||||||||| |---|---|---|---|---|---|---|---| ||**Trustees’ annual report for the period**||||||| |From|Period start date|||To|Period end date||| ||01|04|21||31|03|22| **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** |1
2
3
4
5
6
7
8
9
10|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or**
**body) entitled to appoint**
**trustee(if any)**| |---|---|---|---|---| ||Ben Cloves|President||Ex-officio| ||Andrew Eldred|Chair||elected| ||Jon Flay|Vice Chair|To 6.10.2021|elected| ||Patrick Jacobs|Treasurer||elected| ||James Humphrey-Evans|Joint Secretary|To 6.10.2021|elected| ||Mike Bosland|Joint Secretary||elected| ||Stephan Heitmeyer|Information
Coordinator|To 6.10.2021|elected| ||Ramachandran
Mathanmohan|Information
Coordinator||elected| ||Robert Turner|Staff User
Representative||Ex-officio| |||||| ## **Structure, governance and management** **Description of charity’s trusts:** |Type of governing document:
forexample|Constitution (v.1.1 18 July 2016)| |---|---| |How is the charity
constituted?|Charitable Incorporated Organisation| |Trustee selection methods|Election at AGM, or appointed by Elected Trustees, or ex-officio
appointees from SGS| ## **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 2021 to 31 March 2022. A**ccounts submitted with this
report cover the same period
In accordance with the Constitution, the President of SGSPTA is the Head
Teacher of SGS, appointed ex-officio. 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
influence he/she may have on funding decisions. As a charitable
education body, SGST is regularly consulted to ensure no conflict of
interest occurs.
The Staff User Representative (SUR) is also appointed ex-officio 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 filled 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
specific 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** ||Summary of the purposes of
the charity as set out in its
governing document|To further the educational and other charitable work of Sutton Grammar
School (the “School”) for the public benefit by such charitable means as
the trustees see fit from time 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
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
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.
Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|The Trustees complied with their duty to have due regard to the Charity
Commission’s Public Benefit guidance when exercising any powers or
duties to which the guidance is relevant.
Whilst the beneficiary is a single School, its pupils are enrolled from within
the London Borough of Sutton, surrounding Boroughs and in exceptional
cases, as far as North London & the south coast. Providing enhancements
to the facilities and education of pupils at the School therefore has a
significant impact on many diverse families. Entry to the School is by
selection purely on ability, but with a percentage reserved from those in
the Borough and some surrounding postcodes.
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 to add to the flexibility of its use; this includes use by
outside agents hiring the facility for sporting and other activities.| |---|---|---| ## **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 staff
consider other sources of funding, declare the benefits 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 Raffles, 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 staff, parents and others associated with the School”. An
event such as the International Evening may not raise money, but the
social/bond building benefits are a true reflection of the many hours of
hard work put in.| |---|---|---| ## **Achievements and performance** ||Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Events during this period (to 31.3.22) were severely restricted due to the
impact of Covid-19 & lockdowns. The following is a list of the usual
events, some of which, we had to cancel
Autumn (Oct 2021) Quiz Night postponed
Christmas Fair (Dec 2021) Cancelled
International Evening (Feb 2022) held
Helped by providing drinks/snacks
New Yr 7 Welcome Evening (July 2021) Cancelled
New Yr 7 Sports BBQ (July 2021) Cancelled
Yr 7 Parents Social Evening (Oct 2021) Cancelled
Christmas Concert (Dec 2021) Cancelled
Fundraising
Christmas Fair Cancelled
Christmas and Summer Grand Draws
Easyfundraising
Double 100 Club Cancelled
Secondhand Uniform Sales
Our Trading company – SGSPTA Ltd:
11+ Mock Tests – provided online & hall-based tests.| |---|---|---| ## Open Evening (Sep 2021) – PTA and Mock Test advice room All of the above routinely took place before the lockdown of schools in March 2020 because of the pandemic but we are hopeful of re-scheduling them all in future. **Financial donations to the School during the period of this Report:** £65,000 2021/2 Budgetary Support Provision (to cover Part-funding of STEM Technician, coach-hire, & minibus fleet running costs) £16,000 Part funding for Library Assistant post £13,259 Part funding for External Relations Co-ordinator post £3,500 Basketball stands for Sport/ PE Dept £5,015 Mac Books x4 for Music Dept ## **Total donations £102,774** ## **Financial review** |**Financial review**|| |---|---| |Review of the charity’s
financial position at the end
of theperiod|At the end of March 2022 our financial reserves were £207,242, with
virtually all of this held as bank deposits (see accounts submitted).| |Statement explaining the
policy for holding reserves
stating why they are held
-Amount of reserves held
-Reasons for holding zero
reserves|SGSPTA aims to maintain a working reserve of £5,000 at all times. As part
of the funding application process, funds are transferred over immediately
after approval, to enable a clearer picture of outstanding liabilities v
assets.
£207,242 (per accounts submitted)
N/A| |Details of fund materially in
deficit|None| |Explanation of any
uncertainties about the
charity continuing as a going
concern|No uncertainties. The PTA is run by volunteers and only agrees financially
to support /purchase items for, the School from funds it already holds.
Any Funding Request agreed by the PTA is based on the premise that
sufficient funds must be available before approval is given to proceed with
purchase.| ## **Additional information (optional)** ||You may choose to include
further statements where
relevant about:
-The charity’s principal
sources of funds (including
any fundraising)
-Investment policy and
objectives including any
social investment policy
adopted
-A description of the
principal risks facing the
charity|See Achievements and Performance above
All expenditure was in line with the key objectives of the Charity. SGSPTA
does not aim to hold on to substantial funds over a long-term period. All
available funds are held in easy access accounts at a High Street bank.
Whenever possible, funds are transferred to the School at the earliest
opportunity, once a genuine funding request has been identified and
approved.
The principal risk is that some of our fundraising activities may not bring in
the same level of funding they currently provide, which would then mean
that the financial support we provide the school would reduce.| |---|---|---| ## **Funds held as custodian trustees on behalf of others** Description of the assets No assets are held in this capacity 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 assets from the charity’s own assets) ## **Exemptions from disclosure** Reason for non-disclosure There are no non-disclosures of key personnel details of key personnel details ## **Declarations** ## **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** Andrew Eldred **Full name(s) Position (for example** SGSPTA Chair **Secretary, Chair, etc)** **Date** 8[th] January 2023 |**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**| |---|---|---|---|---|---|---|---|---|---| ||||**PARENT TEACHER ASSOCIATION**||||||| ||||||||||| ||||Income & Expenditure Account||||||| |for|||the 12 months ended 31st March 2022||||||| ||||||||||| |**INCOME**|||**2021/22**||||||| |**Fund Raising Activities**|||**Income**||**Expenses**|**Surplus**|||| ||||**£**||**£**|**£**|**£**||| |200 Club|||**-**||**-**|**-**|||| |Summer Fair||||||**-**|||| |Christmas Fair|||**-**||**-**|**-**|||| |Mock Tests 2007||||||**-**|||| |Summer Raffle|||**2,641**||**456**|**2,185**|||| |Christmas Raffle|||**3,336**||**484**|**2,852**|||| ||||**5,977**||**939**||**5,037**||| |**Social Events**|||||||||| |Quiz Evenings|||**835**||**492**|**343**|||| |SpringConcert|||**-**|**}**|**391**||||| |Christmas Concert|||**-**|**}**|||||| |Internation Evening|||**450**|**}**|||||| |Other Socials|||**404**|**}**||**463**|||| ||||**1,689**|**-**|**883**||**806**||| |**Other Income**|||||||||| |Donations(includingUniform Sales)||||||**691**|||| |EasyFundraising (includingGift Aid)||||||**472**|||| |Amazon Commission||||||**410**|||| |Gifted from SGSPTA Ltd||||||**153,362**|||| |Tax Rebate|||||||||| |Interest Received||||||**1**|||| ||||||||**154,935**||| ||||||||**160,779**||| |**EXPENDITURE**|||||||||| |**Donations to School for :-**|||||||||| ||_2021/2 Budgetary Support Provision_|||||**65,000**|||| ||_Partfunding for Library Assistant_|||||**16,000**|||| ||_Partfunding for External Relations Co-ordinator_|||||**13,259**|||| ||_Basketball standsfor Sport/ PE Dept_|||||**3,500**|||| ||_Mac Books x4for Music Dept_|||||**5,015**|||| ||||||||**102,774**||| |Miscellaneous costs|||||||**364**||| ||||||||||| |**Surplus(Deficit) for theyear**|||||||**57,641**||| ||||||||||| ||||||||||| |Balance brought forward|||||||**149,601**||| |**Balance carried forward**|||||||**207,242**||| ||||||||||| |**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|**SUTTON GRAMMAR SCHOOL FOR BOYS**|| |---|---|---|---|---|---|---|---|---| |**PARENT TEACHER ASSOCIATION**||||||||| |||||||||| |Balance Sheet||||||||| |as at 31st March 2022||||||||| |||||||||| ||||**2021/22**|||||| ||||£|||||| |**Bank Balances**||||||||| ||Business Premium Saver Account(1)||5,064|||||| ||Business Premium Saver Account(2)|||||||| ||CommunityCurrent Account||35,560|||||| ||Cash in hand||-|||||| ||||40,624|||||| |**Current Assets**||||||||| ||**Debtors**|||||||| ||SGSPTA Ltd|166,439||||||| ||Gift Aid(claim outstanding)|406|166,845|||||| ||||207,470|||||| |**Less Current Liabilities**||||||||| ||Income in Advance|||||||| ||SundryCreditors||228
-|||||| |||||||||| ||||207,242|||||| |**Represented By:-**||||||||| ||**Reserves**|||||||| ||Income and Expenditure Account balance||57,642|||||| ||Balance brought forward||149,600|||||| |||||||||| ||||207,242|||||| |||||||||| I confirm that I have prepared the Accounts of SGS PTA for the period stated. Patrick Jacobs (SGSPTA Treasurer) ……………………………………………………. 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) …………………………………………………….. 22-Dec-22