Whartons After School Club Annual General Meeting 2026
Date: 16th June 2026
Attendees: Julia Dickson (Chair), Clair Miller (Manager), Gareth Walters (Treasurer), Anna McDonald (outgoing Secretary), Isabel Dennison (incoming secretary), Catherine Price (lay member), Dominic Fisk (lay member and Assistant Headteacher at the Whartons).
Apologies: none
1. Chairs opening remarks
Clair Miller has been in place as the Whartons After School Club (“The Club”) manager since December 2025. Clair has done a fabulous job already, as evidenced by a very positive staff survey. Clair has implemented several positive changes including recruiting new staff and making room changes to accommodate the increasing numbers of children attending the club. The transition period with the previous manager (Dani Beattie) was very helpful.
2. Treasurers report
The Club recorded income of £85k in 2025 (2024: £79k), and a surplus of £0.8k (2024: £0.5k).
The surplus includes accruals for (i) December 2025 invoice income (not invoiced until January 2026) and (ii) a rent accrual up to 31/12/25.
Whilst it was positive to record a surplus in the year, the Treasurer noted that The Club had not achieved its expected surplus position due to staffing changes and some overlap between departing and incoming members of staff which had required a doubling up of salaries for a short-period of time. The Treasurer noted that he and The Club's Manager would continue to work closely together to ensure the financial stability of The Club.
In terms of the Club's balance sheet, the Treasurer reported that of the Debtors balance of £2,007.67, this was comprised of £1,030.85 of prepayments and £3,038.52 of balances owed to The Club. The Club had not had to write-off any debts from this balance.
The Club had recorded a strong cash position of £25,291 (2024: £14,957), but the bulk of this increase on the prior year was largely due to an annual rental invoice for The Club's premises which was due to be paid shortly.
The Treasurer closed by noting that the Club's reserves position of £21.7k (2024: £20.9k) was a solid foundation for The Club's future success.
3. Ofcer Electon
Julia Dickson is retiring as Headteacher of the Whartons at the end of this academic year. Julia will remain as Chair of the Club until the new headteacher commences their post in September 2026.
Anna MacDonald has handed in her resignation as secretary. Thanks to Anna for all her hard work and contributions over many years. Isabel Dennison (lay member since 2018) will take over as secretary (proposed by Kathryn Price, seconded by Gareth Walters).
Kathryn - waiting for her Ofsted application to be processes.
Dominic – DBS is awaited for this volunteer role. DBS cleared for post as Assistant Headteacher at the Whartons.
4. Staf changes
The following staff have left or will be leaving shortly: Dani Beattie, Eva, Annie, Jasmine, Sheila and Charlie.
Recruited: Clair Miller, Emma, Leah, Lisa, Adele.
Self- Evaluaton Form (SEF)
Clair has updated SEF and will discuss and get feedback from Julia before the end of term. SEF includes a plan to introduce more structured play options when outside.
Actons
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Clair has identified a need for SEND training for staff as the Club has increasing numbers of vulnerable children and children with additional needs. This reflects an increase in the school population at the Whartons generally. The Out of School Alliance may be able to advise on options for training. More SEND training was also requested in staff survey.
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Committee members need Safeguarding Children update – Julia will look into what options may be available through school.
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Locate the club’s existing policies / documents about the roles of Committee members and add to OneDrive or Sharepoint.
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Gareth will check that Kathryn has been added to the Charity Commission website
Staf Training
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First Aid training and food safety: all staff have either done these or is training is pending in September 2026.
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Utilise Steph’s EY training more
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Another member of the Club needs to be Designated Safeguarding lead (DSL). Clair has done the course. If Clair is not available on site, then Dominic can cover but would sensible to have another member of staff trained.
Funding
- None applied for this year but Fundraising – Clair will look into this if time allows. Kathryn has experience of making funding applications through her work and will make suggestions.
Any other business
The Whartons Primary School is now part of the Collaborative Learning trust (CLT). From now on, any requests for help from a caretaker will need to be made through school and passed to CLT who will pass to caretaker. Being part of the CLT may have implications for future finances (for example rent).
Next AGM – TBA June / July 2027
Appendix 1: Chairs Report 2026
2025-26 was another very successful year. Danni left us to embark on an exciting life change with her family. They all moved to North Yorkshire moving closer to Grandparents and Danni secured a Teaching Assistant role at the local primary school with a view to returning to the teaching profession she had before children. We wish her well and recognise the great work she did for the club.
We have been incredibly fortunate to secure Clair Miller as the WASC manager since December. She has done a fabulous job already in shaping and increasing the staff team. It is great to see how the provision for children at the Whartons continues to go from strength to strength under her leadership. A recent staff survey evidences how well supported and happy the staff are under Clair’s leadership. Thank you Clair.
I would like to take the opportunity to thank all the WASC staff for their dedication and hard work. The transition period between Danni and Clair worked well and this has ensured staff could continue to do a brilliant job.
The club is still well attended and meets the needs of our families, ensuring flexibility and reducing any anxiety for parents around not being able to secure places for long and short term or emergency care. We have around 160 children registered. This is a significant proportion of all the children in school. This necessitated a physical expansion of the club’s working areas into an extra classroom and quiet nurture space.
Numbers registered currently are 151 – but sessions numbers crept up to 80 at some points in the year – we use middle classroom, y4, playground, nurture room and computer suite, yr 1+2 area for snack, and top playground. Always different rooms, planned daily depending on needs/ numbers/ weather /staffing etc.
The dedicated areas for different activities have been embedded and are still working really well, children continue to enjoy the variety in activities on offer; from craft activities to free play and relaxation zones for children to use for homework or time with friends.
Over the last year we have said good bye to some staff members as their circumstances changed eg going away to university (we thank them for their contributions) also welcomed new staff members with a range of skills.
It was great to welcome Adele and Lisa. Their experience is greatly appreciated and supports the team. Adele who also works in school as part of the catering kitchen staff, who knows the children well, will be a great addition to the team.
As a succession planning consideration, we are in the process of expanding the committee and are thrilled to be welcoming – Katherine Price and Dominic Fisk to our team of members. Their help will be grateful appreciated, and we look forward to working with them.
Our success is directly linked to the hard work of our team. We have continued to embed the exciting expansion changes this year, and I’d like to personally thank every team member for their energy, commitment and consistency in driving our club forward and providing essential childcare options for parents where they know their children are happy and well cared for.
I would like to take this opportunity to thank the committee for their tireless commitment to the club and for giving so generously of their time and support.
I will be stepping down as Chair of the Club at the end of the summer term due to my imminent retirement. It has been a joy being involved the growth of the fabulous after school club over the last 13 years. As a working parent who relied on wrap around care, I am very proud of our position of never being full. I know only too well how difficult for parents it can be to have to consider moving schools due to lack of after school provision. I thank everyone for their commitment to making unlimited places a reality at The Whartons.
From September the new Headteacher John Beldon will be taking over the role and I know everyone will support him in this role.
Thank you for such a positive 13 years it has been a privilege and a pleasure to be part of the journey. Good luck with the new chapter.
Appendix 2: Manager’s Report 2026
Since joining the After School Club in December 2025, this year has been one of consolidation, improvement and steady development. It has been a pleasure to work with the team and the committee to strengthen our provision and ensure the club continues to offer a safe, welcoming and engaging environment for all our children.
Stafng and Inducton
We successfully recruited two new full-time members of staff, Lisa and Adele, who have now completed their induction and are proving to be excellent additions to the team.
We have also said goodbye to several staff members – Katelyn, Eva and soon Charlie – all moving on to further education. We wish them well in their next steps.
Policies, Records and Compliance
A full review and update of all club policies has been completed, and these have been shared and discussed with staff to ensure clarity and consistency.
All parental records have been updated, as several had not been refreshed for some time.
Staff files are now fully up to date, with all team members holding contracts and wearing lanyards. A new staff training file has been created to help us track training and renewal dates more effectively.
Environment, Resources and Organisaton
We have reorganised and improved the outdoor storage, allowing us to offer a wider range of outdoor activities.
Alongside this, we have begun a wider programme of decluttering and streamlining our resources. The aim is to ensure materials are more appealing, accessible and easier for staff and children to use, supporting smoother sessions and more purposeful play. I hope to have time over the summer to continue this process.
Quality and Team Culture
A staff survey was carried out in May this year, with very positive feedback about team relationships and management support. There were some request for some variation in the roles each staff undertakes and we are already implementing changes to reflect this.
It has been encouraging to see the team’s enthusiasm and willingness to contribute ideas.
Operatonal Improvements
A new surcharge for late bookings was introduced to help manage last-minute demand. This has had a significant impact, reducing late bookings from four or five per day to around eight per month. This has greatly improved planning, staffing and the overall smooth running of sessions.
Looking Ahead
As we move into the next year, there are several areas I would like to continue developing:
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Streamlining payments — Chasing overdue fees currently takes a considerable amount of time. I would like be exploring ways to simplify and automate payment processes to reduce administrative pressure and improve efficiency.
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SEND training opportunities — I would like to strengthen staff confidence and skills in supporting children with SEND by identifying appropriate training and development pathways.
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Cultural and seasonal planning — I aim to build stronger links to cultural, community and seasonal events throughout the year, ensuring our activity planning is more intentional, inclusive and reflective of the children’s experiences.
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Staff appraisals — I will be introducing a simple appraisal process to support staff development, recognise strengths and identify training needs in a structured, supportive way.
I am proud of the progress we have made together this year and grateful for the support of the committee and the dedication of the staff team. I look forward to continuing to build on this strong foundation in the year ahead.
Appendix 3: Staff Survey
Profit and Loss Report for Whartons Afterschool Club For Period: 01/01/2025 to 31/12/2025 TURNOVER
| TURNOVER | ||
|---|---|---|
| 4000 | General Sales | 84,604.67 |
| Dec-24 Accrued Income reversal | -6,879.79 | |
| Dec-25 Accrued Sale | 6,910.00 | |
| Total: | 84,634.88 | |
| LESS COST OF SALES: | ||
| 5000 | General Purchases | 6,669.45 |
| Dec-24 Accrual Reversal | -5,171.89 | |
| Dec-25 Rent Accrual | 12,500.00 | |
| Total: | 13,997.56 | |
| GROSS PROFIT: | 70,637.32 | |
| LESS EXPENSES: | ||
| 7000 | Gross Wages | 69,243.15 |
| 7900 | Bank Interest Paid | -214.08 |
| 8204 | Insurance | 804.8 |
| Total: | 69,833.87 | |
| Proft Before Tax: | 803.45 |
Balance Sheet for Whartons Afterschool Club For Period:31/12/2025 FIXED ASSETS: Total Fixed Assets:
0
| CURRENT ASSETS: | ||
|---|---|---|
| 1100 | Debtors Control Account | 2,007.67 |
| 1200 | Current Account | 14,786.35 |
| 1210 | Bank Reserve Account | 1,008.33 |
| 1211 | Natwest 35 day liquidity manager | 3,037.31 |
| 1212 | Natwest 95 day liquidity manager | 6,459.25 |
| Accrual | -5,590.00 | |
| Total Current Assets: | 21,708.91 | |
| CURRENT LIABILITIES: | ||
| Total Current Liability: | 0 | |
| Current Assets less Current Liabilities: | 21,708.91 | |
| Fixed Assets + Current Assets less Current Liabilities: | 21,708.91 | |
| CAPITAL AND RESERVES: | ||
| Reserves | 20,905.46 | |
| P&L Proft 2025 | 803.45 | |
| Total Capital and Reserves: | 21,708.91 | |
| 0.00 |
43 Riverside Walk
Otley
LS21 1FG
30[th] April 2026
Dear Mrs Dickson,
Re: Audit of The Whartons After School Club accounts
I confirm that I undertook an audit of The Whartons After School Club accounts for the period 01/01/25 to 31/12/25 on 30[th] April 2026.
I was provided with sufficient evidence by the manager, Clair Miller, to test a sample of income and expenditure transactions, reviewing their appropriateness, and agreeing the bank balance to the statement of accounts.
I confirm that I have found no material error or disclosure.
As such, I am pleased to confirm that The Whartons After School Club for the period 01/01/25 to 31/12/25 is in accordance with the books of accounts and supporting documents supplied to me, and that the closing balances are correct.
Yours sincerely,