## **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:
1. 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
2. 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