Trustees’ annual report (including Directors’ report) for the period
Period start date
From: 01 September 2019
Period end date
To: 31 August 2020
Charity name: Harpsden Pre-School Playgroup
Charity registration number: 1029269
Company number:
Objectives and activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The Pre-School aims to provide a safe and caring learning environment, free from prejudice and discrimination, for children aged 2.5 to 5 years old. |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
The Pre-School provides supervised sessions for pre-school children four mornings a week, Monday to Thursday. There are also lunch club sessions available and three afternoon sessions a week, including a Forest School session, for children who will be going to school the following year. The Pre-School plans and provides activities and play opportunities to develop the children’s emotional, physical, social and intellectual capabilities. Appropriate facilities and equipment are provided in order to achieve this. Forest School activity, introduced in May 2019, has continued during certain afternoon sessions. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Commission on public benefit Para 1.18 |
The Trustees continue to have regard to the guidance issued by the Charity Commission on public benefit. |
Additional information (optional)
You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
Policy on grant making |
Para 1.38 |
The Committee is responsible for fundraising on behalf of the Pre-School. This is done in accordance with the policy on grant making. |
Policy on social investment including program related investment |
Para 1.38 |
n/a |
Contribution made by volunteers |
Para 1.38 |
The committee is run by volunteers and there are no volunteers working directly with the children. |
Other |
Achievements and performance
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 |
The 2019/20 academic year has been an unprecedented time for all those involved in the Pre-School due to the Covid-19 panademic. This caused the Pre-School to close on Thursday 18thMarch 2020 in accordance with Government guidance. Throughout “Lockdown”, the Committee met regularly (via Zoom) with our absolute priority being the health and well-being of the children and staff members. A core team of three staff members was made available to offer vital support to the children and their parents and continue with the operational aspects of the Pre-School. Each week the children were sent “e-communications” together with curriculum plans and the Teaching Manager was available, on-line or by phone, to answer any questions and concerns from parents. During “Lockdown”, we launched our new website. The refreshed design is aimed at promoting awareness of the Pre-School’s activities to both current and future parents. Following extensive planning by our staff team, including parents’ surveys, risk assessments and introducing new health and safety protocols, the Pre-School was able to re-open on Monday 15thJune. The Pre-School continues to provide a high quality care and education to all the children attending. We have always had more teachers each session than government guidelines recommend which enables the ‘pack away’ pre-school to run smoothly but also have plenty of staff on hand to meet the children’s needs. |
|---|---|---|
Additional information (optional)
You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
|
|---|---|---|
Performance of fundraising activities against objectives set |
Para 1.41 |
Despite the interruptions caused by the “Lockdown”, we were able to complete a number of fundraising projects, the most significant being the “Bags-of-Help” scheme sponsored by Tesco. Parents and friends enthusiastically supported the events which we were able to hold prior to the “Lockdown”. |
Investment performance against objectives |
Para 1.41 |
N/A |
Other |
Financial review
| Financial review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | . The 2019/20 Academic Year has certainly proved to be an extremely challenging time for all those associated with the Pre-School. The enforced closure of the Pre-School on Thursday 19thMarch, following the Government’s announcement of “Lockdown”, created a set of circumstances of which none of us had any previous experience. It is a credit to the Committee and Staff, together with the continuing support of the parents, that we were able to survive the extended period of the “Lockdown” and re-open the Pre-School on 15thJune to complete the Academic Year with a very creditable financial result albeit a small loss. Whilst total income for the year equalled our original budget, it was £3,500 less than the previous year. No parents’ contributions were received during the period of the “Lockdown” and there was, understandably, a much lower level of contributions received when the Pre-School was re-opened for the final few weeks of the summer term. Support from OCC was maintained throughout the year and Fundraising projects received a very healthy contribution from parents and members of the local community. The continued welfare of our loyal staff was a key objective of the Committee and we were grateful to receive support from the Government’s Job Retention Scheme. A satisfactory level of cost control was maintained in all areas during the year with Staff salaries being our most significant cost centre. Despite the recorded loss of £3,296, we closed the academic year with a Bank balance of £44,441 which is approximately £9,000 above our stated Reserves. We will be able to move into the new Academic Year in good financial health and keen to continue to provide a safe and caring environment for children within our local area. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The policy of the Pre-School continues to be to have a reserve, which would allow it to operate for at least up to six months without income. This would ensure that fixed overhead costs could be honoured, staff could be paid and both staff and children would have sufficient time to make other arrangements should the Pre-School need to close. The Committee has reviewed this policy and believe it appropriate to retain the current level of reserves. |
|---|---|---|
| Amount of reserves held | Para 1.22 | £35,000.00 |
| Reasons for holding zero reserves |
Para 1.22 | |
| Details of fund materially in deficit |
Para 1.24 | |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The Covid-19 pandemic has obviously created some uncertainties and anxiety amongst both parents and staff. However, we continue to be well supported and will strive to offer a high standard of teaching to provide a varied learning experience for all the children who attend the Pre-School. |
Additional information (optional)
You may choose to include further statements where relevant about:
The charity’s principal sources of funds (including any fundraising) |
Para 1.47 |
Government funding via nursery vouchers for 3-4 year olds (including the increased funding hours via the Gov 30 hour programme), fee income for 2.5 – 3 year olds and voluntary contributions from the parents form the largest proportion of the Pre-School income. During the year our fundraising activities were severely curtailed due to the Covid-19 restrictions but the Quiz Night proved very successful and we received a donation from the Tesco “Bags-of-Help” Scheme which will go specifically towards equipment for the Forest School project. |
|---|---|---|
Investment policy and objectives including any social investment policy adopted |
Para 1.46 |
A description of the principal risks facing the charity |
Para 1.46 |
The hourly rate for government funding continues to be lower than the running costs of the Pre-School therefore to cover costs we ask for a voluntary contribution. The increasing trend of children attending multiple setting makes it hard to predict specific numbers per session per term. We will continue to monitor whether the hours we offer at our setting meet the needs of our parents and prospects. We will continue to monitor the business aspect of the Pre-School on a regular basis tomitigate therisk. |
|---|---|---|
Other |
Structure, governance and management
| Description of charity’s trusts: |
||
| Type of governing document: for example,trust deed, memorandum and articles of associationetc |
Para 1.25 |
Constitution |
| How is the charity constituted? for example limited company, unincorporated association, CIO |
Para 1.25 | Unincorporated Association |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | Trustees are nominated and seconded at the AGM in September, in accordance with the Pre-School Learning Alliance Model Constitution (2011) (section 5). |
Additional information (optional)
You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and training of trustees |
Para 1.51 |
Trustees are provided with a ‘new member information document’ on joining the Committee for induction purposes. They are required to read and sign a. A self nomination and declaration form for election as a Trustee b. A Trustee code of conduct form c. A declaration of interest form. |
|
|---|---|---|---|
The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 |
During the Summer Term, our Teaching Manager announced her decision to retire from the position although she will return in the following year to run the Forest School. Our Deputy Teaching Manager will take over the responsibilities whilst we search for a suitable successor. |
|---|---|---|
Relationship with any related parties |
Para 1.51 |
The Pre-School continues to have strong links with Harpsden Hall (John Hodges’ Trust) management. The Committee and Staff continue to carry out regular Heath and Safety Risk assessments to ensure the safety of the children is maintained at all times. |
Other |
Reference and administrative details
| Charityname | Harpsden Pre-School Playgroup |
| Other name the charityuses | |
| Registered charitynumber | 1029269 |
| Charity’s principal address | Harpsden Village Hall, Harpsden, Henley-on-Thames, Oxfordshire, RG9 4HH |
Names of the charity trustees who manage the charity
| Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled **to appoint trustee(if any) ** |
|---|---|---|---|
| Stephanie Friend | Chairperson | ||
| David Hedley | Treasurer | ||
| Jemima Pettifer | Secretary | ||
| Beatrice Friend | Staff Liason | ||
| Aniko Meli | Fundraising | ||
| Sandra South | General Member |
Corporate trustees – names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (optional information)
Type of Name Address adviser
Name of chief executive or names of senior staff members (optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
Other optional information
Declarations
The company has taken advantage of the small companies’ exemption in preparing the report above.
The trustees declare that they have approved the trustees’ report (including directors’ report) above.
Signed on behalf of the charity’s trustees/directors
| Signature(s) Full name(s) Position Date |
||||||
|---|---|---|---|---|---|---|
| Stephanie Friend | David Hedley | |||||
| Chairperson | Treasurer | |||||
| 21stOctober 2020 |
Harpsden Pre-School Playgroup
Financial Accounts
Summary of Income & Expenditure 1 September 2019 - 31 August 2020
Charity No. 1029269
| Description Notes Fee Income Parents & OCC Funding Registration Fees Fundraising Income e-commerce Fundraising 1 Other Income inc.Job Retention Scheme Total Income Staff Costs Salaries 2 Payroll Administration Training sub total Other Costs Hall Rental Insurances Supplies Advertising Fundraising Telephone Sundries all other costs sub total Total Costs Surplus/ (Deficit) Opening Bank Balance Closing Bank Balance Profit/ (Loss) for the Year |
2019 - 20 61,883.13 £ 550.00 £ 62,433.13 £ 25.23 £ 3,693.45 £ 6,317.82 £ 72,469.63 £ 65,242.39 £ 540.00 £ 485.00 £ 66,267.39 £ 3,295.75 £ 544.08 £ 1,894.01 £ 1,073.15 £ 588.35 £ 472.21 £ 1,088.35 £ 542.72 £ 9,498.62 £ 75,766.01 £ 3,296.38 -£ 47,737.64 £ 44,441.26 £ 3,296.38 -£ |
2018 - 19 71,858.86 £ 595.00 £ 72,453.86 £ 160.37 £ 2,960.13 £ 420.00 £ |
|---|---|---|
| 75,994.36 £ |
||
| 57,068.51 £ 540.00 £ 722.20 £ 58,330.71 £ 4,015.75 £ 538.59 £ 4,046.93 £ 50.00 £ 683.29 £ 444.69 £ 1,474.55 £ 110.00 £ 11,363.80 £ |
||
| 69,694.51 £ |
||
| 6,299.85 £ |
||
| 41,437.79 £ 47,737.64 £ |
||
| 3,296.38 -£ |
6,299.85 £ |
| Fundraising Harpsden Village Fete Smarties ECO Bags/ Tea Towels Nativity Quiz Night Easter Concert Summer Barbeque Tesco (Forest School) other Total Notes to the Accounts |
2019 - 20 600.00 £ 131.91 £ 366.80 £ 45.62 £ 1,336.24 £ - £ - £ 1,166.00 £ 46.88 £ 3,693.45 £ |
2018 - 19 - £ 282.00 £ 250.00 £ 75.00 £ 1,396.50 £ 97.60 £ 812.50 £ 46.53 £ |
|---|---|---|
| 2,960.13 £ |
1 Fundraising
2 Staff Salaries
| Gross Pay (inc Employers' NIC) Holiday Pay Pension Costs Bonuses Total |
55,876.06 £ 7,468.80 £ 1,897.53 £ 65,242.39 £ |
48,797.33 £ 6,023.64 £ 1,247.54 £ 1,000.00 £ |
|---|---|---|
| 57,068.51 £ |
Independent Examiner’s report to the Trustees of HARPSDEN PRE-SCHOOL
On accounts for the year ended 31 August 2020
Charity no 1029269
Set out on pages 1 to 2
Respective responsibilities of the trustees and examiner
The charity’s trustees are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed
Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to:
-
examine the accounts under section 145 of the Charities Act
-
to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and
-
to state whether particular matters have come to my attention.
Basis of independent examiner's report
My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view' and the report is limited to those matters set out in the statement below.
Independent examiner's statement
In connection with my examination, no matter has come to my attention:
-
which gives me reasonable cause to believe that in, any material respect, the requirements:
-
to keep accounting records in accordance with section 130 of the Charities Act: and
-
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the Charities Act have not been met; or
-
to which, in my opinion, attention should drawn in order to enable a proper understanding of the accounts be reached.
Signed:
Date: 8[th] October 2020
Name: Tim McCormick
Address: 10 Elvendon Road, Goring, Reading, RG8 0DU