2020-07-31-accounts - Friends Of The Mead ( Fom )

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Trustees’ Annual Report for the period Period start date Period end date 01 08 2019 To 31 July 2020

rom

Other names charity is known by

Registered charity number (if any)

Names of the charity trustees who manage the charity

t[E m akent [Ghar «|[SSS™S~~~~OM] = 2[Alice Members Patience [Vice Char (|[——~—~—=S~S~~dOM] 3 Members [Tamara James | Secretary —(|[——~SS~S~iROM] Members ) July 2020 a a a ee 5 es rses 7 | Seen mee a a eee FG a MT pe 5 | a a as oe a || i a ep a a 20 a a em Names of the trustees for the charity, if any, (for example, any custodian trustees) [Name sd Dates acted ifnotforwhole year i eT eee EE ee a ee 1 March 2012

TAR

Names and addresses of advisers (Optional information)

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

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Section B Structure, governance and management

Description of the charity’s trusts

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|||||||| |---|---|---|---|---|---|---| |Type|of governing|document|Constitution|and|Rules| |(eg.|trust|deed,|constitution)| |How the|charity|is|constituted|Association| |(eg.|trust,|association,|company)| |Trustee|selection|methods|Elected|by FOM|Members|at AGM| |(eg.|appointed|by|elected|by)|

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Additional governance issues (Optional information)

You may choose to include

additional information, where relevant, about:

e policies and procedures adopted for the induction and training of trustees;
e the charity's organisational structure and any wider network with which the charity works;
e relationship with any related parties;
e trustees’ consideration of major risks and the system and procedures to manage them.

Section C

Objectives and activities

FOM Mission Statement — To add value to the education of pupils at The Mead School Tunbridge Wells.

Summary of the objects of the |FOM has the following objectives: charity set out in its

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|||||||||||||||| |---|---|---|---|---|---|---|---|---|---|---|---|---|---|---| |governing|document|1.|To|raise|money|for|activities|or|items|that|add|value|to|the| |children’s|lives|at|The|Mead|School;|and| |2.|Tocreate|a|more|cohesive|community|of|parents|and|teachers|at| |The|Mead|School.|

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TAR

March 2012

All Trustees have read and considered the three documents issued by the Charity Commission on public benefit. Trustees have complied with their duty to have due regard to the public benefit guidance when exercising any powers or duties to which the guidance is relevant.

To raise funds that are used to make donations to The Mead School to support specific requests for equipment, items and subscriptions, FOM organised and ran a number of successful events during the year to March 2020; and organised a number of fundraising activities throughout the year.

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

Unfortunately a key summer event was cancelled due to the current COVID pandemic but which will be re-organised once restrictions have been eased.

A summary of the events and fundraisingi activitiesooincluded:
A movie night which allowed parents to get together at the start of the school year;
A winter starlight ball which was enjoyed by over 200 parents and teachers;
A winter fayre which put on activities and had stalls plus a raffle for Xmas hampers for parents;
The sale of second hand uniform; and
Own clothes days.

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

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

TAR

March 2012

Section D

Achievements and performance

Summary of the main achievements of the charity duringee thee

ate ee raed from noe and fundraising activities allowed FOM On aes ONO DE CORMDELLONS:

e A contribution of £6,750 towards improvements for the school playground;
e Accontribution of £2,050 towards the purchase of new table tennis tables for the school:
e A contribution of £1,066 for sounds equipment for the drama department;
e A contribution of over £1,500 towards new books for the school library;
e Accontribution of circa £3,000 towards new art equipment, a water table, an outdoor mud kitchen (with equipment);
e Acontribution of £850 to create a new secure entrance for prereception and kindergarten; and
e Acontribution of £150 for items for the Senco department.

The balance available at the end of the year means that FOM can work closely with the school to contribute further towards items to enhance the education of the children at the school. One key area to be considered and discussed further will be the renovation of the school gym.

TAR

March 2012

Section D

Achievements and performance

TAR

March 2012

Section E

Financial review

FOM does not operate a policy on reserves as it does not have any onBrief statement of the going financial obligations. The donations made are agreed by the charity’s policy on reserves Members once raised via events / activities which are organised and run by volunteers.

Details of any funds materially in deficit

Further financial review details (Optional information)

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

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

Section F

Other optional information

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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gnature(s)| EMMA ORS S
Full name(s) EN & LENT MATT oH/E~ EGKOEAN
Position (( e g g Secretar y , Chair,etc) Gite \ R T Re as uhEk._
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TAR

March 2012

r CHARITY COMMISSION Friends of The Mead (FOM) 1079851 FOR ENGLAND AND WALES Receipts and payments accounts CC16a For the period 01/08/2019 T 31/07/2020 from ° Section A Receipts and payments Unrestricted Restricted Endowment Total funds Last year funds funds funds Oly peer to the nearest £ to the nearest £ to the nearest £ to the nearest £ A1 Receipts Fundraising Events Zuatel| sae? Sea || [E 27,818 ZT aR 2,700 | ee 1,243 1,129 Second Hand Uniform Sales a; ey! Own Clothes Day | CCOCCdTTTCTCTCTC dC SummerFaye SSSSCSC~—~SSCSCSS J [| fQuzNght—SSCSSCS [FS Cid ddiY Fat10,197 ice Cream Stal ie Ta Fancy ———S—S~dtiC |S| ss.[Sd|reSdd| si Dress Sale and Mead Bags | [DonationsTCC —||} ier ae ——SC~C~—~‘“SC“<CS~~~‘t C~dCYESSTTCCCSC~ddECSCSCSC [Parent Donations OYE Easy Fund Raising a) ae Ad Hoc - Sum Up and PayPal eS | ||| ey Sub total (Gross income for 34,804 - 34,804 20,844 AR) | A2 Asset and investment sales, (see table). Sub total ——= — Total receipts 34,804 Cs | 34,804 | 20,844 A3 Payments |FundraisingEvents ||5633] [S-i[2 SSSCS See ee| ae eg 5633)1,865 SC‘ Movie a.|ae |[«58] | Night _—$—-=— 268 [a |——— a65,863 [Donations| | Table Tennis Tables | (| er Senco Equipment hh Mud —|)ales tT [Pre-receptionKitchen, Arts Equip, Water Table Cd 4a| Drama Entrance ———SSCdSCC“‘“‘CSW~~éSd s— Sound Equipment 1,064 eS 1064) { ee) i Library Books pr|ee || Contributionto Play Ground iaOeoe 6774; {0 Tt (ae NE |) (NS OE) ee(nN |ate 2,2681444 PES 1,920 [SubscriptionsGarden Sheds Ss eeea ee | Ad CT——S—S—S~isdYCd TCCSSTTSCSdSSSC [CCCTC~dYCSCCS™Y SSS Hoc- Sum UpMachine Costs | Membership Fees itt |a = ac ey ea ea NN9CE (7) A4 Asset and investment purchases, (see table) CCXX R1 accounts (SS) a] ae LoL [2808/2021

Total payments [35947] [-] Td AS Net of receipts/(payments) 1.13[~ =a |EC Transfers between funds |[——S] A6 Cash funds last year end aaa Cash funds this year end Fes |

CCXX R2 accounts (SS)

25/05/2021

Section B Statement of assets and liabilities at the end of the period Unrestricted Restricted Endowment Categories Details funds funds funds to nearest £ to nearest £ to nearest £ — rte a (agree balances with receipts and payments account(s)) OK OK OK Unrestricted Restricted Endowment funds funds funds Details to nearest £ to nearest £ to nearest £ — — Details Fundasset to belongs which CostCot)(opti | Currentoptional value — —= Details Fundasset to belongs which Costvat (optiogal)(opti | Currentoptional value Fund to which Amount due When due - ——Details. —liability relates optional =optional Signed by one or two trustees on . . Date of behalf of all the trustees Signature Print Name approval EEira Cow EmmEmm 2CENT D105 [2\ Tne Geoean ||sz 05 \21 L/S CCXX R3 accounts (SS) 3 25/05/2021

| CHARITY COMMISSION! | FOR ENGLAND AND WALES

— Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees/ | Friends of The Mead (FOM) members of On accounts for the year | 31% July 2020 ended

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Set out on pages| 1 - 11
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Charity no | 1079851
(if any)
|
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  - ! report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/07/2020.

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 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
```
 - 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.

Section B Disclosure

Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).

IER

October 2018

| | | | |

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Give here brief details of any items that the examiner wishes to disclose.

{

JER

October 2018

g} CHARITY COMMISSION | FOR ENGLAND AND WALES

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.

Checklist

The Directions and documentation	Step	Working
	done?
		reference
Janindependentexamination ee		an independent examination
be reviewed
Confirmed the amount of the charity’s income to figure shown	Yes	WPI(A)
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
approving an audit dispensation
Ifthe charity has one or more subsidiaries confirmed that group
accounts are not required by law
If a charitable company checked that the audit exemption	N/A
statement has been made		company
If applicable, rechecked the threshold calculation during the N/A eaminaton	Ifthe charity's income is more than £250,000 confirmed that
the examiner is a member of one of the listed bodies
lfapplicable, informedthetrusteesthatthecharity isnot eligible for an independent examination	NSF
If receipts and payments accounts have been prepared,	Yes	WPI(B)
checked that the charity's gross income is less than £250,000
and that it is not a company
If receipts and payments accounts have been prepared, check	Yes	WPI(B)
that there is no requirement to prepare accruals accounts in
the charity’s governing document or for any other reason
lfapplicable, informedthetrusteesthatthecharity isnot eligible to prepare r ceipts and payments accounts	N/Aa
Direction 2: Check for any conflict of interest that prevents
the examiner from carrying out their independent
examination
Confirmed that there are no close personal relationships with thetntees thatcompromaendependence nnn Confirmed as having no involvement in the day to day	Yes WPI(C)
administration ofthe charity
Ifproviding other servicestothecharitythen confirmedthatall the criteria in Direction 2 necessary for independence are met	NR
Identified that there are no circumstances in the examiner's	Yes	WPI(C)
judgment that would reasonably lead to the perception that the
examinerisnotindependent

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The Directions and documentation Step
done? | paper
reference
Considered whether sufficiently skilled to carry out the Yes WPI(C)
examination and, where required, confirmed membership of a
listed body
lf applicable, informed the trustees that you are not eligible to
carry out the independent examination
|yourindependentexamination DirectionFile 3: Record | |
of working papers prepared to document the work Yes WP1,2,3
undertaken (see the Direction for guidance on key working
papers)
confirmed
If issued, letter of engagement signed bythe trustees on file | NA | |
Areas of concern identified and noted whether these were Yes WP2(A)
resolved or if unresolved and significant have included them in
the examiner's report
Verificationchecks madeand arevouching on file procedures undertaken and any aYes WP2(B)
|Copyofapproved accounts onfile es |
|Copy oftrustees’ annual reportonfile Tes, |
Copies of information relied upon as part of the examination Yes WP2(A&B)
are on file
Recorded the conclusions drawn as an outcome of the Yes WP2(C)
are on file
[Esepegetoxminaon at spore xis pon |
Recorded any matters of material significance about which a N/A
report must be made direct to the Commission
Recorded whether to exercise discretion and report on relevant Yes N/A
matters direct to the Commission
|yourindependentexamination DirectionObtained 4: Plan | |
an understanding of the charity's constitution, Yes WP3(A)
objectives, organisational structure, the funds managed, its
activities and accounting records and systems
Planned specific examination procedures appropriate to the Yes WP3(B)
circumstances of the charity
Reviewed whether any areas for improvement were advised to Yes WP3(C)
the trustees in the previous year’s independent examiner's
report (or audit report and management letter) and looked to
see if any action taken
Considered the financial risks identified and, where accruals Yes WP3(D)
evidence that shows that the charity is a going concern
Squrmpereacamarequnetenerimecsrme | |
Noted any implications for the examiner's report and for Yes N/A
separate reporting to the Commission
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The Directions and documentation Step Working
reference
requiredDirectionstandard5: Check that accounting records are kept to the =
Checked that accounting records have been kept are complete
and considered if they have been kept to the required standard
records are complete
thelf cort r usec t eeionsapprovalmade orfor recordsthese hascreatb e denduring sough t heand examination,obtained N/A a
Asked the trustees if they carried out a review of the charity's Yes
internal financial controls in the year reported
Noted any implications for the examiner’s report and for N/A
separate reporting to the Commission
theDirectionaccounting6: Checkrecords that the accounts are consistent with a
Checked some entries from the listing of transactions of Yes Spreadsheet
income and expenditure to vouchers such as invoices, bank
statements, and receipts.
If applicable, confirmed that the trustees have taken the N/A
necessary steps to ensure that restricted or endowed funds are
correctly reported in the accounts
If additional checks were necessary, the evidence was found N/A
that showed the accounting record was complete, voucher
present, and both supported the entry in the accounts
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
Checked that the disclosures required by the SORP have been N/A
made and are complete
examiner'sConsidered whetherreport and therereporting are anyto implicationsthe Commissif o rn the N/A a
If receipts and payments accounts prepared and a related N/A
party transaction note was provided, then checked the note for
any implications for the examiner’s report
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
Checked with the trustees that the separate funds of the charity | Yes Treasurer
have been correctly accounted for and reported correctly in the confirmed
accounts Unrestrictedunds only
Checked the reasonableness of any significant estimates or Yes N/A
judgments that have been made in preparing the accounts
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The Directions and documentation Step Working
done? | paper
reference
Where accruals accounts are prepared, checked that the N/A
accounting policies adopted are consistent with the SORP and
are appropriate to the activities of the charity
Whereaccounts accrualswere prepared accountson area prepared,going concern checkedbasis that the i el
Noted any implications for the examiner's report and for
separate reporting to the Commission
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
Asked the trustees whether they expect the charity to be able Yes None
to settle outstanding invoices, bills and commitments as and
when they fall due
Asked the trustees about the reserves policy and the adequacy Yes None
of the level of reserves held
Where accruals accounts are prepared, checked that the N/A
trustees’ have made an assessment of going concern and that
their assessment is reasonable given the information available
Where accruals accounts are prepared, checked that the N/A
SORP’s disclosures about going concern have been made
Noted any implications for the examiner’s report and for Yes N/A
separate reporting to the Commission
[Direction 10: Check the form and content ofthe accounts [|
Where receipts and payments accounts have been prepared, Yes WPI,
checked that the charity can lawfully prepare such accounts, Spreadsheet,
that all the accounting statements are present and that the ieasuael
nrestricted
funds only
Seenesce = | EE
Wherecomply accrualswith the accountsSORP and are prepared,applicable accounting checked thatstandard they an
complylf the charitywith theis aapplicable company, checkedcompany thatlaw therequirements accounts also ed ead
Noted any implications for the examiner's report and for N/A
separate reporting to the Commission
Direction 11: Identify items from the analytical review of
the accounts that need to be followed up for further
explanation or evidence
Carried out an analytical review Yes
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The Directions and documentation Step Working done? | paper reference accountsFollowing forfurerthe analyticalexplanationreview, selectedor supporingmaterial evidenceitems in the |Yes WP2 If the accounts could be materially misstated, additional checks Yes WP2 were undertaken and the examiner is satisfied that the item(s) identified were satisfactorily explained and correctly included in the accounts separateNoted any reportingimplications to thefor Commission the examiner's report and for peYes N/A Direction 12: Compare the trustees’ annual report with the accounts annualCheckedreportthat anyis notfigure materiallyfor reservesinconsistentquoted within thethe accountstrustees’ 8Yes one | Compared the trustees’ annual report with the accounts for any None material inconsistency Noted any implications for the examiner's report and for Yes N/A separate reporting to the Commission reportDirection 13: Write and sign the independent examination Pf | Considered whether the examination has identified a matter of Yes Wp2 concern that should be reported in the examiner’s report Checked that the examiner's report covers all of the matters Yes None required If relying on the work of others in undertaking the independent N/A examination, the examiner is fully satisfied with their work and that work has been fully documented report Reported matters of material significance direct to the N/A Commission Exercised discretion and reported relevant matters direct to the N/A Commission

Independent Examination of Friends of The Meads Annual Accounts 2019/20

Working Paper 1

(A)

In the 2019/20 Financial Year FOM had gross income of £34,804.80. As the income for this year exceeds £25,000 the Charity Commission Directions state the Accounts need to be subject to an Independent review. However, as gross income and assets are less than £250k and £3.26m respectively, they are below the audit threshold set by the Charity Commission and FOM may choose to have an Independent Examination of its Accounts rather than an audit. The FOM’s governing document, Friend’s of the Mead Constitution and Rules, does not specify when an audit should be carried out. FOM’s Committee Members believe an Independent Examination is the appropriate type of review for this year. Having considered all these points I agree the Charity is eligible for an Independent Examination.

(B)

Receipts and Payments accounts have been prepared which is appropriate as FOM’s gross income is less than £250k, FOM is not a charitable company and there is not a stipulation in the Friends of the Mead Constitution and Rules that Accrual Accounts should be prepared.

(C)

I am able to carry out an Independent Examination of FOM’s accounts as I had no involvement in the day to day running of the charity. I] also have no close personal relationships with FOM Committee members and no conflicts of interest, both as described in the Charity Commission’s Independent Examination Directions and Guidance. However, I was on the FOM Committee as Treasurer for two years from August 2016 — July 2018 which will provide a helpful insight and understanding as I carry out the review. I also passed all ICAS accounting exams ad qualified as an accountant with PwC in 2006. However, I have not worked in finance for 10 years and an no longer a member of ICAS.

Independent Examination of Friends of The Meads Annual Accounts 2019/20

Working Paper 2

(A)

Analytical Review of Income was carried out in the Excel file ‘FOM Accounts 2019-20 V2’ in the Analytical review of Income tab. No areas of concern were identified.

(B)

All income in the accounting records of £300 or more was agreed to Lloyd’s Bank Statements. This resulted in 95% of income being verified by bank statements. All expenses in the accounting records of £300 or more were checked against copies of receipts and invoices. This resulted in 90% of expenses being verified.

Copies of receipts and invoices and any explanations I required were sent by Matthew Grogan in emails on 8th May 2021 (x2 emails), 10th May 2021 (x1 email) and an email sent by Emma Kent on 10th May and are saved in a folder in my personal email account. Details of each line item of income and expense verified and explanations provided are recorded in the Excel file ‘FOM Accounts 2019-20 V2’ in the Income and Expenses tab.

(C)

I am happy with the ease in which I was able to carry out verification and vouching procedures of the accounting records and the clearness of all explanations sought. I have identified no areas of concern in the underlying accounting records and there is nothing I feel I need to include in the Examiner’s Report or report separately to the Commission.

Independent Examination of Friends of The Meads Annual Accounts 2019/20

Working Paper 3

(A)

I have developed an understanding of the Friends of the Mead charity through obtaining a copy of the Friends of the Mead Constitution and Rules, reviewing the 2019/20 income and expenses spreadsheet by undertaking analytical review and verification and vouching procedures, asking questions of Committee members and as a parent at The Mead school, receiving communications from the FOM committee and attending events that they have run.

(B)

In planning the 2019/20 Independent Examination I read the Directions and Guidance for Independent Examiners document on the Charity Commission website and used their Checklist to ensure the review was complete. I recognised that even smaller amounts of money are important to supporters of FOM and therefore decided to agree all expenses over £300 to invoice or receipt and some smaller expenses too. I planned to agree all income of £300 or more to bank statements and carried out an analytical review to confirm the completeness of income.

(C)

An Independent Examination was not required the two years prior to the 2019/20 Accounts so there were no areas recently recommended for improvement to consider.

(D)

The way in which FOM is run means it would not normally encounter financial risk. The school projects or departments it supports only go ahead with plans once funds have been raised. The Charity doesn’t have an overdraft or loan facility so can’t spend more than the cash it has in the bank and the Committee would not commit to events that cost more than they could pay for. There is not a specific reserves policy written in the Constitution but Committee members recognise the importance of being financially aware and mindful of costs and budgets when hosting events.

(E)

The Trustees have not carried out a review of the internal financial controls this year. However, from speaking to the Trustees, reading meeting minutes and reviewing the accounts I feel the Charity is run with sufficient awareness of the risks it may face. The Trustees have in place a segregation of duties aligned to their different roles. The Chairperson is very detailed and has good oversight on all fundraising and expenditure projects. The Treasurer is focused on maintaining accounting records and keeping supporting evidence for these.