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2025-03-31-accounts

Trustees’ Annual Report

for the period 1 April 2024 to 31 March 2025

Oak Hill ASD Childcare CIO

Structure, Governance, and Management

The Governing Instrument for Oak Hill ASD Childcare is the Constitution for the Charitable Incorporated Organisation, established on 29 June 2020. The organisation is now in its fifth year of operation, with the Board of Trustees meeting regularly throughout the year to review governance, finances and organisational risks.

The Board remains committed to ensuring that all financial resources are used effectively, transparently and in accordance with the objectives of the charity. The trustees ensure compliance with legal requirements, safeguarding duties and funder expectations, and maintain appropriate controls over expenditure and operational decisions.

During this financial year, three trustees resigned from the Board: Jane Weale , Aji Gass Jarra , and Stephen Leadbetter . The remaining trustees continued to oversee the safe running of the organisation, although trustee capacity remained stretched throughout the year.

The charity employed one full-time Club Manager, Tracy Thornton , funded by The National Lottery. Tracy held responsibility for planning, organising and delivering the specialist holiday provision, safeguarding practice, staff supervision, and ongoing liaison with families.

Funding and Financial Overview

During the financial year 1 April 2024 to 31 March 2025, Oak Hill ASD Childcare received income from a combination of grant funding, donations and parent fees. This included:

These funds enabled the charity to employ the Club Manager, secure sessional staff for holiday openings, maintain CIW compliance, and run specialist childcare provision for autistic children and young people with complex needs.

Unrestricted reserves continued to support operational costs where grant funding was not sufficient to meet the full annual expenditure.

A detailed breakdown of all income and expenditure is included in the accompanying financial statements.

Management and Staff Changes

Tracy Thornton completed her first full year in post as Club Manager. She continued to develop her knowledge and skills through training, engagement with CIW guidance and supervision with the trustees.

During the year:

As noted above, three trustees resigned during the year. Their responsibilities were redistributed among the remaining trustees. Despite this, trustee capacity became an increasing challenge, particularly given the complexity and safeguarding responsibilities associated with running a CIW-registered specialist childcare service.

Objectives and Activities

The Charity’s main objective is to work for the public benefit to advance the education, recreation and care of children with autistic spectrum disorder (ASD) and additional complex needs within the Newport local authority area. This is achieved through:

The provision remains unique within Newport. There is no equivalent local service offering specialist childcare for autistic young people with high support needs, particularly those over the age of 12. Approximately 45% of Oak Hill’s young people are over 12 , a group traditionally overlooked by mainstream childcare providers.

Holiday provision was delivered at Ysgol Bryn Derw , continuing the strong partnership with the school.

Holiday Club Operations

During the holidays of 2024/25, the club operated on the following dates within this reporting period:

● Easter 2024 - 6 days and 96 sessions

Attendance ranged between 8 and 10 young people per day, with 22 families accessing the service overall.

● Summer 2024 - 16 days and 256 sessions

Attendance ranged between 10 and 15 young people per day, with 32 families accessing the service overall.

● October 2024 - 4 days and 64 sessions

Attendance ranged between 9 and 15 young people per day, with 28 families accessing the service overall.

Sessional staff were recruited and trained in advance, with mandatory safeguarding specific to Wales group A and B, ASD awareness, Paediatric first aid training, Epilepsy and Prevent delivered before opening.

Family Feedback

Feedback was again positive, reflecting on the following strengths in:

How much do you think your child enjoyed being at the club?

Did you feel your child was safe at the club? 100% (consistent during Easter, Summer and October )

Did you feel your child was adequately supported at the club? 100% (consistent during Easter, Summer and October )

Key Achievements

Despite the pressures on trustee capacity, Oak Hill maintained a stable and supportive environment for the children who attended.

Challenges

A number of challenges emerged during the year:

While these challenges did not disrupt the 2024–25 financial year, they informed trustee discussions about the future structure and sustainability of the service going into the next reporting period.

Risks

The key risks identified in this financial year were:

  1. Insufficient long-term funding to support the Manager role beyond October 2025.

  2. Limited trustee capacity to meet CIW, safeguarding and operational governance requirements.

  3. Recruitment challenges , particularly in securing experienced deputy managers and support workers.

  4. Rising operational costs for venue hire, staffing, training, safeguarding checks and resources.

Mitigations included careful financial management, increased focus on grant funding applications, and continued monitoring of safeguarding and governance responsibilities.

Reserves Policy

The Board of Trustees maintains a reserves policy to ensure sufficient unrestricted funds to:

Unrestricted reserves at 31 March 2025 totalled £28,819 .

This level of reserves was lower than the ideal level but remained adequate for short-term commitments.

Plans for Future Periods

At the end of this financial year, trustees recognised the need to review the sustainability of the current operating model and funding structure. This included:

No formal decisions regarding structural change or closure were taken during the 2024–25 reporting period. A full sustainability review was planned for early 2025–26.

Responsibilities of Trustees

The Trustees are responsible for preparing this Trustees’ Annual Report and the financial statements in accordance with applicable law and regulations.

In preparing these statements, trustees must:

The trustees confirm that they have complied with these responsibilities during the period.

Trustees

Trustees at April 2024

Trustees at March 2025

(Jane, Gass and Stephen resigned during this period.)

Approval

This report was approved by the Board of Trustees on 15th Jan 2025 , and signed on their behalf by:

Gwen Vaughan

Chairperson of Board of Trustees

Oak Hill ASD Childcare CIO

Oakhill ASD Childcare

Charity No. 1190841

Trustees' Report and Unaudited Accounts

31 March 2025

Oakhill ASD Childcare Statement of Financial Activities

for the year ended 31 March 2025

Notes
Income and endowments
from:
Donations and legacies
2
Charitable activities
3
Total
Expenditure on:
Other
4
Total
Net gains on investments
Net income
5
Transfers between funds
Net income before other
gains/(losses)
Other gains and losses
Net movement in funds
Reconciliation of funds:
Total funds brought forward
Total funds carried forward
Unrestricte
d funds
2025
£
4,361
10,110
Restricted
funds
2025
£
63,639
-
Total funds
2025
£
68,000
10,110
Total funds
2024
£
29,133
2,030
14,471
34,353
63,639
34,878
78,110
69,231
31,163
18,328
34,353
-
34,878
-
69,231
-
18,328
-
(19,882)
-
28,761
-
8,879
-
12,835
-
(19,882) 28,761 8,879 12,835
(19,882)
40,701
28,761
889
8,879
41,590
12,835
28,754
20,819 29,650 50,469 41,589

Page 4

Oakhill ASD Childcare Balance Sheet

at 31 March 2025

Charity No. 1190841
Notes
2025
£
Fixed assets
Tangible assets
7
670
670
Current assets
Debtors
8
-
Cash at bank and in hand
50,049
50,049
Creditors:Amount falling due within one year
9
(250)
Net current assets
49,799
Total assets less current liabilities
50,469
Net assets excluding pension asset or liability
50,469
Total net assets
50,469
The funds of the charity
Restricted funds
10
1
Restricted income funds
29,650
29,650
Unrestricted funds
10
1
General funds
20,819
20,819
Total funds
50,469
Approved by the trustees on 28 January 2026
Charity No. 1190841
Notes
2025
£
Fixed assets
Tangible assets
7
670
670
Current assets
Debtors
8
-
Cash at bank and in hand
50,049
50,049
Creditors:Amount falling due within one year
9
(250)
Net current assets
49,799
Total assets less current liabilities
50,469
Net assets excluding pension asset or liability
50,469
Total net assets
50,469
The funds of the charity
Restricted funds
10
1
Restricted income funds
29,650
29,650
Unrestricted funds
10
1
General funds
20,819
20,819
Total funds
50,469
Approved by the trustees on 28 January 2026
2024
£
1,195
1,195
2,337
38,202
40,539
(145)
40,394
41,589
41,589
41,590
1
889
889
1 1
20,819
20,819
50,469
40,701
40,701
41,590

And signed on their behalf by:

A. Hopkins Trustee 28 January 2026

Page 5

Oakhill ASD Childcare Notes to the Accounts

for the year ended 31 March 2025

Basis of preparation

The financial statements have been prepared in accordance with Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 and the Financial Reporting Standard applicable in the United Kingdom and Republic of Ireland (FRS 102), the Charities and Trustee Investment (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006 (as amended).

Change in basis of accounting or to previous accounts

There has been no change to the accounting policies (valuation rules and method of accounting) since last year and no changes have been made to accounts for previous years.

Fund accounting

Unrestricted funds These are available for use at the discretion of the trustees in furtherance of the general objects of the charity. Designated funds These are unrestricted funds earmarked by the trustees for particular purposes. Revaluation funds These are unrestricted funds which include a revaluation reserve representing the restatement of investment assets at their market values. Restricted funds These are available for use subject to restrictions imposed by the donor or through terms of an appeal. Income Recognition of Income is included in the Statement of Financial Activities (SoFA) when the charity income becomes entitled to, and virtually certain to receive, the income and the amount of the income can be measured with sufficient reliability. Income with related Where income has related expenditure the income and related expenditure is expenditure reported gross in the SoFA. Donations and Voluntary income received by way of grants, donations and gifts is included in the legacies the SoFA when receivable and only when the Charity has unconditional entitlement to the income. Tax reclaims on Income from tax reclaims is included in the SoFA at the same time as the donations and gifts gift/donation to which it relates. Donated services These are only included in income (with an equivalent amount in expenditure) and facilities where the benefit to the Charity is reasonably quantifiable, measurable and material. Volunteer help The value of any volunteer help received is not included in the accounts. Investment income This is included in the accounts when receivable. Gains/(losses) on This includes any gain or loss resulting from revaluing investments to market value revaluation of fixed at the end of the year. assets Gains/(losses) on This includes any gain or loss on the sale of investments. investment assets

Page 6

Oakhill ASD Childcare Notes to the Accounts

Expenditure

Taxation

The charity is exempt from tax on its charitable activities.

Freehold investment property

Investment properties are measured initially at cost and subsequently at fair value at each balance sheet date and are not depreciated. All gains or losses are taken to the Statement of Financial Activities as they arise.

Stocks

Stock is included at the lower of cost or net realisable value. Donated items of stock are recognised at fair value which is the amount the charity would have been willing to pay for the items on the open market.

Trade and other debtors

Trade and other debtors are recognised at the settlement amount due after any trade discount offered. Prepayments are valued at the amount prepaid net of any trade discounts due.

Cash and cash equivalents

Cash and cash equivalents comprise cash at bank and on hand, demand deposits with banks and other short-term highly liquid investments with original maturities of three months or less and bank overdrafts. In the statement of financial position, bank overdrafts are shown within borrowings or current liabilities. In the Statement of Cash Flows, cash and cash equivalents are shown net of bank overdrafts that are repayable on demand and form an integral part of the company's cash management.

Trade and other creditors

Short term creditors are measured at the transaction price. Other creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount after allowing for any trade discounts due.

Page 7

Oakhill ASD Childcare Notes to the Accounts

Research and development

Expenditure on research and development is written off in the year in which it is incurred.

Foreign currencies

Monetary assets and liabilities denominated in currencies other than the functional currency of the charity are translated at the rates of exchange prevailing at the end of the reporting period.

Transactions in currencies other than the functional currency of the charity are recorded at the rate of exchange on the date that the transaction occurred.

All exchange differences are are taken into account in arriving at net income/expenditure.

Leased assets

Where the charity enters into a lease which entails taking substantially all the risks and rewards of ownership of an asset, the lease is treated as a finance lease.

Leases which do not transfer substantially all the risks and rewards of ownership to charity are classified as operating leases.

Assets held under finance leases are initially recognised as assets of the charity at their fair value at the inception of the lease or, if lower, at the present value of the minimum lease payments. The corresponding liability to the lessor is included in the balance sheet date as a finance lease obligation. Lease payments are apportioned between finance expenses and reduction of the lease obligation so as to achieve a constant rate of interest on the remaining balance of the liability. Finance expenses are recognised immediately, unless they are directly attributable to qualifying assets, in which case they are capitalised in accordance with the charity's policy on borrowing costs.

Assets held under finance leases are depreciated in the same way as owned assets.

Operating lease payments are recognised as an expense on a straight-line basis over the lease term. In the event that lease incentives are received to enter into operating leases, such incentives are recognised as a liability. The aggregate benefit of incentives is recognised as a reduction of rental expense on a straight-line basis.

Pension costs

The charity operates a defined contribution plan for its employees. A defined contribution plan is a pension plan under which the charity pays fixed contributions into a separate entity. Once the contributions have been paid the charity has no further payments obligations. The contributions are recognised as expenses when they fall due. Amounts not paid are shown in accruals in the balance sheet. The assets of the plan are held separately from the charity in independently administered funds.

Receipt of donated goods, facilities and services

All donated goods, facilities and services received are recognised within incoming resources and expenditure at an estimate of the value to the charity.

Unrestricted Restricted Total Total
2025 2024
£ £ £ £
4,361 63,639 68,000 29,133
4,361 63,639 68,000 29,133

Page 8

Oakhill ASD Childcare

Notes to the Accounts

3 Income from charitable activities

4
Other expenditure
Employee costs
Motor and travel costs
Premises costs
Amortisation, depreciation,
impairment, profit/loss on
disposal of fixed assets
General administrative costs
Legal and professional costs
5
Net income before transfers
This is stated after charging:
Depreciation of owned fixed assets
6
Staff costs
Salaries and wages
Pension costs
No employee received emoluments in excess
7
Tangible fixed assets
Cost or revaluation
At 1 April 2024
At 31 March 2025
Depreciation and
impairment
At 1 April 2024
Depreciation charge for the
year
At 31 March 2025
Net book values
At 31 March 2025
At 31 March 2024
Unrestricted
£
25,704
265
1,980
525
4,337
1,542
34,353
of £60,000.
Unrestricted
£
10,110
10,110
Restricted
£
34,878
-
-
-
-
-
34,878
2025
£
525
2025
57,008
1,516
58,524
Total
2025
£
10,110
10,110
Total
2025
£
60,582
265
1,980
525
4,337
1,542
69,231
£
3,170
3,170
1,975
525
2,500
670
1,195
Total
2024
£
2,030
2,030
Total
2024
£
15,017
294
-
525
1,226
1,266
18,328
2024
£
525
2024
13,186
318
13,504
£
3,170
3,170
1,975
525
2,500
670
1,195

Page 9

Oakhill ASD Childcare Notes to the Accounts

8
Debtors
Other debtors
9
Creditors:
amounts falling due within one year
Trade creditors
Accruals
10 Movement in funds
At 1 April
2024
Restricted funds:
Restricted income funds:
889
Total
889
Unrestricted funds:
General funds
40,701
Total funds
41,590
11 Analysis of net assets between funds
Fixed assets
Net current assets
12 Reconciliation of net debt
Cash and cash equivalents
Net debt
Incoming
resources
(including
other
gains/losses)
£
63,639
63,639
14,471
78,110
2025
£
-
-
2025
£
-
250
250
Resources
expended
£
Gross
transfers
£
-
-
-
-
Unrestricted
funds
£
670
49,799
50,469
Cash flows
£
2024
£
2,337
2,337
2024
£
145
-
145
At 31
March
2025
£
29,650
(34,878)
(34,878)
(34,353)
(69,231)
At 1 April
2024
£
29,650
20,819
50,469
Total
£
670
49,799
50,469
At 31
March
2025
£
38,202 11,847 50,049
38,202
38,202
11,847
11,847
50,049
50,049

Page 10

Oakhill ASD Childcare Notes to the Accounts

13 Commitments

Operating lease commitments

Annual commitments under non-cancellable operating leases are as follows:

2025 2025 2024 2024
Land and
buildings
Other Land and
buildings
Other
£ £ £ £
Operating leases with expiry date:
Pension commitments
2025 2024
£ £
The pension cost charge to the charity
amounted to: 1,516 318

Page 11

Oakhill ASD Childcare Detailed Statement of Financial Activities

for the year ended 31 March 2025

Income and endowments from:
Donations and legacies
Charitable activities
Total income and endowments
Expenditure on:
Employee costs
Salaries/wages
Pension costs
Staff training
Motor and travel costs
Travel and subsistence
Premises costs
Rent
General administrative costs,
including depreciation and
amortisation
Depreciation of
Bank charges
Equipment expensed
General insurances
Software, IT support and related
costs
Stationery and printing
Subscriptions
Sundry expenses
Telephone, fax and broadband
Legal and professional costs
Audit/Independent examination
fees fees
Accountancy and bookkeeping
Other legal and professional
costs
Unrestricte
d funds
2025
£
4,361
4,361
10,110
10,110
14,471
22,130
1,516
2,058
25,704
265
265
1,980
1,980
525
55
1,759
477
298
784
40
811
113
4,862
250
992
300
Restricted
funds
2025
£
63,639
63,639
-
-
63,639
34,878
-
-
34,878
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Total funds
2025
£
68,000
68,000
10,110
10,110
78,110
57,008
1,516
2,058
60,582
265
265
1,980
1,980
525
55
1,759
477
298
784
40
811
113
4,862
250
992
300
Total funds
2024
£
29,133
29,133
2,030
2,030
31,163
13,186
318
1,513
15,017
294
294
-
-
525
-
316
488
258
114
-
-
50
1,751
-
945
321

Page 12

Oakhill ASD Childcare Detailed Statement of Financial Activities

Oakhill ASD Childcare
Detailed Statement of Financial Activities
Total of expenditure of other costs
Total expenditure
Net gains on investments
Net income
Net income before other
gains/(losses)
Other Gains
Net movement in funds
Reconciliation of funds:
Total funds brought forward
Total funds carried forward
1,542
34,353
34,353
-
(19,882)
(19,882)
-
(19,882)
40,701
20,819
-
34,878
34,878
-
28,761
28,761
-
28,761
889
29,650
1,542
69,231
69,231
-
8,879
8,879
-
8,879
41,590
50,469
1,266
18,328
18,328
-
12,835
12,835
-
12,835
28,754
41,589

Page 13

CHARITY COMMISSION I FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner s Report Report to tho trwt Oakhill ASD Chitharo On accounts fortho year 31" March 2025 Charlty no (rf any) Set out on pagos I rewt to Ihg truste8s on my examimlion of the ofthe & chanty fthe Trusn fortro yoar erAJ&13110Y2025. Re#ponslbllltle8 and ba¥ls of rnport As ts ¢aiitys trusts8s. are respmsibkn for th& pwration of thg ae¢wnts in ac{d￿ ith thè rwuirements of the Charilie$ A¢# 2011 rtheA￿. I roport tn rosp8d of my exanin8tion of Trusys ac&￿nts carTi8d out urKJer section 145 of the 2011 Art in orrying out my ex¥mination. I have all the aFplicabl& ￿'re¢￿K￿$ give￿ by the Chaiity Commissi UTvJer Secti￿ 145(5){b) Act Indopendont I have e(xnpbet•J my eyamination. I cwfiNn that no material mattors have examlnerf8 statement (xrfne to my attenti¢￿ in {￿ne￿￿on rylh the eXaMTh￿n ￿lch givos me cause to ￿li&Ve that in, material resE￿l ofth6 Charitses Ac( or thè accounts accord thg acc￿nting records.. or the acc¢unts dKI not ￿￿npty wrlh the applicable requirements )ncemirKJ Ihe form and of accr4Jnts set (Mrt in the Charlti&s (A￿ol￿ts ￿ Rep￿ts) RtyuL"on$ 2c￿8 other than any requirement that the accow¢ts give a and fairf view vknich not a matter I have TWJ ccvKems have cyjne mss no 0￿r matters in connecti¢ with the 6%￿inabOn to *thich attenti￿ sh{￿ld be drawn in this report in crterlo enabb a proper urthrstandmw ofthe accojnts to be reach￿. . Ffeas• thle th8 ￿ldS in Ihp bA¢kets rx)tapply. 31101r2025 Nam•: Sandra V4fjs• Rdevant prof•¥sional qualificationls) or body Ill anyl: CIPFA Addr•M: 124 Beaun￿t Ro•J. &miirqh8rn. B30 2DX IER Oct 2018