2024-08-31-accounts - Helpston Playhouse And Under Fives Pre-School

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Trustees’ Annual Report for the period

From 01/09/2023 To 31/08/2024

Charity name: Helpston Playhouse and Under Fives Pre School

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) 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 Tapestry 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 communicate this with parents and carers. 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: 1. Maintain Children and Staf Well-being as a priority - The children contnue to be happy and setled in pre-school and thrive in the setng. - The OOSC provision has stll contnued to be popular with families throughout the year. Again depending on the term, we lose then gain from the John Clare OOSC atendance. - We have this year had a couple of changes within the staf team members, but with the excellent guidance of Lucy and Sam have had no problems ensuring that all the hours and numbers are covered when required. - Two year olds – contnue with the numbers which is now very much a stable backbone to the pre-school business. All the children integrate really well, even when the older children come in for the OOSC and love spending tme with the litle ones. Toddler Group – Lucy has contnued with the importance of runningthisgroupin the

		Playhouse setng. Showcasing the Playhouse and allowing parents and carers the opportunity to chat and ask for assistance if needed 2. Parental Engagement - Theuse of the Whatsapp and Facebook pages seem to be the best way of communicaton. The summer get together with the Parents and Staf was a great success. 3. Marketing and PR - Clairehas contnued her amazing works for keeping our socials up to date, designing any posters or paperwork that is needed. Staf contnue to update all media and commitee ‘share’ to all platorms for further coverage.

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 £22k 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 its young children and staf. Principal risks include:  Short lease length  Threat of removal or competton (now running for OOSC)  Negatve change in Government funding  Cost of relocaton plus new premises  Uncertainty surrounding atendance numbers
Amount of reserves held	Para 1.22	£ 189,656
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 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 Pre-School

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 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
	June Forrester	Chair
	Laura Tucker
	Anna McQueen	Treasurer
	Tina Scudamore
	Maggie Warren
	Joanna Tomeo
	Gemma Louise McGregor	Secretary
	Shona Treliving
	Claire Tapley

– 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) Anna McQueen ~~es~~ Position (eg Secretary, Treasurer Chair, etc) ~~ee~~ Date 8[th] May 2025 ~~PF~~

INCOME			EXPENDITURE
	FEES			FIXED EXPENSES
Preschool	29996.30		Wage	-101139.95
Breakfast club	22280.44		Wages Paid from DAF
Afterschool club	34514.44
Total fees		86791.18	Total fixed expenses		-101139.95
Funding	69806.20			RUNNING COSTS
Lunches	2035.50		Rent and utilities	-2267.88
Uniform	66.50		Licenses	-770.66
	0.00		Repair and improvement	-3707.00
Bank int	2545.88		New equipment	-475.67
Training	0.00		Food and sustenance	-2650.82
Gift	0.00		Stationary and craft	-140.29
Other	610.89		Fundraising Expenses	-4034.01
EYPP Funding (incl in PCC Funding)	0.00		Marketing	-673.05
			Uniform	-249.50
			Training	-964.00
Total Extras		75064.97	Lunches	-1844.60
	0.00	0.00	Other	-888.70
			Out of school club expenses	-398.36
			Recruitment	-680.89
		0	Curricular Activities	-1155
	0	0	Insurances	0
			Phones / IT	-1519.75
			Photocopying / Printing	-308.39
			Waste	-1776.34
			Staff Pensions & Tax	-17593.76
			EYPP Equipment	-2318.14
			Toddler Group	0
Fundraising income	5588.71	5588.71	Total running costs		-44416.81

TOTAL INCOME		167444.86	TOTAL COSTS		-145556.76
SURPLUS YEAR 2021/2022		21888.10


Balance Sheet
Bank as at 01.09.2023			Bank as at 31.8.24

CURRENT		43306.99	CURRENT		63047.73
Reserve		185777.29	Reserve		187580.17
TOTAL		229084.28	TOTAL		250627.90


PETTY CASH		324.41	PETTY CASH		150.00

TOTAL STARTING		229408.69	TOTAL END		250777.90

			£ Difference		21369.21
			surplus-difference		518.89

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 2024.

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:

That accounting records were not kept in accordance with section 63 of the Charities Act
That the accounts do not accord with those accounting records
That the accounts do not comply with the accounting requirements of the Charities Act
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: 20[th] November 2024