PTA
ANNUAL
GENERAL
MEETING
12 October 2022

## **Agenda** 


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❏ Welcome ❏ Announce positions without nominees ❏ Actions from AGM 2021 ❏ Chairs’ Report for 2021/2022 ❏ Treasurer’s Report for the period 1 Aug 2021 - 31 Jul 2022 ❏ Special votes ❏ Recommendations ❏ Election of Trustees of the Charity ❏ Refreshments 




## **Actions from last AGM** 

❏ Voted to release funds that were ring-fenced for library build: £20k ❏ Appointed Verdant Accountants of 167 Clarence Avenue, New Malden KT3 3TX as Independent Examiners of the Accounts 

❏ Submitted accounts to Charity Commission on 2 May 2022 and available upon request. 



## **Chairs’ Report** 


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❏ **Health & Safety issues** ❏ Unable to hold any events on site Nov - Mar ❏ PTA Coffee Morning - canceled ❏ Carols Concert - canceled ❏ Winter fair - not allowed ❏ Summer Festival - canceled ❏ Alternative events for children ❏ Big Fat Quiz of the Year & Virtual Santa ❏ In-house craft activities ❏ After-school Summer Fair ❏ Celebrate House point winners every half-term 



## **Chairs’ Report** 


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- ❏ **Finances - What we found** 

❏ Manual and time-consuming accounting ❏ Duplication of billing to the PTA ❏ Cash officer procedures not robust ❏ Cashbook not used properly ❏ Wisepay problematic ❏ Unknown costs per transaction ❏ Delayed accounting and billing (e.g. > 1yr) ❏ Group transactions not trackable 



## **Chairs’ Report** 


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- ❏ **Finances - What we did** 

❏ Set robust and accountable cash officer procedures ❏ Switched to online payments with BOPP ❏ Very low-cost admin fee ❏ Immediate tracking of transactions ❏ Immediate access to funds/payments ❏ Drawbacks: ❏ Not supported by all banks ❏ NEW! - people like the devil they know 



## **Chairs’ Report** 


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- ❏ **Finances - What we did** 

❏ Implemented new accounting software Quickbooks 

❏ Immediate view of accounts and transactions 

❏ Quick reconciliation of payments, receipts to prevent duplicate payments ❏ Zettle machines 

❏ Categorising sale items for easy reconciliation 



## **Chairs’ Report** 


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- ❏ **Inclusion** 

❏ Advance registration for events ❏ Most payments accepted at registration ❏ Affordable prices ❏ No-cost option built in design of registration ❏ All families included, regardless of financial situation 



## **Chairs’ Report** 


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- ❏ **Governance** 

   - ❏ Questions arose around 2021 AGM and Committee, necessitated tracking down of PTA documents 

   - ❏ 2 versions of Constitution circulating at last year’s AGM 

The Holy Grail = The Constitution was found!! 2014 version 

- ❏ Incorrect name for the charity 



## **Treasurer’s Report What we raised** 


**£964 were raised for charities by school: Children in Need, Macmillan, Save the Children. Only £107 came through to PTA via Wisepay.** 



Treasurer's Report
What we funded
v School Funding
Amazon Wishlist
948.16
French Play Day
GB Inspir•
Glob• Workshop.2020.2021
Mu$1¢ Es$entlal$
879.97
513.90
2,200.00
74.00
Music Essentials-Note Stands
125.48
Outdoor Library
Sport Kit
Staff Wellboing.WLFS ECFS
Travel and Accommodation
599.99
431.15
1,358.81
689.82
Y6 Leavers Book 2021-2022
2.652.00
Y6 Leavers Book-2020-2021
1.422.00
Yamaha Digital Piano
Yr6 Hoodie5 2021.22
1,819.00
1.698.72
Tot•1 School FundSng
15,413.00

## **Financial Activities Report August 2021 - July 2022** 




## **Treasurer’s Report Balance sheet as of July 31 2022** 


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## **Treasurer’s Report** 

**Comparison of 3 previous financial years** 


2021-22        2020-21 

Total Income 25,082         13,071          22,768 Total Expenditure    18,435          18,357         24,418 Total Net Assets       62,451           55,804 61,090 

As of 31 Jul 2022 

**Accounts for 2020-2021 were submitted to the Charity Commission on 02 May 2022** 

**Draft of accounts return for 2021-2022 available for review upon request.** 



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## **Independent examiner's report on the accounts** 

**Section A                        Independent Examiner’s Report** 

**Report to the trustees/ members of** 

WEST LONDON FREE SCHOOL PRIMARY PTA 

**On accounts for the year Charity no** 31 JULY 2022 1159396 **ended (if any) Set out on pages** 1-4 (remember  to include the page numbers of additional sheets) 

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended31 JULY 2022 

- **Responsibilities and** As the charity trustees of the Trust, you are responsible for the preparation **basis of report** of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”). 

I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. 

**Independent** I have completed my examination.  I confirm that no material matters have **examiner's statement** come to my attention in connection with the examination which gives me cause to believe that in, any material respect: 

- accounting records were not kept in accordance with section 130 of the Act or 

- the accounts do not accord with the accounting records 

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn 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:** 13 DECEMBER 2022 **Name:** SHARIF Mohamed **Relevant professional qualification(s) or body** ACCA **(if any): Address:** 236 EMLYN GDNS LONDON W12 9UN 

**October 2018** 

1 

**IER** 



**Section B                           Disclosure** 

Only complete if the examiner needs to highlight 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** . 

NONE 

**October 2018** 

2 

**IER**