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Trustees' Annual Report for the period
Period start date
Period end date
From 1 August 2021 To 31 July 2022
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
| 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 | |||
| s of persons involved with the charity, but not a member of the board of trustees | |||
| Name | Office (if any) | ||
| Teresa Langley | Business Manager | ||
| Cheryl Jolly | Room Leader |
Names of persons involved with the charity, but not a member of the board of trustees
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 FY2022
Page 2 of 11
November 2022
Section D Chair’s Report
This past academic year has seen Windmills Opportunity Playgroup expand its provision by opening sessions on Mondays. This was accomplished with no extra recruitment but with the goodwill of the current staff, some of whom extended their hours and others changed their working days to accommodate the new structure. I would like to thank all staff and in particular Teresa (Business Manager) and Cheryl (Room Leader) who led the implementation of this offer.
As we are aware the Covid Pandemic has subsided – but not gone away. Therefore, I can report that all Covid-related policies and procedures continue to be adhered to. I thank staff and Parent/Carers for being mindful of the need to continue our Covid- safe regulations.
In last years’ Chair’s Report I advised about the forthcoming Lease renewal discussions (for the Maple Room) we were engaged in with Mid Sussex District Council. As information, the main Lease for the rest of the building was retained by the Landlords (MSDC). To date, there has been no interested party in taking up the full repair Lease proposed by MSDC. Although the Council does hire out evening and weekend use of the property, we remain the sole daily users of the Hall. As a consequence, we maintain a good and regular working relationship with the Council and many times liaise on behalf of the Council with contractors who maintain the building. This is in large part to the pro-active and professional approach from our Manager, Teresa.
This year we have been successful with a number of small funding applications. Please see financial report for further information. In particular I would like to formally thank The Three Oaks Trust for their continued support of the playgroup.
My thanks to the Trustees for another strong year and their support of my role. In a small Charity such as ours the role of the trustees is crucial to the overall management of the organisation. The Trustees as well as the Manager, Teresa Langley have fulfilled their roles exceptionally well.
Well done to the staff, who this year had significant personal issues to contend with, as well as maintaining the high quality early learning for which we are well-known for.
Thank you.
Paloma King
Chair.
Windmills Opportunity Playgroup Annual Report FY2022
Page 3 of 11
November 2022
Section E Manager’s Report
The autumn term saw significant changes to the ‘Early Years Foundation Stage’ which is the statutory framework outlining the early years curriculum we offer. These changes primarily saw a much greater emphasis on spending time engaging with the children and less on completing paperwork. These changes were welcomed by the team and very quickly became embedded in our practise.
The spring term saw us adding in Mondays which gave the opportunity to provide the 30 hour offer for the first time. The additional staffing hours were covered by the existing team changing their working patterns; we did not recruit any further staff.
With the Covid-19 restrictions easing in the Spring term, it was very much felt by the team that reintroducing some parent engagement activities should be prioritised. A highlight being 'The Queen Who Came to The Jubilee Tea'. The children had worked hard in the lead up to the event creating bunting and making the scones. The families were invited in for the tea party and this was supported by the Friends of Windmills parent group who organised a raffle and cake sale. The feedback we received was very positive and the event was enjoyed by the entire Windmills community - staff, children, parents, and trustees alike.
This academic year has once again been influenced, in part, by the effects of Covid-19. Over the course of the academic year, with the exception of one member of staff, all have contracted the virus - and this has had a significant impact on the day-to-day operations of the playgroup. Unfortunately, this did result in a twoweek closure at the end of the autumn ‘21 term- when 3 members of the team tested positive on the same day. It is also important to acknowledge that we have identified within our current cohort that there is a greater need for support within the communication and personal, social development, in which we attribute as an indirect consequence of the pandemic. We are actively reaching out to our health partners for support and making appropriate referrals.
I have now been the manager of Windmills Opportunity Playgroup for six years. As l look back over this period, l am very proud of the early years provision that we offer to our local community. Both myself and my team continue to strive to make Windmills the very best it can be and provide an environment where children can flourish.
I would like to take this opportunity to thank the parent volunteers that kindly offered their time to the Friends of Windmills, organising fund raising events during the summer term which were very successful. I would also like to express my gratitude to my team and trustee board for their continued professionalism, commitment and hard work.
Thank you.
Teresa Langley
Business Manager.
Windmills Opportunity Playgroup Annual Report FY2022
Page 4 of 11
November 2022
Section F Financial review
We retain our healthy bank balances at year end totalling just under £77k, our operational loss was £2615 but overall, we ended with a surplus for the year of £6974, which was a little unexpected. In the last couple of weeks of our financial year we received some extra free entitlement funding that we weren’t expecting, had some very successful fundraising and Childhelp in Hassocks who used to support us prior to Covid gave us a £2000 lump sum and reinstated their regular donation. Thank you, Childhelp Hassocks. We did not escape COVID this year and had to shut for a short while just before Christmas as there were not enough “well” staff which meant we had to refund some parent fees. Fortunately, we did not lose our free entitlement funding as we still had all the usual bills to pay.
In November, our landlord changed from the Sheddingdean Community Association (SCA) to Mid Sussex District Council (MSDC). We now pay a regular monthly amount rather than the haphazard invoices that we used to get from SCA. It makes budgeting easier.
We opened 5 days a week from January with a reasonable take up of places.
In April we increased the staff’s basic rates to try and maintain some sort of differential above the national living wage and at the same time our Free entitlement funding rose by 4% for the 2 year olds and 3.5% for the 3/4 year olds. We gave notice to our parents that parent fees would rise in the autumn term, which would be by a similar percentage.
At the end of May, Burgess Hill Town Council granted us £1000 to offset our rental costs. During the previous year, when due to covid we were the only users of the building, we had to fund the majority of the cleaning of it. This is now picked up by MSDC and along with the acquisition of a substantial quantity of “no longer required” anti bac we reduced our spend on cleaning/cleaning materials significantly. Spend was up on maintenance, a new fire extinguisher, various carpentry repairs, new barrier mesh, for when the grass is too wet, ready for next winter and other bits and pieces. Our bank has introduced charges, thankfully minimal. We did not issue any staff uniform this year, instead plan to do this at the start of the academic year going forward. The staff training budget was not consumed, we had access to some excellent and cheap training as a perk of our insurance and the planned first aid training will take place this coming year.
Virgin Money Giving closed in November 2021 and although we have only a handful of regular donors it is all extremely welcome. Other alternatives to Virgin all charge a rate that makes no sense for us. We approached our supporters to continue giving to us but directly and we will make the Gift Aid claims, they all continued, some even increasing their donation.
Thanks to our parents and supporters for the fundraising activities during the last couple of weeks of term, for so long Covid has prevented us from doing any. Also worth noting is that purchases made through Easyfundraising all add up, even the pence, we received £142 from them this year.
And again, a big thank you to the Three Oaks Trust whose support over the years has been invaluable and very much appreciated.
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 2022
Windmills Opportunity Playgroup Annual Report FY2022
Page 5 of 11
November 2022
Section H Independent Examiners Report
Independent examiner's report on the accounts
Report to the trustees/ members of[Windmills Opportunity Playgroup ]
On accounts for the year 31[st] July 2022 Charity no 1072977 ended (if any)
Set out on pages 6 to 11
Respective The charity’s trustees consider that an independent examination is needed. responsibilities of It is my responsibility to: trustees and examiner • examine the accounts under section 145 of the Charities Act 2011,
-
to follow the procedures laid down in the general Directions given by the Charity Commission of the 2011 Act, and
-
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
In connection with my examination, no matter has come to my attention
-
which gives me reasonable cause to believe that in, any material respect, the requirements:
-
to keep accounting records in accordance with section 145 of the 2011 Act; and
-
to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or
-
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 FY2022
Page 6 of 11
November 2022
Section I Disclosure
[Only complete if the examiner needs to highlight material problems. ]
Give here brief details of any items that the examiner wishes to disclose .
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Date:
30 [th] October 2022
Signed:
Name: Alan Ranger
Relevant professional FRICS
qualification(s) or body
(if any):
Address: 3 Coopers Close, Burgess Hill, RH15 8AN
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Windmills Opportunity Playgroup Annual Report FY2022
Page 7 of 11
November 2022
Section J FY2022 Accounts
Windmills Opportunity Playgroup Financial Activities - Cash Basis August 2021 - July 2022
| Income 4010 Parent Fees 4012 Parent Closure Refund 4110 Funding 4140 Additional Income 4150 Unexplained income 4160 Childrens Uniform 4250 Grants restricted purpose accomplished Total Income Expenditures 6005 Payroll Expenditure 6070 Covid-19 / cleaning costs 6110 Toys 6120 Playgroup equipment 6130 Resources/materials (consumables) 6135 Playgroup Activities (EYPP) 6140 Toilet Consumables 6150 Kitchen Consumables 6160 Snack Time 6180 Office Equipment 6310 Rent / Lease 6320 Repairs and maintenance 6330 Utilities 6410 Advertising/Promotional/Website 6420 Telephone / Mobile /Internet 6430 Dues and Subscriptions - Admin 6440 Dues and subscriptions - Playgroup 6450 Insurance 6460 Bank Charges / Professional Fees 6470 Printing Postage and stationery 6610 Staff Uniform 6620 Staff Training 6630 Staff Travel and other misc. costs Total Expenditures Net Operating Income Other Income 4310 Donations and legacies 4318 Donation restricted purpose accomplished 4320 Donations with Gift Aid 4350 Fundraising 4610 Interest income Total Other Income Other Expenditures 4800 Other Types of Expenditures Total Other Expenditures Net Other Income Net Income/(Expenditure) |
Total |
|---|---|
| Aug 2021 - Jul 2022 Aug 2020 - Jul 2021(PY) **% Change ** |
|
| 9973.45 6170 62% -725.00 80647.28 71414 13% 90.00 425 -100% 143.50 -207 169% 3644.53 4634 -21% |
|
| 93773.76 82435 14% |
|
| 82789.99 78935 5% 201.97 1096 -82% 76.85 20 284% 656.96 565 16% 381.28 300 27% 567.25 908 -38% 254.86 185 38% 50.44 43 17% 8.30 6 51% 45.69 23 95% 5772.57 4763 21% 638.30 368 74% 557.32 943 -41% 366.31 249 47% 1118.10 1083 3% 639.27 888 -28% 608.48 528 15% 878.41 793 11% 40.00 327.78 163 102% 380 -100% 182.00 465 -61% 226.35 100 126% |
|
| 96388.48 92803 4% |
|
| -2614.72 -10368 75% |
|
| 8277.98 6903 20% 180.00 440.00 0 819.18 84 874% 51.08 74 -31% |
|
| 9768.24 7062 38% |
|
| 180.00 | |
| 180.00 0 |
|
| 9588.24 7062 36% |
|
| 6973.52 -3306 311% |
Windmills Opportunity Playgroup Annual Report FY2022
Page 8 of 11
November 2022
Section J FY2022 Accounts cont’d
Windmills Opportunity Playgroup Balance Sheet
As of July 31, 2022 - Cash Basis
| Cash at bank and in hand 1100 Cash 1290 HSBC Windmills Op (2556) 1300 HSBC Savings (8262) 1310 Virgin Savings (1439) 1320 Virgin Reserve (1440) Total Cash at bank and in hand Net current assets Creditors: amounts falling due within one year Credit Cards 2020 TL Credit Card 2030 MW Credit Card Total Credit Cards Total net assets (liabilities) Charity funds 3010 Opening Balance Equity 3110 Retained Earnings Surplus/(Deficit) Total Charity funds |
Total As of Jul 31, 2022 As of Jul 31, 2021 (PY) % Change 0 0 1587 813 95% 38599 31684 22% 33895 33854 0% 3644 3639 0% |
|---|---|
| 77725 69990 11% |
|
| 77725 69990 11% |
|
| 987 226 338% 0 0 |
|
| 987 226 338% |
|
| 76738 69764 10% |
|
| 76054 76054 0% -6290 -2983 -111% 6974 -3306 311% |
|
| 76738 69764 10% |
Windmills Opportunity Playgroup Annual Report FY2022
Page 9 of 11
November 2022
Section K Grants, Donations and Fundraising
Windmills Opportunity Playgroup Grants, Donations and Fundraising August 2021 to July 2022
Grants (Restricted)
| JASE Training and assessment - apprentice HMRC - SSP HMRC - Apprentice Grant BHTC - rent Total Restricted Grants Donations (Restricted) To supply food assistance over summer holidays to our low income families Total Restricted Donations Donations (Unrestricted) The Three Oaks Trust Childhelp Hassocks Regular donations Regular gift-aided donation Total Unrestricted Donations Fundraising Easyfundraising Cake sale Sponsored event Funday Total Fundraising |
500 145 2000 1000 |
|---|---|
| 3645 | |
| 180 | |
| 180 | |
| 6000 2000 100 618 |
|
| 8718 | |
| 143 165 354 158 |
|
| 819 |
Windmills Opportunity Playgroup Annual Report FY2022
Page 10 of 11
November 2022
Section L Reserves
Windmills Opportunity Playgroup Reserves August 2021 to July 2022
Running Costs
| 2 years monies needed if no grants, donations and fundraising received Running Cost Total Other Redundancy in case of closure Reinstating premises in case of closure Professional fees - lease negotiations Total Other Grand Total |
40000 |
|---|---|
| 40000 | |
| 17270 5000 2000 |
|
| 24270 | |
| 64270 |
Windmills Opportunity Playgroup Annual Report FY2022
Page 11 of 11
November 2022