## **Woodpeckers**
## **Out of School Club**
## **Annual Report**
**2021-22**
Whitchurch Primary School Erw Las Cardiff, CF14 1NL
Annual Report compiled by the Woodpeckers Committee Chair June 2022
Woodpeckers is a registered charity Registered number: 1042261
## **Contents**
|||Pag|
|---|---|---|
|||e|
|**1.**|Report from the Chair|2|
|**2.**|Woodpeckers 2021-22: A summary|3|
|**3.**|of the year
Committee membership|4|
|**4.**|Woodpeckers Statement of Purpose|5|
|**5.**|Staf Update|7|
|**6.**|Treasurer’s report|8|
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**1. Report from the Chair 2021-22**
This past year has provided the club with the opportunity to get back to a more “normal” year after the major impact of the pandemic in the previous two years. With covid-related restrictions mostly lifted at the start of the year, the club was back to running almost as usual.
During the Summer of 2021 the Holiday Club ran as usual. It was not unfortunately possible to offer all of the usual trips and activities, due to restrictions on large groups at many venues, but thanks to the planning of the Woodpeckers staff, the children did have trips to Cosmeston Lakes and Mountain View Ranch.
Throughout the Autumn term the club continued to operate as normally as possible offering wrap-around care to a large number of children, including new intakes from the waiting list. Even with Covid-19 still an ongoing concern, the Club was able to remain open throughout the year. Parents were diligent in informing the club of any positive cases and ensuring that isolation guidance was followed and any spread was minimised.
Holiday Club in October half term was popular, though activities remained local to Woodpeckers without longer trips offered. In January concerns around the Omicron variant led to a slightly delayed reopening of the School after Christmas and therefore Woodpeckers, though this year thankfully only 2 days rather than several months!
Woodpeckers Management Committee was very pleased to welcome three new members in November with two members also leaving the committee.
Both half terms and Easter Holiday clubs again proved popular with busy weeks being delivered, though due to the Jubilee Bank Holidays only 3 days were offered at May half term. Woodpeckers has also continued to provide holiday club care for the inset days throughout the year.
As we approach the Summer, with Holiday Club shortly to be offered to children and the anticipation that this provision will again prove popular and book up fast. The Committee has taken the decision to increase the Holiday Club fees, which have been static since before the pandemic. This is to ensure that the club income is able to keep up and cover increasing costs across all expenditure.
Although 2021-22 has been far less disrupted both for staff and children than the previous year, it needs to be highlighted that this is in no small part due to the hard work and dedication of the Woodpeckers staff under the leadership of Cathy and Sian. The Committee’s thanks go out to you all. The Children have been able to get back to their usual diet of play, fun and wearing themselves out, unaware that 2021-22 was anything other than a usual year! The Committee would like to thank all of the staff for their efforts this year and for placing the wellbeing and happiness of the children at the centre of all planning and delivery.
With several long standing committee members sadly stepping down at the end of this academic year, I would like to say a big thank you to Eirini Messaritaki, Phil Evans, Treasurer and especially to Jenny Barnes who has cheerfully undertaken the Secretary role and been a great support to me as Chair for the past few years.
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Catherine Bushell Chair Woodpeckers Management Committee June 2022
## **2. Woodpeckers 2020-21: A summary of the year**
**----- Start of picture text -----**
Date Activity
September 2020 We started the school year with less covid restrictions and
were looking forward to a more ‘normal’ time.
Face masks were still mandatory in childcare settings.
October 2020 Holiday club ran successfully with several new children
joining.
November/Decembe We were made aware of the new omicron variant of Covid
r 2020 at this time. Face masks remained in place and number
children were absent.
Staff members had their booster vaccinations.
We were all relieved to end the term for Christmas still
open safe, and all children Christmas presents had gone
out!
.
January 2021 Schools were delayed opening to allow for planning
measures for further home learning if required.
Woodpeckers completed a full risk assessment at this time
however all our protective measures had remained in
place.
The term started on Thursday 6 [th] January.
February 2021 Covid calmed during this month however we were then
ordered to close on Friday 18 [th] February due a rare red
weather warning of a storm.
This would have been a school inset day which we had
planned to open for.
The Inset day was re-scheduled for in June.
Holiday Club was open with both weather and Covid being
calm.
March 2021 Face to face training was allowed to resume with limited
numbers.
Sian Williams and Katie Evans updated their pediatric First
Aid two-day course this month.
April Easter Holiday Club was well attended, and Woodpeckers
children enjoyed a chocolate treat for an Easter gift.
May 2021 Cathy, Elaine Price, and Elaine Wright updated their food
hygiene certificates.
**----- End of picture text -----**
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**----- Start of picture text -----**
June 2021 Work started on clearing our broken decking area ready for
a new surface area for the children.
Holiday Club opened for the three days and closed for the
Jubilee bank holidays
Children enjoyed lots of Jubilee celebrations including a
Jubilee Garden party.
July 2021 Cathy and Sian Burnett will update their pediatric first aid
this month.
Planning will start for a Summer Holiday Club programme.
**----- End of picture text -----**
## **3. Committee membership:**
**----- Start of picture text -----**
Catherine Bushell Chair
Secretary
Jenny Barnes
Phil Evans Treasurer
Cathy Martinson Club Manager
Sian Burnett Deputy Club Manager
Laura Beckham Committee Members
Louise Price
Darren Stacey
Karen Dawson-
Morris
Eirini Messaritaki
**----- End of picture text -----**
## **3.1 Committee Update**
Catherine Bushell continued in the role of Chair and Jenny Barnes as Secretary. Pip Thomas and Rishi Dhillon left the committee and the Committee thanks them for their support and input during two very difficult years.
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Karen Dawson-Morris, Louise Price and Darren Stacey were welcomed to the committee as new members.
5
## **Woodpeckers Out of School Club Statement of purpose**
Woodpeckers are a Breakfast, After-School and Holiday Club located in Whitchurch Primary School in Whitchurch Cardiff.
The club was formed in September 2012 due to the closure of Eglwys Newydd Primary School and Eglwys Wen Primary school; both previous schools had existing provision, so demand was high in the new school. The club is held on the previous site of Eglwys Wen.
The Woodpeckers club is registered with The Care Inspectorate Wales (CIW). According to the requirements laid down by the children’s act 1989. The venues are fully insured and run by experienced, qualified staff on a minimum ratio of 1:8 for children up to 12 years.
The Breakfast Club is registered to take a maximum of 48 children. The After-School Club is registered to take 88 children and the Holiday Club can take up to 40 children.
We are based in two demountable classrooms. The larger double demountable holds the Breakfast Club, After-School Club for the juniors and the Holiday Club. The smaller single demountable holds the After-School Club for the infants.
The club during term-time is open from 7:45am – 9am for Breakfast Club and 3:15pm – 6pm for infants and 3:30pm – 6pm for juniors in the After-School Club.
Holiday Club is open from 8am – 6pm on half term holidays, Easter Holidays and four weeks of the Summer Holiday. Half day cover is also provided.
The club also offers full day care on most school inset days which is 8am – 6pm.
Both boys and girls between the ages of 4 –11 years are cared for in a safe and stimulating environment until collected and signed out by a parent, guardian or another nominated adult known to the staff.
A daily register is taken and kept. Children’s records and information are kept in secure files detailing each child’s individual needs and emergency contact numbers. Parents complete a registration form and contract before their child starts in the Woodpeckers Club. They are also provided with an up to date parent’s handbook.
The aims of the club are to provide a wide range of activities and games that all children can enjoy and participate in whether they are free play or they can join in with set activities.
Children in the After-School Club are on their individual bases at register time and snack time and then they are free to choose between both huts and the outdoor area.
Staff are based on a rota basis in each hut so ratios are always maintained.
The outdoor area is a large garden area with a playground tarmac Safety flooring area & grass areas. There is also under shelter areas which children can use if
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raining. A wide range of outdoor toys are available to the children and Woodpeckers have their own shed for safe keeping of outdoor toys.
Other activities include Arts and Craft which is set up in each hut daily, Board Games and Puzzles, Construction Toys, Music, Puppet Theatre, Home Corner, Dolls and Prams, Tool Station, Hama Beads, Lego, and much more.
We have a separate games room in the junior hut for larger games including a pool table, air hockey, and table football. This room can also be used for TV/games console activities in bad weather.
Also available in the larger hut is a room set aside as a library/quiet room. In here children can read, play quiet games, have a rest or have help with homework.
The children are cared for and supervised by English speaking staff, however we do endeavour to incorporate the welsh language where possible. In addition to this the club does have some books written in Welsh and some Welsh posters. The Welsh language is encouraged and supported in the Woodpeckers Club.
The Woodpeckers further aims to provide a welcoming and supportive environment for all children, parents, and staff. Where possible, the club will aim to provide adaptations to the facilities in order to cater for individual special needs.
The Woodpeckers Club is run by a Voluntary Management Committee made up of the Manager of the Club, Deputy Manager and parents whose children attend the club.
The club is a registered charity, and abides by the charity commission. Charity number 1042261
Parents are automatically entitled to join the committee at any time if they have a child attending any part of the club.
Prices at the club are kept to a minimum and are reviewed regularly by the management committee.
Breakfast club costs £3.70 per session (early breakfast start at 7:45am) or £3.50 per session (start at 8am) After-School Club is £8 per session.
Holiday Club costs £20 for full day care 8am – 6pm or £10 for half day 8am – 1pm or 1pm – 6pm.
Parents will be given an invoice for payments on a half term basis and a four week notice is required for termination of places.
The Woodpeckers club accepts all childcare vouchers, cheques, payments made through the bank or cash payments.
There are three registered persons at the club one of whom is also the Out of School Club Manager.
The Out of School Club Manager Cathy Martinson can be contacted daily on 07786908242
All of our policies and procedures can be found in the Parents handbook. Policies and procedures are reviewed at least annually as part of our review of the service.
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The Woodpeckers club as a complaints procedure which is in the Parents handbook however if you wish to contact our registering authority their address is: Care Inspectorate Wales **CIW Welsh Government Tel 03007900126 Rhydycar Business Park Fax 0300 062 8548 Merthyr Tydfil Email ciw.southeast@wales.gsi.gov.uk CF48 1UZ Updated March 2020**
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## **5. Staff Update**
Thank you to you all Woodpeckers staff for your continued commitment and hard work over another challenging year. A special thank you to Cathy and Sian for their leadership, interpretation of guidance, planning and ensuring that Woodpeckers remained a welcoming and safe place for the children attending.
## **5.1 Training**
The Club has a strong policy of maintaining staff skills and continuing to develop their expertise. Staff must attend the 5 courses set out by the CSSIW for best practice approximately every 3 years. These are First Aid, Child Protection, Positive Behaviour Management, Food Hygiene & Health and Safety. Certificates are awarded to those that attend and pass the course; these are held on their personal files.
There has been some delays in training progression in the past trwo years due to the impact of the pandemic on the ability to access courses, but the club is pleased that staff traing has now recommenced.
During the year the following training was completed or is planned:
March 2022: Sian Williams and Katie Evans updated their pediatric First Aid two-day course.
May 2022 Cathy Martinsen, Elaine Price, and Elaine Wright updated their food hygiene certificates
July 2022: Cathy and Sian Burnett plan to update their pediatric first aid this month
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## **7. Treasurer’s report**
## **Report and statement for the year 2020-21 and update for 2021-22**
The Woodpeckers Committee present the Financial Report at this meeting; for the accounts year ending 31[st] March 2021. It is worth noting that this period included a significant period of closure and furlough of staff from end March 2020 until the club reopened in Summer 2020.
For the financial year ending 31[st] March 2021 the committee continued with existing financial commitments, including continuing with existing lease commitments
Total Income for the year 2020-21 was £57820. This included grants of £6322.
£49504 was spent from unrestricted funds on salaries for the club staff. There was limited spend in this year on equipment and maintenance due to the need to focus on safety and adherence to the relevant Covid restrictions.
The net result for the year was a net loss of £6425. The club holds sufficient reserves to cover this loss currently. The management committee will maintain an oversight of the outgoings and fee income over the coming year to consider whether there is a need to raise fees in the short term, however it is likely that any loss can be covered by the current surplus in the short term.
The closing balance held by the charity was £95,585 as at March 2021. The Charity is required to hold reserves of at least 3 months outgoings for a “normal” year. This is held to smooth out fluctuations in cash flow and to meet emergencies. Financial modelling carried out by the Treasurer and considered by the Committee anticipates rising costs will erode these funds and therefore this is maintained as contingency for increasing costs year on year and the risks identified later in this report.
No increase to fees have been implemented in this period
## **Reserves Policy**
It is Woodpeckers’ policy, and a requirement of the Charities Commission to keep unrestricted funds, which equates to at least three months payments.
## **Future Risk areas for 2022**
- Increasing inflation will impact all outgoings for the club including heating and food costs.
- The possibility that the School will seek to raise the rent for the current premises.
- Ongoing risks of the current buildings reaching their end of life and needing replacement. Woodpeckers in reliant on the School as the landlord for any consideration of changes to or replacement of the structure of the buildings.
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The Committee will seek to restart a dialogue with the School to consider options for the future to pre-empt any need for change, given the likely limited life span of the current buildings.
## **2021-22 Financial Year**
A pay award was offered to all staff of at least 6% in April 2022 recognising the rising cost of living affecting all staff. Those staff on the Play Worker grade had their pay raised by a higher percentage to ensure that the hourly rate was raised in excess of the national living wage.
**To be read with this report:** Independent Auditors Report 2020-21
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REPORTS AND FINANCIAI. STATEMEYrs
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