## **AGM – FOB – September 2019 – September 2020** Helen Clifford-Jones – (Outgoing) Chair – 17[th] of September 2020 ## **- 1)Events over the 2019 2020 period to date:** Over the past 12 months the FOB have created and hosted, three key fund-raising events, comprising of: i. FOB Annual Quiz night which had a tex – mex flavour to it and boasted over 100 attendees. A wonderful evening with incredible decorations and lots of dancing post quiz. ii. The annual Christmas Fair – a well laid out, bustling affair that again, was well attended and fun was had by all, Santa was visited and stall holders were happier with layout of the theatre too -we also saw the launch of the Christmas Café, running almost exclusively on donated foods from butchers, bakers and generous parents. iii. Bi Annual Ball – The first ever ball to be held off school premises at “Gatton Manor” – the theme was “Peaky Blinders meets Downton Abby” – probably the last event for most prior to Covid. The band were magnificent and the event was very well attended by parents and teachers a like. Apart from a few Microphone problems at the auction, feed back suggests a smashing night was had by all. ## **– 2)The FOB Team departures and arrivals** Departures (and many thanks) to Sarah Warn, Sheilagh Menzies, Natasha Becker and Emma Moreno for their amazing contribution to the FOB, school and children. Arrivals – Ellie Malt, Amelia Carter, Sam Spavin, Charlotte Mines – a warm welcome to all. ## **3)Future events over 2020-2021** The pandemic halted not only events but our children’s (physical) schooling up until recently. New social distancing measures has meant that we have already had to cancel a social event of a “welcome back to school tea” and the annual Quiz night has been postponed until further notice. Ideas and development stage - At present there is also a real danger of no “live” Christmas Fair taking place either. The committee have been exploring whether a “digital fair” might go ahead and have asked one of the stall holders whether this might be something that might appeal and a resounding yes was the answer. A raffle for the hampers could also take place with the help of the class reps. Santa could also do personalised video messages for the early year’s children or potentially a socially distanced visit. It is challenging to think of how to keep the school community together given the social distancing in place but the committee remains hopeful that as and when government guidelines allow – that we will be able to move forward to planning live events again. ## **4)Donations 2019-20** The items below have been projects that we have committed to helped and have logged and approved for FOB expenditure are as follows: 1) Sub Coats £1,770 (15 long winter PE coats for boys and 15 long winter PE coats for girls with Belmont logo on the back) – Mr Cotton currently sourcing. - 2) A donation toward an all-weather BMX Track of £1,500 which hopes to be ready in September - 3) £200 Early Years' Garden Project – Rachel Ward working with Mrs Johnson ## 4) **£1,500 Charitable Donation to Children's Trust – To be donated by FOB ASAP** 5) £6,000 (approx) for school Gazebos with new school logo printed on. This totals £10,9700. ## **5)Current funds and management of funds** As of 10th May 2020, FOB have the following in the bank: £200 current account £28,573.02 savings account The profit made from the Ball (less the owed £2,000 by a parent for auction prize) is £14,466.43. Less the forecasted expenditure of £10,860 So far, FOB has paid the £1,500 contribution to the BMX pump track. This leaves £9,360 (approx) for the remainder. This leaves the FOB with £19,413.02 in the bank account to fund future events. ## **6) Summary** Whilst accounts look healthy, with the lack of ability to raise funds via live events, as Chair, and as a committee it has been decided that we will freeze expenditure on any new projects but will review this position again in December 2020. The donation to the Children’s trust must be seen as a priority and should be paid immediately. Regarding recruitment – The position of secretary is now filled and the search for both a new treasurer and Chair is still afoot. Given the pandemic still persists, it is difficult to recruit people at this moment. The FOB team have discussed potentially moth balling the committee until after Christmas and reviewing what type of PTA the parents want as at present no one seems to have the appetite to step up to the vacant roles that need filling. The team are prepared to operate a skeleton crew/ work at the bare minimum until life resumes to a more normal footing. The role of the chair could be done termly for now. The team need to nominate someone to be chair for the Christmas Term as I must step down at the end of September as discussed at the last two meetings. There is a potentially new Treasurer but not confirmed as of yet. Sheilagh Menzies also needs to hand over all banking and finances to someone on the committee and at this moment, that would fall to the new Secretary, Charlotte Vlietstra or a trustee but again, this needs to be actioned and agreed fairly urgently. Lastly, the FOB needs to confirm is number of trustees required for the committee, those in FOB, all their details for the purposes of GDPR (data protection) to be announced, with this AGM summary, to close the books on 2019-2020 and to open up 2020-2021 activity for the FOB. 201&2019 2019-2020 Carried forward Cash at tAnk Trading alc Business ajc Totsl 2(MJ 16976.04 17176.04 200 12199.03 12399.03 Incom8 25.79 27.97 Donations Ixeived Ball 24918.01 3754 2393 6930.28 380 3829.5 428.6 28.14 1074 Xmas. air2018 Xma$'.8ir2019 7376.99 Pimm$ Tent l.I"Jl1 drnislng r-.ts,ri.'1fft.'.kn1,:"Ji oadler8ts Stsmptsstic 1580 9.25 S8ks Total 15177.21 3766622 Expense Bank charges Donaftions Ball Qu¢ XMa8 Falr Rock*)ke Pimrn8 Tent 10.14 28017.22 255.44 111576 2656.99 3451.32 8016.8 10542.6 1320.97 2128.69 1161.6 110 PTA subscription CapiEzl ExFenditiwe (￿ Mte betthv) Si*oon8ry 105 262.23 Total 36773.08 21280.66 Sutplusldefi(* -21595.87 16385. Carfled forward Cash ak bank Trading 8Jc Business ajc 200 12199.03 200 28584.59 Total 12399.03 28784A9 nditu Sants and elf costumes Float ￿XeS Gazel)o 20.04 195.9 P•3e I CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusteesl rd with the accounting records Independent •xaminer's statement I have no concems and have come across no other matters in connedion wÈlh the examination to which attention should te drawn in order to enable proper understanding of the accounts to be reached. . Ple8se delete the words in the brackets rfthey do not apply. Signed: Name: Nl 7olkJ Relevant professional qualifJcation{s> or body (if any)". Address: Jr Corr YL IER October 2018 Section B Disclosure Only complete rf the examiner needs to highlight matters of conGem (see CC32, Independent examination of Charity accounts: directions and guidan￿ for examiners). Glve hefe brlef detalls of any Items that the examiner wlshes to dlsclose. IER O¢tob6r 2018