## **Registered Charity Number: 1079967**
## **Trustees' Annual Report for the financial year from 01/09/21 to 31/08/22**
**Charity's principal address:** Hanslope Primary School, Long Street Road, Hanslope, Milton Keynes, MK19 7BL
**Governing Document:** Hanslope 326 Club Constitution 2011, re-adopted at the Annual General Meeting.
**Objectives of the Charity:** The aims of the 326 Club are to advance through play, the development and learning of children primarily of primary-school age by:
- a. Offering appropriate play opportunities and care facilities within extended groups, together with the right of parents or guardians to take responsibilities for and to become involved in the activities of such groups, ensuring that such groups offer opportunities for all children in accordance with the current legislation.
- b. Providing and assisting in the provision of extended hours activities and clubs at the school for the use of the 326 Club.
## **Trustees at the date of this report (24/08/22):**
|**Name**|**Current Position**|**Date of Appointment**|
|---|---|---|
|Georgina Tunnicliffe-
King|Chairman|1/09/2018|
|Scott Pardoe|Treasurer|18/10/2020|
|Anne Gambles|Ordinary Member|16/09/2010|
|Emma Pardoe|Secretary (Resigned)|18/10/2020|
|Zoe Snelling|Ordinary Member|18/10/2020|
|James Fraser|Ordinary Member|18/10/2022|
|Matt Smith|Ordinary Member|18/10/2019|
|Isabelle Arevalo|Ordinary Member|18/10/2019|
|Ryan Brown|School Representative|03/08/16|
## **Trustee Selection Method:**
- a. The Officers and Committee members shall be elected for one year at the Annual General Meeting. Retiring Officers and Committee Members are eligible for re-election unless they have already served on the Committee unless they have served on the Committee for ten consecutive years.
- b. Co-opted members may join at any time on the invitation of the Committee but shall retire at the next Annual General Meeting. No coopted member shall serve more than six consecutive years.
- c. In the event of the death or registration of an elected Committee member, the vacancy shall be filled until the next Annual General Meeting by a member appointed by the Committee.
**Activities and achievements during the year:** The 2021/2022 Accounts for Hanslope 326 Club were approved and independently examined by the 24[th] April 2024. Due to the significant issues of employing an Administrator, 5 administrators failed to issue invoices to parents to pay for their spaces. Poor bookkeeping by several administrators has led to us being unable to provide all of the relevant information to the accountant in a timely manner. The subsequent team, Matt and Scott the Treasure, have managed to source all financial information and documentation to be able to provide it to the accountant, unfortunately beyond the due date. 326 Club went through 5 administrators in 8 months.
The Summer Playscheme was one of the best undertaken. Matt and the team put lots of thought into make the summer playscheme interesting for all ages. This has meant that there has been an increase in bookings for September 2022.
Throughout the year, Hanslope 326 Club has continued to face some challenges due to parents continuing to work from home which has meant less children; Administration staff unable to perform the job they were employed to do; and lack of available staff to work for 326.
Throughout the 2021/2022 year Hanslope 326 Club successfully applied for HAF Funding for the Christmas, Easter and Summer Playschemes. This has enabled 326 to be able to offer places to underprivileged children with parents on low income. Without this grant, we would have probably had to close due to the inadequacies of the administrators.
We reviewed our finances and session bookings during the year until June 2022 and agreed to hold the prices for the time being. Whilst we have made a loss, with the support of Matt and the grant funding, we believe that we can claw back some of the losses. Our aim is to continue to hold these prices as they are for the rest of the school year with the intention of revisiting the option of an increase at the following Annual General Meeting and again at Easter 2023, if we have been unsuccessful. As a charity run by a Committee of volunteers, we operate on a not-for-profit basis where the sessions remain
at a very competitively priced rate and provide parents excellent value for money.
## Staff changes
Ellenor has decided to defer her place at university by taking a gap year to support 326. Our thanks to her for her continued support to the club.
.
Kristy has joined the team for breakfast and afterschool club.
We are currently recruiting new staff as we still are under staffed. Matt has agreed to undertake the Admin/Book keeper role to ensure that invoices are sent and can chase payments. We have agreed to review the admin role with Matt at every committee meeting, to ensure that he is not over burdened. With Matt taking on this extra responsibility, the outgoings for an administrator have been reduced.
## Committee Members
Due to a variety of reasons, several committee members have stood down. With the new school year, we have managed to replace these committee members, and are able to retain a minimum of 6.
## **Summary:**
Although Covid-19 is a past painful chapter of 326, the attendance at Hanslope 326 Club has steadily increased and we are working well to increase attendance to full capacity once again. We are extremely grateful of all our stakeholders and especially of the grants that continue to help us keep our heads above water.
We would also like to express our appreciation to Matt French and his play team who have also had a difficult year, but have continued to work hard to ensure the Clubs survival and support to the children.
Despite the financial losses incurred this year, Hanslope 326 Club will continue to work hard to meet the needs of both the parents and the school to slowly try to recoup some of the overall losses.
## **Reserves Policy:**
The following levels of reserves are considered necessary to ensure a constant level of service and to meet our liabilities in the event of closure:
- a. £34190.44 to ensure all of our liabilities can be met should the 326 Club need to close (e.g. statutory redundancy and notice pay for staff and any outstanding financial commitments). This amount is held in our Reserve Account (30 day deposit) and the interest earned within the account will be retained to help with inflation.
The level of reserves is monitored at our regular committee meetings and will be reviewed by the Committee once a year. Due to the financial impact of Covid-19, the account and reserve policy is reviewed more frequently by our Treasurer to ensure the Club remains viable and provide early warning should the Club creep close to this amount. Steps will be taken to rebuild levels of reserves if a shortfall is identified or to increase expenditure for the benefit of families using the Club if excess funds are identified.
**Investments Selection Policy:** It is the 326 Club's Policy to invest appropriate proportions of cash in the interest bearing notice account(s) and in an immediate access account to ensure the continued flexibility to meet the 326 Club's obligations as they fall due.
**Review of Major Risks:** The Trustees meet six times per year as a minimum and have instituted procedures to monitor day-to-day operations.
**I declare, in my capacity of Chair of the Charity Trustee Board, that the Trustees have approved the above report and have authorised me to sign it on their behalf.**
**Signature:**
**Date:**
**Full Name:** Georgina Tunnicliffe
**Position:**
Chair
**326 Accounts to 31st August 2022**
|**INCOME**
**Parent fees**
326 Fees
67,077.41
£
Cheques
1,477.00
£
HAF Funding
4,300.00
£
Transfer from 326 Savings Account
-
£
Fundraising
-
£
Santander matched funding
-
£
Grants and donations
2,096.84
£
Other income
-
£
Strictly Payroll Adjustments
5,137.18
£
Pay Alteration
871.79
£
phone refund
44.99
£
Nest refund
-
£
misc
-
£
**Total Income**
81005.21
**Expenses**
**Rent**
Rent - School
6,500.01
£
**Wages/Staff Costs**
Staff wages (including Employer's NI)
74,408.29
£
Strictly Education
3,609.55
£
PSA payment (PAYE)
Nest Pension contributions
1,987.29
£
Staff Christmas gifts/vouchers
325.00
£
Staff Uniform
339.60
£
Staff training
301.00
£
Recruitment
-
£
DBS charges
271.34
£
**Contracts/Subscriptions/Memberships**
Insurance
726.00
£
Phone Contract
535.31
£
Zoom subscription
172.68
£
Amazon Prime
95.88
£
HP Ink Subscrition
29.97
£
Ofsted registration fee
220.00
£
MKPA Membership fee
25.00
£
OOSA membership fee
-
£
ICO Registration
35.00
£
Motion picture license
-
£
Domain name registration
-
£
**Purchases**
Equipment/Goods/Food/Consumables
2,961.16
£
Equipment hire
160.00
£
Equipment Repair/Maintenance
205.20
£
Trips/Special sessions/taxis/diesel
490.00
£
Playscheme Meals
1,066.50
£
Independent examiner's report Gift
-
£
Fee refund
-
£
Returned cheque
-
£
Fundraising
-
£
Computer/Phone repairs/replacement
104.98
£
Petty Cash
100.00
£
Cheques
955.84
£
Total Expenses
95,625.60
£|**£**
**£**
**INCOME**
Fees from subs and other parental income
68,554.41
£
Grant income
6,396.84
£
TOTAL INCOME
74,951.25
£
**EXPENDITURE**
Rental costs
6,500.01
£
Wages and other Salary costs
70,386.61
£
Staff Welfare incl staff gifts and training
4,846.49
£
Insurance
726.00
£
Phone costs
490.32
£
Subscriptions
280.00
£
Computer costs
307.63
£
Administration costs
1,151.72
£
Subsistence and scheme trips
4,517.66
£
Equipment Hire and repair and Maintenance
365.20
£
89,571.64
£
Surplus/Defecit
£14,620.39|
|---|---|
CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examiner's report on the
accounts
Section A
Independent Examiner's Report
Report to the trustees
Hanslope 326 Club
On accounts for the year
ended
2022
Charity no
(if any)
1079967
Set out on pages
I report to the trustees on my 8xamlnation of th8 accounts of the above
charity 1.the Trust") for the year ended 3110812022
Responsibilitios and
basis of report
As the charitys trustees, you are responsible for the preparation of the
accounts in accordance with the r8quirem8nls of the Charities Act 2011
("the Act").
I report in respect of my examination of the Trusl's accounts carried out
under section 145 of the 2011 Act and in carrying out my examination, I
have followed all the applicable Directions given by the Charity Commission
under section 145(5Xb) of the Act.
Independent he charity's gross income exceeded £250.000 and l am qualified to
examinerfs statement undertake the examination by being a qualified member of linsert name of
applicable listed bodyll. Delete I l if not appliGable.
I have completed my examination. I Confi that no material matters have
¢ome lo my attention in o)nne¢tion with the examination (other Ihan that
disclosed below ") which gives me cause to believe thal in. any material
respect..
the accounting records were not kept in accordance wilh seGtion 130
of Ihe Charities Act. or
the accounts did not accord wilh Ihe accounting records. or
Ihe account$ did nol ¢omply with the applicable r8quir&ments
conrning the form and content of accounts set out in Ihe Charities
{Accounts and Reports) Regulations 2008 other than any requirement
that the accounts give a 'true and fairf view which is not a matter
considered as part of an independent examination.
I have no concerns and have comè across no olher matters in connects'on
with the examination to which attention should be drawn in this report in
order to enable a prop&r understanding of the accounts to be reached.
. Please delete the words in the brackets if they do not apply.
Slgned:
Date:
2010312024
Name:
Edward Snook
Rèlevant professional
qualifi¢ation(8) or body
(If any):
ACCA (ref no. 1256831)
IER
Oct 2018
Address:
73 Ashpole Avenue
Wootton
Beds, MK43 9EG
Section B
Disclosure
Only complete if the examiner needs to highlight malerial matters of concern
(see CC32, Independent examination of charity accounts.. directions and
guidanc8 for 8xaminers).
Givo here brlef details of
any items that the
axaminer wishès to
dlsclose.
IER
Oct 2018