Trustees Report Sept 2020 – Aug 2021
We are a small preschool based in a village church and are known as a pack away setting meaning, we have to set up and clear away at the beginning and end of each session. We are open part time and term time only, providing quality care and education for up to 38 children per session aged between 2yrs 6mths and upto 5 years.
We regularly support up to 60 families from the surrounding area. We are very proud of our setting with its friendly home from home atmosphere and regularly receive positive comments from parents, visitors and other professional attending the playgroup.
The 12 month financial period from Sept 2022 – Aug 2021 was affected by the Coronavirus pandemic with various positive cases for both staff and children. We remained open for the full year with the exception of a two week period in Feb 2021 where we were forced to close due to seven members of staff contracting the virus meaning we needed to close due to insufficient staffing levels.
We actively seek support for our children with additional needs by working closely with other professionals i.e. Paediatricians, Speech & Language Therapists, Portage, local schools and our local inclusion department at Services for Young Children.
The playgroup employs 10 permanent members of staff, all in a teaching capacity, who work various patterns to ensure we have a higher than required ratio of staff to children. One member of the team left in December 2021 however due to the financial impact of the coronavirus pandemic we chose not to replace the staff member and instead reduce our contractual staffing costs. We are seeing an increasing number of children starting at the playgroup needing support with their language and behavioural development which we believe is partly due to the Covid19 pandemic which affected socialising for many young children.
In response to the additional learning needs of some children we continuously review our working practice on a daily basis to enable one
designated member of staff to devote their time to supporting these children. This support is carried out during small group, adult lead activities carefully planned to support each child’s needs. We have a designated member of staff whose role is to extend the knowledge of those children (our ‘Little Blossoms’ group) who are exceeding expected levels of development in key areas of learning i.e. numeracy and literacy through carefully planned adult supported activities that once again make learning fun. We also have a member of staff dedicated to developing speech for those children who may be struggling to communicate to a level we would expect for their age.
These sessions also support those children in receipt of additional funding to help nurture and bring on their development. Both of these members of staff work closely with the child’s key carer and parents and other professionals involved in supporting the child.
Our daily routine also facilitates time for other small group activities to support children’s’ emotional understanding and one to one work with children to meet their individual needs. Although there is allot going on groups are on a rota basis and are short in duration allowing plenty of opportunity for child led learning through our well-resourced play areas both inside and outside all supported by our key carers.
The Coronavirus pandemic has made it more challenging to build strong relationships with parents and we rely on communications with parents at drop off as well as in the children’s diaries. We are gradually re introducing parents into our setting for stay and play sessions ensuring we are not increasing the risk of sickness within the setting. We encourage parents to put themselves forward as committee members, this has been more challenging than previous years and we are struggling to attract interest for parents to join the committee from Sept 2022
We have been unable to hold our normal playgroup plays at Easter and Christmas and this has meant our opportunity to fund raise for the playgroup has reduced. Other smaller events which we have done previously which we are looking to reintroduce include dress up days, craft competitions and fund raising for another local charity with connections to a child in our setting. The committee are looking at ways of re starting fundraising however as the current committee are due to step down in Sept 2022 we are currently focusing in having all documentation and policies up to date ready to hand over to a new committee.
Monies raised from fund raising are used to help fund activities like egg hatching experience for the children, where the sight of a chick coming out of an egg is a wonder the children will hopefully never forget. We arrange for a farm to visit the preschool with a selection of their animals, we also arrange for the local fire brigade to visit, both have been impacted due to the pandemic but we are looking to reintroduce this soon. The children really enjoy these event learning from the hands on experience and the knowledge shared with them by the farmer whilst within the
comfort and security of an environment they are familiar with. We also have regular visit from a local story teller and a music teacher.
We had our last routine OFSTED inspection in July 2019 where sadly our rating changed from Outstanding to Good following this visit. The main area for improvement in order for the setting to return to outstanding at the next inspection was to ensure all members of the committee have suitable understanding of their roles and responsibilities. Also listed as an area for continued improvement was to review the organisation of routines to ensure children are able to engage more quickly in activities of their choosing and ensure staff recognise all opportunities to challenge and extend children's learning to the highest level.
We are expecting a new OFTED inspection soon however this has been delayed due to the pandemic and there is currently now indication when this would be.
In September 2022 the current committee are all due to step down due to their children moving on to school. We have struggled to attract new interest however will be holding two committee meetings in the Summer term where we invite potential new members to join us and we would coopt them on to the committee. We are required to have minimum number of committee members and of these members the majority need to have children linked to the setting.
The last 2 years have been tough for all the staff at the setting having to adopt new ways of working and becoming comfortable with how we call all learn to live with Covid. Our parents of playgroup children have been very supportive of the challenges we face and the general feedback is parents are happy with our setting and the care we offer.
One area of concern for the committee to monitor is the financial situation facing us currently as a result of reduced numbers of children in the setting over the last few years and the increase costs of payroll, rent and general expenses. We have had to increase our reserves to ensure we are able to cover redundancy costs for staff in the event of a future closure and this has reduced the funds in our current account quite significantly, we will continue to monitor the financial situation closely to ensure the continued success of our playgroup.
I hope this report gives you a good insight into the operation of our charity over the past year and how we use our income to support the functions of providing early years education and childcare for the children and their families using our preschool.
Report prepared by Dan Preston Chair Playgroup Committee/ board of trustees 23[rd] May 2022
## **CHARLTON AND DISTRICT PLAYGROUP**
## **FINANCIAL STATEMENTS FOR THE YEAR ENDED**
## **31ST AUGUST 2021**
These accounts have been Prepared by:-
38 Bridge Street Andover SP10 1BW
T: (01264) 324103 E: info@oaktreebm.co.uk www.oaktreebm.co.uk
**CHARLTON AND DISTRICT PLAYGROUP**
## **INDEPENDENT EXAMINER'S REPORT**
## **TO THE TRUSTEES OF CHARLTON AND DISTRICT PLAYGROUP FOR THE YEAR ENDED 31ST AUGUST 2021**
I report on the accounts of the Trust for the year ended 31st August 2021 which are set out on pages 2-4.
## **Respective Responsibilities of Trustee 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(2) of the Charities Act 2011 (the2011 Act)) and that an independent examination is needed.
It is my responsibility to:
- examine the accounts (under section 145 of the 2011 Act);
- to follow the procedures laid down in the general Directions given by the Charity Comission under section 145 (5)(b) of the 2011 Act
- 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 Commissioners. 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 nad 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 section130 of the 2011 Act; and
- to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act
have not ben met; or
(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
A Miles MAAT 09/12/2021 Oaktree Accountants Ltd 38 Bridge St Andover Hampshire SP10 1BW
1
## **CHARLTON AND DISTRICT PLAYGROUP FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST AUGUST 2021**
Activities relating to the work of the PLAYGROUP:
|**RECEIPTS**
**Notes**
Fees for Playgroup Sessions
Childcare Vouchers
Early Years Education Funding
SEN
Fundraising and Clothing
Other income
**INCOME FROM INVESTMENTS**
Bank interest received
**TOTAL RECEIPTS**
**PAYMENTS**
Other Direct Costs
Staff Wages
Pension costs
Training
Rent for hall
Insurance and Registration fees
Consumables and milk
Administration
Fund Raising (inc clothing costs)
Equipment (incl staff clothnig)
Other (Parties, Coach trips, Xmas, leaving gifts)
Cleaning
General expenses
Donations
Travel and subsistence
Professional and Accountancy
Depreciation
Entertainment
TOTAL PAYMENTS
**EXCESS OF RECEIPTS OVER PAYMENTS**|**2021**
**2020**
12878
13878
1994
2313
82190
90375
1240
1616
931
10961
1687|
|---|---|
||100920
119143
3
47|
||3
47|
||**100923**
**119190**|
||205
205
94310
86958
733
687
389
164
4416
3773
1151
1151
2838
2766
1117
963
851
641
1982
1645
950
3066
1515
1377
114
176
37
15
26
1330
1168
211
257
75
120|
||112225
105159|
||**-11302**
**14031**|
2
**CHARLTON AND DISTRICT PLAYGROUP FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST AUGUST 2021**
**STATEMENT OF ASSETS AND LIABILITIES AT 31ST AUGUST 2021**
|**FIXED ASSETS**
Fixture and fittings
**CURRENT ASSETS**
Bank Current Account
Bonus Saver
Petty cash
**TOTAL CURRENT ASSETS**
**CURRENT LIABILITIES**
Trade Ceditors
Deposits held
Pension
Other taxes
**NET CURRENT ASSETS**
**TOTAL ASSETS**
**REPRESENTED BY FUNDS**
Funds at 1/09/2020
Excess of Receipts over Payments
Funds at 31/08/2021|**2021**
**2020**
960
1171|
|---|---|
||**960**
**1171**|
||56050
67330
30758
30755
0
0|
||**86808**
**98085**
302
327
2182
2328
197
170
289
331|
||2970
3156
**83838**
**94929**|
||**84798**
**96100**|
||**2021**
**2020**
96100
82069
-11302
14031|
||**84798**
**96100**|
3
## **CHARLTON AND DISTRICT PLAYGROUP NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST AUGUST 2021**
## **1. ACCOUNTING POLICIES**
The accounts have been prepared under the Receipts and Payments method of Accounting. Amounts are included as received by the charity or as cheques drawn or cash paid.
The receipts and payments account and the statement of assets and liabilities have been prepared following the guidance for accounting for smaller charities issued by the Charity Commission.
## **Depreciation**
Depreciation has been provided on the reducing balance basis in order to write off the cost of depreciable fixed assets over their expected useful lives. The annual rates applied are:-
Office equipment 18% reducing balance
## **2. Fixed Assets**
|**Cost**
Cost 1/9/2020
Additions in year
Cost 31/8/2021
**Depreciation**
Bfwd 1/9/2020
Charge in year
Cfwd 31/8/2021
**Net Book Value**
**31/08/2021**
**31/08/2020**|**Fixtures &**
**Fittings**
2328
0|
|---|---|
||2328|
||1157
211|
||1368|
||**£960**|
||**£1,171**|
4
## **CHARLTON AND DISTRICT PLAYGROUP**
## **FINANCIAL STATEMENTS FOR THE YEAR ENDED**
## **31ST AUGUST 2021**
These accounts have been Prepared by:-
38 Bridge Street Andover SP10 1BW
T: (01264) 324103 E: info@oaktreebm.co.uk www.oaktreebm.co.uk
**CHARLTON AND DISTRICT PLAYGROUP**
## **INDEPENDENT EXAMINER'S REPORT**
## **TO THE TRUSTEES OF CHARLTON AND DISTRICT PLAYGROUP FOR THE YEAR ENDED 31ST AUGUST 2021**
I report on the accounts of the Trust for the year ended 31st August 2021 which are set out on pages 2-4.
## **Respective Responsibilities of Trustee 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(2) of the Charities Act 2011 (the2011 Act)) and that an independent examination is needed.
It is my responsibility to:
- examine the accounts (under section 145 of the 2011 Act);
- to follow the procedures laid down in the general Directions given by the Charity Comission under section 145 (5)(b) of the 2011 Act
- 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 Commissioners. 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 nad 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 section130 of the 2011 Act; and
- to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act
have not ben met; or
(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
A Miles MAAT 09/12/2021 Oaktree Accountants Ltd 38 Bridge St Andover Hampshire SP10 1BW
1
## **CHARLTON AND DISTRICT PLAYGROUP FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST AUGUST 2021**
Activities relating to the work of the PLAYGROUP:
|**RECEIPTS**
**Notes**
Fees for Playgroup Sessions
Childcare Vouchers
Early Years Education Funding
SEN
Fundraising and Clothing
Other income
**INCOME FROM INVESTMENTS**
Bank interest received
**TOTAL RECEIPTS**
**PAYMENTS**
Other Direct Costs
Staff Wages
Pension costs
Training
Rent for hall
Insurance and Registration fees
Consumables and milk
Administration
Fund Raising (inc clothing costs)
Equipment (incl staff clothnig)
Other (Parties, Coach trips, Xmas, leaving gifts)
Cleaning
General expenses
Donations
Travel and subsistence
Professional and Accountancy
Depreciation
Entertainment
TOTAL PAYMENTS
**EXCESS OF RECEIPTS OVER PAYMENTS**|**2021**
**2020**
12878
13878
1994
2313
82190
90375
1240
1616
931
10961
1687|
|---|---|
||100920
119143
3
47|
||3
47|
||**100923**
**119190**|
||205
205
94310
86958
733
687
389
164
4416
3773
1151
1151
2838
2766
1117
963
851
641
1982
1645
950
3066
1515
1377
114
176
37
15
26
1330
1168
211
257
75
120|
||112225
105159|
||**-11302**
**14031**|
2
**CHARLTON AND DISTRICT PLAYGROUP FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST AUGUST 2021**
**STATEMENT OF ASSETS AND LIABILITIES AT 31ST AUGUST 2021**
|**FIXED ASSETS**
Fixture and fittings
**CURRENT ASSETS**
Bank Current Account
Bonus Saver
Petty cash
**TOTAL CURRENT ASSETS**
**CURRENT LIABILITIES**
Trade Ceditors
Deposits held
Pension
Other taxes
**NET CURRENT ASSETS**
**TOTAL ASSETS**
**REPRESENTED BY FUNDS**
Funds at 1/09/2020
Excess of Receipts over Payments
Funds at 31/08/2021|**2021**
**2020**
960
1171|
|---|---|
||**960**
**1171**|
||56050
67330
30758
30755
0
0|
||**86808**
**98085**
302
327
2182
2328
197
170
289
331|
||2970
3156
**83838**
**94929**|
||**84798**
**96100**|
||**2021**
**2020**
96100
82069
-11302
14031|
||**84798**
**96100**|
3
## **CHARLTON AND DISTRICT PLAYGROUP NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST AUGUST 2021**
## **1. ACCOUNTING POLICIES**
The accounts have been prepared under the Receipts and Payments method of Accounting. Amounts are included as received by the charity or as cheques drawn or cash paid.
The receipts and payments account and the statement of assets and liabilities have been prepared following the guidance for accounting for smaller charities issued by the Charity Commission.
## **Depreciation**
Depreciation has been provided on the reducing balance basis in order to write off the cost of depreciable fixed assets over their expected useful lives. The annual rates applied are:-
Office equipment 18% reducing balance
## **2. Fixed Assets**
|**Cost**
Cost 1/9/2020
Additions in year
Cost 31/8/2021
**Depreciation**
Bfwd 1/9/2020
Charge in year
Cfwd 31/8/2021
**Net Book Value**
**31/08/2021**
**31/08/2020**|**Fixtures &**
**Fittings**
2328
0|
|---|---|
||2328|
||1157
211|
||1368|
||**£960**|
||**£1,171**|
4