ALL CANNINGS PRE SCHOOL TRUSTEES’ REPORT
1 September 2019 – 31 August 2020
1.0 Reference and Administration Details:
Charity Name: All Cannings Pre School Charity No.: 1022946 Address: The Village Hall, 29, The Street, All Cannings, Devizes, Wiltshire, SN10 3PA
2.0 Names of Trustees who manage the charity and how they are recruited:
2.1 Period 01.09.19 – 18.11.19
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COMMITTEE NAME
Chair Marcus Hopgood
Vice Chair Hannah Newlands
Secretary Chrissie Crossman
Treasurer Nick Major/David Conroy (from April 2019)
Playleader Nicola Cowdry
Ordinary Members Sioned Allen, Gemma Holgate, Peach Shakesby, Hannah Davies, Liz Sharpe,
Annabelle Gaiger Gaiger
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ROLE
| 2.2 Period 19.11.19 – 31.08.20 | 2.2 Period 19.11.19 – 31.08.20 |
|---|---|
| COMMITTEE ROLE | NAME |
| Chair | Robbie Daw* |
| Vice Chair | Sylvia Butcher |
| Secretary | Alison Bull |
| Treasurer/Administrator | David Conroy |
| Registrations Ofcer | Gemma Richardson* |
| Pre School Manager** | Nicola Cowdry |
| Staf Members** | Lucy Jenkins, Peach Shakesby* (staf from June 2020) |
| Ordinary Members | Victoria Nash, Emma Elias (to August 2020) |
| *Current parents during this period (50%) |
(**The Pre School Alliance Constitution 2011 enables staff to be members of the Committee provided they are not paid for Committee activities, and are excluded from votes on subjects where they have conflicts of interest). Trustees are recruited by advertising locally by word of mouth, in the Parish Newsletter and communications in person, on paper, using social media with Pre School parents. The aim is to achieve 60% Committee membership of existing Pre School parents. Nominations are received at the Pre School AGM and voted in by majority vote.
Skills and experience in new Committee members: Robbie Daw (Local farmer, Parish Councillor), Sylvia Butcher (retired local childminder with extensive experience of running this Pre School in the past and key policy areas), Alison Bull (trained teacher, lecturer in HR and management, organisation governance), Gemma Richardson (chartered surveyor), Victoria Nash (an HR Director), David Conroy (retired businessman with expertise in finance).
3.0 Structure, Governance and Management
The Committee operates following the Pre-School (now Early Years) Alliance Constitution 2011. Other advice and guidance is obtained from the Early Years Alliance and Wiltshire County Council Early Years Department.
All Cannings Pre School opened in 1974 and is run in the Village Hall, All Cannings, which includes a large playground and a secure grassy garden. It is registered to provide early years education to a maximum of 17 children per session aged 2 – 5 years. Operating hours are Monday to Thursday 0845 – 1500 and Friday 0845 – 1245, term time only. During this period, it employed three, rising to four, part-time staff members. Staff are paid rates based on the National Living Wage which is reviewed annually in line with NLW changes.
The Pre School is valued by parents and children as a small village rural setting, with excellent staffing ratios, and a pipeline to All Cannings CE Junior School in the village.
4.0 Objectives and Activities – Academic Year 01.09.19 – 31.08.20
During the period to 31.08.19, the Pre School identified the following priorities gong forward in the management and delivery of services, and relationships with the local community. In view of the fact that the new Committee elected in November 2019 was a complete re-staffing of the Management Committee, it was decided to continue to work on these aims to further strengthen the Pre School in terms of currency and accuracy of policies and procedures
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1) Continue effective client recruitment to maximize numbers
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2) Ensure fundraising is sustainable and contributes well as a marketing and financial mechanism (but is not the primary focus of the committee)
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3) Attain full 30 hours opening, in consultation with the village hall committee and users
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4) Update HR policies and practices and enhance staff and Committee appraisal and CPD
programme
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5) Complete continuing policy and practice uprating to conform to legal and funding provider
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standards
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6) Ensure we aim to retain ‘good’ OFSTED status, but work on areas to support a future ‘outstanding’ outcome by working to OFSTED 2019 outstanding assessment criteria, in particular training of staff and Committee members
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7) To continue to work with the hall and village community to maximum mutual benefit
5.0 Key Achievements, Performance and Public Benefit – Academic Year 01.09.19 – 31.08.20
During the period 01.09.19 to 20.03.20, the new Committee found their feet and was able to draw on the strengths of their combined professional and voluntary experiences (see above) to begin to tackle areas requiring further development. During this period, achievements were made in HR practice, including pay policy and continuing professional development of staff. Great planning was underway for key fundraising events including the On Line Action and Easter Egg Hunt (the latter in particular a key event involving the whole local community).
5.1 COVID 19 and Lockdown (20.03.20 – 01.06.20). As with all people and organisations, the pandemic and resulting lockdown created significant challenges for the Pre School, which included:
(i) Financial challenges. These were mitigated by the generosity of the Village Hall, in granting a rent holiday, and Wiltshire Council continuing funding payments and providing support;
(ii) Health and Safety challenges . In planning for reopening, significant preparations were made in conjunction with the Village Hall, including removal of fabric items, creation of an isolation area with PPE, provision of sanitizing materials, carrying out a full Covid risk assessment, purchase of pre school specific items such as a non touch digital thermometer.
(iii) Staffing Challenges : All staff were furloughed on 80% salary for this period, using grant income and continued funding. Good communication and informal planning for reopening helped maintain morale. The response of staff was exemplary and professional despite personal challenges.
(iv) Lockdown Opportunities
Despite the challenges, the Committee and parent volunteers achieved several successes:
Maintenance and updating of Pre School outside provision, including refurbishing the ‘Woodland Garden’ and related furniture, refurbishing the playhouse and shed, tidying and reviewing the indoor toy stock. The village joined in painting a mural on a boring breeze block wall. All this was carried out in a socially distanced manner during appropriate phases of the pandemic management;
Reviewing Fundraising and developing a new, Covid safe, plan of campaign;
Maintaining soft marketing and updating social media and website;
Reviewing and updating all policies and procedures to ensure fit for purpose in relation to current legal and governing body requirements;
5.2 COVID 19 (01.06.20 – 31.08.20).
(i) Re-opening: After changes to Government policy, Pre School reopened tentatively and part time from 08.06.20 to the end of term (23.07.20). Most parents sent their children and all got used to new ways of working involving temperature taking at the door, preliminary and frequent hand-washing and regular washing and recycling of toys. Good use was made of the outside space.
(ii) Staffing: One regret was that Annabelle Harrison, a part time member of staff for over four years, took on 30 hours work at the local primary school where she currently worked as a TA, where she had continued to work over lockdown with keyworkers’ children. She did updating work for the period for 7 hours a week, but then resigned at the end of term. She then became a full time TA at the Primary School, showing good career progression having made a valuable contribution at Pre School. She was replaced by Peach Shakesby, with excellent Pre School and nursery experience backed up by a relevant Level 3 NVQ, and experience as a parent Committee member. Her appointment was undertaken using updated HR policies and procedures.
(iii) Full Policies and Procedures Review: This work has continued, including considering digital storage and better communication and is ongoing.
(iv) Fundraising: the summer break was an opportunity to carry out the On Line Auction postponed from spring. This, plus an opportunistic stall in the Village Yard Sale, raised a welcome £1,000 for funds. However, it was expected that Bonfire Night in November, the biggest fundraiser, would be cancelled. Parents and Committee have planned and will carry out local Trails (Halloween and Christmas) enabling good liaison with the local community, social distanced family fun and recognition in the local press.
6.0 Financial Review
All Cannings Pre School is a small rural charity, operating only in the UK. Its funds derive from parent fees, early years funding from Wiltshire County Council, and local fundraising (not involving professional fundraisers or contracts). Its trustees are volunteers who receive no remuneration, although valid expenses may be reimbursed.
6.1 Financial Statement
Appendix 1 provides the financial statement, which has been reviewed by our accountants Charlton Baker. These show that, bolstered by continued funding at 80% by Wiltshire Council during full lockdown, a rent holiday by the village hall, and some good fundraising, there are no significant issues with operating funds. Also, the organisation has proved sustainably popular with local (village) parents and those from elsewhere who wish their children to graduate to the All Cannings Primary School.
6.2 Debts, Reserves Policy
During this period, the contingency reserves have been maintained at the policy minimum of £3,000 thanks to prudent cost management and support (discussed in 6.1 above). (Reserves are important to even out costs when funding income fluctuates.)
6.3 System Developments
To improve processes, the payroll system was moved to Sage Payroll from the free HMRC system, which led to improvements in the accuracy and timeliness of staff pay. In addition, the Pre School began to offer the tax-free childcare account. The recruitment of parents with good social media skills has enabled communication with a wider catchment through Facebook, Instagram and the Pre School website.
6.4 Fundraising Activities
Fundraising was curtailed due to the pandemic – especially the Easter Egg Hunt at Easter. Additional use has been made of social media to launch a valuable On Line Auction fundraiser, plus a strategy to access online funding sources such as Amazon Smile and ‘Easyfundraising’. See also 5.2(iv) above.
7.0 Priorities for 2020/21
Key priorities continue as indicated in 4.0 above and to ensure OFSTED compliance in the event of an inspection.
DECLARATION
I DECLARE THAT THIS INFORMATION IS TRUE, COMPLETE AND CORRECT IN ACCORDANCE WITH THE REQUIREMENTS OF THE CHARITY COMMISSION AS SET OUT IN THE TRUSTEE ELIGIBILITY DECLARATION FORM.
A J Bull
Secretary (from 18.11.19) All Cannings Pre School allcanningspssecretary@gmail.com 07766312280 01380 860940
2, Greenhouse Road, All Cannings, Devizes, Wiltshire SN10 3NS
ON BEHALF OF THE CURRENT ALL CANNINGS PRE SCHOOL COMMITTEE
All Cannings Pre-School - Charity Number 1022946
Accounts
for the year ended 31 August 2020
All Cannings Pre-School - Charity Number 1022946
Accountants' Report on the Unaudited Accounts to All Cannings Pre-School - Charity Number 1022946
As described on page you have approved the accounts for the year ended 31 August 2020 set out on pages 2 to 4. In accordance with your instructions we have compiled these unaudited accounts from the accounting records and information and explanations supplied to us.
Prepared and Approved By:
Charlton Baker Limited
7-7c Snuff Street Devizes Wiltshire SN10 1DU
Page 1
All Cannings Pre-School - Charity Number 1022946
Trading and profit and loss account for the year ended 31 August 2020
| Income Fees, WCC funds and fundraising Grants and donations Bank deposit interest Expenses Wages and salaries Rent and heating Insurance Equipment and stationery Advertising Fundraising costs Telephone costs Entertaining PPS Lessons Canteen Sundry expenses Cleaning Depreciation on equipment Net (loss)/profit |
2020 £ 23,228 3,850 799 604 98 1,675 763 50 28 64 86 1,884 27 62 |
£ 28,925 3,559 5 32,489 ) (33,218 ) (729 |
2019 £ 25,385 6,240 790 1,374 - - 779 - - - - 1,414 - 73 |
£ 44,541 447 3 44,991 ) (36,055 8,936 |
|---|---|---|---|---|
Page 2
All Cannings Pre-School - Charity Number 1022946
Balance sheet as at 31 August 2020
| Fixed assets Tangible assets Current assets Debtors Cash at bank and in hand Current liabilities Other creditors Net current assets Total assets less current liabilities Capital account Brought forward at 1 September 2019 (Loss)/profit for the year |
2020 £ 200 8,992 9,192 - |
£ 352 9,192 9,544 10,273 ) (729 9,544 |
2019 £ - 10,031 10,031 172 |
£ 414 9,859 |
|---|---|---|---|---|
| 10,273 | ||||
| 1,337 8,936 |
||||
| 10,273 |
I approve these accounts and confirm that I have made available all relevant records and information for their preparation.
Treasurer
Date:
Page 3
-----Original Message----From: Justina Janaviciene Justina@charltonbaker.co.uk To: ACPS Treasurer acpstreasurer@aol.com Sent: Thu, 7 Jan 2021 17:34 Subject: RE: E-Sign Request: All Cannings Pre-school charity full accounts 31.08.20
Hello David,
It is under Documents, folder named accounts but I also attached a copy here.
Thank you!
Justina Janavicie MAA ne T Senior Accounta nt
| Website | Twitter | Linkedin | Facebook | Instagram |
Street, Devizes, Wiltshire, SN10 1DU
Disclaimer and Confidentiality Notice
Please visit our website charltonbaker.co.uk.
From: ACPS Treasurer acpstreasurer@aol.com Sent: 07 January 2021 17:30 To: Justina Janaviciene Justina@charltonbaker.co.uk Subject: Re: E-Sign Request: All Cannings Pre-school charity full accounts 31.08.20
Dear Justina,
Having signed of our year end accounts to 31 August 2020, I cannot see it in the Account folder to download a copy to send to the Charity Commission.
Does it just need uploading from your end?
Kind regards
David
Sent from AOL Mobile Mail Get the new AOL app: mail.mobile.aol.com
On Thursday, 17 December 2020, Justina Janaviciene justina@charltonbaker.co.uk wrote:
Dear David,
We have uploaded a document (All Cannings Pre-school charity full accounts 31.08.20) to your portal. Please sign in here to download it and e-sign the document subject of your approval.
If you have any questions, please do not hesitate to get in touch.
Kind regards
Justina Janavicie MAA ne T Senior Account ant
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Charlton Baker Ltd Registered in England & Wales Company Number 07179787 Registered office and trading address 7–7c Snuf Street, Devizes, Wiltshire, SN10 1DU
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