DOWNSEND PARENTS’ ASSOCIATION
REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2023 REGISTERED CHARITY NUMBER: 1116557
DOWNSEND PARENTS' ASSOCIATION (A REGISTERED CHARITY)
LEGAL AND ADMINISTRATIVE INFORMATION
The Downsend Parents' Association (also known as the DPA) is a parents’ association consisting of parents, guardians and carers of pupils at Downsend Prep School and all staff employed at the School. The DPA is governed by a Constitution, which was adopted on 14 September 2006 prior to the registration of the DPA as a Charity on 31 October 2006,
The DPA is
The DPA is a member of PTA-UK, a national charity representing parent teacher organisations. Through our membership of PTA-UK the DPA has Public Liability and Personal Accident insurance to cover its activities, members and volunteers.
Registered Charity Number: 1116557
Members of the Committee
| The members of the Committee | (the Trustees) who were elected at the AGM on 5th December 2022 and | (the Trustees) who were elected at the AGM on 5th December 2022 and | re- |
|---|---|---|---|
| appointed at the 2023 AGM on 27th September 2023, unless otherwise stated, are as follows: | |||
| Chair | Kim Agrawal | ||
| Secretary | Linda Roets | ||
| Treasurer | Julie Coetzee | ||
| Other Committee Members | Natalie Slade | Nia Cummings | |
| Charlotte Staplehurst | Glorem Kunal | ||
| Lynn Goodwin | Joanne Lloyd-Aziz | ||
| Sally Gilbert | Carol Bristow | ||
| Nicola Burger | Kim Collinson | ||
| Address ofthe Association | Downsend School | ||
| 1 Leatherhead Road | |||
| Leatherhead | |||
| Surrey | |||
| KT22 8TJ | |||
| Bankers | HSBC Bank plc | ||
| 54 High Street | |||
| Epsom | |||
| Surrey | |||
| KT19 8DS | |||
| Uniform Shop Manager | Nicola Burger | ||
| IndependentExaminer | TBC |
Pagel
DOWNSEND PARENTS' ASSOCIATION (A REGISTERED CHARITY)
TRUSTEES' REPORT
The Trustees are pleased to present their Annual Report together with the Accounts of the Downsend Parents’ Association for the year ended 31 August 2023.
Management and Objectives
Downsend Parents’ Association (the DPA) is a registered charity, whose principal objective is to advance the education of pupils at Downsend Prep School (the School) by developing effective relationships between the staff, parents and others associated with the School, to engage in activities and provide facilities or equipment which support the School and advance the education of the pupils. The trustees have had regard to the commission's public benefit guidance in exercising their duties.
All parents and guardians of currently registered pupils of the School are members of the DPA as well as the teaching and non-teaching staff employed by the School. All members are entitled to attend and vote at all General meetings.
The management of the DPA is vested in a Committee, all of whom must be members of the DPA. The Committee members are appointed or reappointed annually at the Annual General meeting that is usually held in September every year.
The Chair, Treasurer and Secretary are elected from the members of the Committee at the Annual General Meeting. The members of the Committee for the year are shown on page 1.
Financial Review
The DPA have had a fantastic year as we were finally in a position post COVID 19 to be able to organise and raise funds. This was done through a strong mix of social events for the parents and staff, in addition to running the everpopular Uniform Shop, whilst hosting activities for the children at the School. This year the accounts show a surplus of £11,765 (2022:£4,078).
Income for the year totalled £39,405 (2022:£8,232) which arose from fundraising activities and the uniform shop.
Fundraising activities this year were further advanced with our first ever "Welcome back to School Rodeo", as well as hosting discos, a parent/teacher "Quiz Night" and the fantastic "Summer Ball". The DPA also ran tuckshops for the first time, in addition to our traditional refreshment activities for sports day and Jolly Bags for Christmas.
The Uniform Shop continues to be a very good source of income for the DPA as well as an essential service for many parents. Various intakes and sales events were held thorughout the year. The shop is run and organised by committee member Nicola Burger, assisted by a group of parent volunteers. New uniform sales totalled £870 (2022:£314). The second hand uniforms sold on behalf of parents or from donations continue to be very popular and these earned the DPA commission amounting to £6,986 (2022: £4,800).
Other online fundraising including "Amazon Smile’, 'Easy Fundraising", "Nametags4u" and "Easy2name", in addition to clothing donation sales raised £442 (2022: £395) for the DPA.
The administrative costs of running the DPA were £395 (2022:£213) with the main items of expenditure comprising PTA-UK membership fees and insurance, additional sumup machines and bank charges.
Page2
DOWNSEND PARENTS' ASSOCIATION (A REGISTERED CHARITY)
TRUSTEES REPORT (continued)
Financial Review (continued)
This year the DPA has provided or spent £4,356 (2022:£1,775) on equipment, resources and donations for the benefit of the pupils at the school, with the aim of providing the quality extras that the school cannot always supply. The primary aim of the donations being to support areas which benefited most pupils rather than a particular group. This year we supported requests for those projects which fit our objectives. A list of donations to the school is given in note 4 to the accounts.
At the end of the financial year the DPA had reserves of £30,749 (2022:£18,984). 2023 has been a great year for pupils, staff and carers alike, and this is reflected in the stronger financial position of the DPA.
Future Plans
The DPA continues to be an essential and appreciated part of the fabric of Downsend School thanks to the commitment and energy of the Committee, the parents and volunteers who run the Uniform Shop, the Class Reps and Friends as well as the support of the Headmaster and his team at the School. As long as there are people at the school prepared to volunteer their time to promote the DPA, its fundraising and social activities, the DPA will have a bright future, providing the pupils of Downsend with those extras that facilitate their learning experience as well as encouraging every family with a pupil at the School to be part of Downsend School life.
The report was noted by the Trustees at the AGM on 27th September 2023 and approved on 27 June 2024 signed on their behalf by:
(C4reasurer
Page3
DOWNSEND PARENTS' ASSOCIATION
(A REGISTERED CHARITY)
STATEMENT OF FINANCIAL ACTIVITIES FOR THE YEAR ENDED 31 AUGUST 2023
| Notes | 2023 | 2022 | ||
|---|---|---|---|---|
| £ | £ | |||
| INCOMING RESOURCES | ||||
| Fundraising and Social Events | 2 | 31,549 | 3/448 | |
| Uniform Shop Sales and Commission | 3 | 7,856 | 5,114 | |
| Total Incoming Resources | 39,405 | 8,232 | ||
| RESOURCES EXPENDED | ||||
| Costs ofgenerating funds | ||||
| Fundraising and Social Events | 2 | 21,317 | 1,727 | |
| Uniform Shop cost of sales | 3 | 1,572 | 439 | |
| Charitable expenditure | ||||
| Donations to School and Charity | 4 | 4,356 | 1,775 | |
| Governance and | ||||
| OtherAdministrative Expenses | 5 | 395 | rads) | |
| Total Resources Expended | 27,640 | 4,154 | ||
| Net Surplus (Deficit) for the Year |
11,765 | 4,078 | ||
| Total Funds as at 1 September |
18,984 | 14,906 | ||
| 30,749 | 18,984 |
The notes on pages 6 to 7 form an integral part of these accounts.
Page4¢
DOWNSEND PARENTS' ASSOCIATION (A REGISTERED CHARITY)
STATEMENT OF ASSETS AND LIABILITIES AS AT 31 AUGUST 2023
| Notes | 2023 | 2022 | ||
|---|---|---|---|---|
| £ | £E | |||
| Current Assets | ||||
| Stock | 6 | 906 | 1,540 | |
| Debtors and prepayments | 7 | 3,199 | 559 | |
| Cash at bank and in hand | 39,504 | 41,207 | ||
| 43,609 | 43,306 | |||
| Current Liabilities | ||||
| Creditors: Amounts falling due within one | ||||
| year | 8 | (12,860) | (24,322) | |
| Net Assets | 30,749 | 18,984 | ||
| Represented by: | ||||
| Accumulated Fund brought forward | 18,984 | 14,906 | ||
| Surplus for the Year | 11,765 | 4,078 | ||
| AccumulatedFundcarriedforward | 30,749 | 18,984 |
- 0 Noted by the Trustees at the AGM on 27th September 2023, approved on 27 June 2024 and signed on their behalf by: 2 Julie LoetzeCochr Treasurer
The notes on pages 6 to 7 form an integral part of these accounts.
PageS
DOWNSEND PARENTS’ ASSOCIATION (A REGISTERED CHARITY)
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2023
1 Accounting Policies
These accounts are prepared on an accruals basis.
| 2 | Fundraising and Social Events | 2023 | 2022 | ||
|---|---|---|---|---|---|
| Income | Expenses | Surplus | Surplus | ||
| £ | £ | £ | £ | ||
| Discos | 2,040 | (670) | 1,370 | 395 | |
| Ball | 20,490 | (16,447) | 4,043 | : | |
| Quiz Night | 4,711 | (1,769) | 2,942 | - | |
| Tuckshops Christmas |
1,518 575 |
(784) (64) |
734 511 |
- 202 |
|
| Sports day | 1,724 | (1,534) | 190 | 399 | |
| Other fundraising activities | 491 | (49) | 442 | 395 | |
| 31,549 | (21,317) | 10,232 | 1,391 | ||
| 3 | Uniform Shop Sales and Commission | ||||
| New Uniform | Second Hand | Total 2023 | 2022 | ||
| £ | £ | £ | £ | ||
| Sales/Commisson | 870 | 6,986 | 7,856 | 5,114 | |
| Opening stock | (1,339) | - | (1,339) | (1,653) | |
| Purchases | (190) | - | (190) | - | |
| Closing Stock | 279 | = | 279 | 1,339 | |
| Expenses (Sum up commission) | (322) | - | (322) | (125) | |
| Uniform Shop cost of sales | (1,572) | - | (1,572) | (439) | |
| 6,284 | 4,675 | ||||
| 4 | Donations made to Downsend School | ||||
| 2023 | 2022 | ||||
| £ | £ | ||||
| Senior school pizza night | Lo72 | - | |||
| Christmas refreshments | 909 | - | |||
| Easter refreshments | 652 | - | |||
| Tuckshop donation | 600 | ||||
| Year 11 Prom | 2 | 500 | |||
| Bowling Prize | = | 50 | |||
| Quiz hub | 48 | = | |||
| 3,781 | 550 | ||||
| Resources for the School | |||||
| Microphones | 575 | - | |||
| Widescreen upgrade | = | 1,225 | |||
| 575 | 1,225 | ||||
| 4,356 | 1,775 |
Page6
NOTES TO THE ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2023
5 Governance and Other Administrative Expenses
| Governance and Other Administrative Expenses | ||
|---|---|---|
| 2023 | 2022 | |
| £ | £ | |
| Bank Charges | 175 | 85 |
| PTA-UK Membership Fee and Insurance | 140 | 128 |
| Stationery and office equipment, sumup machines | 80 | - |
| 395 | 213 |
All the Committee members and the parents who run the DPA uniform shop give their time voluntarily and they received no remuneration or other benefits. (2022: nil).
- 6 Stock of New Uniform and other items for resale
| 2023 | 2022 | ||
|---|---|---|---|
| £ | £ | ||
| Beverages New uniforms |
627 279 |
201 1,339 |
|
| 906 | 1,540 | ||
| 7 | Debtors and prepayments | ||
| 2023 | 2022 | ||
| £ | £ | ||
| 2024 Rodeo expenses prepaid Ball and Quiz 2023 tickets |
1,300 840 |
- = |
|
| HMRC (Gift Aid) Ball Auction 2023 receivable |
538 500 |
538 - |
|
| Uniform | 21 | 21 | |
| 3,199 | 559 | ||
| 8 | Creditors: Amounts falling due within one year | ||
| 2023 | 2022 | ||
| Payable to Parents for Uniform Sales | 7,037 | 9,209 | |
| Donations due | 3,280 | - | |
| Funding to be paid post balance sheet Amount due to Swim Club Other Creditors |
1,957 586 - |
13,958 586 569 |
|
| 12,860 | 24,322 |
Page7
DOWNSEND PARENTS' ASSOCIATION
(A REGISTERED CHARITY)
INDEPENDENT EXAMINER'S REPORT TO THE MEMBERS OF THE DOWNSEND PARENTS' ASSOCIATION
| report to the Trustees on my examination of the accounts of the Downsend Parents' Association (charity number 1116557) for the year ended 31 August 2023, which are set out on pages 1 to 7.
Respective responsibilities and Basis of Report
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.
| report in respect of my examination of the Charity's accounts carried out under section 145 of the 2011 Actandin carrying out my examination have followed all the applicable Directions given by the Charity Commission under section 145(5)(b} of the Act.
Independent examiner's statement
| have completed my examination. | confirm that no material matters have come to my attention in connection with the examination which give me cause to believe that in any material respect:
-
the accounting records were not kept in accordance with section 130 of the Charities Act; or
-
the accounts did not accord with the accounting records; or
-
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.
| 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 on the accounts to be reached.
Julia Nelson MSc BAACA =. 27th June 2024