HARPOLE PRE-SCHOOL
“Kind Hands, Kind Hearts, Fun Learning”
Harpole Preschool AGM – Tuesday 17[th] September 2023
Charity Number : 1183475
Registered Address : Old School Hall School Lane Harpole Northampton NN7 4DR
Board of Trustees :
Chairperson: Sharon Matthews Deputy Chair: Donna Tarry Treasurer: Nicola Farmer Secretary: Claire Davis Parent Trustee: Kate Gardner Parent Trustee: Chloe Cook
Structure, Governance and Management
The Charities governing document is the Foundation Model Constitution which came into effect from 15[th] November 2019.
All parents are invited to stand for elections as Trustees. Nominations, elections and appointments are made at the AGM in line with Charity Commission requirements, our constitution and procedures.
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
-
Promoting their education and promoting parental involvement
-
Promoting their health and wellbeing
-
Providing services to support them and their families and carers
Financial Review
This is a financial review for the year 1[st] September 2022 – 31[st] August 2023.
During 22-23 there were 65 children registered and the turnover for this period was £197480.85 and the expenditure was £215324.56 giving a deficit of £17843.71. We should take into consideration that after
Old School Hall, School Lane, Harpole, Northampton, NN7 4DR t: 07497 593241 e: Pmanager@harpolepreschool.co.uk
applying for some HNF during June 2023 we were awarded £11253.00 which wasn’t received until September 2023. There was also a payment to HMRC in November 2022 of £1417.41 which should have been made in the 21-22 period. If these payments had been made and received in the relevant financial year the deficit would have been £5173.30. In September 2022 a payment of £3220.69 was received that should have been paid in August 2022 which when taken into account gives an adjusted deficit of £8393.99.
We had a successful year fundraising with a total of £11095.12 being raised through a variety of events such as running a BBQ at the Scarecrow weekend, pamper evening, sponsored sleepover, Santa pull, quiz night, afternoon tea and an art exhibition. This meant we were able to spend £10445.74 on projects such as decorating the back room, replacing the roof on the covered play area over the mud kitchen and the purchase of a remarkable that just wouldn’t be possible without the fundraising. We reply upon our committee to help do this so if you don’t feel you have time to be a Trustee but would like to do some fundraising, we would really appreciate your support.
When I took over as BM at the beginning of June 2023 the 21-22 accounts were with the Independent Examiner. The Independent Examiner raised some queries within the Quickbooks accounts package which led me to review the financial recording systems that were being used. As a result I decided to go back to recording the finances on an Excel spreadsheet and I backdated the entries from September 2022. This should eliminate a lot of the queries that we had during the last audit. Whilst transferring the data over it needs to be noted that some paper receipts were found to be missing and these will be highlighted to the auditor, although there is no doubt that the purchases were for the purposes of the Preschool.
I reviewed the Parenta system which was used for calculating fees and funding and I decided not to use it for the 23-24 financial year so I went back to using a formulated excel spreadsheet.
The decision to stop using Quickbooks and Parenta has saved Preschool approx. £1500/year in subscription costs.
There is currently no reverse account so the paperwork to open the reserve account has been completed and posted to the bank. A relevant reserve policy needs to be decided on and ratified by the Trustees.
There are 2 bank accounts linked to the old charity in the name of Harpole Preschool which still have small amounts of money in them. The previous BM is looking into transferring the remaining funds to the current charity accounts and closing the old accounts down. This is in the process of being actioned.
The accounts are now ready to be passed to an Independent Examiner so they can filed with the Charity Commission in a timely manner.
If anyone has any questions or queries please feel free to ask me now or after the meeting.
Nicola Farmer
Old School Hall, School Lane, Harpole, Northampton, NN7 4DR t: 07497 593241 e: Pmanager@harpolepreschool.co.uk
Business Manager old School Hall, School Lane, Harpole, Northampton, NN7 4DR t.. 07497 595241 e. Pmanager@harpolepre5chool.co.uk
| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | Income and Expenditure for the year ended 31 August 2023 SEP OCT NOV DEC JAN FEB MAR APR MAY JUNE JULY AUGUST Income Fees 3816.39 4437.77 5070.89 3060.48 5562.99 4733.01 4584.89 3556.18 5730.82 5310.70 4819.78 1319.16 Voucher Funding 10205.86 7547.40 7547.40 7737.10 11238.61 11639.58 11859.76 9300.72 10074.53 11305.12 9719.49 9780.59 Higher Needs Funding 546.00 546.00 546.00 546.00 668.80 668.80 668.80 470.40 470.40 627.20 392.00 392.00 Notional SEN 242.06 261.55 261.55 261.55 389.46 403.35 410.98 0.00 0.00 0.00 0.00 0.00 EYPP 94.50 94.50 94.50 94.50 132.70 132.63 264.63 101.97 101.97 120.46 85.04 0.00 Ad hoc fees 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 35.75 6.00 169.88 SENCO 0.00 0.00 0.00 0.00 860.51 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Reg fees 0.00 0.00 0.00 210.00 70.00 0.00 0.00 0.00 0.00 716.60 80.00 40.00 Fundraising 3224.66 1275.00 546.55 0.00 1147.32 0.00 384.65 1483.77 435.67 356.00 0.00 2241.50 Forest School 160.00 440.00 240.00 0.00 40.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Old School Hall 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 394.14 0.00 347.48 DAF 0.00 0.00 800.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 828.00 Misc 12.90 460.00 140.80 0.00 0.00 0.00 40.00 37.01 48.00 3.00 0.00 156.14 Total Income 18302.37 15062.22 15247.69 11909.63 20110.39 17577.37 18213.71 14950.05 16861.39 18868.97 15102.31 15274.75 Expenditure Wages 10266.17 9757.72 9941.58 9773.70 10234.26 10705.19 10534.06 11527.64 12211.03 13431.46 12184.61 12242.64 HMRC 0.00 238.39 2325.85 1299.59 1454.54 1617.22 1625.31 1516.24 1213.57 1270.46 3229.50 979.85 Pension 303.46 269.08 268.42 307.23 297.31 305.15 314.72 312.11 329.62 894.17 547.66 479.39 Overtime 1557.44 972.11 848.49 1027.99 1103.94 421.67 178.78 1036.87 372.29 818.38 1453.38 418.38 2 Year Checks 31.05 31.50 0.00 0.00 0.00 20.60 0.00 0.00 60.10 14.90 49.20 0.00 Keyworkers 0.00 270.45 73.50 364.75 219.00 666.95 666.95 0.00 650.70 0.00 663.80 0.00 Petty cash 0.00 0.00 0.00 0.00 0.00 40.00 0.00 0.00 0.00 60.00 0.00 0.00 HNF 31.05 154.00 26.95 154.00 154.00 154.00 204.00 328.00 246.00 328.00 180.95 82.00 Notional SEN 0.00 23.37 149.57 105.84 874.41 116.10 1501.15 0.00 0.00 0.00 474.00 850.00 EYPP 0.00 0.00 0.00 0.00 325.00 75.00 0.00 100.00 200.00 150.00 175.00 0.00 Rent 1051.33 1051.33 1051.33 1051.33 1051.33 1051.33 1051.33 1051.33 1051.33 1051.33 1051.33 1081.33 OSH Broadband 0.00 0.00 0.00 0.00 0.00 0.00 0.00 48.00 0.00 0.00 0.00 98.00 Sage 32.40 32.40 32.40 32.40 32.40 32.40 32.40 32.40 32.40 32.40 34.80 34.80 Quickbooks 14.40 14.40 14.40 14.40 14.40 16.80 16.80 16.80 16.80 16.80 16.80 0.00 OSH 0.00 0.00 0.00 33.12 91.40 0.00 0.00 179.70 89.92 48.96 298.52 0.00 DBS 0.00 0.00 0.00 0.00 124.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Google Accounts 0.00 10.58 0.00 27.60 27.60 0.00 0.00 0.00 6.90 6.90 6.90 6.90 Parenta 100.79 0.00 100.79 0.00 201.58 201.58 0.00 99.59 99.59 0.00 99.59 99.59 Butterfly Learning Resources 23.49 10.48 161.52 10.22 18.11 59.36 233.89 32.97 5.99 141.86 38.88 0.00 Bumblebee Resources 16.00 3.58 34.31 23.60 7.75 17.47 33.47 38.47 34.35 0.00 0.00 0.00 Group Consumables 15.54 11.59 15.83 18.97 41.11 17.35 40.70 0.00 33.67 208.98 270.17 0.00 Intake 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 435.42 124.68 0.00 Tesco mobile 15.00 16.10 30.18 27.98 27.98 27.98 27.98 27.98 27.98 27.98 27.98 27.98 Broken Equipment 34.99 5.00 0.00 0.00 0.00 0.00 0.00 0.00 30.99 0.00 0.00 0.00 Insurance 689.29 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 931.59 Extra Curriculum 7.00 12.99 0.00 72.41 52.05 0.00 0.00 0.00 59.97 0.00 292.47 51.96 Uniform 0.00 0.00 0.00 0.00 381.55 0.00 118.13 0.00 0.00 0.00 0.00 717.66 Gifts 35.00 0.00 0.00 0.00 0.00 0.00 0.00 25.00 0.00 90.00 0.00 0.00 Kitchen & Cleaning 7.98 35.00 4.45 175.15 117.77 2.50 0.00 181.65 32.00 258.01 65.67 0.00 Catering & Snack 127.75 25.80 203.62 17.79 125.95 193.26 41.93 144.98 47.85 243.88 157.43 0.00 Admin 0.00 0.00 59.99 53.49 0.00 8.91 0.00 116.73 192.85 49.69 103.59 121.89 |
YTD 52003.06 117956.16 6542.40 2230.50 1317.40 211.63 860.51 1116.60 11095.12 880.00 741.62 1628.00 897.85 197480.85 132810.06 132810.06 16770.52 4628.32 10209.72 207.35 3576.10 100.00 2042.95 4094.44 1025.00 12645.96 146.00 393.60 172.80 741.62 124.00 93.38 1003.10 736.77 209.00 673.91 560.10 313.10 70.98 1620.88 548.85 1217.34 150.00 880.18 1330.24 707.14 |
2021/22 0.00 |
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| A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 53 | Fundraising Photocopier Training Subscriptions Forest School Wellbeing Misc/Others Total Expenditure Cash surplus/deficit |
1076.75 29.00 630.31 278.96 223.99 975.07 242.81 914.55 945.89 288.41 1093.00 3747.00 0.00 94.01 143.84 52.47 22.58 144.15 60.85 52.92 232.95 0.00 249.80 136.51 0.00 399.70 809.00 0.00 32.40 36.00 0.00 0.00 22.35 39.55 0.00 288.15 0.00 0.00 35.00 0.00 0.00 0.00 0.00 0.00 35.00 0.00 89.99 59.99 0.00 0.00 274.30 0.00 0.00 0.00 172.50 0.00 0.00 172.50 0.00 0.00 0.00 0.00 213.98 30.00 0.00 14.25 0.00 19.58 21.65 0.00 0.00 0.00 65.47 0.00 156.20 0.00 0.00 24.50 0.00 37.00 147.87 105.40 250.00 333.00 15502.35 13468.58 17605.81 14952.99 17256.41 16944.79 17097.76 17840.51 18451.61 20185.44 23229.70 22788.61 2800.02 1593.64 -2358.12 -3043.36 2853.98 632.58 1115.95 -2890.46 -1590.22 -1316.47 -8127.39 -7513.86 |
10445.74 1190.08 1627.15 219.98 619.30 299.46 1119.44 0.00 0.00 |
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| 65 | -17843.71 | 0.00 | |||||||||||||||
| 66 | Cash Balances Current account new Current account old Reserve account old Cash and Bank Balances Retained Surplus Brought Forward Retained Surplus/(deficit) for the year Retained Surplus carried forward |
0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 58093.73 58307.37 57329.25 54260.39 57114.37 57746.95 58862.90 55972.43 54382.21 53065.74 44938.35 37424.49 0.00 1380.00 0.00 25.50 25.50 25.50 25.50 25.50 25.50 25.50 25.50 25.50 1.91 1.91 1.91 1.91 1.91 1.91 1.91 1.92 1.92 1.92 1.92 1.92 |
0.00 44938.35 25.50 1.92 |
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| 71 | 58095.64 59689.28 57331.16 54287.80 57141.78 57774.36 58890.31 55999.85 54409.63 53093.16 44965.77 37451.91 |
44965.77 | 0.00 | ||||||||||||||
| 72 | 55295.62 58095.64 59689.28 57331.16 54287.80 57141.78 57774.36 58890.31 55999.85 54409.63 53093.16 44965.77 2800.02 1593.64 -2358.12 -3043.36 2853.98 632.58 1115.95 -2890.46 -1590.22 -1316.47 -8127.39 -7513.86 |
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| 76 | 58095.64 59689.28 57331.16 54287.80 57141.78 57774.36 58890.31 55999.85 54409.63 53093.16 44965.77 37451.91 |
37451.91 | 0.00 | ||||||||||||||
| 77 |
HARPOLE PRE-SCHOOL
“Kind Hands, Kind Hearts, Fun Learning”
Harpole Preschool AGM – Tuesday 17[th] September 2023
Charity Number : 1183475
Registered Address : Old School Hall School Lane Harpole Northampton NN7 4DR
Board of Trustees :
Chairperson: Sharon Matthews Deputy Chair: Donna Tarry Treasurer: Nicola Farmer Secretary: Claire Davis Parent Trustee: Kate Gardner Parent Trustee: Chloe Cook
Structure, Governance and Management
The Charities governing document is the Foundation Model Constitution which came into effect from 15[th] November 2019.
All parents are invited to stand for elections as Trustees. Nominations, elections and appointments are made at the AGM in line with Charity Commission requirements, our constitution and procedures.
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
-
Promoting their education and promoting parental involvement
-
Promoting their health and wellbeing
-
Providing services to support them and their families and carers
Financial Review
This is a financial review for the year 1[st] September 2022 – 31[st] August 2023.
During 22-23 there were 65 children registered and the turnover for this period was £197480.85 and the expenditure was £215324.56 giving a deficit of £17843.71. We should take into consideration that after
Old School Hall, School Lane, Harpole, Northampton, NN7 4DR t: 07497 593241 e: Pmanager@harpolepreschool.co.uk
applying for some HNF during June 2023 we were awarded £11253.00 which wasn’t received until September 2023. There was also a payment to HMRC in November 2022 of £1417.41 which should have been made in the 21-22 period. If these payments had been made and received in the relevant financial year the deficit would have been £5173.30. In September 2022 a payment of £3220.69 was received that should have been paid in August 2022 which when taken into account gives an adjusted deficit of £8393.99.
We had a successful year fundraising with a total of £11095.12 being raised through a variety of events such as running a BBQ at the Scarecrow weekend, pamper evening, sponsored sleepover, Santa pull, quiz night, afternoon tea and an art exhibition. This meant we were able to spend £10445.74 on projects such as decorating the back room, replacing the roof on the covered play area over the mud kitchen and the purchase of a remarkable that just wouldn’t be possible without the fundraising. We reply upon our committee to help do this so if you don’t feel you have time to be a Trustee but would like to do some fundraising, we would really appreciate your support.
When I took over as BM at the beginning of June 2023 the 21-22 accounts were with the Independent Examiner. The Independent Examiner raised some queries within the Quickbooks accounts package which led me to review the financial recording systems that were being used. As a result I decided to go back to recording the finances on an Excel spreadsheet and I backdated the entries from September 2022. This should eliminate a lot of the queries that we had during the last audit. Whilst transferring the data over it needs to be noted that some paper receipts were found to be missing and these will be highlighted to the auditor, although there is no doubt that the purchases were for the purposes of the Preschool.
I reviewed the Parenta system which was used for calculating fees and funding and I decided not to use it for the 23-24 financial year so I went back to using a formulated excel spreadsheet.
The decision to stop using Quickbooks and Parenta has saved Preschool approx. £1500/year in subscription costs.
There is currently no reverse account so the paperwork to open the reserve account has been completed and posted to the bank. A relevant reserve policy needs to be decided on and ratified by the Trustees.
There are 2 bank accounts linked to the old charity in the name of Harpole Preschool which still have small amounts of money in them. The previous BM is looking into transferring the remaining funds to the current charity accounts and closing the old accounts down. This is in the process of being actioned.
The accounts are now ready to be passed to an Independent Examiner so they can filed with the Charity Commission in a timely manner.
If anyone has any questions or queries please feel free to ask me now or after the meeting.
Nicola Farmer
Old School Hall, School Lane, Harpole, Northampton, NN7 4DR t: 07497 593241 e: Pmanager@harpolepreschool.co.uk
Business Manager old School Hall, School Lane, Harpole, Northampton, NN7 4DR t.. 07497 595241 e. Pmanager@harpolepre5chool.co.uk