## **Chalk Hill Pre-school & Toddler Group** ## Trustees Annual Report Charity Registration Number 1033149 **Hannah Etwell- Chairperson** **10[TH] May 2022** Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 1 Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 2 ## **Aim & Purposes** Chalk Hill Preschool and Toddler Group provides Preschool education, in line with the Early Years Foundation Stage (EYFS) for children in the local area from the ages of 2 – 4 years. The preschool is open 38 weeks of the year (as per East Sussex County Council (ESCC) term timetable), 5 days per week. Sessions are offered as follows: - Monday: 9.15am – 12.15pm / 9.15am – 2.15pm - • Tuesday: 9.15am – 12.15pm / 9.15am – 1.15pm - Wednesday: 9.15am – 12.15pm / 9.15am – 2.15pm - Thursday: 9.15am – 12.15pm / 9.15am – 2.15pm - Friday: 9.15am – 12.15pm / 9.15am – 2.15pm The Preschool’s OFSTED registration allows a maximum of 30 children to attend Monday, Tuesday and Friday, 16 on a Wednesday and 25 on a Thursday. Children are divided by age into 2 groups – Caterpillars (2 – 3 years) and Butterflies (3 – 4 years). A toddler group is run on a Wednesday for local families from children from birth – 4 years old. The Preschool and Toddler group runs from St Mary’s Church hall, the local church in Willingdon. ## **Objectives and Activities** Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 3 The Preschool is committed to offering low cost preschool care for approximately 50 children on an annual basis. The intake is generally from the local community and the preschool has a waiting list for children wishing to start in September annually. Occasionally places become available within the year and these are offered to children from the waiting list. Children who are eligible can use 2 year free Early Years Education Entitlement (EYEE) funding up to 15 hours – this is paid at the ESCC rate of £5.28 Children are able to use the full 15 hours of free universal Early Years Education Entitlement (EYEE) once they become eligible as well as 30 hour funding if applicable – this is paid by ESCC at a rate of £4.38 per hour. The current hourly rate in setting is charged at £5.72 an hour and charged to non funded children or children who access over their funded hours attendance per week. The committee annually review the projected income in order to cover the cost of running the preschool on a non-profit basis. The running costs include staff salaries, rent, training, administrative expenses, food and drink, insurances and resources. Fundraising is undertaken to fund new equipment, storage and visitors to the setting. ## **Achievements & Performance** Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 4 Over the past year due to The COVID pandemic the Preschool were unable to achieve as much fundraising as in other years. We did achieve a family sponsored challenge in October 2020 followed by a Christmas raffle drawn on line. The Revenue from these events has meant that some new resources purchased along with vital cleaning products and these items are selected by the manager and the staff at the preschool to improve the children’s experience and safety whilst in the preschool’s care. The preschool adopted policies and procedures to carry on through the pandemic. Staff had reduced hours due to reduced child intake but we remained open. Different procedures were introduced for safer drop offs and collections and being reviewed some will remain in place moving forward. The preschool has fostered links with the local primary / infant schools in order to help with the children’s transition to school and feedback from local schools has been encouraging and this year was done mainly by phone. The preschool is always reviewing the way in which parents are kept informed. Parents are normally invited, twice a year, to one to one sessions with the Child's keyworker at the relevant stages of the EYFS on the Child's progress. This year this was done by phone and email due to the PANDEMIC Staff used TAPESTRY during lockdown to send home activities for families. Over the past five years the preschool has also used its website, after a redesign and relaunch in September 2015 and Facebook pages to keep parents informed and introduced a text messaging service for parents. Feedback is sought via an annual parent’s questionnaire and any issues raised are dealt with. The website is being looked into updating. The preschool has close links with St Mary’s Church and its officials who are regular visitors to the setting and trips to the church, including the annual carol concert, are part of the community liaison within the preschool. This year it was unable to go ahead due to the PANDEMIC The church have been very supportive and the hall during this time was only accessed by the preschool. The staff have continued to attend relevant training sessions online. First aid was deferred in line with EYE guidance however staff were still valid first aiders. During lockdown Christine Hipgrave, the settings Manager, phoned staff to check on wellbeing and emailed families and rang vulnerable families to keep in touch and support. The staff kept contact through TAPESTRY. Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 5 Staff meetings were continued through zoom as well as committee meetings. ## **Financial Review** Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 6 The annual accounts show a surplus of £665 the financial year ending 31/7/2019– The pre-school finances have continued to improve with close monitoring from the committee. The running costs of the pre-school have continued to be covered by the fees. The pre-school has successfully paid into the allocated pension scheme and increased wages in line with the national living wage increase. This is something that needs to be closely monitored as the living wage continues to increase and the hourly charge for the pre-school may need to increase in the future. The staff did not receive an annual pay rise; this was taken into consideration with regards to the living wage increasing and all members of staff received a rise according to their qualifications and position within the pre-school. Fundraising activities were undertaken and a total of £2,186 was raised. Fundraising was a key focus of the committee this year to ensure the pre-school could purchase any necessary equipment and has therefore increased again compared to previous years. The Preschool has a balance of £5,436 in the fundraising account and a balance of £4,103 in the main current account. ## **Reserves Policy** The Reserve account balance stands at £ 2,135. As with previous years the Committee have agreed to boost the balance over the next year to 12 months to £3000 to cover unexpected eventualities. ## **Volunteers** We would like to thank all the volunteers, especially the committee members, who work tirelessly for the benefit of the preschool and ultimately the children. ## **Structure, governance and management** The preschool adopts the Preschool Learning Alliances constitution. The membership of the committee includes a Chairperson, Treasurer, Secretary and several Trustees. These individuals are nominated and ratified at the AGM. All are current or previous parents to children at the preschool. The pre-school has a close strong committee, with the current Chair being involved before she stepped up. This has resulted in together building up the fundraising account and supporting the general running of the preschool, Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 7 through their decision making. The committee members are responsible for making decisions on all matters of general concern and importance to the preschool including the hourly rate charged for its sessions and any pay increases. The hourly rate was increased to £5.72 from January 2020 to cover the increasing staff costs resulting from the introduction of the national living wage and increase the overall cash flow. The committee regularly reviewed the finances and the annual membership was increased from £20 - £25 from September 2016 and has remained the same. The day to day running of the preschool is delegated to the Preschool Manager. The committee meet a minimum of 3 times over the year and minutes of these meetings are available if requested. ## **Administrative Information** The Committee comprised of the following members: Chairperson: Hannah Etwell – registered person for Ofsted (from September 2020) Treasurer: Amy Biggs (from October 2016) Secretary: Jade Richardson (from September 2020 from being a trustee) Preschool Manager: Christine Hipgrave Trustees: Stephanie Twine, Rebecca Pett, Michelle Trewin, Hannah Hesling and Steve Kelso, Charlotte Laslett Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 8 Chalk Hill Preschool & Toddler Group Trustees Report Year End 31[st] July 2021 9 Registered Charty No. 1033149 CHALK HILL PRE-SCHOOL RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 31 JULY 2021 Pearl Accountants Chalk Hill Pre-school Registered Charity No. 1033149 For the Year Ended 31st Jul 2021 Notes to the Accounts 1 Accountin Policies 1.1 Basis of Accountin The Financial Statements have been prepares on a receipts and payments basis in accordance with Section 133 of the Charities Act 2011. 1.2 Fixed assets Fixtures fittin s and office e ui ment Equipment used within the school premises is not depreciated. 1.3 Incomin resources Collections are recognised when received by or on behalf of the school. 1.4 Grants receivable Grants and donations are only included in the receipts and Payments account when the school has received them. 1.5 Resources used Expenditure is recognised in the period in which it is incurred and allocated to the appropriate cost centre. Expenditure includes irrecoverable VAT. 2 Funds The School maintains a general fund and a restricted fund for physical health, oral hygiene and healthy eating. Chalk Hill Pre-school Registered Charity No. 1033149 Recei ts and Pa ments Account For the Year Ended 31 st Jul 2021 2021 2020 Receipts Fees Non EYEE EYEE Fees HMRC Grant MISC. Fund Raising event 18,657 46,791 12,144 60,956 1,824 2,149 1,646 207 Total Receipts 67,301 77,074 Payments Wages and Contractors Rent Telephone Payroll services Equipment Cleaning and Hygiene Consumables and Expense claims Craft and activities Resources General Administration Sundries Uniform Christmas Gifts Insurance Easter Fayre Accountancy/lndependent Examination 58,661 10,543 1,346 527 121 520 157 62,844 6,637 1,029 1,094 854 448 123 151 293 190 234 65 551 550 318 302 138 207 767 108 500 Total Payments 74,659 74,619 Surplus/ (Deficit) for the Year -7,358 2,454 Funds brought forward as at 1 st August 14,128 11,674 Funds carried forward as at 31 st July 6,770 14,128 Chalk Hill Pre-school Registered Charity No. 1033149 Statements of Assets & Liabilities For the Year Ended 31st Jul 2021 Opening Balance at 1st Movement in the August 2020 year Closing Balance at 31st July 2021 1 Cash Funds Natwest current 2033 Natwest reserve ' 2041 Natwest current Pety Cash **** 7,303 2,687 4,139 -6,730 10 -642 573 2,697 3,497 **** 2510 Total Cash Funds 14,128 -7,361 6,767 2 Assets 2021 2020 Furniture & Equipment 12,000 12,000 3 Liabilities 2021 2020 Rent HMRC PAYE & NIC Insurance MISC. Independent Examinations Fee 3,319 242 360 238 1,000 200 248 1,000 1,448 5,158 Approved............... .......................................... Mrs H Etwell Trustee Approved.. Mrs A Briggs Trustee Independent examiner's report to the trustees of Chalk Hill Pre School I report to the trustees on my examination of the accounts of Chalk Hill Pre School (the Trust) for the year ended 31st July 2021 Responsibilities and basis of report As the charity trustees of the Trust 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 Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section145 (5) (b) of the Act. Independent examiner's statement 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: 1 . accounting records were not kept in respect of the Trust as required by s.èction 130 of the Act; or 2. the accounts do not accord with these records; or 3. 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. Signed: Paul Lau MAAT B.A. (hon) Econ Accountant Pearl Accountants 73 Parkway Eastbourne East Sussex BN20 9DZ Date: 2710512022 . bytr¢ (S) (b) olfv ALt. ia P3*th Lx MMT BA. ilrai Er BN20 9DZ ?7IDS1?O?,P