## **Trustees’ Annual Report for the period**
**From 01/09/2021 To 31/08/2022**
## **Charity name: Helpston Playhouse and Under Fives**
## **Charity registration number: 1024507**
## **Objectives and Activities**
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SORP reference
Summary of the purposes of Para 1.17 Helpston Playhouse and Under Fives aims to
the charity as set out in its enhance the development and education of
governing document children by offering appropriate play, education and
care facilities in warm and nurturing environment.
Summary of the main Para 1.17 and Providing a thriving and vibrant pre-school for
1.19
activities in relation to those the under-fives, plus wrap around care
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|**Objectives and Activities**|**Objectives and Activities**|**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 education of
children by offering appropriate play, education and
care facilities in warm and nurturingenvironment.|||
|Summary of the main
activities in relation to those|Para 1.17 and
1.19|Providing a thriving and vibrant pre-school for
the under-fives, plus wrap around care|
|purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.||(Breakfast Club and Out of School Club) for
primary school children. 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|
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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 Para 1.18 The trustees have had due regard to the
whether the trustees have Commission’s guidance at all relevant times
had regard to the guidance
issued by the Charity
Commission on public
benefit
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
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Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other
## **Achievements and Performance**
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SORP reference
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|**Achievements and Performance**|**Achievements and Performance**|**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 Committee has**
**delivered the targets set last year:**
**Provision made for 2-year-old children**
**to join, and marketing adapted to appeal**
**to this age group’s parents**– core day
and full day prices.
Website updated accordingly and anecdotal
evidence suggests this marketing has been
effective. A big pull is the reception class at
John Clare, with parents wanting their child
to make friends before starting school. We
will continue to work closely and positively
with John Clare.
**Teaching and Learning- creating an**
**environment for 2-3 year olds,**
**developing spaces to appeal to sensory**
**needs**
**Parental engagement** through Tapestry,
key worker meetings, reading morning (with
Lisa from Literacy Trust Peterborough),
teddy bear's picnic, end of term celebration
**Manage the Out of School Club**
**alongside competition**
OOSC was rebranded in November 2021 to
try to shore up our OOSC numbers and
provide a stimulating environment for our
older children. Because of our themed
days, children and parents are much
clearer on what they will be enjoying in our
provision, and we have had positive
feedback following our refresh of the
OOSC.
Breakfast club remains popular (no other
provision available for John Clare School
children).|
## **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**
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Review of the charity’s Para 1.21 The setting has made a surplus of
financial position at the end approximately £20k this year
of the period
Statement explaining the Para 1.22 The reserve account is to ensure the setting
policy for holding reserves continues to protect its young children and
stating why they are held staff. Principal risks include:
Short lease length
Threat of removal or competition (now
running for OOSC)
Negative change in Government
funding
Cost of relocation plus new premises
Uncertainty surrounding attendance
numbers
Amount of reserves held Para 1.22 £ 160,200
Reasons for holding zero Para 1.22 n/a
reserves
Details of fund materially in Para 1.24 n/a
deficit
Explanation of any Para 1.23 n/a
uncertainties about the
charity continuing as a going
concern
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**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 1 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
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Other name the charity uses
Registered charity number 1024507
Charity’s principal address John Clare Primary School
West Street
Helpston
PE6 7DU
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## **Names of the charity trustees who manage the charity**
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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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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**
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INCOME EXPENDITURE
FIXED
FEES EXPENSES
Preschool 18310.31 Wage -95949.23
Breakfast club 24000.56
Afterschool club 36795.27
Total fees 79106.14 Total fixed expenses -95949.23
RUNNING
Funding 74258.89 COSTS
Lunches 2335.88 Rent and utilities -2267.88
Uniform 320.50 Licenses -769.24
Toddler Group 137.50 Repair and improvement -1935.42
Bank int 14.64 New equipment -3636.81
Training 0.00 Food and sustenance -2657.88
Gift 0.00 Stationary and craft -526.95
Other 686.00 Fundraising Expenses -2975.90
EYPP Funding 0.00 Marketing -1605.27
Uniform -373.98
Training -1160.37
Total Extras 77753.41 Lunches -2550.70
Extras - COVID GRANT 0.00 0.00 Other -674.62
Out of school club expenses -1228.51
Recruitment 0.00
Interest Reserve 31/12/2 0 0 Curricular Activities -1340
Interest Current 0 0 Insurances 0
Phones / IT -1707.19
Photocopying / Printing -274.39
Waste -1016.41
Staff Pensions & Tax -15277.33
EYPP Equipment -916.98
Toddler Group -397.37
Fundraising income 2831.63 2831.63 Total running costs -43293.2
TOTAL INCOME 159691.18 TOTAL COSTS -139242.43
SURPLUS YEAR 202020 20448.75
Balance Sheet
Bank as at 01.09.2021 Bank as at 31.8.22
CURRENT 44310 CURRENT 64725.15
Reserve 160185.94 Reserve 160200.58
TOTAL 204495.94 TOTAL 224925.73
PETTY CASH 30.98 PETTY CASH 42.58
TOTAL STARTING 204526.92 TOTAL END 224968.31
£ Difference 20441.39
surplus - difference 7.36
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## **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 2022.
## **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: 1[st] February 2023