## **Trustees’ Annual Report for the period**
**From 01/09/2020 Period start date To 31/08/2021 Period end date Charity name: Helpston Playhouse and Under Fives**
**Charity registration number: 1024507**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|Helpston Playhouse and Under Fives aims to enhance
the development and educaton oo children by
ofering appropriate play, educaton and care
oacilites in warm and nurturingenvironment.|
|Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|Providing Breakoast Club, Pre-school and Afer
School Club services. PreSchool:
All practitioners observe all children in the setting
daily using a variety of both written and
photographic observations. If a child is aged
between 2 and 3 we will also complete a
progress check at ‘2’ in the 3 prime areas:
personal, social & emotional, physical
development, communication & language. All
observations are shared with the parent and help
obtain a clear picture of the child’s needs and
how to plan at both the setting and at home.
We also plan using Personal Or Possible Lines
of Development (P.L.O.Ds) at least every 6
weeks to define what interests your child and
how we can use that interest to support your
child. We analyse this information to assess how
your child is developing and learning. We use
this to plan weekly activities that will enhance
your child’s play, develop their skills and to
complete each child’s individual ‘learning
journey’.
It is crucial we discuss, share and involve
parents as you know your child best! By doing so
we can obtain a full, rounded picture of your child
and this helps us understand how we can
support their development with the cooperation
and understanding of all parents. We share this
information with you using our ‘home to school’
books, Tapestry and a termly one to one meeting
with your child’s key person. We also meet with
you for Summary 1s, a final summing up and
Summary 2s at the end of the summer term for
all children moving up to school in the
September.
Each of the seven areas of learning and
development are broken up into the following
bands for development: Birth – 11 months, 8-20
months, 16-26 months, 22-36 months, 30-50
months and 40-60 months including Early|
|||Learning Goals. You will notice in your child’s
folder these age bands mentioned on their
observations. This is to help you plot your child’s
development, but please note the age bands are
guidelines only and not fixed with many children
overlapping several stages. The EYFS guidance
is also used by schools during your child’s
reception year.
Helpston Playhouse and Under Fives is a
Registered Charity. We have a fantastic team at
the Pre-school and a Committee who deal with
overall management and control of the Pre-
school. As well as being responsible for the
management of the Pre-school the Committee
members are also the charity trustees.
The Committee members can be parents,
guardians or other interested parties and do not
need to have any qualifications or specific skills.
There are two types of Committee member,
Officer and Ordinary (or Other) member. Officers
have specific roles such as Chair, Treasurer or
Secretary. Ordinary Committee Members play a
vital role working alongside and supporting the
Officers. All Committee members have equal
voting rights, with the exception of the Chair, who
has an additional casting vote, should this be
needed.
The Committee meet approximately every six
weeks and deal with a variety of issues from
marketing and promoting the pre-school,
fundraising, maintenance and upkeep of the
building and purchasing of equipment, staffing
issues and setting of fees to nights out and social
gatherings. The Committee hold several
fundraising events throughout the year in order to
raise money and a list of events and money
raised can be found on our events page.
Not only is there the serious business of
managing and maintaining the Pre-school but
being a Committee member is also an
opportunity to meet other parents and staff and
get involved in the village community.|
|---|---|---|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The trustees have had due regard to the
Commission’s guidance at all relevant times|
**Additional information (optional)** You may choose to include further statements where relevant about: SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment
Para 1.38 Contribution made by volunteers Other
## **Achievements and Performance**
||SORP reference||
|---|---|---|
|Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**The Chair summarised how the Commitee**
**has delivered the targets set last year:**
**Maintain the COVID safe environment –**
**focus on children and staf well-being as**
**a priority**To date we have done
extremely well to put in place enough
measures at the setng to keep the
children and staf as saoe as possible
regarding COVID and have had a very
limited impact in terms oo bubble
closures and illness in the setng. There
were natonal closures but we remained
open throughout and provided childcare
and educaton in some oorm oor Key
Worker children as well as remote
access oor those not in. Bubbles worked
efectvely in helping stave transmission,
but it must be stated it did have an
impact on the staf and children’s well-
being. The groups were not ideal but
necessary.
**Support Staf in their Level 3 training**
**Teaching and Learning - S & L – training,**
**educaton and engaging parents,**
**Technology’s impact on children**A lot oo
training has been undertaken and much
oo it was online oor obvious reasons. The
council were good in providing
opportunites oor staf development and
we took advantage oo that. Educaton oo
parents on technology is a work in
progress stll and something we want to
contnue. Staf were given 2Improvement
Projects’ to head up individually at their
appraisals and covered some oo these
areas.
**Parental engagement - Workshops –**
**Forest schooling, Phonics, S&L –**access|
and saoety may require ZOOM This has proven to be difcult given the COVID circumstances and accessing the setng oor parents has been difcult. We have held Zoom meetngs when possible but being very short stafed oor many months has meant this was even more difcult.
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|
Achievements against
objectives set|
Para 1.41||
|---|---|---|
|Performance of fundraising
activities against objectives
set|Para 1.41||
|Investment performance
against objectives|Para 1.41||
|Other|||
## **Financial Review**
|**Financial Review**|||
|---|---|---|
|Review of the charity’s
financial position at the end
of the period|Para 1.21|Despite losses accrued during school closures,
overall the setng made a slight surplus this year|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The reserve account is to ensure the setng
contnues to protect it’s young children and
staf. Principal risks include:
Short lease length
Threat oo removal or competton
Negatve change in Government ounding
Cost oo relocaton plus new premises
Uncertainty surrounding atendance
numbers
Loss oo income due to COVID-19|
|Amount of reserves held|Para 1.22|**£160185**|
|Reasons for holding zero
reserves|Para 1.22|**n/a**|
|Details of fund materially in
deficit|Para 1.24|**n/a**|
|Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**n.a**|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|
The charity’s principal
sources of funds (including
any fundraising)|
Para 1.47||
|---|---|---|
|Investment policy and
objectives including any
social investment policy
adopted|Para 1.46||
|A description of the principal
risks facing the charity|Para 1.46||
|Other|||
## **Structure, Governance and Management**
|Description of charity’s
trusts:|||
|---|---|---|
|Type of governing document
(trust deed, royal charter)|Para 1.25|Constitution adopted 22 September 1987 As
amended 13 July 1992, 19 November 2001
And 1ST October 2007.|
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|The Committee are volunteers who are
appointed each year at the Annual General
meeting in October. The Committee members
can be parents, guardians or other interested
parties and do not need to have any
qualifications or specific skills. There are two
types of Committee member, Officer and
Ordinary (or Other) member. Officers have
specific roles such as Chair, Treasurer or
Secretary. Ordinary Committee Members play a
vital role working alongside and supporting the
Officers. All Committee members have equal
voting rights, with the exception of the Chair, who
has an additional casting vote, should this be
needed.|
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Nominated and second nominations each year at
the Annual General Meeting|
**Additional information (optional)** You may choose to include further statements where relevant about:
|
Policies and procedures
adopted for the induction and
training of trustees|
Para 1.51||
|---|---|---|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51||
|Relationship with any related
parties|Para 1.51||
|Other|||
## **Reference and Administrative details**
Charity name Helpston Playhouse and Under Fives
|Other name the charity uses||
|---|---|
|Registered charity number|**1024507**|
|Charity’s principal address|John Clare Primary School
West Street
Helpston
PE^ 7DU|
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**Names of the charity trustees who manage the charity**
|1
2
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5
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee(if any)**|
|---|---|---|---|---|
||Amy Ellis|Chair|||
||Gary Dell|Treasurer|||
||Abbi Smith|Secretary|||
||Emma Wright|Vice Treasurer|||
||Bernette Anderson||||
||Emily Carter||||
||Pip Power||||
||Andrew Lennox||||
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– Corporate trustees names of the directors at the date the report was approved **Director name**
Name of trustees holding title to property belonging to the charity
**Trustee name Dates acted if not for whole year**
## **Funds held as custodian trustees on behalf of others**
Description of the assets held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets
## **Additional information (optional)**
## **Names and addresses of advisers (Optional information)**
|**Type of**|**Name**|**Address**|
|---|---|---|
|**adviser**|||
**Name of chief executive or names of senior staff members (Optional information)**
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
## **Other optional information**
## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
|**Signature(s)**
**Full name(s)**
**Position (eg Secretary,**
**Chair, etc)**
**Date**|Emma Wright|Pip Power|
|---|---|---|
||||
||Emma Wright|Pip Power / Chair|
||||
||Vice Treasurer||
||22/01/2022||
||22/01/2022||
|**INCOME**||||**EXPENDITURE**|||
|---|---|---|---|---|---|---|
||FEES||||FIXED
EXPENSES||
|Preschool|14025.28|||Wage|-91657.08||
|Breakfast club|20226.52||||||
|Afterschool club|36620.11||||||
|**Total fees**||**70871.91 **||**Total fixed expenses**||**-91657.08**|
|Funding|81010.76||||RUNNING
COSTS||
|Lunches|2024.22|||Rent and utilities|-2267.88||
|Uniform|261.26|||Licenses|-2314.76||
|Toddler Group|0.00|||Repair and improvement|-738.72||
|Bank int|0.00|||New equipment|-4873.94||
|Training|0.00|||Food and sustenance|-2177.13||
|Gift|218.00|||Stationaryand craft|-1174.84||
|Other|750.00|||FundraisingExpenses|-107.78||
|EYPP Funding|0.00|||Marketing|-1112.45||
|||||Uniform|-130.20||
|||||Training|-129.62||
|**Total Extras**||**84264.24**||Lunches|-1439.80||
|Extras - COVID GRANT|2000.00|2000.00||Other|-32270.16||
|||||Out of school club expenses|-1.79||
|||||Recruitment|-187.00||
|Interest Reserve 31/12/2|
0|154.13||Curricular Activities|-90||
|Interest Current|0|0||Insurances|0||
|||||Phones / IT|-1183.5||
|||||Photocopying/ Printing|-246.37||
|||||Waste|-982.67||
|||||Staff Pensions & Tax|-12316.44||
|||||EYPP Equipment|-144.46||
|||||Toddler Group|-502.96||
|Fundraisingincome|882.08|882.08||Total runningcosts||-64392.47|
||||||||
|**TOTAL INCOME**||**158172.36 **||**TOTAL COSTS**||**-156049.55**|
|SURPLUS YEAR 2020/2|021|2122.81|||||
||||||||
||||||||
|Balance Sheet|||||||
|**Bank as at 01.09.2020**||||**Bank as at 31.8.21**|||
||||||||
|CURRENT||38613.41||CURRENT||44310|
|Reserve||129031.81||Reserve||160185.94|
|TOTAL||167645.22||TOTAL||204495.94|
||||||||
||||||||
|PETTY CASH||2127.96||PETTY CASH||30.98|
||||||||
|TOTAL STARTING||169773.18||TOTAL END||204526.92|
## **Independent examiner’s report to the charity trustees of Helpston Playhouse and Under Fives.**
I report on the accounts of the Trust for the year ended 31[st] August 2021.
## **Respective responsibilities of charity trustees and examiner**
As the charity’s trustees you are responsible for the preparation of the accounts in accordance with the Charities Act 2008. It is my responsibility to:
- examine the accounts under section 65 of the Charities Act
- follow the procedures laid down in the general Directions given by the Commission under section 65(9)(b) of the Charities Act
- state whether particular matters have come to my attention.
## **Basis of independent examiner’s report**
I have examined your charity accounts as required under section 65 of the Charities Act and my examination was carried out in accordance with the general Directions given by the Charity Commission under section 65(9)(b) of the Charities Act. My examination included a review of the accounting records kept by the charity and a comparison of the accounts presented with those records.
It also included consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as charity trustees concerning any such matters.
My role is to state whether any material matters have come to my attention giving me cause to believe:
1. That accounting records were not kept in accordance with section 63 of the Charities Act
2. That the accounts do not accord with those accounting records
3. That the accounts do not comply with the accounting requirements of the Charities Act
4. That there is further information needed for a proper understanding of the accounts to be reached.
## **Independent examiner’s statement**
I have completed my examination and have no concerns in respect of the matters (1) to (4) listed above and, in connection with following the Directions of the Charity Commission, I have found no matters that require drawing to your attention.
## Name: Lyndsey Gilson
Relevant professional qualification or body: CIMA/ AAT Address: 8 Arborfield Close, Helpston, Peterborough, PE6 7DL Date: 27[th] September 2021