2024-03-31-accounts

Trustees’ Annual Report for the period

From 01/04/2023 Period start date To 31/03/2024 Period end date

Charity name: Friends of Oakfield Park

Charity registration number: 1189613

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	To Advance the education and wellbeing of the students in the school by providing or assisting in the provision of facilities to enhance and enrich the education at Oakfield Park not normally provided by the Local Authority.
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.	Para 1.17 and 1.19	Fundraising activities including the local village gala and a sponsored marathon. These funds were used to purchase outdoor play equipment and learning activities for the students at Oakfield Park School.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	The guidance issued by the Charity Commission on public benefit is considered by the trustees when discussing fundraising and spending charity funds.

Additional information (optional) You may choose to include further statements where relevant about:

SORP reference Para 1.38 Policy on grant making Para 1.38 Policy on social investment including program related investment Para 1.38 Contribution made by volunteers

Other

Achievements and Performance

	SORP reference
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.	Para 1.20	The outdoor play equipment purchased for the students have provided sensory stimulation and physical activity for the students. This equipment could not have been funded through the school’s revenue budget. The experiences and learning activities paid for by the charity include an interactive theatre experience which allowed many of our students who would not normally be able to attend such an event to enjoy the benefit and socialisation in a safe setting. Other experiences included a farm animal visit, interactive music and dance, and a face-painting workshop. These experiences allow our students to interact with each other in ways that would be challenging in a different setting and which many of them are not able to access.

Additional information (optional) You may choose to include further statements where relevant about:

Achievements against objectives set	Para 1.41
Performance of fundraising activities against objectives set	Para 1.41
Investment performance against objectives	Para 1.41
Other

Financial Review

Financial Review
Review of the charity’s financial position at the end of the period	Para 1.21	During this period, the original bank account was closed and there was a delay in the opening of a new account. There was no treasurer or financial oversight for a period of time due to no suitable personnel. However, this was rectified and the accounts brought back under proper oversight. The balance of the bank account at the end of this period was £23,076.56
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	The charity does not hold reserves.
Amount of reserves held	Para 1.22	n/a
Reasons for holding zero reserves	Para 1.22	We do not have significant operating costs and spend funds raised on students in the year they are earned, whenever possible.
Details of fund materially in deficit	Para 1.24	N/A
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	N/A

Additional information (optional)

You may choose to include further statements where relevant about:

The charity’s principal sources of funds (including any fundraising)	Para 1.47
Investment policy and objectives including any social investment policy adopted	Para 1.46
A description of the principal risks facing the charity	Para 1.46
Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Trust Deed
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	CIO
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	The trust has 3 trustees at any one time. If a vacancy arises during the school year, applications will be sought from members of the community and voted on at the AGM.

Additional information (optional)

You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction and training of trustees	Para 1.51
The charity’s organisational structure and any wider network with which the charity works	Para 1.51
Relationship with any related parties	Para 1.51
Other

Reference and Administrative details

Charity name	Friends of Oakfield Park School
Other name the charity uses	N/A
Registered charitynumber	1189613
Charity’s principal address	Oakfield Park School Barnsley Road Ackworth WF7 7DT

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
	Nicola Cryer
	EveyBrogan
	TracyBunko

– Corporate trustees names of the directors at the date the report was approved

Director name

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the 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 assets from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of Name Address adviser

Name of chief executive or names of senior staff members (Optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s)

Full name(s)

Position (eg Secretary, Chair, etc)

Date

To	be completed & signed by the auditor and attachedto the auditors' certificate	be completed & signed by the auditor and attachedto the auditors' certificate	be completed & signed by the auditor and attachedto the auditors' certificate	be completed & signed by the auditor and attachedto the auditors' certificate	be completed & signed by the auditor and attachedto the auditors' certificate
	Si ned:
	Printed Name: CHRISTINE CHU
	Date: 01/03/2024
Account: Friends of Oakfield Park
Period of Examination from:			September2021		- March		2022
	Question		Yes	NO		N/a	Comments
	Has the Treasurer provided you with the following		:-				Retrospective recreated record of income and expenditure from the bank
							statements by the SBM in the form of an excel spreadsheet covering the period
	Cash book nedger? Daily record of income / receipt book? Cheque book(s) ICheque book stubs?		In part In part				from September 2021 to March 2022 used as working documentfor audit purposes - SeeAudit Ref. below
	Bank paying in book?
	Bank current account statements?		In part
	Vouchers/ invoices to support expenditure?		In part
	Bank deposit account statements, if held?
	Statement of account for individual trips and money raising activities?
2.	Is the cash book nedgerarithmetically correct?						Cannot be determined due to incomplete records - SeeAudit Ret. below
			In part
3.	Have balances been correctly brought f0Mard from the previous year:						Balance b"from previous bank account E12,652.08 showing on 25/10/2021
							bank statement no. 2
	"old" accounts have been properlyclosed?						Initial bank letter dated 28/01/2021 which evidenced the closure of previous
							account.
	balances from closed accounts have been correctly broughtfonvard?						Delay in opening the new account in September 2021 meant when the cheque
							from the closure of the previous account was banked, it was out of date. A new
	confirmation of the balance brought forward have been evidenced?						cheque was subsequently re-issued by the bank. hence the chequewas not paid into the account until 25/10/2021.
4.	Has the cash balance in the cash book / ledger been reconciled to the						Balance checked against bank statement no. 7 dated 13/03/2022 at 260,360.61.
	balance on the bank statement?						SBM was unable to provide statement no. 8 to show the transactions between
							13/03/2022 and 31/03/2022.
			In part				However, there were evidence, via e-mails 17/03/2022. that there were more
							transactions not recorded related to this period and this was also evidenced from
							the opening balance from bank Statement no. 9, so closing balance was not
							accurate - See Audit Ref. below
5.	Are all items of expenditure supported by original	receipts?					There were infrequent reimbursements and not supported by invoices/receipts
							presented for audit. Evidence based on internal e-mails between the Office
	If not, has the record of expenditure made without		receipts been				Staff and SBM - See Audit Ref. below
	completed and signed by the Treasurer and witnessed by a second
	person?
6.	Has income been recorded on a Daily Record of	Income or similar receipt					Retrospective recreated daily record of receipts and expenditure by the SBM	in
	book?						the form of an excel spreadsheet used as working documentfor audit purposes.
			In part				There were no independent records showing cash received have been counted
							&witnessed.
							- seeAudit Ref. below
7.	Has all income received been banked promptly?						There was evidence of regular banking
8.	Has all income received been banked intact?						Income received not always banked intact as the school do not draw down for
	(i.e. all money received is banked without any deductions being made for expenses). In part						pettycash reimbursements, cash received have been used to reimburse claims prior to banking. therefore on these occasions banking were not intact - see
							Audit Ref. below
9.	Have statements of account been prepared for individual trips and fund						The prepared statement did not identify specific type of fund within the account.
	raising activities?						therefore it was not clear the income and expenditure position of specific project
							such as the Minibus account where fund raising and donations were given for
							this purpose - seeAudit Ref. below
10.	Are these statements in accordance with entries	in the cash book?
11.	Has the School Fund been used onlyfor activities		which are within the				The fund has a mission statement but lack the governing document
	scope of the School Fund?(SeeSection 1 of guidance)						"Constitution" as required in the Wakefield School Voluntary Fund Policy (revised
			In part				March 2019) guidance (this is separate to the Charity Commission Constitution) seeAudit Ref. below		-
12.	Checking thatwhere applicable, VATregistration		has been sought and				Below registration level
	the appropriate forms completed
13.	Does the School Fund hold any stocks of items in		respect of Fund raising				There is no evidence thatthe fund holds any stocks of items
	activities? (e.g. Tuck shops, school clothing etc.)	If yes, are stock control
	sheets maintained? (SeeAppendix 4 of guidance		- Stock Control Sheet)
	Can movements be reconciled to payments		and receipts in the
	Fund's cash book nedger?
	Has the Treasurer provided you withevidence that a stock check has
	been carried out?

	Si ned:
	Printed Name: CHRISTINE CHU
	Date: 01/03/2024
Account: Friends of Oakfield Park
Period of Examination from:							September	2022	-	March	2023
	Question						Yes	No		N/a	Comments
	Has the Treasurer provided you with the following										Retrospective recreated record of income and expenditure from the bank
	Cash book "edger? Daily record of income I receipt book?						In part In part				statements by the SBM in the form of an excel spreadsheet covering the period from 13/04/2022 to 31/03/2023 used as working document for audit purposes - See Audit Ref. below
	Cheque book(s) /Cheque book stubs?
	Bank paying in book?
	Bank current account statements?						In part
	Vouchers/ invoices to support expenditure?						In part
	Bank deposit account statements, if held?
	Statement of account for individual trips and money raising activities?
2.	Is the cash book nedger arithmetically correct?										Cannot be determined due to incomplete records - SeeAuditRef. below
							In part
3.	Have balances been correctly brought forward	from the previous year:									Cannot determine as missing HSBC Bank Statement no. 8	. Opening balance
											based on Statement no. 9 dated 13/04/2022 of E65,581.64
	"old" accounts have been properly closed?										HSBC Bank a/c was closed on 04/05/2022 with the closing	balance of
											E68,345.75.
	• balances from closed accounts have been	correctly brought forward?									New Barclays a/c was opened on 18/07/2022. A deposit of	E68,345.75 was
											made on 21/07/2022.
	confirmation of the balance brought fonvard		have been evidenced?
4.	Has the cash balance in the cash book / ledger been reconciled to the										Balance checked against bank statement dated 31/03/2023	at €29,691.33,
	balance on the bank statement?
5.	Are all items of expenditure supported by original			receipts?
	If not, has the record of expenditure made without				receipts been
	completed and signed by the Treasurer and witnessed by					a second
	person?
6.	Has income been recorded on a Daily Record	of		Income or similar receipt							Retrospective recreated daily record of receipts and expenditure by the SBM			in
	book?										the form of an excel spreadsheet used as working document for audit purposes.
							In part				There were no independent records showing cash received	have been counted
											& witnessed.
											- see Audit Ref. below
	Has all income received been banked promptly?										There was evidence of regular banking
8.	Has all income received been banked intact?										Insufficient evidence to show whether cash received have been used to
	(i.e. all money received is banked without any deductions					being made for					reimburse claims prior to banking, therefore on these occasions banking were			not
	expenses).						In part				intact - see Audit Ref. below
9.	Have statements of account been prepared for individual					trips and fund					The prepared statement did not identify specific type of fund within		the account.
	raising activities?										therefore it was not clear the income and expenditure position of specific project
											such as the Minibus account where fund raising and donations were given for			this
											purpose - see Audit Ref. below
10.	Arethese statements in accordance with entries			in the cash book?
11.	Has the School Fund been used only for activities				which are within the						The fund has a mission statement but lack the governing document "Constitution"
	scope of the School Fund?(See Section 1 of guidance)										as required in the Wakefield School Voluntary Fund Policy (revised March 2019)
							In part				guidance (this is separate to the Charity Commission Constitution) Ref. below		- see Audit
12.	Checking thatwhere applicable, VAT registration			has been sought and							Below registration level
	the appropriate forms completed
13.	Does the School Fund hold any stocks of items		in		respect	of Fund raising					There is no evidence thatthe fund holds any stocks of items
	activities? (e.g. Tuck shops, school clothing etc.)			If	yes, are stock control
	sheets maintained? (SeeAppendix 4 of guidance				- Stock Control Sheet)
	Can stock movements be reconciled to payments				and receipts in the
	Fund's cash book nedger?
	Has the Treasurer provided you with evidence	that a stock check has
	been carried out?

Summary ofweakness:
• The account providedwas incompletewith missing invoices and receipts.
• Although banking transactions were available to determineincome and expendituremade via banking transactions buttherewere no cash transactions details available,
thereforethe income and expenditureaccount did not contained all transactions made via the account.
• There was no independent records showing cash received have been counted & witnessed.
• There was no clearevidence of monthly bank reconciliations being carried out.
• There was no Statement ofAccount produced for the audited period.
• Also, the records do not show clearly transactions related to specific projectssuch as the "Minibus" project, thereforenot providing a clearand transparent audit trail
and separate statement of account for these projects.
• The fund has a mission statement butlacks the governing document "Constitution", such as examples of use, administration and auditarrangements of the fund, as
required in the Wakefield School Voluntary Fund Policy (revised March 2019) guidance.
Action required:
All School Voluntary Funds should be administered to the same standard as public funds. Itis a requirementthat the latestWakefield School Voluntary Fund Policy
(revised March 2019) is adhered to in the running of all school voluntaryfunds.
The Governing Body should ensure that there is a safe and efficientsystem for the control of any School Voluntary Funds and to ensure that thereare operational controls
in place with clearterms of referenceset out in the School Voluntary Fund Policy/Mission Statement. Example of such policy/statementis available under Appendix 1	-
Example School Voluntary Fund Constitution in the latest Wakefield School Voluntary Fund Policy.
Expenditure should be supported by the original invoices/receipts/pettycash vouchers. Petty cash payments should be kept to a minimumand for expenditureitems	less
than E50 and any cash payments should be made from the petty cash float.
Income received must be acknowledged using an official school receipt or in the case of small amounts received from pupils recorded against a class Collections Daily
Record. This should include the name of the pupils and the amounts received, togetherwith the date the money was collected and the date it was depositedwith the
Treasurer. In the absence of a class collection listfor events such as fund raising activities,there should be a record to show thatthe cash receivedhave been counted
and witnessed by a second person to confirm that the income has been correctly recorded.
All incomeand expenditureshould be recordedonto a cashbook/ledger. Monthly bank/cash reconciliations to be carried out on a regular basis and banking should be
made in line with the latest School Voluntary fund Policy to avoid large amounts of cash being held on the school premises.
Ensure that the Summary of Accounts Statement and otheryear-end statementsare correctly prepared covering all transactions. There should be separate statementof
account prepared for individual fund raising or charitable activityand to ensure that conditions of these funds are adhered to. It is recommendedthat the Wakefield
Schools Voluntary Fund Spreadsheet is used to record the fund's transactions,carry out monthly bank reconciliations and to produce a statement of account for year	end.
The Fundshould have at least three signatories set up as this will ensure that thereare enough authorisers should one be absent or in the event of one of the signatories
also being the payee.
Year-end Statement of Account should be prepared annually covering the full accounting periodand arrangement made for the audit of the fund in accordance to the latest
Wakefield School Voluntary Fund Policy (revised March 2019).