AGM Planning

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Information to support AGM planning for committee-run settings.

Trustees roles

Charity trustee role description for [name of charity]

Role:	Charity trustee (unpaid volunteer)
Responsible to:	Committee of trustees
Responsible for:	[Specify which employees they will be responsible for line-managing, if any, or state none]
Purpose:	To set out the charity’s direction; promoting its charitable purposes, upholding its values and delivering its goals. Work as part of a team with the other trustees in all matters to ensure the effective management and administration of the charity, in line with the charity’s governing document, policies, procedures and relevant legislation. Employ and manage staff to provide successful and high quality childcare provision.

Main tasks:

To act in the best interests of the charity and its beneficiaries at all times and to avoid and declare situations which may lead to a conflict of interest.
To prepare for and attend meetings; contributing to the successful leadership of the charity and to the implementation of effective systems to manage the finances, administration, employees and activities of the charity.
To contribute to the recruitment and effective management of a team of qualified early years practitioners to take charge of the day-to-day running of the childcare provision; ensuring that high standards of care and education are provided and that the Early Years Foundation Stage requirements are met.
To ensure effective procedures are in place to safeguard and protect the welfare of the children in the care of the charity and check that all adults that work with the children are suitable.
To oversee the implementation of the charity’s Equality and Diversity policy, working with staff and volunteers to remove barriers to inclusion for all children and families.
To liaise with the charity employees, advisors and other agencies as necessary to ensure all statutory and legal requirements relevant to the activities and governance of the charity are implemented, all operations are carried out in accordance with the governing document and the charity is appropriately insured for any risks or liabilities.
To support the preparation of the Trustees’ Annual Report and accounts each year.
To contribute to the timely filing of all statutory forms and documents for the charity.
To undertake reasonable duties in accordance with the charity’s business plan and objectives.

This role is exempt from the Rehabilitation of Offenders Act (1974). It requires an enhanced criminal records check and is subject to suitability checks by Ofsted. Applicants must be prepared to disclose any convictions they may have and any orders which may have been made against them.

Person specification:

Essential criteria

Commitment to the aims and objectives of the charity.
Eligible to act as charity trustee [and company director, where applicable].
Satisfactory Ofsted suitability checks, including an enhanced CRB check, which confirms suitability to provide care for children.
Willingness to undertake training and learning necessary for the role and to commit the time to actively participate in the management of the charity.
Demonstrate professionalism in all matters relating to the charity, in line with the agreed trustee code of conduct.
An understanding of the importance of confidentiality for certain aspects of the role and the ability to respect the privacy of others.

Desirable criteria

Previous experience of charity governance.
Knowledge of the childcare sector and the Early Years Foundation Stage.
Experience of budget management.
Experience of employing and managing staff.

[This is not a definitive list of the responsibilities and settings should amend the list as necessary.]

Chair role description for [name of charity]

Role:	Chair (unpaid volunteer)
Responsible to:	Committee of trustees
Responsible for:	Manager of the childcare provision [specify which other employees they will be responsible for line-managing, if any]
Purpose:	To set out the charity’s direction; promoting its charitable purposes, upholding its values and delivering its goals. Work as part of a team with the other trustees in all matters to ensure the effective management and administration of the charity, in line with the charity’s governing document, policies, procedures and relevant legislation. Employ and manage staff to provide successful and high quality childcare provision. Facilitate meetings and act as a spokesperson for the charity.

Main tasks:

To act in the best interests of the charity and its beneficiaries at all times and to avoid and declare situations which may lead to a conflict of interest.
To prepare for and attend meetings; contributing to the successful leadership of the charity and to the implementation of effective systems to manage the finances, administration, employees and activities of the charity.
To facilitate meetings; ensuring that effective discussion and decision-making takes place.
To contribute to the recruitment and effective management of a team of qualified early years practitioners to take charge of the day-to-day running of the childcare provision; ensuring that high standards of care and education are provided and that the Early Years Foundation Stage requirements are met.
To line-manage the manager of the childcare provision; taking responsibility for supervising their performance through systems including induction, supervision and appraisals.
To act as a representative for the charity; taking responsibility for being the Nominated Person for Ofsted purposes.
To ensure effective procedures are in place to safeguard and protect the welfare of the children in the care of the charity and check that all adults that work with the children are suitable; acting as the lead person amongst the trustees for child protection matters.
To oversee the implementation of the charity’s Equality and Diversity policy, working with staff and volunteers to remove barriers to inclusion for all children and families.
To liaise with the charity employees, advisors and other agencies as necessary to ensure all statutory and legal requirements relevant to the activities and governance of the charity are implemented, all operations are carried out in accordance with the governing document and the charity is appropriately insured for any risks or liabilities.
To support the preparation of the Trustees’ Annual Report and accounts each year.
To contribute to the timely filing of all statutory forms and documents for the charity.
To undertake reasonable duties in accordance with the charity’s business plan and objectives.

Person specification:

Essential criteria

Commitment to the aims and objectives of the charity.
Eligible to act as charity trustee [and company director, where applicable].
Satisfactory Ofsted suitability checks, including an enhanced CRB check, which confirms suitability to provide care for children.
Willingness to undertake training and learning necessary for the role and to commit the time to actively participate in the management of the charity.
Demonstrate professionalism in all matters relating to the charity, in line with the agreed trustee code of conduct.
An understanding of the importance of confidentiality for certain aspects of the role and the ability to respect the privacy of others.
Good communication and leadership skills.

Desirable criteria

Previous experience of charity governance.
Knowledge of the childcare sector and the Early Years Foundation Stage.
Experience of budget management.
Experience of employing and managing staff.
Experience of leading a team.
Experience of facilitating meetings.
An understanding of child protection issues.

[This is not a definitive list of the responsibilities and settings should amend the list as necessary.]

Treasurer role description for [name of charity]

Role:	Treasurer (unpaid volunteer)
Responsible to:	Committee of trustees
Responsible for:	[Specify which employees they will be responsible for line-managing, if any, or state none]
Purpose:	To set out the charity’s direction; promoting its charitable purposes, upholding its values and delivering its goals. Work as part of a team with the other trustees in all matters to ensure the effective management and administration of the charity, in line with the charity’s governing document, policies, procedures and relevant legislation. Employ and manage staff to provide successful and high quality childcare provision. Support the successful administration of the charity’s finances.

Main tasks:

To act in the best interests of the charity and its beneficiaries at all times and to avoid and declare situations which may lead to a conflict of interest.
To prepare for and attend meetings; contributing to the successful leadership of the charity and to the implementation of effective systems to manage the finances, administration, employees and activities of the charity.
To oversee the implementation of the charity’s financial systems; ensuring that financial records are accurately maintained and updated, that effective financial controls are in place and that the trustees are kept informed of the financial position of the charity.
To prepare in advance an annual budget, as agreed by the trustees, and to monitor the budget.
To maintain the charity’s bank account, updating the list of signatories as necessary.
To take responsibility for ensuring that all bills, receipts and payments are made promptly and authorised in line with the charity’s financial procedures.
To oversee the management of staff payroll and volunteers’ expenses.
To ensure that any funds held are used in accordance with the terms of the charity’s reserves policy.
To contribute to the recruitment and effective management of a team of qualified early years practitioners to take charge of the day-to-day running of the childcare provision; ensuring that high standards of care and education are provided and that the Early Years Foundation Stage requirements are met.
To ensure effective procedures are in place to safeguard and protect the welfare of the children in the care of the charity and check that all adults that work with the children are suitable.
To oversee the implementation of the charity’s Equality and Diversity policy, working with staff and volunteers to remove barriers to inclusion for all children and families.
To liaise with the charity employees, advisors and other agencies as necessary to ensure all statutory and legal requirements relevant to the activities and governance of the charity are implemented, all operations are carried out in accordance with the governing document and the charity is appropriately insured for any risks or liabilities.
To support the preparation of the Trustees’ Annual Report and accounts each year.
To contribute to the timely filing of all statutory forms and documents for the charity.
To undertake reasonable duties in accordance with the charity’s business plan and objectives.

Person specification:

Essential criteria

Commitment to the aims and objectives of the charity.
Eligible to act as charity trustee [and company director, where applicable].
Satisfactory Ofsted suitability checks, including an enhanced CRB check, which confirms suitability to provide care for children.
Willingness to undertake training and learning necessary for the role and to commit the time to actively participate in the management of the charity.
Demonstrate professionalism in all matters relating to the charity, in line with the agreed trustee code of conduct.
An understanding of the importance of confidentiality for certain aspects of the role and the ability to respect the privacy of others.
Good numeracy skills.

Desirable criteria

Previous experience of charity governance.
Knowledge of the childcare sector and the Early Years Foundation Stage.
Experience of budget management.
Experience of employing and managing staff.
An understanding of financial management.
Experience of accounting and keeping financial records.
Experience of administering a payroll system.
An understanding of charity [and company, if applicable] reporting.

[This is not a definitive list of the responsibilities and settings should amend the list as necessary.]

Secretary role description for [name of charity]

Role:	Secretary (unpaid volunteer)
Responsible to:	Committee of trustees
Responsible for:	[Specify which employees they will be responsible for line-managing, if any, or state none]
Purpose:	To set out the charity’s direction; promoting its charitable purposes, upholding its values and delivering its goals. Work as part of a team with the other trustees in all matters to ensure the effective management and administration of the charity, in line with the charity’s governing document, policies, procedures and relevant legislation. Employ and manage staff to provide successful and high quality childcare provision. Manage the correspondence of the charity and arrange its meetings.

Main tasks:

To act in the best interests of the charity and its beneficiaries at all times and to avoid and declare situations which may lead to a conflict of interest.
To prepare for and attend meetings; contributing to the successful leadership of the charity and to the implementation of effective systems to manage the finances, administration, employees and activities of the charity.
To support the charity trustees and employees by ensuring the administrative function is accurate and efficient and the office filing is kept up-to-date.
To respond appropriately and punctually to all correspondence; keeping comprehensive records.
To organise all meetings; including arranging venues and refreshments, informing attendees, collecting points for and circulating meeting agendas, taking comprehensive and accurate minutes, writing up minutes and sending to all attendees punctually.
To contribute to the recruitment and effective management of a team of qualified early years practitioners to take charge of the day-to-day running of the childcare provision; ensuring that high standards of care and education are provided and that the Early Years Foundation Stage requirements are met.
To ensure effective procedures are in place to safeguard and protect the welfare of the children in the care of the charity and check that all adults that work with the children are suitable.
To oversee the implementation of the charity’s Equality and Diversity policy, working with staff and volunteers to remove barriers to inclusion for all children and families.
To liaise with the charity employees, advisors and other agencies as necessary to ensure all statutory and legal requirements relevant to the activities and governance of the charity are implemented, all operations are carried out in accordance with the governing document and the charity is appropriately insured for any risks or liabilities.
To support the preparation of the Trustees’ Annual Report and accounts each year.
To contribute to the timely filing of all statutory forms and documents for the charity.
To undertake reasonable duties in accordance with the charity’s business plan and objectives.

Person specification:

Essential criteria

Commitment to the aims and objectives of the charity.
Eligible to act as charity trustee [and company director, where applicable].
Satisfactory Ofsted suitability checks, including an enhanced CRB check, which confirms suitability to provide care for children.
Willingness to undertake training and learning necessary for the role and to commit the time to actively participate in the management of the charity.
Demonstrate professionalism in all matters relating to the charity, in line with the agreed trustee code of conduct.
An understanding of the importance of confidentiality for certain aspects of the role and the ability to respect the privacy of others.
Good organisational and time-keeping skills.
Good written skills.

Desirable criteria

Previous experience of charity governance.
Knowledge of the childcare sector and the Early Years Foundation Stage.
Experience of budget management.
Experience of employing and managing staff.
Experience of effectively managing correspondence.
Experience of minute-taking at meetings.
Experience of maintaining a filing system.

[This is not a definitive list of the responsibilities and settings should amend the list as necessary.]

Chairperson

Acts as spokesperson for the organisation
Ensures the management committee provides leadership for the organisation including fulfilling accountability requirements e.g. service level agreements, funding requirements etc.
Is familiar with the constitution, the key aspects of service delivery and operational plans of the organisation
Monitors and reviews organisational progress
Maintains effective working relationship with the manager, other staff and other organisations
Represents the organisation at events and meetings
Chairs the management committee meetings and acts as final decision maker in the event of a voting tie
Prepares and presents monthly reports and an annual report to the management committee

Treasurer

Is responsible for handling the finances of the organisation
Ensures true and accurate financial records
Ensures robust financial process is adhered to
Ensures all accounts and payroll deductions are checked, authorised and paid promptly
Ensures all financial records are ready for annual auditing and prepare the draft statement for audit
Prepares and presents the treasurer’s report, auditor’s report and audited financial statement at the AGM

Secretary

Prepares and distributes to all members copies of agendas, meeting minutes and reports
Is familiar with the organisation constitution and applies correct meeting procedures
Assist the Chair / Treasurer to prepare documentation for meetings.
Takes accurate minutes of meetings and distributes in a timely fashion
Maintains a members register
Keeps appropriate records within a safe and legal timeframe
Any other administrative tasks as required e.g. letter writing, advertising etc.

Code of conduct

[Name of charity]'s trustee code of conduct

The trustees of [name of charity] are jointly responsible for the control and management of the charity. This document outlines the expectations of trustees in carrying out their roles.

Values and principles

To act in the best interests of the charity and the children and families who access its services.
To commit to achieving the aims of the charity and to act in accordance with the charity’s governing document, policies, and procedures to fulfil its objectives.
To act prudently and with care when managing the finances, resources, and operations of the charity.
To commit to ensuring the charity provides quality childcare provision based on equality of opportunity and valuing diversity for all children and families.

Law

To understand your legal responsibilities and to keep up-to-date with good practice; in order to ensure that the charity meets relevant statutory and legal requirements.
To contribute to ensuring that all policies and procedures comply with relevant legislation.
To ensure the childcare provision is operating within the requirements of the Early Years Foundation Stage framework.

Safeguarding and child protection

To support the charity’s commitment to safeguarding children.
To follow the charity’s safeguarding children and child protection policies and procedures, to ensure that all children in the care of the setting are protected from harm.

Meetings

To aim to attend all trustee meetings; sending apologies in advance where possible.
To play an active part in discussions and decision-making; exercising your own independent judgement, but understanding that decisions are collective.
To ensure that any matters raised individually are brought to the attention of all trustees, where appropriate.
To work effectively as part of a team with the other trustees, avoiding disagreements; expressing your own ideas, perspectives, and opinions, and in return respecting fellow trustees’ views and experiences.

Conflicts of interest

To avoid any potential conflicts between personal interests or loyalties and trustee responsibilities. Where identified, to bring these to the attention of the trustees and withdraw from taking part in any discussions or decisions in relation to these matters.
To not misuse the role of the trustee to gain preferential benefits or treatment.
To not accept any gifts, hospitality, payments, or financial benefit for being a trustee, except for reasonable expenses that have been approved by the trustees.
To ensure permission is provided by the charity’s governing document or the Charity Commission before receiving any payment for another role within the charity.
Where another role is carried out for the charity, to agree to keep the two roles separate, and to withdraw from taking part in any trustee discussions or decisions in relation to the other role.

Confidentiality

To respect the privacy of children, their families, employees, and other trustees of the charity.
To abide by the setting’s confidentiality and information sharing policies and to only share information appropriately and when required.

Spokesperson

As a spokesperson for the charity, to act professionally and only communicate information as agreed by the trustees.

Support

To seek information, advice, and guidance from relevant people or organisations as required.
Where necessary, to undertake learning to ensure trustee duties are carried out effectively.
To actively support the employees of the setting.
To ensure that suitable inductions are arranged for all new trustees and employees.

Leaving the committee

To give notice in writing to the trustees on wishing to resign. Where resignation would leave the charity unable to reach the minimum number of trustees, to remain on the committee until a suitable replacement is found.
[Where provision for removal of a trustee is included within the charity’s governing document: To understand that any trustee that brings the charity into disrepute provides fellow trustees with the power to pass a resolution to remove them as a trustee and a member of the charity.]

The charity’s obligations to trustees

To be kept informed of the finances and any business activities relating to the charity and to be involved in the discussions and decision-making on these matters.
To be informed in advance and given an agenda for all meetings.
To have your views and opinions respected by fellow trustees.

Nomination form

[Name of charity]'s self-nomination and declaration form for election as a trustee

Registered charity number [charity number]

Nominee details

Name:
Address:
Telephone:		Email:

I wish to be elected as a trustee [ ]
I would also be interested in nominating myself for one of the following roles:

Chair [ ] Treasurer [ ] Secretary [ ] (you may tick more than one)

If you would like to include a brief statement about yourself and why you would like to be elected as a trustee, please do so below:

I declare that I am eligible to be a trustee of [name of charity] and that:

I am a member of the charity.
I am 18 years or over / I am 16 years or over (for charitable companies and CIOs).
I am capable of managing my own affairs.
I am prepared to act in the best interests of the charity.
I do not have any unspent conviction involving dishonesty or deception.
I am not an undischarged bankrupt.
I have not been removed from being a trustee because of misconduct.
I am not disqualified from being a company director.
I am not included on a barred list of individuals who are unsuitable to work with children and I understand I will need to submit to Ofsted checks, including an enhanced criminal records disclosure, to determine my suitability.

Signature:

Date:

Please return this form by [date] to the secretary of the charity at: [address of the charity]

AGM invitation example

Annual General Meeting

Pre-school

Date

Time

We are holding our Annual General Meeting at the pre-school on the above date and hope very much that you will be able to attend.

The Pre-school is run by a voluntary management committee, without which the setting would not be able to open. Members are voted on to the committee at the AGM and remain in office for one year when they then stand down or are re-elected.

The committee is responsible for the overall management and smooth running of the setting. This can mean anything from organising summer fundraising events to supporting and working with the setting manager in recruiting, training, and developing staff.

Volunteering for your pre-school’s parent-run committee offers an ideal opportunity for you to become more actively and practically involved in this aspect of your child’s life. It will also make a real difference to how your setting is managed. There are lots of ways that you can contribute to the committee and you can choose to give as much or as little time as you can spare. The good thing is you don’t need any experience to make a difference and you may find it a good way to update existing skills and learn new ones.

Please could you indicate on the form below whether you will be attending the AGM and if you would be willing to act as a committee member if elected.

Agenda for the meeting:

Welcome and introduction
Apologies
Minutes of the last AGM
Any matters arising from previous minutes
Agree and adopt the setting constitution
Agree and adopt reviewed policies
Chair report
Treasurer’s report and presentation of accounts
Acceptance of accounts
Manager’s report
Any questions
Resignation of the current committee
Nominations and election of new committee members
Date and time for the first meeting of the new committee

Name:

I will be attending the AGM YES/NO

I would like more information on the roles and responsibilities

of the voluntary management committee YES/NO

I would be willing to act as a committee member if elected YES/NO

Ideas to encourage parents to attend AGM

Guest speaker
Refreshments, Cheese and wine, homemade cake, be careful of costs
Nomination slips
Reminders by staff
Give an opportunity to view the child’s learning records
Send each parent a personal invitation created by the child
Advertising makes sure all parents know about it, think about how to do this for your parents, individual letters, plus posters giving the required general notice.
Communicating the importance of the AGM, e.g. Committee is the registered person with Ofsted, without a committee the setting cannot open, your chance to vote and decide on who will have input on how the setting is steered, etc
Quiz
Bookstand
Display of children’s activities
Raffle
Raise the profile of the current committee, e.g. meet & greet opportunities with the committee prior to AGM
Networking opportunity for new parents, be approachable and welcoming
Slide show of the years fundraising
Stalls

Annual General Meeting checklist

Have you considered...?		Notes/Done √
Timing	Weekend? Evening? Weekdays? what suits your parents? Two weeks' notice is usually required, check your governing document.
Venue	Expect all parents to attend, is the venue big enough and accessible to all?
Trustee’s/Chairs Report	Gather information, on committee business of last year, including updates to policies (ensure policies are available prior to and during the meeting for membership to view)
Accounts	Accounts must be presented for the previous financial year. (Where income is greater than £25,000 but less than £250,000 the accounts should also have been independently examined by a competent person who is not personally connected with any member of the committee. If income exceeds £250,000 a professional audit or examination will be required Refer to Charity Commission requirements and your constitution).
Advertising	Advertising/displaying posters, letters/notes to family membership, giving notice of the AGM in prominent positions - usually at least two weeks in advance.
Nomination Slips	Distribute to family members in advance of AGM - ask if willing to stand for election to join the committee. You could also include information on trustee roles and responsibilities.
Constitution	Ensure it is up to date, and the latest version adopted at each AGM, and ensure parents have access to a copy prior to the AGM. (Individual variations to the constitution should be authorised by Charity Commission and PLA National or other member bodies that produce the constitution).
Minutes of Previous AGM	Ensure all have access to a copy prior to the AGM so that they can be verified and accepted as a true record of the last meeting.
Agenda	Circulate usually at least two weeks prior to AGM – you could include this with the notice of the meeting.
Refreshments	Not necessary, but consider ideas to attract interest.
Guest Speaker/Special Display	Not necessary, but consider ideas to attract interest.
Committee Handbook and Operational plan	Check all up to date and available for potential new members to view and also to help with an effective induction and handover.

Appointment of trustees guide

Procedures for appointment and notification of new trustees/directors onto a management committee

New trustees/directors are voted on to the committee/board at AGM after expressing an interest through a nomination form. Nominees may be asked to provide a short written profile of themselves.
At the AGM new appointees will be given the relevant Ofsted information in order to be able to begin the required statutory DBS and EY2 checks within 14 days of appointment.
Appointees are provided with a Welcome Sheet and a copy of the CCC committee guide.
Newly appointed trustees/directors should be added to charity commission/companies’ house information. Resigned trustees should be removed. This process has to be completed so that EYA/DBS process can begin without delay.
New trustees should inform Nominated Individual (NI) when they have submitted both forms and supply them with acknowledgement from Ofsted. NI to record dates of submission/acknowledgement.
NI notifies Ofsted by email or EY3a form with changes to the committee. Statutory requirement.
New trustees to check the status of their application and inform the NI so that status can be updated on the committee record sheet.
NI to monitor the progress of checks weekly / fortnightly with individuals to update with any outstanding issues in order to be able to resolve them quickly.
Individual Trustees will be notified when DBS is complete and will be given a DBS number which will then enable them to further complete the EY2 process for suitability check by Ofsted. The EY2 process will have begun whilst the DBS check is being completed.
During this process, new trustees can attend committee meetings but cannot be present when sensitive information is being discussed. Their attendance at the meeting should be recorded and then further recorded when they have to leave the meeting.
Once checks have been completed the individual trustee will send a letter and should let the NI know.
NI will also receive EY2 suitability letters. And will ensure that records are updated, and keeps in records in accordance with GDPR policy.
When all checks are completed and NI is notified new trustees can attend full committee meetings and carry out their allocated duties.
Any appointed trustees who fail to submit DBS and EY2 forms within the allocated timescale (14 days from the date of election) will be asked to stand down until they have done so. Potentially this could affect the required minimum quorum required for committee meetings and put the setting at risk of not being able to meet its statutory requirements.

Where the registered person is an organisation, it must appoint a 'Nominated Individual' who will be responsible for all matters relating to the registration and who will act on behalf of the organisation in its dealings with Ofsted. The Nominated Individual must be a member of the organisation's governing body.

Early years foundation stage (EYFS) statutory framework

Apply to join a nursery or other daycare organisation (EY2)

Trustees roles

Charity trustee role description

Chair role description

Treasurer role description

Secretary role description

Management committee officer roles

Code of conduct

Trustee code of conduct

Nomination form

Self-nomination and declaration form

AGM invitation example

Example invite

Ideas to encourage parents to attend AGM

Ideas to encourage attendance

Annual General Meeting checklist

AGM checklist

Appointment of trustees guide

Procedures for appointment