## **Trustees’ Annual Report for the period** ## **From 01/09/2023 To 31/08/2024** ## **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 – Following the success of
bringing back the School disco in 2022 the
PFA widened attendance of the event in
2023 to include Years 5 and 6, creating
extra income. This was very popular with
95% attendance across all the years (R-6).| |||100 Club – Although the number of
participants fluctuates through the year, 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 £17,000, 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, generating more income.
However with higher costs, the funds
raised were equivalent to the previous
year. There were visitors from the School
community but also the general public.
The now bi-annual Comedy night was
undertaken this year and was a great social
event for parents, friends and teachers
alike, but doesn’t produce a great profit.
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 £11,863 for
equipment and activities.
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:
Green Power Car Racing Kit – allow pupils
at the Senior School to design,
build and race a green powered car.
Prep School Play Equipment - to ensure
broad playing options at
play time.
Books for Prep School Library - non-fiction
books to help replace well used books.
PlayStation 5 – For use by the boaders in
the Senior School
Year 6 Leavers Yearbooks – now a regular
feature on the donations from the PFA, the
Yearbooks for the Year 6 leavers from the
Prep School| Stables Nursery library corner - creation of a Library Corner in the hub area at Stables Nursery. Stables Nursery Sensory garden Cricket Covers – Mobile cricket pitch covers for Prep and Senior schools to protect the pitches from inclement weather. Lego / Construction / Building Kits – for the Prep School. 3D Printing Pens Meat Grinder – for use within the Senior School Pickleball Equipment – Pickleball sports equipment for the senior school. Drums for KS3 Music 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: **----- Start of picture text -----**
Achievements against Para 1.41
objectives set
Performance of fundraising
activities against objectives Para 1.41
set
Investment performance Para 1.41
against objectives
Other
**----- End of picture text -----**
## **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. The value is also higher than in
previous years as we have held back some
funding for the possible refurbishment of an
area of the School to be used as a PFA
hub / new School Uniform shop. 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 October 2024.| |---|---|---| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|There is a PFS reserves policy which
states that The PFA retains no less than
£3,000 every financial year to cover
expenses for the following year. The
Reserves policy is reviewed annually after
the end of the financial year and may be
changed if appropriate. This review should
occur prior to the AGM and be reagreed at
the AGM.| |Amount of reserves held|Para 1.22|£26,214| |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|Resigned 16/10/2024|Head of Prep School| ||Phillipa Archer|Trustee|Appointed 16/10/2024|Head of PrepSchool| ||Adam Geering|Trustee and
Treasurer|Appointed 13/10/22
Resigned 22/11/23|Election by members| ||Henrietta Sawdon|Trustee and Chair||Election byMembers| ||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)**|**Signature(s)**| |---|---| |**Full name(s)**|**Full name(s)**Rozalind Booth| |**Position (eg Secretary,**|Treasurer and Trustee| |**Chair, etc)**|| ||| |**Date**|9thOctober 2024| ## **The Ashford School Parents and Friends Association** ## **Income and Expenditure Account Year ended 31/08/24** |**The Ashford School Parents and Friends Association**
**Income and Expenditure Account**
**Year ended 31/08/24**|||||| |---|---|---|---|---|---| |**Social Events**
Christmas Fair
Comedy Night
125th Anniversary Ball
School Disco
Coffee Box Events
Wreath Making
**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
Coffee Machine Repair
Sundry / Equipment Purchased
**Surplus (Deficit) for year**|**Income (£)**
**Expenses (£)**
8,734
3,472
3,031
3,125
-
-
2,058
1,133
6,090
2,664
989
805
**2024**|**Surplus/(Deficit) (£)**
5,262
(94)
-
925
3,426
184
9,703
477
63
(1,798)
(1,258)
2,459
6,474
**17,378**
(11,863)
(153)
(100)
(79)
(332)
5,183|**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)| ||20,902
11,199
477
-
63
-
-
1,798||30,683
642
104
-|18,862
-
-
1,386|| ||540
1,798
5,135
2,676||746
4,785|1,386
2,547|(640)
2,238
4,650
**18,069**
(19,895)
(182)
(2,008)| ||6,569
95||6,615|1,965|| ||||||| ||33,146
15,768||42,829|24,760|| ||-
-
-
11,863|||2,500
17,395|| ||-
153
460
560
-
79|||140
42|| ||||||| ## **The Ashford School Parents and Friends Association Balance Sheet Year ended 31/08/24** |**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|**2024**
35,993
1,315
100
-
37,408
11,195
11,195
26,213
21,030
5,183
26,213|**2023**
26,061
4,243
585
1,959
-| |---|---|---| |||32,848| |||11,818| |||11,818| |||21,030| |||23,038
(2,008)| |||21,030| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Exaniiner's Report Report to the trust6es I klK Asfifd On accounts for the year ènded 5( - 08-202Lt Charlty no (rf any) Ic)29141 8et out on pages I report to the trustees on my examlnation of charity (Ihe Trusf) for the year ended 31 As the chaiitys trustees, you are responsible for the preparation of the accounts In aCc(￿danCe with the requirements of the Charlties Act 2011 (Ihe Acr). Rasponslbllltles and bas18 of report hea unts of the abov8 I report In respect of my examination of the Twsys accounts carried out under section 145 of th8 2011 Act and in carrying out my examination, I have followed all the applicab18 Directions given by th8 Charity Commission urKler section 1445)(b) of the Independont rrhe charitys examlnevs statsment underta ncome ex e examlnation b ap ble listed body]J. 50,000 and I eing a qualified q￿ed to te[]Mnotap ble. er of [ins8rt nam8 of I have com ￿eted my examination. I confirm that no material matters hav8 come to my attentlon In connection with the examination (vther d1￿19￿￿.) 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 Ac(" or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements Ccinceming the form and content of accounts set out in the Charities (Accounts arKI Reports) Regulations 2008 other than any requirement that the accounts give a Irue and fairf view whlch is not a matter considered as part of an independent examination. I have no concems and have come across no other matters in connection with Ihe examination to which attention should be drawn in this report in ordér to enable a proper understanding Of the accounts to be reached. . Please dele e words in the brackets rfthey do not apply. Signed: Nama: Relevant prof8sslonal quallfiGatlon{s) or body IER Oct 2018 (if any): Addre88: Section B Disclosure Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: direth'ons and guidance for examiners). Giva here brfef details of any Items that the examlner Wlshes to dl8cIoga. IER Oct 2018