Trustee Report 2022/2023
Welcome
Good evening and thank you for joining us. As you probably know the preschool is a Registered Charity that is run by a committee made up of parent volunteers. The committee is currently made up of myself (Chair), Laura Duncan (Treasurer), Becca Gunn (Secretary). Linda Scott is the Manager and is responsible for the operational day to day running of the preschool; she is supported by Lisa Weait (Deputy Manager), Rebecca Cook, Ella-May Freeman, Anne-Marie Sadler and Jenny Carr.
Our preschool provides childcare for children aged 2 to 4 years old. The preschool is inspected by Ofsted. We strive to make the preschool a better environment to learn in and are currently rated as GOOD and have now entered back into the Ofsted inspection window. We can take up to 20 children per sessions. Our aim is to enable children to establish independence and confidence, and prepare them for entering primary school while enjoying their preschool experience.
Recap
Preschool 2021/22 Last year, headed up by Rachel Pullen (Chair), Sharon Hockley (Secretary) and Natalie Peers (Treasurer) they saw the pre-school navigate the tail end of Covid and the lifting of all restrictions. Despite the disruption caused by Covid, preschool having to relocate for a week due to building issues and a tree falling down across the preschool garden, the committee did a fantastic job and successfully raised over £3,460.40 in fundraising efforts. The committee put to use a £10k Government grant to aid coping through the pandemic received in the previous financial year and replaced all vinyl flooring and funded increased cleaning measures and materials.
Preschool 2022/2023
We currently have 33 children, attending St. John’s Preschool, 18 of which will be leaving us in July to move to local primary schools. There will be 9 new starters for the next academic year, bringing our number to 24 children attending for September 2023.
At the start of the year the new committee had two key objectives:
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Financial stability – ensuring the preschool is financially viable and putting things in place to make sure it can continue to operate for years to come.
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Links with St John’s School – to develop a better relationship with the school to share knowledge and resources and to assist with governance.
Financial stability
We have been looking at ways to move away from having to rely on fundraising to cover the staffing costs and how to fundraise larger sums of money at a time so we are not regularly asking parents for small donations here and there. We have introduced a £15 voluntary contribution per term which has raised £1,818.60 so far with most parents contributing. We also have run many bake sales, a sponsored bounce and other events, and have raised an incredible £6,954.78. The money raised from these events has been put towards the running of the preschool.
In April 2023 we saw an enforced 9.7% increase in the Living Wage, up £0.92 per hr. This, and ongoing overhead increases seen across the board, had a significant impact on our profit and loss. A decision was taken by the committee to revise the fee structure to accommodate these cost rises with as minimal impact to our families as possible. This saw hourly rates rise from £6.10 to £6.40 for 2-year-olds and £5.85 to £6.10 for 3 & 4-year-olds from 1st April 2023. The snack/resource fees were kept at £12 per session, per term. The fee increases were communicated with all parents in February 2023 by letter. We are pleased that the increases were received well by the pre-school community and with these changes we are now projected to finish the 22/23 financial year in profit.
Links with St John’s School
Over the course of this year we have been looking to build stronger links with St John’s School. This is progressing well and we are in talks with the Chair of Governors discussing how we can develop this relationship. It looks very positive for the future of the preschool and the staff.
Staff
This year we have a few members of staff who will be leaving us, Lisa and Anne-Marie. Rebecca Cook has been appointed Deputy Manager from September and we are currently in the process of trying to recruit a Manager, Linda has very kindly said that she will continue in her role until a new manager is found.
We are continuing to actively recruit for a manager position and will also be looking to recruit another practitioner for the upcoming academic year.
Future
We are continuously looking to find new ways to ensure we are financially stable and not having to rely on fundraising to cover costs. We will be increasing the fees slightly for September 2023 as well as the snack fees. A letter about this will be sent out in due course.
To bring in additional funds we are looking to set up an afterschool care club, looking after pupils from St Johns School. There is a clear need for this with many parents working past school hours and it would hopefully be a huge asset to both the school and the preschool. The aim is that the funds from this will raise money for the preschool but also cover the costs of an additional member of staff.
The relationship between St Johns preschool and St John’s School is continuing to develop and we look forward to building a stronger relationship between them.
The committee are having a reshuffle for 2023/24, Laura will be stepping down as Treasurer, I will be stepping down as Chair to take on the role as Treasurer. Becca will become Chair and we will be looking to recruit a new secretary. We are in desperate need for more parents to join the committee. We are also looking for fundraisers, people to apply for grants and general members, we hope that the parents/carers or extended family of current children at the pre-school will consider these roles. We are also looking for a team of fundraisers that can take on the organisation and implementation of the fundraising events throughout the year ahead. This is fundamental to the success of the pre-school and a role that, if spread across a number of people, is easy to fit around your day-to-day life. Please let us know if you would be happy to act as a fundraiser for the pre-school.
This summer we will be rewriting the constitution to bring it up to date and to make sure it is the best fit for our preschool.
I wanted to say a huge thank you to everyone for your support and guidance this year.
Our accounts are provided by Kira Williams.
Saskia Gunson (Chair) Laura Duncan (Treasurer) Becca Gunn (Secretary)
Financial Statements
St Johns Pre-School & Toddler Group For the period ended 31 August 2022
Prepared on 19 May 2023
Registered Charity Number 1045290
Table of Contents
Financial Activities............................................................................................................................................3 Balance Sheet..................................................................................................................................................5 Statement of Cash Flows.................................................................................................................................6 A/R Ageing Detail.............................................................................................................................................7 A/P Ageing Detail .............................................................................................................................................8
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Financial Activities
September 2021 - August 2022
| Financial Activities September 2021 - August 2022 |
||
|---|---|---|
| Total | ||
| Sep2021 - Aug2022 | Sep2020 - Aug2021(PY) | |
| INCOME | ||
| Fees | 36,620.02 | 27,453.02 |
| Fundraising Income, General | 3,534.27 | 5,003.61 |
| Fundraising Income, Club 100 | 46.00 | |
| Fundraising Income, Crowdfunder | 821.90 | |
| Fundraising Income, Raffle | 27.00 | |
| Miscellaneous/Other Income | 7.07 | 1.11 |
| Nursery Grant | 47,485.59 | 54,317.66 |
| Photography Income | 490.00 | 540.00 |
| Snack Donation | 2,441.00 | 1,905.00 |
| Total Income | 91,472.85 | 89,220.40 |
| COST OF SALES | ||
| Consumables (Food/Cleaning) | 1,775.25 | 1,836.45 |
| Equipment & Materials | 1,522.51 | 1,845.16 |
| Fundraising Costs | 498.69 | 665.60 |
| Miscellaneous Purchases | 170.00 | |
| PhotographyCosts | 448.82 | |
| Total Cost of Sales | 4,415.27 | 4,347.21 |
| TOTAL | 87,057.58 | 84,873.19 |
| EXPENDITURES | ||
| Accounting Fees | 360.00 | |
| Bookkeeping Fees | 2,160.00 | 1,981.00 |
| Cleaning | 1,950.00 | 2,212.17 |
| COVID 19 Grant Expenditure | 772.91 | |
| Electricity/Gas | 4,554.95 | 4,432.60 |
| Employers N.I. (Non-Directors) | 116.02 | 0.00 |
| Employers Pensions | 1,030.94 | 764.43 |
| Entertainment | 62.81 | |
| Gross Wages | 69,373.19 | 67,061.36 |
| Gross Wages - Apprenticeship Grant | -1,500.00 | |
| Insurance | 602.18 | 641.61 |
| IT Costs | 14.83 | 8.34 |
| Office Stationery | 424.13 | 433.97 |
| Postage and Carriage | 16.98 | 13.22 |
| Printing | 8.00 | |
| Refuse Rates | 902.50 | 821.68 |
| Rent/General Rates | 3,562.92 | 3,499.92 |
| Repairs and Maintenance - Expense | 1,264.45 | 496.11 |
| Staff Training Costs/DBS Checks | 666.89 | 211.53 |
| Subscriptions | 260.03 | 211.20 |
| Subsistence | 21.94 | |
| Telephone and Fax | 659.32 | 612.06 |
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St Johns Pre-School & Toddler Group
| Total | ||
|---|---|---|
| Sep2021 - Aug2022 | Sep2020 - Aug2021(PY) | |
| Total Expenditures | 86,067.33 | 84,618.86 |
| NET OPERATING INCOME | 990.25 | 254.33 |
| NET INCOME/(EXPENDITURE) | £990.25 | £254.33 |
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St Johns Pre-School & Toddler Group
Balance Sheet
As of August 31, 2022
| Balance Sheet As of August 31, 2022 |
||
|---|---|---|
| Total | ||
| As of Aug31, 2022 | As of Aug31, 2021(PY) | |
| FIXED ASSET | ||
| Tangible assets | ||
| Equipment | 6,811.03 | 6,821.02 |
| Equipment Depreciation | -6,811.03 | -6,811.03 |
| Total Tangible assets | 0.00 | 9.99 |
| Total Fixed Asset | 0.00 | 9.99 |
| CASH AT BANK AND IN HAND | ||
| Petty Cash | 151.97 | 159.73 |
| Santander Bank Account | 9,803.40 | 12,470.50 |
| Santander Savings Account | 17,180.11 | 13,440.86 |
| Total Cash at bank and in hand | 27,135.48 | 26,071.09 |
| DEBTORS | ||
| Debtors Control Account | 149.17 | 77.25 |
| Total Debtors | 149.17 | 77.25 |
| CURRENT ASSETS | ||
| Prepayments | 9.80 | 0.00 |
| Total Current Assets | 9.80 | 0.00 |
| NET CURRENT ASSETS | 27,294.45 | 26,148.34 |
| CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR | ||
| Trade Creditors | ||
| Creditors Control Account | 357.33 | 320.82 |
| Total Trade Creditors | 357.33 | 320.82 |
| Current Liabilities | ||
| Accruals | 0.00 | 52.00 |
| P.A.Y.E. | 116.02 | 0.00 |
| Pension Fund | 370.64 | 325.30 |
| Total Current Liabilities | 486.66 | 377.30 |
| Total Creditors: amounts fallingdue within oneyear | 843.99 | 698.12 |
| NET CURRENT ASSETS(LIABILITIES) | 26,450.46 | 25,450.22 |
| TOTAL ASSETS LESS CURRENT LIABILITIES | 26,450.46 | 25,460.21 |
| TOTAL NET ASSETS (LIABILITIES) | £26,450.46 | £25,460.21 |
| CHARITY FUNDS | ||
| Reserves | 24,382.33 | 24,382.33 |
| Retained Earnings | 1,077.88 | 823.55 |
| Surplus/(Deficit) | 990.25 | 254.33 |
| Total Charity funds | £26,450.46 | £25,460.21 |
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St Johns Pre-School & Toddler Group
Statement of Cash Flows
| Statement of Cash Flows | |
|---|---|
| September 2021 - August 2022 | |
| Total | |
| OPERATING ACTIVITIES | |
| Net Income | 990.25 |
| Adjustments to reconcile Net Income to Net Cash provided by operations: | |
| Debtors Control Account | -71.92 |
| Prepayments | -9.80 |
| Creditors Control Account | 36.51 |
| Accruals | -52.00 |
| P.A.Y.E. | 116.02 |
| Pension Fund | 45.34 |
| Total Adjustments to reconcile Net Income to Net Cashprovided byoperations: | 64.15 |
| Net cashprovided byoperatingactivities | 1,054.40 |
| INVESTING ACTIVITIES | |
| Equipment | 9.99 |
| Net cashprovided byinvestingactivities | 9.99 |
| NET CASH INCREASE FOR PERIOD | 1,064.39 |
| Cash at beginningofperiod | 26,071.09 |
| CASH AT END OF PERIOD | £27,135.48 |
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St Johns Pre-School & Toddler Group
A/R Ageing Detail
As of August 31, 2022
| Date Transaction Type |
No. | Donor | Due Date | Amount | Open Balance |
|---|---|---|---|---|---|
| 91 or more days past due | |||||
| 01/11/2021 Invoice |
582 | Poppy Bonnet | 15/11/2021 | 12.00 | 12.00 |
| 02/03/2022 Invoice |
632 | Poppy Bonnet | 16/03/2022 | 12.00 | 12.00 |
| 01/06/2022 Deposit |
Sophie Sutton | 01/06/2022 | -289.55 | -97.15 | |
| Total for 91 or more days past due | £ -265.55 | £ -73.15 | |||
| 61 - 90 days past due | |||||
| 23/05/2022 Invoice |
651 | Poppy Bonnet | 06/06/2022 | 222.32 | 222.32 |
| Total for 61 - 90 days past due | £222.32 | £222.32 | |||
| TOTAL | £ -43.23 | £149.17 |
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St Johns Pre-School & Toddler Group
| TOTAL £357.33 £357.33 |
Total for Current £245.33 £245.33 |
Current 31/08/2022 Bill 1990 KW Accounts (C/O Kira Bailey) 31/08/2022 261 180.00 180.00 31/08/2022 Bill 319C78951 Biffa 31/08/2022 261 65.33 65.33 |
Total for 31 - 60 days past due £112.00 £112.00 |
31 - 60 days past due 25/07/2022 Bill 8284 Absolute Promotions Ltd 25/07/2022 298 112.00 112.00 |
Date Transaction Type No. Supplier Due Date Past Due Amount Open Balance |
A/P Ageing Detail As of August 31, 2022 |
|---|---|---|---|---|---|---|
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Treasurers Report
Financial Review 2021 – 2022
We saw a profit of £990.25, which was above the expected profit of £227.09. All the outstanding receivable and payable invoices have been cleared. We fundraised £4,436.24, which is £568.48 less than the previous year. It is stressed every year, but without these vital fundraising efforts the preschool would make a run at a loss. I would like to thank everyone past and present who supports our preschool through fundraising.
Financial Review 2022-2023
This year we have had two main financial focuses. The first is to reduce our reliance on fundraising and the second is the introduction of a budget which management and committee members contribute to.
We have introduced a voluntary contribution of £15 a term (6 terms in total), potentially raising £90 per child over the year. This has been very successful with most parents supporting the preschool through this method of fundraising, having raised over £1,800 this year so far.
Through other fundraising activities we have raised to date £2,136.18:
| Amazon Smile | £119.66 |
|---|---|
| Bags2School | £52 |
| Easter Bake Sale | £171.55 |
| Easy Fundraising | £171.94 |
| Halloween Bake Sale | £119.64 |
| Misc | £50 |
| Sponsored Bounce | £611.60 |
| World Book Day | £15 |
| Nativity Photos | £55 |
| Christmas activities | £769.79 |
We also received a grant of £3,000 for hosting a Ukrainian refugee at the preschool which was unexpected and will help the preschool end in a profit for the year along with monitoring our costs.
The main challenge we have encountered this year is the cost of living crisis and also an increase to the minimum wage of 9.7%. To combat this we increased the fees in April and closely monitored out outgoing costs to remain within budget.
Unfortunately, there will be changes to the government funding ahead, which means we will need to be increasingly careful with our funds as it will mean we will receive fewer fees at the full rate and more at the government funding rate for 2yr olds. As a result we will be reviewing our fees for September onwards to ensure we are covering our outgoings.
Looking ahead to the next year we will continue to focus on a more sustainable financial model relying less on fundraising by working closely with the management to monitor our session profitability ensuring our fees are covering our operating costs.