The trustees present their annual report and financial statements for the year ended 31 March 2023.
The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the financial statements and comply with the charity's Memorandum and Articles of Association, the Charities and Trustee Investment (Scotland) Act 2005, the Charities Accounts (Scotland) Regulations 2006 (as amended), the Companies Act 2006 and "Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)".
The purpose of the charity is to provide affordable, safe quality childcare in the Dunfermline Area. The development of the club will be of benefit to the area to encourage children away from the streets and provide organised, stimulated activities within a safe environment. There has been no change in these objects during the year.
In the past year, the club has continued to monitor spending due to the impact of the Covid pandemic and the decrease in grants from Fife Council. The club is in continued talk with our transport provider in regard to the cost of transporting the children to club. A fee increase of 50p afterschool and £1 in the holidays was implemented in May. We have been able to start fundraising activities in the past year , we have held a Christmas Fete, taken part in the Kiltwalk and held a Christmas Raffle.
The club remains closed for one week during the Easter and October Holidays and for two weeks during the summer Fayre Fortnight.
The Club made a deficit of £2,895 (2022: surplus £5,031) for the year.
Funding sources
The principal sources of funding are grant income and fee income.
Reserves and going concern
The directors have established a policy whereby the unrestricted funds not committed or invested in tangible fixed assets ("the free reserves") held by the charity should be three months of running costs, which equates to £20,000 in general funds. At this level, the directors feel that they would be able to continue the current activities of the centre in the event of a further significant drop in funding. The balance on the unrestricted funds at 31 March 2023 was £20,122 and although there are no immediate going concern issues at this time, the directors aim to increase the general funds in order to achieve three months running costs in free reserves.
Risk Management
The Directors have conducted a review of the major risks to which the charity is exposed. Where appropriate, systems or procedures have been established to mitigate the risks the charity faces. Internal control risks are minimised by the implementation of procedures for authorisation of all transactions and projects. Procedures are in place to ensure compliance with health and safety of staff, advocates, partners (people with learning difficulties) and volunteers. These procedures are periodically reviewed to ensure that they continue to meet the needs of the charity.
Plans for the future
The club will continue to introduce and support new legislation including the new Health and Social Care Standards.
Staff will continue to work with Fife Council on shaping the new Abbeyview Integrated Community Service Hub, this is a plan to integrate The Tryst Centre, the Local Office and Abbeyview Community Centre where the Kids Club is based. This project should be completed in August 2024.
Abbeyview Kids Club is a registered charity, incorporated on 6 August 1998. The company was established under a Memorandum of Association which established the objects and powers of the company and is governed under its Articles of Association. In the event of the company being wound up members are required to contribute an amount not exceeding £1.
Directors and Trustees
The directors of the charitable company (the charity) are its trustees for the purpose of charity law. The trustees and officers serving during the year and since the year end were as follows:
Key management personnel Abbeyview Kids Club: Trustees’ and Directors
Tracey Ewan
Georgina Taylor
The management committee, who are also the directors for the purposes of company law, who served during the year were:
Kimberley Wemyss – Chair
Fiona Fellows – Treasurer
Hayley Whyte – Secretary
Marie Wilson - Health and Safety
Appointment of Trustees
Abbeyview Kids Club approaches possible interested parties who have the skills and experience to contribute to the organisation and also responds to expressions of interest from the same.
As well as being a registered charity, Abbeyview Kids Club is a Company Limited by Guarantee. This requires us to have a Board of Directors with certain legal obligations under the Companies Act. The Directors ensure that legal, financial and employment responsibilities are adhered to as well as guiding our overall strategy and year on year priorities.
The management committee meet 7 times a year which includes our AGM.
Reference and Administrative Information
Charity registration number SC028224
Company registration number SC188310
Registered Office Abbeyview Community Centre,
Abbeyview, Dunfermline, KY11 4HA.
Our advisors
Independent Examiner Fiona E Haro, B Com (Hons), CA
Thomson Cooper Accountants
3 Castle Court
Carnegie Campus
Dunfermline
KY11 8PB
Bankers Santander UK Plc
Bridle Road
Bootle
Merseyside
L30 4GB.
Director induction and Training
The Directors are familiar with the practical work of the charity.
New Directors are provided with information about the charity and the way it operates. In particular, they are provided with information about the following:-
the obligations of the Directors;
the main documents which set out the operational framework for the charity;
resourcing and the current financial position as set out in the latest published accounts; and future plans and objectives.
Related parties
None of our trustees receive remuneration or other benefit from their work with the charity
The trustees, who are also the directors of Abbeyview Kids Club Limited for the purpose of company law, are responsible for preparing the Trustees' Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company Law requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that year.
In preparing these financial statements, the trustees are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the Charities SORP;
- make judgements and estimates that are reasonable and prudent;
- state whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements; and
- prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities and Trustee Investment (Scotland) Act 2005, the Charities Accounts (Scotland) Regulations 2006 (as amended) and the Companies Act 2006. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The trustees are responsible for the maintenance and integrity of the charity and financial information included on the charity's website. Legislation in the United Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions.
The Trustees' report was approved by the Board of Trustees.
I report on the financial statements of the charity for the year ended 31 March 2023, which are set out on pages 5 to 18.
The charity’s trustees, who are also the directors of Abbeyview Kids Club Limited for the purposes of company law, are responsible for the preparation of the financial statements in accordance with the terms of the Charities and Trustee Investments (Scotland) Act 2005 and the Charities Accounts (Scotland) Regulations 2006. The trustees consider that the audit requirement of Regulation 10(1)(a) to (c) of the 2006 Accounts Regulations does not apply. It is my responsibility to examine the financial statements as required under section 44(1)(c) of the Act and to state whether particular matters have come to my attention.
My examination is carried out in accordance with Regulation 11 of the 2006 Accounts Regulations. An examination includes a review of the accounting records kept by the charity and a comparison of the financial statements presented with those records. It also includes consideration of any unusual items or disclosures in the financial statements, and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently I do not express an audit opinion on the view given by the financial statements.
to keep accounting records in accordance with section 44(1) (a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations; and
to prepare financial statements which accord with the accounting records and comply with Regulation 8 of the 2006 Accounts Regulations;
The statement of financial activities includes all gains and losses recognised in the year.
All income and expenditure derive from continuing activities.
Abbeyview Kids Club Limited is a private company limited by guarantee incorporated in Scotland.
The financial statements have been prepared in accordance with the charity's governing document, the Charities and Trustee Investment (Scotland) Act 2005, the Charities Accounts (Scotland) Regulations 2006 (as amended), the Companies Act 2006, FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (“FRS 102”) and the Charities SORP "Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)" (effective 1 January 2019). The charity is a Public Benefit Entity as defined by FRS 102.
The charity has taken advantage of the provisions in the SORP for charities not to prepare a Statement of Cash Flows.
The financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.
The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
At the time of approving the financial statements, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees continue to adopt the going concern basis of accounting in preparing the financial statements.
Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives.
Restricted funds are subject to specific conditions by donors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.
Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.
Donated services and facilities
Donated professional services and donated facilities are recognised as income when the charity has control over the item, any conditions associated with the donated item have been met, the receipt of economic benefit from the use by the charity of the item is probable and that economic benefit can be measured reliably. In accordance with the Charities SORP (FRS 102), the general volunteer time Trustees is not recognised and refer to the trustees’ annual report for more information about their contribution.
On receipt, donated professional services and donated facilities are recognised on the basis of the value of the gift to the charity which is the amount the charity would have been willing to pay to obtain services or facilities of equivalent economic benefit on the open market; a corresponding amount is then recognised in expenditure in the period of receipt
Expenditure is recognised on an accrual basis as a liability is incurred. The company is not registered for VAT and accordingly irrecoverable VAT is charged against the category of resources expended to which it relates.
Costs of generating funds are those costs incurred in attracting voluntary income and the costs incurred in trading activities that raise funds.
Charitable expenditure comprises those costs incurred by the charitable company in the delivery of its activities and services to its beneficiaries. It includes both the direct costs and indirect costs necessary to support these activities.
Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charitable company and include the audit fees and costs linked to its strategic management.
Costs relating to a particular activity are allocated directly; others are apportioned on an appropriate basis e.g. estimated usage, staff costs by time spent.
Allocation of support costs
Support costs are those functions that assist the work of the charity but do not directly undertake charitable activities. Support costs include back office costs, finance, and governance costs which support the charity. The basis on which support costs have been allocated are set out in note 8.
Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.
Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following bases:
The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in the statement of financial activities.
Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
The charity has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.
Financial instruments are recognised in the charity's balance sheet when the charity becomes party to the contractual provisions of the instrument.
Financial assets and liabilities are offset, with the net amounts presented in the financial statements, when there is a legally enforceable right to set off the recognised amounts and there is an intention to settle on a net basis or to realise the asset and settle the liability simultaneously.
Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Basic financial liabilities, including creditors and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
Financial liabilities are derecognised when the charity’s contractual obligations expire or are discharged or cancelled.
The cost of any unused holiday entitlement is recognised in the period in which the employee’s services are received.
Termination benefits are recognised immediately as an expense when the charity is demonstrably committed to terminate the employment of an employee or to provide termination benefits.
Payments to defined contribution retirement benefit schemes are charged as an expense as they fall due.
Legal status of the charity
The organisation is a charitable company limited by guarantee and has no share capital. In the event of the company being wound up each member is obliged to contribute an amount not exceeding £1.
Fee Income
Grants
HMRC JRS Grant
Toys and Equipment
Hall Hire
Snacks and Refreshments
Bus Hire
Insurance
Telephone and Internet
Postage and Stationery
Bad debt
Repairs and Renewals
TV Licence
Legal and Professional
Sundry
Uniform
Accountancy Fees
The company initially identifies the costs of its support functions. It then identifies those costs which relate to the governance function. Having identified its governance costs, the remaining costs are allocated to support costs (see note 5). All costs are apportioned on a direct basis.
The average monthly number of employees during the year was:
The key management personnel comprise of Tracey Ewan the Co-ordinator and Georgina Taylor the Assistant Co-ordinator. The total employee benefits of the key management personnel of the charity were £29,454 (2022: £25,685).
No members of the board of directors received remuneration during the year (2022: Nil).
The company is a registered charity and consequently no provision is considered necessary for taxation.
Income from government grants comprises of grants provided to purchase toys and equipment and to contribute towards the cost of providing bus and travel facilities. See Note 3 for more information and to the amount and source of these grants.
Children grant
To fund staff wages.
Transport grant
To provide bus and travel facilities.
Carnegie Trust
To help purchase new equipment and toys. This amount was spent in prior years but included in unrestricted expenditure.
These are unrestricted funds which are material to the charity's activities made up as follows:
Incoming resources
Resources expended
Transfers
Incoming resources
Resources expended
Transfers
There were no disclosable related party transactions during the year (2022 - none).