345 AGM Notes for 21stSeptember 2015
1.Welcome
Michael introduced himself as outgoing Co-Chair and talked about the long history of 345 and it’s wonderful staff, Outstanding OFSTED rating for Springfield and stressed that parent involvement, both on the committee and fundraising were very important in continuing 345’s great record of childcare.
Michael reiterated that all parents sign a contract buying into this.
2.Apologies for absence
Michaela was unable to attend at the last minute, and Lou can tell us about the finances in her stead.
3.Finance update
In 2014 345 made a loss as it was down in numbers of children at Church Crescent and Voluntary Contributions (VCs) were low (only 50% paid. It was 60% the previous year and 80% a three years ago).
The exact amount wasn’t stated as the accounts are with the accountant now, but it was in the region of £20-£30,000. 345 got £267,000 in and spent £280,000 in 2014.
In 2015 the projection is that 345 will break even.
345 hasn’t had to use it’s three month/£60,000 reserve fund.
One parent suggested a direct debit option, but Lou said this wasn’t possible as 345 is too small a charity and so it is up to parents to set up a standing order. The parent suggested this information/suggestion be added to the contract.
If the Government do bring in 30 hours of free childcare, the problem with non payment of VCs will be even more acute and Lou is in discussion with Haringey as to whether 345 can opt out of the 30 free hours (there are other pre-schools who are also wanting to opt out).
Last year was a good fundraising year with just over £5,000 raised.
Fees are due to go up in January from £22 to £25 per session (which is needed to break even).
If the 30 free hours of childcare comes in in September 2017, 345 will need to increase the number of full days offer from three to all five days.
The move to Pages Lane has brought costs down.
345 is over 90% capacity.
4.Additional Resources
Michael was looking into alternative ways of making funds for the pre-school and looked primarily at using the settings for yoga or language classes when they are not being used by the children.
Lou has been in communication with the CEO of Ally Pally as to whether it would be allowed, but the CEO has recently changed and so she needs to broach the subject again with the new woman.
If it was allowed, a parent, rather than a staff member would be required to do some administration and management of it.
Michael put it out there for the parents to think about.
5.Digital Survey
The original idea of the survey was to find out whether a better digital presence could improve marketing and fill places.
It was also to understand what parents would like from the website, email communication and social media.
All communication with parents is already via email.
There was a good response across the settings and three quarters thought the website was ‘good’ and a quarter, ‘not very good’.
Half had used it in the last month.
Most felt they received the right amount of emails.
Almost everyone used social media, but 36% had concerns about there being a Facebook page, with the main concern about photos of children.
The content of the website could be improved to talk about what was currently happening at 345 and refreshed more often with reports of events that had happened.
If this was to happen, staff might need training on how to update the site.
Donna from Springfield said this was already up on notice boards at the site.
One parent suggested a weekly email on the week to come or just gone.
The website should be optimised for use on a mobile phone, which is where most people were looking at it from.
Michael said he would find a student to redesign it to be easier to update and format.
6.Future Planning
Michael posed that the current management structure of 345 with a new committee every year who always need to be brought up to speed and then who leave only ten months later is perhaps not the best one. That decisions are made on an ad hoc basis and that it would be better to have well researched policies in place.
He suggested that the financial side be left to an accountant and Lou; that HR be left to a trained person and any committee of trustees be only the final opposing vote; that there be trustees recruited from ex 345 parents that would then stay three or four years.
An ex committee member parent from three years ago said that this idea had been discussed in her day and that it was very difficult to recruit trustees.
Donna at Springfield was anti the idea, wanting to stick with the committee as that was the community style of 345, that a committee helps bring parents together.
Gita said that fundraising and fundraising events did this.
The ex committee member parent from three years ago said that community also came from good parents reps and organising parents to meet for coffee, but that some years gelled and others didn’t.
7.Another Word on VCs
Why are people not paying their VCs? Is it really hard financial times or are we not doing enough to build this spirit of community that makes people feel like paying them?
Staff feel there should be a stronger ‘pay what you can’ message.
Tick a box indicating the amount of money you can afford to pay
Paper invoices seem to work better than just an email and a face to face follow up in setting also helps.
Lou stressed that VCs had to be voluntary or 345 could get into trouble and that this was a very awkward conversation to have with people and some people feel real shame admitting that they can’t pay.
8.Next Committee
Ian Jackson (SF) - chair
Clare Moore-Bridger (PL) - chair
Andriana Orphanides (SF) - Treasurer
Mia Jenkins (PL) - Secretary
Fundraiser (SF) - Katie Dorset
The team of fundraisers also include:
Andriana Orphanides (SF)
Claudia & Philip Pastides (PL)
Lizzie Frederico (SF)
Katherine Bree (PL)
David Reeve (PL)