## **Waterbeach After School Play Scheme** ## Annual Report 2020-2021 Registered Charity No. 1069551 WASPS Annual Report 2021 ## **Table of Contents** |1.|Synopsis ........................................................................................................................................ 3| |---|---| |2.|Chairperson’s Report .................................................................................................................... 3| ||Club Status ....................................................................................................................................... 3| ||Ofsted Inspection ............................................................................................................................. 3| ||Opening of Premier .......................................................................................................................... 3| ||Covid-19........................................................................................................................................... 3| ||Changes in Management Team ........................................................................................................ 4| ||Premises ........................................................................................................................................... 4| |3.|Treasurer’s Report ........................................................................................................................ 4| ||Fees and Grants ................................................................................................................................ 4| ||Salaries ............................................................................................................................................. 4| ||Capital Expenditure.......................................................................................................................... 4| ||Training ............................................................................................................................................ 4| ||Premises ........................................................................................................................................... 4| ||Licences, DBS, and Memberships ................................................................................................... 5| ||Food and Sundries ............................................................................................................................ 5| ||Reserves ........................................................................................................................................... 5| ||Fundraising....................................................................................................................................... 5| ||Budget Summary.............................................................................................................................. 5| |4.|Manager’s Report ......................................................................................................................... 6| |5.|Budget Plan for 2020-2021 ........................................................................................................... 9| |6.|Fees for 2021-2022 ..................................................................................................................... 10| |7.|Pay Grades for 2022 ................................................................................................................... 11| This report has been prepared by: Zoe Badcock Deputy Manager Sarah Heil Manager Catherine Williamson Treasurer Temoc Rodriguez Chairman The reporting period is 1[st] September 2020 to 31[st] August 2021. October 2021 Page **2** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 ## **1. Synopsis** This year we have seen a partial recovery from the effects of the covid-19 pandemic. Under a new club manager, the operations of the club have been more closely scrutinised and the financial impact from a third lockdown has been minimised. Some unexpected maintenance tasks resulted in a higher overall loss than budgeted. During the third lockdown starting in November 2020 the club made use of the HMRC job retention scheme. Attendance numbers were low in the autumn term of 2020. However, we have seen an increase during the summer term an moving on to the new school year we are expecting a full recovery. ## **2. Chairperson’s Report** ## Club Status The club has seen another difficult year as the effects of the pandemic are still felt in the club operations. A third lockdown between November 2020 and March 2021 again affected our finances in addition to the general uncertainty around business returning to work from offices instead of home working. This has a direct impact on our services, which are specifically tailored to allow working parents to go to their place of work. Despite the challenges, the management committee and the club manager and deputy manager have been effectively working this year and minimised the financial impact resulting from lower than anticipated income. We have had to use some of our reserves fund to get us through the year but anticipate a return to positive cash flow going forward to the new school year. ## Ofsted Inspection This year we were anticipating an Ofsted inspection but due to the continued restrictions this did not take place. However, Ofsted organised a visit on 20th September 2020 to look at how the club was coping with the effects of the pandemic. This was successful and the comments were complimenting of how we managed through the crisis. We are anticipating a next inspection in the autumn term of 2021. ## Opening of Premier Premier Education opened a wrap-around care service in February 2020. Due to the pandemic we have not yet fully assessed the impact of this competitor. However, we anticipate that we will not recover to a full attendance numbers as before the pandemic. Nevertheless, attendance numbers during the summer term 2021 were sufficient to operate a cash neutral position those months. Provided the numbers increase slightly going forwards, the club should be able to operate with a slight positive cash flow, which would be required to replenish the reserve funds. ## Covid-19 The club had to close between November 2020 and March 2021 due to the restrictions imposed by the government when schools closed in a third lockdown. Whilst the club has been utilising the government’s Job Retention Scheme grants, some staff had to continue working and running costs had to be paid whilst schools were closed. The club re-opened on 8[th] March for the end of the winter term. The club operated continuously through the summer term 2021. Throughout the school year the club has operated under special conditions with pupil bubbles and October 2021 Page **3** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 extra safety measures in place at the setting, e.g. additional cleaning, hand washing, and signage. ## Changes in Management Team This year we appointed Sarah Heil to the Club Manager position from 1[st] September 2020. We also promoted Zoe Badcock to the Deputy Manager position from 1[st] July 2020 (previous reporting year but mostly impacting from this reporting year due to the summer holiday period). This appointments have been very successful and the management of the club through this difficult year has been exemplary. ## Premises This year the club contributed approximately £7,000 towards the maintenance and upkeep of our building and facilities. This sum was larger than budgeted due to unexpected failures of the boiler and dishwasher. ## **3. Treasurer’s Report** The club’s finances have been greatly affected by lower attendance in the autumn term and the third lockdown between November 2020 and March 2021. Income recovered in the summer term but this was not sufficient to finish the year as budgeted. ## Fees and Grants The total fees collected for the year were approximately £35,895 versus a budget of £37,921. The lower income was due to the third lockdown between November 2020 and March 2021. Grants received totalled £12,999 against a budgeted £7,000. This larger sum due to claims on the Job Retention Scheme during the third lockdown. The total income for this year was £48,895 versus a budgeted income of £44,921. ## Salaries The club paid £46,085 in salaries compared to a budget of £37,055. This reflects the closure of the club during the third lockdown. The club continued to employ staff through the lockdown period and we made use of the government Job Retention Scheme grant. An increase to salaries of 2% is proposed from 1[st] January 2022 subject to a favourable financial position from strong pupil attendance and fees collection. ## Capital Expenditure This year we made additional contributions to the premises Joint Venture to replace the boiler £2000 and the dishwasher £304. The club paid for half of the item costs, with the other half paid for the other charity that shares the building. ## Training The club made investment in staff training of £380 versus £1,000 budgeted. ## Premises WASPS paid a total £6934 to the premises Joint Venture for the upkeep of the building and grounds versus a budget of £5750. Additional contributions of £1,184 were made to pay for unexpected October 2021 Page **4** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 expenses of the boiler and dishwasher. ## Licences, DBS, and Memberships License fees were below budget at £440 compared to £1,160 budgeted. ## Food and Sundries Grocery expenditure was below budgeted due to the third lockdown. Only £2,300 were spent versus a budget of £2,400. ## Reserves Due to the ongoing effects of the pandemic, the club has had to draw £9,000 from its reserves to fulfil its financial obligations. Therefore, the reserve fund is £17,750 at the end of this financial period (August 2021). Per club policy, the reserves fund should be maintained between 3 and 6 months of operational costs. The on-going operational costs are on average £4,500/month. Therefore, the reserves remain above the 3-month mark (£13,500) but below the target 4.5-month average (£20,250). The club will endeavour to recover some reserves monies as conditions recover from the pandemic. ## Fundraising The club raised £53 from a raffle conducted in the summer term. ## Budget Summary The following table summarises the budgeted and the expenditure for the financial year 2020-2021. There are two columns for budget. The first budget was proposed in September 2020. However, due to the third lockdown in November, the budget was adjusted accordingly as shown in the second column. October 2021 Page **5** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 ||**Original**
**Budget (£)**|**Adjusted**
**Budget (£)**|**Actual (£)**| |---|---|---|---| |INCOME|||| |Fees|42,756|37,921|35,896| |Grants and donations|10,000|7,000|12,999| ||||| |EXPENDITURE|||| |ServiceFees|816|816|1,178| |Materials|600|600|260| |Training|1,000|1,000|380| |License,membership, etc.|1,160|1,160|440| |Feesreturned|500|500|807| |Groceries|2,400|2,400|2,300| |Capital Exp.|200|200|0| |JVcontribution|5,750|5,750|6,934| ||||| |Salaries|44,003|37,055|46,085| ||||| |Balance|-3,672|-4,560|-9,488| ||||| ## **4. Manager’s Report** At the start of the Autumn term, we opened WASPS doors to all children once again and now the government guidance has been revised, we no longer have to operate in separate groups and can once again welcome in parents/carers at drop off and collection time. It has been great to get back to a bit more normality and reintroduce the more usually routines and play opportunities at the club. We are once again able to promote independence with the children being more involved in preparing and self-selecting their own snacks. The past year has brought some challenges due to the ongoing Covid-19 pandemic with a further closure period of the club in the Jan/Feb 2021 Lockdown. When returning in March we continued to operate with two separate groups of children and carried out enhanced cleaning, parents/carers were not allowed into the premises. Although the set up throughout last year meant our provision looked very different to usual, we hope the children still enjoyed their experience at the club. WASPS has been running since September 1997 and is well established in the community of Waterbeach, the club has been providing a reliable, affordable service for 24 years now. WASPS continues to run fulfilling its original aim; to provide a home from home family atmosphere. The children decide how to spend their time in the club and the staff team facilitate child led play and offer a variety of play opportunities, both inside and outside. With the growth of Waterbeach Community Primary School and Waterbeach village, we hope WASPS continues going from strength to strength into the future. The Breakfast Club can cater for up to 24 children in the mornings; we currently have availability at all sessions. October 2021 Page **6** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 The After School Club can cater for up to 40 children in the afternoons; we currently have availability at all sessions. WASPS has encountered a few challenges over the past year due to the Covid-19 pandemic, there have been many restrictions we had to follow meaning we were working in small consistent groups, as well as being short staffed on occasions but also having to be mindful of the financial situation the pandemic had put us in. An additional competitor offering wrap around care on the school site also had an impact on our attendance. We are pleased to report though that there have been many successes too. We have been working with our county advisor to make sure we have things in place, and we are confident as we await our next full Ofsted inspection, following our interim visit from Ofsted in October, which went well. The children enjoyed taking part in their own children’s council, this will run again this year as the children’s council is so important to enable the children to have their voice and say in what goes on at WASPS… their club! As a new Manager this was also a helpful way of getting to know the children and their interests so we could support these. We also had conversations about the snack the children have in the afternoon, and they helped to create a new menu giving them more choices. Now restrictions have lifted the children have been more involved in making their own snack, making their wraps, spreading jam or honey on toast and buttering their own crackers. They have enjoyed taking part in fun activities, including arts and crafts, outside play and role play to name just a few, which have stemmed from their interests and ideas. We introduced a Minecraft Club on a Monday afternoon where the children could meet other Minecraft fans and make new friends, learn about architecture and Minecraft building techniques and play the game for a short time. We also ran a STEM session on a Thursday, these were run and coordinated by an approved STEM Ambassador. The sessions were delivered at the right level for our children and were meant to promote science, engineering, and technology. The sessions involved hands-on experiments that facilitated learning and relevance to our daily lives. We have purchased some new resources based on the children’s interests and requests, this included Minecraft Uno, chess, loom bands, clay and hama beads to name a few. We have also used the internet to print resources for various role play (hairdressers, shops and ice cream parlours) that they children have loved using, as well as hama bead designs based on interests like Minecraft, Among Us and Unicorns. We were also successful in our latest recruitment drive hiring a new Playworker and a bank member of staff. Due to the circumstances of last year we were not able to do the usual amount of fundraising but we did raffle a Family Movie Night Hamper with support from Tesco. We managed to raise £54 from this that the children then gave ideas of the resources they would like to purchase from this. The winning vote was a basketball hoop. With regards to our team, over the year we said farewell to Olivia (Playworker), Emily (Bank Playworker) we thank them both for their hard work at the club and wish them well for the future. We welcomed Tommy (Playworker) in the Summer term 2021, and Harry (Bank Playworker). Our staff team now consists of Sarah (Manager), Zoe (Deputy/Breakfast Club Co-ordinator), Sophie (Playworker), Tommy (new Playworker). As well as having Toyin, Harry and Sam remain on our bank staff. The club was closed in the Jan/Feb 2021 Lockdown, meaning staff were placed on the furlough scheme. We were able to re-open in March when the school re-opened its doors to all children. Staff members have undertaken various training throughout the year, including Safeguarding (Designated Person and Playworkers Basic Child protection), Equalities Named Co-Ordinator (ENCo), Safer Recruitment, Domestic Abuse Awareness, Prevent Duty, FGM, First Aid, Food Hygiene to name just a few! We would encourage you to take a look in our training and qualifications file on the front desk for more details. In addition to this we have also included some in house training at our staff meetings and created quizzes to complete to evaluate staff knowledge about policies and procedures around Safeguarding. Our two new staff members will also be October 2021 Page **7** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 completing various training. WASPS share Waterbeach Playhouse, our premises, with Waterbeach Community Playgroup. We have continued to work with the Playgroup throughout the past year on our Joint Venture projects. Regular maintenance on the building includes the following throughout the year: - - External areas and gardening - Carpet cleaning - Fire safety equipment maintenance - Security - PAT testing - Insurance - Cleaning of the building – Managing a contracted cleaner - Air conditioning - Play structure - Easi Grass play surface outside, We communicate regularly and hold meetings (although these have continued to be online over the past year) so we can ensure the smooth running of the premises for both groups. We have continued to face the extra challenges the pandemic brings to us in a shared premises and have devised good systems for cleaning between sessions and entering/exiting the building to keep our staff/children separate, following clear operational plans. As well as contractors working on maintenance and equipment. We have had some work carried out including improvements to the front ramp and some woodwork repairs, painting the building internally, some tiling around the sinks and more regular gardening, all by volunteers and committee members of the two groups, this has helped us to keep costs down. We have put on hold some projects including the refit of the toilets and kitchen and at some point, the oven needs replacing. We still plan to develop an outside digging area for the children, and we are currently looking at options for the safety surface under the play structure. WASPS are members of Waterbeach Community Association, due to the ongoing Covid situation, unfortunately the Association has not been able to hold their usual meetings this year. However, they have continued to update members via email, and we have written articles for the Beach News throughout the year keeping the local community up to date with what’s going on at the club (there was a disruption to the planned schedule due to lockdown). Unfortunately, Waterbeach Feast day didn’t go ahead for a second year in June due to the restrictions, but we hope to take part at the next opportunity as this is always a fun community event and also a good fundraising opportunity for WASPS too, as we usually hold a stall on the village green. We have had a busy year at WASPS. Along with the staff team and Management Committee we work hard to continually reflect on our practise and to make changes where needed to improve the service for the WASPS children and families. We would like to thank all of the Management Committee; some of whom will be standing down this evening, for giving up their time and for their hard work throughout the year. WASPS would be unable to run without a fully functioning committee, so much goes on behind the scenes, thank you to you all! October 2021 Page **8** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 ## **5. Budget Plan for 2021-2022** The budget for the coming year compared to last year’s budget is shown below. ||**Budget 2020-**
**2021**|**Budget 2021-**
**2022**| |---|---|---| |**INCOME**||| |Fees|37,921|65,446| |Grants and donations|7,000|0| |||| |**EXPENDITURE**||| |Salaries|37,055|52,891| |JVContribution|5,750|7,000| |iPAL Fees|180|340| |TelephoneLine|816|400| |BOX|180|180| |Expense Claims|0|250| |Groceries (Fairfaxcard)|2,400|2,400| |Training|1,000|500| |Materials|600|200| |Refunds|500|100| |Memberships|400|250| |AccountsExamination|200|150| |DBS|200|100| |StaffSocials|0|100| |Capital Expenditure|200|0| |AgencyFees|0|500| |||| |Total Income|44,921|65,446| |Total Expenditure|49,481|65,361| |Balance|-4,560|85| The JV contribution has been increased in line with actual expenditure in the previous reporting period. The additional expenditure is due to an increase in maintenance and repairs as items reach their end of life. This trend is expected to continue the coming year. The coming year we have not budgeted for any government aid as in the previous year, including HMRC JRS. The fees income is based on confirmed bookings for the autumn term (approximately 20 children per session). October 2021 Page **9** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 ## **6. Fees for 2021-2022** For the next financial year, we are budgeting an increase of fees as follows. The afterschool sessions will be longer based on new plans from the school to finish at 3.00pm instead of 3.20pm. The fees have been adjusted pro-rata. In addition, all fees have been increased 2% in line with inflation. ||**Session**|**2020-2021**|**2021-2022**|| |---|---|---|---|---| ||**Breakfast**|||| ||Standard|£5.40|£5.55|| ||Sibling|£5.00|£5.10|| ||**After School**|||| ||Full session|£9.90|£11.35|| ||Full session Sibling|£9.20|£10.45|| ||Half session|£6.50|£8.20|| ||Half session Sibling|£6.00|£7.55|| |||||| ||**Session**|**2020-2021**|**2021-2022**|| ||**Holiday Club**|||| ||Full Session|£29.20|£29.80|| ||Full Session Sibling|£25.55|£26.10|| ||Half Session|£18.10|£18.50|| ||Half Session Sibling|£15.84|£16.20|| ||Hourly|£4.80|£4.90|| ||HourlySibling|£4.20|£4.30|| |||||| October 2021 Page **10** of **11** Registered Charity No. 1069551 WASPS Annual Report 2021 ## **7. Pay Grades for 2022** An increase of 2% is proposed across all rates and salaries from 1[st] January 2022. This is subject to a favourable financial position based on actual pupil attendance numbers. ||**2020-2021**|**2021-2022 pro-**|**Guidance**| |---|---|---|---| |**Grade**|
**rate**|**posed rate**|| ||**£/hour**|**£/hour**|| ||||This rate is for experienced (>7 years) setting management positions (coordina-| |1|13.01|13.27|tors, deputy manager, manager). Staff may also have a level 3 qualification or| ||||higher.| ||||This rate is for experienced (>5 years) setting management positions (coordina-| |2|12.77|13.02|tors, deputy manager, manager). Staff may also have a level 3 qualification or| ||||higher.| ||||This rate is for experienced play workers with experience greater than 7 years in| |3|11.97|12.21|a similar role and some management or administrator responsibilities. Staff may| ||||also have a level 3qualification or higher.| ||||This rate is for experienced play workers with experience greater than 5 years in| |4|10.65|10.86|a similar role and some management or administrator responsibilities. Staff may| ||||also have a level 3qualification.| ||||This rate is for experienced play workers with experience greater than 5 years in| |5|9.64|9.83|| ||||a similar role. Staff mayalso have a level 3qualification.| ||||| ||||This rate is for play workers with a range of experience between 2 and 5 years in| |6|8.88|9.06|| ||||a similar role. Staff mayalso have a level 2qualification.| ||||| ||||This is the rate for inexperienced play workers over 25 (inclusive) years of age.| |7|8.72|8.89|Staff may have a level 1 qualification but have not gained much experience (<2| ||||years).| ||||This is the rate for junior play workers under 25 and above 21 (inclusive) years of| |8|8.20|8.36|| ||||age| ||||| |9|6.45|6.58|This is the rate forjuniorplayworkers under 21years of age.| ||||| It is also anticipated that the lower grades 7 to 9 may need to be adjusted again on 1[st] April 2022 after the government publishes updated minimum wage rules. ## END OF DOCUMENT October 2021 Page **11** of **11** Registered Charity No. 1069551 TJR Accounting LtJ 16 Mill Road Watcrb¢ach 18 May 2022 Caiiibridge C.lJ?5 9liQ T= 0122.3 441181111 E: tere8aOaltJidccountinbP.co.uk | wwiv.tjr2ccounting.cn.uk Charities Commission RE: Waterbeach After School Play Scheme Registered Charity No 1069551 Dear Sirs As instructed I have completed an independent examination of the accounts for the above charity for the year ended 31 AugLSSt 2021. The accounts were prepared on the receipts and payments basis and I confirm I found the records and accounts to be accurate. If you have any questions concerning these please do not hesitate to contact me. Yours faithfully Teresa Reynolds FMAAT A Director.. TerLs'1 J. ILL￿.110]d5 FMAAT ATT 2(?27, -,116uo counting Statement 2020- 2021 (Rèceipts and Payments AGcounts) Watert)ea¢h After School Play Scheme ¢h¥ Fryihe cnadWCoThmI￿Qfft nLKnbÈl I1￿51 al Aug 2021 PtÈmls•sfvrt¢ lJvhtVeThturel fot4lth*y•ar TDtsIIMty•4r ereakdml WASPS•y5 Al4 re¢elW Oonali(￿￿Rc Graffll Op•i4Uny lofytlMr¢Mrlty' 19800 15800 32991 54794 Al￿2 63 63 Alc In￿￿t￿lIn¢1￿COrnFr￿IIpts Inierest 654 4917 C*htrr•¢*m I￿1£￿￿￿1￿￿￿'tsrO1s IrLornp"I P•>p¥ 72.163 7P624 69JJS Ala 124J7J A2b 111 gr•M• pild wagwnatian*i InsurÈrKwwfisKJns 4608$ 47400 09042 IIIICh•thbl••GtlwlUèi Qlhercbihlcare tOyW5wdn&*ioodldb51￿1Y￿￿Y 787 3454 4497 304 1241 lees¥8rvK*ipaypafwowmefflbpfshWms r￿aId￿5￿5urartGÉ 6J$ 1942 4350 4869 4494 acc￿lS $Xam￿a￿Dr￿y￿K1lWJl￿B5 150 82fj8è Sub4ol41 IA21+*2bl 79047 79647 6539 lo￿1 p8ymont¥ IA2¥+A2bTr￿¢1 A2 130686 15122 AIAZ YQ79 70 Cash fund$ lost ￿￿rond JooJ2 JQlJ8 4724J Ca¥h funds thli yo41 end Ai4l*A¥ 20953 236 21188 J0338 r61s112 OF$TED￿9 22iWS 2021 Digitally signed by Cuauhtemoc Rodriguez Date: 2022.05.28 17:06:46 +01'00' Digitally signed by Cuauhtemoc Rodriguez Date: 2022.05.28 17:07:57 +01'00' C. RODRIGUEZ 28 MAY 2022 Not• D3b T4nOlbl• Flx•d 20-21 Lo••oh0￿ lahd And 0thorliDd bulkllffl Totsi Toial Pr4ffl4•Hlyr IJmIVqn￿r0l PreA￿￿51￿r aLgnc8 ￿0￿ghtf0￿yard I38909 964¢ 9529 9$49 178905 Ir8nsfery n¢•u1r￿d lor*4rd iJJ•Dg 9648 9529 9648 167257 A¢¢vmutht•d d•pr•c*tion Ino NllPJimi*nt PTovlglon SL 20 SL 20 SL SL SL Raie ar ¢org 8an Ba￿lnce brOUghtf￿ll[ disposals tyart$iws 9M8 9S2e 160310 aitrrwlprOvLSions arge loiyear 6945 6945 9641 9646 Not O¢okValu• fj947 6947 ed lorw¥J preffi￿E￿Iu￿diJ￿￿v1fiIUF01 8qualownpryJhip irtthèa8sqts Rgolstued th￿ty NO 1069551 OFSTED trlo 22$946