RDJ AGM Minutes- Tuesday. 19 September 2023 St Augustine's Catholic Primary School, Frimley Present: Alison Walsh (AW), Elaine Dowman (EDI, John Badawi IJBI, Mark Fairhurst IMF), Gemma McBride IGM), Jolene Carvalho (JCI. Matthew Littlewood IML). Christiana Ugowe ICUI. Robert Pawinski {RPI, Aneta Klimaszynska IAK), Remon Boutros {RB), Gintare Hall IGHI, lan Bevan IIBI, Nadir Khan (NKI, Lisa D'Arcy ILDAI, Lucy George {LGI, Joanna Oleksy (JO), Gemma Beecher IGBI, Becs Allin IBAI, Oscar De Graca (ODGI Apologies for Absence- Rob Carmichael {RC), Isabel Berry {IBI, Shelley Valvona {SVI, Emma Christian IEC), Sasa Lemos ISL} Approval of 2022 AGM Minutes This was not done, and will need to be done in next monthly meeting. Presidents Report: AW thanked everyone for PTA effort last year and a special thanks to Dave Short for all his hard work over the year. Chairs Report: GM did this in Dave's absence and thanked everyone for support. Went through background of PTA- parents, teachers & community volunteers. RP and JC discussed the new signage and sponsorship opportunities. Treasurers Report: Confirmed £55,000 turnover last school year, with £31,994 profit. Spend was lower in 2022123 as saving for New Children's kitchen. There is £34,823 in bank. Election of Executive Officers All executive officers resigned. o Jolene Carvalho proposed as Chair Person- agreed & appointed o Gemma McBride- proposed as co-vice Chair- agreed & appointed Matt Littlewood- proposed as co-vice Chair- agreed & appointed Mark Fairhurst- proposed as Treasurer- agreed & appointed o Oscar De Graca- proposed as co-Secretary- agreed & appointed o Gemma Beecher- proposed as co-Secretary- agreed & appointed
Independent examination of charity accounts checklist (CC32a)
A recommended checklist for examiners
This checklist is not suitable for the examination of voluntary group accounts.
1. Self-assessment checklist
The questions in this checklist are designed to help the examiner to undertake their independent examination in accordance with the legal requirements and good practice recommendations set out in the Commission’s guidance on Independent examination of charity accounts: Directions and guidance for examiners (CC32).
The examiner is recommended to use the checklist alongside the Directions for independent examination. Not all the checks listed will apply in the case of every independent examination and so the checklist is not a substitute to the examiner using their own judgment as to what is necessary.
The prompt ‘step done’ may prompt a ‘yes’ or ‘no’. A ‘no’ answer does not always indicate a problem because it may simply be that the step was either not applicable or found not to be necessary to the examination undertaken in which case the words
‘not applicable’ or ‘not necessary’ might be entered in place of a working paper reference.
Some answers may be ‘no’ because the evidence or information that was needed could not be obtained and this will need to be considered when the examiner makes their report. It is recommended that all the steps for each Direction are completed with a working paper reference added.
It may be that the examiner completes the checklist as they go through the examination or as a completeness check at the end as they bring their examination to a conclusion and prepare their report. There is no legal requirement to use this checklist and examiners may substitute their own checklist or take an alternative approach.
If the checklist is completed it is recommended that this forms part of the formal record of their independent examination undertaken and is kept in the file of examiner’s working papers.
2. Checklist
| The Directions and documentation | Step done? |
Working paper reference |
|---|---|---|
| Direction 1: Check whether the charity is eligible to have an independent examination |
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| Checked the charity audit threshold applying to the accounts to be reviewed |
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| Checked an audit is not required for anyother reason | ||
| Confirmed the charityis eligible for independent examination | ||
| Confirmed the amount of the charity’s income to figure shown the accounts (including any branches) and confirmed that income and assets are below the audit threshold or, if applicable, obtained a copy of the letter from the Commission approvingan audit dispensation |
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| If the charity has one or more subsidiaries confirmed that group accounts are not required bylaw |
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| If a charitable company checked that the audit exemption statement has been made |
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| If applicable, rechecked the threshold calculation during the examination |
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| If the charity’s income is more than £250,000 confirmed that the examiner is a member of one of the listed bodies |
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| If applicable, informed the trustees that the charity is not eligible for an independent examination |
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| If receipts and payments accounts have been prepared, checked that the charity’s gross income is less than £250,000 and that it is not a company |
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| If receipts and payments accounts have been prepared, check that there is no requirement to prepare accruals accounts in the charity’sgoverningdocument or for anyother reason |
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| If applicable, informed the trustees that the charity is not eligible toprepare receipts andpayments accounts |
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| Direction 2: Check for any conflict of interest that prevents the examiner from carrying out their independent examination |
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| Confirmed that there are no close personal relationships with the trustees that compromise independence |
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| Confirmed as having no the day to day involvement in the administration of the charity |
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| If providing other services to the charity then confirmed that all the criteria in Direction 2 necessaryfor independence are met |
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| Identified that there are no circumstances in the examiner’s judgment that would reasonably lead to the perception that the examiner is not independent |
| The Directions and documentation | Step done? |
Working paper reference |
|---|---|---|
| Considered whether sufficiently skilled to carry out the examination and, where required, confirmed membership of a listed body |
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| If applicable, informed the trustees that you are not eligible to carryout the independent examination |
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| Direction 3: Recordyour independent examination | ||
| File of working papers prepared to document the work undertaken (see the Direction for guidance on key working papers) |
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| Evidence of appointment on file | ||
| If issued,letter of engagement signed bythe trustees on file | ||
| Documentation of steps required byDirection 1 are all done | ||
| Documentation that steps required byDirection 2 are all done | ||
| Analytical review documented | ||
| Areas of concern identified and noted whether these were resolved or if unresolved and significant have included them in the examiner’s report |
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| Verification and vouching procedures undertaken and any checks made are on file |
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| Copyof approved accounts on file | ||
| Copyof trustees’ annual report on file | ||
| Copies of information relied upon as part of the examination are on file |
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| If applicable,copies of written assurancesgiven | ||
| Recorded the conclusions drawn as an outcome of the independent examination that support the examiner’s report are on file |
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| Recorded any matters of material significance about which a report must be made direct to the Commission |
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| Recorded whether to exercise discretion and report on relevant matters direct to the Commission |
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| Direction 4: Planyour independent examination | ||
| Obtained an understanding of the charity’s constitution, objectives, organisational structure, the funds managed, its activities and accountingrecords and systems |
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| Planned specific examination procedures appropriate to the circumstances of the charity |
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| Reviewed whether any areas for improvement were advised to the trustees in the previous year’s independent examiner’s report (or audit report and management letter) and looked to see if anyaction taken |
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| Considered the financial risks identified and, where accruals accounts prepared, considered whether the trustees have evidence that shows that the charityis agoingconcern |
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| Noted any implications for the examiner’s report and for separate reportingto the Commission |
| The Directions and documentation | Step done? |
Working paper reference |
|---|---|---|
| Direction 5: Check that accounting records are kept to the required standard |
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| Checked that accounting records have been kept are complete and considered if theyhave been kept to the required standard |
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| Asked the trustees about how they ensure the accounting records are complete |
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| If corrections made or records created during the examination, the trustee approval for these has been sought and obtained |
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| Asked the trustees if they carried out a review of the charity’s internal financial controls in theyear reported |
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| Noted any implications for the examiner’s report and for separate reportingto the Commission |
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| Direction 6: Check that the accounts are consistent with the accounting records |
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| Compared the accounts with the underlyingaccountingrecords | ||
| Checked some entries from the listing of transactions of income and expenditure to vouchers such as invoices, bank statements,and receipts. |
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| If applicable, confirmed that the trustees have taken the necessary steps to ensure that restricted or endowed funds are correctlyreported in the accounts |
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| If additional checks were necessary, the evidence was found that showed the accounting record was complete, voucher present,and both supported the entryin the accounts |
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| Direction 7: If the accounts are prepared on an accruals basis and one or more related party transactions took place the examiner must check if these were properly disclosed in the notes to the accounts |
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| Checked that the disclosures required by the SORP have been made and are complete |
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| Considered whether there are any implications for the examiner’s report and reportingto the Commission |
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| If receipts and payments accounts prepared and a related party transaction note was provided, then checked the note for anyimplications for the examiner’s report |
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| Direction 8: Check the reasonableness of the significant estimates and judgments and accounting policies used in accounting for the types of fund held and in the preparation of the accounts |
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| Checked with the trustees that the separate funds of the charity have been correctly accounted for and reported correctly in the accounts |
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| Checked the reasonableness of any significant estimates or judgments that have been made inpreparingthe accounts |
| The Directions and documentation | Step done? |
Working paper reference |
|---|---|---|
| Where accruals accounts are prepared, checked that the accounting policies adopted are consistent with the SORP and are appropriate to the activities of the charity |
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| Where accruals accounts are prepared, checked that the accounts wereprepared on agoingconcern basis |
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| Noted any implications for the examiner’s report and for separate reportingto the Commission |
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| Direction 9: The examiner must check whether the trustees have considered the financial circumstances of the charity at the end of the reporting period and, if the accounts are prepared on an accruals basis, check whether the trustees have made an assessment of the charity’s position as a going concern when approving the accounts |
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| Asked the trustees whether they expect the charity to be able to settle outstanding invoices, bills and commitments as and when they fall due |
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| Asked the trustees about the reserves policy and the adequacy of the level of reserves held |
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| Where accruals accounts are prepared, checked that the trustees’ have made an assessment of going concern and that their assessment is reasonable given the information available |
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| Where accruals accounts are prepared, checked that the SORP’s disclosures about going concern have been made |
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| Noted any implications for the examiner’s report and for separate reporting to the Commission |
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| Direction 10: Check the form and content of the accounts | ||
| Where receipts and payments accounts have been prepared, checked that the charity can lawfully prepare such accounts, that all the accounting statements are present and that the funds of the charity are correctly identified |
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| Where accruals accounts are prepared, checked that they complywith the SORP and applicable accountingstandard |
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| If the charity is a company, checked that the accounts also complywith the applicable companylaw requirements |
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| Noted any implications for the examiner’s report and for separate reportingto the Commission |
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| Direction 11: Identify items from the analytical review of the accounts that need to be followed up for further explanation or evidence |
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| Carried out an analytical review |
| The Directions and documentation | Step done? |
Working paper reference |
|---|---|---|
| Following the analytical review, selected material items in the accounts for further explanation or supportingevidence |
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| If the accounts could be materially misstated, additional checks were undertaken and the examiner is satisfied that the item(s) identified were satisfactorily explained and correctly included in the accounts |
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| Noted any implications for the examiner’s report and for separate reportingto the Commission |
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| Direction 12: Compare the trustees’ annual report with the accounts |
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| Checked that any figure for reserves quoted in the trustees’ annual report is not materiallyinconsistent with the accounts |
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| Compared the trustees’ annual report with the accounts for any material inconsistency |
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| Noted any implications for the examiner’s report and for separate reportingto the Commission |
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| Direction 13: Write and sign the independent examination report |
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| Reviewed the conclusions from the independent examination | ||
| Considered whether the examination has identified a matter of concern that should be reported in the examiner’s report |
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| Checked that the examiner’s report covers all of the matters required |
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| If relying on the work of others in undertaking the independent examination, the examiner is fully satisfied with their work and that work has been fullydocumented |
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| Signed and dated the examiner’s report | ||
| Reported matters of material significance direct to the Commission |
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| Exercised discretion and reported relevant matters direct to the Commission |