## **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 amounts**raised**were:|The following fundraisers were held during the school year and the amounts**raised**were:|
|---|---|
|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