## PIFA AGM21/7/25 6.30 Staff Room & Online
1. Welcome & Apologies
- Kate, Bev, Nick, Sarah, Louise, Becky
- - Online -Victoria, Catherine, Julie Lee
2. Minutes of last meeting and AGM - Noissues highlighted
3. Outgoing Chairs Address
- Bevthanked everyone for their support and wished the new team well, highlighting that with new committee members often comes new support to try to rejuvenate the PTFA. Bev will continue to support in the background with shopping etc
4. Treasurers address - Accounts closed at £9144.55 including fete and popcorn. Looking to pay £6575.15 from outstanding trim trail bill leaving £10,000 to be paid. Will have raised £46084.72 but spent £43515.15 leaving £2569.40 to carry to next year.
5. Head’s Address - Sarah thanked Bev for 18 years of hard work and acknowledged the amount of projects she had been involved in. She thanked Kate and Nick for taking up the reins.
6. Election of Officers & Trustees - Trustee and chair - Kate Merrick, replacing Bev Albery. Nominated by Bev, seconded by Becky - Trustee and treasurer - Nick Hemingway, replacing Kate Merrick. Nominated by Kate, seconded by Becky
- Trustee on school business manager- Kirstin Westley. Nominated by Kate
- - Trustee and Head Teacher— Sara Heslop. Nominated by Kate - Trustee and Deputy Head Teacher— Louise Edwards. Nominated by Kate - Vice Chair—- Rebecca Forrestal, Pam Forrestal, Jenny, Nominated by Kate
- Communication - Victoria Aregbesola and Catherine Hemingway. Nominated by Kate
- - Secretary —Joe Rich. Nominated by Kate
7. Election of remaining committee
- Reception- TBC
- - Year 1-Kate Merrick and Kirsty
- Year 2- Victoria Aregbesola and Julie Lee
- Year3-Catherine Hemingway and Nanes
- Year 4- Victoria Aregbesola and TBC
- Year 5—-Catherine Hemingway and TBC
- - Year6-TBC
8. Reincorporation of the constitution. It was agreed that the PTFA will be adopting the model constitution from Parentkind https://www.parentkind.org.uk/assets/resources/Model-constitution-England-andWales. pdf
| ,
9. Agreed change of signatories on business accounts e Initially we will add Kate Merrick (Chair), Nick Hemingway (Treasurer) and Sarah Heslop (School Head Teacher).
e September removal of Bev Alery Qa. Due to exceeding £25,000 in funds raised, Nick identified that we need to have an independent audit of the accounts. Gregory Petts has agreed to act in this role for the PTFA.
- 40.Communications Approach
- e Catherine and Victoria have designed a communications approach to put the PTFA at the forefront of the school communities’ mind.
- e This will be designed to follow Kate Merrick's approach from the new parents evening automatically putting parents as part of the PTFA in setting the expectation that all parents and families will be involved in supporting the community.
- e All communications to be drafted over the summer holidays and added to the PTFA 101.
- e These can then be amended throughout the year. e Aim to maximise the use of the new WhatsApp community, Facebook, Instagram now with as well as having a regular spot on the school newsletter.
- e Requested and agreed that the PTFA communications in the newsletter are more prominent so parents cannot miss it. This may be to publicise events or to put a spotlight on active committee members to highlight how easy supporting is and what the benefits are .
- 11.Project ambitions for 2025 to 2026 a. paying off the trim trial (£10,000), b. pond and wildlife garden, c. sensory garden d. reading circle on the playground.
- Approach e will be a mixture of fundraising and volunteer groups e the landscapers already responsible for the grounds have been approached to provide a quotation for the works split by labour and materials
- e Nick has also reached out to the community group in Weston Favell village, as well as others in the local area
- e we are looking for further volunteer groups that may be able to support. e Becky mentioned that Travis Perkins may be able to provide materials and also have a corporate responsibility group
- e Sarah recommended reaching out to the allotments group
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- 12.. Calendar of events for 2025-26 e Recruitment drive /Class representatives - use September PTFA meeting as a real “launch” event for the PTFA for the year
- e Disco 23% Oct e Mufti for Fayre & Popcorn 24" Oct e Mufti for Fayre — 28" Nov e Christmas Fayre Friday 28" Nov 3.30 -4.30pm e Popcorn 19th December e Hot Dog Night —12"" February
- e Popcorn 27th March (pre easter) e 18-22nd May - Walk to School Week - School Street. To be discussed further with Nick and school
- e Disco— 21% May e Popcorn 22nd May (last day pre HT) e Colour Run — To be discussed further e School Street for Bike Week 2026 8-12 June — to be discussed further as part of school street
- e New Reception parents-coffee & cakes 6th July [transfer day] e Summer Fete 10" July e School leavers party 10th July
- 13.Nick has broken down this year’s budget and proposed a budget for next year based on 2024- 2025. See appendix. We have agreed to start restricted funds for future eq uipment, aiming for £3500 per year. This was agreed and this will be moved within the next financial year
14. Summer Fete - survey has been sent out and feedback will be gathered and summarised for next PTFA meeting
## 15.Next meetings:
- a. Regular meeting 23° September 6pm b. Next AGM 13¢ July 2026
## Authorisation
The undersigned officers of Weston Favell Primary School PTFA hereby approve the minutes of the AGM and the changes to the charity’s constitution, officers and signatories of business accounts.
## Kate Merrick - Incoming Chair and new Account Signatory
Nick Hemingway - Incoming Treasurer and new Account Signatory
:
Beverly Albery - Outgoing Chair and existing Account Signatory
## b Meery,
## Dated 18" August 2025
SARAH HESLOP ~HEAOTEACHER. Q
||||||
|---|---|---|---|
|2024-25 actuals
ee
oe
Income
Outgoings Profit/Loss
UniformsaleSept
£238.52
£238.52
‘DiscoOctober
£1,094.15 |£194.31
£899.84
Xmas fete and carols
}
(£2,578.01
£9114
£2,486.87
Christingle
|
|
: ia
£44.05
Santa gifts
|
=o
(£109.68
PopcornOctober
|
|
«£239.88
£160.43
£79.45
Hotdog nightFeb a
_
(£1,423.99 (£348.87
£1,075.12
PopcornMayand Uniform
£645.85
£329.84
£316.01
Easter gift
es. es a eee
DiscoMay a a _£1,181.97
£217.01
£964.96
Popcorn (additionaldate)
£500.00
£500.00
Summer Fete
_
a
‘£2,651.71 £266.31
(£2,385.40|||||
|Eventincome-nomatching
~
£10,554.08 1860.1||‘£8,946.17||
||||||
|Employersupported -Fundingmatch
_
Funding matching NationwideTombolafrom
Summer
coe
Ss
£988.25
Fundingmatching MicrosoftSummer
fete raffle £953.50||£988.25
£953.50||
|Funding matchingMicrosoftMayDisco
—s_—«£.1,146.54
Funding matching Barclaycard Beautyfrom
Summer
ET
dake osMe
£589.20
Funding matching Barclaycard TombolaXmas (£998.56||£1,146.54
£589.20
£998.56||
|Totalfundingmatch
_£4,676.05 0||£4,676.05||
|Totaleventincome
£15,230.13 1860.1|—_-£13,370.03|||
|Employersupported-other
Microsoftoneoff
=
—____
£23,106.96 |
Mastercard
©
-
|
-
£101.25
Keyconveyancing one off
_
="!
£1,000.00||£23,106.96
(£101.25
£1,000.00||
|Total Employer supported-other
———s=—-£24,208.21 0||‘£24,208.21||
|Otherincome —s—©
le
S|
Easy Fundraising
Se
__|£222.79
|
Asda Cash Pot
£85.38
My child's art
£19.65
Total other
£827.82||£222.79
£85.38
‘£19.65
£327.82||
|Total income
|
az
___ |£39,766.16 1860.1|_£37,906.06|||
||||||
|Outgoings
Parentkind Insurance
|
£162.00
Lottery license
£20.00
Other sundries
£11.81||||
|Total run costs
|
£193.81||£193.81||
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|Available
to grant|||
|---|---|---|
|‘Schoolleavers hoodies
‘School leaversevent
School trips
Total regulargrants||£600.00
_—-£600.00
£550.00
_—_-£550.00
£1,600.00
-£1,600.00
|
'-£2,750.00|
|Netof regular||||
£34,962.25|
|oneoffgrantscommitted
Trim trail -tranche 1
Trimtrail -tranche2
Netgrants ofcommitted
Opening balance
Closingbalance|||
|
£32,136.26 -£32,136.26
£6,575.15
|-£6,575.15
|
|
|
'-£3,749.16 SJ
—s«(86,318.56
£2,569.40|
close he Sas
‘IncomeUniform Sale Sept a (DiscoOct TOO 850, XmassFete IO ‘Popcom December 220 ‘HotdognightFeb 200 ____o PopcomFebo 220 _ 10 fr Enstereggraffie?? PopcomMarch 20_—_|ite_a —— PopcomMay 22 GolourRun June 8800290 Newparentsday SummerFete 2750 ____ 400 2380 [Event Income - no matehing_SASS_—___"" 7° Employersupported-Fundingmatch | Xmas Fete -TombolaBarclaycard 900s ‘SummerFete -Tombola Barclaycard 9000900 Total funding match 18001800 Totaleventincome —-ss—s——i—i080—S— 20508980 Employer supported-other a Volunteering Microsoft, = 1920 1920 Charitable donations Mastercard = 800 80 Total Employer supporied-other ——ta—m0—OS 222000 Otherincome Easy Fundraising. ttCt—i‘iNC*dDSC(‘“(#‘“CdNNC SE Lotteylicense langeOthersundries eeei” | 200}200, 2=ti(‘SCOCS
|Availabletogrant
——_|—
21138
Regulargrants
—
ee
Schoolleavershoodies
600
sd
Schoolleaversevent
___|550
Schooltrips
1600 a
Totalreguiargrants
==
||
|---|
|an
i
_
18388__
[One off grants committed
| _
on
[Weim raid
(10000
Netgrantsof committed
———_—
8388
Futurerestricted
_
Ark
1000 _
Thatta os pieoe
7
2500ee on
Netofrestricted
3500
4888
eee —
a
_
0<2ee
SensoryGarden
“s
___|1900
Readingote
inva
Totalprojects
=
ss
_|
# CHARITY COMMISSION; Independent examiner's FOR ENGLAND AND WALES report on the accounts
Section A
## Independent Examiner’s Report
j | Report to the trustees/ a . members of |WESTON Faveww FRi MARY scHocoOlL FTFA On accounts for the year Charity no ended Sl JULY 292.5 (if any) 140 Lee o
- | report to the trustees on my examination of the accounts of the above charity (“the Trust’) for the year ended 21 (02/2026.
- 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’). | 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, | have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
- Independent | have completed my examination. | confirm that no material matters have examiner's statement 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: e accounting records were not kept in accordance with section 130 of the Act or
- e the accounts do not accord with the accounting records
- | 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. * Please delete the words in the brackets if they do not apply.
name: [|CgeaqoRt EeqTS qualification(s)Relevant professional or body | a Pe (if any): Address: |THE OLD BARN. PIUILDRALWD FoAD (2 IMO 2ZE
IER
. 1
October 2018
Section B
|
i ff
## Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32 Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to 7 disclose. NO NE.
October 2018
(as) FOR ENGLAND AND WALES
Receipts and payments accounts CC16a To from ee at |
## Date
Credit Slip/ Unrestricted Restricted Endowment Total funds Last year tothe nearest £ to the nearest£ to the nearest[£] to the nearest[£] to the nearest[£]
BalanceAi Receipts brought foward ——=~=“‘*‘*~*~*zWVOWBIZOP TC
(£6,318.56) [Ss~*«éOOO] [£0.00
[ «£0.00
| |
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# CHARITY COMMISSION; Independent examiner's FOR ENGLAND AND WALES report on the accounts
Section A
## Independent Examiner’s Report
j | Report to the trustees/ a . members of |WESTON Faveww FRi MARY scHocoOlL FTFA On accounts for the year Charity no ended Sl JULY 292.5 (if any) 140 Lee o
- | report to the trustees on my examination of the accounts of the above charity (“the Trust’) for the year ended 21 (02/2026.
- 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’). | 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, | have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
- Independent | have completed my examination. | confirm that no material matters have examiner's statement 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: e accounting records were not kept in accordance with section 130 of the Act or
- e the accounts do not accord with the accounting records
- | 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. * Please delete the words in the brackets if they do not apply.
name: [|CgeaqoRt EeqTS qualification(s)Relevant professional or body | a Pe (if any): Address: |THE OLD BARN. PIUILDRALWD FoAD (2 IMO 2ZE
IER
. 1
October 2018
Section B
|
i ff
## Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32 Independent examination of charity accounts: directions and guidance for examiners). Give here brief details of any items that the examiner wishes to 7 disclose. NO NE.
October 2018
(as) FOR ENGLAND AND WALES
Receipts and payments accounts CC16a To from ee at |
## Date
Credit Slip/ Unrestricted Restricted Endowment Total funds Last year tothe nearest £ to the nearest£ to the nearest[£] to the nearest[£] to the nearest[£]
BalanceAi Receipts brought foward ——=~=“‘*‘*~*~*zWVOWBIZOP TC
(£6,318.56) [Ss~*«éOOO] [£0.00
[ «£0.00
| |
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4
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