## **Friends of Elvetham Heath Primary School** ## Annual General Meeting Minutes 20/9/24 at 7:30pm ## **Present** Janice Marston (Chair), Faye Danson (Treasurer), Marie Grimley (Secretary), Savannah Auton, Katy Beaumount, Zoe Polly, Rebecca Barbey, Laura Dobson, Natalie Radley, Helen O’Halloran, Pete Martston, Laura Lewis, Elaine Bashma, Flora Mercer, Sam Grimley, Krista Morris, Sophie Lucas, Claire George, Claire Hersey, Heather Coates, Emma Simpson, Zoe Ellisdon, Louise Hellem, Vanessa Lagua, Barnaby Skinner, Martyna Mack. ## **Apologies** Kirsten Mougios and Dori Feher ## **Welcome** Janice welcomed everyone to the AGM and thanked all the committee for helping to deliver events throughout the year: Zoe E, Zoe P, Flora, Katy, Kirsten, Dori and Jen, with particular thanks to Gemma and Heather organising communications and graphics throughout the year. Janice thanked Laura Dobson, a fantastic school link pivotal to our activities and events, Marie (Secretary) and Faye (Treasuer) for their support through the year. ## **Minutes of AGM held on 25/9/23** Janice advised there were no outstanding actions from the previous AGM ## **Chair’s Report** Janice detailed the fundraisers in 2023/2024 - Frozen Friday - Scarecrow Trail - Firework Disco - Christmas Cards - Festive Friday and Raffle - Quiz Night - Glow Disco - Doughies - Krispy Kreme - Circus Funding requests from school which received approval in 2023/2024: - 2023/2024 Author Visit - Panto - Christmas Crackers - Carnival Costumes - Author Visit 2025 - Shed Bases and Sheds - 3 x Whiteboards - Shade in quiet area Janice detailed the ‘shed and preloved uniform shop’ and the intention for it to become a preloved uniform shop and for the new committee to see this through. Janice highlighted her resignation from the committee due to taking on a Guiding leadership role to avoid a whole unit closing. She expressed her enjoyment of bring the FoEHPS Chair over the last 18 months and contributing to the school in planning so many fun activities. ## **Treasurer’s report** Faye covered the financials. At the end of the academic year 2023-2024 the Friends had £22,042.80 at the close of year. Fundraising Activities in 2023/2024 raised: - Frozen Friday £82 - Scarecrow Trail £575 - Firework Disco £1,775 - Christmas Cards £859 - Festive Friday & Raffle £3,218 - Quiz Night, Raffle & Gin - £1,070 - Glow Disco - £1.475 - Doughies - £132 - Krispy Kreme - £120 - Circus - £5,127 - Easy Fundraising - £217 - Bag2School - £180 - Preloved Uniform Sale - £950 ## **Adoption of New Constitution** Janice outlined the current and new constitution points. All present agreed to the changes. FoEHPS will adopt the ParentKind Model Constitution for England and Wales dated March 2021 without change: ● New constitution permits General Meetings (AGMs and EGMs) and Committee meetings to be held physically or virtually - by suitable electronic means, provided each participant can see and hear all other participants and the same rules apply as for physical meetings (e.g. chairing, taking of minutes and quorum) ● New constitution adds one additional power to the existing list - to consult parents on their views ● New constitution requires a written opinion from a medical professional before a committee member ceases to be a member based on physical or mental incapacity ● New constitution makes clearer that an EGM can be called by 10 or more members, as well as by the committee itself ## **Election of Officers and Trustees of the Committee** The following members resigned from the committee: - Laura Dobson - Dori Feher The following members were of Officers of the Committee - Marie Grimley (Chair) - Savannah Auton (Secretary) - Faye Danson (Treasurer) - Katy Beaumont (Comms) The following members were elected as Trustees/Ordinary Members: - Janice Marston - Zoe Polly - Flora Mercert - Kirsten Mougios - Heather Coates - Rebecca Barbey ## **Activities for 2024/25** Janice outlined the below activities for the coming year: - 20th September - Bingo - 8th October - Back to School Disco - 24th October - Christmas Card Deadline ● 29th November - Festive Friday & Raffle - Spring Term - Quiz Night (adult event) - Spring Term - Silent Disco - Spring Term - Chocolate Bingo (family event) - Summer Term - Summer Fair & Raffle - Autumn Term - Outdoor Cinema The AGM concluded with Faye and Marie thanking Janice for all her hard work throughout her time as Chair and look forward to working with her remaining on the committee this year. THE FRIENDS OF ELVETHAM HEATH PRIMARY SCHOOL ## **Statement of Financial Activity September 2023 - August 2024** **Income generated by fundraising activities** Gross Proceeds £29,243.90 Less associated costs + PTA running costs £13,966.30 Net Income generated **£15,277.60 Contributions Made** Contributions to School **£8,000.00** PTA Contributions **£1,251.94 Net Surplus Retained £6,025.66** Opening Bank Balance **£16,017.14** Closing Bank Balance **£22,042.80** ## THE FRIENDS OF ELVETHAM HEATH PRIMARY SCHOOL |**Fundraising Activities**|**Income**|**Expenditure**|**Surplus generated**
**/ (deficit)**| |---|---|---|---| |firework disco nov|£2,503.50|£728.79|£1,774.71| |glow Disco mar|£2,208.72|£733.87|£1,474.85| |Christmas Cards|£859.30||£859.30| |Festive Friday|£5,915.27|£2,697.07|£3,218.20| |Quiz Night|£1,922.94|£852.11|£1,070.83| |HappyCircus|£12,706.71|£7,578.95|£5,127.76| |Doughies|£525.50|£393.50|£132.00| |Decorate a bauble|£0.00|£95.40|-£95.40| |Krispie Kreme|£312.66|£195.90|£116.76| |Ice Lolly Sale|£278.05|£196.55|£81.50| |Scarecrow Trail|£625.00|£49.94|£575.06| |**Other Income**||| |---|---|---| |Stikins|£42.59|£42.59| |2nd Hand Uniform|£946.34|£946.34| |Easy Fundraising|£217.32|217.32| |Bags2School|£180.00|£180.00| **Total Fundraising £29,243.90 £13,522.08 £15,721.82** ## THE FRIENDS OF ELVETHAM HEATH PRIMARY SCHOOL |**PTA Running Costs**|**Expenditure**| |---|---| |Year R welcome bags|£58.86| |PTA Insurance/Membership|£153.00| |MPLC - Film licence|£97.87| |Stationery|£134.49| |**Total PTA Running Costs**|**£444.22**| |**Contributions to School**|| |Outdoor Learning Lodge|£8,000.00| |**Total Contributions to School**|**£8,000.00**| |**PTA Contributions**|| |Panto for Children|£909.24| |Christmas Crackers|£315.74| |Ice lollies for sports week|£26.96| |**Total PTA Contributions**|**£1,251.94**| CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A. Independent Examiner's Report. Report to the trusteesl members of On accounts for tk e year ended Charity no (if any) 6110fr124 I IDSSOS Set out on pages I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended 3 l of ZQ2£fr_ Responslbllltles 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"). 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 the applicable Directions given by the Charity Commission under section 145<5)