The Parents, Teachers and Friends Association of Blackheath Preparatory School (The PTFA)
Annual General Meeting Minutes Thursday 26[th] September
1. Welcome and introductions
Nico Ferrari welcomes attendees in the room and on the videoconference link.
2. Apologies
3. Review of prior AGM minutes
4. 2023 Financial Accounts
The Blackheath Prep PTFA account for the 2022-2023 school year was audited by our parent auditor, Elizabeth Gillbe, and subsequently filed with the Charity Commission. During this period, the PTFA generated a total income of £11,622 from various fundraising events. Notable contributions included £3,245 from the Christmas Fair, £2,693 from the Summer Fair, £1,823 from Quiz Night, and £1,781 from the Second-Hand Uniform Sales (SHUS). In keeping with tradition, the PTFA donated £2,404 towards the Year 6 yearbooks and £1,029 to support the popular school discos. Additionally, £843 was allocated for the purchase of playground equipment. By the end of the 2023 school year, the PTFA had a net income of £5,716.
5. 2024 Financial Information
The previous year’s accounts have been filed in accordance with all protocols. Special thank you to Jessica Tang and Katie McBride for the enormous assistance and continued involvement through the course of the year.
The PTFA’s payment systems’ year to date has been seriously affected by the sudden and unilateral closure of our bank account by Barclays. Jess and Katie worked tirelessly to reinstate the account; however, we remain with only limited access. Steps are underway to put in place additional accounts to safeguard the PTFA’s cash position, and the lack of account/access has resulted in limited insight into the breakdown of the income streams. However some of our headline profitable events of the year are in the table below:
| Event | Gross Revenues |
|---|---|
| Christmas Fair inc Grotto | £6,294.51 |
| Quiz Night | £1,628.39 |
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| Summer Fair | £5610.90 |
|---|---|
| MyChildsArt | £430.91 |
This year has seen yet more incredible fundraising through various events. Revenues have totalled £19,891.19 against expenditures of £10,602.53: resulting in a net profit position of £9,288.66. Today we have £42,782.79 of available funds.
In the year ahead to expect to modernise our payments infrastructure to improve financial tracking and enhance the volunteering experience for all our PTFA members.
6. PTFA Trustee Elections
The following Trustees are continuing:
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Nicolo Ferrari (Chair)
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Damien Orban (Treasurer)
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Jacqueline de Groot
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Sarah Brain
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Nadine Khawaja
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Rebekah Orban
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Yashika Lamahewa
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Katherine McBride
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Lakhvir Grewal
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Shareen Morgan
-
Pat Fraser
New Trustee Interests:
- Suzannah Duggan – Damien Orban proposed and Rebekah Orban seconded.
7. Any Other Business
Kate Cubley raised investments and donations. It was agreed to take this forwards at a separate meeting and to collect ideas for use of funds prior to such meeting for the trustees to discuss.
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Parents, Teachers and Friends Association of Blackheath Preparatory School
Financial Activities
1 September, 2024-31 August, 2025
| TOTAL | |
|---|---|
| Income | |
| Bingo income | 1,171.60 |
| Christmas Fair income | 9,065.89 |
| Coffee and Hot Chocolate income | 2,055.00 |
| Donations and legacies | 1.20 |
| My Child's Art | 296.10 |
| Quiz Income | 2,867.54 |
| SHUS | 4,757.00 |
| Sports Day | 2,550.00 |
| Summer Fair income | 6,302.28 |
| Tea Towels income | 4,746.19 |
| Total for Income | £33,812.80 |
| Total | £33,812.80 |
| Expenditures | |
| Bingo expenses | 1,004.26 |
| Charitable Contributions | 956.49 |
| Christmas Fair costs | 2,767.94 |
| Coffee / Hot Chocolate expenses | 444.59 |
| Insurances | 162.00 |
| Office/General Administrative Expenses | 416.24 |
| Prep and pre-prep discos | 981.86 |
| PTFA Materials Reimbursement | 495.75 |
| Quiz expenses | 787.74 |
| Sports Day Costs | 816.00 |
| Summer Fair Costs | 6,901.33 |
| Sumup fees | 377.35 |
| Tea Towels costs | 2,768.76 |
| Year 6 Photo book | 3,067.00 |
| Total for Expenditures | £21,947.31 |
| Net Operating Income | £11,865.49 |
| Net Income/(Expenditure) | £11,865.49 |
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Accrual Basis Thursday, 25 June 2026 03:00 PM GMTZ
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the Charity Name trustees/directors/ Blackheath Prep PTFA members of On accounts for the year ended 31 August 2025
Set out on pages
Charity no.: Company no.: 1152829 1 (remember to include the page numbers of additional sheets)
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I report to the charity trustees on my examination of the accounts of the Company for the year ended DD / MM / YYYY 31/08/2025 . Responsibilities and As the charity’s trustees of the Company (who are also the directors of the basis of report company for the purposes of company law), you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 (“the 2006 Act”) .
Having satisfied myself that the accounts of the Company are not required to be audited for this year under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity ’s accounts as carried out under section 145 of the Charities Act 2011 (“the 2011 Act”). In carrying out my examination, I have followed the Directions given by the Charity Commission (under section 145(5)(b) of the 2011 Act.
Independent [The company’s gross income exceeded £250,000 and I am qualified to examiner's statement undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ ] if not applicable.
I have completed my examination. I confirm that no material matters have come to my attention (other than that disclosed below *) which gives me cause to believe that:
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accounting records were not kept in accordance with section 386 of the Companies Act 2006; or
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the accounts do not accord with such records; or
• the accounts do not comply with relevant accounting requirements under section 396 of the Companies Act 2006 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; or •the accounts have not been prepared in accordance with the Charities SORP (FRS102).
October 2018
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IER
I 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 of the accounts to be reached.
- Please delete the words in the brackets if they do not apply.
Signed: Date: 28/6/26
Name: ~~Elizabeth Gillbe~~ Relevant professional qualification(s) or body (if any): Chartered Accountant - ICAEW
Address:
6 The Orchard, London, SE3 0QS
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
October 2018
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IER