2022-08-31-accounts

PTA AGM Meeting Minutes

Thursday 20[th] January 2022 at 7.30pm

Holy Trinity Primary School Hall and via Zoom due to Covid-19 (special permission granted by the Charity Commission to hold a hybrid meeting)

No.	Agenda Item & Notes
1.	Welcome, note attendance and apologies In attendance: In person Jennifer Plenty - Chair Jo de Bry - Vice Co-Chair Katherine Field - Vice Co-Chair Rachel Haffenden - Secretary Laura Dunbar - Treasurer Laura Henger - Governor Liaison Ann McGregegor - Head Paulina Hechenleitner - Trustee Laura Dillon - Trustee Sarah Thomas Kat Finley Nicky O’Connor Laura Bibby Amy Hughes Sophie Lightoller Emma Hughes Alice Brown Louise Henderson Karen Ford Lucy Briant Geoff Body Ailsa Body Via Zoom See attached full list Apologies None – all current trustees in attendance
2.	Approve the minutes of the last meeting: Approved
3.	Co-Chairs’ Report Jen began with a vote of thanks to all PTA Executive Committee and wider PTA.

	Many events necessarily cancelled this year due to COVID. Successful events included: Usbourne Books reading challenge (raised £1500) Easter - egg trail Bags2School collections Sponsored Fun Run - very successful, raised £6000 Summer raffle - thank you to local business for generously donating prizes Cake competition Christmas raffle Christmas shopping day Cake sales - resumed Autumn term 2021 Cuckfield Mayors Procession - Harry Potter themed float won 1st prize - donation from Independent State of Cuckfield Bonfire night - PTA Stall sold out of stock due to record numbers in attendance. Considerable funds to be donated by the Bonfire Society to the school. Christmas Fair - planned to be outside due to COVID. Sadly, cancelled the day before due to a storm. Sold stock and sponsor donations resulted in a small profit. Outdoor classroom - officially opened - attended by sponsors. Grounds Days - opportunity for families to assist with grounds maintenance and enjoy the school grounds. PTA continued to support the school: - funded pantomime in school. - Year Group Funding - PTA continues to fund £250 per year group per term for class resources and extra activities. - Forest School - continues to be funded Thanks to the dedicated grounds team and for their continued hard work in maintaining the grounds. Class reps - thanked for their work as crucial link between school/parents/PTA.
4.	Treasurer’s Report (See attached summary document)
5.	Head Teacher’s Report Mrs McGreggor praised the PTA for their dedication and hard work and acknowledged that they are all volunteers giving up their own time. Thanked on behalf of all staff and parents. - Outdoor classroom - well used by all the children for learning and the lunchtime nurture club. Thanks to the generous donors and the PTA. - Lockdown hampers - really appreciated by all staff who worked through extraordinary circumstances. - PTA continues to fund the extras for the children - special thanks for the Power of Reading books and Opera Brava. Special thanks to Jen Plenty - Chair for 3 years and a busy mum of 4. Extremely committed and kind-hearted, organised, thoughtful and dedicated.
6.	Election of Committee/Trustees Chair - Laura Henger - nominated by Lisa Harris and seconded by Teresa Griffiths Co-Chair - Nicola O’Connor & Sophie Lightoller - nominated by Jen Plenty and seconded by Emma Hughes Nicola O’Connor & Sophie Lightoller voted in as Co-Chair by a majority.

Co-Treasurer - Alice Brown - nominated by Nicola O’Connor and seconded by Sophie Lightoller AND Abby Moul - nominated by Jen Plenty and seconded by Sarah Thomas

Alice Brown & Abby Moul voted in as Co-Tresurer by a majority.

Co-Secretary - Louise Henderson & Kat Finley - nominated by Nicola O’Connor and seconded by Sophie Lightoller

Louise Henderson & Kat Finley voted in as Co-Secretary by a majority.

Vice Co-Chair - Emma Hughes & Amy Hughes - nominated by Nicola O’Conor and seconded by Sophie Lightoller

(Note - Co-Chair - Teresa Griffiths had been nominated by Lisa Harris and seconded by Sophie Lightoller - withdrew her application).

Emma Hughes & Amy Hughes voted in as Co-Vice Chair by a majority.

Governor Liaison - Laura Henger - nominated by Jen Plenty and seconded by Jo de Bry

Laura Henger voted in as Governor Liaison by a majority.

Trustees

Existing Trustees to remain - Jen Plenty, Katherine Field, Laura Dunbar, Laura Henger and Paulina Hechenleitner.

Trustees to step down - Rachel Haffenden, Laura Dillon & Jo de Bry Trustees stepped down this year - Ailsa Body & Nicola Brewerton

New Trustees - Nicola O’Connor, Sophie Lightoller, Alice Brown, Abby Moul, Louise Henderson, Kat Finley, Emma Hughes, Amy Hughes, Laura Bibby.

7. Allocation of other roles 2022 Second hand uniform - Ailsa Body Christmas cards - Jen Plenty Christmas shopping - Claire Lawrence & Nikki Mortimer Class Reps, all in place until July 2022 - Charlotte Gardener welcomed as Year 5 Class Rep

8. Election of Independent Examiner Gavin Atkins - parent - voted by overall majority.

9. 10.	AOB New Committee to hold an E Date of Next Meeting Thursday 24th January 2023

New Committee to hold an EGM to update constitution to allow for virtual/hybrid meetings.

PTA PARENT TEACHER ASSOCIATION Holy Trinity C of E School Cuckfield

HOLY TRINITY CE PRIMARY SCHOOL PTA JNAUDITED REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 AUGUST 2022 REGISTERED CHARITY NUMBER: 1088779

HOLY TRINITY CE PRIMARY SCHOOL PTA CONTENTS Information Report of the Trustees Independent Ex•mlnerfs Report St•¢ement of Fin•A¢knil ActMt*s Balancesheet Not¢s to Ihe Flnandal St•iemen

HOLY TRINITY CE PRIMARY SCHOOL PTA CHARITY INFORMAT1014 BOARD OF TRUSTEES Chair Emma HuRhes Co.VKe Ch•lr Arny Hu8he5 Co-VKe Chalr Alice 8rowTh Tieasurer Kat Finley Co.Se<retary Louise Hender50n Co.Secre¢ary L•ura Dunbar Trustee Paulina Hechenleltner Trustee Lauri 8ibby Trustee ADDRESS Glebe Road Cuckfield Hawards Htath West Sussex RH17 58E CHARifi COMMISSION NUMBER 1088779 INDEPENDENT EXAMINER Tamzin Siiander 42 Haich9at¢ Lano cuckr￿ RH17 SDU BANKERS 8arclays 8aThk PIC Theold BaThk. Hiih st￿t. iewts BN72JP

HOLY TRINITr CE PRIMARYSCHOOL PTA REPORT OF THE BOARD OF TRUSTEES FOR THÉ YEAR E14DED 31 AUGVST 2021 Th Board ol Trusiees wtsent Ihelr rethnd I￿nn•￿￿￿$t¥1•I￿ftl5ltsy lhe￿ar tnded 31 Auqus12022 OBJECTIVES ANDAcfMnES The0bIrfrh￿ olihe PTA is to ad¥aNe ihe eduuinolwp In 1th0￿ ty. 1 Developini tfftclivt relaiionshlps tseiwttnt￿1tff, ￿rentSno othtrs associatod wilh the school.. 2 Ewaiin8 irnactiwtics or pi(Mdiw lacili1￿%•rt1ulPfflen1yhI￿h s thoschvol and advance thee￿￿•1￿01 the￿￿45. ACHIEVEMENTS AND PERFORMANCE In ¢heyear ended 31 Auiu5t 2022 (28,562 of incomewas raised of whkh £19.202 w•$ used to fund purchases and projects In the affiliated school. Thè mosr financlally s¢gnificant of these purchases were outdoor ¢lauroom and equipment. forest school s¢s￿on$. stationary, atti¥itles and trea¢5 lor the child¥en inogrounds mairttenance. hs at the ye•r ended 31 Au8USt 2022 the Ch•rity had a healrhy cash balanceof £36,478 inanticipation dpre-allocèted funding lor the followingfinancial year and loni term fvndini requlrements ifidudin8the s￿h0Or$ 5 yeir rollifii IT budRet and outdooreauioment. FINANCIAL REVIEW The thIr￿,# fmnd•l stitmÉntsire let￿1 In p¥e$4 09. STRVCTURI GOVÉR14ANCEAND MANAGEMENT HolyTrlnityCE Prim•rySchool PTA li •(hWtyrty￿1•rtlIrththtU4rityc0mmts￿Qn for E￿WInd Wth. Th¢ Chanty is governed by its Ccrnlitul￿?n. I￿ uJrTenl Vern￿an oftwhlc was adcptéd 4 Novernber 2008 and 8medod w 15th SeP￿mber 2(#Tr. Tht PTA mernbers t￿ClIheTrUsttes•l Ihe Ahnual Gtnef•l Meetln¥5 of the PTAiake plac4 at le3Slthree tImeSa￿￿. TheTitisuter is requirodto prepireflm￿kn1 st•ttmtrtts ¥•uirftoselErt 5uiublettountini policits •fyd appfy them consistenttyaswell as makin1S￿ements Ind e5Nmare5 that Ire rea50na￿e and prudent. REFEREPICE AND AOMIP415TrATIVE DEfAIIS Name ol Charity.. HolyTrinityCE Primarykhool PTA Reiistered ¢haiity number.. 1088779 Address ofprincipèl office". HfAyTnniwC olE Prim•rySeP<dG￿Ad. Cthtll. H￿￿¢d$ RH17 SBE. Appfoved tsythE C￿(11 Member5 afid sKintdoo th*rbehthbv'. oat￿.. 3P4.L.13

HOLY TRINITY CE PRIMAAY SCHOOL PTA Independent Examlner's Report tyi the FINnclal Stiéments I report on ihe ic¢ounts olthe Holy TrlnityCE IA) Prlmary School Paienl Te•chei AssotitlDn fof the yeir ended 31st Aulust 2022 wthkh compihes the $141einent of FinancialAct4Viti•K Blance Shee¢ and related Mtes. Respectivt résponslbllllSes 01T￿Stee$ ifid Examlrter The charity's iru5tees aro re5pofisSble forlhe prepar3tion olthe attoynts. The trnsttts conslder ihat an avdit Is noi requiied forthis year undei section 114121 of ¢he(hartilts Art 2011 Iihe 2011 Acil and rhat an Indtp¢ndeni examlnaiknn Is needed. it is rny responsibiliry to examine the accounts undei sedion 145 of the 20114ct.' - to follow the procedures lald dow In the Gener•1 frertion$8Nen by the 0￿￿ty(OmmIssIO under 5ertion 1l515llbl olthe 2011 Att., and . 10 State whether particular matier5 have come to myatienthjn. B•sisof Independent Examlrs Report My examination was cirried out In accordance wilh the General OirectiOn5 8ib%n by thetha Commisslon. An examlnation lThrlud¢s a revbew olthe accounting records kept by the Chariw and comparison ofthe èccounts presented wilh ¢h05e re¢ords.11 also Includes Con￿der¥I￿on of any unusual Items or diKlosures In the attounts ind the seekini of AyeMplanations from YOU 35 Trustees concernin8 a¢)ysuch marrers. The procedvres undertaken do not provide all the tvidence thai would bt rtouired in In audr(and conwuenily, no oplolon i$8Nen •s io whether Ihe accounts present a'true and faSrtAew' and the rewt Is limltttl ro those matters Set out In the 5tattm¢nl below. Independent Ex•mlner's Stai¢ment In ¢ortnection with my exarnln•tiorn no matter h•$ come to ryattention= 111 Whlch #lves me reason1b￿ cause to belit• that In anym•ttfiil respert the requSrernents .to kelp •ccountln# records Irs•¢tardèncewlth sertK)n 386and 387 of the Comp3niesAct 2C#)6; . to prepare accounts whith accord wilh rhe accounLin8 records, tamply wl¢h the aeeounting requifftments ofsettions 394 and 395 ofthe CompanitsAtt 2tKé and wilh the meihods and p￿ncipleS f the Statement of Ae¢ommended Prattice:Acmuthtiwand fteportlnibychèritles IFftS 102 effedwe date of l J•Nuary 20151 have not bten met.. or 121 To which. in my opinlon. •tteThtlon shouhl bedrawn in order to enable a proper under5tsndin¢ of the a££ounis to be reached. Si8ned Dale $0-06-ZOLS Totvwi Th S IGnLk f

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HOLY TRINITY CE PRIMARY SCHOOL PTA Notes to the Fln4nclal Statement5 For the year ended 31 Au¢usi 1022 STATUTORY INFORMATION No￿T￿nity CE IA) Prfmaryschool ls•¢hilty rei15tered In EryL•nd JndWal& Ilmlt¢d iuarantee. Tho Ch>rlVi re6lsiered number •rd addressc•n be 1ouDd onth¢ Inlormaiion w¢e. STATEMENT OF COMPLIANCE These financial siaiemen15 have been prepared in accordance wth ihe pr￿S￿n5 of ihe Ch•rlrlesgJRP IFRS 1021 leNeaNedaie 13nvory 20151 Sn 50 lai as they apply ¢0 small eniities. ACCOUNTING POLICIES Accountlni basls and stsndards The financial stèiemen15 are prepaied under ihe historical cost cothventlon and In accordance with applicable account¢n8 st•nd•rd%, the Charities (Accounts and Reports) Re8ulaiions 2rK4 ènd Stltementof Recommethded Pf¥ttKe"A¢countini and R•portin8 by Charltles. 2(4)5 nd the chant￿SA¢1 2011 ¥nd ihe Ch•rttl•s SORPIFAS 1021 Recoinltlon of In¢omln8 resour¢•s These are included In Ihe Statement of Fln•n¢i3lArtitle5 whtn the(harfrybec¢mes entiiléd to the rewvr¢es, the Trustees oreTr&inu4ltyc¢rtJin thtywill recth the re50ur¢es and the m4net4ry value m••svred sulfideni reltsbllity. Grants and donatlons Grants and Dortationsa￿ Induded In the Statement of FIMrKknI AciMtl¢swhen the Charity has unconditlonal entit￿ment to the resour¢es. Oonatlon5 and leKJcls Voluntary income includes donatioThs ind le8acies. fvndraiyni IAtomeand15 included in full in the yriod In which it is receNabl•. Tax reclaimed on donations and effts Incoming re50urce5 from 81ft aid claims are ￿n￿ded in iheststement of Firt•fity•l A¢iwitle53t the samttime asthe in¢ome towhith thtyrtlate. Restrlcted and unrestrirted funds The SEatemtnt ol Financial Affairs di5tin8ui%hes beM¢n rostrictedand unrestsi¢ fund5. The forrner are subjert to resIr￿￿n$ on ihe purposesforwhich They rnay be used. Unresirided lund5 areth05e wheie there are no externalty imposed re5trirtiorts. Thry Include those freely available to the ChJrityforexpendilure or appropriation to reserv￿ for internally de518nèted purposes. The￿me ba51515used foraccouniin8 forincomtin eath of these fund5. ExpendSture and113bilities Uability recognition abilitiQS are reco8nised 4$ soon asthere Is a *alorMnstrurtNe Obli8ath￿ committing the charityto pay out resoyrtes.

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Independent Examination of Holy Trinity Accounts (Summarised by Laura Dunbar 23/01/22)

1.Validate that the charity accounts qualify for independent examination

• Charity’s gross income is more than £25,000, but not more than £1

• million, provided that if its gross income is more than £250,000, its gross assets (fixed assets plus current assets) are £3.26 million or less.

• The charity’s governing document does not require an audit to be carried out.

Review accounts to ensure gross income is less than £250K. YES

Review PTA Constitution to ensure independent examination is ok. YES

2. Ensure the examiner is independent

The examiner must be independent of the charity. Independence means that the examiner must not be influenced, or could not be perceived to be influenced, by their relationships with the charity and its trustees. Therefore, the examiner cannot be a trustee of the charity. Independence is not the same as having no connection with the charity. An examiner can be a supporter of the charity, provided that they do not have a close relationship with the charity or its trustees and they are not involved in the day to day administration of the charity. Examples of situations that would call an examiner’s independence into question are where they:

• are an employee of the charity or its book-keeper

• serve on a sub-committee overseeing the charity’s finances

• are a major donor to, or beneficiary of, the charity

• have a significant financial or commercial relationship with the charity or its trustees

• have a close relationship with the trustees or any other related parties

Confirm that the examiner is independent based on the above criteria. YES

3. Ensure the examiner had the “requisite ability and practical experience to carry out a competent examination”

The examiner must have the skills and experience needed to carry out his or her responsibilities. The starting point for all independent examiners is an

understanding of their responsibilities. All examiners must also understand the key governance and reporting requirements that are specific to charities. These include the responsibilities of trustees and the requirements to produce a trustees’ annual report and to account for the different types of charitable funds.

An examiner must also have sufficient skills to carry out an independent examination. The extent of the skills required depends upon the charity’s gross income and the complexity of its accounts:

Income £250,000 or less and your charity has opted to prepare receipts and payments accounts. The trustees are not required to appoint an examiner who is a member of one of the accountancy bodies. The examiner will need to demonstrate sufficient financial awareness, numeracy skills and relevant experience to carry out the work and make the judgements required

Confirm that the examiner is aware of their responsibilities outlined in Independent examination of charity accounts: examiners (CC32). YES

Confirm that the examiner has sufficient financial awareness, numeracy skills and relevant experience to carry out the work and make the judgements required YES

3. Record the independent examination

Maintain a record of the examiners checks. Working papers must be retained for 6 years.

The examiner’s working papers should include:

• a communication with the trustees which confirms their appointment as the independent examiner

• confirmation that the charity is eligible for the independent examination and that that an audit is not required by law, the charity’s governing document or for another reason

• their analytical review

• notes as to how any areas of concern identified have been resolved, including meetings with trustees and charity staff, together with details of any verification procedures used

• where verification procedures have been used, details of checks or vouching carried out during the examination, the conclusions reached and any areas of concern identified

• the approved accounts

• the trustees’ annual report.

• relevant information that the examiner relied upon and/or considered in carrying out their examination. For example copies of the governing

document, trustees’ meeting minutes and a record of any discussions with the charity’s trustees and the charity’s staff

• copies of any written assurances that the examiner has required of the trustees confirming amounts included within the accounts

• the examiner’s conclusions about what they have found out during the independent examination that support their report to the trustees

• details of any matters identified as matters of material significance the examiner reported to the Commission (see section 5) or any relevant matters (see section 6) that the examiner chose to report to the Commission

Confirm that the examiner has maintained all these records YES

4. Plan the examination

Review the following:

• the charity’s constitution

• the way the organisation is controlled and managed

• whether action has been taken on any previous recommendations for improvement

• the accounting records and systems

• the charity’s structure, its funds and how fund balances changed in the year

• the charity’s activities in the year and spending and the financial risks the charity faces

Treasurer has provided Charity constitution, meeting minutes and accounting records. Confirm these are sufficient. YES

5. Check the accounting records are kept to the required standard

The accounting records kept by the charity should:

• be up to date at the time the accounts are prepared

• be readily available

• provide the basic information from which the charity’s financial position can be understood on any selected date and at the end of the reporting period (financial year)

The accounting records kept by the charity must contain: details of all income/money received and payments/expenditure made, the date, and the nature of the income/money received or payments/expenditure and a record of any stocks and fixed assets held

Confirm accounting records are up to required standard. YES

5. Check that the accounts are consistent with the accounting records.

The examiner must compare the accounts of the charity with the charity’s accounting records in sufficient detail to reasonably conclude that the accounts are not materially inconsistent with the accounting records

Check opening bank balance on accounts aligns with bank statement YES

Check closing bank balance on accounts aligns with bank statement YES

Check income received aligns with total money into bank YES Check amount spent aligns with total amount out of bank YES

Check amounts spent on bank statements is supported by invoices YES

If funds are restricted check that these are documented YES

6. Compare the trustees annual report with the accounts

The examiner must compare any narrative information or figures in the trustees’ annual report with the accounts in order to identify any material inconsistency between the trustees’ annual report and the accounts. Confirm that the trustees report narrative and numbers align to the accounts YES

7. Write & Sign the independent examination report

This is already written but review, adjust and sign as necessary. Include name and address. Examination report signed, dated and address included.

Requirements for the Treasurer

1. Prepare the accounts and make these available to the examiner

2. Financial Accounts for audit

3. Financial records supporting the accounts

4. Bank Statements

5. Invoices

6. Charity governing documents

7. Meetings from Trustee Meetings

8. Agree timelines for examination, allowing sufficient time to be reviewed and filed at Companies house 10 months after the Charities Year End (by 30th April).

9. Once the examiner has issued their report, the trustees must file a copy with the Commission (and any other UK charity regulator, if required) alongside their charity’s trustees’ annual report and account