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Clyst St Mary PTFA Annual Reports and Accounts

Chair's Report PTFA's AGM January 2011

My thanks to Nigel Blacker who has given us a very comprehensive report on the PTFA accounts from 1 September 2009 until 31 August 2010.

The new committee for 2009 - 2010 consisted of the following members

Martin Coats - (Co-Chair )
Gill Hutchings - (Co-Chair )
Sam Chandler - (Secretary)
Nigel Blacker - (Treasurer)
Class 1 - Cathy Jermey and Tracy Gristy
Class 2 - Elisabeth Ostrom
Class 3 - Nicola Blacker
Class 4 - Ruth Flannagan
Class 5 - Julie Jukes

Our first event in office was the Valentine's Disco held for the children at the school. Although this is primarily an event for the children we made a profit £42, this was down on previous discos and was due to significantly fewer people attending with the costs remaining the same. A raffle was held at the music express which raised £237 and we repeated the very successful Easter egg sponsored walk which raised nearly £700. We did not end up doing Xmas cards this year and from the feed back received by myself and others this was perhaps a mistake. Maybe we should consider re-introducing it this coming year

In the Summer Term we contributed £173 and catered for the all the volunteers on Grounds Day. A massive thank you to all who showed up and worked so incredibly hard. We then raised £59 by once again selling cream teas on sports day. The feed back we received regarding the cream teas was highly complementary and I can see it becoming a bit of a tradition on sports day. We then raised £1933 from the summer fete and silent auction. This year we re-introduced a hugely successful barbeque stall which had been replaced for the two previous years by a hog roast; this proved to be both popular and lucrative. My most sincere thanks go to all the volunteers who made this big event possible. As usual a massive thank you to the governors who once again organised the French café. We then held the summer draw separately to the summer fete. By taking a risk and buying some big prizes we made a profit of £465. A huge thank you goes from me to my Co-Chair Gill along with my sympathies as I know she had a few sleepless nights over this event.

During the Autumn Term we organised the Halloween Disco which went very well again a big thank you to all who helped out and made it happen. This year rather than having a Xmas dinner dance we thought we would try something new and organised a barn dance instead. Unfortunately I had no choice but to cancel this event due to insufficient numbers. A sign of the times I have no doubt.

A huge thank you to Mike and Kate Howe of Londis and the Charltons of Shauls Bakery for all their many contributions to our events. Thanks once again to Darren Schroeder of Clyst Internet for his work throughout the year on the website which often is just taken for granted. Also an enormous thank you must go to Louise Herbert, Ellie Wilkinson and Elena from the school office who have been so supportive.

I would say this year has been a success, when you take into account the recession that we are in, which has definitely had an effect on our fundraising, and the fact that there have been some very real personal difficulties faced by all the members of the committee. I would like to express my personnel gratitude to Sam and Nigel who have performed above and beyond the call of duty.

On a final and far more positive note I feel that we have really turned a corner regarding the support we are getting and attendance at meetings. This is in part due to a hard core of new parents to the school who have given us a valuable contribution and in part due to previous committee members still contributing their time and experience. I feel that the PTFA is once again gaining some real momentum and I have every intention of being fully involved after I stand down at this AGM.

Martin Coats (Co - Chair)

Year Ended August 2008

Chair's report for AGM on 26 November 2008

Caroline Davison and Nigel Blacker have given us very comprehensive reports on the PTFA accounts from 1 September 2007 until 31 August 2008. However, this is not a totally true reflection of what this committee has achieved.

As you may know, this committee volunteered at the AGM last November, but, as the previous committee had not produced any financial year accounts, we could not take over. Consequently, Debbie Parnall continued with the Christmas Bazaar that had been agreed by her committee and the Christmas cards and raffle last year. An EGM was called for 23 January 2008, which is when this committee took over, although we still were not in receipt of accounts for the previous two financial years.

We started by issuing a questionnaire to find out what kind of events and fundraising activities parents and teachers wanted to see us run and would support. Unfortunately, such a small number of questionnaires were returned that we were not particularly any the wiser! I also appealed for help in the setting up of a website and was delighted when Darren Schroeder and Aladdin Gulec came forward. Many thanks to Aladdin of FX Photography for taking all the photos for the website and huge thanks to Darren of Clyst Internet for his work throughout the year on the website (£20 raised). It has been great working with him.

Our first event was to run a Valentine's disco for the children (£106 raised). We then ran our extremely successful Race Night (£1112 raised), which we believe was the first time such an event had been held by Clyst St. Mary PTFA.

We organised a raffle at the music evening in the spring term (£161 raised). We arranged the food and drinks for the School Grounds Day in May. We ran a hugely successful summer fete and silent auction in June (£4509 raised), introducing new ideas like a hog roast instead of a BBQ and the "Clyst St. Mary's Got Talent" Competition.

My thanks go to the Charltons of Shauls Bakery, Di Jones, Sharon Gove, Julia Tudgay and others who provided cream teas at Sports Day (£65 raised). Many thanks also to Sharon and Martin Webb of the Half Moon for providing us with a venue for meetings and to Mike and Kate Howe of Londis for all their many contributions to our events.

I must also thank Wendy Laverick for her many years of administering school uniform (£552 raised) and to Julie Rogers for agreeing to be her successor. While I am on thanks, we would be lost without Steve Ebdon for all his amazing work on publicity and Karen Ebdon for supplying us with table cloths and always being there to set up events.

I want to thank our class representatives, Ruth Flanagan, Elsabeth Ostrom, Nicola Blacker, Pauline Bonito, Shona Brimson, Wendy Laverick and Tracy Gristy who have regularly attended committee meetings and been very supportive of all the PTFA activities.

This term we are most grateful to Tracey Agutter for single-handedly organising all the children's Christmas cards (approximately £300 raised). We ran a well-supported half term disco for the children on 24 October 2008 (£92 raised) and a great fun Quiz Night on 15 November 2008 (£352 raised). Other money was raised through Yellow Moon catalogues (£39) and flower sales (£8).

However, I believe our piece de resistance and something of which I think we should be very proud is organising a PTFA Christmas Dinner and Dance at Sandy Park on 21 November 2008 and achieving an attendance of 75. In my view, this is a reflection of our aim and success in this aim of trying to make the PTFA more inclusive and to involve more of the parent body. It is also my opinion that the website has contributed significantly to the greater inclusivity because we have increased the PTFA transparency by publishing all our minutes, accounts and a year planner on there, not to mention lots of other useful information.

This leads me to my final set of thanks. Di Jones, as secretary, has been incredibly efficient and diplomatic in her production of minutes and this has enabled all of us to focus clearly on what tasks are to be completed. Naturally I want to thank Sarah O'Dwyer for all her help this year as vice-chair and, of course, huge thanks go to Ali Clarke in her role as co-chair. They have both done endless trips to the shops for refreshments and supplies for events, not to mention manning stalls, running bars and selling endless packets of crisps at discos!

Turning to the PTFA finances, it has not been easy ensuring that the previous committee filed their outstanding accounts at the Charity Commission and it is something which I have been chasing since I took office. Consequently, I am very relieved to welcome Nigel Blacker to the PTFA as auditor of our accounts. Nigel has agreed to audit the PTFA accounts in forthcoming years for which we are most appreciative. Nigel's expertise and amazing efficiency have been most gratefully received.

My final and heartfelt thanks go to Caroline Davison, the PTFA treasurer. Not only has Caroline run the PTFA finances in a totally orderly and efficient manner, but she has supported me in so many ways while I have been chair. Caroline has been involved in every single event and this term, particularly, has taken even more responsibilities as I have not been able to do so much.

Basically, we have been in office for 10 months and raised getting on for £7500. You will see from Caroline's accounts what has been bought for the school in the last financial year and I would also like to add that we are currently in the process of buying nativity costumes for the school and we will be providing each child with a cracker and drink with their school Christmas lunch.

Please find below an excerpt from the Achievements and performance section of the Trustees' Annual Report for the period 1 September 2007 until 31 August 2008, which I will be filing at the Charity Commission after this AGM. As you can see, the PTFA has provided your children with so many different resources, which will enrich their school lives. Mrs Herbert would not be able to find money for these things from her school budget if the PTFA did not exist as the vast majority of her budget is already spoken for leaving her very little for the kind of optional extras we have been able to give the children of Clyst St. Mary Primary School. Consequently, it is vital that new officers are now elected to allow the Clyst St. Mary PTFA to continue doing such a fantastic job for all our children.

excerpt from the Achievements and performance section of the Trustees' Annual Report

PDF file2007-08 Trustees Annual Report (pdf)


Summary of the main achievements of the charity during the year.

During the last school year the PTFA have set up a website (www.clyststmaryptfa.org.uk) to promote their activities and raise revenue from advertisers. The PTFA have provided the school with the following items:

At our committee meeting on 9th July 2008, we were presented with a wish list from the teachers and meal-time assistants as follows:

The committee agreed to put aside £5000 for new equipment for the school. Items the committee agreed to fund on 9th July 2008 were:

TOTAL (approx)£5000

This allows for £2000 for the cost of the outside area. If the cost comes in any higher then this will be addressed. Louise Herbert, the Headteacher, also asked if the committee would fund £300 for a travelling theatre in Oct/Nov 08. This was agreed.

The PTFA funds were raised from a Race Night, discos, the Summer Fete & Silent Auction and raffles. Other fundraising was through: the production of Christmas Cards with each child's design, selling advertising space on our website and selling the official school uniform. Uniform sales are solely organised by one parent Wendy Laverick - so a huge thank you to her from the trustees for all her hard work and commitment throughout the year. The PTFA website is solely administered by one parent, Darren Schroeder and so another massive thank you to him for all his hard work.

Financial review

PDF file2007-08 Receipts and Payments Accounts (pdf)


Brief statement of the charity's policy on reserves

The Statement of Financial Activities indicates an income of £14,462 and expenditure of £13,791 generating a surplus of £671 to be carried forward for expenditure in the following year.

It is the trustees' intention to maintain cash reserves equivalent to at least three months' running costs or a minimum of £1,000. Whilst the level of cash reserves at the 31st August 2008 are satisfactory, the trustees consider that it will be necessary to hold more fundraising events in the forthcoming year in order to support additional projects within the school in accordance with furtherance of its main object.

A huge thank you to the trustees who have worked tirelessly for the last year raising money for the charity. A big thank you too to Mrs Herbert and her staff for their support and assistance and to all the pupils and parents who have committed time and effort to the PTFA events over the last year

Independent Examination For The Year Ended 31st August 2008

1042551 - Clyst St Mary County Primary School Parent Teacher Association

I have carried out a full independent examination into the accounts of the Clyst St Mary County Primary School Parent Teacher Association.

On starting the examination of the accounts I was concerned that the two previous years had not been filed with the Charity Commission by the previous Committee. The Charity Commission has a deadline for Final Accounts and Reports to be submitted no later than 22 months after the Financial Year End.

The two outstanding sets of accounts relating to the year ended 31st August 2006 and 31st August 2007 were filed on 5th November 2008. This meant that the accounts were filed 27 months and 15 months after the close of the financial year. On 10th October 2008 a letter was sent by the Charity Commission stating that We may take your continued failure to submit these documents as evidence that your charity has ceased to exist.

For this reason my main recommendation to the Trustees is that steps are taken to ensure that the independent examination is carried out prior to the AGM, and that the approved accounts are then filed with the Charity Commission by mid December. It is standard practice to place the prior years' accounts before those attending the AGM, and best practice to have them verified either by an audit or independent examination.

The Accounts have been produced using the Cash Basis, which simply means that any income or spending during the year is reported in the accounts, even if it is an advance payment for a future event, or delayed income from a previous event.

In the course of my examination I found no areas of concern, and found that the accounting records were matched by receipts throughout.

Other areas to consider during the year are

Nigel Blacker ACMA

Year Ended 31st August 2007

1. Legal and Administrative Information

Registered Office for the Charity:

Mr Malcolm Riley - Honorary Treasurer
26 Clyst Heath, Exeter EX2 7TA

Principle Office for the charity:

Clyst St Mary Primary School
The Village, Clyst St Mary, Devon EX5 1BG

Trustees:

Mrs Debbie Parnall - Chairperson
Mrs Tina Fairman - Vice Chairperson
Mr Malcolm Riley - Joint Honorary Treasurer
Mrs Sharon Gove - Joint Honorary Treasurer
Mrs Nina Angus - Joint Honorary Secretary
Miss Verity Charles - Joint Honorary Secretary
Mrs Louise Herbert
Mrs Nicholas Tripp
Mrs Wendy Laverick

Registered Charity Number: 1042551

National Confederation of Parent Teachers Associations Number: 12146

Independent Examiner:

Mrs Sarah Chalmers -Parent
Clyst St Mary Primary School, Clyst St Mary EX5 1BG

Banker:

Lloyds TSB Bank PLC, High Street, EXETER, Devon

The trustees are elected at the Annual General Meeting and serve until the commencement of the next Annual General Meeting.

2. Structure, governance and management

The accounts have been prepared in accordance with Charity Commission accounting policies and comply with the charity's governing document and the Statement of Recommended Practice, "Accounting and Reporting by Charities", issued in March 2005.

Clyst St Mary Parent Teacher Association is governed by its Constitution dated 13th September 1994. This is a Registered Charity -Charity No.1042551. The Charity is also known as Clyst St Mary PTFA. The Charity's principle object is to advance the education of pupils in Clyst St Mary Primary School.

New trustees are proposed and elected at the AGM or EGM. New trustees are given a verbal induction and advised to consult the Charity Commission website for further information. None of the Trustees has any beneficial interest in the Association

Committee meetings are held twice per term to which the membership is invited. The membership consists of all parents and/or guardian of pupils attending the school and all Teachers. All major decisions regarding the charity are made by the trustees at these meetings.

3. Objectives and activities

The charity's object and its principal activity is that The Clyst St Mary Parent Teachers Friends Association (PTFA) is a major provider of funds and equipment to the school.

The PTFA aid the school in other ways too - we provide refreshments for the Christmas and Summer School Productions and for Sports Day- where the PTFA gave each child an ice cream too! At Christmas we provide each child with a cracker and juice for their School Christmas Lunch!

4. Achievements and performance

During the last school year the PTFA have provided the school with many additional items:

The PTFA funds were raised from two well-supported and successful annual events Christmas Bazaar and the Summer Fete & Silent Auction and Summer Draw. Other fund raising was through: the production of Christmas Cards with each child's design, tea towels with children's artwork, raffles and prize draws at school events and selling the official school uniform. Uniform sales are solely organised by one parent Wendy Laverick - so a huge thank you from the trustees for all her hard work and commitment throughout the year.

During the early part of 2007 year, 2 parents kindly gave their time to run two amazing clubs for the school - our Gym Club (huge thank you to Nina Angus) and our Drama Club (big thank you to Angela Vergouwen.) The parents deserved a well earned rest and both clubs have now been passed onto commercial enterprises.

5. Financial review

PDF file2005-2007 Accounts (pdf)


The Statement of Financial Activities indicates an income of £14,370 and expenditure of £12,305 with variance £2,064 carried forward for expenditure in the following year.

It is the trustees' intention to maintain cash reserves equivalent to at least three months running costs or a minimum of £1000. Whilst the level of cash reserves at the 31st August 2006 are satisfactory, the trustees consider that it will be necessary to hold further fund raising events in the forthcoming year in order to support further projects within the school in accordance with furtherance of its main object.

A huge thank you to the trustees who have worked tirelessly for the last two years raising money for the charity. A huge thank you too to Mrs Herbert and her staff for their support and assistance and to all the pupils and parents who have committed time and effort to the PTFA events over the last two years.

..................................... 23 June 2008

Signed by Mrs Debbie Parnall -Chairperson 2004-2008

Year Ended 31st August 2006

1. Legal and Administrative Information

Registered Office for the Charity:
Mr Malcolm Riley - Honorary Treasurer
26 Clyst Heath, Exeter EX2 7TA

Principle Office for the charity:
Clyst St Mary Primary School
The Village, Clyst St Mary, Devon EX5 1BG

Trustees:

Mrs Debbie Parnall - Chairperson
Mrs Tina Fairman - Vice Chairperson
Mr Malcolm Riley - Joint Honorary Treasurer
Mrs Sharon Gove - Joint Honorary Treasurer
Mrs Nina Angus - Joint Honorary Secretary
Miss Verity Charles - Joint Honorary Secretary
Mrs Louise Herbert
Mrs Nicholas Tripp
Mrs Wendy Laverick
Mrs Kim Metters (to 1st May 2006)

Registered Charity Number: 1042551

National Confederation of Parent Teachers Associations Number: 12146

Independent Examiner:
Mrs Sarah Chalmers -Parent
Clyst St Mary Primary School, Clyst St Mary EX5 1BG

Banker:

Lloyds TSB Bank PLC, High Street, EXETER, Devon

The trustees are elected at the Annual General Meeting and serve until the commencement of the next Annual General Meeting.

2. Structure, governance and management


The accounts have been prepared in accordance with Charity Commission accounting policies and comply with the charity's governing document and the Statement of Recommended Practice, "Accounting and Reporting by Charities", issued in March 2005.

Clyst St Mary Parent Teacher Association is governed by its Constitution dated 13th September 1994. This is a Registered Charity -Charity No.1042551. The Charity is also known as Clyst St Mary PTFA. The Charity's principle object is to advance the education of pupils in Clyst St Mary Primary School.

New trustees are proposed and elected at the AGM or EGM. New trustees are given a verbal induction and advised to consult the Charity Commission website for further information. None of the Trustees has any beneficial interest in the Association

Committee meetings are held twice per term to which the membership is invited. The membership consists of all parents and/or guardian of pupils attending the school and all Teachers. All major decisions regarding the charity are made by the trustees at these meetings.

3. Objectives and activities

The charity's object and its principal activity is that The Clyst St Mary Parent Teachers Friends Association (PTFA) is a major provider of funds and equipment to the school.

The PTFA aid the school in other ways too - we provide refreshments for the Christmas and Summer School Productions - and for the Sports Day the PTFA give each child a bottle of frozen water and an ice cream too! We provide Healthy Eating Breakfasts for the Year 6 SAT's children each summer and each Christmas we provide every child in the school with a cracker and juice for their Christmas Lunch.

4. Achievements and performance

During the last school year the PTFA have provided the school with many additional items:

The PTFA funds were raised from two well-supported and successful annual events- the Christmas Bazaar and our annual Summer Fete & Silent Auction with Summer Draw. We also ran a Santa Flight, made Christmas Cards with each child's design, held Halloween & Easter children's discos, produced football shirts and held a Chefs evening.

In addition: we raised money by selling the official school Uniform (huge thank you to Wendy Laverick). Two parents kindly give up their time to run 2 amazing clubs for the school - a Gym Club (huge thank you to Nina Angus) and a Drama Club (another big thank you to Angela Vergouwen.) The funds from these clubs are put through the PTFA to benefit the children that attend these clubs.

5. Financial review

PDF file2005-2007 Accounts (pdf)


The Statement of Financial Activities indicates an income of £16,357 and expenditure of £15,658 with variance of £699 carried forward for expenditure in the following year.

It is the trustees' intention to maintain cash reserves equivalent to at least three months running costs or a minimum of £1000. Whilst the level of cash reserves at the 31st August 2006 are satisfactory, the trustees consider that it will be necessary to hold further fund raising events in the forthcoming year in order to support further projects within the school in accordance with furtherance of its main object.

A huge thank you from the trustees to all the volunteers which include all pupils, their parents and all the teachers for their hard work, time and commitment and without who's continued support the trustees could not make these fundraising events possible.

.................................. 29 February 2008

Signed by Mrs Debbie Parnall -Chairperson 2004-2008