Deganwy Out of School Club Limited
DIRECTORS’ AND TRUSTEES’ ANNUAL REPORT AND
FINANCIAL STATEMENTS 1[st] September 2023 – 31[st] August 2024
Company Number: 4815885 Charity Number 1108101
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Contents
| Directors’ Signatures | 8 |
|---|---|
| Independent Examiner’s Report | 9 |
| Financial Statement | 10 |
| Balance Sheet + Directors’ Signatures | 11 |
| Notes to Accompany Financial Statement | 12 |
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Deganwy Out of School Club Limited
Report of the Directors / Trustees (also known as the Management Committee) for the year ended 31st August 2024
The Directors present their report and financial statements of the charity for the year ending 31[st] August 2024.
1. Reference and Administrative Details
Charity number: 1108101 Company number: 4815885 (incorporated 30[th] June 2003) CSSIW Registration number: W040001003 Registered Office: Deganwy Play and Learning Centre, Ysgol Deganwy, Park Drive, Deganwy, Conwy. LL31 9YB Bankers: HSBC, 60 Mostyn Street, Llandudno. LL30 2SS
2. Directors, Trustees and Company Secretary
The Club was registered with Companies House, Cardiff on the 30[th] June 2003. The Club became a charity on 15[th] February 2005 and the Board of Directors of the charitable company became Trustees for the purposes of charity law. The Board of Directors / Trustees who have served on the Committee from 1[st] September 2023 until 31[st] August 2024 are listed below.
Ms Caroline Filbee Chair appointed 2[nd] April 2014 and as Chair from 18[th] April 2018 Mrs Angela Bowen Treasurer appointed 7[th] December 2005 and as Treasurer 18[th] April 2018 Ms Carol Stanley appointed 18[th] April 2018 resigned at AGM 18[th] July 2024 Ms Leah Victoria appointed 18[th] April 2018 resigned 20[th] May 2024 Ms Kristen Gallagher appointed 25[th] May 2021 Nuala Fitton appointed 7[th] February 2024 Teresa Frances Wootton appointed 7th February 2024 Ms Natasha Carson appointed 18[th] July 2024
Company Secretary
Mrs Nicola Roberts appointed 26[th] April 2011
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3. Objectives and Activities
The objects of the Charity are
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To promote the benefits of the inhabitants of Deganwy and the surrounding area by providing facilities or assisting in the provision of facilities for the daily care, recreation and education of children during out of school hours and school holidays.
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To advance the education and training of persons involved in the provision of such care, education and recreational activities and facilities.
The Charity’s main aim is to support parents and guardians who are at work or study by providing safe, quality, affordable childcare, run by qualified professionals, on their local primary school site. The Charity seeks to make good quality, flexible childcare accessible to all parents using Deganwy school, to facilitate lone parents and families on low income or in need of support to be able to access work or training to improve the quality of their life.
The Club operates in the purpose built Deganwy Play and Learning Centre, which was opened in January 2006. The Centre is managed by the Deganwy Play and Learning Association.
4. Structure, Governance and Management
Governing Document
Deganwy Out of School Club (DOSC) Limited is a company limited by guarantee. The company is governed by its Memorandum and Articles of Association, first adopted 16[th] June 2003 but replaced in its entirety by special resolution on 18[th] October 2004 to provide a better governing document suited to registration as a charity. The company was registered as a charity on 15[th] February 2005. Anyone over the age of 18 can become a member of the charity and there are currently 19 members, each of whom agree to contribute £1 in the event of the charity winding up. Membership continues to be much smaller than the number of individuals who use the childcare provided by the Club. New parents registering with the Club are provided with membership forms inside their Club Information Pack. They are informed of the benefits and of the limited liability of being a member. To further encourage parents, they are reminded of the benefits of the becoming members regularly through termly newsletters’, by social media and prior to Annual General Meetings.
Under the Charity’s Articles, the business of the Charity is managed by a Board of Trustees which is accountable to the members.
Recruitment and Appointment of Trustees
As set out in the Articles of Association, the Board of Trustees, including Honorary Officers, are elected annually by the members at the Annual General Meeting of the Charity and retiring members are eligible for re-election without further nomination. The number of Trustees elected cannot be less than three. If a vacancy occurs between Annual General Meetings, the Trustees have the power to co-opt a member to the Board provided that not more than one third of the Board of Trustees shall be co-opted members. All persons so co-opted shall retire at the AGM following their co-option but shall be eligible to be re-appointed. All members are circulated with invitations to nominate Trustees prior to the AGM.
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As the main object of the Charity is to provide facilities for the provision of out of school childcare for children aged 3-12 years, all nominees to the position of Trustee are required to sign a declaration to declare that they do not have any convictions for criminal offences against children, including any “spent convictions” under the Rehabilitation of Offenders Act 1974. No nomination would be accepted unless this declaration was signed.
Induction and Training of Trustees
New trustees have an induction meeting to brief them on their obligations under charity and company law, the content of the Memorandum and Articles of Association, the committee and decision-making processes and the recent financial performance of the Charity and the most recent inspection report. New Trustees will be provided with appropriate literature from the Charity Commission and they are encouraged to attend appropriate external training including the now mandatory Safeguarding training.
Organisational Structure
The Board of Trustees administer the Charity. The Board employ a Management team and Playworkers, who are responsible for the daily provision of childcare within the purpose built Deganwy Play and Learning Centre located on the site of Ysgol Deganwy. The Manager, Assistant Manager and Chair of the Committee are registered with the Care Inspectorate for Wales (CIW) as the “Responsible Individuals”. The day-to-day operation of the Club is the responsibility of the ‘Persons in Charge’; Janet Smith (Manager) and the Sheena McCabe (Assistant Manager). The Board meets once a month to discuss all matters relating to the management of the Club. The Company Secretary and Manager meet on a weekly basis to discuss Club finances and monthly to complete the payroll. The Company Secretary, Club Manager and Treasurer meet regularly to discuss financial matters. The Staff meet once a month to discuss planning and any issues relating to the operation of the Club and its policies and procedures.
5. Related Parties
The Club is a member of national Clybiau Plant Cymru Kids’ Clubs . The local office of Clybiau Plant Cymru Kids’ Clubs (CPCKC) and Conwy Early Years provide training and support for staff and Trustees.
6. Risk Management
The Club operates within the guidelines of the National Minimum Standards for Out of School Childcare set by the Welsh Assembly Government and is registered with the Care Inspectorate Wales (CIW). The operation of the Club is assessed regularly by CIW.
The most recent Inspection Report can be viewed on the CIW website by following this link: https://digital.careinspectorate.wales/directory/provider/SPROV-00001533-KXSM
The Club regularly reviews its operational policies and procedures in line with new literature, guidance and / or training received from CIW, CPCKC and Conwy Early Years Partnership
The Board of Trustees meet monthly to compare the predicted and actual cash flow, monitor the attendance levels and fee income versus the staff costs to manage the financial risk. Trustees assess whether fees need to be increased or grant applications made to assist with revenue costs. The Trustees and staff also assess demand for future school holidays to agree opening hours and minimise staff costs.
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7. Achievements and Performance
Staff
During this year the Club employed 9 members of staff. The staff constantly work to update their qualifications and have attended several courses during the year including: Safeguarding, Health and Safety, Paediatric First Aid, Fire Safety, Manual Handling and Risk Assessment. The Club Manager and Assistant Manager have an excellent relationship with staff and parents. The staff team work very well together providing a happy and stimulating environment for the children.
Attendance
After School Club operated daily from 3pm until 6pm capping attendance at 40 places Monday to Thursday and 24 on Friday. During 2023-2024 attendance was 100% of full capacity at After School Club. Holiday Club attendance was very good mainly due to the 30hr funding, which continues to help Holiday Club remain open. We continued to only open Monday to Thursday with nearly full attendance each week. During the summer weeks we were able to offer up to 24 places three days a week due to staff availability.
The Club has made the decision to only open Monday to Thursday during school holidays due to lack of staffing. This has fortunately worked to our advantage financially and has enabled the staff to have a long weekend each week. This is appreciated by all the staff and good for everyone’s wellbeing.
Building/Environment improvements
DOSC received Small Grants funding to make parts of the outside area safe and to install a raised level area for play adjacent to the sheds. The funding was also used to make the sensory garden more accessible with a paved path incorporating hopscotch and artificial grass replaced the stone chippings.
The Small Grants also provided funding to enable us to purchase a robust and a mini scooter for outside play for the children.
Website & Facebook
We have continued to update our website www.deganwyoutofschoolclub.co.uk with information and photos. The Facebook page is used daily to highlight the range of activities the children take part in and is an easy way for the parents to be involved. Both are used to advertise and promote forthcoming events, display newsletters and inform parents of important dates.
Annual General Meeting
The Annual General Meeting was held this year on the 18[th] July 2024 (later than planned due to illness) at the Deganwy Play and Learning Centre. The Annual Report for 2022-2023 was presented at this meeting. As required by our Articles of Association all Members, Trustees and parents were invited. Disappointingly the meeting was only attended by the current and prospective Trustees, and Club staff.
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Review of Quality of Care
The Manager and Management Committee review the quality of care it provides on an ongoing basis. It does this in several ways:
Children’s Meetings
Children’s meetings are held three times a year. Children are given the chance to contribute to the planning of activities, games, trips, workshops and offer menu ideas to help plan snacks. The children are encouraged to run the meetings with the staff advising if necessary.
Children, Parent, Staff & Committee Questionnaires
Questionnaires went out in June this year using Google forms for all but the children. The responses from parents were excellent but we were disappointed that only 17 were completed. Children’s questionnaires were written for juniors and group discussion with thumbs up thumbs down for infants. Staff and Committee questionnaires gave them the opportunity to give an honest response to how the Club is doing.
Parent/Carer Information
The Club produced parent newsletters in the Autumn, Winter, Spring and Summer. The newsletter details any changes and developments at the Club, forthcoming holiday club dates and any planned workshops. Newsletters were e-mailed to parents and copies displayed on our notice board. The Club also has a notice board for parents to read regarding any changes. Our outside daily chalk board detailing who is working, theme of the week, craft and snack of the day was a great success and has received excellent feedback.
Staff
Staff meetings are held every month where the staff and manager discuss planning, evaluation, menus, funding, holidays, training, incidents, safeguarding, health & safety and other issues that have come to light over the previous month. Staff receive regular supervisions and an annual appraisal. On a less formal note, staff are happy to volunteer ideas and suggestions and discuss these with the other staff, the manager and the committee as appropriate.
Committee Meetings
Committee meetings are held regularly where the manager, club secretary and committee members discuss matters concerning the running of the Club, staff issues, safeguarding, Health & Safety, finance and funding.
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8. Financial Review
During the year September 2023 – August 2024 a very close eye was kept on finances, attendance and staffing so that the Club continued to remain sustainable. Financially it was an excellent year with total income exceeding £140k for the first time in the Club’s history.
Income
Fees
Fee income increased to £125,060 in 2023-2024 a 18.4% rise on the previous year. There were no fee increases this year, so fee income was solely due to increased attendance and DOSC continue to benefit from the Childcare Offer for Wales. This provides parents of three- and four-year-olds with up to 30 hours of free childcare for up to 48 weeks a year.
Grants and Donations
Donations were £86 for 2023 – 2024.
Grant income was £ 12,761. Grants received were all restricted funds and had to be spent on specific items or wages. This included £5924 in July 2024 from Conwy Council Small Grants and a total of £6837 during the year from Helping Hands to provide one to one for a child.
Expenditure
Staff Costs
Staff costs represent the largest expenditure for the Club totalling £98,640 which is 87% of total expenditure. In year ending August 31[st] 2024, staff costs rose by 17% on the previous year. This was mainly due to the annual rise in the minimum wage and the equivalent percentage increase was reflected across all staff wages.
Total expenditure (£112,910) was slightly less this year as there was a significant fall in the amount of grants available.
Debtors
At the end of August 2024, the Club had £1,969 of outstanding fees. This is significantly less than the previous few years due to a change in the way the Childcare Offer is paid and although it is still in arrears now it is only one week compared to a month.
9. Director’s Signatures
This Director’s Report was approved by the Management Committee and signed on its behalf by:
Angela Bowen Caroline Filbee Treasurer Chair Date: 22.01.25 Date:
Date: 22.01.25
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CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Report to the trusieesl mernbers of Ckn accounts for the ye ended 3l4AwJt 2024 Charity no (if any) 1108101 tenlothwteen (10- 13) ctlty fft Trust") aT erKled 3110812024. Resp(mibililies and As the chaty trust d tt Tru. YDU a reSFKb1e for the Fwarab"( basis of rep(rt d the accwnts in acC(d •th the rE¥4uremts of the Ad 201 I fthe I reF(xl in resKd crf my exafftnatK of Trust's aCCrts caned oul Jer Sect 145 of the 2011 Ad arKI in cryw)g (Njt my examinath. I )der sectTh 1495)(b) of the Ad. Independent examiners statement ccxre lo my attent in ccffinectth gives me cause lo lIeVe that in, any material resFEtt. accwnts"rwJ recryds kept in acccthKe th Secti 130 Acl th the examinaith to attentK¥) sIKld be draw) enle a Date: 01.04.25 PIAY E A Fk4mes Relevant wofessional qualificati¢)n($) or bcKty (rf any): Financial Direck 21 W1 Pla, .Oswesty . st¥thire SY113NR
Deganwy Out of School Club Limited
Statement of Financial Activities (including income and expenditure) 1st September 2023 to 31st August 2024
| Note | Unrestricted funds |
Restricted funds |
Total funds 2023-2024 |
Total funds 2022-2023 |
|
|---|---|---|---|---|---|
| £ | £ | £ | £ | ||
| Incoming Resources | |||||
| Voluntary Income | 2 | 86 | 12,761 | 12,847 |
22,478 |
| Grants and donations | |||||
| Activities for generating funds | 14 | 0 | 14 | 15 |
|
| Fundraising | |||||
| Miscellaneous Income | 3 | 535 | 0 | 535 |
184 |
| Investment Income | 4 | 2057 | 0 | 2,057 |
1001 |
| Interest on bank accounts | |||||
| Incoming resources from charitable activities Fees for childcare services |
5 | 125,060 | 0 | 125,060 | 105,644 |
| Total incoming resources | 127,752 | 12,761 | 140,513 | 129,322 | |
| Resources Expended | |||||
| Costs of generating funds | 0 | 0 | 0 | 0 | |
| Fundraising outlay | |||||
| Charitable Activities | 6 | 105,883 | 6,837 | 112,720 | 115,262 |
| Operation of the Out of School Club |
|||||
| Governance costs | 190 | 0 | 190 | 359 | |
| Total Resources expended | 106,073 | 6,837 | 112,910 | 115,621 | |
| Net incoming resources | 21,679 | 5,924 | 27,603 | 13,701 | |
| Reconciliation of Funds | |||||
| Total funds brought forward from previous year | 64,371 | 50,670 | |||
| Total funds carried forward | 91,974 | 64,371 |
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Deganwy Out of School Club Limited
Balance Sheet 31[st] August 2024
==> picture [460 x 261] intentionally omitted <==
----- Start of picture text -----
|||||||
|---|---|---|---|---|---|
|2023-2024|2022-2023|
|unrestricted|restricted|total funds|total funds|
|Notes|
|fund|funds|
|£|£|
|Current assets|
|Debtors|7|1,969|0|1,969|8,758|
|Cash at bank and in hand|8|84,081|5,924|90,005|55,613|
|Total current assets|86,050|5,924|91,974|64,371|
|Liabilities|
|0|0|0|0|
|Deferred Income|9|
|Total assets less current liabilities|86,050|5,924|91,974|64,371|
|Total unrestricted funds|86,050|5,924|91,974|64,371|
|86,050|5,924|91,974|64,371|
|Total charity funds|
----- End of picture text -----
For the year ended 31[st] August 2023 the company was entitled to exemption from audit under section 477 (2) of the Companies Act 2006.
The members have not required the company to obtain an audit in accordance with section 476 of the Companies Act 2006.
The directors acknowledge their responsibility for:
i.Ensuring the company keeps accounting records which comply with Section 386; and ii.Preparing accounts which give a true and fair view of the company as at the end of the financial year, and of its profit or loss for the financial year, in accordance with the requirements of section 393, and which otherwise comply with the requirements of the Companies Act relating to accounts, so far as is applicable to the company.
These accounts have been prepared in accordance with the provisions applicable to companies’ subject to the small companies’ regime.
Approved by the management committee and signed on its behalf by:
Angela Bowen Treasurer Date: 22.01.25
C. Filbee Chair Date: 22.01.25
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Notes forming part of the Financial Statements for the year ended 31[st] August 2024
1. Accounting Policies
The principal accounting policies are summarised below. The accounting policies have been applied consistently throughout the year and in the preceding year.
Basis of accounting
The financial statements have been prepared in accordance with the Companies Act 1985 and the Statement of Recommended Practices: Accounting and Reporting by Charities issued in March 2005.
Fund Accounting
Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity.
Restricted Funds are subjected to restrictions on their expenditure imposed by the donor or grant funding body.
2. Voluntary Income: Grants received
The charity received a start-up grant of £25,200 in 2003 from the Lottery New Opportunities Fund. This grant was facilitated through Clybiau Plant Cymru.
The Club received grants totalling £12,761 and donations to the value of £86.00 in 2023 - 2024.
3. Miscellaneous income
This year miscellaneous income (£535) comprised of payments of £355 for staff contributions to the Christmas party and £180 for a membership refund.
4. Investment Income
Much of funds for the Club are now held in savings accounts which this year earned £ 2057 interest. This investment is contingency against unexpected circumstances or closure of the Club. Deganwy Out of School Club has a Reserves Policy which is updated annually in September, with a new calculation that is sufficient to pay redundancy, wages, rent and all other running costs for a minimum of three months. The amount held in savings in August 2024 was £90,005 and this would more than cover the costs calculated in the Reserves Policy.
5. Fees
The Club received £125,060 in fees for providing childcare services in 2023 - 2024.
6 . Charitable activities
Expenditure is reported as total expenditure including unrestricted and restricted.
Staff costs
| Staff costs | ||
|---|---|---|
| 2023-2024 £ |
2022-2023 £ |
|
| Salaries and wages | 98,640 | 84,152 |
| Social Security costs (Employer’s National Insurance contributions) |
0 | 0 |
| Total | 98,640 | 84,152 |
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Expenditure
| Expenditure | ||
|---|---|---|
| 2023-2024 | 2022-2023 | |
| £ | £ | |
| Staff Costs (see above) | 98,640 | 84,152 |
| Insurance | 809 | 678 |
| Food & Expendables | 2,123 | 1,811 |
| Rent | 5,744 | 5,811 |
| Administration Expenses | 1,091 | 735 |
| Activity Costs | 783 | 890 |
| Trips & workshops | 0 | 89 |
| Advertising | 0 | 0 |
| Miscellaneous (inc memberships) | 848 | 770 |
| DBS | 99 | 269 |
| Bad debt written off 1stSeptember | 250 | 455 |
| Staff Training | 261 | 311 |
| Staff Uniform | 145 | 89 |
| Travelling costs | 177 | 135 |
| Equipment / Building Expenditure | 1,750 | 19,067 |
| Total | 112,720 | 115,262 |
7. Debtors
| 7. Debtors | |
|---|---|
| £ | |
| Debtors as at 31 August 2023 | 8,758 |
| Income due for theyear | 125,060 |
| Less cashpaid | -131,666 |
| Less bad debt written off 1/9/23 | -250 |
| Donations 1/9/23 | 67 |
| Balance at 31 August 2024 | 1,969 |
8. Cash at Bank
On 31[st] August 2024, the current account balance was £19,222 and the deposit account balance was £70,783.
9. Deferred Income 2023 - 2024
The Club had no deferred income this year.
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