## **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
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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 (ifany)**|
|---|---|---|---|---|
||June Forrester|Chair|||
||Laura Tucker||||
||Anna McQueen|Treasurer|||
||Tina Scudamore||||
||Maggie Warren||||
||Joanna Tomeo||||
||Gemma Louise
McGregor|Secretary|||
||Shona Treliving||||
||Claire Tapley||||
||||||
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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)** 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:
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: 20[th] November 2024