PTFA AGM Minutes Wed 06 November 2024
Atendees
In person: Mrs. Burg, Jen Aries, Emma Hill, Laura Taylor, Kate Abbott, Aurora Balashi, Sandra Corona, Ulrike Fl, Mr. Apsley, Lucy Perry, Nathan (Chef), Tshay A, Selina L, Stephanie, Mrs. Healey, Amrita D (17) Online : 34
1. WELCOME
Emma introduced the PTFA team remit and outlined the agenda
2.COMMITTEE – Introductons to commitee members Committee members introduced – welcome to Sandra
2023/24 CORE COMMITTEE
| POSITION | NAME |
|---|---|
| Balham Co-Chair | Emma Hill |
| Balham Co-Chair | Laura Taylor |
| Streatham Co-Chair | Jennifer Aries |
| Streatham Co-Chair | Kate Abbott |
| Balham Committee | Sandra Corona |
| Secretary | Lucy Perry |
| Treasurer | Aurora Balashi |
Resigning from 2023/4 – Laura Ennis
3. SUMMARY OF THE YEAR – EVENTS
Laura ran through the list of events for 2024-25. Said how much we appreciated help across all events, especially the fairs which generate the most income.
Dates to be issued separately as some tbc in 2025
4. ACCOUNTS RECAP of spending for 2023/24 year & commitments for 2023/24 See Henry Cavendish PTFA Accounts Management Summary
Aurora presented the accounts and ran through the highlights. Total balance at the start of the fiscal year £57,189 Total of fundraising and donations during the year £53,462 Total spent on funded events and other items £15,627 Non PTFA Fuds held £2,871 Closing balance £97,895 Total holdings £106,873 Total outstanding commitments £91,636 Total available £15,237
For information, the Financial Year for the PTFA Account runs from 1 October to 30 September. Main source of fundraising for the accounting year were the fairs. They account for 42% of total fundraising across the year.
Easy Fundraising – 2.8% of total fundraising – so please do sign up for this, instructions to follow to class reps. Compare to last year easy fundraising has increased by 75 % so, thank you to everyone that is already sign up and has been using it.
Estate Agents also generates a substantial portion of income. Thanks to Aurora for taking on the treasury role in 2023-2024.
5. ONGOING COMMITMENTS
Emma ran through the list of ongoing commitments the PTFA have agreed to fund:
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Speaker Day fund
-
Black History Month funding pot
-
PTFA funded school treats for all children – festive presents for all kids, farm day
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Hardship Fund
-
Support for the year 4/6 school journeys
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Sports Day at Tooting Athletics track
-
Sports Equipment
-
Librarian
-
Library books
6. PROPOSALS FOR 2024/25
This year the PTFA would like to raise a target of £50,000.
Proposals will be run through in turn; beginning with SLT proposals, then Staff and finally Parent proposals.
Mr. Apsley took the opportunity to thank the PTFA and parents for their fundraising efforts. PTFA funds over and above what the school can offer the children, and all these extras enhance the school experience.
6a) SLT proposals for spending 2024/25 year
1. Proposal: AC for ICT Suite at Streatham
Not included in original costing for the ICT suite on site. Room is too warm with the positioning in the building and when computers are switched on. Air con needed for it to be a usable space.
Estimated cost: £2,500-£3,000. Essential to make the room workable.
2. Proposal: Ovens at both sites
Mr. Apsley said that the food is something that SLT feel could be really improved and made better for the children and their school experience.
Barrier to improvement of food is the fact equipment is 15-20 years old. Stops us from delivering a quality of experience that the school is looking for in terms of food.
Mr. Apsley outlined how severe the funding gap is in schools as this should be able to be funded out of budget, but it is just not possible.
State of equipment is not helping with the standard of food that can be produced.
Estimated cost: £6,000 – one at each site. £12,000 (serving 800 children and staff over 20 years)
Maintenance? We have a contract that would cover the new ovens Oven company will train staff on how best to use them.
Context: This is our biggest request for funding from SLT this year.
- Proposal: iPads needed for both sites
Mrs. Healey – ICT suite has changed how IT is taught at school. Curriculum says IT should be delivered across a range of devices and equipment. Set of iPads on each site – can enhance other lessons. Estimated cost: 20 in total at £329 each (£6,500 total) Need to investigate the charging trolley cost.
- Proposal: Projector at Balham No longer working. Around 5 years old. Enhances the experience of the children at assemblies, concerts, nativities etc. Estimated cost: £4,000
6b) Staf proposals for spending 2024/25 year
-
Proposal: Purchase of Ukuleles and Recorders To be shared between sites Estimated cost: £500
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Proposal: SEND Replenishable Resources for Each School Site Spoken to SEND dept. They have not spent what was allocated last year. They have an additional £2,500 from last year to spend this year. Not put to vote this year.
-
Proposal: Trolley for sports equipment Estimated cost: £100
8. Proposal: Forest School resources Estimated cost: £250
9. Proposal: Cooking equipment Estimated cost: £100
- Proposal: Enrichment Resources for Indoor and Outdoor Provision for EYFS
Enhancement of provision for getting busy time, which is child-directed learning. Would love the kids to have the best resources they can. Equipment for EYFS is more expensive than other school spends. Estimated cost: £4900
Proposal: Replenishment of library stock across both sites and shelving upgrade
-
Shelving across both sites. Estimated cost: £500
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Proposal: Samba instruments Music department would love a set. Currently use a mix of drums and other percussion instruments. This is a lower priority than ukuleles and recorders – could push this to next year if we cannot fund this year. Estimated cost: £3314
-
Proposal: Combined ELSA resources Emotional Literacy Support Assistance – teachers who are trained to help children who may need emotional support and regulation at school.
Mr. Apsley explained more about what ELSA is (6-week course for children) The list of children who would benefit from ELSA is huge and this funding helps maximize the number of children who get that support.
Estimated cost: £620 (training, resources at both sites)
14. Proposal: Sound system at Streatham
Church who uses the sound system on a Sunday said they would match fund this and are happy to contribute if we upgrade. More investigation needed around the cost of this please. Estimated cost: £1,000
6c) Parent proposals for spending 2024/25 year
15. Proposal: Allocaton of PTFA budget towards the purchase of a new portable stage for the Streatham site.
Current stage is not fit for purpose – was purchased in 2010 when the site opened and has been very well used. At performances it is very difficult to see the children without decent staging and the current setup is no longer safe. Estimated cost: £1,500-£2,500
- Proposal: Welcome to Nursery/Recepton at Henry Cavendish’ cards for all children joining nursery and recepton across both sites
This would include a standard letter, PTFA flyer, list of events to look forward to? Y6 project? Could the administration be done via wider PTFA committee (Tshay, Lynelle and Selina agreed to take forward and coordinate). Estimated cost: £300
17. Proposal: High-quality school banner
For use at school concerts/matches etc. Estimated cost: £40
- Proposal: Digital cameras for all classes for teachers to use (SLT addition)
For class cameras. Use on school trips/workshops etc. Currently taken using phones. Not best practice.
Better long-term investment to have separate iPads/cameras and use each for different purpose
Estimated cost: £1140 for a whole school set of cameras.
Total for everything is £67,000
Explain voting – those in the room can debate, those on Zoom can listen and vote. On tablets, we agreed to vote on the total sum for buying tablets rather than committing to one brand.
- Votng on proposals Passed: 1, 2, 3, 4, 5, 7, 8, 9, 10, 12, 13, 14, 15, 16, 17, 18 Not passed: 11
SEND underspend – rolled over to this reportng year so item 6 not voted on
8. Redress priorites if needed
We have agreed to fund approx. £64,000.
Agreed to spend some money out of the bank account to cover all proposals passed. PTFA Committee will discuss with SLT what money is spent initially and on what items and priorities if there are things that need immediate attention.
Ulrike asked if the excel sheet could be published ahead of the meeting.
Advised that the agenda is distributed as are the minutes.
9. AOB
-
PTFA Committee asked for people to sign up to easy fundraising. Last year we raised £2,500 using it. PTFA will send the information to sign up to class reps.
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Emma proposed the school get involved with the ‘School of Kindness’ htps://schoolofindness.org/ which is part of htps://www.52-lives.org/
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Lucy requested that for any proposal agreed, the money does need to be spent otherwise it will go back to the account and the money will need to be re-bid for next year.
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Chef Nathan agreed to help at the Winter Fair on 7[th] Dec at Balham and at our spring fair and summer fair.
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Ulrike – should we need to bring in any toys etc. from home that are no longer needed? Mr. Apsley will mention in briefing to teachers that parents are willing to be told if there are things classes are short of, beyond the amazon wish lists.
Meetng closed at 2104
| Henry Cavendish PTFA Accounts Management Summary: 2023/24 v 2022/23 |
Henry Cavendish PTFA Accounts Management Summary: 2023/24 v 2022/23 |
Henry Cavendish PTFA Accounts Management Summary: 2023/24 v 2022/23 |
|---|---|---|
| 2023/24 | ||
| Opening Balance: Lloyds Treasurers Account (1 Oct) Fundraising Events & Activities |
57,189 | |
| Floats | - | |
| Summer Fair | 6,081 | |
| Xmas Fair | 11,472 | |
| SpringFair | 3,846 | |
| Xmas Cards | 377 | |
| Xmas Trees | 2,905 | |
| Xmas ShoppingEvening | - | |
| Bingo | 1,316 | |
| Quiz night | (447) | |
| Adult Disco | (167) | |
| Kids Disco x 2(Feb / Jun) | 3,622 | |
| Pizza and Cookie | 491 | |
| Doughnuts | 2,457 | |
| Estate Agents | 12,500 | |
| Non Uniform Days / Mufti Days | 1,182 | |
| Uniform Sale | 514 | |
| Gift Aid | 2,352 | |
| LuckyNumbers | 505 | |
| MonthlyTrader | - | |
| EasyFundraising | 2,230 | |
| Amazon Smile | - | |
| Cake Sale | - | |
| School voucher | (3,000) | |
| Matched funding | - | |
| Macmilan coffee | 237 | |
| Other fundraising | 447 | |
| Total Fundraising Events & Activities | 48,919 | |
| Donations | ||
| Payroll Giving& other donations | 4,110 | |
| Just GivingDonations | 434 | |
| Total Donations | 4,544 | |
| Total Fundraising Events, Activities and Donations | 53,462 | |
| PTFA Funded Events and Items | ||
| 2019AGM agreed expenditure * | - | |
| 2021 AGM agreed expenditure * | (165) | |
| 2022 AGM agreed expenditure | (989) |
| 2023 AGM agreed expenditure | (7,235) | |
|---|---|---|
| Non Agm approved spending | - | |
| Year 6 School Journey | (3,734) | |
| Year 4 School Journey | (2,120) | |
| Christmas Entertainment & Staff/Kids Xmaspresents | (615) | |
| Speaker Days | - | |
| Black HistoryWeek | - | |
| Year 6 Leavers Partyamd book | - | |
| Early yearspicnic | (258) | |
| Hardshipfund | ||
| SportingEquipment | ||
| RunningClub | (357) | |
| Sports DayIce Lollies | - | |
| Fab Fridays | - | |
| LibraryBooks | - | |
| PTFA runningcosts | (153) | |
| Transaction costs | ||
| Total PTFA Funded Events and Items | (15,627) | |
| Total Fundraising minus Funded Events | 40,707 | |
| Non PTFA Fuds held | ||
| Neurodiversity | 1,171 | |
| Mrs Prior Trips | 1,700 | |
| 2,871 | ||
| Closing Balance: Lloyds Treasurers Account(30 Sep) | 97,895 |
| Henry Cavendish PTFA INSTANT ACCESS SAVER AC | Henry Cavendish PTFA INSTANT ACCESS SAVER AC | Henry Cavendish PTFA INSTANT ACCESS SAVER AC |
|---|---|---|
| 2023/24 | ||
| Opening Balance: Lloyds Instant Access Saver(1 Oct) | 8,866.07 | |
| Interest earned | 112 | |
| Closing Balance: Lloyds Instant Access Saver(30 Sep) | 8,978 | |
| Total Holdings (Treasurers Accounts + Saver) | 106,873 |
| *** AGM Agreed Expenditure Breakdown of Actual Spend** |
*** AGM Agreed Expenditure Breakdown of Actual Spend** |
|---|---|
| Agreed Funds |
|
| 2022 AGM Agreed Expenditure C/f | |
| Music Equipment £1.2k | 1,200 |
| EYFS Resources £2976 | 2,976 |
|---|---|
| EYFS Phonics Books £4002 | 4,002 |
| 2023 AGM Agreed Expenditure C/F | - |
| FriendshipBenches | 1,200 |
| Blackboards in EYFS and KS1 and chalk storage | 500 |
| ICT suites at Balham and Streatham | 15,065 |
| Premises team workshop | 841 |
| Librarian | 2,812 |
| EYFSplayground Balham | 4,398 |
| 2024 AGM Agreed Expenditur | - |
| ReadingPatron | 1,500 |
| Class Libraryand StationaryBudgets | 4,000 |
| AV Equipment | 8,000 |
| Projector(Streatham) | 2,500 |
| Shelvingand equipment in libraryin Balham | 1,200 |
| Forest School resources | 900 |
| Music Whiteboards | 85 |
| 2 HeavydutyLaminators | 500 |
| KS2 Banded Readingbooks | 6,500 |
| Playground tables | 5,500 |
| Librarian | 5,000 |
| Streatham ICT suits | 10,000 |
| SEN class equipment | 4,000 |
| School Councilbudget | 1,000 |
| MC Grammar session | 1,200 |
| Ongoing Expenditur | - |
| Speaker DayFund / Art Funds | 2,000 |
| Black HistoryWeek | 2,000 |
| Librarybooks | 3,000 |
| Year 6 School Journey | 6,000 |
| Year 4 School Journey | 2,000 |
| HardshipFunds | 1,000 |
| Christsmas Entertainment andpresents for staff & children | 1,000 |
| Annual visits to athletic track and coaching pre-sports day | 2,000 |
| Annual allowance for sportingequipment | 2,000 |
| 105,879 |
Outstanding Commitments to carry on in 2024/2g Commitments to carry on in 2024/2 Commitments to carry on in 2024/2y on in 2024/2 on in 2024/2 Annual Commitments Speaker Day Fund / Art Funds Black History Week Library books
Outstanding Commitments to carry on in 2024/2g Commitments to carry on in 2024/2 Commitments to carry on in 2024/2y on in 2024/2 on in 2024/2
Other annual commitments (Christmas presents, Year 6 & 4 journey, hardship fund) Year 6 School Journey Year 4 School Journey Hardship Funds Annual visits to athletic track and coaching pre-sports day Annual allowance for sporting equipment Total Annual Commitments Outstanding AGM Commitments Music Equipment £1.2k EYFS Resources £2976 EYFS Phonics Books £4002 Friendship Benches Blackboards in EYFS and KS1 and chalk storage ICT suites at Balham and Streatham Premises team workshop Librarian EYFS playground Balham Reading Patron Class Library and Stationary Budgets AV Equipment With AV Projector (Streatham) Forest School resources Music Whiteboards 2 Heavy duty Laminators KS2 Banded Reading books Playground update - tables Library books ipads tabels SEN class equipment School Councilbudget MC Grammar session Total Outstanding AGM Commitments Total Outstanding Commitments c/f Total Holdings at year end from Accounts (above) Available Balance
| 2022/23 | 23/24 v 22/23 |
| 38,681 | 18,508 |
| - | - |
| 12,052 | (5,971) |
| 11,501 | (29) |
| 5,512 | (1,667) |
| 1,442 | (1,065) |
| 2,766 | 139 |
| 1,722 | (1,722) |
| 1,279 | 38 |
| - | (447) |
| 6,133 | (6,301) |
| - | 3,622 |
| 433 | 59 |
| 1,176 | 1,282 |
| 10,000 | 2,500 |
| 501 | 681 |
| 711 | (197) |
| 1,388 | 963 |
| 240 | 265 |
| - | - |
| 1,272 | 958 |
| 473 | (473) |
| - | |
| (3,000) | |
| - | |
| 237 | |
| 447 | |
| 58,600 | (9,682) |
| 9,038 | (4,928) |
| 1,302 | (868) |
| 10,340 | (4,928) |
| 68,940 | (14,609) |
| (3,308) | 3,308 |
| (2,793) | 2,628 |
| (28,184) | 27,195 |
| - | (7,235) | |
|---|---|---|
| (1,512) | 1,512 | |
| (8,497) | 4,763 | |
| (1,702) | (418) | |
| (615) | (0) | |
| (500) | 500 | |
| - | - | |
| - | - | |
| (319) | 60 | |
| - | ||
| (89) | 89 | |
| (357) | ||
| (135) | 135 | |
| - | - | |
| (2,689) | 2,689 | |
| (1,095) | 942 | |
| (176) | 176 | |
| (51,613) | 35,987 |
| 18,507 | 21,377 |
| 680 | |
| 500 | |
| 1,180 | |
| 57,188 | 39,885 |
| COUNT | COUNT |
|---|---|
| 2022/23 | 23/24 v 22/23 |
| 8,813 | |
| 53 | 59 |
| 8,866 | 111 |
| 66,054 | 40,819 |
CCOUNT
| Actual Expendiure 2023/24 |
Agreed Funds Less Total Expenditure (Incl prior yrs) |
| - | 1,200 |
| - | 2,976 |
|---|---|
| - | 4,002 |
| - | - |
| 1,200 | |
| 989 | (489) |
| 15,065 | |
| 841 | |
| 2,812 | |
| 4,398 | |
| - | - |
| 1,500 | |
| 4,000 | |
| 3,885 | 4,115 |
| 3,351 | (851) |
| 1,200 | |
| 900 | |
| 85 | |
| 500 | |
| 6,500 | |
| 5,500 | |
| 5,000 | |
| 10,000 | |
| 4,000 | |
| 1,000 | |
| 1,200 | |
| - | - |
| 165 | 1,835 |
| 2,000 | |
| 3,000 | |
| 3,734 | 2,266 |
| 2,120 | (120) |
| 1,000 | |
| 1,000 | |
| 2,000 | |
| 2,000 | |
| 14,243 | 91,636 |
25 Agreed Funds 1,835 2,000 3,000
2,266 (120) 1,000 1,000 2,000 2,000 14,981 1,200 2,976 4,002 1,200 (489) 15,065 841 2,812 4,398 1,500 4,000 4,115 (851) 1,200 900 85 500 6,500 5,500 5,000 10,000 4,000 1,000 1,200 76,655 91,636 106,873 15,237
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 Henry Cavendish School - Parents Teachers and Friends Association On accounts for the year ended 30th September 2024 Charity no (if any) 1045839 Set out on pages I report to the trustees on my examination of the accounts of the above charity ('Ihe Trust"} for the year ended 30th September 2024. Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance 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 (other than that disclosed below ') 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 with the accounting records Independent examiner's statement I have no concems 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. Please delete the words in the brackets rf they do not apply. Signed: Date: 5th May 2025 Name: Mark Taylor Relevant professional qualification{s) or body (if any): ICAEW member Address: 15 Veronica Road London SW17 8QL IER October 2018