## Trustees’ Annual Report for the period From 01/09/2022 Period start date To 31/08/2023 Period end date ## Charity name: Cylch y Coed ## Charity registration number: 1196041 ## Objectives and Activities ||SORP reference||| |---|---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17||Aims & Objectives
The aim of Cylch Y Coed is to provide
children in North-East Cardiff with the
opportunity to benefit from early years
services and experiences through the
medium of Welsh in a happy, safe and
friendly environment.
Statement of Values
Cylch Meithrin Y Coed believes that every
child has the right to:
Receive care, love and respect. Receive
appropriate attention and support in
order to meet his/her particular needs.
Benefit from all play opportunities.
Guidance which will enable him/her to
become a full member of society. Be
stimulated in order that he/she develops
to his/her full potential. Benefit from
nursery experiences through the medium
of Welsh. Be treated as an equal
regardless of race, colour, religion,
nationality or social background.
The Cylch Meithrin will work in partnership
with parents to promote these values.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19||Cylch y Coed is a Cylch Meithrin (pre-
school) providing sessional day care
services to the local community.
Admission
The Cylch can admit up to 20 girls and
boys at any one time aged 2 years until
school age (usually the September
following their 4th birthday). We operate in
line with the Welsh Government’s National
Minimum Standards for Regulated Child
Care regarding staff/child ratios.| Service Days, Times & Fees Cylch Meithrin sessions are held Monday – Friday mornings between 09:00 – 12:30. The session fees were £29, to include childcare, wraparound and a contribution of 0.25p per session in order to provide a healthy snack for the children. Or £20 to include childcare and a snack contribution, but without the addition of wraparound and the additional time this requires. Fees remained the same throughout the academic year, with the increase from the 2021/22 academic year applied before the 1[st] Autumn 2022 term. Cylch y Coed’s wraparound service is to Ysgol Y Wern, a local primary schools, at a price of £6.50 per day (which again remained the same throughout the academic year). There is also a £20 annual registration fee payable on first invoice. The Manager invoices for the fees at the beginning of each half term (6 half terms in total). Fees and times are subject to change and parents will be given 1-month’s notice. Inclusion We work with Cardiff referral team to ensure that children with additional needs can be accommodated at the Cylch. This can include an additional member of staff, specialist equipment and/or help with transport. One member of staff is appointed as an Additional Needs Coordinator. Activities At the Cylch we broadly follow the Welsh Foundation Phase curriculum and a new educational theme is introduced each half term i.e ‘Me’, ‘Colours’, ‘The Autumn’ etc and as part of our continuous provision, children have the opportunity to socialise with other children; learn through play inside and outdoors; play with sand, water, dough, home corner, jigsaws, toys, board games, bikes, etc; creative activities; listen to stories, sing & dance and have a break for a healthy snack. All parts of their daily activities are in line with the Foundation phase and activities are planned and provided based on the seven areas of learning, which are: - Language, literacy and communication - Mathematical development  Knowledge and understanding of the world - Personal and social development, well-being and cultural diversity - Physical development |||
Creative development

Welsh language development
Language
For those children, whose first language is
Welsh, we aim to broaden their language
skills. For those children who have little or
no Welsh at home, we use the immersion
method whereby no English translation is
given but the staff use images and objects
along with language to explain what they
are saying. Evidence tells us that this is the
most successful way to teach Welsh to
children and they begin to understand
Welsh quite quickly, although may not
speak Welsh for some time. English would
be used to comfort a child if they are upset
for any reason. Issues, including language
development, are discussed in English with
non-Welsh speaking parents and advice
and support can be given upon request.| |---|---|---| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|All decisions made are made in line with
the charities purpose, as noted above. The
charity’s purpose is simply seen as acting
in the public’s benefit, in that it provides an
affordable educational setting for all.
All decisions are made to minimise the risk
of harm, with the position of children central
and decisions made to benefit those
children who attend Cylch. No wider risks to
the public are seen from Cylch activities.
As noted all decisions made are seen as
consistent with Cylch’s purpose. The fees
applied are held as low as possible and
noted as less than similar private child care
provision. Where increases in fees are
made 1 month’s notice is given and full
transparency is applied for parents to
understand the decisions taken. No
trustees are given a salary for trustee work
with all income applied to the purposes of
Cylch. Similarly no wider benefit attaches to
the work of trustees with all resources
applied for the purposes of Cylch.| ## Additional information (optional) You may choose to include further statements where relevant about: SORP reference No grants are made by Cylch. Para 1.38 Policy on grant making NA Para 1.38 Policy on social investment |including program related
investment||| |---|---|---| |Contribution made by
volunteers|Para 1.38|While the primary work of Cylch is carried
out by trained and paid staff in the
provision of childcare, Cylch seeks the
support of volunteers to deliver regular
fundraising activities. All funds from such
activities go to help resource the day-to-day
purpose of Cylch. No volunteers are paid
neither do volunteers claim any expenses.| |Other||Cylch y Coed employ a manager to
undertake the day-to-day management and
administrative duties and qualified staff are
employed to take care of the children
during every session. However, Cylch y
Coed is overseen by a committee of
volunteers; we are run as a charity and aim
to keep the costs as low as we can in order
to provide affordable Welsh language
childcare for parents. We are keen for
parents, grandparents or guardians to be
involved in the operational committee and
help from everyone is required for
fundraising activities throughout the year.| ## Achievements and Performance ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|Cylch y Coed was able to provide full
childcare provision throughout 2022/23 with
the ratios of staff/children maintained at the
pre-covid level. Demand for the services of
Cylch continue to grow albeit the provision
of afternoon sessions was not re-
established with only morning sessions
provided.
Following covid support, which ended
before Cylch 2022/23 financial year Cylch y
Coed was required to operate in a self-
sustaining way raising all required funds
itself. Throughout the period additional
pressure was brought to bear with
expenditure increasing mainly due to
wages (linked to national minimum wage
increases) and pension costs.
Cylch y Coed continued to benefit from the
Welsh Governments 30 hour free childcare
scheme which has brought us more
stability in terms of numbers attending and
cashflow, albeit increases in support per
hour from the Government has been slow
over the period of the scheme and not in-
line with increased costs experienced by| Cylch y Coed. The volunteers achieved £1,115 of fundraising for the period. While this was welcomed it meant that Cylch Y Coed had to call on its cash reserves with the bank balance remaining low throughout the period with £1,761 on deposit at period end (cash balance less deferred income relating to fees received in advance). However, despite the ongoing challenged faced Cylch y Coed delivered on its remit and to its purposes as laid out with 24 children on its books ready for the start of the 2023/24 academic year, with many of these returning from the previous academic year with others who have left continuing their education having reached school age. ## Additional information (optional) You may choose to include further statements where relevant about: |
Achievements against
objectives set|
Para 1.41|
NA – covered above| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|A challenging year with pressures on
fundraising activities felt. Any and all
fundraising was welcomed.| |Investment performance
against objectives|Para 1.41|NA| |Other||| ## Financial Review |Financial Review||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|At end August 2023 Cylch’s resources
remained depleted from our intended
reserve position. This was unavoidable.
The end August cash position is seen as
the most challenging as salary costs are
paid over a 12 month period, as averaged
out for the 9 months accrued, with new fees
for the 1stAutumn Term only due in
September.| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|Cylch y Coed’s policy is to aim to hold the
equivalent sum of three months running
costs as reserve. This was not possible at
end August 2023, due in part to the use of
reserves during the covid pandemic which
it has not been possible to replace.| |Amount of reserves held|Para 1.22|£1,761| |Reasons for holding zero
reserves|Para 1.22|NA| |Details of fund materially in
deficit|Para 1.24|NA| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|The charity will remain in a precarious
position with a requirement to balance
income and expenditure over a 12-month
period. Uncertainties regarding the number
of children along with the requirements to
maintain ratios, which are lower for those of
a younger age, add to the challenges
faced. Support will be sought as required to
ensure the ongoing viability throughout the
subsequent academic and reporting period.| ## Additional information (optional) You may choose to include further statements where relevant about: |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|Parental fees and where children are 3 then
support under the Childcare Offer Wales for
the term after their 3rdbirthday.| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|NA| |A description of the principal
risks facing the charity|Para 1.46|Two principal risks exist:
1) Risks relating to a childcare setting
– to which Cylch y Coed follows all
required laws and standards;
2) Going concern – to which Cylch y
Coed seeks to balance income and
expenditure and will seek wider
support if its ongoing basis is
challenged.| Other ## Structure, Governance and Management |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Constitution| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|CIO – from 5 October 2021| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|Volunteers with an election during an AGM
where required.| ## Additional information (optional) You may choose to include further statements where relevant about: |
Policies and procedures
adopted for the induction
and training of trustees|
Para 1.51|| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|Affiliated with Mudiad Meithrin which acts
as an umbrella or membership
organisation. Cylch y Coed elects to join
Mudiad Meithrin annually and pays a fee.
Like all other over 400 Cylchs across
Wales, Cylch-y-Coed has its own separate
constitution and is registered as CIO. It is
therefore its own legal entity but enjoys
advice, assistance and help from Mudiad
Meithrin as required.| |Relationship with any
related parties|Para 1.51|| |Other||| ## Reference and Administrative details |Charity name|Cylch y Coed| |---|---| |Other name the charity uses|NA| |Registered charitynumber|1196041| |Charity’s principal address|Cylch Y Coed, Cyncoed Methodist Church, Westminster
Crescent, Cyncoed, Cardiff CF23 6SE.| ||| ## Names of the charity trustees who manage the charity |1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|Trustee name|Office (if any)|Dates acted if not for whole
year|Name of person (or body) entitled to
appoint trustee (ifany)| |---|---|---|---|---| ||Jodie Perry|Chairperson|01/03/2023 – 31/08/2023|| ||Nia James|Secretary||| ||Ben Prosser|Treasurer||| ||KellyHolloway|Chairperson|01/09/2022 – 28/02/2023|| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – Corporate trustees names of the directors at the date the report was approved Director name NA ## Name of trustees holding title to property belonging to the charity |Trustee name|Dates acted if not for whole year|| |---|---|---| |NA||| |||| |||| |||| |||| |||| ## Funds held as custodian trustees on behalf of others Description of the assets NA held in this capacity Name and objects of the NA charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for NA safe custody and segregation of such assets from the charity’s own assets ## Additional information (optional) Names and addresses of advisers (Optional information) |Type of
adviser|Name
Address|Name
Address| |---|---|---| |NA||| |||| |||| |||| Name of chief executive or names of senior staff members (Optional information) NA ## Exemptions from disclosure Reason for non-disclosure of key personnel details NA ## Other optional information NA ## Declarations The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees Signature(s) B Prosser Full name(s) Benjamin Prosser Position (eg Secretary, Treasurer Chair, etc) Date 30/06/25 ## **CYLCH Y COED** **ACCOUNTS FOR THE YEAR ENDED 31st AUGUST 2023** **Cylch Y Coed Income and Expenditure Account for the year ended 31 August 2023** |**Income**
Childcare - Parental Fees1
Cardif Council – Childcare Ofer for Wales Fees
Fundraising
Donaton
Coronavirus job retenton scheme support
Mudiad grants
**Expenditure**
Wages
Pension
HMRC
Training
Cost of running the payroll
Wrap-around costs
Rent
Play equipment & materials
“Ofce”
Children's food & snacks
Accountancy
Mudiad Membership Fee2|**2023**
**£**
**£**
31,647
19,675
1,115
0
0
0
**52,437**
45,652
3,031
300
240
0
985
0
305
476
538
198
250
**51,975**|**2022**
**£**
**£**
26,510
19,651
2,491
105
0
0
**48,757**
40,206
2,054
0
434
552
1,953
0
2,903
1,057
412
420
0
**49,991**| |---|---|---| 1 Not including Parental Fees for 2024/25 paid in advance (total £1,800) 2 Membership Fee for prior year 2022 and 2023 Deticit for the year 462 -1,234 ## **Cylch Y Coed Balance Sheet as at 31 August 2023** |**Current Assets**
Current account
Pety cash3
Prepayments
Fees due at year end
**Creditors due within one year**
Deferred income:-
- wrap-around grant received in advance
- wrap-around costs this year
- fees in advance4
Accruals
PAYE
**Net liabilites/assets**
**Reserves**
Opening at 1 September 2022
Surplus/defcit this year
At 31 August 2023|**£**
3,561
0
0
0|**2023**
**£**
3,561
1,800|**£**
773
526
0
3|**2022**
**£**
1,299
0| |---|---|---|---|---| ||0
0
1,800||0
0
0|| ||1,800
0
0||0
0
0|| |||||| |||**1,761**||**1,299**| |||1,299
462||2,533
-1,234| |||**1,761**||**1,299**| 3 The use of petty cash held separately from the bank balance will be discontinued to ensure the robustness of financial oversight and to maintain an audit trail on income and expenditure. 4 For Autumn term September 2023 for 2023/2024 academic year ## Independent examiner's report on the accounts Section A Independent Examiner’s Report Report to the trustees/ members of Charity Name Cylch Y Coed On accounts for the year ended 31/08/2023 Charity no (if any) 1196041 Set out on pages 1-3 (remember to include the page numbers of additional sheets) Responsibilities and basis of report I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 / 08 / 2023 . 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 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 (other than that disclosed below *) in connection with the examination which gives me cause to believe that in, any material respect: - accounting records were not kept in accordance with section 130 of the Act or - the accounts do not accord with the accounting records I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. * Please delete the words in the brackets if they do not apply. Signed: ## XXX Date: XXX Name: Huw Roberts Relevant professional qualification(s) or body (if any): NA IER > 1 October 2018 Address: XXX Section B Disclosure Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to disclose . 2 October 2018 IER