Preschool & Annual General Meeting Tuesday, 20 November 18:45 hours

Annexe Building, Great Abington School

Committee Members

Name Role Present Absent

Wendy Morgan (WM) Chair

Faye Forsyth (FF) Secretary

Poppy Aldam (PA) Treasurer

Gina Warren (GW) Trustee

Ewa Nowak (EN) Trustee

Lizzie Taylor (LT) Trustee

Laura Norton (LN)

Amaris Victory (AV)

Mark Victory (MV)

Dreyer Wentzel (DW)

Tess Stone (TS)

Staff Members / Volunteers

Name Role Present Absent

Ruth Beach (RB) Administrator

Louise Woolcott (LW) Finance Manager

Georgina Blyth (GB) GAPS Manager

Angela Lindsay (AL) Pre-School Manager

Yasmine Wilkie (YW) Pre-School Deputy

Katie Manion (KM) Baby & Toddler Group Leader

Alan Cooke Governor’s Representative

Welcome (WM) WM welcomed everyone to the AGM

Apologies (FF) Apologies from LN and PA

Approval of minutes of last AGM

(reviewed, accepted, signed by chair) (WM)

Accepted by committee, WM signed and copy given to RB to file.

Chairs report (WM) WM gave the chairs report; See Appendix 1. AL advised of one correction to numbers of children in pre-school (26 rather than 25)

Policies: (RB) Overview

Review Adoption

The link to policies was circulated prior to the meeting. RB has been reviewing and updating all policies (n=80). Up to date as of yesterday (19/11/2018). Highlights: New policies: ‘Arrivals and Departures Policy’ (Pre-School) Updates/amendments: ‘Outdoor Play Area Procedure’ ‘Safer Recruitment Policy’ procedure aspect updated ‘Technological Devices Policies’ Policies need to be adopted as per AGM procedure – these will be circulated to committee for agreement/consensus which must be within 2 weeks to ensure timely sign off. ACTION: FF to divide and circulate. ACTION: AL and GB have reviewed and approved the Safeguarding Children Policy; GB to update RB following attendance at pending Safeguarding Conference

Treasurers Report (LW/PA)

See Appendix 2 DW clarified accounts period being reported, LW confirmed this was from new financial year until September. DW asked for clarity on the internal loan between GAPs and AAS Holiday Club ~£9000. Holiday club needs to pay this back to; LW asked for support from DW to help with planning repayment. AC enquired about financial forecasts for 20/21; LW said there is significant uncertainty but the bottom line is a substantial number of ‘new’ children would be required in preschool to deliver positive finances. LW updated committee regarding the reserves position; LW confirmed the financial position. WM clarified that there may be a point where continuing to run pre-school would become untenable. From a pure finance perspective the

setting may have to close if the current loss making trend was to continue as we could not eat into reserves that we are legally required to have. FF asked about the reserves policy; LW confirmed there was a policy in place should the setting need to close (for example, in the event the school required the annexe returned for their use). RB stated it could be revised to include the information provided by LW tonight which would make it more robust. ACTION: LW/RB to review and consider changes/additions AC thought it would be unlikely the school would want the annexe building back and the school was pushing hard to find extra space by other means. AC asked about contingencies for other episodes: e.g. flooding which has previously affected the setting. FF asked about insurances, LW confirmed insurance was in place and had covered previous flooding etc. WM stated the independently examined accounts had been approved; however they need to be changed in format to be acceptable for the charity commission. The independent examiner also needed to see the Trustee’s Annual Report before the accounts were submitted. See Appendix 3. WM summarised the content of the Trustee’s Annual Report and highlight the Charity Commission may question finances, particularly in relation to preschool. AC asked AL/LW about the historical position in relation to the pre-school loss. LW and AL confirmed preschool has historically had loss making periods however the situation has worsened with the introduction of 30-hours places.

Adoption of Constitutions (WM)

Pre-school Learning Alliance constitutions previously circulated by email. Adopted and signed by FF and WM.

Acceptance of Accounts (WM)

Final set of accounts have been produced by LW and approved by the independent examiner. However he has advised that these are re-formatted for Charity Commission submission; WM will sign off.

Pre-School Manager’s Report (AL)

Z R-H stepped down, MD was on maternity leave YW joined as deputy 26 children in pre-school 2 new to the setting children starting this term, several due to start in January LH has completed her ENCo training Thanks to: James Normal and colleagues who brought their ambulance to pre-school Zoe Henry who produced Santa letters for no cost and donating the proceeds raised to preschool

Verena Waddington and friend who are building a new mud kitchen AL has signe-up pre-school to a B&Q scheme which sees any resources they can’t sell given to pre-school free of charge 12th December is the Christmas Concert – help from committee would be welcome. ACTION: all committee to check availability and contact AL if able to support

GAPS Manager’s Report (GB)

Summary of year, challenging and busy Numbers are up, 83 enrolled, finances are down Staff have left: AE, ZR-H and ER YW has joined the staff bank and is SENCO trained; GB stepping down as SENCO Staff have specific roles which is working well Children acting as kitchen assistant and helpers, which they sign up, seems to be going well Successful bid to Pfizer submitted with support from former trustee JH; £400 is being donated for the purchase of sports equipment, two GAPS staff are leading on this Year ahead – site development via ‘Learing Through Landscapes’ an outdoor learning and play chairty will build a sensory garden and STEM area. Plan for a working party to clear the gaps garden to make a quiet area. The recent purchase of walkie-talkies would enable use of this area more effectively. Working with staff to develop this. Physical activity – still working towards enhancing physical activity opportunities at GAPS Kitchen refurbishment, LP and DW working on this Food Hygiene: GAPs has retained their five star hygiene rating Lots of fundraising ideas, one staff member is developing these Enquired made about donation of Christmas tree as per previous years Training: Playworker Conference, three staff attended, were able to cover all the workshops on offer, lots of ideas and inspiration generated GB completed ENCO training GB attending Safeguarding Conference GAPS Christmas party 11th December

Resignation of Current Committee

Resignation of current committee following being in post for one year. All committee stood down.

Nomination and election of New Committee

Nomination and election of new committee Must have a minimum of five committee members

Eight committee nominations, pending paperwork (*indicates DBS and EY2 complete; trustee pledge signed) FF* WM* GW* PA* MV LT TS DW Officer positions elected at next committee meeting WM reminded everyone that paperwork must be commenced within 14 days of signing the committee trustee pledge. ACTION: FF to chase LN and EN regarding their intentions (done) WM asked those nominated who had signed the pledge and who had EY2 and DBS checks to complete the Charity Commission Trustee Eligibility Declaration WM nominated as the Safeguarding Trustee, seconded by FF

AOB

Date and time of next

committee meeting

27th November 4th December GW, LW, LG, TS, RB, DW 11th December ACTION: FF to circulate a doodle poll and confirm a date

Appendix 1 Chairs Report

Chair’s AGM Report - 20th November 2018

Wendy Morgan

This has been my first year as Chair of the committee. I was appointed in

October. My very sincere thanks to Laura Norton who was doing an sterling job

and made a considerable contribution prior to having to step down due to time pressures.

Once again it has been a busy year. We have been continuing to build on the

hard work of the previous few years; continuing to provide outstanding provision to the community.

This year we have provided pre-school education to 38 children including funded

two’s and those in receipt of pupil premium. We had 79 children registered at GAPS and provided holiday club provision to 93 children during school holidays.

The setting should be justly proud of providing inclusive, accessible, good quality

childcare to our community. That we continue to do so, in spite of significant external pressures is down to our excellent staff.

Staffing

This past year has seen a number of changes in the staffing teams across both settings.

Zoe our deputy leader at pre-school left to move to pastures new as did Antonia.

Ella stepped down from being a permanent member of staff to remain on our

bank staff provision. Joining our ranks are Yasmin (who takes on the role of Deputy Pre-school leader) and Paula. A warm welcome to them both.

The staff have all completed a number of statutory and courses over the last

year, covering many differing aspects of preschool and wrap-around care

provision. For example we have supported many staff to attend GDPR awareness

training and the lifting and handling course. In doing so we recognise that we

benefit from having a wide body of staff who have knowledge of statutory requirements.

However, the most obvious direct benefits to the children come from allowing

staff to attend and apply their learning from enrichment related activities. For

example recently Georgie, Nikki and Karen have attend a play conference. All

came back highly motivated and we have already seen the benefits in relation to a refreshing of the games and painting without brushes.

Over the coming year, we will continue to support staff’s professional

development. A number of courses having already been booked and more are in

the pipeline. I was particularly pleased to see that staff have asked to attend

training about supporting young children’s development of self regulation. I hope

that we can continue to support such innovations through allowing staff to take

responsibility for different areas of the curriculum and through developments that aim to provide academic, moral and emotional education provisions.

Finance

Louise, our finance manager and Poppy the treasurer, will be detailing our last

financial year shortly. At this point I would like to publicly commend Louise’s

work. The independent examiner has commended the amount of work Louse has

done in relation to the accounts. In particular he commended on the high level of

accuracy of data entry given the large number of transactions across the setting.

As we continue to grow and encounter new challenges (in relation to aspects

such as payroll requirements) managing the finances becomes an increasing challenge and we will look to support Louise in meeting these.

With the National living wage increasing again and workplace pensions being

implemented, as well as the introduction of the 30 funded hours for many

families with 3 and 4 year olds, we have been busy this year looking into what it

means for us financially.

An important aspect of our financial planning is exploring the possibility of

exploring becoming a Charitable Incorporated Organisation. This would place

clear outlines on the trustees’ financial liabilities and help with the long-term planning of the setting.

Closing

In closing I would like to once again thank all the staff for their dedication and

hard work. Gaps and Abington pre-school wouldn’t be the settings they are

without all of you. I would also like to thank the members of the committee for

all their hard work, the time that they have given up for meetings and for

ensuring we meet our legal and charitable obligations. I know you all lead busy

lives and your contribution to your local community is very much appreciated. I

appreciate that taking on the role of a trustee of a charity is not a task to done

lightly. I thank you all for taking on this responsibility and the commitment that

you have shown. And of course, thank you to all the families of the children who

attend our settings. We recognise that parents help in a number of ways and without their support we wouldn’t be able to open.

Appendix 2 Finance Report

Annual General Meeting

Tuesday 27th November 2018

Abington Preschool The financial year of 2017 - 2018 proved to be a difficult one for the Preschool seeing them

make a loss for the first time in more than 5 years. This can be attributed to a number of

factors. -the child numbers attending preschool saw a significant drop across the year. -the cost of the cleaning went up by 20% due the company becoming VAT registered in

Sept 2017. -from Sept 2017 the rent and service charge was increased by £362.50 per month. -the pension contributions were increased from 1% to 2% for employers. -the introduction of the governments 30 hours extended childcare funding started in

September 2017. This resulted in the preschool losing 40p per hour for 3-4 year olds

attending more than 15 hours. -there was an increase in the wages that was not matched by a fee increase. To counteract these changes, Preschool staff have worked hard to cut back on all unnecessary

spending. -the manager has ensured that the staffing is cost effective. -travel expenses to training events have been stopped as of July 2017. -snack is now ordered with the GAPS shopping so cheaper products are sourced. -more opportunities for fundraising have been implemented successfully. These measures have improved the financial situation going in to the 2018-2019 financial

year. The average net savings for 18-19 is £3849 compared to 17-18 £3285, a decrease in

spending of 15%. At this point, we are still in a loss of £3697. Options to be explored to improve the situation are -increase the hourly fees (we are currently below the average for this area) -promote the setting to increase the child numbers -approach the school to discuss the level of rent being charged -explore the options for grants and further fundraising End report

To do - remodel fees with snack at 60p. (spreadsheet)

Annual General Meeting

Tuesday 27th November 2018

Abington Community Out of School Club

The year end of 2017-2018 found the Out of School Club making a loss of £14723. This

figure includes a loan to AAS of £9133.56. With this taken into account as still to be repaid, the final loss is £5590. Again this is the first time that a loss has been made in over 5 years. The main contributing factors to this are -the cost of the cleaning went up by 20% due the company becoming VAT registered in Sept

2017. -in Sept 2017, the rent and service charge was increased by £333.33 per month. -the pension contributions were increased from 1% to 2% for employers. -there was an increase in the wages that was not matched by a fees increase. In response to this loss there have been some changes put into place. -a review has been carried out to decrease costs in areas such as equipment, food and toys -the staffing has been altered to create a higher staff:child ratio whilst staying within the

regulations. This has resulted in a decrease in staffing costs by 10% with the resulting

decrease in tax and NI. -travel expenses to training events have been stopped as of July 2017. The financial situation for GAPS is looking healthier for 18-19. Up to Sept, it is in a small

loss of £710 but there are still fees to be received from the Autumn term. These measures have resulted in an increase in net savings per month of 88% compared to

the last financial year. The loan to AAS is still outstanding. End report Suggestions - introduce daily charge for meals 50p

Annual General Meeting

Tuesday 27th November 2018

Abington Annexe Sports Holiday Club

The financial year of 2017-2108 was difficult for the Sports Club, resulting in a year end

loss of £872.19. The sports clubs themselves all ran at a profit but unfortunately it was the

payroll costs that created the loss. During this difficult time, whilst every effort was being made to increase the income of the

club and decrease the admin hours, a loan was required which was borrowed from the Out

of School Club, totalling £9133.56. Still needs to be paid back in full. From September 2018, the term time sports club closed down, with the Holiday Sports club

continuing to run. This has had a positive impact on the admin hours required and the income

from the holiday club is supporting itself. This will hopefully see a gradual increase in the

income and the ability to repay the loan.

Plan to repay the loan -

End report

Plan to repay the loan - Going on minimum staff and minimum numbers. October half term made a profit

of £227.

Running from the annexe rather than school will decrease hire fee.

Discuss with DW for predictions.

Appendix 3 Trustee’s Annual Report The Annual Reports will be publically available here: Pre-school: http://apps.charitycommission.gov.uk/Showcharity/RegisterOfCharities/CharityWithoutPartB.aspx?RegisteredCharityNumber=1027241&SubsidiaryNumber=0 GAPS: http://apps.charitycommission.gov.uk/Showcharity/RegisterOfCharities/CharityWithoutPartB.aspx?RegisteredCharityNumber=1075808&SubsidiaryNumber=0