## **Trustees’ Annual Report for the period**
**From Period start date 1 August 2021 To Period end date 31 July 2022**
## **Charity name:BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION Charity registration number:278843**
## **Objectives and Activities**
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SORP reference
Summary of the purposes Para 1.17 BGSPA is committed to help
of the charity as set out provide equipment, facilities and
in its governing services at Bexley Grammar
document School that are not available from
statutory educational funds or
grants. The main aim of BGSPA is
to advance the education of
students at BGS by:
Engaging in activities that serve
the interests and supports the
school;
Enhancing the education,
community and pastoral care of all
students;
Fundraising and distributing those
funds fairly throughout the school.
Summary of the main Para 1.17 and For the first time since the school
1.19
activities in relation to year 2018-19 we were able to
those purposes for the undertake most of our usual
public benefit, in fundraising activities.
particular, the activities, The main activity not reinstated
projects or services was the Year 7 Welcome barbecue
identified in the as it was not felt advisable with
accounts. the covid cases at the time. This
was replaced by refreshments
after the diploma evening at the
end of the school year. Some
tickets were sold before the
cancellation of the original event
so parents were given the option
to get a refund or use the funds to
take part in a raffle that we
organised instead. The raffle and
later event raised £440.
Christmas Trees: this year we
purchased and sold 75 christmas
trees raising a total of £1,103 for
the school.
Christmas raffle: as in the previous
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**year, the Christmas raffle tickets were sold online in accordance with the relevant gaming rules. The draw was carried out before the end of term, winners notified and all prizes distributed before Christmas. The raffle raised £1,601. Christmas and Mothers Day shops: the PA runs a stall in the school for pupils to buy presents. Many of the items sold are donated goods and gives the pupils the opportunity to purchase items while supporting their school. The stall is usually open for 4 days in the run up to Christmas and Mothers Day. The 2 stalls together raised £852. Quiz Night: At the end of the first term a successful Quiz night was held in the school. The quizmaster is a parent who devises and runs the quiz. A total of £659 was raised. Musical events: the PA works closely with the various departments in the school and were delighted to help the music department by supplying refreshments at a music concert and at the year end musical. These events raised £412. Adventure Island: Each year the PA is able to obtain tickets for Adventure Island at a discount and offer them to parents for a reduced price. This year we purchased 100 tickets and raised £788 from their sale. Uniform sale: last year we did our first successful uniform sale with used uniform being donated by parents then sold on at a greatly reduced price. This not only raises money and helps parents out, but also means the uniform is recycled. This is something we hope to expand on in the future. This year £525 was raised in this way. PA lotto: the PA runs a monthly lotto. People buy a ticket which enters them into a monthly draw (with a bonus Christmas draw). People can join the lotto at any time in the year. This year we raised £330 in this way. Easyfundraising/Amazon Smile: we**
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encourage parents and families to
sign up for
easyfundraising/Amazon smile and
choose us as their chosen charity.
This way we get a small
percentage of every purchase that
people make using any retailers
that are signed up for the
schemes. We raised £2514 in this
financial year.
Matched giving: we received
£3,260 in the year through
matched giving where employers
matched amounts for events that
parents helped out at. We would
encourage all parents to check
whether their employers run these
schemes which can double the
amount that is raised from a
fundraising event.
Donations: we received £1,122 in
donations in the year.
Summer Fair: the largest
fundraising event of the year is
the summer fair which takes place
on the same day as the school
sports day. This year was the first
time we have been able to hold
the fair since 2019. On a beautiful
summers day people turned out in
force to support the event and we
raised an amazing £10,309. This
was the largest amount ever and
is due to the hard work of all the
volunteers and staff of Bexley
Grammar School who give up so
much of their time to help make
events a success.
Statement confirming Para 1.18 The trustees have had regard to
whether the trustees the guidance issued by the Charity
have had regard to the Commission on public benefit.
guidance issued by the
Charity Commission on
public benefit
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## **Additional information (optional)**
You may choose to include further statements where relevant about: SORP reference
|||SORP reference|||
|---|---|---|---|---|
||Policy on grant making|Para 1.38|**Funding requests are encouraged**
**from all staf (and occasionally**
**students) to be submitted in**
**writing via our School Liaison. The**
**request should detail the cost,**
**justifcation and benefts arising**
**from the request. All requests are**
**considered at the next monthly**
**meeting having regard to the**
**beneft to a particular student**
**group or the whole school. The**||
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committee strives to ensure funds
are allocated appropriately and
fairly.
N/A
Para 1.38
Policy on social
investment including
program related
investment
Everyone involved in the PA is a
Para 1.38 volunteer including parents and
Contribution made by school staff without whom no
volunteers events could take place. Without
the contribution of each of the
volunteers, from trustees to
volunteers at events, then the PA
would not exist. The contribution
by each of these people is
invaluable.
Other
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## **Achievements and Performance**
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SORP reference
Requests for funding can be
submitted by any staff or student
in the school. They are considered
Summary of the main at our monthly meeting and a vote
Para 1.20
achievements of the taken to decide whether to grant
charity, identifying the the request or not. In the year the
difference the charity’s charity donated £17,874 to the
work has made to the school, for a wide range of
circumstances of its projects and initiatives. These
beneficiaries and any included:
wider benefits to society
as a whole. Chrome books to be used across a
wide range of the departments.
20 chrome books were purchased
at a cost of £2,500.
The science department requested
an LED vacuum exposure unit for
use by students in experiments.
This cost £3,266.
The music department requested
helping purchasing timpani drums
to be used at concerts and musical
performances. The department
had already done a sponsored
event to raise money and we
contributed £2,000 to help fund
the item.
£1,200 was given towards getting
“Operating Live” in the school.
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**This gives students who are considering medicine etc. an opportunity to experience how an operating theatre works. £1,200 was also contributed for new playground markings to encourage more outside play amongst the students. The year 7 student council together with the school business manager out forward a proposal to “wrap” the pillars in the canteen as part of a wider refurbishment of the area, improving it as a space for students to meet. The charity contributed £900 towards this. As well as these larger items we contribute to many smaller projects across the school, aiming to ensure that the monies we raised help the maximum number of students. Other items we funded in the year include: the Wonderstruck Rocket Show, Scientific balances, drying racks for the art department, new lighting for the hall, more keyboards for the music department, a camera for the PE department and data harvest PH probes for the science department. Outside of more curriculum driven items we also funded: mindfulness training for staff to be able to deliver to the students, equipment for the gardening club and origami club, story cubes for the creative writing club, wood for the year end musical to build a man-eating plant, food for the Power Day and refreshments for concerts.**
## **Additional information (optional)**
You may choose to include further statements where relevant about:
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We donated almost £18,000 to the
school, over double the amounts
Achievements against Para 1.41 we were able to contribute in the
objectives set last few years due to the impact of
covid.
Our largest fundraising, the
summer fair, raised more than
Performance of ever before and other fundraising
fundraising activities Para 1.41 activities were similarly
against objectives set successful.
N/A
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Investment performance Para 1.41
against objectives
Other
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## **Financial Review**
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Review of the charity’s Para 1.21 At the end of the year the charity
financial position at the had funds of £8,384 with no
end of the period outstanding commitments.
Statement explaining the Para 1.22 The charity usually attempts to
policy for holding keep at least £2,000 in reserves.
reserves stating why they This enables the charity to provide
are held floats for events without
volunteers having to contribute
and covers any expenses incurred
before events take place.
Amount of reserves held Para 1.22 Circa £2,000.
Reasons for holding zero Para 1.22
reserves
Details of fund materially Para 1.24 N/A
in deficit
Explanation of any Para 1.23 N/A
uncertainties about the
charity continuing as a
going concern
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## **Additional information (optional)**
You may choose to include further statements where relevant about:
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The PA gets its funds from a
variety of fundraising
The charity’s principal opportunities and is always
sources of funds Para 1.47 looking for new ideas on how to
(including any raise funds.
fundraising)
The charity does not hold any
investments
Investment policy and
objectives including any Para 1.46
social investment policy
adopted
The main risk to the charity is that
events cannot take place due to a
A description of the Para 1.46 lack of volunteers. We encourage
principal risks facing the all parents from the school to
charity become a part of the PA and get
involved to whatever extent they
are able.
Other
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## **Structure, Governance and Management**
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Description of charity’s
trusts:
Type of governing Para 1.25 Written constitution held by the
document Secretary and available to all
(trust deed, royal members.
charter)
How is the charity Para 1.25 BGSPA is made up of all
constituted? parents/guardians who have a
(e.g unincorporated child attending Bexley Grammar
association, CIO) School. All parents, guardians or
carers of a child at the school are
automatically members of BGSPA
and eligible for nomination as a
trustee. Decisions are made by
attendees at our monthly ordinary
meetings.
Trustee selection Para 1.25 Trustees are appointed annually at
methods including details our AGM by proposal, seconding
of any constitutional and vote of the members present.
provisions e.g. election to We actively encourage new
post or name of any parents to get involved at the
person or body entitled earliest opportunity and our
to appoint one or more constitution aims for at least 2
trustees new parents to be part of our
regular committee meetings.
Our constitution does not allow
any Trustee to serve for more than
3 consecutive years unless by full
committee agreement where there
are no other volunteers for the
role. This is an accepted
amendment to our original
constitution.
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## **Additional information (optional)**
You may choose to include further statements where relevant about:
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Following the AGM, all trustees are
informed of their roles and
Policies and procedures responsibilities and issued with
adopted for the induction Para 1.51 information pertinent to their
and training of trustees roles. No specific training is
required and new trustees are
assisted by former trustees and
the general committee.
BGSPA is managed by a general
committee of the trustees, other
The charity’s parents and a senior member of
organisational structure Para 1.51 the school staff and meet monthly
and any wider network throughout the school year.
with which the charity Financial accounts are presented
works and formal minutes taken which
are distributed on “Classlist”
before the next meeting.
BGSPA meets the General Data
Protection Regulations 2018 by
using “Classlist”, a parent based,
secure app as our main platform
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to communicate with members
and send out information on our
meetings and events to the school
community. “Classlist” is
registered with the Information
Commissioners Office (ICO).
BGSPA regularly contributes to the
weekly school newsletter giving
updates of forthcoming events,
requesting volunteers, help and
donations, and informing of our
fundraising throughout the year.
We post relevant information on
screens around the school to
publicise events.
We aim to attend the welcome
meeting for year 7 parents and
pupils, provide them with
information about BGSPA and
invite them to our meetings AGM
and Welcome Year 7 Barbecue.
BGSPA works closely with the
interests of the school and staff
and pupils are encouraged to
submit written requests for
funding presented at our monthly
meetings when the decision
whether to fund them is made.
BGSPA is a member of the Parent
Teacher Associations UK and hold
Relationship with any Para 1.51 Public Liability Insurance with
related parties them.
BGSPA is run by volunteers and
the Trustees aim to carry out risk
assessments prior to all major
events and provide instruction and
guidance on food hygiene, health
and safety, environmental
protection and waste management
to volunteers. BGSPA is registered
with LB Bexley under food safety
law to enable us to provide food
and refreshments at our or school
events and we obtain Temporary
Event Notices when we intend to
sell alcohol and display this notice
at the relevant event.
Other
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## **Reference and Administrative details**
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Charity name BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION
Other name the charity
uses
Registered charity 278843
number
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Charity’s principal BEXLEY GRAMMAR SCHOOL
address DANSON LANE
WELLING
KENT
DA16 2BL
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## **Names of the charity trustees who manage the charity**
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Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
1 Deann Peetoom Chair
2 Beverly Bailey Vice Chair
3 Clare Henderson Treasurer
4 Fiona Ragg Vice Treasurer
5 Bnar Salar-Mecaj Secretary
6 Stephen Elphick Honorary Trustee
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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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
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Trustee name Dates acted if not for whole
year
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## **Funds held as custodian trustees on behalf of others**
Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements N/A 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**
|**BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION**|**BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION**|**BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION**||||
|---|---|---|---|---|---|
|**FINANCIAL YEAR: 01 August 2021 - 31July 2022**||||||
|||||||
||2021-22|||2020-21||
|||||||
|Openingcurrent account balances|£1,498.09|||£1,178.32||
|Business Reserve Account|£1,242.71|||£1,242.37||
|PettyCash|£305.00|||||
|Uncleared cheques|-65|||-£ 35.00||
|Outstandinglottopayments||||-£ 125.00||
||**£2,980.80**|||**£2,260.69**||
|**Income**||||||
|**Events**||22,802.15|||7,762.70|
|**Donations**||4,381.55|||343.35|
|**BGSPA lotto**||605.00|||415.00|
|**Easyfundraising/CAF/Amazon**||2,154.17|||2,598.37|
|**Interest**||0.21|||0.34|
|||||||
|**Total Income**||29,943.08|||11,119.76|
|||||||
|**Expenditure**||||||
|**Events**|-£6,130.91|||-£2,785.21||
|**PTA Expenses**|-£260.75|||-£163.00||
|**Donations**|-£17,873.65|||-£7,201.44||
|**BGSPA lotto**|-£275.00|||-£275.00||
|||||||
|||||||
|**Total Expenditure**|-£24,540.31|||-£10,424.65||
|||||||
|**CLOSING BALANCE**|**£8,383.57**|||**£2,955.80**||
|||||||
|Closingcurrent account balance|£6,453.75|||£1,498.09||
|Business Reserve|£1,592.92|||£1,242.71||
|PettyCash at 31/07/22|£336.90|||£305.00||
|Uncleared cheques||||-65||
|||||||
|CLOSING BALANCE|£8,383.57|||£2,980.80||
|||||||
|||||||
|TOTAL INCOME LESS EXPENDITURE|5402.77|||695.11||
Independent E_xa.m!nerfs Report to the Trusteeslmembers of Bexle
. arentS Assoclatlon- Charlt No 278843
Grammar School
l port on the accounts of the charliv for the year ended 310 July 2022. pages 1&2 hereby
attached.
Respertlve responslbllltles of members and emamlner
The charity trustees are responsible for the preparlng of the accounts. Ihe charity truslees
consider that an audit Is not required for this year (under Section 144 of the Charilies Act
20111the 2011Actll and that an independent examination is required.
Ba$ of Independent examlnerfs statement
It is my responsibility to:
Examine the accounts under sedion 145 of the 2011 Act
To follow the procedures laid down in the general directions given by the Charity
Commission under section 145 (Sllb) of the 2011 Art
To state whether particular matters have come to my attention
Basis of Independent examinerfs report
My examination was carried out In accordan with the general directions given by the
Charity Commission. An examination indudes a review of the accounting records kept by
the charity and a comparison of the accounts presented with those records. It also includes
consideration of any unusual items or disclosures in the accounts, and seeking explanations
from you as trustees concernin8 any such matters. The procedures undertaken do not
provide all the evidence that would be required in an audit and consequently no opinion is
given as to whether the accounts present a 'true and fairf view and the report is limited to
those matters set out in the statement below.
Independent examlnees statement
In connection with my examination, no matter has come to my attention:
{1) Which gives me reasonable cause to believe that in any material respect the
requirements:
To keep accountin8 records in accordance with section 130 of the 2011 Art:
and
To prepare accounts which accord with the accounting records and comply
with the accounting requlrements of the 2011 Art
Have not been met. or
(2> To which, In my oplnion, attention should be drawn in order to enable a proper
understanding of the accounts to be reached.
Dawn Sims MAAT
202 Bedonwell Road
Bexleyheath, Kent, DA7 5PX
Dated 21P January 2023