Orchard Saturday Club Trustees’ Annual Report to the Charity Commission for the period 1st April 2024 – 31st March 2025
Aims and values
Orchard Saturday Club is a small Devon based charity which provides respite care and short breaks for children with profound additional needs. Individual placement for most children is via the social services department of the Local Authority which contracts the Club to provide respite that meets each child’s needs. A few children are funded by their parents. A lot of children we support have no other services that can meet their needs, perhaps due to increased communicative behavioural or medical issues.
Every child attending is valued and takes part in all the activities, gaining independence, social skills and confidence whilst having fun. We support our staff to be dedicated, enthusiastic and inspirational in the care they give and in the relationships they build with our children and young people. Skilful leadership and regular training ensure that they have the skills and personal qualities needed to work with our young people. This training is a core offer for those who want to work with us, and it benefits not only the children who attend the Club, but the staff - enabling them to develop professional skills and knowledge in their careers.
Club Management
The year presented a number of challenges regarding the increases in the national minimum wage and National Insurance. We engaged in negotiations with Devon County Council as the minimum rise in session fees stipulated by DCC didn’t meet the rise in other costs, including transport. Outside visits are a vital part of the Club’s offer, so engagement and ongoing discussion with DCC was essential, to communicate with clarity the mission and values of the Club and to ensure that Orchard Saturday Club’s sustainability can be maintained.
In these discussions with Devon County Council, Orchard Club has been able to evidence our success at taking on young people as staff, training them with high quality Continuimg Professional Development (CPD) and building their confidence and skills. We have many fabulous staff members, some of whom came to us feeling anxious and who have grown hugely in confidence since joining us. They have flourished whilst working at the Club and have since gone into full time jobs in the care, social and education sectors. We also had quite a lot of staff who went off to university. So we have been training new staff throughout the year.
Meanwhile the Club’s young people went on lots of amazing trips. Particularly fun and enriching were surfing for both young and older groups. The Club undertakes a wide variety of activities including visits to attractions in the local and wider area. These visits open up opportunities for Club children that may not at first feel obviously accessible to them, giving them the chance to enjoy experiences that many young people their age take for granted. These visits give our parents and carers respite as well as the confidence to return to these activities and attractions at a time that suits them, knowing that access is achievable and that the experience is both acceptable and fun for their child. The attractions themselves also benefit from this as well, particularly out of holiday season, with income from Club visits. The Club also continues to hold its Christmas and Summer parties.
This year we moved the Club fully to a new home within a local Special Educational Needs (SEN) school, which is much better suited to the children’s needs.
Governance
Through realistic management and careful stewardship of funding, the Club is currently financially secure. All staff receive at least the minimum wage. Staff pay is reviewed annually. The main source of Club income is from the placement fee for each child. This has been increased in line with National Insurance and minimum wage rises. The Club has also received modest donations from a range of sources, which contribute to maintaining the Club’s financial well-being.
The full committee of 5 Trustees, including 2 parents and the Treasurer, normally meets at least four times a year, receiving reports from the manager, the administrator, and the Trustee who sets and monitors the Club’s annual budget. Since the onset of the Covid pandemic all such contact has been handled remotely via online meetings, email, telephone etc. However, the quality of the meetings has been maintained and meetings online are the norm, as it’s the best way of getting everyone together regularly.
Committee members also liaise regularly in smaller groups, including with representatives of Devon County Council, the Club’s Independent Accounts Examiner and the Club manager.
The Committee is seeking further Trustees to help maintain the quality of Trusteeship and governance and ensure continuity.
Policies are continually under review and the Trustees are careful to ensure that all aspects, such as mental health and wellbeing of all those who work at the Club, are taken into account, with regular updates from the Manager and core provision team. Po]icies can be viewed on the Club’s website, orchardsaturdayclub.org, as can pictures of the Club’s activities.
Staffing continues to be stable. There is an annual programme of ongoing professional development. Staff vacancies have been successfully filled and one-to-one staff support is provided for every child. The children continue to enjoy a wide range of activities and experiences, making good gains in personal confidence, autonomy and interpersonal skills.
Orchard Saturday Club Trustees January 2026
Charity No 1176093
Statement of Financial Activities
Orchard Saturday Club
For the year ended 31 March 2025 Cash Basis
| Notes Incoming Resources Fee Income 2 Deposit Account Interest Grants and Donations 3 Outgoing Resources Direct Charitable Expenditure Rent Staff Salaries Transport Activities and Outings (including refreshments) Equipment Car Mileage and Parking Health, Safety & Hygiene DBS Checks Management and Administration Insurance Payroll Accountancy Printing, Postage, Stationary & Telephone Staff T-Shirts/Sweatshirts Gifts & Presentations Staff Events Advertising Memberships/Subscriptions Repairs Bank Fees & Interest Total Outgoing Resources Net (outgoing)/incoming resources 6 |
31 Mar 2025 31 Mar 2024 £ £ 91,164.30 94,765.00 248.24 199.00 2,667.79 1,535.66 |
|---|---|
| 94,080.33 96,499.66 |
|
| 2,850.00 4,571.88 68,175.89 58,794.06 11,731.00 10,188.00 9,602.72 8,212.81 0.00 85.52 2,347.10 1,590.05 20.61 6.98 372.00 558.00 |
|
| 95,099.32 84,007.30 460.40 446.42 1,516.39 1,397.40 115.00 115.00 71.39 19.90 351.36 182.40 15.00 94.46 252.00 0.00 0.00 25.00 160.47 0.00 43.47 6.57 1.99 0.00 |
|
| 2,987.47 2,287.15 |
|
| (98,086.79) (86,294.45) |
|
| (4,006.46) 10,205.21 |
Charity No 1176093
Balance Sheet
Orchard Saturday Club As at 31 March 2025 Cash Basis
| Notes Fixed Assets 1 Current Assets Cash at Bank and in hand Barclays Community Account (20709018) Barclays Business Premium Account (40055905) Barclays Business Premium Account (30093718) Cooperative Bank Account (6734881500) Petty Cash Account Cash Advance (73180018) 4 Total Cash at Bank and in hand Accounts Receivable 5 Total Current Assets Net Current Assets (Liabilities) Total Assets less Current Liabilities Net Assets Capital and Reserves 6 Current Year Earnings General Fund Designated Fund Total Capital and Reserves |
31 Mar 2025 31 Mar 2024 £ £ 0.00 0.00 65,291.44 78,688.11 10,689.29 10,532.99 6,288.03 6,196.09 10,217.90 0.00 60.67 204.92 472.44 1,041.54 |
|---|---|
| 93,019.77 96,663.65 (362.58) 0.00 |
|
| 92,657.19 96,663.65 |
|
| 92,657.19 96,663.65 |
|
| 92,657.19 96,663.65 |
|
| 92,657.19 96,663.65 |
|
| (4,006.46) 10,205.21 93,506.74 83,301.53 3,156.91 3,156.91 |
|
| 92,657.19 96,663.65 |
Approved by the Board on ………………………………………………2025
…………………………………………………………. Trustee
…………………………………………………………. Trustee
Charity No 1176093
Orchard Saturday Club Notes to the Accounts For the Year Ended 31st March 2025
Note 1 - Accounting Policies
The accounts have been prepared on the Receipts and Payments basis.
The group is a registered Charitable Incorporated Organisation and as such is governed by the Charities Act 2011 and subordinate legislation including: Charitable Incorporated Organisations Regulations 2012 and Charitable Incorporated Organisations (Consequential Amendments) 2012 and 2017. The Charity also complies with the Charities (Protection and Social Investment ) Act 2016 and the Trustees Acts 1925, 2000
Under the Charities Act 2011 and the Charities (Accounts and Reports) Regulations 2008 it is classed as a small charity since the gross income or expenditure do not exceed £250,000 per annum. As a result of this, the group has taken advantage of preparing the financial statements on the more simplified basis of receipts and payments.
All Income, including grants is recorded when received.
All Expenditure is recorded when paid.
Grants or donations made with a specific purpose are accounted for as designated funds The value of any voluntary help received is not included in the accounts but is described in the trustee's annual report.
The Club has no fixed assets
| Note 2- Fee income Devon County Council Direct funding by parents |
£ 52,271.52 38,892.78 |
|---|---|
| 91,164.30 |
These funds are unrestricted.
Note 3 - Grants and Donations
| e 3- Grants and Donations | |
|---|---|
| The Removal Co Seamoor Lotto Personal |
400.00 82.00 2,185.79 |
| 2,667.79 |
Unless otherwise stated, donations were not made for designated purposes
Note 4 - Cash advance
Payment made to bank account held by Club secretary to fund outings and petty cash.
Note 5 - Accounts recievable
The charity prepares its financial statements on a cash basis, in accordance with applicable accounting standards for smaller charities. Under the cash basis, income is recognised when received and expenditure when paid. However, a negative balance has been reported under accounts receivable at the year-end. This balance does not represent amounts due to the charity but arises due to a duplicated receipt and will be resolved in the next accounting cycle.
| Note 6- Reserves | General | Designated | Total |
|---|---|---|---|
| Fund | Fund | ||
| £ | £ | £ | |
| Opening balance as at 1/4/2024 | 93,506.74 | 3,156.91 | 96,663.65 |
| Net (outgoing)/ incoming resources Closing balance as at 31/3/2025 |
(4,006.46) 89,500.28 |
3,156.91 | (4,006.46) |
|---|---|---|---|
| 92,657.19 |
Money from the Designated Fund is to spent at the discretion of the Orchard Saturday Club Committee
CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examinerfs Report Report to the trustees Orchard Saturday Club On accounts for the year ended 3151 March 2025 Charity no (if any) 1176093 Set out on pages 1and2 I report to the trustees on my examination of the accounts of the above charity {"the Trust") for the year ended 3110312025. Responsibilities and basis of report As Ihe charity's trustees, 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 Trust's a¢counts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145151(bl of the Act. Independent I have completed my examination. I confim that no material matters have examiner's statement come lo my attention in connection with the examination which gives me cause to believe that in, any material respect.. Ihe accounting records Vre not kepl in accordance with section 130 of the Charities Act; or the accounts did not accord with the accounting records., or the accounls did not comply with the applicable requirements concerning the fomi and content of accounls set out in the Charities {Accounls and Reports) Regulations 2008 other than any requiremenl 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. Date: Signed: 12tn September 2025 Name: Kay Smith MICB PM Dip Relevant professional qualification(s) or body (if any): Chartered Institute of Book-keepers Address: Devon Self-Assessment Ltd, Unrt 7a Hanbury Buildings. Bradley Lane, Newton Abbot, TQ12 1LZ IER Oct 2018
Section B Disclosure Only complete If the examiner needs to highlight material matters of concern (see CC32. Independent examination of charity accounts- dirertions and guidan for examiners). Give here brief details of any items that the examiner wishes to disclose. Not applicable IER Oct 2018