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2024-08-31-accounts

Charity number: 1140465

PRIME TIME KIDS CLUB (A Charitable Incorporated Organisation)

ANNUAL REPORT AND FINANCIAL STATEMENTS

For the Year Ended 31 AUGUST 2024

PRIME TIME KIDS CLUB

CONTENTS FOR THE YEAR ENDED 31 AUGUST 2024

Page
Report of the trustees 3
Legal and administrative details 10
Report of the Independent Examiner 11
Receipts and Payments 12
Statement of Assets and Liabilities 13
Notes to the financial statements 14

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2024

The Trustees present their Report, together with the independently examined financial statements for the year ended 31 August 2024.

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 eight trustees of which three were parents/carers of children using Prime Time and three previous users. 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 4-12 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. Our last Ofsted inspection was in October 2022.

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 2024

Aims

Prime Time’s main aim is the provision of childcare for 4-12 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:

During the main Covid emergency we, like most educational and care organisations, were closed. In September 2021 all restrictions on childcare settings were lifted. Since then numbers have slowly returned to pre Covid numbers. In the years since reopening we had to attract grants to cover some of our costs as the Trustees did not wish to pass on all the additional operational costs to parents and carers who were already experiencing the effect of the cost of living crisis. and last year there was a real threat we would have to close.

Achievements and Performance

Over the year from September 2023 to August 2024 Prime Time was open as follows:

Over the year Prime Time provided a service to 125 individual children (2022-23:114, Pre-Covid:130) from 89 families (2022-23:83, Pre-Covid:88). These show another positive increase in the number of children and families benefiting since the lifting of Covid 19 restrictions and now almost the same as pre-Covid.

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, and After School, increased on the previous year and are now close to the pre-Covid numbers.

We are aware that, although our childcare fees are well below the national average, there are many who cannot still afford the cost. Therefore we successfully applied for grants to provide subsidised places:

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2024

Holiday Club numbers have been good this year and returned close to pre-Covid. For the third year we took part in the Holiday activities and Food programme. This programme is funded by central government and administered by Dorset Council to provide an offer of fun activities and healthy meals free of charge to children who are eligible for benefit-related school meals during school holidays (not half terms). We offered up to 6 half-day places for 5 days at Christmas, 6 places for 9 days at Easter and 6 places for 23 days a week for 5 weeks of the Summer holidays. Therefore we offered a total of 222 places over the year which were used by 21 children from 14 families. Some of these families paid extra to stay all day benefiting 1 child at Christmas, 5 at Easter and 5 in the Summer. 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 we are much lower than other providers.

To keep our costs down we fundraise for specific items of equipment etc. This year a grant from Wareham Town Council enabled us to buy a new dishwasher and expand our resources to more natural resources such as china in the role-play, wicker chairs, glass jars for loose parts etc. We continue to spend the remains of this grant by looking for 2nd hand items that fit the play interests of children which also promotes the importance of recycling. We were also very grateful for a grant from Wareham Carnival to support our general running costs.

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

  1. Please tell us what difference it makes to you and your family to be able to use Prime Times services?

  2. It’s great being able to send my son to place that he feels happy and secure, even though he isn’t a regular user of your service. He always makes a friend and has a great time!

  3. Peace of mind. Has allowed me to progress at work. I would be reluctant to take on a new role without the back up of Prime Time.

  4. Able to work and have support in the school holidays.

  5. That both parents are able to work full time and our son can still be cared for and we don’t have to worry about finishing work early

  6. It makes a huge difference to me. I don't have anyone else I can rely on. I wouldn't be able to work without you!

  7. Prime Time means I can go to work and whilst there know my child is well cared and is also very happy!

  8. What are the highlights/ positives for you as parents and for your child/children?

  9. Allows my child to have fun and see his friends more. He has made some new friends at Prime Time also

  10. She is happy and comfortable with you. We feel confident when she is with you she’s safe and looked after. We feel you understand her.

  11. Our child is very happy at Prime Time and really enjoys it. It makes our working lives a lot easier.

  12. That I know my son is safe, he is having a good time.

  13. My child has a wonderful time, talks about the activities she does and her friends who she plays with. I know she is safe while I can’t care for her but knowing she is happy and has lovely staff whom she has built lovely relationships with is perfect

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2024

  1. Do you as parents or your children have any suggestions for improvements?

  2. I would like a lunch option, just sandwiches etc. I thought the hot meal option which you had last year was just too expensive.

  3. Perhaps the opportunity to read for the reading record etc

  4. Is there anything else positive or negative you feel you would like to share with us ?

  5. Booking is always made easy and communication is always great. Thank you!

  6. Shame not enough staffing for school inset days. We love how flexible you are and you help out last minute!

  7. I like that you have different groups who come in, such as Sustrans etc. I think that adds value and brings something a little different.

  8. All brilliant, thank you!

  9. In October 2022 we had our first Ofsted inspection since 2016. The inspection made some very highly positive statements that reflect the high quality care we provide:

  10. Leaders are committed to fulfilling their vision to create an environment where children feel welcomed, safe and at home. They prioritise children's well-being by supporting staff to build respectful relationships with children, through shared training, regular feedback and discussion.

  11. Leaders provide an appealing range of resources. These range from resources to encourage children's imaginative play, to board games and craft activities.

  12. Children benefit from physical play in the fresh air using their outdoor shelter, playing ball games and using climbing equipment.

  13. Staff provide children with warm, friendly responses to their requests. They allow children to make choices in their play. Staff carefully watch children's engagement in activities and are on hand to guide, assist and enable successful and enjoyable play.

  14. Children are comfortable and content. They quickly become absorbed by the activities provided for them. Older children share and cooperate with younger children. They help them roll up their sleeves when washing hands and make up simple games that younger children can join in with.

  15. • Children behave well. Staff promote consideration for others. They talk with children about valuing other people's views. Staff teach children to wait for their turn if another child is using equipment. They give clear time expectations that help children take turns. Some staff do not always give visual prompts that might help children to be patient.

  16. Staff know the children and parents that they work with well. Staff discuss the children's day with parents at the setting entrance, so they can share relevant information about their child's school day. Parents are confident in staff. They appreciate the relationship that they develop with children and the creative play that they promote.

  17. Staff take into account the views and preferences provided by parents. Staff provide snacks for children and ensure that special dietary requirements are carefully followed. Children independently follow hygiene routines that staff have established.

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. Due to our financial situation this year staff were only sent on mandatory training which included Safeguarding Level 3, Food hygiene Level 2 and Paediatric First Aid Level 3. 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 2022. Helen, our Manager, continues to manage the facility and staff extremely well, and this is backed up by a dedicated committee.

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2024

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 21 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. Last year Coastal Learning Partnership (CLP), our landlord, decided, on financial grounds, that they could no longer maintain the mobile. The Trustees entered into negotiations to discuss our future responsibility for the building. CLP are very supportive of Prime Time and its services seeing them as a benefit to the school, the children and their families. Therefore we have agreed to continue with our current licence agreement on the building and will review any major works on a case by case basis.

Use of volunteers

Very occasionally we have volunteers in the sessions and this year we have attracted a fundraising volunteer from the local community who has supported us in sessions with the children and with fundraising events. 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 and two others take on active roles in fundraising. This time, freely given, enables Prime Time to keep its costs down so allowing as many families as possible to afford its childcare services.

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, including seasonal work, 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 9.7% to comply with the National Living Wage. With these increases, and the losses made because of Covid and the increase in inflation, the trustees reluctantly decided to increase fees for 2023-24. However our fees continue to be much less than the average for after school clubs.

The charity, Coram Family and Childcare, in its annual survey of childcare costs, says the average cost of 3 hours of after school childcare a day in England was £13.54 and £13.67 in the south west. However Prime Time’s fees, after the increases, was £10.80, 80% of the south west average. This is evidence of the Trustees’ continuing commitment to ensuring our fees are as affordable as possible. 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.

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2024

This year we continued to offer holiday places to children for free using the government’s HAF scheme. Also other grants from Dorset Council, Wareham Wednesdays, Dorset Community Foundation allowed us to offer free places to children during term time and holidays, identified by the school, as in need of childcare places. HAF and these grants meant that our services were offered to 25 individual child from 18 families who we believe would not have been able to do so, however reasonable our fees may be, without this financial support.

Prime Time usually engages in fund raising activities to help subsidise the costs. Our three newest trustees have actively engaged in fundraising and the online lottery we started last year has provided a much valued source of regular monthly income. In previous years we combined our AGM with a fundraising quiz night which were both fun and highly successful in raising funds. This year we successfully ran our second one after the lock down in February 2024 with many thanks to The Kings Arms, Stoborough. Overall our community fundraising totalled £1,234. We also made a number of successful grant applications totalling £6,317. Although some of these had to be used on specific activities they helped contribute to our normal running costs. In 2024-25 we will need to continue these efforts to ensure we stay open and that fees remain affordable, so providing for the needs of local children and their families.

Our services are available to any 4 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 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. Last 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.

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PRIME TIME KIDS CLUB

REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31 AUGUST 2024

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 must be examined by someone independent of the Trustees. The following accounts show that we made a small surplus of £2,802 in general funds compared with £3,423 last year. Over the year numbers using Prime Time had increased to being close to pre Covid. However salaries have significantly increased again (the Minimum Living Wage increased again by nearly 10%) but the Trustees, being very aware of the cost of living crisis, decided not to pass all these costs onto parents and carers. Therefore we increased our fundraising efforts and this year attracted a total of £6,317 in grants, much of which helped cover our costs. In 2024-25 we will need to attract more grants to ensure a balanced budget. The Trustees opened a deposit account with its Bankers, Lloyds, which generated a small amount of interest of £111.

Therefore at the end of the year the charity’s cash reserves stood at £29,257 (2023:£24,959), of which £27,761 is unrestricted (an increase of £2,802 over the year). If we take account of money we owe and that owed to Prime Time our unrestricted reserves as of 31 August 2024 are £29,002 (2023:£27,132), representing an increase of £1,870 (2023:£4,245). Therefore the free reserves available to the trustees are £29,002 (2023:£27,132).

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 2023-24 they have agreed the following statement for the Annual Report:

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 21 January 2025 and signed on their behalf by:

Roberta Sturgess (Roberta Sturgess, Chair)

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PRIME TIME KIDS CLUB

CHARITY INFORMATION FOR THE YEAR ENDED 31 AUGUST 2024

Charity trustees:

Charity trustees:
Jim Bennett
Kevin Brookes
Steve Place
Vicki Limbrick
Anna Darling (resigned 24 September 2024)
Jono Darling
Roberta Sturgess
Coralie Frankland (appointed 20 February 2024)
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

INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES FOR THE YEAR TO 31 AUGUST 2024

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 2024.

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: Max Maxted

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 2024

Unrestricted
funds		 Restricted
funds		 Total
funds		 Last year
to the nearest
£
to the nearest
£		 to the
nearest £		 to the
nearest £
Receipts
Childcare fees 62,980
-		 62,980 52,174
Fundraising 1,234
-		 1,234
1,963
Donations 294 -
294		 221
Grants 500
5,817
6,317
10,554
Bank interest 111 - 111 0
Sundry - - - -
Total receipts 65,119
5,817		 70,936
64,912
Payments
Staff 54,039 2,925 56,964 53,382
Rent and services 1,919
102
2,021
1,986
Insurance 882 -
882		 866
Phone 322 -
322		 350
Fees 960
51
1,011
823
Bank charges 130
-		 130
160
Training 247
-
247
200
Resources 520 475 995 1,123
Equipment 144 655
799		 124
Stationery/postage 288 - 288 113
Food 2,126 113 2,239
1,756
Buildingrepairs, etc. -
-
-
-
Cleaningmaterials 700 - 700 552
Trips/activities -
-		 -
-
Staff travel -
-		 -
-
Sundry 40 -
40		 54
Totalpayments 62,317 4,321 66,638 61,489
Net of receipts/(payments) 2,802
1,496		 4,298
3,423
Transfers between funds -
-
-
-
Cash funds lastyear end 24,959
0
24,959
21,536
Cash funds thisyear end 27,761 1,496
29,257
24,959

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PRIME TIME KIDS CLUB

STATEMENT OF ASSETS AND LIABILITIES AT THE END OF THE PERIOD AS AT 31 AUGUST 2024

Cash funds Unrestricted
funds		 Restricted
funds
to nearest £ to nearest £
Current account 12,550 1,496
Deposit account 15,111
-
Pettycash 100
Total cash funds
27,761		 1,496

Other monetary assets

Liabilities

Due
Childcare fees owed 4,008
30/09/2024
Total 4,008
Due
Childcare fees in advance 3
HMRC 1,766
23/09/2024
Credit Card 104 27/09/2024
Heating/lighting 894 9/10/2024
Total
2,767

Approved by the Board of Trustees on 21 January 2025 and signed on its behalf by

Roberta Sturgess (Roberta Sturgess, Chair)

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PRIME TIME KIDS CLUB

NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2024

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.

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

2 Grants

Unrestricted

Wareham Carnival £500

Restricted

Restricted
Fund Balance
1/9/23		 In Out Balance
31/8/24
Dorset Council Community and Culture Project Fund 0 1,754 1,716 38
Dorset Community Foundation 0 2,176 978 1,198
Wareham Wednesdays 0 1,037 1,027 10
Wareham Town Council 0 850 600 250

Purposes of Restricted Funds

Dorset Council Community and Culture Project Fund-to provide a Creative Writing and Photography project for fee paying and subsided children

Dorset Community Foundation-to provide free place during term time to children entitled to pupil premium

Wareham Wednesdays-to provide subsidised places

Wareham Town Council-to purchase a new dishwasher, floor mats, games and other resources.

3 Unrestricted funds

nrestricted funds
Balance Balance
31/8/23 31/8/24
£ £
General Fund 20,000 24,994
Designated fund (Liabilities) 2,040 2,767
22,919 27,761

Purposes of Funds

General fund – The ‘free reserves’ after allowing for all designated funds. Designated fund (Liabilities) – To cover the liabilities due within 3 months of year end

4 Transactions with Trustees and Related Parties

During the year £nil (2023: £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 £3,267 (2023:£7,568) 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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