2021-08-31-accounts - Poplars Group

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REGISTERED CHARITY NUMBER: 1027328

Report of the Trustees and

Unaudited Financial Statements for the Year Ended 31 August 2021

for

Poplars Group

Contents of the Financial Statements for the Year Ended 31 August 2021

		Page
Reference and Administrative Details		1
Report of the Trustees	2	to	6
Independent Examiner's Report		7
Statement of Financial Activities		8
Balance Sheet		9
Notes to the Financial Statements	10	to	16

Poplars Group

Reference and Administrative Details for the Year Ended 31 August 2021

TRUSTEES L Baker L D Chamberlain C Cooper F L Lord (resigned 4.9.20) L Marshall A L O'Neill C J Renshaw (resigned 4.9.20) M S Vaghela 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

Page 1

Poplars Group

Report of the Trustees for the Year Ended 31 August 2021

The trustees present their report with the financial statements of the charity for the year ended 31 August 2021. 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 aims of the pre-school are to enhance the development and education of children primarily under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups and by;

offering appropriate play, education and care facilities, family learning and extended hours groups, together with the right of parents to take responsibility for and to become involved in the activities of such groups, ensuring that such groups offer opportunity for all children whatever their race, culture, religion, means or ability;
encouraging the study of the needs of such children and their families and promoting public interest in and recognition of such needs in local areas, and;
instigating and adhering to and furthering the aims of objects of the Pre-school Learning Alliance

Significant activities

The main activity of the charity continues to be the provision of playgroup activities.

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.

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Poplars Group

Report of the Trustees for the Year Ended 31 August 2021

ACHIEVEMENT AND PERFORMANCE

Charitable activities

The pre-school continues to run from two 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 2020 there were 95 children on roll, of which 52 children were due to move up to school, 4 were in receipt of 2-year funding and 36 in receipt of 30 hours funding. There are 78 children on roll due to continue or start in September 2021 of which 10 are in receipt of 2-year funding and 25 in receipt of 30 hours funding.

Poplars Group promotes the Early Years Pupil Premium and uses the PSOU and consent form to obtain all the information required to check eligibility. After liaising with parents funding for eligible children was used during the Autumn and Spring terms for Ruth Miskin resources, school readiness resources, outdoor equipment and 1:1 staffing. The Summer term funding was previously used to purchase school uniform and as this was so well received it was agreed to continue with this practice. 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.

Unfortunately, due to Covid 19 the pre-school has been unable to offer weekly cooking sessions in the school kitchen and has not been able to access the wooded area on the school field. They have also been unable to access the Sensory Room within the school due to the cross contamination of bubbles. Daily Wake & Shake sessions take place in both the Caterpillar and Butterfly rooms. 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 was split into three groups due to Covid 19 guidance on bubble sizes. The green group is the pre-school children, foundation stage and year one based in the butterfly room. The red group is school years 2-3 and the blue group is school years 4-6 both based in the school hall which is divided into two. 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 2021

ACHIEVEMENT AND PERFORMANCE

Charitable activities - continued

Poplars Group were unable to offer a holiday club during October half term and February half term due to the Covid 19 Pandemic. During the Easter and May holidays care was offered to children of key workers and vulnerable children only in line with the Covid 19 guidance. The summer holiday club was offered as normal however bookings only warranted opening two days a week. 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 cleaner left in September 2020 but was not replaced as the staff were completing additional cleaning due to Covid 19 and this continued throughout the academic year. A new level 3 staff member was employed on a fixed term contract to work on a 1:1 basis with a child in the caterpillar room. The previous years' apprentice was employed on a bank contract. 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 2021) with a Group Manager, Deputy Manager, Administration & Finance Officer, two Room/After School Club Leaders, one qualified level 4 Early Years Educator, ten qualified level 3 Early Years Educators, one unqualified Early Years Educator, one Lunchtime Supervisor, a Bank member of staff and a Handyman.

The new Board of Trustees has been working well and having members of school staff and school governors on board continues to strengthen the links with the school. Unfortunately, due to Covid 19 it has been difficult to meet as a team but regular correspondence between the Management team and the Board of Trustees has ensured that everyone has been kept up to date. The Group will start the new academic year with a Chairperson, Treasurer, Secretary and four other Trustees.

This year the group have been cautious and only purchased salt spreaders for each room and some small resources. The hot water heater in the mobile unit has been replaced but continues to have issues with the ramp and main door. Leases will need to be revisited to establish who is responsible for the repairs. The butterfly room fascia's need to be repaired and this has been raised with the premises officer at the school.

The reserve account has been reviewed at a full Board of Trustees meeting and has been increased accordingly to ensure it continues to hold funds to cover three months running costs. This will need to be monitored at a full Board of Trustees meeting each academic year to ensure the reserve account holds sufficient funds.

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. Accidents continue to be reported electronically. This facility is also used for the parents of children attending the After School Club 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. This report is now used as a working document which enables predicted figures to be altered allowing reflection of the current situation. Debtors continue to be managed on a monthly basis with only Summer Holiday Club fees outstanding at the end of the academic year.

All banking continues to be completed online and the group encourages all parents to pay in this way whilst still accepting cash. The group is registered for several childcare voucher schemes and the tax free childcare facility. The credit card monthly statements are checked and 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 including pension contributions and independently examine the end of year accounts. 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.

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Poplars Group

Report of the Trustees for the Year Ended 31 August 2021

ACHIEVEMENT AND PERFORMANCE

Fundraising activities

The Group has had limited fundraising events this year due to Covid 19. The individual, group and family photo sessions and the Halloween party were unable to take place. The Christmas card fundraiser was not offered to the group. They did hold a Christmas raffle which raised £37.00 and an Easter raffle which raised £36.00. They still managed to successfully supported Comic Relief, Children in Need, MacMillan.

Covid 19 pandemic

September 2020 - December 2020 (Autumn Term)

The Group were open to all children but each room worked independently with no crossover of staff between the rooms. At the end of November, the Administration & Finance Officer started to work from home. No October holiday club was offered.

January 2021 to March 2021 (Spring Term)

The pre-school continued to be open to all children however attendance was reduced due to the school closures and high infection rate. Water Leys Primary School was closed due to the national lockdown and only offered care to children of Key Workers during this term. After School Club care was provided to these children. Flexi time was offered to all staff with 4 accepting the offer.

April 2021 - August 2021 (Summer Term)

The Group were open as usual during this term. The pre-school continued to work as two separate rooms and the After School Club continued to work in separate bubbles.

FINANCIAL REVIEW

Financial position

Total incoming resources were £313,040 (2020: £292,481). After deducting expenditure of £290,067 (2020: £289,595) there was net income of £22,973 (2020: £2,886) for the year.

As at 31 August 2021, the Charity had total funds of £259,034 (2020: £236,061) all of which were unrestricted.

Trustees agreed that all staff would be paid in full for their contracted hours due to Covid 19 related absences. FEEE funding and EYPP was received and the group continued to access the Coronavirus Job Retention Scheme for 4 members of staff in the Spring 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. With careful monitoring of the financial situation during this time and the unity of the staff team they have managed to continue to run and start the new academic year in a healthy financial position.

Reserves policy

The Group holds cash at bank of £184,247 all of which is unrestricted funds. 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 towards the following year's general expenditure.

STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing document

The charity is controlled by its governing document, a constitution dated 9 November 1993 and as amended on 24 June 2021 and is 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.

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Poplars Group

Report of the Trustees for the Year Ended 31 August 2021

Approved by order of the board of trustees on 24 May 2022 and signed on its behalf by:

S Wright - Trustee

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Independent Examiner's Report to the Trustees of Poplars Group

Independent examiner's report to the trustees of Poplars Group

I report to the charity trustees on my examination of the accounts of Poplars Group for the year ended 31 August 2021.

Responsibilities and basis of report

As the charity 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 Charity's accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

Since your charity's gross income exceeded £250,000 your examiner must be a member of a listed body. I can confirm that I am qualified to undertake the examination because I am a registered member of the Association of Chartered Certified Accountants (ACCA) which is one of the listed bodies.

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

accounting records were not kept in respect of the Charity as required by section 130 of the Act; or 2. the accounts do not accord with those records; or
the accounts do 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

1 June 2022

Page 7

Poplars Group

Statement of Financial Activities for the Year Ended 31 August 2021

Unrestricted fund Notes £ INCOME AND ENDOWMENTS FROM Charitable activities 4 Playgroup activities 306,704 Other trading activities 2 1,372 Investment income 3 7 Other income 5 4,957 Total 313,040 EXPENDITURE ON Raising funds 6 1,723 Charitable activities 7 Playgroup activities 288,344 Total 290,067 NET INCOME 22,973 RECONCILIATION OF FUNDS Total funds brought forward As previously reported 274,219 Prior year adjustment 11 (38,158) As restated 236,061 TOTAL FUNDS CARRIED FORWARD 259,034	Restricted fund £ - - - - - - - - - - - - -	31.8.21 31.8.20 Total Total funds funds as restated £ £ 306,704 285,961 1,372 1,759 7 76 4,957 4,685 313,040 292,481 1,723 1,847 288,344 287,748 290,067 289,595 22,973 2,886 274,219 233,175 (38,158) - 236,061 233,175 259,034 236,061	31.8.21 31.8.20 Total Total funds funds as restated £ £ 306,704 285,961 1,372 1,759 7 76 4,957 4,685 313,040 292,481 1,723 1,847 288,344 287,748 290,067 289,595 22,973 2,886 274,219 233,175 (38,158) - 236,061 233,175 259,034 236,061
			292,481 1,847 287,748
			289,595
			2,886 233,175 -
			233,175
			236,061

The notes form part of these financial statements

Page 8

Poplars Group

Balance Sheet

31 August 2021

Unrestricted fund Notes £ FIXED ASSETS Tangible assets 13 119,558 CURRENT ASSETS Debtors 14 2,696 Cash at bank and in hand 184,247 186,943 CREDITORS Amounts falling due within one year 15 (47,467) NET CURRENT ASSETS 139,476 TOTAL ASSETS LESS CURRENT LIABILITIES 259,034 NET ASSETS 259,034 FUNDS 17 Unrestricted funds TOTAL FUNDS	Restricted fund £ - - - - - - - -	31.8.21 31.8.20 Total Total funds funds as restated £ £ 119,558 129,996 2,696 3,842 184,247 145,651 186,943 149,493 (47,467) (43,428) 139,476 106,065 259,034 236,061 259,034 236,061 259,034 236,061 259,034 236,061

The financial statements were approved by the Board of Trustees and authorised for issue on 24 May 2022 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 2021

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.

Financial reporting standard 102 - reduced disclosure exemptions

The charity has taken advantage of the following disclosure exemptions in preparing these financial statements, as permitted by FRS 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland':

the requirements of Section 7 Statement of Cash Flows.

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.

Allocation and apportionment of costs

During the years ended 31 August 2021 and 31 August 2020, all costs were 100% attributable to the Charity's sole activity, the provision of Playgroup activities.

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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Poplars Group

Notes to the Financial Statements - continued for the Year Ended 31 August 2021

1. ACCOUNTING POLICIES - continued

Debtors

Short term debtors are measured at transaction price, less any impairment. Loans receivable are measured initially at fair value, net of transaction costs, and are measured subsequently at amortised cost using the effective rate of interest method, less any impairment.

Creditors

Short term creditors are measured at the transaction price. Other financial liabilities, including bank loans, are measured initially at fair value, net of transaction costs, and are measured subsequently at amortised cost using the effective interest method.

Going concern

After reviewing the charity's forecasts and projections, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. The charity therefore continues to adopt the going concern basis in preparing the financial statements.

Government grants

Government grants receivable are recognised in accordance with the performance model.

2. OTHER TRADING ACTIVITIES

Fundraising income Uniform sales Milk sales 3. INVESTMENT INCOME Bank interest 4. INCOME FROM CHARITABLE ACTIVITIES Activity Fees Playgroup activities Other Receipts Playgroup activities Grants Playgroup activities	31.8.21 £ - 551 821 1,372 31.8.21 £ 7 31.8.21 £ 86,266 - 220,438 306,704	31.8.20 as restated £ 510 501 748 1,759 31.8.20 as restated £ 76 31.8.20 as restated £ 70,570 1,804 213,587
		285,961

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Poplars Group

Notes to the Financial Statements - continued for the Year Ended 31 August 2021

4. INCOME FROM CHARITABLE ACTIVITIES - continued

Grants received, included in the above, are as follows:

Grants received, included in the above, are as follows:
	31.8.21	31.8.20
		as
		restated
	£	£
Free Early Education Entitlement	220,438	213,587

The Free Early Education Entitlement is a government scheme to provide free childcare to children aged 2, 3 or 4 years old.

Grant income is recognised to the extent that the performance related conditions, being the number of children that have attended the playgroup in specified terms, have been met. Any receipts received in advance of the conditions being achieved are shown as a deferred income liability.

5. OTHER INCOME

OTHER INCOME
	31.8.21	31.8.20
		as
		restated
	£	£
Non-charitable Grants	4,957	4,685

Included in the above are receipts of government grants that are not dependent on charitable status, such as the Coronavirus Job Retention Scheme and funding for undertaking apprenticeship schemes.

6. RAISING FUNDS

Other trading activities

Other trading activities
		31.8.21	31.8.20
			as
			restated
		£	£
Uniform Purchases		704	983
Milk purchases		1,019	864
		1,723	1,847
CHARITABLE ACTIVITIES COSTS
		Support
	Direct	costs (see
	Costs	note 8)	Totals
	£	£	£
Playgroup activities	274,685	13,659	288,344

7. CHARITABLE ACTIVITIES COSTS

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continued...

Poplars Group

Notes to the Financial Statements - continued for the Year Ended 31 August 2021

8. SUPPORT COSTS

SUPPORT COSTS
			Governance
	Management	Finance	costs	Totals
	£	£	£	£
Playgroup activities	11,055	348	2,256	13,659

9. TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 August 2021 nor for the year ended 31 August 2020.

Trustees' expenses

There were no trustees' expenses paid for the year ended 31 August 2021 nor for the year ended 31 August 2020.

10. STAFF COSTS

STAFF COSTS
	31.8.21	31.8.20
		as
		restated
	£	£
Wages and salaries	220,133	207,459
Social security costs	6,375	5,528
Other pension costs	3,344	3,006
	229,852	215,993
The average monthly number of employees during the year was as follows:
	31.8.21	31.8.20
		as
		restated
Playgroup	19	19

No employees received emoluments in excess of £60,000.

11. PRIOR YEAR ADJUSTMENT

The comparative period has been restated to account for a balance of Deferred Income. Grant income of £38,158 was received in advance of performance related conditions being met at as 31 August 2020 (2019: £37,716). The adjustment has resulted in a reduction of net income for the year ended 31 August 2020 of £442.

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Poplars Group

Notes to the Financial Statements - continued for the Year Ended 31 August 2021

12. INDEPENDENT EXAMINER'S REMUNERATION

Amounts payable to the Independent Examiner are analysed as follows:

	31.8.21	31.8.21	31.8.20	31.8.20
		£		£
		390		390
		1,866		1,698

		2,256		2,088

Property £ 143,971 - 143,971 26,674 7,199 33,873 110,098 117,297	Equipment £ 22,228 668 22,896 9,529 3,907 13,436 9,460 12,699 31.8.21 £ 821 1,875 2,696		Totals £ 166,199 668 166,867 36,203 11,106 47,309 119,558 129,996 31.8.20 as restated £ 3,842 - 3,842

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Poplars Group

Notes to the Financial Statements - continued for the Year Ended 31 August 2021

15. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Other creditors Social security and other taxes Accruals and deferred income	31.8.21 31.8.20 as restated £ £ 1,158 2,300 2,211 1,920 44,098 39,208 47,467 43,428	31.8.21 31.8.20 as restated £ £ 1,158 2,300 2,211 1,920 44,098 39,208 47,467 43,428
		43,428

Accruals and deferred income includes payments received on account for performance related grants of £42,868 (2020: £38,158).

Entitlement to the grant income is subject to the charity providing a set level of hours of childcare per child. The award is calculated on the number of children that will attend under the FEEE government program in the following term. The amount above was received during the year for the Autumn term which commences following the year end on 1 September. As the charity had not achieved any of the performance related conditions at the 31 August, this amount has been deferred in full.

16. LEASING AGREEMENTS

Minimum lease payments under non-cancellable operating leases fall due as follows:

Within one year Between one and five years	31.8.21 31.8.20 as restated £ £ 23,000 23,000 12,996 35,985 35,996 58,985	31.8.21 31.8.20 as restated £ £ 23,000 23,000 12,996 35,985 35,996 58,985
		58,985

Lease payments of £23,000 (2020: £23,000) were recognised as an expense during the year.

17. MOVEMENT IN FUNDS

MOVEMENT IN FUNDS
Unrestricted funds General fund TOTAL FUNDS	At 1.9.20 £ 274,219 274,219	Prior year adjustment £ (38,158) (38,158)	Net movement in funds £ 22,973 22,973	At 31.8.21 £ 259,034
				259,034

Net movement in funds, included in the above are as follows:

Unrestricted funds General fund TOTAL FUNDS	Incoming resources £ 313,040 313,040	Resources Movement expended in funds £ £ (290,067) 22,973 (290,067) 22,973

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Poplars Group

Notes to the Financial Statements - continued for the Year Ended 31 August 2021

17. MOVEMENT IN FUNDS - continued

Comparatives for movement in funds

		Net
		movement		At
	At 1.9.19	in funds	31.8.20
	£	£		£
Unrestricted funds
General fund	233,175	2,886	236,061
TOTAL FUNDS	233,175	2,886	236,061
Comparative net movement in funds, included in the above are as follows:
	Incoming	Resources	Movement
	resources	expended	in funds
	£	£		£
Unrestricted funds
General fund	292,481	(289,595)		2,886
TOTAL FUNDS	292,481	(289,595)		2,886

18. RELATED PARTY DISCLOSURES

There were no related party transactions for the year ended 31 August 2021 nor for the year ended 31 August 2020.

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