last year, meaning we had higher income and lower spending compared to last year. However, the rising cost of living has impacted us with increases in premises costs (for utilities and insurance) as well as refreshments, consumables and administration costs (for example printer inks and paper). Overall this has led to us making a loss of £3709.25. This is in comparison to a loss of £10,998.53 last year. These losses follow several years of making small to significant profits. We do keep a close eye on the finances and hope to break even again in this financial year. |**Charity name:**|**Charity name:**|**Charity number:**| |---|---|---| |Mitton Manor Pre-School and After School Club||900034| |||7/31/2023| |**RECEIPTS AND PAYMENTS**||| |||**Current year**
**£p**
114,078.28
-
47165.39
-
3,504.42
500
1000
608.96
9154.24
955.86
869.5
147.29
177,983.94
**£177,983.94**
**Current year**
**£p**
161,123.66
581.5
7,348.67
715.53
790.40
2,338.64
430.16
964.13
4,743.35
250.53
179,286.57
2,406.62
**£181,693.19**
-
**-£3,709.25**
122,938.39
**£119,229.14**| |**RECEIPTS**|**Previous year**
**£p**|**Current year**
**£p**| |Nursery Educaton Funding (Free for 3&4)
Nursery Educaton Funding (New for 2)
Children's fees
Milk refund
COVID
Grants (specify)
Deprivation
Grant ………………………CAF
Grant ……. Tesco Groundwork
Grant……TBC
Grant…One Stop
Fundraising
Donatons
Interest
Other receipts
Sub total
Income from the sale of equipment|126,615.26
33,342.13
173.43
1,391.49
1,000.00
9,467.19
1,000.00
23.68
674.71
173,687.89
**£173,687.89**|| |**TOTAL RECEIPTS (A)**||| |||| |**PAYMENTS**|**Previous year**
**£p**|**Current year**
**£p**| |Employment costs (gross pay + employer's NIC
169,151.09
Training costs
228.00
Premises (rent, heat etc)
6,822.58
Subscriptons
726.88
Insurance
702.90
Administraton
1,214.72
Refreshments
329.13
Consumables (paint, paper etc)
1,027.31
Fundraising costs
3,689.70
Other
195.70
Sub total
184,088.01
Purchases of of equipment and other assets
598.41
**TOTAL PAYMENTS**
**(B)**
**£184,686.42**
-||| |**TOTAL PAYMENTS**
**(B)**||| |||| |**NET OF RECEIPTS AND PAYMEN**
**(A-B=C)**|**-£10,998.53**|| |**(D)**
**(C+D**
**Cash funds***incl. deposit a/c**last**ye
**Cash funds***incl. deposit a/c**this**y|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)** 119,229.14 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 **(H)** - Net assets **(E-F+G-H) £119,229.14** Signed…………………………………..Name……………….….. ……………………...Role…………………….... CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Iiidependent Exaini17eT'S Report R•port to the t1uste8sl membors of On accounts for the year ended Charlty no (ff any) 3117193 S•t out on pages I report to the trustees on ry examination of the accounts of the atx)ve charity {￿he Trusf) for the year ended Responsibillttes and As the charity trustees of the Trust, you are responsible for the preparation basls of roport of the accounts in accordance with the requirements of the Charttses A 2011 {Ihe Acr). I report in respect of my examination of the Trust's accounts c8rried fxrt under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charty Commlssion under sects'on 145(51(b) of the Act. I have completed my examination. I Confi￿ that no material matters have me to my attention (other than that disdosed below ') in wnnection with the examination which gives me caus8 to believe that in, any material re$￿t. accounting records were not kept in a￿)rdance with sedt¢M 130 the Act or the a¢￿unt$ do not accord wth the aco)unting reoy)rds I have no cOn￿rnS and have corn8 across no other matters in connection with the èxamination to which attention should be drawn in order to enatAe proper understanding of the accounts to be reached. ' Please ￿late the words in the brnckets rfthey do not apply. Dat•: Independent examinerfs statement Signed: 1=12F Namo: Relevant profosslonal qualffiGationls) or body (ff any): AATO6 2()(£ 3.437 Addr8SS: 37 High Street Tewkesbury Glos GL20 5BB Tel. 01684 296875 4mail.. h••@holbertonandco.co.uk OCto￿r 2018 IER Section B Disclosure Only complete if the examiner needs lo highlight matters of 0)n￿rn (see CC32. Independent examination of charity accounts.. directions and guidance for examiners). Glve here brlef detslls of any ftems that the examiner wishes to dlsclose. IER OCto￿r 2018