Trustees’ Annual Report for the period
From 01/09/2022 To 31/08/2023
Charity name: The Ashford School Parents and Friends Association
Charity registration number: 1029241
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 all round development of pupils attending Ashford School in any of its constituent parts by engaging in any activities which support the school. To promote the experience of pupils attending the school. To encourage the relationship between Ashford School and the wider community and to support the schools strategic direction. |
| 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 main activities undertaken by the PFA for the period were: Christmas Fair - This has become an annual event hosted by the PFA which is open to the whole school community and the general public. Small local businesses have stalls at the event to advertise and sell their products. The Coffee Box – The PFA run a regular morning a week of selling coffee and other hot drinks from the horse box. The Coffee Box has also hosted other events this year. Various Sports Days selling cakes and drinks. End of Half Term treat sales selling treats such as hot chocolate, lollies and candy floss at the end of each half term and also Arts Week – selling alcoholic drinks, soft drinks and snacks to parents attending the Arts Week events. The Coffee Box has been very well received and helps keep the PFA visible at the Schools. School Disco – The PFA have brought back the annual School disco for Prep School. This was very popular with 95% attendance across all the years (R-4). Following this success the November 2023 will also include years 5 and 6. |
| 100 Club – Although the number of participants has reduced slightly, the 100 club is still a popular and profitable venture. Uniform Shop – The PFA runs the secondhand uniform shop which sells good condition secondhand uniform. Parents donate uniform and the profits made on sales go directly to the PFA to generate funds. The shop provides an invaluable service to parents. This uniform shop turnover has been impacted in part by the decision to slim down the stock and keep in storage rather than having a dedicated shop area, however, it is still a very profitable initiative. Christmas Cards – The PFA ran the popular Christmas Card event again this year where each child’s artwork was made into Christmas Cards, which parents could purchase to help raise funds for the PFA. Wreath Making Workshop – Members spend an evening with a florist learning the skill of wreath making. This has proved a very popular and profitable evening. |
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|---|---|---|
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | In dealing with the Charity, the trustees have had due regard to the guidance issued by the Charity Commission as regard to the public benefit. Each trustee has received and read the guidance “Public benefit” – PB1, PB2 and PB3. The trustees would like to thank all the volunteers who have supported the PFA this year without who many of the events held and the running of the school uniform shop would not have been possible. |
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 | During the year the PFA has made a surplus of over £18,000, raising these funds from social events, donations, 100 club draws and secondhand uniform shop sales. The Christmas Fair built on the success of the previous year raising over £1,400 more than the previous year. There were visitors from the School community but also the general public. The 125thAnniversary Ball was a big undertaking which took a lot of effort from members of the PFA. The event was a huge success and very enjoyable, marking the 125thAnniversary of Ashford School. Both these events and others like them during the year are great achievements for the PFA in terms of meeting our objectives of encouraging a relationship between Ashford School and the wider community as well as raising funds to enhance the development of the children attending the School. This year the PFA have made donations to the School directly of £17,395 for equipment and activities. They have also made a donation to the Ashford School Foundation of £2,500. Donations to the School were used for the following items, all of which enhance the School experience for the pupils and enrich the activities they partake in: Update of the Quad play area – for Pre- Prep children – enhancing the Quad area and making play time more interactive Swimming lane lines and starting blocks – Senior School – upgrading the swimming pool for better competition equipment Canopy for the Forest School - Prep School – this will allow the Forest School area to be utilised more fully even during inclement weather Netball post protectors and hockey goals - refreshing the look of the sporting courts and pitches |
Bean bags in the Global Perspectives area, allowing the children a comfortable and quiet area to relax Equipment to host a School Colour Run – a fun way to end the Summer term The items purchased from the donations will support the education and welfare of pupils attending Ashford School and other groups using the facilities.
Additional information (optional) You may choose to include further statements where relevant about:
| Achievements against objectives set |
Para 1.41 | |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | |
| Investment performance against objectives |
Para 1.41 | |
| Other |
Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The charity has ensured that its financial position and closing funds remain buoyant this year and similar to the previous year. Funds carried forward are to ensure that the PFA has enough working capital to fund future fundraising and to ensure the long-term viability of the PFA. The amount of available funds will also be used when reviewing funding requests from the School at the AGM in November 2023. |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | There is no policy to accumulate funds for reserves and the PFA has actively sought to donate funds regularly to the School for all funding requests to ensure all money raised by the PFA is donated back to the School within reasonable timescales. |
| Amount of reserves held | Para 1.22 | £21,030 |
| Reasons for holding zero reserves |
Para 1.22 | N/A |
| Details of fund materially in deficit |
Para 1.24 | N/A |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | N/A |
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 | |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| 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 | The Charity is governed by the constitution adopted 6thOctober 1993 as amended by resolution dated 16thOctober 2008 as amended by resolution dated 8thNovember 2011 as amended by resolution 18th November 2020. |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Association of members |
| 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 | Trustees are appointed by election of the members at the AGM which is held annually in the Michaelmas term. |
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
| Charity name | The Ashford School Parents and Friends Association |
|---|---|
| Other name the charity uses | |
| Registered charity number | 1029241 |
| Charity’s principal address | East Hill Ashford Kent TN24 8PB |
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) |
|---|---|---|---|---|
| Michael Hall | Trustee | Head of Ashford School | ||
| Nicholas Tiley- Nunn |
Trustee | Head of Ashford Prep School | ||
| Adam Geering | Trustee and Treasurer |
Appointed 13/10/22 Resigned 22/11/23 |
Election by members | |
| Henrietta Sawdon | Trustee and Chair | Election bymembers | ||
| Sarah Kershaw | Trustee and Deputy Chair |
Resigned 25/04/23 | Election by members | |
| Leeann Royle | Trustee | Resigned 25/04/23 | Election bymembers | |
| Antony Royle | Trustee and Treasurer |
Resigned 13/10/22 | Election by members | |
| Rozalind Booth | Trustee and Treasurer |
Appointed 22/11/23 | Election by members | |
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
Description of the assets held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for 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
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 |
||
|---|---|---|
| Rozalind Booth | ||
Treasurer and Trustee |
||
| 20thMarch 2024 | ||
| 20thMarch 2024 |
The Ashford School Parents and Friends Association Income and Expenditure Account Year ended 31/08/23
| Social Events Christmas Fair Comedy Night 125th Anniversary Ball School Disco Coffee Box, Sports Days and Arts Week Wreath Making Evening Total Other Initiatives Christmas Cards Amazon / Give as You Live Yearbooks Total 100 Club Secondhand Uniform Shop Net Surplus/(Deficit) Donations Made: Ashford School Foundation Ashford School PFA Funded Equipment / Events Operating Expenses Parentkind Membership Sundry / Equipment Purchased Surplus (Deficit) for year |
Income (£) 7,231 - 16,157 1,231 5,247 817 |
Expenses (£) 1,783 - 13,484 714 2,201 680 2023 |
Surplus/(Deficit) (£) 5,448 - 2,673 517 3,046 137 11,821 642 104 (1,386) (640) 2,238 4,650 18,069 (19,895) (182) (2,008) |
Income (£) 6,375 4,334 - - - 630 |
Expenses (£) 2,305 3,673 - - - 440 2022 |
Surplus/(Deficit) (£) 4,069 661 - - - 190 |
|---|---|---|---|---|---|---|
| 30,683 642 104 - |
18,862 - - 1,386 |
11,339 448 8 407 |
6,418 - - 1,279 |
4,920 448 8 (872) |
||
| 746 4,785 |
1,386 2,547 |
863 4,876 |
1,279 2,603 |
(416) 2,273 |
||
| 6,615 | 1,965 | 7,522 | - | 7,522 | ||
| 42,829 | 24,760 | 24,601 | 10,300 | 14,301 | ||
| (2,500) (17,395) |
- (32,019) |
|||||
| 140 42 |
128 750 |
(32,019) | ||||
| (878) (18,597) |
The Ashford School Parents and Friends Association Balance Sheet Year ended 31/08/23
| Current Assets Ashford School PFA Current Account Ashford School PFA 100 Club Account Cash in Hand Debtors Accrued Income Current Liabilities Provision for Payment / Payments on Account Net Current Assets Represented By: Total Funds Brought Forward Net Movement in Funds - Surplus / (Deficit) Total Funds Carried Forward |
2023 26,061 4,243 585 1,959 - 32,848 11,818 11,818 21,030 23,038 (2,008) 21,030 |
2022 28,349 1,711 30 - 448 |
|---|---|---|
| 30,538 | ||
| 7,500 | ||
| 7,500 | ||
| 23,038 | ||
| 41,635 (18,597) |
||
| 23,038 |
CHARITY (OMMISSION i FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report lo the trustees On aecounts tor the year ended - 0 ?-2Ci25 Charlty no Ilf 4nyl Ic)2 Set out on pages I report lo the trustees on my examination of the accounts of the above chanly I'the Twsl") for the year ended 3110812023. Responsibllltles and basis of report As the charity'8 Iruslees, you are responsible for the preparation of th8 accounts in accordance wrth the requirements of the Charities Act 2011 I'the Acl'l, I report In respect of my examinallon of the Trust's accounts carried cul under section 145 of Ihe 2011 Act and in carrying oul my examination, I have followed all the applicable Directions given by Ihe Charity Commission under section 1451511bl of ltte Act. Independent 11 have completed my examinallon. I confirm that no material matters have •xamln•r's statsm•nt come 10 my attention in connecllon with the examination (other than that disclosed below ') which gives me cause lo believe that in. any material respect.. the accountlng records were not ke in a¢¢ordance with section 130 of the Charrties Act.. or the accounts did not accord with th8 accounting records.. or the accounts did Trol comply with the applicable requirements concerning the form and conlenl of aOuntS set out In the Charllles (Accounts and Reports) Regulations 2008 other than any requlremenl that the accounts give a 'lrue and fair, view which is nol a matter considered as part of an indépendent examination I have no concerns and have come across no other matters in connectlon with thè examination lo which attentOn should be drawn in this report in order to enablè a proper underst8ndlng of thè accounts to be reached. Sign•d', Dat•: - o£-Zo Name: Relev#nt profèssional quallflcationlsl or body IER Oct 2018
Ilf any): Address: LC)L )ASl4 IPP Section 8 Disc105ure Only complete if the examiner needs lo highlight maler1al mallers of concern (see CC32. Independent examlnalion of charty accounts.. directlons and guidance fo¥ examinersl. Give h•re brief d¢tsll8 of any Items that th• examiner wishes to disclose. IER Oet 2018