2024-08-31-accounts

ESFA AGM Minutes and Treasurer’s Report

Wednesday 2[nd] October 2024

• Andrea (current Co Chair) welcome!

Firstly, a huge welcome to you all. It is great to see so many faces here this evening for the ESFA AGM. I want to start by opening our meeting by saying a giant THANKYOU to you all for all your hard work last year as it was a truly amazing year for fundraising with over £23,000 raised (Kerry and Cari will go into more detail about that in a minute).

The team has grown and that was one of the most important things we set out last September, I think that volunteers taking on specific roles/events has worked really well. We do have some gaps currently and at the end of July 25 which we will need to discuss and fill the gaps to keep things running smoothly.

We also have a huge volume of ESFA members who volunteered with us last year who aren’t here this evening and this is really one point that I really want to stress to us all…that every parent and guardian in the school is a part of ESFA automatically and I feel that the summer fete proved that point with what felt like hundreds of parents coming forward to volunteer and lots of them realising that we are just an ordinary bunch of people raising money and I really hope that this ‘vibe’ continues and as long as we make it open for everyone then hopefully our pool of ESFA members will continue to grow.

• Louise Pankhurst – welcome – huge thank you for your time and support as always. Covered ESFA perks such as entering for events early.

• Treasurer report Cari Barter (proposed by K Swannell Seconded by A Carlo) and last year’s overview Kerry. Discuss need for audit: yes, we will need one and Cari will ask her contact to carry this out. Everyone was happy for this lady to be asked. Annual return to be done after this. (Treasurer’s report is saved to ESFA Onedrive).

• £11K invoices have been received from school and Cari will reimburse ASAP; laptops & iPads, playground loose parts & books such as KS2 atlases and class novels.

• Election of officers: Sep 24 – Jul 25:

• Chairperson: Kerry Swannell (Proposed by C Barter Seconded by A Carlo)

• Secretary: Jo Anderton (Proposed by Vicky Pavlou, seconded by Rachel Boome)

• Treasurer. Cari Barter (Proposed by J Anderton Seconded by R Boome)

• Andrea Carlo stepping down as Co-Chair due to work commitments.

• Steph Turley & Vicky Trickett both expressed an interest to shadow the current chair with the view to stand next year.

• Year parent reps – did not cover this as we are going to have event champions instead. We know we have parents from every school year on the ESFA Decision Whatsapp group so communication will continue to be shared via the year whatsapp and FB pages.

• 2024/25 events, leavers opportunities;

EVENTS COMING UP – where we will need all hands-on deck

Been offered half price disco, shall we do one Nov/Dec?? - consensus was no we just do a disco in February as originally planned. Wasn't a great price and restricted to 2 hours.

2024

September – already had Wren’s picnic & team sports coming up – Kerry sorting and has helpers.

September-November – Asda CashPot – Kerry dealing & promoting - £402 to date.

October 7[th] & 8[th] - Used Uniform (Kate & Nikki) - also a swap shop for coats & wellies. A notice will go on the newsletter Friday and all Whatsapp and FBpages – please drop donations into the green bin, this will happen at the same time as used uniform sale. (Nikki has enough helpers)

October 11[th] – Lost property going out (Laura B) - anything left to used uniform or Rags

October – Rags2Riches (Kerry) - slideshow to be shown in assembly agreed with LP, empty bags & flyers to be sent out to all children. Kerry to ask Maths games helpers to assist with this on Tuesday (Non-claimed lost property and coats/wellies can go too). Collection 23 & 24[th] ask school where it can be stored & ask for helpers just to receive the bags as they come in.

October – Tea towels - (Vicky/Nikki/Jo) Vicky will sort this out with regards pricing etc, LP happy for this to start in the next couple of weeks.

November – order leaver’s hoodies & autograph books – Moving this to earlier in the year as VW has agreed children can wear on games day. Rachel to send out letters early November to have them January.

Early December – Used uniform combined with Xmas jumper swap.

Friday 6[th] December - Wrens Xmas event – Melissa and Andrea to run , need to discuss nearer the time what refreshments will be offered, will do pre-orders again. December – Advent Friday – Andrea, Louise & Steph to organise, ask for donations again

December – Santa Sleigh? – Chris Q – won’t be able to have this for a second year as they gave us a donation last year when the event couldn't happen due to bad weather and illness.

2025

Late January/Early February – used uniform

February – Disco – Kate & Louise Fletcher to run this, Kerry to book DJ. Proposed date 10[th] February.

March – World Book Day costume swap? school are running an Escape Rooms event which ESFA will fund

March – Quiz/bingo night - Kerry

April – cool car day - Are we doing this? Kerry – Undecided as this isn't on the curriculum and some of the car owners might not support after 4 years.

April – used uniform, summer dresses

– - – May 23rd Paultons Park/Legoland organise reduced price tickets for inset day didn't discuss

June – Summer Fete - Friday 20[th] June, reserve date 27[th] June.

June – Sports Day (dates please – LP doesn't know these yet) also put out used uniform

June/July - Ice Cream Friday’s - Rachel, shadowed by Vicki Trickett July – Leavers Disco 11[th] July – Kerry to book DJ July – Used uniform

Sponsored event? - ran out of time to discuss properly but general feeling is we can’t do this every year and still get the full support of the parents.

Current jobs:

Used Uniform: Kate P/Nikki - WE NEED A KATE REPLACEMENT Making hair bands & bows – Helena Pottle & co. Newsletter: Jo A Socials Distributions: Mel R Lost Property: Laura/Cathy P – Cathy can’t do anymore; Laura is happy to do on her own (with her family’s help) Quiz: Kerry Disco: Kate P – Louise Fletcher to take over next school year Ice Cream Friday: Rachel – Vicki Trickett to take over next school year Advent Friday: Andrea/Steph & Louise Cool Car Day: Kerry – don’t need a replacement as it won’t continue Wrens Xmas event: Mel & Andrea /Cari to wrap books Summer Fayre: All hands-on deck Sports day refreshments: Kerry – WE NEED A REPLACEMENT New Wrens talk: Andrea Sponsored events: Natalie N Raffle Prize collection: Laura B/Kate P Leavers Hoodies & autograph book organisation – Rachel – Mel & Vicky to shadow (Steph also wants to help) Leavers Disco – Kerry/Rachel - WE NEED A REPLACEMENT – Didn’t get chance to discuss this in detail. Shopping – Kerry/Rachel – WE NEED A REPLACEMENT Easy Fundraising – Kerry – will pass this to Cari

AOB

• Spending: Louise Pankhurst said they would like to invest in an ‘all weather’ strip of astroturf on the school field so the children can still play in wet conditions. It is not clear at this point if this will be allowed due to Planning Permission but LP will investigate. Escape Rooms at World Book Day; organised by school and ESFA to fund.

Ran out of time at this point so did not cover:

Suggestions for fundraisers

Magic show, outdoor cinema, net a duck, clothes bin, Xmas events, colour run if doing a sponsored event? Krispy Kreme. Mufti days – ask for £1 and use those funds to buy supplies for the next event.

Suggestions for spending

KS2 playground wall art work, planetarium, panto to come to school, pizza end of term, Bmth Natural Science Museum do school visits, cover costs of treats that school already give out? Decorate a donut.

In Attendance:

Louise Pankhurst Kerry Swannell Andrea Carlo Cari Barter Melissa Robilliard Vicky Pavlou Jo Anderton Steph Turley Jayne Louise Payne Nikki Douch Louise Fletcher Rachel Boome Vicki Trickett Kevin Simmons

Apologies:

Vanessa Webster Kate Poole Natalie Newman Laura Bartley

Epiphany School Friends Association - Treasurer’s Report Period 01/09/23 to 31/8/24 Prepared by Cari Barter (Treasurer) on 30/9/24

The cash balance as at the 1[st] September 2023 was £18,142

The following fundraisers were held during the school year and the amountsraisedwere:	The following fundraisers were held during the school year and the amountsraisedwere:
Sponsored event	£10,804
Summer fete	£6,122
Marwell	£972
Advent fridays	£955
Sports days	£927
Discos	£882
Summer ice-creams	£764
Quiz x2	£709
Wonka Event	£671
Cool Car Day	£617
Used uniform sales	£389
Lucky squares raffle	£352
Art projects for schools	£286
Cake sale	£156
DVD sale	£38
Easy Fundraising	£30

Plus:

Donation from the Rotary Club £250 Donation from Round Table £200 This is a total profit of £25,124

During this period, we have funded the following for The	Epiphany School:
Shed	£1,111
Wren’s Christmas Evening	£28
Kingfisher’s Easter eggs	£57
Outdoor play	£59
Books	£1,802
Wren’s Christmas books	£60
Parentkind & lottery licence	£173
Leaver’s disco, autograph books & hoody design work	£430
New freezer for ESFA shed	£150
Total Amount Funded £3,870

This leaves us with a cash closing balance as at the 31[st] August 2024 of £39,385

Expenditure invoiced to ESFA, not yet reimbursed for the current year are as: Event shelters £731

Books	£2,838
Additional agreed expenditure for the current year are:
IT – tablets and laptops	£5,876
Books	£1,347
Loose play	£454
Mini globes	£219

This totals £11,465 agreed for 2024/25 so far.

Proposed by: Kerry Swannell Seconded by: Andrea Carlo

CHARITY COMMISSION FOK INGLANI) AND WALF.S Receipts and payments accounts CC16a For the perlod from To Section A Receipts and payments Unrestricted funds Restrlcted funds Endowment funds Total funds Last year to the nearest to the nearest £ to the nearest £ to the nearest £ to the nearest £ A1 Receipts ndraising onations 28,951 1,204 28,951 1,204 tota ross Income or AR) 30,155 30,155 A2 Asset and investment sales, (see table). Total receipts 30,155 A3Pa ments Expenses 7,998 7,998 Sub total 7,998 7,998 A4 Asset and investment urchases see tsble Sub total Total payments 7,998 7,998 Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end 22,157 22,157 22,157 22,157 CCXX R1 accounts (SS) 2810612025

Sectlon B Statement of a88et• and Ilabllltle8 at the end of the perlod Unrestrlcted fundg to nearest £ Restrlcted funds to nearest £ Endowment funds to nearest £ DetallB B1 Cash funds Cas 201 Total cash funds 201 (agree balances with recelpts and payments accounl(s)) OK OK Endowment funds to nearest £ Unrestrlcted fundg to nearest £ Re8trlcted funds to nearest £ Details Fund to whlch asset belon Current value tiona Details Cost (optlonal) Fund to which asset belon Current value onal Details Cost (optional) B4 Assets retained for the charity's own use Fund to whlch Ilablll relates Amount due tlonal When due tlonal Details B5 Liabilities Signed by one or two trustees on behalf of all the trustees Slgnature Print Name Date of roval Cari Barter 1510612025 CCXX R2 accounts (SS) 2810612025

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Epiphany School Friends Association On accounts for the year ended 3110812024 Charity no lif any) 1029378 Set out on pages I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 3110812024. Responsibilities and As the charity trustees of the Trust. you are responsible for the preparation basis of report of the accounts in accordan￿ 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 the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord wrth the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Slgned: Date: 1610612025 Name: Marianne White FMAAT Relevant professional qualification(s) or body {if any): Association of Accounting Technicians Address: 53 Wroxham Road Poole BH12 1NL Section B Disclosure Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts.. directions and guidance for examiners). IER October 2018

Give here brief detsils of any Items that the examiner wlshes to dlsclose. IER October 2018