2021-08-31-accounts - Birch Copse School Parent Teacher Association

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Trustees' Annual Report for the period

Period start date Period end date 1[st] Sept 2020 31[st] August 2021

From

Section A Reference and administration details

Charity name Birch Copse School Parent Teacher Association

Other names charity is known by Birch Copse School PTA

Registered charity number (if any) 1078719

Charity's principal address Birch Copse Primary School

Wittenham Avenue

Tilehurst, Reading, BERKS Postcode RG31 5LN

Names of the charity trustees who manage the charity

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Dates acted if not for whole Name of person (or body) entitled
Trustee name Office (if any)
year to appoint trustee (if any)
1 Victoria Hannington Chair
2 Kevin Alderson Treasurer
3 Victoria Lane
4 Jessica Armstrong
5 Dean Stacey
6 Emily Moore
7 Anna Blackwell
8 Richard Jones
9 Kerry Stirk
10 Hilary Rico
11 Jeanette Young
12 Matt Bicknell
13 Simone Magee 1/9/20 to 7/10/20
14 Joy Jamieson 1/9/20 to 7/10/20
15 Dan Griffiths 1/9/20 to 7/10/20
16 Lindsey Shelley 1/9/20 to 7/10/20
17 Karen Bullock 1/9/20 to 7/10/20
18 Kirsty Fallaize 1/9/20 to 7/10/20
19 Sarah Morris 7/10/20 to 31/8/21
20 Christopher Brown 7/10/20 to 31/8/21
21 Maria Maulini Secretary 7/10/20 to 31/8/21
22
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Names of the trustees for the charity, if any, (for example, any custodian trustees) Name Dates acted if not for whole year

Names and addresses of advisers (Optional information)

Type of adviser Name Address Name of chief executive or names of senior staff members (Optional information)

John Micklewhite (President) Paul Massey (Vice President)

Section B Structure, governance and management

Description of the charity’s trusts

Constitution adopted October 2009, subsequently updated September Type of governing document 2021 (after the period ended 31st August 2021) (eg. trust deed, constitution) Association consisting of parents, family, legal guardians and teaching How the charity is constituted staff (eg. trust, association, company) Trustees are appointed or reappointed annually at the Annual General Trustee selection methods Meeting held in the Autumn (eg. appointed by, elected by)

Additional governance issues (Optional information)

Birch Copse PTA is a member of PTA-UK which provides support,
You may choose to include guidance and practical resources for running a PTA. Membership of PTA-
additional information, where UK provides us with £10 million public liability insurance cover for all PTA
relevant, about: run events.
 policies and procedures adopted for the induction and Disclosing and Barring Service (DBS) checks are carried out for all training of trustees; trustees.
 the charity’s organisational Birch Copse Primary School also now carries out enhanced DBS checks structure and any wider on all trustees. network with which the charity works; All trustees give their time voluntarily and receive no remuneration or other
 relationship with any related benefits. parties; The PTA has a policy document covering risk management, working with
 trustees’ consideration of vulnerable beneficiaries, volunteer management, complaints handling and major risks and the system conflict of interest. and procedures to manage them.

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Section C Objectives and activities

The object of the association is to advance the education of pupils in school in particular by: Summary of the objects of the - Developing effective relationships between the staff, parents and charity set out in its others associated with the school. governing document - Engaging in activities or providing facilities or equipment which support the school and advance the education of the pupils. Summary of the main A variety of fundraising events are held throughout the academic year: activities undertaken for the - Christmas & Summer Fundraisers for the whole family public benefit in relation to - Easter Raffle for the children these objects (include within - Quiz nights for parents (temporarily suspended) this section the statutory - One off events e.g. Circus declaration that trustees have In addition other fundraisers include Christmas card sales and school had regard to the guidance production DVD’s to name just a few. A school uniform shop is also run issued by the Charity by the association in order to provide parents with easy access to Commission on public essential and non-essential uniform items. benefit)

Additional details of objectives and activities (Optional information)

Monies raised are used to provide the school with additional funds and You may choose to include are spent as agreed with the Head Teacher and School Governors. further statements, where It is policy to spend monies so that they benefit the whole school. relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

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Section D Achievements and performance

Summary of the main achievements of the charity during the year

This year we raised £26,368

Our biggest fundraisers were the Christmas fair and Mini Marathon sponsored run. The Break the Rules day was very popular as well as the Easter Raffle, production DVD’s and Your School Lottery continued to provide much needed income. The School Uniform Shop also provided significant funds.

The impact of the COVID-19 pandemic impacted fundraising events significantly, and the charity successfully applied to the Greenham Trust for a grant for IT equipment for the school worth £10,300

We aim to spend the monies raised each year by purchasing school resources as soon as possible. In this respect the Head teacher typically presents to the committee a “wish List” of items that the school would like to purchase, items that would not be possible to obtain through normal school funding.

The funding provided to the school in this financial year was £25,395 (raised during the previous year) and was used to purchase: 65” TVs in 9 classrooms £4,267 Themed week contributions (421 children @ £3 each) £1,263 Life Education Bus 2019 (4½ days @ £370 per day) £1,480 5 year subscription to Purple Mash £3,610 Annual subscription to Charanga Music School £325 New doors in Lower & Upper Junior areas £4,150 Greenham Trust Laptops £10,300 Total - £25,395

During the year the PTA also provided classroom floats for the teachers and assistants to purchase sundry items for their classes of £1,400

The PTA also committed to provide funding to the school of £15,879 during the following financial year from the money raised in this financial year (2020-21)

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Section E Financial review

Brief statement of the charity’s policy on reserves

At the end of the 2020-21 financial year the PTA had £26,910 in the bank of which £15,879 had been allocated to the school funding, plus additional £1,400 for teacher classroom floats. This left sufficient reserves to cover the risk that fundraising would be curtailed in the next financial year as the country recovered from the COVID-19 pandemic.

Details of any funds materially in deficit

N/A

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

the charity’s principal sources of funds (including any fundraising);
how expenditure has supported the key objectives of the charity;
investment policy and objectives including any ethical investment policy adopted.

The PTA raised £15,270 from fundraising activities in 2020-21, the main contributing activities include:

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Christmas Fundraiser £3,481
Mini Marathon £2,955
Your School Lottery (YSL) £2,765
Break the Rules Day £1,115
Easter Raffle & Fundraisers £633
Production DVDs £525
The Giving Machine/Easy Fundraising £331
Commission
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The single biggest contributor to the year’s total was £10,300 grant from the Greenham Trust that the PTA successfully applied for and funded the items which are now in Birch Copse Primary School’s ownership.

The money was added to our funds which enabled us to provide the school with £25,395. In addition, amounts were paid out during the year including £1,400 in teacher floats (£100 per class) and financing the Year 6 Leavers books £681. These were the main items in total expenditure of £27,877.

Net loss for the year was £(1,508) primarily due to reduced fundraising vs prior years as events were curtailed by the Covid-19 pandemic restrictions.

Fundraising £25,272 Uniform Shop profit £1,096 Income £26,368 Expenses £(27,877) Net Loss £(1,508)

The bank balance of £26,910 allows sufficient headroom within balance sheet reserves to incur additional losses in future years while maintaining similar levels of funding (constantly under review by the charity’s trustees and leadership team).

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Section F Other optional information

Victoria Hannington was the secretary in 2019-20, with Simone Magee as Chair. Simone Magee resigned on 7th October 2020 and Victoria Hannington became Chair on 7th October 2020 and acted throughout the remainder of the year.

Kevin Alderson was the Treasurer throughout, and Maria Maulini was voted in as Secretary on 7[th] October 2020.

Section G Declaration

The trustees declare that they have approved the trustees’ report above

Signed on behalf of the charity’s trustees:

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