**Trustees' Annual Report for the period**
Period start date 01 08 2021
**From To**
Period end date 31 07 2022
## Section A Reference and administration details
**Charity name** Woodchester Playgroup
**Other names charity is known**
**by**
**Registered charity number (if any)**[292714 ]
**Charity's principal address** Church Road
North Woodchester
Stroud
**Postcode GL5 5PD**
## **Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
13|**Trustee name**|**Office (if any)**|**Dates acted if not for a whole**
**year**|**Name of person (or**
**body) entitled to**
**appoint trustee (if**
**any)**|
|---|---|---|---|---|
||Rachel Jane Lee|Chair|01.10.20 - Present||
||EmilyBirch|Member|25.11.21 - Present||
||Erin Windless|Treasurer|28.05.2022 – Present||
||Menna Jenkins|Member|02.10.2022 - Present||
||Sam Hart|Member|02.10.2022 – Present||
||Rachael Merrett|Secretary|02.10.20 – 02.10.2022||
||Rose Anna Mitchell|Member|01.08.19 – 02.10.2022||
||Rebecca Anthony|Member|25.11.21 – 02.10.2022||
||Rosa Barratt|Member|29.04.21 – 16.11.2022||
||Ella Gillingham|Member|29.04.2021 – 23.02.2023||
||||||
||||||
## **Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
## **Names and addresses of advisers (Optional information)**
**Type of adviser Name Address**
**Name of chief executive or names of senior staff members (Optional information)**
**TAR**
1
July 2020
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Constitution adopted 17 April 1985 as amended 9 November 2000, 10 Type of governing document June 2008 and October 2019 (eg. trust deed, constitution) Association How the charity is constituted (eg. trust, association, company) The Trustees are elected at the annual AGM Trustee selection methods
- (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
Woodchester Playgroup is a member of PATA, a membership You **may choose** to include organisation with member groups drawn from the childcare sector in additional information, where Gloucestershire. relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
The Committee Handbook is annually reviewed to enable a complete handover of information and an in-depth introduction to the roles and responsibilities of the Committee.
PATA Training is also made available for members to undertake throughout the year.
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
To enhance the development, care and education of children primarily under statutory school age and children and young people of school age by encouraging parents to understand and provide for the needs of their children through community (voluntarily managed) groups and by
(a) offering appropriate play facilities and training courses, together with the right of parents to take responsibility for and become involved in such **Summary of the objects of the** groups' activities, ensuring that such groups offer opportunities for all **charity set out in its** children, whatever their race, culture, religion, means or ability. **governing document**
(b) encouraging the study of such needs of such children and their families and promoting public interest in and recognition of such needs in the local area.
- (c) instigating and adhering to and furthering the aim of PATA.
**TAR**
2
July 2020
|**Summary of the main**
**activities undertaken for the**
**public benefit in relation to**
**these objects (include within**
**this section the statutory**
**declaration that trustees have**
**had regard to the guidance**
**issued by the Charity**
**Commission on public**
**benefit)**|Preschool children between the ages of 2 years, 9 months and 4 years
can learn through play at the playgroup. The playgroup helps children
learn essential communication, problem-solving, and social interaction
skills. It also allows children to make friends and develop a sense of
community. It provides parents with a safe and supportive environment
for their children to learn and grow.
Playgroup sessions are held five days a week during term time in
Woodchester and the surrounding villages.
All decisions are made with due regard to the guidelines on public
benefit. Furthermore, these sessions are designed to positively impact
the local community, fostering a safe and supportive environment for
families..|
|---|---|
## **Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
**TAR**
3
July 2020
## Section D Achievements and performance
**Summary of the main achievements of the charity during the year**
21/22 was a successful year for the playgroup. Over the year, the playgroup has increased staffing, providing children with better and more personalised care, which is essential for the development of children. The Playgroups numbers continue to grow, and for the first time in 5 years, Woodchester Playgroup has a waiting list and children already booking in for September 2023; this is a testament to the Play leaders continued efforts to ensure that we operate one of the best settings in the area.
We now have a vibrant outdoor space for the children to learn and play. The playgroup has successfully fundraised and secured matched giving, allowing us to develop our outdoor space. This included landscaping existing areas, installing bug-shaped chalkboards and painting the fences, making the space brighter, and improving access. A new mud kitchen was also installed, allowing children to explore the outdoors and develop their imaginations.
Our toddler group continues to be held in the school holidays, and the sessions continue to be an excellent success and very popular.
**TAR**
July 2020
4
## **Section E Financial review**
£30,000 (a term's running costs) is reserved to cover any **Brief statement of the** significant unforeseen costs. This amount would comfortably cover **charity’s policy on reserves** statutory redundancy payments for all staff.
**Details of any funds materially in deficit**
## **Further financial review details (Optional information)**
The bank balance at the yearend was comfortably more than the You **may choose** to include required reserves. Detailed cash flow forecasts are maintained, and we additional information, where are confident that the playgroup remains sustainable going forwards. relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
- investment policy and objectives including any ethical investment policy adopted.
## **Section F Other optional information**
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s) Erin Windless Full name(s) Rachel Lee Position (eg Secretary, Chair Treasurer Chair, etc) Date** 22/05/2023
**TAR**
July 2020
5
**----- Start of picture text -----**
Woodchester Playgroup 292714
Receipts and payments accounts CC16a
For the period 01-Aug-21 31-Jul-22
To
from
Section A Receipts and payments
Unrestricted Restricted Endowment Total funds Last year
to the nearest £ to the nearest £ to the nearest £ to the nearest £ to the nearest £
A1 Receipts
Grants 77,680 - - 77,680 52,186
Fees 9,619 - - 9,619 12,869
Hall Hire 2,794 - - 2,794 -
Other - - - - 288
Fundraising 1,621 - - 1,621 86
Donations 619 - - 619 1,911
- - - - -
- - - - -
Sub total (Gross income for AR) 92,333 - - 92,333 67,340
A2 Asset and investment sales,
- - - -
- - - - -
Sub total - - - - -
Total receipts 92,333 - - 92,333 67,340
A3 Payments
Employment Costs 56,415 - - 56,415 47,253
Premises Costs 3,485 - - 3,485 5,569
Trips - - - - -
Professional Fees 4,686 - - 4,686 3,090
Insurance 2,311 - - 2,311 2,138
Refreshments 947 - - 947 375
Consumables 1,527 1,527 1,393
Subscriptions 211 211 477
Fundraising Costs - - -
Printing, Postage and Stationary 190 190 179
Other Costs 215 - - 215 918
- - - - -
- - - - -
Sub total 69,987 - - 69,987 61,392
A4 Asset and investment
Equipment 604 - - 604 613
- - - -
Sub total 604 - - 604 613
Total payments 70,591 - - 70,591 62,005
Net of receipts/(payments) 21,742 - - 21,742 5,335
A5 Transfers between funds - - - - -
A6 Cash funds last year end 58,894 - - 58,894 53,558
Cash funds this year end 80,636 - - 80,636 58,893
**----- End of picture text -----**
|**Section B Statement of assets and liabilities at the end of the period**
|**Section B Statement of assets and liabilities at the end of the period**
|**Section B Statement of assets and liabilities at the end of the period**
|**Section B Statement of assets and liabilities at the end of the period**
|**Section B Statement of assets and liabilities at the end of the period**
|
|---|---|---|---|---|
|**Categories**
**B1 Cash funds**|Bank Account
(agree balances with receipts and payments
account(s))
**Details**
Cash Balances
**_Total cash funds_**|**Unrestricted**
**to nearest £**
**80,135**
**188**
**-**
**80,323**
Agreement Error|**Restricted**
**to nearest £**
**-**
**-**
**-**
**-**
OK|**Endowment**
**to nearest £**
**-**|
|||||**-**|
|||||OK|
22/05/2023
CCXX R1 accounts (SS)
1
|Signed by one or two trustees on
**B3 Investment assets**
**B5 Liabilities**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**|Laptop - HP
**Details**
Outside Play equipment
Payroll
PAYE
Garden Improvement Works - committed
Signature
Fees Owing
**Details**
Original Cost of Rollalong Building
Building refurbishment
Garden Refurbishment
Free Flow Curtain
Digital Camera
9 Bin organiser
Kitchen Equipment
Play Equipment
Learning Books
Shed
Laptops
**Details**
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**Cost (optional)**
**-**
**-**
**-**
**Fund to which**
**Cost (optional)**
Unrestricted
**4,500**
Unrestricted
**52,733**
Unrestricted
**11,723**
Unrestricted
**359**
Unrestricted
**100**
Unrestricted
**151**
Unrestricted
**261**
Unrestricted
**658**
Unrestricted
**1,547**
Unrestricted
**292**
Unrestricted
**1,117**
Unrestricted
**711**
Unrestricted
**530**
**Fund to which**
**Amount due**
Unrestricted
Unrestricted
**499**
Unrestricted
**15,000**
Unrestricted
**-**
Print Name
Rachel Lee
Erin Windless|**Endowment**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**Current value**
**-**
**-**
**-**
**Current value**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**When due**
Sep-22
Sep-22
Date of
22/05/2023
22/05/2023|
|---|---|---|---|
22/05/2023
CCXX R2 accounts (SS)
2
## **Independent examiner's report on the accounts**
**Section A Independent Examiner’s Report**
|**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**|Charity Name
Woodchester Playgroup|Charity Name
Woodchester Playgroup|Charity Name
Woodchester Playgroup|
|---|---|---|---|
|||||
||31stJuly 2022|**Charity no**
**(if any)**|292714|
|||||
||(remember to include the page numbers of additional sheets)|||
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31/ 07 / 2022** . **Responsibilities and** As the charity's trustees, you are responsible for the preparation of the **basis of report** 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 all 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 in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
the accounting records were not kept in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection 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.
* _Please delete the words in the brackets if they do not apply._ **Signed: Date:** 19/02/2023 **Name:** Leah Farrer, Farrer Financials Limited **Relevant professional** CIMA **qualification(s) or body (if any): Address:**[Brook House, Toadsmoor Road, Brimscombe, Stroud, Gloucestershire, GL5 ] 2TB
**Oct 2018**
**IER**
1
## **Section B Disclosure**
Only complete if the examiner needs to highlight material 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** .
**Oct 2018**
**IER**
2
## **Chairs Report AGM October 2022**
Firstly, I would like to thank the Staff and Committee members for a successful year. During the last year, we have welcomed new staff, extended our hours of provision and re-invested in the setting, refreshing the outdoor space and making good areas of unsafe decking.
## **Staffing**
This year we welcomed Wendy and Frankie to our playgroup family; both arrived with a wealth of experience to compliment our current staff and have added to the caring, supportive and adventurous environment we provide to local families. With sadness, Alyson, our Deputy Playleader, served notice on her position, leaving the setting at the end of September 2022 to start a new life in Ireland. Alyson will be greatly missed, but we wish her every success in her next chapter. However, with change comes great opportunity, and we welcome Cherril to the management team; Cherril has been with the setting since 2017working as a play assistant and Senco and the committee are delighted to be able to offer Cherril this opportunity and look forward to supporting her during her period of transition and look forward her fresh perspective on provision and sustainability.
For the first time in 5 years, Woodchester playgroup has a waiting list and children already booking in for September 2023; this is a testament to Bev’s continued efforts to ensure that we operate one of the best settings in the area. In recognition of all staff efforts, this year, the committee awarded staff a pay rise that was 7.36 % above the national living wage and above the county average; I would like to thank the team for their continued support and motivation; without you, we wouldn’t have a setting.
## **Fundraising**
The committee has been working hard to source funds from different sources; rose sourced items for Christmas and easter fundraisers and ensured the special times of the year were celebrated with the children. Em Birch sourced a match funder who contributed £2,500 to our garden project, Rose and Rosa, with staff who organised a fantastic fun run raising over £1,000.00; Menna organised our first summer crafts packs which were terrific. We loved seeing pictures of the finished crafty crawlies, and Rosa continues to source grants and manages our lottery. The committee has many ideas for future fundraising, and we look forward to sharing them with you as 2022 progresses.
## **Training and qualifications**
Throughout this year, Staff have undertaken training. They have completed training in GDPR, the revised EYFS (Sept 2021), Assessment, Child Development, SEND, Designated Safeguarding and numerous other short courses that have particularly interested induvial staff.
## **The Future Plans**
We currently have the following activities planned for the next year
- Recruit a new team member
- Build an all-weather canopy in the garden (October half term)
- • Look at the possibility of updating the washroom facilities
- Recruit new committee members.
## **Committee**
As I enter my last year of tenure as chair of the committee, I would like to take this opportunity to thank our committee members and praise the continuing efforts of those who supported the setting in 2022. In the last year, we bid farewell to Rose, Becky, and Rachel Merrett; our secretary will be stepping down today following 2years of active service. I want to thank Rachael for her support and counsel during the early days of our commitment.
We have welcomed outstanding new members onto the committee, Erin, our Treasurer, Em, Menna and Ellie, all of whom have joined with enthusiasm and passion for spreading the Woodchester playgroup word, raising funds, and, most importantly, ensuring we continue to provide the best childcare by supporting staff.
As a reminder to all parents/carers, we are a charity committee-led setting which relies on a committee of volunteers to stay open, regardless of the strength of our finances and how well we perform with Ofsted; without a committee, the setting cannot run. We always welcome interest from new committee members and any time they can offer.
## **Woodchester Playgroup - Treasurer's Report 2021/22**
The accounts to 31 July 2022 are currently being finalised and will be examined by an independent accountant after the AGM.
The bank balance as at 31 July 2022 was £80,135 (2021: £58,865).
Draft annual income 2022: £90,657 (2021: £67,345) Draft annual expenses 2022: £70,114 (2021: £61,933)
Draft profit of £20,543 (2020: £5,412)
Based on the existing reserve fund of £25,000, available funds at 31 July 2022 we’re healthy at £55,135. Given recent staff changes, energy price rises and cost of inflation, our reserves policy will need recalculating to ensure reserves are still sufficient.
The rising rate environment provides opportunity for reserves to be held in an interest earning savings account.
Reserves were held for a term’s running costs plus estimated redundancy costs are held in reserve to cover any unforeseen costs or events. It is important that required reserves are recalculated regularly as the amount will increase as running costs increase and as staff lengths of service increase.
Given the age and condition of the playgroup building, before any significant one-off expenditure is considered, a detailed building survey should be undertaken, to ensure that sufficient funds are retained to cover any building works that may be required in the short-to medium term. This is essential to safeguard the future of the playgroup.
## **Income:**
There was an overall increase in income of £23,312 this year.
Grant income increased significantly from £52,186 to £77,286. Grant income varies year on year dependent on the proportion of children eligible for funding compared to those paying fees.
Fee income decreased slightly this year from £12,856 to £10,013 although this is reflective of age mix and free hours funding entitlement.
The Playgroup also benefited from over £600 of donations this year.
This was a difficult year for fundraising with some social distancing still in place but this year £1,585 was raised through fundraising, with Easter fun run accounting for £1,350 of this.
Income from hall hire this year was £2,794 vs nil last year now that Woodpeckers after school club has resumed back at the playgroup.
## **Costs:**
Employment costs increased this year by £8,798. At £56,823 (2020: £48,025) employment costs make up the vast majority of the playgroup’s running costs. This is to be expected in an early years setting where appropriately qualified and experienced staff are key to the stated objectives of development, care and education of children. Staff wages are benchmarked using data provided by PATA and the committee is comfortable that the hourly rates are appropriate.
The main equipment purchase was a new Laptop.
If you’d like more details or to see copies of the accounts, I would be happy to provide you with them.