St Pirans Playschool Annual Report from AGM held 28 September 2023.
Confidentiality and conflict of interest reminder and previous meeting minutes and 2022’s AGM minutes and Accounts signed off by committee.
Chair/Manager Report
We are very pleased to have some new parents along and we will miss the committee members moving on due to children leaving and starting school. Hate to say it but another difficult year as we lost most of our management team early in the year. We felt very lucky to recruit our new full time manager and we are feeling positive going forward into the next academic year.
Attendance, Staffing, staff training, EYFS and curriculum discussed.
Upcoming events
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17 October visit to Fire Station and Delabole coffee morning is now on 14 November.
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• A list of festivals and celebrations and special dates has been put into the new noticeboards outside for parents.
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Last year Christmas events for the children were a party for an hour on a day for each age group and early closure on the last day of term as well as a movie evening. We are looking at slightly changing for this year taking into account the term dates that we adhere to being same as Delabole school and the funding we receive and will discuss at the next meeting.
Food
We have now stopped school lunches and children are bringing packed lunches and the majority of children are bringing snacks as well. This means that there isn’t a member of staff taken out of ratio to collect the meals, reduced food waste, reduced washing up and staff having to take time away from the children and a calmer lunch time.
Transition to school
The end of year celebration day was slightly different and the children had a lovely day with fun and games ending with offering cream teas to their parents.
Holiday Club
We had around 10 children a day and the children all had a lovely time with a range of activities every day. Holiday Club was mainly attended by children that had funded hours saved and is always a bit difficult to staff as there are also lots of other jobs that need to be caught up with in the summer holidays ready for the new term. Going forward we propose to review the offer and seek feedback from parents.
Treasurers Report
We weathered major staff changes this year in losing our Manager, and Deputy Manager, which inevitably resulted in inefficiencies and potentially not been able to deliver all funded hours and take on new children until we found a new manager. Having a full time manager will take out some cost in duplication of effort and systems have been streamlined resulting in simplification and cost savings. We have now moved over to invoicing via Tapestry saving us £330 per year on software and also made a small saving by moving away from the text message service. We were sad to say goodbye to the ‘Bonjour’ lady but the decision will save us £600 per year and we will be doing lots of activities in-house.
We have not increased our fees in September 2023, but have taken out supplying extras such as nappies and wipes and have stopped the cooked lunch service, reducing
administration and some food costs. Parents now have the option to bring in their own snack or we are can still provide for a fee.
Profit & Loss shared
Shows some improvement on the previous year, we have worked at cutting costs and will continue to do so and hope that this will be illustrated in the next financial year.
Funding/Fees
Funding shows an increase of almost £16K on the previous year but this is £4K overstated as we were unable to deliver these hours and they have been deducted from the September payment. So in real terms it is an increase of £12K.
Fees are up by about £6K. We had more babies than previous year and in June we started opening the Baby Room all week and it is now full almost every day.
Fundraising
Although down on last year, the grant figure is up so combined figures are the same as last year. We started the year well and raised £362 mainly from Bingo, and a car boot sale but then recruitment of a new management team became the main focus.
We continued with 3 collections of Bags2school in the year raising a total of £245 and via Easyfundraising we raised £56. We desperately need more parents/friends and families onboard with Easyfundraising as it is a really easy way to raise money for Playschool. We have also saved money as we were lucky to obtain lots and lots of valuable resources and furniture from our new manager’s previous setting, that unfortunately had to close.
Grants
We got the Tesco Grant for £1,000 and there is now power in the Outside Classroom ready for the winter. We decided to use lamps instead of stark strip lighting and any funds remaining will be used to install a security light in the front garden.
We also received £500 from Cornwall Council towards a new shed but are looking to see if it is feasible to get something that the children can use.
We received £360 from Saputo which paid for installing a new smoke alarm in the sensory room which was flagged as a requirement at the last Fire Check and risk assessment.
Payroll
Minimum wages significant pay rise from £9.50 per hour to £10.42 in April 2023. This accounts for the 10% increase in wage costs, plus a full time Manager will inevitably impact the wage bill.
Major Expenses/Maintenance
We have made a conscious effort to reduce maintenance costs by getting committee, staff and parents to help. We have sorted and removed vans of rubbish, dismantled and removed old Playhouse and shed. Taken out side wooden steps and replaced with new fence and strimmed and cleared Forest School. Thank you to everyone that helped with these jobs.
General
Apart from wage costs overall expenses were the same as the previous year despite a significant increase in costs such as power and supplies. The saving in power costs will be due to no longer cooking lunches. We have changed to Biffa waste via Cornwall Council which should reduce our annual waste cost.
We will look to move energy supplier from Good Energy which could achieve a 50% saving in standing charge alone.
Print costs are lightly less than last year but believe we could achieve significant savings if switched to more economical printer particularly as we generally print less now due to more digital communication.
Looking forward to 2023/24
Finance
We will need to increase fees w/e 1 January 2023. Funding levels for 2 year olds have increased significantly. Additional Government funding for 2 year old’s of working parents is being introduced from April 2024 which should positively impact Playschool numbers on role. Account checking – continue with annual check with external accountant to limit cost.
Funding
It is likely that our funded income will increase this year due to funding being extended to more 2 year olds.
Fundraising
Going forward we are looking to organise some joint fundraising activities with Friends of Delabole School to combine efforts and reach a larger audience. Also mindful of costs for parents as many parents will have children at both settings.
October - Bag2school collection 3 October. December – Christmas Fayre, Santas Shop, Christmas card sales. 2024 Joint Valentine casino event with Fods
Grants
We need to decide what we need and could apply for the following grants; Parish Council Council Community Chest Tesco Good Energy
Payroll
It looks like the minimum wage increase will be slightly less this year and is estimated around 7%. We need to look at ways of covering the cost increase and reducing wage bill. Business Manager role needs to be reviewed now we have a full time manager in place.
Maintenance
Gardening and staining of outside wood still needs to be done. Slip mats around Outside Classroom. Guttering fixed on back roof - currently getting quotes. Buggy shelter side. New shed/playhouse (£500 budget). Review outside fence re security and obtain quotes. Boiler service.
Committee: New committee members elected as previous members stood down.
St Pirans Playschool
Profit and Loss
September 2022 - August 2023
| TOTAL | |
|---|---|
| Income | |
| Bank interest | 296.76 |
| Education Funding | 74,600.57 |
| Fees | 41,038.73 |
| Fundraising | 959.22 |
| Grants | 1,860.00 |
| Lunch Club | 4.60 |
| Miscellaneous Income | 157.73 |
| nursery milk scheme | 13.65 |
| Unapplied Cash Payment Income | -3,512.64 |
| Total Income | £115,418.62 |
| GROSS PROFIT | £115,418.62 |
| Expenses | |
| Advertising/Promotional | 638.47 |
| Baby Room | 162.85 |
| Books and Publications | 52.59 |
| cleaning supplies | 341.03 |
| consumables | 1,818.04 |
| Supplies | 205.62 |
| Total consumables | 2,023.66 |
| Contract Labour | 1,554.40 |
| Dues and Subscriptions | 595.15 |
| Forest School | 8.17 |
| Fundraising expense | 60.77 |
| Gifts and Donations | 230.99 |
| Insurance | 1,101.14 |
| Miscellaneous | 811.00 |
| Office Supplies | 289.74 |
| Payroll Expenses | 102,051.09 |
| Payroll operation expense | 594.70 |
| Payroll Expenses | 1,894.32 |
| Total Payroll operation expense | 2,489.02 |
| Total Payroll Expenses | 104,540.11 |
| Postage and Delivery | 122.92 |
| Printing and Reproduction | 815.26 |
| Professional Fees | 806.78 |
| Accounting | 156.00 |
| Total Professional Fees | 962.78 |
| Rent | 21.76 |
| Repairs | 64.57 |
| Equipment Repairs | 221.62 |
| PAT Testing | 133.50 |
| Total Repairs | 419.69 |
| Smoke alarm and lights as per Fire check | 159.25 |
| Software Expense | 544.80 |
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Cash Basis Saturday, 18 May 2024 11:15 am GMT+01:00
St Pirans Playschool
Profit and Loss
September 2022 - August 2023
| TOTAL | |
|---|---|
| Supplies | 26.73 |
| Telephone | 354.32 |
| Mobile | 34.00 |
| Total Telephone | 388.32 |
| toys | 295.58 |
| training | 179.60 |
| Travel & Ent | 0.00 |
| Entertainment | 355.95 |
| Meals | 2,382.72 |
| Total Travel & Ent | 2,738.67 |
| uniform | 165.64 |
| Utilities | 63.00 |
| Gas and Electric | 1,718.76 |
| Water | 325.32 |
| Total Utilities | 2,107.08 |
| Total Expenses | £121,358.15 |
| NET OPERATING INCOME | £ -5,939.53 |
| Other Income | |
| Other Income | 130.93 |
| Total Other Income | £130.93 |
| Other Expenses | |
| Amounts Written Off | 177.38 |
| Reconciliation Discrepancies | -6.99 |
| Total Other Expenses | £170.39 |
| NET OTHER INCOME | £ -39.46 |
| NET INCOME | £ -5,978.99 |
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Cash Basis Saturday, 18 May 2024 11:15 am GMT+01:00
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name ST PIRAN’S PLAYSCHOOL members of On accounts for the year Charity no 31[st] August 2023 1061195 ended (if any) Set out on pages One (remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/08/2023.
Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report 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 the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent I have completed my examination. I confirm that no material matters have examiner's statement come to my attention ( ~~other than that disclosed below~~ *) in connection with the examination which gives me cause to believe that in, any material respect:
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accounting records were not kept in accordance with section 130 of the Act or
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the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
- Please delete the words in the brackets if they do not apply.
| Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
Date: | 26/02/2024 |
|---|---|---|
| Jon Sharpe | ||
| Institute of Certified Bookkeepers FICB PM.Dip |
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| Higher North Beer Farmhouse, Boyton | ||
| Launceston | ||
| Cornwall PL15 8NP |
October 2018
1
IER
Section B Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
October 2018
2
IER