**Chalfont St Giles Infant School & Nursery Parent Teachers Association** Registered charity no: 273624 **School Lane, Chalfont St Giles, Buckinghamshire, HP8 4JJ** csginfantpta@gmail.com **PTA AGM MINUTES 18/09/2024 19.30 SCHOOL HALL** ## **Present** ## **Apologies** Abi Mossop - Outgoing Chair/ New Sec [AM] Laura Cuss - Treasurer [LC] Jessica Allen – Incoming Chair [JA] Gaurav Arora – Incoming Vice Chair [GA] Alastair Haywood – Headteacher [AH] Ellie Wort [EW] Kym Connolly [KC] Rosie Leckie [RL] Emma Smalley [ES] Kerry Graham [KG] Sue Smith [SS] Carly Sweales [CS] Aimee Smith [AS] – Outgoing Sec Emma Pusey [EP] Sarah Arora [SA] ## **PRIOR MEETING** The minutes for the prior meeting were reviewed and agreed to be an accurate record of the meeting. ## **CHAIRPERSON’S REPORT** AM welcomed everyone to the meeting especially new joiners and gave an overview of the events of the previous 12 months. The purpose of the PTA was reiterated and thanks given to all committee members. “Our aim as a PTA is to coordinate fundraising events that entertain the children and bring the school community together to raise funds to support the school. Looking back at the year we’ve just had, I think we should be really proud of our efforts. We’ve raised a fantastic amount and launched some new activities that received great feedback from the school children and their families.” Thanks were noted to the volunteers, staff, wider community, including the Village Show and Parish Council and our generous local businesses who sponsor or donate raffle prizes. The PTA have had a very successful year and, despite the financial struggles many families face at the moment, have raised just under £20,000 in the academic year 2023-24. With many fantastic events already planned for 2024-25. Highlights of the year were: - our new Christmas Fayre and Santa’s Grotto (£1,024), 1 - our gift shops (£1,136, plus a portion of Father Day family cafe), - our raffles (£729 at Christmas plus a huge contribution to the Strawberry Fayre total), - cafes (£1,109), playground cake and lolly sales (£1,278) - our annual Strawberry Fayre (£8,584) A slight missed opportunity vs last year was the reduced income from shopping schemes and community grants such as the Coop and Tesco community grants. Having a dedicated role on the committee to seek these opportunities and seek even greater business sponsorship could be beneficial in the year to come. ## **TREASURER’S REPORT** LC reported on the financial standing of the PTA at the end of the year. The PTA income was £27,743 through 2023/24 fundraising efforts with an expenditure of £7,370, giving our overall reported total for 2023/24 is £20,373. We report our accounts on a 'receipts and payments' basis. Comparing our profits vs previous years identified opportunities to increase income from the shopping voucher scheme, major sponsors and grants and Easy Fundraising. All agreed it would be good to have a dedicated PTA member responsible for seeking out and promoting these opportunities. There is also an opportunity to claim more money via gift aid but we must gather details via sponsorship type events. All agreed to plan a sponsored event to maximise this opportunity DETAILED TREASURER REPORT AT ANNEX A ## **SCHOOL FUNDING** We have made donations to the school in the last school year totalling £11,660. This has included £2,800 shared amongst the classes for teachers to use at their discretion to improve resources in their classrooms. Unfortunately, the larger building project to improve outdoor learning space in the playground has been delayed. This money will be kept available for the school when they are ready to move ahead with the project. The Treasurer confirmed that: - £8,500 has been transferred to the school to support the School Learning Support Assistant budget. - £2,800 has been transferred for classroom funds for use at the discretion of teaching staff - £502 has been used to support school events including gazebos for sports day, chocolate treats for Easter, ice lollies after sports day and entertainment for the year 2 leavers party. - £1,101 is ring-fenced to post for the replacement bug club books - £6,500 is ring-fenced to help fund the new outdoor learning shelter in the main playground - £1,000 is ring-fenced for materials/labour to install a new sail above the Nursery garden. The proposed allocations for 2024/25 are at Annex B 2 ## **In Summary** - Pot 1 – Central School Fund - £22,000 - Pot 2 – Annual fund for teachers - £3,000 - Pot 3 – PTA fund & ad hoc requests - £6,000 ## **HEADMASTER’S COMMENTS** Mr Haywood passed on his thanks to the PTA committee for their efforts and fantastic fundraising total and emphasised the difference that the money makes. Having LSAs across the school is a luxury many schools don’t have and having PTA funding available makes larger projects easier to secure. AH suggested PTA meet with the new Business manager Nitu Chawhan to share ideas. AH confirmed that the proposed new playground shelter is provisionally planned to be erected in October half term. It will be 3m x 11m with a UV protective transparent roof and open sides. - The PTA agreed to give the ring-fenced £6,500 from 23/24 funding period plus a further £6,500 in 24/25 ## **APPOINTMENTS** ## TRUSTEE POSITIONS: - Abi Mossop elected to step down as Chair. The PTA and Headmaster thanked Abi for stepping up to lead and her exceptionally hard work in the last year. - Aimee Smith will stand down as Secretary due to no longer being at the school. The PTA thank Aimee for her hard work. - Jessica Allen was nominated as Chair, the nomination was seconded and approved. - Gaurav Arora was nominated as Deputy Chair, the nomination was seconded and approved. - Laura Cuss was nominated to remain as Treasurer, the nomination was seconded and approved. - Abi Mossop was nominated Secretary, and the nomination was seconded and approved. Nominations will be effective immediately. ## **MEMBERSHIP** - Bar manager - Gaurav Arora - Funds and Grants coordinator - open Cafes and food and drink purchasing - open Raffles and Bake sales lead - Kym Connolly Buying and Communications - Ellie Wort Local community group liaison - Carly Sweales ## **ANY OTHER BUSINESS** Group discussion around the need to bring in new members from Reception and Nursery parents to shadow the PTA core roles ready to take them on as existing members move up to the Junior School. ## **FORTHCOMING MEETINGS** The date for the next meeting TBC 3 **ANNEX A** ## **Treasurer Notes** ## **Fundraising** Excellent results on fundraising with some great additions to our events calendar. The total for 2023/24 in accounting terms was £20,373. But by events run in year it remains £19,401 (allowing for the Jump-In deposit paid in previous FY and the gift aid payment due from HMRC). **----- Start of picture text -----**
Comparison by category
£14,000
£12,067 £11,905
£12,000
£10,590
£10,000
£8,000
£6,318
£5,816
£6,000
£4,302
£3,891
£3,624
£4,000
£2,818
£2,580
£2,221 £2,075
£2,000 £1,277
£899
£342 £272
£0
2023/24 2022/23 2021/2022 2020/2021
Profit Profit Profit Profit
Major events Christmas Playground Sales Year-round fundraisers
**----- End of picture text -----**
The tracker (shared separately) shows the variation in profits over the years, and the action the PTA has taken to increase profits. Also some interesting considerations of events/ activities that were previously profitable. We have some stock carried over which will benefit events this year and will reduce spend. We made some investments in replacement or repair of assets (goals, mic, banners/ decorations, extension leads etc) 4 ## **Funding** - School yet to request the payment for Bug Club £1,101 - Agreed intent to support a nursery sail installation in forest school area, Hemal has sourced sail free of charge. Hold provision for materials/ labour of £1k. - No quotes from school on an Infants Shelter (£6.5k balance carried over) - Nominally propose the following budget for each of the pots in 2024/25 - This is based on £21k + underspend of £10k - Final agreement with Head and new business manager ASAP to communicate to parents. **----- Start of picture text -----**
2023/24 2024/25
Budget Spend What Paid Budget
Pot 1 £ 15,000 £ 22,000
£ 8,500 LSA Transferred
Pot Balance £ 6,500
Pot 2 £ 3,000 £ 3,000
£ 2,800 Classroom funds Transferred
Pot Balance £ 200
Pot 3 £ 5,000 £ 6,000
£ 1,101 Bug Club Books
£ 292 Year 2 leavers Paid
£ 46 Easter chocs/ lollies Paid
£ 164 Gazebos Paid
Pot Balance £ 3,398
**----- End of picture text -----**
## **Reminder:** **Pot 1 - Central School Fund:** _Initiatives which enhance the whole school_ **Pot 2 - Annual fund for teachers** **Pot 3 - PTA fund & ad-hoc requests:** _For the children to make their school years memorable and fun_ 5 ## **ANNEX B** **C S I S N P T A** csginfantpta gmail.com 6 ## **C S I S N P T A** ## As a PTA we wanted to nd a method of giving the whole school community a chance to have a say in how the fundraising bene ts the school, while recognising that school budgets are ge ng smaller and the vital role the PTA funds play. We also wanted to make sure that some funds raised are going to making school fun for the children. We want to be transparent about where the fundraising goes. efore the A in each academic year the PTA Treasurer will propose the funds available for spending in that academic year. That will be based on a previous years fundraising total, b money in bank but ensuring provisions for event e penses in advance of income, c funds ringfenced for previous iden ed larger projects in Pot . This will be discussed and agreed with the PTA hair, eadteacher and usiness anager before alloca ng proposed totals to each pot for that year. **P** is protected to the lower value of . k, and this will take precedence over all other pots. As a school we have a much higher L A to children ra o than the na onal average. The PTA have for a long me been part of making that happen and this why this it is protected. or we are looking to part fund the building of an outdoor shelter in the playground which will bene t all year groups now and in the future. This may need some targeted funding events to increase this pot over the academic year. **P** the purpose of this pot is to give teachers some discre on on how best to support enhancing the curriculum for their classes. It will be subject to normal school procedures for e penditure. At the end of the year, the PTA will communicate how this has been spent across the school to the bene t of the children. The amounts will be reviewed annually. **P** broadly the aim is to - have for PTA driven ini a ves and for ad hoc termly re uests. - split the budget across the terms as far as possible - award funds as evenly as possible across the classes. If a good re uest is not supported, it may be because that class that has already bene ed signi cantly under other re uests to date. - be fair to all children, therefore, if something is proposed that is to support an annual recurring event e.g. a leavers party trip then we will discuss that this must be an ongoing commitment. As such if this is agreed then this budget will be protected going forward. The commi ee may decide to move some funds to a speci c fundraising cause iden ed under Pot especially if PTA ideas and ad hoc re uests have been low. The A is in the autumn term and is open to anyone at the school. or spring and summer terms formal mee ngs will be held within the rst weeks of term start and are open to the PTA commi ee, teachers and members of the PTA riends roup. o ng is limited to ac ve commi ee members and the teachers in the mee ng. A proposal must have the backing of at least one PTA o cial or headteacher representa ve to be passed. eedback will be provided on all proposals that are not passed. refers to the academic year. 7 |**Chalfont St. Giles Infant School and Nursery Parent**|**No:**|| |---|---|---| |**Teacher Association**|**273624**|| |**Receipts and payments accounts**||**CC16a**| |**For the period**
**from**
01/09/2023
**To**|31/08/2024|| ## **Section A Receipts and payments** |**Income**
**Expenditure**
**Profit**
**A1 receipts**
**A1**
**A3**
**A1- A3**
**Fund raising activities**
**Main Events**
JUMP-IN
£1,850
£439
**£1,411**
Smarties Half Term Challenge
£611
£72
**£539**
World Book Day Breakfast Café
**£0**
Book Day sale & Wonka Bars - NEW!
£505
£182
**£322**
Family day café (Mother's Day)
£578
£191
**£388**
Mother's Day gifts
£641
£281
**£360**
Village Coronation Street Party
**£0**
Class Socials
**£0**
Family day café (Father's Day)
£744
£282
**£463**
Father's Day gifts
**£0**
Strawberry Fayre
£11,101
£2,517
**£8,584**
Parents Summer party
**£0**
Year 2 Leavers Party
**£0**
**Christmas**
Village Lights Switch On
£817
£327
**£490**
Christmas Cards etc - Class Fundraising**�**
£515
£97
**£417**
Christmas Elf Balloons - NEW!
£558
£280
**£278**
Wreath Making (*23/24 Joint with juniors)**�**
£1,165
£835
**£330**
Christmas Raffle**�**
£811
£82
**£729**
Christmas Parties
**£0**
Christmas Fayre & Grotto
£2,009
£985
**£1,024**
Christmas Stocking Fillers
**£0**
Christmas Gift Shop (for Children) - NEW!
£1,368
£592
**£776**
Christmas Productions (Café & Uniform)
£324
£66
**£258**
End of Christmas Term movie
**£0**
Christmas Elf (guess the name)
**£0**
**Playground sales**
Krispy Kreme fundraiser
**£0**
Spooky Bake Sale - NEW!
£313
**£313**
Valentine Bake Sale
£266
**£266**
Easter Bake Sale
£234
**£234**
Ice Lolly Sales
£560
£95
**£465**
**Year-round fundraisers**
Parent Shopping Schemes
£671
**£671**
Amazon Smile**�**
Bucks lottery
£588
**£588**
Buy and Donate / Uniform
£321
**£321**
Community Funds
£1,000
**£1,000**
Co-op fund payment
**School activities**
Easter Chocs for Children
£46
**(£46)**
**Other**
Interest on savings accounts
£54
**£54**
Year 2 Leavers Party - pay it forward
£139
**£139**
**Unrestricted funds (to the nearest £)**|**Last year**
**2022/23**| |---|---| ||**A1- A3**| ||**£493**
**£232**
**£625**
**£683**
**£138**
**£582**
**£7,333**
**£424**
**£79**
**£349**
**£529**
**£281**
**£1,297**
**£542**
**£149**
**£363**
**£301**
**£79**
**£113**
**£318**
**£241**
**£226**
**£1,701**
**£647**
**£211**
**£3,258**
**£0**
**£15**
**£0**| CCXX R1 accounts (SS) 26/06/2025 1 |**_Sub total A1_**|||||||| |---|---|---|---|---|---|---|---| ||**£27,743**||**£7,370**||**£20,373**||**£21,211**| ||**£0**||**£0**||||| |**A2 Assets and investment sales payments**|||||||| ||||||||| ||**£0**||||||**£0**| ||||||||| |**A3 payments**|||||||| |
LSA
Books wishlist
Nursery Forest School works
Millenium Garden Improvement works
School PP Event Support
Funds per class
Year 2 Leavers
Oktoberfest deposit - income in 24/25 accounts
Jump In Deposit - paid in 22/23|**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**||£8,500
£18
£2,800
£292
£50||||**£8,500**
**£623**
**£2,305**
**£3,017**
**-**
**£1,142**| |**_Sub total A3_**|
**£0**||**£11,660**||**£0**||**£15,587**| ||||||||| |**A4 Asset and investment purchases**|||||||| |
Card machine
Purchase of glasswear
Unused catering supplies/ bags
Unused bar stock
Unused tuck shop stock
Unused Christmas stock
Inflatable repair and service
Replacement of assets(goals, mic, banner, decorations, thermometer)
Gazebos|||£14
£145
£66
£180
£96
£235
£164||||£35
£51
£44
£182
£68| |**_Sub total A4_**|**£0**||**£898**||**£0**||**£380**| |**_Total receipts_**
**_Total payments_**
**_Net of receipts and payments_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|**£27,743**||**£19,928**||**£7,815**
**-**
**£25,765**
**£33,580**||| ||||||||**£27,384**| ||||||||**(£22,139)**| ||||||||**£5,245**| ||||||||| ||||||**-**
**£25,765**||**£0**
**£20,520**| ||||||**£33,580**||**£25,765**| ## **Section B Statement of assets and liabilities at the end of the period** ## **B1 Cash funds** |Bank account
Interest account
Building society account
Easyfundraising Balance
PayPal
Float held outside bank
**_Total cash funds_**
(agree balances with receipts and payments
account(s))|**to nearest £**| |---|---| ||**£30,377**| ||**£1,150**| ||**£1,646**| ||**£85**| ||**£0**| ||**£321**| ||**£33,580**| ||OK| **B2 Other monetary assets** **Details** n/a **to nearest £** CCXX R2 accounts (SS) 26/06/2025 2 |**B3 Investment assets**
**B4 Assets retained for the charity’s own**
**use**
**B5 Liabilities**
Signed by one or two trustees on behalf of all the
trustees
Laura Cuss - Treasurer|**Details**
n/a
**Details**
minimal
**Details**
n/a
Signature|**Fund to which**
**asset belongs**
**Cost**
**(optional)**
**-**
**Fund to which**
**asset belongs**
**Cost**
**(optional)**
**-**
**Fund to which**
**liability relates**
**Amount**
**due**
**(optional)**
**-**
L M Cuss
Print Name|**Current value**
**(optional)**| |---|---|---|---| ||||**-**| ||||**Current value**
**(optional)**| ||||**-**| ||||**When due**
**(optional)**| ||||| ||||Date of
approval| |||L M Cuss|25/05/2025| CCXX R3 accounts (SS) 26/06/2025 3 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl membets of do/k far￿Ch On accounts for the year ended Charity no (if any) 0% I?SLI(p Set out on pages I report to the trustees on my examination of the accounts of the above charity ("the Trust.) for the year ended Sl /(Th12£)L* Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordan￿ with the requirements of the Charities Act 2011 {"the Act"). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under seclion 145(51{b} of the Acl. I have completed my examination. I confim that no material matters have come to my attention {other than that disclosed tr￿loW ") in connection with the examination which gives me cause to believe that in, any material respect." accounting records were not kept in accordano with section 130 of the Act or Ihe accounts do not accord with the accounting records Independent examiner's statsment I have no cOn￿mS and have come across no olher matters in connection th Ihe examination to which attention should be drawn in order to enable proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed". Date: Name: Relevant professional qualification(sl or body lil any): Aa qfjS99 Address: IER Octobar 2018 Section B Disclosure Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts". directions and guidance for examiners). Give here brief details of any items that the examiner wishes to dis¢lose. IER October 2018