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2022-08-31-accounts

Charity number: 1140465

PRIME TIME KIDS CLUB (A Charitable Incorporated Organisation)

ANNUAL REPORT AND FINANCIAL STATEMENTS

For the Year Ended 31 AUGUST 2022

PRIME TIME KIDS CLUB

CONTENTS FOR THE YEAR ENDED 31 AUGUST 2022

c/o Wareham St Mary Primary School
Streche Road
Wareham
Dorset
BH20 4PG
Page
Legal and administrative details 3
Report of the trustees 4
Report of the Independent Examiner 12
Receipts and Payments 13
Statement of Assets and Liabilities 14
Notes to the financial statements 15

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PRIME TIME KIDS CLUB

CHARITY INFORMATION FOR THE YEAR ENDED 31 AUGUST 2022

Charity trustees:

Charity trustees:
Caroline Kelly (resigned 7 June 2022)
Jim Bennett
Kevin Brookes
Steve Place
Vicki Limbrick
Anna Darling (appointed 26 April 2022)
Jono Darling (appointed 26 April 2022)
Roberta Sturgess (appointed 26 April 2022)
Charity number 1140465
Registered office c/o Wareham St Mary Primary School
Streche Road
Wareham
Dorset
BH20 4PG
Independent Mr Nigel J Maxted, B.Sc.
Examiner 12 Tuckers Mill Close
Stoborough
Wareham
Dorset
BH20 5BS
Bankers Lloyds Bank
Lewisham Branch
PO Box 1000
BX1 1LT
Staff Manager: Helen Pugh
Senior Playworker: Jo Monks
Playworker: Sally Brookes
Cleaner: Lianne Lewis

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PRIME TIME KIDS CLUB REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

The Trustees present their Report, together with the independently examined financial statements for the year ended 31 August 2022.

Structure, Governance and Management

Prime Time After School and Holiday Club was formed as an unincorporated voluntary organisation in October 1995. Prime Time Kids Club was set up as a company limited by guarantee on 4 January 2011 and became a registered charity on 17 February 2011. The Management Committee of Prime Time After School and Holiday Club agreed with the directors of Prime Time Kids Club to transfer all its assets, liabilities, staff etc. on 6 April 2011. On 12 March 2019 the charity converted from a company limited by guarantee to a Charitable Incorporated Organisation (CIO).

Prime Time Kids Club is a CIO with more members than its trustees. It encourages those who support its aims, particularly the parents and carers who make use of the services, to become members. The members then elect trustees, a third of which must stand down each year. The Board of Trustees during the year had a total of seven trustees of which three were parents/carers of children using Prime Time. After a few years of advertising for more trustees this year we successfully recruited three, all of whom are users of Prime Time. The Board elect a Chair, Secretary and Treasurer. The Board meets at least 6 times a year but uses e-mail to debate issues between meetings, and help inform any decisions taken by the Chair and/or its staff. Each Board member is provided with an induction pack containing the organisation’s Constitution, past minutes and accounts and all the charity’s policies.

All the trustees give their time voluntarily and none received any benefit other than that which any other beneficiary would receive. One trustee is closely related to one member of staff, however approval has been given by the Charity Commission to the employment and the trustee concerned takes no part in decisions relating to staff pay or conditions. These transactions and any expenses reimbursed to trustees by the charity are set out in Note 4 to the accounts.

As Prime Time provides child care services to 3-12 year olds we are registered on the Early Years, Childcare and the Voluntary Childcare Registers. Therefore Prime Time is covered by Ofsted’s regulatory activity, and is subject to regular inspections. Out last Ofsted inspection in October 2016 rated Prime Time as ‘Good’.

The Board meets to agree policy, pricing, funding, etc. Prime Time employs a Manager who has day to day control of Prime Time’s operations and who attends the Board meetings and receives supervision from a Trustee. The Manager is responsible for all other staff, ensuring that Prime Time’s policies, as agreed by the trustees, are carried out and bringing to the attention of the Board any issues that require a policy decision.

Charitable Objects

The charity’s objects as set out in its Constitution are:

Public Benefit Statement

In considering its future strategy, aims and objectives, Prime Time’s trustees have paid due regard to the Charity Commission’s general guidance on Public Benefit. The trustees are satisfied that through its primary activities the charity provides identifiable benefits consistent with its charitable objects. The trustees do not consider that these activities produce any identifiable detriment or harm. The trustees are satisfied that any private benefit is incidental to its public benefit activity.

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

Aims

Prime Time’s main aim is the provision of childcare for 3-12 year olds. It is our mission to provide the highest level of childcare that meets the needs of children and their parents and carers. We aim to employ the highest calibre of staff possible with the appropriate qualifications, to plan provision to best meet the needs of parent/carers at the most affordable price, and to provide for the widest needs and interests of children and involve them, wherever possible, in planning and evaluation.

Our main services are:

Covid 19

As with many charities, statutory and private sector organisations Covid 19 had a severe impact on the opening and performance of Prime Time. It was only with the ability to furlough staff, and the use of government grants, were we able to stay open. In September 2021 all restrictions on childcare settings, and in society generally, were lifted. Therefore Prime Time returned to normal operations. We had hoped that numbers would start to return to normal. However we have found that many parents and carers were continuing to work from home, or were not returning to the pattern of work they had before Covid. Both reasons have meant there has been less need for wrap around childcare. Therefore throughout the year, except for holiday club from Easter onwards, numbers were little better than during Covid. We will wait to see if this reflects a permanent change in demand.

In September 2021 the Trustees took the decision to open as normal and hoped that numbers would steadily increase with time. Prime Time took forward government Covid grants from 20-21, and a Sustainability Grant from Dorset Council, to help cover the losses of lower numbers. During the year, like many businesses and charities, we attracted more government funding to cover losses due to Covid. However numbers over the year did not increase as we had hoped.

Achievements and Performance

Over the year from September 2021 to August 2022 Prime Time was open as follows:

Following the removal of all Covid restrictions we returned to being fully open (although we had to close one day due to the school site closure because of high and dangerous winds). Over the year Prime Time provided a service to 105 individual children (2021:80, Pre-Covid:130) from 76 families (2021:55, Pre-Covid:88). These show a very positive increase in the number of children and families benefitting since the lifting of Covid 19 restrictions.

The Breakfast Club provides a good wholesome breakfast and calm atmosphere before school preparing them for formal learning. We have regular feedback from the local primary school that this is the case. Numbers using it were still much lower than pre Covid and even lower than last year. After school numbers did not much improve on the year before and were much lower than pre Covid. Holiday Club numbers for the first 6 months were also very low. However from Easter

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

onwards we were full most days (i.e. 16) and so the average over the year was better than the year before. From Easter onwards we took part in the Holiday activities and Food programme. This programme is funded by central government and administered by Dorset Council to provide offer fun activities and tasty meals free of charge to children who are eligible for benefit-related school meals during school holidays (not half terms). We offered up to 5 half-day places for 8 days at Easter and 25 days during the Summer holidays. A total of 13 children made use of it from 8 families. Two families paid extra to stay all day benefitting 4 children. The trustees greatly value this scheme as it allowed these children and their families to benefit who may well have been unable to afford our fees even though they are much lower than other providers.

We continue to receive very positive feedback from our users. We regularly talk to and survey children and parents/carers about Prime Time. Comments of parents and children included:

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

When asked in May 2022 how parents would rate us 87.5% said outstanding and 12.5% said good, 0% said average or poor.

Our last Ofsted inspection was in October 2016, however we were inspected in October 2022 and although this falls outside the period of this report the Trustees believe that it is a measure of our work in 2021-22. Inspections now only rate settings like Prime Time as Met or Unmet. Our rating was Met and the inspection made some very highly positive statements:

Overall Prime Time provides a safe environment for children out of school hours, with consistent and committed staffing providing routines, fun and purposeful activities that develop their social, physical and cognitive skills. By offering very affordable, and flexible, childcare we are offering parents and carers a childcare service while they work or train which will improve the entire family’s circumstances including the children. This was especially so for families during, and after, the pandemic.

Prime Time employs 4 contracted staff and a pool of 8 others. Staff are provided with mentoring, experience and training to develop their work with children. Staff this year have attended training on

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

Level 3 Paediatric first aid, Level 2 safeguarding, FGM, Level 2 food hygiene, Prevent, Domestic Violence Dragonfly Ambassadors, GDPR, Safer recruitment, PARS Practicals. One of our trustees also attended level 3 Safeguarding. Our Manager receives networking ideas and support from online forums. Our staff are, of course, the biggest strength that we have and they have continued to show a high level of dedication and flexibility to meet the needs of Prime Time and the children we care for which was recognised by the Ofsted inspection in October 2016, and more recently in October 2022. Helen, our Manager, continues to manage the facility and staff extremely well, and this is backed up by a dedicated committee. To support our Manager, and develop the experience of our Senior Playworker (effectively her deputy), we usually employ her for two administrative hours a week so there is a more shared team effort for planning activities and resourcing them. We continue to offer the National Living

Wage to all staff, not just those 25 years old and over, with a slightly better rate for our Playworkers.

Prime Time operates from a self-contained mobile on licence from the Coastal Learning Partnership, which was adapted to our specifications and we moved into it in April 2013. We have access to the primary school’s playground when we are open and some indoor facilities during the holidays which allows for a range of indoor and outdoor activities. In early 2016 we paid for a covered extension with roll up and down walls. It has enabled children to play ‘outside’ in all weathers and has been a great addition to the building. Prime Time is responsible for the internal repairs of the mobile and the Trustees have agreed we should decorate every four or five years and have set aside reserves to cover the cost.

Use of volunteers

Very occasionally we have volunteers in the sessions. All of Prime Time’s trustees give up their time for free, attending half termly committee meetings. Prime Time greatly relies on volunteer time from its trustees for much of its administrative support. Two trustees between them carry out the regular day to day book keeping and banking functions Prime Time requires. This time freely given enables Prime Time to keep its costs down so allowing as many families as possible to afford its childcare services. However the Trustees are aware of the need to attract new trustees. This year we said farewell to Caroline Kelly, a former user who had been a trustee for many years. Following a successful recruitment campaign we appointed three new trustees, all of whom use Prime Time and are taking on active roles in fundraising.

Ensuring that services remain relevant

Prime Time constantly seeks the opinions of the children who use its services and their parents/carers. We regularly formally distribute questionnaires to parent/carers and carry out ‘listening and recording’ exercises with the children seeking ways to improve current services, and to see if new ones are required. Three of our current trustees are themselves parents/carers who have contact with many other local parents/carers and so provide valuable feedback from both users and non-users. We work very well with the local primary school which is located on the site.

Ensuring that our services are accessible to the public

Prime Time’s main source of income is from fees charged to parents. The local area has a large proportion of families on low and below the national average income and so childcare has to be affordable. We are well aware that the cost of services could prohibit some families, perhaps those in most need of our services. We continue to charge parents/carers different costs for one, two and three hours’ childcare helping to make our care very affordable. We review, at least once a year, the fee structure, balancing fees against cost. This year we had to increase our staff salaries by 9.8% (last year 2%) to comply with the National Living Wage. With these increases, and the losses made because of Covid, the trustees reluctantly decided to increase fees for 2021-22 by 3% after two years of no increase. However our fees continue to be much less than the average for after school clubs.

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

The charity Coram Family and Childcare, in its annual survey of childcare costs for 2022, says the average cost of 3 hours of after school childcare a day in England was £13.35 and £12.70 in the south west (average for a childminder was £14.24 for England and £14.04 in the south west). These costs had increased by about 15% on 2021. We only increased our rates by 3% and our daily fee was £9.70. We encourage, and support, parents and carers to use any means available to them that may reduce the cost to themselves such as tax credits, childcare vouchers, etc. If families face difficulties in paying fees then we are prepared to negotiate easy payment plans.

Prime Time usually engages in fund raising activities to help subsidise the costs. In previous years we combined our March AGM with a fundraising quiz night which were both fun and highly successful in raising funds. Unfortunately we had to cancel this for a second year because of the lock down. However we hope to organise this event later in 2022. Our three new trustees have actively engaged in fundraising including setting up an online lottery and making a number of grant applications, with a successful one of £1,000 from the Arnold Clark Community Fund. We were successfully chosen to be a recipient of the Co-operative Local Community Fund and received an initial grant of £23 much expect a much larger amount in October 2022. In 2022-23 we hope that these efforts will increase our income, which we would not have been able to weather the slow return to pre Covid numbers of children and so provide for the their needs and their families.

Our services are available to any 3 to 12 year old. However access to the Breakfast and After School sessions are generally limited to available transport from the school to our building, therefore in practice usage of these services is to Wareham St Mary Primary where children can easily walk the short distance between our building and their classrooms, with escorts as needed. We publicise the after school and breakfast club regularly to Wareham St Mary through leaflets, school sharing apps, mentions in the school newsletter, attending school events, etc. Our Holiday Club is publicised through e-mails sent to four schools and three nurseries in the local area for distribution to individual children, our Facebook page, website and posters in local shops, etc.

Future Plans

Our aims for the coming year include:

Financial Review

As stated above our main source of income are the fees from the parents/carers of the children using our services. Most parents and carers pay their fees on time. Prime Time does understand that parents and carers may face financial difficulties and does enter into easy payment agreements. However if parents/carers refuse to negotiate then reluctantly Prime Time will take legal action. This year we engaged Chameleon Collections, a debt collection agency recommended by other out of school care clubs, and refer outstanding payments to them when our initial contacts fail to elicit payments.

The following annual accounts are set out using the receipts and payments format, following guidance from the Charity Commission. Because our gross income is more than £25,000 a year the accounts

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2022

must be examined by someone independent of the Trustees. The following accounts show that we made a deficit of £13,846 in general funds (2021:£3,758). We had hoped that with the lifting of Covid restrictions that numbers of children using Prime Time would return to pre-Covid numbers. Although holiday club numbers for the second half of the year were very good, breakfast and after school have not increased. We did receive grants from the local authority to assist with bouncing back from Covid, and have attracted a couple of other grants, this has not been enough to cover our losses.

Therefore at the end of the year the charity’s cash reserves stood at £21,536 (2021:£35,382), all of which is unrestricted. This year the school finally invoiced us for rent, energy and services for 201819. If we take account of money we owe and that owed to Prime Time our reserves as of 31 August 2022 are £22,887 (2021:£34,112), representing a decrease of £11,225 (2021 an increase of £7,120, NB this included a carried forward grant of £5,212 from Dorset Council to help recover from loss of income caused by Covid). In past years Trustees had decided to set aside £1,000 towards decoration costs in 2022 or 2023. However given the current financial position the Trustees have decided to return this amount to its free reserve, therefore the free reserves available to the trustees are £22,887 (2021:£27,900).

Reserves Policy

The Trustees have agreed a Reserves Policy which they review each year and note any progress towards meeting the target level of reserves. The main consideration in setting the level of reserves required is the moral commitment the Trustees have to the long term welfare of the children cared for. For 2021-22 they have agreed the following statement for the Annual Report:

Prime Time Kids Club has a commitment to the long term welfare of the children it provides care to. Finding appropriate out of school care in the local area is not easy and may take parents and carers up to three months to find. Therefore if Prime Time had to close then the Trustees would wish to give parents and carers a minimum of two months’ notice, and ideally three months notice, so that they can find appropriate care for their children. At 2022-23 costs the Trustees estimate they would need £22,400 to cover the costs of staying open for two months and £27,600 for three months, including any closure costs. At the end of this financial year the charity had £22,887 in free reserves. This is equal to the lower target therefore the Trustees can provide parent/carers with at least 2 months’ notice if they decide that Prime Time has to close.

Trustees Responsibilities

The charity trustees are responsible for preparing a trustees’ annual report and financial statements in accordance with applicable law.

Approved by the Trustees on 17 January 2023 and signed on their behalf by:

(Vicki Limbrick, Chair)

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PRIME TIME KIDS CLUB

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES FOR THE YEAR TO 31 AUGUST 2022

Responsibilities and basis of report

I report to the trustees on my examination of the accounts of the above charity (“the CIO”) for the year ended 31 August 2022.

As the charity trustees of the CIO, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).

I report in respect of my examination of the CIO’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the 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 which gives me cause to believe that in, any material respect:

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

Signature:

Date:

Max Maxted

12 Tuckers Mill Close , Stoborough , Wareham , Dorset , BH20 5BS

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PRIME TIME KIDS CLUB

RECEIPTS AND PAYMENTS FOR THE YEAR TO 31 AUGUST 2022

Unrestricted
funds		 Restricted
funds		 Total
funds		 Last year
to the nearest
£
to the nearest
£		 to the
nearest £		 to the
nearest £
Receipts
Childcare fees 38,682
-		 38,683
22,339
Fundraising 182
-		 182
-
Donations - -
-		 61
Grants 6,289
323
6,612
35,350
Sundry - - - 21
Total receipts 45,153
323		 45,476
57,771
Payments
Staff 52,130
-		 52,130
46,288
Rent and services 1,742
-
1,742
1,530
Insurance 649
-
649
603
Phone 303
-
303
320
Fees 1,217
-
1,217
872
Bank charges 182
-		 182
171
Training 360
-
360
211
Resources 112
306
418
432
Equipment 157
17
174
281
Stationery/postage 194
-		 194
151
Food 1,297
-		 1,297
458
Buildingrepairs, etc. -
-
-
95
Cleaningmaterials 559
-		 559
604
Trips/activities -
-		 -
0
Staff travel -
-		 -
0
Childcare fee refund - - - 1,937
Sundry 97
-
97
60
Totalpayments 59,322
323		 59,322
54,013
Net of receipts/(payments) (13,846)
-
(13,846)
3,758
Transfers between funds -
-
-
-
Cash funds lastyear end 35,382
-
35,382
31,624
Cash funds thisyear end 21,536
-
21,536
35,382

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PRIME TIME KIDS CLUB

STATEMENT OF ASSETS AND LIABILITIES AT THE END OF THE PERIOD AS AT 31 AUGUST 2022

Cash funds
Other monetary assets
Liabilities		 Unrestricted
funds		 Restricted
funds
to nearest £ to nearest £
Bank account 21,436
-
Pettycash 100
-
Total cash funds
21,536		 -
Due
Childcare fees owed 2,887
30/09/2022
Total 2,887
Due
Childcare fees in advance 2
HMRC 1,174
30/09/2022
Heating/lighting/waste/rent
(estimate)		 360 31/10/2022
Total
1,536

Approved by the Board of Trustees on 17 January 2023 and signed on its behalf by

(Vicki Limbrick)

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PRIME TIME KIDS CLUB NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

1 Accounting policies

The financial statements of the Charity have been prepared in accordance with the guidance of the Charity Commission using the Receipts and Payments basis.

a) Basis of accounting

The financial statements are prepared in sterling which is the functional currency of the Charity and rounded to the nearest £.

2 Grants

Grants
£
HMRC (Coronavirus Job Retention Scheme) 1,077
Dorset Council (Coronavirus Discretionary Grant) 1,200
Dorset Council (Early Years) 3,000
Co-operative Local Community Fund 323
Arnold Clarke Community Fund 1,000

3 Unrestricted funds

General Fund
Designated fund (Decoration)
Designated fund (Liabilities)
Designated fund (Sustainability)		 Balance
31/8/21
£
24,258
1,000
4,916
5,212
35,382		 Balance
31/8/22
£
20,000
0
1,536
0
21,536

Purposes of Funds

General fund – The ‘free reserves’ after allowing for all designated funds. Designated fund (Decoration) – Internal painting of setting in 2022 or 2023. Due to current financial situation this fund has been added back to the General Fund

Designated fund (Liabilities) – To cover the liabilities due within 3 months of year end NB the school finally invoiced us for past rent and utility costs so reducing the total Designated fund (Sustainability) – Sustainability grant spent in this year.

4 Transactions with Trustees and Related Parties

During the year £nil (2021: £nil) expenses were reimbursed to the Trustees.

Mrs Sally Brookes is employed as a part-time Playworker and is the wife of a Trustee, Mr Kevin Brooks. She was appointed by competitive interview and permission was obtained from the Charity Commission for her to be employed as a connected person to a Trustee. Mr Kevin Brooks does not take part in any discussion or decision on rates of pay or staff conditions of service and benefits. This year she was paid a total of £7,196 (2021:£5,401) gross in salaries through PAYE, Employers NI and employer pension contributions.

5 Loans

During the year the CIO did not have a loan in place and:

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