Registered Charity Number: 1176481 Kirklees Summer Playscheme Camp ANNUAL REPORT AND UNAUDITED FINANCIAL STATEMENTS For the year ended 31 January 2025 Kirklees Summer Playscheme Camp Contents Page Legal and administrative information Trustees, annual report Independent examiner'5 report Receipts and payments account Statement of assets and liabilities Notes to the financial statements Kirklees Summer Playscheme Camp Legal and administrative information forthe year ended 31 January 2025 Trustees James Haywood Gwen Perfitt Richard Jackson Stephen Metcalf Charity number 1176481 Contact address 32 Clowne Road 8arlborough Chesterfield 543 4EI Accountants Seven Hills Accountants Limited 57 Burton Street Sheffield 56 2HH Kirklees Summer Playscheme Camp Trustees, annual report Forthe year ended 31 January 2025 The Trustees submit their annual report and the financial statements for the year ended 31 January 2025. Structure. governance and management Kirklees Summer Playscheme Camp I'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. Gwen Perfitt stood down on 15 June 2024 and was duly re-elected at the Annual General Meeting held on the same date. Charitable obSertives 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 Beneral 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 IPB21' The Trustees ensure that any fees charged are a contribution towards costs and do not cover the full cost of the provision. The charity raises funds to ensure that all families are subsidised, and low-income families pay a minimum charge. Achievements and performance The Summer Camp is led by Fran Whitehead an experienced school leader and SENCO. She is supported by a leadership team drawn from the Trustees and members. The Summer Camp had another successful year in 2024 with a strong and committed group of volunteers. All of the children's places were taken up and the Duke of Edinburgh I"DofE"I places were oversubscribed with a waiting list for 2025. The reduction to 10 DofE places on each camp from 20 in previous years allowed our 'Dukes' to become part of our close-knit team and make a strong contribution. We continued to support disadvantaged children,. 55Yo of our places were filled by children from low-income families and 23Yo of our children had special educational needs. We continued our investment in a photo booth, climbing wall and cave bus which all added to the children's experience. The Holiday Activities and Food I'HAF") funding supported us to offer lots of fruit and vegetables with salad at every main meal and porridge and crumpets as an added excitement at breakfast. Kirklees Summer Playscheme Camp Trustees, annual report Forthe year ended 31 January 2024 Achievements and performance Icontinuedl We continued to be successful with fundraising in the year. We received £2,000 from the One Community Foundation to support the cave bus and climbing wall and £1,000 from the Thornton Family Fund, which is managed by One Community, to support our Huddersfield buses. We received £400 from Warburtons for sports and arts and craft equipment. We have been successful in getting support from the Co-op Community Fund which will provide funding during 2025. We participated in the HAF programme which allowed us to continue to offer our assisted child places for £10. The programme also offered invaluable support and guidance from Local Authority partners. We will continue to benefit from the HAF funding in 2025. Finally, we received smaller donations through regular fundraising and one-off donations, and our use of Easy Fundraising. Our biEEest problem was the weather. We were hit by gale force winds on the last day of camp which destroyed our marquees as well as damaging some electrical equipment and games. Our families and supporters rallied round and raised £1,000 to support restocking and our insurance company paid out in full for our marquees. Thankfully no-one was injured but it made the end of camp clear-up a challenging experience. Financial review The summer of 2024 saw continued increases 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 in 2025. KSPC has always offered places at a small loss subsidising each place through fundraising for donations and income from Duke of Edinburgh volunteers. In previous years the Charity has places at a reduced cost for families from low-income families. In 2024 we were able to continue to offer these places at £10 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 2025 will allow us to maintain the charge for an assisted place at £10 to cover transport and accommodation costs. The price for a full price place will increase by £5. 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 the minimum wage and National Insurance for our suppliers and wider inflation. It is clear that costs will rise again in 2025, and we expect to draw on some of our free reserves to invest in new equipment. However, demand for the children's places and the DofE programme for 2025 remains high and we are confident that we will fill all our places and run at capacity and therefore reduce the risk to our budget. Plans for the future The Trustees continue to review costs and charges and 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. The investment in new children's tents and the replacement of wind damaged marquees in 2024 means that we have no need for large campin8 equipment investment in 2025. This allows us to focus our investment on a better experience for the children through food and activities. The Summer Camp is planned to run in 2025 and beyond as long as it remains financially viable. Planning is underway and bookings for children's places will open in March 2025. We continue to build on the secure finances and are targeting annual fundraising of £25(K) a year to keep the cost to families as low as possible. Kirklees Summer Playscheme Camp Trustees, annual report Forthe year ended 31 January 2025 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 durin8 the forthcoming years. The Trustees have reviewed the reserves policy and have determined a reserve of a minimum of £9,000 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. Free reserves at 31 January 2025 were £32,80212024.' £273661. In previous years the Trustees have used reserves, which are in addition to the minimum £9,000, to subsidise in year costs and to build a fund to subsidise assisted places in future years should the HAF money end. However, the continuing HAF budget for 25126, a very tight control of costs and generous fundraising gives more flexibility in 25/26. The Trustees have agreed that further investment, which is not covered by 25126 income, be made in equipment which will need replacing in the next 2 to 3 years. Thi5 include5 fridges, freezers and catering equipment. A further review of equipment needs will be made in Autumn 2025 and if funds allow further investments may be made. 28 Apr 2025 The Trustees declare that they have approved the Trustees, report above on and are signed on their behalf by: James Duncan Haywood Chair of Trustees Independent examinerfs report to the Trustees of Kirklees Summer Playscheme Camp I'the Chariv) I report to the Trustees on my examination of the accounts of the Charity for the period ended 31 January 2025 which are set out on pages 6 to 8. Responsibilitie5 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 20111'the Act'l. 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 14515llbl of the Act. Independent examinerfs 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.. accountinE records were not kept as required by section 130 of the Act,. or 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 DChA Seven Hills Accountants Limited 57 Burton Street Sheffield S6 2HH 29 Apr 2025 Kirklees Summer Playscheme Camp Receipts & payments account For the year ended 31 January 2025 Unrestricted fund Restricted fund Totsl 2025 Total 2024 Receipts Fees Grants Holiday Activities & Food Programme Donations Tuck shop sales Easy Fundraising & Amazon smile Gift aid Interest Insurance proceeds Miscellaneou5 24,988 24.988 3,400 18,000 5,813 3,214 152 268 250 5,059 31,714 3,750 13,500 1,061 3,319 3,400 18,000 4,813 3,214 152 268 250 5,059 1,000 73 228 1,213 Total receipts 56,744 4,400 61,144 55,006 Payments Food Camp equipment Travel Activity equipment Webslte and admin Training and planning Security and site Volunteer expenses Tuck shop Paypal charges Independent examination fee 8,885 9,887 4,939 6,882 4,456 973 8,885 10,887 5,939 9,282 4.456 973 11,526 3,931 5,258 9,169 4,875 687 1,000 1,000 2,400 7,784 3,761 2,263 848 630 7,784 3,761 2,263 848 630 8,658 4,453 2,282 426 594 Totsl payments 51,308 4,400 55,708 51,859 Net receipts/{paymentsl for the year 5,436 5,436 3,147 Total funds brought forward 27,366 27.366 24,219 Total funds carried forward 32,802 32,802 27,366 Kirklees Summer Playscheme Camp Statement of assets and liabilities As at 31 January 2025 2025 2024 Note Cash assets Balances at bank 32,802 27,366 Totsl 32.802 27.366 Current value 2025 Current value 2024 Assets retained for the Charity's own use Assets gifted to the Charity Assets purchased by the Charity 668 14.995 15.663 2,112 14,598 16.710 2025 2024 Liabilities Accountancy & independent examination 648 630 630 28 Apr 2025 These Financial Statements are accepted by the Trustees on Signed on behalf of the Trustees by.. James Duncan Haywood Trustee Kirklees Summer Playscheme Camp Notes to the financial Statements For the period ended 31 January 2025 l Receipts & payments a¢¢ount 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 £95112024.. two trustees received £7521 during the period. No other remuneration or benefits were paid. Unrestrirted donations totalling £120 were received from one trustee. 3 Related party transartions Apart from those noted in note 2, there were no other related party tr3n5actions during the year12024.. £nill. 4 Grant Income Unrestrlcted Restrlcted fund fund Total 2025 Total 2024 One Community Foundation- Security and transport costs One Community Foundation- Climbing wall and cave bus Thornton Family Fund Woodward Charitable Trust Hedley Foundation Warburtons Wellbeing grant 2,000 1,000 2,000 1,0 750 I,￿0 400 41N) 3.400 3,750 One Community Foundation grants received as a contribution towards climbing wall and the cave bus costs One Community Foundation 8rant5 received as a contribution towards tran5POrt costs. Warbutons Community Grant- contribution to 5UPPQrt wellbeing activitie5 such as sport5 and art5 and crafts.