PTA,. PTA Meeting 28th April 2025 ftrdTri,IilT, , JL Ts ## Agenda - PTA Constitution Update - PTA Treasury Report 2023/24 - School Landscaping Project - Upcoming Events - Spring Fair Feedback ## PTA Constitution - Governing document of the PTA charity - Is submitted to the Charity Commission - Everything we do as a team is bound by the document - PTA Officers (Chair, Vice Chair, Secretary, Treasurer) are trustees of the Charity, registered with Charities Commission - Collectively we need to act in the interest of the Charity and follow best practice ## PTA Constitution – Change Why? - The document has not been properly revised since incorporation in November 2014 - Much smaller school - One year group, 60 children - Seven years groups – 630 children across two schools - Not all points are clearly laid out to help us understand how to run and govern the charity - Does not address the structure to enable us to run our activities smoothly and with less pressure and stress on a very small group of people - Adds pre-defined annual costs for contribution to the school community to be reviewed every three years (commitment of costs) ## PTA Constitution – Change How? - Proposed structure gives a well defined set of roles - It gives every voting member a specific responsibility - The broader PTA members can get involved with specific activities of interest/knowledge base to play on their strengths and ability to commit time. - Limiting number of voting members to a maximum of 12 parents (and 14 in total) - Simplifying overall language to make more accessible to the community at large PTA,. PTA Constitution - Differences by Clauses Old New Association definitiion Objects The Committee membership Powers of Association Difference 1 Association definitiion 20bjects 3 Powers of the Association 4Membership same same Specific details on how the structure works defining ring fencing funding 5 General meetings Membership Simplified rules on membership ofthe association including removal mostly the same as clause 5 in the origi nal , reducing notice period from 21 days to 14 minor changes to define quorum 6The Committee 7 Committee Meetings General Meetings Committee Meetings 8 Powers of the Committee Powers of the Committee expanded with speciifcs on safeguarded funds for school annually old clause 9 integrated across 4 and 8. Simplified definition of records and accounts 9 Property and Funds Records and Accounts Def i ning more specifically the f inancial year and rules for withdrawa l of funds. 10 Records and Accounts 11 Notices 12 Amendments 13 Disolution Fi nancial Year definiti ion Notices Amendments Disolution same same same JL Ts PTA,. PTA Constitution Questions, comments, proposals? ftrdTri,IilT, , JL Ts ## PTA Treasury Report 2023/24 - We made £26k that year + £3k donations & interest - We spent £15.5k, half of which (£8k) went on school funding (trips, workshops, Y6) and £7k on fundraising and general overheads. - In total £11k surplus that year + already £65k in cash – too much - We’re spending more this year - Aim is to end of year with small surplus (and a plan) PTA,. PTA Treasury Report 2023/24 Balance Sheet As of July 31, 2024 TOTAL AS OF JUL 31. 2024 AS OF JUL 31. 2023 IPYI Fixed Asset Cash al bank and in hand Business Community Current Account Business Inslant Access Account Total Cash at bank a￿1 In harKI 12,705.79 51,997.36 £64.703.1 S 419.15 53.274.23 £S3.693a8 NET CURRENT ASSETS £64.703.15 £S3.693a8 Creditors: amounts tailing due within one year Current Liabiliti8S VAT Control Total CuThenl Llablllt 0.00 £0.00 EO. Total Credlth: arrwnts fallrvJ due ￿￿thIn one year NET CURRENT ASSETS ILIABILITIESI TOTAL ASSETS LESS CURRENT LIABILITIES £0.00 £0. £64.703.15 £S3.693J8 £64.703.1 S £53.693a8 TOTAL NET ASSETS ILIABILITIESI £64.703.15 £S3.69328 Charity funds Opening Balance Equity Retained Earnings SurplusllDeficrtl Tolal Charlty furKI6 S5,804.16 -2,110.78 11 ,Crf)9.77 £64,703.15 55,804.16 6.644.76 -8,755.54 £53.69328 111 IiiiniJiiiJTJi, 4 4 Ts 31:: PTA,. PTA Treasury Report 2023/24 Financial Activities August 2023 - Juty 2024 TOTAL AUG 2023- JUL 2024 £26.040.25 £2.170.97 £23.869.28 AUG 2022- JUL 2023 IPY) £30.196.62 £5,TIO.81 £24.425A1 Income Cost of Sales TOTAL Expenditures AdvertisinglPromotional Office/General Administrative Expenses Ouiz Night Expenses School Funding Staff Wellbeing-WLFS ECFS Summer Fair Expenditures Summer Fair General ExperKlilures Travel and Accommodab'on 1.157.09 3,WJ3.96 1.389.64 8.190.36 -376.77 34.68 476.06 23.25 30.495.60 625.07 Winter Fair General Exp8nditures Workshops. Winter Fair T￿1 Expendlluros NET OPERATING INCOME 2.075.04 66.70 £15,$50.37 £8J18.91 £3.480.S6 £789.70 £2.690.86 1.363.52 £34,533.83 £-10.1(B.02 £1.352.48 Other Income Other Expenditures NET OTHER INCOME £1.352.48 NET INCOMEI{EXPENOtTURE) £11,(M)9.77 £ -8,755.54 J':YVIVIJ 11 IJZJII k< 4lP• PTA,. School Landscaping Project ftrdTri,IilT, , JL Ts ## Upcoming Events |Upcoming Events|| |---|---| |Event|Date| |International Food Day & 5-a-Side Football|Thursday 1 May| |Tournament|| |Movie Night / Thank You Drinks|Thursday 22 May| |Incoming Reception Parent Info Event|Thursday 5 June| |Summer Fair|Saturday 28 June| |Y6 Disco|Thursday 10 July| ## Spring Fair Update ## Revenue - Total raised from event (pre sales on Arbor + on the day tokens and cash sales) = £7.2k - Sponsorship = £500 external (+ the £1k PTA ‘funding’) - Total revenue from event (including external sponsors) = £7.7k - Costs - Total costs = £1.6k - Profit - Total net raised for PTA = £5.6k AMAZING for something not in the plan (including £1k from pre-paid activities) ## Spring Fair Learning/Feedback ## Learning ## Successes - Ticketing/token collection – better system needed (pre-booking, more card machines/locations to purchase/collect) - Volunteering (more volunteers through classes, rotas, more information given) - Only having 2 fairs a year - No week-day fairs (The Club / working parents) - Inclusiveness (non-religious events) - Requests for parent donations - Better photobooth - Better signage (map) - Ending the fair on time (to allow for cleaning) - Less sugar - Stamps kept getting lost - Football (pre-booked slots suggested) - Lovely decorations - Ice cream van (brought in £114) - Selling in advance meant people bought more - Food got praised, some requests for more options (kebab, hamburgers…) - Face painting (pre-booked slots suggested) - Henna - Suggestions - Disco (for future) - PTA to purchase knives - More games/competition/ports - A quiet area - Cultural show PTA,. AOB ftrdTri,IilT, , JL Ts ## WLFSP PTA ## Financial Activities August 2023 - July 2024 |||TOTAL|| |---|---|---|---| ||AUG 2023 - JUL 2024||AUG 2022 - JUL 2023 (PP)| |Income|||| |Autumn Fair|12,913.84||| |Charitable activites|**6,925.68**||**30,196.62**| |Services|1,425.54||| |Summer Fair|**4,527.25**||| |Winter Fair Sponsorship|247.94||| |**Total Income**|**£26,040.25**||**£30,196.62**| |Cost of Sales|**£2,170.97**||**£5,770.81**| |TOTAL|**£23,869.28**||**£24,425.81**| |Expenditures|||| |Advertising/Promotional|1,157.09||| |Office/General Administrative Expenses|**3,903.96**||**1,389.64**| |Quiz Night Expenses|||**660.00**| |School Funding|**8,190.36**||**30,495.60**| |Staff Wellbeing-WLFS ECFS|-376.77||| |Summer Fair Expenditures|34.68||| |Summer Fair General Expenditures|**476.06**||**625.07**| |Travel and Accommodation|23.25||| |Winter Fair General Expenditures|**2,075.04**||**1,363.52**| |Workshops- Winter Fair|66.70||| |**Total Expenditures**|**£15,550.37**||**£34,533.83**| |NET OPERATING INCOME|**£8,318.91**||**£ -10,108.02**| |Other Income|||| |Amazon Smile Donation|||268.78| |CAF Ongoing Credit|311.37||526.75| |Donations|2,546.06||282.72| |Interest earned|623.13||274.23| |**Total Other Income**|**£3,480.56**||**£1,352.48**| |Other Expenditures|**£789.70**||**£0.00**| |NET OTHER INCOME|**£2,690.86**||**£1,352.48**| |NET INCOME/(EXPENDITURE)|**£11,009.77**||**£ -8,755.54**| **1/1** **Cash Basis Friday, 23 May 2025 05:37 pm GMT+01:00** ## WLFSP PTA ## Balance Sheet As of July 31, 2024 |||TOTAL|| |---|---|---|---| ||AS OF JUL 31, 2024||AS OF JUL 31, 2023 (PP)| |Fixed Asset|||| |**Total Fixed Asset**|||| |Cash at bank and in hand|||| |Business Community Current Account|12,705.79||419.15| |Business Instant Access Account|51,997.36||53,274.23| |**Total Cash at bank and in hand**|**£64,703.15**||**£53,693.38**| |NET CURRENT ASSETS|**£64,703.15**||**£53,693.38**| |Creditors: amounts falling due within one year|**£0.00**||**£0.00**| |NET CURRENT ASSETS (LIABILITIES)|**£64,703.15**||**£53,693.38**| |TOTAL ASSETS LESS CURRENT LIABILITIES|**£64,703.15**||**£53,693.38**| |TOTAL NET ASSETS (LIABILITIES)|**£64,703.15**||**£53,693.38**| |Charity funds|||| |Opening Balance Equity|55,804.16||55,804.16| |Retained Earnings|-2,110.78||6,644.76| |Surplus/(Deficit)|11,009.77||-8,755.54| |**Total Charity funds**|**£64,703.15**||**£53,693.38**| **1/1** **Cash Basis Friday, 23 May 2025 05:42 pm GMT+01:00** ## **PTA Constitution** ## ➢ **Objectives** - Develop the relationship between the staff, parents/ carers and others associated with the West London Free School and Earl’s Court Free School Primaries. - To organize and promote activities that support and advance the welfare and education of the pupils attending either school ## ➢ **Membership** - All parents/ carers of children attending West London Free School and Earl’s Court Free School Primaries and all academic staff (including Admin), are automatically members of the PTA. - In addition, there is an elected committee made up of a **Core Committee** – PTA Chair; PTA Vice-Chair; Secretary; Financial Controls and Audit; Financial Governance & Accounts; Committee Treasury; at least one teacher representative and at least ten voting members. - Committee term of 1 year ## **PTA Constitution** ## ➢ **Meetings** - All members can attend meetings - AGM annually (quorum 8) - Committees meet at least termly (quorum one third committee) - Committee members have one vote - Secretary minutes meetings, actions and decisions/approvals ## ➢ **Finance** ▪ The Committee Treasurer shall be responsible for keeping accurate records of the financial transactions of the Association. Finances will be managed in line with the WLFSP PTA Finance Controls and Procedures document. **Independent examiner's report on the accounts** **Section A Independent Examiner’s Report Report to the trustees** Charity Name West London and Earl’s Court Free School Primaries PTA **On accounts for the year** 31 July 2024 **Charity no** 1159396 **ended (if any) Set out on pages** 1-17 I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/07/2024. **Responsibilities and** As the charity's trustees, you are responsible for the preparation of the **basis of report** 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 all 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: - the accounting records were not kept in accordance with section 130 of the Charities Act; or - the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 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. 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. **Signed: Date:** 23/05/2025 **Name:** Craig Nightingale **Relevant professional** ACA **qualification(s) or body (if any): Address:** 40 Russell Road Buckhurst Hill IG9 5QE 1 **Oct 2018** **IER** ## **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** None. **any items that the examiner wishes to disclose** . 2 **Oct 2018** **IER**