## **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.| |---|---|---| |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 a￿OuntS 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 attent￿On 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