## **Whittlesford Out of School Club AGM Thursday 19 January, 8pm – via Zoom**
1. Welcome and record who is present
2. Record that the minutes from AGM November 2021 and EGM January 2022 have been approved
3. Chairperson’s Report
4. Health and Safety Report
5. Treasurer’s Report and Accounts for 1 August 2021 and 31 July 2022
6. Record the resignation of Committee members
7. Committee Membership and Constitution
8. Any other business
## **1.**
## **2. Minutes from the last AGM and EGM approved.**
## **3. Chairperson’s Report**
WOSC has had a busy year with covid still affecting many areas of the business. However, the Club only had to be closed for a few days due to covid restrictions. The Manager has worked hard to anticipate staffing issues and has also been able to act very quickly to ensure cover is provided at short notice. She has pulled her team together and they have been very dedicated to the Club. The staff issues have been illness and family bereavement. We had over 100 children registered but not all attended sessions. The registration can secure emergency childcare if needed.
We have been able to provide Breakfast, Afterschool and Holiday Club sessions (all except Christmas Holiday). The number of term time booked sessions is almost back to pre-pandemic levels. The number of holiday sessions is still lower than pre-pandemic but is rising steadily. Term time attendance is usually over 90% with marked absence levels during the Spring Term when many children were off sick. Holiday attendance was mostly between 91% and 100%.
We have 17 members of staff including a Manager, 2 Deputies, Qualified and Unqualified assistants. We have a few zero hours contract staff who expressed a preference for this flexibility.
Approximately £180 was raised via several fund raising activities including a film night, Easter Hunt and Christmas stockings. This money goes towards a ‘nice to have’ list of items.
The challenges for the coming year are; anticipating retirements and leavers. Keeping an open dialogue with staff helps to plan for some staff turnover. Managing the rise in wages needed to ensure all staff are above the minimum wage. The government gives plenty of notice of the increases so planning is possible. Managing the increase in the cost of living as experienced by the entire country. Building in increases to the budget and increasing session rates therefore income, will hopefully go some way to alleviate this challenge. It should be noted we lowered our rates in September 2022, so an increase to the old rate or slightly higher should not be too arduous for our families. Our rates are benchmarked with other providers. Anticipating Committee members stepping down. Open dialogue and an understanding that a 6 months’ notice period would help with planning for new members.
## **4. Health and Safety Report**
## **Accident Report Trends October 2021 – September 2022**
## **Accident Report Review**
- A total of 66 incident reports were reviewed for the period 1 October 2021 to Sunday 30 September 2022.
- This includes incidents at Breakfast Club, After School Club and Holiday Club sessions.
- Comparison to the previous years excluding 2020 due to COVID: 2017, 2018, 2019, 2021 showed 67, 79, 90, 107 incidents respectively. The consistent upward trend over the last few years has not been repeated this year, which is reassuring.
- We had ascribed the particularly high accident numbers last year and in the COVID year to the children being a bit wild on return to school, plus an enforced change of practice to include more time outside (due to social distancing). The high accident numbers across that period have indeed reverted to normal as the setting has returned to normal operation.
- We had one serious incident this year. One staff member suffered a fractured shoulder after falling when struck by a child on a scooter. The WOSC H&S coordinator has conducted a review of the incident (attached as Appendix) and concluded that little could have been done to avoid this, it was simply an unfortunate accident.
- The following factors were reviewed:
- Injury sustained
- Location of incident
- Cause of incident/Equipment involved
- Quality of incident reporting
## **Accident Report Summary**
|**Factor**|**Findings**|
|---|---|
|**Injuries sustained**|
All recorded injuries to children were minor in
nature, none requiring a hospital visit.
There were no obvious trends to the incidents
which occurred throughout the period
reviewed.|
|**Location of incidents**|
As in recent years, a majority of incidents
occurred outdoors. This year, 85% of the
reported incidents reviewed occurred outside,
which is normal.
As adequate supervision was present in the
outdoor areas at all times, this seems likely
attributable to the more physical nature of
outdoor activities undertaken compared to the
indoor activities which take place in the WOSC
roomand school hall.|
|**Cause of incidents**|
Scooters are always the highest individual
cause of accidents, accounting for 15% this
year (down from 19% last year, but within the
normal 10-20% range).
Most scooter incidents were minor, but it
should also be noted that the one major
incident this year was also scooter related.|
|**Quality of incident**
**reporting**|
The quality of reporting was good.|
## **Recommendations followed/actions taken since 2020-2021 H&S Report**
- ‘Staff member’ has taken over the Health and Safety coordinator role at the club. Risk assessments are in order. We have decided that the primary copies of these remain as hard copies in the club. The staff refer to the risk assessments, and most do not have access to WOSC Sharepoint, so it is vital that the hard copies in club are maintained.
- All six scooters have been checked and repaired as required – all are safe and in service except one waiting for a replacement part. Two recently purchased helmets broke and were replaced under warrantee
- We replaced the last batch of helmets after 2 years. The current batch have just (mostly) passed 2 years old.
- The under-sink cupboard has had a better lock added.
## **Recommendations / Next Steps**
- We are concerned about recent rough paving stones that have appeared on school grounds that may be a trip / scooter hazard. We have asked school to remedy.
- We will continue to inspect helmets and replace as needed. Update Jan 2023 – 4 helmets being replaced now and 6 currently fine.
## **Appendix – Review on serious scooter accident involving a staff member**
Prepared by staff Health and Safety coordinator, reviewed by Health and Safety Committee Member
Whittlesford Out of School Club
Accident report follow up
I have read the accident report and listened to the staff that were on shift that day.
The accident happened in an area of the garden that holds our equipment shed. There is plenty of room for passing traffic when children or adults are taking or putting items back in the shed.
The paving slabs around this area are flat and do not pose as a trip hazard.
You can see clearly around the shed as well as up and down the path in both directions.
After reviewing everything, I feel that the risk is still low and no changes need to be made to our outdoor risk assessment.
As a club we have done the following;
- Spoken to the children about the garden space and to be careful when riding around on the scooters.
- Staff to be vigilant around that area on busy days.
As a club we have also looked at the following;
- Blocking the path to stop scooters riding down and up – This causes a second risk with cones in the pathway that either scooters or children can crash into or fall over.
- Not allowing the scooters out during busy times. – This takes away an outdoor activity that you can only do outside.
As a club we will try the following;
- Allowing the scooters to be ridden on the top pitch. – Staff and ratio reviewed on each session to see if it is possible.
- Putting in a one-way system for scooters to follow. – Could cause more accidents.
- Banning scooters from that pathway completely. – Giving the scooters another path/sections to ride on/around.
## **5. Treasurer’s Report and Accounts for 1 August 2021 and 31 July 2022**
The accounts for the financial year between 1st August 2021 and 31st July 2022 have been independently audited and approved by an independent accountant.
Turnover of £105,245.79 making a Profit of £16,696.68
It should be noted that whilst a profit has been made, this is partially a result of the Summer holiday session fees being paid in June 2022, but with the staff costs not accounted for in this financial year (August 2022). Therefore the balance represented is artificially high when the accounts are closed. In addition, usage of the club was higher than expected, especially in the latter part of the financial year.
In April 2022, the government increased the minimum wage for several of our employees.
.8*888
5"584sS
## **6. Resignation of Committee Members**
JJ resigned as Chair in January 2022 and CS was elected to the position of Chair. JJ has now resigned from the Committee.
It is hoped that members will give plenty of notice of their intention to step down. This will help to provide continuity and a useful handover period.
## **7. Committee Membership and Constitution**
Whittlesford Out of School Club is a Charitable Incorporated Organisation (CIO). Our CIO constitution requires that all Committee members are the charity trustees. These details are submitted to the Charity Commission and Ofsted. It is hoped all Committee members commit to serve for 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 register with Ofsted and undergo an enhanced DBS 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 currently has 8 members registered with the Charity Commission. Therefore, we need 3 members to retire but they can be nominated to re-join.
1. CS will step down
2. * will step down
3. * will step down
This will leave the following vacancies;
|Position|Nominee|NominatedBy|SecondedBy|
|---|---|---|---|
|Chair||||
|*||||
|*||||
For information the Committee roles are,
|**Essential Committee roles as a**
**charity providing childcare**|**Essential Committee roles for**
**good management**|
|---|---|
|Chair|Website andPublicity|
|Secretary|DataProtection|
|Treasurer|Healthand Safety|
|Payroll|IT|
|Ofsted|Fundraising|
|DBS||
## **8. Any Other Business**
## **WHITTLESFORD OUT OF SCHOOL CLUB CIO 01/08/2022 to 31/07/2023 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 2022
Surplus for the year
Balance c/f
at 31 July 2023|**2022/23**
**£**
120,121.85
£
120,121.85
£
500.00
£
**£120,621.85**
**£2,662.82**
**£45,030.07**
£2,662.82
**£47,692.89**|**2021/22**
**£**
**Payments**
105,245.79
£
Payroll
Rent
Insurance
Food
Training
105,245.79
£
Equipment
Consumable
IT Software
Holiday Club Activities
180.20
£
Refunded Fees
Price Bailey
500.00
£
Ofsted
1,058.01
£
M/Ships
Other Costs
**£106,984.00**
Totals
**£16,696.68**
Represented by
Represented by|**2022/23**
**£**
89,054.47
£
2,052.00
£
687.02
£
6,983.95
£
2,187.00
£
6,713.56
£
4,884.73
£
971.32
£
2,147.01
£
-
£
1,579.20
£
433.04
£
265.73
£
**£117,959.03**
Cash
Current a/c
Deposit a/c
Cash
Current a/c
Deposit a/c|2021/22
**£**
72,096.96
£
1,710.00
£
530.12
£
4,828.49
£
1,125.10
£
1,436.21
£
3,694.22
£
935.67
£
1,442.00
£
1,031.36
£
807.60
£
232.00
£
139.29
£
278.30
£
**£90,287.32**
£0.00
£45,030.07
£0.00
**£45,030.07**
0
£47,692.89
£0
**£47,692.89**|
|---|---|---|---|---|
4
**Independent examiner's report on the accounts**
## **Section A Independent Examiner’s Report**
**Report to the trustees/ members of**
Charity Name Whittlesford Out of School Club CIO
**On accounts for the year** 31st July 2023 **Charity no** 1164607 **ended (if any) Set out on pages** Four
**Respective** The charity's trustees are responsible for the preparation of the accounts in **responsibilities of** accordance with the Charities Act 2011 (“the Act”). **trustees and examiner**
The charity’s trustees consider that an audit is not required for this year under section 144 of the Act and that an independent examination is needed.
It is my responsibility to:
- examine the accounts under section 145 of the Charities Act,
- to follow the applicable Directions given by the Charity Commission (under section 145(5)(b) of the Act, and
- to state whether particular matters have come to my attention
**Basis of independent examiner’s statement**
My examination was carried out in accordance with general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a ‘true and fair’ view and the report is limited to those matters set out in the statement below.
1
**2023 May**
**IER**
**Independent examiner's statement**
In connection with my examination, no material matters have come to my attention which gives me cause to believe that in, any material respect:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
*
|**Signed:**
**Name:**
**Relevant professional**
**qualification(s) or body**
**(if any):**
**Address:**|**Date:**|7thAugust 2023|
|---|---|---|
||||
||Philip Evans||
||||
||FCCA
Association of Chartered Certified Accountants (ACCA)||
||||
||20 Church Street||
||Little Shelford||
||Cambridge CB22 5HG||
## **Section B Disclosure**
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
2
**2023 May**
**IER**
**Give here brief details of any items that the examiner wishes to disclose** .
3
**2023 May**
**IER**