HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION ANNUAL GENERAL MEETING
Joint Chair and Treasurers Report
SEPTEMBER 17TH, 2024 Holme Grange School, Heathlands Road, Wokingham, Berkshire. RG40 3AL
Holme Grange School PARENTS AMENITIES ASSOCIATION
Annual General Meeting Report
1. 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.
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. Charity number 01149137.
Holme Grange School Parents Amenities Association is a member of PTA UK; renamed Parentkind http://www.parentkind.org.uk/ and is governed by the Parent Kind UK model constitution. Membership number 30028.
3. Overview of the process used to decide how the PAA’s funds are allocated
At the start of the year Mrs Robinson and the 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 support normal on-going school costs.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 2 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
4. A review of 2023/2024
We had a successful year that kicked off with our popular firework event; this sells out every year with all 950 tickets sold. We also sold a selection of food and drink along with a hot meal included in the ticket price.
We then had the Prep discos followed by the Christmas fayre that was very well attended and catered for all age groups.
Our quiz night held in March was very popular, this year we also bought in catering from The Cheeky Pickle Grazing co, again, we received lots of positive feedback from this event.
Unfortunately, due to the typical British weather we were unable to hold our Spring Fair due to a waterlogged field.
The last event was our end of term Ball! It was an enormous success and everyone that attended seemed to thoroughly enjoy the evening.
All Events run by the PAA have a risk assessment completed, and a first aid and meeting point evident at all events.
As mentioned, we also say a sad goodbye to Heidi Reeder and thank her for her support for the last 4 years as joint chair.
I will now pass you over to Richard Sleator for the Treasures report for the last academic year.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 3 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
5. Treasurer’s report
INDEPENDENT EXAMINATION
Treasurer’s report for the year ended 31st August 2024
5a. FUNDS RAISED
The total income for the year ending August 31st, 2024, was £47,821, with expenses of £28,011. Total distribution to the school was £20,558 for this financial year.
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 on-going involvement and support in our events:
Microsoft, Google, Vodafone, and BP
Funds raised from Events across the years
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 4 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
5b. DISTRIBUTIONS TO HOLME GRANGE SCHOOL
The funds raised allowed for the purchase of pianos and a contribution to Library.
5c. P&L
Profit & Loss Account for years ended Aug 31, 2022-24
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 5 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
5d. 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.
Cash flow Statement for years ended Aug 31, 2022-24
5e. MISCELLANEOUS
Banking with NatWest has proven a good move and offers some flexibility, though we now have to use the branch in Camberley.
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, the transaction takes longer and relies on good connectivity which is sometimes challenging outdoors on the ground of the school.
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. Any suggestion in those areas is very much welcomed.
5f. INDEPENDENT EXAMINATION
Last year’s 2022-23 accounts were audited by Fleur Haslock, residing 34 Homersham Road, Kingston-upon-Thames 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 before June 30th, 2024.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 6 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
An independent examination of the enclosed 2023-24 accounts will be done before filing them with the Charities Commission.
Richard Sleator
Treasurer
hgpaafinance@gmail.com
6. Plans 2024 / 2025
Last year the PAA raised money for 2 new pianos for the music dept, items for the therapy rooms and have also gifted £12K for the new library in The Den.
The events we have planned for this academic year are as follows:
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Break the rules day – TBC
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Outdoor Cinema Saturday 21st September
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Fireworks display – Friday 8th November
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Christmas Fayre – Saturday 7th December
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Quiz evening – Friday 7th March
-
Spring Fete Friday 28th March (weather permitting)
-
Summer Ball – Saturday 5th July
All communications regarding the PAA events will be shared via email, our new PAA newsletters and the digital screens around the school.
7. How can you help your school’s PAA?
The Holme Grange PAA is an entirely voluntary group made up of parents, which totally relies on the support and hard work of both parents and teachers within the wider Holme Grange Community.
For a school with over 600 pupils, the PAA is currently running on just 8 active members and the wonderful class rep volunteers for each year group. We would love to plan more fun and events for your children, but we need your help!
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 7 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
The PAA for 2024/2025 academic year has a new focus with ‘community’ being at the heart of our mission. We want the next year of events to really engage with the parents, teachers, and children of the school. To share quality time with one another, enjoying what the community has to offer and giving all of us, that sense of belonging.
To summarise on our mission, our statement:
Holme Grange School PAA is committed to three core principles:
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Fostering charitable initiatives to instil empathy and social responsibility in our students.
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Building a cohesive school community that champions inclusivity and shared values.
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Establishing a successful partnership between the school, PAA, and families to enhance the overall educational experience. Together, we aim to create an environment where every student thrives academically, socially, and emotionally, supported by engaged parents and a school committed to excellence.
To summarise: Fostering Success Through Community Unity
So how can you help deliver on these principles….
PAA Member
Some parents wish to have a more active role in supporting the PAA by becoming a committee member. This would mean they can attend our monthly PAA meetings and where possible, assist by being involved in a social event and some of the planning. The PAA is currently running on just 8 active members.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 8 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
PAA Volunteers
We appreciate that we all have to balance family, home and work so for those parents who wish to support but have more limited time 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. Please contact Kate or Lauryn if you wish to join:
k.webb@holmegrange.org or l.lancaster@holmegrange.org
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 few 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.
Raffle and Auction Prizes
Many of our events hold a raffle and we are always in need of donations. If you know of some amazing businesses, or run your own awesomeness, please think of how they may be able to support our fundraising initiatives and get in touch.
The end of Year Summer ball will always hold an auction so again, if you can offer any prizes that warrant being auctioned, we would love to hear from you.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 9 | P a g e PAA UK Membership number 30028
Holme Grange School PARENTS AMENITIES ASSOCIATION
Class Rep
Each year the PAA relies on parents volunteering to be the communicator between the PAA and the classes. Reps also help organise and manage stalls at both Spring and Christmas fayres and help bring all parties together. This is a vital role that the PAA rely upon.
Ideas and initiatives
If you have ideas or suggestions on how we can develop, please get in touch. From what you would like to see at events, to new ideas that might not be something we’ve tried before! We would love to hear from you.
2024-2025 Academic Year
We have the official roles of Deputy Treasurer and Secretary available along with Event Managers. Please speak to myself or Lauryn if you’re interested in joining the team or would like to offer your support, no matter how small.
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 10 | P a g e PAA UK Membership number 30028
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION ANNUAL GENERAL MEETING
Treasurer’s Report
Holme Grange School PARENTS AMENITIES ASSOCIATION
Treasurer’s report
INDEPENDENT EXAMINATION
Treasurer’s report for the year ended 31[st] August 2024
1. FUNDS RAISED
The total income for the year ending August 31[st] , 2024 was £47,821, with expenses of £28,011. Total distribution to the school was £20,558 for this financial year.
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 on-going involvement and support in our events:
Microsoft, Google, Vodafone and BP
Funds raised from Events across the years
| 2024 | 2023 | 2022 | |
|---|---|---|---|
| Fireworks | 5,265 | 5,802 | 4,827 |
| Christmas event | 4,615 | 4,962 | 5,256 |
| Christmas Disco | 109 | 141 | - |
| Cook Book(22) | - | 60 | 410 |
| Quiz(23 & 24)Wine Tasting (22) | 846 | 994 | 217 |
| Sports Days | - | 148 | 827 |
| Ball | 7,995 | 12,138 | 10,371 |
| SpringFete | - | 3,807 | 4,348 |
| SustainabilityEvent | 736 | ||
| Match Funding | 4,955 | 5,503 | 4,739 |
| Misc Giving | 21 | 464 | 432 |
| 24,542 | 34,020 | 31,428 |
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 of pianos and contribution to Library.
3. P&L
Profit & Loss Account for years ended Aug 31, 2022-24
Profit and Loss
| Profit and Loss | 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 202x | |||||||
| 2024 | 2023 | 2022 | |||||
| Event fundraising | 42,846 | 90% | 54,495 | 90% | 43,382 | 89% | |
| Match Funding | 4,955 | 10% | 5,503 | 9% | 4,739 | 10% | |
| Online Fund Raisingand other donations | 21 | 0% | 464 | 1% | 432 | 1% | |
| Total Income | 47,821 | 60,462 | 48,554 | ||||
| Direct Event Operating Expenses | |||||||
| Equipment and Entainment Hire | 9,630 | 36% | 7,760 | 29% | 6,989 | 31% | |
| Food & Beverages costs | 16,520 | 62% | 16,374 | 62% | 11,940 | 52% | |
| Products for sale | 254 | 1% | 2,193 | 8% | 3,422 | 15% | |
| Other expenses | 296 | 1% | 232 | 1% | 401 | 2% | |
| Subtotal direct event costs | 26,699 | 26,558 | 22,751 | ||||
| SG&A | |||||||
| Printing& Event Marketing | 248 | 19% | 346 | 27% | - | 0% | |
| Supplies & Equipment | 254 | 19% | 355 | 27% | 133 | 20% | |
| Accountancy,Insurance & Legal | 810 | 62% | 596 | 46% | 526 | 80% | |
| Subtotal SG&A | 1,312 | 1,297 | 659 | ||||
| Net Operating Income | 19,810 | 32,608 | 25,144 | ||||
| Distribution to School: 2021 | 1,840 | ||||||
| Distribution to School: 2022 | 27,177 | ||||||
| Donation to OLN | 500 | ||||||
| Distribution to School: 2023 | 34,000 | ||||||
| Distribution to School: 2024 | 20,558 | ||||||
| Net Inflow/outflow of funds | 748 - |
1,392 - |
4,373 - |
HOLME GRANGE SCHOOL PARENTS AMENITIES ASSOCIATION Registered Charity Number 309105 Parentkind PTA UK Membership number 30028
2
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.
Cash flow Statement for years ended Aug 31, 2022-24
----- Start of picture text -----
2024 2023 2022
Cash Balance at Sep 1st 3,686 5,078 9,452
Funds raised 47,821 60,462 48,554
Operating Expenses - 28,011 - 27,855 - 23,410
Distribution to the School 2021 - 1,840
Distribution to the School 2022 - 27,677
Distribution to the School 2023 - 34,000
Distribution to the School 2024 - 20,558
Cash at Aug 31st 2,938 3,686 5,078
----- End of picture text -----
5. MISCELLANEOUS
Banking with NatWest has proven a good move and offer some flexibility though we now have to use the branch in Camberley.
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, the transaction takes longer and relies on good connectivity which is sometimes challenging outdoors on the ground of the School.
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. Any suggestion in those areas is very much welcomed.
6. INDEPENDENT EXAMINATION
Last year’s 2022-23 accounts were audited by Fleur Haslock, residing 34 Homersham Road, Kingstonupon-Thames 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 before June 30[th] 2024.
An independent examination of the enclosed 2023-24 accounts 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 Parentkind PTA UK Membership number 30028
3
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