Registered Charity Number: 1029547 hinchleywoodprimaryschoolpta@gmail.com www.hinchley-wood-primary.surrey.sch.uk Hinchley Wood Primary School Association (PTA) Annual Report 2021/22 ## **1. Objectives and activities** The Hinchley Wood Primary School Association (“HWPSA” or also referred to as the “PTA”) aims to enhance the educational experience of all children at HWPS and to foster a strong sense of school community within the school and with our wider local community. Our main objectives are: - To build strong and effective relationships between staff, parents/carers and others who are involved with the school; - To run activities and events which bring the school community together and that also raise funds to support the school and enhance the educational experience of the children, for items/events that are not funded from the school’s core budget. ## **2021/22 Challenges and opportunities** The Academic year 2021/22 was the first year back after COVID pandemic lockdowns and whilst the re-opening of the school brought with it many great opportunities to bring the school community back together, it also brought several challenges. As activities had not been running in the previous academic year, pre-planning of 2021 events could not take place and at the start of the year we were unsure which events would be allowed to go ahead. We did not have the opportunity to meet and introduce the PTA to the new Reception parents, as would be normal practice, so we did some meet and greet at the school gates and handed out flyers to parents about the PTA and how to get involved. The Woody’s Fire meant the sad loss of a vital part of the school, but also led to the understandable cancellation of the planned Fireworks. The cake sales could now re-start and we had to work out how to deliver events with social distancing and restricted school access. With the rise of the COVIDOmicron variant towards the end of Autumn Term we were asked to cancel the Christmas Fair. We were, however, following the Woody’s fire, invited to join the Scouts, Girl Guides, Church Groups, Residents Associations and neighbouring PTAs at the ‘Long Ditton Lights Up!’ event, in December, where we held a successful stall for the first time. This event allowed our PTA to build relationships with our local community and raised modest funds. The committee successfully pulled together to deliver as many off-site and remote events and fundraising opportunities as possible, this included the online Christmas PTA online raffle (utilising prizes donated for the fair), the Christmas and Easter Quests, cauliflower cards and Christmas decoration competition. We asked the school how we could help support them following the loss of Woody’s, as we wanted to find something positive for the school community to rally behind. The Travelling Library fundraising appeal was launched. In the Spring Term the committee undertook a parent/carer survey to better understand what the school community wanted from the PTA, and as a further engagement exercise. The school adapted the Travelling Library plans and requested a new focus on Book Corners for the PTA to fundraise for, along with the Forest School/outdoor learning/allotment revamp. Book corners and outdoor learning are expenditure items that were agreed this year but will carry over into 2022/23. During the Spring and Summer terms we were able to start delivering more of our normal events, however, volunteer engagement was understandably reduced following lockdown and the cancellation 1 of events. The committee decided that we did not have the volunteers we needed to run the popular Summer Fair or Summer Ball. We did introduce half termly coffee mornings which proved popular. The PTA were able to support the school Sports Day, which had a good level of volunteer support, refreshments were sold (as a service more than for fundraising) and we funded refreshments for all the children across HWPS. ## **2. Achievements and performance** Total **net fundraising** for the year 2021-22 finished at **£15,580** (2021: £13,430) thanks to the enthusiastic efforts from the parents to organise several events throughout the year (see below). Total **cash balance** as of 31[st] July 2022 amounted to **£45,849** which included the bank account balance of £45,789 (2021: £33,380) and cash on hand of £60 (2021: £1,030) (kept in the school). ## **Expenditure** The PTA contributed funds towards school projects: - Traveling library (£457), - Year-group activities (£3,765) - Maintenance of the well-being garden (£499) to support our prior year’s £20K build investment. This year we have been working actively to agree expenditure with the school, conscious of not keeping large cash reserves that could be spent on current pupils. We are delighted to report that two major items of expenditure were agreed with the school this year that will offer enrichment for all year groups and into the future. Payment will be reflected in 2022/23 accounts. These are: - £25K expenditure for building outdoor learning areas and a school allotment. We are awaiting paperwork from the school before we can transfer funds. - Between £15K and £21K for creating beautiful book corners (with some much-needed new stock) for every classroom – this will be completed in summer term 2022/23. ## **HWPSA fund raising highlights included:** ## Fireworks Night A regular event on Guy Fawkes Night in November each year with ticket sales organised in collaboration with The Friends of Long Ditton St Mary's School. There was no Fireworks Night in 2021 due to COVID19 related restrictions. ## Christmas Events Holding a Christmas Fair was not again possible in December 2021. For the second year, the Christmas Trail/Quest was a success raised a net inflow of £1,578 (2021: £1,569). The lucky winner, whose name was drawn from the participants, received a Nintendo Switch™ as a main prize. The prize was purchased by a local estate agent who sponsored the trail. The Christmas raffle, organised via an online platform, was also a great success bringing £2,522 (2021: £2,203) for the PTA. Mufti-day raised £1,254. **These 3 Winter/Christmas fundraising events raised a collective £5,354 (2021: £4,343).** In addition, we undertook: - **Christmas cards:** Parents/carers order online greeting cards (and some other items) with their own child’s artwork through an identified supplier. The PTA receives a fixed commission (between 50p and £2.00) for every item purchased. This is popular with many families, especially younger year groups. It raised £654 this year. 2 - **Long Ditton Lights Up!** As mentioned above, we participated for the first time in a Long Ditton Community event. This was a profit-sharing arrangement with all stallholders and raised a modest £239 for us (£114 of which did not reach accounts in time for this year’s Annual Report, so will be reflected in the 2022/23 accounts). ## Cake sales/ Ice-lolly Sales Our weekly cake sales are a deliciously simple way to raise funds. Each class is assigned with a particular date on a Friday during the school term and the parents bring some home baked or bakery bought treats to sell just before the end of the school day. Cake sales made their comeback in spring 2022 after being paused due to COVID-19 related restrictions in the autumn term of 2020. Net takings from the cake sales, followed by ice-lolly sales during the last weeks of the summer term, raised a net of £2,522. This year we introduced ice-lolly sales for several weeks before the end of term, which proved extremely popular. ## Quiz Night This highly popular and fun night was run at Hinchley Wood Secondary School’s premises this year, thanks to their kind offer of space. Parents and carers costumes were amazing, with lots of classes represented, raising the bar for next year. Profits netted £4,646, including £3,800 matched funding which will reflect in 2022/23 accounts. ## Corporate sponsorship This year we secured great corporate sponsorship from local business, for example: - £1,633 donated by Newton Huxley Ltd towards various events. - £100 donated by Doorstep Coffee towards Christmas event ## Donations via easy fundraising®, AmazonSmile and similar platforms In 2021/22, the PTA received £1,028 (2021: £352) in total through easyfundraising, AmazonSmile and Charities Aid Foundation. ## Other The Cheese and Wine Evening proved to be a success and a great social event for new parents. In 2021/22, it raised, together with the matched funding, a total £1,366. We are looking forward to holding our other regular funding events such as Summer Ball and annual fairs in the nearest future. ## **Recurring HWPSA funding activities include:** ## Teacher Incidental Payments HWPSA provides an annual budget to each class for ‘incidentals’ – non-essential items, not covered by the school budget that enhance learning experience (e.g. some craft materials). This is £150 for full time teachers and £75 for part time. During the year 2021/22, the HWPSA covered £345 (2020: £771) of teachers’ expenses. ## Year 6 Leavers Books & Hoodies For the last few years, the HWPSA contributes £400-450 per class to cover the cost of Year 6 Leavers Books or Hoodies. We feel that it is an important and symbolic use of funds to create a sense of unity among the students and a lasting memento. In the year 2021/22, the HWPSA paid £1,233 for leavers books (2021: £1,349 for leavers hoodies). 3 ## Future projects For 2022/23, we plan to encourage parents/carer/teacher collaboration in each year group, to agree funding priorities for enrichment across all three classes. We hope this will encourage fundraising as parents/carers see the results of their hard work and have specific goals to aim for. We also think that this increased collaboration between parents and teachers will continue to strengthen relationships between parents and teachers. This work will happen alongside major cross-cutting projects, which will impact the wider school. ## **3. Structure, governance & management** The HWPSA is an unincorporated association and relies wholly on the voluntary effort and contributions of its members to carry out its objectives and activities. All parents or carers of children at Hinchley Wood Primary School automatically become members of the HWPSA. The HWPSA has been operating with a constitution that has not been undated in well over 20 years, this has meant that some of our practices are a bit out of date. In order to allow us to be able to work more effectively the committee proposed the introduction of the Parentkind Constitution, which has been approved by the Charity Commission and adopted by many PTAs across the country. Any member of the HWPSA / PTA can attend the monthly committee meetings and vote at the AGM. HWPSA officers are elected at the AGM for a renewable term of one year, and these officers and members of the PTA organise all fundraising events, with oversight from the HWPSA committee. HWPSA expenditure is also scrutinised and agreed at the monthly committee meetings. ## **4. Thank you** This has been a tough year to ask people to volunteer, as we have all adjusted back to more normal patterns of working and socialising. Especially for new parents to the school who have missed almost three years of normal PTA events. We are so grateful to all our fellow parents and carers who made it possible to keep our PTA going this year and allowed us to start rebuilding the foundations of a strong and active PTA. Every hour you gave was a huge help, every opinion given in a meeting or in our survey, helped us to keep us to improve the PTA for the benefit of our whole school community. We hope that 2022/23 will see the PTA truly flying again, as new parents and old bring fresh ideas and energy back. _Juliette Culora, Honorary Co-Chair HWPSA_ _Jody Ann Larkin, Honorary Co-Chair HWPSA_ Date: 22 September 2022 4 ## **5. HWPSA Trustees, Officers & Committee Members** **HWPSA Trustees 2021-22** **HWPSA Trustees 2020-21** Juliette Culora Aimee Gatliffe Jody Ann Larkin Clare Bell Belinda Lawrie Vanessa Anita Corby Joanne Aguilar Gareth Raymond Ramute Bagdonaite-Marciukoniene Mark Duncan Ramute Bagdonaite-Marciukoniene ## **6. HWPSA Officers** **HWPSA Officers 2021-22 HWPSA Officers 2020-21** Co-Chair: Juliette Culora Aimee Gatliffe Co-Chair: Jody Ann Larkin Clare Bell Deputy Chair: Maha Shaikh Michelle Muggleton Co-Deputy Chair: Laura Pring - Treasurer: Ramute Bagdonaite-Marciukoniene Vanessa Corby Deputy Treasurer: Belinda Lawrie Ramute BagdonaiteMarciukoniene Shadow Treasurer: Iram Hussain-Kennesion Gareth Raymond Secretary: Joanne Aguilar Joanne Aguilar ## **7. Committee Members 2021-22** Juliette Culora Jody Ann Larkin Jacqueline Signor (Class Rep Coordinator) Jon Usher (PTA Design Coordinator) Rebecca Lister (Sponsorship Coordinator) Jo Aguilar Ramute Bagdonaite-Marciukoniene Belinda Lawrie Maha Shaikh Laura Pring 5 ## **HINCHLEY WOOD PRIMARY SCHOOL ASSOCIATION (HWPSA) REGISTERED CHARITY NO: 1029547** ## **ACCOUNTS FOR THE YEAR ENDED 31 JULY 2022** ## **1. Receipts & Payments - General Purpose Account (Lloyds)** |**Fundraising Activity**
Wine & Cheese Night
Wine & Cheese - Match Giving
Fireworks
Fireworks - Match Giving
Christmas Fair
Christmas Fair - Match Giving
Christmas Trail
Christmas Trail - Match Giving
Christmas Cards
Christmas Raffle
Easter Trail
Quiz
Golf Day
Cake & Ice-cream Sales
Matched Giving - Other
Easy Fundraising
Other Events
Uniform Sales
Mufti Day
**Total Fundraising Activity**
**Social & Admin**
Meeting Expense
Subscriptions
IT, Printing & Stationery
Licence Costs
Outdoor Horn Speaker
BBQ Grill & Utensils
Gazebos
Thank You Gifts
Storage & Clearance
Other
**Total Social & Admin**||**Receipts**
**£**
2,105
1,000
-
-
-
2,075
-
654
2,813
1,533
3,809
5,150
3,052
800
1,028
1,230
118
1,254|**2021 / 22**
**2020 / 21**
**2019 / 20**
**Payments**
**Net**
**Net**
**Net**
**£**
**£**
**£**
**£**

(1,739)
**366**
-
623
-
**1,000**
(875)
**(875)**
-
2,967
**-**
-
3,500
-
**-**
-
4,212
-
**-**
-
6,129
(497)
**1,578**
1,569
-
-
**-**
5,606
-
-
**654**
-
814
(291)
**2,522**
2,203
-
(627)
**906**
1,603
-
(2,972)
**837**
-
-
(2,772)
**2,378**
1,526
-
(529)
**2,522**
-
2,064
-
**800**
-
4,803
-
**1,028**
352
882
(738)
**492**
-
(75)
-
**118**
-
-
-
**1,254**
571
-| |---|---|---|---| |||**26,621**
-
-
-
-
-
-
-|**(11,041)**
**15,580**
**13,430**
**25,919**
(100)
**(100)**
(97)
(120)
(129)
**(129)**
(123)
(122)
(406)
**(406)**
(351)
(178)
-
**-**
(40)
-
-
**-**
-
(310)
-
**-**
-
(481)
(490)
**(490)**
-
(160)
(611)
**(611)**
(75)
(140)
-
**-**
(84)
-
-
**-**
-
(247)| |||**-**|**(1,736)**
**(1,736)**
**(770)**
**(1,758)**| _[Table continued on next page]_ 6 |**Other Expenditure**
HWPS Playground
HWPS Outdoor Equipment
HWPS Wall Art
HWPS Wellbeing Garden
Year 6 Leavers Books/ Hoodies
Year 6 Other Leavers Events
Teachers Incidentals
Traveling Library
Skip Hire
Festive Decorations for School
Christmas Gifts for Classes
**Total Other Expenditure**
**Lloyds Movement for the Year**|-
-
**-**
-
(50,000)
-
-
**-**
(2,000)
-
-
-
**-**
(3,000)
-
-
-
**-**
(20,000)
-
-
(1,233)
**(1,233)**
(1,349)
(1,350)
-
(370)
**(370)**
(350)
-
(345)
**(345)**
(771)
(1,329)
-
(457)
**(457)**
-
-
-
-
**-**
(312)
-
-
-
**-**
(326)
-
-
-
**-**
(420)
-| |---|---| ||**-**
**(2,405)**
**(2,405)**
(28,528)
(52,679)| ||**26,621**
**(15,182)**
**11,439**
(15,868)
(28,518)| ## **2. Statement of cash flows** |**2. Statement of cash flows**|| |---|---| |**Opening Balances**
Lloyds Bank a/c
Cash in hand
Fundraising activity (net)
Social & Admin expenditure
Other expenditure
**Total Cash Movement**
**Operating Cash Balance at the End of Financial Year**
**Bank Account & Petty Cash**
Lloyds Bank a/c
Cash in hand
**Operating Cash Balance**|**2022**
**2021**| ||**£**
**£**
33,380
49,248
1,030
1,030| ||**34,410**
**50,278**
15,580
13,430
(1,736)
(770)
(2,405)
(28,528)| ||**11,439**
**(15,868)**| ||**45,849**
**34,410**| ||45,789
33,380
60
1,030
**45,849**
**34,410**| 7 ## **3. Statement of Assets & Liabilities (Cash Basis)** |**3. Statement of Assets & Liabilities (Cash Basis)**|| |---|---| |**Monetary Assets**
Lloyds General Purpose Account
Cash Float
**Current Assets**
Prepaid expense (cancelled event)
**Current Liabilities**
**_Net Current Assets_**
**Represented by**
Funds Account at the Beginning of Financial Year
Net outflow for Financial Year
Funds Account at the End of Financial Year|**2022**
**2021**| ||**£**
**£**
45,789
33,380
60
1,030| ||45,849
34,410
250
250
-
-| ||**46,099**
**34,660**| ||34,660
50,528
11,439
(15,868)
**46,099**
**34,660**| 8 CHARITY COMMISSION FOR ENGLANO AND WALES Independent examIne￿S report on the accounts Section A Independent Examiner s Report HINCHLEY Kr)OD PRIMARY SCHOOL ASSOCIATION On accounts f¢x the year 31 JULY 2022 Charlty no {If any) 1029547 Set on pag•s 1to7 I report to the trustees on ny examination ofthe &counts ofthe atrt)ve ¢tharity Trusn for the year end8d 31 Juty 2022. R•spoMlbllltie8 and As the tharity tn&st8e8. you are re8ponwble for the preparatK>n ofthe basls of 19p￿t ￿XxXlnts in ￿)rda￿ with the Charities Act 2011 {Ihe Acri. I rep)rt in resp9* crf rry ekiminatK￿ ofthe Twsfs aco)unls cwrled c￿rt under ￿lion 145 of the 2011 Art arKI in carying out my examination, I have all the ap￿1(ab￿ Dw*"ons grven by the Charrty Commission under sedion 145(5Mbl of the Ad. Independent I have my ekiM￿a1*)n. I confmm that no matOtW matter¥ have oxarningrfs statement Corr￿ to my attention tn thnr*thon wth the examwth which gpRs me cause to b￿￿¥$ that in, any material resp&*.: the a)xJunting r￿ordS keFI in wlth 130 the &counts dKI not with Ihe a￿nIlI¥j 1P￿r￿S. . wrth the examinatK)n to whv* attention should te drawn in this report in Slgn•d: 19.10.2022 GA￿81 qualification{sl or body (If any): Address: B2 K￿a C(KJrt. Fk)rkn/ Rtrw. Hfv. Surrey. RH6 8BQ IER October 2018