2021-07-31-accounts

AGM Annual General Meeting

THURSDAY 25[TH] NOVEMBER 2021 ONLINE VIA ZOOM 8.00PM

Agenda

1. Welcome and record of all those present 2. Review of minutes from 2020 AGM & EGMs

2. Chairperson’s report and annual review 4. Treasurer’s report and accounts for year ended July 2021 5. Trustee roles and election

3. Trustee responsibilities

4. Existing WOSC roles

5. Trustee and role resignations

6. Nominations and election

7. AOB

Practicalities

• Ensure your Zoom name reflects who you are

• We will ask everyone to briefly introduce themselves

• Please stay on mute unless you want to speak

• Please ask questions: there will be opportunity to do this throughout but also use the message function on Zoom to post a question

• A copy of the presentation will be posted on the WOSC website after the AGM

out Ofs CHAIR REPORT AND ANNUAL REVIEW

Review of minutes from AGM and two EGMs 2020

• AGM 2020 was held 11th November 2020. Attended by nine committee members, five parents

• and Paul.

• Reported on a year of two halves owing to Covid-19, which had a significant financial impact

• upon the club and reduced previous operational flexibilities.

• However, the Club was built on strong foundations for moving forward and had a strong Ofsted inspection in 2019.

• Four members of the committee stood down, and the existing six members were elected to their new or ongoing roles. Jo was elected to the role of HR support. Following two subsequent EGMs on 25[th] November 2020 and 17[th] December 2020, Caroline was elected as Payroll, Jo as Chair, and Mark as Deputy Chair.

• Minutes of AGM and both EGMs will be signed and accepted

Annual review: overview

• WOSC has, unsurprisingly, continued to be impacted by the coronavirus pandemic in a volatile and unpredictable way. The club has had to adapt how it has operated on several occasions throughout the year, balancing the needs of all of its stakeholders.

• The focus has been on maintaining operations in a safe and sustainable manner, following Covid guidelines and working closely with the school to protect the school environment.

• This has resulted in sacrifices and compromises in many directions; pricing, opening hours, provisions, flexibility and staffing.

• Hopefully the club is now stabilising its operations and adapting to a new normal, but demand for childcare is different to beforehand and still evolving.

Acknowledgements

➢ WOSC Manager, Deputies and staff

• ➢ Outstanding commitment to the club in challenging personal circumstances, flexibility and tolerance to continual and last minute changes

➢ WOSC Trustees and school leadership team

• ➢ Increased voluntary commitment in challenging personal times

• ➢ Readiness to work with and generosity to support the club to achieve the best provision for our children

➢ Parents and members of WOSC

• ➢ For their understanding, compromises, continued support and constructive feedback

➢Our children

• ➢ Celebrate their resilience

Coronavirus impact – childcare provision

Autumn term

•After school club open with restricted numbers operating in bubbles. Breakfast club remained shut and its staff hours furloughed.

Spring term Jan-Mar 2021

• •Decision to close the club to protect the school provision. All furloughed except for Administrator.

Spring term 8[th] March onwards

• Limited opening of Out of School club, in bubbles, and for those with acute need. Flexi-furlough utilised to right-size staff and minimise costs.

Easter holiday

• Open for William Westley children only. Closed Friday for deep cleaning. Flexifurlough utilised to right-size staff and minimise costs.

Summer term + May half term

• •Out of school club open in bubbles, including Friday. Breakfast club open from 8[th] June with limited numbers. May half term limited days opening owing to low demand. Furlough utilised for May half-term.

Summer Holiday club

• •Reduced weeks opening owing to demand and cleaning. William Westley children only. Enhanced activities provided.

Autumn term + October half term

• •Return to pre-covid opening hours and no bubbles. William Westley children only. Limited demand for half term.

WOSC registrations

• New registrations are required at the beginning of each academic year.

• Lower numbers believed to be owing to Covid-19. Many people’s work situations have changed or remain in flux and we still need to establish a “new normal”. William Westley children only restrictions in place.

Club sessions booked 2018/19 to 2020/21 (Full year)

• Holiday clubs impacted by “William Westley only” restrictions and limited opening. • After school club closed Jan to Mar and some restricted opening due to Covid requirements. • Breakfast club opened from Summer term but with restricted numbers initially.

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WOSC utilisation comparison 2018/19 - 2020/21

• Utilisation is generally high. This may be due, in part, to increased session costs and lack of refund option.

• Afterschool club utilisation is lower and may be due partially to requirements to block book to form bubbles.

WOSC highlights

• WOSC Staff continue to provide a wide variety of activities for the children, both inside and out. Highlights include pumpkin carving, poppy making and slime making.

• Summer holiday club huge success and continued to have enhanced activities and outings, including a trip to the Zoo, hula hooping and visits to Sawston Sports Centre.

• Fudge and Crunchie are doing well and will celebrate their third birthdays in February!

WOSC Staff team

• Currently there are 16 staff in the team covering term time and holiday club.

• Sadly we said goodbye to Dawn, Liz, Ffion, Joe, India and Sam. We thank them all for their contributions to the club and wish them well with their next endeavours or just a bit more time to relax.

• We welcomed new staff members to our team: Tina, Paula, Finlay, Lottie and Sam. And value their contributions and the parts they are playing.

• Jo stepped up, as a Deputy Manager, to cover for Tara during her maternity leave and Tara welcomed her beautiful baby into the world while the rest of us were in lockdown. We wish them all the very best.

• We thank all of the staff for their commitment to the club and their tolerance and understanding during such a period of change. Unfortunately, it was necessary to use the Government furlough and flexi-furlough schemes again this year, at the 80% rate, to support staff when the club was closed, and through the period of ramping up to full opening.

Fundraising

• Only one fundraising activity took place in the last year: a seasonal lucky dip. Would like to acknowledge Eleanor’s efforts.

• Area we need to reinstate in the coming year: Lucy will lead a sub-committee. Call for volunteers to follow. Do not need to become a trustee to join this sub-committee.

out Ofs HEALTH & SAFETY REVIEW

Health and Safety – yearly review

• 107 incidents this year (LOTS!) though none serious

• Less sessions and less children

• Lots of outside play means more incidents

• We have an underlying increase in incidents

• This year's incident rate is probably an outlier,

• the trend needs to be investigated

H&S Actions taken since 2018/19 review and future recommendations

• Chemical safety was identified as a concern last year. We have reviewed and improved chemical storage and documentation

• Scooters – thanks to Ben Harper, all the scooters are maintained to a high standard. New helmets have been purchased.

Actions for 2021-2022

• Support Clare George in taking over Health and Safety in club from Tara

• Investigate progressive increase in minor incidents

out Ofs TREASURER'S REPORT AND ANNUAL ACCOUNTS

Key Points

The accounts for the financial year between 1[st] August 2020 and 31[st] July 2021 have been independently audited and approved by an independent accountant.

• ➢Turnover of £45,198.55 making a Profit of £4,605.87

• ➢It should be noted that whilst a profit has been made; this is a result of the Summer holiday session fees being paid in June, but with the staff costs not accounted for in this financial year (August 2021) therefore the balance represented is artificially high when the accounts are closed

• ➢The Job Retention Scheme continued throughout this financial year with a total income of £24,271.63 received to assist with staff wages

• ➢In April, the government increased the minimum wage for several of our employees and in June we offered a pay increase to all staff. This ensured all employees received a 3% pay increase in total for the year from 1[st] April 2021

Key Points

• ➢We received a very generous donation of £2000 from the Nicholas Swallow and other Charity; who recognised that due to Covid-19 restrictions we were unable to hold any fundraising events. This helped with the purchase of a number outdoor play equipment items

➢Rates for sessions were adjusted each term. This was to reflect the financial impact Covid-19 was having with regards to session numbers restrictions; loss of demand; additional required staff due to bubbles as examples. These were always adjusted to ensure costs were fair to parents using the club; with many sessions running at a loss just so we could offer the club services for parents or Carers that needed our service

1st August 2020 – 31st July 2021 Accounts (Charity No: 1164607)

out Ofs COMMITTEE ROLES AND ELECTION TO COMMITTEE

WOSC Committee

• The CIO constitution requires that all committee members are the charity trustees

• Details provided to Charity Commission and Ofsted

• All committee members need to serve at least a two year term

• A third of the committee should retire at each AGM, but can be re-elected for up to five terms

• In addition, because we are a childcare provider and registered with Ofsted, all committee members are required to complete a registration form for Ofsted and undergo an enhanced CRB check.

• Together the committee is responsible for the overall management and smooth-running of the club.

• The committee is the employer of staff in WOSC so has overall responsibility for recruiting, training and developing staff, paying their salaries, and managing their contracts of employment.

• The committee also has responsibility for developing/maintaining a business plan, managing the accounts and, working with staff, ensuring the setting follows health and safety, risk assessment, insurance and first aid guidance and procedures as well as working to deliver the highest standards of childcare provision as recognised by Ofsted.

Shared Trustee responsibilities

• Acting in the best interests of the charity; promoting its values and working to achieve its charitable

• objectives.

• Working as part of a team with the other trustees; whilst bringing your own ideas, perspectives and experiences.

• Regularly attending committee meetings and contributing to the effective management of the charity.

• Reading committee papers and contribute to the decision making process of the committee.

• Working with the Treasurer to set priorities for the budget.

• Using safe recruitment procedures and work to Early Years Foundation Stage & Ofsted requirements to employ suitable adults to work with the children.

• Employing Managers to act as the person in charge of WOSC; supporting them to successfully manage the childcare provision and ensure that the Early Years Foundation Stage and Ofsted requirements are met.

• Ensuring all committee members and staff have clearly identified roles and responsibilities.

• Submitting the annual update, or annual return and accounts, to the Charity Commission.

• Ensuring that the charity complies with the rules in its constitution, charity law, and other relevant regulations that govern the work of the charity.

2020/21 WOSC Committee elections

• At this AGM, three trustees are stepping down.

• Richard Darbey (Treasurer, Client Account support & IT support)

• Claire Hemel (Ofsted Nominated Person & DBS)

• Dina (Website and Publicity (Job share))

• And five trustees have decided to stay on for the next year.

• Additionally Joanna Johnson will move aside from the role of Chair.

• We have vacancies for more volunteers to join the committee but constitutionally and practically cannot

• exceed 12.

• An election process will now follow but specifically the following vacancies need to be filled. Note that the .

• club cannot continue without an elected Chair as this is a requirement of a charity

• Chair

• Treasurer

• Ofsted Nominated Person & DBS

WOSC committee roles and responsibilities

Essential committee roles for WOSC as charity providing childcare. Chair

Treasurer

Secretary

Payroll

Ofsted and DBS

Other Committee roles and responsibilities (to be allocated and agreed) Deputy Chair

Website and publicity Health and Safety

Data Protection Officer for GDPR

IT systems HR Support Client Account & WOSC Administrator support

WOSC Committee elections - Chair

Responsibilities:

• ➢Liaises with school and governors representing committee, and represents the club;

• ➢Chairs meetings including committee meetings, open meetings and general meetings such as the AGM;

• ➢Sets the agenda for committee meetings;

• ➢Co-ordinates the work of the committee to ensure effective administration;

• ➢Line manages WOSC manager and has oversight of all staff contracts;

• ➢Authorises the work of the treasurer;

• ➢Has an overview of the club’s business and employment practices, responsibilities to Ofsted and financial position.

Nominations:

Voting:

WOSC Committee elections - Treasurer

Responsibilities:

• ➢Ensures the committee are aware of the financial position of the charity;

• ➢Presents annual financial report to members at the AGM;

• ➢Manages the charity bank account and signs cheques on behalf of the setting (as one of two signatories);

• ➢Prepares in advance an annual budget, as agreed by the committee, and monitors this.

• ➢Manages the club budget

Nominations:

Voting:

WOSC Committee elections - Ofsted Nominated Person & DBS

Responsibilities:

• ➢Acts as the ‘Nominated Person’ for Ofsted

• ➢Ensures EY3 &EY2 submitted to Ofsted, supporting committee to complete

• ➢Supports committee and staff in completing DBS, ensuring update service subscription and reviews certificates

• ➢Present for Ofsted inspections representing the committee

• ➢Ensures committee are known to parents and staff

Nominations:

Voting:

WOSC committee roles and responsibilities

Essential committee roles for WOSC as charity providing childcare. Chair:

Treasurer: Luca Secretary: Lucy Harper Payroll: Caroline Stafferton Ofsted and DBS:

Other Committee roles and responsibilities (to be allocated and agreed) Deputy Chair

Website and publicity Health and Safety

Data Protection Officer for GDPR

IT systems HR Support Client Account & WOSC Administrator support

WOSC committee elections

Deputy Chair: support to the chair

• Nominations:

• Voting

Client Account Support: supports the WOSC Bookings/Administrator with any issues relating to fee payment

• Nominations:

Health and Safety: support to managers in an auditing capacity and ensures compliance to policies and standards

• Nominations: Jon Houseley

• Voting

Website and publicity: responsible for the design and content of the website and ensuring all information is up to date and any posters and general communication within the community and to parents

• Nominations: Lenia Iliadis, Dina Pitman

• Voting

HR: supporting managers where required (eg, contracts, recruitment, performance management)

• Voting

IT systems: manages committee and club’s email and Sharepoint requirements and OSCARS (attendance record and billing system. Identifies & proposes any tools that will support the running of the club

• Nominations:

• Voting

Data Protection Officer: Acts as the club’s data protection officer and ensures GDPR compliance

• Nominations:

• Voting

• Nominations: Joanna Johnson

• Voting

Fundraisers

Would like volunteers to plan, coordinate and manage fundraising events.

• Team Led by Lucy Harper

• Do not need to be a trustee/committee member

• Volunteers can give as little or as much time as they would like

WOSC would also welcome any volunteers to help maintain & check equipment owned by the club

out Ofs CLOSE OF MEETING PLEASE SUPPORT WOSC!

WHITTLESFORD OUT OF SCHOOL CLUB CIO 01/08/2020 to 31/07/2021 RECEIPTS AND PAYMENTS

Receipts Session fees:- Total fees Interest Fund Raising JRS Donations Other Totals Surplus for the year BALANCE SHEET Balance b/f at 31 July 2020 Surplus for the year Balance c/f at 31 July 2018	2020/21 £ 45,198.55 £ 45,198.55 £ 54.90 £ 80.00 £ 24,271.63 £ 2,000.00 £ 182.82 £ £71,787.90 £4,605.87 £23,727.52 £4,605.87 £28,333.39	2019/20 £ Payments £55,815.28 Payroll Rent Insurance Governance/Admin Food Training £55,815.28 Equipment Consumable IT Software £44.59 Holiday Club Activities Refunded Fees £13,113.57 Price Bailey Ofsted M/Ships Other Costs £68,973.44 Totals -£16,966.92 Represented by Represented by	2020/21 £ 56,178.62 £ - £ - £ - £ 719.15 £ 215.50 £ 1,957.04 £ 410.52 £ 771.94 £ - £ 1,807.50 £ 3,227.54 £ 220.00 £ 308.16 £ 1,366.06 £ £67,182.03 Cash Current a/c Deposit a/c Cash Current a/c Deposit a/c	2019/20 £ £70,382.02 £1,646.20 £444.74 £523.87 £5,111.54 £780.00 0 £666.82 £1,294.85 £468.75 £1,384.06 £3,237.51 £85,940.36 £0.00 £10,335.12 £13,392.40 £23,727.52 0 £28,333.39 £0 £28,333.39

CHARITY COMMISSION FOR E￿LA￿) WALES Independent examinerfs report on the accounts Section A Independent Examiner s Report R•port to th• tru•t•MI m•mb•rn of thiitl88ford Out of Club CIO On acc¢wnts for th• y•ar •nd•d 3181 Juty 2021 Charlty no 111 •ny} 118W7 S•t ¢)ut on p•g Three R••p•ctlv• rn•pon•lbllltl•• ot tru•l•M and •xrnln•r The chartys trus1008 we rnsponsible for Ihg preparation ol tho accounts in ac￿rdanCe with the Charrt￿8 Ad 20111.the Acri. The ch8rty'8 Inntees con8Jer that an 8￿Jrt 18 not required for thii year urwjer seth.on 144 of the Ad and that an independent examination is 11 is my responwtslty lo. xamine accounts urKler #eclwi 145 of the Charihes Act, to folkhv the aFWicai4e Directions gNen by thè Chanty Commi$8ion l￿der s•ction 14515llbl of the Ad. arKI 10 slale parti'cular matt•rn have come to my attention 8ail• of Ind•p•ndènt My examination was caffied out in accordafKe with general Directions given •xmln•rf• •tt•m•nt by the Chanty Commission. An examinth.on indLKles a review of tho accounling r?￿r￿S kept by th• charty and 4 comparison of the account8 presented with tho80 records. 11 also indud•8 consK1eralion of any unusual items or disclosures in the accounts, and 88eking explan•lions from the Iruslees concemirKJ any Such mattern. The proceduros undertaken do not provid• all the eviden￿ th•1 woukl b& rnqUiTtd in an audrt, and ConseqL￿nIty no oynion Is gNen ￿ to wh•ther the accounts presenl • Yruè and fairf and tho report ￿ limrled lo th0￿ mattern set oul in the IER May 2018

Independent In wir￿On w7th rny examination. no material matters have come to my •xamIne￿5 ststement attention tthich gives me cause lo tel￿ve Ihat in, any material respe￿.. the accountiffj recofds V•tre n(rt kerrt in ac￿danc wrth 88Ctitin 130 of the Charrt*s AfA". or attount5 did not accg)rd wrth the accounting records,. or the accounts dKI not comply wth the ap￿1¢able requirement5 con￿MIng the form and contenl of accourrts sel out in the Ch•ritle8 (Accounts and Rep￿ts) Regulats"ons 2¢Y)8 other than any requirement that the accounts give a Irue and fairf View which is not a matter consthred as part of an indepgndent examination. I have no concems and have come auoss no ot￿r matters in connedion with the examination to which attefil￿n should te drawn in this reptsrt in order lo enable a tfoper under5taThJing of the accounts to be reached. Slgn•d: I￿ October 2021 Philip Evans R•l•v•nt prol•ulon•l qu•llficatlon(#l or body lit •ny): Amrtiotion of Ch•rt•red C•rtbfithJ Accountants {ACCA} Addrnm: 20 Church Street Little Shetlord Camwé C822 5HG Section B Disclosure Only complete if the examiner needs to highlight material matters of concern lsee CC32, Independent examlnatlon of charlty accounts: dlrections and 8uidance for examiners). IER May 2018

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