Woodpeckers ## Out of School Club Annual Report 2024 - 2025 ## Whitchurch Primary School Erw Las Cardiff, CF14 1NL Annual Report compiled by the Woodpeckers Committee Chair June 2025 Woodpeckers is a registered charity Registered number: 1042261 ## **Contents** |||Page| |---|---|---| |1.|Report from the Chair|2| |2.|Woodpeckers 2024-25: A summary of the year|
3| |3.|Committee membership|4| |4.|Woodpeckers Statement of Purpose|5| |5.|Staff Update|7| |6.|Treasurer’s report|8| 1 Another busy, challenging and successful year at Woodpeckers. As a voluntary management committee support from parents is very important in the running of the club. Your participation is very welcome. We are always looking for new members. We welcomed our intake of Reception children in September who settled very quickly which was very pleasing. We have got off to an excellent start. Due to water and weather damage, over the Christmas Holiday Period the infant club after several healthy and safety checks become deemed un useable. This did cause a challenge to the club but with support and understanding from the school and Mrs Watkins we were able to transition into the canteen without much issue. The staff were able to quickly transform the canteen area into a pleasant, child friendly environment. All children transfer to the main hut after a short period, to access our great outside area. This arrangement has worked very well. We have had some changes of staff roles in the year and new staff. Staff have attended lots of different courses throughout the year. Sian and Sue completed an AntiRacism Course which has set the club on a new journey with renewed ideas. With the continued support from Clybiau Plant Cymru and lots of different courses Sian and Sue have forged forward with enthusiasm and new ideas, always including the children’s ideas on their club. The popularity of the Club, including an extensive waiting list, remains encouragingly strong: a testament to the high quality of care provided by the dedicated staff, who work hard to care effectively for our children. As a charity we have tried to keep our fees low and competitive. We do foresee the likelihood that fees will have to increase going forward. Our fees ae very competitive compared to other clubs and childcare providers in the locality, but we must be realistic with continuing rising costs. Our holiday club has proved again to be a great service to our parents. The staff have worked hard to provide an exciting and varied programme of activities within the club itself. The children have had nearly whole participation for the ideas for all the holiday clubs, and this has been a great success and taken the club on a new revived journey. This has proved to be a success with both children and parents. With the Woodpeckers Newsletter working alongside solely produced by the children showing these ideas and activities. The holiday club allows attendance from children who are not regular members of Woodpeckers as it is open to the whole school as it works on a first come first served basis, after a priority booking period. I would like to take this opportunity to thank all the staff for their continued hard work, patience and dedication to the children of Woodpeckers. They continue to support our children and keep them happy whilst in their care. The committee and staff members are continually looking for opportunities to improve the Club and look forward to the changes and building on another successful year with the children at the heart. 2 Michelle Carolan Chair Woodpeckers Management Committee August 2025 ## **2. Woodpeckers 2024 - 2025 A summary of the year** |Date|Activity| |---|---| |September 2024|We started the school year with a new intake of children, mostly Reception
children. They settled very well. We had a visit from Megan Morris about
achieving the Bronze Welsh Award. We are enthusiastic about starting this
scheme to implement more Welsh in the setting.| |October 2024|A new PAT TEST company is being used for electrical equipment. We have a
week of SPACE activities which the children have enjoyed. Sian B has How to
administer medicine Course. There is an Inset Day on October 25th.Another
successful Holiday Club with lots of Halloween Activities.| |November2024|Sian and Sue attend a Safeguarding Course. The Children start collaborating
their ideas for Christmas Activities towards the end of November.| |December**2024**|Sian B attends a Nutrition Refresher Course with the possibility of
reintroducing the Healthy Golden Snack Award. We have lots of fun
celebrating Christmas and look forward to a well-earned Christmas break.| |**January 2025**|Sue and Sian start the Anti-Racism Training. Farah and Cari attend a Food
Hygiene Training Course. We purchase more outside lighting and torches for
the darker nights. we transition from the Infant Hut after water damage in
the Christmas Holidays. We begin using the canteen for the Foundation
phase children for the first part of the night.| |February 2025|Nia Downes from Clybiau Plant Cymru visits to help prepare for a possible
Inspection. Providing a check list of everything we need to make this run
smoothly. Preparations and Holiday Club completed successfully.| 3 |March 2025|The school had an Inset day on Monday 10thMarch. Sue and Sian attend a
Dealing with Bullying Course. We celebrate Eid Mubarak with a donation of
Dubai chocolate prepared by a parent. Farah and Cari attend a safeguarding
course.| |---|---| |**April 2025**|The school has an Inset day on Friday 11thApril. The Easter Holidays fall in
the middle of Easter with lots of fun activities and a busy time for Holiday
Club. Sian B attends a Supporting Children with Sensory Needs Course.| |May 2025|Katie Evans and Anna Wilson attend a First aid Course. Sian B and Sue visit
Recreate and get lots of items to replenish the Playshack with the Summer
months now starting. We are ready for lots of free outside play and den
making. We celebrated International Play Day May on May 19th.| |**June 2025**|Debbie Palfrey visits a support from caring for children with individual needs
and provides us with some sensory equipment. Sian B and Abbie attend a
First Aid Course. The children start to think about the activities they would
like to do in our Summer Holiday Club.| |**July 2025**|
Preparations are well underway for a very busy Summer Holiday Club.
Manpreet and Sian W attend a First aid course. We say Goodbye to our Year
6 children as they get ready to leave for High school.| ## **3. Committee membership:** |Michelle Carolan|Chair|| |---|---|---| |Becky Borde|Secretary|| |Sadie Lowman -Jones|Treasurer|| |Sian Burnett|Club Manager|| |Sue Gibbs|Deputy Club Manager|| |Darren Stacey
Gillian Spratt
Simon Geeves|Committee Members|| 4 ## **3.1 Committee Update** As always, we are looking for new committee members to attend but the current committee have showed their support and hard work throughout the year. Thank you. 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 a demountable classroom and the school canteen The larger double demountable holds the Breakfast Club, After-School Club for the juniors and the Holiday Club. The canteen holds the AfterSchool 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 inside activities and the outdoor area. The outdoor area is a large garden area with a playground tarmac Safety flooring area & grass area. There is also under shelter areas which children can use if 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. 6 We have a separate games room in the junior hut for larger games including a pool table, air hockey, and table football. 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 Woodpecker’s 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 £3.80 per session After-School Club is £11 per session. Holiday Club costs £38 for full day care 8am – 6pm or £20 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; payments made through the bank or cash payments. The Out of School Club Manager is Sian Burnett 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. 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** 7 ## **5. Staff Update** Thank you to you all Woodpeckers staff for your continued commitment and hard work over another successful year. A special thank you to Sian and Sue for their leadership, interpretation of guidance, planning and ensuring that Woodpeckers remained a welcoming and safe place for the children attending. Elaine Wright retired in this year, and we had a very enjoyable send off for her. ## **5.1 Training** The Club has a strong policy of maintaining staff skills and continuing to develop their expertise. Staff must attend the 3 courses set out by the CSSIW for best practice approximately every 3 years. These are First Aid, Child Protection, & Food Hygiene. Certificates are awarded to those that attend and pass the course; these are held on their personal files. Currently all staff are update with these courses. Looking to the future we endeavour to get all the staff presently at Woodpeckers working towards a Play qualification , which will really enhance the club. 8 ## **Treasurer’s report** Report and statement for the year 2024-25 and update for 2024-25. The Woodpeckers Committee present the Financial Report at this meeting; for the accounts year ending 31[st] Aug 2025. For the financial year ending 31[st] Aug 2025 the committee continued with existing financial commitments, including continuing with existing lease commitments Total Income for the year 2024-25 was £199,150 £200,110 was spent from unrestricted funds on salaries for the club staff **.** The net result for the year was a net loss of £960 The closing balance held by the charity was £73,239 as of August 2025. 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. 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. During this period (2024-25) fees have increased to support rising costs. A pay increase of 8% was awarded in April 2025 recognising the rising cost of living and ensuring Play Worker grade hourly rate was raised in excess of the national minimum wage. ## **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 2025** - 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. This was evident in Jan 2025 with the lower hut taken out of action and alternative accommodation provided by the school. Woodpeckers is reliant on the School as the landlord for any consideration of changes to or replacement of the structure of the buildings. 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. 9 **To be read with this report:** Independent Auditors Report 2024-25 10 ## **THE WOODPECKERS CLUB** ## **REPORTS AND FINANCIAL STATEMENTS** ## **FOR THE YEAR ENDED** **31[ST] August 2025** **REGISTERED CHARITY NUMBER: 1042261** **A. P. Baker and Co** **Chartered Accountants** 11 THE WOODPECKERS CLUB ## STATEMENT OF FINANCIAL ACTIVITIES ## FOR THE YEAR ENDED 31[ST] AUGUST 2025 £ £ ## INCOME & EXPENDITURE ## Income Resources |Fees Received
Grants and Subsidies

Bank Interest Received
|187,324
11,218
608
199,150| |---|---| |Resources Expended
Salaries
164,307
Rent
12,540
Insurance
591
Equipment Toys and Crafts
4,282
Food and Refreshments
6,571
Telephone, Broadband & Parent mail
523
Repairs and Maintenance
3,350
Printing, postage and stationery
249
Sundry Expenses
2,515
Utilities
3,501
Accountancy
1,150
Book-keeping Fees
390
Staff Training
141
_____
Deficit for the Year
Balance brought forward 1stSeptember 2024
Balance carried forward 31stAugust 2025
£|200,110
(960)
74,199
73,239| |---|---| 12 THE WOODPECKERS CLUB ## STATEMENT OF ASSETS AND LIABILITIES AS AT 31[ST] AUGUST 2025 **----- Start of picture text -----**
£
Current Assets
Bank Deposit Account 57,729
Bank Current Account 16,656
Petty cash 4
74,389
Liabilities due within one year
Creditors and Accruals 1,150
Balance as at 31 [st] August 2025 £ 73,239
Held for the Charity’s own use
Accumulated Fund
As at 31 [st] August 2025 £ 73,239
**----- End of picture text -----**
The financial statements on pages 1 and 2 were approved by the Management committee on 20[th] April 2026 and were signed on their behalf by: - .................................... Sian Burnett 13