REGISTERED CHARITY NUMBER: 1027328
Report of the Trustees and
Unaudited Financial Statements for the Year Ended 31 August 2020
for
Poplars Group
Poplars Group
Contents of the Financial Statements for the Year Ended 31 August 2020
| Page | |||
|---|---|---|---|
| Reference and Administrative Details | 1 | ||
| Report of the Trustees | 2 | to | 5 |
| Independent Examiner's Report | 6 | ||
| Statement of Financial Activities | 7 | ||
| Balance Sheet | 8 | ||
| Notes to the Financial Statements | 9 | to | 13 |
Poplars Group
Reference and Administrative Details for the Year Ended 31 August 2020
TRUSTEES L Baker (appointed 4.5.20) L D Chamberlain (appointed 4.5.20) C Cooper (appointed 17.4.20) C J Foster (resigned 5.6.20) F L Lord (resigned 4.9.20) L Marshall (appointed 4.6.20) A L O'Neill C J Renshaw (resigned 4.9.20) A C S Stevens (resigned 5.6.20) M S Vaghela (appointed 1.6.20) S Wright (appointed 7.9.20) PRINCIPAL ADDRESS Water Leys Primary School Guilford Drive Wigston Leicestershire LE18 1HG REGISTERED CHARITY 1027328 NUMBER INDEPENDENT EXAMINER torr waterfield Park House 37 Clarence Street Leicester Leicestershire LE1 3RW
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Poplars Group
Report of the Trustees for the Year Ended 31 August 2020
The trustees present their report with the financial statements of the charity for the year ended 31 August 2020. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019).
OBJECTIVES AND ACTIVITIES
Objectives and aims
The objectives of the Group are to provide a safe developmentally appropriate environment for pre-school and school aged children. Their focus is to provide a stimulating early care and education experience which promotes each child's holistic development. Their goal is to support children and provide the right foundation for good future progress through school and life.
Public benefit
The Trustees confirm that they have referred to the guidance contained in the Charity Commission's general guidance on public benefit when reviewing the Trust's aims and objectives and in planning future activities.
ACHIEVEMENT AND PERFORMANCE
Charitable activities
The pre-school started the financial year running both the Caterpillar and Butterfly rooms from 7.30am - 5.30pm, Monday to Friday at Water Leys Primary School. The children aged 2-3 are located in the Caterpillar room (secure double mobile unit) and the children aged 3-4 are located in the Butterfly room (double classroom next to Foundation Stage).
At the end of the summer term 2019 there were 103 children on roll, of which 55 children were due to move up to school, 9 were in receipt of 2-year funding and 35 in receipt of 30 hours funding. There are 71 children on roll due to continue or start in September 2019 of which 8 are in receipt of 2-year funding and 22 in receipt of 30 hours funding.
Poplars Group continues to promote the Early Years Pupil Premium. Again the number of responses received this year was 100% with the use of the PSOU and the consent form to obtain all the information required to check eligibility. Funding for eligible children was used during the Autumn and Spring terms for individual needs including hot dinners, additional sessions, early starts and resources. It was also used to facilitate outings into the community giving children a variety of experiences. The Summer term funding was used to purchase school uniform as children were not in attendance due to the Covid 19 pandemic. Funds received, expenditure and outcomes continue to be monitored for each individual child. Poplars Group also promotes and offers the 30 hours funding and Tax free childcare schemes.
Working in partnership with Water Leys Primary School the pre-school has been able to offer weekly cooking sessions in the school kitchen as well as access to the wooded area on the school field for children to access the natural outdoor experience. They also have access to the Sensory Room within the school on a rota basis. Wake & Shake sessions continue during morning registration in the Butterfly room. The group is Healthy Tots accredited and promotes all aspects on a daily basis.
Poplars continues to run a breakfast club for pre-school children only. Attendance between 7.30am and 8.00am continues to be low but improves from 8.00am. It is essential that the group continue to offer the breakfast hour to enable working parents to access the provision.
The after school club continues to run smoothly. There is now a Leader in both rooms with school years 2-6 in the older room and pre-school children, foundation stage and year one in the younger room. This split is working well allowing more age appropriate activities to be offered in both rooms. Parent Pay is the preferred method of payment for most parents with fees being entered on a half termly basis. This system does not support the receipt of childcare vouchers or payment by Tax Free Childcare Accounts. Those parents who wish to pay using either of these methods are now invoiced on a monthly basis. All systems are working well and the after school club continues to have no debtors throughout the academic year.
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Poplars Group
Report of the Trustees for the Year Ended 31 August 2020
ACHIEVEMENT AND PERFORMANCE
Charitable activities - continued
Poplars Group were only able to offer a holiday club during October half term and February half term due to the Covid 19 Pandemic. The holiday club continues to be sustainable as staffing is allocated according to bookings received ensuring that the group does not make a loss. The group will need to continue to advertise this service to ensure attendance steadily improves. Although the Holiday Club is recorded separately in the cash book it is not classed as a separate entity from the rest of the group.
The groups level 3 Apprentice qualified after completing her training in March 2020 and continued to work for the group on a temporary contract. One of the lunchtime supervisors left in December 2019 and was not replaced as the group managed to cover the hours in house. One of the cleaners left but the remaining cleaner was able to take on the additional hours. A pay rise has been implemented where appropriate to incorporate the new Living Wage in line with government changes. The Board of Trustees continue to make the necessary changes to ensure the Group complies with regulations. The group will start the new academic year (September 2020) with a Group Manager, Deputy Manager, Administration & Finance Officer, two Room/After School Club Leaders, one qualified level 4 Early Years Educator, one qualified level 3 Early Years Educator/Club Leader, eight qualified level 3 Early Years Educators, one unqualified Early Years Educator, one Lunchtime Supervisor, a Bank member of staff one Cleaner and a Handyman.
The majority of the existing Board of Trustees expressed an interest in stepping down from their roles due to commitment changes. The existing secretary agreed to continue in her role moving forward. Following a recruitment process staff at the adjoining school (some of who are current parents of the group) agreed to take on the roles and form a new Board of Trustees. All the new trustees were voted onto the board in March 2020 and the existing trustees apart from the Chair and Treasurer stepped down. These two remaining positions will be handed over at the start of the new academic year. With members of the school staff on board this will not only further strengthen the current links with the school as a whole but particularly the Foundation Stage and the transition process. The Group will start the new academic year with a Chairperson, Treasurer, Secretary and four other Trustees.
This year the group have purchased a wooden play cottage, new office chairs and both rooms have been repainted. The mobile unit has had a problem with foxes living under the building so a new fence has been erected to prevent this. Metal plates have been installed on the ramp to the mobile unit but this is a temporary measure to tackle the rotting wood which will need to be replaced in the near future.
The reserve account continues to hold funds to cover three months running costs. This will need to be reviewed at a full Board of Trustees meeting each academic year to ensure the reserve account holds sufficient funds.
Following the development of the group's website it has now been altered slightly so that all the information provided remains current and doesn't not need to be continually updated. Poplars Group continue to use Tapestry (an online learning journal system) to ensure all current parents are able to access up to date information regarding their child and the group. Tapestry is used to provide parents with EYFS (Early Years Foundation Stage) observations, snapshot observations of their children during their time at pre-school, reports and electronic correspondence. The group now also make use of the Care Diary facility to inform parents what their child has had to eat/drink and their self-care needs throughout the day. Following development of the system accidents are now able to be reported electronically. This facility has also been introduced to the parents of children attending the After School Club. At this time, it is used primarily for electronic correspondence (newsletters, upcoming events).
The Board of Trustees continue to secure the finances of the group. The monthly financial report provides information regarding income and expenditure in all areas. Income and expenditure can be difficult to estimate in some areas on an annual basis. Room resource budgets have been set up and will be closely monitored. Debtors continue to be managed on a monthly basis with no outstanding fees at the end of the academic year.
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Poplars Group
Report of the Trustees for the Year Ended 31 August 2020
ACHIEVEMENT AND PERFORMANCE
Charitable activities - continued
All banking continues to be completed online and the group encourages all parents to pay in this way whilst still accepting cash and cheques. The group is registered for several childcare voucher schemes and the tax free childcare facility. The credit card monthly statements are checked, signed off on a monthly basis. The petty cash system continues to work well with all transactions being countersigned. Both the credit card and petty cash transactions are recorded in a separate spreadsheet for monitoring purposes.
An external company continue to administer the payroll. Time sheets have been completed in the usual way and the Administration & Finance Officer is responsible for processing them. The external company is responsible for calculating and administering payments to the company pension scheme. The Board of Trustees continue to be aware of changes to the Living Wage and the pension scheme and have made appropriate provisions to meet these changes.
Fundraising activities
The Group has had several fundraising events this year. They have held individual, group and family photo sessions and have received commission of £270. They also received £44 commission on Children's hand crafted Christmas cards. They have also held a Halloween Party raising £77 and a Christmas raffle raising £119. Unfortunately, there were no further fundraising events due to Covid 19. The money raised was used to purchase new toys and equipment for both rooms.
They have also successfully supported Comic Relief, Children in Need, MacMillan and World Book Day. The group took part in the reverse advent calendar scheme which provides food hampers for families in need who visit local foodbanks over the Christmas period.
Covid 19 pandemic
23 March 2020:
The Group closed but continued to provide care to the children of Key Workers. Staff were contracted on a three week rota working alongside Water Leys Primary school staff. This care continued throughout the Easter and May holidays.
1June 2020 to 2 July 2020:
The Group reopened to all children but only a limited number of children returned. The staff were split into two bubbles and care was offered from 8.45am to 2.45pm for the 30-hour funded children and 8.45am to 11.45am to the 15-hour funded children.
3 July 2020:
The Group closed again due to the local lockdown but again offered care for the children of Key Workers which continued throughout the Summer. The bubble was a maximum of 15 children and included care for vulnerable children and those with an Educational Health and Care plan from Water Leys Primary School.
FINANCIAL REVIEW
Financial position
At a Trustee meeting in March it was agreed that staff would be paid full pay regardless of the hours they worked for 3 months to be reviewed after this time. In June it was agreed that full pay would continue for term time hours. All staff agreed to work during the holidays in lieu of hours paid to support the funds of the group. FEEE funding and EYPP was received and the group managed to access the Coronavirus Job Retention Scheme for 4 members of staff in the latter part of the Summer Term. Unfortunately, as a voluntary run charity pre-school the group were not eligible to access any further funding or financial assistance during this time. Despite this and with the unity of the staff team they have managed to stay afloat with a healthy reserve account moving into the new academic year. The numbers on roll are good but they will need to review and reflect during the Autumn term on the long term implications of the past few months.
Reserves policy
The Group holds cash at bank of £146,651 all of which is unrestricted. It is the policy of the charity to keep three months' worth of running costs held in the reserve account, and a sufficient amount in the current account to cover the following year's general expenditure.
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Poplars Group
Report of the Trustees for the Year Ended 31 August 2020
STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document
The charity is controlled by its governing document, a deed of trust and constitutes an unincorporated charity.
Recruitment and appointment of new trustees
The Group aims to recruit new trustees from either current or past parents of children attending activities. Additional trustees are sought by regular advertising in the newsletter.
Induction and training of new trustees
New trustees receive full information on the legal basis of the Group and the powers and responsibilities of trustees.
STATEMENT OF TRUSTEES' RESPONSIBILITIES
The trustees are responsible for preparing the Report of the Trustees and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
The law applicable to charities in England and Wales, the Charities Act 2011, Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charity for that period. In preparing those financial statements, the trustees are required to
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select suitable accounting policies and then apply them consistently;
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observe the methods and principles in the Charity SORP;
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make judgements and estimates that are reasonable and prudent;
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prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business.
The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with the Charities Act 2011, the Charity (Accounts and Reports) Regulations 2008 and the provisions of the trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The trustees are responsible for the maintenance and integrity of the charity and financial information included on the charity's website.
Approved by order of the board of trustees on 24 June 2021 and signed on its behalf by:
S Wright - Trustee
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Independent Examiner's Report to the Trustees of Poplars Group
I report to the trustees on my examination of the accounts of Poplars Group ("the Group") for the year ended 31 August 2020.
Responsibilities and basis of report
As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act").
I report in respect of my examination of the Group's accounts carried out under section 145 of the 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.
Independent examiner's statement
The charity's gross income exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of the Association of Chartered Certified Accountants (ACCA).
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination 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 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.
Mark Andrew Torr FCCA torr waterfield Park House 37 Clarence Street Leicester Leicestershire LE1 3RW
24 June 2021
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Poplars Group
Statement of Financial Activities for the Year Ended 31 August 2020
| Unrestricted fund Notes £ INCOME AND ENDOWMENTS FROM Donations and legacies 2 4,685 Charitable activities Playgroup activities 287,151 Other trading activities 3 1,011 Investment income 4 76 Total 292,923 EXPENDITURE ON Raising funds 5 983 Charitable activities Playgroup activities 288,612 Total 289,595 NET INCOME 3,328 RECONCILIATION OF FUNDS Total funds brought forward 270,891 TOTAL FUNDS CARRIED FORWARD 274,219 |
Restricted fund £ - - - - - - - - - - - |
31.8.20 Total funds £ 4,685 287,151 1,011 76 292,923 983 288,612 289,595 3,328 270,891 274,219 |
31.8.19 Total funds £ - 311,974 1,226 93 |
|---|---|---|---|
| 313,293 746 300,560 |
|||
| 301,306 | |||
| 11,987 258,904 |
|||
| 270,891 |
The notes form part of these financial statements
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Poplars Group
| FIXED ASSETS Tangible assets CURRENT ASSETS Debtors Cash at bank and in hand CREDITORS Amounts falling due within one year NET CURRENT ASSETS TOTAL ASSETS LESS CURRENT LIABILITIES NET ASSETS FUNDS Unrestricted funds TOTAL FUNDS |
Balance Sheet 31 August 2020 Notes 9 10 11 13 |
31.8.20 £ 129,996 3,842 145,651 149,493 (5,270) 144,223 274,219 274,219 274,219 274,219 |
31.8.19 £ 138,487 923 137,113 138,036 (5,632) 132,404 270,891 270,891 270,891 270,891 |
|---|---|---|---|
The financial statements were approved by the Board of Trustees and authorised for issue on 24 June 2021 and were signed on its behalf by:
S Wright - Trustee
The notes form part of these financial statements
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Poplars Group
Notes to the Financial Statements for the Year Ended 31 August 2020
1. ACCOUNTING POLICIES
Basis of preparing the financial statements
The financial statements of the charity, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Charities Act 2011. The financial statements have been prepared under the historical cost convention.
Income
All income is recognised in the Statement of Financial Activities once the Group has entitlement to the funds, it is probable that the income will be received and the amount can be measured reliably.
Expenditure
Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
Tangible fixed assets
Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life.
Property - Straight line over 20 years Equipment - Straight line over 3, 5 or 7 years
Taxation
The charity is exempt from tax on its charitable activities.
Fund accounting
Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.
Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.
Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.
Pension costs and other post-retirement benefits
The charity operates a defined contribution pension scheme. Contributions payable to the charity's pension scheme are charged to the Statement of Financial Activities in the period to which they relate.
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continued...
Poplars Group
Notes to the Financial Statements - continued for the Year Ended 31 August 2020
| 2. | DONATIONS AND LEGACIES | ||
|---|---|---|---|
| 31.8.20 | 31.8.19 | ||
| £ | £ | ||
| Grants | 4,685 | - | |
| Grants received, included in the above, are as follows: | |||
| 31.8.20 | 31.8.19 | ||
| £ | £ | ||
| Apprenticeship grant | 500 | - | |
| Coronavirus Job Retention Scheme grants | 4,185 | - | |
| 4,685 | - | ||
| 3. | OTHER TRADING ACTIVITIES | ||
| 31.8.20 | 31.8.19 | ||
| £ | £ | ||
| Fundraising income | 510 | 676 | |
| Uniform sales | 501 | 550 | |
| 1,011 | 1,226 | ||
| 4. | INVESTMENT INCOME | ||
| 31.8.20 | 31.8.19 | ||
| £ | £ | ||
| Bank interest | 76 | 93 | |
| 5. | RAISING FUNDS | ||
| Other trading activities | |||
| 31.8.20 | 31.8.19 | ||
| £ | £ | ||
| Uniform Purchases | 983 | 746 |
6. TRUSTEES' REMUNERATION AND BENEFITS
There were no trustees' remuneration or other benefits for the year ended 31 August 2020 nor for the year ended 31 August 2019.
Trustees' expenses
There were no trustees' expenses paid for the year ended 31 August 2020 nor for the year ended 31 August 2019.
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continued...
Poplars Group
Notes to the Financial Statements - continued for the Year Ended 31 August 2020
7. STAFF COSTS
The average monthly number of employees during the year was as follows:
| Playgroup No employees received emoluments in excess of £60,000. 8. INDEPENDENT EXAMINER'S REMUNERATION Amounts payable to the Independent Examiner are analysed as follows: Examination fees Accountancy services 9. TANGIBLE FIXED ASSETS Property £ COST At 1 September 2019 143,971 Additions - Disposals - At 31 August 2020 143,971 DEPRECIATION At 1 September 2019 19,476 Charge for year 7,198 Eliminated on disposal - At 31 August 2020 26,674 NET BOOK VALUE At 31 August 2020 117,297 At 31 August 2019 124,495 10. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR Outstanding fees Other debtors |
Playgroup No employees received emoluments in excess of £60,000. 8. INDEPENDENT EXAMINER'S REMUNERATION Amounts payable to the Independent Examiner are analysed as follows: Examination fees Accountancy services 9. TANGIBLE FIXED ASSETS Property £ COST At 1 September 2019 143,971 Additions - Disposals - At 31 August 2020 143,971 DEPRECIATION At 1 September 2019 19,476 Charge for year 7,198 Eliminated on disposal - At 31 August 2020 26,674 NET BOOK VALUE At 31 August 2020 117,297 At 31 August 2019 124,495 10. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR Outstanding fees Other debtors |
31.8.20 19 |
31.8.20 19 |
31.8.19 21 |
31.8.19 21 |
|
|---|---|---|---|---|---|---|
| 31.8.20 | 31.8.19 | |||||
| £ | £ | |||||
| 390 | 360 | |||||
| 1,698 | 1,848 | |||||
| 2,088 | 2,208 | |||||
| Property £ 143,971 - - 143,971 19,476 7,198 - 26,674 117,297 124,495 |
Equipment £ 24,207 3,608 (5,587) 22,228 10,215 4,901 (5,587) 9,529 12,699 13,992 31.8.20 £ - 3,842 3,842 |
Totals £ 168,178 3,608 (5,587) 166,199 29,691 12,099 (5,587) 36,203 129,996 138,487 31.8.19 £ 923 - 923 |
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Poplars Group
Notes to the Financial Statements - continued for the Year Ended 31 August 2020
11. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR
| Unpaid expenses Taxation and social security Accruals 12. ANALYSIS OF NET ASSETS BETWEEN FUNDS Unrestricted fund £ Fixed assets 129,996 Current assets 149,493 Current liabilities (5,270) 274,219 13. MOVEMENT IN FUNDS Unrestricted funds General fund TOTAL FUNDS Net movement in funds, included in the above are as follows: Unrestricted funds General fund TOTAL FUNDS Comparatives for movement in funds Unrestricted funds General fund TOTAL FUNDS |
Restricted fund £ - - - - At 1.9.19 £ 270,891 270,891 Incoming resources £ 292,923 292,923 At 1.9.18 £ 258,904 258,904 |
31.8.20 31.8.19 £ £ 2,300 1,934 1,920 2,618 1,050 1,080 5,270 5,632 31.8.20 31.8.19 Total Total funds funds £ £ 129,996 138,487 149,493 138,036 (5,270) (5,632) 274,219 270,891 Net movement At in funds 31.8.20 £ £ 3,328 274,219 3,328 274,219 Resources Movement expended in funds £ £ (289,595) 3,328 (289,595) 3,328 Net movement At in funds 31.8.19 £ £ 11,987 270,891 11,987 270,891 |
|---|---|---|
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continued...
Poplars Group
Notes to the Financial Statements - continued for the Year Ended 31 August 2020
13. MOVEMENT IN FUNDS - continued
Comparative net movement in funds, included in the above are as follows:
| Unrestricted funds General fund TOTAL FUNDS |
Incoming resources £ 313,293 313,293 |
Resources Movement expended in funds £ £ (301,306) 11,987 (301,306) 11,987 |
|---|---|---|
A current year 12 months and prior year 12 months combined position is as follows:
| Unrestricted funds General fund TOTAL FUNDS |
At 1.9.18 £ 258,904 258,904 |
Net movement in funds £ 15,315 15,315 |
At 31.8.20 £ 274,219 |
|---|---|---|---|
| 274,219 |
A current year 12 months and prior year 12 months combined net movement in funds, included in the above are as follows:
| Unrestricted funds General fund TOTAL FUNDS |
Incoming resources £ 606,216 606,216 |
Resources Movement expended in funds £ £ (590,901) 15,315 (590,901) 15,315 |
|---|---|---|
14. RELATED PARTY DISCLOSURES
There were no related party transactions for the year ended 31 August 2020.
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