## **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 V o o 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•¢h*ilty rei15tered In EryL•nd JndWal& Ilmlt¢d iuarantee. Tho Ch>rlVi re6lsiered number •r*d 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 leKJcl*s 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. !1!%!Ellll¥-111113¥ Isljllllilli: .191 u)￿QLo Urijwo r4 ¥J r4 O V4 In (ou V￿LL00V￿￿ ## **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 - Financial Accounts for audit - Financial records supporting the accounts - Bank Statements - Invoices - Charity governing documents - Meetings from Trustee Meetings 2. 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). 3. 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