**St Polycarp’s PTA – Annual General Meeting Minutes Thursday 18th September 2025, 7:30 pm – Main Hall (Prosecco & Pizza)** 

## **1. Welcome and Introductions** 

Kim Sweeting welcomed everyone and thanked members for attending, noting this was the best-attended AGM in memory (30 audience members)– a sign that the PTA’s purpose is widely supported. 

She extended a warm welcome to: 

- Friends from the Mubarak Mosque 

- Our new Headteacher, **Martyn Peebles** 

- **Martin Par** , Chair of Governors 

KS reminded everyone that the evening was about **celebration and collaboration** 

## **2. Apologies for Absence** 

- Naomi Lowe 

## **3. Approval of Previous AGM Minutes** 

All committee members confirmed the minutes from the last AGM as a true and accurate record. 

## **4. Chair’s Report** 

NH (Co-Chair) reflected on a wonderful year. Rather than take her word for it, she shared a video featuring photos of children and families at events, amounts raised, and children’s feedback. 

She thanked everyone for their hard work in making events happen and looked forward to the Treasurer’s final financial update. 

**Key Achievements** – Fundraising covered the cost of the AV equipment for Pope Hall (as agreed at the last AGM) and also funded: 

- Additional play equipment for lunchtimes 

- Presents from Santa 

- Glockenspiels & music stands 

- Repairs to EYFS play area musical equipment 

- Travel mugs for all staff 

- Year 6 leavers’ hoodies, play costs, and a contribution to the leavers’ party 

- • A new wheelbarrow and trolley for Mr Visioli 

**Lessons Learned** 

What worked well: 



- Timely donations & mufti requests (e.g. Halloween sweets amnesty, unwanted Christmas gifts – Fireworks mufti raised £280) 

- Use of PTA events website 

- PTA entrepreneurs’ initiative 

- Grant applications 

- Continued community growth & support (prizes, donations, event presence) 

Areas for improvement: 

- Order big-ticket items (e.g. inflatables) earlier for choice and better value 

- Grant applications are a bigger opportunity than expected – hence the new role of **Grants Officer** 

- Careful event timing is crucial 

## **5. Treasurer’s Report** 

Owen Sogeler reported: 

- **Income (2024–25): £26,400** 

- **Profit: £19,000** 

A slide showed income/profit per event, with colour coding for the biggest earners. Members applauded. 

**Highlights** : Discos, movie nights, and the Summer Picnic. 

## **Current Holdings** : 

- Main account: £13,058 

- Savings: £45 

- Cash: £420 

OS explained that earlier in the year, the PTA reviewed operational costs and decided to close the reserves account, passing funds to the school. A new reserves policy is now in place. 

**Independent Examiner** : As income exceeded £25,000, an independent examiner must be appointed. The Treasurer at South Farnham Primary will review our accounts. 

**Discussion** : SW asked about moving funds to a higher-interest account. OS confirmed this is unnecessary given our constitution and reserves policy. 

## **Treasurer’s Reflections** 

   - QR codes have improved payment speed and transparency at events 

   - Continued progress on reducing event costs 

- Regular governance and money visibility enabled more funds for school 

- **Goals for 2025–26** 

   - Move accounts to Google Drive for full committee access 



- Work with South Farnham to adopt templates 

- Obtain a debit card 

## **6. Review of Governance Policies** 

The Secretary confirmed that all key governance policies had been reviewed. 

Earlier in the year, the committee conducted a full constitution review. The Charity Commission confirmed no changes were required. Naomi Lowe has now been appointed as **Governors’ Liaison** . 

The **Reserves Policy** was reviewed and approved. Members were reminded to return **Registers of Interest** . 

## **7. Headteacher’s Address** 

Martyn Peeples thanked the PTA and emphasised the vital role it plays in the school’s success. He praised the generosity and community spirit of members, noting the school could not operate at the same level without the PTA. 

He also thanked **Sophie (Year 2 teacher rep)** for her commitment, particularly as she does not have children at the school. 

**Funding Priorities for 2025–26** : 

- A Sensory Garden – to progress the scheme of works 

- A better lost property storage and retrieval system 

## **8. Election of Officers and Committee Member** 

**Co-Chairs** – Zoe & Naomi (re-elected) **Treasurer** – Owen (re-elected) **Secretary** – Kim (elected) 

## **Committee Members** : 

|Carly (Uniforms)|Tally|Sophia|
|---|---|---|
|Ben (Health and safety)|Shaunie|Katie|
|Jordan(deputytreasurer)|Gemma|Cliflyn|
|Emma(Grants officer)|Eileen|SophieMurphy (Teacher rep)|



All members were formally proposed and seconded. 



## **9. Plans for the Year Ahead (Open Discussion)** 

Over pizza, members discussed fundraising ideas: 

## **Events Calendar Ideas** 

- School discos directly after school – supported in principle (to be reviewed by staff) 

- Adults’ “green room” waiting lounge – mixed views, further discussion needed 

- Farnham Roundtable fireworks – school earns a donation based on volunteer numbers 

- Donkey rides at events (to be explored, noting past challenges with reindeer) 

- Valentine’s Barn Dance 

- Revisit “Mums’ Movie Night” (no consensus yet) 

- Bigger World Book Day celebration – e.g. Winter Warmers, pocket-money book sale, Narnia wardrobe entrance 

- “Yes Day” to return 

## **10. Any Other Business** 

- **Eileen** – Auction a car parking space (well received) 

- **Sophia** – Fund trophies for the Daily Run (supported by Headteacher) 

- **Eileen/Emma** – Explore company fundraising matches to raise PTA’s charity profile 

- **Sophia** – Half marathon fundraiser 

- **Sebina** – Reminder of Dan’s 74-mile bike ride 

- Other ideas: Golden Ticket raffle, golf event, more muftis 

## **11. Date of Next Meetings** 

- Governance: Tuesday 13th January 

- April – TBC 

- July – TBC 

## **Closing Remarks** 

Naomi (now in her 4th year on the committee) spoke about her passion for the PTA and excitement for the year ahead. 

Zoe thanked everyone for their hard work and looked forward to raising funds while creating fantastic, memorable events for children and the wider community. 

## **Meeting closed at 9:15 pm** . 



FARNHAM
PTA FINANCES 2024-25

TOTAL
INCOME: £261400
EVENT PROFIT: £19,000

|**Autumn Disco**|£1,799|£279|£1,502|
|---|---|---|---|
|**Drinks/Uniform Sale**|£595|£25|£569|
|**Movie night**|£1,614|<br>£190|£1,423|
|**Tea Towels**|£560|£318|£241|
|**Xmas fair**|£5,664|£811|<br>£4,853|
|**Xmas Cards**|£1,908|<br>£1,562|£345|
|**Fr Nivengift**|£850|£850|£0|
|**Fund Raisin**|£842|£43|£799|
|**Quiz Night**|£1,567|£859|£708|
|**Spring Disco**|£1,856|£482|£1,374|
|**Summer Fair 25**|£7,931|£1,688|£6,171|
|**Poly's Lollies**|£835|<br>£203|<br>£632|
|**Summer Picnic**|£431|£0|£431|
|||||
|**Grand Total**|**£26,452**|<br>**£7,310**|**£19,048**|
|**Change**|**+9.8%**|**-25.6%**|**+29.5%**|





## PTA Contributions to St Polycarps ‘24-25: 

|General Funding October 2024|£5,000|
|---|---|
|Sensory Garden|£500|
|PTA Printing Cost|£400|
|Mario’s Tools|£400|
|General Funding April 2025|£8,600|
|Yr 6 Hoodies & party|£2,059|
|School AV Equipment|£15,000|
|||
|**TOTAL FUNDED:**|**£31,959**|





## Current of holdings 

|Current account|£13,058|
|---|---|
|Savings account|£45|
|Cash|£410|
|||
|**TOTAL:**|**£13,513**|





## Lessons learnt 

- The use of tickets has significantly reduced the amount of cash needed. Still nothing bigger than a £10 is needed. 

- Continue to use the QR codes for different events/stalls. Better visibility of where the money is coming in from. Over time people will become more familiar with them. 

- Keep the focus on costs 

- Regular updates on the bank status has helped us donate more to the school 



## Goals for ’25-’26 

- Move our internal accounts to the google drive. Better visibility 

- Use the same format for the accounts as that used by South Farnham. Easier to read and better for checking account at the end of the year. 

- Get a Debit card!!! 




## **Independent examiner's report on the accounts** 

## **Section A                        Independent Examiner’s Report** 

**Report to the trustees** Charity Name St Polycarps School Parent Teacher Association **On accounts for the year** 31[st] of August 2025 **Charity no** 1017892 **ended (if any) Set out on pages** (remember  to include the page numbers of additional sheets) 

**Report to the trustees** 

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended **31 / 08 / 2025** . 

**Responsibilities and** As the charity's trustees, you are responsible for the preparation of the **basis of report** 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** [The charity’s gross income exceeded £250,000 and I am qualified to **examiner's statement** undertake the examination by being a qualified member of [insert name of applicable listed body]]. _Delete_ [ ] _if not applicable._ 

I have completed my examination.  I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect: 

- the accounting records were not kept in accordance with section 130 of the Charities Act; or 

- the accounts did not accord with the accounting records; or 

- • the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination. 

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. 

* _Please delete the words in the brackets if they do not apply._ 

**Signed:** KHavelock **Date:** 29/06/2026 **Name:** Katrina Havelock **Relevant professional** Treasurer **qualification(s) or body** 

1 

**Oct 2018** 

**IER** 



## **(if any):** 

**Address:** 14 Stable Place Bordon GU35 0GL 

## **Section B                           Disclosure** 

Only complete if the examiner needs to highlight material 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 

**Oct 2018** 

**IER**