Trustees’ annual report for the period
| From | Period start date To Period end date 01 04 20 31 03 21 |
|---|---|
Charity name: Sutton Grammar School Parent Teacher Association
Charity registration number: 1168281
Charity’s principal address: C/O SUTTON GRAMMAR SCHOOL MANOR LANE SUTTON, SURREY SM1 4AS
Names of the charity trustees who manage the charity
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Name of person (or
Dates acted if not for body) entitled to
Trustee name Office (if any)
whole year appoint trustee (if
any)
1 Ben Cloves President From 23.09.19 Ex-officio
2 Stephen Quayle Chair Up to 2.11.2020 elected
3 Jon Flay Vice Chair elected
4 Patrick Jacobs Treasurer elected
James Humphrey- Joint Secretary elected
5
Evans
6 Mike Bosland Joint Secretary From 23.09.19 elected
Stephan Heitmeyer Information From 23.09.19 elected
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Coordinator
8 Andrew Eldred Chair From 2.11.20 elected
Robert Turner Staff User Ex-officio
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Representative
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Structure, governance and management
Description of charity’s trusts:
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Type of governing Constitution (v.1.1 18 July 2016)
document: for example
How is the charity Charitable Incorporated Organisation
constituted?
Trustee selection Election at AGM, or appointed by Elected Trustees, or ex-
methods officio appointees from SGS
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Additional information (optional)
| You may choose to include further statements where relevant about: -Policies and procedures adopted for the induction and training of trustees -The charity’s organisational structure and any wider network with which the charity works -Relationship with any related parties -Other |
SGSPTA was granted charitable status on 19 July 2016, taking over the assets and activities of the previous Association. This report covers the period 1 April 2020 to 31 March 2021 refecting the fourth full year operating under this new charitable status; accounts submitted with this report cover the same period In accordance with the Constitution, the President of SGSPTA is the Headteacher of SGS, appointed ex-ofcio. The powers of the President are restricted by chairing the elections of Trustees at the AGM, and calling a meeting under certain conditions. As the Chief Executive of the recipient body (Sutton Grammar School Trust, SGST), the constitution removed the infuence he/she may have on funding decisions. As a charitable education body, SGST is regularly consulted to ensure no confict of interest occurs. The Staf User Representative (SUR) is also appointed ex- ofcio from within the School. Like the President, the roles and responsibilities of the SUR are tightly controlled within the Constitution. All of the other Trustee roles are flled on an annual basis by election of an eligible parent/guardian of a current pupil at the AGM. In addition, the Constitution allows for the appointment of two additional Trustees, for specifc tasks. Decisions on funding, general SGSPTA policies and planning are strongly protected as the sole responsibility of the parents/guardians of pupils at the School. |
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Objectives and activities
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Summary of the To further the educational and other charitable work of
purposes of the charity Sutton Grammar School (the “School”) for the public benefit
as set out in its by such charitable means as the trustees see fit from time
governing document to time in particular but not exclusively by:
1. assisting the School, by enhancing its provisions
towards the education of its students
2. developing more extended relationships between the
staff, parents and others associated with the School
3. collaborating with the School in obtaining work
experience for current students and employment and
placements for former students; and
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- acting as a consultative body to the management of the School, without becoming formally involved with the formulation of School policy.
Summary of the main The Trustees complied with their duty to have due regard to activities in relation to the Charity Commission’s Public Benefit guidance when those purposes for the exercising any powers or duties to which the guidance is public benefit, in relevant. particular, the activities, projects or Whilst the beneficiary is a single School, its pupils are services identified in enrolled from within the London Borough of Sutton, the accounts. surrounding Boroughs and in exceptional cases, as far as North London. Providing enhancements to the facilities and Statement confirming education of pupils at the School therefore has a significant whether the trustees impact on many diverse families. Entry to the School is by have had regard to the selection purely on ability, but with a percentage reserved guidance issued by the from those in the Borough and some surrounding Charity Commission on postcodes. public benefit
As part of its fundraising, SGSPTA, through the efforts of its’ linked trading company, SGSPTA Ltd, provides mock tests for potential applicants of selective entry exams throughout the South East of England. Parents bring their sons and daughters to sit the mock tests from some distance, and nationwide for the online tests. SGSPTA are proud of the excellent reputation of the service provided, and its’ good value is instrumental in enabling access to a wide audience.
By supporting the School, not just financially in the provision of funds, but in volunteer help as well, the impact of the wider community is regularly assessed for its beneficial effects. Examples include our Christmas Fair which is advertised locally and we welcome visitors from the community as well as parents. Another good example is the provision of refreshments to the competitors (and associated Staff and Parents) at the Sutton Borough Cross Country Event held at the School`s Northey Avenue Sports Ground. Without SGSPTA volunteers it would not be possible.
Although the financial support provided to the school is primarily aimed to help buy equipment, books etc, and to help refurbish parts of the school, this can have clear benefits to the wider community. The PTA purchased purpose designed flooring which serves to protect the flooring of the Sports Hall, and add to the flexibility of its use; this includes use by outside agents letting the facility for sporting and other activities.
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Additional details of objectives and activities (optional)
| You may choose to include further statements where relevant about: -Policy on grant making -Policy on social investment including program related investment -Contribution made by volunteers -Other |
SGSPTA, in conjunction with the School, operates a formal funding application bidding process for all requests. This helps to ensure that staf consider other sources of funding, declare the benefts expected and timescales, and that it has also been considered in terms of IT and Premises impact, to avoid hidden costs. In accordance with the Constitution, for bids greater than £5,000, all members of SGSPTA must be given advance notice (and summary details) of an application, so that they can plan to attend a meeting to vote on a decision or make further enquiries. Without volunteers, SGSPTA would raise substantially less from the Mock Tests, Christmas and Summer Rafes, Christmas Fair, and all the other events. But it is not just about funds, the same volunteers also enable us to meet our objective of “developing more extended relationships between the staf, parents and others associated with the School”. An event such as the International Evening may not raise money, but the social/bond building benefts are a true refection of the many hours of hard work put in. |
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Achievements and performance
Summary of the main Events during this period (to 31.3.21) were severely achievements of the restricted due to the impact of Covid-19 & lockdowns. The charity, identifying the following is a list of the usual events which we had intended difference the charity’s to hold work has made to the circumstances of its beneficiaries and any Autumn (Oct 2020) Quiz Night Cancelled wider benefits to Christmas Fair (Dec 2020) Cancelled society as a whole. International Evening (Feb 2021) Cancelled Helped by providing drinks/snacks New Yr 7 Welcome Evening (July 2020) Cancelled New Yr 7 Sports BBQ (July 2020) Cancelled
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Yr 7 Parents Social Evening (Oct 2020) Cancelled Christmas Concert (Dec 2020) Cancelled
Fundraising Christmas Fair Cancelled Christmas and Summer Grand Draws Easyfundraising Double 100 Club Cancelled Secondhand Uniform Sales
Our Trading company – SGSPTA Ltd: online only 11+ Mock Tests – provided online tests only. ~~to 22 sessions of 185 children in May/June 2019 and two days in August~~
Open Evening (Sep 2020) – PTA and Mock Test advice room Cancelled
All of the above routinely took place before the lockdown of schools in March 2020 because of the pandemic.
Donations to School listed by meeting
2 Nov 2020
Cameras, battery packs, & art materials - £5,000
18 Jan 2021
Part-funding of STEM Technician & Library Assistant posts, computers, software, coach-hire, & minibus fleet running costs - £84,500
Financial review
Review of the charity’s At the end of March 2021 our financial reserves were financial position at the £149,601, with virtually all of this held as bank deposits end of the period (see accounts submitted). Statement explaining SGSPTA aims to maintain a working reserve of £5,000 at all the policy for holding times. As part of the funding application process, funds are reserves stating why transferred over immediately after approval, to enable a they are held clearer picture of outstanding liabilities v assets. £149,601 (per accounts submitted)
-Amount of reserves held N/A -Reasons for holding zero reserves
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Details of fund None materially in deficit Explanation of any No uncertainties. The PTA is run by volunteers and only uncertainties about the agrees financially to support /purchase items for, the School charity continuing as a from funds it already holds. Any Funding Request agreed by going concern the PTA is based on the premise that sufficient funds must be available before approval is given to proceed with purchase.
Additional information (optional)
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You may choose to
include further
statements where
relevant about:
See Achievements and Performance above
-The charity’s principal
sources of funds
(including any
fundraising) All expenditure was in line with the key objectives of the
Charity. SGSPTA does not aim to hold on to substantial
-Investment policy and funds over a long-term period. All available funds are held
objectives including in easy access accounts at a High Street bank. Whenever
any social investment possible, funds are transferred to the School at the earliest
policy adopted opportunity, once a genuine funding request has been
identified and approved.
The principal risk is that some of our fundraising activities
-A description of the may not bring in the same level of funding they currently
principal risks facing provide, which would then mean that the financial support
the charity we provide the school would reduce. This will be a
signifcant risk for FY 20/21 following the lockdown caused
by the pandemic. Our funding of future purchases for the
school may be curtailed in the short term.
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Funds held as custodian trustees on behalf of others
Description of the No assets are held in this capacity assets held in this capacity (Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects) (Details of arrangements for safe custody and segregation of such
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assets from the charity’s own assets)
Exemptions from disclosure
Reason for nonThere are no non-disclosures of key personnel details disclosure of key personnel details
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
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Signature(s)
Andrew Eldred
Full name(s)
Position (for example SGSPTA Chair
Secretary, Chair, etc)
Date
January 2022
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SUTTON GRAMMAR SCHOOL PARENT TEACHER
ASSOCIATION
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SUTTON GRAMMAR SCHOOL PARENT TEACHER ASSOCIATION Charity number: 1168281
| SUTTON GRAMMAR SCHOOL PARENT TEACHER ASSOCIATION |
SUTTON GRAMMAR SCHOOL PARENT TEACHER ASSOCIATION |
|---|---|
| Charity number: 1168281 |
|
| Income & Expenditure Account |
|
| for the 12 months ended 31st March 2021 |
|
| INCOME 2020/21 |
|
| Fund Raising Activities Income Expens es Surplu s |
|
| £ £ £ £ |
|
| 200 Club - 1 0 - 10 |
|
| Christmas Fair - - - |
|
| Summer Rafe - 12 2 - 122 |
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| Christmas Rafe | 4,909 24 5 |
4,6 **64 ** |
|
|---|---|---|---|
| 4,909 37 7 |
4,5 32 |
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| Social Events | |||
| Quiz Evenings | - - |
- | |
Spring Concert |
- } - - } - } - } |
} | |
| Christmas Concert |
} | ||
| Internation Evening |
} | ||
| Other Socials | 0 | } | |
| - - - |
- | ||
| Other Income | |||
| Donations (including Uniform Sales) |
273 | ||
| Easy Fundraising (including Gift Aid) |
466 | ||
| Amazon Commission |
220 | ||
| Gifted from SGSPTA Ltd |
114,42 7 |
||
| Tax Rebate | |||
| Interest Received |
2 | ||
| 115,3 88 |
|||
| 119, 920 |
|||
| EXPENDITURE | |||
| Donations to School for :- |
|||
| 11 cameras, 12 battery-packs & art materials (Art Dept) – | 4,998 | ||
| for computers, coach hire, & minibus feet running costs- |
65,0 00 |
||
| towards Stem Technician, Library Assistant, & Reading Cloud- |
19,4 95 |
||
| 89,4 93 |
|||
| Miscellaneous costs |
- | ||
| Surplus (Defcit) for the year |
30,427 | ||
| 119, 920 |
|||
| Balance brought forward |
119,1 74 |
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| Balance carried forward |
149,6 01 |
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SUTTON GRAMMAR SCHOOL PARENT TEACHER ASSOCIATION
Charity number: 1168281
Balance Sheet as at 31st March 2021
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2020/21
2019/20
| 2020/21 | 2019/20 | ||||
|---|---|---|---|---|---|
| £ | £ | ||||
| Bank Balances | |||||
| Business Premium Saver | Account (1) | 5,063 | 5,061 |
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| Business Premium Saver | Account (2) | ||||
| Community Current Account | 31,054 | 1,655 | |||
| Cash in hand - |
60 | ||||
| 36,117 | 6,776 | ||||
| Current Assets | |||||
| Debtors (inc Gift Aid Tax | rebate) | ||||
| SGSPTA Ltd 113,078 | 111,991 | ||||
| Stock of drinks | |||||
| Easyfundraising/Gift Aid | 406 | 113,484 |
406 112,397 | ||
| 149,601 | 119,174 | ||||
| Less Current Liabilities | |||||
| Income in Advance | |||||
| Sundry Creditors | |||||
| 149,601 | 119,174 | ||||
| Represented By:- | |||||
| Reserves | |||||
| Income and Expenditure | Account balance |
149,601 |
119,174 | ||
| 149,601 | 119,174 | ||||
| I confrm that I have prepared the Accounts of SGS PTA for the period stated. | |||||
| Patrick Jacobs (SGSPTA Treasurer) |
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…………………………………………………….
My examination included a review of the accounting records kept by the association and a comparison of the accounts presented with those records. It also included consideration of any unusual items or disclosures in the accounts and seeking explanations from you as members concerning any such matters. The procedures undertaken do not provide all evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair view" and the report is limited to the statement below.
In connection with my examination, no matter has come to my attention to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Kulsoom Sayed ACMA (Independent Examiner)
……………………………………………………..
07-Dec-21
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