2023-01-31-accounts

Registered Charity Number: 1176481

Kirklees Summer Playscheme Camp

ANNUAL REPORT AND UNAUDITED FINANCIAL STATEMENTS

For the year ended 31 January 2023

Kirklees Summer Playscheme Camp Contents

	Page
Legal and administrative information	1
Trustees' annual report	2 - 4
Independent examiner’s report	5
Receipts and payments account	6
Statement of assets and liabilities	7
Notes to the financial statements	8

Kirklees Summer Playscheme Camp Legal and administrative information for the year ended 31 January 2023

Trustees

James Haywood Gwen Perfitt Richard Jackson Stephen Metcalf

Charity number 1176481

Contact address

32 Clowne Road Barlborough Chesterfield S43 4EJ

Independent examiner

S Cochrane, FCA Seven Hills Accountants Limited 57 Burton Street Sheffield S6 2HH

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Kirklees Summer Playscheme Camp Trustees' annual report For the year ended 31 January 2023

The Trustees submit their annual report and the financial statements for the year ended 31 January 2023.

Structure, governance and management

Kirklees Summer Playscheme Camp (“KSPC”) is a Charitable Incorporated Organisation which registered with the Charity Commission on 2 January 2018. KSPC is governed by the rules and regulations set down in its governing document.

Prior to this the camps were run by a small voluntary group which was funded by grant from the local authority, Kirklees Metropolitan Borough Council.

Method of recruitment and appointment of Trustees

The first Trustees were appointed by the members of the small voluntary group from their existing members. One of the Trustees is a qualified accountant.

In accordance with the Charity constitution, one third of the Charity’s Trustees must stand down on an annual basis. James Haywood stood down on 14 May 2022 and was duly re-elected at the Annual General Meeting held on the same date.

Charitable objectives and activities

The objective of the Charity is to help young people, especially but not exclusively through leisure time activities, so as to develop their capabilities that they may grow to full maturity as individuals and members of society. The general activities to meet our objectives are the running of a residential summer camp based in West Yorkshire for children aged 9 -12 and is open to children across the region and beyond.

In shaping our objectives for the year and planning our activities, the Trustees have considered the Charity Commission’s guidance on public benefit, including the guidance ‘public benefit: running a charity (PB2)’.

Achievements and performance

The Summer Camp transitioned to a new leadership structure during 2022 running a successful and full camp during the summer. Under the leadership of Fran Whitehead, a longstanding volunteer, the new team brought new ideas and energy to the leadership role enhancing the experience of the camp for both children and our team of volunteers.

All of the children’s places were taken up and the Duke of Edinburgh (DofE) places were oversubscribed with a waiting list for 2023. We supported 174 children from low-income families, an increase from previous years of between 90 to 100 children. A new office supported the administration of the camp while new activity equipment such as disco kit and the hiring of a photo booth enhanced the children’s experience. Unfortunately a number of tents had to be scrapped due to damage and wear and tear however at the end of the financial year we were able to buy 40 new tents supported by a £1,000 grant from the One Community Foundation.

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Kirklees Summer Playscheme Camp Trustees' annual report For the year ended 31 January 2023

Achievements and performance (continued)

We continued to be successful with fundraising in the year. We received the second year of support from the One Community Foundation for our security costs, had a grant from the Woodward Charitable Trust of £2,000 and a grant of £1,480 for play equipment from the Tesco Community Grant Scheme. We participated in the Holiday Activities and Food (“HAF”) programme which provided £11,480 of funding and allowed us to offer our assisted child places for £10. The programme also offered invaluable support and guidance from Local Authority partners. We hope to continue to benefit from the HAF funding over the next 2 years. Finally we received smaller donations through regular fundraising and one off donations, and our use of Easy Fundraising and Amazon Smile.

Financial review

The summer of 2022 saw an increase in core operating costs for the site, transport, food and security and the average cost of a child’s place is anticipated to further increase to £100 in 2023. KSPC has always offered places at a small loss subsidising each place through fundraising for donations and income from Aspiring Leaders. In previous years the Charity has provided around 100 of the 450 available places at half price for families from low-income families. In 2022 we were able to offer these places at £10 rather than £30 thanks to the HAF funding. The Trustees are of the view that, so far as practically possible, the cost of each place should be kept as low as possible to support families who are struggling and the confirmed HAF funding in 2023 will allow us to maintain our pricing structure for at least another year.

The Trustees have worked through a number of plausible downsides and sensitivities for the forthcoming year. This scenario planning has taken into account an increase in site fees, security, transport and food which are all impacted by the rise in energy costs and wider inflation.

It is clear that costs will rise again in 2023. In the best-case scenario, we would not need to draw on our reserves. In a downside scenario where we do not fill all our places then we may need to draw up to £3,500 from our reserves. However, demand in the children’s places and the DofE programme for 2023 remains high and we are confident that we will fill all our places and run at capacity.

Plans for the future

The Trustees continue to review costs and charges and in late 2023 will consider changes for 2024 onwards but are confident that the Charity is on a sound financial basis and whilst not without financial risk, believe these are manageable over the coming years.

A number of large purchases were made in 2022 which are expected to provide benefit to the Summer Camp over a number of years. There is a limited plan for large spending on capital items during the 2023-2024 financial year which will reduce outlays when compared to the current period.

The Summer Camp is planned to run in 2023 and beyond as long as it remains financially viable. Planning is underway and bookings for children’s places will open in March 2023. We continue to build on the secure finances and are targeting annual fundraising of £2,500 a year to keep the cost to families as low as possible.

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Kirklees Summer Playscheme Camp Trustees' annual report For the year ended 31 January 2023

Reserves policy

The Trustees are of the view that KSPC is financially viable for a period of at least three years and the total funds carried forward provides a reasonable operating surplus for unexpected costs during the forthcoming years.

The Trustees have reviewed the reserves policy and due to increased costs have determined an increased reserve of £9,000 (2022: £8,000) should be maintained. The Trustees will continue to monitor this level in respect of the financial demands and inflationary costs. This figure would allow the estimated liabilities of operating the camp for one summer to be settled in the unlikely scenario the summer camp were to cease at very short notice. The Trustees also resolved that the reserve could be used in the event of the loss of a significant amount of canvas owing to adverse weather conditions. This scenario is considered remote.

Free reserves at 31 January 2023 were £24,219 (2022: £32,349).

The Trustees declare that they have approved the Trustees’ report above on 13/04/2023 and are signed on their behalf by:

James Duncan Haywood Chair of Trustees

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Independent examiner’s report to the Trustees of Kirklees Summer Playscheme Camp (“the Charity”)

I report to the Trustees on my examination of the accounts of the Charity for the period ended 31 January 2023 which are set out on pages 6 to 8.

Responsibilities and basis of report

As the charity Trustees of the Trust 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 accounts 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 145(5)(b) of the Act.

Independent examiner’s statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that, in any material respect:

1. accounting records were not kept as required by section 130 of the Act; or

2. the accounts do not accord with those records.

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:

Susan Cochrane, FCA Seven Hills Accountants Limited 57 Burton Street Sheffield S6 2HH

Date: 17/04/2023

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Kirklees Summer Playscheme Camp

Receipts & payments account For the year ended 31 January 2023

Unrestricted fund £ Receipts Fees 24,200 Grants 4 - Holiday Activities & Food Programme 11,480 Donations 1,465 Tuck shop 3,313 Easy Fundraising & Amazon smile 218 Gift aid 87 Interest 58 Miscellaneous 61 Total receipts 40,882 Payments Food 10,388 Camp equipment 12,004 Travel 6,545 Activity equipment 3,676 Website and admin 4,427 Publicity - Training and planning 1,212 Security and site 5,251 Volunteer expenses 3,215 Tuck shop 1,864 Paypal charges 430 Fee refunds - Total payments 49,012 Net receipts/(payments) for the year (8,130) Total funds brought forward 32,349 Total funds carried forward 24,219	Restricted fund £ - 8,096 - - - - - - - 8,096 - 1,000 - 3,480 - - - 3,616 - - - - 8,096 - - -	Total 2023 £ 24,200 8,096 11,480 1,465 3,313 218 87 58 61 48,978 10,388 13,004 6,545 7,156 4,427 - 1,212 8,867 3,215 1,864 430 - 57,108 (8,130) 32,349 24,219	Total 2022 £ 35,199 7,500 10,000 1,234 3,571 527 214 1 33 58,279 7,888 11,165 4,675 4,493 4,896 414 341 5,194 3,163 1,956 577 2,119 46,881 11,398 20,951 32,349

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Kirklees Summer Playscheme Camp

Statement of assets and liabilities As at 31 January 2023

Note Cash assets Balances at bank Total Assets retained for the Charity's own use Assets gifted to the Charity Assets purchased by the Charity Liabilities Fees received in advance Accountancy & independent examination	2023 £ 24,219 24,219 Current value 2023 £ 6,021 15,480 21,501 2023 £ - 594 594	2022 £ 32,349 32,349 Current value 2022 £ 8,734 11,578 20,312 2022 £ 802 540 1,342

These Financial Statements are accepted by the Trustees on 13/04/2023

Signed on behalf of the Trustees by:

James Duncan Haywood Trustee

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Kirklees Summer Playscheme Camp

Notes to the financial statements For the period ended 31 January 2023

1 Receipts & payments account

Receipts and payments accounts are statements that summarise the movement of cash into and out of the organisation during the financial year. In this context "cash" includes cash equivalents, for example, bank accounts where cash can be readily withdrawn to pay for debts as they become due.

2 Trustee's expenses

Three Trustees received expenses totalling £800 (2022: £822) during the period. No other remuneration or benefits were paid.

3 Related party transactions

Apart from those noted in note 2, there were no other related party transactions during the year (2022: £nil).

4 Grant income

Kirklees Council Community Foundation Match-it grant One Community Foundation - Security costs One Community Foundation - Tents Tesco Community Grants Woodward Charitable Trust	Unrestricted fund £ - - - - - - -	Restricted fund £ - - 3,616 1,000 1,480 2,000 8,096	Total 2023 £ - - 3,616 1,000 1,480 2,000 8,096	Total 2022 £ 2,500 5,000 - - - - 7,500

One Community Foundation - two grants received as a contribution towards security costs and new tents.

Tesco Community Grants - contribution towards new play equipment.

Woodward Charitable Trust - contribution to support assisted camp places.

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