2023-01-31-accounts - Kent Play Clubs

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Charity number 1104141 Company number 4649786

Kent Play Clubs

Trustees' Report and Accounts

31 January 2023

Kent Play Clubs Trustees' Report and Accounts Contents

	Page
Legal and administration details	1
Trustees' report	2 - 5
Statement of Financial Activities	6
Balance sheet	7
Notes to the accounts	8 - 12
Independent Examiner's Report	13

Kent Play Clubs

Legal and Administration Details

Charity registered number

1104141

Company number 4649786

Registered address

3 Raywood Office Complex Leacon Lane Charing Ashford Kent TN27 0ET

Trustees

P Dawson Ms K Donati S Ive Mrs A C Puttick

Management team

Trustees as detailed above Ms T Roper Ms D Kellers

Independent Examiner

Mr Daniel Valentine ACA Begbies Unit 14, Park Barn Evegate Business Park Smeeth, Ashford TN25 6SX

Bankers

Barclays Bank plc 9 St George's Street Canterbury Kent CT1 2JX

Nationwide Building Society 75 High Street Ashford Kent TN24 8SF

Kent Play Clubs

Trustees' Report for the year ended 31 January 2023

The Trustees present their report and accounts for the year ended 31 January 2023.

The Trustees confirm that the Annual Report and accounts have been prepared in accordance with the accounting policies set out in Note 1 to the accounts and comply with the charity's governing document, The Charities Act 2011 and Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) published on 16 July 2014.

Objectives and activities

The charitable company's principal activity during the year continued to be that of a non-profit making enterprise providing management of after school clubs and playgroups for children.

The objects are to:

To promote, maintain, improve and enhance the education and development of children and young people ages 2-14 by the development of new, and the support of existing, out of school childcare clubs and holiday schemes.
To advance the education and training of persons involved in the provision of such care, recreation and educational facilities.
The relief of poverty by provision of advice, information and support to lone parent families and families on low income in deprived and rural areas.

Public benefit statement

The trustees confirm that they have referred to the guidance on public benefit issued by the Charity Commission when reviewing the charitable company's aims and objectives and in planning future activities.

Structure, governance and management

Kent Play Clubs (KPC) was incorporated as a company limited by guarantee and not having share capital on 28 January 2003 and was registered as a charity (no. 1104141) with effect from 4 June 2004. It is established under its Memorandum and Articles of Association as amended by special resolutions dated 9 May 2004 and 28 May 2010.

The trustees are responsible for the general control and management of the administration of the charity. Trustees are appointed at the Annual General Meeting and must consist of a minimum of 3 trustees and shall not be subject to a maximum level. A trustee appointed may be appointed by ordinary resolution. Only trustees retiring by rotation can be appointed at a general meeting.

In accordance with the charitable company's articles of association, P Dawson retires by rotation and, being eligible, offers himself for re-election.

T Roper and D Kellers attend committee meetings to input but have no right to vote. However both of them make decisions on running the club on a daily basis in line with best practice and situations that arise.

Trustees

The trustees, (who are also directors for the purposes of company law), who served in the year are shown on page 1.

Kent Play Clubs

Trustees' Report for the year ended 31 January 2023

Achievements and performance

The charitable company has continued to focus on service delivery and embedding its services within local and particularly rural communities, with emphasis on supporting the sustainability of after school clubs located in hard to reach communities.

Improving quality of play opportunities available in hard to reach areas of Kent remains a priority as does staff development. During the pandemic, in-person training had to be put on hold, and so in 2022/23, a lot of time was spent catching up on mandatory training and bringing staff up to speed on new ideas and practices. Staffing continues to be a challenge but we are always seeking more routes to find the right calibre of staff.

The charitable company had a successful year service-wise. During 2022/23:

Ongoing support was provided to the communities and staff of eight After School Clubs helping them to continue and rebuild following a world wide pandemic which particularly affected children, not only physically but also the affects of lockdowns on such young people today and into the future.

Support was provided to clubs with funding applications. Successes (totalling £5,691) included:

Kent County Council grant for South Willesborough for covid recovery.

Kent County Council grant for South Willesborough for funded places at the after school club to help children who are struggling to reconnect following the pandemic.

South Willesborough Parish Council for South Willesborough to help with the increased costs now being encountered.

The trustees/directors of Kent Play Clubs would like to take this opportunity to thank all the staff and volunteers for their contribution to the success of Kent Play Clubs and the support that they provide to ensure the sustainability and success of the After School Clubs that KPC supports.

Public benefit statement

Financial review

Income for the year amounted to £105,609 (2022: £104,079). Expenditure was £101,832 (2022: £96,424) resulting in a surplus for the year of £3,777. Funds at 31 January 2023 remain healthy at £124,977 (2021: £121,200), of which none were restricted.

Risk management

The Trustees have examined the major strategic, business and operational risks which the charity faces and confirm that systems have been established to enable the charity to lessen or mitigate those risks. The main risks that effect the charity are as follows:

The biggest threat to the charitable company's sustainability is the closure of clubs and difficulty in opening new clubs with the biggest burdens to bear being:

Kent Play Clubs

Trustees' Report for the year ended 31 January 2023

The impact of the Living Wage on After School Clubs

We have consulted with all clubs advising them of what we think their fees should increase to in order to keep them sustainable

The reduction in government funding but at the same time increases in legislative demand to have qualified staff running after school clubs

We have tried to aid and encourage staff to apply for whatever finance (like student loans) there is available to pay for any training they need.

The absence of key personnel from the office at KPC

It would be hard to replace the childcare and KPC knowledge of a couple of members of staff by just employing someone new to cover the job of the manager or recruitment officer. The trustees have done their best to retain staff by a holistic approach to management, as it is not only about salaries, though these are reviewed regularly.

Reserves policy

Kent Play Clubs exists on self-sustaining income from the Primary Purpose Contributions that are received from the after school clubs that it supports. KPC has a three year commitment to newly formed clubs that it supports and a notice period of 3 months in the event of services being withdrawn (see Service Level Agreement). The intention of the KPC reserves is to fund:

working capital
shortfalls in income when income does not reach expected levels

The trustees have agreed that a designated General Reserve of £75,000 shall be maintained to ensure the charity could meet its obligations for 6 months wind down costs and redundancy payments. This reserves policy will be reviewed annually by the trustees.

Plans for the future

To strengthen and grow the clubs we already have.

To seek opportunities to open or take over the running of more after school clubs. To continue to try and generate more income to cover all our costs.

Pay policy for key management personnel

The trustees consider that they comprise the key management personnel of the charity in charge of directing and controlling, running and operating the charity on a day to day basis. All trustees give their time freely and no trustee received remuneration in the year. Employee pay is reviewed on an annual basis.

Trustees' responsibilities

The Trustees are responsible for preparing the Trustees' report and accounts in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

Company and charity law requires the Trustees to prepare accounts for each financial year which give a true and fair view of the state of affairs of the charity and of its income and expenditure for that period. In preparing these accounts, the Trustees are required to:

select suitable accounting policies and then apply them consistently;
observe the methods and principles in the Charities SORP 2015 (FRS 102);
make judgements and estimates that are reasonable and prudent;
state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the accounts;
prepare the accounts on the going concern basis unless it is inappropriate to presume that the charity will continue in business.

Kent Play Clubs

Trustees' Report

for the year ended 31 January 2023

The Trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the accounts comply with the Companies Act 2006 and the Charities Act 2011. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

This report has been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies.

By order of the Board

Mr P H Dawson Trustee 29 March 2023

Kent Play Clubs

Statement of Financial Activities

(incorporating an Income and Expenditure Account) for the year ended 31 January 2023

Unrestricted
Total
Notes
Funds
2023
£
£
Income from:
Donations
Donations
2,000
2,000
Charitable activities
Primary purpose contributions
69,692
69,692
Reimbursement of expenses
14,539
14,539
Other re-charges
1,315
1,315
Coronavirus Job Retention Scheme grants
-
-
Other income
16,994
16,994
Investments
Bank interest received
1,069
1,069
Total income
105,609
105,609
Expenditure on:
Charitable activities
2
101,832
101,832
Total expenditure
101,832
101,832
Net movement in funds
3,777
3,777
Reconciliation of Funds
Total Funds at 1 February 2022
121,200
121,200
Total Funds at 31 January 2023
124,977
124,977

Unrestricted
Total
Funds
2022
£
£
-
-
69,647
69,647
11,034
11,034
763
763
22,316
22,316
127
127
192
192
104,079
104,079
96,424
96,424
96,424
96,424
7,655
7,655
113,545
113,545
121,200
121,200

The Notes to the Accounts form part of the Financial Statements

Kent Play Clubs

Company no 4649786

Balance Sheet as at 31 January 2023

Notes Fixed assets Tangible assets 4 Current assets Debtors 5 Cash at bank and in hand Creditors: amounts falling due within one year 6 Net current assets Net assets Represented by: - General unrestricted fund - Designated funds Total Funds 8	£ £ 1,866 7,599 117,941 125,540 (2,429) 123,111 124,977 49,977 75,000 124,977 2023	£ £ 2,600 3,547 116,397 119,944 (1,344) 118,600 121,200 46,200 75,000 121,200 2022

For the financial year ended 31 January 2023 the company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies.

Trustees' responsibilities;

the members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476;
the trustees acknowledge their responsibilities for complying with the requirements of the Act with respect to accounting records and preparation of accounts. The accounts have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies.

The accounts were approved and authorised for issue by the Board of Trustees on 29 March 2023 and signed on its behalf by:

Mr P H Dawson Trustee

The Notes to the Accounts form part of the Financial Statements

Kent Play Clubs Notes to the Accounts for the year ended 31 January 2023

1 Accounting policies

Basis of preparation

The accounts have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (issued on 16 July 2014), the Charities Act 2011, the Companies Act 2006, the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102) and UK Generally Accepted Practice as it applies from 1 January 2015.

The accounts have been prepared on a going concern basis under the historical cost convention modified to include certain items at fair value.

The charity constitutes a public benefit entity as defined by FRS 102.

Fund accounting

The Unrestricted Fund is available for use at the discretion of the trustees in furtherance of the general objectives of the charity.

Designated funds are those that the trustees have designated for specific purposes but remain unrestricted funds.

Income recognition

All income is recognised once the charity has entitlement to the income, there is sufficient certainty of receipt and so it is probable that the income will be received, and the amount of income receivable can be measured reliably.

Grant income is received from various sources. The grant is usually awarded for a specific period. If any proportion of the grant does not relate to the accounting period in question, the amount is deferred to the period to which it relates.

Expenditure recognition

Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that settlement will be required and the amount of the obligation can be measured reliably.

All expenditure is accounted for on an accruals basis.

Expenditure on charitable activities comprises those costs incurred by the charity in delivery of its activities. It includes both costs allocated directly to such activities and those costs of an indirect nature necessary to support them.

Irrecoverable VAT is charged against the expenditure heading for which it was incurred.

Tangible fixed assets and depreciation

Tangible fixed assets are stated at cost less depreciation. Only assets costing more than £100 are capitalised.

Depreciation has been provided at the following rates in order to write off the assets over their estimated useful lives. A full year's depreciation is charged in the year of acquisition.

Fixtures & fittings 25% reducing balance Office equipment 25% reducing balance

Debtors and creditors receivable/payable within one year

Debtors and creditors with no stated interest rate and receivable or payable within one year are recorded at transaction price. Any losses arising from impairment are recognised in expenditure.

Tax

The charity is an exempt charity within the meaning of schedule 3 of the Charities Act 2011 and is considered to pass the tests set out in Paragraph 1 Schedule 6 Finance Act 2010 and therefore it meets the definition of a charitable company for UK corporation tax purposes.

Kent Play Clubs Notes to the Accounts for the year ended 31 January 2023

Going concern

The financial statements have been prepared on a going concern basis as the trustees believe that no material uncertainties exist. The trustees have considered the level of funds held and the expected level of income and expenditure for 12 months from authorising these financial statements. The budgeted income and expenditure is sufficient with the level of reserves for the charity to be able to continue as a going concern.

Judgements and key sources of estimation uncertainty

Accounting estimates and judgements are continually evaluated and are based on historical experience and other factors, including expectations of future events that are believed to be reasonable under the circumstances.

The annual depreciation charge for tangible fixed assets is sensitive to changes in the estimated useful economic lives and residual values of the assets. The useful economic lives and residual values are reassessed annually. They are amended when necessary to reflect current estimates, based on technological advancement, future investments, economic utilisation and the physical condition of the assets.

2 Expenditure on charitable activities

Staff costs Other staff costs Expenses paid on behalf of other clubs Rent Service charges Light and heat Repairs, maintenance & small equipment Printing and stationery Postage Telephone Computer and internet costs Insurance Accountancy and independent examination Sundry expenses Loss on disposal of assets Depreciation 3 Staff costs Gross salaries Employer's pension costs Employer's national insurance	2023 £ 69,761 617 14,538 5,415 1,616 1,552 190 1,898 423 1,695 1,910 416 1,020 (1) 112 622 101,832 2023 £ 68,181 1,580 - 69,761	2022 £ 69,898 169 11,034 4,596 1,597 969 190 1,108 330 2,046 1,894 358 990 116 261 868 96,424 2022 £ 68,392 1,506 - 69,898

The average number of employees during the year was 5 (2022: 5).

No member of staff earned more than £60,000 during the year (2022: none)

During the year, no Trustee received any remuneration, benefits in kind or reimbursed expenses (2022: £nil).

The trustees consider that they comprise the key management personnel of the charity in charge of directing and controlling, running and operating the charity on a day to day basis.

Kent Play Clubs Notes to the Accounts for the year ended 31 January 2023

4 Tangible fixed assets

Cost At 1 February 2022 Additions Disposals At 31 January 2023 Depreciation At 1 February 2022 Charge for the year On disposals At 31 January 2023 Net book value At 31 January 2023 At 31 January 2022 5 Debtors Debtors Other debtors and prepayments 6 Creditors: amounts falling due within one year Due to suppliers PAYE & NI Other creditors Accruals	Office equipment £ 4,401 - (844) 3,557 2,042 562 (732) 1,872 1,685 2,359	Fixtures & fittings £ 1,269 - - 1,269 1,028 60 - 1,088 181 241 2023 £ 5,359 2,240 7,599 2023 £ 70 462 398 1,499 2,429	Total £ 5,670 - (844) 4,826 3,070 622 (732) 2,960 1,866 2,600 2022 £ - 3,547 3,547 2022 £ 120 - - 1,224 1,344

Kent Play Clubs Notes to the Accounts for the year ended 31 January 2023

7 Company limited by guarantee

The charitable company has no share capital, being a company limited by guarantee. Every member of the company undertakes to contribute in a winding up a sum not exceeding £1 whilst they are a member, or within one year after ceasing to be a member, towards debts and liabilities contracted before ceasing to be a member.

8 Movement in Funds

General unrestricted fund Designated funds - General reserve General unrestricted fund Designated funds - General reserve	At 1 Feb 2022 £ 46,200 75,000 121,200 At 1 Feb 2021 £ 38,545 75,000 113,545	Income £ 105,609 - 105,609 Income £ 104,079 - 104,079	Expenditure £ (101,832) - (101,832) Expenditure £ (96,424) - (96,424)	Transfers £ - - - Transfers - -	At 31 Jan 2023 £ 49,977 75,000 124,977 At 31 Jan 2022 £ 46,200 75,000 121,200

General reserve

This fund is to ensure the charity could meet its obligations for 6 months wind down costs and redundancy payments.

Kent Play Clubs Notes to the Accounts for the year ended 31 January 2023

9 Analysis of net assets between funds Tangible fixed assets Cash at bank Other net current assets Tangible fixed assets Cash at bank Other net current assets	General fund £ 1,866 42,941 5,170 49,977 General fund £ 2,600 41,397 2,203 46,200	Designated funds £ - 75,000 - 75,000 Designated funds £ - 75,000 - 75,000	2023 Total £ 1,866 117,941 5,170 124,977 2022 Total £ 2,600 116,397 2,203 121,200

10 Related party transactions

The charitable company currently supports a network of 8 (2022: 8) after school clubs in rural and socially deprived communities surrounding Ashford and Shepway. During the year it received primary purpose contributions for this support totalling £67,342 (2022: £69,647). Kent Play Clubs also received income totalling £14,539, in respect of reimbursement of invoices raised to individual after school clubs relating to costs paid on their behalf and £1,315 in respect of re-charges of postage, photocopies, stationery and travel costs etc. Kent Play Clubs does not make a surplus on these.

Kent Play Clubs Independent Examiner's Report to the Trustees for the year ended 31 January 2023

I report to the trustees on my examination of the accounts of Kent Play Clubs (the Charitable company) for the year ended 31 January 2023 which are set out on pages 6 to 12.

Responsibilities and basis of report

As the charity trustees of the Charitable company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 (the 2006 Act).

Having satisfied myself that the accounts of the Charitable company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity's accounts as carried out under section 145 of the Charities Act 2011 (the 2011 Act). In carrying out my examination I have followed all the applicable Directions given by the Charity Commissioner under section 145(5)(b) of the 2011 Act.

Independent examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:

1) accounting records were not kept in respect of the Charitable company as required by section 386 of the 2006 Act; or
2) the accounts do not accord with those accounting records; or
3) the accounts do not comply with the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts give a 'true and fair view' which is not a matter considered as part of an independent examination.
4) the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities [applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)].

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Daniel Valentine ACA

Begbies Unit 14, Park Barn Evegate Business Park Smeeth, Ashford Kent TN25 6SX