HOLME GRANGE SCHOOL
PARENTS AMENITIES ASSOCIATION
ANNUAL GENERAL MEETING
Joint Chair’s Report and Treasurer’s Report
SEPTEMBER 29TH, 2022 Holme Grange School, Heathlands Road, Wokingham, Berkshire. RG40 3AL
Holme Grange School PARENTS AMENITIES ASSOCIATION
Annual General Meeting Report
Table of Contents
Annual General Meeting Report
Chair’s report
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Why Holme Grange PAA exists and what it is set up to do
-
Overview of Holme Grange PAA charitable structure and how it is governed
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Summary of the past PAA year
-
Feedback from participants in the past year’s PAA events and activities
-
Overview of the process used to decide how the PAA’s funds are allocated
-
What plans the PAA already has for the year ahead and how volunteers can get involved
-
Any specific skills the PAA is seeking to support its activities
8. Treasurer’s report
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
Chair’s report
- Why Holme Grange PAA exists and what it is set up to do
Holme Grange School’s Parents Amenities Association (PAA) is a group of parent volunteers who aim to provide enrichment activities for pupils and parents. Events are organised to raise monies to fund specific school projects and initiatives as well enhance the social and community aspect of the school.
The PAA has over the last 3 years increased its members and the type of events being run to support the expanded age range of 3 – 16 years old and the ever-increasing requirements of the school.
2. Overview of Holme Grange PAA charitable structure and how it is governed
Holme Grange School Parents Amenities Association is a registered independent charity with the Charity Commission (https://www.gov.uk/government/organisations/charity-commission). charity number 309105.
Holme Grange School Parents Amenities Association is a member of PTA UK; renamed Parentkind (www.parentkind.org.uk) and is governed by the Parent Kind UK model constitution. Membership number 30028.
Holme Grange School’s PAA is elected yearly. With the increase in the size of the school the PAA elective committee will focus on the four main events which raise the most money for Holme Grange School. As we move into the Academic Year 2022/2023 the roles of Chair, Treasurer, Secretary, Communications, remain although with the new volume of students we have now decided to add an additional person to each role, these were voted as follows: One new committee member voted was Kate Webb taking on the role of marketing, and Cheryl would step into the deputy role in marketing. It was announced that Non and Michelle would be stepping down at the end of this academic year as their children were leaving the school, and Lina has stepped down from her role as event coordinator but will continue to help where possible.
In addition to the elective members, there are non-elective committee members, of which our class reps play a key role.
Over the last year the PAA held meetings once a month where all parents of the school are welcome to join, these are held mainly on zoom to accommodate all the busy lives with our children.
It was agreed that we will continue to run the monthly PAA meetings on Zoom trying to schedule at least one meeting per term face to face.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
3. Summary of the past PAA year
2021/2022 the PAA managed to run a full schedule of events, kicking off with an Autumn ball held at St Annes in Wokingham, this event was a huge success coming out of Covid and raised a huge amount of funds for the school, further details in the financials below.
The fireworks were the next on the list of events, again we had Star Fireworks with the low noise option, and this was enjoyed by over 1000 attendees, we learnt some valuable lessons at this event but have come to understand that we do need to limit numbers based on food service and parking.
With the Covid restrictions hitting us again we were unable to hold our annual Christmas Fayre, but after realising this would not happen still managed to put on an impressive raffle for the whole school, where we had Mrs Robinson draw the tickets over zoom.
We then went on in February to hold our first ever cheese and wine tasting event over zoom, although we didn’t manage to get a massive audience, everyone that attended did enjoy the event.
And finally, to our new event in the calendar the Spring Fete, this was held straight after school, with lots of stalls, food, sweets, and outside traders attending. There was a huge attendance by parents and pupils all who seemed to have glowing remarks after, an event we will now add as permanent to our fund raising.
All Events run by the PAA have a risk assessment completed and a first aid and meeting point evident at all events.
As with all our main events we take feedback, both positive and negative with an aim to build on the successes year on year.
The PAA are also asked to support the school with serving refreshments at the many school performances, events, talks, open days, sports days and sporting tournaments.
4. Feedback from participants in the past year’s PAA events and activities
Utilising the PTA-Events website for booking tickets to the PAA events has made the administration and management of the funds taken much easier for the PAA. We do need to look at how we validate ticket sales at the larger events. This has however been a great success for the PAA.
Continuing with the termly Newsletter is back. We listened to the parents and have created a bright and informative Newsletter which can be downloaded, and if required, printed off. Well done and thank you Cheryl White, our communications officer for creating them.
Parents were disappointed that events had been cancelled, but understood the reasons why Parents enjoy the family events more than the parent only events.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
- Overview of the process used to decide how the PAA’s funds are allocated
At the start of the academic year Mrs Robinson and the elected committee discuss the options for which funds are raised for the coming year. Suggestions are taken from parents and teachers regarding enrichment activities or equipment requirements. As trustees, the elective committee must agree where the funds are spent; final approval will come from the Chair and Treasurer, who will meet with Mrs Robinson for final discussion and approval.
PAA money is not used to subsidise normal on-going school costs.
- What plans the PAA already has for the year ahead and how volunteers can get involved
Last year the PAA raised money for the Holme Grange community and paid for a fully installed outdoor gym costing just over £15k, I have been told is loved by the children and used regularly. We donated £10k to the music department to enhance the digital side for the children to all enjoy, and £1k to each library for more books, and made the contribution to the Yr 11 ball as we always do for £500
With the continued growth of the school, several projects are being discussed with Mrs. Robinson as to which the PAA can support. We will communicate in our first Newsletter of this academic year; 2022/2023 what the funds will be allocated to.
The events we have planned for this academic year are as follows: (all subject to change if restrictions from Covid are placed upon us again)
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HG Open morning and sporting tournaments The PAA historically cover refreshments
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Fireworks display November 22
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Christmas Fayre December 22
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Event evening in February - quiz / racing etc
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Spring Fete Date TBC
-
Summer Ball / Parent social Date TBC
Finances for the previous year will be covered later by our treasurer.
All communications regarding the PAA events will be through our newsletters and weekly updates where we will share photos and funds raised from each event.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
7. Any specific skills the PAA is seeking to support its activities
Every parent is automatically a member of the PAA, which is the social and fundraising arm of the school and is open to anyone that wishes to take part in it. The Holme Grange PAA is an entirely voluntary group made up mainly of parents and staff members, which totally relies on the support and hard work of both parents and teachers on the PAA and within the wider Holme Grange Community.
The PAA always welcomes ideas and suggestions, and we appreciate it is sometimes difficult to fit it all in the busy school calendar but if possible and feasible with the resources available the more the merrier!
PAA Committee Members
Every parent is automatically a member of the PAA and some parents wish to have a more active role in supporting the PAA by becoming a committee member and attending our monthly PAA meetings, giving up more of their time to lead a social event or getting more involved in the day-today planning activities of the PAA.
PAA Volunteers
We appreciate we all have to balance family, home and work so for those parents who wish to support but have limited time they can become a PAA Volunteer . All the major events we put on each year and school events require a little army of helpers that support us behind the scenes. If you don’t wish to attend every monthly PAA meeting or lead an event you can still get involved by registering on our PAA Volunteer Database.
Match Funding
Many companies will help support charities through a matched giving scheme, whereby they will match gifts donated by their employees. Some companies have formal schemes for matched funding, while others may consider each request on its own merits. In many cases, participating companies will match an employee’s donation pound for pound up to a set amount. A number of organisations will even double match.
Please ask your company if they run such a scheme and our treasurer will be more than happy to provide you with the necessary details.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
Treasurer’s report
INDEPENDENT EXAMINATION
Treasurer’s report for the year ended 31[st] August 2022
1. FUNDS RAISED
The total income for the year ending August 31[st] , 2022, was £48,554, with expenses of £23,410. Total distribution to the school was £27,177 for this financial year; a donation of £500 was made to purchase menstrual cups to support pupils from Our Lady of Nazareth School and £1,840 paid in September 2021 for the 2021 financial year. This was possibly one of the most successful fundraising year ever for our PAA and certainly set a benchmark for future years and how our PAA can support the pupils across the school.
Match Funding makes a huge difference to our fund-raising efforts and is a strong contributor. We thank the organisations and their employees for their involvement and support in our events, namely Microsoft and Vodafone. This needs to continue and I strongly encourage any Parent to contact me to include them and their organisation.
This year, the PAA did surpass its self-imposed objective of £20,000 fund raising and looks to equal it in 2022/23.
Funds raised from Events, 2021, 2020 & 2019
| Funds raised from Events, 2021, | 2020 & 2019 | |||
|---|---|---|---|---|
| 2022 | 2021 | 2020 | 2019 | |
| Fireworks | 4,827 | - | 2,889 | 3,608 |
| Christmas event | 5,256 | 583 | 3,194 | 3,481 |
| Disco | - | - | 106 | 186 |
| Cook Book - new 2022 | 410 | |||
| Wine Tasting | 217 | - | - | 466 |
| Auction | - | 2,200 | - | - |
| Easter Raffle | - | 863 | - | - |
| Covid Hoodies | - | 240 | - | - |
| Circus | - | - | - | 1,516 |
| Treasure Trails | - | 181 | - | - |
| BBQ Boxes | - | 60 | - | - |
| Sports Days | 827 | - | - | 459 |
| Ball | 10,371 | - | - | 9,425 |
| Spring Fete | 4,348 | - | - | - |
| Match Funding | 4,739 | - | 1,972 | 350 |
| Misc Giving | 432 | 533 | 189 | 290 |
| 31,428 | 4,661 | 8,351 | 19,781 |
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
2. DISTRIBUTIONS TO HOLME GRANGE SCHOOL
The funds raised allowed for the purchase and installation of the outdoor gym; £2,000 went to the libraries and £10,000 for the Music Department.
3. P&L
Profit & Loss Account for years ended Aug 31, 2021, 2020 & 2019
| Profit and Loss | Profit and Loss | Profit and Loss | Profit and Loss | Profit and Loss | Profit and Loss | Profit and Loss |
|---|---|---|---|---|---|---|
| Holme Grange PAA | ||||||
| For the 12 months ended 31 August 2022 | ||||||
| 2022 | 2021 | 2020 | ||||
| Event fundraising | 43,382 | 89% | 6,620 | 93% | 16,014 | 88% |
| Match Funding | 4,739 | 10% | - | 1,972 | 11% | |
| Online Fund Raising and other donations | 432 | 1% | 533 | 7% | 189 | 1% |
| Total Income | 48,554 | 7,153 | 18,176 | |||
| Direct Event Operating Expenses | ||||||
| Equipment and Entainment Hire | 6,989 | 31% | 709 | 28% | 5,935 | 64% |
| Food & Beverages costs | 11,940 | 52% | 1,213 | 47% | 2,553 | 28% |
| Products for sale | 3,422 | 15% | 640 | 25% | 360 | 4% |
| Other expenses | 401 | 2% | - | 396 | 4% | |
| Subtotal direct event costs | 22,751 | 2,562 | 9,244 | |||
| SG&A | ||||||
| Printing & Event Marketing | - | 0% | - | 170 | 24% | |
| Supplies & Equipment | 133 | 20% | - | 137 | 19% | |
| Accountancy, Insurance & Legal | 526 | 80% | 537 | 100% | 403 | 57% |
| Subtotal SG&A | 659 | 537 | 710 | |||
| Net Operating Income | 25,144 | 4,054 | 8,221 | |||
| Distribution to School: 2021 | 1,840 | 4,160 | 5,904 | |||
| Distribution to School: 2022 | 27,177 | |||||
| Donation to OLN | 500 | |||||
| Net Inflow/outflow of funds | 4,373 - |
106 - |
2,317 |
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
4. CASH BALANCES
The PAA financial policy is to distribute all possible funds raised each year to the school. A minimum target of £2,500 should be maintained in the bank account to cover on-going expenses and advances or bookings for upcoming events. As with previous year, this was higher.
Cash flow Statement for years ended Aug 31, 2022, 2021 & 2020
| 2022 | 2021 | 2020 | |
|---|---|---|---|
| Cash Balance at Sep 1st | 9,452 | 4,826 | 2,509 |
| Funds raised | 48,554 | 11,885 | 18,176 |
| Operating Expenses | 23,410 - |
3,099 - |
9,954 - |
| Distribution to the School 2020 | 5,904 - |
||
| Distribution to the School 2021 | 1,840 - |
4,160 - |
|
| Distribution to the School 2022 | 27,677 - |
||
| Cash at Aug 31st | 5,078 | 9,452 | 4,826 |
2021 funds raised included the sum of £4,732 for the Ball organised in October 2021 which was distributed during this financial year. A distribution to the school for 2021 occurred right at the beginning of this financial year and is highlighted accordingly. We finished the year in line with our expectations and comfortably in terms of cash.
5. MISCELLANEOUS
This past year, the PAA changed bank and moved to the NatWest for 2 reasons: the maintenance of free banking for charitable organisations, to minimise our expenses; and the availability of cash to withdraw and pay in at our local branch in Wokingham, which is vital for the smooth organisation of our events.
At events, we continue to mostly take cash for payments to ensure fast interaction and service; we can take card payments but those do incur additional cost. We continue to use a ticketing system to manage and simplify our financial interactions and offer the cheapest means of payment to maximise fund raising while constantly reviewing and benchmarking what the market has to offer.
6. INDEPENDENT EXAMINATION
Last year’s 2020-21 accounts were audited by Stephen Alsop, residing 22 Luckley Wood, Wokingham for which I am extremely grateful. The accounts were submitted to the Charities Commission for England and Wales upon completion of his audit accordingly and on time last May.
An independent examination of the enclosed 2022 accounts by Mr Alsop will be done before filing them with the Charities Commission.
Richard Sleator Treasurer hgpaafinance@gmail.com
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 PAA UK Membership number 30028
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HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION ANNUAL GENERAL MEETING
Treasurer’s Report
Holme Grange School, Heathlands Road, Wokingham, Berkshire. RG40 3AL
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Holme Grange School PARENTS AMENITIES ASSOCIATION
Treasurer’s report
INDEPENDENT EXAMINATION
Treasurer’s report for the year ended 31[st] August 2022
1. FUNDS RAISED
The total income for the year ending August 31[st] , 2022 was £48,554, with expenses of £23,410. Total distribution to the school was £27,177 for this financial year; a donation of £500 was made to purchase menstrual cups to support pupils from Our Lady of Nazareth School and £1,840 paid in September 2021 for the 2021 financial year. This was possibly one of the most successful fund-raising year ever for our PAA and certainly set a benchmark for future years and how our PAA can support the pupils across the school.
Match Funding makes a huge difference to our fund raising efforts, and is a strong contributor. We thank the organisations and their employees for their involvement and support in our events, namely Microsoft and Vodafone. This needs to continue and I strongly encourage any Parent to contact me to include them and their organisation.
This year, the PAA did surpass its self-imposed objective of £20,000 fund raising and looks to equal it in 2022/23.
Funds raised from Events, 2021, 2020 & 2019
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 Parentkind PTA UK Membership number 30028
1
Holme Grange School PARENTS AMENITIES ASSOCIATION
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 Parentkind PTA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
2. DISTRIBUTIONS TO HOLME GRANGE SCHOOL
The funds raised allowed for the purchase and installation of the outdoor gym; £2,000 went to the libraries and £10,000 for the Music Department.
3. P&L
Proft & Loss Account for years ended Aug 31, 2021, 2020 & 2019
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 Parentkind PTA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION
4. CASH BALANCES
The PAA financial policy is to distribute all possible funds raised each year to the school. A minimum target of £2,500 should be maintained in the bank account to cover on-going expenses and advances or bookings for upcoming events. As with previous year, this was higher.
Cash fow Statement for years ended Aug 31, 2022, 2021 & 2020
2021 funds raised included the sum of £4,732 for the Ball organised in October 2021 which was distributed during this financial year. A distribution to the School for 2021 occurred right at the beginning of this financial year and is highlighted accordingly. We finished the year in line with our expectations and comfortably in terms of cash.
5. MISCELLANEOUS
This past year, the PAA changed bank and moved to the NatWest for 2 reasons: the maintenance of free banking for charitable organisations, to minimise our expenses; and the availability of cash to withdraw and pay in at our local branch in Wokingham, which is vital for the smooth organisation of our events.
At events, we continue to mostly take cash for payments to ensure fast interaction and service; we can take card payments but those do incur additional cost. We continue to use a ticketing system to manage and simplify our financial interactions and offer the cheapest means of payment to maximise fund raising while constantly reviewing and benchmarking what the market has to offer.
6. INDEPENDENT EXAMINATION
Last year’s 2020-21 accounts were audited by Stephen Alsop, residing 22 Luckley Wood, Wokingham for which I am extremely grateful. The accounts were submitted to the Charities Commission for England and Wales upon completion of his audit accordingly and on time last May.
An independent examination of the enclosed 2022 accounts by Mr Alsop will be done before filing them with the Charities Commission.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 Parentkind PTA UK Membership number 30028
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Holme Grange School PARENTS AMENITIES ASSOCIATION Richard Sleator Treasurer hgpaafinance@gmail.com
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 Parentkind PTA UK Membership number 30028
5
Independent examine¢s report to the trustees of Hdme Grange Sthool Parents Amenltles A550ciation Trust I report to the trustees on my examination of the accounts of the Holme Grange School Parents Amenities Association (the Trust) for the year ended 31 August 2022. Responslbllltles and basts of report As the charity trustees of the Trust you are responsible for the preparotion of the accounts in accordan with the requirements of the Chartties Act 20111.the ACY). I report in respett of my examination of the Trusvs 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)Ibl of the ACL Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: l. accounting records were not kept in respect of the Trust a5 required by 5ecbon 130 of the Act; or 2. the accounts do not accord with those records. I have no concerns and have corne ocross no other matters in connection wtth the examination to which attention should be drawn in this rep)rt in order to enable a proper understanding of the accounts to be reached. Sned: SJ Name: Stephen James Alsop Relevant professional qualificion or membershlp of professlonal bodles Irf any): Member of the Institute of Chartered Accountsnts in England and Wales Address: 22 Luckley Wood, Wokingham, Berkshire, RG412EW Ite: 23 June 2023