Trustees' Annual Report
For the year ending 31 August 2025
Section 1: Reference and Administrative Details
Chair: Joanne Gerring Secretary: Amanda Thorn Treasurer (Since September 2025): Jane Coates Ulrichsen
Charity Name and Number: WILLIAM WESTLEY SCHOOL PTA (1211055)
School Address: William Westley Church of England Primary School
Mill Lane
Whittlesford
Cambridgeshire
CB22 4NE
Section 2: Structure, Governance, and Management
The PTA runs based on a constitution provided by ParentKind that follows an association constitution model whereby the charity has a wider membership, including voting members other than the charity trustees.
Trustees volunteer from current parents and carers of children at the school. They must meet legal criteria and make the declaration to the effect that these criteria are met. They must be nominated at a committee meeting at which there is a quorum of more than 5% or 3 members and voted in by a majority of the members present.
The PTA meet as a wider committee including at least one teacher representative once every half term, update on achievements, plans and challenges and vote on intended expenditure for the school. Votes may be held virtually (e.g. WhatsApp) but must be unanimous in order for a decision to be made in this way. If this is not achieved the decision will be made in an official meeting.
Section 3: Objectives and Activities
Our Parent-Teacher Association aims to enhance the educational environment and foster a stronger community. Our public benefit centres on providing resources to advance pupils' education and wellbeing (which school budgets often can't cover) and creating deeper collaboration between staff, parents, and the wider local community.
Section 4: Achievements and Performance
The main achievements for the school year 2024/2025 were as follows:
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Christmas Activities:
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Santa visits and spends time with the children playing games and giving out gifts including some larger gifts for each classroom
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Christmas hamper raffle
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Winter disco
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Christmas wreath making for parents
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Other Seasonal festivities:
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Pancakes flipping
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Easter Bonnet Decorating
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Annual Quiz Night which is open to the village and normally includes teams from the governors, the local churches, the teachers, local groups such as Whittle Women
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Summer Fete
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Leaver’s disco
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Preloved uniform providing year-round access to very affordable uniform and giving clothes a new lease of life
Other activities this year included:
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“Frozen Fridays” proves an affordable ice lolly at the end of the week during warmer weather and a boost to the PTA account
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One member periodically runs book sales at the end of the school day or at events (e.g. the summer fete)
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Our local dance teacher (Anna of Perform Fit) collaborated with us to raise money at a dance show she puts on with the children
There are also simple fundraising activities that are not events. These include
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A donation from ASDA
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Clothes bin collections from the lawns trust
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“Easy Fundraising” whereby online shopping results in a percentage coming to the PTA
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MyNameTags, whereby on mentioning the William Westley the PTA receives a percentage of the sale
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General generous donations from family or community members
This year we have provided:
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Book bags and bottles
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Christmas class gifts and individual child gifts
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Half termly payments to give teachers a flexible pot of money for minor expenses
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Leavers books
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Outdoor furniture
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Class resources: An electric piano and History Boards
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School event: Christmas pantomime and online security sessions provided by The Two Johns for both parents and children
Section 6: Financial Review
Please see a separate document prepared by the previous treasurer in post for the financial year 2024/45 (Hannah Peace).
Reserves policy
The PTA Trustees have the power to set aside funds for special purposes or as reserves against future expenditure.
Taken directly from our constitution: It is good practice for an association to maintain reserves to cover planned expenditure and to meet the kind of expenditure which may be required at short notice. But reserves shouldn't be built up without an agreed committee decision or be excessive in relation to the amount known or reasonably estimated to be required. Funds raised must be spent achieving the association's objects (purpose) in a timely way.
Declarations and Sign-Off
The trustees declare that they have approved the trustees report above. Signed on behalf of the charity’s trustees
Date: 25/Jun/2026
Name: Dr Jane Coates Ulrichsen
Role: Treasurer
William Westley Parent Teacher Association
Charity Accounts
For the year ending 31 August 2025
Charity Number 1211055
Achievements & Performance
The group arranged a number of activities to fundraise throughout the year, these included:
| Event | When |
|---|---|
| Christmas Activities: ● Santa visit & class sessions ● Winter disco ● Christmas hamper raffle ● Wreath making event for parents |
● 12 December 2024 ● 12 December 2024 ● Drawn 12 December 2024 ● 3 & 4 December 2024 |
| Pancake Flipping sponsored event | 7 March 2024 |
| Easter Bonnet decorating (at home) | 25 April 2024 |
| Annual Quiz night | 16 May 2024 |
| Summer Fete | 18 July 2024 |
| Leavers Disco | 22 July 2024 |
| Preloved Uniform Shop | Available all year |
In addition to these regular events, we have ad-hoc fundraising opportunities which included:
| Event | When |
|---|---|
| Perform Fit Christmas Show | 20 December 2025 |
| Frozen Fridays | Every Friday in Julyl 2024 |
| Book sales | At end of each term |
| We also receive income classed as donations from the following streams: | |
| ‘Donated’ by | Additional Info |
| ASDA Cashpot for schools | One off for 2024 |
| Clothes bin collections | Joint venture with the Lawns Trust |
| Easy Fundraising | Income from users shopping online |
| MyNameTags | % of sales made when WW referenced |
| General Donations from Parents/community | As received |
The below information summarises the complete income and expenditure of the Charity for the year:
Breakdown of Overheads:
Breakdown of ad-hoc fundraising income:
Breakdown of ‘donations’ into the PTA:
Donations to William Westley Primary School
The following shows the items that the PTA agreed to fund for the school for the academic year. These are made up of either regular donations that we aim to cover each year, or additional ‘one-off requests’. For the latter, requests to fund will be passed to the PTA to vote and ensure it aligns with the Charities constitutional objectives.
*The committee agreed to cover the cost for another 2 air-conditioning units from the 2024/25 financial year accounts. However, as of 25/09/2025, these have yet to be ordered and paid for by the School. We will show as an accrual on the accounts once complete. This is estimated to be approx £5k, in addition to the £7,303.14 shown above.
Report Completed by:
Hannah Peace - Treasurer (Sept 2020 - Aug 2024)
25/09/2025