## **WOSC AGM Minutes 30 June 2025, Virtual Meeting- Zoom Call**
**Attendees** : Caroline Stafferton, Jon Houseley, Luca Gabbrielli,
## **1. Minutes from the last AGM approved.**
## **2. Chairperson’s Report verbal**
Excellent feedback from parents and children. Numbers steady. Transition of management duties is continuing to be very smooth thanks to dedication of staff members. The highly experienced and well-liked outgoing manager is being retained in an administrative function. This is great news for the Club as it ensures continuity and retention of a valued member of the team. Ongoing good relationship with the village charity Swallow Croft.
## **3. Health and Safety Report**
No major issues reported. However, issues of the raised paving slabs was again raised and a further approach to the school was decided upon.
## **4. Bank access for the Club Manager**
It was agreed that the Manager Clare George should be given full access to the Santander bank account. She requires use of a bank card to facilitate her purchases for the Club. There will still be the necessary limits and approvals in place.
## **5. Accounts for 1 August 2023 and 31 July 2024**
The accounts for the financial year between 1st August 2023 and 31st July 2024 have been independently audited and approved by an independent accountant.
## **6.Committee Membership**
There was a discussion regarding succession planning. In the next 6 months approachies will be made to interested parties and roles can be shadowed to enable a smooth transition when resignations are given.
## **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 5 members registered with the Charity Commission.
Therefore, we need 2 members to retire but they can be nominated to re-join.
1. Jon Houseley will step down
2. Dina Pitman will step down
This will leave the following vacancies;
|Position|Nominee|Nominated By|Seconded By|
|---|---|---|---|
|Health and Safety|Jon Houseley|Caroline Stafferton|Luca Gabbrielli|
|Website/Publicity/
Fundraising|Dina Pitman|Jon Houseley|Luca Gabbrielli|
For information the Committee roles are:
|For information the Committee roles are:||
|---|---|
|**Essential Committee roles as a charity**
**providing childcare**|**Essential Committee roles for good**
**management**|
|Chair|Website and Publicity|
|Secretary|Data Protection|
|Treasurer|Health and Safety|
|Payroll|IT|
|Ofsted|Fundraising|
|DBS for the Committee||
It is recognised by committee members that no one person has to do the work for every aspect of a committee role. Tasks can be shared out between committee members.
Current Committee Members: Caroline Stafferton, Luca Gabbrielli, Jon Houseley, Dina Pitman and Kristalenia Iliadis.
## **8. Any Other Business**
No other business was raised.
## **WHITTLESFORD OUT OF SCHOOL CLUB CIO 01/08/2024 to 31/07/2025 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 2024
Surplus for the year
Balance c/f
at 31 July 2025|**2024/25**
**£**
£126,279.78
£126,279.78
£150.00
£500.00
**£126,929.78**
**-£6,825.97**
**£44,413.05**
-£6,825.97
**£37,587.08**|**2023/24**
**£**
**Payments**
£127,764.69
Payroll
Rent
Insurance
Food
Training
£127,764.69
Equipment
Consumable
IT Software
Holiday Club Activities
Refunded Fees
Price Bailey
Ofsted
M/Ships
Other Costs
**£127,764.69**
Totals
**-£3,279.84**
Represented by
Represented by|**2024/25**
**£**
£104,836.22
£7,200.00
£585.65
£6,732.67
£464.01
£3,389.69
£2,461.10
£1,376.75
£2,871.37
£-
£1,873.20
£687.69
£1,277.40
**£133,755.75**
Cash
Current a/c
Deposit a/c
Cash
Current a/c
Deposit a/c|**2023/24**
**£**
£101,224.99
£5,913.00
£702.59
£6,781.82
£1,331.09
£4,803.14
£3,627.56
£1,177.22
£2,422.46
£-
£1,800.00
£360.46
£900.20
**£131,044.53**
£0.00
£44,413.05
£0.00
**£44,413.05**
0
£37,587.08
£0
**£37,587.08**|
|---|---|---|---|---|
**Independent examiner's report on the accounts**
## **Section A Independent Examiner’s Report**
|**Report to the trustees/**
**members of**
**On accounts for the year**
**ended**
**Set out on pages**|Charity Name
Whittlesford Out of School Club CIO|
|---|---|
|||
||31st July 2025
**Charity no**
**(if any)**
1164607|
|||
||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** My examination was carried out in accordance with general Directions given **examiner’s statement** 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 **IER**
**2023 May**
**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:**|10thAugust 2025|
||||
||Philip Evans||
||||
||FCCA
Association of Chartered Certified Accountants (ACCA)||
||||
||17 Wick Hall||
||Furze Hill||
||Hove BN3 1NF||
> 2 **IER**
**2023 May**
**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).
> 3 **IER**
**2023 May**
**Give here brief details of any items that the examiner wishes to disclose** .
**2023 May**
> 4 **IER**