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Trustees' Annual Report for the period
Period start date
Period end date
From 1 August 2020 To 31 July 2021
Section A Reference and administration details
Charity name Windmills Opportunity Playgroup
Registered charity number 1072977
Charity's principal address Sheddingdean Community Centre Maple Drive Burgess Hill Postcode RH15 8UA
Names of the charity trustees who manage the charity
| 1 2 3 4 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee(if any) |
|---|---|---|---|---|
| Paloma King | Chair | |||
| Sue Hastie | ||||
| Sam Palmer | ||||
| Mike Wigg | December 2020 onwards |
Names of persons involved with the charity, but not a member of the board of trustees
| 1 2 |
Name | Office (if any) |
|---|---|---|
| Teresa Langley | Business Manager | |
| Cheryl Jolly | Room Leader |
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document Trust Deed
How the charity is constituted Trust
Trustee selection methods Appointed by existing trustees
Section C Objectives and activities
The trustees shall hold the trust fund and its income upon trust to apply them for the following objects
Summary of the objects of the charity set out in its governing document
To advance the education of children from birth to five years some of whom have special educational needs through disability, deprivation or otherwise and without prejudice to the generality thereof in particular [i] to provide safe and satisfying group play in which parents have the right to take part and , [iil to promote and support other charitable activities whereby parents and families may help such children in the Counties of East and West Sussex
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 2 of 11
Section D Chair’s Report
You will see from the Manager’s report this year that the playgroup has continued to provide its excellent pre-school learning throughout the year, despite the extra constraints of the on-going COVID situation has imposed. I would like to start by commending the whole staff team, led by Teresa and Cheryl for the dedication and professionalism they have consistently shown. We are all now very aware of the hardships and the heartache for some families, which the pandemic has inflicted on us as a society, I can say that although our staff have had their fair share of personal difficulties, they have given of their very best to the playgroup.
I will not repeat the statistics in the Manager’s report, but I would like to make reference to the extremely high level of parent engagement throughout this difficult academic year. It is heartening to see that parents feel part of their children’s learning and are using the tools available to them to work with staff for their child’s continued development.
It is now public knowledge that the Sheddingdean Association will be disbanding in November 2021. They have indicated to Mid Sussex District Council that they will give up their lease for the building. During the spring and summer terms of 2021, the Trustees and Manager have been engaged in discussions with the Council to ensure the stability of our Playgroup, which will be caused by the proposed changes. At the end of the summer term in July 2021 the Trustees informed the Council that their preference would be to expand the playgroup provision in the academic term 2021-2022, by including a Monday session. This has been agreed to and will be put into effect in January 2022. Meanwhile, at close of business in July 2021 the Council did not have a firm idea of who might take over the Lease of the building. Let me re-assure you all, that the Council is determined to maintain the Playgroup in situ and will be managing the building themselves for the foreseeable future. Windmills will be entering into a renewed Lease Agreement, which will support our current status (i.e., maintaining a Lease on the Maple Room) which is paramount to our effective delivery.
It is hoped that by November 2021, the Council will be in a position to advise who the long term Lease holders will be. However, until that is confirmed and ratified by a new Lease, the Council will be covering all repair and utilities costs in the same way as the Sheddingdean Association has done during their tenure.
As in the previous year the Trustees have had a challenging time and I would like to thank them for the many hours of dialogue and commitment to work with Mid Sussex District Council on behalf of the Playgroup. Although we are all volunteers, we take our role very seriously and I would like to assure staff, Donors, and community leaders that we will continue to work to make Windmills a strong, stable Playgroup which can demonstrate a professional adherence to the needs of today’s early learning agenda, as well as maintain our well-regarded place in the community.
Thank you.
Paloma King
Chair.
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 3 of 11
Section E Manager’s Report
The 2020/2021 academic year was once again influenced by the global COVID 19 pandemic. I am very proud to say that Windmills remained open throughout the entire year for all children. As a team we have adapted our practice and implemented our risk assessment in our commitment to keep everyone at Windmills safe. Father Christmas even had to visit in a COVID safe way out of hours to leave presents and read the children a story virtually. l would like to take this opportunity to thank my team for their professionalism and support throughout this time.
Engagement with our families remained a priority and we adapted our methods to maintain contact, this was mainly through the Tapestry online journal. The interaction on Tapestry has been very positive and 97% of our families accessed their record during the Summer 21 term. We invited our families to complete our parent questionnaire and 81.82% strongly agreed and 18.18% agreed that the information provided on Tapestry was informative. This is something that we plan to build on and enhance going forward as we value the partnership working that the Tapestry tool provides us with our families.
Windmills remains very busy and during the summer term we operated at 100% capacity whilst maintaining a waiting list for places. Our school transition plan was implemented for the nineteen children that were transitioning to school, we worked in partnership with all of our feeder schools and secured visits for the majority of the children. We provided detailed reports for each child including learning and development progress, health information and the more personal little traits of the children. We also supported school visits which were very beneficial for the children. Although the COVID restrictions remained in place, l feel that our transition plan for our school leaver cohort was very effective and the children were as prepared for school as was possible.
The Windmills staff team remained unchanged throughout the academic year with the exception of the introduction of an apprentice Millie Hicks who joined us in October 21. Millie is now undertaking an Early Educator Level 3 apprenticeship.
During the summer holidays l was invited to a community event organised by Sheddingdean Baptist Church thanking the local community for their support during the pandemic. I attended the event; it gave me the opportunity to reflect on the importance that Windmills have as the only early years provider within the local community and how much our provision is appreciated.
Finally, l would like to thank my team for their ongoing professionalism throughout the last year l genuinely do appreciate the dedication you give to Windmills. Additionally, l thank the trustee board for the time and commitment that you voluntarily give Windmills, we could not do it without you.
Thank you.
Teresa Langley
Business Manager.
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 4 of 11
Section F Financial review
We end the year with healthy bank balance totalling just under £70k with a deficit for the year of £3306. This was achieved by having a very tight control on expenses in a time when we had to contend with the effects of COVID. Our accounts are produced on a cash basis and in July 2020 (last financial year) we received a £13k free entitlement prepayment in respect of Autumn 2020 term, however in July 2021 we did not take any prepayment in respect of Autumn 2021 term (next financial year). We tend to have a 2 year cycle of a significant number of the “younger” two years olds followed by a year of mainly “older” three or four year olds. This was an “older” year as can be seen reflected in the reduced parent fee income from FY2020.
We received a small increase to our free entitlement funding from April 2021 but at the same time the extra payments we normally receive has reduced. The net effect is most likely a reduction in funding.
Four unexplained payments totalling £425 were received from MSDC in June 2021 however it took three months for them to confirm that they had paid us in error and request it be returned. The return will be in 2021/22’s accounts.
T hroughout COVID, where have grants have been available, we have taken advantage of them and were very pleased to be eligible for an unexpected WSCC grant of £898 which made a welcome contribution to our extra COVID related cleaning costs. We had hope to receive £1k apprentice grant from the Education and Skills Funding Agency (ESFA) in June, but this is now expected in November. As we produce our accounts on a cash basis this does not appear in the figures.
Last year’s restructuring coupled with the net loss of one staff member has enabled us to take on another apprentice, we were also able to give all the staff a small pay rise.
Due to COVID we have been unable to do any real fundraising for the entire year but by encouraging internet purchasing through Easyfundraising we raised £84, and it looks this will be increased considerably in the next financial year.
Thank you to all our regular donors, be it direct or through Virgin Money Giving and a big thank you to the Three Oaks Trust whose support over the years has been invaluable and very much appreciated.
Looking forward, we will be opening 5 days a week from January 2022. This will increase our income and our salary and rental bill but should enable us to spread the cost of other regular expenditure across 5 days rather than 4. We will also be able to offer the full 30 hour extended free entitlement, which we have not been to offer before.
Thank you
Sue Hastie
Trustee
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Full name(s) Paloma King Position (eg Secretary, Chair, Chair etc) Date 1st November 2021
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 5 of 11
Independent examiner's report on the accounts
Section G Independent Examiner’s Report Report to the trustees/ members of[Windmills Opportunity Playgroup ]
On accounts for the year 31[st] July 2021 Charity no 1072977 ended (if any) Set out on pages 6 to 12 Respective The charity’s trustees consider that an independent examination is needed. responsibilities of It is my responsibility to: trustees and examiner •
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examine the accounts under section 145 of the Charities Act 2011,
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to follow the procedures laid down in the general Directions given by the Charity Commission of the 2011 Act, and
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to state whether particular matters have come to my attention.
Basis of independent My examination was carried out in accordance with general Directions given examiner’s statement by the Charity Commission. 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 the trustees concerning any such matters. The procedures undertaken provide all the evidence that would be required in an audit, and consequently in my opinion the accounts present a ‘true and fair view’.
Independent examiner's statement
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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:
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to keep accounting records in accordance with section 145 of the 2011 Act; and
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to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or
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to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
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Section H Disclosure
[Only complete if the examiner needs to highlight material problems. ]
Give here brief details of any items that the examiner wishes to disclose .
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 7 of 11
Section I FY2021 Accounts
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 8 of 11
Section I FY20212 Accounts cont’d
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
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Section J Grants, Donations and Fundraising
Windmills Opportunity Playgroup Annual Report FY2021
October 2021
Page 10 of 11
Section K Reserves Windmills Opportunity Playgroup Reserves As ofJuly 31. 2021 Running costs 2 years monies needed if no grants. donations and fundraising reiVed Running costs Total Other Redundancy in case of closure Reinslating of premises in case of closure Total Other Grand Total 45,000 45,000 16,000 5,000 21,000 66,000 Windmills Opporiunity Playgroup Annual Rew>rt FY2021 Page 11 of 11 OctOtr202l