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2023-08-31-accounts

Trustees’ Annual Report for the period

From: 01 SEPTEMBER 2022 To: 31 AUGUST 2023

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

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SORP reference
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Achievements and Performance Achievements and Performance 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 £5000 towards
growing Ivy around the decaying iron school
fences – significantly improving the
appearance of the school from outside an
providing a “protected playground” for all
children. This project was later entirely funded
by the school and the funds remain for future
school projects
The charity also committed £1223 for
replacement carpets for the Reception and
Year1 classrooms.
£5,500 for regular items and an extra £772 was
committed to entirely fund the school’s
Themed Weeks. £108 of this was paid in the
following school year.
Regular items were the usual Admin & Event
Expenses, the School’s Themed Weeks (Health,
Charity, Geography & Book Weeks), and the
traditional Year 6 Leavers Hoodies and leaving
school activities. Inflation was evident in the
costs for the Y6 leavers activities and the
expenditure was significantly higher than
previous years. This extra cost (£250) was met
my direct parent donations and the treasurer
recommends an amended budget for next year
of £2000.
Continuing on the success of last year’s events,
the PTA organised a number of school
community events such as:
Halloween and Easter Discos, Christmas Bazaar
and other festive activities, another Colour Run
and – most significantly – the return of the
School Summer Fete held in the school
playground.
All events were ran at profit, and Significant
fundraising events raised profits as follows:
1. Halloween Disco £1754
2. Christmas Events - £2406
3. Easter Disco - £1538
4. Bake Sales - £2278
5. Summer Fete £3882.
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 £600 total sponsorship was raised. A summer raffle was ran with prizes donated by local businesses. The proceeds are made to the accounts in the 2023-24 accounting year. 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. The Amazon Smile ceased to operate this year so this revenue stream will be lost in future years. Higher bank interest rates gave rise to higher interest payments on the reserve account this year (£54). The treasurer recommends holding more funds in the reserve account instead of the current accounts to take advantage of this. In total £5900 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		 Achievements against
objectives set		 Para 1.41 The outstanding £5000 committed last year for
the AV upgrades in the school halls was paid.
Many plays and performances take place in the
halls with parents as audience and the quality
of the experience is clearly a big improvement.
Funds were successfully raised to cover the
commitment to the ivy project however this
was cancelled and no further projects were put
forward by the Parents or the school. All
profits are held for new projects in the
following year
Performance of fundraising
activities against objectives
set		 Para 1.41 The charity aims to raise around £25,000 a
year. Events can suffer from a lack of
volunteers or bad weather however £20,129
profit was made from a total income of
£25,465 from fundraising events and donations
in the 2022-23 accounting year.
Investment performance
against objectives		 Para 1.41 N/A
Other

Financial Review

Financial Review
Review of the charity’s
financial position at the end
of the period		 Para 1.21 The charity is in good financial position at the
end of the year. Income greatly exceeded
expenses by £13,389 and total funds held were
£25,983.92.
From this, £1,545 is set aside for outstanding
payments, £979 income is expected from the
Summer Raffle, £5500 held for next year’s
regular items and £6000 reserve set aside for
the 2024/2025 preliminary SPSA budget.
This leaves £13,918 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. The budget for each year is now set
by the fundraising target of the current year and
updated as fundraisingtargets are reached.
Amount of reserves held Para 1.22 £6058.74 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 The charity is run 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 volunteers come
forward for committee and admin roles. Some
volunteers have been found. The current
Treasurer intends to step down after next year
and a replacement needs to be found.

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 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

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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Carolin Ghosh Chair Whole Year
2 Greig Montgomery Treasurer Whole Year
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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– 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

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Trustee name Dates acted if not for whole year
N/A
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Funds held as custodian trustees on behalf of others

Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A 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 Name Address
adviser
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) Greig John Ernest Montgomery Carolin Ghosh Position (eg Secretary, Treasurer Chair, etc) Date 21/6/2024

Southfield Parent Staff Association 1015206 Southfield Parent Staff Association 1015206 Receipts and payments accounts CC16a For the period Period start date Period end date To from 01/09/2022 31/08/2023

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Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Donations 6,131 - - 6,131 6,290
Donations Y6 Leavers Specific 250 - - 250
Fundraising Events 19,084 - - 19,084 24,001
Fundraising Events - Previous Year - - - - 327
Garden Maintenance Refund - - - - 329
SPSA Event Catering Sales - - - - 272
Themed Week Book Sales - - - - 318
Sub total (Gross income for
- - 25,465 31,537
AR) [ 25,465 ]
A2 Asset and investment sales,
(see table).
- - - -
Sub total - - - - -
Total receipts 25,465 - - 25,465 31,537
A3 Payments
Donation Expenses 231 - - 231 51
Fundraising Expenses 4,855 - - 4,855 9,557
Fundraising Expenses - Previous Year 691 - - 691 1,158
Classroom Redecorating - - - - 9,000
Curriculum Enhancement - - - - -
Garden Maintenance - - - - 1,995
Garden Maintenance Previous Year - - - - 441
Forest School - - - - -
Reading - Books - - - - -
SPSA - Admin Expenses 160 - - 160 427
SPSA - Event Catering - - - - 717
Staff Gifts - - - - 50
Themed Weeks 3,644 - - 3,644 3,618
Themed Week - Previous Year - - - - 531
Wishlists - - - - -
Year 6 Leavers 1,963 - - 1,963 1,767
2019-20 Y6 Leavers expense - - - - -
Sub total [ 11,544 ] - - 11,544 29,312
A4 Asset and investment
purchases, (see table)
YR & Y1 Carpet Replacement 1,223 - - 1,223 -
AV Upgrade - Previous Year 5,000 - - 5,000 -
Library Refurbishment - Previous Year - - - - 11,320
Sub total [ 6,223 ] - - 6,223 11,320
Total payments [ 17,767 ] - - 17,767 40,632
Net of receipts/(payments) 7,698 - - 7,698 - 9,095
A5 Transfers between funds - - - - -
A6 Cash funds last year end 18,285 - - 18,285 27,380
Cash funds this year end 25,983 - - 25,983 18,285
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CCXX R1 accounts (SS)

21/06/2024

1

Section B Statement of assets and liabilities at Section B Statement of assets and liabilities at the end of the period
Categories
Signed by one or two trustees on
behalf of all the trustees
B1 Cash funds
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B5 Liabilities
B3 Investment assets		 Paypal Account
Signature
Details
Current Account
Sunflower Account
Reserve Account
Details
Total cash funds
(agree balances with receipts and payments
account(s))
Details
Details
Details		 Unrestricted
funds
Restricted
funds
to nearest £
to nearest £
14,431
-
4,670
-
824
-
6,058
-
25,983
-
OK
OK
Unrestricted
Restricted
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)

21/06/2024

2

Jeffrey S Jones

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

18 July 2024

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 2022/23

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 2023.

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. 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

18 July 2024

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 required 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 1/9/22 to 31/8/23:

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 1/9/22 is correct Closing balance 31/8/23 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 1/9/22 is correct Closing balance 31/8/23 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 1/9/22 is correct Closing balance 31/8/23 is correct Deposits received from multiple parents.

School Year 22/23 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 2022/23 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

18 July 2024