## **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**
**----- Start of picture text -----**
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
7
Coordinator
8 Andrew Eldred Chair From 2.11.20 elected
Robert Turner Staff User Ex-officio
9
Representative
10
**----- End of picture text -----**
## **Structure, governance and management**
## **Description of charity’s trusts:**
**----- Start of picture text -----**
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
**----- End of picture text -----**
1
## **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.||
|---|---|---|---|
## **Objectives and activities**
**----- Start of picture text -----**
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
**----- End of picture text -----**
2
4. 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.
3
## **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.||
|---|---|---|---|
## **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
4
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
5
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)**
**----- Start of picture text -----**
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.
**----- End of picture text -----**
## **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
6
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**
**----- Start of picture text -----**
Signature(s)
Andrew Eldred
Full name(s)
Position (for example SGSPTA Chair
Secretary, Chair, etc)
Date
January 2022
**----- End of picture text -----**
7
**----- Start of picture text -----**
SUTTON GRAMMAR SCHOOL PARENT TEACHER
ASSOCIATION
**----- End of picture text -----**
**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**||
8
|Christmas Rafe|**4,909**
**24**
**5**|**4,6**
**64 **||
|---|---|---|---|
||**4,909**
**37**
**7**||**4,5**
**32**|
|**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**|
|**Balance carried**
**forward**|||**149,6**
**01**|
9
## SUTTON GRAMMAR SCHOOL PARENT TEACHER ASSOCIATION
Charity number: 1168281
## **Balance Sheet as at 31st March 2021**
10
2020/21
2019/20
|2020/21|||2019/20|||
|---|---|---|---|---|---|
|£||£||||
|Bank Balances||||||
|Business Premium Saver|Account (1)||5,063|
5,061||
|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)||||||
11
…………………………………………………….
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
12