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Stathern Children’s Holiday Fund (CIO) Report and Financial Statements For the Year Ended 1st November 2023
Charity number 1171028.
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| Contents | Page |
|---|---|
| Legal and Administrative Information | 3 |
| Report of the Management Committee | 4 |
| Statement of Financial Activities | 8 |
| Structure, Governance and Management | 9 |
| Balance Sheet | 10 |
| Notes forming part of the financial statements | 14 |
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Stathern Children’s Holiday Fund (SCHF)
Report of the Management Committee for the year ended 1st November 2023
The Management Committee presents its trustees’ report and financial statements for the year ended 1st November 2023.
Reference and Administrative Information
Charity Name: Stathern Children’s Holiday Fund (SCHF) Charity registration number: 1171028 Registered Office and operational address:
7 Wayte Court Ruddington Nottingham NG11 6NL
Management Committee & Trustees
Kev Brett, Kel Brett, Danielle Deakin, Nathaniel Deakin, Jon Ruben, Susan Ruben, Melissa Carver, James Zakarian, Lucy Jordan, Kieran Sheehan
Chair Susan Ruben Vice Chair Kel Brett Treasurer Kev Brett Hon.Secretary Jon Ruben Bankers Lloyds Bank, Old Market Square, Nottingham, NG1 6FD Insurers Markel International Insurance Company Ltd Certificate Number SC2100F210YR/7/1678
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Our Aims and objectives
Purposes and Aims
Our charity’s purposes as set out in the objects contained in constitution are to:
to provide subsidised or free holidays for children from socially and/or economically deprived or disadvantaged areas of Nottingham and Nottinghamshire, using the facilities of Stathern Lodge (Braithwaite Gospel Trust) or similar places providing accommodation and activities for groups of children (the relief of poverty for the public benefit);
to promote the children’s self confidence and cooperative skills, in accordance with Christian principles (the advancement of citizenship and the advancement of religion);
to give city children experience of the countryside and help them make effective use of their talents to become positive members of their community (the advancement of community development) .
to provide training for community volunteers including safeguarding (the advancement of community development) .
Ensuring our work delivers our aims
We review our aims, objectives and activities each year. This review looks at what we achieved and the outcomes of our work in the previous 12 months. The review looks at the success of each key activity and the benefits they have brought to those groups of people we are set up to help. The review also helps us ensure our aim, objectives and activities remained focused on our stated purposes. We have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our aim and objectives and in planning our future activities. In particular, the trustees consider how planned activities will contribute to the aims and objectives they have set.
Delivery of our objectives
Our main objectives for the year continued to be the provision of play-based activities for children aged 8-11 both through term time school based clubs and residential summer holidays.We introduced a new after school club at St Peter’s Junior School in Ruddington in January 2023.
Term time activities
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We continued using the Bells Lane Community Centre next to Rosslyn Park Primary school, running a club after school for an hour on Thursdays. Although this is more expensive than running the club in the school, the hall at the Community Centre is more convenient for parents and less disruptive to the school and a better size for the club. It also allows us better interaction with the local community. There were 50 registered members by the end of the school year.
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The Lunchtime club at Djanogly Strelley Academy Primary School continued to grow with 25 registered members buy the summer of 2023.
The after school club at St Peter’s School was limited by size to 20 children and ran successfully for 2 terms. It is due to recommence in November 2023.
In all clubs we ran successful craft and games activities as well biblically based teaching on how to cooperate with others and enjoy and contribute to their community.
In addition we maintained our long-standing links with Dovecote School in Clifton but did not run any activities at the school.
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Residential activities
All the above schools were happy for us to distribute information about the Stathern Residential holiday.
We recommenced planning for 2023 in October 2033 and given the success of the 2022 Summer holiday we decided to run two holidays in summer 2023. The Trustees agreed to limit the length of the holidays to three days each because four days appeared too exhausting for the volunteers and to take a maximum of 30 children aged 8-12 with six older teenagers on each holiday. The final numbers were 29 children under 13 on Holiday One and 25 on Holiday Two, with ten and four young people aged between 13 and 18 on each holiday respectively.
Thus the total numbers for summer 2023 were 68 children and young people. who depending on ages and abilities were able to join in the activities as well as developing their leadership skills by being co-leaders of small groups of children.
The majority of the children came from the Aspley and Clifton areas of the City and the vast majority of the children’s families were on universal benefit or other family assistance. Approximately, 30% of the children came from Eastern European, African, Caribbean backgrounds and religious backgrounds included Sikh, Hindhu and Muslim as well as several Christian denominations as well as many with no declared faith.
As usual, the programme commenced with a trip to Cotgrave Leisure Centre for an hour’s swimming and then we took them to Stathern Lodge, a converted farmhouse in the Vale of Belvoir, with a sports hall and large field with play apparatus. The theme this year was “Carnival” and the Lodge was decorated with colourful displays and characters from the Rio films.
One of the reasons SCHF is able to keep our costs low is that every person involved is a volunteer including the caterers. The food is cooked in the Lodge’s kitchen run by Susan, supported this year by Ruth, Caroline and Lizzie. We provide three healthy meals each day, plus evening hot drinks and cakes, and we have good feedback from children and volunteers.
The activities consisted of a mix of craft and organised games linked with the Carnival theme. This was interspersed with free time, when children could choose between the games room with table tennis, pool and games consoles, the field with play apparatus and sports equipment, the sports hall for games of football, basketball and badminton, the craft room or the two Bouncy Castles. The children designed and made their carnival costumers and took part in a mini carnival procession followed by funfair activities.
This year besides the swimming at Cotgrave Pool, our external providers Beatfeet returned to give a drumming workshop on the first holiday, while Jay Linn ran a Circus Skills workshop in the second. All the under 18s and the adult leaders had great fun taking part in these activities. Our internal workshops continued the Carnival theme, making necklaces, head dresses and musical instruments to use in the carnival and take home.
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Besides the carnival based activities described above, we went den-building in the woods but due to the extremely wet conditions we had run this on the field in the second holiday and this also resulted in us being unable to take the children on the usual walk to the Anchor in Plungar but Marco and Fiona of the Plungar Lunch club again provided us with tea for both holidays which we ate as a picnic on the field.
Each night we had activities in the dark eg a bonfire and campfire songs, and a ‘capture the flag’ wide game played with toy animals and glow-sticks.
In addition, we had short games and talks on the theme of based on the gifts of the Holy Spirit, stressing how to we can these qualities of Love, Joy, Peace, Kindness, Goodness, Faithfulness, Gentleness and Self-control to live well with other people. Each child was given a Stathern tote bag to take home which they decorated it with their own design.
Each evening we had a time together in the meeting room, with action songs and rewards for behaviour. The ‘chance’ card system we use enable even a child with behaviour issues to win one of the prizes. Most of the children loved the loud music and disco lights but some find this stressful and we provided ear protectors for these children.
Again we were pleased with the improved safety protocols but two children found that they were unable to cope with all three days due to home-sickness. In addition to the social, ethnic and financial circumstances mentioned above relating to the majority of the families we work with, a number of the children have emotional deprivation of varying degree requiring support in school or sometimes exclusion. Of the sixty plus children we had a over a dozen with moderate to severe behavioural, learning or medical conditions.
There were twenty-seven adults involved between the two holidays, with thirteen to sixteen sleeping at the Lodge each night and half a dozen joining us for the day time activities. Ages of volunteers range from 18 to 70+
Once again as our older teenagers mature, we are able to give them more responsibility and they have become increasingly useful members of the team. The younger children can now see themselves in this role in years to come. Once again this year, some of our adult leaders had started out ten or fifteen years ago as children attending the camp. This year one was invited to become a trustee.
As usual we asked the children to write a short report on their holiday on the last day and these are some of their comments (I’ve ‘improved’ some of the spelling). The remainder of these are in the attached file named diaries.
“My favourite parts of the holiday was playing the drums and what I enjoyed most every day was dinner and playing football with my friends - Joe (aged 10)
“My favourite parts of the holiday were the Carnival tuckshop and playing with my friends and the younger leaders. I learnt to play the drums (Zebastian (aged 8)
“ I liked going swimming” “I enjoyed free time with my friends, and singing” - Nancy (aged 9) “ I liked playing on the bouncy slide and making new friends like Isla and hanging out with my friends and Ellie”- Sargondeep (aged 9)
“My favourite part of the holiday was doing the bonfire and spending time with people. I enjoyed the delicious food (Kacpar aged 12)
“My favourite thing was the Bouncy Castle.I liked playing with my friends. ” - Zebastian (aged 8)
“I enjoyed the zip-line, the carnival and the tuck shop” Jensen (aged 9)
“We made dens, protected an egg and played pool” - Kacpar (aged 11)
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Our volunteers are drawn from a number of Nottingham churches as well as other members or the community. Even though we have a large number of volunteers, we do need a higher ratio of adults to children than legally required to care effectively for these youngsters. It was good to have the break between holidays this year.
We will continue to work closely with the schools in Clifton, Ruddington and Aspley and with local churches in Aspley and Strelley Nottingham, as well as being supported by St Peter’s Church in Ruddington.
Achievement of our aims
The wet weather this year, meant we could not run as many of the events outdoors as we would usually. However, the trustees feel that overall, the holidays succeeded in;
enabling children from a deprived urban environment gain experience of the countryside, its fauna and flora and way of life;
Building closer bonds between team leaders and children. Normally, the children only normally see the leaders for a couple of hours a week;
enabling the children to gain new friendships and strengthen their existing peer relationships in a safe environment;
encouraging team building, self-reliance, and cooperation and develop children’s character, independence and confidence in their abilities;
developing new skills both in the participants and the volunteers
promoting team leadership skills in the volunteers, particularly training the 12 - 18 year olds to become the leaders of the future; (This is a key part of our programme.)
giving the children a holiday and their parents/carers a much needed break during the long summer holidays;
having FUN - not just for the children but also for the volunteers and leaders. spreading the Good News of Jesus’ love to the children in our community.
We did not have to turn any under 12s away this year and were able to incorporate some Year 7 and Year 8 children into the holidays to keep our commitment to develop new community volunteers for the future. Next year we hope to again be run two holidays each of three days but realise we may have to reduce external workshops and events or perhaps reduce the length of one of the trips. We will continue to run the after school club at Bells Lane Community Centre, the lunch time club at Djanogly Strelley Academy and the after school club at St Peters Junior School in January 2023.
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Financial Review
We had built up a contingency fund over the Covid period and we had to draw just over £3000 from our bank balance to cover our funding shortfall. This was in part due to one of our usual donors being unable to fund us this year. However, some of this deficit was made up after the camps when we received £1000 for Gift Aid which we had not claimed for the last five years. This leaves us with just over £3000 in the bank which is just above our reserve funding level. Should the same funding shortfall arise in 2024, our reserve fund would fall dangerously low.
We are as usual really grateful to the generous donations from our funders as shown in our accounts. However, it is likely that costs will rise in the next year and we may have to look to reducing expenses in terms of external suppliers such as swimming, workshops and the bouncy castle for one or both holidays.
Principal Funding Sources
Our main income continues to be grants from local charities and trust funds as shown in the accounts. We have also received other funding - eg Amazon Smile, EasyFundRaising.com and private donations.
Reserves Policy
We carried forward a surplus from 2022 but our reserve of 25% of the holiday costings is at its limit and would have been breached but for the generosity of some of our donors and the Gift Aid received.
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Structure, Governance and Management
Governing Document
The organisation is a Charitable Incorporated Organisation registered as a charity on 9th January 2017. The charity is governed by its constitution submitted with the application for charitable status.
Recruitment and Appointment of Management Committee
The charity trustees for the purposes of charity law and under the charity’s constitution are elected to serve for a period of three years after which they must be re-elected at the next Annual General Meeting.
All trustees give their time voluntarily and received no benefits from the charity. Any expenses reclaimed from the charity are set out in the accounts.
Risk Management
Given the nature of our charity’s work, all trustees and volunteers have to be registered with the DBS and a policies are in place for risk assessment. Insurance is provided by Markel International Insurance Company Ltd, covering liability for the children and volunteers.
Organisational Structure
SCHF has a Management Committee of up to 12 trustees who meet quarterly and are responsible for the strategic direction and policy of the charity. At present the Committee has ten members from a variety of professional backgrounds relevant to the work of the charity.
A scheme of delegation is in place and day to day responsibility for the provision of the services rest with the Honorary Secretary along with the Chair, Deputy Chair and Treasurer, ensuring delivery of the term-time school clubs and organisation of the annual children’s holidays. A monthly or bimonthly planning meeting is held open to all volunteers. A termly planning meeting may also held for 12-18 year olds.
Accounting records, accounts, annual reports and returns, register maintenance
Under our constitution, the charity trustees must comply with the requirements of the Charities Act 2011 with regard to the keeping of accounting records, to the preparation and scrutiny of statements of account, and to the preparation of annual reports and returns. The statements of account, reports and returns must be sent to the Charity Commission, regardless of the income of the SCHF, within 10 months of the financial year end.
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Stathern Children’s Holiday Fund (SCHF) Statement of Financial Activities (including Income & Expenditure Account) for the year ended 30[th] October 2023
SCHF Income/Expenses Summary and Balance at 30/10/2023 _1
| INCOME | INCOME | Note 5, Note 6, Note 8 | |
|---|---|---|---|
| Income 1/11/22 - 30/10/23 | |||
| GRANTS & DONATIONS | |||
| FUNDER | AMOUNT | ||
| Dame Agnes Mellers | £1500.00 | ||
| Gordon Memorial | £300.00 | ||
| Saved to Serve(Honeycomb Trust) |
£700.00 | ||
| JN Derbyshire | £2,000.00 | ||
| Roseberry | £0.00 | ||
| TE CLARKE | £1,500.00 | ||
| St Peters | £925.00 | ||
| Jon and Susan Ruben BACs | £50.00 | ||
| Jon and Susan Ruben Cash | £1,099.05 | ||
| Danielle & Nathaniel Deakin 30/10/22 - 01/11/23 |
£400.00 | ||
| Amazon Smile Easy Fund Raising |
£77.75 | ||
| Off Road Trucks | £100.00 | ||
| Gift Aid | £1103.57 | ||
| Total Income from Funding 2022/23 |
£9,755.37 | ||
| TOTAL AVAILABLE INCOME 2022/23 | |||
| Total Income from Funding 2022/23 | £9,755.37 | ||
| Bank Balance on 1/11/22 carried forward | £5389.28 | ||
| Repayment Jon & Susan Ruben | -£500.00 | ||
| Reserve Fund | -£3000.00 | ||
| Available Funds 2022/23 excluding reserve fund |
£11,644.65 |
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Stathern Children’s Holiday Fund (SCHF) Statement of Financial Activities (including Income & Expenditure Account) for the year ended 30[th] October 2023
SCHF Income/Expenses Summary and Balance at 30/10/2023_2
| EXPENSES | Note 2, Note 4, Note 9 |
||
|---|---|---|---|
| Expenses 1/11/22 - 30/10/23 | |||
| DEPARTMENT | SUPPLIER | PAYMENTS | |
| CATERING, CLEANING & FIRST AID |
ASDA & VARIOUS |
£1192.40 | |
| CRAFT & ACTIVITIES |
eBay &Amazon |
£329.42 | |
| GAMES & EQUIPMENT |
eBay & Morrisons |
£381.99 | |
| EXTERNAL SUPPLIERS |
Cotgrave LC Swimming Pool Sam’s Bouncy Castles |
£1611.50 | |
| STATIONERY & POSTAGE |
eBay & Amazon |
£266.34 | |
| TRANSPORT & VEHICLE HIRE |
Sharpes/Arnold Clarke Vans |
£1709.17 | |
| GIFT/TUCK SHOP & PRIZES |
Bookers Amazon, Christian Crafts, eBay |
£504.73 | |
| ACCOMMODATION,, UTILITIES |
Braithwaite GT, Access Insurance, Bells Lane, CCPAS, |
£5414.47 | |
| TOTAL EXPENSES 2021/22 | £11410.02 |
SCHF Income/Expenses Summary and Balance at 30/10/2023_3
| CASHFLOW 2022/23 | CASHFLOW 2022/23 | ||||
|---|---|---|---|---|---|
| Income from Funding and Donations |
£9,255.37 | ||||
| Total Expenses | £11410.02 | ||||
| Cashflow balance 2022/23 |
-£2154.65 |
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Stathern Children’s Holiday Fund (SCHF) Statement of Financial Activities (including Income & Expenditure Account) for the year ended 30[th] October 2023
SCHF Income/Expenses Summary and Balance at 30/10/2023_4
| EXPENDITURE 2022/23SUMMARY |
EXPENDITURE 2022/23SUMMARY |
BANK BALANCE AVAILABLE 1/11/23 | BANK BALANCE AVAILABLE 1/11/23 | ||
|---|---|---|---|---|---|
| Cash-fow balance 2022/23 | -£2,154.65 | ||||
| Balance available 2022/23 |
£14,644.65 |
Bank Balance carried forward from 2021/22 |
£5,389.28 | ||
| Bank Balance 31/10/23 |
£3234.63 |
||||
| Expenditure 2022/23 |
£11,410.02 |
Balance carried forward to 2022/23 |
£3,234.63 |
SCHF Income/Expenses Summary and Balance at 30/10/2023_5
| SCHF Income/Expenses Summary and Balance at 30/10/2023_5 | SCHF Income/Expenses Summary and Balance at 30/10/2023_5 |
|---|---|
| Currents Assets | |
| Bank Balance 30/10/23 |
£3234.63 |
| Cash in Hand | £50.00 |
| Total Assets | £3284.63 |
SCHF Income/Expenses Summary and Balance at 30/10/2023_6
| EXPENDITURE 2022/23 | DEFICIT/SURPLUS TO RESERVES | DEFICIT/SURPLUS TO RESERVES | DEFICIT/SURPLUS TO RESERVES |
|---|---|---|---|
| TOTAL AVAILABLE INCOME 2022/23 |
£14,644.65 | ||
| RESERVE FUND | £3,000.00 | ||
| ACTUAL AVAILABLE | £11,644.65 | ||
| EXPENSES | £11,410.02 | ||
| SURPLUS OVER RESERVE FUND |
£234.63 | ||
| ACTUAL BANK BALANCE | £3,234.63 |
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Stathern Children’s Holiday Fund (SCHF) Statement of Financial Activities (including Income & Expenditure Account) for the year ended 30[th] October 2023
SCHF Income/Expenses Summary and Balance at 30/10/2023_7, 8 & 9
Assets at 30/10/23
| Assets at 30/10/23 | Assets at 30/10/23 | Assets at 30/10/23 |
|---|---|---|
| Currents Assets | ||
| Bank Balance 30/10/23 |
£3234.63 | |
| Fixed Assets | £0.00 | Note 3 |
| Stock | £0.00 | Note 3 |
| Debtors | £0.00 | Note 5 |
| Cash in Hand | £50.00 | |
| Total Assets | £3284.63 |
| Liabilities at 30/10/23 | Liabilities at 30/10/23 |
|---|---|
| Currrent Liabilities | |
| Creditors (note 1) | £0.00 |
| Debtors | £0.00 |
| Total Liabilities | £0.00 |
Net Assets at 01/11/22
Total Assets £3284.63
Total Liabilities £0.00 Note 1 Net Assets £3284.63
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Notes forming part of the Financial Statements for the year ended 30/10/ 2023
1 Creditors NIL
2 All expenses are in regard to the provision of materials for and costs of running the holidays.
3 There are no fixed assets
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4 There are no salaries or wages for Trustees or staff
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5 There are no debtors
-
6 There are no restricted or designated funds
7. Accounting Policies
The principal accounting policies are summarised below. The accounting policies have been applied consistently throughout the year.
(a) Basis of accounting
The financial statements have been prepared under the historical cost convention, as modified by the inclusion of fixed asset investments at market value, and in accordance with the Companies Act 1985 and the Statement of Recommended Practice : Accounting and Reporting by Charities issued in March 2005 .
(b) Fund accounting
Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity. Designated funds, if available, are unrestricted funds earmarked by the Trustees for particular purposes.
Restricted funds, if available, are subjected to restrictions on their expenditure imposed by the donor or through the terms of an appeal.
(c) Incoming resources
All incoming resources are included in the statement of financial activities when the charity is entitled to, and virtually certain to receive, the income and the amount can be quantified with reasonable accuracy. The following policies are applied to particular categories of income: Voluntary income is received by way of grants, donations and gifts and is included in full in the Statement of Financial Activities when receivable . Grants, where entitlement is not conditional on the delivery of a specific performance by the charity, are recognised when the charity becomes unconditionally entitled to the grant. Donated services and facilities are included at the value to the charity where this can be quantified. The value of services provided by volunteers has not been included in these accounts.
Investment income i s included when receivable.
Incoming resources from grants, where related to performance and specific deliverables, are accounted for as the charity earns the right to consideration by its performance.
(d) Resources expended
Expenditure is recognised on an accrual basis as a liability is incurred. Expenditure includes any VAT which cannot be fully recovered, and is reported as part of the expenditure to which it relates: (e) Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity and include the audit fees and costs linked to the strategic management of the charity.
All costs are allocated between the expenditure categories of SCHF on a basis designed to reflect the use of the resource. Costs relating to a particular activity are allocated directly.
8. Donations are listed under income and are all unrestricted and without designation.
9. Total Resources Expended
are shown in the expenditure table and are directly related to the costs of running the holidays
10. Taxation
As a charity, SCHF is exempt from tax on income and gains falling within section 505 of the Taxes Act 1988 or s256 of the Taxation of Chargeable Gains Act 1992 to the extent that these are applied to its charitable objects. No tax charges have arisen in the Charity.
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