2020-07-31-accounts - The Woodland Pre-School (Downley) CIO

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Minutes - The Woodland Pre School AGM

Wednesday 9[th] December – 8pm via Zoom

The Woodland Preschool

Attendees

Katy White, Karen Pearson, Julia Rouse, Angela Goodman, Viki Hockley, Stephanie Koch, Sarah Cristinziano, Charlotte Gaggiano, Nathaneal Gaggiano

Welcome

Katy welcomed everyone to the AGM.

Minutes of the last AGM

Karen read the minutes of the last AGM. There was an error highlighted in the figures given for the opening and closing amounts of the committee fundraising account in the Treasurers report section – the amounts were switched and it should have read ‘The committee started the academic year with a bank balance of £5641.89…….Committee current bank balance as at 31[st] August 2019 is £7033.90.’

Other than the above point the minutes were agreed to be true and accurate. There were no action points from the last AGM.

Leaders Report

Katy presented the leaders report Reflections on 2019/20

1. Children

Last September saw us start off the academic year with 37 children on roll, increasing to 41 after Christmas and we should have had 49 in total for the summer term. However, some of them delayed their start due to Covid, and some were already at another setting and the advice was not to attend more than one setting due to Covid so we lost some children due to this. In the summer we had 29 children leaving Woodlands to go to school.

2. Staff

In January Malar left to undertake a full-time job at a primary school. Our other temporary member of staff, Alison also became busy doing more hours in her other jobs and as the summer term is usually our busiest with roughly 30 children per day, we planned on employing another member of staff to start after Easter and had arranged interviews for the week that lockdown commenced. These interviews didn’t take place and as our numbers are always reduced in September due to the high numbers of leavers at the end of July, we did not need to employ another member of staff. At the end of June, our then longest serving member of staff, Julie, retired. , we couldn’t give her the big send off she deserved due to the pandemic but the parents generously donated money, gifts and recorded lovely messages for her.

3. Activities

As well as providing a full curriculum for the children we arranged several outings. Last year we made trips to the Common to see the seasonal changes & add wood to the bonfire and but we couldn’t hunt for bluebells and badger setts like we would normally, due to the pandemic. We also watched the Early Years children at the Downley School in their Christmas Concert but didn’t take part in the Art Show unlike previous years.

We welcomed the Firemen from White Watch and had music sessions with some very talented and kind parents We also supported Children In Need and Red nose day. We continued our half termly Mindfulness and Yoga sessions with Jo Clarke, Rugby sessions from Coaches Carl and Tom from the Rugby Tots company and Minimoves dance sessions led by Natasha up until we went into lockdown. The children really enjoy these extra-curricular sessions and we can’t wait until government guidelines say we can continue them.

4.Administration

Woodlands is a pre-school for 2, 3 & 4 year old children. The running of it does not differ from a main stream school - we have limited funding which has to be budgeted and spent wisely, we need to keep up to date with changes in education, attend training courses and meetings, keep policies and adhere to procedures that cover every aspect of school life. Until 2019, Woodlands was a committee run preschool, however the decision was made to become a CIO (Charitable Incorporated Organisation) with a board of trustees overseeing things as committees changed every year and it was felt the continuity of a board of trustees would be beneficial.

5.Parents

We are very lucky to have a lovely set of parents who are very supportive. They accompany us on our walks, attend meetings such as Parents Evenings and, of course, raise funds to help purchase new toys & equipment, repair our buildings and generally keep Woodlands ticking over! We are particularly grateful to our parents who give up their time to form the fundraising committee. We have had a small but extremely hard-working committee this year and want to say a very heartfelt thank you to all of them. Sadly Covid put paid to lots of their plans last year.

6. The future

For the last few years parents have been able to claim up to 30 hours of free childcare per week if they both work and meet certain criteria. We have been able to offer 27 hours of childcare for the last year. It is still not financially viable for us to run a Friday afternoon session as there is not enough interest. This may change in the future and we will continue to ask parents about sessions required.

Although last year was financially successful there are certain parts of Woodlands that need updating or replacing especially the summerhouse that is now over 10 years old. This could potentially cost several thousand pounds to buy and have professionally installed and will require long-term fundraising so we really need the support of our parents and committee members to help us - as they always do!

Administrator’s Report

Karen presented the administrators report. The income and expenditure for the year is included in the appendix.

For the year to the end of August 2020 we are very pleased to say that we made a profit of £10,400. This is despite the fact that we did not have children attending Woodlands during lockdown. Fortunately, Bucks County Council paid the funding based on the amount of children we were due to have for the summer term which is the main reason for this profit.

Financial commitments continued in the form of Sage for payroll administration, an accounts package, DBS checks for existing staff members and volunteers, training updates for staff, membership of the Early Years Alliance as well as general every day consumables and equipment costs. With regards to our rent at the Guide and Scout Centre we started the year on a reduced rent rate which had previously been agreed. As we did not open for the first half of the summer term due to the pandemic we agreed with the Guides and Scouts to pay half of our rent amount for this period. This was because although we did not actually open we were technically open for Key worker children but in the end none of our children required this provision. When we reopened in June for the second half of the summer term we only opened for the morning sessions so only paid rent for the hours we were open.

Main differences in income/expenditure from last year:

BCC funding increased and parents fees decreased – due to having more funded children on roll and less fee paying 2 ½ year olds.
Milk cost/refund less due to us not being open for ½ a term and having reduced numbers for the second half of the summer term
Gift aid – this is the gift aid claim for the sponsored bounce held in the previous year and also on donations made in the academic year to August 2020
Committee – money from izettle for the Christmas fair and Waitrose community matters money that came into main account that was transferred over to the fundraising committee account along with sponsored bounce money that was paid into main account
‘Other income’ – this is donation money for Julie’s retirement and also money for leavers tote bags. The donation money was used to buy a gardening voucher for Julie and the leavers tote bag money covered the cost of having them made
Salaries were less this year than last as staff were paid the same wages for the summer term as for the spring term and there would normally be an increase in wages due to new starters and needing extra staff. This obviously also affects PAYE, NI and pension payments. We didn’t furlough any members of staff as we still received the BCC funding which covered wage costs
We spent extra money on advertising this year by having a banner made and also getting some leaflets printed to increase the number of new starters.
The extra curricular activities (yoga, mini moves and rugbytots) came out of the main account this year as they are covered by parental donations, previously these costs have been covered by the fundraising account.

Trustee’s Report

Julia and Angela presented the trustee’s report.

Good Evening. My name is Julia Rouse and I am one of the trustees of the Woodland Pre-School. For those of you who don't know me, I was the leader at Woodlands before Katy - a position I loved and the reason I stayed for 25 years!

Background to CIO

Woodlands were registered as ‘The Woodland Preschool (Downley) CIO’ with Ofsted on 16[th] October 2019. Prior to this, Woodlands was an unincorporated registered charity run by a professional team of staff and overseen by a committee of parents elected at the AGM each September. The appointment of the committee was essential to the continued running of Woodlands - we always managed to secure a willing band of volunteers but there was the concern that we might not be able to open the next morning if we hadn't!

Woodlands officially registered as a Charitable Incorporated Organisation on 12th February 2019. Although it had operated as a registered charity for over 40 years, the change to CIO status gave the Woodland Pre-School its own legal identity and removed the liability on the individual committee members. The tenure of the elected governing body did not end after each year thus giving the preschool stability and continuity.

The role of the trustees

So what do we do? Well, the trustees have the role of being "Guardians of Purpose" which means that we put the needs and best interests of Woodlands at the heart of our decisions. We have a duty to safeguard the charity's assets which include those that are physical, financial and intangible such as it's reputation.

This year has been unlike any other and meant that the trustees were involved in the decision if and when to re-open Woodlands following the lockdown in March. All the relevant issues including the over-riding ones relating to everyone's health and safety, the advice from SAGE and the Government, were discussed at great length before deciding on an appropriate course of action. No doubt there will be other decisions to be made in the future - hopefully not as unexpected and difficult as this year!

The Governing Body The trustees are:

Angela Goodman - Angela's daughter Izzy was at Woodlands from 2018-19. Angela was the treasurer on the Committee during this time. She has a background in education as an experienced secondary school teacher.

Angela's second daughter, Anna, will be due to start at Woodlands in 2022.

Viki Hockley - Viki's two children, Charlotte & Daniel, were both pupils at Woodlands and are now at primary school. Viki was the secretary on the committee twice.

Stephanie Koch - Stephanie's son Matthew was at Woodlands a few years ago and her daughter Sophie is following in his footsteps. Stephanie is studying to be a mid-wife ensuring Woodlands stays in business for many years to come!

Daniela Dina- Riain - Daniela has 2 children, the youngest Alexei was at Woodlands in 2018/19. She is studying for a degree in alternative therapies.

Karen Pearson - Karen is the administrator at Woodlands, a position she has made her own since October 2018. Karen's daughter Ellie was at Woodlands a few years ago and her son Josh is now with us.

Katy White - Katy was appointed as the Deputy Leader at Woodlands in April 2018 and became Leader in April 2019 when Julia retired. Katy has 2 daughters who came to Woodlands several years ago.

Hand over to Angela

When we became a CIO in February we also had one further trustee – Sinead Sillars – who had been on the committee at Woodlands for two and a half years at that point. Sinead stepped down in the summer after three years of service and we’d like to formally thank her for all the work that she did for us. We wish her well.

We would also like to offer our thanks to the outgoing fundraising committee who did some fantastic work in the last academic year, as well as the fundraising committees of the previous three years. Their cumulative efforts allowed us to purchase the new climbing frame for the outside area which has been a long-term goal. We are delighted that the children have been able to benefit from that over the summer months and into this year.

We’d like to commend Katy, Zoe and all of the staff here at Woodlands for the fantastic work that they put in over the last academic year, especially in the particularly challenging circumstances of the latter six months. Whilst the pandemic forced us to close in March, Katy and the team were determined that we would reopen in the summer, in order to be able to continue to support local families and provide a safe space for local children to learn and have fun. With a lot of hard work and creativity, they found ways to make that possible. We would like to thank them for their dedication and resolve throughout that time.

Since September we have been able to open Woodlands up further and to allow some sense of normality back, with all of the children being able to join together. Nevertheless, the pandemic continues to pose challenges both logistically and financially. The staff have risen to these challenges and we are lucky to be in a relatively stable position leading into the new year. We’d particularly like to thank Karen, as well as Katy, for all of the work that has gone on behind the scenes to ensure that we can maintain that stability. We are not yet out of the woods in terms of the current restrictions but we have much hope that in 2021 we will be able to return to a much more normal way of functioning.

Woodlands is a very special place and we are all proud of how everyone involved in its running has pulled together this year, despite the many difficulties which 2020 has thrown at us. We look forward to what the future holds for us all.

Fundraising Committee Report

Stephanie presented the fundraising committee report please find attached.

Unfortunately many of the activities the fundraising committee had planned were unable to take place due to the pandemic. However they did manage to make over £2000 from the events that did happen. We also managed to purchase a new play tower with money raised by this committee and previous years committees.

Any Other Business

Nathaneal mentioned that he may have a contact that could help with replacing the summerhouse and would get us an idea of how much it might cost.

Appendix

The Woodland Pre-School For the year ended 31 August 2020 Profit and Loss

INCOME 2020 Incoming Resources from Charitable Activities	INCOME 2020 Incoming Resources from Charitable Activities	INCOME 2020 Incoming Resources from Charitable Activities
Bucks CountyCouncil Funding		£92,156.02
Parent Fees		£12,105.71
Milk Refunds		£396.00
Bank Interest		£54.84
Donations		£925.80
Gift Aid		£390.43
Uniform Sales		£658.83
Commission		£102.34
Committee		£407.56
Other		£281.00

	Subtotal	£107,478.53

	Incoming Resources from Fundraising	Incoming Resources from Fundraising	Incoming Resources from Fundraising	Incoming Resources from Fundraising
	Fundraisingactivities				£2,366.31

	Total IncomingResources				£ 109,844.84
	EXPENDITURE Resources expended for charitable actitivies				2020

	Salaries				£75,384.36
	PAYE & NI &pensions				£3,676.61
	Rent				£5,818.50
	Equipment				£396.52
	Milk				£399.75
	Subscriptions and Licences				£405.20
	Insurance				£667.52
	Printingand Stationery				£510.60
	Postage				£31.39
	Training				£718.00
	Bank Charges				£2.50
	Other				£290.70
	DBS Checks				£112.00
	Legal & Professional Charges				£95.00
	Gifts				£78.78
	Consumables				£273.35
	Snacks				£76.60
	Broadband Connection				£462.12
	Uniform				£175.44

To committee Account				£642.50
HR Consultant/Website				£100.00
Advertising				£114.18
Extra curricular activities				£514.00
				£90,945.62

	Resources Expended on Fundraising Activities	Resources Expended on Fundraising Activities	Resources Expended on Fundraising Activities	Resources Expended on Fundraising Activities
	Equipment				£7,860.03
	Events				£445.57
	Transfers topre-school				£193.03
					£ 8,498.63

	Total resources expended				£ 99,444.25

	Profit/Loss				£ 10,400.59

Treasurer’s Report

1[st] September 2019- 31[st] August 2020

Bank Balance as at 1[st] Sept 2019 from previous years committee £6916.35

Funds raised from:

Christmas Fair	£1,234.72
Wycombe Lotto	£288.50
Easy Fundraising	£199.51
Waitrose Community Partners	£333.00
Sponsored Bounce (from previous year)	£259.50
Izettle payments into main account	£51.08
Total	£2,366.31
Expenditure:
Christmas Fair	£212.81
Christmas party entertainer	£180.00
USBs and DVD’s for concert recordings	£28.98
Play tower	£7,860.03
Easter disco expenses	£23.78
Izettle payments transferred to main account (from previous year)	£193.03
Total	£8,498.63

Balance in bank as at 31[st] August 2020: £784.03

CHARITY COMMISSION FOR ElAND ANO WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteosl members of On accounts for the year onded 3181 July 2020 Charity no (If any) 1181991 Set out on pages 1to9, I report to the trustees on my examination of the accounts of the above charty (Yhe Twst") for the year ended 3141 July 2020. Responsibilitlos and basis of rnport As the charty's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charrties Act 2011 (1he ACY). I report in respe¢# of my examination of the Trust's accounts carried out under section 145 of the 2011 Ad and in carrying OLrt my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5}{b) of the Act. Independent •xaminer's statement I have completed my examination. I confim) that no material matters hav8 come to my attents.on in connection with the examination whith gives me cause to telieve that in, any material respect". the accounting records were not kept in accordance with section 130 of the Charrties Act. or the accounts did not accord wrth the accounting records,. or the accounts did not compty with the applicable requirements ¢onceming the fom and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a Inje and fair, view which is not a matter considered as part of an independent examination. I have no cwcerns and have come auoss no other matters in conne¢tion with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Slgned: Date: Name: Marina Legge Relevant professlonal qualification{s) or body lif any): ACCA Address: G02 Terriers House. Amersham Road High Vlycombe Bucks HP13 SKI

CHARITY COMMISSION FOR ENGLAND AND WALES The Woodland Psth0 It)rthnley} CIO Charbty No 1181991 Annual accounts for the eriod Ped slart dots data 31ffj7r2020 Section A Statement of financial activities Recomm•nd categorn• by •ctivity Urnotricted Sn¢ome Endowment fvnd• fvnd• furKl• Totsl fvnd• Prfor y••r fund• Incomlng rn8our¢e8 (Note 3) F01 F02 F03 F04 F05 n¢fm• and ondowm•nts from.. 1,186 105,8 Ch81itably&thit 105,8C6 2.267 Total Re8ourco8 0xpended (Note 6 Exwidrturn on: RaipAng S07 109,313 109313 8.499 83.617 8,499 83.617 Slo hw S11 Total S12 Net Incom•l{expondlturel b•for• Investment gaSnsl{1088e81 S13 17.197 17,197 Net g11(68) S14 Net incomel{expendltuvo) Extraordlnary ttem$ Transfern between funds Other rn¢ognisBd galnl{bosw): S15 17.197 17,197 S16 $17 0th8rg8iWIIcsos} S19 Net movomont in funds Reconciliation of funds.. Totsi rund$ l(wrd Total funds carrled lonvard SZ2 17,197 17,197

Section B Balance sheet Unvostrict•d incw Endowment Total th1• fund• fund¥ funds Totsl last Fixed assets Intangible assets Tangible assets Heritage assets Investments F01 F02 F03 F04 F05 (Note 151 {Notg 141 (Note 16) (Note 17) Total fixed assets Current assets Sto¢k8 (Note 181 Debtors (Note 191 Investments (Note 17.4) Cash at bank and in hand {Note 24) Total curnnt assets 810 ,895 48. Creditors: amounts falling due wlthin one year {Note 201 Net current asS(lIbII1rfesJ 812 Total assets less current Ilabllltle$ 813 Creditors: amounts falllng due after ono yoar (Nots 20) Provlslon8 for liabilities 814 B15 Total not assets orllabllld Funds of the Charity Endonent funds (Note 27) RtrIcted Income funds (Mots 271 Unrestricted funds Revaluation reserve B16 48,895 48,895 817 818 819 48.895 48.895 Total fund$ 821 48.895 48,895 sIgr by one ¢y trhti trustees M behalf of all the trustees Date of approval ddlmml &gnature Print Name CC17a (Excel) 20112r2020

Sectioii C NotÈS lo the accoiiiits Icontl Not? 3 Analyjis of income Donation8 and 1•g•¢1••: Dona'on$ and aCi8S General grnnts provthd by gONyrnrrnvoth charitses Memtership subscripiiorts and KshI are in sub5tanc don&tr)ns Donated oods. facylths and services Oth81 Totsi 1.1 1,186 Charllablo activlU••.' 104.446 104.446 Unrforrn sales Comm1s6ion Othgr 102 675 102 875 Total 105, Oth•r tradlng activitieB: Totsl In¢om• frorn In¥Mtnnts.. Int•r•tsi inojrr Dividend incom8 Rental and a51 ino T4)1•1 Soparats mat•ril il•rn of Incorn•: Fundraisi Totsl Gam on tjffjpwl of a t4ngi a58et heb lor cha Gain on (Iwsal of a progr•Trrn r•L•t• investrn8nt Royath'es frcyn the gpbrf•lb)n of intelKb ro Totsl TOTAL INCOME CC17a IE 2011212020

Sectioi) C Notes to the accounts Not• 10 Detsils of certaln It•ms of exw1dlre 10.1 F80$ for examlnatlon of the accounts Pleas• provlde detalls of the amountpaid for•ny statsrtory •xtonMI s¢ruthyof accounts and othersérvlces pmvld•d byy0ur1nd8pth1 examingr. Mnothlng w•s paldplease •nt•r Il'in lh• •pp1w1 IK)x(•s). Th1• y•ar L•#t y•ar Ind•p•nd•n¢ oxamlns A8$urnn Mrvl¢•• ¢>th•r than audm or ind•pand•nt •xamlnatlon Tax ad•ory fws Oih•r fem (for oxamplo: fln•ncl41 d¥lc•, ¢onwtt•ncy. accountsw Mrvlc••} p•kl t¢ tho ind&p•nd•nt •x•minor CC17p (Ex> X¥1212020

Section C Notes to the accounts Icontl Note 11 Pald employees Please complete thls note rfthe charity Ihgs any employees. 11.1 SLiff Costs This year Last year Salarles and wages Social securlty costs Pension costs (deflned contrlbutlon scheme) Other ernployee benefits 69,562 3,313 Total staff costs 72,875 Thls year: Pleaso provlde detslls of expendlture on staff worklng for the charity whose contracts are wlth and are pald by a related party Last year: Please provlde detalls of expendlture on staff worklng for the charlty whose contracts are with and are pald by a related party Please give details of the number of employees whose total employee benefits (excludlng employer pension costs) fell within each band of £10,¥ from £60.1K¥l upwards. ff thern are no such transactions, please enter Yrue. in the box pmvided. No employees received employee benefits (excludlng employer penslon costs) for the reporting perlod of more than £60,000 Band Number of employees Thls year Last year £60,000 to £69,999 £70.000 to £79,999 £80.000 to £89,999 £90.000 to £99,999 £100,000 to £109,999 Thls Last Please provide the total amount pald to key management personnel (Includes trustees and senlor management) for their serllces to the charlty. For specific amounts paid to trustees, see Nole 28. CC17a (Excell 2011212020

11.2 Average hoad count in the year The parts of the charlty In whlch the èmployo09 work Thls year Number Last year Number Fundraisin Charitable Activities Governance Other Totsl 11.3 ExratIa payments to employees and othern lexcludlng trustees) Please complete if an ex-gratia payment is made. Please explaln the nature of the payment Thls year Last year Please stste the legal authorlty or reason for making the payment Thls year Last y&¥r Thls year Last yèar Please state the amount of the payment (or value of any walver of a rlght to an asset) CC17a (Excel) 2011212020

11.4 Redundancy payments Please complete M any redundancy or temilnation payment is mado in the pwiod. This year Last year Totsl amount of payment The nature of the payment (cash, asset etc.) This year Last year The extent of redundancy fundlng at the balance sheet date Please state the accountlng pollcy for any redundancy or terniination payments CC17a {Excel) 2011212020

Section C Notes to the accounts Iconti Note 24 Cash at bank and In hand Th18 ye•r Last year Short tern cash inveslments I18 than 3 months maturlty dat•) Short tèmi deposits Cash at bank and on hand Other Totsl 48.895 CC17a (Excel) 2011212020

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