Kings Sutton Preschool The Annexe, Kings Sutton Primary School, Richmond St, Kings Sutton, OX17 3 RT 01295 816006 Registered Charity 1016990
Minutes of the AGM committee meeting held on Friday 13[th] October 2023 4.15p.m. at Preschool
Attended
Becky Herbert, Sarah Clayton, Emma Watts, Tania Wilde, Carina Wyatt, Lucie Wellburn, Sam Finch, Amy Osenton, Sarah Gale, Kelley Greenough, Marian Long
Apologies Received
Laura Boswell, Laura Knowles, Bryan Bellamy, Claire Watts
Welcome by the Chair of the Committee, Emma Watts
Thank you for coming along today to share our achievements in the last year.
Current committee members are:
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Treasurer – Amy Osenton
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Secretary – Tania Wilde
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Emma Watts, Amy Osenton, Tania Wilde, Laura Knowles, Bryan Bellamy, Laura Boswell, Sarah Gale, Claire Watts
I am the Preschool chair and have been with the preschool for the last 6 years as chair and 2 years on the committee before that. We would like to thank you for coming along today to share our achievements in the last year.
Every year at our AGM we set ourselves positive targets:
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Our first target is longer opening hours. We have recently been trialling staying open util 4pm to offer more flexibility and we are also soon changing our enrolment age from 2-year-olds to 18-month-olds to help increase our profitability. In order to do this, we will be looking at possible grant options and fundraising as we will require a quiet sleep area.
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Our second target is to continue to strengthen the communication between the committee, staff, parents, and the Primary Academy. We have started to join forces at some events with the Primary Academy’s PTFA and hope to continue to do so at more events in the future.
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Our third and most import target is to continue to fundraise as much as possible! The government funding we receive does not match the costs of running the preschool and our preschool, much like other early years settings in the country are facing considerable financial pressure. The local government funding only covers about 65% of outgoings and we believe the current funding is not sufficient or reflective of the level of personal care required to look after young children.
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The preschool has received an outstanding grade by Ofsted for the past three inspections, but due to our financial challenges we rely upon our committee members, the community, and local businesses for support in fundraising and sponsorship.
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We urgently need more help from the local community and from parents and carers to ensure Preschool continues to thrive.
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We need help from anyone who can lend time to fundraise or join our wonderful committee team. It’s a lovely way to meet other parents and carers and support the Preschool.
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We are also currently looking to replace our secretary role, which we need to be filled for the preschool to legally run. It doesn’t just have to be parents. All that is involved is attending a meeting once every 6 weeks where we run through the agenda and share out some duties.
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Duties can include fundraising or simply visiting the Preschool after hours to meet outside agencies e.g. plumbers, electricians.
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We always consider the fact that everyone has very busy lives and children to look after so we share out bits where suitable but please don’t be daunted as it’s never too much!
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Your role can be as large as you like or as small as you like.
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Every member will help us to ensure that Preschool continues to serve the community and provide outstanding care for the children.
Manager’s Report – Rebecca Herbert
At Kings Sutton Preschool I have been in place as the manager since 2018 and I worked previously as the deputy manager from 2013. In this time, I have supported the growth of the Preschool to what it is today. Things have not always been easy; we have seen our fair share of challenges. But what has always remined the same is the passion and dedication from the staff team, to always provide an environment in which children feel safe and secure, that they can grow and develop within. We are always adapting, reflecting and ready to make positive changes if and when is needed. As a registered charity, which is run by a voluntary committee, we are dependent on voluntary support, which fortunately we have in this wonderful community.
Achievements
Over the last year we have seen financial challenges far like any we have seen before. As a staff team and committee, we have worked tirelessly to keep the Preschool open. As I am sure many of you may be aware, the early years sector is underfunded and currently not receiving the support it needs. With the government putting in place new childcare initiatives we are hoping that the sector will soon receive the support and recognition it so deserves.
This year we have:
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Introduced consumable donations
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Increased our fundraising
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Increased our fees (which is something we haven’t taken lightly)
• As a team and committee, we have looked closely at our outgoing costs, reducing wherever we can
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Introduced later pick up sessions
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Running another successful playscheme
We are incredibly proud of our Ofsted inspection and despite all the financial concerns and unsettling feelings, we absolutely feel this still truly reflects our Preschool:
“Staff have an exceptional understanding of how to support children's care and development. They work together as a close-knit team to monitor children's learning. Staff continually identify any gaps and put strategies in place that help children to develop. They share this information with parents and carers promptly so they can further support children's progress at home. Staff support all children to make rapid progress in all areas of development. They ensure children, regardless of their starting abilities, are fully ready for school. Staff demonstrate particular dedication and compassion when supporting children with special educational needs and/or disabilities. They carefully adapt the curriculum to ensure that every child can access the high-quality learning opportunities. Staff plan exhilarating learning opportunities that keep children highly engaged. They use children's interests to discreetly teach them new skills and knowledge”.
I would like to finish by sharing our Ethos:
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Our ethos is that we provide a safe, secure, and stimulating learning environment where all children can thrive, gaining in self-confidence and learning to socialise through quality play in our language rich environment. That all children are happy and settled and have a strong, warm attached to our team.
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Our aim is to emphasise heavily on the prime areas set out in the early year’s foundation stage. Once these are secure, they allow for the firmest foundation for learning and development. We aim to provide a child lead environment which enables each child to develop at their own pace with their independence and social
skills. Through interactive and practical activities, to reinforce and challenge a child’s existing skills, rather than to concentrate on formal learning.
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At Kings Sutton Preschool we are passionate about safeguarding everyone and inclusion. We have created an environment that suits every child’s needs. Where communication aids are used by all, and sensory resources are part of our continuous provision. Differences are celebrated and embraced within the culture of our Preschool.
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We offer our own premises, situated within the grounds of Kings Sutton Primary Academy School, with excellent resources, a range of equipment, large indoor and outdoor play areas, supervised by our fully trained, experienced, and dedicated staff team. We also have an additional sensory garden that we share access to with the primary school. Our team is constantly reflecting on their practice and striving to provide the best care. We are run by a wonderful voluntary committee that all work closely with the Preschool team.
Targets for the Year Ahead:
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Our first target is longer opening hours. We have recently been trialling staying open util 4pm to offer more flexibility and we are also soon changing our enrolment age from 2-year-olds to 18-month-olds to help increase our profitability. In order to do this, we will be looking at possible grant options and fundraising as we will require a quiet sleep area.
-
Our second target is to continue to strengthen the communication between the committee, staff, parents, and the Primary Academy. We have started to join forces at some events with the Primary Academy’s PTFA and hope to continue to do so at more events in the future
-
Our third and most import target is to continue to fundraise as much as possible! The government funding we receive, does not match the costs of running the preschool and our preschool, much like other early years settings in the country are facing considerable financial pressure.
-
The local government funding only covers about 65% of outgoings and we believe the current funding is not sufficient or reflective of the level of personal care required to look after young children.
-
The preschool has received an outstanding grade by Ofsted for the past three inspections, but due to our financial challenges we rely upon our committee
members, the community, and local businesses for support in fundraising and sponsorship.
-
We urgently need more help from the local community and from parents and carers to ensure Preschool continues to thrive. We need help from anyone who can lend time to fundraise or join our wonderful committee team. It’s a lovely way to meet other parents and carers and support the Preschool.
-
We are also currently looking to replace our secretary role, which we need to be filled for the preschool to legally run.
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The Preschool cannot stay open without voluntary support.
Treasurer’s Report – Amy Osenton
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2022-23 Numbers are healthy meaning, the summer play scheme was very successful and a good source of income for the preschool. Our income from direct fees is up by 52% on last year, as breakfast club proves a reliable source of income with waiting lists for certain days and of course the increase in session fee’s.
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The biggest challenge this year has been the increase of NMW by 9% and our direct funding only increasing by 4%. This has had significant impact on the wage cost. As such we have had to dip into our savings to remain open.
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The bounce back loan repayments will continue for a further 3 years. We may need to look at the loan term to relieve some financial pressure, but currently we are meeting our payments.
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Our overall our income is 20% down on last year, with fundraising down by 34% compared to last year.
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For this year, we hope to see the numbers continue to increase where capacity allows, and we open our doors to 18-month-olds from January. We have moved our book-keeping in house, and our payroll remains outsourced. Although finishing off the end of year accounts, has challenged myself and Sarah. We strongly feel moving forward it will give us more autonomy over the book-keeping and allow us to more effectively managed our income and expenditure.
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The estimated loss of preschool was £11,512 the actual loss was £14,856.27
Estimated targets for 2022–23
Income
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Fundraising £5,000
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Direct income and fee’s £110,400 20% up lift on last year
Expenditure
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£128,130 9% on last year (NMW to raise again in April 2024)
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Predicted Deficit – £12,730
| O35Us, 2fh RO “Osco> |
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O35Us, 2fh RO “Osco> |
O35Us, 2fh RO “Osco> |
|---|---|---|---|
| Turnover | |||
| 2022-23 2021-22 |
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| Govt £51,999.74 £64,678.00 |
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| EYPP/HN £5,983.78 £1,295.00 |
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| Fees £39,814.36 £26,078.00 |
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| donations £563.70 £4,076.00 |
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| Fundraising £2,114.12 £6,059.00 |
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| Other £1,032.49 £340.00 |
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| total | £101,508.19 | £102,526.00 |
| Expenditure ~~es~~ ~~ee~~ |
Expenditure ~~es~~ ~~ee~~ |
Expenditure ~~es~~ ~~ee~~ |
Expenditure ~~es~~ ~~ee~~ |
Expenditure ~~es~~ ~~ee~~ |
Expenditure ~~es~~ ~~ee~~ |
|---|---|---|---|---|---|
| ~~ee~~ | |||||
| wages £97,574.66 £93,623.00 ~~ee~~ ~~es~~ |
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| EYPP/HN £3,976.00 ~~se~~ |
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| Admin £859.40 ~~es~~ ~~ee~~ |
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| bank loan £5,508.92 £5,996.00 ~~ee~~ |
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| fees £859.37 ~~ee~~ ~~es~~ |
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| light and heat,insurance £911.75 £2,533.00 ~~es~~ ~~ee~~ |
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| Premises £2,527.37 £30,314.00 roof ~~ee~~ ~~ee~~ |
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| Cleaning £0.00 ~~ee~~ ~~es~~ |
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| Copier £617.88 ~~es~~ ~~Q~~ |
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| P&S £35.94 ~~ss~~ ~~Q~~ |
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| Phone £465.54 ~~Q~~ ~~es~~ ~~ee~~ ~~ee~~ |
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| Computer £362.19 £929.00 ~~ee~~ ~~ee~~ ~~ee~~ |
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| Resources £2,104.90 £10,217.00 ~~ee~~ ~~ee~~ ~~se~~ ~~ee~~ |
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| Groceries £1,363.99 £0.00 ~~ee~~ |
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| Fundraising £19.00 ~~ee~~ ~~es~~ |
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| Pupil sunds £76.00 ~~es~~ |
|||||
| Staff sunds £287.55 £562.00 ~~se~~ |
|||||
| ~~es~~ ~~a~~ |
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| total ~~a~~ |
117550.46 | £144,174.00 |
| Capital account | Capital account | Capital account | Capital account | Capital account |
|---|---|---|---|---|
| balance at 1st september 2022 £1,186.00 |
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| pofit/loss for - £16,042.27 |
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| Balance | - £14,856.27 |
- £15,596.00 |
Admin’s Report – Sarah Clayton
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This year we ended the year with 35 children on role – 14 of these children have left us to go onto school and 6 new families joined us in September, starting the year with 27 children on role. This is 8 more than last year.
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Over the past year we have seen an increase in the number of younger children joining us, which means they are spending more time with us before heading off to school.
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As always, we are trying to forecast for the next couple of years, but this is always a near impossible task.
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We have already taken enquires from families looking to increase sessions after October half term and January.
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We have:
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1 child on our waiting list for January 2024
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2 children on our waiting list for April 2024
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2 children on our waiting list for September 2024 1 child on our waiting list for January 2025
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We are hoping that by lowering our intake age to 18 months some children on our waiting list will move their enrolment forward.
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Fees: have increased across the board again this year to reflect the cost of living and we have introduced an ad hoc fee to breakfast club sessions – to compensate for the admin costs this entails.
Funding:
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The majority of our children are using their full 15 hours entitlement.
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30 hours: 4 Children qualify for 30 hours – 1 child uses their full entitlement with us
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2 Year Funding: 1 Child is using 2 year funding.
Fees
Fees have increased across the board again this year to reflect the cost of living and we have introduced an ad hoc fee to breakfast club sessions – to compensate for the admin costs this entails.
Election of Office Bearers – Emma Watts
Each year we need to confirm with our current committee members who would like to remain and appoint Management Committee members.
So, firstly, I wish to stay as the chair and will need votes from the committee that they are happy for me to remain.
Voting was undertaken and appointments made as below:
Chair – Emma Watts stepped down from position and stepped back up, 2nd by Sam Finch, Amy Osenton and Sarah Gale
Treasurer – Amy Osenton stepped down from the position and stepped back up. 2nd by Emma Watts, Sarah Gale and Sam Finch
Secretary – Tania Wilde would like to step down from the position. Ella Barrington, Rob Green and Kirsty Clifford expressed their interest. The current committee will vote in at the next committee meeting once DBS checks done and appointment decided
Committee Members – Emma Watts, Amy Osenton, Laura Knowles, Sarah Gale, Laura Boswell, Sam Finch
Ros Pantrey, and Timea Marosan to step down as committee members.
N.B. Even though Claire Watts will remain on the committee in a silent capacity as she is a trustee and named on the bank account. Likewise, Bryan Bellamy will remain as a trustee for the time being as a silent member.
New committee members:
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Ella Barrington
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Rob Green
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Kirsty Clifford
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Vanessa Woollard
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Nicole Boothman
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Lucie Wellburn
And finally thank you all for giving up your time to be with us this afternoon and support the Preschool and all the work that they do.
Next committee meeting – 2nd November, 8pm on Zoom for fundraising planning.
KINGS surroN PLAYGROUP UNAUDITED ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2023
Kings Sutton Playgroup Contents of the Unaudited Accounts For The Year Ended 31 August 2023 Contents Page Business Details Approval Accountants, Report Profit and Loss Account Balance Sheet
Kings Sutton Playgroup Business Details For The Year Ended 31 August 2023 Partners Ms E Brock Ms C Watts Mr B Bellamy Accountants Charlton Baker Limited 7-7c Snuff Street Devizes Wiltshire SNIO IDU Page I
Kings Sutton Playgroup Accounts Approval Statement For The Year Ended 31 August 2023 l approve these Ljnaudited accounts which comprise a Profit and Loss Account, Balance Sheet and related notes. l acknowledge my responsibility for the accounts including the provision of all the inforniation and explanations necessary for the completion. Signed Date Page 2
Kings Sutton Playgroup Accountants. Report For The Year Ended 31 August 2023 Chartered Accountants. Report to Kings Sutton Playgroup on the Unaudited Financial Information of Kings Sutton Playgroup In accordance with the engagement letter dated we have prepared for your approval the financial infomiation of Kings Sutton Playgroup for the year ended 31 August 2023 which comprises the Profit and Loss account, the Balance Sheet and the related notes from the entity's accounting records and from infom)ation and explanations you have given us. As a prartising member firm of the Institute of Chartered Accotjntants in England and Wales (ICAEW), we are subject to its ethical and other professional requirements which are detailed at http-//www.icaew.com/en/membership/regulations- standards-and-guidance. This report is made solely to you in accordance with the terms of our engagement letter. Our work has been undertaken solely to prepare for your approval the financial information of Kings Sutton Playgroup and state those matters that we have agreed to state to you in this report in accordance with the guidance of ICAEW as detailed at ICAEW Technical Release 08/16 AAF. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than Kings Sutton Playgroup for our work or for this report. You have approved the financial information of Kings Sutton Playgroup for the year ended 31 August 2023 and have acknowledged your responsibility for it, for the appropriateness of the financial reporting framework adopted and for providing all information and explanations necessary for its compilation. We have not verified the accuracy or completeness of the accounting records or information and explanations you have given to us and we do not, therefore, express any opinion on the financial information. Slgned Charlton Baker Limited 7-7c Snuff Street Devizes Wiltshire SNIO IDU Page 3
Kings Sutton Playgroup Profit and Loss Account For The Year Ended 31 August 2023 2023 2022 Turnover Government vouchers 52,000 39,815 5,984 2,114 564 64,678 26,078 1,295 6,059 4,076 340 Fees receivable EYPP Fundraising income Donations Training 1,032 101,509 102,526 Other Income Bank interest receivable 18 101,527 102,526 Expenditure Wages and salaries Light and heat Maintenance and Cleaning Computer software, consumables and maintenance Resources 101,551 912 93,623 2,533 30,314 929 1,817 362 6,442 383 10,217 562 Sundry expenses 111,467 138,178 19,9401 {35,652) Finance Costs Bank interest payable 467 602 467 602 NET LOSS 110,407) {36,254) Page 4
Kings Sutton Playgroup Balance Sheet As At 31 August 2023 2023 2022 CURRENT ASSETS Cash at bank and in hand 6,528 22,336 NET CURRENT ASSETS 6,528 22,336 TOTAL ASSETS LESS CURRENT LIABILITIES 6.528 22,336 LIABILITIES DUE AER I YEAR Bank loan 15,750 21,150 15,750 21,150 NET ASSETS (9,222) 1,186 CAPITAL ACCOUNT Balance at I September 2022 Profit/(Lossl for the period/year 1.185 (10.407) 37,HO {36,254) Balance Carried Forward (9,222) 1,186 Page 5
Kings Sutton Playgroup Notes to the Accounts For The Year Ended 31 August 2023 Page 6
Signed By AMY dSEKrdAI Date Signed 2024-05-01 14".07:17 Email amyrosenton@outlook.com Printed Name amy osenton IP Address 80.42.138.114 Browser User Agent Mozilla15.0 (Windows NT 10.0," Win64; x64) AppleWebKiU537.36 (KHTML, like Gecko) Chrome1124.0.0.O Safari1537.36 Edg1124.0.0.0 Name of signatory Amy Osenton
KINGS surroN PLAYGROUP UNAUDITED ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2024
Kings Sutton Playgroup Contents Page Business Details Approval Accountants, Report Profit and Loss Account Balance Sheet
Kings Sutton Playgroup Business Details For The Year Ended 31 August 2024 Partners Ms E Brock Ms C Watts Mr B Bellamy A¢¢ountants Charlton Baker 7-7c Snuff stet Devizes Wiltshire SNIO IDU Page I
Kings Sutton Playgroup Accounts Approval Statement For The Year Ended 31 August 2024 l approve these unaudited accounts which comprise a Profit and Loss Account, Balance Sheet and related notes. l acknowledge my responsibility for the accounts including the provision of all the information and explanations necessary for the completion. Signed Date Page 2
Kings Sutton Playgroup Accountants. Report For The Year Ended 31 August 2024 Chartered Accountants. Report to Kings Sutton Playgroup on the Unaudited Financial Information of Kings Sutton Playgroup In accordance with the engagement letter dated we have prepared for your approval the financial information of Kings Sutton Playgroup for the year ended 31 August 2024 which comprises the Profit and Loss account, the Balance Sheet and the related notes from the entity's accounting records and from information and explanations you have given us. As a practising member firm of the Institute of Chartered Accountants in England and Wales (ICAEW), we are subject to its ethical and other professional requirements which are detailed at http=//www.icaew.comlen/membership/regulations- standards-and-guidance. This report is made solely to you in accordance with the terms of our engagement letter. Our work has been undertaken solely to prepare for your approval the financial information of Kings Sutton Playgroup and state those matters that we have agreed to state to you in this report in accordance with the guidance of ICAEW as detailed at ICAEW Technical Release 08/16 AAF. To the fullest extent permitted by law. we do not accept or assume responsibility to anyone other than Kings Sutton Playgroup for our work or for this report. You have approved the financial information of Kings Sutton Playgroup for the year ended 31 August 2024 and have acknowledged your responsibility for it, for the appropriateness of the financial reporting framework adopted and for providing all information and explanations necessary for its compilation. We have not verified the accuracy or completeness of the accounting records or information and explanations you have given to us and we do not. therefore, express any opinion on the financial information. Signed Charlton Baker 7-7c Snuff Street Devizes Wiltshire SNIO IDU Page 3
Kings Sutton Playgroup Profit and Loss Account For The Year Ended 31 August 2024 2024 2023 Turnover Government vouchers 64.912 60,026 7,883 9.563 19.937 1.513 52,000 39,815 5,984 2.114 564 Fees receivable EYPP Fundraising income Donations Training 1.032 163,834 101,509 Distribution Costs Printing, postage and stationery 264 264 163,570 101,509 Other Income Bank interest receivable 65 18 163.635 101,527 Expenditure Wages and salaries Light and heat Maintenance and Cleaning Computer software, consumables and maintenance Resources Photocopying Telecommunications and data costs 109.043 956 101,551 912 7.598 365 1,817 362 3.617 289 651 6,442 Sundry expenses 3,235 383 125,754 111,467 37.881 (9.940) Finance Costs Bank interest payable 333 467 333 467 NET PROFIT 37,548 (10,407) Page 4
Kings Sutton Playgroup Balance Sheet As At 31 August 2024 2024 2023 Notes CURRENT ASSETS Cash at bank and in hand 39,268 6,528 NET CURRENT ASSETS 39,268 6.528 TOTAL ASSETS LESS CURRENT LIABILITIES 39.268 6,528 LIABILITIES DUE AFTER I YEAR Bank loan 10,942 15,750 10,942 15.750 NET ASSETS 28,326 (9,222) CAPITAL ACCOUNT Balance at I September 2023 Profit/(Loss) for the period/year (9,222) 37,548 1,185 (10,407) Balance Carried Forward 28,326 (9.222) Page 5
Kings Sutton Playgroup Notes to the Accounts For The Year Ended 31 August 2024 Page 6
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Charity Name KINGS SUTTON PLAYGROUP
| Report to the trustees | Charity Name KINGS SUTTON PLAYGROUP |
||
|---|---|---|---|
| On accounts for the year | 31 AUGUST 2024 | Charity no | 1016990 |
| ended | (if any) | ||
| Set out on pages | 1 | ||
| (remember to include the page numbers of additional sheets) | (remember to include the page numbers of additional sheets) | ||
| I report to the trustees on my examination of the accounts of the above | |||
| charity (“the Trust”) for the year ended 31/08/2024. | |||
| Responsibilities and | As the charity's trustees, you are responsible for the preparation of the | ||
| basis of report | accounts in accordance with the requirements of the Charities Act 2011 | ||
| (“the Act”). |
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
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Independent I have completed my examination. I confirm that no material matters have
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examiner's statement come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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• the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
- Please delete the words in the brackets if they do not apply.
| Signed: | Date: | Date:21/01/2025 ~~a~~ |
Date:21/01/2025 ~~a~~ |
|
|---|---|---|---|---|
| Name: | Rachel Proto | |||
| Relevant professional | ACA | |||
| qualification(s) or body | ||||
| (if any): | ||||
| Address: | 7-7c Snuff Street, Devizes, Wiltshire, SN10 1DU |
Oct 2018
1
IER
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
Oct 2018
2
IER
Signed By
amy osenton
Date Signed 2025-05-12 18:33:10 Email amyrosenton@outlook.com Printed Name amy osenton IP Address 92.18.33.223 Browser User Agent Mozilla/5.0 (Windows NT 10.0; Win64; x64) AppleWebKit/537.36 (KHTML, like Gecko) Chrome/135.0.0.0 Safari/537.36 Edg/135.0.0.0 Name of signatory Amy Osenton