MALAGO PLAY ASSOCIATION LIMITED TRUSTEES REPORT
YEAR ENDED 30 JUNE 2021
Charity number 1106744 Company Number 4473436
MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
CONTENTS
| CONTENTS | PAGE |
| Company information | 3 |
| Annual report of the trustees | 4 |
| Annual report of the chair | 7 |
| Independent examiners report | 9 |
| Statement of financial activities | 10 |
| Balance Sheet | 11 |
| Notes to the financial statements | 12-16 |
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MALAGO PLAY ASSOCIATION LIMITED
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Company Information
Trustees
The directors of the charitable company (“the charity”) are its trustees for the purpose of the charity law and throughout this report are collectively referred to as the trustees. The trustees who served during the year and since the year are as follows:
Dr Z Bell (Chair) Miss L Mills (Secretary) Mrs L Glynn (Outgoing Treasurer) Mrs S Randow (Incoming Treasurer) Mr J Jordan Mr T Drew Mrs J Purslow Mr C Bonura Mrs C Granville Mr A James
Registered office
Responsible body/registered person address: (MPA Ltd) Scrapstore House, 21 Sevier St, Bristol BS2 9LB
Independent Examiner
M Grant Linden Accountants 21 Sevier Street St Werburghs Bristol BS2 9LB
Bankers
Unity Trust Bank PLC Birmingham B1 2HB
CCLA Senator House 85 Queen Victoria Street London EC4V 4ET
Charity Registration number: 1106744
Company Registration number: 4473436
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MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
Annual report of the Trustees
Structure, Governance and Management
The organisation is a charitable company, limited by guarantee. It was incorporated on 29 June 2002.
Our Aims and objectives
Our Aim is to ensure that Moose Playscheme provides excellent Out of School care (after school and during the school holidays) for 4-11 year olds. We aim to provide the necessary facilities for the daily care, recreation and education of children during Out of School hours and school holidays. We aim to provide a wide range of fun and interesting activities, ensuring each individual child’s time in the club is safe, happy and productive.
In order to continually improve the service that Moose Playscheme provides to the community, the directors and Moose Staff receive support, guidance and regular training from BAND (Bristol Association for Neighbourhood Daycare Ltd).
Key Objectives
Our main objective for the year was:
- To safeguard the future of Moose, providing a high quality after school and holiday care provision for the community
From the 1 July 2020 the Playscheme was still unable to open due to Government Coronavirus restrictions that meant Out of School clubs could only operate on School sites and only take children from one School. This made it impossible for the Playscheme to operate as we took children from two separate feeder schools. The Playscheme did reopen in accordance with Government guidelines and safety procedures when these restrictions were lifted for the last two weeks in August to run the holiday playscheme, but did so at an operational loss.
Moose remained open for the Autumn term, but again operated at a loss. In retrospect, we should not have opened during the Autumn term, but we wanted to try to remain open to support the key workers and the community. Regretfully, the number of staff needed to operate in a covid secure way with the low booking numbers meant that we made a substantial loss which depleted our reserves. We negotiated reduced rent and applied for additional funding and made use of the furlough scheme to mitigate this as much as we could. When we closed again in January 2021 (Government imposed national lockdown), we asked Linden Accountants to prepare financial reports in order to help us to plan for re-opening. Erring on the side of caution, the reports showed that we would need approximately £35,000 in order to wind up Moose, and this report was the catalyst to begin crisis planning. The anonymous donation via BAND came in at this point and certainly helped to keep us motivated to take swift action.
The board of directors met every week during February and March 2021 to begin planning and developing strategies to prevent insolvency and to save Moose. Initially, we ringfenced customer deposits and carried out a cashflow analysis to determine how long Moose could be kept solvent during the 3[rd] lockdown. We projected that we could continue trading until Easter but would need
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MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
to apply for additional grants to support this. Lead by C Bonura & J Jordan, the directors teams wrote several grant applications once we had a clear understanding of the eligibility /criteria and prioritised the applications which are likely to be successful with the greatest impact to Moose. The Bristol City Council grant in particular had paid out 3 times and made a significant difference to our financial position for which we were exceptionally grateful.
We made the conscious decision to not use the CCLA funds until we knew that we had a financially secure operating model moving forwards being aware that if we used the funds without such a plan, we would be in breach of our roles as trustees. It was clear that we could not operate and break even during the period of covid restrictions (due to the constraints on our operating procedures and the reduced numbers of bookings) with the existing business model. If we continued with our current business model, after Easter we would not be able to afford to keep the staff on furlough and would need to plan for closure.
To avoid closure, we looked at several operating models which included variables such as using staff from the schools to support transfers, location changes, reduced staffing (for example redundancy or a move to zero hours contracts) and raising fees. We also completed several grant applications and took actions to continue this method of raising funds. We approached both feeder schools, N Bailey (Headmaster, Victoria Park Primary School “VPPS”) was very supportive and offered the use of the school facilities with the aim to prevent Moose folding.
After the analysis it was clear that in order to prevent closure, we would need to implement all of the above strategies, we took the decision to move to relocate Moose to VPPS. This operating model would use reduced staffing numbers and would need approximately 27 bookings per day to break even, including not paying rent to VPPS for at least the 1[st] year. This was an exceptionally difficult decision to make, we were certain that if we did not move and take all the actions outlined above Moose will fold and move into insolvency.
We were, and still are very clear as a directors’ team that without S Sheppard there can be no Moose. Once it was confirmed that S Sheppard felt that we could operate Moose from VPPS, the board of directors approached the Church (A Lear) about being released from the notice period from the rental agreement.
Following this we approached N Bailey to confirm that we would accept his offer and E Male (from BAND) to begin the Ofsted reregistration to facilitate the move to our new location at VPPS.
Staff
The Playscheme will continue to evaluate its staffing requirements and identify and facilitate any training needs. Play workers have opportunities to develop their ongoing professional development, and are encouraged to attend courses to suit their personal interests.
Policies and Practices
All our policies and practices are subject to an annual review and with the move to the new premises will be amended to bring them in line with legislation and/or address issues that arise out of our incident review process.
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MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
Acknowledgments
We must begin by thanking all of the staff and volunteers for all their help and support during the year in such globally challenging circumstances. In particular, we are immensely grateful to the Moose staff, led by S Sheppard, whom have remained loyal to the playscheme throughout despite the challenging global and personal circumstances. We were delighted to see that the team continued to look for professional development opportunities throughout the enforced closures so that once, when back operational, the team could spring back into action and hit the ground running. We acknowledge that our team has a wealth of experience embedded in Moose’s excellent practices which will once again shine through at our new site. We are appreciative of all the hard work undertaken by the team to ensure that we be in a position to provide excellent Out of School care in our community once again. S Sheppard has worked tirelessly throughout the pandemic to ensure that Moose is a workplace where staff feel supported and feel valued which has fantastic outcomes for the children who attend Moose; all recognised by directors, parents and children.
We continue to find working with Linden Accountants very valuable and value all guidance given by C Pullen and associates to streamline Moose accounting (wages, pay invoices, book keeping, prepare year-end accounting and later the furlough scheme) procedures which has helped to provide a greater overview of our financial position and feel we are able to be more proactive with our financial planning.
We are very grateful for the continued guidance that BAND offer us, in particular from E Male our support worker. We are very appreciative for her support, guidance and professionalism and acknowledge the additional support she has given in relation to operating in COVID-19 secure manner including the additional time she has spent working with S Sheppard carrying out rigorous risk assessments and putting new procedures in place whilst operating at the church and aiding the set up at VPPS ready for a staggered term 6 opening. The support, advice and guidance that E Male has offered both the board of directors and the Moose team has been invaluable.
We would also like to thank our parents who were very supportive of our move to the new site as evidenced through a parental survey undertaken towards the end of June which validated our decision to move forwards with our new operating model.
In conclusion, we consider this has been a difficult year facing the challenges presented by the global pandemic, however we are confident that we have a new operating model at a new site that will support our aim to that Moose Playscheme provides excellent Out of School care for our community.
Reserves Policy and Risk Management
The trustees recognise the need to keep reserves at a level which will give the organisation stability to enable it to continue to operate in the future. The actual level of reserves will be periodically reviewed. The trustees have examined the major risks to which the charity is exposed and systems will continue to be established to mitigate those risks.
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TRUSTEES REPORT
Annual report of the Chair
I must begin by thanking all of the staff and volunteers for all their help and support during the year during such challenging circumstances; without whom Moose Playscheme would not be possible, and would not be preparing to open once more; the willingness of all to go further and offer more time to support the Playscheme in uncertain times has been humbling.
We are all very proud to have worked together with the support of BAND, the Church and Victoria Park Primary School throughout the pandemic to keep the playscheme on its feet. We are all looking forward to opening the playscheme at VPPS and recognise that there is still much to do to make this a possibility.
We are very much grateful to the PCC at the Church for releasing us from the rental agreement and understand that this was a very difficult decision for the PCC to make as Moose is a significant source of income for them and this in turn would have a significant impact on their future.
We are also very grateful for the time and resources N Bailey is offering Moose to operate on site at VPPS, with no rental charge for the first year. VPPS are not in a position to be able to run after school provision such as Moose, and our second feeder school, St Mary Redcliffe, have now taken the decision to close their after-school provision moving forwards as it is not viable. Without Moose, the community would be left with no afterschool provision. This is very much a community effort to keep Moose operational and we look forward to developing our relationships with the schools further.
We have an excellent board of directors who all bring different viewpoints and skills to the team which has really helped to move the Playscheme forwards and whose wealth of experience has been invaluable during the COVID-19 global pandemic. Our board of directors have met very regularly during this period over a significant number of hours and have collectively had to make some very difficult decisions relating to staffing structures, contractual changes and financial planning.
We are confident that we now have a workable business model for Moose which would not have been possible without such a dedicated team who each brought invaluable insight and guidance into the crisis planning. In particular, I must thank L Glynn (outgoing treasurer) and highlight the significant work that she, alongside S Randow (incoming treasurer) have put into our financial recovery framework. I am also very grateful to C Granville for her HR support and guidance.
I am also so pleased to have the continued support and guidance from E Male from BAND, and am so grateful for all the support guidance she gives both the directors team and S Sheppard moving Moose over to its new premises which is no easy task.
S Sheppard has been a part of Moose since its very beginning, she has done an outstanding job bringing her team together in the most challenging of circumstances this year to provide after school care for the children in our community. When we were closed and needing to make the difficult decisions behind the scenes, we had S Sheppard at the core of our discussions; without S Sheppard, there would be no Moose. She is an integral member of the team and we appreciate that the move to VPPS has not been easy for her, however I and directors, continue to be impressed by her continued professionalism, dedication and determination to make Moose even more successful in its new location despite the personal challenge.
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TRUSTEES REPORT
I am very clear that despite all the work put in by all staff and volunteers to get Moose to where we are now is just the beginning, however, we are ready to continue to work for and behalf of the community.
As such our objectives moving forwards are:
-
Safeguard the future of Moose, providing a high quality after school and holiday care provision for the community
-
To embed new practices at our new settings to maintain high quality after school child care
-
• To build reserves to secure the future of the playscheme (approx. £30-35,000 based on business closing figures, Lindens Feb 21)
-
Build secure relationships with VPPS & SMR
Dr Z Bell Chair person
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MALAGO PLAY ASSOCIATION LIMITED TRUSTEES REPORT Independent Examiners report R•sp•ctl¥• r•#poMlblllll•$ of trusts•s sthd •xs#nln•r The ch3 trustees c£ffisklef that alm1 is ncrt reqred fcff Ihls year lu1er gectknn 43121 of the Charit8 Aci 1993 (the Acll. ag aIed by 8.145 01 Ihe chlieS Ad 2011) that an irKIendel exarninab'on is reded. HawrvJ sab5fied my3ell that the charity not subj1 to audit undw the company law ' ebgit4e for indpppndenl emInatn.. il my respcnsiblity to.. Examlne Ihe s(runIS {Lmder sedk)n 145 of the 3)11 Adl. To folbw the wocedures dcywn in the General Directions 9 by the Charily Cornmtssw)n (under sectson 14515llbl A£t), and to state %thether parlw)Jl8r matters have CO to my attenuc. B•1• of Ind•p•nd•nt •umin•e¥ r•port My examinalion wa5 carried out in actOryjare Ith General Directicms 9Nen by the Charity )Mmissi. An examination nclude5 a reVW of the acrounting records kept by the chanty and a cofflpariscn of the accounts present wrth those records. 11 also incJdes conSKjeral ol any unusual ilerns or di5cbsures in the acc15. arKI Sing explanat3 83 trustees c4)nnIng any such malte. The p&reS undertaken do mt provide all the edee that woukj be requirejj by auit, corwuenty no opinhjn ks as to vthether the ac(x)unt5 prEsent a •rKI fair ¥1 arxl thc repNt * lim11 t¢ those rnattws set out in the staterr£nl Ind•p•nd•nt •Mmin•rf8 8t4t•m•nt In the course of my examInatk, no matter h85 txrfne io my attention: 111 whkth give5 me rea5croble cause io telVe that in ary material resp&a'. the •¢cJ)mtirwJ )>d$ tr¢ kept in 8caKdan¢e 1 d the Ctrorilles the acco13 dhj not acoyd wh the xcojrrtiry recuds.. ( the ac(x)unls dKI not CLYnply th the #Piale rUirements e{xMilYj the ftxm ojnlenl ol actounts sel out in chareS (Accounts and ReFQrt51 Regulations 2)8 other th any wurernent that the accwnts give a"Irue and fair. view whhth r8 not a matter aSIdered as part ol an indeFendent eynIna11M. 121 kn vthK. in my cyin1c, attenti shoukj be drawn in 0eT lo enable a Fyoper uTrlerslaThJir¥J ol the aCCnts to be rexhed. Mthel Grant Linden Acajunlanls, Sc¥apstNe House. 21 SeviBr Street. St wJ, Brrstd. 8S2 giB Mthael Grant DHte..........15" March 2tr22.....................
MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
Statement of financial activities
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MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
Balance Sheet
Feb 22
Z Bell
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MALAGO PLAY ASSOCIATION LIMITED
TRUSTEES REPORT
Notes to the financial statements
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