2021-08-31-accounts - Poppleton Road Playgroup

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Poppleton Road Playgroup

(Charity number: 1037379)

Trustees’ Annual Report and Financial Statements for the year ended 31 August 2021

HPH, Chartered Accountants 54 Bootham York YO30 7XZ

POPPLETON ROAD PLAYGROUP REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 AUGUST 2021 Charity number 1037379

CONTENTS	Page
Trustees' Annual Report	2 - 5
Independent Examiner's Report	6
Receipts and Payments Account	7
Statement of Assets and Liabilities	8
Notes to the Accounts	9

POPPLETON ROAD PLAYGROUP

TRUSTEES’ ANNUAL REPORT

FOR THE YEAR ENDED 31 AUGUST 2021

Administrative details

Charity name: Poppleton Road Playgroup Registered charity number: 1037379 Charity’s address: c/o The Annex Poppleton Road Primary School Poppleton Road York YO26 4UP

Names of trustees serving during the year and to the date of this report

Laura Barrett Tanya Chapman Secretary Rachael Cole Appointed 30/09/21 Louise Ho Resigned 04/11/21 Fiona Lynch Treasurer Emma Musgrave Resigned 04/11/20 Natalie Richardson (nee Hamilton) Chair

Names of advisers

HPH, Chartered Accountants, 54 Bootham, York, YO30 7XZ (Accountants)

Preschool Learning Alliance - (Development Support)

City of York Council – West Offices, Station Rise, York, YO1 6GA (Early Years Support and Advice)

Structure, Governance and Management

Charity’s governing document: Constitution dated 14 October 2013 How the charity is constituted: Unincorporated organisation Trustee selection method: AGM Additional governance issues: There is a minimum of 5 trustees at any one time.

POPPLETON ROAD PLAYGROUP TRUSTEES’ ANNUAL REPORT

FOR THE YEAR ENDED 31 AUGUST 2021

Objectives

The objectives of the Pre-school (as stated in the Preschool Learning Alliance constitution adopted above) 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:

(a) offering appropriate play, education and care facilities, family learning and extended 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 opportunities for all children whatever their race, culture, religion, means or ability;

(b) encouraging the study of the needs of such children and their families and promoting public interest in and recognition of such needs in the local areas;

Aims and activities to further the objectives

Our aims as stated in our business plan: To provide the highest possible quality community childcare service in a welcoming, unique and exceptional setting.

Aim 1 – To achieve an outstanding rating from OFSTED and have a long waiting list through the following means.

a) Best possible educational programme (EYFS): Children have had access to continuous provision and additional planned activities inside and out covering all the areas of learning and development. Our provision was still partially restricted for much of the year due to the impact of Covid on sharing the building, outdoor areas and resources with the Out of School Club and School. In the summer term we were able to begin to expand our provision again.
b) Excellent Parent Partnerships: Activities undertaken have included regular parent meetings which we conducted over the phone or outside, ongoing communication with parents and activity ideas through tapestry online system, photo books (as part of tapestry journals) newsletters, letters (through email), a Facebook page and twitter. The website contains the up to date policies and has been expanded to include weekly lunch menus and risk assessments. Parent questionnaires were conducted termly and taken into account in the setting action plan.
c) Safest Setting: The Playgroup has undertaken regular checks and risk assessments, and reviewed policies and practice where necessary. These have included Covid risk assessment and procedures which have been updated regularly in line with guidance.
d) Strong Leadership - Ensure strong leadership is in place from management and committee: the manager and chair have continued regular supervisions and observations with staff. The committee and the manager have met regularly to review progress. Many of these supervisions and meetings have been remote. Self-evaluations of the setting were completed each term and these were used to feed into the action plan which is updated regularly.

POPPLETON ROAD PLAYGROUP

TRUSTEES’ ANNUAL REPORT

FOR THE YEAR ENDED 31 AUGUST 2021

Aims and activities to further the objectives (continued)

Aim 2 – To have a well-trained and motivated team:

We have had staff changes during the year, with one member of staff going on maternity at the end of June and one leaving at the end of August. We had another member of staff join us for maternity cover at the end of June. Over the year we had 7 staff employed with 6 at any one time. All key staff have a level 3 or above and the manager holds a level 6. All staff have undertaken training over the year to support their continuing professional development, including updating first aid, safeguarding and food hygiene training where required.

Aim 3 – To refurbish our building with Poppleton Road Out of School Club: We have not been able to progress with changes during this financial year.

Summary of main activities undertaken for the public benefit

Provision of opportunities for play, in compliance with the Early Years Framework, for all eligible 3-4 year old children.

The trustees consider that they have complied with their duties to have due regards to the public benefit guidance published by the Charity Commission.

Additional details of objectives and activities:

The Playgroup was open for 19 hours per week term time during the year providing 3.75 hour pre-school sessions each day between Monday and Friday for 3 and 4 year old children. We also had some rising 3s in the Autumn term attending on 2 year funding. This included providing lunches on a daily basis.

Achievements and performance during the year

Performance related to Aim 1: Due to Covid we had to keep significant changes to our learning environment but were able to still provide a wide range of outdoor provision and a wide range of learning activities in setting and remotely which supported children to continue to make good progress. We were able to begin to widen our provision in the summer term. Staff have worked closely with parents to support children’s needs and there has been positive feedback from parents about this. The policies were reviewed in sections through the year, and good risk assessment and checks have meant there were no major accidents or incidents during the year. Regular supervisions and observation of staff led to high levels of staff performance. Self-evaluation has led to changes and opportunities for development being identified and linking these to an action plan has ensured that these are undertaken.

Performance related to Aim 2: The additional training courses that staff have completed over the year have led to improved staff skills in supporting the changes to the EYFS.

Performance related to Aim 3: Progress on improving the building has been postponed due to the Covid pandemic.

POPPLETON ROAD PLAYGROUP

TRUSTEES’ ANNUAL REPORT

FOR THE YEAR ENDED 31 AUGUST 2021

Financial review

Reserves policy

At the year end the playgroup had cash reserves of £44,476. We aim to maintain reserves adequate to continue the running of the playgroup for 6 months in the event that funding was to be withdrawn. This allows time to assess the situation and make alternative financial plans without leaving the children, parents or staff with an unexpected change in their arrangements. Therefore, we aim to hold a minimum of £30,000 within our reserves, resulting in us holding additional reserves for the year of £14,476. Some of these reserves were allocated to pay for projected losses due to staffing disruption resulting in agency fees and to cover maternity payments whilst waiting for HMRC to repay these.

Financial performance

During the year the playgroup suffered a deficit of £3,344. This was projected and due to lower numbers of children over the year and money owed by HMRC for maternity payments. The trustees are working closely to continue to monitor spending to ensure we continue to remain in a stable position.

Further financial review details

The playgroup receives Central Government Early Years funding for the majority of children in attendance. Fees are paid for places that are not covered by Government funding. The playgroup committee support income through regular fundraising events.

Declaration

Approved by the Board of Trustees on 10 March 2022 and signed on its behalf by

Natalie Richardson Chair

INDEPENDENT EXAMINER'S REPORT

TO THE TRUSTEES OF POPPLETON ROAD PLAYGROUP

I report on the accounts of the Trust for the year ended 31 August 2021, which are set out on pages 7 to 9.

This report is made solely to the charity’s trustees, as a body, in accordance with section 154 of the Charities Act 2011. My independent examiner’s work has been undertaken so that I might state to the charity’s trustees those matters I am required to state to them in an independent examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity, the charity’s members as a body and the charity’s trustees as a body for my independent examiner’s work, for this report, or for the opinions I have formed.

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 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 section 145(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 which gives 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
the accounts do not accord with those records.

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.

Adrian Rodaway, BA, FCA, BFP, DChA HPH, Chartered Accountants 54 Bootham York YO30 7XZ

10 March 2022

POPPLETON ROAD PLAYGROUP RECEIPTS AND PAYMENTS ACCOUNT

FOR THE YEAR ENDED 31 AUGUST 2021

Charity number 1037379

RECEIPTS NEG (Nursery Education Grants) Funding Fees Donations and Fundraising Bank Interest Milk Refunds Total receipts PAYMENTS Salaries and Wages Costs Staff Training and Other Costs Play Materials and Equipment Activities and Outings Milk, Cleaning and Refreshments Consumables Rent and Rates Cleaning and Maintenance Insurance Costs Affiliations and Memberships Office Costs Fundraising Costs Accountancy, Payroll and Independent Examination Fees Leavers' and Students' Presents Total resources expended Excess (deficit) of receipts over payments Transfer between funds Funds brought forward at 1 September 2020 Funds carried forward at 31 August 2021	Unrestricted Restricted Total funds funds funds £ £ £ 56,183 - 56,183 1,595 - 1,595 622 - 622 39 - 39 146 - 146 58,585 - 58,585 49,898 - 49,898 683 - 683 1,593 - 1,593 224 - 224 2,527 - 2,527 520 - 520 2,147 - 2,147 378 - 378 729 - 729 196 - 196 574 - 574 120 - 120 2,185 - 2,185 155 - 155 61,929 - 61,929 (3,344) - (3,344) - - - 47,669 151 47,820 44,325 £ 151 £ 44,476 £ 2021	2020 Total £ 55,210 6,732 335 112 330
		62,719
		48,760 402 482 - 2,274 304 1,222 277 729 245 602 25 2,704 -
		58,026
		4,693 - 43,127
		47,820 £

POPPLETON ROAD PLAYGROUP

STATEMENT OF ASSETS AND LIABILITIES AS AT 31 AUGUST 2021 Charity Number 1037379

CASH FUNDS Current Bank Account Savings Bank Account Petty Cash Payroll Account LIABILITIES Independent Examination Fee	Unrestricted Restricted Total funds funds funds £ £ £ 23,229 151 23,380 16,992 - 16,992 36 - 36 4,068 - 4,068 44,325 £ 151 £ 44,476 £ 879 - 879 2021	2020 Total £ 26,235 16,954 36 4,595
		47,820 £
		879
	879 £ - £ 879 £	879 £

The attached notes form part of these financial statements

Approved by the Trustees on 10 March 2022 and signed on their behalf by:

Fiona Lynch Treasurer

POPPLETON ROAD PLAYGROUP NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2021 (Charity Number 1037379)

1. Basis of accounts

The trustees have taken advantage of section 144 (2) of the Charities Act 2011 and have prepared the accounts on a receipts and payments basis. Cash-based accounts are not prepared on an accruals basis and therefore the Charities SORP does not apply to their preparation.

2. Restricted funds

Donations and grants received are treated as restricted funds where a restriction has been placed on their use by the donor or grantor. The funds restricted at 31 August 2021 represented Lottery Grant Funding to be used for outdoor resources.

3. Trustees’ remuneration and expenses

Remuneration was received by 2 Trustees (2020 - 2) in the year for the work as employees of the Charity. No expenses were reimbursed to Trustees (2020 - £nil). The Trustees have due regard to the guidance issued by the Charity Commission in respect of the payment of remuneration to Trustees.

4. Related party transactions

During the year, 4 Trustees had children with places at the playgroup. These places were all funded by the Council.