Trustees' Annual Report for the period
Period start date Period end date Day Month Year Day Month Year From 01 September 2021 To 31 August 2022
Section A Reference and administration details
| Charity name Other names charity is known by Registered charity number (if any) Charity's principal address |
Potten End Pre-School Association | Potten End Pre-School Association |
|---|---|---|
1168430 |
||
The June Farmery Building |
||
| Water End Road, Potten End | ||
| Berkhamsted, Hertfordshire | ||
| Postcode | HP4 2QW |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Steven Haydon | Treasurer | Re-Appointed at GCM 07/12/22 | ||
| Tom Gough | Chair | Re-Appointed at AGM 07/12/22 | ||
| Nykkol Phillips | Re-Appointed at AGM 07/12/22 | |||
| Ian Geddes | Secretary | Resigned as of 15/12/21 | ||
| Victoria O’Sullivan | Resigned as of 21/01/23 | |||
| Darren Herbert | Resigned as of 21/01/23 | |||
| Rebecca Geddes | Resigned as of 07/12/22 | |||
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Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document Constitution
- (eg. trust deed, constitution)
How the charity is constituted Charitable Incorporated Organisation (CIO) (eg. trust, association, company)
Trustee selection methods Elected by Trustees at any time, or by Members at a General Meeting (eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
N/A
-
policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Section C Objectives and activities
The charity works for the public benefit having as its objects the development and education of children and young people in particular by:
- promoting their care and safety
Summary of the objects of the charity set out in its governing document
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promoting their education and promoting parental involvement
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promoting their health and wellbeing
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providing services to support them and their families and carers
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providing services to individuals holding membership of the CIO and
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furthering the aims of the Pre-school Learning Alliance
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The development and education of children and young people in particular by:
- promoting their care and safety
Summary of the main 2. promoting their education and promoting parental involvement activities undertaken for the 3. promoting their health and wellbeing public benefit in relation to 4. providing services to support them and their families and carers these objects (include within 5. providing services to individuals holding membership of the CIO this section the statutory and declaration that trustees have 6. furthering the aims of the Pre-school Learning Alliance had regard to the guidance issued by the Charity In considering these activities the trustees have had regard to the Commission on public guidance issued by the charity commission on public benefit. benefit)
-
promoting their education and promoting parental involvement
-
providing services to support them and their families and carers
-
providing services to individuals holding membership of the CIO and
Additional details of objectives and activities (Optional information)
N/A
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers.
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Section D Achievements and performance
Trustees of Potten End Pre-School Association Annual Report for the period 1[st] September 2021 to 31[st] August 2022
This year we unfortunately had the traumatic impact of the sudden death of Gaynor in the spring term. Gaynor was a much loved member of staff by staff, parents and children alike, and her loss will always be felt. It has been a difficult time for everyone since her death, and I want to thank all of the staff for dealing with such a sad and upsetting event so well, especially in the way they’ve continued to care for and support the children in the same exemplary way they always have done, and I know always will.
As a result of the fundraising in Gaynor’s memory, we’ve been able to buy a bench, tree and completely refurbish and re-design the garden area. This is a long-lasting improvement that children over years and years will feel the benefit of and contribute towards what the Pre-school can offer, and I think serves as a wonderful tribute to the wonderful care Gaynor showed to so many children. I’d like to thank Treasurer Steve Haydon and Vinnie, Steve’s landscape gardener friend, who worked solidly on the garden work and are the reason it looks so wonderful, despite being slowed down by my occasional efforts to help!
Other refurbishment work included the completion of work to upgrade the UPS room and a new, larger storage shed, which was funded by a grant from Dacorum council. Big thanks to Sarah and Kay’s husbands for helping with this work, including setting the concrete for the case and to everyone in getting the shed up.
We have also seen some change in staff, with Claire and Kellie leaving. We wish them all the best of luck for the future. Kellie Nokes and Katie Stevenson joined us in the autumn term and are settling into PEPS life well.
We unfortunately lose some Trustees from the committee this year. I’d like to thank Darren, Victoria and Rebecca for all of their hard work and support in their various roles. We are looking for new trustees to join the committee and help building on the work of the last few years. We would like to develop our fundraising capabilities and to do so, we need volunteers to join the committee. We also have vacancies for a secretary and health and safety position. These are wonderful opportunities to get to experience the work the committee do and stay connected to the school.
Steve, Nykkol and I will all be standing for re-election, with Steve and I staying on as Chair and Treasurer. Thank you for all their work in making the pre-school what it is today and all their hard work.
Financially we have bounced back well from the uncertainties following Covid and it’s aftermath and are now running to similar levels as we were prior to Covid. This year we have a slight operating loss as a result of a drop in fundraising income. This is something we are looking to build on next year and return to our previous patterns of fundraising activities, such as a summer fete.
I’d personally like to thank our manager Sarah as well for everything she’s done this year with the school. It’s been wonderful to see her implement her plans and improvements since joining last year. Following the aftermath of Covid and it’s impacts at the end of last year, and with the tragic loss of Gaynor this year, she has been a constant support and kept everything together despite these challenges. She is wonderful and easy to work with and does so well with the particular nature and challenges of running a charity pre-school, and we couldn’t do what we do without her.
Looking forward, we are going to continue to re-furbish the outdoor play space and apply for further grants to work on other projects to improve the Pre-school and continue with the PEPS mission to provide nurturing and supportive affordable care for children.
Tom Gough Committee Chair
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Pre-School Manager’s Report
We began the autumn term with me in place as manager and all existing staff returning. We welcomed children and families back, it was wonderful to see so many happy returning children and for me to begin to get to know everyone. We also welcomed new families to the setting and for them to settle well and begin to explore their first pre-school experience.
During this first term we all settled into routine as well as continue to navigate Covid restrictions and ensuring policies and procedures were followed and updated as necessary. We had one positive case in a child and one positive case of a staff member during this term. All guidelines were followed. Staff coped extremely well with the circumstances. We said goodbye to Julie Bruvelis the pre-school admin after many years of working at the pre-school. We ensured a smooth transition of responsibilities.
The spring and summer term brought a very difficult time for the pre-school team. We very sadly and suddenly lost a member of the team. Gaynor was very much a part of the pre-school and is truly missed. We navigated our way through not only our grief, but how best to support the children during this time. The team have had a huge amount to deal with and have done so impeccably, while remaining a constant for the children and families. We continue to build our team again both in numbers and emotionally.
Summer term brought the transitions as usual for those children leaving us to go on to school or school nurseries. Despite the difficulties faced, the pre-school continues to be a rich, learning environment with many opportunities for the children to expand in their thinking and development. We said goodbye to Claire Sexton, a practitioner, at the send of summer term who decided now was the right time to retire.
Covid restrictions were reduced further and all guidelines in place by the Government and Local Authority no longer apply. We continue to monitor cleaning/sanitising routines and continue with children washing hands when arriving as part of our own good hygiene practices. We also continue with drop off and collection of children at the 2 main doors, this practice works for us. The children are settled this way and have ownership of their own space just for them. There have been no safeguarding cases.
Sarah Dalton Pre-School Manager
Section E Financial review
Brief statement of the The charity keeps sufficient reserves to fund the orderly closure of the charity’s policy on reserves Pre-School in the event its ongoing operation ceases to remain financially viable.
Details of any funds materially in deficit
N/A.
Treasurers Report
For the period 1[st] September 2021 – 31[st] August 2022
The Pre-School has
-
a Main fund which is used for collection of fees and to pay salaries and ongoing running costs; and
-
a Friends fund which is built using fundraising activities and used to pay for ad-hoc investment in the Pre School. As a result of the financial pressures brought about by the COVID-19 pandemic, the Friends remains as the reserve account
Main Fund
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For the year ending 31 August 2022 the Main fund opened with a balance of £33,997 and closing balance of £36,342 , this represents a net income generated of £2,345.
The Pre School children numbers for the final term remained at 37, however the number of weekly sessions provided increased from 200 to 216. The school operated throughout the year 1 less staff member than budgeted,
Fee income overall was £111,244, compared to £106,196 for the prior representing an increase of £5,048. The increased income was a combination of increased sessions as well as an increase in funding rates and price increases applied to private fees. Total income was £123,860, compared to £128,905 in prior year, an decrease of £5,0455 in year, prior year incomes were higher than normal due to the community fund raising and donations of £10,080 that were received due to the potential closure of the Pre School in December 2020
We were impacted by the National Living Wage increases & National Insurance contribution increases, Staffing levels were the same as prior year (1 less than budget) with a Pre School manager appointed in September 2021, All of these factors resulted in increased salary costs. Staff costs for the year were £99,700, compared to £91,988 for the prior year, an increase of £7,712.
Total expenditure was £117,373 compared to £105,108 for the prior year, a increase of £12,265. Expenditure was particularly low prior year as there was still nervousness around Covid and the risk of school closures. This year we returned to normal spending levels for general expenses & invested in the Ups room as well as procuring a new shed and replacement door.
The main account closed with a balance of £36,342.
Friends Fund
For the year ending 31 August 2022 the Friends fund opened with a balance of £20,307 and increased by £4,152.
Fundraising income was kept in reserve. The Friends account closed with a balance of £24,459.
We were again unable to hold a summer fete this year which severely impacted our fund raising income
Year Ahead
We go into 2022/23 in a much stronger financial position than we have seen for a number of years but still with many challenges being faced. Inflation causing significant cost increases being the main area of concern. We have budgeted a for an in year deficit of £8,135 however this includes £5,000 to be re-invested in enhancements and improvements to the building and outside spaces as well as £2,000 for legal fees to renew the building lease
The accounts have been submitted to Streets Chartered Accountants for Independent Examination and are pending sign off.
Steven Haydon Treasurer
Section F Other optional information
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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)Tom Gough Steve Haydon Position (e.g., Secretary, Chair, etc) Chair Treasurer Date 06/12/22 |
|||||
|---|---|---|---|---|---|
| Steve Haydon | |||||
Chair |
Treasurer | ||||
| 06/12/22 | |||||
| 06/12/22 |
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----- Start of picture text -----
Potten End Preschool No (if any)
1164830
Receipts and payments accounts CC16a
For the period 01st September 31st August
To
from 2021 2022
----- End of picture text -----
Section A Receipts and payments
----- Start of picture text -----
Main fund Social fund Petty cash Total funds Last year
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Fee income 111,244 111,244 106,196
Donations 785 785 6,143
Grants 6,252 6,252 5,550
Fundraising Income 90 4,878 115 5,083 10,441
Uniform Income 335 335 424
Other Income 150 11 1 162 152
Sub total 112,604 11,141 116 123,860 128,905
A2 Asset and investment sales,
(see table).
- - - -
- - - - -
Sub total - - - - -
Total receipts 112,604 11,141 116 123,860 128,905
A3 Payments
Insurance & Subscriptions 2,205 2,205 2,500
Uniform Expenditure - 564
Consumables/Stationary/Cleaning 3,442 6 3,448 2,524
Buildings and garden maintenance 3,571 688 30 4,289 2,114
Rent and rates incl. council tax 820 820 74
Payroll and policy services 611 611 668
Staff costs 99,700 99,700 91,988
Staff training 84 84 1,237
Telephone and internet 1,029 1,029 866
Electricity and water rates 1,912 1,912 1,781
Fundraising costs 123 3 126 163
Other expenses 3,061 87 3,148 630
Sub total [ 116,436 ] 812 126 117,373 105,108
A4 equipment, purchases, etc
Building, office & subsidies work - - - - -
- - - - -
Sub total [ - ] - - - -
Total payments 116,436 812 126 117,373 105,108
Net of receipts/(payments) - 3,832 10,329 - 10 6,487 23,796
A5 Transfers between funds 6,177 - 6,177 - -
A6 Cash funds last year end 33,997 20,307 91 54,395 30,598
Cash funds this year end 36,342 24,459 81 60,882 54,395
----- End of picture text -----
| Section B Statement of assets and liabilities at | Section B Statement of assets and liabilities at | the end of the period | the end of the period | |
|---|---|---|---|---|
| Categories B1 Cash funds |
Current Account Savings account Cash in Hand Details (agree balances with receipts and payments account(s)) Total cash funds |
Main fund to nearest £ 36,342 - - 36,342 OK |
Social fund to nearest £ - 24,459 - 24,459 OK |
Petty cash to nearest £ - - 81 |
| 81 | ||||
| OK |
CCXX R1 accounts (SS)
30/01/2023
1
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name Potten End Pre School Association members of On accounts for the year 31 August 2022 Charity no 1164830 ended (if any) Set out on pages
1 to 9
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/08/2022.
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
- 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:
-
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.
Date: 9/12/2022 Signed: Name: Alan Endersby Relevant professional ACA qualification(s) or body (if any): Address: Streets S J Males Limited, Basepoint Business & Innovation Centre, 110 Butterfield, Luton LU2 8DL
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 .
None.
October 2018
2
IER