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2022-08-31-accounts

Trustees’ Annual Report for the period

From: 01 SEPTEMBER 2021 To: 31 AUGUST 2022

Charity name: SOUTHFIELD PARENT STAFF ASSOCIATION (SPSA) Charity registration number: 1015206

Objectives and Activities

SORP reference
Summary of the purposes of
the charity as set out in its
governing document		 Para 1.17 To advance the education of the pupils of the
school by providing and assisting in the
provision of facilities for education at the
school (not normally provided by the Local
Education Authority) and as an ancillary
thereto and in furtherance of this object the
association may: (a) foster more extended
relationships between staff, parents and others
associated with the school and (b) engage in
activities which support the school and
advance the education of the pupils attending
it.
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		 The public benefit lies in the support the
charity provides to the pupils and staff of the
school by financing activities and equipment
both in the playground and in the classroom
which the local education authority is unable
to fund. As a result, the pupils go out into
society better educated and happier.
Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit		 Para 1.18 The Trustees are aware of the guidance on
public benefit and have taken this into account
when making decisions.

Additional information (optional) You may choose to include further statements where relevant about:

SORP reference
Policy on grant making Para 1.38
Policy on social investment
including program related
investment		 Para 1.38
Contribution made by
volunteers		 Para 1.38
Other

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 Funds were raised to commit £9000 to
Classroom and School Reception Redecoration
and £5000 for new AV Equipment for the
school halls. These projects were voted on by
school parents. The payment for the AV
Equipment was postponed until the next
school year.
The charity also committed £2000 for a
planned Wildlife Garden in the school
playground and £5,500 for regular items.
Regular items were Admin & Event Expenses,
the School’s Themed Weeks (Health, Charity,
Geography & Book Weeks), and the traditional
Year 6 Leavers Hoodies and leaving school
activities.
The PTA organised a number of school
community events such as: a start of year
Welcome Event, Pupil Art Sales, Summer
Treasure Trail around Chiswick, Chiswick Art
Prints, School Sports Day Catering & and end-
of-term “Class Bags” and a fun “Colour Run”
event. Parents and children were encouraged
to participate. All events were ran at profit.
Significant fundraising events raised profits as
follows:
1. Halloween Disco £1457
2. Christmas Events - £3361
3. Easter Disco & Raffle - £2068
4. Bake Sales - £2610
5. Fitness Challenge £535.
As well as raising funds, these are highly
enjoyable activities for the children and
parents and help to foster the good community
relationships we aim for.
Local businesses were invited to sponsor
events and £700 total sponsorship was raised.
We continued to encourage direct donations
through schemes such as Parentmail, PayPal,
Company Fundmatching & Standing Order.
The majority of the donations are made to the
Sunflower Fund account.
We also continued to raise awareness of our
School Lottery, Easyfundraising and Amazon
Smile which pay the charity a share of items
sold.

In total £6290 was raised through such Donations. The trustees and the school head believe the provision of the above projects significantly improve the school experience and education for the pupils and the fundraising and community events bring the school community together. The level of donations reflects the support the Charity receives from parents. A full breakdown of income and expenditure is available in section A3 of the accounts.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against
objectives set		 Para 1.41 The library project from the previous year went
significantly over budget. The committee had
£7325 set aside from the previous year’s
budget but decided that the PTA would cover
the extra £3995 of the project so as to entirely
fund the cost of the project. The new split-
level library is a fantastic addition to the school
with brand-new books and welcomed by all –
Total Capital Expenditure £11,320.
Performance of fundraising
activities against objectives
set		 Para 1.41 The charity aimed to raise £25,000. Not all
events took place due to a lack of volunteers
however £20,682 profit was made from a total
income of £31,537 from fundraising events and
donations in the 2021-22 accounting year.
Investment performance
against objectives		 Para 1.41 N/A
Other

Financial Review

Review of the charity’s
financial position at the end
of the period		 Para 1.21 The charity is in reasonable financial position at
the end of the year. Previous years left excess
funds in our accounts, so agreed expenses
exceeded Income by £9,095 but total funds held
were £18,285.
From this, £5,960 is set aside for outstanding
payments, £5500 held for next year’s regular
items and £6000 reserve set aside for the
2023/2024 preliminary SPSA budget.
This leaves £825 in uncommitted funds
for future projects.
Statement explaining the
policy for holding reserves
stating why they are held		 Para 1.22 £6000 reserves are held in a separate account to
cover a future year’s regular items. This would
allow the charity to run and provide a small
budget for school activities and the Year 6
Leavers Activities without raising any funds in
that year. Unlike historical years, the budget for
each year is now set by the fundraising target of
the current year and updated as fundraising
targets are reached.
Amount of reserves held Para 1.22 £6004.50 held in the Reserve account – the extra
beinginterest accrued on the account.
Reasons for holding zero
reserves		 Para 1.22 Remaining funds for larger projects are not
transferred to our separate reserve account due
to additional administration involved without
online bankingavailable.
Details of fund materially in
deficit		 Para 1.24 None.
Explanation of any
uncertainties about the
charity continuing as a going
concern		 Para 1.23 Outside of regular expenses, next year the
charity will need to raise funds before
committing to any school projects. The chair
and Co-Chair stood down at the end of this
school year. A new chair was found, but the
charity is now ran by just two trustees. Although
the School Head and parents support the work
the charity does there is a risk the charity may
have to cease operating unless more volunteers
come forward.

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 The charity’s principal source of funds is
fundraising through events organised by the
charity with the help of other parents of the
school’spupils as described above.
Investment policy and
objectives including any
social investment policy
adopted		 Para 1.46 N/A
A description of the principal
risks facing the charity		 Para 1.46

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 Association
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 New trustees are appointed by existing
trustees to replace trustees departing when
their children leave the school. A vote is
required to confirm with a quorum of 14.

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 Relationship with any related parties Para 1.51 Other

Reference and Administrative details

Charityname Southfield Parent Staff Association
Other name the charityuses SPSA
Registered charitynumber 1015206
Charity’sprincipal address Southfield PrimarySchool,Southfield Road,London W4 1BD

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 (if any)
Alexandra Charles Chair Whole Year
GreigMontgomery Treasurer Whole Year
Marianna Herold Co Chair Whole Year
AmyMarshall Media Manager 31 Aug2020-Jan 2021

– Corporate trustees names of the directors at the date the report was approved

Director name N/A

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year
N/A

Funds held as custodian trustees on behalf of others

Description of the assets
held in this capacity		 N/A
Name and objects of the
charity on whose behalf the
assets are held and how this
falls within the custodian
charity’s objects		 N/A
Details of arrangements for
safe custody and
segregation of such assets
from the charity’s own
assets		 N/A

Additional information (optional)

Names and addresses of advisers (Optional information)

Names and addresses of advisers (Optional information) Names and addresses of advisers (Optional information) Names and addresses of advisers (Optional information)
Type of
adviser
Name
Address
BANK NATWEST 314 CHISWICK HIGH ROAD, LONDON W4 5TA

Name of chief executive or names of senior staff members (Optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)
Full name(s)
Position (eg Secretary,
Chair, etc)
Date
Greig John Ernest Montgomery Alexandra Charles

Treasurer
29/6/2023
29/6/2023

Southfield Parent Staff Association 1015206 Southfield Parent Staff Association 1015206

CC16a

Receipts and payments accounts

For the period Period start date Period end date To from 01/09/2021 31/08/2022

Section A Receipts and payments

A1 Receipts Unrestricted
funds
to the nearest £		 Unrestricted
funds
to the nearest £		 Restricted funds
to the nearest £		 Restricted funds
to the nearest £		 Endowment
funds
to the nearest £		 Endowment
funds
to the nearest £		 Total funds
to the nearest £		 Total funds
to the nearest £		 Last year
to the nearest £

Donations		 6,290 - - 6,290 3,795
FundraisingEvents 24,001 - - 24,001 17,564
FundraisingEvents - Previous Year 327 - - 327
Garden Maintenance Refund 329 - - 329
SPSA Event CateringSales 272 - - 272 -
Themed Week Book Sales 318 - - 318 -
Sub total(Gross income for AR) 31,537 - - 31,537 21,359
A2 Asset and investment sales,
(see table).
-
Sub total - -
Total receipts
A3 Payments
21,359

Donation Expenses		 51 - - 51 11
FundraisingExpenses 9,557 - - 9,557 2,856
FundraisingExpenses - Previous Year 1,158 - - 1,158 -
Classroom Redecorating 9,000 - - 9,000 -
Curriculum Enhancement - - - - -
Garden Maintenance 1,995 - - 1,995 -
Garden Maintenance Previous Year 441 - - 441 -
Forest School - - - - 1,000
Language - Spannish Lessons - - - - -
Laptops/Tablets/ICT/Computing - - - - 8,050
Miscellaneous School Expenses - - - - -
Lockdown Survival Kits - - - - 163
Music - Curriculum - - - - -
Reading- Books - - - - 6,000
SPSA - Admin Expenses 427 - - 427 192
SPSA - Event Catering 717 - - 717 -
Staff Gifts 50 - - 50 -
Themed Weeks 3,618 - - 3,618 1,995
Themed Week - Previous Year 531 - - 531 -
Wishlists - - - - -
Year 6 Leavers 1,767 - - 1,767 1,632
2019-20 Y6 Leavers expense - - - - 106
**Sub total ** 29,312 - - 29,312 22,005
A4 Asset and investment
purchases, (see table)
LibraryRefurbishment - 2,675
LibraryRefurbishment - Previous Year 11,320 -
**Sub total ** 11,320 2,675
Total payments
Net of receipts/(payments)
A5 Transfers between funds
A6 Cash funds last year end
Cash funds this year end
24,680
- 9,095 - 3,321
- -
27,380 30,701
18,285 27,380

Section B Statement of assets and liabilities at the end of the period

CCXX R1 accounts (SS) 1

29/06/2023

Categories
Signed by one or two trustees on
behalf of all the trustees
B5 Liabilities
B3 Investment assets
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B1 Cash funds		 Paypal Account
Details
Details
Details
Total cash funds
(agree balances with receipts and payments account(s))
Details
Current Account
Sunflower Account
Reserve Account
Details
Signature		 Unrestricted
funds
Restricted funds
to nearest £
to nearest £
9,940
-
1,381
-
959
-
6,005
-
18,285
-
OK
OK
Unrestricted
Restricted funds
to nearest £
to nearest £
-
-
-
-
-
-
-
-
-
-
-
-
Fund to which asset
belongs
Cost (optional)
-
-
-
-
-
Fund to which asset
belongs
Cost (optional)
-
-
-
-
-
-
-
-
-
Fund to which
liability relates
Amount due
(optional)
-
-
-
-
-
Print Name		 Endowment
funds
to nearest £
-
-
-
-
-
OK
Endowment
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of approval

CCXX R2 accounts (SS)

29/06/2023

2

Jeffrey S Jones

30 Kingscote Road Chiswick London W4 5LJ mrjefsjones@gmail.com 07740 422069

29 June 2023

Trustees Of Southfields Parent Staff Association SPSA (Charity 1015206)

Greig Montgomery (Treasurer) Caroline Ghosh (Chair) Southfield Primary School Southfield Road London W4 1BD

treasurer@southfeldpta.org.uk chair@southfeldpta.org.uk

Re Independent Examiner of Southfields Parent Staff Association SPSA (Charity 1015206) Accounts for the Year of 2021/22

Dear Trustees,

I report to the trustees on my examination of the accounts of the SPSA trust (the Trust) for the year ended 31 August 2022.

Responsibilities and basis of the report

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 all 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 in connection with the examination giving me cause to believe that in any material respect:

  1. accounting records were not kept in respect of the Trust as required by section 130 of the Act; or

  2. the accounts do not accord with those records. I have no concerns and have come across no other matters in connection with the examination to

which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Signed:

Jeffery Stewart Jones MBA London Business School 30 Kingscote Road London W4 5LJ

29 June 2023

Detailed Examiner Report & Records

I have followed the guidance CC23 Independent Examination of Charity Accounts Version June 2021. I make the following statements:

As the income recorded is over £25,000 and below £250,000 the charity is eligible for an independent examination.

As an examiner, I have no conflict of interest in carrying out this examination.

I confirm I have the ability, experience, and qualifications to conduct the examination. I have an MBA. have worked in investment banking and venture capital, and am a director and or chairman of multiple UK businesses.

Independent Examination Record & Report

As per the guidance, I am required to examine three areas:

1. Accounting Records Kept

2. Account Agreement With Records

3. The Format Of The Accounts Kept

Overall the account records are clear. The accounts agree with the records. The format of the accounts are clear and correct. I am satisfied that all matters are correct and operated in very good order.

There are no matters of material significance that give rise to my reporting the trustees to the Commission.

I would like to thank you for the hard work and time you have given to the SPSA in maintaining the accounts and the tremendous value to the school children of your work.

Detailed examination record and report is given below.

1 Accounting Records Kept

Two bank accounts are maintained at Natwest Chiswick Branch under the SPSA for historical reasons. Merging the bank accounts would risk losing regular donors and so this system of banking makes sense and should continue.

The SPSA also operates a PayPal Account to better facilitate some donations that are then swept into the Natwets bank account. I note that the PayPal account is charging commercial fees as despite the best efforts of the treasurer Payal have yet to accept the account is a charity and lower their fees.

The accounts details are:

I received the following items for the period 1/9/21 to 31/8/22:

I believe that this is a complete set of accounting records that are well-maintained, correct and in good order.

2 Account Agreement With Records

SPSA Account 600530 22561765

Opening Balance 1/9/21 is correct Closing balance 31/8/22 is correct Deposits agree with the records

3 cheque stubs reconciled with bank transaction values The purpose of the transactions were legitimate and of benefit to the charities objectives.

Sunflower Fund 600530 28761537

Opening Balance 1/9/21 is correct Closing balance 31/8/22 is correct Deposits agree with the records

3 cheque stubs reconciled with bank transaction values The purpose of the payments were legitimate and of benefit to the charities objectives.

Paypal SPSA Merchant ID 5AKBSE89WPEN6

Opening Balance 1/9/21 is correct Closing balance 31/8/22 is correct Deposits received from multiple parents.

Two payments were made

A website payment for £890 was made to Lucy Simpson 6/12/21.

A transfer to SPSA Natwest for £138.91 on 3/10/2021. This is recorded deposited in the Natwest Bank account on 4/10/21. The purpose of the web payment was legitimate and of benefit to the charities objectives.

School Year 21/22 Year Fundraising P&L Report

I validated six deposits recorded in P&L accounts and reconciled them with bank account deposits.

I validated six payments recorded in the P&L accounts and reconciled with bank withdrawals.

All payments I checked were in line with the purpose and objectives of the SPSA benefiting the students of the school.

Trustees Annual Report

The report is a true, fair, and complete reflection of the accounts and activities of the SPSA.

I believe that the accounts agree with the records.

3 The Format Of The Accounts Kept

The accounting format is clear and correct.

Conclusion

The trustees have made an assessment of the charity’s position as a going concern when approving the accounts.

No further analysis or explanation is required.

For the year 2021/22 as an independent examiner of the accounts and records of the Southfield Parent Staff Association Charity No 1015206, I am satisfied that the trustees have met and exceeded all the duties and obligations of the 2008 requirements as laid out in the CC23 Independent Examination of Charity Accounts Version June 2021.

This is the conclusion of my record and report.

Sincerely,

Jeffrey Stewart Jones

29 June 2023