2020-08-31-accounts - Acomb Out Of School Club Limited

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Company Number: 5081540

ACOMB OUT OF SCHOOL CLUB LIMITED

A company limited by guarantee and a registered charity number 1104781

ANNUAL REPORT AND ACCOUNTS for the year ended 31 August 2020 UNAUDITED

HPH Chartered Accountants 54 Bootham York YO30 7XZ

ACOMB OUT OF SCHOOL CLUB LIMITED

REPORTS AND ACCOUNTS - UNAUDITED FOR THE YEAR ENDED 31 AUGUST 2020

CONTENTS	Page
Directors' and Trustees' Report	1 - 5
Independent Examiner's Report	6
Statement of Financial Activates	7
Balance Sheet	8
Notes to the Accounts	9 - 14

ACOMB OUT OF SCHOOL CLUB LIMITED DIRECTORS’ AND TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 AUGUST 2020

The Directors, who are also the Charity’s Trustees and form the management Committee, have pleasure in presenting their Annual Report and the Accounts for the year ended 31 August 2020.

The Accounts comply with the Charities Act 2011, the Companies Act 2006, the Memorandum and Articles of Association, 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) (effective 1 January 2019).

The Charity is a Public Benefit Entity.

OBJECTIVES AND ACTIVITIES

The objects of the club are, in the York area of England

to provide facilities for the care and recreation of children during out of school hours, and
to advance the education of children attending the club.

The club operates a breakfast club and an afterschool club during term time. The club operates a holiday club, meeting the needs of families in York predominantly in the Holgate area.

The Trustees confirm that they have complied with their duty in section 17(5) of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission when reviewing the charity’s aims and objectives and in planning future activities.

ACOMB OUT OF SCHOOL CLUB LIMITED DIRECTORS’ AND TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 AUGUST 2020

ACHIEVEMENTS AND PERFORMANCE

The manager and trustees work closely with the school (and landlord) to ensure that the space and facilities available to the club at the school are appropriate and secure.

Occupancy levels were good throughout 2019 and for the first months of 2020. From 23 March 2020, the club closed temporarily in line with national guidelines and the closure of schools. The club reopened on 20 July 2020, working with Our Lady Queen of Martyrs School to offer sessions to vulnerable and key worker children throughout the remainder of the national lockdown period. Due to the restrictions, occupancy, and income were much reduced. Staff responded and performed both admirably and commendably throughout this very difficult time and staff and Trustees worked to minimize costs, including the negotiation of a rent holiday for the premises. The club made effective use of furlough arrangements under the Coronavirus Job Retention Scheme to deploy staff flexibly and efficiently, which has offset some loss of income. Towards the end of the financial year Trustees also refocused efforts to chase outstanding debts and make applications for grants to supplement our income.

Following the reopening of schools nationally, occupancy begun to rise again. We were able to remain open to support vulnerable children and the children of key workers during the second national lockdown and have seen numbers increase again following the reopening of schools in March 2021. To comply with national Coronavirus guidance and reduce the risk of transmission, the children are allocated to and cared for in ‘bubbles’, with their own designated staff. These arrangements reduced the number of places available, while requiring the same number of staff. The extension of the furlough scheme continues to provide some relief from the loss of income. Club numbers are being closely monitored as restrictions continue and as we move through the stages of the national roadmap out of these.

The past year has been particularly challenging for the club, however, the trustees and staff have worked closely together, and in partnership with the school, to keep the club open for eligible children and families. Our key focus now is to work through the roadmap out of lockdown, in line with national guidance, to ensure that we are in a good position to continue to support families in our area and respond to additional needs that may arise from changes to the job market and the wider economy.

ACOMB OUT OF SCHOOL CLUB LIMITED DIRECTORS’ AND TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 AUGUST 2020

FINANCIAL REVIEW

As a result of the Club closure and operations at reduced levels in response to the pandemic restrictions income reduced by 21% to £123,227 (2019 - £156,757), a reduction in operating costs of 14% to £120,337 (2019 - £139,729) produced a small surplus of £2,890 (2019 - £17,028) for the year, which when added to reserves gave rise to unrestricted reserves to be carried forward amounting to £31,930.

Statement on the charity’s policy on reserves

The Trustees have carried out a review and have calculated that the level of reserves needed to sustain the charitable activities of the club are £11,000 at the end of each financial year.

The closing free reserves meet this figure, and the trustees continue to apply tight financial controls. Careful management of staffing ratios, use of the Coronavirus Job Retention Scheme (furlough) while this is still available and more robust fee collection will continue to ensure the sustainability of the club.

REFERENCE AND ADMINISTRATIVE INFORMATION

Charity Registration Number:	1104781
Company Registration Number:	05081540
Charity Name:	Acomb out of School Club Limited
Operational Name:	The Playden
Address and Registered Office:	Our Lady Queen of Martyrs Primary School
	Hamilton Drive
	York
	YO24 4JW

The Charity’s Trustees, who are also known as the Management Committee and are also the charitable Company’s directors in office during the year and up to the date this report was approved were:

Sarah Hall (Chair) Gary Hennigan Megan Cox

ACOMB OUT OF SCHOOL CLUB LIMITED DIRECTORS’ AND TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 AUGUST 2020

REFERENCE AND ADMINISTRATIVE INFORMATION - continued

The charitable company’s agents and advisors were:

HPH, Chartered Accountants 54 Bootham, York YO30 7XZ

Payroll bureau

HSBC Bank plc Parliament Street, York YO1 8XS

Bankers

R W Woolley HPH, Chartered Accountants 54 Bootham, York YO30 7XZ

Independent Examiner

York Childcare Ltd The Pavilion, Rawcliffe Lane, York YO30 6NP

OOSC Support Service

STRUCTURE, GOVENANCE AND MANGEMENT

The organisation is a charitable company limited by guarantee, incorporated on 23 March 2004, and registered as a charity on 6 July 2004. The company was established under a Memorandum of Association which established the objects and powers of the charitable company and is governed under its Articles of Association. In the event of the company being wound up members are required to contribute an amount not exceeding £10.

The Management Committee have reviewed the progress of the club. The trustees have considered the major risks for the charity and are satisfied that there are systems and procedures in place to manage them.

New Grants and donations received in the year

There were no educational grants or donations received during the year. In response to the financial impact of the closure of the club, and, following this, lower occupancy due to the Coronavirus pandemic, the Trustees have made applications for grants to bolster our finances and ensure subsidised places can be offered. Although two applications were unsuccessful, the outcome of a further two is awaited at the time of this report.

ACOMB OUT OF SCHOOL CLUB LIMITED DIRECTORS’ AND TRUSTEES’ ANNUAL REPORT FOR THE YEAR ENDED 31 AUGUST 2020

PLANS FOR THE FUTURE

Short and medium term plans for the club naturally focus on a return to 'normality' in terms of income, service and occupation levels. We are carefully monitoring the rules as the country works its way through the roadmap out of lockdown and looking at how this impacts us. Plans are already well developed for activities in the summer holidays and for our return in September. We are also working closely with the School with whom we are co-located to consider how we align with their approaches. In terms of income maximisation, we continue to use the furlough scheme flexibly and trustees are closely monitoring fees and arrears and payment plans are in place for some longer-term debtors and this is starting to bear fruit. As of mid-April 2021, we have secured funding from the City of York via their Additional Restrictions Grant and we are awaiting the outcome of further applications, such as to the Lord Mayor's Fund and the Morrison’s Foundation. In the longer term, we would use this funding to be able to support requests for subsidy for places for vulnerable children, families suffering financial hardship and support for children with special educational needs, in line with our charitable aims.

STATEMENT OF TRUSTEES' RESPONSIBILITIES

The purpose of this statement is to distinguish the trustees’ responsibilities for the accounts from those of the Independent Examiner as stated in his report.

Charity law requires the Trustees to prepare accounts for each financial year which give a true and fair view of the charity’s state of affairs at the end of the year and of its financial activities for that year. In preparing those accounts the Trustees are required to:

select suitable accounting policies and then apply them consistently;
make judgments 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 assume that the Charity will continue in operation.

The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the accounts comply with the Charity’s 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 or other irregularities.

DECLARATION

The trustees declare that they have approved the directors’ and trustees’ annual report above. Signed on behalf of the charity’s trustees by:

Sarah Hall - Trustee 13 May 2021

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF ACOMB OUT OF SCHOOL CLUB LIMITED

I report to the charity trustees on my examination of the accounts of the charitable company for the year ended 31 August 2020.

This report is made solely to the charitable company’s trustees, as a body, in accordance with Chapter 3 of Part 16 of the Companies Act 2006 and the charitable company’s trustees as a body in accordance with section 154 of the Charities Act 2011. My independent examiner’s work has been undertaken so that I might state to the charitable company’s trustees those matters I am required to state to them in an independent examiner’s report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charitable company, the charitable company’s members as a body and the charitable company’s trustees as a body for my independent examiner’s work, for this report, or for the opinions I have formed.

Responsibilities and basis of report

As the charity’s trustees of the 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 the Directions given by the Charity Commission under section 145(5) (b) of the 2011 Act.

Independent examiner’s statement

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

accounting records were not kept in respect of the Company as required by section 386 of the 2006 Act; or
the accounts do not accord with those records; or
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; or
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.

Robert William Woolley BA(Hons), BFP, FCA, MAAT, DChA, MCMI HPH, Chartered Accountants 54 Bootham York YO30 7XZ

17 May 2021

ACOMB OUT OF SCHOOL CLUB LIMITED

STATEMENT OF FINANCIAL ACTIVITIES

AND INCOME AND EXPENDITURE ACCOUNT

FOR THE YEAR ENDED 31 AUGUST 2020

Unrestricted funds £ 105,090 18,137	Restricted funds £ - -	Total 2020 £ 105,090 18,137	Total 2019 £ 156,757 -
123,227	-	123,227	156,757
120,337	-	120,337	139,729
120,337	-	120,337	139,729
2,890 1,804	- (1,804)	2,890 -	17,028 -
4,694	(1,804)	2,890	17,028
27,236	1,804	29,040	12,012
31,930 £	- £	31,930 £	29,040 £

The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.

The notes on pages 9 to 14 form part of these accounts.

ACOMB OUT OF SCHOOL CLUB LIMITED

BALANCE SHEET

AS AT 31 AUGUST 2020

(Company Number: 5081540)

	Note	2019		2018
		£	£	£	£
Fixed Assets:
Tangible assets	6		-		-
Current assets:
Debtors	7	11,034		22,772
Cash at bank and in hand		29,866		13,397
Total Current Assets		40,900		36,169
Liabilities:
Creditors: amounts falling due within one
year	8	8,970		7,129
Net current assets			31,930		29,040
Total Net Assets		£	31,930	£	29,040
The funds of the charity:
Unrestricted funds	9		31,930		27,236
Restricted funds	10		-		1,804
Total Charity Funds	11	£	31,930	£	29,040

In the directors' and trustees' opinion the charitable company was entitled under section 477 (1) of the Companies Act 2006 ('the Act') to exemption from the audit of its accounts for the year ended 31 August 2020. No notice from members requiring an audit has been deposited under section 476 (1) of the Act in relation to its accounts for the financial period. The directors and trustees are responsible for ensuring that the charitable company keeps accounting records which comply with section 386 of the Act and for preparing accounts which give a true and fair view of the state of affairs of the charitable company as at the end of each financial period and of its incoming resources and its application of resources for each period in accordance with the requirements of sections 394 and 395 of the Act and which otherwise comply with its requirements, so far as applicable to the charitable company.

The accounts have been prepared in accordance with the special provisions of the Companies Act 2006 applicable to small companies.

Approved by the Board on 13 May 2021 and signed on their behalf by:

............................................................................. Sarah Hall Director and Trustee

The notes on pages 9 to 14 form part of these accounts

ACOMB OUT OF SCHOOL CLUB LIMITED

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2020

1. ACCOUNTING POLICIES

The principal accounting policies adopted, judgements and key sources of estimation uncertainty in the preparation of the financial statements are as follows:

a) Legal Entity

Acomb Out of School Club is regulated by the Charities Commission (1104781), limited by guarantee and is registered in England and Wales. The address of the registered office and principle place of business is Our Lady Queen of Martyr’s Primary School, Hamilton Drive, York, YO24 4JW.

In the event of the charity being wound up, the liability in respect of the guarantee is limited to £10 per member of the charity.

b) 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 or Ireland (FRS 102) (effective 1 January 2019) - (Charites SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102).

Acomb out of School Club meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy note(s).

c) Preparation of the accounts on a going concern basis

As described in Note 15, special consideration has been given to the post balance sheet event of COVID-19. The Trustees have prepared financial projections, taking into consideration the current economic climate and its potential impact on the sources of income and planned expenditure. They have a reasonable expectation that adequate financial resources are available to enable the Charitable Company to continue in operational existence for the foreseeable future, and have adequate contingency plans in the event that income streams are reduced. Consequently the financial statements have been prepared on the basis that the Charitable Company is a going concern.

d) Tangible fixed assets

Fixed assets with a value greater than £500 are capitalised at cost.

Depreciation is provided on all tangible fixed assets in use at rates calculated to write off the cost, less estimated residual value, of each asset over its expected useful life, as follows:

Equipment - 33.33% straight line

e) Fees and other income

Charges for childcare services are accounted for in the year in which the service is provided.

Funding grants are accounted for as receivable in the period they are awarded.

Investment income is accounted for in the year on a receivable basis.

f) Expenditure and Irrecoverable VAT

Expenditure is recognised once there is a legal or constructive obligation to make a payment to a third party, it is probable that settlement will be required and the amount of the obligation can be measured reliably. Expenditure is classified under the following activity headings:

Expenditure on charitable activities relates to activities undertaken to further the purposes of the charity and includes their associated support costs.

Governance costs include those costs associated with meeting the constitutional requirements of the charity and include the independent examiner’s fees and costs linked to the strategic management of the charity.

Certain expenditure is directly attributable to specific activities and has been included in those categories. Certain other costs, which are attributable to more than one activity, are apportioned across cost categories on the basis of an estimate of the proportion of time spent by staff on those activities.

All expenditure is accounted for on an accruals basis and includes the irrecoverable element of Value Added Tax.

ACOMB OUT OF SCHOOL CLUB LIMITED

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2020

1. ACCOUNTING POLICIES - continued

g) Debtors

Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid net of any trade discounts due.

h) Cash at bank and in hand

Cash at bank and cash in hand includes cash and short term highly liquid investments with a short maturity of three months or less from the date of acquisition or opening of the deposit or similar account.

i) Creditors and provisions

Creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount after allowing for any trade discounts due.

j) Fund Accounting

Unrestricted funds are funds which can be used in accordance with the charitable objects at the discretion of the directors/trustees. Designations of unrestricted funds are made at the directors'/trustees' discretion in order to make allocations for anticipated future expenditure.

Designated funds comprise unrestricted funds that have been set aside by the Trustees for a particular purpose.

Restricted funds are funds which are subject to specific trusts, either declared by the donor when making the donation or grant conditions, or accepted by the donor in responding to a specific appeal.

k) Financial instruments

The charity only has financial assets and financial liabilities of a kind that qualify as basic financial instruments. Basic financial instruments are initially recognised at transaction value and subsequently measured at their settlement value with the exception of bank loans which are subsequently measured at amortised cost using the effective interest method.

ACOMB OUT OF SCHOOL CLUB LIMITED

NOTES TO THE ACCOUNTS - CONTINUED FOR THE YEAR ENDED 31 AUGUST 2020

2. INCOME FROM CHARITABLE ACTIVITIES

NCOME FROM CHARITABLE ACTIVITIES
Childcare fee income Other income Grant income	Unrestricted Funds 105,090 - 18,137	Restricted Funds - - -	Total 2020 £ 105,090 - 18,137	Total 2019 £ 156,757 - -
	123,227 £	- £	123,227 £	156,757 £

All fee income in 2019 related to unrestricted funds.

3. NET INCOME FOR THE YEAR

ET INCOME FOR THE YEAR
	2020	2019
Net income for the year is stated after charging:	£	£
Independent Examiner's fee	525		525
Accountant's remuneration
Statutory accounts production and external review	975		914
Other Services	1,131		924
Management accountants	-		-

4. TOTAL EXPENDITURE

Cost of childcare provision Governance costs	Unrestricted Restricted Funds Funds £ £ 117,706 - 2,631 - 120,337 £ - £ Charitable Activities	Unrestricted Restricted Funds Funds £ £ 117,706 - 2,631 - 120,337 £ - £ Charitable Activities	Total 2020 £ 117,706 2,631	Total 2019 £ 137,366 2,363
	120,337 £	- £	120,337 £	139,729 £

All expenditure in 2019 related to unrestricted funds.

5. STAFF COSTS

Gross salaries and wages (including supply staff) Social security costs	2020 £ 85,053 5,045	2019 £ 96,850 5,638
	90,098 £	102,488 £

The average number of employees during the year was 8 (2019 - 9). There were no employees with emoluments above £60,000.

No remuneration, expenses or other benefits have been paid to the trustees during the year.

The key management personnel of the charity comprise the Directors/Trustees and the Company Secretary. The total employee benefits of the key management personnel were £Nil (2019 – Nil).

ACOMB OUT OF SCHOOL CLUB LIMITED

NOTES TO THE ACCOUNTS - CONTINUED FOR THE YEAR ENDED 31 AUGUST 2020

6. FIXED ASSETS

and at and at 31 August 2020 31 August 2019 All fixed assets relate to the unrestricted fund. Depreciation: 1 September 2019 31 August 2020 Net book values: 31 August 2020 Cost or valuation: 1 September 2019	Equipment £ 1,014
	1,014
	- £
	- £

7. DEBTORS

Outstanding childcare fees Other debtors All debtors relate to unrestricted funds. CREDITORS: amounts falling due within one year Trade creditors Other creditors Accruals and deferred income All creditors falling due within one year relate to unrestricted funds. SUMMARY OF UNRESTRICTED FUNDS Balance at 1 September Income Expenditure Fund transfer Balance at 31 August	Total 2020 £ 10,766 268	Total 2019 £ 22,149 623
	11,034 £	22,772 £
	Total 2020 £ 4,463 3,537 970	Total 2019 £ 4,521 2,089 519
	8,970 £	7,129 £
	Total 2020 £ 27,236 123,227 (120,337) 1,804	Total 2019 £ 10,208 156,757 (139,729) -
	31,930 £	27,236 £

8. CREDITORS: amounts falling due within one year

9. SUMMARY OF UNRESTRICTED FUNDS

ACOMB OUT OF SCHOOL CLUB LIMITED

NOTES TO THE ACCOUNTS - CONTINUED FOR THE YEAR ENDED 31 AUGUST 2020

10. SUMMARY OF RESTRICTED FUNDS

Balance b/f 01/09/2019 1,749 55 -	Income - - -	Expenditure - - (1,804)	Balance c/f 31/08/2020 1,749 55 (1,804)
1,804 £	- £	(1,804) £	- £
Balance b/f 01/09/2018 1,749 55	Income - -	Expenditure - -	Balance c/f 31/08/2019 1,749 55
1,804 £	- £	- £	1,804 £

The Awards for All fund is for the provision of play activities.

The Co-operative Membership Community Fund is to support specific activities for children.

11. ANALYSIS OF THE CHARITABLE COMPANY'S NET ASSETS BY FUND

		Fixed		Net current	Net current		Total
		assets			assets		2020
		£			£		£
Unrestricted funds			-		31,930		31,930
Restricted funds			-		-		-
	£	-		£	31,930	£	31,930
		Fixed		Net current			Total
		assets			assets		2019
		£			£		£
Unrestricted funds			-		27,236		27,236
Restricted funds			-		1,804		1,804
	£	-		£	29,040	£	29,040

12. TRANSACTIONS WITH RELATED PARTIES

A management contract exists between the Charitable Company and York Childcare Limited. Management charges of £12,895 (2019 £15,858) were paid to York Childcare Limited for services provided to the Charitable Company. At the year end the Charitable Company owed York Childcare Limited £3,815 (2019 £4,317).

13. TAXATION

The company is a registered charity (number 1104781) and is not liable to taxation on either revenue surpluses or surpluses on the sale of capital assets used in its charitable activities.

14. COMPANY STATUS

The company is a company limited by guarantee, not having a share capital. In the event of the company being wound up members are required to contribute an amount not exceeding £10.

15. POST BALANCE SHEET EVENTS

The outbreak of COVID-19 is having a significant impact in the UK and has caused a high degree of uncertainty in the economy. The Charitable Company considers the COVID-19 outbreak to be a non-adjusting post balance sheet event. The Charitable Company continues to monitor the impact of the pandemic and given the inherent uncertainties, it is not practicable to determine the impact of COVID-19 on the Charitable Company's future financial performance. However, at the date of signing the 31 August 2020 year end accounts, the Balance Sheet was strong and this has continued through the post balance sheet period as future booking levels remain strong.

ACOMB OUT OF SCHOOL CLUB LIMITED

NOTES TO THE ACCOUNTS - CONTINUED FOR THE YEAR ENDED 31 AUGUST 2020

16. COMPARATIVE STATEMENT OF FINANCIAL ACTIVITIES

Unrestricted funds £ 156,757 -	Restricted funds £ - -	Total 2019 £ 156,757 -	Total 2018 £ 130,400 9
156,757	-	156,757	130,409
139,729	-	139,729	127,374
139,729	-	139,729	127,374
17,028 -	- -	17,028 -	3,035 -
17,028	-	17,028	3,035
10,208	1,804	12,012	8,977
27,236 £	1,804 £	29,040 £	12,012 £