## **Trustees’ Annual Report for the period** **From 01/09/2022 To** ## **31/08/2023** ## **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 education of
children by offering appropriate play, education and
care facilities 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 a thriving and vibrant pre-school for
the under-fives, plus wrap around care
(Breakfast Club and Out of School Club (OOSC))
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| |||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 Committee has**
**delivered the targets set last year:**
**Maintain children and staff well-being as a priority**
The children have been happy and settled in Pre-
school and continue to thrive at the setting. The
OOSC provision has proven to still be popular with
families and we have had quite a few parents
returning to us for various reasons after the clubs at
John Clare were set up. Staff have really pulled
together as a team and work well to cover and
support the team when needed.
**Two-year-olds joining the Breakfast and OOSC**
Two year olds are now well established and this
expansion of provision has really benefitted the
business side of the setting and is essential to
create more funds coming into us. They have
settled well and been supported and transitioned
effectively, even with the older children in OOSC
times.
**Teaching and Learning - S & L – training, education**
**and engaging parents.**
Creating an environment for 2-3 year olds,
developing spaces to appeal to sensory needs.
**Parental engagement**
We have had much better engagement starting to
come through from parents, this is partly due to
post-pandemic ways of life changing more. Not as
many parents filled in the questionnaire as we
would have liked and we made it as accessible as
possible. Facebook proves to be a good place to
communicate with them and send updates. The
weekly update has undergone a re-vamp and seems
to be successful. Thepreschool social was a buzzing| success recently and it was wonderful to get parents together to socialise and chat and meet each other – providing a lovely community atmosphere – it would be ideal to keep this going and helps with the turn around of committee members too. ## **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|The setting has made a surplus of
approximately £4k this year| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The reserve account is to ensure the setting
continues to protect its young children and
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|**£**187,622| |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 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 Para 1.51 and training of trustees The charity’s organisational structure and any wider Para 1.51 network with which the charity works Relationship with any related Para 1.51 parties 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
PE6 7DU| ||| ## **Names of the charity trustees who manage the charity** |1
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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)**| |---|---|---|---|---| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – 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)** |**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**| |---|---|---| |**Type of**
**adviser**
**Name**
**Address**||| |||| |||| |||| |||| |**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** |**INCOME**||||**EXPENDITURE**||| |---|---|---|---|---|---|---| ||FEES||||FIXED
EXPENSES|| |Preschool|17942.20|||Wage|-93839.17|| |Breakfast club|19603.11|||Wages Paid from DAF KC|0|| |Afterschool club|29119.26|||||| |**Total fees**||**66664.57**||**Total fixed expenses**||**-93839.17**| |Funding|67196.56||||RUNNING
COSTS|| |Lunches|1183.50|||Rent and utilities|-2267.88|| |Uniform|95.50|||Licenses|-1907.40|| ||0.00|||Repair and improvement|-1463.29|| |Bank int|576.71|||New equipment|-2143.37|| |Training|0.00|||Food and sustenance|-2724.16|| |Gift|0.00|||Stationary and craft|-370.51|| |Other|0.00|||Fundraising Expenses|-3920.40|| |EYPP Funding (incl in
PCC Funding)|1350.00|||Marketing|-916.59|| |||||Uniform|-69.42|| |||||Training|-375.30|| |**Total Extras**||**70402.27**||Lunches|-1395.60|| |Extras-COVID GRANT|0.00|0.00||Other|-26046.73|| |||||Out of school club expenses|-751.76|| |||||Recruitment|0.00|| |||0||Curricular Activities|-1513|| ||0|0||Insurances|-959.72|| |||||Phones / IT|-1280.81|| |||||Photocopying / Printing|-523.73|| |||||Waste|-1541.81|| |||||Staff Pensions & Tax|-13969.53|| |||||EYPP Equipment|-4763.25|| |||||Toddler Group|-20.94|| |Fundraising income|5129.35|5129.35||Total running costs||-68925.2| |||||
Transfer to Reserve Account||25000.00| |**TOTAL INCOME**||**142196.19**||**TOTAL COSTS**||**-137764.37**| |SURPLUS YEAR 2022-2023||4431.82||||| |||||||| |||||||| |Balance Sheet||||||| |**Bank as at 01.09.2022**||||**Bank as at 31.8.23**||| |||||||| |CURRENT||64725.15||CURRENT||43306.99| |Reserve||160200.58||Reserve||185777.29| |TOTAL||224925.73||TOTAL||229084.28| |||||||| |||||||| |PETTY CASH||42.58||PETTY CASH||324.41| |||||||| |TOTAL STARTING||224968.31||TOTAL END||229408.69| |||||||| |||||£ Difference||4440.38| |||||surplus-difference||-8.56| ## **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 2023. ## **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[6th ] October 2023