Staples Road School Parents Association: Annual General Meeting 2024
Friday 12[th] September 2025, 9am, Staples Road School Registered Charity No. 1097511
Minutes
1. Welcome & attendees
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Jo Cash welcomed all attendees.
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Apologies were received from PA members Ellie Marx, Shivani Mann, Robbie Clutton, Sam Murrell, Svetlana, Rose.
In attendance were:
PA Committee Members: Steph, Jo, Cat, Gerarda, Katie M, Katie L, Abbie Fitch-Hickson, Caroline Macfarland, Jody Cleveland, Caron Zisaruk, Melanie Palma, and Kate Galli.
Parents: Kelle Green, Anna McReady, Gavin McReady, Michaela Strango, Camilla Shone, Aimee Browne, Radha Rupal, Indu Jangir, Peggah Khashian, Alastair Brookshaw, Zoe Brookshaw.
SRS Staff: Mr Mallender, Headteacher, Carol Barritt, Bursar
2. Chair’s report for Academic Year 2024/25 - Stephanie Burgess + Jo Cash
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Jo asked if anyone had any amendments to last year’s minutes, no changes were made.
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2024/25 was a very successful year for the PA, with over £34k raised. The PA was able to donate c£22k to SRS and to pupil events. This included a sports provision and a new outside classroom space, ready for the start of the 2025/26 school year.
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Events were well attended throughout the year and the small changes made received well. This included taking payments online and reducing the amount of small change coming into the school in line with current school policies. New events such as Bingo were a great success.
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We have continued to promote inclusion at our events, and we try to do a mix of events that cater to all our families. We work with the School Leadership Team at SRS to ensure that all PPG pupils can access PA events, and we support events in school such as the Young Voices Trips and Y6 events to keep them accessible and affordable for all. We have continued working with the SENDsations Parents Group to align our events, and support them by sharing equipment etc.
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We have tried to do more to include all the SRS staff community in our events this year, including teacher treats at the end of the year, supplying additional supplies and seeking their views on school time events. This has been well received and the staff contributed to the setting of the 2025/26 calendar.
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The Staples Road School Sports Lottery was a huge success and raised over £9k. This contributed significantly to the end of year total. This will be launched again for 2025/26.
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Looking ahead to 2025/26, we have a busy first half term planned with the launch of the Lottery and school discos. There will be some changes to the way we collect items such as the Luxury Hampers and chocolate tombola, with a direct request from the school to reduce the number of non-uniform days. Collections will take place over the week with drop-off points at the school. We will be re-introducing Coin Wars in February 2026 and
looking to replace the Mother’s and Father’s Day events with a more inclusive chocolate themed event at Easter.
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There was some discussion around not doing Mother’s and Father’s Day events. Mr Mallendar explained that many parents and children find it challenging and it can impact the children. The PA noted that they may donate craft materials for each class to do a celebration card for the Mother’s and Father’s Days.
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The PA continued to sell the Adventure Island Wristbands and were fortunate to have the stock that had expired in the 2023/24 financial year replaced with current tickets. This makes up for the loss reported in the 2023/24 accounts and brought in over £8k for this reporting year. Due to the significant outlay required to sell these wristbands, the current trustees have decided to no longer purchase and sell the wristbands.
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During 2024/25 we ran the following events:
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Family Social
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Launch of Sports Lottery
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Autumn Disco
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Pumpkin Competition
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Christmas Shopping Event
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Festive Hampers
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Advent Calendar competition
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Christmas Fair
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Wreath Making
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Mother’s Day Event
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Quiz Night
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Y5&Y6 Market
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Bingo
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Spring Disco
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Father’s Day Event
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Summer Fair
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Plus pre-loved uniform sales, pop-up shops, Frosty Fridays
3. Treasurer’s Report for the year ending August 2025
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We are in a strong financial position, we raised c£15k in 23/24
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We donated c£20k to the school
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Our opening balance for 24/25 is c£19.5k
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Katie Leigh highlighted that all profits this year went back to the school. There is enough funds in the account to pay for upcoming events such as the school disco.
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As previous years, the biggest income came from the Christmas and Summer Fairs.
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Regarding the donation income, this is made up of the outdoor classroom donations, individual parent donations and lottery winners donating back their winnings.
Staff Update
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Mr Mallender thanked everyone for attending and the PA for their continued support and delivery of such fantastic events.
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He noted that the outgoing chair of governors will be doing a grand opening of the outside classroom on 26[th] September. The room will be used for group work, music classes, by SEN children and whole class activities.
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The school were pleased with the help and support local companies like Summit have given for the outdoor classroom. A parent has also donated the heating/aircon unit for the classroom. Another family had donated instruments to the school also.
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Mr Mallender noted that the monies from the School Sports Lottery will go on the sports and wellbeing provision for the school, most notably it also the school to have a dedicated PE teacher. The funds also pay for the yoga and wellness provision.
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Going forward the school would like to build a Multi-Use Games Area (MUGA), which is a versatile outdoor sports facility, often fenced, designed to accommodate various sports like football, basketball, and netball within one space. However, it is expensive, the school are looking into using local business to reduce costs where possible.
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The deadline for the sports lottery is 7[th] October 2025.
4. Election of Officers and Trustees of the Committee
Co-Chairs
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Nominees already received: Joanne Cash and Stephanie Burgess
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Seconded by Catherine Byers
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22 votes were counted in support of these nominations.
Treasurer
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Nominees already received: Katie Leigh
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Seconded by Joanne Cash
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22 votes were counted in support of this nomination.
Secretary
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Nominees already received: Gerarda Kendrick
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Seconded by Stephanie Burgess
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22 votes were counted in support of this nomination.
5. Any Other Business
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There will be a Christmas Fair Planning Meeting on 21[st] October at 7.30pm at 8 Rocks.
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An attendee asked about the calendar magnet, the PA will look into producing a small patch.
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An attendee asked about gift aid, the PA confirmed that this is now set up and can be used during lotteries, raffles and cash donations.
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Steph asked the attendees if they would prefer to have a list of events with dates for the whole year or month by month etc. They agreed that the more advance it can be communicated would be better.
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There was a query about being sustainable with PA events and activities. JO and Steph clarified that sustainability is always a thought and something we are constantly trying to improve. The group discussed the diversity amongst the school and if more events could be organised around ethnic celebrations. The PA asked for suggestions, ideas and guidance. The school does have a Diversity, Equity, and Inclusion (DEI) framework as well.
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No other business was discussed. The Chair thanked all attendees for coming to the AGM and brought the meeting to a close.
| opening balance | £ | 19,503.02 |
||||
|---|---|---|---|---|---|---|
| Receipts | Payment | Profit | ||||
| Donation Income | £ | 7,192.90 |
£ | - |
£ | 7,192.90 |
| Uniform Sales | £ | 397.08 |
£ | - |
£ | 397.08 |
| Southend Wristbands | £ | 7,653.13 |
£ | - |
£ | 7,653.13 |
| Disco Autumn/Spring | £ | 5,986.34 |
£ | 1,770.58 |
£ | 4,215.76 |
| Christmas Week | £ | 10,470.64 |
£ | 5,995.86 |
£ | 4,474.78 |
| Summer Fair | £ | 12,693.35 |
£ | 7,696.52 |
£ | 4,996.83 |
| Other Events | £ | 6,457.41 |
£ | 4,576.27 |
£ | 1,881.14 |
| Frosty/ Tuck Shop | £ | 847.86 |
£ | - |
£ | 847.86 |
| Sports Lottery | £ | 10,422.85 |
£ | 2,845.00 |
£ | 7,577.85 |
| Subscriptions | £ | - |
£ | 710.93 |
-£ | 710.93 |
| Stationary/Equipment | £ | - |
£ | 382.78 |
-£ | 382.78 |
| Other Expenses | £ | - |
£ | 21.95 |
-£ | 21.95 |
| Donated to School | £ | - |
£ | 38,453.62 |
-£ | 38,453.62 |
| Totals | £ | 62,121.56 |
£ | 62,453.51 |
-£ | 331.95 |
| Closing Balance | £ | 19,171.07 |
Docusign Envelope ID: 819B9FD0-BEF5-8727-81E1-0A41BE0B2BDE
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
| Report to the trustees On accounts for the year ended |
Charity Name Staples Road Schools Parents’ Association |
Charity Name Staples Road Schools Parents’ Association |
Charity Name Staples Road Schools Parents’ Association |
|---|---|---|---|
| 31 August 2025 | Charity no (if any) |
1097511 |
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/08/2025.
Responsibilities and As the charity's trustees, you are responsible for the preparation of the basis of report accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I 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, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent I have completed my examination. I 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:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
| Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
6 May 2026 | |
|---|---|---|
| Alison Fortescue | ||
| 55 Woodland Way | ||
| Theydon Bois | ||
| Essex CM16 7DY |
1
Oct 2018
IER
Docusign Envelope ID: 819B9FD0-BEF5-8727-81E1-0A41BE0B2BDE
Section B Disclosure
Only complete if the examiner needs to highlight material 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 disclose .
2
Oct 2018
IER