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2021-07-31-accounts

OLD DALBY PRESCHOOL PLAYGROUP

REPORT AND ACCOUNTS FOR THE PERIOD ENDED 31[ST] JULY 2021

Principal Address: Main Road Old Dalby Melton Mowbray LE14 3LR

Independent Examiner: Natalie Hanlon Woods House Hunts Road, Duxford CB22 7ZE

A charitable organisation registered in England and Wales Registered Charity no: 503727 OFSTED Unique Reference no: EY414047

Charity’s Trustees and senior management during the period of the accounts and to date:

Trustees

Chairperson: Current – Linzi Drury (appointed 10/11/2021) Previous – Jessica Hutchings (appointed 26/05/21 resigned 10/11/2021) Previous – Tracy Hamilton (appointed 30/11/20 resigned 26/05/21) Previous – Anna Foster (appointed 27/02/20 resigned 30/11/20) Treasurer: Current – Victoria Lee (appointed 06/02/19) Secretary: Current – Lauren Norton (appointed 26/05/21) Previous – Charlotte Cahill (appointed 13/11/19 resigned 26/05/21) Current Trustees: Shane Cooke (appointed 26/05/21) Philip Watson (appointed 24/03/2022) Carly Steel (appointed 9/03/2022) Former Trustees: Aimee Wroblewski (resigned 12/04/21) Tracy Hamilton (resigned 26/05/21) Karl Loftus (resigned 30/10/20) Jackie Swain (resigned 12/08/20)

Senior management

Preschool Manager: Leonie Miller-Pounder Preschool Deputy Manager: Current – Kimberley Cooke Previous – Mr Neil Chapman

Advisors

Bank: HSBC Bank

Charity’s structure

The Old Dalby Pre-school Playgroup is formed as an unincorporated charity, which adopted the Pre-school Learning Alliance Model Pre-School Constitution 2011, in 2015. Trustees are appointed at an AGM after people with an interest in the charity (eg. parents of children at the setting) complete a self-nomination form and join the committee.

Charitable objectives and main activities

The aims of the Preschool are to enhance the development and education of children primarily under statutory school age by encouraging parents to understand and provide for the needs of their children through community groups and by:

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activities of such groups, ensuring that such groups offer opportunities for all children whatever their race, culture, religion, means or ability;

The Activities of the Preschool are carried out in a purpose-built building, which was financed from a grant received in 2010. This building is used by the Preschool to meet its main activities and charitable objectives which are:

Annual review of achievements and performance during the 12 months to 31 July 2021

Summary

During the 2020 – 2021 financial year, the Preschool continued to provide childcare to children aged 2 to 4 years old for the core hours of 9.00am to 3.30pm during term time to an average of 24 children per week and numbers remained consistent and have improved over the year. The usual summer club was cancelled for July/August 2020 due to the ongoing Covid-19 crisis, but was reinstated in June 2021 when we had a successful themed week.

Overall, the Covid-19 crisis had another monumental impact on the Preschool in the 2020-2021 financial year; the Preschool remained open as instructed by the government (like all Early Years Settings) whilst the country was in lockdown at the beginning of 2021 and this was difficult for our staff and the setting as a whole. The success of the Preschool despite the Covid-19 pandemic has largely been due to the incredible achievement of being given an Outstanding rating from Ofsted after an inspection in the summer of 2020.

Staffing

There have been a number of changes in the staffing at the Preschool, although we have continued to retain our excellent Preschool manager who has guided the setting through the entire pandemic.

The staff as a whole have been under immense pressure during the pandemic, and the opening of the Preschool during lockdown was a point of contention across the Early Years industry (especially when our staff were not considered ‘key workers’ and were not eligible for early vaccinations). Our deputy manager

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departed the setting at this point to pursue other career options. Thankfully a long-standing member of staff has stepped into the Deputy Manager’s role and has breathed new life into the role.

Two other members of staff have left the setting, but have been replaced again by fantastic team members and we continue to look for quality staff to support our children through these difficult times. The continual movement with staffing has meant more expenses for uniforms, adverts, DBS forms and essential training. A lot of time was spent juggling with furlough and staff pay, and understanding our roles as Early Years providers under government guidelines to stay open during lockdown and whether our funding would continue, and on what terms.

A bonus was paid to the staff in December 2020 as acknowledgment of their attaining an Outstanding rating with Ofsted. Wages were also increased in line with the new national minimum wage and management wages were reviewed and increased from April 2021. The Trustees continued to offer, and pay into, the pension scheme for the staff thereby continuing to fulfil the auto-enrolment requirements.

The Preschool Manager continued to work alongside the Treasurer and Chair of Trustees to provide the liaison between staff and committee and provided guidance on the running of the setting; attending all Committee meetings and supplying updates on children numbers and new policies. The Trustees also carried out regular supervisions with the manager.

The Committee, with the support of the Preschool Manager agreed to retain a specialist Early Years Bookkeeper for pay roll, book-keeping, accounts and general oversight of the Preschool which has provided support to the long standing Treasurer. The Preschool has now moved accounts to Xero.

An Early Years employment specialist was also retained to assist with new employment contracts for all staff, which will soon be implemented.

Trustees

The Preschool’s policy and procedure document has been reviewed and updated by the Preschool manager to reflect all the necessary Covid-19 guidance. All Trustees continued to access training on Educare to ensure they were up to date on all safeguarding, prevent duty and best practice policies and procedures.

The Preschool Manager and the Treasurer attended an online workshop to look into conversion to a Charitable Incorporated Organisation but do not consider it a viable option; the benefits do not currently outweigh the arduous lengthy process.

Marketing and General

We continued to market the Preschool in the local area; the Facebook page continued to be updated to allow us to communicate with the parents and potential users of the Preschool. Monthly adverts go into the local parish magazine.

The Preschool Manager has prepared and launched a brand new website which showcases the best of the Preschool and will assist to engage with parents and the community.

Property

The Preschool has a leasehold interest in the land on which it operates, which is owned by Old Dalby Primary School. Negotiations for an extension to the lease, which ended on 6[th] July 2020, have been ongoing since 2017. The Trustees received a draft lease in May 2021 and are currently in the process of

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submitting their concerns and amendments for review. Advice on the lease has been secured on a pro bono basis by the Treasurer.

The garden has undergone extensive renovation secured from fundraising; a new safer fence, removal of several trees for more light and a new playhouse. Summer 2021 saw a cycle track prepared and laid, part paid for from a local community grant.

Improvements and Initiatives

The Preschool has been preparing for the new EYFS being implemented from September 2021 by training, new procedures and policy updates. The setting continued to provide School Readiness Fridays for the children headed to primary school in September 2021. Parents expressed an interest for younger children to attend these sessions and therefore we opened Fridays to all children again. We still continue to promote school readiness for the older cohort.

Staff secured SEN funding for a child which was spent on extra resources and one to one time with a staff member. Staff continued to use the Tapestry online journal for each child to share information with parents about children’s learning and development, and tablets were purchased for the staff for this purpose.

Staff have been trained in Forestry School to promote outdoor play and general wellbeing. Staff also continued promoting children’s health through the Leicestershire County Council scheme for tooth brushing in the setting and by the continued Healthy Tots status.

Fundraising

The Christmas fair could not take place due to the pandemic, but some of the Trustees undertook some small personal fundraising efforts.

Public Benefit

The Trustees are aware of the guidance issued by the Charity Commission concerning public benefit and are satisfied that the information given in this report demonstrates that the requirements to identify public benefit have been met.

Financial review

Overall, the Preschool is in a relatively healthy position at the end of the 20/21 financial year. Although the setting has made a nominal profit of £345 across the year, given the increased expenses of PPE, increased costs, increased wages, opening during lockdown, this is a positive result. The low amount is also not reflective of the entire profit made across the year as the interim FEEE payment for the Autumn Term 2020 (£8,076) was received during the previous financial year. As these accounts are prepared on a payments and receipts basis, this income was therefore reported in the 2019-2020 accounts. However, if it were to be included in the 2020-2021 accounts to reflect the academic year to which is pertains, then the profit for the year would have been £8,421.

It is hoped that next year, the FEEE payments are received from the Local Authority in the same financial year to which the funding relates. Where this is not the case, the amount of funding received in advance will be shown as a Liability in the ‘Statement of Assets and Liabilities’. Thankfully the funding continued to be provided during the pandemic, and our private fees have increased in line with our increase in numbers. The inability to fundraise has also had an impact on income expected.

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We have supported the local communlty by not increasing fees in September 2020 and they have therefore remained at £5.00 p/hour for 3- and 4-year olds and £2.50 for lunch club. Fees for 2-year olds remained at £5.10 per hour. Given the proposed new minimum wage5 and inflation we will be looking to increase them in the new year. For the perlod of accounts. the total income was £68,874 with expense5 of £68,529 resulting in a profit over the course of the year of £345. The Preschool continues to review its cost base to ensure it can continue to cover its outgolngs and Is increasing its fundraising efforts. Wages and assoclated costs of employment including continued professional development are the main expenditure of the Preschool, along with our rent obligations, this is one of the main reasons why the expenses are significantly higher than in the previous years. The Preschool aims to attract and retain the best staff to make it the best environment possible. As part of the review of the financial sustainability of the Preschool, the Trustees are continuously looking at other fundraising options including applying for local and national grants as well as c05t reductions. Total unrestricted rese￿e5 held by the Preschool amount to £50,410, with no restricted reseNes. The Trustees reviewed the policy on reserves during the Covid-19 crisis as part of the financial review 35 well as the anticipated threats to income and general finances. The Trustees aim to hold sufficient financial reserves to Sustain the Preschool if its income falls below the expected levels. The intention would be to continue functioning as a Preschool if at all possible and cover the payment of staff redundancies in the unlikely event thatthe Preschool had to close. The amount held in reserve is reviewed annually at the beginning of the academic year to ensure that sufficient funds are being malntained. The reserve balance is reviewed every month to ensure it is within the required range and actions will be taken by the Trustees if this is not the case. As the Cltrrent resetve5 are well above the Reserve Policy recommended amount, we are looking to increase our recommended maintenance amount to cover the entire Preschool expenditure for a term as well as reducing the reserves by investing in aspects of the Preschool, after consultation with parents and other stakeholders. Risk Management The Trustees are aware of the maln rlsks to which the charity is exposed and, in particular, the ongoing effects of Covid-19. They are satisfied that the current reserves are sufricient to enable the charity to continue in business for the foreseeable future. The Trustees declare that they have approved the Trustees. report above. Signed on behalf of the charity's trustees Full name: Date: Position held.. ctVAIQ

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF OLD DALBY PRESCHOOL PLAYGROUP

I report to the charity trustees on my examination of the accounts of the charity for the year ended 31 July 2021 which are set out on pages 8 to 9

Responsibilities and basis of report

As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).

I report in respect of my examination of the charity’s accounts carried out under section 145 of the 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 examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

  1. accounting records were not kept in respect of the charity as required by section 130 of the Act; or

  2. the accounts do not accord with those records.

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.

Signed

Natalie Hanlon Cambridge Bookkeeping Services Woods House Hunts Road Duxford CB22 4RE

Dated: 5[th] May 2022

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THE OLD DALBY PRE-SCHOOL PLAYGROUP REGISTERED CHARITY NO 503727 RECIEPTS AND PAYMENTS FOR THE YEAR TO 31 JULY 2021


Income
Fee Income
LCC Funding
Fundraising Activities
SEND Funding
HMRC - SMP Rebate
HMRC - COVID-19 Furlough
Interest Income
Other Income
Total Income
Less Operating Expenses
Children's Gifts & Activities
CPD Costs
DBS & Staff Welfare Costs
Equipment
Food
Insurance
Maintenance
Marketing
Payroll & Accounting Fees
Pensions Expense
Phone and Broadband
Professional Fees
Rent
SEND Resources
Uniform
Utilities
Wages Expense
Website
Total Operating Expenses
Surplus/Deficit
Cash balances b/f
Balances c/f		 Period to
31st July
2021
£
18,470
47,418
440
280
1,153
1,110
3
-
68,874
124
2,346
251
3,721
729
2,651
2,427
144
763
1,474
850
230
2,097
68
658
1,267
48,675
55
68,529
345
50,065
50,410		 Period
to 31st
July
2020 as
restated
£*
13,271
54,932
1,654
2,391
-
1,461
25
27
73,761
310
147
32
1,237
626
2,651
638
242
110
1,532
978
-
2,097
256
94
1,891
48,576
-
61,415
12,346
37,719
50,065

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THE OLD DALBY PRE-SCHOOL PLAYGROUP REGISTERED CHARITY NO 503727 STATEMENT OF ASSETS AND LIABILITIES AS AT 31 JULY 2021

Notes
RESERVES
Balance b/f
Excess income over expenditure
Total reserves
CASH FUNDS
Current Bank Account
Fundraising Bank Account
Total cash funds
LIABILITIES
PAYE/NI
FEEE received in advance
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Total liabilities
FUNDS OF THE CHARITY
Restricted funds
Unrestricted funds
Total charity funds		 Period
to 31st
July
2021
£
50,065
345
50,410
10,382
40,028
50,410
187
-
187
-
50,410		 Period to
31st July
2020 as
restated
£
37,719
12,346
50,065
15,025
35,040
50,065
-
8,076
10,173
-
50,065
50,410 50,065

Notes to the accounts.

1 ACCOUNTING POLICIES

Basis of Accounting

The financial statements have been prepared on the receipts and payments basis.

Income

All income is included at the time of receipt.

Expenses

All expenditure is accounted for at the time of payment.

2 EQUIPMENT

All equipment purchased by the charity is included under these headings as an expense. No items have been capitalised.

3 LIABILITIES

A total of £8,076 was received in August 2020 from the Local Authority, as an advance payment of the Autumn Term Early Years Funding which covered the period September – December 2020.

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